Minutes of the 31st Annual Meeting OPENING SESSION clear lines of accountability that would ensure the implementation of best practices. December 4, 2009 CEO, Doug Logan addressed the body on the “State of the Sport”. Logan accounted how USATF USATF President and Chair of the Board of performed against its stated goals for 2009, and Directors, Stephanie Hightower, opened the 2009 provided early details of USATF’s proposed 2010 USA Track and Field Annual Meeting Thursday budget and a new “Challenge Grant” funding morning at the Downtown Westin Hotel in program. Indianapolis. Committee reports were given from: Ken Taylor on Roll was taken and a quorum was established by Finance, Jim Murphy on L&L, Bob Hersh on the the Secretary, Darlene Hickman. IAAF, Ed Koch on Organizational Services/Credentials, and John Blackburn on Rules, The Anthem was played, followed by the Indiana President Hightower then presented the 2009 Association welcome to the assembly. USATF President’s Award Winners: Tim Baker, Fred Finke, Joanna Hayes, Irene Herman, Glenn Latimer, Our members who died this past year were Lionel Leach, Dexter McCloud, Ginger Mulanax, remembered. Janet Smith & Anne Timmons. The Board of Directors was introduced to the Keynote speaker, Bruce Jenner, 1976 Olympic membership of approximately 1,000 volunteers, decathlon gold medalist, spoke to the assembly officials, coaches, athletes and administrators of about finding the “Champion Within”. USATF. The biggest accomplishment this year of the Board has been to develop of the new strategic Meeting adjourned. plan. Respectfully Submitted, The New Strategic Plan was introduced by Mike McNees. Darlene E. Hickman USATF Secretary The Mission Statement of USATF: USA Track & Field drives competitive excellence and popular engagement in our sport. CLOSING SESSION A slide show presented the full plan to the membership. December 6, Sunday Hightower commented that this plan would help us USATF President & Chair of the Board, Stephanie envision a hope for the future and develop a plan Hightower opened the session Sunday morning. for how best to achieve it. This action plan will She thanked all who attended and worked involve every constituency group in a meaningful throughout this week. and constructive way. The secretary verified that a quorum was present. Hightower said that in 2008, this membership passed a governance reform. The new Board has President Hightower entertained a motion to focused on working on a continuation of that accept the Law & Legislation Bylaw package reform to bring clarity to business‐related decision‐ recommended & presented to the body. making within the organization. Secondarily, there has been a focus to decrease potential liability for volunteers and the national office, and to establish 1 Indianapolis, IN ◆ 2009 Motion: Leach, Latimer & Chaplin moved to Accept USATF BOARD OF DIRECTORS the Bylaw change package that was presented (2nd); APPROVED by Acclamation. ATTENDANCE/QUORUM Attendance: Stephanie Hightower, Deena Kastor, The Rules Report was presented by Blackburn and Ken Taylor, Philip Dunn, Elizabeth Philips, Aretha approved. Thurmond, Willie Banks, Kim Haines, Jack Wickens, Jeff Darman, Bob Hersh, Dr. Evie Dennis, Larry The budget was accepted and approved as James (non‐voting counsel), Darlene Hickman published. (Secretary) CEO Doug Logan then gave the second part of the Office Staff: Doug Logan, Mike McNees, Jill Geer, “State of the Sport”. Lamont Jones, Benita Fitzgerald Mosley, Shayna Sangster Hightower thanked all who worked in the committees this whole week. She acknowledged Quorum was present. Stephanie Hightower the trust, new relationships that were formed, and opened meeting at 10:15am (EST). renewed the determination for a new transparency within the organization. President Hightower APPROVAL OF MINUTES thanked the membership in the package passing. MOTION (Phillips): Approval of the November 18, 2009 minutes. The Savings Clause was read. All in favor ‐ Motion Passed. The following resolutions are offered for the good BUDGET ADOPTION of the order: At the budget meeting a decision to revert the That USATF approve the acts and actions of the committees back to last year’s numbers, resulted in national officers, Executive Committee, and the an increase of $33,935. This increase reduced Board of Directors from the previous year, and reserves by $33,935. That the standard bank resolutions be approved for opening, closing, and changing MOTION (Taylor): Adopt the 2010 Budget with signatures on bank accounts and signing notes, $33,395 debit in reserves. and All in favor ‐ Motion Passed. That such resolutions be made an official part of the minutes. BYLAW AMENDMENTS STATUS REPORT nd The Diversity & Leadership Committee proposed an Motion: Emerick (2 ): APPROVED. amendment to the Bylaws for consideration and adoption by the Board (New Reg. 16‐L). Meeting Adjourned. MOTION (Dennis): Ratify the action of the vote Respectfully Submitted, from the membership of the establishment of the Diversity & Leadership Committee. Darlene E. Hickman All in favor ‐ Motion Passed. USATF Secretary Hightower will send a memo to the Board members to solicit names for the ethics committee. CERTIFICATION OF ASSOCIATIONS Presented by Ed Koch, Chair Organizational Services Committee 2 Minutes of the 31st Annual Meeting Ed Koch, Chair of the Organizational Services APPROVAL OF STRATEGIC PLAN Committee, presented the Board with a memo Mike McNees asked that a Board member make a including an Annual Meeting report and action motion to adopt the mission, vision, strategy and items. The Organizational Services Committee goals of the Strategic Plan. After taking in some evaluates membership applications from suggestions he will present the tactical plan at the organizations, one of which came from Athletes next Board meeting. Without Limits, which is seeking membership in the category for disabled athletes. MOTION (Haines): Adopt the mission, vision, strategy and goals presented in the strategic Plan. MOTION (Phillips): Adopt application for Athletes All in favor ‐ Motion passed. Without Limits. All in favor ‐ Motion Passed. COMMITTEE REPORTS Wickens reported on the Business Development Koch reviewed item 5b from the memo and asked Committee’s progress. They have added three for Board action on the accreditation standard non‐board members to the committee: including regarding the required number of members for Adam Nelson, Dan McClory and Virginia Brophy each association. Some Board members voiced Achman. They have had a few calls and are in the concern on lowering the membership standard process of accessing the strategic plan and when a key 2010 organizational goal is to increase identifying the goals related to their committee. the USATF’s overall membership. Jack Wickens agreed the standard should be changed, but a Dr. Evie Dennis, Chair of the Personnel and message should also be sent to continue to grow Compensation Committee, reported they have the membership. engaged a compensation consultant. MOTION (Phillips): Change the accreditation The Audit Committee set up a charter and adopted standard for Associations to a minimum of 16 the budget. They decided that they may need members per people in the population. some additional expertise for the committee. All in favor ‐ Motion Passed. The Competitions Committee had several EXPENSE & TRAVEL POLICY ADOPTION conference calls and discussed the extra money in Each of the Board members received a copy of the the Nike contract that will be used to fund Project current expense and travel policy prior to the 30. The staff has put together a draft of the criteria meeting. Ken Taylor reviewed the changes. There for those funds and received a good response from was some discussion about the reimbursement for the committee. travel to the airport in excess of 50 miles round Wickens suggested forming an ad hoc Board trip. committee that will build on the momentum from the Annual Meeting. The committee will research MOTION (Wickens): Approve the Expense & Travel what we have learned from this Annual Meeting Policy for the staff and put together a small task experience, how we can improve and how the force to make specific changes to the policy for the Annual Meeting can be a more powerful Board. 11 in favor. 1 abstention ‐ Motion passed. experience. COMMITTEE SWOT ANALYSIS MISCELLANEOUS Everyone received a copy of each committee’s Hightower suggested adding an executive session SWOT analysis submitted to the Board. There were to the agenda for all in person meetings. There three committees that did not submit an analysis. were concerns on both sides of the issue. The Hightower agreed to send out one last Board decided to add such sessions only if a stated communication to those who did not respond. purpose for the session is established at the time the agenda is set. 3 Indianapolis, IN ◆ 2009 SUMMARY OF MOTIONS: MOTION (Phillips): Approval of the November 18, 2009 minutes. All in favor ‐ Motion Passed. MOTION (Taylor): Adopt the 2010 Budget with $33,395 debit in reserves. All in favor ‐ Motion Passed. MOTION (Dennis): Ratify the action of the vote from the membership of the establishment of the Diversity & Leadership Committee. All in favor ‐Motion Passed. MOTION (Phillips): Adopt application for athletes without limits. All in favor ‐ Motion Passed. MOTION (Phillips): Change the accreditation standard for Associations to a minimum of 16 members per people in the population. All in favor ‐ Motion Passed. MOTION (Wickens): Approve the