Board of Directors Meeting Minutes October 2022

by | Nov 3, 2022 | Board Meeting Minutes


Tuesday, October 4, 2022

Location:  Zoom Video Conference

President Larry Roberts called the meeting to order at 6:34 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, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Douglas Tillett, and Jim Van Cleave. Directors Franz Lerch and Stuart Toomey were absent. Marilyn Young was not in attendance.

Approval of September (9/6/2022) meeting minutes: On a motion presented by Todd O’Donnell and seconded by Douglas Tillett, the September 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 30, 2022, and the Profit and Loss Detail Statement for September. She reported the club’s current bank balances in our accounts. She discussed in detail main line items including income earned and expenses. Income received included funds and payments from memberships and the training class, while club expenses included Bolles Training Sessions, club promotions, racing team, Last Gasp expenses, website maintenance, and other related expenditures.


2023 Track Series – Douglas Tillett reported that our first track meet will be on Saturday, January 28th, in the morning at Bartram Trial. We have a race timer, Miles & Minutes, which is someone we have previously used in the past. We are also looking at having other meets on the last Saturday of the months between February and June. We may need another track meet director due to scheduling and Kaitlyn’s fire fighter training demands and responsibilities. We may plan for 5-6 meets next year. 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 through details regarding responsibilities for the executive team, key positions, and board members. He displayed and discussed a list of board member responsibilities, which was previously sent out with the agenda. On a motion presented by Todd O’Donnell and seconded by Douglas Tillet, to adopt the roles and responsibilities of board members as presented was passed by the board. Larry also went over the board member attendance policy from our by-laws and displayed the current attendance record. Errol Daniels went over the responsibilities of the Board Secretary. On a motion presented by Todd O’Donnell and seconded by Paul Smith, to adopt the listed responsibilities of Board Secretary as presented was passed by the board.

Paul Smith went over the responsibilities of the Bolles Training Director and coaches. It was mentioned that paying the coaches could be an option. Training and certifications of the coaches was also discussed pertaining to RRCA, Safe Sport, and USATF. Douglas mentioned USATF memberships and training for our board members, which would need to be researched regarding the costs and benefits. The adoption of the responsibilities for these positions was put on hold as some good topics were raised. We would cover President and Vice President positions at next month’s meeting. Larry Sassa stated that the lists of roles and responsibilities have been developed to make sure tasks are getting done and things continue to run smoothly as we transition with new leadership. He also stated that he would be returning to the board but would be stepping down as Vice President next year. Board members with expiring terms were asked if they would be returning to the board for another term.


Thank You From Fletcher HS Cross Country – Todd O’Donnell discussed the hand-written Thank You note we received from Fletcher HS Cross Country coach Jordan Bishop. A link to a copy of the letter was sent out as part of the meeting agenda.


Bolles Wednesday Workouts – Paul Smith reported that there was no new report other than the track sessions are going well.

Fall Half Marathon Training Class Kickoff Sept 6 @ 6:15pm – Nicole Andress reported we currently have 66 registered for the class. It was mentioned that there was an accident with a runner on Saturday, but everything and everyone is fine. The next training class will be for Gate River Run, which will start on January 3, 2023. Larry Roberts also mentioned that Coach Alex Bowles will be back to coach the class.

VyStar Emerald Trail 5k/10k (October 22, 2022) – Doug Alred reported that we are getting close as we are about 2 weeks away. He said board members should come out and support by participating and/or volunteering. The races are divided between the runners doing the 5K versus the 10K. We will be able to run alongside the trail in certain areas. Nicole Andress stated that we would have a table at the event, and she would need volunteers to cover the table when she participates in the race.

Guana Trail Races – Larry Roberts reported on behalf of Franz Lerch stating that everything is going well, and he hopes to be able to show the race t-shirts at the next meeting.

Last Gasp: Dec 24 – Nicole Andress reported the race will take place at 2pm, December 24th at JU. Race registration is currently open.

Winter Beach Run January 21, 2023 – Doug Alred reported we are set with the city. Registration will open at the end of the month. The race will have a 2pm start time.

Gate River Run – Doug Alred reported that registration is open with an early bird discount code, and we already have about 1,200 signed up. We are all set with the city and the fairgrounds as the fairgrounds has a new contact person. He mentioned that he’s not sure of the starting and finish line areas as current construction may cause us to change and update those areas. Jim Van Cleave reported we would be using the same host hotel as last year as the contracts have been completed. He mentioned there has been some elite runners expressing interest however it is too early to have any definitive entries but expects signups to start in about 4 weeks. Nicole stated that the Gate River Run Training Class kickoff will be January 3, 2023, which registration will be opened and advertised after the completion of our current class.

Finance: Jeff Wight Funding Request – Amiee Cords reported that the contract with Cecil Field has been completed and they should be receiving the check payment next week. She also mentioned that they are finalizing the information and details regarding Jeff Wight’s Mayo Clinic proposal.

Community & Public Relations

Communications: Social Media/Newsletter – Larry Sassa mentioned that the newsletter was slightly behind schedule. Christy spoke about her efforts to reach several of the Bolles runners and group run leaders. She also asked if members had noticed any of the updates to our website and if there were any suggestions for updates. Will Dunlap reported the Membership Group Page was starting to get some traction with more people posting and engaging. He also mentioned that we needed a post for Last Gasp. He also stated that the half marathon training class went well. Douglas Tillett mentioned that the newsletter is a little behind schedule in which it is currently in the composition phase. He mentioned that we would also have another newsletter issue after this one.

Membership – Nicole Andress reported that membership is currently at 950 households.

Classes & Clinics – Jane Alred reported that she is willing to plan a winter social after the Festival of Lights race if the board was interested in doing it this year.

Vision & Planning – Doug Alred mentioned his efforts in regard to working on updates for Skinner Park.

NEXT MEETING – The next board meeting will be Tuesday, November 1st, at 6:30 pm via Zoom Video Conference.

The October meeting was adjourned at 7:47 pm.

Minutes submitted by Errol Daniels, Secretary


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