2010 January Board of Directors Meeting Minutes

2010 January Board of Directors Meeting Minutes
JTCRunning BOARD OF DIRECTORS MEETING MINUTES
Tuesday, January 5, 2010

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

President David Hall called the meeting to order at 7:11 p.m. The 2010 Board members present were Doug and Jane Alred, Margaret Barton, Bonnie Brooks, Colleen Clarson, Bob Fernee, Carol and Michael Fitzsimmons, David Frank, Bobby Green, David Hall, Trib La Prade, Larry Roberts, Mark Ryan, Larry Sassa, Owen Shott, Lamar Strother, Douglas Tillett, and Jim Van Cleave.Director Richard Fannin was absent.

Recognition of New Board Members:The president welcomed returning and new board members to the first meeting of the year, and acknowledged departing board members for their past support.

Election of 2010 Club Officers:The president noted that we normally elect the Executive Committee, consisting of the president, vice president, treasurer, and secretary, early in the first meeting of the new year.He opened the floor for nominations for the office of president.Carol Fitzsimmons nominated David Hall to return as president.Larry Sassa suggested that since the entire Executive Committee from 2009 was reelected to the board and did a good job last year, that it was appropriate to nominate the entire slate again.His nomination passed unanimously, making David Hall the president, Larry Roberts the vice president, Bonnie Brooks the treasurer and Douglas Tillett the secretary.

Approval of 12/1/09 minutes: 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.Bonnie noted that we had a CD mature but there isn’t good interest available at this time, so it went to our savings account.

OLD BUSINESS:

2009 Election Review – The board discussed the election that was recently held.Smoak, Davis and Nixon handled the count for us and we discussed what we wanted to do with the documents.Douglas Tillett made a motion, seconded by Bonnie Brooks, that we ask Smoak, Davis and Nixon to provide a full vote count for all 32 candidates and ask the firm to hold the ballots until we ask that they be disposed of.The motion passed with 18 aye votes and no nays.
Election Process – President David Hall appointed an ad hoc committee on election refinement.The appointed committee consists of Margaret Barton, Larry Roberts, and Colleen Clarson.The committee’s task is to provide a report and possibly recommendations by the April board meeting.
JTCR Cross Country Team – Bobby Green reported we had 7 runners on the women’s team and 6 runners on the men’s team.The course was very tough with lots of hills, it rained the whole trip, the competition was fierce, and we stayed under the $5K budget.A brief period of discussion followed regarding continuing the team for next year’s championship in Charlotte, but no motion was spoken.

NEW BUSINESS:

Conflict of Interest Disclosure – President Hall noted that we all, as board members, are required to sign the Conflict of Interest Disclosure Statement we adopted in the December meeting.He said he would email it to all board members to sign and bring to the February board meeting.
SulzbacherCenter Dinner Sponsorship – Margaret Barton made a motion, seconded by David Frank, that we sponsor a second dinner at the SulzbacherCenter, possibly on March 27 but dependent upon their and our schedule, and that we allocate $500 to pay for the sponsorship.The motion passed unanimously.
2010 JTCRunning Committees – A list of the committees and the membership of each committee from 2009 was passed around to each board member so that everyone could confirm the committees on which they want to serve for 2010.
Budget for 2010 – Bonnie Brooks distributed copies of the Budget Proposal that was developed during the Finance Committee meeting in December.Considerable discussion ensued but the end result was that the proposed budget stood except for the addition of a $5000 line for classes and clinics.Larry Roberts made a motion, seconded by Bobby Green, that we adopt the slightly modified budget.It passed unanimously.
By-Law Availability – Mike Fitzsimmons believes that each board member should have a copy of our by-laws and that led to a discussion that our by-laws probably need to be updated as well.President Hall appointed an ad-hoc committee, populated by Mike Fitzsimmons, Mark Ryan, Bobby Green, and Douglas Tillett, to search out the most recent and complete version of the by-laws, verify their validity, offer recommendations for change, and submit a report to the board.
Meeting Schedule for the Year – Douglas Tillett made a motion, seconded by Owen Shott, that we not have a board meeting in July, 2010, but that we should have a board meeting in March, 2010.The motion passed unanimously.

COMMITTEE REPORTS:

RACE COMMITTEE – There was no meeting last month, so no report was given.

Gate River Run (3/13/10) – Doug Alred reported that our sponsorship situation was looking better, the books have been published, entry forms are available at Gate stores, television advertising would be on TV4 soon, and radio ads would air soon.

Last Gasp – The race was on Sunday, Dec 27, at 2 p.m. at JU with Herb Taskett directing.The weather was good, we had more spectators than usual, and the post-race awards event was successful although the location was smoky.

JohnTenBroeckMemorialWinterBeach Run – Race Director Doug Alred says the race is set for Sunday, February 14.

Guana River 50km Trail Run & Relay // GTMERR 10K – Doug Alred said he had heard from race director Bill Dunn, and planning for these two races is proceeding well.

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, was having its first meeting that night.

COMMUNITY & PUBLIC RELATIONS – Committee Chair Larry Sassa said plans for the JTCR tent to be in Green Cove Springs for Step Up are in place.The committee would like GRR Kids Run brochures for the tent for Step Up.The committee is also focusing on our GRR Hospitality tent and how to maximize publicity of it.We discussed issuing JTCR membership bracelets to all club members.Larry Sassa made a motion, seconded by Larry Roberts, that we allocate $150 for 1,000 wristbands.The motion passed unanimously.

FINANCE COMMITTEE – No further Finance business, since we passed the year’s budget under new business.

MERCHANDISE – Carol Fitzsimmons noted that a collection of merchandise was used by the Last Gasp as awards for the race winners.Discussion determined that the value of the merchandise should be allocated as a race expense.Carol opined that we should procure some give-away items to have at our tent at upcoming events.It was noted that we will have a booth at the Breast Cancer Marathon Expo on Feb 19 and 20, with set-up on Thursday, Feb 18.Carol volunteered to organize manning of the booth.

NEWSLETTER – Committee Chair David Frank said the deadline for submissions to The Starting Line is January 15.The next issue will feature the John TenBroeck Memorial Winter Beach Run, the schedule of the JTCR tent, and the Gate River Run.David Frank noted that it is Editor John’s and Designer Carly’s plans to continue with us for the upcoming year.

EMAIL BLAST – Carol proposed that we make our email blasts on a monthly basis and formally schedule the blasts.She proposed that we print the email blast schedule in our newsletter.

WEBSITE – Trib the Webmaster said he’d post a call for volunteers for our activities and post notice of our Hospitality Tent at the Gate River Run.

SOCIAL & BANQUET – Jane Alred said the social held with the San Marco Christmas event was great and went very well.

VISION & PLANNING – Doug Alred, Committee Chair, noted that the development of our new statue for the Riverwalk was an ongoing project and that we are still working with the Parks Department on trail development.

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

The meeting was adjourned at 9:05 p.m.

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

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