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Board of Directors Meeting Minutes April 2022

by | Jul 24, 2022 | Board Meeting Minutes

JTC RUNNING BOARD OF DIRECTORS MEETING MINUTES

Tuesday, April 5, 2022

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 6:33 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Nicole Andress, Bonnie Brooks, Errol Daniels, Will Dunlap, Susan Haag, Angela Harris, Dennis Harrison, Franz Lerch, Ty Payne, Larry Roberts, Paul Smith, Douglas Tillett, and Jim Van Cleave. Directors Christy Astorga, James Bryant, Todd O’Donnell, Larry Sassa, and Stuart Toomey were absent. Marilyn Young was present. Amiee Cords joined meeting after she was approved to join board as new treasurer.

Approval of March (3/1/2022) meeting minutes: On a motion by Douglas Tillett and seconded by Nicole Andress, the March 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 April 1, 2022, and a short version of the Profit and Loss Detail Statement for March. She discussed in detail main line items including income earned from membership and merchandise sales from the Gate expo, which exceeded $6,000 and were the only sources of income for the month. Expenses included club promotions, new banners, race team entries for Ortega and St Paddy’s Day, track meet expenses, JAC timing, training class costs, and newsletter production and printing costs. Larry Roberts presented a motion to approve Amiee Cords as new treasurer and board member, which was seconded by Franz Lerch. Larry stated that he and Bonnie interviewed 3 candidates that all had experience but picked Amiee due to her experience and working knowledge with accounting and QuickBooks. She currently attends our Wednesday Bolles workouts and has been a member of the club for a while. The motion was unanimously passed by the board. Bonnie proceeded to go over the finance report as she mentioned she would not be able to stay for the whole meeting. On a recommendation by the finance committee, who had a meeting yesterday, Bonnie presented a motion to pay TLK to produce a new video ($1,450) and create ($875) and print ($425) new brochures for the club, that was seconded by Ty Payne. The video will say “Why should I join JTC?” We are currently running low on our current brochures. The motion was passed by the board. She spoke about our current bank accounts with TD Ameritrade, Bank of America, and First Internet Bank regarding safety and the ease and hassle of using the different accounts. She pointed out the hassle of using TD Ameritrade in terms of the internet profile and use of a single login. She presented the use of Life Partners, a financial service company, that manages accounts and funds. On a motion by Bonnie and seconded by Paul Smith to hire and pay Life Partners $1,500 a year to manage the accounts was passed by the board.

OLD BUSINESS:

2022 Track Series – Douglas Tillett reported our next track meet will be Saturday April 16th at Bolles. It will start in the afternoon around 4pm and will be a distance carnival with the events ranging between 800m-3200m. He mentioned that he hoped members of the board would come out to volunteer and/or run. He also stated that we are asking entrants to sign up and select their events prior to the meet to make the timing easier as we are making changes to our timing system.

New Treasurer Proposed – Amiee Cords was approved by the board as a board member and new JTC treasurer earlier in the meeting.

Summer Camp – Larry Roberts said that the website applications for this year’s summer camps we will be going live tomorrow. Doug Alred said we will be taking applications as usual and mentioned that there was 1 person already that signed up, however it was cancelled as they were from South Florida. Douglas Tillett said he thinks we’ll be able to send 39-40 kids to Brevard College based on their pricing. Doug Alred also mentioned that 1st Place Sports and Rita’s Italian Ice will be involved in sending some kids to camp as well. Bonnie mentioned we still have funds from Rita’s and the Terry Sikes Fund from 2 years ago.

NEW BUSINESS:

Awards Banquet – Jane Alred said she recently spoke with Douglas Tillett about if we wanted to have an Awards Banquet this year. She Asked if they think we’ll be ready to return to restaurants by June. Douglas asked it there was a place to do the event outside. Jane mentioned having it in their backyard with tents and having it catered could be a possibility. They said they will get together and present a plan at next month’s meeting.

In Person Board Meetings – Larry Roberts spoke about the status of board meetings. He spoke about the possibility of in-person meetings in the near future and even suggested both Zoom and in-person meetings. A discussion regarding meetings was had. Franz liked the idea but suggested meetings with alternating venues like sometimes meeting out near the beach. Paul Smith mentioned Wicked Barley as a venue that has an outside area as he has met with the Bolles track runners after their workouts on many occasions.

COMMITTEE REPORTS:

Bolles Wednesday Workouts – Paul Smith reported that members still showing up in good numbers. He also mentioned that they will have to reschedule their time trials.

Go Green Winter Beach Run 10 Mile (January 30, 2022) – Doug Alred reported we made over $4,000 this year, while most recent year’s the income had been around $2,800. There was about $21,000 generated in entry fees. The number of 10-mile runners was much less than the 5K participants. The event well and it was a good day. We were able to raise more money this year and did not really have much association with Beaches Go Green in terms of assistance and would not advise that we give them a donation.

Gate River Run 2022 – Doug Alred reported that it was another good event and sponsorship participation was great. The new finish line area was great as it gave spectators a good view of the race. The area was nice for the setup of the bleachers. He mentioned he has spoken with Gil, from the Fairgrounds, ant they will be closing the fairgrounds as it has been bought out, which he believes we’ll have about 2 more years to use the fairgrounds as we currently do. We are all set with next year’s race date of March 4, 2023. Jim Van Cleave reported on the results of the elite races, which had about 100 participants. He thanked the board and members that helped tremendously including Douglas Tillett, Todd O’Donnell, Christy Astorga, and Mark Ryan. Nicole Andress spoke about the expo staff, which we had a great turnout and that JTC membership sales were fantastic. Larry Roberts mentioned that the race team came out and did a great job representing the club and working the expo and hospitality tent. He also spoke about the tent volunteers, the success of the tent, and that we have received a lot of compliments from the members.

Tijuana Flats Summer Beach Run (August 27, 2022) – Doug Alred reported Tijuana will be back as the title sponsor and provide food.

2nd Annual Earth Day on the S-line Groundwork event (April 23, 10-1p) – Nicole Andress reported that we will have a booth at the Earth Day event again this year. She asked for volunteers to help with the club booth, which several members of the board said they would either volunteer or follow up with Nicole if they could attend.

Global Running Day Event for Marathon High – Larry Roberts stated we will be doing another Global Running Day 5K event for Marathon High that will be at the Baymeadows 1st Place Sports. We will be doing a run along with food and drinks.

Finance – Bonnie Brooks reported earlier during Treasurer’s Report.

Website Revamp: Donations Page/About JTC Running/Funding Request Form – Errol Daniels reported that he was still working on the previously reported website edits.

Community & Public Relations

Communications: Social Media/Newsletter – Larry Roberts reported that Larry Sassa recently attended a Jacksonville Chamber of Commerce event in which he made a presentation about the club. The presentation was a success as a lot of people asked about the club and a few even signed up for a membership. Will Dunlap reported on some of the things he was working on with the JTC members-only page as well as other social media outlets. Douglas Tillett and Marilyn Young reported on the newsletter, which they said the next issue should be out soon. Marilyn Young spoke about some the news articles that will be in the newsletter and she asked for feedback once we have read the issue.

Membership – Nicole Andress reported that membership was currently at 1,006 households.

Classes & Clinics – No Report.

Vision & Planning – Doug Alred reported he has a Zoom meeting with COJ Parks Department tomorrow at 3pm.

NEXT MEETING – The next board meeting will be Tuesday, May 3rd, at 6:30 pm via Zoom Video Conference.

The April meeting was adjourned at 7:46 pm.

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