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Board of Directors Meeting Minutes March 2022

by | Apr 9, 2022 | Board Meeting Minutes

JTC RUNNING BOARD OF DIRECTORS MEETING MINUTES

Tuesday, March 1, 2022

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 6:35 p.m. Directors present for the meeting were Nicole Andress, Christy Astorga, Bonnie Brooks, Errol Daniels, Angela Harris, Dennis Harrison, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, and Douglas Tillett. Directors Doug Alred, Jane Alred, James Bryant, Susan Haag, Franz Lerch, Todd O’Donnell, Stuart Toomey, and Jim Van Cleave were absent.

Approval of February (2/1/2022) meeting minutes: On a motion by Bonnie Brooks and seconded by Dennis Harrison, the February 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 March 1, 2022, and the Profit and Loss Detail Statement for February. She mentioned that several items and checks were still outstanding and were not reflected in the balance. She discussed in detail main line items including income from memberships through Distance Project, Gate income proceeds, and Gate signups as well as expenses for track meet, club promotions, race team entries (Matanzas), donations for Summer Beach Run and Guana, tax preparation, track meet expenses, training class costs, and newsletter production costs.

OLD BUSINESS:

2022 Track Series – Douglas Tillett reported that they are working on the March track meet. Kaitlyn King is working with someone as we are in the process of handling the timing of the meet. The meet will be March 19th at Bolles at 9am. Douglas mentioned that we currently need volunteers. Paul Smith, Bonnie Brooks, and Larry Sassa said they would be able to help. It was mentioned that the Bob Hayes Invitational Meet is the same day. The April 16th meet will be like a distance carnival. Kaitlyn was supposed to update the event schedule, so we will need to reach out to get more details. It will be an afternoon meet and is the same day as Run to the Sun 5K. We will need to promote this event more as we get closer to the event.

New Treasurer Needed – Larry Roberts stated that we are still looking for a candidate for the position. Bonnie mentioned that she would most likely be on vacation during our next meeting. Bonnie mentioned she was hoping that the new person would be starting in April or May to show them the reports and tools we use to start training. Larry said we need to put the list of responsibilities out to our membership now.

New Editor For Starting Line Needed – Larry Sassa said that we are set to go to run the next issue. He mentioned that our goal is to be submitting articles and photos between the 10th and 15th for the Gate River Run. He stated that he recently had a meeting with the new editor, Marilyn, and everyone is excited about things to come.

NEW BUSINESS:

USATF-Florida Donation – Douglas Tillett spoke about the club’s involvement with and previous donations to USATF-Florida. He said that this is a great organization, and this is a good way for us to give back to them. A motion was presented by Douglas Tillett, seconded by Ty Payne, to donate $480 to USATF-Florida. The motion was passed by the board.

COMMITTEE REPORTS:

Bolles Wednesday Workouts – Paul Smith reported that the members recently finished Gate River Run specific workouts that Sean McCormick had created. He also stated that the track sessions have had a huge turnout for the last 8 weeks. He mentioned that he had been taking notes each week and may be able to produce an article for the newsletter.

Go Green Winter Beach Run 10 Mile (January 30, 2022) – No report. Will discuss and provide more information after Gate River Run.

Gate River Run 2022 – Larry Roberts reported that registration is still open, and we are currently around 13,500 runners. He spoke about the article in Times Union about the new finish line area, which received a lot of comments and discussion on our Facebook page. The Expo schedule went out and if anyone is available to assist the Friday morning 10am shift we would appreciate it. Larry Sassa reported that he will be meeting with Doug Alred to setup the hospitality tent area on Thursday. He mentioned that if anyone was around to help that would be nice and they would need help that afternoon. He also mentioned that he already has items () for the tent but will be picking up more things tomorrow. The caterers are already lined up. He mentioned he would be picking up parking passes as well.

Finance – Bonnie Brooks reported there was a donation request received from Angela Harris for 31st Annual Chandra Cheeseborough Invitational Track & Field Meet at Jean Ribault High School (4/2/2022). On a finance committee recommendation, Bonnie presented a motion to donate $500 to the 31st Annual Chandra Cheeseborough Invitational Track & Field Meet that was seconded by Douglas Tillett and passed by the board. Bonnie mentioned that this vote was delayed due to the website donation form issue that is currently being worked on.

Website Revamp: Donations Page/About JTC Running/Funding Request Form – Errol Daniels reported that there were several edits to the Donations and About JTC Running pages that needed to be updated that he and Gifted Owl are currently working on. He also mentioned that the Funding Request Form is currently not working at all, which John Lane of Gifted Owl was trying to get fixed.

Community & Public Relations

Communications: Social Media/Newsletter – Larry Sassa reported that Trish has been working on various fun facts for our social media accounts. She has also been working with Cole Pepper of Channel 4 for various articles and promotion efforts for Gate and the anniversary of our statues. Bonnie mentioned that we will be having some new banners for the expo. Larry also stated we will have additional JTC signs and marketing tools on display at the expo that will show how to easily sign up for the club. Christy reported that she has reached out to Will Dunlap to assist with the JTC members-only Facebook page. She also mentioned that she wanted to highlight and showcase members that have been working so hard at track to improve their race times. Douglas said we sent out the electronic version and the print version should be going on soon. He also mentioned that this issue was the first one that he had to put together due to our last editor leaving. Bonnie spoke about the most recent newsletter printing bill she received, which the cost has substantially increased since our last bill. Douglas said we are always looking for and accepting news articles.

Membership – Nicole Andress reported that membership was currently at 956 households.

Classes & Clinics – No Report.

Vision & Planning – No Report.

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

The March meeting was adjourned at 7:25 pm.

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