HARRA Leadership Team Meeting Minutes

January 24, 2005

Meeting called to order 6:05pm

Attendance: Bob Hoekman, Barbara Shepard, Steve Shepard, Doug Spence, Mick Midkiff, Peter Tyler (Memorial Park Conservancy), Annie Hadow, Ken Reed, Ann Atkinson, Susan Middleton, Sadie Greenman, Jo Ann Luco, Rachel Guenther, Roger Boak, Noah Matthews, Stephen Costello (Chairman, Memorial Park Trail Committee), Audrey Christiansen, Lisa Ruthven, Brian Smyth

Valentines Couples Relay—Mike Midkiff

Mick reviewed the race according to HARRA race rules.  Steve said an ad for the race will be in Footprints, and he passed out a sample copy of the new homepage featuring upcoming races.  Mick said there will be two doctors onsite, as well as a party after the race.

Buffalo Wallow 6k Review—Brian Smyth

Brian said this is a cross-country course and will not be USATF certified.  USATF Insurance was purchased, and should have arrived.  Brian will follow up with the local insurance representative.  Waiver is on the sign-up sheet and on SignMeUp Sports.  Logo is on the entry form.  Steve said the runner’s tax minimum threshold may not be reached.  Brian said medical coverage would be available.  Bob Hoekman said his people will also be there, and needs the information for the EMT.  (Subsequent to the meeting Bob worked with Brian Smyth and Suzanne Day and satisfactory EMT coverage was organized.)  Three defibrillators will be on the course.  Brian will follow up.  The race results will be hand timed.  He hopes for 400 participants, expects 250-300.  Police protection is organized.  Steve asked how the course will be marked.  Brian said it will be alternately roped and flagged.  He asked for extra volunteers to do this.  There will be a raffle for twenty cool prizes afterwards.  Steve reminded Brian to ask the EMT to have a back-up plan.

Memorial Park Conservancy—Peter Tyler, Steve Costello

Peter defined the conservancy for the board as a non-profit organization to protect Memorial Park.  Extending the trail network, and a bridge across Memorial Drive are examples of future projects.  The new web site should be up next week.  Steve Costello said the current project is to coordinate with “user groups” to clean the park, with a focus on the triangle area from the Arboretum to the culverts.  GORBEH scheduled a trail maintenance day.  Steve cited the recent runner attack, and has met with city personnel to survey areas to clear privet (underbrush).  He asked the board for a volunteer day from the running clubs to clear the running trail, suggesting an annual meeting for the future.  Barb asked if the city has liability insurance; also, what sort of clean-up does the city have in place already?  Steve Costello confirmed the city provides liability insurance, and cited the problem of a city budget stretched due to more non-city park users, so the goal is to encourage non-city users to assist.  Barb mentioned previous money donated from HARRA that has not yet been used.  Steve summed up the conservancy’s goals are to stay as true to Ima Hogg’s intentions for a city park as possible.  Barb requested for the Conservancy to have a copy of the HARRA safety tips.  Bob said with regard to last Saturday’s clean-up, many cyclists did not seem to be aware of the Conservancy.

HARRA Booth at Marathon Expo Post-Mortem—Steve, for Camille

Steve said Camille sent a report to the Leadership Team.  Activity at the booth went very well.  30 new and renewing members.  There was a lot of publicity, as many in the running community seem to regard the HARRA booth as a one-stop-shop for running information.  Traffic at the Veterans’ table was also heavy.  Roger was happy with the booth location.

Marathon Finisher Towels/Iron Foot Awards—Roger

300 towels were given out, and Roger said he took names of an extra 25 people, 17 of whom are HARRA members.  The Jerry Smith email seems to be quite effective, as the HARRA presence at the marathon was more visible than in the past.  Also, the location of the banner added publicity.  Steve mentioned upsets about the lack of towels from some half-marathon participants.  He will make space in the March Footprints for a list of half-marathon finishers.  Roger said the Iron Foot list is in progress.  He is awaiting details from the manufacturer.

Houston Area Training Groups Update—Roger

Update is going well.  Additional phone calls need to be made.

EMT Guidance on HARRA web site—Bob

Bob said the number of available EMT's is down.  Barb suggested contacting Steve Karpas.  Steve Shepard asked Bob to update to the web site.  Bob said he will try to do this. 

HARRA Hall of Fame—Annie

A plan to formalize awards and recognitions in a clear achievable program is in the works.

HARRA Safety Awareness Initiative—Steve

100% participation from the eight Metro Houston Fit Sites!  Unfortunately, 0% of the other HARRA clubs have included the safety reminders on their web sites.  Steve emphasized that education and awareness are the key to safety in the running community.  He asked members to remind their clubs.  Bob mentioned a possible inclusion to the safety list is to watch out for cars turning right.  

Kid’s Run Financials—Audrey

Audrey said we are awaiting money from Memorial Herman, the head sponsor.  Barb asked if they have been late in the past.  Audrey said no.  Memorial Park Running Club is awaiting payment from HARRA.  Steve said HARRA should pay MPRC.

2005 HARRA Spring Series—All/Steve

Steve said left-over Spring Race flyers from the HARRA booth will be available at Memorial Park, an opportunity to advertise for clubs managing HARRA runs.  The Spring Series will appear in March Footprints and on the HARRA home page.  Races were already pre-approved, and required formal acceptance.  The Buffalo Wallow 6k will kick-off.  Incumbent races are Bayou City Classic 10k, Bellaire Trolley Run 5k, Bayou Bash, LP Run, Law Week 8k.  Bob reminded there was a problem with medical coverage last year at the Law Run.  The date for the LP run has not been officially decided.  Saturday, April 30 morning is previewed.  Steve said the PIM goal race is in conflict with this time, which is important because there are 35 coaches and 200 participants, which is a sizeable chunk. In the past, Saturday was not a success, with only 60% of normal participation.  Roger also pointed out the PIM race was often at the same time as the Bayou Bash, and there needs to be better co-ordination in the future.  Steve advised the PIM goal race and the Bayou Bash had never been on the same day, occasionally on the same weekend, and dozens of people chose to do both.  Steve asked for comments on incumbent races.  Bob noted the Tour de Bayou is Tuesday evenings.  Barb asked if we can add races later.  Annie moved to approve the incumbent races.  Seconded.  Unanimously accepted.

Steve said he was very dissatisfied with the calendar sequence of the Spring Series, as there are large gaps and bunches of races that need to be smoothed out.  Roger said races in the past were set early so race directors had a frame to work in.  Annie will draft guidelines for the Fall/Spring series and present at the March leadership team meeting.  Jo Ann asked that a copy go to Randy Carlson.

2005 HARRA Calendar—All

Steve reviewed the calendar and asked if there was news about Party in the Park.  Roger said there is none, so it is probably not up for this year.  Roger will update with Camille.  Steve asked if Bayou City could present HARRA awards at the Valentines race.  This could assist with participation, as this is a new race and take pressure off the 10k.  Alternatively, the Buffalo Wallow was suggested.  Roger gave a tentative ok, even though this is a short time-span.  Steve moved that the Club Competition/Runner of the Season be awarded at the Buffalo Wallow 6k, and Iron Foot at the Bellaire Trolley Run 5k.  Barb seconded.  Unanimously accepted.  Steve will send a spreadsheet to Geoff for the web site.

Activity Updates

Membership—Barb

68 new members.  1,422 total members.  743 individuals, up 35 from December.  250 families, up 15.  1,249 addresses on the HARRA E-mail Distribution List.  Barb asked for early sign-up in June to get a jump on next July.  Roger asked about email reminders for 2003/2004 members who hadn't renewed.  Steve advised renewals were at about 80% and we had chosen to work with the clubs instead of contacting individuals about renewal.

Treasury—Audrey

Handout provided.  Steve noted we appear to have about $4k of revenue over expenses at the mid way point of the HARRA financial year, which Audrey confirmed.

Footprints—Doug

Doug sent out an email re: “How did your day go?” to Jerry's email distribution list and got great response for an article to appear in March Footprints.  We'll also publish a list of HARRA Marathon finishers.

Member Discount Program—Doug

A milestone of 31 businesses are now in the program.  No new additions in January.

Power In Motion—Lisa

PIM will start March 2.  Free publicity in the Chronicle web site Jan 13 from a former participant who credited PIM for success at the marathon.  Coverage also in Health and Fitness Magazine.  8 online registrations in the first couple of days.  Wortham’s Loop the Lake is the target race, benefiting youth organization.  PIM will double their participation, and the race directors are enthusiastic.

Meeting closed 7:55pm.

Submitted by Rachel Guenther