2011 January Board of Directors Meeting Minutes

2011 January Board of Directors Meeting Minutes
Tuesday, January 4, 2011
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL

President for the year just ended, David Hall, called the meeting to order at 7:06 p.m. Directors Larry Roberts and Jim Van Cleave were absent.

Introduction of New Board Members: David Hall welcomed returning and new board members to the first meeting of the year. To ensure that everyone knew who everyone else was, we went around the table and introduced ourselves.

Conflict of Interest Disclosure / Policy: David Hall explained the origin of our policy and the associated documents and why we need a signed document from each board member. The conflict of interest disclosure forms were distributed to the board with instructions that we return the signed forms at the next board meeting.

Election of 2011 Club Officers: The board had requested that David Hall, as president for the past two years, conduct our election of officers for 2011. David opened the floor for nominations for president. Larry Roberts was nominated by Jane Alred – there were no other nominations for president. Larry was elected president unanimously. David accepted nominations for vice president. Larry Sassa was nominated by Colleen Clarson – there were no other nominations for vice president. Larry was elected vice president unanimously. David received nominations for secretary. Douglas Tillett was nominated by Doug Alred – there were no other nominations for secretary. Douglas was elected secretary unanimously.
Our newly-amended by-laws specify that the treasurer be nominated by the president and then confirmed by a majority vote of the directors. Even though our just-elected president was away on vacation and could not make the nomination, the board “nominated” Bonnie Brooks (nominated by Carol Fitzsimmons) as their candidate of choice, as she has been serving as treasurer for the past two years. There were no other nominations for treasurer. David Hall called the vote and Bonnie Brooks was confirmed unanimously. Post-meeting, when Larry Roberts returned from vacation, he nominated Bonnie for treasurer, and as stated, she had already been confirmed by the board.
Therefore, the consolidated result of the election of officers was:
President – Larry Roberts Secretary – Douglas Tillett
Vice President – Larry Sassa Treasurer – Bonnie Brooks

Following the election of officers, David Hall wished us all farewell for the evening and Vice President Larry Sassa, substituting for vacationing Larry Roberts, took the gavel to continue the meeting.

Approval of 12/7/10 minutes: On a motion by Bonnie Brooks, seconded by Mike Fitzsimmons, 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 Actual Report as of 12/31/10 and then explained all changes and updates with the board. Bonnie also distributed the proposed budget for 2011 that the Finance Committee recommended. Douglas Tillett made a motion, seconded by Doug Alred, that we accept the 2011 budget. The motion passed.


Statue Update – Larry Sassa, speaking for the Community & Public Relations Committee, presented the wording that the committee recommended for the plaque that will be affixed next to the new statue of the female runner:

The original River Runner is joined by a female companion, representing the continued growth and participation of women as a force in the national and local running scene. This statue also celebrates the contributions made by women to the success of Jacksonville’s River Run.
Dedicated this day, February 28, 2011, to the City of Jacksonville, Florida, by JTCRunning (formerly Jacksonville Track Club).
Derby L. Ulloa, Sculptor
Mark Ryan made a motion, seconded by Carol Fitzsimmons, that we accept the wording for the plaque. The motion passed. Lamar Strother and Colleen Clarson will work with our plaque vendor to ensure that it is properly manufactured and delivered in time for the dedication of the statue on Feb 28.
Storage Facility – We were unable to convene on Dec 30 to clear out our storage facility at Mandarin Mini so we rescheduled the “clean out” to Jan 13 (Thurs) at 1 p.m.


SML Kids Run and SM Foundation Kids Running – this is an initiative by Shannon Miller. A request for support had been received. The request was referred to the Finance Committee meeting jointly with the Race Committee – the meeting was scheduled for Monday, Jan 17 at 6:30 at the Pizza Palace, Baymeadows.
Diocesan Grade School Track Meet (Bishop Snyder) – a request for consideration of support will be evaluated at the upcoming joint Finance and Race Committees meeting on Jan 17.
2011 JTCRunning Committees – A list of the committees and the membership of each committee from 2010 was passed around to each board member so that everyone could confirm the committees on which they want to serve for 2011.
Meeting Schedule for the Year – Douglas Tillett made a motion, seconded by Bonnie Brooks, that we not have a board meeting in July, 2011, but that we have a board meeting in March, 2011. The motion passed.


RACE COMMITTEE – no report.

Last Gasp – The race was on Sunday, Dec 26, at 2 p.m. at JU with Herb Taskett directing. Bob Fernee said the weather was awful. It was the coldest day he could ever remember for this race, and the Jaguars last home game was occurring at the same time. Attendance was off by 50%. Those who did attend appreciated the JTCR memberships and prize socks we awarded but the board was concerned over the low turnout and wondered if our cross country race had “run its course” and was no longer viable. After considerable discussion, it was decided that the race committee would coordinate The Last Gasp for 2011.

John TenBroeck Memorial Winter Beach Run – Race Director Doug Alred says the race is set for Sunday, February 6 at 3 p.m.
Gate River Run (3/12/11) – Doug Alred reported that preparations are rolling – entry forms available readily, radio & TV ads will show soon, and sponsorship is good. The race will have its first significant course change in a long time due to construction on San Marco Blvd. The 5K and 15K will start at the same time. Race management is working on traffic flow.

Guana River 50km Trail Run & Relay – No report.

Track Series – Doug Alred gave an update on our conversion to having UNF handle our Summer Track Series. It will be a 4 race series and we will contribute $10,000 to UNF for the series. UNF plans to charge $10 to run but JTCR members can race for free. Doug pointed out that, in reality, JTCR will no longer have a track series but will be the title sponsor of a track series put on by UNF.

CLASSES & CLINICS – Jane Alred said that JTCRunning is bringing Dick Beardsley to Jacksonville for Gate River Run week and that he will speak to our membership (and others) on Tuesday, March 8, in the Riverplace Tower, in a reception-style setting. The caterer there is hoping we will let them handle the refreshments for us.

COMMUNITY & PUBLIC RELATIONS – Committee Chair Larry Sassa told the board that the committee is focused on the plaque for the new statue and on facilitating the JTCR hospitality tent at the pre and post race festivities for the Gate River Run.

FINANCE COMMITTEE – Most of the Finance Committee business was addressed earlier in the meeting. Bonnie appealed to the board for additional members on the committee.

MERCHANDISE – Carol Fitzsimmons led a free form discussion, a bit like a brainstorm session, regarding what kind of “give aways” we could procure for our booth at the Breast Cancer Marathon Expo and at the Gate River Run Expo. We discussed coffee mugs, pens, hats, and a number of other possibilities. The committee will explore possibilities in more detail during the next week.

NEWSLETTER – Committee Chair Bob Fernee noted that the upcoming issue of The Starting Line will be the first he has edited. He roped in some writers and feels good about the prospects for this issue of the newsletter, the theme of which will be the Gate River Run. He is accepting written contributions by Jan 17.

WEBSITE – Trib the Webmaster stands ready to post our important events on our website.

SOCIAL & BANQUET – Jane Alred said the social held at the same time as the San Marco Christmas event 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 1, at 7 p.m. at Mediterrania Restaurant.
The meeting was adjourned at 9:13 p.m.

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

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