JTC Running Board of Directors Meeting Minutes August 2017

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, August 1, 2017

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

President Larry Roberts called the meeting to order at 6:36 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Colleen Clarson, Errol Daniels, Michael DelCharco, Susan Haag, Stan Lambert, Todd O’Donnell, Ty Payne, Larry Roberts, Connie Smith, Lamar Strother, Douglas Tillett, and Jim Van Cleave.  Directors Angela Harris, Franz Lerch, Stuart Toomey, and Larry Sassa were absent.

Treasurer’s Report:  Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit and Loss Detail through July of 2017 and then explained all the line items. Bonnie explained with the end of the fiscal year approaching on the last day of August, any outstanding expenses need to be turned in by the 3rd week of August.

Approval of 6/6/17 (June meeting) minutes: On a motion by Lamar Strother and seconded by Todd O’Donnell, the June minutes taken were approved as corrected, as one word was misspelled.

OLD BUSINESS:

 2017 Track Series Meet July 29 at Bolles – Larry Roberts reported that the event was well attended. We had various team members as well as club members attend and participate in the series of events. The use of the 2 JTC tents and the awards/results setup proved to be useful and seamless. Our meet director, Coach Eric Frank, is urging us to have a JTCR track meet in January.

NEW BUSINESS:

Conflict of Interest Statements – Each member of the board was given a conflict of interest policy and disclosure statement to sign and return.

 Sulzbacher Center – Michael DelCharco went over the new details for volunteering at the Sulzbacher Center on the day that JTCR provides dinner for the clients, coming on November 11.

 Fall Half Marathon Training Class, Sept. 7 – Our fall half marathon training class will start on Thursday, Sept 7 at 6:30pm at the Town Center 1st Place Sports store. Coach DeSantis will be coaching and leading the class in preparation for the upcoming fall half marathons. Registration is currently open on the website.

COMMITTEE REPORTS:

Tijuana Flats Summer Beach Run (Sat 8/26/17) – Doug Alred reported that everything is all set with the city of Jacksonville Beach and the volunteer groups. Registration numbers are good and we are expecting the event to have a great turnout.

Our “kickoff” event will be a Tijuana Flats Lakewood on Monday, August 14.

Guana Trail Races – The Guana Trail Races will be on Sunday, Dec 3, with Mark Ryan as the Race Director.

Last Gasp (Sat 12/30/17) – We finalized the race date since other popular races are in the same timeframe of December 30-31.

Winter Beach Run (Sat 1/20/18) Doug Alred reported that we have currently run into an issue with the planning of the race. Currently we have yet to hear back from the city of Jacksonville Beach regarding the approval of necessary permits. Also, the tentative date is the same date as Stuart Toomey’s wedding which would hinder race management timing.

Race Committee and Track Meet Committee – No report.

JTCR Racing Team – Larry stated that Kathy Murray is doing a great job with organizing the team and making sure that we are well represented at the races. The team is at full strength and we have a few new members. We had some team members participate at our summer track series as well. Several team members continue to run well and place as well as win age group awards.

CLASSES & CLINICS – No Report.

COMMUNITY & PUBLIC RELATIONS – In Larry Sassa’s absence, it was reported that the Jacksonville Beach city manager said no to the water fountain project. They nixed the idea solely based on the thought that they would be responsible for the costs associated with the maintenance and up keep and the risk of vandalism with the fountains.

FINANCE – The finance committee had a meeting at 6pm prior to the board of directors meeting tonight. Based on the finance committee’s recommendation regarding a request from Fletcher High School for $500 to support their hosting of the cross-country Conference meet, Bonnie made a motion, seconded by Connie Smith, which was passed by the board.

A new proposal was submitted to the finance committee from Dr. Jeff Wight of Jacksonville University for payment of a graduate assistant in the amount of $13,600 ($6,800 per semester) to assist in the new 1st Place Sports Running Lab. Within the proposal, the graduate assistant would work in the Running Lab and provide a minimum of 15 hours per week dedicated to JTCR duties. A motion presented by Bonnie, 2nd by Doug Tillett, to give $13,600 ($6,800 per semester) to Dr. Jeff Wight of Jacksonville University and 1st Place Sports Running Lab for the payment of a graduate assistant was passed by the board. It should be noted that this is for the first year of the program which is a two year program. We will take additional action next year to pay for the second year of the program if we believe everything is working the way it was presented to us and if we are pleased with the progress.

MEMBERSHIP – Larry Roberts reported membership is at 1,242 active members.

MERCHANDISE – Connie Smith said that we will have merchandise including hats, visors, and shorts for sale during the Tijuana Flats Summer Beach Run Kickoff event.

NEWSLETTER – Current issue has been printed and is currently in the mail. The newsletter is accessible via the email blast that has been sent out. Deadline to make the next monthly issue is in the middle of September.

SOCIAL MEDIA – Stan Lambert reported that the posting of the banquet award winners was a success and generated more attention to our social media accounts. Also, Stan requested that Michael DelCharco be added to the club drop box list.

SOCIAL & BANQUET – Our annual Holiday gathering that we holding on the night of the Festival of Lights 5K will be December 9th inside 1st Place Sports San Marco.

VISION & PLANNING – Larry told the board that he has been talking with Colin Moore of the City Planning Department regarding plans for a master trail for Jacksonville. He stated that more detail will follow, but informed us that they are interested in creating a trail plan for the city that would tie together the city’s trails. This plan, along with various other efforts, would allow us to become a working advocate for trails. Connie Smith mentioned that this would be similar to the trail-way structure in Atlanta, GA.

NEXT MEETING – The next board meeting will be Tuesday, September 5, at 6:30 pm in the Mediterrania Restaurant.

The August meeting was adjourned at 7:36 pm.

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