Board of Directors Meeting Minutes November 2022

by | Dec 25, 2022 | Board Meeting Minutes


Tuesday, November 1, 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, James Bryant, Amiee Cords, Errol Daniels, Susan Haag, Dennis Harrison, Franz Lerch, Todd O’Donnell, Ty Payne, Larry Roberts, Larry Sassa, Paul Smith, Stuart Toomey, Douglas Tillett, and Marilyn Young. Directors Bonnie Brooks, Will Dunlap, Angela Harris, and Jim Van Cleave were absent.

Approval of October (10/4/2022) meeting minutes: On a motion presented by Paul Smith and seconded by Stuart Toomey, the October 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 October 31, 2022, and the Profit and Loss Detail Statement for October. She reported the club’s current bank balances in our accounts. She discussed in detail various line items including income earned and expenses. She mentioned the end of our fiscal year and Smoak Davis was currently preparing our Form 990 documentation.


2023 Track Series – Douglas Tillett reported that our first track meet will be on Saturday, January 28th, at Bartram Trail. He discussed the possibility of other meets, in which we would not have one in February and maybe not one in March. He stated that we would have a good set up of track meets. He said he would keep the board in the loop regarding Kaitlyn King coming back or not. Dennis Harrison mentioned that he knew of someone who was starting a new track club.

Officer Responsibilities and Succession in 2023 – Larry Roberts went over the details and responsibilities for President’s position. He displayed and discussed the list of responsibilities for the position of president. Larry Sassa went over the list of duties and responsibilities for the position of Vice President. On a motion presented by Todd O’Donnell and seconded by Doug Alred, to elect the club’s upcoming 2023 officers during the December board meeting rather than waiting until January was passed by the board. Doug and Jane Alred said they would be willing to host the meeting at the 1st Place Sports Baymeadows store or their home. They stated they would want a rsvp for the December meeting as they would have food for the in-person meeting. Larry Roberts presented a motion to have the December meeting at the Alred’s house was passed by the board.

Larry stated that Angela Harris had recently resigned her spot on the board and that we had several board members with expiring terms. He mentioned the possibility of expanding the board and searching for new board members momentarily while we get things settled with the new administration. He listed some of the qualities we would be looking for in board member candidates, which would include them having been a JTC Running club member for at least 12-months.

Paul Smith went over the responsibilities associated with the Bolles Manager and Coaching positions. He stated that Sean McCormick was a candidate for the position. We are currently looking for 3 people to fill the roles of the manager, morning coach, and evening coach. Douglas Tillett reported that he had not explored the USATF memberships for board members since our last meeting. He mentioned that he would be attending their conference.


Board Meetings Attendance – Larry Roberts discussed the board attendance policy from the club’s by-laws. He reported that Stuart Toomey had missed several meetings and needed to address the board to determine if he would be allowed to remain on the board. Stuart stated that he did want to remain on the board. A motion presented by Larry to allow Stuart to remain on the board was passed by the board.

RRCA 2023 Convention – Larry mentioned that Nicole Andress and Douglas Tillett are currently scheduled to attend next year’s RRCA convention and asked if anyone else was interested in attending.


Bolles Wednesday Workouts – Paul Smith reported that the sessions continue to go well. He mentioned that now we will start to see some blackouts due to the timing.

Fall Half Marathon Training Class – Nicole Andress reported we currently have 66 registered for the class.

VyStar Emerald Trail 5k/10k (October 22, 2022) – Doug Alred reported that the event went well, however he wished we had more people in attendance. Nicole spoke about having our tent and table out there to discuss the club with prospective members and said things went well.

Guana Trail Races – Franz Lerch reported that everything is moving right along. He said the costs of hats went up a little and now require a minimum of 500 hats per order, so we’ll have to order 2 orders. He mentioned that registration is going about as well as usual based on the information and numbers supplied by Mark Ryan and Stuart Toomey.

Last Gasp: Dec 24 – Nicole Andress reported that there are 21 entries registered so far. She also mentioned that we would need and want volunteers to assist with the race.

Winter Beach Run January 21, 2023 – Doug Alred reported that we will be offering the 10-mile and 5K options again. He stated that he is about start sending out information about the race. This year it’s a Grand Prix race.

Gate River Run – Doug Alred reported that registration is currently around 2,100 entries and things are looking good. He mentioned that we may be able to use the same course as last year.

Finance: Jeff Wight Funding Request – Amiee Cords said that she had spoken with Jeff Wight as he had came back with some changes to the contract, which she currently needs to review it and his proposed changes. Currently it looks like he will be available to conduct 6 sessions a week.

Community & Public Relations

Communications: Social Media/Newsletter – Larry Sassa spoke about Gate hospitality tent and other volunteer areas. Christy spoke about Facebook postings and about allowing members to post events in our member’s only community. It was mentioned that if allowed, we would need to review and approve the events and postings prior to uploading the posts to the community page. Errol Daniels mentioned that he was currently working on posting several items to our JTC Running website. Douglas Tillett mentioned that the newsletter cutoff is November 15th if anyone had a story they wanted to submit. Marilyn Young had to leave early.

Membership – Nicole Andress reported that membership is currently at 952 households.

Classes & Clinics – Jane Alred reported that the winter social would be after the Festival of Lights race in San Marco.

Vision & Planning – No Report.

NEXT MEETING – The next board meeting will be Tuesday, December 6th, at The Alred’s house.

The November meeting was adjourned at 8:06 pm.

Minutes submitted by Errol Daniels, Secretary


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