JTC Running BOARD OF DIRECTORS MEETING MINUTES
Tuesday, May 4, 2021
Location: Zoom Video Conference
President Larry Roberts called the meeting to order at 6:31 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Nicole Andress, Bonnie Brooks, James Bryant, Errol Daniels, Susan Haag, Angela Harris, Dennis Harrison, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Directors Christy Astorga and Franz Lerch were absent.
Approval of 4/6/21 (April meeting) minutes: On a motion by Doug Tillett and seconded by Todd O’Donnell, the April board meeting minutes were approved.
Treasurer’s Report: Bonnie Brooks reported the club’s financials and discussed in detail the Balance Sheet through May 2, 2021, and the Profit and Loss Detail Statement for April. She indicated that our bank balances went up because of income earned from GRR. The main line items discussed in detail included income from Gate entries and Global Running Day sign-ups and expenses for high school track timing, race team race entries, newsletter, and Gifted Owl internet fees. She mentioned that other topics would be covered in the Finance Committee Report.
RRCA Convention Report – Doug Tillet reported on details from this year’s RRCA Convention. They provide insurance for our club and many other worthwhile services. He mentioned that last year’s convention that was cancelled due to covid-19 pandemic. This year’s convention was held in Orlando and next year’s event will also be held in Orlando as part of a deal with RRCA and the host hotel/convention center. He stated that the overall convention was a very good event and they did a good job adapting to covid-related restrictions. In addition, there were many Jacksonville running clubs represented.
Study of Stopping the Print Version of the Newsletter – Larry Sassa mentioned that he has not started the study in a formal way, but he has currently started investigating and inquiring other running clubs to see what they are doing in terms of newsletter publications and delivery. Currently clubs are split as some are doing electronic versus others doing print newsletters. He said he is putting a list together for further discussion by searching and checking for running clubs in Florida to see how and what other clubs are doing. Stuart Toomey mentioned that this has been an ongoing issue since. Paul Smith mentioned that the Striders are currently doing online only newsletters. It was also mentioned on the subject regarding the newsletter. A meeting was scheduled for Thursday, May 6th at 6pm for further newsletter discussion.
Summer Camp Scholarships – Douglas Alred reported that we have been limited to 50 spots at Brevard. Currently we have only had 11 applications so far. He mentioned that he believes he has an updated list of contacts for local high school coaches and teams. he has been reaching out to Brevard College about summer camp. The current application deadline is May 15th. Dennis Harrison mentioned that currently coaches cannot attend with their students as part of the mandated restrictions.
Track Series for 2021 – Douglas Tillett reported that tracks are busy right now and UNF just sent out an email requesting help for their upcoming track meet. We were trying to do a track meet on Mat 22nd, but the date was not available so it appears we will not be having any meets in May. We currently have the track reserved for June19th. We are contacting Gun Lap Timing and others to maybe have an event later in the year due to the excitement coming with the Olympics. It was mentioned that there are currently a lot of track meets being held with online streaming. Angela Harris stated that she had not heard back from Gun Lap Timing due to date conflicts. She also mentioned that Junior Olympics may be a come all east coast runners versus the usual qualify to run event.
No New Business
Bolles Wednesday Workouts – Paul Smith reported that things are going well now that the blackout dates have passed. He said he would be sending out emails to make sure runners are still in compliance as students have been seen on campus without masks. The attendance numbers should be going up now.
Gate River Run/Elites/Expo – Doug Alred reported Gate was successful as we had to carefully watch the budget due to race number limitations. The GRR report is about 98% finished and he will provide the final report soon. He mentioned that expo rentals were down this year. The total income was $591K as total expenses were $493K, which generated a net income of $82K and JTC was paid $15k as per agreement. Next year’s tentative date requested with the city for March 5th is currently on hold. March 2, 2022 will be the 20th year of the statue dedication.
Global Running Day for Marathon High (June 2nd) – Larry Roberts stated that we will start more advertising this week for the upcoming event. He said we did not have that many people currently signed up. We want board members to sign up to help Marathon High, volunteer, and be a part of the event. Doug Alred mentioned that Asics will also be out there doing a joint event/run, so that should also increase the attendance. We are going to provide food and drinks as we have done in previous years.
Tijuana Flats Summer Beach Run (August 28th) – Doug Alred said that we need a date for the kickoff event as the race is scheduled for August 28th. Tijuana Flats is all in like previous events. We need to encourage people to come on out. We will update the website to include the kickoff information. The website will be a standalone website like the Gate River Run. Doug also mentioned that Colleen helped with the creation of the new website.
Emerald Trail 5K Run (October 23rd) – Doug Alred reported that the permit has been submitted and we currently need to get an agreement with the school.
Finance – Bonnie reported there was a finance meeting prior to the board meeting this evening. Based on the recommendation of the Finance Committee, Bonnie presented a motion for the continuance of the 1st Place Sports management agreement of WBR & SBR for 2021 – 2025, which was seconded by James Bryant and passed by the board. Based on the information and estimates from Doug Alred and Finance Committee recommendation, Bonnie presented a motion to approve up to $20,000 for repairs, materials, equipment, and labor for Tomahawk Park was seconded by Todd O’Donnell and passed by the board.
Community & Public Relations
Communications: Social Media/Newsletter – Larry Sassa stated that we had already spoke about the newsletter study that we are currently working on. He mentioned that Bob has asked for articles and the next cutoff is May 15th. It was mentioned that we wanted to make sure we get an article in the newsletter about the runner who passed away, George Dorion, and was in the River Run hall of fame. He said that our social media outlets have been more active lately. He also mentioned that he has noticed that clubs have links on their websites to their races so runners can register and sign up with ease and other clubs have youth programs. Some clubs have varying price ranges and membership levels for their members where for example a gold medal club membership funds youth events and/or the ability to provide donations to youth sports. Doug Tillett reiterated the May 15th cutoff date for the upcoming newsletter.
Membership – Stuart Toomey reported membership levels have pretty much remained the same since our last meeting. He stated they are currently revamping the membership emails that are sent out for new and expiring memberships. He shared the email drafts to show the changes they have made thus far.
Classes & Clinics – No report.
Vision & Planning – No report other than Tomahawk Park.
NEXT MEETING – The next board meeting will be Tuesday, June 1, at 6:30 pm via Zoom Video Conference.
The May meeting was adjourned at 7:37 pm.