JTC Running Board of Directors Meeting Minutes March 2015

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, March 3rd, 2015
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President Larry Roberts called the meeting to order at 6:35 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Michael DelCharco, Richard Fannin, Stan Lambert, Todd O’Donnell, Larry Roberts, Larry Sassa, Connie Smith, Lamar Strother, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Director Franz Lerch was absent.

Approval of 2/3/15 minutes: On a motion by Lamar Strother and seconded by Stuart Toomey, the February minutes were approved as submitted.

Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit & Loss Detail Report for the month. She thoroughly reviewed both reports with the board.

OLD BUSINESS:

JTC Running Gate River Run Training Class – Larry Roberts said that the final count was 140 students training in the class. Their last long run would be this coming Saturday, March 7th, and then they would all run the Gate River Run on March 14th.

Track Meet Series for 2015 – Larry Roberts told us that our plan is to have five meets this year, starting in March, and that the June meet will be held at Creekside High School since the track at The Bolles School is not available in June. The Track Meet Committee scheduled a meeting for March 16.

Baseball Social – Our baseball social will be on Saturday, July 25th. Members will make their reservations for the social on our website and make payment there as well, although we plan to make paper forms available as well. The “event” posting has been written and was tested today and should go “live” on April 4. The first 40 reservations (normally at $19.95 each) will be discounted by $5, plus there is a “beer ticket” option for an additional $9.95 each.

Movie Social, Screening “Transcend” – The movie starts showing around 7 p.m. on Wednesday, March 11. Copies of the movie will be available for sale on DVD, after the showing. Richard Fannin asked us to “spread the word” as much as possible.

GRR Awards Ceremony – We have prepared in advance for this year’s GRR Awards Ceremony, conducted after the race. Colleen Clarson has written a script, tasks have been accepted by numerous club officers, and we are optimistic that this year’s ceremony will flow much more smoothly than in the past.

Donna Expo – Larry Roberts thanked all those who worked the JTCR booth at the Donna Expo this year. The board discussed whether or not we want to have a booth at next year’s expo or not.

GRR Expo – We are nearly “good to go” although we still need a few volunteers for a few of the time slots. Lamar Strother has been recruiting volunteers to staff our booth at the expo. Since we will all be in “the tent” outside on race day, we plan to pack up the expo booth on Friday night when the expo closes rather than on Saturday afternoon.

GRR Tent – Larry Sassa said that planning has gone well and we believe our tent on the lawn of the fairgrounds on GRR day will be popular with our club members. He said we have a new caterer but the woman in charge is the same person as before. We are planning for 300 guests. We will allow members to bring in a guest although we’re not publicizing that. He said we need clipboards because early morning dew makes the tables wet.

NEW BUSINESS:

JTC Running Night at the Sulzbacher Center for the Homeless – Michael DelCharco told us that everything is all lined up and he expects that volunteers will show up like they always to. He asked for a $500 check to pay for the food, per our agreement with The Sulzbacher Center.

COMMITTEE REPORTS:

Gate River Run (3/14/15) – Race Director Doug Alred said that we are up by 300 runners compared to last year, a week-and-a-half before the race. He believes that’s pretty good considering that the registration price is higher than last year. He said we have a lot of volunteers. It’s the best year for sponsorship by far. TV4 will be broadcasting live for three hours on race day morning. The expo is a sellout. The finisher medals are here. SMG is ready. He told the board that we are adding food trucks at the post race event.

TenBroeck Cup Team Competition – Richard Fannin reported that we have six men’s teams and eight women’s teams and predicted that Boston women and Army men would win the team competition this year. Richard has his volunteer crew ready to accommodate our invited runners and we plan to have the River Taxi on Saturday morning to transport elites to the docks near the start of the Gate River Run.

The John TenBroeck Memorial Winter Beach Run – (Sat, 1/31/15) – Race Director Doug Alred said that the financial report isn’t ready yet but his preliminary calculations point toward a good, positive, financial result.

RACE COMMITTEE and TRACK MEET COMMITTEE – The committee will have a meeting on March 16.

JTC Running RACE TEAM – It was noted that we had a lot of JTC Running Racing Team runners at the Ortega River Run.

CLASSES & CLINICS – No report.

COMMUNITY & PUBLIC RELATIONS – There was no additional report other than what we highlighted earlier in the meeting regarding the GRR booth and GRR tent.

FINANCE – Committee Chair Bonnie Brooks said there was Finance Committee meeting tonight before the main meeting. We had received a request for support from the Shannon Miller Foundation for their 5K run. Bonnie made a motion, seconded by Stuart Toomey, to donate $500 to support the run. The motion passed.

MEMBERSHIP – Stuart Toomey noted our headcount at 911 active members.

MERCHANDISE – Connie Smith said that we have received the shirts but they still need to be printed “40 Years Strong.” We decided to price them at $20 each.

NEWSLETTER – Normally our deadline for submissions is the 10th of “odd” months but since we want to include a lot of Gate River Run news, the deadline has been extended until March 17th.
A problem was noted by several board members that “double printed” pages existed in some of the magazines from the last edition. Doug Tillett said he would contact Print Express about the anomaly.

SOCIAL MEDIA – Stan Lambert reported that most of our Facebook posts lately have been promoting the GRR and the Track Meet Series. He said we are now on Instagram. He said that Pinterest would be added soon to our livery of social media outlets we use.

SOCIAL & BANQUET – Jane Alred noted that the date for our annual Awards Banquet has been set for June 25, the deposit has been paid to Maggiano’s, and we will start concentrating in earnest on this event after all the Gate River Run stuff has been finished.

VISION & PLANNING – Doug Alred had no progress to report on the Sunbeam Landfill project. He reported that we have received a suggestion from long-time JTCR member Glenn Landers that we should consider financing new water fountains on our local trails, perhaps on the RiverWalk or the Baldwin Rail-Trail. Glenn noted that other cities he has visited while traveling have water fountains for runners and walkers and was impressed by their availability. Doug Alred thinks this would be a very good project for our club to embrace. The committee will pursue the possibility after the March events are concluded.

NEXT MEETING – The next board meeting will be Tuesday, April 7, at 6:30 in the Mediterrania Restaurant.

The March meeting was adjourned at 7:53 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.

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