GULF WINDS TRACK CLUB BOARD MEETING Minutesfor August 8, 2018 Hosted by Joseph and Johanna Petty
Board Members Present: Emma Spencer, Zack Scharlepp, Paul Guyas, Tony Guillen, David Yon, Mary Jean Yon, Chika Okoro, Mike Weyant, Tom Perkins, Herb Wills.
Others Present: Bill Lott, Katie Sack, Joseph Petty, Johanna Petty
The President called the meeting to order at 7:32 p.m. and a quorum was established.
The Board approved the July 2018 minutes.
Breakfast on the Track Budget 2018
Bonnie Wright presented the 2018 budget for Breakfast on the Track. The budget included estimated revenues of $3,335, expenses estimated to be $2,996.11, with estimated net proceeds to be $338.89. Bonnie requested a 50/50 spilt to go to Maclay Track Boosters and GWTC. A motion was made and seconded to approve the budget which passed unanimously.
Running Green Initiative
Katie Sack discussed the outcomes of the Running Green Initiative meeting that would aim at greening Club races. The discussion included what items she and the greening committee would like to achieve and what would be needed in terms of buying equipment and supplies, and which budget could she use to purchase items such as reusable cups, informational signs and recycling/composting receptacles. A motion was made to approve Katie spending up to $500 on compost bins, signage and educational materials for the green zone, seconded and passed.
2019 Board Nominations
Tony informed the Board that is was nearly election season for the GWTC Board. He requested those on the Board email him about whether they want to be nominated for reelection or to let him know of any other members who may want to run. As per the bylaws, a 3-person committee needs to be formed to review and run the election, it cannot include any persons running for a position. Two more people are needed for the committee. Paul Guyas is set to run for President, Alyssa Terry as Secretary, need a Vice President and a Treasurer as Katie Sherron is stepping down. Also, the annual meeting needs to be organized with 30-day notice given to the membership.
Emma Spencer informed the Board, that due to an increase in work related travel, she will not be able to attend the next few Board meetings, therefore, to be fair to the Board, she resigned effective immediately. Tony Guillen stated that they had a potential replacement, Alyssa Terry, who would run for the secretary position in 2019, and that she may be able to take on the duties for the rest of the year if appointed by the President.
Potluck Food Bill/Chenoweth Award
David requested that the $900 food bill that was in the Potluck Budget expenses be taken out of the social fund. A motion was made to approve up to $1000 for the food budget out of general Club revenue, seconded and passed unanimously.
Treasurer’s Report –Katie Sherron
Membership Report –Mark Priddy
Mark reported that there are 1,387 members in the club as of August 7, 2018, which is 29 more on than last month. A total of 691 households are represented, which is 24 more than the previous month. The Tri Club has 224 members.
Race Director Coordinator Report – Mary Jean Yon
Newsletter Report –Fred Deckert
Clothing Coordinator Report –Rachael Scharlepp
No report, but she will be at Breakfast on the Track, and is also looking for a replacement.
Equipment Report – Katie Sack & Bill Lot
Bill said everything was going OK at present nothing to report.
Website Committee Report –David Yon
Joseph Petty has been working with Robert Skrob and the website committee helping to set up the Member Clicks site and transitioning over the old website. He demonstrated a new race results application that would enable race results to be stored and searchable within the Member Click pages we paid for, without this app, extra pages would have to be paid for as Member Clicks can’t do anything with the results. The application is free to build and test but is $10 per 100 connected users, $20 for unlimited connected users or $50 for extra features, there is a 50% fee reduction for non-profits, on behalf of Robert Skrob, Joseph asked the Board if they would approve the purchase of a 3-month trial. A motion was made to approve spending up to $100 on this application, seconded and approved.
Chenoweth Fund Report –David Yon
Girls on the Run requested $1750 to support their program, the Chenoweth Committee voted to support the award but capped the request at $1000. Girls on the Run have been very good at providing information on what they use these awards for. A motion was made to approve the $1000 Chenoweth award to Girls on the Run, 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 August 20, 2018, 6:30p at Momo’s. This month’s meeting will have Brandon Willingham from FSU’s ISSM as the guest speaker discussing “Hydration during Florida’s hot-humid summer”. Two upcoming Grand Prix races, August 11, 2018, Georgia Veterans Triathlon, and the Callaway Gardens Olympic on August 25, 2018.
Lecture Series Report –Kory Skrob via email
Kory is working on lectures to hopefully start back up in September. Stay tuned to the GWTC Education Facebook page for more information. As always, suggestions on lecture topics and/or speakers are always welcome. Contact Kory at firstname.lastname@example.org.
Training Report –Tom Biance
Summer track training at Leon High School track every Sunday is going well.
Social Report – Vicky Droze
Trail Coordinator Report –Jim Halley
No report, but Zack stated that the Halley’s did a great job with the trail series and it was a huge success.
Paul Guyas said he would send the Sickle Cell budget to the Board for approval over email as it was not ready yet.
David Yon discussed the move of the marathon finish line from Downtown to College Town near Madison Social and FAMU Way. Sheryl is working on a promo video with Meb Keflezighi.
A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:25 pm.