Here are the pertinent minutes addressed above:

* Katie Wolpert started a conversation about planning for the future and the idea of compensating race directors.  She brought-up monetary means, but others brainstormed othe non-monetary means.

* We have great RDs now, but everyone gets tired

* What about an apprenticeship program to get new RDs up to speed?

  + Other clubs have assistant RD to assist & learn what needs

  + Both get either free membership or a jacket

* Incentive program for race directors

• Next steps: Adam will add to the next BOD meeting in October for further discussion and consideration.

Communication: Michelle Price brought-up the need for better communications at Highlands, the Trilogy, and presumably at the other events.

* Radios are present at Highland Sky

* Relays etc. can enhance communication

* Highlands Sky, Station 2 can't talk to 3.

* Tried Radio Club, didn't get any takers

* This has fallen to each race director, it's an ongoing issue

* Talk to a radio supplier - a repeater station could be unmanned and make the stations work

* New Sponsor - IRP system is too loaded

* Get a Volunteer SAR Group

  + Example: Allegheny Mountain Rescue (a club?)

  + Mountaineer Search and Rescue, out of Morgantown, all volunteers

• Next Steps: Recommendation to purchase radios.   Dan Lehmann has a very reasonable offer from our rental supplier to purchase the radios we use for Highlands Sky.  Will present to BOD for consideration.
• Mountaineer Search and Rescue: Casseday will research the group and see if a partnership can be formed for future events.

There are two major topics to be discussed per the Annual Meeting: 1) RD Incentive Program  2) Improved Race Communications:

RD Incentive Program:

I will preface, the discussion by saying that I am simply doing my agreed upon duty bringing this to the Board.  I do not personally think that an incentive program is necessary or a sage idea.  I believe that it creates more issues than solutions.  With that said, there are a couple of good ideas from the discussion at SMS.  First, the idea of encouraging RD's to have "assistants" or "apprentices".  It is great to share the burden and to have a perpetuation plan.  I'm not sure what next steps we would need to do this, but simply encouraging multiple RD's for each race seems like a good start.  In the realm of incentives, the only idea that I can get behind to incentive RD's would be giving all WVMTR RD's the option of one complimentary entry to a WVMTR race. 

Improved Race Communications:

The summary of this conversation was that we as a club should be doing everything we can to improve our communications to provide safe and effective races.  Based upon these suggestions, we did purchase six more radios that were very helpful at the Trilogy this year.  I did look into SAR groups -- particularly  http://www.wvmarg.org/  -- but did not make contact.  It is apparent in my research that they are a group much like us -- small and quite precise in their expertise and interests.  These are the folks to call if we are truly in need of Search and Rescue, but having them onsite at all aid-stations is a pie-in-the-sky dream.

My two cents:  We need to bolster our communications and emergency response internally.  I believe that this is best achieved by increasing our means/modes of communication (ie. communication planning, radios, cell phones, emergency contact plans, SPOT gps devices) and our response to emergency/first aid scenarios (ie. offering cpr/first aid training to RD's and volunteers).

I am not in favor of compensating/paying RD's. I am in favor of reimbursing RD's for their out of pocket expenses and rewarding them with a nice token of the clubs appreciation (i.e. nice jacket). WVMTR is a small non-profit running/fun club. As soon as you start paying people to host races then you run the risk of loosing the true motivation behind being a RD (I love to do it). No doubt being a RD is an extremely difficult and time consuming volunteer duty, but one should do it because they enjoy it and/or feel like they are contributing to the greater good (i.e. Dirty Dog helps support humane society).

I am 100% for mentoring up and  coming RDs.  The motivation to be an RD has to be there.

I am in support of anything we can do to improve radio communication.  AS 6 HS is like being on the lunar surface.

Yes, best practices should include an RD having some help and mentoring aspiring RDs.  In general it's a good idea to spread the work load if there are reliable volunteers to help.

It seems we give the RD plenty of discretion, with appropriate oversite as well, to use their race budget to provide themselves and volunteers with a gift incentive such as jacket or shirt, etc.  We have awesome RDs that are internally motivated which is great.  I think we can leave it up to them to act within reason. 

My only comment on race communication is yes, do whatever it takes to improve it and do what's necessary for safety. We have funds available and there's nothing better that we can spend it on than safety for runners and volunteers.  

Once the vote to purchase radios passes instead of relying on volunteers personal cell phones for communication from one as to the next or finish line; could both trailers utilize these?

@asdolin

Anything the club owns can be utilized by all club races.  With that said, the intent of the satellite messengers is not to replace cell phones.  There will be a limited number of messages available depending upon the plan we choose.  These are for emergency communication for instances where we do not have cellular coverage.  I don't believe asking volunteers to utilize their personal phones in this day of unlimited texting/data is an imposition.

@hillbillywill

ditto Rock Star Billy

I'm all for RD apprentices.  It is likely the DD may sunset in the next couple of years.  If the either High graduation in 2021 or 2022 fall in the 3rd Saturday in May there likely will not be a race.

@daniel

I'm sure there is an eager and trustworthy person in our WVMTR Kanawaha Valley circle that would be happy to learn the ropes and take over some day.  Dan Todd, Race Director Emeritus would have a nice ring to it.  Work on your perpetuation plan.  You've created something too special to let it slide.  Maybe Yarborough, Jarvis, Dolin would be interested?  Could be a joint venture right out of the gate.   Just food for thought . . .