1. Purpose
a. ALL TRTC races will be conducted to support all or part of our club mission
which is “to promote a fit and healthy lifestyle, and at the same time, become an
asset in our community through our involvement in fundraising for charity
programs.

2. Establishing a TRTC race
a. A majority vote of The TRTC Executive Council is required to establish a race as
a TRTC race
b. A race may be brought to the Executive Council for consideration by any member
or entity by contacting the club President and requesting agenda time at a
regularly scheduled executive council meeting.

3. TRTC race annual renewal
a. The executive council will vote to renew each existing TRTC races at its annual
meeting. A simple majority is required to renew each race.

4. Removal of a TRTC race
a. A race can be removed by a majority vote of the executive council based on, but
not limited to, the following reasons
i. The Executive council and the race director agree that the race no longer
supports the mission of the club
ii. At the request of the race director
iii. Conflict with other events
iv. Poor attendance

5. TRTC Race Directors
a. All TRTC race directors will be appointed and approved by a majority vote of the
executive council.
i. Established race directors will be presented and approved at the annual
meeting of the executive council
ii. Race directors for new races or those filling vacancies will be approved by
a vote of the executive council when presented as part of an agenda at a
regularly scheduled meeting.
iii. A TRTC race director may be involuntarily removed as a race director by
a 2/3 majority vote of the executive council due to, but not limited to, any
of the following reasons:
1. Any illegal activities
2. Conduct that reflects negatively on the club
3. Financial mismanagement resulting in the clubs mission not being
met
4. Failure to secure the proper insurance to protect the club and its
members
5. Failure to conduct the race to the standards the club has come to
expect.

6. TRTC Race Charities
a. Race directors will recommend their major charity or charities of choice to the
executive council for approval when the race director and race are approved at the
annual meeting.
b. Race directors may make additional donations to supporting groups (Rescue
Squads, HEMSI, Wheeler Wildlife Refuge, host organization, nonprofit groups
that volunteer) as long as the cumulative amount of additional donations does not
exceed 10% of total donations.
c. Any changes to charities not covered in 6.a & 6.b. must be approved by a vote of
the executive council.
d. Respect to long standing relationships and prior commitments should be strongly
considered by RD’s and the executive council

7. TRTC Race requirements
a. All races will be conducted to the high standards of TRTC
b. All races will be properly insured to the satisfaction of the Executive Council
c. All races will keep accurate financial records of all income and expenses and
provide a complete post-race profit and loss statement with the assistance of the
club Treasurer
d. All races will make the maximum possible donations to their charity(s) of choice
after paying all expenses and maintaining the needed balance forward to seed the
next years race.
e. All races will use Imathlete for registering race participants
f. All races will provide a minimum of a $5.00 discount to their race for all paid
members of TRTC
g. All races will offer comp entries for TRTC officers and race directors
h. All races may provide discounts and comp entries at their discretion keeping in
mind the overall goals of the club
i. All races will contribute to the general club fund based on the following
guideline:
i. Single sport races $1.00 per participant to be capped at $300.00
ii. Multi-Sport races $2.00 per participant to be capped at $600.00

8. TRTC Race Support
a. TRTC races will have access to all of the following support from the club
i. All club owned equipment to include but not limited to: Sound system,
canopies, tables, coolers, rack system, stanchions, mileage markers and
turn arrows.
ii. Club purchased perishable supplies including but not limited to: caution
tape, spray chalk, and body marking markers
iii. Any and all club bulk purchasing discounts
iv. Club leadership support in securing sponsors, volunteers and any other
support needed
v. Promotion of race and race needs to all club members and friends via e-
mail and Facebook.

9. Amendment to guidelines
a. The above race guidelines will be reviewed and amended at the annual meeting of
the executive council as needed.