INDIANA ASSOCIATION OF USATF

Semi-Annual Board of Director's Meeting

Sunday, February 15, 2004

Warren Library 9701 E. 21St Street

Indianapolis, IN 46229

 

I.                    Welcome by Jim Teegardin, President at 2.:05 p.m.

Called about being absent: Judy Wilson, Nancy Kuyoth, Judy Miller and John Gartland.

Folder of new business was handed out.

 

II.                Approval of Minutes - Nancy Kuyoth, Secretary

Motion was made to accept the minutes with one correction the addition of JoAnn Grissom as a member of the Youth Committee, and seconded.  Motion passed.   

 

III.       Treasurer's Report    Cheryl Sunman, Treasurer

Cheryl requested that the Treasurer’s report not be published.  The club is financially sound.  Motion was made to accept and seconded.  Motion passed.

           

 

IV.  Sport Committees

a.                   Youth                               Jim Teegardin

Hard copy can be found in the folder.  A schedule was also included for the next three years for the Junior Olympics Association, Regional and National Championships.  There can also be found an application for club to submit a bid for the championships so events can be moved around the state allowing club the opportunity to make some income.  The bid application will be included with the club championship packet and placed on the web site.  Also in the packet will be a travel grant for those clubs taking individuals to the National Championships.  Jim proposed to give out five - $250 grants for track and field and three for cross- country, totally around $2000.  This grant can be found on the web site.  See Youth’s report for further information.

b.                   Master's                           Angela Minnefield

The Master Track and Field Outdoor Championship will be run throughout the day along will the Youth Junior Olympics. On June 19, 2004 at North Central High School.  Discussion on the ribbons and medals was held.  For additional information written report on file.  We are working with Fine Design for both this meet and next year’s meets and National Championships.  Cheryl discussed the timeliness of submitting applications in order to be sanctioned.

c.                   Men                                 Mark Rodriquez

      Women's                          Angela Martin

The Open Championships format was discussed.  A profit needs to be met.  A possible way is to state a 10% administration fee and if a meet is cancelled all but this percent will be returned.  Mark asked for ideas how to make sure enough entries are made for the championship meet in order to clear all costs.  The matter was discussed.  The USTAF championship must be sanctioned and can be run at the same time of an association meet.  Cheryl Sunman gave the fee and information for sanctioning a meet.

 

 

 

d.                   Race Walk                       Cheryl Sunman

Female Race Walk Athlete of the Year 2003: Cathy Mayfield

Male Race Walk Athlete of Year 2003: Max Walker

 

Tentative roster for the 2004 RWSC is Cheryl Sunman, Pat Walker, Max Walker, Sarah Coil, Abbey Oliver and Drew Swonder.  If additional information is needed check Committee Chair, Cheryl Sunman’s submitted report.

e.                   LDR                                 Ian Seecof

Ian submitted a report containing 2003’s successful 10 event Trail Running Points Series.  Ian made certificates for wards on his home computer.  He stated that since the Series made no income he wanted to keep the output cost to a minimum.

 

V. Administrative Committee

a.                Membership                      Judy Wilson

Judy is not here.  Her concern was about the entry -$1 per entry and being compensated.  There is a possibility that Jane Freeman might not do it anymore if not compensated.  Discussion was held.  This matter can be discussed further at the September meeting.  Keith and Jim will check the cost of entering member’s information with Judy when they are down at IU later this week.  There were 1229 members – as of October 21, 2004.  We receive a dollar per membership for Internet entries of from the National office.

b.                Officials                            Keith Mitchell

We have 300 plus officials now but when I go to meets I don’t see many officials. A resume will be needed to move from certified to National or Olympiad levels.  Each official needs to know the rules of the area they are working in a meet.  If members are not out working then maybe they need to step down to a lower level.  There will be a separate test for Olympiad and the National will grade it.  Keith can grade all lower levels.  Keith will be taking rulebooks to universities and colleges along with tests for association certification and data.  Rulebooks cost $10.40 if we pick them up.  The true cost of official rulebooks is $13.  Note the uniforms for meet have changed.  Red, White, and Blue polo shirts along with Khaki pants (shorts-skirts), white shoes and socks, tan or brown belt.  Blue blazers are only worn if cold and inside.  Officials elected for Senior Indoor Nationals – Jeff Pierce, Junior Outdoor Nationals – Cheryl Sunman (Race Walk and Umpire), Bob Kuyoth (Inspector of Implements), Fred Kelly (Marshal), JoAnn Grissom (Starter/Recall Starter, and Al Lindall (Wind Gauge), Lloyd Stahl also Larry Henning.  Olympic trails: Gene Edmonds, Dave Cruise, Fredrick Kelly, Angela Neely, Joe Barnes, Larry Henning and Lloyd Stahl.

c.                Coach's Education            John Garland

John is trying to get another Level I school in Indiana.  They are continuing to have the problem of finding new Level I Instructors.  Report submitted.

 

VI.    Old Business

a.                   By-Laws

Our by-laws on the web site are incomplete.  It was stated that this information has been addressed along with the problem of printing the By-laws off the Internet.

b.                   Newsletter

This is one of the eight optional criteria for being to still be recognized by USTAF.  Keith Mitchell mentioned possible sponsorship so that it could be published quarterly.  Keith will look into this item and bring it to the fall meeting.

 

VII.   New Business

a.                   Greg Harger, Presentation

Greg gave a detailed report about the Cross Country arena complex back of the stadium and 16^th Street Park.  We are working with the city and the Mayor’s office.  The facility is already in existence.  Little cost would be needed to update this facility to handle events like the Cross Country Championship.  It is a recreational park now, where people walk their dogs, etc.  It was discussed that this would be a place for the association to become involved.  Clubs who might be in a bid process could use this facility.

The Golden Spike Tour event (Bloomington) development up-date and USATF National Club T&F Championships was not discussed.

b.                  Convention Reports

All reports have been received and forwarded to the President.

c.                   Responsibilities

The possibility of future meeting places was discussed.  Joanne Grissom was looking into the possibility of Arlington High School and we had some problems because of them requesting a certificate of liability.  We have also looked into meeting in Marion County Library branch locations.   We need to have a person assigned each year that is responsible for setting up the Association meeting locations.  It was suggested that we keep in the Indianapolis central area.

 

There needs to be a person who is responsible for writing letters to the Athlete of the Year recipients.

In the past the awards chair and the secretary were the same.  This year they are different.  It was determined that the Awards Chair would take care of this responsibility.

 

Minutes of the Annual minutes need to be posted on the web site.  It should be the responsibility of the secretary to send the minutes to Carl Derr by e-mail.  All minutes need to be sent out to board members for corrections before sending on to Carl for posting.  When posting the minutes to the web site the financial report of the Association will simply be posted as reported and accepted.

 

Each sports chair was reminded to organize a championship meet in their discipline and promote membership.  Keith will also emphasize membership to all officials.

d.           Nominating Committee

Every year we need a nominating committee because of the possibility that board members may wish to not to serve. The following volunteered:  Kevin Brown, Joanne Grissom, and Keith Mitchell.  If anyone is interested in running for the board notification needs to be mailed to one of these three people.

e.               Mileage reimbursement

Mileage will be the same as the National office.  Motion was made and seconded that the mileage rate be set at $.25@ mile.  The motion carried.

f.                 Wholesale online store - Merchandise purchase

Cheryl reported about the merchandise that was available in 2003.  It was discussed that the association members collectively might possibly think of items that they would need.

g.               Committee Budgets

It was suggested that each chair submit a budget each year at the yearly meeting.  Examples were given.

 

h.          Committee reports

A sample report form was given so that chairs could submit to the president and secretary exact information of location, date, members attending, and discussion

         

VIII   Other Business 

a.               National Convention

Greg Harger offered, so that the association could save expenses, that members attending stay in Vancouver with the members of the National Team.

b.               Athlete of Year

A discussion of the numbers of awards given was held.  No action was made.

c.                Youth checking account

The Youth Chair submitted information about starting a Youth checking account.   Much discussion took place but no action was taken.

d.         Next meeting September 19, 2004 at TBA

 

IX. Adjournment at 4:15p.m.

 

 

Meeting Recorded

Notes taken by Robert Kuyoth

Minutes submitted by Nancy Kuyoth