Present: Board members for quorum: Emma Spencer, David Yon, Judy Alexander, Tom Perkins, Herb Wills, Ron Harrison, Jane Skalski, Zack Scharlepp, Mark Priddy, Katie Sherron, Annie Bowman, Felton Wright. Others: Bill Lott, Nancy Stedman, Jay Silvanima, Kristin, Mary Jean Yon, Maggie Beshara, Charlie Johnson.

The Vice President called the meeting to order at 7:34 p.m. Quorum was established.

The Board reviewed the June 2016 minutes, a motion was passed, seconded and minutes were approved.

New Business:

Jay Silvanima & Nancy Stedman – Presented the TUDC 2016 budget to the Board. Total estimated revenues were $6,900 and expenses estimated as $4,585, with an estimated profit of $2,315, of which they would like 50% to go to Friends of Wakulla Springs.  The current budget has a cost of $1,530 for 150 visors but that may be reduced to 100 depending on how many registrations they get, they are currently at 30 between the two races. A motion was passed to approve the budget, seconded and approved unanimously.

Katie Sherron – Presented to the Board a proposed working budget for FY2017, based upon talks with race directors, committees and others to understand how much money is expected to be recouped and spent over the next year. Based on her projections, total revenues are estimated to be $400,350.55, expenses are to be $413,592.32, which makes projected profits to be a net loss of $18,241.77. Katie stated that there was a need to balance the budget due to this deficit and opened it up for discussion amongst the rest of the Board members. Ron asked why we don’t reduce some of the deficit through single sourcing of items like awards, cups etc. Judy mentioned that race directors prefer the autonomy of directing a club race so they can provide the medals and shirts to how they want. It was asked why it would be such a big deal to just raise the price of the race entry fees. A number of the Board expressed a dislike to this idea, citing that it went against the mission of the club to provide affordable running opportunities for all. For example, Turkey Trot is one of the cheapest races around, that makes it unique and gets all family members involved, and to raise the prices would be going against the mission and vision.

Chip timing was also mentioned as to whether or not they could increase the amount GWTC charges other races they time for. This was also vetoed by many members of the Board, in the fact that it would likely drive away paying races rather than increase revenues. Eventbrite fees for members of the club only, would reduce the deficit, this is something to look into.

Other ideas to reduce the deficit were to reduce the amount of donations which is usually 50% of the profit to charities, perhaps to 25%, or even as Felton suggested, just donate 25% of profits after a race has wrapped up and then at the end of the financial year see if the Club has the money to provide additional donations, a charity screening committee could be set up to do this.

Next month Katie will provide another budget update to inform the Board where we stand so we can go forward this next financial year. David also wants to set up a committee to look at the Clubs working capital and operating budget which will change year to year. This committee will include Jane Skalski, Felton and Katie and will also look into what needs to be set aside in the reserves and investments account versus what can be used for operations.

A motion was made to approve the budget Katie presented, it was seconded and it did not pass unanimously, one vote was against while the others were for.

Katie Sherron (for Ely Rosario) – Katie presented the 2016 Marathon wrap up.  Final revenues were $105,306.15, expenses were $88,779.68, with a total profit of $16,526.68.  A request was made to issue a check for 50% of the profits ($8,263.34) to the Kids First Fund. A motion was made, seconded and the donation was approved.

David Yon –David presented a budget to the Board for the 2016 edition of the Turkey Trot. Estimated revenues are $105,000, estimated expenses are $96,205.25, with a projected net profit of $8,794.75.  Major expenses for this coming year’s race are from medals for finisher medals ($15,000) and t-shirts ($40,000).  A motion was made to approve this budget, seconded and approved.

David Yon – David presented a wrap up budget for the Pot Luck Bash. Revenues were $9,550.47, expenses were $8,407.13, with a net profit of $1,143.34, which is dependent upon a donation of $600 for Cypress being made, if not then the profits will be $543.34.  The race gave out $2500 in scholarships.

David Yon – David brought to the Board the requests for Chenoweth funding that had been approved by the Chenoweth Committee. First was a $1000 request for Girls on the Run who are targeting four Title 1 schools to provide their program to. Wave Ministries requested $1500, but the committee only approved $750.  Wakulla High School applied for $500 for their program and had previously raised $6000 from the race they put on earlier this month. Franklin County High School also requested $500 for their program which has a new coach. David requested that the Board approve all the funds requested from the Chenoweth Fund. A motion was made, seconded and passed.

Old Business:

David Yon – David updated the Board about the youth running program and presented a number of proposals to the Board. He wants to continue with (1) the grant program which Mark overseas, (2) continue with the SMIRF program but will need to find a replacement for Roger, (3) to recreate the GWTC Youth Striders program, which would include the AAU team coached by Angie Milford.  This youth team would be a team who would run under GWTC for AAU, with GWTC providing their membership to AAU so they can compete in AAU track and field events.  David wants to look further at whether or not the SMIRFs program can be a model for this proposed team and will need volunteers to help with this effort. David wants to also have the Club seek ways in which Angie’s team can be replicated all across Tallahassee and especially for those Title 1 schools.

Other proposals include Chenoweth Fund seed money grants and also working with the Miller Landing Madness and Prefontaine race directors to encourage high school participation in these races. David also wants to help support the Kent Vann Partner in Excellence Awards for Turkey Trot as they will support GWTC’s cause and mission also.  He would like for the Club to help expand efforts by Amy Payne, and to coordinate with other youth running efforts (Marathon, Springtime). He would also like to expand the youth committee to include at least 5 people and create a working group or task force.

Finally, David requested that the Club move forward with that Angie is doing with the AAU team and authorize that Angie’s group can competed in AAU under the GTWC banner.  A motion was made, seconded and approved.

Committee Reports:

Treasurer’s Report – Emma Spencer for Katie Sherron

As of Jun 30, 2016, the summary accounts are, $35,911.48 in the Operations account, $2,120.18 for the Events 1 accounts, $4422.25 for the Events 2 account, $8351.20 for the Triathlon account, $85,000 in the Invest and Reserve account and $13,941.08 in the Chenoweth Fund.  Katie stated that she could provide month to month comparisons if anyone wanted that information.

Membership Report –Mark Priddy

GWTC now has 1544 members, an increase of 28 from last month, and household memberships were 804, up 18 from last month. The triathlon club has 252 members.

Race Director Coordinator Report – Charlie Yates

No report.

Newsletter Report –Fred Deckert

No report.

Clothing Coordinator Report –Maggie Beshara

Maggie stated that she sells the GTWC items above cost but that she thought the high revenue generated from 2015 was due to new and unique items being available. She anticipates a budget of $2500 for the next financial year. In 2017 she will bring out new items and advertise them on social media and via email. Profits are $1400 at present.

Equipment Report – Bill Lott & Vicky Droze

Vicky reports that everything is going OK.  The trailer did get damaged at the Ride for Hope, the taillight needed replacing.  It cost $100 to fix, $30 for a rear light, Tim Unger fixed it for us. TMH said they would pay for the damages.

Website Committee Report – David Yon

Peg, David and Paul Guyas met regarding trying to enhance the calendar and make it more versatile. Zack Bridges is going to help with programming and will do a mock up next week. There has also been a financial section added to the website.

Chenoweth Fund Report – David Yon

David reported that there was a lot of excitement from the Committee following on from the coaching clinic and how they worked on letting them known about that Chenoweth is and how it can help them. They already had interest in a couple of seed grants, for example, the Big Bend High School will apply for a $500 grant that would be used to help the kids with a fundraising race.  They are to come with a budget and how it will have a positive impact on the community as well as volunteering at 1 GWTC race. Additionally, the Chiles High School Track Coach, Philip Browning, wants to set up a track meet to raise funds for his team and will come to the committee with a budget soon. David anticipates that the Chenoweth Fund will be able to fund at least 5-8 of these seed grants this year.

Triathlete Report – Ron Harrison

Ron introduced Charlie Johnson to the Board as he will be the Tri Club President in 2017. Jax Tri Series #1 (Grand Prix Event) (Saturday, June 11, 2016) Recap. Club tent with refreshments/snacks, manned by Keith Rowe. Good turnout and support for club members.

Freedom Springs Triathlon (Grand Prix Event) (Monday, July 4, 2016) Recap. Club tent and BBQ after. Lots of wonderful support from Board and members to execute. Great turnout and support for club members and lots of positive feedback.

2016 Grand Prix Update: Grand Prix Results updated through Freedom Springs Triathlon.

Next 2016 Grand Prix Race is July 16, Chattahoochee Challenge, Sprint, Columbus, Georgia.

This replaces the cancelled Tri the Rez race with the new Sprint on the Flint (Sprint distance), October 8, 2016. We provided notification at last club meeting and in the July newsletter.

We put out a call for 2017 Board of Directors nominations which was sent out via special edition newsletter and Facebook on July 1. We are accepting nominations via Google Form through August 31. Ron then asked a couple of questions of the board, what is the process for supplying the nominees for the online voting setup? What is the “run time” (open and close) for the electronic voting this year? GWTC Board members answered that the nominees should be give to Felton and that a date for the run time will be decided soon.

The newsletter went out to our members on Wednesday, July 13, 2016. Articles are:

Grand Prix updated through Freedom Springs Triathlon. Sprint on the Flint, October 8, to replace cancelled Tri the Rez. Reminder of our July Meeting Speaker. Meet Your Board of Directors: Mike Weyant. Triathlete spotlight: Bill and Kelli Dillon. DRC Sports Race Registration Giveaway, via drawing, for August 6th Jacksonville Tri Series #3 Sprint Triathlon, NOT a 2016 Grand Prix Event.

Next Meeting will be Monday, July 18, 2016 at Momo’s Pizza in Killearn, on Market St. Social at 6:30 pm and Speaker at 7:00 pm. Speaker is Brian C. Burnett, DC, MS, is one of Tallahassee’s top chiropractic doctors and the owner and founder of Brian Burnett Chiropractic, PL. He is trained in multiple chiropractic manipulative techniques to correct vertebral misalignments and extremity joint dysfunction, and by using these safe, effective, and non-invasive treatment methods, Dr. Burnett brings his patients not just relief from musculoskeletal pain but also, for athletes, top-quality sports performance care. Topic: “Improving Performance in Each of the Triathlon Events.”

Lecture Series Report – Emma Spencer for Paul Guyas

Trail running forum was a success despite having a late change in venue.  Continuing to work on useful and creative events.

Training Report –Emma Spencer for Tracy Godin

With regards to Trailblazers, the Halley’s have been providing race course preview training runs for the Trail Series races and they have been very successful and fun. They have one more trail race to provide preview runs for, and then there will have some fun nighttime trail runs organized.

David reached out to begin coordinating the training runs for Turkey Trot, so Tracy put in a call to Jon Manry from CCR as he will be Tracy’s main contact at CCR in Roger’s absence. They will be meeting for lunch next week to nail down the specifics. Tracy will be helping a little more this year with placing the signs out and general setup during the weeks that they run in Southwood. Jon will be proving the same for the weeks that they run in midtown. (Assuming David wants to hold the training runs in the same manner as last year where they will rotate weeks from the CCR store to the actual race course in Southwood.)

Social Report –Zack Scharlepp

Jon Nash is willing to open up the Southern Public House for a GWTC social, a date is to be determined.

Trail Coordinator Report –Emma Spencer for Bobby York

No Report.

At 9:05 p.m. a motion to adjourn was made, seconded and approved.