GULF WINDS TRACK CLUB Minutesfor April 10 2019, hosted by Alyssa Terry
Board Members Present: Paul Guyas, Alyssa Terry, David Yon, Mark Priddy, Herb Wills, Jim Halley, Kristin Halley, Tom Biance, Laryn Flikkema, Tom Perkins, Chris Stanley, Joseph Petty, Tsige Tadesse, and Tec Thomas.
Others Present: Bill Lott, Dominic Milner, Sonya Dudley, Kaari Guyas, and Sade Guyas
The president called the meeting to order at 7:31 P.M. and a quorum was established.
The Board approved the minutes from the March meeting without objection.
SMIRFS Report – David Yon
David provided the board with a flyer for the SMIRFS summer running camp that will be taking place this summer. The SMIRFS summer running camp is recommended for students age 9 and above. The first day for the 2019 program is Monday, June 3, 2019. Practices will be held at the Phipps location on Monday thru Friday from 7:45 to 9:00 A.M. Practices will be held at the Tom Brown Park Location on Monday, Wednesday, and Friday from 7:45 to 9:00 A.M. Runners should arrive b 7:30 A.M. and start warming up. Drop off and parking for the Phipps Practices are at the Meadows Soccer Complex located at 701 Miller Landing Road. Drop off and parking for the Tom Brown Park location is next to the playground past the MBX track. If you want to join the team, register at RunSignUp and receive our “Welcome to the SMIRFS” package. If you have any questions about the program, contact Lucas Williams with the City of Tallahassee at Lucas.Williams@talgov.com or 850-891-3825, Laura McDermott with GWTC at Mcdermottl79@icloud.com, or David Yon with GWTC at David@radeylaw.com or 850-425-6671.
Policy for Reviewing and Signing Contracts – David Yon
David reported that the committee has drafted and proposes that a new Policy Statement be approved by the board pursuant to Article 5, section 2 of the bylaws. The key language from the proposed policy (2019-01) is as follows: “The Board may adopt official guidelines and policies to direct the day to day business of the club. Guidelines and policies should be uniquely numbered and a copy maintained with the Secretary of the club. The GWTC board will review this policy and vote on it at the next meeting.”
Tallahassee Marathon Wrap Up – David Yon
David Yon presented the financial wrap up for the 2019 Tallahassee Marathon and Half Marathon. Based on the work that Sheryl Rosen and GWTC Treasurer Laryn Flikkema had there were net revenues of $3,672.11. David requested that the net revenue be allocated to the SMIRFS program (%50) and to the Chenoweth Fund (50%). A motion was made, seconded and unanimously approved. David also advised the board that another $5000 was expected from a sponsor but that was not build into the numbers.
Gulf Winds Race Miles Challenge – Kristin Halley
Kristin reported that Eric Godin was previously the lead on the Gulf Winds race miles challenge; for this challenge, individuals earned points for each race they completed, and Eric provided the individuals with prizes depending on the amount of Gulf Winds race miles they completed during the year. Kristin then stated she and Jim currently are storing the leftover awards from this year’s awards banquet in their garage, and she would like to place them into storage. Kristin asked the board members whether anyone would be willing to take over the responsibilities of this challenge due Eric and Tracy’s move to Colorado. Paul stated he would accept the boxes.
Trailblazers Coordinator – Kristin Halley
Kristin reported that Katie Sack is the new Trailblazers Coordinator. The runs will start up on Tuesday, April 16, 2019 at 6:30 P.M. and will continue to take place on Tuesdays at 6:30 P.M. Kristin stated they would send a schedule of the weekly runs and locations to Thomas as soon as possible.
“S.W.O.T Analysis” – Paul Guyas
Paul presented a “S.W.O.T Analysis” worksheet to the board. Based on this worksheet, Paul asked the board to provide him with what they believe to be GWTC’s strengths, weaknesses, opportunities, and threats. The purpose of this worksheet is to allow GWTC to continue to improve.
Board Management Web Service – Joseph Petty
Joseph briefed the board regarding the benefits of utilizing a board management web service. He stated that there are multiple existing platforms available, but he found one that seems ideal for non-profit boards called Boardable. If the board does not want to use another paid service, he is willing to build a slimmed down version with certain key features just for our use that would run for free using Google services; however, Joseph believes that Boardable is a really good option that the board should consider. Of note, Joseph has no affiliation with Boardable and would not stand to gain from GTWC using them. The board will re-visit the possibility of using a board management web service in the next meeting.
Youth Striders – Tom Perkins
Tom stated he would like to purchase GWTC Youth Strider t-shirts for the 263 individuals that are participating. Tom found a t-shirt that would cost $4.75 and would be able to get a free logo. Tom requested $1,500 to fund these t-shirts. A motion was made, seconded, and passed unanimously.
Treasurer’s Report – Laryn Flikkema
As of March 31, 2019, Gulf Winds Track Club’s Statement of Financial Position reads as follows: total assets of $250,938.97. GWTC’s Statement of Activity from July 1, 2018 – March 31, 2019 includes a gross profit of $288,185.56, total expenditures of $250,885.38, and net revenue of $37,300.18. GWTC’s monthly statement of activity for March includes a monthly gross profit of $23,503.95, total expenditures of $33,708.00 and net revenue of -$10,204.05.
Equipment Report – Bill Lott & Tec Thomas
Tec reported that he continues to want four equipment assistants to help out with equipment; there has only been one person who has offered to help so far. Bill then reported the clock that wasn’t working at the 1-mile split of Turkey Trot acted up again at the 5K split of the Springtime 10K. Therefore, the clock may need to be shipped to the manufacturer in California for repair. Also, many of our megaphones are broken and/or in poor shape. New ones will likely be purchased in the near future and would cost between $50 and $75 each. Bill also said the start/stop button on a Chronomix is not working and the Chronomix will have to be sent to New Jersey for repair, which is estimated to cost in the $75-$100 range. Moreover, the displays on the two oldest Chronomixes are dim and getting worse, making them hard to read and will likely have to be replaced. Depending on the repair cost, it may be time to replace these two Chronomixes with new ones. A new Chronomix costs about $375. Before replacing, however, alternative devices to the Chronomix will be explored that are similar, but less expensive. Bill also reported that the trailer suffered a small dent (1.5-2 inch diameter) in the front side at the St. Marks Duathlon when a bike rack slid and hit the side. It is believed that the dent can be pounded back out. Tim Unger will take a look at the damage and report back with his assessment. Lastly, Fleet Feet Tallahassee/Tyler and Mackenzie Perkins donated shelving that was in the old store and wasn’t going to be used in the new store. Tom Perkins (no relation) and Bill Lott picked it up last Monday (March 25, 2019) and took it to the GWTC storage unit. The shelving is similar to that already in the storage units used to store the water coolers.
Chip Timing Reports – Bill Lott & Peg Griffin
Bill provided the board with the Chip Timing Report. During the month of March, GWTC timed 8 races, including the GWTC Springtime 10K/5K/1M, the GWTC St. Marks Duathlon, and 6 non-club races including the Shamrock Scurry 5K/1M, Buck Lake Bobcat Trail Run 5K/1.2M, Habitat for Humanity 5K, The Heritage 5K/1M, Harvest of Life 5K MAD Dash, and the Beer Mile. Bill also reported that the Chip Timing Committee met on March 18, 2019 and discussed the various issues identified regarding the future of chip timing by the club. Further discussion and research will continue and another meeting is tentatively planned for May. After another meeting or two, the committee hopes it will be in a position to issue a report to the Board regarding the committee’s findings.
Triathlete Report – Wayne Thumm
Nothing new to report.
Membership Report –Mark Priddy
Mark reported there are currently 1,005 GWTC members from a total of 579 households. Of note, there are 422 individuals who did not renew their GWTC membership following the 2018 year.
Training Report – Thomas Biance
Thomas reported the Springtime Training group was successful in getting a larger number of people to run on Monday nights. The group ended on March 25th. Trailblazers will be starting up on Tuesday. The GWTC Summer of Speed Sunday morning intervals at Leon should be starting up soon.
Education and Lecture Coordinator Report – Chris Stanley
Chris reported that Michael Ormsbee from FSU’s Institute of Sports Sciences & Medicine confirmed that he would be willing to provide a lecture to GWTC regarding how to train in hot conditions. Chris then updated the board on the current status with planning to host a Road Runners Club of America (RRCA) coaching certification course in Tallahassee. Chris created a Facebook poll to gauge interest in attending this course; unfortunately, the response rate was poor, but fourteen people expressed interest in attending. Chris then inquired about the board’s position on offering scholarships for individuals to attend this RRCA coaching certification course. A motion was made and passed for $1,625 to go towards scholarships for this RRCA coaching certification course, which would allow 5 people to have a full scholarship to this course or for 10 people to have a partial scholarship to this course.
Race Director Coordinator Report – Mary Jean Yon
Nothing new to report.
Trail Coordinator Report –Jim Halley
Jim reported that the Trail Care Committee’s first trail clean-up will take place this Saturday at 10 A.M. at Lake Elberta. This event has been posted on Facebook and on the GWTC website. GWTC will provide trash bags, rubber gloves, and trash grabbers. On Earth Day, the Trail Care Committee will host a trail cleanup day at Mission San Luis Park. The Trail Care Committee will continue to plan one trail cleanup day per month. The board discussed reimbursing Dominic for supplies relevant to trail cleanup days upon providing the receipts. However, a motion was then made to provide the Trail Care Committee with $200 to purchase supplies for trail cleanup day; this motion was seconded and passed unanimously.
Chenoweth Fund Report – David Yon
Nothing new to report.
Youth Council Report – Kaari Guyas
The current Youth Council members include Kaari, Leann, and Johnny. During their first meeting, the biggest concern was the fact that race age groups often make it so younger participants are required to compete with others who are significantly older than them. They also discussed various ways this council can help kids become more engaged in GWTC.
Clothing Coordinator Report –Laura McDermott and Sherri Wise
Laura reported via email that she sold $118 worth of merchandise at Springtime.
Social Report – Joseph Petty & Vicky Droze
Vicky reported via email that she is planning on holding the April social on a Saturday instead of on a Sunday to determine how the turnout would differ. She also stated that she is planning to send some postcard mailings that include a $5 credit towards the recipients’ drink tab at the Social.
Newsletter Report – Fred Deckert
Nothing new to report.
Website Report – David Yon
David retracted his previous proposal to hire a company for $20,000 to re-do the GWTC website due to the fact that it would be more than what is necessary. Therefore, David presented two new options. The first would be a brand new mobile responsive WordPress website using the old database. All of the old information in the database will still be retrievable and viewable, and every page will be redesigned and mobile responsive except for the database reports and search results. Since we would be using our old database, any reports or search results it pulls from the database will not be mobile responsive. The cost of this option would be $5,000. The second option would be a brand new mobile-responsive WordPress site using a new database. Our old database will be backed up so we can still access old data in the future; however, none of the old information in the database will be retrievable on the new website since this will be a fresh clean install of a new database. Every page will be redesigned and mobile responsive including the database reports and search results; this means that when we start adding in new data from new races, all of the data can be viewed by individuals in a mobile responsive format on your website. This option would cost $9,500 plus $200 dollars per month for the operating charge for both the app and website. A motion was made to allow David to pursue whichever option that he and Peg decide is better; this motion was seconded and passed unanimously.
A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:55 pm.
Alyssa Terry, Secretary