Board Members Present: Paul Guyas, Alyssa Terry, Laryn Flikkema, David Yon, Mary Jean Yon, Chika Okoro, Tec Thomas, Jim Halley, Tom Biance, Zack Scharlepp, Mark Priddy, Tom Perkins, and Judy Alexander.

Others Present: Bill Lott, Felton Wright, Martha Guyas, Kaari Guyas, Sade Guyas, Lisa Unger, Sarah Thompson, and Connie Tessmer.

The president called the meeting to order at 7:31 P.M. and a quorum was established.

The Board approved the minutes from the August meeting without objection.

Announcements from officers

No Announcements.

Old Business

No Old Business.

New Business

Wrap-up of the Summer Track Expenses – Bill Lott and Tom Perkins

Bill and Tom presented the expenses of the 2019 Summer Track Series. Overall, expenses from this event totaled $2,402.04, which included t-shirts, security costs, ice cream social, etc. for all of the participants.

2019 Breakfast on the Track Financial Report – Felton Wright

Felton presented the wrap-up of the 2019 Breakfast on the Track. This event resulted in a total revenue of $2,889.92 and total expenditures of $2,079.17 with a net income of $810.76. Felton requested that 50% of the total revenue be donated to Gulf Winds Track Club and the other 50% of the total revenue be donated to the Maclay School Track Boosters. A motion was made to approve the suggested donations from the 2019 Breakfast on the Track’s total revenue; this motion was seconded and approved unanimously.

Women’s distance festival budget- Lisa Unger

Lisa presented the proposed budget for the 2019 Women’s Distance Festival. This budget included an estimated total revenue of $2,500.00 and estimated total expenses of $2,250.00 with estimated total proceeds of $250.00. A motion was made to approve the proposed budget for the 2019 Women’s Distance Festival, which was seconded and approved unanimously. Following the race, Lisa will propose that $125 of the total proceeds go to Gulf Winds Track Club while the remaining $125 be donated to Brehon Family Services.

Wrap-up of the Miller Landing Madness 8K/5K/3K Races – Bill Lott and Tom Perkins

Bill and Tom presented the wrap-up of the Miller Landing Madness 8K/5K/3K Race. This event resulted in an estimated total revenue of $2,817.00 and estimated total expenditures of $3,572.06 with an estimated net loss of $755.06. There was a total of 1,321 lbs of canned food items collected for Second Harvest Food Bank and $668.00 of cash donations to Second Harvest Food Bank. 

Beginning Running Group’s Membership – Chika Okoro

Chika requested that qualified participants in GWTC’s 2019 Beginning Running Group receive a complimentary GWTC membership for the remainder of the year until December 31, 2019. A motion to approve this request was made, seconded, and passed unanimously.

RRCA Guidelines for Leading a Group Run – Judy Alexander

Judy Alexander shared and led a discussion pertaining to the Road Runners Club of America (RRCA) guidelines for safe & successful group runs, which can be found at https://www.rrca.org/education/guidelines-for-leading-a-group-run. Judy informed the board that these guidelines may assist GWTC in providing exemplary services, as well as in preventing possible liability issues in the future. Board members generally agreed that it would be a good idea to implement at least some of these guidelines. Paul appointed Tom Biance, GWTC’s training group coordinator, to determine the best approach to implementing some of these guidelines within our club’s own training groups.

GWTC’s Relationship with Local Running Stores – Judy Alexander

Judy believes it would be a good idea for GWTC members to support the running stores in Tallahassee, which include but are not limited to Fleet Feet and Trail and Ski. Suggested ways of supporting these stores may include purchasing running gear from them, as well as coordinating for these stores to play a role in upcoming running training groups and races.

 New Summer Trail Series Director – Paul Guyas

Bobby York has volunteered to become the new Summer Trail Series race director. A motion was made to approve this change of race director, which was seconded and approved unanimously.  

Committee Reports

Treasurer’s Report – Laryn Flikkema

As of August 31, 2019, Gulf Winds Track Club’s Statement of Financial Position reads as follows: total assets of $218,772.99. GWTC’s Statement of Activity from July 1, 2019 – August 31, 2019 includes a gross profit of $15,592.23, total expenditures of $55,400.59, and net revenue of -$39,808.36. GWTC’s monthly statement of activity for August 2019 includes a monthly gross profit of $4,701.37, total expenditures of $43,870.39 and net revenue of -$39,169.02.

Equipment Report – Bill Lott and Tec Thomas

Bill reported there is a Chronomix that is not working, which appears to have a dead battery. He is in the process of repairing it by installing a new battery. Moreover, on Wednesday, August 21, 2019, Tec Thomas, Monica Judd, Judy Alexander, Chika Okoro, Mike Savage, and Bill Lott met at the storage unit and cleaned all of the tables of which there are about 50. Due to time restraints, the water coolers could not be cleaned that day, so they will be cleaned at a future date. 

 Chip Timing Reports – Bill Hillison, Bill Lott, and Peg Griffin

Bill Lott reported GWTC chip timed four races in August including one non-club (St. George Island Sizzler 5K) and three club races (Breakfast on the Track 1 Mile, Miller Landing Madness 8K/5K/3K, and GWTC Summer Trail Series Race #4 at Maclay Gardens 5 Mile). Four races (one non-club and three club) are scheduled to be chip timed in September. Moreover, a third Time Machine has been purchased at a cost of $1,135.00.  This purchase was part of the $5,000 authorized for new equipment purchases and repairs by the Board at its meeting of June 12, 2019.  

Triathlete Report – Wayne Thumm

Nothing new to report.

 Membership Report –Mark Priddy

Mark stated the club currently has 1183 members from a total of 633 households. GWTC has gained 7 members since August.

Training Report – Thomas Biance

Thomas reported the Beginning Runner’s Group will begin on Wednesday, September 25, 2019 at 6 P.M. at the FSU track. This group will begin by running 1 mile and will work their way up to a 5k.

Education and Lecture Coordinator Report – Chris Stanley

Nothing new to report.

 Race Director Coordinator Report – Mary Jean Yon

The GWTC Race Directors met on September 8 and had a productive meeting. The group discussed the pros and cons of purchasing a credit card reader to be used for registration at club races. Mark Priddy is the contact on this and will continue exploring this option with Capital City Bank. It was pointed out that RunSignUp can also be used by people with their phones at registration events and is probably a less expensive option for the club. Succession planning for race directors was also discussed as several race directors are considering stepping down over the next year. Most immediate is the GWTC 5 & 10 Mile Challenge. Vicky Verano and Ana Sutherland will be stepping down after five (very good) years of directing this race. They will use the 2019 race as a transition to train somebody new who has expressed an interest in taking over the race. The group discussed several ideas for recruiting new race directors. Other topics included making sure that all GWTC races have a sweeper or a system in place to make sure all runners are in at the end of the race and best ways to recruit and keep volunteers for races. Race directors responded favorably to the idea of a central volunteer coordinator to supplement their regular efforts. Bobby York added that he will be changing the Swamp Forest Trail Marathon to the Swamp Forest Half – Marathon and Quarter – Marathon, thus dropping the marathon and ultra distances.

Trail Coordinator Report –Jim Halley

Jim reported that Dominic Milner is working with the Tallahassee Mountain Bike Association (TMBA) to schedule a trail care event for Sunday, September 15, 2019.

 Chenoweth Fund Report – David Yon

Nothing new to report.

Website Committee Report – David Yon

David requests that all comments and corrections pertaining to the new Gulf Winds Track Club’s website be sent to either David Yon or Peg Griffin.

Youth Council Report – Kaari Guyas

Nothing new to report.

Clothing Coordinator Report –Laura McDermott and Sherri Wise

Nothing new to report.

Social Report – Vicky Droze

Vicky stated via email that there is a tentative plan for the October social to include a hayride through the Alfred B. Maclay Gardens State Park to look at all of the scarecrow entries. Date: TBD.

Newsletter Report – Fred Deckert

Nothing new to report. 

A motion to adjourn was made, seconded, and passed. The meeting adjourned at 8:43 P.M.

Alyssa Terry, Secretary