JTC Running Board of Directors Meeting Minutes December 2016

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Monday, December 5, 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, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Connie Smith, Lamar Strother, Douglas Tillett, and Jim Van Cleave. Directors Richard Fannin, Franz Lerch, and Stuart Toomey were absent.

Approval of 11/1/16 minutes: On a motion by Susan Haag and seconded by Bonnie Brooks, the November minutes were approved as submitted.

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

Bonnie noted that our tax forms are currently being prepared by our accountants at Smoak, Davis, and Nixon.

OLD BUSINESS:

JTC Running Track Series – Larry Roberts reported that our track series schedule is becoming more established.  The April meet date is still to be determined, but the other four meets are on the schedule for May 13, June 10, July 8, and July 29.

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 decided not to renew his term for 2017, leaving one open seat on the board. Larry Roberts, as president, urged the board to think about recruiting a quality candidate for the board, perhaps a “younger” person so that there is more diversity on the board, and someone with talent, drive, and a desire for guiding the club.

American Cancer Society Relay for Life – Heather Riley, a JTCRunning member, is organizing a JTCR team for the Relay for Life event at The Bolles School in 2017.  She plans to contact the coaches for our Wednesday Bolles track workouts to recruit team members for JTCR’s Relay for Life team.  The Relay for Life event will last for six hours on Saturday, April 22, 2017.

New Canopy for our 10 X 20 Tent Frame – Stan Lambert has been researching the price of a new canopy for our 10 X 20 tent frame that 1st Place Sports Race Management is giving to JTCR.  The price is around $700, plus we want a new bag for the tent, plus freight, which we figure could add up to around $1,000.  Stan Lambert made a motion, seconded by Michael DelCharco, that we budget $1,000 for the new canopy and proceed with the purchase.  The motion passed.

Half Marathon Training Class – Our Half Marathon Training Class is complete as of Thanksgiving morning.  Jennifer DeSantis has sent a feedback request to all the class participants.

Gate River Run Training Class – The first GRR Training Class will be on Thursday, Jan 5, at 1st Place Sports Town Center.

Sulzbacher Center Volunteer Lunch Event – Larry Roberts brought up a “problem” that happened with this event so we can be thinking about it for next year.  Even though we had 15 volunteers sign up to prepare and serve the lunch, only nine or ten showed up.  Do we need to “over subscribe” with volunteers to ensure we have plenty of help available on the day of the volunteer event?  This was for future contemplation and consideration.

 NEW BUSINESS:

No New Business – There were no items of New Business brought to the board meeting.

COMMITTEE REPORTS:

Gate River Run (next on 3/11/17) – Race Director Doug Alred said we are in the 3,500 range for entries so far.  There will be special events going along with the 40th running of the race.  We will see the “40 Days of Gate River Run,” a Hall of Fame induction, the Retro River Run will make a return, there will be new GRR merchandise, and we will have our Gate River Run Training Class.  Doug said an email will be going out this week and we are good for sponsors.  He also mentioned that a new statue will be created and placed near the starting area of the race. It will be big and permanent and made from old race medals.

GRR Elite Event – We have sixty elite athletes signed up already for this year’s Gate River Run.

Guana Trail Races – (Sun, 12/4/16) – Larry Roberts reported that the race was yesterday.  He was there for the second half of the day.  The course was good and dry since we have not had any significant rain since Hurricane Matthew.  We had a donation to the race from REI.  He thinks we should collect some data for the runners as nearly two thirds of them did not know about JTCRunning and he believes this is a good opportunity to promote our club.

The Last Gasp – (Sat, 12/31/16) – We have received 79 entries for our end-of-the-year cross-country race so far.  Most of the entries are from JTCR members – not many non-members signing up so far.

Winter Beach Run – (Sat, 1/28/17) – Race Director Doug Alred said there is not much to report so far.

Race Committee and Track Meet Committee – No report.

JTC Running RACE TEAM – Larry said our team members did well at the Thanksgiving Half Marathon.

CLASSES & CLINICS – Jane Alred said there was nothing new to report.

COMMUNITY & PUBLIC RELATIONS – Larry Sassa is still working on the water fountain project.  The committee is starting to think about and work on preparations for our tent at the Gate River Run.

FINANCE – The focus committee that is concentrating on drafting guidelines for donations to teams and other running groups had their first meeting tonight.  The committee will meet about this again.  Doug Alred urged the committee to consider requiring donation recipients to work one of our races.

MEMBERSHIP – Larry Roberts reported membership is at 1,174 active members, which is down a little from last month.

MERCHANDISE – Connie Smith said that we plan to have our tent at the Ameris Bank Marathon (Sunday, 12/18/16) but volunteers are needed to make the plan a reality.  We will need the big tent set up on the Bolles track along with some tables and chairs.

Connie has also been planning for our shirt for 2017.  It will be a cotton/poly blend.  She is looking for our old logo for the back of the shirt.

NEWSLETTER – The newsletter is in the postal system and Connie has attached it to the email blast.

SOCIAL MEDIA – No report.

SOCIAL & BANQUET – Jane Alred thinks we should set up a poster that lists the reasons to join JTCR near the door of the Christmas Social.

VISION & PLANNING – Doug Alred reported that the $20K we allocated for the Tomahawk Park running trail reconstruction project has been spent but the job is not complete.  He is pleased with the way the project is progressing and that the trail is twice as wide as it was before.  The bridge portion has not been started.  He thinks we will have to contribute more money to complete the project.  Todd O’Donnell made a motion, seconded by Stan Lambert, that we allocate an additional $10K toward the trail.  The motion passed.

Doug also reported that there was some activity regarding the Sunbeam Landfill.  There was a meeting where the developer brought a plan that includes running trails as the condo association told them that is what they want.

NEXT MEETING – The next board meeting will be Tuesday, Jan 3 at 6:30 pm in the Mediterrania Restaurant.

The December meeting was adjourned at 7:53 pm.

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

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