JTC Running Board of Directors Meeting Minutes December 2020

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, December 1, 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 11/3/20 (November meeting) minutes: On a motion by Franz Lerch and seconded by Douglas Tillett, the November board meeting minutes were approved.

Treasurer’s Report:  Bonnie Brooks reported that our Form 990 had been completed and Smoak Davis Nixon had completed our taxes. She stated that she and Larry would be signing them shortly as needed. Bonnie discussed in detail the Balance Sheet through December 1, 2020, and the Profit and Loss Detail Statements for November. She reviewed the reports with the board and mentioned that our accounts had experienced a gain, which was our best month in a while. Line items discussed in detail included income and expenses for Guana and Last Gasp races, membership income, JTC racing team expenses, tax preparation, newsletter and printing, zoom meetings and club promotions, and other miscellaneous fees.

OLD BUSINESS:

Eco Counter – Larry Roberts reported the Eco Counter dedication was a well-attended event with board members, city officials, and the city. He stated that Lori Boyer had good remarks regarding the club as well as what this means to the city of Jacksonville. Overall, the dedication was a success and Trish did a great job with promoting the event. There was local news coverage from several of the news outlets as we had walkers, runners, and cyclists demonstrate how the counter worked.

Water Fountains at Jax Beach – Larry Sassa reported that the ceremony was a success. He reported that it was a good event, where were able to talk about the importance of the water fountains, JTC Running, and our upcoming Winter Beach Run. It was a good way to ensure we are on the city’s radar in a good way in addition to showing that we want to continue to work with them. Larry also mentioned that he wanted to reflect on why we did the JTC video and that we need to reach out to our city officials as many of them thought that the Gate River Run was a for profit event. We need to let people know that we are local, do local events, and our funds go back into our community. Larry Roberts added that this was another well received event and reiterated that we are a nonprofit and the funds go back into the community.

Timucuan Parks at Betz/Pumpkin Hill/Cedar Point – James Bryant reported that he had a survey ready for the board to view before we send it out to the members about doing an event at Timucuan Park.

Marathon High to run the virtual Breast Cancer Half Marathon – Larry Roberts reported that there were just under 300 runners enrolled in the program this year. He said he would be able to provide more details and information after he attends their next board meeting.

Track Series 2021/JTC Running Board of Directors 2021 – Douglas Tillett was experiencing technical issues and instructed the board to move on and circle back.

NEW BUSINESS:

Gate River Run Training Class – Larry Roberts reported that online registration for the training class has been opened and we already had 6 signed up as of today.

COMMITTEE REPORTS:

Bolles Wednesday Workouts and Where to Run in Jax – Paul Smith reported that he had the updated sheets and information for the Bolles track blackout dates. Bonnie stated she would get the payment out once she had the most recent information

Vystar Emerald Trail 5K – Doug Alred reported that there were 500 people that turned out including 70 bikers. We raised about $15,000 in entry fees to be given to Groundwork. He said it was a great spot to do events from and it was a great route since it was not a traditional out and back course.

Track Series 2021/JTC Running Board of Directors 2021 – After fixing technical issues, we went back to previously skipped reports. Douglas Tillett stated that he had received an email from a lawyer with a team asking about doing a race in January, however that would be too soon, and we wouldn’t be able to do one. He said he anticipates that we would be able to do track meet by the summer. Doug reported that the 9 board members with expiring terms had indicated that they would return for another term. He also mentioned that there is still 1 vacate position that needs to be filled and we should be looking for a diverse individual to fill the position.

Guana Trail Races (Sun 12/6/20) – Franz reported we are all set, have volunteers, and are ready to go. We currently have 250 entries and will probably max out.

Last Gasp (Sat 12/26/20) – Larry Roberts reported that since our last meeting we had to move the event again. The city doesn’t want us to run at Blue Cypress, so the race will be at 2pm at New World Golf. Currently we have 36 signed up.

Go Green Winter Beach Run – Doug Alred reported that we are all set with the City of Jacksonville Beach and he received the permits today. He mentioned that he also received information that the pier is all fenced up and we can’t go under it. The race will follow the same format as last year and will be another green event, but covid makes it a little bit difficult as we don’t want to give out water bottles. Registration is currently open. We hope to get 500-600 runners, which would be a good race turn out.

Gate River Run/Elites – Doug Alred reported that registration opened today. He stated that emails with registration information were sent out and by 8:30 this morning there were 1,600 entries. So far, we have about 4,000 already signed up with 1,000 for the seeded spots. Some of the covid precautions will include 2 starting lines and a spacious expo. James asked if there would be periodic email updates regarding the remaining spots. Doug also mentioned that there should be another surge of entries today after 6pm as more people get off work. He stated that we are currently one of the few places still doing events and hopefully by the time of the race things will be closer to normal. Jim Van Cleave reporting that things are still moving along in terms of the current status of the elite race. He stated that he has a meeting next week  regarding the process to make sure everything is in line with USATF regulations (certification, covid protocols, etc.). He mentioned that there are currently about 20 men and 20 women that have expressed interest through their agents. He mentioned a list of elite runners including last year’s winners. He also said there would be a smaller field due to restrictions due to covid.

Finance/Treasurer’s Report – No Report.

Community & Public Relations – Larry Sassa stated there was nothing new to report, but since we have had a lot of events lately we may want to edit and update our video and print materials to include information about the eco counter, the water fountains at the beach, and covid concerns.

Classes & Clinics – No Report.

Membership – Stuart Toomey reported current membership was 1,232.

Communications: Social Media – Doug Tillett reported that the newsletter delivery has been slower this month due to our print designer recently having shoulder surgery, but it should be going to print soon, and the electronic copy would be sent this week.

Vision & Planning – No Report. Larry Roberts asked if it would be too early to plan for next year’s Vystar Emerald Trail race. Doug mentioned that 1st Place Sports will be updating the race calendar soon but doing the race next year on the same date would be a good time to do the race. It was asked when the FL/GA game is next year, which someone answered it is usually at the end of October (10/31/2021). It was mentioned that we could pencil in October 23rd for next year’s race. Todd also mentioned that Vystar had been showing up and doing really well at races lately.

NEXT MEETING – The next board meeting will be Tuesday, January 5, at 6:30 pm via Zoom Video Conference.

The December meeting was adjourned at 7:20 pm.

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