Montana Association USATF
2017 Annual Meeting
Board Members in Attendance:

Bill Brist, Sara Brist, Greg Mohl , Dave Skelton, Alan Cress, Jesse Zentz, Liza Dennehey, Linda Skelton
Earnie Mecca and Cindy, Lucas Canny and Tim Downy, Stacy Hermiller
Call to order at 12:39

Approval of the 2016 Annual Meeting Minutes -  as posted on the website  Bill, Dave second - unanimous

President’s report (Greg Mohl)
The Montana Association was fully accredited in 2016 and will also be fully Accredited in 2017, in large part due to continued support of meeting the representation requirement. By making that standard two years in a row the Association is eligible for an Associations award which moved to a cash award a couple of years ago.
My role with the Accreditations Sub-Committee moved up a notch this year. I am now the Vice-Chair (I am accountable for keeping all the information straight, the statistics and I also function as the right hand of the sub-committee in day to day affairs) As a function in that role I was able to demonstrate a couple of areas where the smaller Associations are really bearing the brunt of the ed standards adopted in 2012(first applied in 2013). We will see if we are able to translate that to changing the standards but at least having a voice feels like it is having an impact.
The issues associated with the Youth Executive committee were resolved last year and our individual was returned to service with the USATF with full rights and privelages
Vice President report – (Alan Cress) no report.

Secretary Report–  (Kay Newman)  Greg presented
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 or will be completed as required.
Treasurer – (Bill Brist)

As is customary, the Treasurers report consists of two items. The year end 2016 report and the year to date 2017 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 yearend report reflects that the Montana Association remains fiscally solvent with a balance of $ 30,610.80. The year to date balance is $39,400.24.  As with last year there may be funds to work with when considering appropriations.
There was discussion originated by Ernie Mecca regarding procedure, butget etc so time was taken to explain where it is that we discuss that later in the meeting (New Business – appropriations). A Motion to accept the Treasurers report as written was made by liza Dennehdy and seconded by Linda Skelton. By unanimous voice vote the motion was approved.
Committee reports
Officials – (Chad Choley- Report given by Greg Mohl)

Chad assumed the duties of the Official chair after last year’s Annual Meeting. It took a while to get set up with the National office he was able to get our program back to functional. At the National level this was a year of transitions for the Officials Committee. They changed a number of processes and policies. There are still issues in getting the officials credentials out and that continues to impact Associations. Also new this year is a requirement to have a current background screening, safesport in addition to the long-standing requirement for current membership.
Two Officials certification workshops were held in 2017, one in Bozeman and the other in Billings. Once again, the Bozeman workshop was co-sponsored by the Bobcat Track and Field Association and MSU. The Billings workshop was sponsored by MSUB. We continue to refine the workshop logistics to eliminate road blocks with the hope of adding at least one more next year on the west side of the state. Over 70 potential new officials took the training.
This year we transitioned away from the Association paying a portion of the membership fees to just paying the USATF Certification fee. Where available sponsoring organizations such as Bobcat Track and Field have picked up the membership fee but we are now encountering an issue with the additional expense of the background check. We currently have 14 certified officials, 32 are lacking either safesport, background check (or both)  (46) and the balance are non-renewed members.  Current standard for Associations that are under 1 Million is 30 and we have until October 31 to meet our requirement. One suggestions is to canvas the youth coaches for potential officials as they already have their background check and safesport in place.
Masters and Seniors – (Kay Newman)
No report – Alan noted that there are opportunities for Masters nearby  
Race Walk – (Kay Newman) by Greg
The Race Walk at the Big Sky State Games (BSSG) saw a slightly larger number of participants this year over last. We still had no USATF members participate so no new champions. We probably need to work harder at getting race walk officials to help with that event if we can develop some in the Billings area.
Associations Workshop (Greg Mohl)
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 the sections he could and Ginny Mohl sat in on the sessions where Greg was conflicted with his Accreditation Sub-Committee duties. All session sign ins are required by the Accreditation Standards to get credit and the $1000 reimbursement to the Association. Given the changes in how the National Office sent out the reimbursement it is unclear whether or not the Montana Association got their reimbursement.
LDR – (Jesse Zentz)
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 2018. Also, we need to transition the review of the results and awarding of the medals to Jesse for future championships.
 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. Greg needs to provide Alan with the full BSSG results and membership list so that he can take over awarding the medals.

Education (Dale Kennedy)  No report
Women’s track  (Anne Timmons) No report
Law and Legal  (Bill Brist) No report
Grant writer (Dave Skelton)
We did submit an Associations grant this year. We asked for financial assistance to cover the cost of a person to run herd over the registration process with Direct Athletics for the JO championships and assist in the creation of the data download that seeds into the Hy-Tek scoring system. The intent is to determine the cost and value as well as evaluate it as a resource that can be offered to clubs that may wish to host an Association Championship in the future but lack the resources to take on that daunting task.
Communications (Sara Brist)
The National Organizations hosting and template continues to be a challenge to administer. Our compliance issues this year were related to posting information and having it stay on the site. Greg reported that from his position on Accreditations we are not unique in that problem and the National Office is working on it. With time it should smooth out.
As previously noted, 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 the website seems to struggle with PDF’s.
Membership and Sanctions (Greg Mohl)
As of this weekend we are at 952 members, Still about 80% youth. This is slightly behind last year and given that the year closes on October 31 we may not meet our goals of continuous increase. That said we have very strong membership given our population so we are not at risk on accreditation.
On the club side, we have a number of successful new clubs. Currently 21 active clubs with at least 5 new ones added in the past year. That is exceptional growth.
On the Sanctions side, We currently have 42 and last year we ended with 46. There is a new sanctions incentive program that recently rolled out which pays cash to the Associations that increase their number of sanctions in year over year and improve their number of non-compliance issues. Presently we have had no incidents or non-compliance issues reported so our path is through increasing sanctions. Currently our target is 48 and that appears to be worth $1500. One issue that surfaced this year was with the change in sanctioning fees in that we no longer offer curtesy sanctioning of RRCA races for a low fee. As a result, we have lost a number of big time races (Heart and Sole and Montana Marathon).
We need to continue to encourage race directors to enter their sanctions online. This year I did not check the mailbox for a period of time and the Mountain West sanction sat there. When I finally entered it this last weekend we incurred a substantial late fee ($307)  
Youth – (Dave Skelton)

Youth committee –
The youth meeting and awards were held in advance of the Annual meeting this year. It was well attended and it continues to be an important part of marketing our programs. This year we recognized Rosie Wallander and Mike Carrigan as our ambassadors to the sport for their long standing and positive contributions.  As was noted, there was an explosion of youth clubs this year and more on the way.
The Association T and F championships had to be moved to Bozeman HS track due to a major rebuild and resurfacing at the MSU Facility. Regionals were hosted by the Snake River Association and Nationals were in Kansas City. A major challenge to hosting is the online registration and meet management because our meets are usually very early in the USATF schedule. It is hoped that with the Associations Grant that was submitted we will be able to design a process that can be funded to assist those clubs that wish to host but do not have the technical resources to effectively manage the registration process.
The Association Cross Country Championships (Youth, Open, and Masters) will be held in Bozeman first weekend in November. It is hoped that we can develop a rotation of sites in the future to host meet.
Finally, we need to assign a Youth rep for Annual Meeting. Both Mary and Dave serve with the Executive Committee so they will have votes, but they cannot also vote the Association paddle
Old businaess
No old business
New Business
Election of Officers
Having enacted a directive from the Board of Directors two years ago 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:
President – Greg Mohl (2 years remaining)
Vice President – Alan Cress
Secretary – Kay Newman
Treasurer – Bill Brist

After discussing with each of the current officers whether they were interested and willing to continue to serve for one more year and seeking input from the floor for any other interested parties Sara Brist made a motion that by acclimation the sitting board remain in their current positions. Seconded by Allen Cress. 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) requires two separate clubs to initiate the request an election for either of these Chair positions. Two years ago, the Youth Chair established a youth committee which meets in advance of the Youth Awards. As there have been no new requests to elect chairs to the Youth and LDR Committees, the President with the support of the Board of Directors will continue to fill these positions.  
Chair positions:
Communications – Sara Brist
Education – Dale Kennedy
Grants – Bill Brist
Law and Legal – Bill Brist
LDR – Jesse Zentz
Masters/ Seniors – Kay Newman
Memberships and Sanctions – Greg Mohl
Mens Track – Alan Cress
Officials – Chad Coley
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. It was noted that Chad in Officials could use some administrative help and Linda offered her assistance. They are charged to work out what needs to be transferred. With no further discussion the President submitted to the Board his slate of Committee Chairs.
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       750      up to – may be replaced by Assoc Grant
*Sargent a t Arms                            -----     
Women’s Track                             -----     
Youth                                 $1100      

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)
·         In 2016 we again sent a full delegation with the expectation that it would bring a similar cost. With some partial reimbursements it appears that the cost per delegate was approximately $1200.
·         For 2017 the discussion held that the Annual Meeting was found to be beneficial by the majority of the delegates in attendance and given that at least for the current year our financial strength seems to be holding we should consider sending a full delegation again (subject to the credentialing requirements and previous board directives)

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 was 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 Bill Brist. 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, 2017