JTC RUNNING BOARD OF DIRECTORS MEETING MINUTES
Tuesday, August 2, 2022
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, Amiee Cords, Errol Daniels, Will Dunlap, Susan Haag, Angela Harris, Dennis Harrison, Franz Lerch, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Douglas Tillett, Stuart Toomey, and Jim Van Cleave. Director Christy Astorga was absent. Marilyn Young was present.
Approval of June (6/7/2022) meeting minutes: On a motion by Franz Lerch and seconded by Stuart Toomey, the June board meeting minutes were approved by the board.
Treasurer’s Report: Amiee Cords reported the club’s financials and discussed in detail the Balance Sheet through August 1, 2022, and the Profit and Loss Detail Statement for June and July. She stated that our balances went up. She discussed in detail main line items including income earned and expenses. Expenses included summer camp payments, club promotions, race team entries for Pies, Memorial Day, and Celebration, track meet timing expenses, newsletter production and printing costs, and other expenditures. She mentioned that net income was up and was earned primarily from Gate River Run proceeds. Our year end balancing and finances are due by August and any reimbursements and expenses should be submitted by August 23rd to ensure all payments and expenses are handled before our fiscal year ends.
2022 Track Series – Douglas Tillett reported our track meet from Saturday June 18th was an early morning track meet that had several weather delays due to rain and lightning but was deemed a success. Our next track meet would tentatively be scheduled for January 2023.
Summer Camp – Doug Alred reported it was a good year for summer camp applications and attendees, but he would like to have more people attend in the future. He was glad we were able to do it this year and would like to get more to go to Brevard.
New JTC Running President in 2023 – Larry Roberts stated that he would be retiring as President at the end of his current term. He mentioned that it would be good to have a list of expiring board memberships at the September meeting, so that we can proceed with planning for next year. He asked if any board member would be interested in taking over as he would put together a succession plan to make sure it is an easy transition for the new President.
Bolles Wednesday Workouts – Paul Smith reported that The Distance Project has been good as it has increased attendance especially for the evening group. He mentioned that he is turning 81 years young and will want to start to pass on the coach position soon. He has some prospects in mind to take over as he has been doing it almost 15yrs.
Gate River Run 2022 – Doug Alred highlighted the event overall, in which JTC Running took away nearly $92,581 in net income. Entry fees increased by about $200,000, which allowed donations to be given to several charities. Sponsorships went up as well as expenses including fencing. Toilet expenses went up by nearly $14,000, which about doubled this year. Day of Race expenses increased since we went back to normal capacity. It was a great year financially for River Run.
Tijuana Flats Summer Beach Run (August 27, Kickoff Aug 22) – Doug Alred reported that he is encouraged since we currently have 654 entries compared to only having 800 total last year. The 5K and 5-mile entries are evenly divided. Planning for the event is almost all set. Currently still need to get some final details and arrangements for the kickoff event for August 22. The kickoff will be at the Tijuana Flats Lakewood location.
Fall Half Marathon Training Class Kickoff Sept 6 @ 6:15pm – Nicole Andress reported that registration for the fall half marathon training class is open, and we currently have 20 entries. We will be doing Facebook and social media advertising for the class in addition to the emails that have already gone out. We will send reminder emails too. The kickoff will be September 6th at the Baymeadows 1st Place Sports store.
VyStar Emerald Trail 5k/10k (October 22, 2022) – Doug Alred reported that the event will have both a 5k and 10k option that will start downtown at the courthouse. We are adding the 10k to hopefully get more cyclists and runners involved. We’ll promote it and pay all the expenses. The race will start in the evening this year as it originally conflicted with a walk being held near the stadium that morning.
Last Gasp: Dec 31? – Larry Roberts stated that he had spoken with Herb about the possible dates of the event, which included Saturday December 31st and Saturday December 24th. The start time would remain at 2pm. At the moment we’ll plan and shoot for the 24th.
Winter Beach Run January 21, 2023 – Doug Alred said we’re all set right now. He mentioned the city has a new contact person named Allison. He stated that we like to set dates of beach races about 1-1 ½ year in advance. He asked about getting a title sponsor for the race.
Finance: New World Cross-Country Funding Request and 2023 Budget – Amiee Cords reported that we had received a funding request from Richard Fannin regarding New World Sports/Cross Country. They recently got a 5-year lease and there are some cosmetic improvements needed. The request is for $10,000, which would allow free entries to JTC members and JTC Running would be the title sponsor for the August cross country meet and the host club for the 2024 nationals if awarded to New World. Amiee also presented the proposed 2023 budget with comparisons from our 2022 actuals.
Community & Public Relations
Communications: Social Media/Newsletter – Larry Sassa presented the draft of our tri-fold brochure onscreen for members to view and make edits and suggestions. He mentioned that we hope to have them ready for Summer Beach Run later this month. Marilyn Young reported that she was about a week behind schedule, however, has some good content ready for the upcoming newsletter.
Membership – Nicole Andress reported that membership is currently at 973 households, which is down slightly from last month. She mentioned that she and Larry Roberts would be attending Artwalk tomorrow night as we will have a booth.
Classes & Clinics – Jane Alred reported that she is currently in the process of arranging another class with Dr. Peter Yu and stated if we promote it, it could be a joint event.
Vision & Planning – No report.
Bonnie mentioned that we would be needing to complete our 990 for volunteer hours and that we need to make sure we have the right people and right hours. It was also mentioned that the new telephone is at Douglas Tillett’s house and has call and text messaging capabilities. The phone was charged but should have been free as we still have some credits available.
NEXT MEETING – The next board meeting will be Tuesday, September 6th, at 7:00 pm via Zoom Video Conference.
The August meeting was adjourned at 7:50 pm.
Minutes written and submitted by Errol Daniels, Secretary