Northern Division Meeting, Winter 2006

Minutes of the USSA Northern Division and ACC meeting, held at the Microtel Inn and Suites, Bozeman, March 31, 2006.

Attending:  Jenn Stielow, Craig Krueger, KC Palagi, Eric Hamilton, Toby Chapman, Lance Kidder, Jason Nelson, Chad Pavlick, Aaron Ruddick, Jeremy Ueland, Jeff Pickering, Alrick Hale, Jeff Zavala, Jerry Wolf, Tara Wolf, Rick Jacobs, John Hines, Pete Collins, Fritz Wood, Jeremy Henrichon, Betsy French

Meeting called to order 6:30 PM

Thanks to Jenn Stielow for her hard work on holding the Northern Division together.

1. Old Business

1. Financial Overview
• Jenn Stielow gave an income/expense reporting concerning Profit/Loss statement provided.
• There was a general discussion regarding Accounts Receivable by credit card and it was noted such acceptance would cost 4% surcharge on payments.  Another note was made regarding coaches using credit cards – American Express has a refillable credit card that could be given to the coaches.  There was a general financial status given with Assets-$10,000 in CD, $5,000 in checking, and $1,000 in Three Rivers Acct.  $24,000 in Accounts Receivable, $40,000 in Liability owed, including approximately $11,000 still owed to USSA.
• Accounting needs are growing and need to be sustained.  There was a discussion of ideas on membership/club fees to increase funding.  Fritz Wood made a motion to raise club dues from $100 to $150.  There was no second.  Tara Wolf made a motion to raise Northern Division membership fees.  Competitors dues from $15 to $25 and Youths to $15.  Discussion was held on the rates.  Fritz Wood seconded Tara Wolf’s motion.  There was continued general discussion on rates.  There was a call for a vote on the motion.  ACC recommends the passage of the motion.  Call for vote – Motion carries.
2. Fundraising:
• There was a general discussion regarding Chevy sponsorships.  $20,000 for three years Chevy might provide ($20,000 for 3; not $20,000 each of three).  
• Gate panels - coats - where can we promote Chevy within the Division?
• Other state or national businesses that could be approached, i.e., DA Davidson?
• These are ideas on helping fund Jenn's position - probably a Northern Division marketing approach to raise funds for Northern Division through sponsorships.
• Can't be a local program (local businesses) as the locals are used for local club help.
• Return to general discussion on bookkeeping/administrative manager position:
•   Budget - What can organization afford?  What would a manager's position require in compensation?  Administrative position needs a revision of duties and establishment of a base wage.
•   Craig Krueger made a motion to have a representative of each club and ACC members provide (by April 15th) feedback on administrative position and wage rate for position.  Motion was seconded by Jeff Pickering.  Call for vote – motion passes.  
3. Document Revisions:  
• There was a general discussion on the Northern Division Handbook review/revise/update.  Our Handbook needs numerous clean-up work, but with more than one person’s input.  Craig Krueger made a motion proposing the ACC work on the handbook and have an updated version ready for review prior to the summer meeting.  Fritz Wood seconded the motion.  There was discussion and a call for a vote.  Motion passes.  
4. Calendar Review:  
• There was a general discussion regarding the calendar review.  Craig Krueger:  YSL Championships need to be held before the JO’s – to allow all J5-4 to be in same race.
•   Jeff Pickering suggested the history of an event, geographics, number of events, how college races line up, or we fit in with them, not overlapping races, quality of sites, and new point lists all need to be concerns when preparing the new race calendar.  
• Question by Eric Hamilton:  Who picks the race sites?  Answer:  the ACC Board.  
• Lance Kidder suggested:  Three races per year for J1-J3 schedule isn’t fostering our J3’s especially.
•   Craig:  Closes discussion on calendaring.  

2. New Business

1. Fundraising
•   This item was addressed earlier.  
2. Increased Services needed to assist with growth
• Jenn Steilow:
•   Parent Education – Fall 2006 – New CD rom’s coming out in 2006.
•   Coaches/Program Directors Forum – Getting them out – no date on availability yet – probably late summer available.
• Other Ideas?
• Ask each Club – review availability of officials by club.  Certifications of such things as timers – recruitment of parents and in the fall possibly have an officials’ clinic.
•   Coaches’ Clinic – certification
• For new coaches
• And liability
• Craig Krueger:  Unsportsmanslike conduct – Reminder that parents may receive reprimand also up to sanction just like athlete.
•   Alrick Hale:  Revisit Issue – How are we at collecting owed funds?  
• Craig Krueger:  We can’t stop athletes from competing, but we can put them on their own for upcoming events, i.e., they are independent to attend the event.  At the end of the season, current or next year athletes have a on hold on their license at USSA level.  Non-racing athletes – currently we have two and are collecting on one of them.  The other one will probably never be collected on.  
• Reviewed current racer delinquent sheet.
3. Last meeting minutes reviewed.  Lance Kidder moves to approve.  Jenn Steilow seconds. Minutes are approved.

Meeting adjourned at 9:45 PM