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GULF WINDS TRACK CLUB
Minutes for November 14, 2018
            Hosted by Robert and Kory Skrob

Board Members Present: Zack Scharlepp, Paul Guyas, Alyssa Terry, David Yon, Mary Jean Yon, Mark Priddy, Tom Perkins, Chika Okoro, Mike Weyant, Herb Wills, Jim Halley, Kristin Halley, Laura McDermott, Tom Biance, Joseph Petty, & Kory Skrob.

Others Present: Bill Lott, Johanna Petty,  Peg Griffin, Laryn Flikkema, Kaari Guyas, & Sade Guyas.

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

The Board approved the minutes from the October meeting. 

New Business

Online Membership System

Peg Griffin reported the possibility of utilizing RunSignUp as Gulf Wind Track Club’s online membership system. There are numerous benefits to using this system including but not limited to: no initial setup fees, overall reduced fees, automated membership system,  online store for merchandise,  does not share personal information, ability to upload searchable race results to RS servers, ability to upload course maps to Race Joy, and automated (semi) grand prix scoring system. A motion was made to move ahead with using RunSignUp as Gulf Winds Track Club’s online membership system; the motion was seconded and passed.

Pine Run Overview

Peg Griffin stated that the 2018 Pine Run was cancelled and refunds were provided to those who pre-registered. Financial results from the Pine Run included a total revenue of $232, a net income of -$1,196.51, and direct donations to Tall Timbers of $232.00. Peg proposed that 100% of direct donations to Tall Timbers go to Tall Timbers. A motion was made to approve and seconded to approve this donation, which was passed unanimously.

Marathon & Marathon Committee Membership

Chika Okoro inquired about how an individual can become a member of the Tallahassee Marathon committee. Current committee members include Sheryl Rosen (race director), David Yon, and Mike Peymann. It was determined that an individual shall talk to the race director if he or she wishes to become a member of the race committee.  

Sickle Cell Wrap-up

Paul Guyas reported the financial results from GWTC 2018 Sickle Cell 5k and Tim Simpkins 1 mile. Financial results included total net revenue of $4,578.34, which includes a $40 donation to the Sickle Cell Foundation. Paul requested the -net proceeds be split between Sickle Cell Foundation ($2,309.17 which includes the $40 donation) and Gulf Winds Track Club ($2,269.17). A motion was made to approve the Sickle Cell revenue distribution, which was seconded and approved unanimously.

2019 Board Elections

Tony Guillen reported that the ballots for the 2019 Board Election were due last Friday and a total of 315 ballots were received. The results from the 2019 Board Election have been finalized. Gulf Winds Track Club’s Membership on the board will include Paul Guyas as President, Jim Halley as Vice President, Alyssa Terry as Secretary, Laryn Flikkema as Treasurer, Chris Stanley as Lecture Series Coordinator, Mary Jean Yon as Race Director Coordinator, Vicky Droze as Social Director, and Wayne Thumm as President of the GWTC Triathletes. Gulf Winds Track Club’s Directors at large will include Judy Alexander, Kristin Halley, Chika Okoro, Tom Perkins, Tsige Tadesse, Herb Wills, and David Yon. Gulf Winds Triathletes’ Board of Directors will include Wayne Thumm as President, John Sivyer as Vice President, Lisa Chadwick as Secretary, David Strange as Treasurer, and Michael Weyant as Past President. Gulf Winds Triathletes’ Directors at Large will include Tina Bahmer, Mark Jeter, Pam Presnell, Kory Skrob, and Robby Turner.

Holiday party and awards banquet

Joseph & Johanna Petty reported the Gulf Winds Track Club’s Annual Holiday Party will take place at Shiloh Farm on December 15, 2018. Joseph will be mailing out invitations, and there will also be an event posted on Facebook. He also stated that Gulf Winds Track Club’s Annual Awards Ceremony will take place at Goodwood Museum & Gardens on Sunday, January 13, 2019.

Budget for Gulf Winds Track Club's 2018 Tannenbaum Trail 6K cross-country race

Herb Wills presented the 2018 budget for the Tannenbaum Trail 6k that will take place on December 15, 2018. The budget included an estimated total revenue of $1,900.00, estimated expenditures of $1,736.00, and estimated net income of $164.00. A motion was made to approve the Tannenbaum Trail 6k budget, seconded, and approved unanimously.

Turkey Trot Budget

David Yon presented the 2018 Turkey Trot budget. The budget included an estimated total revenue of $133,290.00 and estimated expenditures of $92,252.19. A motion was made to approve the Turkey Trot budget, seconded, and approved unanimously.

Policy for GWTC endorsing outside groups and races

Thomas Biance asked the board for GWTC’s policy for endorsing and working with outside training groups. It was decided that participants will be asked to sign a waiver if the event is in any way endorsed by GWTC. The example in question concerned the Work Addicts and the training group organized by that group for the Tallahassee Marathon & Half-Marathon. Thomas will continue to lead a GWTC training group for the marathon as well as maintain communication with the Work Addicts. David Yon will look into what insurance needs exist with this arrangement.

Review Bylaws regarding position descriptions & Board voting rights

Thomas Biance inquired about the possibility of establishing a committee to review GWTC’s bylaws in regard to position descriptions and board voting rights. It was determined that the "Corporate Document Review Committee" is responsible for reviewing the club’s bylaws not less than once each 5 years.

Deadline for agenda items

Alyssa Terry, the GWTC secretary, stated that all board meeting agenda items shall be sent to her at AlyssaTerry21@gmail.com by the Monday prior to the meeting at 5 P.M.

Old Business - None

Committee Reports

Treasurer’s Report –Katie Sherron
Katie reported the Treasurer’s report via email. As of October 31, 2018, Gulf Winds Track Club’s Statement of Financial Position reads as follows: total assets of $222,700.49. GWTC’s Statement of Activity from July 1 - November 1, 2018 includes a gross profit of $61,792.91, total expenditure of $52,731.21, and net revenue of $9,061.70. GWTC’s monthly statement of activity for October includes a monthly gross profit of $22,863.45, total expenditures of $8,299.10, and net revenue of $14,564.35.

Membership Report –Mark Priddy
Mark reported that Gulf Winds Track Club has gained 17 new members. There are now 1454 members from a total of 741 households. Last year at this time, there were 1429 members. Tri Club currently has 230 members.

Race Director Coordinator Report – Mary Jean Yon
No report.

Newsletter Report – Fred Deckert
No report.

Clothing Coordinator Report –Laura McDermott & Sherri Wise
Laura reported that she would be attending the Turkey Trot Festival to provide attendees with the opportunity to purchase GWTC merchandise. Laura and Sherri are researching the possibility of selling GWTC merchandise online.

Equipment Report – Katie Sack & Bill Lott
Bill stated that two batteries in a timing clock had to be replaced for a total of $49.43. He also mentioned that he will purchase new pads for the Automated External Defibrillator (AED) since they will expire next month. Katie Sack emailed her report which discussed the possibility of either purchasing new ice chests or discontinuing their availability as equipment due to their poor condition.  

Website Committee Report – David Yon
No report.

Chenoweth Fund Report – David Yon                                                      
David requested the Chile’s girls cross country team receive a $500 grant for transportation to meets occurring after their typical racing season. A motion was made to approve funding a $500 grant for their transportation, which was seconded and approved unanimously.

Triathlete Report –Michael Weyant
Michael reported that the Tri Club’s holiday party will occur on Monday, December 3, 2018 from 6-9 P.M. at Midtown Caboose. There will be food and drink tickets provided to the attendees.

Training Report – Thomas Biance
Thomas stated that the Turkey Trot Training Group will be concluding this Thursday. There will be a packet pick-up that evening for those members of the training group that pre-registered for the Turkey Trot. He also reported that the Beginning Running Group has wrapped up. Moreover, he will host a Tallahassee Marathon Training group for individuals who desire to train for the Tallahassee Marathon.

Social Coordinator Report – Vicky Droze & Joseph Petty
Vicky reported the Social Coordinator’s report via email. Vicky discussed the possibility of adding a Socials calendar to the GWTC website and the Fleet Foot. It was determined that there is already a column in the Fleet Foot called the GWTC News and Events, but a calendar format may be added in the future as well. There are numerous events already planned for 2019 including the following: Awards ceremony in January, Game and craft night at Momo's on February 3, Game and craft night at Momo's on March 3, Game and craft night at Momo's on April 7, Game and craft night at Momo's on May 5, Potluck on June 8, Thursday Night Track meet at Maclay on July 11, Thursday Night Track meet at Maclay on August 1, and Game and craft night at Momo's on September 1. There will also be Scarecrows in the Park at Maclay Gardens in October, a Social after the Magic Mile in November, and a Holiday party in December; however, the exact dates for these events are TBD.

Trail Coordinator Report –Jim Halley
Jim reported that there is now a new 50k option for the Swamp Forest Trail Marathon, Half Marathon, and Quarter Marathon on Saturday, January 5, 2019.

Education and Lecture Coordinator Report –Kory Skrob
Kory reported that there were 15 people who attended the lecture at Hot Yoga Tallahassee. The instructor provided attendees with very useful information.

Other Business

Annual Membership Meeting

Zack Scharlepp stated that GWTC will hold its Annual Meeting on Sunday, December 9, 2018 at 3:00 p.m. at Momo's Pizza, 1410 Market Street. All members are invited to attend for an opportunity to meet with the 2019 Board of Directors. Pizza will be provided.
A motion to adjourn was made, seconded and passed. The meeting adjourned at 9:02 pm.

Alyssa Terry, Secretary