HARRA Leadership Team Meeting Minutes
February 21, 2005
Meeting began 6:02pm
Attendance: Rachel Guenther, Doug Spence, Roger Boak, Camille Yarborough, Annie Hadow, Susan Middleton, Tom Stilwell, Audrey Christiansen, E T McBrayer, Noah Matthews, Bob Hoekman, Steve Shepard, Barbara Shepard, Lisa Ruthven, Jo Ann Luco
1. Bellaire Trolley 5k Review—Susan Middleton
The course is the same as previously certified. Liability insurance is up to date, and the RRCA certificate has been received. The EMTs are from Bellaire. Susan also confirmed with Bob that his AED Team will be there. Tom McBrayer asked if the EMTs are designated specifically to the race, or if they are on call and might have to leave. Susan will look into this and follow up with Bob. The race entry forms are already out, with the HARRA discount and logo. Port-o-cans will be available, as well as indoor facilities. Water will be available half-way on both sides of the course. The volunteer list will be sent. Details are on the HARRA site and in ITR, as well as the spring race calendar. Steve reminded that Jerry Smith’s email is available. Prize allocation is three deep. This year the sponsor is Sugar Mountain Creamery. Tom asked how long the Trolley Run had been on. Susan said fifteen years. It was previously called the Spring Fling.
2. Law Week 8k Review—Tom Stilwell
Law Week is in its 20th year. There is a big celebration and extra publicity from the Houston Bar Association, and participation is expected to be higher this year. The course will resume its original path as published in the entry form, due to city of Houston construction. Steve asked if the RRCA certificate had come in. Tom said this was in the works. A HARRA link is also on the Law Week website. Steve asked how many participants had there been previously. Tom said 700-800, with 1,000 hoped for this year. Eddie Avila's group is providing EMT. Port-o-cans per 70 runners will be available. Parking is available in the usual places downtown. Water and refreshments will be on both sides of Allen Parkway. Race results will be at the race, on the website, and in Runner Triathlete News. Steve recommended taking a bicycle with an odometer to sanity-check the course measurements and mile markers. This will be a chip race. The race still benefits the Center Serving Persons with Mental Retardation. $45,000-$50,000 has been raised annually for this charity for the last 20 years. Persons with mental retardation who are able, help at the water stations. Steve also asked for a submission to the Houston Chronicle.
3. Memorial Park Conservancy—All
Steve Shepard recapped last month’s meeting and Steve Costello’s visit regarding an annual date to encourage HARRA volunteers at Memorial Park. The new conservancy website is up, HARRA is nicely represented. The Board discussed a possible date. Steve mentioned a timing issue in April as this is a busy month. Camille asked what the conservancy would provide. Bob said park officials and Trail Stewards would be there to oversee the work. May 7 was proposed as a possibility before the RRCA convention May 14. March is an alternative, but the date needs to be kept clear of the Spring Series. Bob suggested that in addition to brush clearing there should be trash collection. Steve recommended getting back to Peter Taylor, regarding May 7 and using the Jerry Smith email. Unanimous.
4. Marathon Finisher Towels/Iron Foot Awards—Roger
The second batch of towels has arrived. Roger asked for distribution suggestions for the 24 people left who did not receive them at the marathon. Steve said perhaps they could be available at RunSport for pick-up, and notified via email. Roger said he has been in email contact with the Ironfoot Award manufacturer. He hoped to give the awards at the Bellaire 5k. Steve asked about progress on the Ironfoot list. Camille said she will follow-up with Roger re:volunteers. Jo Ann and Tom will help with follow-up from clubs. Runner of the season is up to date and on the website. Steve said the Runner of the Season money was given at the Buffalo Wallow.
5. HARRA Hall of Fame—Annie
Annie announced the title program “Rise And Shine Award”, a program for HARRA members who have contributed outstanding service and dedication to HARRA programs and events. The award will be a lifetime paid HARRA dues. Annie said thought should also be given to developing a future Olympian category. Roger asked why the award should be limited to 3 in five years. Annie said this was due to economics and also concern for diluting the prestige. Barb and Roger cited concerns about people forgetting if this was not an annual prize. Steve also mentioned we hadn't had such an award for twelve years, and so there is catching up needed. The award would be announced at the HARRA Summer Celebration (banquet). Camille noted that many volunteer awards are already being given, and so we need to be careful about duplication. Annie will draft criteria for approval next month.
6. “Unless a club wants to rank their team members in a specific order or division…”—Steve/Roger/All
Steve cited potential opportunity for improvements to the competition rules. Detailed rules are available on the HARRA website for Competition. Currently, clubs are allowed to rank team members in order/divisions. Roger gave examples of instances where this was leading to category loading. Steve said this sort of stacking is affecting club and team competition results, and would like age categories enforced, so that teams listed as veterans, for instance, are competing against other veteran teams, not teams which are in fact mostly masters. Roger countered that he would like to see opportunity for strategy left open, especially for the smaller clubs that don’t have the benefit of large numbers of members. Barb said, in summary the idea is to eliminate team members rank and the ability to change mid-stream, in order to keep purer team categories. Steve added if selection is allowed it should be done at the beginning of a season. Roger will ask for opinions amongst the clubs and follow up, with the Board deciding whether to make the change next month.
7. HARRA Series Race Selection Guidelines—Annie
Annie presented a draft proposal of changes to the guidelines for race selection in the Spring Series, in order to help ensure the best possible Spring Series for participants. The Board discussed these ideas. Tom Stilwell reminded that schedules must reflect other city events that are using the same street space, and/or shutting streets down. Steve said runner attendance over all the proposed events was also a concern. He asked the Board to read and consider the proposal and vote next month. Annie will revise and edit the draft.
8. HARRA Banquet—Steve/All
The word “banquet” connotes formality, especially to new members, and so the new name is “Summer Celebration”, to indication fun and a party atmosphere. Following the BCRR lead with last Fall's Party In the Park, The Houston Striders will spearhead the Summer Celebration. It will be held June 4. . A committee will form to decide the details for the location this year. . Steve asked for volunteers. Steve, Doug and Noah volunteered.
Doug said 40% of email responses in a personal poll indicated a preference for Fu Kim, and the Spaghetti Warehouse received support for vegetarian concerns. Steve asked the committee to choose between Fu Kim and Spaghetti Warehouse.
9. RRCA Convention Attendees—Steve/All
RRCA is meeting this year in New Orleans May 13-15 with seminars, opportunities to meet administrators and management of clubs and races from around the nation. A budget for HARRA attendees is available. HARRA has traditionally sent one or two or more representatives with funding. Steve and Barb will attend without HARRA funding. Lisa and Pam were encouraged to attend with PIM funding. Jo Ann is considering attending with HMSA funding. Doug and Noah expressed interest in attending as HARRA representatives. Steve will touch base with Board members not present to gauge interest.
10. Activity Updates
Membership—Barb
1469 members total. Individual: 772. 257 Family. Membership increased by 47, breaking down to 29 family and 7 individual memberships.
Treasury—Audrey
Funds for the Kid’s Run have been received, double this year over last. Additional new memberships are anticipated for June.
Web Site—Geoff
Barb asked for a few instructions about one of the new website programs. Geoff will follow up.
Footprints—Doug
Steve nominated Doug Spence as the new VP - Communications. Audrey seconded. Unanimous.
Member Discount Program—Doug
Holding steady at 31 participating vendors.
HEB Bayou City 10k—Camille
The deadline for having packets mailed out has passed. Online registration ends March 7. The HEB Bayou City Classic official Centipede made an appearance at a recent City Council meeting and requested that council members contact their constituencies to help get the word out about the event which benefits city parks. Mayor White, Lisa Foronda, as official starters for the race, and a race representative will have live interviews on Mix 96.5 radio station on February 23. A live shot on Channel 26 TV will take place at Memorial Park at 6 am on March 8. HEB will provide 10 $100 gift cards for a drawing for participants in centipede and costume categories. There is also a Corporate Award for the company with the largest number of participants, and an award for the City department with the largest number of employees participating.
VVIP—Camille
Camille had not heard from the Buffalo Wallow 6k or Houston Marathon as yet. Camille asked if PIM would be included at the end of the year. Lisa said yes. $3,000 annually has been budgeted for VVIP awards. VVIP awards will be given at the Summer Celebration in addition to Runner of the Season. Camille proposed doubling the VVIP awards to be in line with annual Runner of the Season awards. Steve asked for Audrey to assess affordability so the Board can consider doubling VVIP awards at next month's meeting.
Power In Motion—Lisa
There was a photo shoot and interview with Pam and a few PIM participants for an article to appear in the City/State section of the Houston Chronicle hopefully by this week. Barb met with the Parks Department, and the department also asked for PIM brochures. There are 65 registrants so far. Lisa has submitted a grant application to Moving Comfort, which if awarded would be in effect for Spring 2006. Roger said the Chronicle article could cause a big bump in participation. The limit is capped at 300, simply because of space. Steve asked about the coaching staff; Lisa said everyone was confirmed. Doug asked what the finishing race was slated for. This will be Wortham’s Loop the Lake 5k.
Meeting closed 8pm.