(These Minutes are pending board approval)

Board Members Present: Emma Spencer, Zack Scharlepp, Paul Guyas, Tony Guillen, David Yon, Mary Jean Yon, Chika Okoro, Judy Alexander, Mike Weyant, Kristin Halley, Kory Skrob, Tom Perkins, Herb Wills, Thomas Biance

 Others Present: Bill Lott, Rachael Scharlepp, Peg Griffin, Robert Skrob, Sheryl Rosen, Keith Rowe

The President called the meeting to order at 7:33 p.m. and a quorum was established.

The Board reviewed the March 2018 minutes and a motion to approve was made, seconded and passed without opposition.

New Business

 Marathon Wrap-up 2018

Sheryl Rosen presented the final budget wrap-up for the 2018 edition of the Tallahassee Marathon.  Actual revenues totaled $87,916.27, expenses were $75,246.25, with net proceeds of $12,626.64, proceeds of which will be returned to GWTC.

Marathon Race Budget 2019

Sheryl Rosen also presented the budget for the 2019 Tallahassee Marathon budget for Board approval. The budget would be the same as 2018 but with cone/course marking costs being lower at $10,000 in 2019 compared to $19,567.50 in 2018. The budget included an estimated total revenue of $81,100 and expenses of $76,990, with net proceeds of $4,100.  A motion was made to approve the budget, seconded and passed unanimously.

Flash 7/12K Wrap-up 2018

Keith Rowe presented the final budget wrap-up for the 2018 edition of the Flash races.  Actual revenues totaled $4,378.29, expenses were $3,952.69, with net proceeds of $12,626.64.  Wakulla EMS did not charge the race this year, resulting in a $300 saving. Keith requested 100 percent of the proceeds ($425.60) be given to the Chenoweth Fund, a motion was made to approve the donation, seconded and passed unanimously.  Keith noted that the event was a huge success and had 34 volunteers, and he would like to continue to be race director, the Board approved.

 Sickle Cell 5K Course Review

Paul Guyas relayed to the Board that Bill McGuire had tweaked the Sickle Cell 5K course to make it safer and faster, and wanted to make sure the Board approved.  A motion was made to approve the course change, seconded and passed unanimously.

GWTC Downtown Market Invite

Paul Guyas said that he had received an email from Nancy Stedman where GWTC were invited to attend and have a table at the Downtown Market, we just need to pick a date and get volunteers. Paul had chosen May 26, 2018 as there were no races on the calendar for that weekend, would need volunteers to man the table from 9:00a to 1:00p.  We could give away free left over race items or sell Club merchandise. He will follow up and try and obtain volunteers for that date.

Member Race Discount Distribution

David wanted to ask how the Club could streamline the distribution of member race discount codes. A discussion ensued that involved the distribution through the GWINDS email list, in the Fleet Foot, or create a master list of codes at the start of the year and send out. It was stated that perhaps this should be discussed with race directors at the next meeting to get their opinion and feedback. Mary Jean said she would add that to the agenda for the next meeting of the Race Directors.

Youth Striders

David reported that on Tuesday April 10, 2018, thirty children attend the Youth Striders and that Chris Hayes will come and talk to them next week. Angie’s group is still going strong at Maclay.

ESPN Proposal

David told the Board that the Jeff Cameron radio show approached him to see if GWTC would be interested in buying an advertising package for $750 that included 25 thirty second ads a week, with the option to have one to two minute segments on the Jeff Cameron show to talk about upcoming races. Board members were unsure if the demographics of the show would reach people who would be interested in our races, we also don’t have a race every week and maybe this should be brought up at the next meeting of the race directors. David said he was just mentioning it but there seemed little interest at present in pursing this option.

Old Business:

New Membership Management Software

Robert Skrob created a flyer (available on request) and presented to the Board the outcomes, current scenario/processes in place and estimated costs of moving from Eventbrite to a member centric management software called MemberClicks.  The software would manage memberships, race registrations with easy accounting for Treasurer with QuickBooks integration and race result publishing. Current costs of using Eventbrite are $20,330, transitioning to MemberClicks would initially cost $18,842, then would be $16,647 each year after. Benefits include non-GWTC members could still register for races, discount codes could be populated for members with member only login pages, easy reporting of financials from race registrations for Treasurer, and could even have our GWTC website and an online store to sell Club merchandise. The system is encrypted with 256 SSL so member data is protected and private.  Peg has tested the system and said that it is a better system than we are currently paying for and would endorse the use.  Training of the system would be required and Robert stated that was included in our system payment costs.  Robert is going to go to the next meeting of the race directors and will give a demonstration. A motion was made to transition over and implement to the new system, seconded and passed unanimously.  Thanks Robert for your great presentation.

Committee Reports:

Treasurer’s Report –Katie Sherron

Katie reported that as of March 31, 2018, the balance in each club bank account is, $83,355.20 in the Operations account, $2,770.84 for the Events 1 accounts, $21,513.07 for the Events 2 account, $9,071.50 for the Triathlon account, $86,000 in the Investment and Reserve account and $12,354.33 in the Chenoweth Fund. Full financial information can be found on the website.

Membership Report –Mark Priddy

Mark reported that there are 1,233 members in the club as of April 11, 2018, which is 37 more on than last month. A total of 618 households are represented, which is 16 more than the previous month. The Tri Club has 201 members as of April 11, 2018. Mark purged the GWINDS mailing list of non-members, there are currently 333 subscribers.

Race Director Coordinator Report – Mary Jean Yon

Mary Jean stated that the next meeting was scheduled for May 20, 2018.  Robert Skob would be invited to present on the new membership management software. Next prison run would be held at Gadsden Correctional Facility on May 13, 2018, marking over six years since this initiative was started.

Newsletter Report –Fred Deckert

No report.

Clothing Coordinator Report –Rachael Scharlepp

No report.

Equipment Report – Katie Sack & Bill Lot

No Report.

Website Committee Report –David Yon

No Report.

Chenoweth Fund Report –David Yon

David reported that the Chenoweth Committee had one request of $1500 for Board approval by the Wakulla Middle School to buy hurdles.  The Committee voted to approve up to $1500 to buy hurdles. The Board made a motion to approve the spending of up to $1500 for the hurdles, seconded and passed unanimously.

Triathlete Report –Mike Weyant

Mike Weyant shared that the next meeting of the GWTC Tri-Club will be held on Monday April 16, 2018 at Momo’s, and the guest speaker will be Chris Jones discussing sun safety for athletes.
Three Grand Prix races have occurred so far, and the St. Marks Duathlon had 116 people cross the finish line.  Once the final budget is reconciled, the proceeds of the St. Marks duathlon will go to Goose Creek Refuge. Congratulations went to Mike for an awesome race he had at Florida 70.3, we are all proud of his accomplishments.

Lecture Series Report –Kory Scrob

The next education lecture will be on Sunday, April 22nd at 5:00 PM at Momo’s Pizza on Market Street, featuring registered Dietitian Brandon Willingham as the guest speaker. Kory also still working on providing First Aid training.

Training Report –Tom Biance

Tom asked about having a dedicated clock that he can use for the Sunday intervals.  Bill Lott told him to get in touch with Kat Sack and she would help him.

Social Report – Vicky Droze

No report.

Trail Coordinator Report – Kristin Halley for Jim Halley

Kristin reported that Trail and Ski may start to sell running items and are willing to help GWTC out if we need a place to hold race registrations.  Spring time awards will be there if you don’t pick up at Palace. The Trailblazers group with the help of Eric Anderson will start on April 16, 2018, giving 8 weeks to train until Potluck Bash.

A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:49 pm.