JTC Running Board of Directors Meeting Minutes April 2018

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, April 3, 2018

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

President Larry Roberts called the meeting to order at 6:35 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Bonnie Brooks, Errol Daniels, Susan Haag, Angela Harris, Dennis Harrison, Stan Lambert, Franz Lerch, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Lamar Strother, Douglas Tillett, Stuart Toomey, and Jim Van Cleave.

Approval of 3/6/18 (March meeting) minutes: On a motion by Douglas Tillett and seconded by Ty Payne, the March board meeting minutes were approved as submitted.

Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit and Loss Detail Statement through March of 2018 and then thoroughly explained all the line items. She thoroughly went through the line items, as well as discussing the income and expenses from Gate River Run, Groundwork Jacksonville Trails Master Plan, and other Race Team entry expenses.

OLD BUSINESS:

JU Running Lab – On behalf of Jeff Wight, Todd O’Donnell reported the most recent numbers and statistics from the running lab. It was reported that the analyses for research purposes have been completed, which would give the lab time to focus specifically on walk-in analyses and advertising. The board asked for more concrete and specific JTC member numbers in an effect to gauge the effectiveness and benefit to the club. Todd stated that he would once again request the information for Dr Wight.

Jacksonville Trails Master Plan – Larry Roberts once again reported that plans are going well and starting to move forward as planned. The contract was signed March 19th. There is an Oversight Committee, which Larry is on, that will meet in late May to handle operations and oversee progress.

Run, Jump, Throw 2018 – Angela Harris reported that we would hold our Run, Jump, Throw event May 5th at Ribault Highschool. This event will be targeted towards elementary students, so that they receive an introduction into track and field. Angela also stated that we would need volunteers to assist with the event. Larry asked for an event flyer once all details have been finalized, so that we would be able to advertise on the website and via Facebook.

Connie Smith Replacement/Merchandise open – Larry reiterated that with the resignation of Connie Smith, we are still in need of someone to lead our Merchandise Committee. Stan Lambert mentioned that he would get information for operating an online merchandising system, but would not necessarily serve as the Merchandise Committee Chair. Errol Daniels reported that we have had some interest expressed in members joining our board to fill the open positions, but we will continue to look as we gather a pool of qualified candidates.

National Running Day – This year National Running Day will be June 6 and we will once again partner with Marathon High and 1st Place Sports for the fun run and cookout. Sign up is active on the website and the offer for members to extend their membership will once again be in effect as part of their donation offer. Todd offered to assist with the grill and the tent will be set up.

NEW BUSINESS:

Summer Camp Scholarships – Currently we have about 19 applications submitted for the summer camp scholarship program, which was reported by Doug Alred. At this point, there are 6 weeks remaining for applications to be submitted. The budget for the scholarships is $16,000.

Awards Banquet – The awards banquet is scheduled for Thursday, June 21st at Maggiano’s. It was discussed if the prices should be raised for the event. In an effort to remain consistent, it was agreed to leave the prices the same. The event registration is currently on the website.

COMMITTEE REPORTS:

Gate River Run (Sat 3/10/18) – Doug reported the race day temperatures were great and a lot better than the previous years. Participation was down 11% from last year and 20% down from 2012, however the 5k participation had increased. It was also mentioned that the biggest participation demographic is that of female runners.

Gate River Run Elites Jim Van Cleave reported that we came in below our preplanned budget of $6,500. We had several elite athletes to withdraw at the last minute. A special thank you was issued to Doug Tillett, Stan, and Todd for assisting with transportation to and from the airport.

Tijuana Flats Summer Beach Run and Kickoff (8/18/2018 and 8/6/2018) – Currently registration is open for Summer Beach Run and registration numbers are going up and doing well. We will have our SBR kickoff once again at the Lakewood Tijuana Flats, which will be Monday August 6th.

Race Committee / Track Meet Committee – Larry stated that the race committee met on March 26th regarding the proposal presented by Richard Fannin in relation to new Cecil Field races. Doug Alred went over the details of the proposal that was presented. The original request was for the track meets that would be held at New World Golf. The request for $5,000 was broken down into sub parts. An amount of $2,000 would be for the mile marker signage with $3,000 for the events, which equaled $750 for each event. Doug presented a motion, seconded by Susan, for $2,000 for the mile marker along with sponsoring 2 meet sponsorships at $1500. The request was approved by the Finance Committee and passed by the board.

CLASSES & CLINICS – No Report.

COMMUNITY & PUBLIC RELATIONS – Larry Sassa reported that things went extremely well with the handling of the GRR Hospitality tent. Costs were in line with actual budget, as we spent $2,700 on food and $120 on drinks.

FINANCE – Bonnie went over the 2 requests that had been received for the Jean Ribault meet and Jacksonville Bicycle Pedestrian Advisory Council (BPAC). Bonnie presented a motion for granting a $500 request for the upcoming Jean Ribault Track meet that usually hosts about 500 participants, which was seconded by Stuart and passed by the board. Next a motion was presented by Bonnie for a request received from Jacksonville BPAC for $500 for advertising expenses for their upcoming Car-Free Week. The motion was seconded by Stuart and passed by the board. Stuart informed the board that the 10×20 tent had been broken beyond repair. Based on research, a tent of this size usually costs $800 + S/H to total nearly $1,000. He had been offered a deal to purchase a tent for $507. A motion was presented by Bonnie and seconded by Todd to purchase the tent for that price. The motion was approved by the board.

MEMBERSHIP – Larry Roberts reported membership is currently at 1,222 active members, of which a majority were from renewals of memberships. Membership proceeds from GRR expo equaled $1,440 and increased from last year’s total of $1,409.

MERCHANDISE – Sales of merchandise at the Gate River Run expo were reported at $640. This amount was actually a $100 increase from last year’s sales.

COMMUNICATIONS: Newsletter, Social Media – The current issue has been printed and mailed. The newsletter is accessible via the email blast that has been sent out. Deadline to submit an article for the next issue is April 15th. Ideas were discussed on various way to increase club awareness of the JU Running Lab, like getting Facebook Live videos and demonstrations.

VISION & PLANNING: Tomahawk Park plaque – No Report. Need to check on plaque.

NEXT MEETING – The next board meeting will be Tuesday, May 1, at 6:30 pm in the Mediterrania Restaurant with Vice President Larry Sassa presiding.

The March meeting was adjourned at 7:52 pm.

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