GULF WINDS TRACK CLUB Minutesfor October 11, 2023, Hosted by Lisa Unger
Voting Members Present: Jerry McDaniel, Jennifer Hay, Jeanne O’Kon, Peg Griffin, Mary Jean Yon, Mark Tombrink, Mark Priddy, David Yon, Allen Blay, Jo Lena Pace, Tom Perkins, Chris O’Kelley, Judy Alexander, Debbie Peters, Lisa Unger, Tina Bahmer. Voting Members Absent: Robert Skrob, Eric Trombley. Non-Voting Members Present: Bill Lott, Sherri Wise.
I. Opening and Introduction:
Jerry McDaniel opened the meeting at 7:00 p.m. A motion was made to approve the minutes of the September 2023 meeting. Motion was seconded and passed.
II. Old Business:
a. Sickle Cell Budget Closeout: Peg Griffin reported that the race revenue was $7,845.34, with race expenses of $6,181.54. The direct donations to the Sickle Cell Foundation were $2,030.14. The net proceeds are split 50-50 with $831.90 to GWTC and the same amount to the Sickle Cell Foundation.
b. Women’s Distance Festival Budget Closeout: Lisa Unger reported the race revenue was $4924.56, with a $1035.00 sponsorship from Lululemon. The race expenses were $3340.81, with a net revenue of $1,583.75. The direct donations to Brehon Family Services were $153.00. Lisa proposed a flat $1,000 donation (donations of $153 plus $847 race proceeds to Brehon with $583.75 going to GWTC. A motion was made to approve the proposed donation. Motion was seconded and passed.
c. Salute to Steve Prefontaine Budget Closeout: Allen Blay reported that race revenue was $2,273.70. He did not pay for an EMT. The expenses were $1,534.80. The net revenue was $738.90. The direct donations to Suwannee River Council were $127.20. The net proceeds are being split 50-50 with $369.45 donated to SABSA and the same amount going to GWTC.
d. DACS Recommendation: Peg reported that GWTC is required to register with DACS because of the charitable contributions. The requirements are significant, unless GWTC has RunSignUp pay beneficiaries directly. All beneficiaries must be registered in advance with DACS. Peg checked and found that all the current charities are registered with DACS. A motion was made and seconded to implement the change to RunSignUp. Motion passed. A meeting will be scheduled with DACS and the committee members in the future. There is a statement that must be made on the web site and on the e-mail confirmation when someone contributes through RunSignUp.
e. Financial Policies Update: Allen Blay reported that the Financial Policies statement has been updated. This document put in writing what the club policies already are, with just a few exceptions. The first change is in who reviews the cash balance on the bank statements—not only the treasurer, but the president, vice-president, and any other interested Board members. It provides increased internal control. One other change is comparing the current month’s budget to the overall year’s budget. Nearly all other issues addressed in the report are practices already utilized or they simply make sense for this organization. One additional statement that the club does not collect direct donations might be included. Also, another Board member other than the treasurer should be checking the club mailbox in addition to the Membership Coordinator. This person will be the Vice-President or a designated Board member and will be selected at the beginning of each year. Motion to accept the report was made and seconded. Motion passed.
f. Merchandise Development: Sherri Wise discussed the club merchandise in general. The merchandise needs to be readily accessible to members. She and Laura McDermott have collaborated with a vendor in Jacksonville to get the online store set up. There are now some places in Tallahassee that can produce the club items. Sherri and Laura cannot always run races and sell merchandise. The merchandise has been stored in their personal garages. During the summer, some items got damaged because of the high temperatures in the garages where they were stored. A temperature-controlled environment is important. Sherri spoke to Scott Maphis about storing the club merchandise at the Cadence Running store. Members could pick up merchandise at the running store. Cadence Running sets up a tent to sell items at many races, also.
Sherri recommended that the prices be marked up by 50 cents per item. She mentioned that a contract could be established with Candence Running but it may not be needed. Sherri is still willing to help with the sale of items at races when she is available and will continue collaborating with the online vendor. The club can also set up the online purchasing and then pick up the item at Cadence. Selling the merchandise is not about making a profit but rather it markets the GWTC brand. Mark Priddy recommended putting the information about how club merchandise can be purchased on the GWTC web site. A motion was made and seconded to follow Sherri’s recommendation that club merchandise be stored at Cadence Running, and items can be purchased at the online shop. Motion passed. The items will be sold in person at the three big races (Springtime, Turkey Trot, and Tallahassee Marathon).
III. New Business:
a. REI “Trailahassee” t-shirt with GWTC logo: Jennifer Hay is employed by REI. The store sells local merchandise, purchasing the items and then selling them directly. She recommended that a “Trailahassee” shirt with a GWTC logo be printed. The question arose as to whether that name is already copyrighted, but apparently it isn’t. GWTC would print the shirts and sell them to REI. The costs would be determined in advance and a written agreement would be needed. A certain number of t-shirts would be required for the order.
b. GWTC Tabling at REI on Nov. 11: Jennifer reported that the store’s one-year anniversary event will be held on Nov. 11 and local organizations can have a table there. Jennifer will register for the club to have a table there.
c. Budget for marketing/membership recruitment and retention: Jennifer inquired as to whether there could be a budget for marketing items to distribute at local cross-country events and races. She would like to print a small flyer with a QR code that goes to the club website and stickers. Additional cost figures are needed for this.
d. GWTC Five and Ten-Mile Challenge Budget Proposal: Mark Tombrink reported that registration will be $20 without a shirt and $30 with a shirt this year. He will use leftover awards from the past two years. He will order 150 cones (100 fewer than last year). Motion to approve the proposed budget was made and seconded. Motion passed.
e. Committee on Nominations: Mark Priddy thanked everyone who agreed to run in the upcoming election. He mentioned that Peg and Tina both need assistance with their work. A Social Committee could be established. All Board members need to mentor others to eventually take our places. There are eleven members running for the Director-at-Large positions. All individuals need to continue their club membership in the coming year. Motion was made and seconded to approve the list presented. Motion passed.
Beth Alexander has agreed to serve as the additional Nominating Committee member. Motion was made and seconded to approve Beth as a member of the Nominating Committee. Motion passed.
f. Volunteerism–Follow-up from Sept. 17 Race Directors Meeting: Mary Jean reported that she and Lisa Unger developed a proposal to follow the Tri Club’s system of requiring volunteerism at one club race minimum to be eligible for Grand Prix awards at the end of the year. Some examples of volunteer activities include pre-race preparation, race day set up, race day assistance, race day cleanup, post-race activities, and others. The volunteerism will be verified by sending an e-mail to a specified e-mail address. By October, the Grand Prix Committee will determine how many Grand Prix participants have met their obligation. The committee will then notify those who are lacking their volunteer participation. Lisa indicated that the race directors should verify the self- reports. Motion was made and seconded to approve the proposal. Motion passed. The new requirement will become effective on January 1, 2024.
IV. Announcements from Officers:
Jerry thanked Mary Jean and Bill Lott for operating the table at the First Day Bikes event on October 1 at the St. Marks Trailhead.
Lisa Unger indicated that the original GWTC feathered flag (20 years old) does not have a pole mechanism. Bill Lott has another club flag that can be brought to races.
a. Treasurer: Peg Griffin reported that as of September 30, the net assets are $201,434.82, with a net loss of $27,163.95.
b. Triathlete Club: Tina reported that the Tri Club has ordered some new kits for $180 each, and new shirts. They are still looking for sponsors whose logo will appear on the kits. Elections for the Board will be held, but it is difficult to get volunteers. The ballot will be finalized this week. If the offices are uncontested, a ballot will not be necessary. The Grand Prix has 12-13 races each year.
c. Race Director Coordinator: Mary Jean reported that a race directors meeting was held on Sept. 17.
d. Newsletter: No report.
e. Membership: Jo Lena Pace sent in a report stating that there are currently 1239 members (1307 last year at this time) and 701 households (717 last year at this time).
f. Diversity, Equity, Inclusion: A report from Gabrielle Gabrielli stated that the International Rescue Committee event for kids who are refugees will be held at Cascades Park at 6:00 pm on the following dates: Tuesday Oct. 17, Tuesday Oct. 24, Wednesday Nov. 1, Tuesday Nov, 7, and Tuesday Nov. 14. Danny Manausa reported that there is a taxi service lined up and he is still waiting to hear back from the church. The countries represented by the IRC include Syria, Afghanistan, Congo, Columbia, Guatemala, and, potentially, El Salvador. Chika and Gabrielle have been helping to promote the event. Gabrielle developed an online form to capture information from volunteers.
g. Education and Lecture: Mark Tombrink reported that the lecture on Runner Safety was held a few weeks ago, and very few people attended. The Lecture Series will take place tomorrow (Oct. 12) with Dr. Brian Burnett at Casa Grande on Thomasville Road at 6:30 p.m. Ways to advertise these events were discussed, including other forms of social media. Jerry asked Judy to check with Herb on the viability of using Instagram as an additional social media tool.
h. Website: Nothing new to report.
i. Chenoweth Fund: Nothing new to report.
j. Merchandise: See the previous discussion under “Old Business.”
k. Equipment: Nothing new to report.
l. Chip Timing: Bill Lott reported that in September, in addition to three Club races (Sickle Cell 5K/Tim Simpkins 1 Mile; Women’s Distance Festival 5K/1 Mile; and Prefontaine 5K Forest Run/1 Mile, one non-Club race (Bluebird Run 5K) was chip timed. During October, only a Club race (Pine Run 20k) will be chip timed. For November, two non- Club races (Brewtallaty Offroad Duathlon and Veterans Day 5K) and one Club race (Tallahassee Turkey Trot 15K/10K/5K/1 Mile) are scheduled to be chip timed.
m. Grand Prix: Lisa Unger reported next month, the 2024 proposed Grand Prix schedule will be reviewed. The scoring has been completed through the Prefontaine 5K.
n. Social: Tina Bahmer reported that last year she solicited feedback about how the social events can be improved. The holiday party will be on Dec. 16th at Shiloh Farms. She encouraged members or provide her with additional feedback. There is no charge to utilize the space at Shiloh Farms. Tina will develop a committee to help with the work for the social events.
Meeting adjourned at 9:01 p.m.