GULF WINDS TRACK CLUB Draft Minutesfor July 12, 2017, Hosted by Herb Wills at Premier Health & Fitness
Present: Zack Scharlepp, Tony Guillen, David Yon, Tom Perkins, Kory Skrob, Charlie Johnson, Mike Savage, Mark Priddy, Rachel Scharlepp, Mary Jean Yon, Katie Sherron, Judy Alexander, Tracy Godin, Herb Wills, Jim & Kristin Halley, Others; Bill Lott, Robert Skrob, Carly Thomas, Lisa Unger, Ely Rosario, Karen Jeter and Tyler Kelly.
The President called the meeting to order at 7:30 p.m. and a quorum was established.
The Board reviewed the June 2017 minutes. A motion to approve was made, seconded and passed without opposition.
SMIRF Update – Carly Thomas presented an update on the progress of the SMIRF’s Summer Cross Country Running program for 2017. With one more week to go, Carly reported that over 80 runners had signed up and they were averaging between 20-30 participants each day. The board thanked Carly and her coaches for their good work.
Miller Landing Madness Budget 2017 – Bill Lott presented the budget for the 2017 Miller Landing Madness 8K/5K/3K. Estimated revenues are $2,480, expenditures $2,180, with a net revenue of $300. A motion was made to approve this budget, seconded and passed unanimously.
Women’s Distance Festival Budget 2017 – Lisa Unger presented the budget for the 2017 Women’s Distance 5K/1 Mile. Estimated revenues are $3,335, expenditures $2,260.76, with a net revenue of $1,074.24. A motion was made to approve this budget, seconded and passed unanimously.
Running App – Tyler Kelly, a graduate student at Florida State University, has created a running application that he wanted to share with the club to help test it. The name of the app is the Routebot and it allows the user to create running routes and measure the distance of the route on their iPhone. A motion was made to allow Tyler to share this app on a trial basis via the GWTC Training Group page on Facebook and was seconded and passed. Information is also posted on the GWTC website which includes the promotional code for testing the app without charge.
Tallahassee Marathon Wrap-Up 2017 – Ely Rosario provided a brief wrap-up of the 2017 Tallahassee Marathon & Half-Marathon. She is still waiting on a sponsorship check from Visit Tallahassee for $6,000. Once that check is received, the net revenue from this event will be $58, 250.41. Proceeds will be shared (50%) with the Hang Tough Foundation. A motion was made to give the treasurer permission write the check now for the Hang Tough Foundation, based on a net revenue of $52, 250.41 and was seconded and passed. An additional check will be sent to the Hang Tough Foundation once the Visit Tallahassee check is received.
Palace Saloon 5K Wrap-Up – Katie Sherron reported that the 2017 Palace Saloon 5K had net revenues of $11,364.87. The charity for this race is the Hang Tough Foundation. A motion was made to award the Hang Tough Foundation 50% of the profits from this race and was seconded and approved. Zack Scharlepp will look into organizing an event to publicly present the checks from the Marathon and the Palace Saloon 5K to the Hang Tough Foundation.
Palace Saloon Race Director – Zack Scharlepp reported that Jon Nash has stepped down as the director for the Palace Saloon 5K and that he is actively looking for a new race director. It was noted that Mark Priddy and Jeanne O’Kon are considering sharing this role for the 2018 race.
GWTC Budget for 2017-18 – Katie Sherron presented a proposed budget for FY 2017-18 that included a projected gross revenue of $381,588.00 and total expenditures of $356,440.80 resulting in a net revenue of $25,147.20. A motion was made to approve the budget, seconded and passed. A copy of the budget is posted on the GWTC website.
CPR Training – Zack Scharlepp, on behalf of Paul Guyas, reported that the next GWTC CPR training class is scheduled for July 18, 2017 at the Southeastern School of Health Sciences. Paul requested up to $200 to help offset the $55/person registration fee if any members were in need of financial assistance in order to attend. A motion was made to allow Paul to spend up to $200 to assist with registration fees (if needed) and was seconded and passed. Paul was also given permission to give away 1-2 free GWTC race entries as door prizes at the event.
Conflict of Interest Statements – David Yon reminded everyone that GWTC board members may not use their positions, information they have about GWTC, or GWTC property, in a manner that allows them to secure monetary benefits for themselves or their relatives. He promised to share the RRCA Conflict of Interest policy and disclosure statement which can then be discussed and considered for adoption at the next board meeting.
Proposed Purchase of Racing Wheelchairs – Zack Scharlepp, on behalf of Gary Droze, requested funding to purchase three racing wheelchairs for use by local high schools. Gary Droze is attempting to make equipment and coaching available to competitors who need the assistance of a wheelchair to race. Gary has located a vendor in Great Britain that will provide the chairs at a cost of $1,500 each. The chairs would be stored at Maclay School and shared with other interested schools. After extensive discussion, a motion to allow Gary Droze to spend up to $5,000 to purchase three racing wheelchairs was seconded and passed.
Treasurer’s Report –Katie Sherron
Katie Sherron provided the Board with account information showing that as of June 30, 2017, the balance in each account is, $91,969.57 in the Operations account, $2,770.84 for the Events 1 accounts, $13,517.38 for the Events 2 account, $ 13,650.43 for the Triathlon account, $85,500.00 in the Invest and Reserve account and $16,311.28 in the Chenoweth Fund. Katie also presented a year-end summary for FY 2016-17 which showed a Total Gross Profit of $444,062.13 and Total Expenditures of $406,323.00 resulting in a Net Operating Revenue of $37,695. A copy of this Statement of Activity is posted on the GWTC website for further details.
Membership Report –Mark Priddy
There are 1324 members in the club as of July 14, 2017, an increase of 12 from last month’s meeting. We also have 683 household memberships, 8 more than last month. The Tri Club has 244 members.
Race Director Coordinator Report – Mary Jean Yon
Mary Jean Yon stated she will be working with the GWTC webmasters to post an updated list of the GWTC Race Directors and to look for a more prominent placement of that list. She will also be updating the Race Director Resources link on the GWTC website.
Newsletter Report –Fred Deckert
Clothing Coordinator Report –Rachael Scharlepp
Racheal Scharlepp reported that she sold $1,081 of GWTC merchandise since the last board meeting and that the Online Store is now ready for those who wish to buy merchandise from the GWTC website. Rachael also shared a sample car seat cover that she is considering adding to her inventory.
Equipment Report – Katie Sack & Bill Lott
Bill Lott reported that all is well.
Website Committee Report –David Yon
David Yon reported that the webmasters have been working with Rachel to restore the Online Merchandise link on the website and will be looking into doing several more updates as well.
Chenoweth Fund Report –David Yon
David reported that the Committee had received and approved a request from Chris Sumner to help Lincoln High School runners attend a summer running camp. A motion was made to approve this $500 award to Lincoln High School and was seconded and approved. David added that the award recognizing Alyson Churchill will be presented to the Lincoln team as well.
Triathlete Report –Charlie Johnson
Charlie Johnson introduced Karen Jeter who is the new GWTC Tri Club Treasurer. As one of Karen’s first tasks, she will work with Katie Sherron to transfer $1,001.00 that the Tri Club voted to donate to assist with the costs of replacing the water fountain on the Lake Overstreet Trail. Charlie and Karen were urged to contact the Friends of Maclay who have the lead on this project. Charlie also reported that the next Grand Prix event for the Tri Club will be July 15 at the Chattahoochee Challenge. The next meeting of the Tri Club will be held July 17 at Momo’s and will feature Jon Dropco discussing how to overcome obstacles.
Lecture Series Report – Kory Skrob
Kory Skrob reported that the next GWTC Lecture Series will take place on Friday, August 11 @ 5:30 p.m. and will feature Colonel (Ret.) Fred Johnson and his newly released book titled, “5 Wars – A Soldier’s Journey To Peace.” The event will be held at Sittig Hall (next to Harry’s on Kleman Plaza) and will include a book signing as well as a special appearance by Dr. Laura Johnson.
Training Report –Tracy Godin
Tracy Godin reported that the Gulf Winds Goes Long runs are on hold for the summer and instead the training group has been more focused on training for the trail series races. She added that she will be exploring options for having more than one beginning runners group so there is more year-round coverage.
Social Report – Kristin Halley
Kristin Halley reported she is looking into finding some events to host in August, possibly something such as a visit to the Fun Zone. She added that the Summer Track Series will be having an Ice Cream Social on Thursday, July 27 to mark the end of that series.
Trail Coordinator Report –Jim Halley
Jim Halley reported that the third race in the Summer Trail Series will take place on Saturday, July 15 at Elinor Klapp-Phipps Park. Jim requested help with securing emergency medical services to cover the race and Mary Jean agreed to work with him to make that happen. The last race of the series is scheduled for Saturday, August 5 at Tom Brown Park.
David Yon mentioned that the Rex Cleveland Magic Mile is scheduled for Sunday, November 5 and will feature a social after the race including young runners. David is looking for volunteers to help plan post-race activities for participating kids at the playground near Railroad Square.
A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:50 p.m.