2010 February Board of Directors Meeting Minutes

2010 February Board of Directors Meeting Minutes
JTCRunning BOARD OF DIRECTORS MEETING MINUTES
Tuesday, February 2, 2010

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

Vice President Larry Roberts called the meeting to order at 7:10 p.m. The 2010 Board members present were Doug and Jane Alred, Margaret Barton, Bonnie Brooks, Colleen Clarson, Richard Fannin, Bob Fernee, Carol and Michael Fitzsimmons, David Frank, Trib La Prade, Rex Reed, Larry Roberts, Larry Sassa, Jo and Owen Shott, Lamar Strother, and Douglas Tillett. President David Hall and Director Jim Van Cleave were absent.

Approval of 1/5/10 minutes: One error was noted in the minutes but it has been corrected and will be published correctly – otherwise the minutes were approved as submitted.

Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit & Loss Detail and then reviewed the documents with the board. Additionally, Bonnie provided a Budget vs. Actuals page for the previous year, 2009.

OLD BUSINESS:

2009 Election Review – Due to unusual circumstances in the reporting of the top twenty vote-getters from the recent election, the previously published 2010 board make-up had been revised for the February meeting. Douglas Tillett of the Elections Committee explained the unusualness to the satisfaction of the board and the meeting proceeded.
Conflict of Interest Disclosure Statements – Each of the board members completed and signed a Conflict of Interest Disclosure Statement and submitted the form to the chair for safekeeping.
JTCR Volunteers at Sulzbacher – Director Margaret Barton said the date has been set for our next volunteer session at the Sulzbacher Center for the Homeless. It is Saturday, March 27, when we will be preparing and serving a meal for the center’s clients that day. The “Walk A Mile In Their Shoes” race to benefit Sulzbacher is being held earlier the same day. Volunteers are needed – preparation for dinner begins at 3 pm. Contact Margaret to sign up.

NEW BUSINESS:

High School Track Meet Timing – David Frank made a motion, seconded by Owen Shott, that we sponsor high school track meet timing a bit differently than we have in the past several years by making a $550 donation directly to each school with the understanding that they will pay the company doing the timing. The maximum number of schools to get a donation will be six. Part of the plan is that Coach Frank will borrow the timing equipment and use it at our meets at no charge to JTCR. The motion passed.
JTCRunning Racing Team – David Frank made a motion, seconded by Owen Shott, that since we are interested in having a racing team, we should create a committee to investigate forming the team, setting qualification standards, determining races at which to compete, and proceed with team development. The motion passed.
Travel Expenses for TenBroeck Cup – Richard Fannin described a problem being faced by teams having members who don’t meet the high standard for assistance with travel expenses but are potential good runners for our event. He made a motion that we add five thousand dollars to our allocation for the TenBroeck Cup for 2010 and earmark it specifically for team travel, in an effort to get more good teams here for the race. Carol Fitzsimmons seconded the motion. The motion passed following discussion.

COMMITTEE REPORTS:

RACE COMMITTEE – The next Race Committee meeting will be held some time after the Gate River Run.

Gate River Run (3/13/10) – Doug Alred reported that 6,000 runners had registered as of Jan. 31, keeping us on pace with last year’s record attendance. The bands are set, the water stations are established, and work is proceeding toward another great race.

Last Gasp – (12/27/09) – race and reports complete. No further information.

John TenBroeck Memorial Winter Beach Run – (2/14/10) – Race Director Doug Alred announced a “packet stuffing party” in the 1st Place Sports Race Management office on Wednesday, Feb. 10, at 6 pm. He said the race is set with the city and we’re good-to-go.

Guana River 50km Trail Run & Relay (3/27/10) // GTMERR 10K (2/7/10) – It was reported that the GTMERR 10K was sold out and at capacity. Information and registration for the 50 km Trail Run and Relay is available on active-dot-com.

Ginger Fannin Couples Relay – No action on this race so far.

CLASSES & CLINICS – Jane Alred noted that the GRR training class, coached by John Metzgar, is going well with very good attendance.

COMMUNITY & PUBLIC RELATIONS – Committee Chair Larry Sassa told us the committee had just met prior to the board meeting. We still plan for the JTCR tent to be in Green Cove Springs for Step Up on 2/13. The next day we’ll have the tent set up at the SeaWalk Pavilion for the John TenBroeck Memorial Winter Beach Run. The committee continues to also focus on our GRR Hospitality Tent, which will be catered and have “exclusive” porta-potties. Admission will be by JTCR rubber bracelets, which Larry will be mailing before the GRR. Our estimated cost for the Hospitality Tent is two thousand dollars.

FINANCE COMMITTEE – No further Finance report – Treasurer’s report delivered earlier.

MEMBERSHIP – Rex Reed, Membership Coordinator, distributed a report that detailed which membership form color (white) was the most successful at attracting new members and how many new members we got from the Gate River Run. He also told us that 109 new members have joined JTCR via our training classes.

MERCHANDISE – Carol Fitzsimmons suggested that “Merchandise” should be part of the Community & Public Relations Committee to have better coordination and planning of tent and expo booth activities. It was a “something to think about” type of suggestion. No action taken.

NEWSLETTER – Committee Chair David Frank said The Starting Line would be mailed soon.

WEBSITE – Trib the Webmaster said the VRP program was about 90% resurrected. He told us of a new photo program that would be showing on the website soon.

SOCIAL & BANQUET – Jane Alred said there will be a Hall of Fame Induction for the Gate River Run on March 9 beginning at 6 pm. It is a “by invitation” event.

VISION & PLANNING – We had the chance to review and comment on the foot-tall model of the statue during the previous month. Our sculptor has made modifications and is proceeding. In six more weeks, the two-foot-tall advanced model will be available for review and comment. Bob Fernee made a comment that some running friends of his were opposed to our statue placement. The board discussed the opposition. It was decided we needed to do a more effective job of publicizing our projects and programs to our membership, including the reasons we make the decisions we do.

NEXT MEETING – the next meeting will be Tuesday, March 2, at 7 p.m. at Mediterrania Restaurant.

The meeting was adjourned at 9:04 p.m.

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

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