JTC Running Board of Directors Meeting Minutes September 2020

JTC Running BOARD OF DIRECTORS MEETING MINUTES

Tuesday, September 1, 2020

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 6:38 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 8/4/20 (August meeting) minutes: An error on the day of the Last Gasp needed to be updated on the submitted minutes. On a motion by Ty Payne and seconded by James Bryant, the August board meeting minutes were approved with the updated change.

Treasurer’s Report:  Treasurer Bonnie Brooks discussed in detail the Balance Sheet through September 1, 2020, and the Profit and Loss Detail Statements for August. She thoroughly reviewed the reports with the board. Line items discussed included income and expenses from interest payments, donations, memberships, club promotions, newsletter and printing, and other miscellaneous fees. Bonnie stated that if anyone had any questions they could call or email her after the meeting.

OLD BUSINESS:

Eco Counter – Roberts reported that he had spoken with Eric Miller toady and they expect to pour concrete within the next week as they have entered into contract now. Karissa Moffet with the City of Jacksonville has gotten the city to buy several mobile counters from the same company. There is a real synergy going on as JTA has also bought 2 mobile units near Lift Every Voice & Sing location, which shows the city is getting on board following our involvement.

Water Fountains at Jax Beach – Larry Sassa reported that he spoke with Jason and we want to hold off a couple of weeks to get the appropriate photo opportunity. Will need to coordinate publicity with all that we have going on (Eco Counter, Water Fountains, Emerald Trail Run) and should have an update with timing of presentation opportunity. Doug Alred mentioned that he and Todd O’Donnell saw the fountain when they did TDP and it looked like the sign was bent. Franz said it looked bent or stepped on when he saw it as well.

Half Marathon Training Class Kickoff – Larry Roberts reported the training class kickoff is September 8 outside at 1st Place Sports Baymeadows. The class currently has 32 people signed up so far, which is pretty good given everything that is going on. Doug Alred stated that there will not be a half marathon on Thanksgiving so the 5K will be the only race. The only half marathon will be at the Ameris Bank Jacksonville Run. He also mentioned that the Pumpkin Run has been cancelled.

NEW BUSINESS:

TLK Communications PR – Larry Roberts reported Trish Kapuska handles Groundworks Jax public relations publicity at a rate of $75/hr. He suggested bringing her in to handle PR for Eco Counter, which would include the ribbon cutting, talking points, media blitz, and invitations that would cost about $2,500 for in person services. Doug Alred and Todd O’Donnell agreed as Todd asked if there’s a maximum spending cap account. Larry stated that she would be supervised by Larry Sassa. Doug also mentioned that he’s known her for 20+ years and she started the Festival of Lights events. Larry Sassa stated that if we’re already spending all this money we need to capitalize on the exposure, and this would allow us to reach more people and more demographics if we use her expertise. On a motion presented by Bonnie, seconded by Larry Roberts, the board passed the hiring of Trish Kapuska and TLK Communications.

Larry asked if there was any other new business. There was no new business, so we proceeded to committee reports.

COMMITTEE REPORTS:

Bolles Wednesday Workouts and Where to Run in Jax – Paul Smith reported that we plan on returning to the track on September 16th for the evening track sessions only. He stated that he is not coaching the morning workouts as he is looking for someone to take over. Currently he is reviewing if the numbers justify having morning track workouts. This week he will send an email telling everyone about reopening the track and what the specific requirements will be for safety. Paul thanked Doug and Jane for allowing the group to use the area behind the Baymeadows store for their street track workouts.

Vystar Emerald Trail 5K – Doug Alred reported that the event is 5 weeks away. We currently have a bad situation as the event was submitted for a 500-person event, which needs fire and rescue. He received a letter from the city about 90-day window would need more approval, which should have been approved last week. He stated that race participation has been about 50% of what it usually has been based on the TDP and other Grand Prix races. He said if he doesn’t hear by this week, we could have to wait and make race a few weeks later. Right now, November 7/8 (GA/FL weekend) and 21st (Hog Jog) are available as 1st Place has just cleaned out the race schedule. He will try to arrange a meeting this Friday with city officials.

Guana Trail Races (Sun 12/6/20) – Franz stated there was nothing new to report.

Last Gasp (Sat 12/27/20) – Larry Roberts stated that we will probably be able to do the race, however without a social.

Finance – Bonnie Brooks reported a finance request was received from Dennis Harrison for the Legal Aid/Freed To Run event scheduled for 11/21/2020. The request is for $500 and the usage of the JTC Arch for the event that takes place downtown in front of the courthouse. Bonnie presented a motion for $500 for the event that was seconded by Doug Tillett and passed by the board. Bonnie stated that she will submit the club’s tax paperwork.

Community & Public Relations – Larry Sassa stated there was nothing new since he already talked about the public relations with Trish. He asked if there were any thoughts about River Run. Doug Alred said if we had to do race today, we couldn’t do it unless things change. For example, if they had a vaccine or the 15-minute spit test for large events. Usually at this point, we would be a month away from opening registration. Gate is scheduled for March 20th, which is 2 weeks later than this year.

Classes & Clinics/Awards Banquet – No report.

Membership – Current membership was reported as 1,311, which is down and slipping due to circumstances with Covid-19.

Communications: Social Media – Larry Sassa reported that the newsletter submission cutoff date is the 15th. This issue does not have a general theme, so this would be a great opportunity for anyone to submit a story.

Vision & Planning – Doug Alred reported that Skinner Park bridge is due for some maintenance and repairs. A quote for repairs totaled $50,000-$56,000, which is a little out of our budget. Tomahawk Park was updated about 3 years ago and is now in need of repairs. We may want to look at restoring as a club project. It was previously repaired after the flood. Larry asked if this is something that should be roughly a every 3-year project.

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

The September meeting was adjourned at 7:32 pm.

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