JTC Running BOARD OF DIRECTORS MEETING MINUTES
Wednesday, January 8th, 2014
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL
Our board meetings are normally held on the first Tuesday of every month except not usually in July, but for this first meeting of the year, we met on the second Wednesday instead at the request of Mediterrania because of a conflicting party that needed “our” room. President Larry Roberts called the meeting to order at 6:42 p.m. Directors Nicole Andress, Bob Fernee, Stan Lambert, Dave Moritz, and Jim Van Cleave were absent. JTCR member, Guana Race Director, and former board member Mark Ryan was present for the first half of the meeting. Larry opened the meeting by welcoming our three new directors (Erika Bjork, Michael DelCharco, and Connie Smith) as well as all the rest of the returning directors.
Approval of 12/3/13 minutes: On a motion by Lamar Strother and seconded by Stuart Toomey, the December minutes were approved as submitted.
Election of 2014 Club Officers: President Larry Roberts relinquished the gavel to Douglas Tillett who asked the board for nominations for president. Jane Alred nominated Larry Roberts. There were no other nominations. The vote was taken and Larry was unanimously reelected as president.
Larry Roberts returned to chairing the meeting and asked the board for nominations for vice president. Jane Alred nominated Larry Sassa. There were no other nominations. The vote was taken and Larry Sassa was unanimously reelected as vice president.
President Roberts has the unique duty of nominating a candidate for treasurer. He selected Bonnie Brooks. The board voted and Bonnie Brooks was confirmed as treasurer for 2014.
Larry Roberts asked the board for nominations for secretary. Todd O’Donnell nominated Douglas Tillett. There were no other nominations. The vote was taken and Doug Tillett was reelected secretary.
Treasurer’s Report: Treasurer Bonnie Brooks noted that we had $3,000 in memberships last month. She distributed copies of the Balance Sheet and the Profit & Loss Detail Report. She thoroughly reviewed both reports with the board and answered all our questions.
OLD BUSINESS:
Guana “BackTo Nature” Ultra & Trail Run Report – Mark Ryan, the race director, showed up for the meeting to give us a report of the race. He was very upbeat and excited over how well the race had done. He thanked all his volunteers. He noted that the folks at Guana will welcome us back next year. The Reef Restaurant also is “in” again for next year. It was a fun event and he plans to return as race director in 2014. He distributed copies of the final accounting of the race and noted that we made a $2,073 profit. He said that last year we donated $500 to the Friends of Guana and hopes that we can donate $1,000 to Friends of Guana this year. That question will be discussed in the Finance Committee meeting in two weeks and the committee will bring their recommendation to the board.
NEW BUSINESS:
Committee Membership for 2014 – We distributed a list of the 2013 committees and the members of each of the committees. We also distributed a document that Larry Roberts created, listing the committees and the main functions of each of them. After discussion, we passed around a single list of the committees and asked each board member to confirm that they would like to stay on the same committees they were on last year and also invited each board member to switch or add to another committee if they want to change. Similarly, the new board members were informed of our policy that each board member become a member of at least one committee.
Volunteering To Work the JTCR “Tent” at Events – Larry told us that there is a button on the JTC Running website for “events” and beneath it will drop down a “register for event” button that is set up for accepting volunteers to work the JTCR booth at the Donna expo. We are hoping to schedule the entire weekend via the website.
We then discussed “the tent” and how best to schedule where it will be set up throughout the year and who will work it at each event. We were trying to determine which committee would be responsible for scheduling the tent and recruiting the volunteers to work the tent – should it be one of our current committees or a new “tent and expo” committee? The president hopes we’ll consider this during January and come to the February meeting prepared to decide which committee will be responsible for the tent.
Summer Track Series – Coach Eric Frank, who directed our Summer Track Series in 2013, is back for 2014 and determined to have an even better series than last year. He has proposed four meets for the summer and proposed the dates of Saturday April 19, Saturday May 10, Saturday June 7, and Saturday July 12. We are asking The Bolles School if those dates are “open” before we announce them to the public and the local teams.
Conflict of Interest Forms – Following our precedent, we distributed copies of our Conflict of Interest Policy and also copies of our Conflict of Interest Disclosure Statement to each of our directors. Everyone was instructed to read and understand the policy and then sign the disclosure statement and pass it in to be held by the secretary.
COMMITTEE REPORTS:
Gate River Run (3/15/14) – Race Director Doug Alred reported that 7,600 entries had already been received. He is working with the stadium to determine a different finish line as there will be construction under and around the scoreboards, so we cannot use that area this year. Doug also told us that there is a volunteer module on the race website.
TenBroeck Cup Team Competition – Director Richard Fannin told us that recruiting elite athletes and teams is going well for us this year. Our reputation has grown and elite runners and their agents have an eye toward competing at the GRR.
The Last Gasp – (Sat, 12/21/13) – Bonnie Brooks explained about the race accounting because the director ordered enough award socks to last for 3 years so he will be allocating the value of the socks in thirds for each year of the race. This year’s race had a result of minus $1,064. The race itself went very well and everyone present was glad for the opportunity to run a cross-country race.
The John TenBroeck Memorial Winter Beach Run – (Sat, 1/18/14) – Race Director Doug Alred said the number of entries is down from previous years. Even so, everything is set with the city and we are ready to hold the race.
RACE COMMITTEE and TRACK MEET COMMITTEE – a committee meeting has been scheduled for next Monday, January 13th at 6 pm at the Pizza Palace Baymeadows.
JTC Running RACE TEAM – Some new team clothes have recently been ordered. Jane said that until those are received, she could outfit any team runner if they’re in need, out of stock available to her, which she could then have printed with our team logo.
In addition to our JTC Running Racing Team, Stan Lambert has organized two teams for the Wolfson Children’s Challenge which will be on Saturday, February 1st.
CLASSES & CLINICS – Jane Alred noted that Dick Beardsley, Ryan Hall, and Shalane Flanagan will all be here to run the GRR this year. She would like authorization to spend up to $5,000 to pay speaker fees so we can have these celebrities give their talk to our members, local students, and others who are interested.
COMMUNITY & PUBLIC RELATIONS – Director Larry Sassa said that the CPR committee is moving forward, preparing for the Gate River Run.
FINANCE – Committee Chair Bonnie Brooks distributed copies of our club’s Budget vs Actuals Report for the 2013 fiscal year. Our results exceeded our budget, ending the year on a positive (money making) note. She then distributed copies of the proposed budget that was put together by the Finance Committee during a meeting last month. The budget was written in a “budget vs actual” format, only with no “actual” as of yet. Bonnie thoroughly reviewed every line of the proposed budget with the board and was prepared to answer any questions that we had.
Stuart Toomey made a motion, seconded by Doug Alred, that we accept the budget as proposed by the Finance Committee. There was virtually no discussion as everyone fully understood the budget. The question was called and the budget passed unanimously.
Bonnie Brooks called for a meeting of the Finance Committee in two weeks, on Tuesday, January 21st at 6:30 inside Pizza Palace Baymeadows.
MEMBERSHIP – We noted that 665 households are listed with a total headcount of 796.
MERCHANDISE – New board member Connie Smith agreed to sign up for the Merchandise Committee.
NEWSLETTER – Bob Fernee was absent but we discussed how our deadline for the first issue might be delayed and proposed changing the deadline to January 20th. We all agreed.
SOCIAL MEDIA – Stan Lambert was absent but he continues to do daily JTCR posts to Twitter and Facebook. He is also heading up the effort to develop a new backdrop for our expo booth use and with our tent.
SOCIAL & BANQUET – Jane said there was nothing new for Social and Banquet.
VISION & PLANNING – Doug Alred noted that there is now a $20K line in the 2014 budget to be used for trails. He said the Sunbeam Landfill conversion into a running park is still being discussed.
NEXT MEETING – The next board meeting will be Tuesday, February 4th at 6:30 in the Mediterrania Restaurant.
The January meeting was adjourned at 8:42 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.
