Second file.

Please discuss.  We will need to have a motion, second, then ultimately a vote to take any action.

The Muddy Mutts 15K proposal looks good.  The level of public/private cooperation and level of volunteerism at Meeks is nothing but impressive and expect the event will have a high level of community support.  Having participated in another race on that trail system, there's a proven blue print for directing a quality event there.  The popularity of a race with dogs will always have interest and the trails are paw friendly!  I feel comfortable in that this will be a quality event and represent WVMTR well.

I'm in favor. Jason is a good friend of mine and we've been working through this with him. I have confidence in him and the plan for the race and would love to see it happen. I'll be helping him too.  I realize I'm biased. 

@bob-luther, I agree with you.

A couple of items:

1.  Who is his 1st year RD mentor?  I believe that is a requirement even with his 5k RD experience.  We can waive it if we feel confident in his ability to hold a sustainable event.

I question his ability to get $2000 in sponsorship to net $725 income.  Sponsors are hard to get in my opinion.  I think he should consider raising the entry price by $5.  That way there would be less pressure to get all three sponsors.

2. I would like to know his plan if he is unable to get sponsors?  WVMTR is certainly not obverse to supplementing races that take a loss in their first couple of years.

A note to Jason - I would also like us to suggest that he go deeper in his award structure to have it in line with most events.  There is a difference between the plan and the budget in that respect.  There is no mention of age group.  I not suggesting that we base any approval on this.  Just send him our observations.

@daniel, good questions for discussion Dan.  I agree that having a mentor is a best practice for new RD's, but not a requirement based upon our WVMTR Sponsored Races policy/criteria (see below):

WVMTR Sponsored Races

The objective of the West Virginia Mountain Trail Runners is to promote running and the healthy, positive qualities running encompasses. A means to accomplish this goal is to sponsor races or running events. Some of the benefits of WVMTR sponsorship include; insurance coverage, donations are tax deductible, use of club equipment, website event promotion.

The WVMTR is a 501 (c) 3 not for profit organization. To maintain this status and to assure the quality of sponsored events, these basic criteria have been established.

1. The race director (RD) must be a club member.
2. The RD must assemble a Race Plan that includes basic information; date, location, distance, landowner permission, advertising, special fees, proposed budget, aid station considerations, first aid or EMT considerations, entry fee, and other pertinent information. Race planning should begin at least 5 months before the anticipated event date.
3. The Board of Directors will review the aspects of the race to determine if it meets the goals of the WVMTR and is well planned. Other considerations will include the race finances, RD’s experience, and potential conflicts with other races.
4. The race must be located in West Virginia, unless otherwise approved. The majority of the race course should be on non-paved surfaces, preferably on trails through wooded or other scenic areas.
5. The responsibility to remain within budget lies with the RD. Checks from Donor Sponsors and Registration Fees must be payable to the WVMTR. Monies will be deposited in the club account. Expenses can be paid through the club account, or by receipt reimbursed to the RD.
6. Net revenue from WVMTR sponsored events must go to further the non-profit goals of the club, or to an approved non-profit charitable organization. No RD or other club member shall benefit financially from the event.
7. For events benefiting a non-profit organization other than the WVMTR, the club may receive 10% of the entry fees collected to cover expenses.
8. The WVMTR logo will be placed on race shirts and the name mentioned in brochures, advertising, applications, etc.
9. The RD will provide complete and accurate results within three days after the race.
10. A final financial report will be prepared and submitted to the club within 30 days.
11. The Board reserves the right to discontinue sponsorship of a race should the above criteria not be met.
12. West Virginia Mountain Trail Runners (WVMTR) is the sole proprietor of all sponsored club races to include the race name, brand and logo. Each WVMTR club sponsored race director must attend an annual Race Director/Board of Director training to include a quorum of three Board of Director members. Each race director shall remain a member in good standing of the West Virginia Mountain Trail Runners.

With that said, I would feel more comfortable if one of the other RD's in the local region would agree to "mentor" Jason this first year to help out with some of the more complex decision making and planning.  

I am supportive of the event, but I would like to make that a formal suggestion to Jason as well.  I imagine Jason can approach Dolin, Gregg, DT, Daniel, Joey, or Corey and easily find one or more willing to help.

Even though I'm not an RD for WVMTR I was the RD for the Crush Run at MMT and have volunteered at WVMTR races and races at MMT along with reviewing financial reports from RDs for several years now. I'd work with Jason as an RD mentor if you see fit.  

Also, he and I are meeting on Monday to review his financial projections. I have similar concerns as Daniel Todd.  

Posted by: @matt

Even though I'm not an RD for WVMTR I was the RD for the Crush Run at MMT and have volunteered at WVMTR races and races at MMT along with reviewing financial reports from RDs for several years now. I'd work with Jason as an RD mentor if you see fit.  

I think this will be ideal.

Posted by: @daniel

Posted by: @matt

Even though I'm not an RD for WVMTR I was the RD for the Crush Run at MMT and have volunteered at WVMTR races and races at MMT along with reviewing financial reports from RDs for several years now. I'd work with Jason as an RD mentor if you see fit.  

I think this will be ideal.

I agree.

Good discussion.  I would entertain a motion should anyone be interested in making one.

I motion that we approve adding the Muddy Mutt 15K as a WVMTR event in 2022.

I realize it's somewhat uncouth for the president's role to make or second motions, but I am very excited about what is going on at Meeks Mountain and am personally proud of WVMTR's support of the trail building.  I second Bob's motion for this new WVMTR race event.