HARRA Leadership Team Meeting

November 15, 2004

Attendance:  Lisa Ruthven, John Cody-MPRC, Roger Boak, Audrey Christiansen, Annie Hadow, Camille Yarbrough, Chuck Cofer, Barbara Crumpton, E.T. McBrayer, Noah Matthews, Robert Hoekman, Steve Shepard, Andy Stewart, Barbara Shepard, JoAnn Luco, Randy Carlson, Rachel Guenther, Geoff Guenther, Doug Spence.

Meeting called to order at 6pm.

Just for Kid’s Run—John Cody

The preparations are going well, with a hope of breaking 400 this year for attendance.  Steve asked if there are enough volunteers, and how the race sign-up is going.  John said they could use as many volunteers as they can get.  Sign-up is the same level as last year, using the same advertising/promotion techniques. Also, there have been a lot of registrations on Sign-Me Up Sports.  Steve asked what HARRA could do to assist at this juncture.  John requested information be made available and up-to-date on the website.  JoAnn said she has all the materials ready for face painting.  John asked for volunteers to come at 8:00am for instructions.  Audrey asked if the checks would need to be written on race morning like last year.  John said yes, and will follow up.  Audrey asked for invoices ahead of time to smooth things out. 

Houston Lite 30k Review—Andy Stewart

Andy presented a drawing of the course map. The title sponsor, Houstonian Lite, requested that the start and finish this year be at the new Town Square, where the Marriot hotel is located.  To do this, the race will follow the same triple loop with small modifications.  The start will be 7am, consistent with the Marathon start.  There is a 4-hour finish requirement.  The start is in front of city hall, which is a nicer location.  Art work for t-shirts and medals have the Town Square clock tower.  Steve asked that the artwork be sent to the Webmaster for HARRA website.  Barb asked if the water stations were in the same locations.  Yes.  Liability insurance is 5 million with State Farm.  $2 off discount for HARRA members.  Regarding toilets, First Colony Mall food court, the Mariott, and Houstonian Lite will be open, as well as port-o-cans.  Parking is ¼ mile from start at First Colony Mall on the Foley’s side.  Race results will be through Gary Mulvihill.  40 Sugar Land police on bicycles, and bikes are coordinated.   Bob asked about medical coverage, if there will be an EMT at the finish.  Andy said yes, there is a pick-up truck with equipment.  Steve asked if preparing a volunteer list is ok.  It is not yet a requirement, but HARRA would like to recognize volunteers.  Andy replied he would do his best but it’s sometimes difficult to know who has actually volunteered on race day. 

Fall Series Runner of the Season Prize Money Allocation—Audrey/Roger/All

Roger said the first categories were originally strictly 0-39, but he subsequently received complaints for this system from Masters, so it was modified.  Roger’s preference is to return to strictly 0-39 since it’s simpler and prize money has been allocated consistent with membership demographics.  The Board agreed.  Steve said he will be the official complaint department.

JPMorgan Chase Networking Expo

Noah said the HARRA team had a good day.  Kids Run and PIM were popular interests, and flyers went out.  Some people said they had heard about PIM.

Marathon Finisher Towels

Roger said that in 2004, there were 250 towels and 441 finishers, but the previous year there were 430 towels and 410 finishers with boxes of surplus, and so he wasn’t sure how many to order this year.  He said it is difficult to estimate the number of finishers from the 25K results.  Steve suggested using extras for Party in the Park, as running out of towels generates bad will.  Roger said only if we have better media coverage for better distribution.  Steve asked if we want to entertain towels for the half-marathon.  Unanimous no.  Audrey said if enough response is generated this year, we can review for next year.  No enthusiasm from the board.  The number of towels to order was discussed, with 300 decided.  Roger will follow up. He noted that socks were decided upon as a replacement for Iron Feet awards when singlets ran out.  The singlet supply is low, so he asked if he could go ahead to order socks.  Steve said he thought it was a good idea.  Roger described the sock design as brown on the bottom for dirt, green for grass, and blue for sky.  Everyone liked this.

EMT Guidance on HARRA web site—Bob

There was no response to his EMT Guidance proposal email.  Bob asked how EMT information should be displayed on the website; for instance if other EMTs see the list want to be on also.  Regarding phone numbers, Camille said we should seek approval before putting them up.  Bob will phone each EMT before sending the list to Geoff.  Barb asked Bob if he would re-send the EMT information again for the clubs.  Barb mentioned there is a company approved for a barebones AED that people can have in home without a prescription, and wondered about its use for a running club.  Bob said the law doesn’t cover the device, that it is licensed for a one household use only. 

HARRA Race Requirements Update.

(Port-o-cans on the course, EMT requirements, volunteer list requirements)

As a quick aside, Randy noted for the Herman Park Conservancy the HARRA check be made for 15^th of February, in order to make a presentation at their event with media coverage.  He will follow up.

Randy emphasized that HARRA is about running safety, and wondered if adding minor requirements would lessen their overall importance.  Barb said it is important as a check-list if you want the standards of being a HARRA race.  Bob recalled of the failure of EMTs as well as lack of toilets at the 10-miler.  Andy recommended hiring EMTs, then accepting volunteers from the Fire Dept as back-up to ensure there isn’t a 100% failure.  Steve summed up: after the 10 Miler race review there were areas for improvement, and as a club president from another HARRA Fall Series race had refused to submit their volunteer list for VVIP consideration we had a need to make this a HARRA race requirement.  

Bob will follow up with EMT list.  Randy and Camille will form a HARRA race management committee and propose HARRA Race Requirement improvements at the December HARRA Board Meeting.

HARRA Booth at Marathon Expo—Steve

Steve has made contact, and has received a positive response.  Will follow up.

RRCA Membership Renewal—Audrey

Package received with forms.  RRCA renewals appear to be based on households for liability insurance but on memberships for RRCA dues.  This is confusing – Audrey and Steve will follow up.  Reminder to clubs in filling out RRCA forms to back out HARRA members for dues to avoid duplication.

Activity Updates

Membership—Barb

1,330 members. up 44 from last month.  229 households with 630 members,  700 single memberships.  335 new members this year that are not renewals.   Bob asked if there is a new member counted, is there any information as to whether they had been HARRA in the past, for instance drop-outs coming back.  Barb said she has a complete list.

Treasury—Audrey

Check for 1,200 for member ship.  $600 donation for Kids Run.  Runner’s tax received from 10 Miler, but still owing for 20k and 25k.

Website—Geoff

HARRA is now on new host site, which provides lots of new features.  For example, the number of hits can be counted, and is averaging 241 sessions per day.  500 page hits per day on average, with 900 page hits on Friday regarding the Runner of the Season prize allocation.  Regarding the 25k, at the HARRA site, Sunday was a record day. 

Email addresses are available now at the HARRA Site.

Pages such as Discounts and Volunteers are underused, and could use more attention on the homepage.

Randy emphasized links for race evaluation.

The training-groups page generates a lot of interest, but needs updating.  Steve asked for volunteers.  Roger will contact clubs.

Practice for the Tour—Roger

There were on average 90 participants per stage.  Ho Chi Minh was the most popular.  Numbers are the same for next year.  The space on the website home page will now be rededicated.

Member Discount Program—Doug

Discussions are now underway with an artist who makes humorous running sculptures. 

Power in Motion—Lisa

PIM is finished for this season and starts again in March.  An article will appear in December Inside Texas Running.  

Open Discussion

Camille –VVIP

Camille will run the volunteer check-in desk at the Kids Run.  HARRA will use the booth and banner at the entrance.  There will be VVIP biographies from now through April for Inside Texas Running.  Camille asked for a banner on the home page announcing when a bio is there.  Barb will follow up with a master list of volunteers.