JTC Running Board of Directors Meeting Minutes November 2016

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, November 1, 2016

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

President Larry Roberts called the meeting to order at 6:40 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Michael DelCharco, Susan Haag, Angela Harris, 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. Director Richard Fannin was absent.

Approval of 10/4/16 minutes: On a motion by Lamar Strother and seconded by Todd O’Donnell, the October 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 reminded us that the fiscal year has changed now to FY2017.

OLD BUSINESS:

 JTC Running Track Series – Todd O’Donnell, heading up the effort to gather dates as possibilities for our 2017 track series, is still focused on establishing our track series schedule.

Serving Lunch at Sulzbacher Center for the Homeless – Larry reported that we are fully subscribed for volunteers at fifteen runners.  Our time at Sulzbacher to serve lunch is Saturday, Nov 19.

 Attendance Requirement – Larry Roberts noted that the attendance report had been emailed to all board members.  He said that we should have focused on attendance more than we have.  He has spoken with several board members, all of whom will stay on the board and commit to conforming to the requirement except for Richard Fannin who has decided not to run for another term on the board.  Larry also said that we will watch the attendance list more closely in the future.

JTCR Board for 2017 – There are nine board members who have volunteered to renew their 2-year terms on the board.  They are Bonnie Brooks, Errol Daniels, Susan Haag, Franz Lerch, Todd O’Donnell, Ty Payne, Lamar Strother, Douglas Tillett, and Stuart Toomey.  Richard Fannin has decided that he isn’t able to stay on the board for another term, citing overwhelming demands on his time and energy by family, profession, and other commitments.  We will miss having Richard Fannin on the board of directors.

Larry Roberts suggested that members of the board should seek a good replacement for Richard.  He is hoping for a “younger” person to make the board a bit more diverse and give representation to younger club members.  Todd O’Donnell said that we should consider adding a student, perhaps.

NEW BUSINESS:

American Cancer Society Relay for Life – Heather Riley, a JTCRunning member, is organizing a team for the Relay for Life event for ACS that represents San Marco and San Jose.  She thought having a JTCR team in the event would be a great opportunity for club members to get together for the walk and she has volunteered to organize the team, with the club matching the donations that the team earns.

Todd O’Donnell made a motion, seconded by Douglas Tillett, that we give Heather the OK to organize a JTCR team and that we match their donations earned up to $500.  During discussion, we worried that more and more of these types of requests would be received.  One idea we had was to limit requests like this only to events happening at The Bolles School, since that location is where we have our track workouts and our track meets.  When discussion was over, the vote was seven in favor and ten opposed.  The motion failed.

Susan Haag made a motion, seconded by Douglas Tillett, that we would give Heather the OK to organize the team if she does all the work.  There was no provision in the motion for matching funds.  The motion passed.

Jacksonville University Donation for Kinesiology Study – Todd O’Donnell thinks we should make a donation to the Kinesiology Study at JU.  He will submit a request to the Finance Committee.

COMMITTEE REPORTS:

Gate River Run (next on 3/11/17) – Race Director Doug Alred said we have 2,300 entries so far.  Planning for the race is well underway.  Things are good and on schedule.

GRR Elite Event – Richard Fannin has the word out to prospective elite athletes to compete in the GRR and race against our performance incentives.  There is a special sign-up area on the GRR website.

Tijuana Flats Summer Beach Run – Race Director Doug Alred distributed copies of the final accounting for the race.  We had a profitable race this year that enabled us to make a $10,000 donation to the Just In Queso Foundation.

Guana Trail Races – (Sun, 12/4/16) – We have received 111 entries for the trail races so far.

The Last Gasp – (Sat, 12/31/16) – We have received nine entries for our end-of-the-year cross-country race so far.

Winter Beach Run – (Sat, 1/28/17) – Race Director Doug Alred said preliminary work on the race has begun and they are working with the City of Jacksonville Beach.  The race will include finisher medals and technical race shirts.

Race Committee and Track Meet Committee – No report.

JTC Running RACE TEAM – Larry Roberts said the team did well at the Pumpkin Run with many of the team members earning awards.

CLASSES & CLINICS – Jane Alred said that she has met with Jennifer DeSantos to discuss the Half Marathon Training Class and reports that things are going well.  The Gate River Run Training Class will begin on Thursday, Jan 5, 2017.

COMMUNITY & PUBLIC RELATIONS – Larry Sassa is still working for the water fountains on a running course at the beach.  Other discussion ensued but no motions were put forth.

In other news, Doug Alred told us that the two statues we commissioned for the Northbank Riverwalk will be removed and safely stored while the Northbank area undergoes repair work which will take around eighteen months.  It was suggested that we should put this news in the newsletter so that our members can know why the statues are missing.         

FINANCE – Treasurer Bonnie Brooks said that the committee might meet before the December meeting if we receiving any requests for donations.

MEMBERSHIP – Reported membership is at 1,213 active members.

MERCHANDISE – Connie Smith noted that it is four months until the Donna Expo.  We have been featuring a new merchandise item each year beginning at the Donna Expo.  Larry Roberts and Stan Lambert will work with Connie for a proposal by the December board meeting.

Doug Alred said that we are invited to set up our merchandise tent at the Thanksgiving Half Marathon or the Ameris Bank Marathon.

NEWSLETTER – The deadline for submissions for the next edition is Nov 10.  During general discussion, we heard comments that we would like more stories from other writers.  Suggestions included stories of Gate River Run experiences, a profile of one of our racing team members, or a racing team story written by one of the racers.

SOCIAL MEDIA – Stan Lambert talked of how the media seems to be driving the growth of Twitter.  Speaking of Twitter, Stan sends daily tweets about JTCR and also posts daily on Facebook.

SOCIAL & BANQUET – Jane Alred asked the board to help decide what we would serve at The JTCR Christmas Party on Dec 10 inside 1st Place Sports San Marco.  Following discussion, we decided on platters with hand-held items.

Also in December, we will have the End of the Year Social at Jacksonville University after The Last Gasp.

 VISION & PLANNING – Doug Alred said that the Tomahawk Park construction project for the running trail is underway.  It was delayed because Hurricane Matthew downed trees in the park that had to be cleared out before the construction could begin.

NEXT MEETING – The next board meeting will be Monday (instead of the usual Tuesday) Dec 5 at 6:30 pm in the Mediterrania Restaurant.

The November meeting was adjourned at 7:52 pm.

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

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