Dec 20, 2005 Phone


Northern Division Phone Conference December 20, 2005 Participants: Jenn Stielow, Craig Krueger, Fritz Wood, Susan Krueger, Tim Ibey, Jeff Pickering, Rick Jacobs (partial) Absent: Casper, Big Sky 1) Finances in general Tim Ibey: I reviewed race notes. I have notes from parents, but they are not backed up from a coach or administrator. Jenn Stielow: Itemized all trips again using actual expenses, Caryn's original fees were $3-400 short. Little-to-no follow-ups were done. Some athletes not recorded as attending, some athletes rostered did not actually attend. Trying to match coaches' expenses with amounts spent out of the checkbook and from the VISA card. Many athletes are contesting the amount that they owe. A few athletes contest their attendance at some races. Re: Big Sky speed event. Comped athletes are documented. Northern Division paid for some non-comped athletes, but Big Sky should have. Christina Kim in this situation. (Jenn has sent summary sheets of each of last year's races to the committee members by email.) Spring Series 2005 not well-documented. Jenn had to rebuild the race, estimating transportation costs. (Athlete attendance records are all retrievable from USSA) Re: Kim, Cronk, Brockett, Newey, Mackay, refer to spreadsheets. Re: Administrative fees: Western Region automatics, Northern Division will can eat the admin fee. For those on the selection list need to pay the $20 fee. Fritz Wood: Northern Division quotas are being filled by college racers. FIS Park City has only one J2 spot allocated, and it is a J2 national qualifier. (Jenn will discuss this with Lester). Fritz Wood agrees to give breaks to automatics only. All others pay the fees. Discussion as to whether regional autos are $10, everyone else $20 admin fee. Race organizers have the choice as to whether or not to comp the top 5 racers. If the points are high, they may decide to compensate fewer. Rick Jacobs: College athletes should pay the same as they are part of the same region. Jenn Stielow: 8 or 9 events x $20 adds up to $160-180/season. They are part of the same administrative umbrella, and Western Region has directed that the green sheets (sign-up forms) originate from the Northern Division administrator. Jeff Pickering: Moves to change the fee structure for Western Region projects: Automatics pay the same admin fee of $20. Fritz Wood: 2nds the motion. Motion passes unanimously . 2) Finances for races 04-05: Jenn has itemized all expenses for all races from the checkbook and VISA statements. Expenses still needed. December 2004 Mammoth trip is $4,000 short. $4000 paid to Big Sky for van usage.??????????????????? Fritz, Jeremy, Pete Collins were the staff. Jackson/Snow King race: $900 Big Sky, $400 for Bridger van. Why the big difference? Jenn Stielow: All expenses will now be itemized on the website for reference and documentation. Jeff Pickering: All coaches' expenses should be divided among all athletes. Fritz Wood: Fixed costs can only cover planned expenses (Re:Extra night in motel for snowbound vehicle and coach in Carson City). Tim Ibey: Additional costs __________. Craig Krueger: All costs divided among all athletes. Elimination of the van as transportation is making costs higher, more complicated. Jenn Stielow: Coach has to be transported no matter how the athlete travels. Craig Krueger: Must be kept consistent. Jenn Stielow: Re: How do other divisions handle this?: Lester reports that all transportation costs are lumped together, divided out among all athletes. Air flight expenses are additional if they choose to fly. Jeff Pickering: Athletes that fly should only be paying for the expenses of the coaches to getting there, not for vehicle expenses incurred from transporting other athletes by vehicles. Fritz Wood: At the Mammoth races, a coach has to go to Reno to pick up gear for those athletes that are flying, this involves 2 hours extra driving. Jenn Stielow: How are the flyers separated out? Jeff Pickering, Fritz Wood: Discussion Rick Jacobs: Destination cost? Athlete expenses figured by each club? Tim Ibey: A standard formula that can be consistently assessed at each race will help the administrator keep consistent. Fritz Wood: Estimated cost posted on the web site with each selection board. Parents can view the estimate with the selection board. Jenn Stielow: Parents will be able to view the previous year's expenses on the website. Jeff Pickering: Coach's cost divided among the Northern Division teams Fritz Wood: Moves that all athlete expenses divided amongst all kids. $680 plane tickets to Mammoth. Gas, vehicle rental, pooled with expenses for coaches and divided among all non-college athletes. Over the course of a season, the costs incurred by athletes that don't fly will even out with the athletes that do fly. Need more info. Re: Phone conference following Mammoth. Some athletes flew, some drove. Pool the expenses for Casper, Big Mtn, Big Sky and BSF kids and compare differences to the individual team expenses. 3) FIS QUOTAS Get 5 slots per gender in the Tech series. Jeff Pickering: Park City FIS Tech. Alternates: For Juniors: nominate Clayton and Chet. 3 others should be available under Regional director's quotas. Jeff Pickering: Requests for Clayton and Chet need to be in writing from the director. Coaches need to be coming to bat for their individual athletes. Fritz Wood: Does this need to go to a vote from the ACC committee? Do we have a quorum? Jeff Pickering: This is Western Region policy for juniors. Jenn Stielow: I will have to document/justify this. Craig Krueger: Not a divisional decision, but a Western Region policy. Jenn Stielow: OK, just needed to be confident of full ACC support Rick Jacobs: Leaves conference. Jeff Pickering: Last season, Chet Cook qualified over Kyle Taylor ( KT had lower points) on his JUNIOR STATUS only. Fritz Wood: Park City lodging available for 9 kids at his mother's condo saves 4 condo rooms. Jenn Stielow: Staff for Park City Tech series is Fritz Wood, Jenn Stielow will also be on staff, Megerth, Henrichon. Jenn Stielow is an extra, there for another event. Separate GS & SL coaching staff. Jenn Stielow: Winter meeting Jan 13th. So far attending: Jenn Stielow, Susan Krueger, Craig Krueger. Jenn Stielow will fly. Should we move the winter meeting? No MSU FIS-U race: 8 of our athletes, at the most, will get into this race. Fritz Wood: More and better athletes now than 6 or 7 years ago. We need a bigger quota from USSA. PNSA, Far West had 60 kids at the Mammoth race! 50 of our BSF kids are buying USSA licenses, our valley population has grown rapidly. Craig Krueger: I will pursue this with Western Region. Little hope short term, but we need to get in their face about this. We need to politic heavily for this. Fritz Wood: We also have in our division a USCSA championship team, an NCAA Division I team, and we are losing our junior slots. More skiers than ever. We now have 15 FIS-level skiers, much more than in the recent past. Craig Krueger: ACC regional meeting in Park City . I will meet with Walt Evans, and get this discussion started. Jenn Stielow: These quotas are audited every year. Jenn Stielow: The Park City trip list is done. Website: Jen spent all day chasing down the renewal. Temp 10-day renewal. They need documentation as to Jenn's employment status and all for $15. Jenn Stielow?: I need documentation on the recent Mammoth race. Jenn is advised of email address: moognelson email , will receive the worksheet for Mammoth expenses. Expenses posted on website ASAP. Park City junior selections; will be sending to Lester tonight. Jeff Pickering, Fritz Wood leave conference. Next conference call: Before the 9th. Jenn Stielow will set up. Craig Krueger: needs it to be before regional meeting. Tentatively on the 5th.