USATF Colorado Association - Minutes - October 15, 2003
Called to order at 7:25PM
Attending: Jeff Adams, Brad Barnes, Jerry Bookin-Weiner,
Shirley Clemons, Theresa Daus-Weber, Chuck Degue, Tim Dolen,
Tim Edwards, Joe Gentry, Rod Greiner, Nancy Hobbs,
Dennis Markham, John O'Neill, Mike Ortiz, T.L. Smith,
Chris Turner, Morris Vogel, Sherry Warren, Ben Whisenton, Tony Wild
Final meeting of the year prior to the annual convention in
Greensboro, NC.
National News: Chris, Ben, and Shirley attended a national
workshop in August. Going into the Olympic Year in 2004 will
see much change at the national office administratively. Best
support from the national office for association can be found
in member services with Andy Martin and Sherry Quark.
Suggested by Chris that each committee chair keeps up to
date with their respective committee at the national level.
USATF Foundation: Shirley reported that many contributions
have been received by the newly created (convention '02)
foundation that is set up as a separate entity outside of USATF.
Shirley did not foresee any of the collected dollars to be spent
for a minimum of one year, probably longer. Programs need to be
evaluated. Refer to July 16, 2003 minutes for more information on
the foundation.
Masters at National Level: Theresa attended the masters
LDR meetings recently during the Twin Cities Marathon in
Minnesota (site of the national masters marathon champs
through at least 2005 and masters win this year by an
American Eddy Hellybuck). The first world masters team with 2
men and 2 women, will compete at the upcoming World Cup
100K in Tainan County, Taiwan on November 16.
Mountain at National Level: Mike reported that nine of the
12 Teva US Mountain Running team open members were
from Colorado. The team participated in the World Mountain
Running Trophy events last month in Girdwood, AK with both
open teams finishing in 8th place with our first US female
placing 8th (Anita Ortiz, Eagle, CO) and first US male placing
15th (Paul Low, Amherst, MA). Vail hosted the inaugural USA
Mountain Championships in 2003 at the Vail HillClimb -
competitive race won by Peter De La Cerda, Alamosa and
Anita Ortiz. De La Cerda earned his berth on the Teva US
Mountain Running Team with his win.
Financial Report: Chris provided balance sheet with balances
in committee accounts through August. Nancy and Tim requested
that separate categories for mountain/ultra/trail and cross country
be added. Chris will add these categories on the next balance
statement for September. A question was raised on the amount of
money the association receives from memberships. $7.50 goes
to the national office while the remainder is split up in the association
between $2.50 to general fund and the rest in the committee accounts.
Racewalk Report: Shirley reported that four meetings were held of
the racewalk committee in 2003. The committee sponsored a 3km
indoor race, March 2, USAFA; 10km and 20km track races on May 4,
Broomfield HS; 5km track race July 20, Overland HS; 10km road
race August 24, Broomfield; 1 hour regional track race October 12,
Overland HS.
Coaching Education: Joe reported that a development coaching
program will be held in Colorado Springs on Oct 25 and will be
followed up in 2004 (March probably) with Level I and Level II programs.
Cathy Sellers, USOC Coaching Department, will assist with the
program.
Youth: Don Sinclair provided a written report that will be included
as an addendum when Don sends it electronically.
Dennie Dorrall (webmaster) requested youth information for the
website. When contacting Dennie at: diamond9@idcomm.com
please let her know when you want information posted, where you
want it to appear on the website, and provide your contact information
should she have any questions. This applied to any committee report,
article, photo, or request.
Mountain: Mike reported that Bill Roe and Jerry Crockett attended the
World Mountain Running Trophy events in Alaska to support the
program and our athletes. The Vail HillClimb will host the inaugural
NACAC Mountain Running Championships on July 4, 2004. The event
will also serve as a Teva US Mountain Running Team selection race.
In 2003 the Teva Spring RunOff hosted the CO USATF trail running
championships and was also a mountain team selection race with
Simon Gutierrez, Alamosa and Kari DiStephano, Telluride
earning berths on the team. The RunOff offered a prize purse of
$6,000 - excellent dollars for mountain racing. The Teva Spring
RunOff will bid for a national trail championship for 2004 and
2005 at the annual convention.
Trail/Ultra: Theresa reported that a 50K trail association
championship was held for the first time in about six years
with the High Mountain Institute 50K, Leadville on July 19. Also a
25K was held at the same time serving as our CO Association 25K
trail championship. The America Discovery Trail Marathon served
as our CO Association trail marathon championships on Labor Day.
Bids are expected for a number of distances in 2004. Already the
MUT council has awarded the trail marathon championships to the
Breckenridge Crest Marathon to be held in September.
LDR: John reported that a successful 10K open and masters
championship was held on September 21 with the Governor's Cup.
Also a 5K open championship was held on June 29 with the
Stadium Stampede. Both events were BKB organized events,
a big supporter of USATF. Development funds of $500 are
anticipated from the 10K event to help support our CO athletes,
the first of hopefully many contributions for development.
Cross Country: Tim reported that the first-ever USATF CO grand
prix was started in '03 with races in Boulder (Rocky Mountain
Shoot out on Oct 4 serving as the CO Association championships), Ft.
Collins (Rattlesnake Rumble Nov 9), and Colorado Springs (Colorado
Running Company Cross Country Caper Nov 15). Tim would like to
see club championship program get more involved with the events.
He also suggested that recruitment of western slope athletes and
teams was important. Any youth cross country questions should be
directed to the youth committee. The state JO cross country qualifier
will be held Nov 1 in Decovan Park with the regional qualifier 2 weeks
later in Albuquerque followed by national in Albuquerque in December.
Officials: Morris reported that CO has 173 certified officials which
qualifies our association for an additional delegate/representative
at the national convention for officials. On July 27 there was an event
with Richard Roberts as RD in Colorado Springs which Morris was
unable to attend due to a death in the family. Morris later found out
that no volunteers from USATF showed up to support the race
(which changed venues from the CO Deaf and Blind School to
Sand Creek High School). Morris will let us know when the
certification for 2004 begins. Morris's term runs through October '04
as do the other officers in the association. Morris suggested that
someone else could take over the program and will use '04 as a
transition year.
Masters Track and Field: Jerry provided a written report in his
absence including the February 29 entry information for the Indoor
meet at USAFA.
Accreditation Updates: Each association must comply with
National's set criteria in order to retain accreditation. Colorado
meets all but one of the national recognized (10) standards. The
only area lacking is that of a newsletter. Shirley reported that Bob
Carlson has offered to publish a newsletter and has mailing permits.
The newsletter could also be produced by Bob and presented Online.
Contact Bob Carlson with ideas for inclusions in the newsletter.
The CO Association was also missing an adjustment to the Bylaws
to allow for a paid staff person. The adjustment has now been made
with Shirley's help and Andy Martin's support from national.
The adjustment was not a policy change, rather an administrative
update. (The current CO Association bylaws were approved in
January '03). Nancy made a motion to approve the bylaw change,
Ben seconded. All approved.
Events: Rod and Brad of the West Denver Track Club (Rod as the
financial baker, Brad with the club) requested direction and support
of an idea to host an indoor meet at the Western Stock Show on
January 30-31. The space has been reserved by Rod and he will cover
the expense of the rental. The surface for the track would be
clay (36% clay) with engineered-marked lanes. A banked (Vortec)
track would be researched for future years. Joe thought this was a
great venue and perhaps a future site of the Golden Spike Tour.
Chris will work with Rod on logistics. The event would be an open
and youth meet. On September 5 Rod sponsored a cross country
meet in Quernavac Park with 225 competitors. The site near LODO
was a great venue.
Paid Staff: There has been discussion for more than one year
about adding a staff member. Jerry (Donley) has discussed the
importance of this on several occasions most recently at the
Ft. Collins indoor meet (with Shirley, Tim, Jerry, et al) and with Nancy
and Jeff last month at his home. Out of these discussions two
proposed positions emerged, an executive director or an
administrative assistant. Jerry feels strongly that an executive
director should be appointed. Nancy feels that the first step should
be an administrative assistant or coordinator. With a paid staff
member at $500-$1000/month, administration and organization of our
association will become efficient and should result in additional
programs and memberships and also enhanced and timely
communication. Tim proposed that the executive committee come
up with a job description for an administrative assistant/coordinator
with plans for a future executive director as well as funding sources for
the position. Morris seconded the proposal. Friendly amendment that
November 15 would be the deadline to vote on the position. In favor 8,
abstain 2. Motion carried. Nancy will contact the executive committee
for input on the position and a vote will be held in early November on
the position. It was suggested that the proposed position be posted
on the website for feedback. NACAC World Masters Bid City:
Jerry reported that Ft. Collins would like to be the bid city from the US
for this event to be held in Aug/Sept 2006. The championships includes
stadia and non-stadia events. Never has the event been in the US.
Between 300-700 participants. Jerry feels that the 8km XC event
would attract 500 people in its own right. Also there would be a half
marathon road race. Nancy asked about ultra or trail/mountain events
and Jerry said they would be considered as exhibition events if at all.
Dorms at CSU would be used. Event is held every other year. Motion
proposed by Dennis that we support the bid presentation, Ben second.
Discussion that our association would not provide any financial
support (nor was any financial support requested, rather support on
the concept and bid). All in favor. Presentation will be made at the
annual convention.
Annual Convention: Chris asked for interest in attending the
convention as delegates. The list includes Joe, Jerry D, Jerry B,
Tim E, Chris, Shirley, Nancy, Mike, Theresa, Joe, Don (Sinclair),
Morris, John (Green). Chris will review the list, confirm the number of
CO delegates and make sure there is a split between athlete
representation/coaches/committees.
ADJOURNMENT: 9:10 PM
LIST OF ACTION ITEMS:
Executive Committee
Job Description - Nancy for distribution and feedback. Vote by Nov 15
Chris
Newsletter situation
Delegates to convention
Logistics support to Jan 30-31 track meet at Denver Stock Show Arena
John/Tim
Nov 9 Rattlesnake Rumble
Nov 15 XC Caper Colorado Springs
XC Grand Prix results/awards
Morris
1) Date of certification '04 start date
*FROM JULY 2003 Meeting Minutes
USATF Foundation: Jerry Donley spoke about the newly
formed (at convention '02) USATF Foundation. Tom Jakovich has
been hired as the Director of Development. The concept is to form
a board of directors with individuals on the board committing to raise
$25,000 each per year (either through a personal donation, or through
securing funds from other sources). Identify track and field buffs you
know who have been successful financially and contact Jerry with their
names. Grants from foundation will not be made immediately although
nearly $200,000 has been raised (all personal contributions) already
with little promotion. Guidelines are being produced regarding grants
and application process. Associations should identifying programs, or
creating a "wish list" of programs that funding would be used for.
Ben asked about foundation goals and elite athlete funding: To
provide funding for development of our sport at the grass roots,
open, masters levels, not for elite athletes. Jerry went on to say that
youth don't have dollars, but they have lots of needs whereas masters
have the most financial resources of all of the groups. This is a
long-range program, the first one of its kind for USATF. Other
sports already have foundations and have been very successful
raising money. Morris asked where the foundation fits in. It is a
separate non-profit. The group involved is fairly representative of
all groups within USATF to include Bill Roe, John McCardle,
Bob Hersch, and Jim Elias. The next step is to appoint the board of
directors who will control assets and granting funds. Jerry thinks it will
be two years before real dollars come in and five years before
granting process begins.
Reports: USATF Meeting Notes 10/15/03 - from Nancy Hobbs 2003
AADP: There are presently no AADP opportunities, but we should
keep abreast of any additions through LDR national. John O'Neill
may have a more current report.
MUT: Colorado MUT had several association championships in
2003 (open and masters) including Teva Spring Run Off in Vail
on June 7, HMI 25K and 50K (trail) in Leadville on July 19,
ADTM (trail marathon) in Colorado Springs on Sept 1. We
signed up new members for every event except ADTM.
Road: The Stadium Stampede 5K was the open men's and
women's association championship held on June 29 in Denver.
BKB organized the event. Nancy Hobbs was the liaison. The
Governor's Cup 10K was the open men's and women's association
championship on September 21. Cross Country: Tim Dolen secured
an association XC championship in Boulder with the Rocky Mountain
Shootout on October 4. Tim has worked with Ft.Collins, Denver, and
Colorado Springs to add more events for an XC grand prix.
Funding: A request was made for $100 stipend to Sarah Gall to
support travel to Palo Alto for the USATF Nationals in Steeplechase
in June. No action was taken although several requests by e-mail and
phone, along with a request during the July meeting.
Mailing: MUT, LDR, XC distributed a flyer to announce our
championships in April with good feedback. Mailing to approximately 500.
2004
MUT Championships: Championship bids are being accepted
by the council. Breckenridge Crest was awarded the trail marathon
championships for '04 just this week.
NACA: Vail HillClimb will host the first NACAC Championships on
July 4. Details forthcoming.
Mountain Selection Race: Vail HillClimb will serve as one of the
2004 Teva US Mountain Running Team Selection races.
Staff position: USATF CO association needs to hire a paid staff
person. Must be discussed tonight and at a separate/additional
meeting before the annual convention.
PROPOSAL FOR CONSIDERATION AND INPUT
Administrative Coordinator - USATF Colorado Association
USATF CO would pay for additional phone line (and voice messaging)
dedicated to USATF activities. Reimbursements to include postage,
printing, office supplies not to exceed $200/month.
Duties
Process sanctions - 150-200 per year
Process memberships - 2000* per year, approximately 60%(?) are
Online and require no workload. The remaining memberships are
either sent to the office for processing, or are done in person at a
track meet, cross country event, racewalking event, road race, or
at a mountain/ultra/trail race.
Be on-site at track meets to process memberships
Serve as the liaison between CO USATF members and CO
USATF volunteer staff. Primarily fielding questions from callers
and either answering their question, or directing them to the right
volunteer staff person at CO USATF. Attend quarterly meetings
reporting on memberships and sanctions.
Financial reports monthly, keep track of check book, accounts
payable/receivable -- treasurer support
Respond to all phone and email inquiries in a timely (within 24
hours) manner. Answer all questions, or refer to someone who can
answer the question.
Handle collection and disbursement of funds. Supply accurate
and up-to-date financial reports.
Liaise with committee chairs.
Report to executive board.
Qualifications
Knowledge of track and field events, racewalking, cross country,
road racing, mountain/ultra/trail events.
Organized and detail oriented.
Salary $1000/month
Potential Source of Funding:
1) Raise dues to $20 (current dues is $15 for adult and $12 for
youth. Propose $15 for youth and $20 for adult). Would raise
approximately $10,000/year!
2) Merchandise Sales
3) General Fund
DRAFT
Colorado Association USATF Executive Director Job Description
The executive director is subject to and reports to the Colorado
Association USATF Board of Directors, and serve at its pleasure.
The executive director’s performance is evaluated annually by the
Board of Directors. The executive director is a par-time paid position.
The salary of the executive director should not exceed $500.00 per
month plus reimbursement for travel, phone/computer expense,
lodging, and meals.
Duties:
Supervise all committee chairs. Supervise collection and distribution
of monies of Association. Insure good standing of Association with
USATF. Insure athletes who apply for USAATF membership through
the Colorado Association are promptly registered with USATF and
that Association receives credit for each registrant from USATF.
Coordinate regular and special meetings of the Association and
notify members Coordinate delegates at the annual USATF
convention. Attend all USATF convention meetings. Attend all
Colorado USATF championship events. Meet regularly with committee
chairs. Approve distribution of funds by the Committee chairs.
Establish officials committee for Colorado Association that will meet
on a regular basis, and provide officials for all Colorado Association
sanctioned events. Approve and coordinate requests for Association
to host championship events - state, regional, national and
international. Promote activities, events and publicity for competitors,
with special emphasis on open athletes. Develop a fund raising
program. Establish an Association newsletter to be distributed to
all Association members not less frequently than quarterly. Appoint,
direct, and control a treasurer, a membership registrar, an individual
to issue sanctions, and someone to promote the sale of merchandise