JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, June 1, 2021
Location: Zoom Video Conference
President Larry Roberts called the meeting to order at 6:42 p.m. Directors present for the meeting were 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, and Douglas Tillett. Directors Doug Alred, Jane Alred, Stuart Toomey, and Jim Van Cleave were absent. Special guest Kay Ehas of Groundwork Jacksonville was in attendance.
Special Guest Kay Ehas of Groundwork Jacksonville: Kay spoke in detail regarding progress and recent developments for Groundwork Jacksonville. She reported on the gas tax funds. She mentioned that the last time she was with us was in 2017 as she thanked JTC for our support and financial contributions as well as for the Emerald Trail 5K. She also mentioned what’s on the horizon.
Approval of 5/4/21 (May meeting) minutes: On a motion by Douglas Tillett and seconded by Paul Smith, the May board meeting minutes were approved by the board.
Treasurer’s Report: Bonnie Brooks reported the club’s financials and discussed in detail the Balance Sheet through June 1, 2021, and the Profit and Loss Detail Statement for May. The main line items discussed in detail included income and expenses for memberships, reimbursements for masks and RRCA convention, and donations to Michael J Fox Foundation on behalf of Stephanie Griffith’s late husband. She mentioned that other topics would be covered in the Finance Committee Report.
Study of Stopping the Print Version of the Newsletter – Larry Sassa reported that he had input from Doug Alred and Colleen Clarson with a draft of survey questions to ask. He said he is taking the time to get the survey right to ask the right questions to get the appropriate information. Douglas Tillett mentioned including the survey in the newsletter for those who may not view via online or email, then Larry said we could include a card. Nicole Andress stated that brings up more logistical concerns with collecting and counting those results. Larry reiterated that we want to make sure we get the information and response we need to make an informed decision on how to proceed.
Summer Camp Scholarships – Douglas Tillett reported that Brevard wanted to know the number of runners we were planning to send as they had reduced us to 50 scholarships for kids. We had 25 apply of which 22 applied to Brevard and 3 applied elsewhere. We informed Brevard that we are sending 20. He stated that Doug Alred is in the process of notifying the kids about their scholarships. Bonnie Brooks had a question regarding holding money in the Rita & Terry Sikes Funds, which Douglas said to hold the funds until next year.
Track Series for 2021 – Douglas Tillett reported that he had reached out to the track coach at UNF Kaitlyn King, but there were scheduling conflicts with track availability and the timing company availability. As a result, we decided to do a Run Jump Throw event on June 19th. He also mentioned that some of the old timers wanted to do a mile event/festival, so we will be doing one. Larry Sassa asked Angela if our upcoming/tentative events would be good tune up races for the kids given the close time to Junior Olympics, which she said they would most likely already have their events planned out.
Tomahawk Park Refurbish – Larry Roberts reported that Doug Alred has contacted the Parks Department, so we will hopefully move forward shortly.
Eco-counter @ Corkscrew Park – Larry Roberts reported the data gathered from the Eco-counter.
Run, Jump, Throw @ Bolles – Angela Harris reported that our next RJT event will take place at Bolles on June 19th at 8:30am. She said she would probably get snacks for the event. Bonnie Brooks motioned to provide food up to $200, which Todd O’Donnell seconded, then was passed by the board.
Mile Festival @ Bolles – Larry Roberts reported registration will be open this week. The event will be during our usual Bolles Wednesday night work out time on 6/30. Larry Sassa asked about promotion of the event and said we should look into promoting through middle and high school; however it was mentioned that school will be over within the next couple of weeks. Bonnie presented a motion to support the mile festival with expenses up to $500, that was seconded by Ty Payne seconded and passed by the board.
Bolles Wednesday Workouts – Paul Smith said they will be closing the track so that the runners will attend the fun run. Also, he as a couple of morning runners that will be doing interviews for the club.
Global Running Day for Marathon High (June 2nd) – Larry Roberts reported there are currently 212 registered, which is on par with 2018 and 2019. We expect more as we usually receive walk-ups. The first wave is full, the 2nd and 3rd waves both have 59 runners. This will be another great event as it will be the first opportunity to see everyone in person for a while. Jane will be getting the food and drinks and Todd will be cooking on the grill.
Tijuana Flats Summer Beach Run (August 28th) – Larry Roberts stated that the kickoff event will be held on August 23rd at the Lakewood Tijuana Flats. It was mentioned that we could possibly add a 5K to the event. Christy Astorga asked if we would offer both a 5mile and 5k option. There would not be any awards for the 5K, but they would receive a medal. The races would have different bibs and use timing mats to differentiate between the races. Ty Payne said that it would be too confusing for the runners to follow. On a motion presented by Todd O’Donnell and seconded by Paul Smith, to add a 5K race to the Tijuana Flats Summer Beach Run was passed by the board.
Vystar Emerald Trail 5K (October 23rd) – Larry Roberts stated that he would follow up with Doug Alred and all parties involved. He also mentioned that he would like to do a Run Jump Throw event at Andrew Robinson Elementary School before or around the time of the Emerald Trail 5K.
Finance – Bonnie reported there was a finance meeting prior to the board meeting this evening and gave some brief details on several topics. Based on the recommendation of the Finance Committee, Bonnie presented a motion regarding paying up to $3,000 to Gifted Owl for updates to our JTC Running website, was seconded by Paul Smith, and passed by the board. Request from Angela Harris on behalf of Epitome/USATF for National Junior Olympics sponsorship of $25,000 for various expenses was given. The event is a 7-day event for kids ages 7-18 that will take place at UNF between July 26 – August 1. As a sponsor JTC would be recognized by logo on merchandise and media coverage. Based on the information submitted and Finance Committee recommendation, Bonnie presented a motion to donate $25,000 to USATF for National Junior Olympics was seconded by James Bryant. Before the vote was opened there was discussion regarding the request. Larry Sassa asked questions about the amount of the donation, specifically in regard to what do the club and community get for that size of a donation since the event is not only for local athletes. He reiterated he supports the event, however wanted to know how we would benefit from the exposure and wanted more details. Larry Roberts mentioned that we could get the local news involved. Christy Astorga also had questions about the benefits for JTC and the community and what were other sponsors doing and getting in return. Bonnie Brooks voiced her concerns about the dollar amount of the donation. Paul Smith asked questions about the value of the exposure. Larry Roberts mentioned that we utilized and paid Trish for our previous advertising promotion efforts for our recent events. Nicole Andress mentioned that like Gate, people are unaware of what we do and who we are so we would need to ensure our exposure and awareness. James Bryant asked if the $25,000 is a definite amount. Larry Roberts motioned to set aside $22,500 for the event with 10% ($2,500) for promotional budget, Paul Smith seconded, and the board passed the request as Susan Haag opposed and Bonnie Brooks abstained the vote.
Community & Public Relations
Communications: Social Media/Newsletter – Larry Sassa stated that we had already spoken about various public relations opportunities. Christy Astorga spoke about social media regarding updates and the status of the Members Only page. She said she spoke with Jennifer DeSantis about getting the training classes and various groups together that are already active online and in person. She mentioned the recent PRS mile event that was put on rather quickly and was a success for their members, which is an example of ways and things to bring the member together. She mentioned that we also want to pull together the race team as they are currently only required to attend and race 10 events.
Membership – Larry Roberts reported that membership rose last month.
Classes & Clinics – No report.
Vision & Planning – No report.
A motion to not meet in July was presented by Douglas Tillett, seconded by Franz Lerch, then passed by the board.
NEXT MEETING – The next board meeting will be Tuesday, August 3rd, at 6:30 pm via Zoom Video Conference.
The June meeting was adjourned at 7:59 pm.