JTC Running Board of Directors Meeting Minutes November 2015

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, November 3, 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, Susan Haag, Angela Harris, Stan Lambert, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Connie Smith, Lamar Strother, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Director Franz Lerch was absent.

Approval of 10/6/15 minutes: On a motion by Lamar Strother, seconded by Susan Haag, the October minutes were approved as submitted.

Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Profit & Loss Detail and the Balance Sheet. She thoroughly reviewed the reports with the board, answering all questions.

OLD BUSINESS:

Election of the 2016 Board of Directors – Each year, half of the board is up for renewal or election for a two year term. The directors whose terms are expiring are Doug Alred, Jane Alred, Colleen Clarson, Michael DelCharco, Angela Harris, Stan Lambert, Larry Roberts, Larry Sassa, Connie Smith, and Jim Van Cleave. All ten of the directors said they will volunteer for another two-year term on the board.

JTC Running App for Mobile Devices – Larry Roberts has been contacting vendors to see what the price will be to create an app for our club website that would run on mobile devices. One quote was $3,900. Another came in at $2,000 plus a $200 monthly charge. Larry has also spoken with former director Mac Kelly, who suggested the alternative of “cleaning up” our existing website so that it appears “better” on mobile devices. The consensus of the board was that we should pursue the alternative that Mac suggested and update our website.

NEW BUSINESS:

There was no new business.

COMMITTEE REPORTS:

Gate River Run – Doug Alred told the board that the GRR webpage has transitioned under the 1st Place Sports webpage. He also said that SMG is suggesting we come up with an alternate finish area for the race. He noted that the winning artwork for the 2016 race has been selected. The finisher medals have been ordered.
Richard Fannin then spoke about “elites” and his recent involvement in the Jacksonville Marathon, where he has been luring elite runners to use the Jax Marathon for Olympic qualifying. This is exciting news for running in our city. During the course of discussion, we decided it would be good to have the JTCR tent at the finish area of the Jax Marathon. Doug Tillett volunteered to ensure it is there and that we have a representative to greet those who visit our tent.

Tijuana Flats Summer Beach Run – (Sat, 8/22/15) – Race Director Doug Alred said he will send the final results of the race to the board members.

Guana Trail Races – For the races on Dec 6, we have received 131 online entries so far. We still think that the race will sell out.

Last Gasp – Larry Roberts reported that we have 26 entries so far. Usually this time of year, we have not received any. We really hope we have a big turnout for The Last Gasp at only $3 to enter with a big party / celebration afterward.
John TenBroeck Memorial Winter Beach Run – Race Director Doug Alred said that really good groundwork was set last year for this race and we will do it again this year.

RACE COMMITTEE and TRACK MEET COMMITTEE – No report.

JTC Running RACE TEAM – Larry Roberts was checking team participation at Grand Prix events. He reports that of the 23 team members, we are averaging only 12 racers. The board concluded we have too many team members not participating. A suggestion was made that we split the team into an Elite Team and a Club Team. We also think that criteria are needed regarding minimum race participation – perhaps one race per quarter. An ad-hoc committee was created to meet and then advise the board. Volunteers for the ad-hoc committee were Richard Fannin, Connie Smith, Susan Haag, Colleen Clarson, Douglas Tillett, Larry Sassa, and Ty Payne.

CLASSES & CLINICS – The Fall Half Marathon Training Class (coached by The Metzgars) has 98 runners training. The next class is the GRR class starting on Jan 7, 2016. A discount will be offered to members of the fall class if they sign up for the GRR class.
It was noted that our Bolles Track Workouts continue to be well attended with the morning group having 46 runners on the roster and the afternoon group having 77 runners on the roster.

COMMUNITY & PUBLIC RELATIONS – Director Michael DelCharco said the Sulzbacher “dinner” on Nov 14 is fully committed with volunteers and we do not need any additional help.
Larry Sassa continues his effort to pursue tracks that are open for our use around the city.
The other effort regards drinking water fountains at the beach. Larry has talked with Jimmy Wilkins about this. Next, Larry and Colleen Clarson plan to write a letter to get the fountain installation going.

FINANCE – Treasurer Bonnie Brooks told the board that the Finance Committee met earlier that evening and worked on the 2016 budget which will be presented at the next meeting for consideration and approval by the board.

MEMBERSHIP – Director Stuart Toomey noted that we have 1,019 members at this time.

MERCHANDISE – Director Connie Smith noted that we sold a good amount of merchandise at the club birthday party at Tijuana Flats. We hope to have merchandise available at the December San Marco social as well. Connie will work with Jane Alred for updated board member shirts.

NEWSLETTER – The cutoff date for submissions for our next newsletter is Nov 15. The board thought it would be a good idea to run short bios with photos of board members in an upcoming issue.

SOCIAL MEDIA – Stan Lambert, committee chair, had no report but Larry Roberts said he is still looking for help updating the website. He asked for a volunteer to assist.
Richard Fannin noted that Lamar Strother has copies of every newsletter the club has issued. Richard suggested that we scan the collection of newsletters and make them available online. Richard will work toward bringing a quote for the scanning of all of old newsletter to the next board meeting.

SOCIAL & BANQUET – We discussed the upcoming Dec. 5 social in San Marco. Director Jane Alred would like a flyer for the event. She proposed a budget of $1,700 which would feature dinner from Mojo Barbeque. No objection was heard from the board. Nametags for guests were suggested.

VISION & PLANNING – Doug Alred said he was contacted this day by the Property Owner’s Association for the development near the Sunbeam Landfill and that they are still interested in (perhaps) creating a running oasis there in lieu of the golf course. We are still “in the running.”

NEXT MEETING – The next board meeting will be on Tuesday, Dec 1 at 6:30 in the Mediterrania Restaurant.

The November meeting was adjourned at 7:41 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.

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