GULF WINDS TRACK CLUB Minutesfor May 8, 2019 Hosted by David and Mary Jean Yon
Board Members Present: Paul Guyas, Alyssa Terry, Zack Scharlepp, David Yon, Mary Jean Yon, Mark Priddy, Herb Wills, Jim Halley, Kristin Halley, Tom Biance, Laryn Flikkema, Chika Okoro, and Tom Perkins.
Others Present: Bill Lott, Dominic Milner, Kaari Guyas, and Sade Guyas.
The president called the meeting to order at 7:31 P.M. and a quorum was established.
The Board approved the minutes from the April 10 meeting without objection.
Board Management Web Service – Alyssa Terry
Alyssa asked the board for their current thoughts on the Board Management Web Service named Boardable that was brought to our attention by Joseph Petty in the previous board meeting. Numerous board members requested more time in order to review the distributed video that further explains Boardable. The board will continue to discuss the possibility of using Boardable or an alternate board management web service at the next meeting.
Policy for Reviewing and Signing Contracts – David Yon
The board reviewed a proposed Policy Statement pursuant to Article 5, section 2 of the bylaws. Tom Biance reported this policy would detail the types of contracts that should be sent to the GWTC Contract Committee for review. David Yon made a motion to appoint a Contract Committee that would consist of five members consistent with the policy 20182; this motion was seconded and passed unanimously.
Tallahassee Marathon Wrap Up – David Yon
David Yon reported that the anticipated $5,000 from a sponsor of the 2019 Tallahassee Marathon and Half Marathon was received by GWTC on April 18, 2019. This additional revenue increased the net revenues from the race to $8,672.11. David once again requested that 50% of the total net revenue, which now includes the additional $5,000, be allocated to the SMIRF’S program and the other 50% to the Chenoweth Fund. A motion was made, seconded, and unanimously approved.
Swamp Forest Wrap Up – Bobby York
Bobby reported via email that Swamp Forest received total proceeds of $2,658.13. He requested that the total proceeds be divided as follows: Friends of Our Parks receive $650 for trails maintenance and improvements, One More Child receive $650, and GWTC retain $1,358.13. Bobby stated that FBCH and One More Child provide child welfare and prevention services in 55 locations locally and globally to meet critical needs of families in crises. Last year, FBCH and One More Child had the privilege of serving more than 200,500 children and individuals through foster care, family support, and single moms programs – just to name a few – while also providing more than 5.5 million meals to those in need in Florida and around the world. A motion was made to approve of Bobby’s proposal for the distribution of Swamp Forest’s total proceeds, which was seconded and approved unanimously.
Summer Trail Series Budget – Kristin Halley
Kristin provided a report of the proposed budget for the 2019 Summer Trail Series. This budget included an expected income of $7,660.00, expected expenses of $6,483.50, and expected proceeds of $1,176.50. There was a motion to approve this proposed budget, which was seconded and approved unanimously.
USATF Course Certification Fees – Tom Biance
Tom inquired about whether the board or the race director should be responsible for paying a race’s 10 year re-certification fee. A majority of the board members responded that the re-certification fee should be part of the race director’s total expenses for the year that the fee is paid.
Treasurer’s Report – Laryn Flikkema
As of April 30, 2019, Gulf Winds Track Club’s Statement of Financial Position reads as follows: total assets of $268,887.83. GWTC’s Statement of Activity from July 1, 2018 – April 30, 2019 includes a gross profit of $336,499.46, total expenditures of $281,250.42, and net revenue of $55,249.04. GWTC’s monthly statement of activity for April includes a monthly gross profit of $48,313.90, total expenditures of $22,567.04 and net revenue of $25,746.86.
Equipment Report – Bill Lott & Tec Thomas
Nothing new to report.
Chip Timing Reports – Bill Lott & Peg Griffin
Bill provided the board with the Chip Timing Report. In April, GWTC chip timed one club race (Palace Saloon 5K) and four non-club races (Hops & Half Shells 5K, Rose City 10K and 1 Mile, and Nene Fest 5K). The Chip Timing Committee is scheduled to meet on May 12, 2019. The five main issues identified at prior meetings will be further discussed, and it is hoped that the committee will be able to formulate a report with recommendations to be presented to the GWTC Board.
Triathlete Report – Wayne Thumm
Wayne reported via email that the Tri Club is going to take over the St Marks Duathlon as a committee since Charlie Johnson is stepping down as race director. He also reported that Patrick Merle was the April speaker who spoke about the idea of Block cycling training and how it relates to Triathlons. The May speaker is going to be a local dermatologist. Also, Red Hills was a great success and had highest participation in a few years; for example, its super sprint brought in several new participants.
Membership Report –Mark Priddy
Mark reported there are currently 1,124 GWTC members from a total of 592 households, which is an increase of 119 members as compared to last month. There are also 292 current Tri Club members.
Training Report – Tom Biance
Tom stated the GWTC Summer of Speed Sunday morning intervals at Leon have met on the past two Sundays and will continue to meet each Sunday at 7:00 A.M. leading up to Breakfast on the Track. Paul Guyas has developed a set of workouts that this group will be following each week. Moreover, Tom reported the Trailblazers have been running local trails every Tuesday and have been having a good turnout.
Education and Lecture Coordinator Report – Chris Stanley
Chris reported via email that the Road Runners Club of America (RRCA) is only accepting dates for hosts of a coaching certification course in the late fall 2019 and early 2020. He will inquire about optimal weekend dates at the next board meeting. Chris also said Dr. Michael Ormsbee and Brandon Willingham from FSU’s Exercise Science have agreed to provide a talk to GWTC regarding issues related to training in the heat. This talk is scheduled for Sunday, June 2nd at 4 P.M.
Race Director Coordinator Report – Mary Jean Yon
Mary Jean reported that the next meeting of the GWTC Race Directors will take place on June 9, 2019.
Trail Coordinator Report –Jim Halley
Jim reported that there has been a lot of work completed on Tom Brown Park’s Cadillac and Magnolia trails. Jim also stated that Dominic Milner led the Trail Care Committee’s trail clean-up days at Lake Elberta and San Luis Park. Dominic reported that there were 7 volunteers who completed 11 hours’ worth of work at Lake Elberta, and there were 11 volunteers who completed 14 hours’ worth of work at San Luis Park. The Trail Care Committee will also plan a trail clean-up day at the location of the first summer trail race. Jim stated that Dominic has done a wonderful job initiating these trail clean up days.
Chenoweth Fund Report – David Yon
David reported the account for the Chenoweth Fund shows a balance of $9,593.8. From this balance, there is a check that should be sent to Wakulla High School for $1,500. Moreover, funds in the amount of $4,336.055 should be transferred to the Chenoweth Fund. There are no requests for funding pending. David also stated that the Great Pot Luck Bash 4 Miler will be held on Saturday, June 8, 2019 beginning at 6:00 P.M.
Youth Council Report – Kaari Guyas
Kaari is currently deciding on a date for the next Youth Council meeting. David Yon requested input from the Youth Council regarding how to make the SMIRF’S program better. David also gave Kaari the idea to invite Laura McDermott to the next meeting to help with this discussion since she is very involved with the SMIRF’S program. Zack Scharlepp then asked Kaari to discuss ideas on how to grow the Springtime 1-mile with the Youth Council at their next meeting.
Clothing Coordinator Report –Laura McDermott and Sherri Wise
Laura and Sherri provided their report via email. There are now bib clips for sale for $5.00. Moreover, Laura and Sherri expressed their interest in the club purchasing more Square App credit card devices for race directors to have at packet pick up and race day registration. This would prevent Laura and Sherri from having to meet up with race directors prior to race events in order to provide them with a Square App credit card device. Sherri also mentioned that it’d be beneficial for race directors to have access to a device since it’d provide a full range of payment options for registrants not utilizing online registration. Laura shared that the wireless device can be purchased for $50 while the non-wireless device costs $10. Laura suggested it may be easiest to have Square App credit card devices available in the equipment checkout for club races. Another idea would be for big races to have their own Square account and credit card device to make things easier for Laryn, the GWTC treasurer. However, Laryn raised a concern that RunSignUp makes it challenging to determine the category and origin of different charges from the Square App. After discussion at the board meeting, some board members raised concerned about the added responsibility of having to keep track of various Square App credit card devices; therefore, it was deciced that race directors could simply download the app on their phone and receive the Square for free.
Social Report – Joseph Petty & Vicky Droze
Vicky reported via email that she attempted to host GWTC’s game night on a Saturday in April to see if there would be an increase in participation. Unfortunately, there ended up being fewer people with a total of three attendees. Therefore, Vicky will keep game nights on Sundays for now. Vicky had to cancel May’s game night due to an out-of-town trip, and June’s social will be the Potluck.
Newsletter Report – Fred Deckert
Nothing new to report.
Website Report – David Yon
David requested that board members download Gulf Wind Track Club’s new app, which is available on both Apple and Android devices, in order to provide him with feedback.
A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:28 pm.
Alyssa Terry, Secretary