JTC Running Board of Directors Meeting Minutes September 2016

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, September 6, 2016

Location:  Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President Larry Roberts called the meeting to order at 6:39 p.m.  Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Richard Fannin, Susan Haag, Angela Harris, Stan Lambert, Franz Lerch, Ty Payne, Larry Roberts, Larry Sassa, Lamar Strother, and Douglas Tillett. Directors Michael DelCharco, Todd O’Donnell, Connie Smith, Stuart Toomey, and Jim Van Cleave were absent.

Approval of 8/2/16 minutes: On a motion by Lamar Strother and seconded by Susan Haag, the August minutes were approved as submitted.

Treasurer’s Report:  Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit and Loss Detail to the board and then explained all the line items.

Bonnie pointed out that our new fiscal year began on September 1.  The Finance Committee had met the month before and crafted a budget to present to the board.  Bonnie covered every line item of the proposed budget then made a motion, seconded by Douglas Tillett, that the board adopt the budget.  The motion passed unanimously with no one opposed.

OLD BUSINESS:

 JTC Running Track Series – Larry Roberts reported that we are working on setting the dates early.  Angela Harris and Todd O’Donnell are working to avoid having our meet dates conflict with dates from other running groups.

Tomahawk Park Trail Project – Doug Alred said that our proposal got approval from the city.

 5K Fun Run/Walk for Association of Asthma Educators (AAE) – Our club directed this “private” race on Saturday, August 6 at 6:30 am for AAE members who were in town for their convention.  It went well, AAE appreciated our help, and they gave us a check for $50 which we added to the Terry Sikes Fund.;

Tijuana Flats SBR Kickoff Party – The Kickoff Party was on Monday, Aug 8, with a Fun Run at 6 and the party at 6:30 at Tijuana Flats Lakewood.  We had a good turnout and everybody had fun.  We plan to present a check to the Just In Queso Foundation on Thursday, Sept 22, during lunch at Tijuana Flats Lakewood.

Half Marathon Training Class – The kickoff for the class will be at 1st Place Sports Town Center on Thursday, Sept 8.  Our new class leader is Jennifer DeSantis.  We need board members to attend to check in participants.

 NEW BUSINESS:

JTCR Board Election for 2017 – Secretary Douglas Tillett will send an email listing the ten board members whose two-year terms are expiring.  Those ten board members should tell us by the October board meeting if they plan to re-up for another two year term or not.

Outdoor Adventure Expo – The organizers of the expo have invited us to have a booth at the event which will be on Sat, Nov 12, at Losco Park from 9 until 5.  President Larry Roberts assigned the Public Relations Committee to organize our booth and volunteers for this event.

COMMITTEE REPORTS:

Gate River Run (3/12/16) (next on 3/11/17) – Race Director Doug Alred said that we have finished up the 2016 race and we are focused on the 2017 race.  The race logo contest for the tee shirts is still online.  Planning meetings for the 40th GRR are scheduled.  One event we are planning is a Retro River Run similar to the one we had before the 35th running.  Email blasts have 66,000 names we are sending to.  The launch for registration will be on Oct 1.

GRR Elite Event – Richard Fannin will be meeting with Doug Alred after Doug returns from vacation in September to determine the scope of our Elite Event.

Tijuana Flats Summer Beach Run – (Sat, 8/20/16) – Race Director Doug Alred said that it seemed very hot at the race.  Several racers fell out and had to be whisked away by ambulance.  We are glad that the profit of the race will enable us to donate $10,000 to the Just In Queso Foundation.  Kudos to Tijuana Flats volunteers who did a great job at the post-race celebration.

Guana Trail Races – (Sun, 12/4/16) – planning for the event is going well.

The Last Gasp – (Sat, 12/31/16) – We plan to write to our Racing Team asking them to ensure we have a team racing at The Last Gasp.

Race Committee and Track Meet Committee – We plan to have a committee meeting before the next board meeting to discuss The Last Gasp and plan for our cross-country event.

JTC Running RACE TEAM – The team is turning out at Grand Prix races and doing well in the race results.  The board discussed sending a team to the USATF Cross-Country Championship which will be in Tallahassee this year.  Franz Lerch will work with Kathy Murray on this.

CLASSES & CLINICS – As noted previously, our Half Marathon Training Class starts on Sept 8.  Jane Alred plans to work on a big event for the Gate River Run.

COMMUNITY & PUBLIC RELATIONS – Director Larry Sassa said that he and Colleen Clarson have identified a council member who will talk with us regarding our plan to install water fountains at a popular Jacksonville Beach running route.  Jax Beach has a new Parks Director.  Our plan for the fountains will include a plaque crediting JTCRunning for the fountains and include wording commemorating the Summer Beach Run as Florida’s oldest race.

FINANCE – Treasurer Bonnie Brooks told us that she would be out of town from Sept 13 through Sept 20.  A Finance Committee meeting was held on August 22 to discuss numerous club financial items.

The committee addressed GRR expenses that JTCR has paid under the club budget such as the TenBroeck Cup and Time Incentives.  The committee recommends that any of these expenses should be listed under the race budget rather than under the JTCR budget.  Bonnie made a motion, seconded by Susan Haag, that starting with the GRR for 2017, all initiatives and expenses come from the race budget.  Discussion was lengthy.  The vote was called and the motion passed.

Bonnie made a motion, seconded by Franz Lerch, that we “round up” our donation to the Just In Queso Foundation this year so that it can be an even $10,000.  The motion passed.

We received a request for support from Don Holloway of Fletcher High School to help pay for timing of the Gateway Conference cross-country meet timing.  Bonnie Brooks made a motion that we donate $500 which was seconded by Doug Alred.  The motion passed.

The Torrin Lawrence Track Club requested $5,000 support.  We requested and received receipts for an AAU fee, hotels, and transportation.  Bonnie made a motion, seconded by Douglas Tillett, that we contribute $500 to the Torrin Lawrence Track Club.  The motion passed.

Epitome is a major local youth team and a member of AAU and USAFT and typically have between 30 and 65 runners when they attend meets.  They host major meets for AAU and USATF.  Bonnie made a motion, seconded by Douglas Tillett, that we contribute $2,500 to Epitome.  The motion passed.

The Finance Committee is working to standardize our donation policy.  Todd O’Donnell and Angela Harris will be heading up a policy subcommittee.

Doug Alred is working to verify how many runners from the Warriors Elite youth team coached by Richard Grooms ran in events for which they would like support from JTCR.

Jacksonville University sent a request for support for a race they are putting on that will benefit three JU programs, one of which is the JU Kinesiology Running Research program.  We discussed how our club usually does not support individual races but the request made us think that perhaps we could request that the $500 we pay JU for The Last Gasp be earmarked for their Kinesiology program or some other special purpose.

 MEMBERSHIP – Reported membership is at 1,194 active members.

MERCHANDISE – No report.

NEWSLETTER – The deadline for contributions to the next edition of The Starting Line is Sept 10th.

SOCIAL MEDIA – No report.

SOCIAL & BANQUET – The JTCR Christmas Party will be on Dec 10 inside 1st Place Sports San Marco.  Jane Alred invited the board to email input to her regarding plans for the social.  Last year we contracted with Mojo Barbeque for the food.

 VISION & PLANNING – Doug Alred noted that he has noticed that the Skinner Park Bridge we had built is looking like it needs repair.

He also told us that a cross-country coach talked to him about the possibility of staging a meet at the Sunbeam Road landfill.

NEXT MEETING – The next board meeting will be Tuesday, Oct 4 at 6:30 pm in the Mediterrania Restaurant.

The September meeting was adjourned at 8:09 pm.

Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.

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