GULF WINDS TRACK CLUB Minutes

Board Members Present: Paul Guyas, Alyssa Terry, Laryn Flikkema, David Yon, Mary Jean Yon, Mark Priddy, Chris Stanley, Chika Okoro, Tec Thomas, Joseph Petty, and Judy Alexander.

Others Present: Bill Lott, Johanna Petty, Sheryl Rosen, Felton Wright, and Doug Bell.

The president called the meeting to order at 7:32 P.M. and a quorum was established.

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

Officer Announcements

No Announcements.

Old Business

No Old Business.

New Business

2019 Breakfast on the Track Budget – Felton Wright

Felton presented the proposed budget for the 2019 Breakfast on the Track. This budget included estimated total revenue of $3,200.00 and estimated total expenditures of $1,671.83 with an estimated net proceeds of $1,528.17. Felton requested that 50% of the overall proceeds be donated to Maclay Track Boosters. A motion was made to approve the 2019 Breakfast on the Track budget, including the request to share proceeds with Maclay Track Boosters, which was seconded and approved unanimously.

2018 Prefontaine Forest Run 5K Financial Report – Doug Bell

Doug presented the financial report for the 2018 Prefontaine Forest Run 5K. This race resulted in a total income of $2,111.26 and total expenses of $929.20 with a net revenue of $1,182.06. Doug requested that 50% of the total revenue be donated to the St. Francis Wildlife Association and the other 50% of the total revenue be donated to the Chenoweth Fund. Of note, Doug stated a portion of the donation to St. Francis will cover his application to the USA Forestry Service in order to obtain a permit to continue holding the Prefontaine Forest Run 5K at the Silver Lake Recreation Area for the next three years. A motion was made to approve these donations, which was seconded and approved unanimously.

2019 Prefontaine Forest Run 5K Budget – Doug Bell

Doug presented the proposed budget for the 2019 Prefontaine Forest Run 5K. This budget included estimated total revenue of $1,550.00 and estimated total expenditures of $595.00 with  estimated net proceeds of $955.00. Doug requested that 50% of the total revenue be donated to the St. Francis Wildlife Association and the other 50% of the total revenue be donated to the Chenoweth Fund. A motion was made to approve the 2019 Prefontaine Forest Run 5K budget, which was seconded and approved unanimously. Doug stated he will present the 2019 Prefontaine Forest Run 5K Financial Report in October of 2019.

2019 Sickle Cell 5k Budget – Paul Guyas

Paul presented the proposed budget for the 2019 Sickle Cell 5K. This budget included estimated total revenue of $7,916.00 and estimated total expenditures of $4,705.00 with estimated net proceeds of $3,111.00. Paul requested that 50% of the overall proceeds go to Gulf Winds Track Club while the other 50% of the overall proceeds be donated to the Sickle Cell Foundation. A motion was made to approve the 2019 Sickle Cell 5K budget, which was seconded and approved unanimously. Paul stated he will present the 2019 Sickle Cell 5K Financial Report in October of 2019.

Running Warehouse Discount – Paul Guyas

Paul stated Running Warehouse offered to provide GWTC members with a 10% discount code as long as we agree to the following terms: 1) Only GWTC  members will use this discount code. 2) Running Warehouse may change discount code to ensure only active participants are using it, 3) GWTC members will not publicly post or advertise the discount code, 4) Running Warehouse may deactivate the discount code if it is publicly distributed, 5) Running Warehouse discount code may not apply to all products due to some manufacturers’ policies, and 6) GWTC will have a point of contact for Running Warehouse and will update them of any changes in personnel. Paul has asked for the GWTC Committee on Contract Review to review the parameters and provide advice to the board.

2020 Tallahassee Marathon/Half Marathon/Relay Budget – Sheryl Rosen and David Yon

Sheryl Rosen and David Yon presented the proposed budget for the 2020 Tallahassee Marathon/Half Marathon/Relay. This budget included estimated total revenue of $90,100.00 and estimated total expenditures of $86,840.00 with an estimated net proceeds of $3,260.00. A motion was made to approve the budget for the 2020 Tallahassee Marathon/Half Marathon/Relay, which was seconded and approved unanimously.

2019 Pot Luck Bash Wrap Up – David Yon

David presented the financial report for the 2019 Pot Luck Bash. David stated the event is supposed to be a benefit for the Chenoweth Endowment Fund (CEF) with the exception of the social funding and the EMS fees; therefore, expenses should be paid for by the CEF and any proceeds should be put into the CEF. While the event does not typically create revenue, it has enabled awarding 5 grants totaling $2,500, all paid by the CEF.  The 2019 Award Winners include the following: Clay Milford received $1,000 from the Paul Hoover Leadership Award, Emily Culley received $500 from the Female Cross Country AOY, Junious Brown received $500 from the Male Cross Country AOY, Jhordyn Stallworth received $500 from the Female Track and Field AOY, and Jabari Bryant received $500 from T&F AOY. Overall, the 2019 Potluck Bash resulted in a total income of $7,666.83 and total expenses of $7,522.77 with a net revenue of $144.06. David stated 100% of the net revenue will be returned to the Chenoweth Fund.

Committee Reports

Treasurer’s Report – Laryn Flikkema

As of June 30, 2019, Gulf Winds Track Club’s Statement of Financial Position reads as follows: total assets of $259,153.80. GWTC’s Statement of Activity from July 1, 2018 – June 30, 2019 includes a gross profit of $347,303.34, total expenditures of $301,788.33, and net revenue of $45,515.01. GWTC’s monthly statement of activity for June includes a monthly gross profit of $5,812.84, total expenditures of $15,423.40 and net revenue of -$ 9,610.56.

Equipment Report – Bill Lott and Tec Thomas

Tec reported that the GWTC race directors have been good about submitting equipment reports in a timely manner, which has greatly facilitated the equipment rental process. He then inquired whether it’d be a good idea for individuals who rent the GWTC trailer to be required sign a liability waiver. It was determined that the GWTC legal committee will meet to further discuss this inquiry. Tec also stated he believes it’d be beneficial to require those who rent GWTC equipment to submit two checks including a deposit check for $200, as well as a separate check for $50 that will be kept if equipment is returned that has not been properly cleaned. There was a general consensus that asking for two check was within Tec’s discretion as Equipment manager. David volunteered to modify the equipment rental form to include the requirement for these two separate checks. Bill then reported Tec has bought three new megaphones.

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

Bill reported GWTC chip timed two Club races (Great Potluck Bash 4 Mile Prediction Run and Summer Trail Series Race #1 at the Red Bug Trail) and two non-club races (Monticello Kiwanis Club Melon Run 5K and Paul Hoover Memorial Freedom Run 5K) in June.

Triathlete Report – Wayne Thumm

Nothing new to report.

Membership Report –Mark Priddy

Mark reported there are currently 1,164 GWTC members from a total of 614 households. This indicates an increase of 17 members over the last month.

Training Report – Thomas Biance

Nothing new to report.

Education and Lecture Coordinator Report – Chris Stanley

Chris is considering utilizing the Hilton Garden Inn Tallahassee and the Hampton Inn & Suites Tallahassee off of I-10 and Thomasville Road for the future RRCA course. However, this has not been finalized. He also stated he is open to suggestions for future lectures and is considering doing something for beginning runners in the fall.

Race Director Coordinator Report – Mary Jean Yon

Nothing new to report.

Trail Coordinator Report –Jim Halley

Nothing new to report.

Chenoweth Committee Report – David Yon

David informed the board that Way Ministries requested funds from the Chenoweth Fund for one youth, Devon Jackson, who qualified to compete at the Junior Olympics in the 100 and 200 meters. These funds will assist with Devon’s transportation and lodging costs for the Junior Olympics meet in North Carolina. Devon is going into the 9^th grade at North Florida Christian High School. He has been running track since he was 4 years old and now competes in the 15-16-year-division. He is a good student and young person among his peers. Out of the total cost of the Junior Olympics that will be $1,521.34, the Chenoweth Committee approved for a $500 grant to support Devon Jackson at the Junior Olympics; David  made a motion for GWTC to approve the $500 grant, which was seconded and passed unanimously.

Website Committee Report – David Yon

David reported the new Gulf Winds Track Club website is nearly ready to go live; however, Peg Griffin and John McCoy have a few remaining items to transfer from the old GWTC website to the new GWTC website. Peg continues to request feedback on the new GWTC website.

Youth Council Report – Kaari Guyas

The next Youth Council meeting will take place on August 4^th with Amy Hines as a guest speaker.  

Clothing Coordinator Report –Laura McDermott and Sherri Wise

Nothing new to report.  

Social Report – Joe Petty and Vicky Droze

Joe reported he is working on organizing the 2019 GWTC Annual Holiday Party. Joe stated he is looking into hiring either a DJ or local band to play at the party and requested feedback from the board. The board ultimately supported both options and granted Joe the ability to make the decision. Moreover, Joe requested assistance with the necessary set up and clean up of the party. Those individuals who would be able to assist with these tasks should contact Joe Petty. Vicky reported via email the next social will take place at Momo’s Pizza, and she will report the attendance next month. 

Newsletter Report – Fred Deckert

Nothing new to report.

A motion to adjourn was made, seconded, and passed. The meeting adjourned at 8:42 P.M.

Alyssa Terry, Secretary