JTC Running Board of Directors Meeting Minutes August 2020

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, August 4, 2020

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 6:34 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Nicole Andress, Christy Astorga, Bonnie Brooks, James Bryant, Errol Daniels, Susan Haag, Angela Harris, Dennis Harrison, Franz Lerch, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Douglas Tillett, Stuart Toomey, and Jim Van Cleave.

Approval of 6/2/20 (June meeting) minutes: On a motion by Franz Lerch and seconded by Paul Smith, the June board meeting minutes were approved as submitted.

Treasurer’s Report:  Treasurer Bonnie Brooks discussed in detail the Balance Sheet through August 2, 2020, and the Profit and Loss Detail Statements for June and July. She thoroughly reviewed the reports, line by line, with the board. Line items discussed included income and expenses from interest income payments, memberships, club promotions, newsletter and printing, and Emerald Trail and Guana race expenses. With end of our fiscal year is coming up, Doug Tillett will be collecting documentation regarding hours worked for reporting requirements as well as if Bonnie owes you money for reimbursements you will need to submit those requests.

OLD BUSINESS:

Eco Counter – We are still awaiting the installment of the Eco Counter as the paper contract closed at the end of July with construction planned to start next week. Our hope is to see something more concrete by our September meeting, so that we will be able to schedule a ribbon cutting ceremony.

Water Fountains at Jax Beach – Larry Sassa reported that the water fountains have been installed with the JTC donation plaques and we want publicity, but we want to choose the correct timing for it. Currently with social distancing it may not be the right time or opportunity for congregating for photo opportunities and such. As of this moment the fountains are in and people have been using them, so this has been another successful venture.

Marathon High Back to Running 5K – Larry Roberts reported that the event was very well received and attended as we managed to raise $6,820 for Marathon High. This was the only event we’ve done in the last 5 months and it was a great success.

NEW BUSINESS:

2020-2021 Budget – Bonnie Brooks reported the details regarding the 2020-2021 budget that was approved by the finance committee last week during their committee meeting. The Budget vs. Actuals for Fiscal Year 2020 and Budget for Fiscal Year 2021 were shown and discussed in detail. Doug Tillett mentioned a possible donation to JustIn Queso Foundation since the SBR race was cancelled. Doug Alred said they would be happy with that however they would be fine without a donation as they mentioned doing a possible virtual race. Todd mentioned that our focus should be on Gate River Run as it’s our major money maker. It was also suggested that we could advertise for them in the newsletter and on our Facebook page. A motion presented by Bonnie to approve the 2021 Fiscal year budget and seconded by James Bryant was passed by the board.

Half Marathon Training Class Kickoff – Larry Roberts reported that the upcoming training class kickoff is scheduled for September 8 at 1st Place Sports Baymeadows. The class will take place outside of the Baymeadows store to comply with social distancing due to covid-19 safety precautions. Event registration is currently open on the JTC website. The event is $5 less than usual and we currently have 10 signed up.

COMMITTEE REPORTS:

Bolles Wednesday Workouts and Where to Run in Jax – Paul Smith reported that we do not plan on returning to the track yet. We are looking for the positive covid test results to start to decrease so we can make informed decisions. We will go back as soon as we can do so safely. Franz asked about the status of some of the JTC workouts that he had heard about and Paul stated that he is currently sending out information for street track workouts to the track group. He mentioned that these workouts are not formal and usually about 9 members show up to complete the workouts. He also stated that runner safety and social distancing are our main concerns as we continue to develop requirements and evaluations for returning to the track.

Vystar Emerald Trail 5K – Larry Roberts and Doug Alred reported that they met with Vystar Credit Union and Groundworks reps and the event is now scheduled for October 10th. The event can be successfully done with proper social distancing. Once the necessary approvals have been obtained, we can start advertising the event, so stay tuned and we will keep everyone informed and up to date.

Guana Trail Races (Sun 12/6/20) – Registration is currently open. No new details to report. With Mark Ryan as the president of Friends of Guana, they have always been receptive as they welcome us and this week. We will be getting information regarding social distancing and other details as they already limit the number of attendees once we get closer to the date. Susan Haag mentioned that she has participated in several races since the covid-19 pandemic and wanted to know what we are doing locally to put races on again. No clear answer or suggestions were given as there have not been any races since Gate River Run.

Last Gasp (Sat 12/27/20) – No Report.

Finance – Bonnie Brooks reported the finance committee received a donation request from Richard Fanin for his Cross-County event scheduled for August. The event expects 800 runners between its high school and open divisions. The request is for $1,000 to assist with the timing and other aspects of the event. Bonnie presented a motion for $1,000 for the event that was seconded by Doug Tillett and asked for further discussion by Todd O’Donnell. Todd spoke about the kids not properly social distancing and was not in favor of the event. Nicole Andress added that she had heard the event was originally designated as a high school race but has since been changed primarily due to the event date and current schedule of high school sports and school openings. Dennis Harrison stated that he had spoken with Richard and saw the event website with regards to covid guidelines and race protocols. Other concerns voiced by board members were what impression would we be giving as we have cancelled all of our summer events, especially the youth oriented events, then sponsor an event we would not have any control over in regards to the safety and covid precautions. The discussion was closed as a vote was called for, which subsequently did not pass. (Vote: For – 2, Opposed – , Abstained – 2)

Community & Public Relations – No Report.

Classes & Clinics/Awards Banquet – No formal report submitted; however, it was suggested that we could do something via a Zoom call if we wanted.

Membership – Current membership was reported as 1,341.

Communications: Social Media – Larry Sassa reported that Larry Roberts has been updating and posting on our Facebook page and the newsletter has been emailed and sent via postal mail.

Vision & Planning – No report.

NEXT MEETING – The next board meeting will be Tuesday, September 1, at 6:30 pm via Zoom Video Conference.

The August meeting was adjourned at 7:40 pm.

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