GULF WINDS TRACK CLUB Minutes

Board Members Present: Zack Scharlepp, Alyssa Terry, Paul Guyas, Tony Guillen, David Yon, Mary Jean Yon, Chika Okoro, Mike Weyant, Tom Perkins, Laura McDermott, Herb Wills, Judy Alexander,  Kristin Halley, Tom Biance, Katie Sherron, & Kory Skrob.

Others Present: Bill Lott, Felton Wright, Gary Griffin, & Peg Griffin.

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

The president asked for approval for Alyssa Terry to be appointed as the new secretary for Gulf Winds Track Club. A motion was made, seconded, and passed.

The Board approved the August 2018 minutes. 

New Business

Breakfast on the Track Wrap-up for 2018
Felton Wright reported the financial results from Breakfast on the Track 2018. Financial results included total revenue of $3,189.32, total expenditures of $2,914.60, and projected net income of $274.72.  Felton proposed that 100% of proceeds go to the Maclay School Track Boosters. A motion was made and seconded to approve this donation, which was passed unanimously.

Pine Run Budget 2018 
Gary Griffin and Peg Griffin presented the 2018 budget for the Pine Run that will take place on October 13, 2018. The budget included an estimated total revenue of $4,200.00, estimated expenditures of $2,632.50, and estimated net income of $1,567.50. Gary requested a 50/50 split of net proceeds to go to Tall Timbers and Gulf Winds Track Club. A motion was made to approve the Pine Run budget, seconded, and approved unanimously.

Road ID Club Sponsorship 
Thomas Biance discussed an offer from Road ID to provide GWTC members with a 20% discount when they purchase identification tags or other products from the company.. Thomas will be provided with a code for a 20% discount that has a limited number of uses. Members will be able to go to roadid.com, place their orders, and enter the code during check out. Possible methods for code distribution were discussed. Thomas will bring the final results to the board at the next meeting for further discussion.

Miller Landing Madness 2018 Wrap-up 
Bill Lott presented the financial results from the 2018 Miller Landing Madness 8K/5K/3K that occurred on August 18, 2018. Financial results included total revenue of $3,636.00 and total expenditures of $3,178.51 with a net revenue of $457.49. Bill reported net revenue was higher this year as compared to last year despite participation being lower, which could be secondary to expenses being minimal due to an increase in donations. Moreover, there were 1,787 canned food items collected for Second Harvest Food Bank. Bill proposed that 100% of the net revenue be donated to Chenoweth Fund. A motion was made to approve this donation, seconded, and passed unanimously.

2019 Board Nominations
Tony Guillen reported an update on the upcoming election season for the GWTC Board. There are currently people set to run for president and race director coordinator, as well as a strong lead for treasurer. There are still openings for the positions of vice president, education and lecture coordinator, and directors at large. Tony remains the contact person for those interested in running in the upcoming election. His goal is to present an unofficial ballot to the board at the next board meeting for approval. Discussion ensued as to how to conduct the voting process, either electronically or by mail. This will be determined at the next board meeting as well.

Old Business

Treasurer’s Report –Katie Sherron
Katie reported Gulf Winds Track Club’s current financial position; specifically, our current total assets are $205,094.42. She explained that this fiscal year’s revenue appears to be significantly lower secondary to the fact that last year’s fiscal year started over in July. Katie stated she is currently working on the 990 form; she will email the document to board members and will bring it to the October board meeting since it is due in November. Katie reminded board members that we will have to complete the conflict of interest policy form at the beginning of every year.

Membership Report –Mark Priddy
No report.

Race Director Coordinator Report – Mary Jean Yon
Mary Jean Yon reminded members that the next meeting will take place on September 30, 2018. Individuals wishing to participate should email her with agenda items. Board members discussed the possibility of putting sponsorship packets together, which Mary Jean Yon agreed was a good idea. 
Newsletter Report – Fred Deckert
No report.  

Clothing Coordinator Report – Rachael Scharlepp 
No report. However, she continues to look for a replacement clothing coordinator for next year.  

Equipment Report – Bill Lott & Katie Sack
Bill reported that everything is going okay. Katie had said that August was a slow month, but things are picking back up.

Website Committee Report – David Yon 
David revealed that the new GWTC webpage is scheduled to be up at the end of September. He continues to need to finalize a welcome letter.

Chenoweth Fund Report – David Yon
No report.

Triathlete Report –Michael Weyant
Michael reported that there are two more Grand Prix races left on the Tri Club’s calendar; these include the Rock ‘N Rollman on 9/29/18 and the Sprint on the Flint on 10/06/18. The next monthly meeting of the Tri Club will take place on 9/17/18 at Momo’s, and the guest speaker will be Mike Ormsbee. Moreover, the Tri Club will open up nominations for 2019 Club Officers from 9/17/18 through 9/30/18. 

Training Report – Thomas Biance 
Thomas reported on the upcoming training groups. The beginning running group will take place on Wednesdays at 6 :15 pm at FSU’s Mike Long Track. The Turkey Trot training group will begin on 9/27/2018 at SouthWood’s town center; Trail and Ski has volunteered to help with the training group, including possibly being able to help with pace groups. There is also a goal for a long run group to begin within the next couple of weeks. There was discussion regarding training groups that are not affiliated with GWTC, and it was determined that none of them conflict with the current GWTC training groups.

Social Report – Vicky Droze 
No report.

Trail Coordinator Report –Jim Halley
No report. Kristin Halley was present and is hopeful that the final budget from the 2018 Summer Trail Series will be available next month.

Education and Lecture Coordinator Report –Kory Skrob
Kory reported that there was a good turnout on Sunday, September 9th for Dr. Aaron Guyer’s talk about foot and ankle health and the prevention of injuries.  Also, the lecture for October will be with a Yoga instructor, Diana Jones Ellis, on Thursday, October 25th at 7:00 at Hot Yoga Tallahassee; she will talk about the benefits of Yoga for runners. Kory also reported that the October lecture will probably be the last of the year due to her schedule in November and the busy month of December.

Other Business
Paul Guyas reported that the applications for the 2019 Grand Prix schedule are now available. Grand Prix applications should be sent to Erik Anderson who is the chair of the Grand Prix committee.

Bill Lott brought up the 2018 Annual Club Meeting. It was determined that it must be noticed 30 days prior to the date of the meeting.

A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:07 pm.

Appendix A: Trail Coordinator Report via email on 9/25/2018 –Jim Halley
Jim Halley emailed board members to inform them of the financial results from the 2018 Summer Trail Series. Jim reported that the Summer Trail Series had a great turnout and resulted in more revenue than was expected. Financial results included a total revenue of $3,514.10. Jim requested 50% of the revenue go to GWTC, and the remaining 50% to be $500 to Friends of Maclay via a sponsorship of Moons Over Maclay and $1,257.05 to Tallahassee Friends of Our Trails. A motion was made via email to approve the Summer Trail Series budget, which was seconded and approved unanimously via email.