JTC RUNNING BOARD OF DIRECTORS MEETING MINUTES
Tuesday, November 2, 2021
Location: Zoom Video Conference
President Larry Roberts called the meeting to order at 6:35 p.m. Directors present for the meeting were 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, Jim Van Cleave. Directors Doug Alred, Jane Alred, Nicole Andress, Douglas Tillett, and Stuart Toomey were absent. Guest in Attendance: Will Dunlap (JTC Half Marathon pace leader)
Approval of 10/5/21 (October meeting) minutes: On a motion by Franz Lerch and seconded by Ty Payne, the October board meeting minutes were approved by the board.
Treasurer’s Report: Bonnie Brooks mentioned that she would be transferring funds into our 1st Internet Bank to keep the balance at the required $20,000. She also mentioned that our TD Ameritrade account did better this month than last month, as there were financial gains in the account. She reported the club’s financials and discussed in detail the Balance Sheet through November 1, 2021, and the Profit and Loss Detail Statement for October. She discussed in detail main line items including income from our Gate River Run class, memberships, and the half marathon training class as well as expenses for Bolles training sessions, club promotions, TDK promotions, race team entries, and newsletter costs. Bonnie also mentioned that Smoak Davis is currently handling our Form 990.
Study of Stopping the Print Version of the Newsletter – Larry Sassa reported that the focus was to see what to do with our newsletter. The result showed that the club is split between a print copy and an electronic version, which we need to try to manage both. We need to be able to accommodate legacy members that want a physical copy while reaching our newer members that may want the electronic version. He mentioned that some members may be overwhelmed with all the emails they receive, while they enjoy receiving their newsletter in their mail. He suggested that we may want to look at this again down the road as there was no consensus for either option. There were some key takeaways including that people remember what you promote, people within our club recognize us and our efforts but the promos will help promotions to outsiders and the community. A goal of ours is to bring out JTC’s presence.
2022 Track Series – Larry Roberts reported that he would follow up with Douglas Tillett and Kaitlin King for our next meeting to discuss any new developments for the upcoming track series. He mentioned that he wants to see about doing a winter meet.
JTC Running Race Team: Expectations & Term Limits – Larry Roberts stated that it may be time to discuss our race team regarding expectations and requirements. A discussion was held regarding the current benefits of having a club race team. Information pertaining to benefits of having a race team, current expectations, and the status of race team was discussed. Various details and views were presented by Todd O’Donnell, Christy Astorga, Larry Sassa, Susan Haag, Bonnie Brooks, and Errol Daniels regarding the team.
2022 Board of Directors: Expiring Terms – Larry Roberts mentioned that several board members had expiring terms. A current list of expiring term board members will be created and would need those board members to reply whether they wanted to renew and return for another term on the board.
Bolles Wednesday Workouts – Paul Smith reported that with the continued help from the Distance Project the turnout lately has been much larger than it has been in the past and continues to grow. Tomorrow the groups will be doing another time trial, which is something we want to do about every six weeks to gauge progress.
Tijuana Flats Summer Beach Run (August 28th) – Doug Alred was not present; however, Larry Roberts displayed and discussed the financial spreadsheet from the event. He mentioned that the amount given to Just In Queso has been going down similar to the event attendance. He stated that he did not want to lose the relationship with the organization and wanted to consider increasing the amount to give them. We made $7K minus the initial $3K, which leaves them $4K, however wanted to consider bumping the amount up to $9K. The $9K amount is like amounts we have previously given in the past. A discussion was had, but ultimately tabled for our next meeting to have Doug Alred’s input as he would know more and be able to access the situation in more detail.
Vystar Emerald Trail 5K (October 23rd) – No Report.
Guana Trail Race (December 5th) – Franz Lerch reported that they recently did the first run on the trail and everything looks good. In preparation for the race, he also mentioned that they may try to run the trail every Saturday. Bonnie stated that she has sent in the check payment already. Everything is all set, and we are currently setting up and making arrangements for the afterparty.
The Last Gasp (December 26th) – Larry Roberts reported he had spoken to Herb and things are moving along. We currently have 20 signups and are looking forward to another fun filled event.
Winter Beach Run 5 Mile (January 30, 2022) – Larry Roberts reported that he had spoken with Doug Alred who previously mentioned that we should considered going back to handing out medals and backing off some of the “Go Green” efforts in relation to costs and attendance. It has also been suggested that we drop the 10-mile race or perhaps have a 5 mile and/or 5K option. The discussion was set aside for our next meeting or to be conducted via email for further discussion.
Gate River Run 2022 – Larry Roberts stated that registration is currently open with about 2,000 entries at this point. Jim Van Cleave reported they have finalized the agreement with Omni Hotel. He has spoken with USATF about holding the championship and they are in the process of signing the documents and perhaps even doing a 3-year deal. There will still be some covid restrictions for the elites, which are still being updated as we move forward. He also stated that there is not a lot of email traffic or communications as it is still early, but it should pick up starting in December and he would keep us all informed.
Finance – Bonnie Brooks reported that Smoak Davis Nixon is currently working on our club’s Form 990.
Website Revamp: Final Payment – Errol Daniels reported the JTC Running website is currently live, however there are some issues to work out and fix with certain links and pages. The final payment will be settled once we resolve the issues, as we are still working closely with Gifted Owl to reach to quick resolution.
Community & Public Relations
Communications: Social Media/Newsletter – Larry Sassa reported that that Gate River Run is up and running as entries continue to come in. He stated that Trish will be able to help with promotions as she has already began working on various projects. We will need to start getting ready for our hospitality tent as in terms of what we want to do and feel comfortable doing, for example: serving food and drinks. The newsletter has been mailed out and should be arriving in shortly. Christy Astorga reported that she has started working on the Facebook page. She mentioned ideas to create ways to get the Bolles track members and the training classes together to bring the different demographics together to assist us with promoting the club, our events, and our social media presence.
Membership – Larry Roberts reported that membership was at 913 households, which has been trending up for the last couple of months.
Classes & Clinics – A question was asked regarding the covid restrictions for 1st Place Sports in relation to our upcoming Christmas Social.
Vision & Planning – No Report.
NEXT MEETING – The next board meeting will be Tuesday, December 7th, at 6:30 pm via Zoom Video Conference.
The November meeting was adjourned at 7:40 pm.