Board of Directors Meeting Minutes September 2022

by | Oct 8, 2022 | Board Meeting Minutes


Tuesday, September 6, 2022

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 7:03 p.m. Directors present for the meeting were Doug Alred, Jane Alred, Nicole Andress, Christy Astorga, 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, Douglas Tillett, and Jim Van Cleave. Directors Paul Smith and Stuart Toomey were absent. Marilyn Young was not in attendance.

Approval of August (8/2/2022) meeting minutes: On a motion presented by Bonnie Brooks and seconded by Franz Lerch, the August 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 September 1, 2022, and the Profit and Loss Detail Statement for August. She discussed in detail main line items including income earned and expenses. Income received included funds from River Run and memberships. Club expenses included donations, high school track meets, track meet expenses, newsletter production, printing costs, website maintenance, and other expenditures.


2023 Track Series – Douglas Tillett reported that we are aiming for January 28th to be the date for our next track meet. He is optimistic and needs to confirm the date with Bartram Trail. He stated that he is already looking for dates for the remaining track meets.

Officer Responsibilities and Succession in 2023 – Larry Roberts mentioned that we would go into more detail at the October board meeting but stated that the executive board has been developing a list of officer duties that would help with the transition of new officers. A list of duties would also include expectations for board members.


JTC Board Members Expiring Terms Dec 31 – Larry Roberts stated that board members with expiring terms would need to inform him or Errol Daniels about their intentions if they would be returning for another term on the board. Board members with expiring terms included: Nicole Andress, Bonnie Brooks, Errol Daniels, Will Dunlap, Susan Haag, Franz Lerch, Todd O’Donnell, Ty Payne, Douglas Tillett, and Stuart Toomey.


Bolles Wednesday Workouts – Larry Roberts reported on behalf of Paul Smith that the track sessions are going well. He stated that Paul will be stepping down as of January 2023 as the track coordinator and coach. Doug Alred said he had spoken to Sean McCormick about taking Paul’s spot and he is interested in doing it as well as being on the board.

Tijuana Flats Summer Beach Run (August 27, Kickoff Aug 22) – Doug Alred reported that the race went great, and it turned out to be a good year for the race including the weather. We had 1,156 signed up for the race. Tijuana Flats did a great job. We took in $34,500 this year.

Fall Half Marathon Training Class Kickoff Sept 6 @ 6:15pm – Nicole Andress reported that we had 40-50 people attend the kickoff fall half marathon training class earlier tonight. They had planned to run 1 to 2 1 mile to 1 ½ mile loops. Registration for the class is currently up to 63.

VyStar Emerald Trail 5k/10k (October 22, 2022) – Doug Alred reported that we are going to serve beer, so he submitted a proposal to the city regarding alcohol and the need for security. Currently there are 133 registered. He stated that we are in good shape right now. Emerald Trail new area has been paved but there are several gaps in areas. We may be running alongside the trail in certain areas, so we may need to get with Groundworks to make sure certain areas are available for the race.

Guana Trail Races – Franz Lerch reported that everything is going well. We are all set with the venue, and we currently have 20 people registered.

Last Gasp: Dec 24 – Nicole Andress stated that the event is set up and ready to go. We received the contract from JU for the usage of the premises, which costs $750 and is up $250 from previous years. We are going to need to order socks and increase the budget for the socks and the increase in premises use. The race will be on Saturday December 24th.

Winter Beach Run January 21, 2023 – Doug Alred reported it is getting close to the time that we start advertising the event. Currently everything is going well, and he had to swap dates with Matanzas.

Convention Report – Douglas Tillett reported that he recently attended the USATF Florida Annual Association Meeting in Tampa, which was the same day as Summer Beach run and lasted from 9am to 5pm. He also mentioned that the national meeting will be in-person in Orlando this year and will be the same day as Guana. The RRCA convention will be March 23rd – 26th in Chicago.

Finance: New World Cross-Country Funding Request and 2023 Budget – Amiee Cords discussed the details of the funding request from Richard Fannin and New World-Cross Country. On a motion presented by Todd O’Donnell and seconded by Nicole Andress, to approve the funding request submitted for New World-Cross Country was passed by the board. The 2023 Budget was opened for discussion. On a motion presented by Todd O’Donnell, seconded by James Bryant, and passed by the board to approve the 2023 budget.

Community & Public Relations

Communications: Social Media/Newsletter – Larry Sassa reported the new tri-fold brochures are available and were on display at Summer Beach Run. The brochures looked great and were updated with several edits and pictures. We are currently in the process creating a preamble for club positions and responsibilities to make sure the club endures and uses funds responsibly. Christy asked about the various run groups listed in our newsletter regarding if they were still active and up to date, so that we could get some pictures and stories from them to use for our social media posts. Will Dunlap spoke about our newest Runner of the Month, which is Larry Roberts. He also stated that the half marathon training class went well. Douglas Tillett mentioned that the newsletter cutoff is September 13th.

Membership – Nicole Andress reported that membership is currently at 962 households, which went down a little from last month.

Classes & Clinics – Jane Alred reported that she is currently working on getting several classes together.

Vision & Planning – Doug Alred mentioned that there was nothing new to report, but he asked the city to buy the property next to Tomahawk Park.

NEXT MEETING – The next board meeting will be Tuesday, October 4th, at 6:30 pm via Zoom Video Conference.

The September meeting was adjourned at 7:56 pm.

Minutes submitted by Errol Daniels, Secretary


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