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JTC RUNNING BOARD OF DIRECTORS MEETING MINUTES

Tuesday, September 7, 2021

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, 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. Directors Nicole Andress and Jim Van Cleave were absent.

Approval of 8/3/21 (August meeting) minutes: On a motion by Ty Pane and seconded by Larry Sassa, the August board meeting minutes were approved by the board.

Treasurer’s Report:  Bonnie Brooks stated that the fiscal year ended on August 31st. Volunteer hours are needed for each board member and attending board meetings counts towards hours worked. She reported and detailed our financials for August. She reported the club’s financials and discussed in detail the Balance Sheet through September 3, 2021, and the Profit and Loss Detail Statement for August. Bonnie made a bank funds transfer to our First Internet Bank of $5,000 to avoid monthly maintenance fees. The main line items discussed in detail included income and expenses for memberships, club promotions, race team entries for Tour De Pain, newsletter, and other miscellaneous expenses.

OLD BUSINESS:

Study of Stopping the Print Version of the Newsletter – Larry Sassa reported that the board will be receiving a write up regarding the survey with more details and ways to move forward with the information obtained. He mentioned that the newsletter has been a part in some way since the start of the club. Many organizations are doing away with print versions and doing electronic versions. This was why we needed to do a poll to see how members wanted to receive the newsletter and club information as well as to place value for reader issues in terms of print vs. email, our website, events, and community outreach. There were 220 responses, which is a representation of about 25% of club members. Larry detailed the results and responses. From the results of the survey, Larry stated that we would need to proceed with caution regarding the newsletter as there was no definitive answer, however a roadmap has been obtained. James Bryant said that he liked the survey and suggested that a new member orientation type of event or correspondence would be a nice welcome to new members. Larry Roberts stated that we have started that process with the new member welcome email of which Stuart Toomey has been working on.

Process for JTC Running Budget and Major Expenditures Approval – Bonnie Brooks briefly detailed the new process for the yearly budget and the approval of large dollar donations, which she spoke about from last month’s board meeting. The budget and all donation and expenditure requests for $5,000 or more will be presented to the finance committee by the treasurer, if recommended by the finance committee, the treasurer will introduce the proposal at the board meeting for discussion. The proposal will not be voted on in the same meeting it is introduced, but in the following meeting as the proposal will be brought up for further discussion and voted on at that time.

NEW BUSINESS:

COMMITTEE REPORTS:

Bolles Wednesday Workouts – Paul Smith thanked everyone who has assisted in getting The Distance Project to come out to the track, which has increased attendance for both the morning and afternoon sessions. Attendance is at least 20 in the morning and at 40 in the afternoon.

Tijuana Flats Summer Beach Run (August 28th) – Todd O’Donnell reported that there were 700 runners registered for SBR with about 600 finishers completing the races. It was a great event that was enjoyed by all and we were glad to have the 2 separate race distances. Franz asked a question regarding the results of the survey question about the race distances.

Vystar Emerald Trail 5K (October 23rd) – Larry reported registration is currently open. This year the event will start and finish at Andrew Robinson. We hope to see everyone out there. We will have our tent setup and will need volunteers to staff the tent to talk to runners about the club and upcoming events.

Guana Trail Race (December 5th) – Franz Lerch reported that everything is going well with the planning and organizing of the event. We are currently waiting for hats to come in and are narrowing down the shirt possibilities. Bonnie mentioned that she recently paid the deposit for the timing.

The Last Gasp (December 26th) – Larry reported that he spoke with Herb who has been in contact with the new JU person, Erica Beal. She will be getting back to Herb to move forward. They are currently hosting outside events on campus; however, we do not have final approval yet. We still have time to plan accordingly.

Go GREEN Winter Beach Run 5 Mile (January 30, 2022) – No Report.

Fall Half Marathon Training Class (Kickoff: Thu, Sept 9th @ 6:15pm) – Larry reported the class kickoff is this Thursday at 6:15pm at the Baymeadows 1st Place Sports store. We currently have nearly 50 registered for the class so far and hope to get more.

Finance – Bonnie Brooks stated that she presented in detail the proposed 2021-2022 budget at our last board meeting, which was also sent via email for further discussion and review. On a motion presented by Bonnie, seconded by Franz, to approve the 2021-2022 budget as presented, was passed by the board.

Website Revamp – Errol Daniels reported the status of the JTC Running website revamp project and shared his screen to show images of the new website. He stated the website should be done and available around the time of our next board meeting.

Community & Public Relations

Communications: Social Media/Newsletter – Larry Sassa reported that Bob Fernee has requested some contributors to write articles for the upcoming newsletters. Christy mentioned that it would be a good idea to use people in the training classes for testimonials and a way to further promote the class and welcome new members and attendees. James also mentioned it would be good to talk about the new Distance Project, which is also another way to gain new runners and members.

Membership – Stuart Toomey reported that membership is at 896 and was up by 26 from last month. There was a survey question regarding how many would run the 5 mile at SBR if we offered the 5K, which resulted in 84 yes responses compared to 144 no responses from members. The total number of runners for this year’s 5-mile race was 376, while the 5K race had 232 finishers.

Classes & Clinics – No Report.

Vision & Planning – No Report.

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

The August meeting was adjourned at 7:51 pm.