GULF WINDS TRACK CLUB Minutes

Board Members Present: Emma Spencer, Zack Scharlepp, Paul Guyas, Tony Guillen, David Yon, Mary Jean Yon, Chika Okoro, Judy Alexander, Mike Weyant, Kristin Halley, Jim Halley, Kory Skrob, Tom Perkins, Herb Wills and Tom Biance

Others Present; Bill Lott, Rachael Scharlepp, Nancy Stedman, Jay Silvanima   

The President called the meeting to order at 7:31 p.m. and a quorum was established.

The Board reviewed the February 2018 minutes and a motion to approve was made, seconded and passed without opposition.

New Business

Wrap Up for Tallahassee Ultra Distance Run

Nancy Stedman and Jay Silvanima presented the final budget wrap-up for the 2017 edition of the TUDC.  Actual revenues totaled $4,605, expenses were $3,863.04, with net proceeds of $741.96 to be split 50/50 ($370.98) between GWTC and Friends of Wakulla Springs.  A motion was made to approve this split once Katie confirms the amount, seconded and passed unanimously.  Nancy and Jay mentioned that the budget for 2018 will likely not have the course recertification costs associated with moving the start/finish line in 2017.  They are also thinking of adding a 30K race if feasible and will present the 2018 budget at the next Board meeting. 

Swamp Forest Trail Race Wrap-up 2018

Jim and Kristin Halley presented the final budget wrap-up for the 2018 edition of the Swamp Forest Trail Race.  Actual revenues totaled $6,295, expenses were $2,735.82, with net proceeds of $3,559.18 to be split 50/50 (1,779.59) between GWTC and Friends of Our Trails. Net proceeds include discounts received for t-shirt and awards orders. A motion was made to approve this split once Katie confirms the amount, seconded and passed unanimously.

Springtime 5K/10K Race Budget 2018

Zack and Rachael Scharlepp presented the budget for the 2018 Springtime 5K/10K for approval, which is the same as last year’s. The budget included an estimated total revenue of $39,150 and expenses of $26,940, with net proceeds of $12,210.  The Scharlepp’s proposed sharing the proceeds with 50/50 with GWTC and Big Brothers Big Sisters. A motion was made to approve the budget, seconded and passed, with one abstaining member. It was requested that they try and split out the line item “Other supplies and material” which is budgeted at $3500.   

Amateur Radio Request for GWTC Equipment Use
Zack received a request from John Pajota to use GWTC chairs, tables and tents for an amateur radio event June 23-25, 2018. John had helped out the Tallahassee Marathon by providing radio communications between aid stations and he has used GWTC equipment for this event the past 2-3 years.  It was suggested that John get in touch with Katie Sack to request the use of these items.

Old Business:

Ethics Committee for GWTC Committees

Zack informed the Board that the Ethics Committee for GWTC Committees consisting of himself, Jillian Heddaeus, Birgit Meier-Katkin and Carter Hayes, will meet soon in March or April and will come back to the Board with proposals.

Committee Reports:

Treasurer’s Report –Zack Scharlepp for Katie Sherron

Zack for Katie reported that as of February 28, 2018, the balance in each club bank account is, $75,858.86 in the Operations account, $2,770.84 for the Events 1 accounts, $21,628.07 for the Events 2 account, $6,649.63 for the Triathlon account, $85,500.00 in the Investment and Reserve account and $14,683.33 in the Chenoweth Fund.  

Membership Report –Emma Spencer for Mark Priddy

Emma reported for Mark that there are 1,196 members in the club as of March 12, 2018, which is 27 more on January 1. A total of 602 households are represented, which is 21 more than the previous month. The Tri Club has 189 members as of March 12, 2018. As a reminder, GWTC membership dues are pro rates by quarter, effective April 1, 2018, individual memberships will be reduced to $16.25 through the remainder of 2018 and family memberships will be reduced to $20 per family. Mark will provide 1000+ membership forms for the Springtime race packets.       

Race Director Coordinator Report – Mary Jean Yon

Mary Jean stated that all was well with the Race Directors, and they were in information sharing mode and keeping in touch.  She will survey everyone to find a suitable time for their next meeting.

Newsletter Report –Fred Deckert 

No report.

Clothing Coordinator Report –Rachael Scharlepp

Rachael stated that she had sold approximately $300­­­­­­­­­­­­-400 in merchandise at the Tallahassee Marathon expo, which was less than last year at the expo. She will have a table at the Springtime festival and packet pick-up to be held at Kleman Plaza.

Equipment Report – Katie Sack & Bill Lot

Bill Lott updated the group on his efforts to maintain the equipment stating that everything was going well. He repaired one of the time machines which was not working well for $164.67, it is now working like new.  He also replaced the timing tent for $86.83 (on sale), which was broken by high winds at the marathon, he is keeping the old tent for parts.

Website Committee Report –David Yon

Nothing new to report apart from that the website committee are still working with Robert Skrob on draft membership programs.

Chenoweth Fund Report –David Yon

David reported that the Chenoweth Committee had one requests of $2800 for Board approval by the Big Bend Pole Vaulting Club to buy new poles.  The Committee voted to approve up to $1200 to buy two new poles.  Tallahassee used to have a good pole vaulting coach and at present Angie Milford is trying to find a new coach and get more children from all over the city involved in the program. They are currently using the Maclay School pit, a new pit is coming to Chiles School. This is a separate organization that requires the children to sign up for USATF membership for insurance and liability purposes. The Board made a motion to approve the spending of up to $1200 for the poles, seconded and passed unanimously.     

Triathlete Report –Mike Weyant

Mike Weyant shared that the next meeting of the GWTC Tri-Club will be held on Monday March 19, 2018 at Momo’s, and the guest speaker will be Nick Baxter from Complete Nutrition. The USA Triathlon National Club Challenge ended on February 28, 2018, and Gulf Winds Triathletes finished 7th out of 85 clubs in their division. The St. Marks Duathlon will take place on March 25, 2018, over 100 people have signed up so far.

Lecture Series Report –Kory Scrob

The recent lecture featuring Coach Gary Droze on Sunday, March 4 @ 5:00 pm at Momo’s discussing interval training and heart rate monitoring went well and was well attended with about 47 people. Pizza was also supplied by the social coordinator Vicky Droze.  The next education lecture will be on Sunday, April 22nd at 5:00 PM at Momo’s Pizza on Market Street, featuring registered Dietitian Brandon Willingham as the guest speaker. Kory also mentioned that she was looking into First Aid training and had contacted the Berry Southeastern School of Health Science to conduct the 4 hour training at $65 per person. Kory asked if she could get 10-20 would she be able to use her end of year surplus budget to subsidize the class costs to $30-35 per person.  Paul Guyas stated that this type of class had been subsidized in the past and last July he held a class that had 4 people attend. Kory asked for more ideas for lectures going forward.   

Training Report –Tom Biance

Tom reported that the Springtime training group had consistently 20-30 people attending, however the Sunday group had much fewer. He stated that he needs to get in touch with Leon School to use their track for Sunday intervals and Breakfast on the Track mile training. Judy mentioned that the Godby track is open 24/7.  

Social Report – Vicky Droze

No report.

Trail Coordinator Report – Jim Halley

Jim reported that the Trailblazers group with the help of Eric Anderson will start on April 16, 2018, giving 8 weeks to train until Potluck Bash. The Summer Trail Series will have all morning races starting at 7:30a, dates have been determined for all 4 races (6/23, 7/7, 7/21 and 8/4), with 4 different locations including Maclay. Registration for the Trail Series will be around April 16, 2018.

Other Business:

David mentioned that the SMIRFS program was in need of a coach, a competent high school or college student who is paid by the City about $9 per hour, please pass that information on to anyone who may be interested.

Motion to adjourn was made, seconded and passed. The meeting adjourned at 8:10 p.m.