JTC Running Board of Directors Meeting Minutes June 2018

JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, June 5, 2018
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, 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, and Stuart Toomey. Directors Jane Alred, Bonnie Brooks, and Jim Van Cleave were absent. Christy Astorgia was in attendance as a guest.

Approval of 5/1/18 (May meeting) minutes: On a motion by Lamar Strother and seconded by Todd O’Donnell, the May board meeting minutes were approved as submitted.

Treasurer’s Report: In Treasurer Bonnie Brooks’ absence, President Larry Roberts distributed copies of the Balance Sheet and the Profit and Loss Detail Statement through May of 2018. During the overview of income and expenses several line items were noted regarding National Running Day entries, Race Team entries, Memberships, Tomahawk Park signage, as well as other expenses and revenue entries.

OLD BUSINESS:

JU Running Lab – Todd O’Donnell reported the most recent numbers from the running lab. The numbers for May included 7 runners, of which 6 were JTC members. It was noted that the lab was closed for a portion of the month, due primarily to graduation as some of the lab graduate assistants were graduating.

Run, Jump, Throw 2018 – Event coordinator Angela Harris reported that we had postponed the event to later in the fall and more details would follow after the Jr. Olympics are held, which is scheduled for July/August.

Master Trails Plan – Larry Roberts reported that there will be a public meeting on July 24th at 6pm at FSCJ Technology Center regarding the plan, progress, and open discussion for the community. The planning committee will be having their second meeting soon as they continue with planning for the 19.2 miles of trails.

Global Running Day – Global Running Day will be tomorrow night, June 6, at 1st Place Sports. We currently have 200 signed up with a few extra that signed up earlier tonight. As we once again partner with Marathon High for the fun run and cookout, this will be another successful year for this event. The grill and the tent will be set up and ready well in advance for the start.

Summer Camp Scholarships – It was reported that there were 106 applications submitted during the application period. We will be awarding 69 kids with scholarships for about $375 each for a total near $26,000. Most of the recipients are going to attend the Brevard Running Camp. Again, we will attempt to present some of the awards at the awards banquet along with Rita’s Ice. Applications primarily came from the same schools that had good XC programs. Dennis Harrison mentioned that his son was awarded a scholarship, and he requested permission to give it to another deserving team member who would benefit more from the financial assistance it provides. Also, Doug was asked to reach out to Bonita Sikes to see if she would again assist with these awards.

Awards Banquet – The awards banquet is scheduled for Thursday, June 21st at Maggiano’s at 6pm. A brief discussion regarding the start time concluded with confirmation on the event starting time. Registration is available on the website with full event details.

Track Meets – Our most recent meet held on June 2nd was rained out. The three remaining track meets are June 16, July 7, and July 14, which all are at Bolles at 9am. We will need volunteers to assist.

Sunbeam Proposal – Doug Alred passed out and went over the 4-page packet proposal from Stratagem regarding the Sunbeam Landfill Trail Project, which would be considered a “Legacy Project”. The proposal outlined a sample of the path, along with what duties and responsibilities would be required from both parties, and the cost commitments from the club. An initial investment of $300K was pointed out in the proposal which was further discussed. From the discussion, questions remained regarding construction and ongoing costs, liabilities of the club, competition with city parks, property management concerns, and other due diligence. As a result, Doug asked for a poll of those in favor for and against further pursuance of the project. A motion presented by Todd to further pursue the project and seconded by Ty, was passed by the board. It was also reiterated that we were in agreement to pursue the project with further due diligence, but no financial commitment was made at this time.

NEW BUSINESS:

Tents Status – Doug Tillett reported the JTC tents got blown to the ground with the tops separated from the frames as strong winds and heavy rain at the Bolles track came through, raining out our June 2nd meet. We originally thought they were damaged beyond repair but a closer inspection showed they can still be used.

COMMITTEE REPORTS:

Gate River Run (Sat 3/10/18) – Doug Alred passed out and went over the financial report from this year’s GRR. Overall it was another success for the club as we received $81K from the race. Other takeaways included Gate signing on as corporate sponsor for another 5 years. In a year where we had dropped and lost some sponsors, we had increased entry fees a little and were able to cut back on some expenses to compensate.

Tijuana Flats Summer Beach Run and Kickoff (8/18/18 and 8/13/2018) – Currently registration is open for Summer Beach Run. Planning and arrangements are going well, with the addition that we will be moving the finish line area up on the boardwalk similar to the Winter Beach Run layout. This will be better for race as we will have less issues and concerns with the finish line area and Jacksonville Beach officials. The SBR kickoff is scheduled for Monday, August 13th, at the Lakewood Tijuana Flats.

Race Committee / Track Meet Committee – Next track meet will be Saturday, June 02, at The Bolles School. As always, we will need volunteers to help assist with the event.

CLASSES & CLINICS – No Report.

COMMUNITY & PUBLIC RELATIONS – No Report.

FINANCE – Next Finance Committee meeting will be held August 7th before the board meeting. Meeting will focus on next year’s budget, JU Running Lab, as well as any donation requests that are received.

MEMBERSHIP – Stuart Toomey reported membership is currently at 1,229 active members.

MERCHANDISE – Stan reported that he would be assisting with merchandising duties in relation to LogoXpress. Logo Express will be selling our remaining shorts inventory. A motion was presented by Stan Lambert to use LogoXpress as our online vendor for merchandise sales on an ongoing basis and seconded by Susan, then passed by the board.

COMMUNICATIONS: Newsletter, Social Media – A new process was set in place for the production and oversight of our newsletter, as Larry Sassa and Doug Tillett meet with the editor. This process will allow us to focus on the layout and design of the newsletter as it pertains to the interests of our members and community.

VISION & PLANNING: Tomahawk Park plaque – No Report. Need to check on plaque. Need picture of plague to display.

NEXT MEETING – No July board meeting. The next board meeting will be Tuesday, August 7, at 6:30 pm in the Mediterrania Restaurant.

The June meeting was adjourned at 7:58 pm.

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