GULF WINDS TRACK CLUB MinutesDecember 10, 2008 Board Meeting Hosted by Judy Alexander
Present: Mary Jean Yon, Judy Alexander, Julie Clark; Brian Corbin; Kevin French, Peg Griffin, Seeley Gutierrez, Bill Lott, Cameron Massa, Terry Massa, Jackie McDaniel, Gene Opheim, Mark Priddy, Sheryl Rosen, Jay Silvanima, Lisa Unger, Jay Wallace, Felton Wright and David Yon.
Mary Jean called the meeting to order at 7:35 p.m. Quorum was established. Mary Jean welcomed 2009 Board members Julie Clark, Seeley Gutierrez, Jackie McDaniel, Jay Silvanima and Felton Wright.
A motion was made, seconded and passed by unanimous vote to accept the November minutes as presented.
New Business – None
Race Director Reports
Judy Alexander reported the Ten Mile Challenge/Five Mile Race had a record turnout, with 280 registered and 257 finishers. Net proceeds are $2,295.97, of which $1,147.98 will be shared with the Capital City Rowers in accordance with the race budget. The race also collected $146.00 in Chenoweth Endowment Fund donations.
David Yon reported that the Turkey Trot continues to grow, and with that growth comes the need to build a bigger infrastructure, i.e., more volunteer groups, course changes to alleviate congestion, etc. He asked for suggestions along those lines. He noted that the chip scoring system, although not without a few glitches, was successful and that the scoring company personnel worked hard to produce accurate results. This led to a general discussion of the cost and effectiveness of using chip timing for Turkey Trot and Springtime, and the general consensus was that we continue to use the same vendor but negotiate fees for 2009. The Turkey Trot accounting is not yet complete, but the current net proceeds are $19,119.11, with a few minor expenses yet to be paid. A motion to donate $10,000.00 of the net proceeds to the Refuge House and $3,000.00 to The Shelter, with the remainder going to GWTC, was made, second, and passed with one dissent.
Jackie McDaniel presented a budget for the 2009 30K/15K. Net income is estimated at $2,240, and net expenses at $1,816. A motion to approve the budget as presented was made, seconded and passed unanimously.
Mark Priddy asked that presentation of a proposed budget for the 2009 Flash 6K/12K be tabled until the January meeting.
Peg Griffin reported that there are approximately 60 runners registered for the December 13 Ultra.
Mary Jean reported that Loranne Ausley had asked for feedback and possible coordination assistance regarding the possibility of holding a race in conjunction with the March of Dimes walk scheduled for April 18, 2009. Discussion ensued, and the general consensus was that the event occurs on the heels of two of our largest races, Springtime and Palace, which both require a large volunteer base. Mary Jean will follow up with Loranne.
Treasurer’s Report – Gene Opheim
The club has $93,717, representing an increase of $7,904 for the month. The Chenoweth Fund has $14,271, representing an increase of $206 for the month.
Gene reported that net proceeds from the Pine Run are $1,929.31. In accordance with the race budget, one half of the net proceeds, $964.66, was given to the Tall Timbers Research Station.
Two checks were returned by the bank, one that was not properly issued, and one that was not signed by the payor. Gene is working on having the checks reissued.
Gene reported that he received a letter from the Cornerstone Learning Center thanking GWTC for a $300 school running grant in support of its “Mighty Miler” program. The letter will be sent to the editor of the Fleet Foot, to be published with a notice that funds are still available to other schools for the purpose of starting a running program.
Team Racing – Tim Unger
Lisa presented a report for Tim. She reported that there are few remaining races that offer team competition. The 2009 Azalea run is scheduled on the same date as Springtime. The River Run is not offering team competition this year; however, the Racing Team will host a social after the race for GWTC members in attendance. The next race in which GWTC will participate as a team is the Gate to Gate run. All GWTC participants will be included on the GWTC team and are invited to a team social following the race. Tim will be purchasing approximately 40 team shirts, some for 2008 team members, and some for the 2009 Gate to Gate team participants.
Awards Committee – Lisa Unger
Lisa and Mary Jean collectively reported that the Awards Committee, in an effort to improve the quality of the awards given to the fourth and fifth place age group winners in the Grand Prix competition, is proposing to give those winners an additional item as part of their awards package. The committee asked for a $1,000 increase in its budget. After discussion, a motion to increase the budget by $1,000 was made, seconded and carried unanimously.
Newsletter Report – Fred Deckert
Mary Jean reported for Fred. The January issue of the Fleet Foot will be mailed to all 2008 and 2009 members, with a reminder to 2008 members to renew their memberships.
Lecture Series Report –Fred and Margarete Deckert
Mary Jean reported for Fred and Margarete. They are still considering a movie night, but no definite plans have been made at this time. Fred and Margarete are seeking a GWTC member to take over the Lecture Series.
Clothing Coordinator Report – Fred and Margarete Deckert
Mary Jean reported that the Deckerts sold quite a bit of club merchandise last month. Gross proceeds were $315. The “I Run This Town” t-shirt design has not been finalized. Members are encouraged to review the proposed design on the website and offer feedback before an order is placed.
Race Director Coordinator Report – Charlie Yates
Equipment Report – Kevin French and Bill Lott
Kevin and Bill reported that one of the folding tables is broken, and it may or may not be reparable. The Board left to Kevin and Bill’s discretion whether or not to replace the table if it cannot be repaired.
Website Report – David Yon and Peg Griffin
Peg reported that since she changed the table of contents to buttons, several members have mentioned that they are unable to view the website on their Blackberry and other hand held devices. Peg asked that anyone with expertise in this area contact her.
Chenoweth Fund – David Yon
David reported that Sarah Docter-Williams has requested funding assistance on behalf of the Chiles Cross Country Boosters for the Chiles High School team’s travel to the Nike National Cross Country Championship meet. The Chenoweth Fund Committee recommended support in the amount of $500. A motion to approve the funding was made, seconded and passed unanimously.
Membership Report – Peg Griffin
The club has 1,116 members in 648 households. Before the end of the year, Peg will mail a renewal notice to all 2008 members who have not renewed.
Mary Jean reminded the Board of the Holiday Party scheduled for December 20 at the American Legion Hall. Crooked Shooz will be playing, and the Capital City Cyclists and the GWTC Triathletes will co-host the party with GWTC.
Judy Alexander informed the Board that she and Brian Corbin will be meeting with the Friends of the Greenway on December 11 to discuss a possible location for a permanent venue for cross country meets. Judy will report back to the Board next month.
The Board thanked Mary Jean for her leadership over the past two years.
There being no further business to discuss, a motion to adjourn was made, seconded and passed unanimously at 8:35 p.m.