JTC Running Board of Directors Meeting Minutes May 2019

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, May 7, 2019

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, Errol Daniels, Susan Haag, Angela Harris, Dennis Harrison, Franz Lerch, Ty Payne, Larry Roberts, Larry Sassa, Douglas Tillett. Nicole Andress, Christy Astorga, Stan Lambert, Todd O’Donnell, Paul Smith, Stuart Toomey, and Jim Van Cleave were absent.

Approval of 4/2/19 (April meeting) minutes: On a motion by Ty Payne and seconded by Franz Lerch, the April board meeting minutes were approved as submitted.

Treasurer’s Report: Bonnie Brooks distributed copies of the Balance Sheet and the Profit and Loss Detail Statement through May 5, 2019. Line items discussed included income from National Running Day and Sharks game signups, Gate River Run profit, and memberships. Expenses included payments for Maggianos, race team entries for St Paddy’s and Wine and Chocolate races, the newsletter, and donations to USATF-Florida. Bonnie also stated that our payment software has been switched over to Affinipay, which allows for more detailed reported.

OLD BUSINESS:

Emerald Trail Plan Update – Larry Roberts reported that the city council finance committee voted in support and passed the plans to move forward with the Emerald Trail at their March 26th committee meeting. Earlier today the plan went before and was passed by city council. Now Groundworks Jacksonville will be tasked with raising $900,000 as part of the agreement with the City of Jacksonville.

Where to Run in Jacksonville on JTCRunning.com – Larry Roberts reported that Paul and Mac are currently uploading pictures and routes to the website for use and the information is active on the website. Errol Daniels passed out a printout from the JTCRunning website with the current information listed.

Sulzbacher Run, Jump, Throw – Angela reported that she had not heard back from Sulzbacher, however has been in contact with another elementary school to host the next event. She stated she would provide more details once she has some regarding dates, times, and number of volunteers needed. Currently the event is scheduled for Wednesday, May 29, 2019 at Normandy Village but the time is still tentative.

JTC Running Promotional Video – Larry Sassa reported that they are making good progress with the production of the promo video. The goal is a 5-minute video and our timeline for a rough draft is still by the end of May or early June.

Track Series – Our next meet has been rescheduled to Saturday, May 18th due to an unforeseen scheduling conflict. The event is the same day as the Sharks game. Also, it was discussed on how we increase adult attendance and participation. What’s steps are we using to market and advertise our event? A suggestion that we make sure to discuss it with the GRR class members, the Bolles morning and evening track runners, our race team, and other adult running clubs.

Sharks Football Game 5/18, Shrimp Game 6/23 – Larry Sassa discussed the club’s upcoming events that Stan Lambert had been working on in partnership with the Florida Striders. Ticket information and signups are available on our website and the Striders’ website.

Global Running Day 6/5 – We will be participating in Global Running Day again to benefit Marathon High. We will be setting up tents and running a certified 5K course from the Baymeadows 1st Place Sports. We will need volunteers to assist with food grilling and setup.

Awards Banquet 6/13 – Doug Tillett mentioned that the committee recently had a meeting and was able to get most of the award categories and recipients sorted out. It was suggested that an award letter be created and sent out to the winners to ensure they are present to receive their awards. The Florida high school state track championships were recently held at UNF, which could include some awards banquet winners. FloTrack will we streaming live coverage of the NCAA prelims that are being hosted at UNF May 23rd-25th.

NEW BUSINESS:

Gate River Run Management Agreement Renewal – Larry reported that the contract with 1st Place Sports is currently being renewed due to the previous outdated pricing and contract that was originally established in 2009. More information to follow as this was discussed in detail during the finance committee meeting as a finance request has been submitted.

COMMITTEE REPORTS:

Gate River Run (Sat 3/9/19) – Doug Alred reported that the final report is not finished yet, but he would have it for next month’s meeting. Currently they are waiting to finalize the report, which they are currently waiting on a final bill/invoice from the City of Jacksonville Police Department. Usually the city pays the police then sends 1st Place Sports the bill for payment and reimbursement. This expense has been going up for the last several years as there are requirements and stipulations regarding the number of employees needed and available, as well as the number of hours required.

Gate River Run Sponsorship Committee – Dennis Harrison reported that they will meet regarding current sponsors and sponsorship opportunities for next year. He stated that he would reach out to Steve at CAA between now and the next meeting.

Tijuana Flats Summer Beach Run: Kickoff Monday, Aug. 5No Report

Race Committee / Track Meet Committee – Doug Alred reported that our next major race is Summer Beach Run, August 17, and we are currently on schedule and set with the City of Jacksonville Beach and Tijuana Flats.

Classes & Clinics – Jane reported that they have been getting a lot more requests from companies wanting to do clinics. Discussion was had on how much it costs and how do companies get booths at the races.

Community & Public Relations Larry Sassa reported that he attended a meeting with Stan Lambert, Doug Tillett, Errol Daniels, and the Florida Striders regarding RRCA “Runner Friendly” cities.

Finance – Bonnie Brooks reported that there was a Finance Committee meeting held prior to tonight’s meeting. The 1st finance request was from Richard Fannin of Bishop Synder for their Cecil Field XC Summer Classic Meet. The event is expected to reach 700 people, including 100 in the open division and 500 high schoolers. JTC would be included on the shirts and other promotional items. On a motion presented by Bonnie, seconded by Susan Haag, to award $750 to Bishop Synder was passed by the board. On a motion presented by Bonnie and seconded by Doug Tillett, was passed by the board to raise the River Run management payment by an additional $10,000 to total $40,000, to accommodate for office and staff for the contracted period of 2020-2024. This also extends the contract and increases the management fees, which had not been adjusted since 2009.

Membership – Larry Roberts reported that membership was currently at 1,360.

Merchandise – No report.

Communications: Newsletter, Social Media – The cutoff to submit an article or material for the next newsletter is the 15th. The most recent newsletter was late getting out due to various delays with production.

Vision & Planning – Doug Alred reported that Tomahawk Park trail needs work and should be refurbished, however the bridge is fine. He estimated the cost could be around $10,000-$12,000. The recent committee meeting was held April 9th, at Wicked Barley and items discussed included efforts to clean up and showcase Tomahawk Park, as well as Durbin Creek Nature Preserve.

NEXT MEETING – The next board meeting will be Tuesday, June 4, at 6:30 pm in the Mediterrania Restaurant.

The May meeting was adjourned at 7:42 pm.

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