San Diego USATF

2003 ANNUAL MEETING

2820 Camino del Rio South 130
October 15, 2003

  1. President Ken Bernard called the meeting to order at 7:05 p.m. In addition to the President and Secretary, the attendees were Nelson Alexander, Lolitia Bache, Paul Greer, Lillian Mahoney, George Mathews, Toni Mitchell, Arnie Robinson, Joni Shirley, Jim Skelly, Tracy Sundlun, Elizabeth Tate, and Chuck Woolsey.
  2. The members approved the minutes of the meeting of August 20. The special meeting proposed for September 17 was not held.
  3. The President gave the Treasurer's report. The checking account balance was $13,743 while the certificates of deposit were another $16,000. The President gave the Secretary a copy of the Association's 990EZ tax form which has been filed with the national office and with the Internal Revenue Service.
  4. The members approved the Association Bylaws as posted on the website and submitted to the national office. This vote reaffirmed the adoption of the Bylaws on October 17, 2001 as amended on February 26, 2003, setting the minimum voting age at 18. The National Associations Committee approved these Bylaws on a final review on June 26, 2003.
  5. The President distributed a proposed budget for 2004.
  6. The President solicited names for delegate positions to the 2003 USATF Annual Meeting. 13 names were submitted.
  7. Mathews reported that the National Masters Weight and Superweight Championships had been conducted in Seattle, and that he had won two national championships. The San Diego Senior Olympics were held September 20 and went well.
  8. G. Shirley stated that he had submitted a proposal to amend USATF's Operating Regulations to eliminate the 7(B) residency exception for Association membership and asked that any delegates to the USATF Annual Meeting support this proposal in their committee meetings.
  9. Mathews announced that he would be conducting a monthly series of throws meets beginning in November.
  10. Robinson reported that he had been discussing Southern California Association's proposal to move the area near Temecula into the San Diego Association.
  11. Skelly distributed the 2004 Track & Field Officials schedule.
  12. Greer reviewed the Dirt Dogs Cross Country Series. He noted that the San Diego Association Cross Country Championships had been designated the West Regional Cross Country Championships. The members discussed several logistical considerations, including course marking, finish line management and membership verification.
  13. The members discussed the date of the awards dinner, with January 23 or 30 being generally acceptable. Robinson will reserve the site.
  14. Tate reported on the meeting to set dates for 2004 Association meets and distributed a tentative schedule.
  15. Bernard announced that he would be resigning his Presidency as of 8:00 p.m. November 5. The Annual Meeting would be adjourned to that date to have the Association Officers select a replacement. The terms of Committee chairmen would continue until the meeting reconvenes.
  16. The meeting adjourned at 8:40 p.m. to resume November 5 at 7:00 p.m.

    Graeme Shirley
    Secretary

    2820 Camino del Rio South 130
    November 5, 2003

  17. President Ken Bernard called the meeting back to order at 7:05 p.m. In addition to the President and Secretary, the attendees were Nelson Alexander, Lolitia Bache, Lillian Mahoney, George Mathews, Arnie Robinson, Joni Shirley, and Elizabeth Tate.
  18. Bernard distributed a letter to Bill Roe, President of USATF, which explained some of the reasons for his resignation.
  19. Bernard announced that the Officers had unanimously elected Graeme Shirley to fill the remainder of his Presidential term, and unanimously elected Joni Shirley to take the position of Secretary.
  20. G. Shirley assumed the Presidency and conducted the balance of the meeting.
  21. The President, with members approval, named the following Sport Committee Chairmen.

    Menís Track & Field
    Womenís Track & Field
    Menís Long-Distance Running
    Womenís Long-Distance Running
    Race Walking
    Youth Athletics
    Masters Track & Field
    Masters Long-Distance Running
    Officials
    Records
    Registration
    Rahn Sheffield
    Wes Williams
    Paul Greer
    Paul Greer
    Curt Clausen
    Arnie Robinson
    George Mathews
    vacant
    Jim Skelly
    Lillian Mahoney
    Graeme Shirley

  22. The President stated that he would be changing the style of the meetings. A basic agenda will be posted on the website. Additions to the agenda will be submitted to the President between meetings. If these suggested items are business which can be conducted between meetings, or by a smaller group than the full Board, as much as possible will be done outside the Board meetings. Committee reports should be concise, and, if detailed, in written form. In order to focus discussions, there should be a motion on the table before beginning debate. The final item on the agenda will be "good and welfare." This is the appropriate time for noting outstanding accomplishments by Association members, expressing general concerns, or making suggestions that affect more than one committee. Motions may be made during good and welfare. In general, meetings should not take more than one hour. Finally, the President proposed a shift from bi-monthly to monthly meetings.
  23. The members unanimously approved a motion by George Mathews, seconded by Elizabeth Tate, to amend the Bylaws to change the frequency of the meetings of the Board to monthly, with the dates of those meetings remaining the third Wednesday of each month.
  24. Mathews stated that only marks from sanctioned meets would be eligible for Masters Track & Field rankings. Apparently this requirement has not been applied in previous years, and nationally marks from as many as 300 meets may be ineligible. The members did a quick review of San Diego's meets, all of which were sanctioned.
  25. The President discussed some of the issues expected at the USATF Annual Meeting. He stated he would conduct a short meeting of the San Diego delegates each morning at the convention to coordinate activities.
  26. Robinson expressed concern about the lack of voting power for youth, since they comprise 70% of the Association membership and the majority of the clubs, but are under-represented in an open meeting system. The Chairman expressed support for reform of the voting method, with the provision that any amendments to the election process must comply with USATF requirements.
  27. The meeting adjourned at 8:00 p.m.

    Joni Shirley
    Secretary

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