Present: Zack Scharlepp, Paul Guyas, David Yon, Kory Skrob, Charlie Johnson, Mike Savage, Mark Priddy, Tom Perkins, Mary Jean Yon, Katie Sherron, Herb Wills, Maria Matheau, Judy Alexander Others; Bill Lott, Felton Wright, Zach DeVeau, Eric Godin.

The President called the meeting to order at 7:32 p.m. and a quorum was established.

The Board reviewed the August 2017 minutes. A motion to approve was made, seconded and passed without opposition.

New Business

Breakfast on the Track (BOT) 2017 Wrap-up – Felton Wright presented the final budget wrap-up for BOT. Total revenues collected were $2,806.4, expenditures were $2,142.03, with total net revenues of $664.40 to be split equally between GWTC and Maclay Track Boosters.  A motion was made to approve the donations, seconded and passed unanimously.  

Proposed 2018 Grand Prix Schedule – Eric Godin of the Grand Prix Committee, presented the proposed schedule of races to be included in the 2018 GWTC Grand Prix race series, to the Board.  There will be a total of 15 races, 9 of which are GWTC races.  The President asked if all the races applied, Eric stated that they solicited an application for the Boston Mini race, and that they had reached out to all race directors from the previous year letting them know about the series.  The response from race directors was huge and they even had to turn down 15 applications.  A motion was made to approve this race series schedule, seconded and approved. The Board thanked Eric and the member of the Grand Prix Committee for their work on this.   

Miller Landing 2017 Budget Wrap-up – Bill Lott presented the final wrap-up for the Miller Landing races. Net operating revenue amounted to $160.11 to be donated 100% to the Chenoweth Fund, a motion was made to approve this donation, seconded and passed unanimously. A discussion took place regarding the breakdown of processing fees from Eventbrite and how to accurately report expenditures and revenues. Katie Sherron stated that if all race directors could send her those numbers she could break down the actual costs for them. The race collected 2,039 lbs. of food and cash for the Second Harvest Food Bank, this amounted to a total of 2017 meals.  Tom Perkins mentioned that the kids race had a fantastic turn out and was a huge success.  He also mentioned that if race directors needed food donations they should contact Trader Joes and Costco as both of these places provided either food and/or gift care donations.  Race directors just need to contact them at least three months ahead of their race.

Old Business

Conflict of Interest Statements – David Yon provide a copy of the GWTC Conflict of Interest Statement that he had drawn up specifying 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. A motion was made to approve the conflict of interest and have all Board members sign, the motion was seconded and passed unanimously.  All Board members present signed the form.

 Committee Reports:

Treasurer’s Report –Katie Sherron

Katie Sherron discussed the 990-tax form for non-profit entities.  She briefly discussed how she calculated all the categories and asked the Board if they would be interested in having a CPA or tax attorney review the form.  It was decided because GWTC is growing, it may be a good idea to shop around for someone to complete a financial review of the club accounts. Mary Jean said that she had recently put out an RFP for a financial review and received quotes around $5,000. A motion was made for the Board to start a committee to find someone to conduct the review, this was seconded and passed unanimously.  Additionally, a motion was made to send off the 990-form, seconded and passed unanimously. The Board thanked Katie for all her hard work.     

Katie Sherron provided the Board with account information showing that as of August 31st, 2017, the balance in each account is, $86,333.17 in the Operations account, $2,770.84 for the Events 1 accounts, $9,805.70 for the Events 2 account, $10,824.65 for the Triathlon account, $85,500.00 in the Invest and Reserve account and $14,207.78 in the Chenoweth Fund.

Membership Report –Mark Priddy

There are 1384 members in the club as of September 13, 2017, an increase of 41 from last month’s meeting. We also have 707 household memberships, 15 more than last month. The Tri Club has 246 members. 

Race Director Coordinator Report – Mary Jean Yon

Mary Jean had nothing new to report other than she is going to reschedule the next race director meeting.

Newsletter Report –Fred Deckert

No report.

Clothing Coordinator Report –Zack Scharlepp for Rachael Scharlepp

Zack said that Rachael had ordered some new car seat covers that are approximately $35 each, black and orange, and a different style to previous covers.  She will be selling merchandise at the Women’s Distance Festival. 

Equipment Report – Katie Sack & Bill Lott

Bill Lott reported that all is well and that he had made a few minor repairs to various pieces of equipment, including replacing two water cooler spigots, new battery for the Chronomix, and fixing a leg on the clock tripod.  Sheryl Rosen had reached out to Bill to ask about the number of water coolers GWTC had, as last marathon there was a shortage due to the large number of water stops on the course. He has about 45 and is waiting hear how many she needs before buying any more, as there will be fewer water stops on the new course.  He also stated that there is a need to have race directors who rent or use the equipment to report any malfunctions so that they can fix them straight away, this is not currently happening.  

Website Committee Report –David Yon

David Yon said there was nothing new to report regarding the website.

Chenoweth Fund Report –David Yon

David stated there was no update for the Chenoweth Fund this month.

Triathlete Report –Charlie Johnson

Charlie reported to the Board the happenings of the triathlon club, including, the monthly meeting on Sept. 18; Speakers to be Rick Ashton and Kim Ortloff talking about their Tour Divide Bike Trek at Momos. This month’s triathlete spotlight will be Fran Bridges & Walter Clemence.  Tri Club shirts for will be for sale, and he expects to have a Garmin Rep Demo at Higher Ground Bicycles on Nov. 6.  This demo will be great for either the triathlete or runner.  Charlie also mentioned that he would like to have the Tri Club members volunteer for Moon over Maclay on 5^th November.    

Lecture Series Report – Kory Skrob

The next lecture will be on Sunday September 24, 2017 at Momos.  This lecture will be focused on training for your first half or full marathon led by long time marathoners Felton Wright and Nancy Stedmon.  October 3, 2017, at Momos, Justin Marion a doctoral student, will be discussing results from his study on aging, cardiovascular health and cognitive functions in the 65-85-year-old age group.

Training Report –Eric Godin for Tracy Godin

Eric reported that CCR will be starting their Turkey Trot Training group Thursday September 14, 2017.  They will run from CCR on Thursdays and from Southwood on Mondays.  David also mentioned that the Couch to Finish Line training group would start running from Premier Health and Fitness on Wednesdays.  Gary Griffin helped the group obtain free entry into Maclay Gardens for the runs.  Eric also announced that due to their impending growth of their family, Tracy would like to step down as training group coordinator at the end of the year.

Social Report – Kristin Halley

Kristin Halley via email apologized for not having an August event. She plans on having a September event and is considering a GWTC night at Sky Zone. She also thought about having another movie night as the weather cools down, so if anyone has any movie suggestions, please let her know.

Trail Coordinator Report –Jim Halley

Kristin Halley for Jim Halley via email attached a copy of the final budget of the trail series.  They had a very successful race series, although it did not sell out this year. The first race conflicted with Ride for Hope and the last race conflicted with the St. George Summer Sizzler. The nice thing was it allowed them to open single race registration up to more people and had 47 single race registrants, more than any other year, which brought us to 157 total participants.  Of course, this also meant they didn’t get the revenue they estimated based previous years, which equals less total proceeds. Total revenues collected were $6,252.20, expenditures were $5,497.66 with total net revenues of $754.54 to be split equally between GWTC and Friends of our Parks, specifically for Tallahassee Trail Maintenance. A motion was made to approve the donations, seconded and passed unanimously.  

They plan on opening Swamp Forest registration up in early October and will have a budget to present at the next meeting.

Other Items:

Zach DeVeau gave the Board a run down on what was happening with some of the new trails in Tallahassee.  He also provided an update on the Capital City Sea Trail which broke ground to start work last week.

David Yon also made a plea for volunteer recruitment coordinators for the Turkey Trot as he is losing one person. 

A motion to adjourn was made, seconded and passed. The meeting adjourned at 8:32 p.m.