Meeting Minutes

USATF Board of Directors
Westin, Indianapolis, Indiana
December 6, 2009

Presented by Ed Koch, Chair Organizational Services Committee
ATTENDANCE/QUORUM
Attendance: Stephanie Hightower, Deena Kastor, Ken Taylor, Philip Dunn, Elizabeth Philips, Aretha Thurmond, Willie Banks, Kim Haines, Jack Wickens, Jeff Darman, Bob Hersh, Dr. Evie Dennis, Larry James (non-voting counsel), Darlene Hickman (Secretary)

Office Staff: Doug Logan, Mike McNees, Jill Geer, Lamont Jones, Benita Fitzgerald Mosley, Shayna Sangster

Quorum was present. Stephanie Hightower opened meeting at 10:15am (EST).

APPROVAL OF MINUTES

MOTION (Phillips): Approval of the November 18, 2009 minutes.
All in favor. Motion Passed.

BUDGET ADOPTION

At the budget meeting a decision to revert the committees back to last year’s numbers, resulted in an increase of $33,935. This increase reduced reserves by $33,935.

MOTION (Taylor): Adopt the 2010 Budget with $33,395 debit in reserves.
All in favor. Motion Passed.

BYLAW AMENDMENTS STATUS REPORT

The Diversity & Leadership Committee proposed an amendment to the Bylaws for consideration and adoption by the Board (New Reg 16-L).

MOTION (Dennis): Ratify the action of the vote from the membership of the establishment of the Diversity & Leadership Committee.
All in favor. Motion Passed.

Hightower will send a memo to the Board members to solicit names for the ethics committee.

CERTIFICATION OF ASSOCIATIONS
Ed Koch, Chair of the Organizational Services Committee, presented the Board with a memo including an Annual Meeting report and action items. The Organizational Services Committee evaluates membership applications from organizations, one of which came from Athletes Without Limits, which is seeking membership in the category for disabled athletes.

MOTION (Phillips): Adopt application for athletes without limits.
All in favor. Motion Passed.

Koch reviewed item 5b from the memo and asked for Board action on the accreditation standard regarding the required number of members for each association. Some Board members voiced concern on lowering the membership standard when a key 2010 organizational goal is to increase the USATF’s overall membership. Jack Wickens agreed the standard should be changed, but a message should also be sent to continue to grow the membership.

MOTION (Phillips): Change the accreditation standard for Associations to a minimum of 16 members per people in the population.
All in favor. Motion Passed.

EXPENSE & TRAVEL POLICY ADOPTION

Each of the Board members received a copy of the current expense and travel policy prior to the meeting. Ken Taylor reviewed the changes. There was some discussion about the reimbursement for travel to the airport in excess of 50 miles round trip.

MOTION (Wickens): Approve the Expense & Travel Policy for the staff and put together a small task force to make specific changes to the policy for the Board.
11 in favor. 1 abstention. Motion passed.

COMMITTEE SWOT ANALYSIS

Everyone received a copy of each committee SWOT analysis submitted to the Board. There were three committees that did not submit an analysis. Hightower agreed to send out one last communication to those who did not respond.

APPROVAL OF STRATEGIC PLAN

Mike McNees asked that a Board member make a motion to adopt the mission, vision, strategy and goals of the Strategic Plan. After taking in some suggestions he will present the tactical plan at the next Board meeting.

MOTION (Haines): Adopt the mission, vision, strategy and goals presented in the strategic Plan.
All in favor. Motion passed.

COMMITTEE REPORTS

Wickens reported on the Business Development Committee’s progress. They have added three non-board members to the committee: including Adam Nelson, Dan McClory and Virginia Brophy Achman. They have had a few calls and are in the process of accessing the strategic plan and identifying the goals related to their committee.

Dr. Evie Dennis, Chair of the Personnel and Compensation Committee, reported they have engaged a compensation consultant.

The Audit Committee set up a charter and adopted the budget. They decided that they may need some additional expertise for the committee.

The Competitions Committee had several conference calls and discussed the extra money in the Nike contract that will be used to fund Project 30. The staff has put together a draft of the criteria for those funds and received a good response from the committee.

Wickens suggested forming an ad hoc Board committee that will build on the momentum from the Annual Meeting. The committee will research what we have learned from this Annual Meeting experience, how we can improve and how the Annual Meeting can be a more powerful experience.

MISCELLANEOUS

Hightower suggested adding an executive session to the agenda for all in person meetings. There were concerns on both sides of the issue. The Board decided to add such sessions only if a stated purpose for the session is established at the time the agenda is set.

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 Expense & Travel Policy for the staff and put together a small task force to make specific changes to the policy for the Board.
11 in favor. 1 abstention. Motion passed.

MOTION (Haines): Adopt the mission, vision, strategy and goals presented in the strategic Plan.
All in favor. Motion passed.