Montana Association USATF
2016 Annual Meeting
 
Board Members in Attendance:

Bill Brist, Sara Brist, Kay Newman, Greg Mohl (via Telephone) , Dave Skelton, Alan Cress, Chad Coley
 
Guests:
Linda Skelton (scribe), Liza Dennehy, Jessie Zent, Charlie Merrifield
 
Call to order at 12:04
Approval of the 2015 Annual Meeting Minutes -  as posted on the www.montana.usatf.org website


Motion to approve as posted Bill Brist,  Seconded by Chad Coley. By voice vote motion carried unanimously

President’s report (Greg Mohl)
 
As expected the Montana Association was provisionally accredited for 2014 as reported at the 2014 Annual convention. In part because of the action of the Board last year to send a full delegation as a trial to the 2015 Annual Convention and because we were just under 1MM on the census I am pleased to report that we are entering the Convention season having already been fully Accredited (1 or 17 meeting that standard).
 
The National organization elected to move the Accreditations Sub - Committee out of Organizational Services into the umbrella under Associations. I was recommended and subsequently accepted a position on the new Accreditations Sub-Committee. Biggest impact on the Montana Association will be the voice that I have in regards to small associations and challenges in meeting the standards.
 
There was an action last May which resulted in the removal of the Youth Executive Committee. It is still going through process and as information is released I will keep the Board up to date. As of right now the biggest impact to the Montana Association is that the Youth Committee is proceeding without an Executive Committee and that for the duration of the proceedings we have one individual that is not allowed to participate as a representative of USATF or hold USATF elected office.
 
Vice President report – (Anne Timmons) no report.


Secretary Report–  (Kay Newman)
 
The business duties of the Association, primarily the filing of the Secretary of State’s report, the IRS form 990, and the report to National to make sure the Montana Association remains in the USATF Group Exemption were completed as required.
 
Treasurer – (Bill Brist)

As is customary, the Treasurers report consists of two items. The year end 2015 report and the year to date 2016 report. The reasoning for this is that much of our fiscal expenditures on an annual basis happen at this meeting and so the year to date is not an accurate reflection of our year end finances. Review of the year end report reflects that the Montana Association remains fiscally solvent with a balance of $26,933. The year to date balance is $36,891.  As with last year there may be funds to work with when considering appropriations.
 
Motion to accept the Treasurers report as written was made by Dave Skelton  and Alan seconded. How we are increasing our year over year fiscal reserve was entered into discussion by the group. There are many reasons, one of which was that we have been slowly building membership, we have also benefited from the National office taking over some of our expenses (website hosting), and we have not had a number of anticipated materialize. The question was called, motion passed by voice vote, unanimous
 
Committee reports
 
Officials – (Greg Mohl)

Kirk resigned as the Officials chair at the conclusion of 2015. We appreciate his service and will welcome his continued involvement as a resource and master official.
 
By our records we have 68 certified officials although due to issues associated with the Officials Committee at the National level and the loss of ones that either did not maintain current membership or Safesport (new requirement) our official tally for accreditations is considerably less.
 
A  MTUSATF Officials Certification workshop was held in Bozeman. The Bozeman workshop was co-sponsored by Bobcat Track and Field Association. This was an important one for the Track and Field community in the Bozeman area as MSU once again successfully hosted the Big Sky Conference Championships
 
One frustration for our newly certified officials was that we were never able to successfully transfer the access to the Officials site so we had great difficulty in meeting our Association needs. I am told that help is on the way which will be critical entering this next Olympiad as all officials will need to recertify.
 
From the financial standpoint, as per good accounting practices, the Officials checking account was closed with the transition of the outgoing chair and the remaining funds returned to the Association. The decision of the Board several years ago to support the officials committee by paying either the officials certification charge or a portion of the membership of a certified official has been very successful. One problem has been how to handle multiyear memberships. It has been suggested that we modify our policy to just paying the fee to credential as that is only once every Olympiad and it is the first step toward meeting our Officials Accreditation requirements.
 
Masters and Seniors – (Kay Newman)
 
The Masters TF Championship and Racewalk Championship was held in association with the Montana State Games in Billings in July, There were also Open and Masters divisions at our  Association Cross Country Championships as well. Participation was us slightly as we condinue to develop our community of Masters Athletes
 
Race Walk – (Kay Newman)
 
The Race Walk at the Big Sky State Games (BSSG) saw a reasonable number of participants and it served as our USATF Racewalk Championship but no USATF members participated so there were no race walk champions. We are working with the BSSG to help promote that portion of their activities.
 
Associations Workshop  
 
Once again the Association Workshop coincided with the Annual meeting. As is the practice (and coming with the strong recommendation from the Associations Committee) the Associations Workshop should be attended by the President and any of the officers present. Greg Mohl attended all sections (also required by the Accreditation Standards). There were good sessions on using Survey Monkey and also developing the LDR offerings. Having the workshop at that Annual meeting worked well and will be continued for at least one more year.
 
LDR – (Chad Coley)
 
As this was a transition year Greg reported that there were few changes in our LDR offerings. Having the Championship Races (5K and 10K) at BSSG is working to a point. Probably we need to market them a bit better. Our ½ Marathon (Snow Joke) and Ultra-Marathon (LeGrizz) championships were also held. There currently is no Marathon Championship but we would like to change that for 2017..
  
 Mens track – (Alan Cress)
 
USATF MT Open/Masters Track and Field Championship and Racewalk Championships in association with the Big Sky State Games was a success.

Education  (Dale Kennedy)  No report
 
Women’s track  (Anne Timmons) No report
 
Law and Legal  (Bill Brist)
 
Just a reminder that the issues associated with the Youth Executive Committee are not necessarily unique and that we need to be cognizant of the rules and legislation in administering our Association. I am sure that there will be items that come out of this that we can all learn from.
 
Grant writer (Dave Skelton)
 
We did the groundwork for a number of possible items but no now grants were submitted for 2016. If there are any new suggestions please provide them.
 
Communications (Sara Brist)
 
The National Organizations hosting and template continues to be a challenge to administer. Our compliance issues continue to be related to posting information and it stays for a while then not having it disappear..
 
It is noted that we will put up anything appropriate but someone needs to submit it to the Communications Chair so that it can be put up on the website. Preferred file format is Microsoft word as it still struggles with PDF’s.
  
Membership and Sanctions (Greg Mohl)
 
We are holding over 1000 members attributable to MTUSATF (still about 80% youth). 
 
Everything is now being done online and the work load has diminished considerably.

On the Club side, we continue to build our club base with a number of new and active clubs joining our ranks.

 
Youth – (Dave Skelton)
  
The youth committee held their awards session just immediately prior to this meeting. It was well attended. Also, after not getting a full Youth Committee off the ground in 2015 we backed up and tried again. I am pleased to report that we now have an official youth committee to help guide discussions forward.
 
This was a year of transition to a different platform for online registration. As we move in this direction the technical demands are increasing and we may need to consider funding to pay for assistance, particularly on years when we are hosting the regional championships. Our concern is that without some sort of support it will be more difficult to develop new hosts for Association and Regional Championships.
 
The Association Track and Field Championships were held in Butte hosted by the Butte Track Club.
 
The Bozeman Track Club hosted the Region 11 T&F Championships as well as the Association CC Championships. The Regional meet was the largest in recent memory and included a number of athletes from Wyoming. The Association Cross Country Championships included a larger field of Open and Masters the previous years
 
We are making headway on getting coaches trained on Safesport. It will be a long process/
 
One final point regarding the technology needs associated with online registration, perhaps this is an area where we could apply grant funds to obtain and maintain the technology needed to function.
  
New Business
 
Election of Officers
  
Having enacted a directive from the Board of Directors last year to suspend the term limit for the next 4 years the President (Greg Mohl) thanked the Board for their continued support and called for nominations for the remaining positions of the Executive Committee:
 
Vice President – Anne Timmons
Secretary – Kay Newman
Treasurer – Bill Brist
 
Sara Brist Nominated Alan Cress to assume the role of Vice President (Bill Brist seconded). There were no other nominations and the current office holders indicated they would be willing to continue serving in their present capacity. To this end Sara Brist motioned and Chad seconded that the Executive Committee consisting of:
 
President – Greg Mohl (3 years remaining)
Vice President – Alan Cress
Secretary – Kay Newman
Treasurer – Bill Brist


be elected by acclimation. The acclimation was approved by unanimous voice vote.
 
 
 
 

Committee chairs
 
Point of clarification, by our By-Laws, the committee chairs serve at the pleasure of the President unless there is reason to elect them by the memberships of specific sports committees (youth and LDR in particular). By practice the Montana Association President has selected committee chairs with input from the floor at the Annual meeting.    
 
The two chairs that may be elected by request of the membership of that sport committee (Youth and LDR) . It takes two separate clubs to initiate the request an election for either of these chair positions. Having fielded no requests to elect chairs to the Youth and LDR Committees, the President with the support of the Board of Directors last year filled these positions subject to the directive that Youth attempt once more to establish a full committee (which it accomplished) and that LDR work to increase the USATF visibility in the LDR community (which is happening)
 
Chair positions:
 
Communications – Sara Brist
Education – Dale Kennedy
Grants – Dave Skelton
Law and Legal – Bill Brist
LDR – Jesse Zent (replaces Chad Coley)
Masters/ Seniors – Kay Newman
Memberships and Sanctions – Greg Mohl
Mens Track – Alan Cress
Officials – Chad Coley (replaces Kirk Keller)
Race Walk – Kay Newman
*Technology Chair * Liza Dennehy
*Sargent at Arms * Linda Skelton
Women’s Track – Anne Timmons
Youth – Dave Skelton

having filled all existing Committee chair positions the floor was opened to discussion of what needs are not being met in our current structure. Two items came up:
 
Technology chair –
 
It is recognized that as more of our functions are moving online that there is a need to develop an internal resource for the Association to provide help and assistance to clubs that may want to host a championship event but not have the knowledge or resources to do so. In the past year Liza Dennehy has proven to be essential to our ability to successfully manage the online entries and assist in the hosting of meets and is willing to serve the Association in that capacity
 
Sargent at Arms –
 
The orderly transaction of business by a deliberative body is essential and the time to install someone with that responsibility is when things are going well because when civility collapses it is not the time to be looking around at who will step up. Linda Skelton has considerable experience serving on and with Boards in several capacities and possessed the unique qualities necessary to maintain order should that become necessary. Linda is willing to serve the Association in that capacity.



Appropriations:
 
Upon review of current financials and anticipated needs as per committee the following were brought forward for appropriations at this time:
 
Executive -                                          $66   (PO Box)
Annual Meeting/Assoc Workshop       $ TBD   To be determined based on discussion of delegates
 
Communications –                              -----
Education                                            -----
Grants                                                 -----
Law and Legal                                     -----
                                  LDR                          $75     (purchase medals for Champions)
Masters/ Seniors                                 -----
Memberships and Sanctions               -----
                     Mens Track  $75      (purchase medals for Champions)
                                            Officials              $1500     (pay certifying fee for officials and reimburse travel)
Race Walk                                          -----    
                                       *Technology Chair -----      (review needs and submit mid year if necessary
*Sargent at Arms                                -----     
                                       Women’s Track               $ 75      (purchase medals for Champions)
Youth                                              $500      


 
 
TBD on the Associations Workshop and Annual Meeting Stipend 
 
·         Historically $1500 as supported by annual financials. Recommendation in 2015 was to defer decision on amount to appropriate until discussion on Annual Meeting delegates.
·         In 2015 the Board decided to fund on a trial basis what it would take to cover the meeting registration, airfare, and hotel room to send a delegation that meets the Accreditation Requirements for the Association. Review of the financials post meeting was that the cost to that Association for that delegation was approximately $1500/delegate (2 were self paid so we paid for 6)
·         It is anticipated that for 2016 we may expect a similar cost but will not know until after the meeting and expenses are turned in.  For budgeting purposes Annual meeting may cost as much as $12,000 before grants and reimbursements.


Motion to advance the appropriations as recommended was made by Greg and Seconded by Dave. Motion carried unanimous by voice vote.
 
Annual Meeting delegates and Associations Workshop Representative.
 
The Montana Association currently has a target of 8 delegates at the Annual meeting. In the past we benefited by a number of individuals who would attend on their own but we should not always count on that. The test in 2015 of sending a full delegation was successful in that it ws the first time since the new standards were adopted that we met Accreditation. With our current resources it is recommended that we try to send a full delegation again
 
After much discussion regarding the requirements of the delegation, who may be available to attend the meeting and where the Montana Association resources may be best utilized 
 
 
   At a minimum the Delegation is expected to cover:
 
·         Association Workshop Designate, Required Associations meetings (President)
·         Youth workshop Designate, Youth (Youth Chair)
·         Athlete Representative (from list provided by National office)
·         Track and Field Representative (Mens/Womens TF Chair)
·         LDR Representative (LDR Chair)
·         Officials Representative (Officials Chair)
 
Motion by Greg Mohl  – The Montana Association hopes that we will continue to benefit from delegates that can self-fund but in the event that none do, our intent is to fully fund 8 delegates (transportation, motel, registration) TBD up to a limit of $1,500/person.  Seconded by Chad Coley. Motion carried by voice vote unopposed.
 
Greg will communicate and coordinate with the delegation. To the degree that Committee Chairs and the international athlete are available we will fill with them first then seek to fill in with available members to fill out the delegation. The intent of meeting our full delegation requirements is to focus on developing ongoing relationships. As our committee chairs check their schedules we will seek to fill the 8 positions out of the  we intend to use the opportunity to determine if this is a good use of Association resources so after the meeting Greg will coordinate discussion as to how this experiment fared as a good use of Association funds for future years.
 
Adjourn 4:05 PM

Motion to adjourn was made at 4:05 PM by Bill Brist and seconded by Sara Brist. By voice vote without objection motion to adjourn is carried.
 
Respectfully submitted on behalf of the Secretary
 
 
 

Gregory B. Mohl
President, Montana Association USATF
December 12, 2016