2011 February Board of Directors Meeting Minutes

2011 February Board of Directors Meeting Minutes
JTCRunning BOARD OF DIRECTORS MEETING MINUTES
Tuesday, February 1, 2011
Location:  Mediterrania Restaurant;  3877 Baymeadows Road; Jacksonville, FL

President Larry Roberts called the meeting to order at 7:08 p.m.  Directors Richard Fannin and Jim Van Cleave were absent.  Trib La Prade, our webmaster, attended the meeting.

Approval of 1/4/11 minutes: It was noted that three dates were wrong in the Treasurer’s Report section of the minutes.  Corrections have been made for publication in The Starting Line.  The minutes were approved as corrected.

Treasurer’s Report:  Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit & Loss Detail and then elaborated on the details with the board.  It was noted that we were finally able to pay our expenses to Bill Dunn for Guana for 2010 but not until 2011.  We also discussed our investment accounts.  Bonnie noted that we might have to move some cash from savings to handle our upcoming GRR expenses.

OLD BUSINESS:

Website Update – Trib La Prade attended the meeting because he wanted to ensure that we were highlighting all the important upcoming events on the top page of the website, so we reviewed the page with him.
Board of Directors Terms for 2011 – President Roberts proposed that any board member who is willing to serve this year as a one-year-term, please tell him.  We are hopeful that we can determine the nine board members who will be up for reelection (or not running for next year) soon, per our updated by-laws.
Statue Update – Lamar Strother told us that the plaque is now ready for the new statue and showed us a copy of how it looks.  The dedication of the statue is set for Feb 28.
Storage Facility – We successfully moved everything out of the remaining unit at Mandarin Mini Storage on Jan 20, disposing of some of the contents and moving the remainder to our unit at U-Store-It on Plummer Cove Road.
Track Series at UNF – The dates for “our” four meets are May 21, June 18, July 9, and July 23.  Our president signed the contract and it is in UNF’s hands.  We discussed how our club needs coverage at each meet.  Stuart Toomey volunteered to be our liaison & coordinator for the meets.  JTCRunning members can run in the meets for free.

NEW BUSINESS:

Epitome of Excellence Proposal – We received a request for a donation that will be used to host an AAU National Qualifier.  This item was referred to the Finance Committee for investigation and their recommendation.

COMMITTEE REPORTS:

RACE COMMITTEE – The committee will focus on the Guana 50K Trail Run and Relay.

John TenBroeck Memorial Winter Beach Run – Race Director Doug Alred reminded us that the packet stuffing party would be the next day, Feb 2, in the 1st Place Sports office.  The race is set for Sunday, February 6 at 3 p.m., which happens to be Super Bowl Sunday, perhaps accounting for why registrations seem to be down this year.

Gate River Run (3/12/11) – Doug Alred reported that we already have 7,000 entries and that sponsorship is very good.  The equalizer will give the elite women a six minute lead this year.  He noted that registration at the expo would be done “on line.”

Guana River 50km Trail Run & Relay  – No report.

Track Series – (see Old Business, above)

CLASSES & CLINICS – Jane Alred talked about Dick Beardsley’s upcoming time in Jacksonville.  He will speak at 7 pm on Tuesday, March 8, in the café in the Riverplace Tower.  We will not be having food or beverages – we might be facing a venue charge.

COMMUNITY & PUBLIC RELATIONS – Committee Chair Larry Sassa said our tent would be at the JTB Memorial WBR and we need reps to serve there.  Also, our booth (with the tent above) at the Donna Expo could still use some more representation.  We need to line up volunteers for our booth (with the tent above) at the GRR Expo, where JTCR wristbands will be distributed to allow members into our post-race chalet on the lawn of the Fairgrounds.

FINANCE COMMITTEE – Treasurer and Committee Chair Bonnie Brooks scheduled a committee meeting to discuss the Epitome of Excellence proposal.  The meeting will be on Feb 15 at 6:30 at Pizza Palace.  From the previous (Jan) Finance Committee meeting, a proposal to support the Bishop Snyder Diocesan Grade School Track Meet was discussed.  Bonnie made a motion, seconded by Douglas Tillett, that we provide a $500 donation.  The motion passed.  Additionally, a proposal from the SM foundation was discussed at the committee meeting but no action for it came out of the board meeting in February.

MEMBERSHIP – We have more than 800 memberships, many of them family memberships.

MERCHANDISE – Carol Fitzsimmons said we have coffee mugs on order for the Donna Expo and different mugs for the GRR expo, plus pens for selective give-away.  Carol is keeping the expo volunteer list.  She has the “board member” shirts if anyone needs one.

NEWSLETTER – Committee Chair Bob Fernee said the newsletter, the first one he has edited, was at the post office for processing and delivery.  He said it was a good issue.

WEBSITE – Trib the Webmaster said the website was updated recently.

SOCIAL & BANQUET – No report.

VISION & PLANNING – Doug Alred, Committee Chair, said the committee is excited over the upcoming dedication of the statue on Feb 28.

NEXT MEETING – the next meeting will be Tuesday, March 1, at 7 p.m. at Mediterrania Restaurant.
The meeting was adjourned at 8:28 p.m.
Douglas Tillett, JTCRunning Secretary, has respectfully written and submitted these minutes.

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