GULF WINDS TRACK CLUB Minutesfor October 9, 2019 Hosted by Tom Perkins and Jeanne O'Kon
Board Members Present: Paul Guyas, Alyssa Terry, Laryn Flikkema, David Yon, Mary Jean Yon, Chika Okoro, Jim Halley, Kristin Halley, Tom Biance, Zack Scharlepp, and Tom Perkins.
Others Present: Jeanne O’Kon, Bill Lott, Gary Griffin, and Lisa Unger.
The president called the meeting to order at 7:51 P.M. and a quorum was established.
The Board approved the minutes from the September meeting without objection.
Announcements from officers
No Old Business.
Tallahassee Ultra Distance Classic (TUDC) Budget – Tom Biance on behalf of Robin Bennett
Tom presented the proposed budget for the 39th Annual Tallahassee Ultra Distance Classic (TUDC) that will take place on Saturday, December 14, 2019. This budget included an estimated total revenue of $6,450.00 and estimated total expenses of $4,910.00 with estimated total proceeds of $1,540.00. Tom requested that 50% of the net proceeds go to GWTC while the remaining 50% of the net proceeds go to the Friends of Wakulla Springs. Friends of Wakulla Springs is a nonprofit organization that supports educational, interpretive, historical and scientific research responsibilities of Edward Ball Wakulla Springs State Park. A motion was made to approve the proposed budget for the Tallahassee Ultra Distance Classic, which was seconded and approved unanimously. Of note, all three of the TUDC distances were re-certified this year. Moreover, board members mostly agreed that it would be a good idea for there to be a dedicated ambulance during the duration of this race to ensure that participants will be able to receive medical attention if it becomes warranted.
Women’s Distance Festival Final Report – Lisa Unger
Lisa presented the financial report from the 2019 Women’s Distance Festival. This event resulted in a total revenue of $3,471.27 and total expenditures of $2,072.77 with net proceeds of $1,398.50. Lisa requested that $698.50 of the net proceeds be donated to Gulf Winds Track Club while the remaining $700.00 of the net proceeds be donated to Brehon Family Services. A motion was made to approve the suggested donations, which was seconded and approved unanimously.
Pine Run Final Report – Gary Griffin
Gary reported that the 2019 Pine Run resulted in a total revenue of $3,041.00 and total expenditures of $1,573.57 with net proceeds of $1,476.43. GWTC has already approved 50% of net proceeds be donated to Tall Timbers, resulting in a $1,206.72 donation which includes direct donations made to Tall Timbers.. Gary and Peg Griffin stated that they will be race directors for the Pine Run for at least one more year to allow the next race director to shadow them. They expressed concerns with making sure that whoever takes over the race be able to work closely with Tall Timbers.
2020 Slate of Candidates – Zack Scharlepp
Zack presented the 2020 slate of candidates seeking positions on the GWTC board. There is currently at least one candidate for all positions with the exception of treasurer.
RunSignUp Winter Symposium – Chika Okoro
Chika reported there will be a RunSignUp Winter Symposium in Orlando from January 13-14, 2020. She believes it would be beneficial for at least one GWTC member to attend the event. The board generally agreed with this idea.
Wrap Up for 2018 and Budget for 2019 Turkey Trot – David Yon
David presented the financial report from the 2018 Turkey Trot. This event resulted in a total revenue of $110,574.00 and total expenditures of $94,059.41 with a net income of $16,514.59. David reported that donations were made directly to the Boys and Girls ($20,000), the Kearney- Shelter ($20,000), and the Refuge House ($5,000). David requested that the numbers from this financial report be used as the proposed budget for the 2019 Turkey Trot. A motion was made to approve the suggested donations from the 2018 Turkey Trot, as well as to approve the 2019 Turkey Trot budget; this motion was seconded and passed unanimously.
Final Report for the Summer Trail Series – Kristin Halley
Kristin presented the financial report from the 2019 Summer Trail Series. This event resulted in a total revenue of $7,205.03 and total expenditures of $4,408.71 with a net income of $2,796.32. Kristin requested that approximately 50% of the total revenue be donated to Gulf Winds Track Club ($1,396.32) and the remainder of the total revenue be divided in half and be to donated to the Tallahassee Friends of Our Trails ($700.00) and Friends of Maclay Gardens ($700). A motion was made to approve the suggested donations from the 2019 Summer Trail Series; this motion was seconded and approved unanimously. Bobby York will be directing the Summer Trail Series next year.
Sickle Cell 2019 Wrap-Up – Paul Guyas
Paul presented the financial report from the GWTC 2019 Sickle Cell 5k and Tim Simpkins 1 Mile that took place on September 14th. This event resulted in a total revenue of $10,435.00 and total expenditures of $4,154.00 with a net income of $6,281.00. Paul requested that 50% of all net income be donated to Gulf Winds Track Club ($3,140.50) and the remaining 50% of the net income be donated to the Sickle Cell Foundation ($3,140.50). A motion was made to approve the suggested donations, which was seconded and approved unanimously.
Grand Prix Race Schedule – Jim Halley on behalf of Erik Anderson
Jim presented the proposed 2020 Grand Prix Race Schedule to the GWTC board. A motion was made to approve of this schedule, which was seconded and passed unanimously. The schedule can be found on the GWTC website.
Treasurer’s Report – Laryn Flikkema
Laryn reported that as of September 30, 2019, Gulf Winds Track Club’s Statement of Financial Position reads as follows: total assets of $231,740.05. GWTC’s Statement of Activity from July 1, 2019 – September 30, 2019 includes a gross profit of $38,055.24, total expenditures of $64,896.54, and net revenue of -$26,841.30. GWTC’s monthly statement of activity for September 2019 includes a monthly gross profit of $22,463.01, total expenditures of $9,495.95 and net revenue of $12,967.06.
Equipment Report – Bill Lott & Tec Thomas
Bill reported two Chronomixes were found to have dead batteries, which were at a cost of $4.29 each. A supply of thermal paper was purchased for the Chronomixes at a cost of $179.78. Moreover, the power on-off switch on the PA System has broken again. Since this same problem developed in April 2018 and then fixed itself, Bill is hoping the problem will fix itself again.
Race Director Coordinator Report – Mary Jean Yon
Mary Jean stated that she and the GWTC Race Directors are available to help outgoing race directors find a replacement when the need for one arises.
Chip Timing Reports – Bill Lott and Peg Griffin
Bill reported GWTC chip timed five races in September including three Club races (Sickle Cell 5K/1M, Women’s Distance Festival 5K/1M, and Prefontaine 5K) and two non-Club races (Bluebird Run for Brookie B. 5K/1M and Live Better 5K Pink Run). The chip timing crew is working on a way to transmit the information entered into the Time Machine (place, time and bib number) wirelessly to a laptop so that the information is more quickly and readily available. The experiment was first tried at the Women’s Distance Festival, but a problem was encountered with the wireless transmission. The crew is working on the problem and will try the experiment at the Pine Run.
Membership Report – Mark Priddy
Mark reported via email that GWTC currently has 1,212 members from 653 households. This indicates an increase of 29 members as compared to last month.
Trail Coordinator Report – Jim Halley
Nothing new to report.
Chenoweth Fund Report – David Yon
David reported Angie Milford filed a request for $280 of funding from the Chenoweth Fund for medals for awards for the Tallahassee Elementary Cross Country Championships which will take place on October 25th. The Chenoweth Committee voted unanimously to approve the request. David made a motion for the GWTC board to approve the committee’s decision; this motion was seconded and passed unanimously.
Training Report – Tom Biance and Chika Okoro
Tom stated the Turkey Trot training group started last week with approximately 40 people in attendance. This training group will continue meeting until November 21. Tom also said he is attempting to work with Science with Speed to make a training group plan for the Tallahassee Marathon and Half Marathon. Chika reported the Beginning Running Group started on 09/25/2019 and had a great turnout with 50+ participants. There were approximately 45 participants in the 2nd week. Overall, there are 70 individuals who are currently signed up.
Triathlete Report – Wayne Thumm
Wayne stated via email that all candidates for the 2020 board of directors will get a chance to introduce themselves to the TriClub during their October Meeting on October 21. Moreover, the 2020 Grand Prix committee has been established and is working on setting the schedule. The TriClub Holiday party is set for December 9 with a location TBD. Also, the St Marks Duathlon will be held on Sunday March 21, 2020. The RonStrong Foundation will help direct the race this year.
Website Committee Report – David Yon
Nothing new to report.
Youth Council Report – Kaari Guyas
Nothing new to report.
Clothing Coordinator Report –Laura McDermott and Sherri Wise
Laura and Sherri reported via email that the total sales they have made from October 2018 through October 2019 has been $11,714.04 via the online store and square app. They plan on ordering marathon jackets and visors because those have been the most popular items.
Education and Lecture Coordinator Report – Chris Stanley
Chris reported Brian Chambers will present a lecture focused on strength training for endurance athletes at Premier Health and Fitness Center on the tentative date of November 2, 2019.
Social Report – Vicky Droze
The social on September 29th was held at the home of Vicky and Gary Droze with a goal of making scarecrows for Maclay Gardens’ Scarecrows in the ark exhibit/contest. Goal achieved! Eleven members attended the social. Expenses totaled $135.43 which included materials, food, and drink. The October social will be a hayride through the exhibit, date TBD. The hay ride driver will read a story for each scarecrow entered in the exhibit/contest. The GWTC’s scarecrow story references 5 local runners. Can you name all 5? All members who partake in the hayride are invited to submit their answers for the chance to win a gift certificate. Email answers to firstname.lastname@example.org.
Newsletter Report – Fred Deckert
Nothing new to report.
A motion to adjourn was made, seconded, and passed. The meeting adjourned at 8:49 P.M.
Alyssa Terry, Secretary