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2009 February Board of Director Meeting Minutes

by | Jan 21, 2013 | Board Meeting Minutes

Tuesday, February 3, 2009
Location: Pizza Palace, Baymeadows Road

President David Hall called the meeting to order at 7:11 p.m. Directors Michael Fitzsimmons, Bobby Green, Sean McCormack, Larry Roberts, and Larry Sassa were absent.

Approval of 1/6/09 minutes: The minutes were approved as published.

Treasurer’s Report: Treasurer Bonnie Brooks supplied copies of our P & L Detail, our Balance Sheet, and our Budget vs. Actual page for review by the Board. She explained how she was reviewing the records, trying to reconcile our accounts, and explaining some of the challenges that seem to loom ahead for her as Treasurer.

OLD BUSINESS:

Constant Contact – Carol Fitzsimmons is working on a 60-day trial for our club. She’s been busy making a template and all our members will be in. We’re expecting a quote this week from Constant Contact.
Lamar Strother asked for verification that in 2009, the board would meet every month except March and July. He received the verification he requested.
Trib LaPrade has been working with Carly to finish designing our new tri-fold color brochures. He is confident we’ll have them printed and available for our booth at the Marathon and Gate River Run.

NEW BUSINESS:

2009 Budget – Bonnie Brooks made a motion that the board accept the 2009 budget as it was submitted by the Finance Committee. Owen Shott seconded the motion, which passed.
Contract for Race Management – Doug Alred proposed that we enter into a contract for the JTCR races he conducts, particularly the River Run, Summer Beach Run, and Winter Beach Run. A motion by Douglas Tillett, seconded by Jim Van Cleave, referred the proposal to our Executive Committee. The motion passed.
We received a proposal from the First Coast Kids Triathlon for JTCR partnership (donations.) Following discussion, the board decided a joint meeting of the Race Committee and Finance Committee should meet with the triathlon’s director and, as time was short, that we would vote by email following that meeting. After hearing the presentation, our committees recommended we contribute $1,500 (Bronze Sponsorship) to the event, and ask if we could be the primary sponsor of the running events. The email vote passed by a 13 to zero vote.
In an additional after-meeting email vote, the committee recommended that the club send Douglas Tillett to the RRCA Convention in San Francisco in March, 2009, with expenses estimated at $1300 but not to exceed $1500. That email vote passed as well by a 13 to zero vote.

COMMITTEE REPORTS:

RACE COMMITTEE – The Race Committee had a meeting on Jan. 14. The topic was the upcoming Winter Beach Run.
Last Gasp – David Frank was frustrated, from a newsletter perspective, that the finisher’s results were only in printed format and not available in Word or another program. Doug Alred opined that the Last Gasp social and JU donation ere considered race expenses.
Winter Beach Run – Race Director Doug Alred canceled the packet stuffing party as he has found a group that will do it for us at a very reasonable price and everyone is busy. The race is a “go” for Sunday, Feb. 8 at 3 p.m. at the SeaWalk Pavilion. Post race pizza and other stuff from Publix would be available. We would like the JTCRunning tent set up at the SeaWalk Pavilion.
Gate River Run – Race Director Doug Alred said entries were on a record pace, the expo was nearly full, Jumbotrons would be posted next to the finish line, instant results would be available, and that we’d have a quicker walk to the post-race at The Fairgrounds than last year. The Junior River Run will have its own start. Doug is arranging for our mondo JTCRunning tent for the post-race and Larry Sassa is arranging for it to be stocked with good things to eat and drink, plus it will have private PortAPotties for our members.
Doug Alred said there was still time to get a JTCR ad in the GRR program, so we arranged to get with Carly to have one designed and added to the book. Doug would add the JTCRunning booth to the “volunteer opportunities” on-line sign-up.
Track Meets – Lamar Strother said fliers were being printed for this year’s set of track meets, the first being the Mile Festival on April 3. There will be two All Comers meets in May, plus a meet in June and one in July.

CLASSES & CLINICS – We’ll have a panel featuring Todd Williams and other notable local runners at 1st Place Sports on Feb. 19. Another event will be there in May.

COMMUNITY & PUBLIC RELATIONS – No report this month.

FINANCE COMMITTEE – Discussion was about our Florida Tax Exempt Form, which must be resubmitted. A Finance Committee meeting will be held on February 9 at 6:30, along with a Race Committee meeting.

MERCHANDISE – Carol Fitzsimmons said she was getting caught up filling orders. We have plenty of green shirts.

NEWSLETTER – The upcoming edition will be a “hefty” one. A meeting of the Newsletter Committee would be planned for the near future per Chairman David Frank.

WEBSITE – Trib La Prade pointed out that notification of the track meets has been added to the site. He is setting up an area where the meet results will be posted.

SOCIAL & BANQUET – We’re still talking about how to have a JTCR breakfast social at the St. Patty’s Day Run.

VISION & PLANNING – Doug Alred, Committee Chair, said the bridge construction is ready to begin and we’re just waiting for the city to say it’s OK.

NEXT MEETING – will be Tuesday, February 3, 2009, at 7 p.m., at the Pizza Palace on Baymeadows Road, directly across the street from 1st Place Sports.

TENBROECK CUP – Richard Fannin is excited about the major team race at the GRR this year – most runners are coming to town on Thursday. We need to assist in the USATF Elite Athlete’s Welcome Room and driving elites to and from the airport.

The meeting was adjourned at 8:38 p.m.

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

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