Call to Order: 12:20 PM
Welcome/Identification of Members present
Introductions of club representatives present
1. Presidents message – Craig Krueger expressed appreciation for the impressive turnout of more than 60 parents and coaches for their participation in the officials training/testing session of 10_14. Additional appreciation expressed to Jenn for her many hours of effort in gathering the expense and athlete data necessary for bringing the past due accounts up to date. All but a few of the athletes have paid in full, and only one family has not responded.
2. Approval of summer meeting minutes Motion to approve summer minutes made by Eric Hamilton. 2nd Fritz Wood. Motion passes, minutes accepted.
3. Introduction of Northern Division Manager
4. Jenn Stielow:
a. Western Region ACC report – Jenn Stielow: Quotas discussion: Quotas did change this year across the region for championship events and FIS Elite races. The quotas were reviewed for quality (# of finishers in each division w/in winning time at the championship events), and population in each division. The quotas reviewed included the disciplines of GS and SG. The new quotas for this year are:
J4 Festival – 3 men and 3 women
J3 Junior Olympics – 10 men and 7 women
J1/J2 WR Championships – 13 men and 9 women
FIS Elite – 4 men and 4 women
FIS Devo – 10 men and 10 women
a. Intent to Compete process – Reviewed intent to compete process that mirrors the intent to compete process from Western Region, a copy of the updated version will be sent out to club coaches/program directors as soon as it is updated at the regional level.
b. Topolino Shoot-out format & NDS camp in January (selection process) – Reviewed selection process previously distributed to coaches and reviewed athletes that are on the bubble to getting into the Topolino Shootout scheduled for Dec. 28 – 30, 2006 in Park City, UT.
l
Athletes already listed into races – Tara Hines, GDST
Athletes sitting alternates – Bridget French, BSSEF
Bert Palagi, BMRT
J4 athletes ND will be submitting to region for consideration as part of regional director’s quota – Linnea Zavala, SRSF
Andrew Kircher, BSSEF
b. This trip is planned to be run as a divisional trip, unless otherwise determined.
----End of WR notes
Northern Division ACC minutes (Oct 12, 7PM)
Present:Jeff Pickering*, Alrick Hale, Jenn Stielow*, Roger Bay, Jerry Wolf, Rick Jacobs*, Fritz Wood*, Erik Hamilton*, Steve Erikson, Ted McNamara, Chad Pavlick*, Craig Krueger
*ND ACC Chair and voting members present
Introduction Northern Division Manager: Recognized that this position is in place and that it is a full time position dedicated to the division
General business
c. Championship selections – annual review of criteria & selection boards
Annual review of selection criteria for ND championship selection boards, no changes were made to selection criteria that can be found in the ND Handbook.
d. Speed issues – Forerunning project & Solider Mountain
Each year we have the great opportunity to have older “FIS aged” athletes forerun the Big Mtn. Nor-Ams scheduled for February 8-15, 2007. This unique opportunity is reserved for those athletes with previous experience in DH and SG. Clubs can submit names for consideration to Jeff Pickering from Big Mtn. We will provide a coach for the forerunning athletes; this is really the only expense that the athletes are responsible for covering. This is considered a divisional project and any questions can be sent to Jeff Pickering or Jenn Stielow.
For those athletes with little or no speed experience we have negotiated with Intermountain Division to bring ND athletes to a USSA DH event for A-J3 skiers. This is a great opportunity to expose our ND athletes to introductory speed training/racing in a very safe environment. Reservations need to be made early, so a head count would be very much appreciated by the division – please try to estimate your numbers to Jenn Stielow as soon as possible.
e. Wax purchases
Wax will be purchased for divisional projects; the surcharge will be 20.00 per athlete for a technical event series and 35.00 per athlete for a speed event series. The wax will be distributed by the division to the traveling coaches prior to the project starting.
2. Calendaring – Jeff Pickering, Calendar Chair
a. Next years calendaring procedure
The calendar procedure will be more strict next year and require the club contacts to come to the June meeting prepared with dates they are available to host an event and confirmation from their respective host mountains, and board of directors. A formal motion will be submitted in the ND general session meeting by Jeff Pickering on Sunday, Oct. 15, 2006. (Please see general session minutes for motion)
b. Big Sky hosts 2008 J3 Junior Olympics? Secure paperwork and confirm with Region needed
Big Sky was asked to confirm the dates of Master’s Nationals for the upcoming season and report back to Jenn so the official bid can be completed and Western Region notified.
3. Handbook and web site updates – in progress, comment period until October 31, 2006
Handbook committee will begin to meet this upcoming week to finalize the handbook revisions with the goal to have the handbook revised and updated on the web by the beginning of November. Comments can be submitted to the handbook committee until October 31, 2006.
4. Financial Report – Jenn Stielow
a. Projected Budgets for Out of Division races – staffing outline
A projected budget for each project was put together by Jenn off of previous year’s trip costs. Jenn reminded everyone that this is just an estimate that will be posted on the web. Kind of a preview of the upcoming years expenses for both the parents and coaches to use.
i. # of coaches per event
Jenn asked for all teams to think about their yearly plan with regards to divisional staffing and how much they are able to support the division in this aspect. We have about 11 total projects run by the division for the 2006-07 season.
b. Head taxes and administration fees policies for 2006-07 season
Head taxes need to be submitted for all USSA sanctioned events scored and non-scored events. The only exceptions are the FIS-U and Big Mtn. Nor-Ams.
Administration fees will be charged for all entered athletes in the 11 Northern Division project regardless if they use the lodging package and all coaching services or not. Administration covers not only project set up, but selections, entries, and other regional communications concerning all athletes in Northern Division.
c. Responsible party addition to ND athlete code of conduct contract
Every traveling athlete will need to turn in their signed code of conduct, contract agreement (includes financially responsible party), and medical release prior to traveling on a divisional project. The colleges are also required to complete a code of conduct, payment agreement, and medical release. USSA and ND membership is a privilege and not a right.
5. Official’s Report
a. Current standing of officials tracking and updates
Currently working on getting everyone caught up on training in the division and updated with USSA. Asked everyone to review the training they have done previously and submit the dates of training and who they trained with and what tests they took to Mark Megerth the Alpine Officials Chair so the updates can be submitted to USSA.
b. Clinic schedule – procedure for clubs hosting own training programs
The main update session will be held 10_15 starting at noon. All coaches who intend on being able to set a course at a USSA event must obtain a referee certification.
6. Travel Policies:
a. Coaches Responsibility – Head and Assistant Coaches
All staff and athletes planning on traveling on divisional trips are required to sign a code of conduct
Athletes will also need to complete the ND athlete contract and medical release forms prior to November 27, 2006. These forms must be into the ND Manager by this date.
b. Expense reporting deadlines
Coaches need to turn in expense reports as soon as possible after the event so invoices can be accurately be sent to the athlete once per month.
7. Education
a. Meet and Greet sessions with clubs
Meet and Greet Sessions started this week in Whitefish with the Big Mountain Race Team and finish in the Eastern part of the state this week. More sessions will be planned closer to the start of the season.
b. USSA Parent education CD
Good useful tool, made sure the clubs have received their copies
c. Coaches Education schedule
i. Level 100 Clinic scheduled – need for level 200 at same time?
i. Schedule a small ND training camp, this is usually the time period of the early season races – exchange the race series for a mini-camp?
ii. Coaches Forum
iii. Educational shop on-line
d. Proposal was made to schedule a coach’s forum in late May/early June at the Red Lodge Summer Race Camp. Craig Krueger gave board support for the proposal. Tentative schedule would be a seven day camp with staff only for the first 2.5 days and athletes arriving the afternoon of the third day. Both on-hill and classroom work would be included during the staff training leading up to the athletes arrival. The target athlete group would be the YSL and 1st year J3’s. The task force assigned to this proposal will be:
· Jeff Pickering
· Jenn Stielow
· Craig Krueger
· Roger Bay
· Geoff McDonald
· Fritz Wood
· Ted McNamara
New Business: 10_15_06
a. Calendaring – Jeff Pickering, Calendar Chair: The calendar is final, and is posted on the ND website.
i. Next year's calendaring procedure: In order to avoid the calendaring problems that have incurred over the past few years, a new calendaring procedures was adopted. This procedure is detailed in the ND handbook.
2. Big Sky will hopefully host the 2008 J3 Junior Olympics. Paperwork and confirmation with Western Region is needed.
a. Handbook and web site updates – in progress, we need to have final comments in by October 31, 2006
3. By-laws review session. The By-laws need to be updated by the BOD.
4. Financial Report – Jenn Stielow
a. Presented to the Board of Directors
5. Accounts receivable from 2004-05 and 2005-06 seasons. We are expecting to receive additional payments to bring us to appx. $2000 in outstanding payments. Only one family has not responded. Future accountability will be enhanced and accounts will be kept up to date if all athlete contact information is kept up to date. PARENTS AND ATHLETES ARE RESPONSIBLE FOR MAINTAINING CURRENT CONTACT INFORMATION WITH THE NORTHERN DIVISION MANAGER.
6. Projected Budgets for Out of Division races. These estimates will be posted on the ND website.
7. Head tax and administration fee policies for 2006-07 season were discussed, see the ND handbook for etails
8. Responsible party addition to ND athlete code of conduct contract to make sure the appropriate party is being billed for expenses.
9. Official’s Report – Mark Megerth
a. Rules and Regulations Update. Mark distributed the FIS/USSA amendments to FIS provisions. These will be available from the ND website.
10. Current standing of officials tracking and updates. For those who want their previous training filed with USSA, you need to submit to Mark Megerth a list of the training sessions that you have attended in the past.
11. Clinic schedule – Coaches/officials clinics: Referees that tested and passed the 10_14_06 training are qualified to administer a referee, COR test.
12. Timing and Calculations applicants are required to attend a clinic administered by a level 3 T&C official. The only other clinic this season for T&C will be through the Big Mountain program, date to be announced.
13. Education
a. Meet and Greet sessions with clubs were held with those clubs that requested this during the September planning window.
14. USSA Parent education CD. Please purchase and distribute.
15. Coaches Education schedule
i. Coaches Forum December 9-10 level 100 Fundamentals clinic for coaches at Big Sky. Testing will follow. See coaches resource center accessed from the USSA website. Additional information at the American Sport Education Program website. Reminder that current First Aid and CPR, for child, infant and adult is required for all coaches.
16. Educational shop on-line is reviewed
A motion is made from the floor that requires the submission of a Credit Card # for each athlete participating in a Northern Division project.
ND will require a CC # to be included with the Athlete Release of Liability and Athlete code of Conduct documents that are collected from all athletes and their financially responsible parties that are participating in Northern Division projects.
The CC # will only be used by the ND manager when a check cannot be received in a timely fashion.
In lieu of providing a CC#, the financially responsible party could elect to maintain a balance of $1,000.00 in the athlete's account.
Fritz Wood seconds. Motion passes.
BOD Insurance:
Liability coverage from HUB, Int'l Insurance Company . $1000 premium, 1M in coverage.
Motion made to purchase insurance for the USSA Northern Division Board of Directors.
Non-profit organization may not be liable, but it has not yet been tried in Montana.
This would help with attorney's fees in case of a lawsuit.
A motion is made by Rick Jacobs to purchase an insurance policy for the Northern Division Board of Directors from Hubb, International.
Motion is seconded by Rick Duncan.
Clubs voting:
BSF yes
BSSEF yes
GD not present
DISC yes
SRSF yes
MSEF yes
Big Mountain yes
Motion passes
Craig Krueger seeks nomination for the ND BOD Treasurer. This treasurer will serve in an oversight capacity to the ND manager.
Motion made by Susan K that Rick Duncan become the ND treasurer for one year. Eric Hamilton seconds. Unanimous.
** By Laws:At the Fall Meeting BOD members are requested to inform the Membership of their intention to seek a replacement during the coming season.
Discussion follows concerning J3-J4/Coaches forum . Include support of J1 athlete.
ND will financially support this as funds are available
Winter meeting proposed Jan 19 at Big Mountain.
Meeting adjourned 11:15.
Submitted by Susan Krueger and Jenn Stielow.