JTC Running Board of Directors Meeting Minutes February 2016

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, February 2, 2016
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President Larry Roberts called the meeting to order at 6:37 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Michael DelCharco, Susan Haag, Stan Lambert, Franz Lerch, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Connie Smith, Lamar Strother, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Directors Richard Fannin and Angela Harris were absent. Carolyn McClanahan attended the beginning of the meeting as a guest.

Approval of 1/5/16 minutes: On a motion by Lamar Strother and seconded by Susan Haag, the January minutes were approved as submitted.

Treasurer’s Report: Carolyn McClanahan manages our accounts and has done so for more than a decade, gratis, as we are a volunteer organization. She told the board of our investment policy statement which she has followed as our account manager, she briefly reviewed our financial history, and she said our finances appear to be in good order at this time. We appreciate all the hard work that Carolyn has dedicated to JTCR, managing our accounts.
Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit & Loss Detail Report for January and the Budget vs Actuals report for all of 2015. She then reviewed the reports with the board.

OLD BUSINESS:

Club Website Update – Maximized for Mobile Devices – Larry Roberts said that Mac has completed the project including fixes to the calendar. Our cost was $300.

Event Staffing for Donna Expo and GRR Expo / Tent – We are fully committed with volunteers for the Donna Expo with at least two club members per shift and always with at least one board member. We discussed what we might need to have a successful booth at the expo – perhaps a rack for our shirts. The 1st Place Sports booth is next to ours; Jane Alred said they’d help us however we need.

JTC Running Screening a Film During GRR Week – The movie that Richard Fannin proposed via email messages during the last month is City Slickers – Can’t Stay With Me, The Coach Bob Larsen Story. We have reserved the Sun-Ray Cinema in 5 Points for Wednesday, March 9, with the movie showing at 7 pm. The producer of the film will attend the screening. Coach Bob Larsen himself has agreed to fly here as well and will be in the theater for the showing. Douglas Tillett made a motion, seconded by Susan Haag, that we approve a budget of $1,654.77 (per Richard’s worksheet) and that we allow all comers into the movie for free – no charge. The motion passed. Discussion turned to how we can best persuade people to come to the film, the best way to spread the word, and which groups we might focus on to attend.

Tomahawk Park Trail Project – Doug Alred talked with Brian in the Recreation Dept., who will put us in contact with the contractor for the renewal of the running trail in Tomahawk Park. The contract will be with JTCR, not the Recreation Dept.

NEW BUSINESS:

Fitness Initiative In Jacksonville – Doug Alred and Colleen Clarson were invited to meet with City officials in the Mayor’s Office to discuss creating a Fitness Initiative. Doug reported that many ideas were discussed, including one from the city that a “Mayor-athon” (a marathon distance race) be featured. Doug suggested that we instead focus on families where children can participate – perhaps a five mile race. This was a “news” item with no board action called for.
COMMITTEE REPORTS:

Gate River Run (3/12/16) – Race Director Doug Alred met with SMG which manages the stadium. Our finish line is on the north side of the stadium this year because of the upgrade project that is underway. The parking lot where we finished last year is full of cables and construction stuff for the project and could not be used. The shirts for the race are here and the medals are here. The expo has a new and improved set up. Our whole event is coming along very well.
Discussion turned to the post-race awards ceremony which worked very well last year, thanks to the prepared script that we had plus other preparations. We decided we want a script again this year. The results will be online so we will need the club iPad or we will have to use our phones to get the results for the ceremony. There is an app that must be downloaded first.

Winter Beach Run – (Sat, 1/23/16) – Race Director Doug Alred said the weather was very cold but our race went over well, nevertheless. It was too cold for racers and spectators to hang around so we cancelled the beer kegs and sent everyone to Green Room for a beer paid for by the race.

RACE COMMITTEE and TRACK MEET COMMITTEE – The Race Committee did not meet but we are pushing The Bolles School for a decision on our proposed dates for the track meets this year.

JTC Running RACE TEAM – Larry Roberts reported that a few new team members have been added and we have provided team racing apparel for them.

CLASSES & CLINICS – No report.

COMMUNITY & PUBLIC RELATIONS – Director Larry Sassa reported that we will be using the same food supplier as we did last year. We are planning for up to 400 guests in our tent area for the race. Regarding our water fountain initiative, Larry reports that the City of Jax Beach “has it” and is working on it for us / with us.

FINANCE – Committee Chair Bonnie Brooks reminded us that our tax preparation firm needs the volunteer hours worked by everyone on the board last year. Douglas Tillett will send an email with the number of hours everyone reported last year, then we can each revise the number of hours, if appropriate.

MEMBERSHIP – Stuart Toomey noted our headcount at 1,129 active members.

MERCHANDISE – Connie Smith told us that new “give away” pens have been ordered. Our merchandise item this year is JTCR running shorts which will be here for the Donna Expo. New “board member” shirts will be here very soon.

NEWSLETTER – The newsletter is at the printer and we hope it will be in everyone’s mailbox in a week or so. Meanwhile, it is available online, on our website.

SOCIAL MEDIA – Stan Lambert would like us to “pin” our movie screening to Pinterest.
Stan warned us to be cautious with email we receive.

SOCIAL & BANQUET – Jane is looking for the best date for our club to have our Awards Banquet this year, most likely around the same time and place as we have for the past few years.

VISION & PLANNING – No report.

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

The February meeting was adjourned at 8:00 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.

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