Minutes PACIFIC ASSOCIATION/USATF BOARD OF ATHLETICS MEETING SEPTEMBER 17, 2003 FOSTER CITY, CA Meeting called to order at 7:45 p.m. Present: Tyler Abbott, Treasurer., Men's LDR Ch.; Fred Baer, Media Committee; Susan Beck, Women's LDR; Bob Bowman, President; Cynci Calvin, Secretary, Communications Commmittee Ch.; Joanne Camargo, Youth; Tony Coffey; Bruce Colman, Awards Ch.; Jerry Colman, Vice President; Dick Connors, Officials; Ron Daniel, Race Walking; Dan Davidson, Equipment; Charles DesJardins Men's LDR; Irene Herman, Membership; Karin Kuffel, Women's LDR; Mansoor, Exec. Dir. - PA/USATF; Lori Maynard, Disabled Athletes; Sonny Maynard, At Large; John Murray, Officials; Joe Neff, Masters T&F Ch.; Bob Podkaminer, Officials; Dan Preston, Men's LDR, Youth web; Charlie Sheppard, Disabled Athletes; Bob Shor, Youth XC Chair; Margaret Sheehan, Officials.; Joanne Slaton-Camargo, Youth; Dave Shrock, Coaches; Lloyd Stephenson, Masters LDR chair; Phil Watkins, Officials; Mark Winitz, Men's LDR MINUTES OF MAY, 2003 meeting approved unanimously. 2004 BUDGET 2004 budget approved unanimously. Motion passed unanimously to ammend budget to read that the officials' 2003 projected budget is $8,000 rather than $7,000. Motion passed unanimously for the PA to submit a bid for the 2005, 2006, 2007 USATF Indoor National T&F Championships $1,000 expenses incurred by the PA to submit this bid will have to be added to 2004 budget. Motion passed with one opposed to revise the 2004 budget accordingly. CONVENTION DELEGATES Fred Baer, Coaches; Bob Bowman, President; Bruce Colman, Awards Chair; Jerry Colman, Open T&F (alt.); Dick Connors, Officials; Shirley Connors, Officials (alt.); Ron Daniel Race Walking; Charles DesJardins Men's LDR; Irene Herman, Women's LDR; Al Hernandez, Coaches; Ed Hicks, Officials; George Kleeman, Officials; Art Klein, Race Walking (alt.); Joe Neff, coach; Bob Podkaminer, Officials; Pat Randall ; Bob Rush, coach (alt.); Bob Sevene, Track & Field; Charlie Sheppard, Disabled Athletes (alt.); Joanne Slaton-Camargo, Youth; Dave Shrock, Coaches; Lloyd Stephenson, Masters LDR chair; Amy Wang, Women's LDR; Phil Watkins, Officials; Mark Winitz, Men's LDR. PA can have 18 delegates that must include 4 athletes with one classified as an international athlete and 3 coaches with one a high school coach. Passed unanimously that bob Podkaminer be the Pacfici Association's 2003 USATF Convention Delegate Chair 2002 PACIFIC ASSOCIATION AWARDS FOR LIFETIME SUPPORT Presented to Chalie Sheppard for his efforts with youth, race walking and disabled athletes. Preented to George Kleeman for all aspects of his work with Track & Field 2003 T&F CHAMPIONSHIPS National Open at Stanford - successful NCCA's - went well but attendance not up to Sacramento Sports Commission's expectations Bid by SSC & Sac State has been submitted for the 2005, 2006 & 2007 NCAA; competing locations are Austin, Texas, Eugene, OR, Los Angeles and Ohio Sate. 2004 TRACK & FIELD OLYMPIC TRIALS Ahead on all levels as compared to 2000. 80,000 seats sold and half the track has sold out. Improvements include better ingress/egress, more pavement; bar codes for credentialing. April 1st is last date to submit volunteer apps to Sacramento Sports Commission. 2006 JUNIOR OLYMPIC XC CHAMPIONSHIPS Need to bid in 2004 Partner with Silver State Striders and Reno/Sparks Convvention Visitors Bureau 2004 HALF MARATHON CHAMPIONSHIP Sacramento half Marathon inquiry - non-issue at this point. 10K NATIONAL MASTERS CHAMPIONSHIP Heritage Oaks Bank 10K in Paso Robles has 5 year commitment First one held Sept., 2003; successful. POSSIBLE FUTURE CHAMPIONSHIPS Monterey Bay area - track, XC, 1/2 marathon 2003 50K TRAIL CHAMPIONSHIPS Headlands 50K in Marin County. Second year and went fine. HORACE CROWE AWARD Passed unanimously that the Pacific Association submit Irene Herman for the Horace Crowe National Award for Association Contributions. SAN LUIS OBISPO AREA ANNEXATION Petition has been made to SoCal with letters and requests from SLO. To be determined at the SoCal meeting 9/24/03. GRIEVANCES Billy Ray Smith: today's hearing postponed to first week of October. Kirk Smith vs. Dirk Papagymas - need three people that includes one athlete to serve on a hearing committee. Cliff Scott vs. Josh Tenzeno - Cliff Scott dropped grievance. ASSOCIATION WORKSHOP REPORT FROM JERRY COLMAN Legalities, liabilities, grievance protocols Membership issues Championships Amateur Sports Act NATIONAL LEGISLATION 1) Ammendment has been submitted to close a loophole in membership rules that allows a member who has been banned from one regional association to acquire a membership in a different regional association. 2) Inconsistencies in enactment of disciplinary actions. BYLAW CHANGES Bob Podkaminer submitted the following bylaw change: Add a new section (d) in section 16 Grievances and renumber: (c) Upon receipt of a grievance, the President shall determine if it is a valid grievance per (b) above. If it is, then the President with the help of the Executive Director, if appropriate, will try to mediate the dispute. If that is not possible then within a month of the submittal the President shall appoint a three (3) person Hearing Panel drawn from the Board of Athletics to conduct a hearing and adjudicate the issue raised. One member of the Hearing Panel shall be an active athlete, whenever possible. The President shall establish a completion date for the submittal of the final report on the grievance to the Board of Athletics. (d) The members of the hearing panel shall be selected by a random draw of those eligible to be panel members. Representatives of the committee(s) in which the grievance has occurred or people otherwise involved in the grievance will be excluded from the pool of eligible panel members; i.e., an official would be not be eligible for a panel if an official is part or party to the grievance. Board of Athletics members who have served on one panel will be exempt from further service for two years following the issuance of the hearing report unless they volunteer for another panel. Bob Bowman submitted the following bylaw change: We received a letter from Andy Martin of the National Office indicating that the 2nd review of the PA Bylaws has found our Bylaws now are in full compliance except for two missing provisions from USATF Regulation 15 regarding association election procedures. According to the letter we were suppose to amend our Bylaws according at our annual meeting and submit the amended bylaws to Andy within two weeks of the annual meeting. We did not do this so we must do this at our Nov. meeting. The two missing provisions are contained in the following amendment to Article 5(d). (d) At the close ..... before the election meeting. The minimum time allowed for return of the ballot shall be thirty (30) days. The return address and deadline must be printed on the ballot. The Executive ...... meeting. COMMITTEE REPORTS Official Report from Dick Connors, chair: Officials Annual Meeting and Awards Ceremony was held.. Pacific Association Officials Executive Board are Dick Connors, John Murray, Margaret Sheehan, and Bob Podkaminer who are also PA Board of Athletics delegates to the 2003 USATF convention. A plan is being investigated for a Pacfic Associations Officals Room located under the grandstand at Edwards Stadium. It will provide a location for various awards including the Horace Crowe award. Membership Committee Report from Irene Herman: The summer was busy for the membership committee. We combined marketing with the National Office for the Oracle and National Meets at Stanford. Thisyear, Andy Martin was not able to come out to Stanford so he asked that the Pacific Association help promote USATF. We set-up the tent from the grant for the days of the events. At the National Meet, we made ourselves visible by putting on a contest for who can jump the farthest on the high jump runway, in which, we used for a long jump pad. Lloyd Stephenson(tentkeeper) MLDR, Tim Wason XC, Dave Ahn, Stanford Alumni and LDR and Steve Woo, including Irene Herman,all manned the station during the meet days and into the evenings.JOs at Logan High School was another busy event for membership. Tony Williams, Youth membership rep.worked diligently with youths and birthdate verification while Irene Herman was validating the "it's in the mail" members. Tony Williams will be spearhead suggestions and ideas with the youth committee on how to encourage early membership for 2004.Lately, Pat Randall, new official certificate rep will also be part of the membership committee. Dan Preston, Lloyd Stephenson & Ed Parrot has been very instrumental at assisting membership at LDR championships. The PA banner will also be flying at the Paso Robles 10K Master Championship where Irene Herman will be assisting Charles Des Jardin in validating membership for this event. The Tent Keeper, is Lloyd Stephenson. If committee needs to borrow the tent please contact Lloyd. 2003: Report from late August from Ed Parrot-Committee Member Direct Online registrations: 2876 Youth (born 1985&later): 1273 Adult(born 1984 & earlier): 1603 Total registrations: 5297 Youth (born 1985&later): 2447 Adult(born 1984 & earlier): 2849 2002 (thru8/26/02): Direct Online registrations: 1768 Youth (born 1984&later): 723 Adult(born 1983 & earlier): 1045 Total registrations: 4797 Youth (born 1984&later): 2134 Adult (born 1983 & earlier): 2663 In percentage Terms: 1.The percentage of youth members signing up online was 33.9% in 2002 and is 52.0% so far in 2003 2.The percentage of?? adult members signing up online was 39.2% in 2002 and is 56.3% so far in 2003 3.The percentage of?? total members signing up online was 36.9% in 2002 and is 54.3% so far in 2003 4.Total Membership has increased 10.4% from this same period last year 5.In 2002, youth comprised 45.5% of the membership and thus far in 2003 they comprise 46.2% of the membership, so that has stayed relatively constant. September 16, 2003 Total members for Pacific Association: 5459 Youth: 2474 Adults total: 2980 LDR- 2541 officials 332 coaches 478 (multiple categories for one person) including 160 parents. Race Walk Committee Report from Ron Daniel attached. Awards Committee: Tom MooreAward needs to be presented. NEW BUSINESS Unanimously approved to put a discussion about a change in the Board of Athletics meeting day and location on the agenda for the next meeting. Possible lottery to be established for enlisting grievance committee members to be discussed at next meeting. Next meeting: November 17, Sheraton Grand Hotel, Sacramento Meeting adjourned at 9:55 p.m.
