JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, February 7, 2017
Location: Mediterrania Restaurant; 3877 Baymeadows Road; Jacksonville, FL
President Larry Roberts called the meeting to order at 6:40 p.m. Directors present for the meeting were Bonnie Brooks, Colleen Clarson, Errol Daniels, Michael DelCharco, Susan Haag, Stan Lambert, Franz Lerch, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Connie Smith, Lamar Strother, Douglas Tillett, and Jim Van Cleave. Directors Doug Alred, Jane Alred, Angela Harris, and Stuart Toomey were absent.
Approval of 1/3/17 minutes: On a motion by Lamar Strother and seconded by Todd O’Donnell, the January minutes were approved as submitted.
Treasurer’s Report: Treasurer Bonnie Brooks distributed copies of the Balance Sheet and the Profit and Loss Detail through the end of January 2017 and then explained all the line items to the board of directors. Club taxes are in process and a 6 month extension has been granted. 1099’s have been sent out.
OLD BUSINESS:
JTC Running Track Series – Larry Roberts stated that registration for the track series would be opened after Gate River Run and more information would be to come. As previously reported, all five dates have been scheduled for our 2017 track meets and are May 13, May 27, June 10, July 8, and July 29.
Event Staffing for Donna Expo and GRR Expo / Tent – Larry Roberts set clear expectations that he expects the board to volunteer for the expos and the tent. Each shift needs to have a board member present along with club member volunteers. It was stated that members were also participating in the 26.3 Donna Celebration to give all event finishers the same finish line experience. Larry mentioned that we still need volunteers for our booth at GRR and the hospitality tent.
Donation Standards Focus Committee – Todd O’Donnell reported that the focus committee made progress at their meeting and that they would meet again on Jan 23 along with the Finance Committee. The meeting will be at Seven Bridges at 6:30 PM.
NEW BUSINESS:
JTC Running March Board Meeting – Due to our regularly scheduled board meeting of Tuesday March 7th being during GRR week, Larry proposed to have the meeting prior to that week. Doug Tillett made a motion to have the meeting the last Tuesday of the month on 2/28/17. Susan seconded the motion. Vote was approved by the board. Doug had to check with Mediterrania Restaurant to see if venue was available. If not available, board decided to use Monday February 27, 2017 as a backup date.
Hall of Fame Dinner – There is a plan to have a Hall of Fame Induction Ceremony on Tuesday, March 7.
COMMITTEE REPORTS:
Gate River Run (3/11/17) – Doug Alred reported that race entrants were currently around 11,000, which was slightly behind last year’s numbers at this time. The GRR Hall of Fame dinner is scheduled for Tuesday March 7. Mayor Curry will speak at the start of this year’s Gate River Run. The GRR statue we previously discussed is currently behind schedule, however GATE and Mayor Curry are on board for it.
GRR Elite Event – Doug Alred reported that Richard Fannin has been working hard to bring in one of our strongest elite fields in years. We currently have several Olympians signed up to run.
Guana Trail Races – Larry Roberts mentioned that the race entrant numbers were down from previous year’s events. We made $660 in proceeds from this year’s race. Larry mentioned that we may want to reevaluate the perks given from doing the different races in the event. We agreed to give Friends of Guana $1,000.
The Last Gasp – It was reported that we had a turnout of 280 racers. The final financial report was included in the treasurer’s report.
Winter Beach Run – Race Director Doug Alred reported that a great time was had by all in attendance. Due to a large number of last minute and race day sign ups we ran out of medals. 1st Place Sports used their new timing system to record race times.
Race Committee and Track Meet Committee – No report.
JTC Running RACE TEAM – Larry said our team members are doing really well and continue to place high in their respective age groups.
CLASSES & CLINICS – No report.
COMMUNITY & PUBLIC RELATIONS – Larry Sassa reported on the status of the water fountains in Jacksonville Beach. Our current point of contact is Jimmy Wilkens. Our goal is to have the project done by Summer Beach Run. Larry also reported that preparations for our GRR hospitality tent are moving along, however we still are in need of volunteers. We will be using the same food vendors as last year. He is currently in talks with Wicked Barley to brew a special “JTC Brew” for our tent area. Also, we would like to get at least 3 volunteers for the bag check area.
FINANCE – The Finance Committee had previously held a meeting on Monday, Jan 23rd. Based on their meeting: The club made a profit of $660 from Guana. Bonnie proposed a motion to donate $1,000 to The Friends of Guana. The motion was seconded by Doug/Jim. The motion was approved by vote. Bartram Trail had submitted a donation request for their upcoming events on 3/3-Bear Trails and 4/17-Spikes to pay for the event timing of $500/each. Bonnie made a motion to give Bartram Trail $1000. The motion was seconded by Doug Tillett. The motion was approved by vote. A sponsorship donation request from The Shannon Miller Group had been submitted to the finance committee for $500 for their May 13th 5K event. A motion to sponsor them with $500 was made by Bonnie. Connie seconded the motion. The motion was approved by vote. The Tomahawk Trail project was previously approved for $30,000. Based on a recommendation from the finance committee a motion for an additional $11,732.80 to pay the balance due/bill was submitted by Bonnie. Connie seconded the motion. The motion was approved by vote. A discussion to have an end of month social to celebrate the progress of the work done at Tomahawk took place. The date was up for discussion as we wanted to connect it to the GRR and have a press release in accordance. We selected February 26th. A motion to spend $500 for a Tomahawk Park Trail social was presented by Todd O’Donnell. The motion was seconded by Franz.
MEMBERSHIP – Larry Roberts reported membership is at 1,233 active members.
MERCHANDISE – Connie Smith said that we will have JTCR / Gate River Run shirts available for our members to purchase during the Retro River Run as well as during the GRR Expo.
NEWSLETTER – The newsletter deadline for submission of articles is March 10, but could be pushed back until the 15th.
SOCIAL MEDIA – Stan Lambert continues to post to our Facebook page and Twitter account daily regarding 40 days of River Run and that we are looking for club members to sign up for our GRR booth.
SOCIAL & BANQUET – No report.
VISION & PLANNING – Doug Alred spoke on the progress and new developments regarding the Sunbeam Landfill Development project. It was reported that in order to move forward, we would need to take ownership of the land and set aside $200,000 for the project. The developers would build 5 miles of trails on the wetlands. Ownership of the land would present a liability for the club, so we would need to obtain legal counsel prior to moving forward.
NEXT MEETING – The next board meeting will be Tuesday, Feb 7 at 6:30 pm in the Mediterrania Restaurant.
The January meeting was adjourned at 8:06 pm.
Douglas Tillett and Errol Daniels, have respectfully written and submitted these minutes.
