Association Committee Workshop Minutes
Association Committee Workshop Minutes
November 29, 2017
Call to Order: 8:10 a.m.
Executive Committee Members Present: Dave Shrock, Pam Betz, Don Lawrence, Randy Hopkins, Paul Bodenshot, Greg Mohl, Richard Messenger, Jackie Callender, Mike Hinz, Patti Petesch, Jay Miles,Tish Hannah, Steve Vaitones, Desiree Friedman, Thom Confer, Rod Larsen, Lauren Primerano
Welcome to Attendees. Dave Shrock welcomed everyone and pointed out that this workshop intended to emphasize collaboration/asking questions. He reviewed the schedule; reviewed that in executive committee meetings, all are welcome, but with exceptions (don’t sit at the table, but sit in seats around the room, don’t ask questions unless recognized, etc.)
Association/USATF National Office Organization Overview. Desiree Friedman. Housekeeping; 2 training sessions for SafeSport during the Annual Meeting; all NGB’s have been audited and she will forward feedback on the USATF audit; USATF leading in the audits according to USOC; everyone’s SafeSport is good until 2020; delegate selection to this week’s annual meeting - some need to update with Luke.
New Partner - NCSA. - largest high school - college athlete scouting organization in the United States. Offers: 1) access to monthly recruiting content; 2) live recruiting seminars hosted at most USATF events; 3) athletes can build a free recruiting profiles and schedule a recruitment assessment; 4) discount for all members qualified for NCSA premium services; 5) Team Edition for coaches.
Presenting with further details at 10:45 a.m. Thursday in Fairfield Room on Recruiting Realities
Association/College Outreach Initiative, Marketing Kit Update and ARC Refresher. (Luke Fimreite, Constituent Services Coordinator) Luke discussed the 2017 high school State meet promotions that included 8 associations and 7 championships; addressed many high school athletes, but recruited no new members to USATF. Many questions and comments from the attendees. As of now will not be continued in 2018.
2018 Marketing Kits - every association will receive a $500 allowance to use on marketing items; there is an option to overspend the $500, but the association responsible for the overage. The catalog will be available shortly with orders requested by December 17; delivery January/February.
Stationery, business cards, etc. - forms available on ARC; discussion on how to use and find on the website
Google Drive/Legacy Emails - Officers/Directors on Google Drive - access only to presidents, secretaries and office managers to update association officers. Open discussion on how to use Google Drive and how to contact Luke for assistance; all correspondence from the National office sent exclusively to Legacy email accounts.
AMA (Association Management Area) - description as to who has access to AMA
(NOTE - all slides presented are available on ARC - as are all reports presented)
Branding and Logo Use. (Chelsey Schmenk) - How to use portal to find acceptable logos; how to upload documents; contact for that goes directly to her; logo request form; custom/personalized for events; access given to presidents, but not limited to them - everyone in the associations have access. Discussion, questions, comments from attendees
Dave Shrock - spoke briefly about officials; introduced Ed Koch, Andy Martin, Herb Nichols, and eventually, Bill Roe, and recognized their contribution over the years to the Associations Committee. He then introduced the Accreditation Subcommittee Chairs, Paul Bodenshot and Greg Mohl.
Accreditation Subcommittee Report. Paul introduced the team - in each of the 7 regions and working with the Region Reps to assist the associations in acquiring accreditation. He offered that the accreditation process began January 9 and submissions due by January 31, with all final documents due by November 15. There are a few still delinquent, but the Regional Reps are assisting. Associations can meet with the Committee on Wednesday, November 29, from 1-5, and any carryovers will take place on December 1.
Standards of Excellence - Governance Manual, Reg 7, subsection 5 - Why? To improve the performance of each association and make sure every association is aligned with the parent organization and is legal; to address needs of constituents; actively growing the organization; and consistency.
He discussed the history of USATF, from AAU to TAC to USATF.
Greg Mohl discussed year-to-year data - fully accredited associations increased substantially over the pas 5 years. He spelled out all requirements for accreditation.
Workshop Session #1.
Keeping Treasuries Safe (USATF CFO Sara Reese) - Protecting Assets and Treasury.
Sara presented on a number of topics relating to association treasures: Present monthly financial statements to your executive board; required reporting and filings; W-9 for independent contractors and 1099 for payments up to $600 in a calendar year; conflicts of interest; protect assets with sound internal controls; segregation of duties - checks & balances; 2 signature requirements; bid process on any large purchases; take steps to avoid fraud and minimize misappropriation; have a “whistle blower” policy and procedure in place.
What To Do When a Grievance is Filed in Your Association (Scott Erwin)
Grievances: Reg 21. Reg 7G(2). Associations must have their own method of solving in place and have a panel at the ready; bylaws have information on how to handle; get an attorney involved - most must do pro bono work and they will make themselves available; if the grievance is within the association, it can and should be handled within the association. Next step: NABR
Workshop Session #2.
Hershey Run Jump Throw (Ashley Caldwell, Robin Beamon, and Ronnie Weaver (who was not present)
A one-day or 6-week program, plus an activity book. Robin explained the program and answered questions. Introduced Thom Confer of Southern California who explained how they’ve used and continue the program in the schools there. Comment to add race walk to the program. Thom indicated that they include race walk in his association’s program. Have gotten many future USATF members from the program and has put on multi-school track meets.
Robin said all info sent to association presidents and distributed a handout on the RJT program.
Writing Bids of National Championship Meets (USATF Events Team - Matt, Carl, Zac and Allen Juda of the National Travel System)
Allen spoke about how NTS assists USATF with travel, hotel bids, etc. The events team discussed best way to bid on National Championships and the future goals to have a bid portal in place to streamline the process and a bid proposal initiative.
One-On-One With National Office Staff and Accreditation Subcommittee.
Breakouts to discuss items with various representatives.
Position Specific Break Out Meetings. Took place in separate meeting rooms for: 1) Presidents, Vice Presidents, Past Presidents, Office Administrators; 2) Secretaries; 3) Treasurers; and 4) Website/Social Media Managers.
Associations-Youth Committees Reception The Ohio Association and the Columbus Sports Commission Reception will hold a reception for Association and Youth Workshop attendees only at Callahans.
Please note that all documents presented at the 2017 USATF Association Workshop will be posted in the Annual Meeting Document Library.
Respectfully submitted,
Pamela Betz, Secretary.