Preliminary Minutes of the Northern Division USSA, held October 16, 2004 at the Wingate Inn, Bozeman, MT

Attending:  J.C. Knaub, Susan Krueger, Caryn Jones, Jen Stielow, Jeff Pickering, Rick Jacobs, Lance Kidder, Jeremy Henrichon, Mike Megerth, Fritz Wood, Craig Krueger, Bruce Krueger, Debbie Herrmann, Chris Raser, Marjorie Knaub, Frank Tobish, Jody Hawthorne, Tim Ibey, Tina Coyle, Jeff Anderson, Jim Landers, Rick Duncan

The meeting was called to order by J.C. Knaub at 9:20 am.

Spring meeting minutes were passed with a correction to the matter of fee assessment to athletes using club vans.

Fritz Wood and Marjorie request some items for later discussion.

A.  Athletic Competition Committee Report

The ACC report consisted of reviewing the Western Region ACC meeting, discussing possible calendar changes, the ND administrator position, and the Development Team.

USSA Northern Division ACC Meeting Agenda October 15, 2004 Call to Order:  7:00 P.M.  Attendance:  Jenn Stielow, Caryn Jones, Jeremy Henrichon, Rick Jacobs, Jeff Pickering, JC Knaub, Chris Newey, Roger Bay, Tyler Maxwell, Pete Jones, Jason Nelson, Fritz Woods, Lance Kidder Old Business: WR ACC meeting overview: ENL quotas set R/C – 10 athletes East – 10 athletes West – 10 athletes (if a division wishes to send more then it is a discussion with Lester Host division – 70 athletes Reviewed quotas for WR Western Region FIS Elite will remain the same for next season: 4 Men and 5 Women WR FIS will remain the same for next season: 10 men and 10 women   Ø  If MSU or RMC are sending athletes to a FIS race, they must send a coach to help the project Development quota for Nor-Ams will be higher for juniors WR Automatics include: Kate Jordan – BMRT Chi Chi Williams- MSU Dawn Hamilton – BSST Ashley Bembenek – MSU Kate Stoddard –? Don Brockett- MSU Chris Newey – MSU Kris Shampeny – BSST Kyle Taylor – BMRT Head taxes to USSA increased to $6.00. Scored: USSA-$6, WR-$2, ND-$7 Non Scored: USSA-$0, WR-$1, ND-$7 Entries: Scored Tech-$25, Scored Speed-$28, Scored Speed Training Fee-$30 per series, Non Scored Tech-$15, Non Scored-$18, Non Scored Speed Training Fee-$10 per series Intent to Competes – new process for WR will be followed in ND – see attachment Coaches Education – CD’s to come: Strength and Conditioning Nutrition Course Setting Fundamental Tactics (in conjunction with Level 200) Sports Psychology Clinic – Caryn – December 17-19 at Moonlight Next meeting January 8, 2005 in Park City. Calendar Review ND Administrator position overview Changes Due to Intent to Compete procedure changes: selection lists published 48 hours after deadline, confirmations required within 72 hours of publishing of lists, project forms sent out the day of the confirmation deadline, money due in office within 4 days of forms being sent out.  If confirmations or money are not turned in on time, the athlete will be pulled from the project.  If athletes pull out of a project after money is sent in, then the Northern Division refund policy will be followed. Administrator will figure project fees and bill athletes through project forms sent to clubs (If an athlete’s or athlete’s parent’s email is available they will be included in the mailing).  There is a desire to put everything on the website. Athletes pay project fees directly to administrator and final project accounting will be sent to Divisional Treasurer. Price for project will be figured before the project happens with no refunds or refill after the fact. Dedication of a ND position for a technician to travel with FIS kids and championship races. NO MONEY Development Team Pay athletes that are owed $300 from 2003-2004 season Leave selection process the same For 2004-2005 season recognize with a jacket and letter of recognition to athlete and their school or school paper Possibly an article sent to Ski Racing magazine Website athlete profile New Business: Western Region Junior Championship Selections – Review selection process for J1/JII athletes Announcement date for WRJC boards and full ACC approval/review of boards prior to announcement.

B.   Treasurer’s Report

• Tom Dwyer could not, after all, become our treasurer.  We have not had a treasurer since the spring meeting.
• The committee and attendees conveyed their appreciation to Don Lewis, the outgoing treasurer, for his years of service to the Northern Division.
• We need a job description for the Treasurer.  Caryn Jones will write this up in light of the different responsibilities for both the administrator and treasurer.
• The outstanding balances from last year will be finalized by Caryn, and a statement and letter will be sent out to each family.  The information will be taken from Don Lewis’ Quicken program and imported into QuickBooks.
• Tim Ibey steps forward as Treasurer.  Lance nominates Tim, Susan K seconds the nomination.  There is unanimous approval.
• Tim will use his professional version of QuickBooks to send out the past due invoices based on information from Caryn and Don Lewis.  The letter of explanation from JC will accompany each invoice.  Marjorie moves that each invoice will be due upon 30 days of billing, and all unpaid invoices will be subject to a 15% interest fee if not paid on time.  Caryn seconds this motion, and the motion passes.  This policy will apply to all invoices sent out in the future as well.  All out-of-division involvement will be curtailed until a family is paid up.

C.  Western Region ACC Report

See ND ACC notes above.

D.  ND Administrator Report

• Carole Kolarich intended that the new ND Administrator would begin on September 1.  We need a formal letter of resignation from Carole to submit to Fay at USSA.
• Despite repeated requests, USSA did not generate a bill for the ND Administrator position until 9/30/04.  This bill is inclusive for the time period from 2/03 to 8/31/04.  Due in part to their lack of action, USSA is willing to let us enter into a payment plan.  As soon as we have a budget formulated, we will submit a payment plan to USSA for approval.
• Caryn Jones is the new ND Administrator.  These items will be added to the ND Race Administrator job description:
• A motion is passed that describes the ND Race Administrator position as running on a renewable contract from September 1 to April 30^th each year.
• The salary will be $8,000, plus 20% benefits to total $9,600.
• The Administrator will be paid twice per month.
• For this Fall 2004 transition period only, Caryn Jones will begin her employment effective October 15, 2004.  She will receive $500 for the last two weeks of October, then will be paid the scheduled $1000/month until April 30^th, 2005.

Old Business

Finalizing the 2004-2005 Calendar

• Caryn Jones will send out the final calendar by email.  It will be posted on the website when possible.

ND Development Team issues:

• The criteria for naming the DT will stay the same as explained in the ND handbook, but there is not a sufficient budget to allow a cash reward to this year’s team.  Recognition will be by a jacket, a letter to the athlete’s school and the USSA.  Athletes will be asked for a profile detailing their accomplishments to be posted on the ND website.  We will request that USSA submit these names for mention in Ski Racing magazine. 

Other

• There will be a level 1 coach’s clinic at Moonlight Basin on December 17-19, conducted by Caryn Jones.
• Marjorie Knaub requests clarifications in the assessment of travel fees for last year’s events, specifically the Big Sky DH races.  Athletes from a host hill should not be assessed travel expenses.  There may be expenses incurred from transporting coaches, and for paying parking fees.
• Fritz Wood points out that there is a standing policy requiring that all race announcements be sent out 1 month in advance.  There was last-minute confusion and budgeting errors at the club level last season while working up athlete expense estimates due to untimely race announcements.

New Business

Overall, the numbers of athletes in each program is on the rise.

The ND netting should be labeled with hunter’s orange prior to distribution for the season.

The next ND meeting will be January 15, 2005 at the Golf Course in Red Lodge.  This location needs to be finalized by Jen Stielow.  The ACC meeting will take place the night before, time and location TBA.

Meeting was adjourned at approx. 11:30, followed by lunch and an officials meeting with Jim Landers.

Minutes submitted by Susan Krueger, secretary.