2009 December Board of Director Meeting Minutes

2009 December Board of Director Meeting Minutes

Tuesday, December 1, 2009
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President David Hall called the meeting to order at 7:10 p.m. Directors Margaret Barton, Sean McCormack, and Larry Roberts were absent. JTCR members Rex Reed and John Winkler attended as well.

Approval of 11/3/09 minutes: The minutes were approved as submitted.

Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet, the Profit & Loss Detail, and the Budget vs. Actuals analysis and then reviewed the documents with the board.

OLD BUSINESS:

JTCRunning Elite Cross Country Team – Bobby Green gave a status of the upcoming cross-country championship and our team’s readiness to the board. Douglas Tillett made a motion, seconded by Owen Shott, that we provide JTCRunning jackets to the team members. After some discussion, that motion was rescinded but discussion continued regarding the amount of money each runner would be getting, the van costs, the hotel costs, and the standards set by the race committee for the runners, and whether the standards were being met. Michael Fitzsimmons made a motion, seconded by David Frank, that at this stage of the process, we should go forward with sending the team at a total cost of $5,000 maximum. The motion passed by a vote of 12 to 4.
Bolles Track Update – Discussion was brief as Margaret Barton was absent, but it was pointed out that the time had passed for members to easily get their Bolles ID cards. We’ve been told that JTCR members can register on the first Monday of each month between 9 am and 1 pm.

NEW BUSINESS:

Conflict of Interest By-Law Amendment – President Hall distributed a proposed conflict of interest policy for the board’s consideration to add to the by-laws. The law firm that had guided us through the GRR contract signing recommended that, based on the tax laws, we needed this amendment added to our by-laws. Additionally, he distributed a disclosure statement that would be signed yearly by all board members. Michael Fitzsimmons made a motion, seconded by Bobby Green, that we include this policy in our by-laws and that we have all board members sign the disclosure statement every year. The motion passed by a vote of 16 to zero.
Election Process/Status – The Election Committee, composed of Jane Alred, Bobby Green, and Douglas Tillett, updated the board. The ballots will be in The Starting Line which would be mailed by Friday. The ballots will be mailed back to our accountants, Smoak, Davis, and Nixon, and they will provide the results to the committee before the January board meeting so that everybody can be notified of the outcome.

COMMITTEE REPORTS:

RACE COMMITTEE – No report.

Gate River Run – Doug Alred said it had been a good month for attracting sponsors. The ads for the race will start the first of the year. Richard Fannin made a motion, seconded by Michael Fitzsimmons, that JTCRunning allocate $20,000 for the TenBroeck Cup at the 2010 Gate River Run. The motion passed by a vote of 16 to zero.

Last Gasp – The race is on track for Sunday, Dec 27, at 2 p.m. at JU with Herb Taskett directing. Herb needs JTCRunning merchandise awards for the race. Carol and Michael Fitzsimmons will take care of it.

John TenBroeck Memorial Winter Beach Run – Race Director Doug Alred says the race is scheduled for Sunday, February 14, and that the entry forms were at the printer.

Guana River 50km Trail Run & Relay // GTMERR 10K – So far, we are good-to-go, and hopefully we’ll receive an update from Bill Dunn by the next meeting.

Ginger Fannin Couples Relay – Some discussion occurred regarding possible dates for the race, but we didn’t come to a conclusion. The idea to restart this race has not been dropped, though.

CLASSES & CLINICS – Jane Alred reported that there won’t be a clinic in December, but that our GRR training class, coached by John Metzgar, will be starting up the first week of January.

COMMUNITY & PUBLIC RELATIONS – Committee Chair Larry Sassa said the committee reevaluated the opportunity from Step Up Florida to have our tent at their “expo” area and the committee plans to do that. He made a motion that we also become a sponsor of the race at the $500 level, which is the silver level, and that motion was seconded by Michael Fitzsimmons. The motion passed by a vote of 16 to zero. In other CPR activity, we plan to hoist our tent at the John TenBroeck Memorial Winter Beach Run and to sponsor the GRR tent, similar to the one we erected at the 2009 race. The committee would like to hear ideas how we can enhance the GRR tent for our members.

FINANCE COMMITTEE – Committee Chair Bonnie Brooks said that we’ll have a Finance Committee meeting on Tuesday, December 15, at 6:30 pm at Pizza Palace, the purpose of which will be to determine a 2010 budget to present to the new board.

MERCHANDISE – No report.

NEWSLETTER – Committee Chair David Frank said The Starting Line should be in the mail by the end of the week.

WEBSITE – No report.

SOCIAL & BANQUET – Jane Alred has proceeded with plans that JTCRunning participate in the San Marco Christmas event. We will share in the cost, our tent will be set up outside the 1st Place Sports store, and all our members and guests will be welcome.

VISION & PLANNING – The president was asked about the contract with Derby Ulloa for our new statue. David Hall said he would get it signed in the next week.

NEXT MEETING – the next meeting will be Tuesday, January 5, at 7 p.m. at Mediterrania Restaurant.
The meeting was adjourned at 9:08 p.m.

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

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