MINUTES FROM THE HOUSTON AREA ROAD RUNNERS ASSOCIATION BOARD MEETING
AUGUST 21, 2006
The following people were in attendance: Anna Helm, Sarah Troscher, Bruce Mansur, Eddie Rodriguez, Audrey Christiansen, Jack McClintic, Tom McBrayer, Chris Rampacek, Chris McClung, Randy Carlson, Jaime Rodriguez, Angie Lapp, Mark Fraser, John Phillips, and Annie Hadow.
Anna called the meeting to order at 6:05. Everyone introduced him/herself. The minutes from the July meeting were approved.
PIM: The first item of business was PIM. Jack informed the group that the next session is set to begin on September 13 and he needs 6 more coaches. Ideally he would like to have 8 groups with 3 coaches each. Please let Jack know if you’re interested. Please pass along to your clubs as well. Jack also reported that he has been busy with advertising and promotion: getting brochures and e-mails out, looking into getting on the radio, getting the website updated and being featured in the Chronicle Running Notebook. He would like to thank Koala/Luke’s for being a sponsor.
Just For Kids Run: Anna advised that we are still looking for a sponsor.
Party in the Park: Upcoming on August 26. Anna confirmed with the various volunteers that we are ready and prepared.
Tornados Cross-Country Relay: Jaime Rodriguez from the Tornados updated the Board that they have arranged with Eddie Avila to have 2 medical personnel at the race. The Tornados’ race organizers appear to have everything in order to be compliant with the HARRA standards this year. Bruce asked Jaime to please submit a list of volunteers so that those people can be eligible for VVIP points. Jaime agreed to do so.
Marathon Kids: Chris McClung updated the Board that Marathon Kids’ goal is to have 140,000 students nationally. They currently have 100,000. In Houston, their goal is 10,000. The Kickoff is scheduled for October 21 at 10 AM at Rice University. Volunteers are needed from 8 AM until noon. Marathon Kids is expecting 500 participants and is looking for 130 volunteers. They need 8-9 captains (volunteer leaders) who can be at Rice at 5:30 PM on Friday for a dress rehearsal. The final event is planned for March 3, 2007. Chris will collect and compile the list of volunteers. Mark Fraser agreed to communicate with Chris and to work with Jerry Smith to get a volunteer recruitment e-mail out to the distribution list.
Activity Updates:
Treasurer’s Report: Audrey referred to the financial report she already distributed to the Board. Right now, HARRA has a net income of $6,900 from memberships and banquet admissions. She is getting ready to send out invoices for club dues. She has prepared a 2007 budget based on previous years and will get with each person who the budget applies to for confirmation that everything looks in line.
Website: Website is up to date. Anna will e-mail Sarah Graybeal to ask her to post information on Marathon Kids.
VVIP: Cheryl Esposito is putting together a spreadsheet template listing the various activities and races that are eligible for VVIP points. She is also very close to getting the 2005 VVIP list and points accounted for.
Member Discount: Sarah Troscher agreed to take over the Membership Discount responsibilities. The Board discussed the challenges some of the retailers are having verifying HARRA membership. It can be cumbersome to check the website at the point of sale to verify. Annie agreed to look into whether or not the ITR mailing label has any HARRA specific numbers on it so that it can be used in lieu of a membership card to verify membership.
New Business:
Parks Business: Randy updated everyone that the Parks Department has approved the water fountain locations suggested by HARRA. Rick Dewees preferred the Memorial/Crestwood location. Things are moving forward and pricing is being reviewed. Randy advised the group that the $10,000 (Bayou City Classic income) HARRA pledged for the trails fund in 2001 is part of a $500,000 matching requirement for the $2 Million statewide transportation enhancement program to enhance the trail system at the park and for the Hermann Park Conservancy.
Space City 10 Miler (10/15) and Koala Luke’s Half Marathon (10/29): Bruce said that reps from these races should be in attendance at the September Board meeting to confirm that they are in compliance with HARRA’s race requirements.
Marathon Kick Off Party: Coming up on September 11. Bruce asked if we are in touch with the marathon office for volunteers. John said he would check. John advised the group about the setup times and basic layout.
New Year’s Eve Race: Chris Rampacek informed the group that he is still awaiting final approval for the New Year’s Eve race/ event he is planning to hold at Memorial Park and that he will make a proposal to the Board at the next meeting for HARRA approval. His goal is to promote a healthy new year via an alcohol free family event.
There was no additional business to discuss. Anna adjourned the meeting at 7:15.