GULF WINDS TRACK CLUB Minutes

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

Others Present: Bill Lott, Robert Skrob, Erik Anderson, Lisa Unger & Laryn Flikkema

The Vice President called the meeting to order at 7:30 p.m. and a quorum was established.

Katie Sherron requested a motion to file the club’s 990 form with IRS. A motion was made, seconded, and passed unanimously.

The Board approved the minutes from the September 12, 2018 meeting. 

New Business

Clothing Coordinator Position
Paul Guyas read a  report from Zack Scharlepp saying Laura McDermott and Sheri Wise Clarke have agreed to take over (and share) the clothing coordinator position.  A motion to approve this appointment was made, seconded, and approved unanimously.

Online membership and race registration system
Robert Skrob informed the board that Memberclicks was previously being considered for Gulf Winds Track Club’s new online membership and race registration system; however, unfortunately, their system would not be able to meet our needs. RunSignUp is now being considered as Gulf Wind Track Club’s new online membership and race registration system. RunSignUp is appearing to be a good fit for our club, as their system would be able to send users their race results. Robert Skrob and Peg Griffin will continue to determine whether this system will meet our track club’s needs and will report findings at the next board meeting.

2019 Grand Prix Schedule 
Erik Andersen reported that the Grand Prix Committee met several weeks ago to determine the Grand Prix Schedule for 2019. Herb Wills made a motion to correct Palace Saloon’s date; this motion was seconded and passed. The original motion to approve the 2019 Grand Prix schedule was then seconded and passed. Erik also stated that the nominations for the end of year awards will be due at the end of the month.  

Appointment of Meredith Snowden to Grand Prix Committee
Paul Guyas proposed that Meredith Snowden be appointed to the Grand Prix Committee. He stated that there are currently six members on the committee and they still need one more member. The board approved this action.

2019 Membership Meeting
Paul Guyas reported that Zack Scharlepp has scheduled the 2019 Membership Meeting. It was then determined that the exact date, time, and location will be discussed at the next board meeting when Zack is present.

Women’s Distance Festival Final Report
Lisa Unger reported the results from Women’s Distance Festival 2018. Financial results included total revenue of $2,869.61 and total expenses of $1,623.68. With total proceeds of $1,245.93, $622.97 went to Gulf Winds Track Club and $739.97 went to the TMH Foundation. TMH Direct Donations from Eventbrite and cash totaled $117.00. Toys were also collected to donate to the TMH Foundation.

Beginning Running Group Discount Certificate
Mary Jean Yon reported for Chika Okoro. Per Chika, GWTC Beginning Running began on 9/19/18 and is in its 4th week as of 10/10.  There were about 22 attendees & 6 volunteers on 9/19, 15 attendees & 6 volunteers on 9/26, and 22 attendees & 5 volunteers on 10/3. Mary Jean Yon stated that Chika has created a Beginning Running Group Certificate for the second year in a row. This certificate would provide a $10 off registration discount for selected GWTC races, as an incentive to stick with the Beginning Running program. It was determined that no motion was required for this report, as the approval for the certificate is required by the race directors for the races that are listed on the certification.

Regional and National NCCA Cross Country meets
Bill Lott and David Yon discussed the Regional and National NCCA Cross Country meets. David reported that there is a desire for Gulf Winds Track Club to create a group for volunteering at these meets. Volunteers would be required to help at the regional meets in order to ensure that they  are adequately prepared to help at the national meets. The Regional and National NCCA Cross Country Meets will take place at Apalachee Regional Park. The East Regional NCCA Cross Country meet is scheduled to take place on Friday, November 9, 2018. In 2020, the East Regional NCCA Cross Country meet will be scheduled to take place on Friday, November 13th.

Turkey Trot Budget 2018
David Yon reported that the budget proposal for 2018 Turkey Trot will be emailed to board members, which can be further discussed at the next board meeting.

Old Business – None

Reports

Treasurer’s Report –Katie Sherron 
The October financial reports for the club have been emailed to board members and will be posted on the club’s website.

Membership Report –Mark Priddy 
Mark provided board members with a membership report. Currently, there are 1437 members in Gulf Winds Track club from 728 households; this indicates an additional 79 members since the last membership report. In October 2017, GWTC had 1,411 members from 724 households. Tri Club currently has 230 members. GWTC’s Listserv Group has 188 confirmed members and Facebook group has 2,942 followers with 40% of followers being current GWTC members.

Race Director Coordinator Report – Mary Jean Yon 
Mary Jean Yon reported that the race directors meeting on September 30, 2018 was well attended. Peg Griffin shared detailed instructions or how to set up a race on Eventbrite. She stated that there is an option on Eventbrite to register through Facebook; however, this option results in incomplete data for those registrations. She discussed step-by-step instructions on how to prevent this from happening.

Newsletter Report – Fred Deckert 
No report.

Clothing Coordinator Report – Rachael Scharlepp 
No report.

Equipment Report – Bill Lott & Katie Sack 
Bill reported that everything is going well.

Website Committee Report – David Yon 
David reported having no further report regarding the Website Committee.

Chenoweth Fund Report – David Yon 
David reported that Angie at Maclay School is putting on the elementary school cross country championships in November and requires assistance purchasing the awards that will cost $260. A motion was made to approve funding the $260 for awards; this motion was seconded and approved.

Triathlete Report –Michael Weyant 
Michael reported that the Triathlete Club’s monthly meeting was postponed to Monday, October 22, 2018 due to Hurricane Michael.  He also stated that there is a slate for next year’s officers, which will be provided to Tony.

Training Report – Thomas Biance 
Paul Guyas read the following report from Thomas Biance: “The Beginning Running Group started on September 19th and will continue every Wednesday through November 7th. The group meets at the FSU track at 6:15. The Turkey Trot Training Group started on September 27th and will continue through November 15th. The group meets every Thursday at 6:00 pm at the SouthWood Town Center. There have been about 20 to 30 people in attendance at the Turkey Trot Training Group. On Sunday, October 28th I plan on having a supported Turkey Trot preview run so that people can come out and run either the 5k, 10k, or 15k from the start area on Esplanade Way. The GWTC Goes Long  run group has been meeting on Sundays at 7 am. There have usually been about 5 to 10 people that have come out to run. The plan is to transition this group and start calling it the Tallahassee Marathon and Half Marathon training group to get people ready to run the Tallahassee Marathon or Half Marathon. My goal is to get the Tallahassee Marathon group started in early November. I’m still working on the details but there will probably be a mix of course preview run days and meetings at other locations around town.”

Social Report – Vicky Droze
Alyssa Terry read the following report by Vicky Droze: “We have had 8 Game Nights so far this year and have spent an average of $109.00 a month. We have averaged about 9 people each night. A rough estimate of around 50 different GWTC members have participated in at least 1 game night social. The club has provided pizza and members pay for their own drinks. The majority of the socials were held on the first Sunday of each month from 5 pm-7pm. A couple of socials were held in conjunction with the lecture series, but that didn’t seem to affect attendance one way or the other.”

Trail Coordinator Report –Jim Halley 
Kristin reported that registration for the 2019 Swamp Forest Trail Marathon will open once the course has been cleared of damage from Hurricane Michael. Once again, preview runs will be held.

Education and Lecture Coordinator Report –Kory Skrob
Kory reported that the next lecture series will be held at Hot Yoga Tallahassee with Diana Jones-Ellis on October 25, 2018. She will  teach and demonstrate to attendees how yoga benefits runners. This will be the last lecture of the year.

Other Business

David Yon took a moment to recognize the Gulf Wind Track Club members who have donated to the residents of Blountstown to provide assistance following Hurricane Michael.  

A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:29 pm.

Appendix A: 2018 Turkey Trot Budget Proposal via email on 10/18/2018 –David Yon 
David Yon emailed board members to inform them of the budget proposal for the 2018 Turkey Trot. The budget included an estimated total revenue of $133,290.00 and estimated expenditures of $92,252.19.

Appendix B: 2018 Election Process via email on 10/20/2018 –Mary Jean Yon
Mary Jean Yon emailed board members to update the on the election process. She stated that she and Peg Griffin will be handling the administrative/clerical duties, including preparing candidate biographies and ballots. Voting will occur via mail approach. Once results come in, Felton Wright will be in charge of tallying the results since he is not on the ballot and has experience with the election process. Moreover, Mary Jean Yon included the slate of candidates for the 2018 Gulf Wind Track Club election. A motion was made for board members to approve of the slate of candidates via email; this motion was then seconded and passed unanimously. The term of office for elected candidates will be one year starting January 1, 2019.