JTC Running Board of Directors Meeting Minutes June 2020

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, June 2, 2020

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 6:35 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Nicole Andress, Bonnie Brooks, James Bryant, Errol Daniels, Susan Haag, Dennis Harrison, Franz Lerch, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Douglas Tillett, and Jim Van Cleave.  Directors Christy Astorga, Angela Harris, Todd O’Donnell, and Stuart Toomey were absent. Special guest Eric Miller from Downtown Vision.

Approval of 5/5/20 (May meeting) minutes: On a motion by Ty Payne and seconded by Franz Lerch, the May board meeting minutes were approved as submitted.

Treasurer’s Report:  Treasurer Bonnie Brooks discussed in detail the Balance Sheet and the Profit and Loss Detail Statement through June 1, 2020. She then thoroughly reviewed the reports, line by line, with the board. Line items discussed included income and expenses from banking account interest payments, memberships, Dropbox, miscellaneous expenses, newsletter for May, and the Eco Counter.

OLD BUSINESS:

Eco Counter – Eric Miller from Downtown Jacksonville reported that the funds ($31,000) they received were used for the purchase of the Eco Counter, which is currently sitting downtown in storage due to situation with covid-19. There should be another update regarding the installation and next steps on 6/21/2020. The team that usually provides the installation and setup of the Eco Counters is based in Canada and cannot provide their services as the border is currently closed as a result of Covid-19 shutdown. It has been suggested that they try to do remote installation due to the current timing of events. There will be a call this Friday to see if there is a way to work out a suitable solution and more information will be reported to the board at the next meeting. Franz Lerch had a question regarding the fees associated with the 2-year software subscription, which was confirmed to not be a JTC cost. Dennis Harrison asked if we could be there for the installation so that we would be able to take pictures and document the installation. Larry Roberts stated that we would want to have a ribbon cutting ceremony for the opening.

Water Fountains at Jax Beach – Larry Sassa reported that the water fountains have been installed as pictures were displayed of the fountains and the adjoining JTC plaques. The plaques had been installed within the last month.

NEW BUSINESS:

July and August Board Meetings – Larry Roberts stated that we usually skip the July board meeting. The board took a vote on whether to skip the July board meeting. The vote was passed by the board to skip the July board meeting, so the next meeting will be in August.

Marathon High Time Trials – Larry Roberts reported that based on the results of the 1st Place Sports survey regarding the preferences of our local community, we will be setting up an event for Marathon High. Doug Alred spoke about doing a multi-day event where 10 people at a time would start and the event would last 4 days. The days would be Wednesday and Saturday, then the following Wednesday and Saturday. Runners would have to sign up for a starting time slot. The idea is that it would be small fun runs. The route would be around the Baymeadows store with a “holding” area. We could hold a post-race event through zoom conference meeting for recognition. There would be a $10 entry fee and JTC would match amounts. The event and matching amounts would be like our global running day events with Marathon High in the past. We want to encourage those who don’t want to run to at least donate. The event would have online registration only. Registration would be on 1st Place Sports website and event information would be on the JTC website.

COMMITTEE REPORTS:

Track Series 2020 – The track meets will be held only if Bolles School is open and the restrictions and rules on social distancing have been relaxed. Niclole Andress mentioned that we should not have the tracks meets if we are not going to have the summer camps, as they could put our members, participants, and spectators at risk. The board agreed and decided that if current social distancing requirements are still in effect then the track meets would be cancelled.

Bolles Wednesday Workouts and Where to Run in Jax – It was reported that the June track meets have been cancelled due to Covid-19. Bolles believes that they will be open in July. We will only be doing events if social distancing regulations have been loosened. Doug Alred said that he had heard that the mayor may be moving Jacksonville to a level 2 in regard to social distancing, where groups could be as large as 25 people. It was suggested that we could have more of a distance meet where older kids would participate versus the younger kids. Dennis mentioned several events that we could use as benchmark meets and events going forward. Paul Smith said he would contact Drew at Bolles about individuals using the track regarding the regulations for high schools and proper use of track facilities. He also stated that he is currently working with Larry on new requirements in terms of running safely and social distancing, however he doesn’t see us being out on the track until July.

Gate River Run (Sat 3/7/20) – Doug Alred reported the financials and displayed the Income Statement for the Gate River Run.

Tijuana Flats Summer Beach Run – No report. Doug Alred spoke about pending and upcoming races (local and national) which a lot have been cancelled. He mentioned that Gasparilla recently opened registration for their February race, which he deemed as gutsy given the current uncertainty with Covid-19. Summer Beach Run medals have been ordered but no dates are on the medals. Shirts should arrive soon. Permits have been obtained; however, we are not sure if Jacksonville Beach will honor and allow us to use them. Currently unsure of the volunteer groups statuses, the number of people allowed to gather before and after the race, if a staggered start would allow for more runners, and what are the rules for Seawalk Pavilion gatherings. The beach access would give us a lot more run to work with in terms of social distancing.

Vystar Emerald Trail 5K – Currently waiting on approval of September 5th as a suitable race date.

Finance – Bonnie Brooks reiterated that Doug Alred gave JTC our initial $15,000 from Gate River Run. She stated that it is almost time for a new budget, and she would be calling a Finance Committee meeting soon.

Community & Public Relations – Larry Sassa previously reported on and displayed pictures of the water fountains earlier in the meeting.

Classes & Clinics/Awards Banquet – No Report.

Membership – Current membership was reported as 1,332. We have held steady at this time. This is usually a good time when we get new and renewal memberships with our global running day & marathon high event.

Communications: Social Media – Larry Sassa stated that he is currently working with Christy Astorga to develop guidelines for our social media channels to ensure we communicate consistency and appropriately. Suggestions include posting at least 2 times a week, focusing on Wednesday track workouts and track meets, Summer Beach Run and other JTC races. Larry asked for input and for us to consider what would we like to see. The guidelines would allow us to promote our brand and develop a social media niche as in what we post, like, and comment on. He mentioned that we would want some news coverage about the eco counter installation once we get the exact date and we should invite council members to attend. The newsletter has been emailed and sent via postal mail

Vision & Planning – No report.

NEXT MEETING – The next board meeting will be Tuesday, August 4, at 6:30 pm via Zoom Video Conference.

The June meeting was adjourned at 7:30 pm.

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