President- John Smith, V.P.- Joe Gentry, Secretary- Elaine Keel, Treasurer- Eric Bindner, Memberships/Sanctions- Lynn Kemman
Colorado Association Meeting
July 17, 2011
Agenda
(Please review agenda prior to meeting starting)
- Opening Comments (2 min. limit) John Smith
- Confirm Membership/Sanctions Chair
Confirm Webmaster
- Committee Reports (5min.limit )Chairpersons
-Financial ReportEric Bindner
-Memberships/Sanctions Lynn Kemman
-Youth Don Sinclair
-Men’s Track John Green
-Women’s Track Chris Turner
-Race Walking Dan Pierce
-OfficialsRich S.
-Masters Jerry Donley
-LDR Tania Pacev
- Old Business (5 min. limit)
-L&L CommitteeJoe Gentry
V.New Business (5 min. limit)
-Website Protocol/OfficeDave Kemman
VI.Free Parking (30 min. limit)All
VII. ClosingRemarks(2 min. limit)John Smith
Meeting called to order: 3:13
Facilitator: Elaine Keel until Joe Gentry arrives
Recorder: Elaine Keel
Location: Lone Tree Civic Center, Lone Tree, CO
No opening comments as John Smith is not present due to an unforeseen matter arising.
The membership/sanctions and webmasters positions are not confirmed as a quorum is not met.
Committee Reports:
YOUTH COMMITTEE QUARTERLY REPORT- reported by Elaine Keel for Don Sinclair
REVIEW
The committees had another successful year providing training and competitive opportunities for Youth, Open and Master athletes throughout Colorado and the Rocky Mountain Region. The indoor season featured five meets at Colorado’s Balch Field House and the 30th Annual Martin Luther King Jr. Mile Hi Classic at the USAFA. The average number of participants at the venues 500+ remains consistent with previous years and the transition to online registration improved with over 95% compliance. Colorado University, its facility personnel, and Coach Wetmore continue to be the foundation of our indoor season and our largest source of operating income. Go Buff’s!
Outdoor numbers within Colorado remain on pace however we continue to wrestle with the AAU’s impact on our Regional JO participation. In addition, this year for various reasons we were forced to cancel two scheduled club sponsored events. On the positive side of things Zoom stepped up and put on their first major meet and hopefully next year we can plan on at least four or more club sponsored competitions along with a planned series of all comer venues.
OUTLOOK
The program continues to sustain itself and the number of individuals progressing through the system is encouraging. Moving forward we will continue working hand in hand with the official representatives in an effort to establish an ever increasing foundation of support for the youth community. This year Colorado will be hosting the Region X Cross Country Championship in November with approximately 600 athletes and we will need all the association’s resources in providing the best of all possible venues.
Looking forward we will continue to pursue and support additional competitive opportunities and options at the grass roots level including week night all comer venues and JO preliminary meets throughout the State to further our sport. In closing my thanks to all the clubs, coaches, officials and volunteers who contribute their time and effort to make this program one of the strongest and most successful in USATF.
Respectfully submitted,
Donald R. Sinclair
Colorado Youth Chairman
Men’s Track and Field- No report; chair not present
Women’s Track and Field- reported by Chris Turner
Chris attended the Women’s Sports Foundation banquet and believed the awards rewarded not to a true representation of the athletes.
The #2 ranked triple jumper has relocated to Denver, CO. He is trying to connect with the USOC to seek funding and housing for her; would like the association to provide a stipend.
We had the top 2 junior national athletes that were not able participate as a part of the world team due to them not meeting the age requirements.
There has been a history of not helping the athletes. He would like to see more support for the Colorado athletes.
Race Walking- reported by Dan Pierce
There will be a race walk clinic held September 24th and 25th
Race-walking has had 3 championships where attendance hasn’t been great.
There have been quite a few deaths; those of athletes and officials.
There will be a race in September. Bob Carlson is no longer the race director so this may provide opportunities for some other things to happen.
Mary Ann Martino received 2nd place at World Master’s Championship.
Officials- No report
Master’s- No report; chair not present; attending World Masters Association Championship
LDR- reported by Tania Pacev
For the first time in ages, LDR is off to a successful start. The first championship was held June 26th. Cash prizes were awarded along with 2 airline tickets. There were a few problems with rules prior to the race pertaining to foreign athletes. However, those issues were resolved. Other than that, media overall is very positive. Upcoming championships are the 10K Aug 7th, ½ marathon, in September the 25K.
Financial Report- reported by Eric Bindner
The 20007 taxes have been filed; have not heard anything back from that; but, we will. The CPA will deal with that. April financials are done. June financials should be ready in about 10 days and will be emailed to the association secretary to send out to the chairs.
We keep accumulating cash and as a non-profit organization that is not what we should be doing. We need to make good use of the money. 2010 taxes have not posted. Will get posted.
2011AprilUsatffinancials(1).xls
Membership and Sanctions- report given by Dave Kemman
Position started off hectic due to having to verify DOB for memberships; DOB must be verified before participants can run (mainly applies to youth); will be bringing up this concern with the national office.
Due to the late filing of sanctions with some meet organizers, Lynn proposes that late fees be applied to sanctions that are not filed within 30 days of the event for the association. Nationals already imposes a late fee.
Lynn is to email out the current sanctioning fee schedule and her proposed sanctioning fee schedule to the board for consideration. Tania volunteers to be involved in the process of developing a new sanctioning fee schedule since the majority of races are LDR races.
Tania also suggested that all race directors be notified of the change in membership/sanctions personnel. This will help alleviate sanctions being sent to the wrong address and delaying the process.
Old Business- reported by Joe Gentry
The president’s intent is for the L & L committee to use Rich Schornstein’s model to revamp the association’s bylaws. Changes should be made and ready to vote on at the association’s annual meeting.
New Business:
Website protocol- submitted by Dave Kemman
The plan is to completely overhaul the website. Dave will be meeting with national’s website directors to get understanding of how some things nationals is doing will affect our website development. Committee chairs, please contact Dave with any ideas that you may have for the website. Please click on link for protocol:
Protocolforwebsitechanges
It is suggested that all info that is to be placed on the website be in PDF format. Clarification was made about using Master Card as a form of payment. Cannot happen; only Visa.
The association office address is not a physical address for the association. For security purposes, we do have the option to allow chairs and officers the liberty not to use their personal addresses. Mail may be mailed to the office address and then forwarded to the appropriate personnel.
To have a uniformed look, email addresses may be developed for the officer/chair whereas the address would read their .
The association also has the ability to route calls. The office main number is listed, and the callers call is routed to whatever number is provided for that officer/chair.
Free Parking discussion:
It is suggested that conference calls be held in lieu of meeting in person during the month’s when there are time constraints due to a high volume of meets.
All committee/staff reports and agenda items are to be sent to the association secretary two weeks in advance. Committee/staff members that do not comply will be referred to the association president and, meetings minute will reflect no report for said committee.
Coach Gentry requested that a call tree is made up and distributed to the board. Elaine Keel will work on the project.
Coach Gentry was contacted by Don Sinclair proposing that a gym bag be provided for the JO athletes that will represent Colorado at the JO Nationals. It was decided to do T-shirts.
Rich would like the board to review the proposed draft financial procedures, provide input, and vote at the next meeting. Another set of draft procedures had been provided to the L & L committee for consideration. Q: Who are the committee members; Eric B., Joe G., Jan H., Matt R., Chris T., Rich S., Don S., Bob S.; Jan Hallez and Bob Sweeney are no longer chairs.
Meeting adjourned: 4:55