2003 USATF-Florida Association Annual Meeting
Minutes
August 23, 2003 The Villages, FL
The meeting was called to order at 8:50 AM in order to hold the elections for the 20% Athlete at Large delegation, the 10% Officials delegation and the Other Body Member delegation to the House of Delegates. At 9:00 AM the committees started their meetings.
The Awards lunch started at noon.
At 1:30 PM the House of Delegates re-convened.
The Secretary called the roll and determined that a quorum was present.
Secretary Report Reading of the minutes was waived and they were approved as published in August 2002.
Treasurer’s Report Balance as of 8/17/2003 $10,379.73. Approved pending audit. We have over 2500 members
Election of 3 Athlete representatives to the Executive Committee:
Nominees were: Lionel Bonck (elected) Sandy DeNoon (elected) Sonja Friend-uhl (elected) Joe Monks
Committee Reports
Officials
Rod Larsen was elected as the Officials certification chair and Paul Elliott was elected as the Officials representative to the executive committee.
It should be noted that all officials will have to be re-certified next year as we are starting a new Olympiad. Some officials will have their level down graded if they have not been working events the past four years.
The committee feels that it should be suggested that officials work an minimum of 1 or 2 USATF sanctioned events each year of the 4 or 5 required minimum number of events. We also, feel it is important to work all level of events (Youth, High School, College and IAAF)
The committee discussed what makes an official want to work a meet. The most important issue is food, not just a sandwich but quality food and drink. It would be nice to have down time during the meet to eat. Travel re-imbursement for those officials who travel over 50 miles, and housing or a housing per deim for those officials who have to travel, this would vary based on the time an official travels and the hours of the meet. We would rather have better food than a shirt.
Jake Jacobson was elected as the chair.
The FAC-Walkers are going to bid for the 2004 USATF National Masters road 20 Km (Nov. 7, 2004). The House of Delegates approved their biding for it.
The following Association championships were awarded:
1 500m and 3 000m Jacksonville Track Club
5 000m (Track) FAC
5 Km Road race FAC-Walkers
10 Km Central Florida Walkers
15 Km FAC-Walkers
20 Km FAC-Walkers
1 hour Central Florida Walkers
The following was awarded the Southeastern Regional Masters Championships:
20 Km FAC-Walkers
The following would like to become if no other organization applies for Southeastern Regional Masters Championship status:
1 500m and 3 000m Jacksonville Track Club
5 Km Road race FAC-Walkers
10 Km Central Florida Walkers
15 Km FAC-Walkers
The House of Delegates approved all of the above.
The Committee is going to continue the Grand Prix with all Association Championships included.
The committee supports increasing USATF membership from $15 to $20.
Open the Men’s chair (Note: Chris Murray was appointed at the Executive Committtee which was held following the meeting).
Don DeNoon was elected as the Women’s chair
Jesus Virella was elected as the Master’s chair
Masters T&F Association Championship to held in Jacksonville May 8, 2004
Masters T&F Southeastern Regional Championship to held at the National Triathlon Center June 12, 2004
The above were approved by the House of Delegates.
The Committee recommends a tri-fold brochure of all known USATF Florida sanctioned events be published in the beginning of the year.
The committee established a calendar for the year.
The committee supports increasing USATF membership from $15 to $20.
The committee would like to see the Association pay for incentives for officials.
Rick Rothman was elected as the chair.
Long Distance Running
Paul Gaulden was elected as the Men’s chair
Jan Parke was elected as the Women’s chair
Fran Fidler was elected as the Master’s chair
The House of Delegates approved the above.
3. USATF Florida Association Championships
a. Must be USATF sanctioned events
b. All participants be USATF members, however having a race with members and non-members is optional.
c. In order to win USATF Association Championship awards, winners must be USATF members and State of Florida residents.
Award options: a). Give both race awards and Association Championship awards (Open Male and Female, Masters Male and Female). Age group winners could be age group race winners and also. Association award winners (given to USATF members only). b). Give one set of awards and all awards winners (open, Masters and age group) must be USATF members.
Robin Beamon was elected chair. She continues to serve as the USATF Regional coordinator by National youth committee appointment.
The 2003 USATF Jr. Olympics Cross Country Regional championships are proposed for November 15 at the USA National Triathlon Training Center in Clermont.
The 2004 Regional Jr. Olympics T & F Championships to be the 3 rd weekend in June at FSU in Tallahassee. If the Florida Sports Foundation agrees to some fundamental improvements then the JO meet will be held in conjunction with the state sunshine games.
Rule changes for the XC and T&F JO Regional championships. The regional championship applications will require a passport size photograph for each athlete. An original and a copy of the athlete’s birth certificate must be presented at packet pick-up for both the XC and T & F Regional championships.
All USATF Youth Coaches will be encouraged to attend the Winter meeting in January.
The following people received awards for Outstanding Achievement or for Outstanding Appreciation:
LDR: Sonja Friend-uhl, Zepherinus Joseph, Lisa Vaill
Officials: Helen Fonteboa, Jim Berkebile
Racewalking: Lisa Sonntag, Paul Johnson
Track & Field: Sanya Richards, Ann Makoske, John Capel
Youth: Pavi Elle, Xavier Carter
The Presidents Award recipients were: Robin Beamon, Pam Betz, Rod Larsen
Elections:
(Note: it will cost each elected Officer, Committee Chairman or Athlete at Large approximately $1,000 in expenses per year to hold office).
John TenBroeck was elected as the Vice President-North (this is a one year term to fill a vacancy).
Other Business:
All proposed By-law amendment changes passed.
Underlined and Italics are changes to our bylaws
Nominating Process:
15(B)(1)(d) Changes – Not included in Association’s bylaws. (L&L, NH)
Add to Article 8 MEETINGS a new paragraph:
Changes: Any notice of a meeting change or a change in the election process must be at least fourteen (14) days prior to the meeting.
Voting Criteria:
15(B)(3)(h) Membership – Article 7(3) indicates that “individuals in the House of Delegates must be members” but this is not specific to whether the club representative(s) must be individual members of USATF. (NH)
Add to so it reads Article 7 (3) Individuals, organizations or any person representing an organization in Association voting matters or is a member of the House of Delegates must be members in USATF/FL in the month, which ends more than one month preceding the election (e.g., if the election is held at any time in September, the membership must be processed by July 31
Conduct of voting:
15(B)(4) While the Association bylaws do not specifically identify which option they have chosen it can be deducted from Article 7(1) that they will use the balanced meeting ballot method for voting.
Add to Article 7. HOUSE OF DELEGATES a sentence after the first line and before subsection 1. The Balanced Meeting Ballot Method as stated in the National Regulation 15 B 4 d shall be used to select the House of Delegates.
The following provisions of the balance meeting ballot option could not be located in the bylaws: 15(c)(i)Credential disputes –Article 9 may adequately cover this provision but it is suggested that the Association adopt the exact wording of 15(4)(c)(i).
Add to Article 9 the exact wording of 15(4)(c ) (i) Credential disputes must be resolved before the election process is started with nominations and/or the reports of the nominating committee.
(d)(iii) Guarantee of votes – Clubs and Officials are not guaranteed 10% of the votes.
Add to Article 7 1. A so it reads: One representative of each Member Club; one additional representative for any Member Club with Athlete Members of USATF/FL in excess of fifty (50) and shall constitute 40% of the House.
Change Article 7 1. E i and ii to read as E (only) The Coaches shall constitute 10% of the total membership of the House.
(d)(v) & (d)(vi) Caucuses – Cannot be found in the bylaws.
Add to Article 7 as sub 2 changing sub 2 to sub 3 and sub 3 to sub 4 It shall read: Constituencies with more individuals than votes allowed will caucus before the election to determine the votes or appointment of votes. The specific time and location shall be scheduled as a part of the official published, annual meeting schedule. The Secretary of USATF/FL shall be notified in writing of the names of all members elected or appointed prior to the first session of the House of Delegates.
Counting of ballots:
15(B)(5)(a) Panel - Cannot be found in the bylaws.
Add to Article 12 sub 2. between the two paragraphs: A panel of at least three (3) individuals, at least one (1) of whom must be an athlete, shall count the ballots and sign the tally. All panel members shall be of voting age. The panel shall not include any individual who is a candidate for a contested office. The panel may consult as necessary with the chair, secretary, and/or parliamentarian (so long as they are not candidates for contested offices) on procedural matters.
Employees and elections:
15(B)(10) Employees and elections – Not included in Association’s bylaws.
Add to Article 12 a new paragraph to read: 3. Employees: Current employees (working within the past ninety days) shall not participate in any part of the election process (nominations or campaigning), but at the discretion of the Association, be permitted to vote if they are members and otherwise eligible; and Association employees may, at the discretion of the Association, seek election by the Association as a national delegate, or any other representative position at the national level.
Voting Criteria:
15(B)(3)(e) Appointments – Not found in the Association’s bylaws.
Add to Article 9 a new paragraph to read: An appointed committee chair or Executive Committee member shall not vote in elections in that capacity, but may otherwise qualify for a vote.
Conduct of voting:
15(B)(4)(d)(i) The bylaws do not indicate the maximum number of available votes. A specific number needs to be indicated to allow the elections to be conducted in an efficient manner. In other words what is the figure that the percentages are being calculated from?
Add to Article 7 to read: There shall be a maximum of 100 available votes.
15(B)(4)(d)(ii) Each constituency must be allocated a specific percentage of the available votes. Define what the 100% of the votes are.
Active Athletes: ? % Covered above
Coaches: ? % Covered above
Officials: ? % Covered above
Organizational Members: ? %Add to Article 7 1.A The Organizational members shall have 40% of the available votes.
Other Members: ? % Add to Article 7 1 B These other members shall get 20 % of the available votes.
This is a separate amendment proposed by Bob Fine and endorsed by the Executive Committee
To Article 10 added to the last paragraph If a Committee member fails to attend at least one half to the committee meetings during a two-year period they will be removed from the Committee. If the removed member is a Standing Committee Chair they would also be removed of their chairmanship. For removal purposes Committee meetings held within 48 hours shall be considered a single meeting.
Adjourned 3:58 PM
Respectfully submitted.
Rod Larsen, Secretary
USATF/FL