GULF WINDS TRACK CLUB Minutesfor February 14, 2018 Hosted by Chika Okoro @ Lofty Pursuits
Board Members Present: Paul Guyas, Tony Guillen, David Yon, Katie Sherron, Mark Priddy, Mary Jean Yon, Laura McDermott, Chika Okoro, Judy Alexander, Mike Weyant and Tom Biance
Others Present; Bill Lott, Bill Hillison, Peg Griffin, Robert Skrob, Martha Guyas, Sade Guyas and Kaari Guyas
The Vice-President called the meeting to order at 7:30 p.m. and a quorum was established.
The Board reviewed the January 2018 minutes and a motion to approve was made, seconded and passed without opposition.
GWTC Chip Timing Report
Bill Hillison presented a summary of what the timing team has accomplished since the chip timing system was purchased in 2012. To date, 88,003 participants have been timed in club races as well as non-club races. During this same time period, it is estimated that the club has saved $74,600 for club races by doing its own timing and not contracting out for these services. In addition, the club has yielded a net revenue of $77,567 from fees collected from non-club races for timing. Bill, Peg Griffin and Bill Lott were praised for their work and an invitation was extended to any volunteers seeking to learn the timing system and join the timing team.
Bowlegs 5K Run for Scholarship Wrap-up
Bill Hillison reported that the 2018 Bowlegs 5K race yielded $1,655 in net proceeds. The purpose of the race is to raise funds to award scholarships to undergraduate students over the age of 28 who maintain a 3.2 or better GPA. Almost 200 scholarships have been awarded from the efforts of this race (since 1984) and Bill asked for permission to have all of the race proceeds go to these scholarships. A motion to allow this distribution of funds was made, seconded and approved.
Palace Saloon 5K Race Budget
Mark Priddy presented the budget for the 2018 Palace Saloon 5K for approval. The budget included an estimated total revenue of $17,000 and expenses of $9,940 with net proceeds of $7,060. Mark is proposing sharing the proceeds with the Boys Choir of Tallahassee, Whole Child Leon (South City Multi-Sport Club) and the Parkinson’s Foundation which would leave net revenues for GWTC of $3,530. A motion was made to approve the budget, seconded and passed, with one abstaining member. Judy Alexander asked about the accountability for expenditures, specifically the Southside Multisport Club, due to issues in the past. Mark replied that he was planning to share the proceeds with Whole Child Leon and that Erik Andersen was now overseeing the Southside Multisport Club.
GWTC Board Meeting Hosts 2018
Adjustments were made to the list of hosts for the GWTC Board meetings for the July board meeting. The updated list of 2018 meetings can be found on the GWTC website under the Business tab.
Membership Management System
Robert Skrob reported on the efforts to update the club’s systems for managing membership data. After an extensive review including members of a committee to review software systems, the group is recommending the club consider a system called MemberClicks. MemberClicks integrates into one online system the tracking of membership lists, automated membership renewals, a members’ only website, event registrations for races and financial tracking of revenue received. The system can also be used for communications and social sharing among the membership. Robert is seeking input from others to join Peg Griffin, Mark Priddy and him to evaluate the system to ensure it meets the needs of the club. Tom Biance and David Yon volunteered to help with this review. Together they will bring back a recommendation to the board for consideration.
SMIRF’s Program Update
David Yon provided a general update on the 2018 SMIRF’s Summer Running Program. He and Felton Wright met with Lucas Williams of the City Parks & Recreation Program and the City of Tallahassee is on board again. The City will hire some youth coaches to develop workouts and oversee the camps and GWTC will cover the expenses for the program. One location for the program will be at Phipps Park (6-8 coaches needed) and efforts are underway to find a second location near the Jake Gaither neighborhood (3-5 coaches needed.) Carly Thomas will likely oversee one or both of these camps. Laura McDermott expressed an interest in helping with the Jake Gaither group. Anyone interested in joining this program as a coach should contact David, Felton or Carly.
Oak Ridge Elementary School Running Program & Other Updates
David Yon shared a proposal from Tonya Gennie, who oversees the P.E. Program at Oak Ridge Elementary School. Ms. Gennie would like to plan an outdoor wellness activity at the school that will become a running club which will be sponsored by GWTC. She hopes to include Mary Waller from Capital Regional Health Care and someone from the Tallahassee Police Department. The running club would meet after work on Tuesdays on April 10, 17 and 24 and May 1,8,15 and 22. A motion to make this an approved GWTC program was made, seconded and approved.
David also added that Angie Milford’s running group at Maclay School continues to meet once a week and is averaging 12 participants per session. In addition, five of her runners participated in the Run for the Cookies 5K and one ran the One-Mile race. All of her runners are tracking their progress in running diaries.
Treasurer’s Report –Katie Sherron
Katie reported that as of January 31, 2018, the balance in each club bank account is, $101,412.07 in the Operations account, $2,770.84 for the Events 1 accounts, $21,543.07 for the Events 2 account, $6,649.63 for the Triathlon account, $85,500.00 in the Investment and Reserve account and $13,824.75 in the Chenoweth Fund.
Membership Report –Mark Priddy
Mark reported there are 1,169 members in the club as of February 14, 2018 which is 250 more on January 1. A total of 581 households are represented, which is 118 more than January 1. The Tri Club has 179 members as of February 14, 2018. Mark continues to remind club members to renew their membership for 2018 and encouraged all board members to do the same.
Race Director Coordinator Report – Mary Jean Yon
Mary Jean reported that the GWTC Race Directors met on January 28, 2018.
Newsletter Report –Fred Deckert
Clothing Coordinator Report –Rachael Scharlepp
Equipment Report – Katie Sack & Bill Lot
Bill Lott updated the group on his efforts to maintain the equipment. One clock battery has been replaced and another clock was repaired. Also, the battery for the Automated External Defibrillator (AED) was replaced at a cost of $398.
Website Committee Report –David Yon
Nothing new to report.
Chenoweth Fund Report –David Yon
David reported that the Chenoweth Committee had two requests for Board approval. The first is from Coach Jacobs at Jefferson County Middle/High School in Monticello who requested funds to buy uniforms for the team, equipment and possible repairs to equipment. The Committee approved an award of $1,500 for this request. The second request was from Coach Mike Martin at Wakulla High School who is seeking money to purchase hurdles. The Committee approved $1,000 for that purpose. A motion to approve both of these requests was made, seconded and approved. David reminded everyone that the Wakulla High School track will be dedicated to Paul Hoover on March 1, 2018 at 2:30 p.m. before the first track meet of the season.
Triathlete Report –Mike Weyant
Mike Weyant shared that the next meeting of the GWTC Tri-Club will be held on Monday February 19, 2018 at Momo’s. Maggie Morrissey, from FSU’s Institute of Sports Sciences and Medicine, is the featured speaker. Maggie will discuss the results of her study on how lactate threshold changes in cold weather. The St. Marks Duathlon will take place on March 25, 2018.
Lecture Series Report – Robert Skrob for Kory Scrob
The recent lecture featuring Dr. George Merritt went well and was well attended. Coach Gary Droze will be the next speaker on Sunday, March 4 @ 5:00 pm at Momo’s and will discuss interval training and heart rate monitoring. This lecture will be combined with the First Sundays Game Night that the GWTC Social Committee, chaired by Vicky Droze, puts on. Gary will speak first, followed by an evening of games and camaraderie and pizza.
Training Report –Tom Biance
Tom reported that he had worked with David Yon to finalize the language for the training group waivers and the 2018 waiver for all of the GWTC training groups has been published. The Marathon Training Group has concluded. The regular Springtime Training Group that meets on Monday nights started two weeks ago. Starting Sunday, February 18, there will be a second Springtime group that will meet at 7:30 am on Sundays and run the Springtime 10K course. In addition, Tom reported that he has formalized the Thursday night Optimist Training group and made it an official GWTC Training Group.
Social Report – Vicky Droze
See Lecture Series Report.
Trail Coordinator Report – Jim Halley
A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:40 pm.