JTC Running Board of Directors Meeting Minutes January 2015

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, January 6th, 2015
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President Larry Roberts called the meeting to order at 6:41 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Michael DelCharco, Stan Lambert, Franz Lerch, Todd O’Donnell, Larry Roberts, Larry Sassa, Lamar Strother, Douglas Tillett, and Stuart Toomey. Directors Richard Fannin, Connie Smith, and Jim Van Cleave were absent.

Approval of 12/2/14 minutes: On a motion by Lamar Strother and seconded by Franz Lerch, the December minutes were approved as submitted.

Election of 2015 Club Officers: President Larry Roberts relinquished the gavel to Douglas Tillett who asked the board for nominations for president. Jane Alred nominated Larry Roberts. There were no other nominations. The vote was taken and Larry was unanimously reelected as president.
Larry Roberts returned to chairing the meeting and asked the board for nominations for vice president. Douglas Tillett nominated Larry Sassa. There were no other nominations. The vote was taken and Larry Sassa was unanimously reelected as vice president.
President Roberts has the unique duty of nominating a candidate for treasurer. He selected Bonnie Brooks. The board voted and Bonnie Brooks was confirmed as treasurer for 2015.
Larry Roberts asked the board for nominations for secretary. Franz Lerch nominated Douglas Tillett. There were no other nominations. The vote was taken and Doug Tillett was reelected secretary.

Treasurer’s Report: Treasurer Bonnie Brooks thanked Larry Roberts for his leadership relating to our financial systems. He has our Wild Apricot Membership Program working well, which coupled with our PayPal based payment mechanism, has made our events, our races, and our membership reconciliation much more efficient with much less work required by her.
Bonnie said she plans to meet with Carolyn McLanahan to review our accounts and readjust their allocations, if necessary, to realign them more toward our targets.
Bonnie told us that our 1099 forms have been prepared by our accountants at Smoak, Davis, and Nixon.
Bonnie distributed copies of the Balance Sheet and the Profit & Loss Detail Report for the month. She also distributed a Budget vs. Actuals report for 2014. She thoroughly reviewed all three reports with the board and answered all our questions.

OLD BUSINESS:

Guana “Back To Nature” Ultra & Trail Run Report – We have heard positive feedback about this year’s race. A financial report of the race was distributed which showed we made a profit on the race. There was brief discussion that one or two of the line items seemed expensive so the president said he will want a budget for the race in advance of the actual event next year.

JTC Running Gate River Run Training Class – Larry Roberts said that we have 76 people signed up for the training class which starts this Thursday evening inside the 1st Place Sports store at Town Center. Larry said he would need some help at the first class. Several board members volunteered to assist him at the first session.

JTC Running’s 40th Birthday – Stan Lambert has not gotten as much input from the club’s membership as he had originally hoped he would but most respondents like the idea of us staging a new four mile race in commemoration of our fourth decade. Since our anniversary date of the club’s first meeting is in October, Stan thinks we should do something special in October this year. We also discussed the mayor’s proclamation in recognition of JTC Running. As the board was brainstorming, an idea of inviting the mayor and other important city leaders to a luncheon was well received.

Track Meet Series for 2015 – Todd O’Donnell has been working to determine the dates for the five meets we would like to stage this year. He received a listing of open dates from The Bolles School and then proposed possible Saturdays for our meets. Coach Eric Frank picked his favorites, one per month, from our list of proposed dates. Eli Sunquist has agreed to continue his involvement with our meets again this year. Todd will now go back to Bolles with our list of dates to have them reserved on their schedule.

Updated Membership Brochure – It was reported that our updated brochures were finished and printed and that they include our reworked “40th Birthday” JTCR logo.

NEW BUSINESS:

Committee Membership for 2015 – We distributed a list of the 2014 committees and the members of each of the committees. Each board member was to advise the secretary if they would like to drop off any of the committees they were on last year or join a different committee if they want to change. Our new board member was informed of our policy that each board member become a member of at least one committee.

Conflict of Interest Disclosure Statement – Following our precedent, we distributed copies of our Conflict of Interest Policy and also copies of our Conflict of Interest Disclosure Statement to each of our directors. Everyone was instructed to read and understand the policy and then sign the disclosure statement and pass it in to be held by the secretary.

COMMITTEE REPORTS:

Gate River Run (3/14/15) – Race Director Doug Alred reported that 6,000 entries had already been received which is good. Sponsorship is very good this year including three new sponsors. The medals and shirts will be arriving soon. We are creating a timed “downhill last mile” as an exciting enhancement to the race. Coverage of the event in the Florida Times-Union is very good.

TenBroeck Cup Team Competition – No report.

The Last Gasp – (12/21/14) – We had 106 finishers in this year’s 5K cross country race in addition to the children participating in the Kid’s Mile. Preregistration online from the club’s website worked well.

The John TenBroeck Memorial Winter Beach Run – (Sat, 1/31/15) – Race Director Doug Alred said we have around 400 preregistered runners so far. The medals are here and they look great. Runners will get sweatshirts this year plus there’s a post-race party in the Sea Walk Pavilion featuring our favorite beverages. We then discussed the future of the Winter Beach Run but no motions or decisions were made at this meeting.

RACE COMMITTEE and TRACK MEET COMMITTEE – No report.

JTC Running RACE TEAM – Larry Roberts reported that Stephanie is doing well as our new team leader and she is popular with the team. The signup process for team members to enter Grand Prix races has been improved with the addition of a team code to simplify entering races online.

CLASSES & CLINICS – Jane Alred told us that she would like to contract with “named” speakers this coming year, perhaps combing their appearance with our upcoming special race or other planned event.

COMMUNITY & PUBLIC RELATIONS – Director Larry Sassa said that the CPR committee met this evening before the main meeting to plan for our annual tent at the GRR post-race party.

FINANCE – Committee Chair Bonnie Brooks noted that we achieved a profit at this year’s Guana events. She made a motion, seconded by Douglas Tillett, that we donate $1,000 to the Friends of Guana in recognition of their support of our event. The motion passed.

MEMBERSHIP – Stuart Toomey noted our headcount at 956 members.

MERCHANDISE – Larry Roberts will be following up with Connie Smith regarding a new, special JTCR shirt for sale at our Donna and GRR booths this year.

NEWSLETTER – The deadline for submissions to the next issue of the newsletter is January 10th. We noticed that JOI has not renewed their sponsorship with us for this year.

SOCIAL MEDIA – Stan Lambert discussed the frequency when we should send out email blasts. We concluded that bimonthly blasts would be best for now.
Stan said he’s adding a new feature to our Facebook page of “Race Shirt Saturdays” where respondents to a weekly post tell what race shirt they are wearing on Saturday – perhaps with a photo.

SOCIAL & BANQUET – Jane said that the December social went great.
Larry Roberts brought up an idea to have a Baseball Social With The Suns, a social event from the past that was popular with our members. We discussed the “best” date for a baseball social and decided that a Saturday would be best, perhaps in mid-season around July 25th. He will get with Gary Ledman, who organized our baseball socials in the past, and come up with a proposal for the board.
We talked about our annual Awards Banquet and proposed that we have it around June 25th. Jane Alred took the “action item” to contact Maggiano’s to see if the date was available.

VISION & PLANNING – No report.

NEXT MEETING – The next board meeting will be Tuesday, February 3rd at 6:30 in the Mediterrania Restaurant.

The January meeting was adjourned at 8:20 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.

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