Montana Association USATF 2022 Annual Meeting The meeting was conducted both in person and via Zoom. Zoom invites were sent to all persons that expressed an interest in attending the meeting. Board Members in Attendance: Kaye Newman, Bill Brist, Sara Brist, Greg Mohl, Chad Coley, Jesse Zents, Liza Dennehy, Mike Perry Guests: Alyce Schultz, Bob Sager Call to order at 1:02 2021 Annual Meeting Minutes – Motion by Bill Brist seconded by Liza Dennehy to accept the 2021 Annual Meeting minutes as posted on the website. The motion passed unanimously by hand vote. President’s report (Greg Mohl) Obviously a challenging year for the Montana Association and USATF in general. The Montana Association will be Accredited in 2022 under the covid adjusted Accreditation requirements. Whether we will be provisionally accredited or fully accredited will be determined after November 15 when the Accreditations group completes their website reviews. At last years meeting we fixed the deficiencies regarding our bylaws. The Montana Association received two grants last year. The Associations Grant ($2000) which was intended to provide support for current clubs to building coaching and officiating resources. It is a grant that requires the Association to administer and then submit a final report to release the funds to the Association. The Second grant is the Grow to Impact Grant. It is a $5000 grant that is prepaid and intended to support initiatives that will help build membership, strengthen the Association and in general assist with recovery from the Covid epidemic. For our part the Grow to Impact included four initiatives: New Clubs, LDR/MUT, Cross Country, Association Leadership. Dave Skelton took on the role of Regional Representative for the NW region (Pacific NW, Oregon, Inland NW, Snake River, Montana, and Utah). He assists me with accreditation related activities and helps Associations with their interactions with other Associations and the National Office. The position was previously held by Mike Hinz from the Inland NW Association. Vice President report – (Alan Cress) no report. Secretary Report– (Kay Newman) Greg reported that the business duties of the Association, primarily the filing of the Secretary of State’s report, the IRS form 990, and the report to the National Office to make sure the Montana Association remains in the USATF Group Exemption was completed as required. Treasurer – (Bill Brist) The Treasurers report consists of two items. The year-end 2021 report and the year-to-date 2022 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 an income of $10,046.64, expenses of $3,362.30 and ending balance of $50,874.30. This represents an increase of $3,514.50 in year over year. A good part of the increase was due to the USATF Annual Meeting being again offered as primarily a virtual meeting and those that did attend in person were largely covered by the National organization. In short, the Montana Association did not have to spend the majority of it’s income to field its delegation as required by accreditation. The year to date assessment reflects membership continuing it’s rebound from 2020 and an increased number of sanctions. In year to date income has been $14, 526.79 offset by only $118.30 in expenses. This includes $5000 from the Grow to Impact Grant. Anticipated that before year end there will be the return of Annual Meeting expense to be determined, payment of some of the grants under the Grow to Impact Grant and finally partial payment of Association Grant expenses. It is anticipated that the Association Grant expenses will be reimbursed by the National Office. Additionally, the Montana Association holds certificates of deposit which are generating interest income. Including these certificates in our profit and loss statement and the current total year to date is $80,197.48. A motion to accept the Treasurers report as written was made by Chad Coley and seconded by Sara Brist. Motion passed by unanimous voice vote. Committee reports Officials – (Chad Coley) Currently we have 34 certified officials which exceeds minimum accreditation requirements. Critical thing will be whether or not we lose any before the USATF fiscal year ends on October 31. There is an Officials Clinic scheduled for MSU on January 8 In the next year. Also there is a group associated with Lockwood Schools interested in certifying, Greg will coordinate but may encourage to attend the training at MSU since they are interested in helping with the MSU meets as well as their own hosted meets. Finally, Chad will begin transitioning the Officals Chair duties to Mike Perry. It is expected that over the course of the next year the duties will shift. SafeSport Coordinator – Dave Skelton No report Seniors – (Kay Newman) no report, but Bob Sager requested the floor to discuss the possibility of hosting a throws championship in either July or August. Maybe a regional followed by a national championship. Would be interested in serving as meet director (along with Alan Cress) if a site could be selected. Ideally it would have double facilities. .Anticipating it would require some seed funds (on the order of $1500 as long as suitable facilities could be arranged. Greg volunteered to meet with appropriate individuals at the Annual Meeting in Orlando and then get with Bob to work out details. Race Walk – (Kay Newman) Greg again reported that Big Sky State Games had a handful of participants but do not know off hand whether any were USATF members and none of the race walkers were competitive walkers. Associations Workshop (Greg Mohl) The Association Workshop coincided with the Annual meeting and was attended by Greg. Also there was a virtual Associations Workshop on March 6 of this year. Topics included the Grow to Impact, Accreditation, Bylaws, and other topics of concern to Associations Management. The Workshop was attended by Greg and Dave Skelton LDR – (Bill Brist) Working with race directors to possibly develop a road race circuit and/or a trail run circuit as a way to boost membership in accordance with the goals of the Grow to Impact grant. Group discussion on where we might be able to offer some additional championships We did hold the 5K and 10K that were run in association with Big Sky State Games. Mens track/Masters – (Alan Cress) Alan was not present but Greg has prepared the list of members to send to Alan so that he can get the Track and Field, 5K and 10K medals distributed to the winners that participated in our championships that were co-hosted with Montana State Games. Education – Diane Cummins No report. Women’s track - (Sara Brist) No report Law and Legal (Bill Brist) As Greg reported, we approved changes in the bylaws on the two areas that were found to be deficient (selection of Annual Meeting delegates and voting rights of employees – of which we have none). Communications (Sara Brist) We are still having our Association news items buried in the National feed and the upcoming events which must be prepared by hand. The biggest thing is we need to send news items in to post. Membership and Sanctions (Greg Mohl) Membership is still down from the pre-Covid high of 1100 members. Currently the membership is 924 as of this weekend which is up from the 713 the same weekend last year. We currently have 176 adult members which is flat with last year. Our percentage of youth membership is 80% so we are continuing our rebound from last year. On the club side we lost three clubs from last year (2 did not renew and the other is not active). With the introduction of the Grow to Impact grant Dave Skelton is taking over the clubs portion of Memberships and Sanctions. Under New Business three applications for new clubs under the Grow to Impact Grant will be presented for consideration for funding. On the Sanctions side, currently we have 29 which is up from the 20 that we had at this time last year and still down from pre-Covid numbers. Our target is 48. Currently the Montana Association adds $15 for Association members to sanction events and $40 for nonmembers. Club fees are $35 Greg submitted that we will hold with the same numbers Youth – (Jesse Zentz) A formal youth meeting was not held again this year but there were a number of youth meeting held throughout the year as the needs arose. The youth awards are anticipated to be presented in conjunction with the Allcomers indoor meet in Bozeman in February. The Association Track and Field Championship was held in Helena in June and after careful consideration and consultation with clubs and administrations of the Snake River and Utah Associations it was decided that the excessive cost of hotel rooms in Bozeman precluded the Montana Association from hosting the Region 11 championship in Bozeman as planned. A survey of other potential venues in the Association indicated that there were no other hosting options so the region 11 championship was moved back to Utah for the third year running. Looking forward, the Montana Association will host the Association Cross Country Championships on November 5, in the Bozeman area (venue to be determined) and a good facility for the Association xc meet with will be November 5. There was considerable discussion on ways to increase participation at all levels with good ideas that may be worked into the Grow to Impact Grant. The indoor season is looking viable with Simplot definitely going this year, the Boseman Allcomers and a number of meets to be held at the new facility in Spokane. For outdoor we need to determine our Association venue and timing but it looks like Snake River may be able to host the Region 11 Championship. The JO Nationals will be hosted in Eugene at Hayward field which should be a real draw for our local athletes. Old business Club Incentives Subcommittee With the Associations Grant and the Grow to Impact Grant Greg and Dave put together a strategic plan. It was circulated to the Board for comment and approval in Association with the Grow to Impact Grant proposal for how to implement the Bylaws Revision: In 2020 we completed the major bylaws revision to bring our bylaws into compliance with Regulation 7 of the National organization Bylaws and Regulations but we had two areas that we did not address (paid employees and a provision to place the selection of Annual Meeting Delegates within the bylaws). This was addressed at the 2021 meeting and Greg affected the changes as discussed. Then provide them to Sara to post New Business Elections were held last year but for reference: President – Greg Mohl Vice President – Alan Cress Secretary – Kay Newman Treasurer – Bill Brist Youth Chair - Jesse Zentz Committee chairs By our By-Laws, the committee chairs serve as appointed by 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. Four years ago, the Youth Chair established a youth committee which normally meets in advance of the Youth Awards and elects their chair. Again, this year youth awards were not presented and due to COVID without any activity there was not a youth meeting held. Chair positions: Communications – Sara Brist Education – Diane Cummins Law and Legal – Bill Brist LDR – Bill Brist Seniors – Kay Masters - Alan Memberships – Greg Mohl Sanctions – Liza Dennhey Mens Track – Alan Cress Womens Track – Sara Brist Officials – Mike Perry / Chad Coley (Mike will start transitioning to chair and Chad will assist. Race Walk – Kay Newman Technology Chair - Liza Dennehy Sargent at Arms - Linda Skelton Youth – Jesse Zentz Marketing - open Safe Sport – Dave Skelton Clubs Chair – Dave Skelton Associations Grants Applications Dave had previously sent to Board Members the completed Associations Grants Applications that have been received to date. Following discussion, the unanimous decision of the Board was to accept the applications and welcome new clubs into the Association pending successful completion of their year end reports and approval of the Clubs Chair for payment of the grant funds. Appropriations: It remains difficult to forecast Association budgetary needs for 2023. After discussion regarding what will need to be brought back online quickly as well as known fixed expenses it was decided that we would return 2022 appropriations at this time following the level at which they were funded in 2020 and 2021 and review as needed when events unfold. Executive - $ 120 (PO Box rental) Annual Meeting/Assoc Workshop $ TBD (Delegate Registration fees; Room; Airfare) Communications – ----- Education $ 2000 (Associations Grant to reimburse) Grants $ 5000 (Grow to Impact) Law and Legal ----- LDR $ 200 (medals for Champions/ recognition awards) Masters/ Seniors $ 50 (medals for Champions) Memberships and Sanctions ----- Mens Track $ ---- included in Masters/Seniors Officials $ 1,000 (certifying fee and background check) Officials chair expense $ 200 Race Walk ----- *Technology Chair ---- *Sargent at Arms ----- Women’s Track ----- Youth $ 1000 (awards and advertising) Marketing $ ----- TBD on the Associations Workshop and Annual Meeting Stipend. This year the USATF Annual Meeting will be held in person so there will be a need for Annual Meeting Stipend. The estimated amount of the stipend is expected to be in the $1200 - $1500 range but with the cash reserve that has accumulated we should be able to cover a normal delegation. Board members and if available athlete representative will coordinate with the President in the setting of the delegation. Those requesting funding need to submit their receipts to Bill for reimbursement. As Greg and Dave both have responsibility at the Associations level, they will seek to approximately split their funding between the Montana Association and the Associations Committee. TBD on Education. The $2000 Associations Grant provides funding for Level 1 and Level 2 schools as submitted by current clubs. The Associations Grant reimburses Associations after funds are expended and paid by the Association. Receipts will be submitted for payment once they are received but the timing is dependent on when the individual signs up for the school. TBD on Grants. The Grow to Impact grant includes funds for development of new clubs, LDR and Cross-Country programs. As designed new clubs that have submitted application and approved by the Board will submit their year end report and once approved by the clubs chair funds will be advanced. Similarly, the LDR and Cross Country requests will be submitted for approval by the Board and once approved funds will be advanced. Motion to advance the appropriations as recommended was made by Liza Dennehy and seconded by Mike Perry. Motion carried unanimous by voice vote. Annual Meeting delegates and Associations Workshop Representative. The Montana Association currently has an accreditation target of 4 delegates at the Annual meeting. but we can have up to 12 delegates based on our membership. At a minimum the Delegation is expected to cover: • Association Workshop Designate, Required Associations meetings (President - Greg) • Youth workshop Designate, Youth (Youth Chair- Jesse) • Athlete Representative (from list provided by National office – then any active athlete) • Coach – any delegate who is a coach on the registry but at least one must be a high school coach • Masters/Track and Field (TBD) • LDR Representative (TBD) • Officials Representative (Officials Chair- Mike) • MUT (TBD) As the details of the Annual Meeting are announced and the plans begin to firm up Greg will communicate and coordinate to make sure our delegation is properly submitted and credentialed. 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. Call for additional new business, finding none a motion to adjourn was made at 3:30 PM by Sara Brist and seconded by Greg Mohl. By voice and without objection motion to adjourn is carried. Respectfully submitted on behalf of the Secretary Gregory B. Mohl President, Montana Association USATF