JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, October 7th, 2014
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL
President Larry Roberts called the meeting to order at 6:40 p.m. Directors Michael DelCharco, Richard Fannin, Bob Fernee, Franz Lerch, Dave Moritz, Larry Sassa, Connie Smith, and Jim Van Cleave were absent.
Approval of 9/2/14 minutes: Lamar Strother made a motion, seconded by Stuart Toomey, that we accept the minutes as submitted. The motion passed.
Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet dated Oct 5, 2014 and the Profit & Loss Detail Report for September. She thoroughly reviewed both reports with the board. Bonnie told us that she does not plan for a Finance Committee meeting in October but she plans to call a committee meeting in November before the December board meeting.
OLD BUSINESS:
Half Marathon Training Class – There are 110 runners enrolled in this year’s Half Marathon Training Class which includes 44 new JTCR members. We sold seven “training” caps. Coach Metzgar is “good” with the terms of our new contract with him. The next training class will be the Gate River Run Training Class which will begin in early January. We plan to send an email message to every participant in the Half Marathon Class, offering them a $5 discount on the GRR training class.
• Larry Roberts will work with Coach Metzgar and Doug Alred to set the GRR class kickoff date.
JTCR’s 40th Birthday & the 40th Running of the John TenBroeck Memorial Winter Beach Run – Stan Lambert is organizing a committee to ensure that the club’s 40th year in 2015 is enhanced with special opportunities for members. He asked that we send any ideas to him. He has heard several requests that we create a special race for next year to commemorate our 40th year. He said he wants to submit a post that will be included in our next email blast. In a discussion of the desire to get a sponsor for the WBR similar to Tijuana Flats for the SBR, Firehouse Subs came up as a Jacksonville based company that has a charitable foundation. Bonnie Brooks reached out to a contact who was interested and this info was passed to Race Director Doug Alred.
• Doug is to follow up with Firehouse and secure a sponsorship if at all possible.
B P A C – The Bicycle Pedestrian Advisory Council offered our club a seat on the council, which President Larry Roberts has been filling for a couple of months. Lawyer Chris Burns, former JTCR board member, is the head of the council, which has focused primarily on bicyclists but they are eager for runners to participate in the future, thus our seat was offered. Larry Roberts said that we could use another board member to assist in this effort. Director Erika Bjork volunteered to assist with our seat on the BPAC.
• Erika is to attend the next BPAC meeting Nov. 6 in Larry’s absence.
Bolles Contract Renewed – Director Michael DelCharco successfully negotiated with The Bolles School for renewing our contract for continued use of their track facility for our Wednesday morning & afternoon track workouts.
NEW BUSINESS:
JTC Running Board of Directors for 2015 – Each year, half of the 20 person board is up for election. This December, the ten seats up for election are the ones currently occupied by Bonnie Brooks, Richard Fannin, Bob Fernee, Franz Lerch, Dave Moritz, Todd O’Donnell, Lamar Strother, Douglas Tillett, Stuart Toomey, and a vacant seat formerly belonging to Nicole Andress, who resigned in April. We requested that these nine board members advise the president or the secretary by Oct 31, if they plan to volunteer for the next 2-year term. President Larry Roberts discussed his ideas regarding our efforts to recruit new board members who possess the skills we need for the continued success of our club.
• Bonnie, Richard, Bob, Franz Dave, Todd, Lamar, and Stuart should advise Secretary Tillett by Nov. 3 if possible their intention concerning another Board term. Doug T. will advise Larry R.
• Jane Alred offered to recruit some potential new Board members with the attributes needed and will report at the Nov. meeting. Board members are encouraged to give recommendations to Jane.
Change of Location for the November, 2014, Board Meeting – Most of the time, we meet in the private room at Mediterrania Restaurant on the first Tuesday of each month but that room has been reserved by a different group on the day of our November meeting on Nov. 4, 2014. Larry Roberts has been investigating possible alternative locations for our November meeting. We decided to meet on Tuesday, Nov 4th, at the regular time of 6:30 in the private room at Hurricane Grill & Wings located at 1615 Hendricks Avenue in San Marco.
• All Board members are to mark their calendars with the Hurricanes location of the Nov mtg.
COMMITTEE REPORTS:
Gate River Run (3/14/15) – Race Director Doug Alred staged a “surprise” opportunity for runners to sign up for the Gate River Run at a discount last week, out of the blue. The 1,200 discounted entries filled almost immediately. He said that more promotions will be offered. Sketchers has signed on as a new sponsor. The website is open for sign-ups now and JTCR members can get their club discount by using the code jtc2.
TenBroeck Cup Team Competition – There was no new news to report.
Tijuana Flats Summer Beach Run – The race was on Saturday, Aug 16th. Race Director Doug Alred distributed the accounting for the race on a report that included the financials for years 2011, 2012, and 2013, as well as 2014. Our numbers were way up this year, enabling us to make a larger contribution to Just In Queso, Tijuana Flat’s charitable foundation, of $10,377.55. The check was presented to Just In Queso during a brief ceremony in the Lakewood Tijuana Flats restaurant on Oct 2nd.
Back-To-Nature Trail Races (12/7/14) – Stuart Toomey reported that 76 people have signed up for the Back To Nature races so far.
Last Gasp (Sun, Dec 21) – Registration for The Last Gasp is open online on our club’s website.
John TenBroeck Memorial Winter Beach Run – The 40th running of the Winter Beach Run will be on Saturday, January 31st.
RACE COMMITTEE and TRACK MEET COMMITTEE – We discussed the schedule for our 2015 track meets and decided that we need to have the dates arranged by the first of the year. Director Todd O’Donnell volunteered to investigate the potential track meet dates.
• Todd is to compile a list of track meets and dates already scheduled by other groups as the first step in setting our meet dates.
JTC Running RACE TEAM – No report.
• Doug Tillett is to contact Stephanie Griffith and transition responsibility for the team.
CLASSES & CLINICS – Jane Alred reported that a panel discussion on physical therapy, moderated by John Metzgar, was presented in September.
FINANCE – Committee Chair Bonnie Brooks reiterated that she plans to hold a committee meeting in November.
MEMBERSHIP – Stuart Toomey is working with Larry Roberts to learn the intricacies of heading up the Membership Coordinator position. Larry reported that we have 763 memberships as of today.
• Stuart is to schedule a session with Larry to review the Wild Apricot system.
MERCHANDISE – No report.
NEWSLETTER – The upcoming issue of The Starting Line is running a little behind in production but will be sent to the printer tomorrow.
• Larry Roberts is to produce a draft planning matrix for the newsletter committee by next meeting. The matrix will be used by the committee to plan the newsletter content.
SOCIAL MEDIA – Director Stan Lambert had no new news to report.
• Connie is to send an email blast as soon as the Starting Line is available. Included will be the newsletter link, Guana, Last Gasp, GRR with member discount code ‘jtc2’, preparations for the Club’s 40th year in 2015, and the social at FPS San Marco Dec 13.
SOCIAL & BANQUET – Our next social opportunity will be the annual JTC Running Christmas Social in the 1st Place Sports San Marco store on December 13th. The budget for the event was discussed as well as purchasing a holiday ornament as a give-a-way.
• Jane Alred is to obtain a cost estimate for the ornaments and pass to Bonnie.
COMMUNITY & PUBLIC RELATIONS – No report.
VISION & PLANNING – We noted that our tri-fold recruiting brochure is out-of-date and agreed that a group of board members should work on updating it. Doug Alred suggested that we include the amount of money we donate to running-related organizations every year. Stuart Toomey, Colleen Clarson, and Larry Roberts stepped up to work on this update.
• Larry Roberts is to determine if Print Express has the file of the current brochure.
• Stuart, with Colleen’s input, is to draft a new version of the brochure in time for the Dec. 13 social.
NEXT MEETING – The next board meeting will be Tuesday, November 4th (Election Day) at 6:30 inside Hurricane Grill & Wings in San Marco on Hendricks Avenue.
The September meeting was adjourned at 8:15 pm.
Douglas Tillett, JTC Running Secretary, has respectfully written and submitted these minutes.
