JTC Running Board of Directors Meeting Minutes April 2015

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, April 7th, 2015
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President Larry Roberts called the meeting to order at 6:44 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Richard Fannin, Stan Lambert, Franz Lerch, Larry Roberts, Lamar Strother, Douglas Tillett, and Jim Van Cleave. Directors Michael DelCharco, Todd O’Donnell, Larry Sassa, Connie Smith, and Stuart Toomey were absent. JTCR member Susan Haag attended as a guest.

Approval of 3/3/15 minutes: On a motion by Lamar Strother, the March 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. Bonnie informed the board that she has updated the club’s Treasurer’s Manual as some of our procedures had changed over time. Additionally, she created SOP’s so that our monthly financial procedures are documented.
We distributed copies of the Volunteer Hours Worked form which applies only to directors of the club.

OLD BUSINESS:

Distance Carnival, Volunteers Needed – Our first track meet of the season will be on 4/25/15 and it is the Distance Carnival running from 4 pm until around 7. We need a volunteer to distribute medals to the winning participants – Franz Lerch volunteered. Larry Roberts said we have around 75 signed up (online) so far.

Bolles Track Workouts in June – The Bolles track will not be available for our morning or afternoon workouts during June because they are resurfacing the field. The workout groups have not decided yet what they will do regarding moving to a different location or still meeting at Bolles and running the streets instead. Stan Lambert noted that the track has not been available for us the past two weeks.

Baseball Social – Our baseball social will be on Saturday, July 25th. Members can now make their reservations and pay for the social on our website. We have fifteen reservations already at the special discount of $5 off for the first 40 signups.

Movie Social, Screening “Transcend” – We had 35 attendees at the movie on Wednesday, March 11. We had hoped for more attendees but everyone who was there liked the film, the theatre, and the fellowship of other runners for watching the movie.

GRR Awards Ceremony – We all concluded that our preparations paid off and we had the smoothest running GRR Awards Ceremony in memory. One problem became apparent after the event in that the TenBroeck Cup is missing without the current custodian telling us that they have it. We are searching for it now.

Water Fountain Project / Sunbeam Project – Doug Alred reported that he paid the past due taxes and the next milestone will occur on May 6, when the property is auctioned by the city.

JTCR Night at the Sulzbacher Center for the Homeless – We ended up with only three volunteers for the meal preparation and serving but the Sulzbacher staff joined in and helped us get the job done. We wondered if we need to reduce the frequency of this project to once a year rather than twice.

RRCA Convention – Stan Lambert and Doug Tillett plan to attend this year’s convention as our club’s representatives. The convention is April 23rd through April 26th.

NEW BUSINESS:

Summer Running Camp Grants, Application Forms – Doug Alred reported that he emailed the Running Camp Grant Application Forms to the high school coaches today. We need to determine the Sikes Scholarships criteria.

COMMITTEE REPORTS:

Gate River Run (3/14/15) – Race Director Doug Alred said that everything went great. Our numbers were down a little but the entry fee was up a bit which could have accounted for the slight decline in turnout. The Junior River Run went very well and the Diaper Dash was a good event. He has gotten many new requests from groups asking to erect tents in the post-race yard. Our starting waves worked well. He said an accounting for the race will be available at next month’s board meeting. The board discussed top 10% caps.

TenBroeck Cup Team Competition – Richard Fannin said that our team race and the level of elite competition was outstanding this year. Even so, he is working on a new plan for next year – something new, exciting, and different that could possibly eliminate the team competition with perhaps more “big name” runners. He will be reporting more as his new plan develops.

The John TenBroeck Memorial Winter Beach Run – (Sat, 1/31/15) – Race Director Doug Alred distributed copies of the financial results, which were excellent.

RACE COMMITTEE and TRACK MEET COMMITTEE – No report.

JTC Running RACE TEAM – Team members report that the new online signup available, with a special code for them, works great and they are very pleased with the new process.

CLASSES & CLINICS – Todd Williams will be conducting a Run Safer Clinic on May 18th. Location TBA.

COMMUNITY & PUBLIC RELATIONS – Larry Sassa was absent for this meeting but we noted that our JTCR tent worked great. Very popular. Kudos to Larry and Stuart.

FINANCE – Committee Chair Bonnie Brooks noted that she will be away on vacation from April 26 thru April 28. A motion was made that we authorize Doug Alred to bid up to $100K on the Sunbeam property when it is sold at auction on May 6th. The motion passed unanimously.

MEMBERSHIP – Larry Roberts noted our headcount at 962 active members.

MERCHANDISE – Connie Smith was absent for this meeting but we still have our special 40th Anniversary shirts available for sale. We sold $2K at the expo.

NEWSLETTER – The next edition of The Starting Line is at the addressing company and should be in our members’ mailboxes soon.

SOCIAL MEDIA – Stan Lambert talked about the GRR Facebook page.

SOCIAL & BANQUET – Jane Alred is talking with Orange Theory about a class for our members with a capacity of 24 people, slated for April 26th (Sunday) at 4 pm.

VISION & PLANNING – Our Vision and Planning items were discussed previously in this meeting.

NEXT MEETING – The next board meeting will be Tuesday, May 5, at 6:30 in the Mediterrania Restaurant.

The April meeting was adjourned at 8:09 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.

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