JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, March 3, 2020
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL
President Larry Roberts called the meeting to order at 6:41 p.m. The March JTCR board meeting is only a few days before the Gate River Run and since many board members are so deeply involved in putting on the race, attendance at this meeting is considered optional and being absent will not be counted against a director regarding our attendance requirement.
Directors present for the meeting were Bonnie Brooks, James Bryant, Errol Daniels, Susan Haag, Angela Harris, Dennis Harrison, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Douglas Tillett, and Jim Van Cleave. Directors Doug Alred, Jane Alred, Nicole Andress, Christy Astorga, Stan Lambert, Franz Lerch, Todd O’Donnell, and Stuart Toomey were absent.
Approval of 2/4/20 (February meeting) minutes: The February board meeting minutes were approved as submitted.
Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit and Loss Detail Statement through March 2nd, 2020. She then thoroughly reviewed the reports, line by line, with the board. No questions were posed by the board following the report.
Additionally, Bonnie distributed a half-sheet P&L Detail which listed income and expenses for the Guana Trail Races and that detail serves as the race’s Final Report. The bottom line showed $-461.85 which was acceptable to the board.
OLD BUSINESS:
Eco Counter – Larry Roberts reported that the Eco Counter is “on the way” and we hope for installation around early April.
Water Fountains at Jax Beach – Larry Roberts reported that our price for the two water fountains would be $11,000. Larry, along with Bonnie and Larry Sassa, went to Jacksonville Beach and saw the locations for the water fountains, one of which will be next to the SeaWalk Pavilion and the other at Oceanfront Park.
Summer Running Camp Scholarships – Larry Roberts confirmed that we opened registration for scholarship applicants to apply on schedule on February 15. Our last day for accepting running camp scholarship applications will be May 15.
Southeast Greenways & Trails Summit – Larry reminded us that the summit would be April 1 through April 4 and that we will be hosting a fun run on April 4 for the summit attendees, in Neptune Beach.
A/V Equipment to show video at GRR Expo booth – Larry confirmed that we have purchased a TV and rolling stand that will enable us to continually display our club video and commercial. Stuart Toomey did the work for us and will transport the equipment to the expo and set it up in our booth for us. Following the expo, the equipment will be kept at 1st Place Sports until we need it again and they are welcome to use it in the meantime.
NEW BUSINESS:
No new business was presented at the meeting.
COMMITTEE REPORTS:
Guana – As written above in the Treasurer’s Report, the Guana Trail Races have been finalized for the year with the distribution of the Final Report. It was confirmed that we made a donation to the Friends of Guana for $1,000.
Track Series 2020 – The next track meet will be on May 9, moved from the originally planned date of May 16 because of timing issues, and will be held at Bartram Trail High School.
Gate River Run (Sat 3/7/20) – Many of our organizers and heads of GRR functions were not at this meeting (which was expected), including our race director. Regardless, all indications are that we are “good to go” and we anticipate another excellent race this year.
Players Expo – No report but we are certain that everything will be fine and good at the Expo. For our JTCR booth, set up will be Wednesday, 3/4/2020, from 1 to 3 PM.
Elites – Jim Van Cleave reported that we currently have around 70 elite athletes although we have had a few withdrawals for various reasons. Jim has arranged all the transportation, lodging, hospitality, and meetings for the elites.
Vystar Emerald Trail 5K – the race is scheduled for May 23, starting at the courthouse. The course will include a segment of the S-Line and will end at Andrew Robinson Elementary School.
Emerald Trail S-Line Trolley Tour for Board Members – scheduled for March 25 at 10 AM starting from the Prime Osborn Convention Center, to give our board members an “in person” view of the S-Line segments that currently have a disconnect between the north part and the south part of the trail.
Race/Track Meet Committee: meeting after GRR – We will establish a meeting date and time at our next (April) board meeting. Topics for discussion will include Guana, SBR, and Track Meets.
Community & Public Relations – Larry Sassa said that everything is arranged for our post-race tent. He asked for help setting up the tent on Friday at around 2:30.
Classes & Clinics – Dick Beardsley will be at the JTCR booth on Friday. He plans to speak with several groups and interact with as many groups as we can arrange.
Finance – Bonnie Brooks told us that she is going to France for vacation at the end of the month so please get your club financial dealings completed, if possible, before she travels.
She then addressed the water fountains we have been working on getting installed in Jacksonville Beach for years. We now have an agreement with the city for two water fountains, one near the SeaWalk Pavilion and the other at Oceanfront Park. She made a motion, seconded by Paul Smith, that we allocate $11,000 for the pair. The motion passed.
Next, Bonnie said that Eli Sunquist of the Jacksonville Athletic Club, sent a request to us in January but our website was down so we just received it. On April 25, they will conduct the 2nd Annual Youth Elementary Track Meet. The request is for $500, so Bonnie made a motion, seconded by Douglas Tillett, that we support them with $500. The motion passed.
Lastly, Ribault High School is hosting the annual Cheeseborough Invitational on April 4 and they have requested $500 support for timing the meet. Bonnie made the motion, seconded by Douglas Tillett, and the motion passed.
Membership – Current membership was reported as 1,250.
Communications – the cutoff for submissions for the next edition of the newsletter is 3/15. The other news is that Stan Lambert, our long-time keeper (contributor, updater) of our social media platforms (Facebook and Twitter) as well as a valued board member and one of our representatives to RRCA, has decided to resign all of his duties to pursue other opportunities. President Roberts made the point that we need to recruit a high-quality replacement for Stan and he encouraged all of us to think about this.
Track Team – Paul Smith told us that someone in Georgia would like to be on our Racing Team. He will guide them to Kathy Murray, who is our Racing Team Coordinator.
Vision & Planning – No report.
NEXT MEETING – The next board meeting will be Tuesday, April 7, at 6:30 pm in the Mediterrania Restaurant.
The March meeting was adjourned at 7:40 pm.
