Potomac Valley Association Special Meeting    October 12, 2003

     The PVA meeting was called to order at 2:28 p.m. by Walter High, USATF Member Services Chair. Mary Rosado, one of the Association Committee’s appointed overseers assisted.  Mr. High reported the 23 articles of the PVA Bylaw amendments were passed at the previous meeting on October 5 by a two-thirds vote each.  By PVA Bylaws at this meeting to pass the Bylaws there can be no changes, just correction of the transcription errors.  The roll was called for Executive board and club representatives.  At that time 8 board and 19 clubs were present. Additional representatives were to check in as they arrived.

     Alan Roth moved "that the order of business for this meeting of the Potomac Valley Assoc. be changed as provided for in Article 8(B) of the bylaws.  The new order of business will be consideration of amendments to the PVA Bylaws through approved parliamentary procedure with voting at 4 p.m." which was seconded.  Robert Platt moved to amend the motion to "do regular business including a treasurers report until 4 p.m." The amendment was seconded and failed 8 to 19.  The original motion passed 24 to 5.  Both votes were by signed written ballots.

     Mr. High pointed out that the Bylaws transcription was prepared by the National Office from the court reporter's notes with several transcription errors. These were corrected to reflect what PVA really approved on 5 October:

• After Article 1 to use USATF abbreviation in all places.
• Article 4 remove a spurious ..(period).
• Article 6 F delete the spurious underlined words.
• Article 8A renumber items 4-7: 8B one half sentence was omitted "3 days prior to the meeting": 8C "Revised" follows ORDER.  An question about a footnote for special election was asked, but that was not in the version of the article as passed and cannot be inserted now.
• Article 9 B the wording should read "and Officials Committee Chair"

There are some inconsistencies in the Bylaws that cannot be repaired now but will need later revision: such as Article 2F vs. Article 10.

• Article 13 A 1b Delete the ((..  )) it was a typo to take out: 13 F 2 Delete the

((..  )): also ((.. )) in I 2a and J 2c.  All spurious underlining of ‘s’ and ‘es’.

• Article 18 Title insert "and Expulsion" before "of". 

Another inconsistency between Article 16 and 18 should be repaired later.

• In early online copy Article 23 was typed as 22.
• Operating Regulation correct spelling of Regulation a typo pointed out on Oct 5.

Discussion Followed:

     Tim Baker proposed that the bylaws be adopted as second reading and as first reading to be re-passed at next meeting to avoid any transcription wording problems.  Mr. High pointed out that the changes to the printed bylaws at this meeting reflected the exact wording passed at the previous meeting by correcting the transcription errors.

     A question on why of the bylaws amendments was answered that Article 6 retained one vote per club but Article 9 required changes by USATF regulation 15 and PVA chose one member one vote.  It was pointed out that Federal register allows for corrections to fix typos if intent is not altered.  If an additional vote was taken as first reading, the L&L committee should look over first.

     After a break the vote was taken at 4 p.m. with ballots handed to voters during another roll call.  Alan Roth moved to "put the revised bylaws package as approved last Sunday on the floor for approval", seconded by Frances Brown.  The signed ballots for vote 3 were tabulated by Mrs. Rosado and Mr. High.  Bylaws were approved 26 to 6, therefore passed.  PVA is now in standing to be allowed to vote at USATF convention in December in Greensboro.

     President George Harris took the chair for further business.  He thanked Mr. High and Mrs. Rosado for their volunteer service.  He announced a special election meeting for November 15 (the required 30 days later) from 6-9 p.m. probably at Ramada New Carrollton. There will be nominations from the floor and all adult USATF members by 30 September are eligible to vote.  The term is until May 2004 by the new bylaws.

Meeting adjourned at 4:13 p.m.

Attendees:

            Voting                                                       Non-voting

George Harris, President                                   Mary Rosado, USATF Oversight committee

Charles Mayes, Vice-president                         Walter High, USATF Member Services

William Thompson, Vice-president                    William Price

Sharon Good, Treasurer, Masters T&F            Timothy Baker

Barbara Smith, Treasurer                                  Mary Haynes

Alan Roth, Past President                                 William Vaughn

Phil Barrett, Youth                                            Jerry King

Tomel Burke, Men’s T&F

Robert Thurston, Course Certification

Larry Long, Baltimore Ed Waters                                 Voting

Robert Platt, Race Packet                                 Herb Nichols, Elite TC

Carlos Cumberbatch, Hummingbird TC            Janice Mills, Gideonites

Quentin Wilson, Columbia Express                   Donna Gunter, Ebenezer AME Royal Runners

Jan Price, Mountain Express                             Malcolm Drewing, Falcons TC

Raymond Henson, TCB TC                              B Eugene Neal, Firebirds TC

Henry McCallum, Glenarden TC                       Alfred Lucas Jr, Heet Academic

Larry Colbeert, MNC-PPC                              David Dixon, Ferrari Striders of NOVA

Mike Haynie, Holy Name                                 Sirlester Griffen, Charles County TC

Frances Brown, Golden Tigers                          Craig Chasse, Potomac Valley TC

Felix Rogers, Randallstown                               Walter Bell, Natural Resources

Tracy Edgerton, DC Redwings                         Chris Richardson, Cobra TC

            Respectfully Submitted  Sharon Good, Secretary