I have plenty of free time post tax season. Id be happy to help with this if you need it. 

Voting and wrap-up.  Please vote accordingly for the below items:  

Item 1 Previous Meeting Minutes: Minutes from 10/7/20 meeting.  We have a motion and second to accept the minutes. Please vote.  

Item 2: Treasure's report: We have a motion and second to accept the report.  Please vote.  

Item 3: Board Officer Election:  We have a motion and a second to accept the following slate of officers for the next year: 

President: Casseday 

Vice President: Rhodes 

Treasurer: Young 

Secretary: Todd 

Please vote. 

Item 4: COVID-19 Reponse and Metric:  We have a motion and second to accept the following COVID-19 Metric for holding WVMTR Events, COVID-19 mitigation plan for events, updated waiver, and guidelines for club supported fun runs: 

COVID-19 Metric for Holding WVMTR Events:  

• The event will only proceed if the existing WVMTR race director primarily desires to proceed with the event direction entrusted to them by the WVMTR Board of Directors. 
• As a measure of protection for our running community and to further mitigate COVID spread within our communities, we have instituted our own metric to determine if races will occur based upon the following metric and procedure. We will measure the reported COVID-19 cases per 100k population (from the CDC) over a 7-day moving average, 4-weeks prior to scheduled race day.  
• The data presented by the CDC, 28-days before the scheduled race day, must be equal to or less than 20 cases per 100K of WV population to hold a scheduled WVMTR event. Should the case load be greater than 20 cases per 100K, the scheduled event will be cancelled.  The event may be postponed at the discretion of the race director. 
• We will follow WV state guidelines for outdoor sporting events.   

• Until further notice, any races that meet criteria to proceed must have a COVID mitigation plan presented to the WVMTR Board of Directors that must include, but is not limited to:  

• Masks or face covering for all participants at the start and finish  
• Participants must wear masks or face covering when passing other runners on trails, and when entering aid stations  
• No congregating at the start or finish  
• Masks or face covering for volunteers at aid stations  

• No congregating celebration/awards ceremony at the finish  
• No indoor activities for participants  
• Strict participation limits  
• Hand sanitizer available at all aid stations  
• Self-serve aid stations with prepackaged food options  

• Process entries on a “wait list” status until 4-weeks prior to race day before accepting funds from participants.  
• Mandatory for runners to self-report to the race director any new onset COVID-like symptoms (fever, cough, loss of taste/smell, etc.) and/or exposure.  Full refund will be given to runners who self-report prior to or on race day.  

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WVMTR Event Waiver:  

In consideration of you accepting this entry, I, the participant, intending to be legally bound and hereby waive or release any and all right and claims for damages or injuries that I may have against the Event Director, West Virginia Mountain Trail Runners, its members, volunteers, co-sponsors, landowners, other participants, RunSignUp.com, and all of their agents assisting with the event, sponsors and their representatives and employees for any and all injuries to me or my personal property.  I recognize that this is an event with very real risks to my well-being.  This release includes all injuries and/or damages suffered by me before, during or after the event. I recognize, intend and understand that this release is binding on my heirs, executors, administrators, or assignees.   

  
In addition, I acknowledge the contagious nature of COVID-19 and other communicable diseases and voluntarily assume the risk that I may be exposed to or infected by COVID-19 and/or other communicable diseases by participating in this event. I acknowledge that such exposure or infection may result in personal injury, illness, permanent disability, and/or death. I understand that the risk of becoming exposed to or infected by COVID-19 in connection with my participation in this event and personally assume this risk.   

  
I certify as a material condition to my being permitted to enter this race that I am physically fit and sufficiently trained for the completion of this event and that my physical condition has been verified by a licensed Medical Doctor. By submitting this entry, I acknowledge (or a parent or adult guardian for all children under 18 years) having read and agreed to the above waiver.  

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Club supported fun run guidelines: 

1. All participants must complete the updated waiver with the communicable disease exclusion. 

1. Limit participants to 50. 

1. Participants and organizer must follow the club COVID mitigation plan (above). 

Please vote. 

Item 5: Other Business:  A potential bylaw change was discussed, and it was decided that the Executive Committee will report back to the entire BOD on 4/22/21 with recommended amendments.  Any bylaw changes will have to go before the club at the Annual Meeting.  No action required at this time. 

Upcoming Meeting Dates:  4/22/21 (e-meeting), 7/24/21 (Annual Meeting, SMS *tentatively scheduled), 10/21/21 (e-meeting) 

1. Yes
2. Yes
3. Yes
4. Yes

1YES

2YES

3YES

4YES

1. Yes

2. Yes

3. Yes

4. No

1. Yes
2. Yes
3. Yes
4. Yes

1. yes

2. yes

3. yes

4.no

1. Yes

2. Abstain

3. Yes

4. No

I was tied up yesterday afternoon and this morning so please let me explain #4. 

I'm in favor of continuing this discussion and how to proceed with safe events in the presence of Covid.  We have time to consider this further.  Due to the property issues in Eleanor Haulin will most likely not happen in March, according to Gregg.  Based on these conversations and previous conversations, the RDs of DD15k and Highlands Sky will not proceed with their races if they personally feel the Covid risk is too high.  I trust their judgments to make that decision and know they will be very cautious.  The next race that would force a decision is the KT and that isn't until August. 

The virus situation is extremely fluid especially with the introduction of the vaccine and we are just getting started with it.  Six months from now may be very different from our current circustmance. For instance, the rate of infection may continue to be high but the death rate and danger of complications from the virus vaccine may be much lower. The vaccine has the potential to reduce the virus's impact on the most vulnerable.  Many people believe Covid may be like the flu in that it's here to stay but the vaccine will make it far less harmful.  If that's the case, using a metric that tracks cases per 100k may prove to be arbitrary yet we're using it to determine the fate of races because it was decided months earlier.  Again, I think we have time to consider this further.

I'm also voting on behalf of our members and running community that want to participate in events as long as it can be done safely with virus risk mitigation in place. I've seen Covid mitigation in place at events and have good experiences with it.  I believe safe races can be done.  Our events are more than races to the majority of the people that participate.  

So my vote is no with a request to take our time to negotiate this further since we have no immediate decisions to make. 

I will vote as a rare tie-breaker:

1. Yes
2. Yes
3. Yes
4. Yes

All motions pass.  Meeting adjourned.

I will share the COVID related measures in Item 4 with the race directors and ask that Andrew post it to the website after I have notified race directors.  I will cc the BOD with communications.  Thank you all for your time.  

@matt I agree that tabling the discussion would be prudent.