GULF WINDS TRACK CLUB Minutesfor May 11, 2016
Hosted by Zack Scharlepp
Present: Board members for quorum: Tony Guillen, Emma Spencer, David Yon, Eric Godin, Judy Alexander, Tom Perkins, Herb Wills, Ron Harrison, Jane Skalski, Zack Scharlepp, Mark Priddy. Others: Paul Guyas, Bill Lott, Mandy Hudson, Kristin Halley, Jim Halley, Tracy Godin.
The President called the meeting to order at 7:30 p.m. Quorum was established.
The Board reviewed the April minutes, minutes had an error. Mark and Katie were in attendance but not included in the roll. A motion to approve corrected minutes was made, seconded and passed.
Mandy Hudson: Mandy presented the final numbers for Spring Time. Registrations were lower than anticipated ($28,688 versus expected $33,000), most likely due to the bad weather forecast. Total net income was $7900.99 which is to be split out 50% to GWTC ($3950.50), 25% Boys and Girls Club ($1975.25) and 25% Leon County Humane Society ($1975.25). A few issues arose from this year’s race including that two regular sponsors (Tallahassee Jeep Dodge and Orange Therapy) pulled out of providing sponsorship for the race. Additionally, other sponsors who had signed up for booths at $250 a booth did not show up, also likely due to the rain. CHP also only gave $7500 this year instead of the usual $10,000. This is the last year with Active; online registrations going forward will be through Eventbrite. Help will be needed to obtain and solicit sponsorships for next year. Dates for the 2017 race have not been set. The Springtime Tallahassee Committee has yet to announce their “Spring Time” dates and the races usually coincide with that date. A motion to approve the donations following finalization of accounts was made, seconded and approved.
David Yon: David presented the budget for the Pot Luck Bash. Anticipated revenues are $6212.50 and expenses $6025.00. There are a few things planned for this year, including providing hats and four scholarships which accounted for the greatest proportion of the budget. A motion to pass the budget was made, seconded and approved.
David Yon: David provide the Board with a draft proposal between GWTC and Capital Health Plan (CHP). The proposal requests $40,000 in sponsorship money where CHP will be the presenting sponsor for Turkey Trot, Spring Time and Tallahassee Marathon. In addition GWTC is to provide expertise and community liaison with CHP members to promote running and the club through free memberships, race entries, beginner running clinics and training groups. GWTC will also help to advertise races and promote smaller non-GWTC races that CHP is involved with to encourage more CHP membership participation, for example the Wakulla Springs 5k race. One issue however, is that the Tallahassee Marathon may have Publix as a title sponsor, where Publix will provide $15,000 in sponsorship to the marathon. The issue is whether CHP would accept a title sponsor when it is the presenting sponsor. The Publix contract for the marathon is under review and will be discussed further later. David would like feedback on the CHP –GWTC proposal and will send a pdf for the proposed 1 year contract with CHP to the Board.
Paul Guyas: Paul wanted to provide information and get feedback on how the Club would feel moving the race calendar to a free subscribe-able service where members can subscribe to the calendar and any changes would go straight to their subscription and they could see those changes instantly without having to do it themselves. This would be a great tool and resource for those who want to plan their racing calendar for the year. The suggestion was met with enthusiasm and Paul, Mandy Hudson, Jim Halley and David will try and work with Peg to see if this is possible and to get it up and running.
No old business discussed.
Treasurer’s Report – Emma Spencer for Katie Sherron
As of April 30, 2016, the summary accounts are, $59,680.02 in the Operations account, $2,120.18 for the Events 1 accounts, $638.01 for the Events 2 account, $8,155.00 for the Triathlon account, $60,000 in the Invest and Reserve account and $13,247.56 in the Chenoweth Fund. Katie is also working on submitting the 990 form this week.
Membership Report –Mark Priddy
GWTC now has 1467 members, an increase of 66 from last month, and household memberships were 761, up 32 from last month. The triathlon club has 247 members.
Race Director Coordinator Report – Charlie Yates
Newsletter Report –Fred Deckert
Clothing Coordinator Report –Maggie Beshara
Equipment Report – Bill Lott & Vicky Droze
Vicky Droze has resigned her post as equipment manager, effective December 31st 2016. Her service has been greatly appreciated and we are looking for a new manager to take over in 2017 and the President will highlight this position in his web stories. Bill stated that the he replaced a battery in the PA system which cost $30.
Website Committee Report – David Yon
The website committee plans to meet with Mandy Hudson to discuss changes in the website to give it a new look.
Chenoweth Fund Report – David Yon
A Coaches clinic will be held on 14th May. The Fund is trying to find ways to engage more schools and coaches and other fund raising ideas, including the production of a flyer to send out to coaches letting them know about the Fund, scholarships and money available for them to apply for their cross country teams. Pot Luck is scheduled for June 11.
Triathlete Report – Ron Harrison
The Tallahassee YTS was on Sunday, May 1, 2016, there were 130 child races and 11 Adults, and 55 volunteers. Bird Legs Bicycles also held a Beginner Fair on Tuesday, May 3, 2016, Gulf Winds Triathletes were represented at the fair and there was good turnout, despite storm/rains! We also handed out a good number of Gulf Winds Track Club Member Applications!
Gulf Coast Triathlon was on Saturday, May 7, 2016, and the club tent was there with refreshments to support the large number of club members who participated in the race.
The Newsletter will go out to our ~248 members by Wednesday, May 11, 2016. It will include mention of DRC Sports Race Registration Giveaway, via drawing, for June 18th Jacksonville Tri Series #1 Sprint Triathlon, which is a 2016 Grand Prix Event. Next Meeting is Monday, May 16, 2016 at Momo’s Pizza in Killearn, on Market St. Social at 6:30 pm and Speaker at 7:00 pm. Speaker: Marci Gray, PT Cert. MDT, Marci Gray Physical Therapy, LLC. Topic: “Injury Prevention.” Marci will be speaking to us about injury prevention, acute options if injured, and how to properly rehabilitate and return to sport after an injury.
Lecture Series Report – Paul Guyas
On May 20th, Chris Starves from TMH Physical Therapy will discuss the basis for Kinesio Tape and provide some examples for runners. This event will be held at Beef O’Brady’s Thomasville Rd. On June 17th Dr Wang from TMH Sleep Center will give a lecture, more details to come. In future “How to use your Garmin Part 2” with Rodger Schmidt will be scheduled, as will more movie nights. Please provide feedback and suggestions for any lectures you may like to see organized (e.g. trail running lecture, graston lecture).
Training Report –Tracy Godin
Tracy has nothing new to report. There was very good turnout for the Tails and Trails long run training group and they got good feedback on the set up so Tracy may pursue a summer long run training group.
Social Report –Zack Scharlepp
A bowling night is to be scheduled and the Pot Luck Bash is next on the agenda for social items.
Trail Coordinator Report –Jim Halley for Bobby York
154 people have registered for the Summer Trail Series, this is pretty much the maximum but there is room for a couple of drop outs. First race is 21st May and the Trail Blazers will have a training run to preview each race in the series at least 10 days before said race, leading all the way up to Pot Luck Bash.
Rodger Schmidt has got a good line up for coaches for the SMIRF program, he will hold it in one place this year, Forest Meadows, and will have 30-40 kids, including a whole soccer team.
Tom Perkins promoted a race to be organized by Bill Lott on 4th July at St Marks. It is a 4 x 1 mile relay, $40 per team, with free beer, fireworks and bands, come on out!
Chiles High School needs a Cross Country coach.
At 8:29 p.m. a motion to adjourn was made, seconded and approved.