JTC Running Board of Directors Meeting Minutes February 2015

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, February 3rd, 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, Richard Fannin, Stan Lambert, Franz Lerch, Todd O’Donnell, Larry Roberts, Larry Sassa, Connie Smith, Lamar Strother, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Director Michael DelCharco was absent.

Approval of 1/6/15 minutes: On a motion by Lamar Strother and seconded by Todd O’Donnell, the January minutes were approved as submitted.

Treasurer’s Report: Treasurer Bonnie Brooks said she met with Carolyn McLanahan to reevaluate our accounts. Bonnie told us that our 1099 forms are nearing completion, being prepared by our accountants at Smoak, Davis, and Nixon. Bonnie also told us that she had to change her email address so we should transition our own personal contact lists to her new email address.
Bonnie 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 we have 140 students training in the class and that a high percentage of them are showing up regularly for training. The shirts for this class will be ordered soon.

JTC Running’s 40th Birthday – Stan Lambert asked to be removed as the cognizant individual for this effort. He did his job of determining what to do to celebrate the club’s birthday and now the Community and Public Relations Committee will take over.

Track Meet Series for 2015 – Todd O’Donnell has done a good job determining possible dates for this year’s track series and is awaiting confirmation from The Bolles School. The first meet will be on April 25th – the Distance Carnival. Because Bolles will be reworking the field during the month of June, we cannot have a June meet there. One possibility would be to have meets on May 9th, July 18th, and August 1st, skipping June, but during discussion, we found that conflicts with other events exist for these dates. We discussed alternate site possibilities. Larry Roberts will discuss the situation with Coach Eric Frank to see what his point of view regarding scheduling might be.

Sunbeam Road Property Update – Doug Alred said there was a meeting today with the city councilman and the golf course developer. There is a lien on the property in excess of $500,000 and the property tax is $13,000 annually. Doug wanted to know if our club, given this new information, is still interested in pursuing the property as our running park. The directors indicated that they are still interested in the property.

Baseball Social – Our baseball social will be on Saturday, July 25th. The Jacksonville Suns handle the administrative aspects of the social while we sell the tickets. We’d like to offer the first 40 seats at a $5 discount so the ticket price would be $15 each. After that, our members and guests would pay $20 each. A beer ticket is available as an option for an additional $9.95. The directors were excited about this social and wondered if we should look at making other sports events into socials. The new soccer team in town was suggested – Franz Lerch will investigate our opportunities for a social at a Jacksonville Armada soccer game.

NEW BUSINESS:

Movie Social At Sun-Ray Cinema – The movie social will be during GRR week, on Wednesday, March 11th at 7 p.m. The movie is “Transcend.” The board decided to make the tickets free for members and for non-members. We discussed giving special invitations to local high track school teams. We thought we should invite our GRR Training Class members. We want to publicize this social very well so that we have a good turnout.

Gate River Run Awards Ceremony – The board believes we should be better prepared this year to ensure that our award ceremony is a good one. A prerace meeting is anticipated. We decided we need to designate a person to “run“ printed results from the trailer at the finish line to the stage for the award presentations. Todd O’Donnell volunteered to be the runner. Doug Tillett was designated as the stage manager. The results will be printed on paper but if we have our iPad handy, they will also be available on that device. The core group will work on this before the next board meeting in March.

COMMITTEE REPORTS:

Gate River Run (3/14/15) – Race Director Doug Alred told the board about the Hall of Fame Ceremony on Tuesday, March 10th, at 6:30 p.m. in the Riverplace Tower. Jen Rhines and Dottie Dorion will be inducted into the Hall of Fame. There will be beverages, dinner, and the ceremony. Sponsors, Streakers, the JTCR board, and other important and appropriate people will be invited.
Race preparations are going well. This year, runners will get a magnet and a drawstring backpack. The Top 10% Awards are on track. The seeding looks good. The number of runners entering the race is up from last year at this time, heading toward a record headcount.
The GRR will be the USATF Florida Association 15K Championship for Open Men and Women and also for Masters Men and Women. The race will send a check for $400 to USATF Florida before the event.

TenBroeck Cup Team Competition – Richard Fannin reported that our Elite field is outstanding. We have fifteen excellent teams competing this year. Our elite field is superb. USATF.TV will be showing the GRR live.

The John TenBroeck Memorial Winter Beach Run – (Sat, 1/31/15) – Race Director Doug Alred said we had more than 1,200 finishers this year. The sweatshirts were popular. The course was “exact”. We had more runners than expected so additional finisher medals had to be ordered – they will be available in three weeks.

RACE COMMITTEE and TRACK MEET COMMITTEE – No report.

JTC Running RACE TEAM – Larry Roberts reported that Stephanie Griffith has recruited several new team runners. The board discussed setting a limit for the number of runners we have on the team.

CLASSES & CLINICS – Colleen Clarson said that Southeast Orthopedic Specialists, formerly Heekin Orthopedic, will be hosting two clinics leading up to the Gate River Run.

COMMUNITY & PUBLIC RELATIONS – Director Larry Sassa said that plans for the JTCR tent at the GRR post-race are going well. Our wrist bands this year will be white. We will have baggage tags for runners wanting to check a bag during the race. Firehouse Subs will be catering our tent. Larry said we still need volunteers for our booth in the expo. Doug Alred mentioned that the race now has food rights inside the fairgrounds for our event.

FINANCE – Committee Chair Bonnie Brooks noted that all Finance Committee items were discussed earlier in the meeting.

MEMBERSHIP – Stuart Toomey noted our headcount at 923 active members. We have drawn 15 new members from runners signing up for the GRR.

MERCHANDISE – Connie Smith said that our “40th Anniversary” shirts are on order and that they will be magenta and blue.

NEWSLETTER – No report.

SOCIAL MEDIA – No report.

SOCIAL & BANQUET – No report.

VISION & PLANNING – No report.

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

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

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