JTC Running Board of Directors Meeting Minutes October 2016

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, October 4, 2016

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

President Larry Roberts called the meeting to order at 6:50 p.m. after enough directors arrived to convene a quorum.  Directors present for the meeting were Doug Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Larry Roberts, Larry Sassa, Lamar Strother, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Directors Jane Alred, Michael DelCharco, Richard Fannin, Susan Haag, Angela Harris, Stan Lambert, Franz Lerch, Todd O’Donnell, Ty Payne, and Connie Smith were absent.

Mark Ryan, JTCR Member and Guana Race Director, was present at the start of the meeting.

Approval of 9/6/16 minutes: On a motion by Lamar Strother and seconded by Stuart Toomey, the September 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 told us that she has contacted Smoak, Davis, and Nixon to get our fiscal year changed.  Our accountants need hard copies of certain documents to proceed.

OLD BUSINESS:

 JTC Running Track Series – Larry Roberts reported that we are still gathering dates as possibilities for our 2017 track series.

Tomahawk Park Trail Project – Doug Alred said that the paperwork is signed, sealed, and delivered.  Construction on the new bridge should start very soon.

 Half Marathon Training Class – Larry Roberts reported that we have 85 training class students compared with 92 last season which seems pretty good considering we have new competition from a similar class that another track club is putting on.  Jennifer is a very good coach for our class and is quite tech-savvy.

Outdoor Adventure Expo – This event will be at Losco Park on Saturday, Nov 12.  Larry Sassa has explored the possibility of our club having a booth at the expo but concluded that we wouldn’t get enough interest to make the effort worthwhile.  The board was polled by Larry Roberts to see who might have a strong interest in organizing our booth but no one came forward.

Sometimes one topic leads to another.  Since the expo was outside, it made us think of our tent so we asked if the JTCR tent was still in the 1st Place Sports warehouse from the Summer Beach Run.  Stuart said that it was.  Being aware of the fact that our tent is old and has maintenance issues, Stuart (and Doug Alred) told the board that 1st Place has an extra, new 10 x 20 frame which they will donate to JTCR if we’d like.  The club would then need to purchase only a new canopy and not the whole tent assembly.  It sounded like a great deal for JTCR and the board was very interested in this generous gesture from 1st Place Sports.

JTCR Board for 2017 – The ten board members who are up for renewing their 2-year commitment for their seat on the board are Bonnie Brooks, Errol Daniels, Richard Fannin, Susan Haag, Franz Lerch, Todd O’Donnell, Ty Payne, Lamar Strother, Douglas Tillett, and Stuart Toomey.  At the time of the meeting, seven of these told us they were ready to re-up for another term.  We are still waiting to hear from Richard, Franz, and Ty.

The board held a lengthy discussion regarding board membership, what the responsibilities of board membership require, and attendance.  We decided to send the attendance list to all board members by email.  Larry Roberts plans to call some board members to discuss the attendance requirement.

 NEW BUSINESS:

Sulzbacher Center for the Homeless – JTCR Serving Lunch – We will be serving lunch at the Sulzbacher Center for the Homeless on Saturday, Nov 19.  Five volunteers have signed up so far to do this work.  We will accept donations for this cause and forward the donations to Suzlbacher.

COMMITTEE REPORTS:

Gate River Run (next on 3/11/17) – Race Director Doug Alred said that “early bird” registration is underway until Oct 8 and we have more than a thousand signed up already.  Our sponsorship status is good even though a couple of our bigger sponsors will not be back for 2017.  Planning for the race is going well and we are now focusing on the expo.  Since this will be the 40th running of the GRR, special events are being planned including the 40 days of Gate River Run where 40 different locations will be have spots for contestants to visit.  We also plan to have a Hall of Fame Induction plus a Retro River Run very similar to the event we held five years ago for the 35th running of the race.  The race logo contest for the tee shirt design is over and the winner has been chosen.

GRR Elite Event – Doug Alred thinks we are going to do the same as last year with performance incentives with around fifty elite runners will be invited.

Guana Trail Races – (Sun, 12/4/16) – Mark Ryan, our Guana Race Director, met with the Race Committee prior to tonight’s meeting.  The race plans are in place and set well.  We have nearly 80 runners signed up so far.

The Last Gasp – (Sat, 12/31/16) – The Race Committee met this evening before the board meeting.  We have set the entry fee at only $4 as this is the 40th running of The Last Gasp.  1st Place Sports is going to handle race timing.

Race Committee and Track Meet Committee – The committee met tonight to plan and discuss The Last Gasp and Guana.  Registration for The Last Gasp will be up on our club website next week.

JTC Running RACE TEAM – No report.

CLASSES & CLINICS – No report.

COMMUNITY & PUBLIC RELATIONS – Larry Sassa said the committee is still working on our water fountain effort at Jacksonville Beach along a popular running route.

FINANCE – Treasurer Bonnie Brooks said that our tax filing is coming up.  Our accountants need our documents including the list of volunteer hours worked by JTCR board members.

MEMBERSHIP – Reported membership is at 1,209 active members per Stuart Toomey.

MERCHANDISE – Larry Roberts noted that our Merchandise Committee is a committee of one, who is Connie Smith, and that more help from the board is needed by this committee.  1st Place Sports offered to help however they could.

NEWSLETTER – The fifth edition of the year has been delivered to members’ mailboxes which is earlier in the month than it usually is.

SOCIAL MEDIA – No report except it was noted that Stan Lambert still posts a Facebook note from the club every day.

SOCIAL & BANQUET – The JTCR Christmas Party will be on Dec 10 inside 1st Place Sports San Marco.  The End of the Year Social will be held at Jacksonville University after The Last Gasp.  Larry Roberts urged us to send suggestions for these events.

 VISION & PLANNING – Doug Alred noted that since we now have an agreement in place with the City for Tomahawk Park, it will streamline other initiatives we decide to embrace in the future.

Doug noted that they are cutting the grass in Skinner Park which is the site of one of our previous efforts to install a running trail complete with a bridge.  It’s good that they are beginning to maintain the trail again.

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

The October meeting was adjourned at 7:54 pm.

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

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