GULF WINDS TRACK CLUB Draft Minutesfor November 8, 2017, Hosted by Kory and Robert Skrob
Present: Zack Scharlepp, Paul Guyas, David Yon, Kory Skrob, Mike Savage, Tom Perkins, Mary Jean Yon, Katie Sherron, Herb Wills, Judy Alexander, Charlie Johnson, Thomas Biance, Kristin Halley, Jim Halley, Kat Sack, Rachel Scharlepp Others; Bill Lott, Robert Skrob, Lee Scarboro, Doug Bell, Sade Guyas, Kaari Guyas, Rhys Scharlepp
The President called the meeting to order at 7:30 p.m. and a quorum was established.
The Board deferred approval of the October 2017 minutes until the next board meeting because the version proposed for adoption had not been distributed prior to the board meeting.
Prefontaine 5K Wrap up –Doug Bell presented the final budget wrap up for the Prefontaine 5K. Final revenues were $1,508.00, expenditures were $840.86, leaving net revenue of $667.14. Doug asked the Board for approval to split the race proceeds between the St. Francis Wildlife Association and the GWTC Chenoweth Fund. A motion was made to approve this request, seconded and passed.
Sickle Cell 5K Wrap-up – Paul Guyas present the final budget wrap-up for the GWTC Sickle Cell 5K/1 Mile. Final revenues were $7635.00, expenditures were $3294.00 leaving a net revenue of $4341.00. Paul asked the Board for approval to split the race proceeds between the Sickle Cell Foundation and the club. The Sickle Cell Foundation also received $4940.00 in direct donations. The board approved Paul’s request without objection.
GWTC 2017 Tannenbaum 6K Budget – Herb Wills presented the budget for the 2017 Tannenbaum 6K. Estimated revenues are $1,750.00, expenditures are $1,736.00, with an estimated net revenue of $14.00. A motion was made to approve this budget, seconded and passed without objection.
GWTC Fitness Tracker App – Zack Scharlepp reported that Jeff Bryan is seeking approval to designate an official GWTC group on Strava, which is a website and mobile app used to track running and other athletic activities. Strava is also used to connect people and share their workouts. Jeff offered to be in charge of the group and the Board agreed and authorized Jeff to move forward.
Treasurer’s Report –Katie Sherron
Katie Sherron reported that as of October 31, 2017, the balance in each of the club’s accounts was: $91,612.01 in the Operations account, $2,770.84 for the Events 1 accounts, $15,396.70 for the Events 2 account, $10,756.71 for the Triathlon account, $85,500.00 in the Invest and Reserve account and $13,590.20 in the Chenoweth Fund. Lee Scarboro, a CPA with the firm of Skelton, Bryant & Scarboro briefed the group on his findings after reviewing the financial and accounting practices of the club. He confirmed his recommendation reported by Katie Sherron at the previous meeting that it is not good practice to have the treasurer have check signing authority. Lee also advised the club should probably have a Records Retention policy and a Whistle Blower policy. The IRS form 990, which the club must file annually, asks whether the club has these policies. There was also discussion about the need to file additional forms for unrelated business income that might be generated from clothing sales and advertising in the Fleet Foot. The board agreed to take this under advisement and Katie will work with Lee to farther analyze this issue.
There are 734 members in the club and 1,429 households as of November 11, 2017. The Tri Club has 254 members. Emails have been sent out reminding everyone to renew their membership before the end of the year.
Race Director Coordinator Report – Mary Jean Yon
Mary Jean briefed the board on discussions from the GWTC Race Directors meeting on October 29, 2017. Budget procedures were discussed and a sample budget and a new form for reimbursements was shared with the race directors. Mary Jean also shared an update of the “Race Director Resources” page that was approved for posting on the GWTC website.
Board members were also invited to review and propose additional edits to the list. The list of categories includes portable restrooms, shirt vendors, awards vendors, race supplies and running stores.
Newsletter Report –Fred Deckert
Clothing Coordinator Report –Rachael Scharlepp
Rachel reported that she will be selling merchandise at the Vet Fest 5K on November 11 and at the Turkey Trot Festival on November 19 at Cascades Park. She added that the new car seat covers have come in and will be part of the merchandise available for sale.
Equipment Report – Kat Sack & Bill Lott
Kat Sack requested permission to order a new inventory of signs for races at a cost of $1,218.75. A motion to allow up to $1,400.00 for this purchase was made, seconded and passed without objection. Kat will continue to work with individual race directors to clean out old signs. There was also some discussion about the GWTC trailer and who should be allowed to use it. There have been some issues in the past that caused Kat to bring this up. It was agreed the use of the trailer should be restricted to club races unless an exception is granted by the board.
Website Committee Report –David Yon
David Yon said there was nothing new to report regarding the website.
Chenoweth Fund Report –David Yon
David Yon reported that Haleigh Martin, the recipient of the 2017 Paul Hoover award for Cross Country Athlete of the Year, wrote a touching thank you note to the club which he promised to share with board members. David also added that Angie Milford would be starting up the Youth Striders again soon. They will meet Tuesday afternoons at Maclay School on the track.
Triathlete Report – Charlie Johnson
Charlie Johnson reported that the Tri-Club Holiday party will take place on December 4th and the annual awards ceremony will be held January 15, 2018. Plans are underway now for the St. Marks Duathlon which is scheduled for March 25, 2018.
Lecture Series Report – Kory Skrob
The lecture on October 23, 2017, where Justin Mason, a doctoral student, discussed results from his study on aging, cardiovascular health and cognitive functions in the 65-85 age group was well attended. An event for November has not been planned and Gary Griffin will be writing an article on racing etiquette for December. Tentative plans also call for a foot clinic to be held in February featuring Dr. George Merritt.
Training Report –Thomas Biance
Thomas Biance reported that the Turkey Trot Training Group is going well. In addition, Thomas plans to create a Facebook page for the Optimist Park running group which meets on Thursdays @ 6:00 pm and runs in Indian Head Acres.. The Tallahassee Marathon Training Group is next up and Thomas is seeking input from the marathon committee for where to conduct these runs. He is also considering using an app to help direct runners on these training runs. There was a brief discussion about signs from previous training groups still posted around town and the need to remove them.
Social Report – Kristin Halley
Kristin Halley reported that her plans to have a social at Sky Zone last month fell through but she hopes to reschedule that soon. It was also mentioned that the annual GWTC Holiday Party will be held on December 15th at Shiloh Farms. In the meantime a social was held after the Magic! Mile race. It included face painting, pizza and drinks.
Trail Coordinator Report –Jim Halley
Jim Halley reported that Leon County has hired a designer for the J. R. Alford Greenway trail improvements. The Swamp Forest Trail Marathon, Half-Marathon and 6.5 Mile run will be held on January 6, 2018 at Elinor Klapp-Phipps Park.
A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:30 p.m.