What is a USATF Association?

Transcription

1 ASSOCIATIONS 101 1

2 What is a USATF Association? A microcosm of USATF Assists in the development and growth of the sport Coordinates activities of USATF at the local level: provides local programs for members processes club and individual memberships processes event sanctions and insurance provides calendar of events offers marketing opportunities

3 What is a USATF Association? More activities of USATF at the local level: communicates with members performs local governance functions Sends delegates to the USATF Annual Meeting

4 Associations Bylaw Article 6 Associations Documents Accreditation Finances Boundaries New Associations

5 Associations Bylaw Article 6 Accreditation Minimum standards Required Other Revisions Time line Appeals Gold-Silver-Bronze awards

6 Associations Bylaw Article 6 Elections Background screening Association support from USATF Authority Conflicts of interest

7 Associations Bylaw Article 6 The most important section of Article 6 is the principles laid down in subparagraph 1: USATF s ultimate authority Membership qualifications Consistency between local and national Open governance Non-profit status Bylaws Changes Penalties

8 Associations Details Reg 15 Accreditation Minimum standards Required next slide Other following slide Revisions Timeline Appeals Outstanding Association awards

9 Association Accreditation Requirements / Minimum Standards Associations are required to fulfill all ten of the following category requirements: Category Members Members per 100,000 popula-on Organiza-onal members Organiza-onal members per 100,00 pop. Officials Associa-on Documents complete Annual mee-ng held Financial report submided Associa-on bylaws submided and reviewed Criminal background screening in place Associa-ons with more than 2 million popula-on Associa-ons with between 1 2 million popula-on Associa-ons with less than 1 million popula-on Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

10 Association Accreditation Requirements / Minimum Standards Associations are required to fulfill at least six of the following nine requirements: Category Associa-on championships in each sport Sanc-ons Sanc-ons per 100,000 popula-on Delegates at USATF Annual Mee-ng ADendance at Associa-ons CommiDee Maintain a viable website At least 1 newsleder (mail or e mail) per yr ADend Assoc Workshop once every 2 years Conduct one Coaches Ed school every... Associa-ons with more than 2 million popula-on Associa-ons with between 1 2 million popula-on Associa-ons with less than 1 million popula-on Yes, all 8 Yes, all 8 Yes, all Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes...4 years...8 years...not required

11 Gold-Silver-Bronze Awards Association (16) Gold Silver Bronze Years Last Year Inland Northwest Maine New Mexico Oregon Pacific New England Long Island New Jersey Utah Pacific Northwest Nebraska Mid-Atlantic Minnesota Oklahoma Arizona Three Rivers

12 Associations Details Reg 15 Elections Notice Nominating the beginning Voters Voting options see next slide Counting Committee and council chairs National convention delegates Majority requirement Protests Employees

13 Associations Details Reg 15 Election voting options All members vote Option 1 mail vote Option 2 open meeting Balanced voting option Athletes get 20% minimum of the total votes Administrators, officials, coaches, and organizational members (clubs) each get 10% minimum of the total votes Most Associations using this give organizational members 50%

14 Associations Details Reg 15 Bylaws Removal of officers Dispute resolution Other Annual meeting date

15 The democracy of USATF... Group Votes % Board of Directors* *including non vo-ng Secretary and Counsel to the Board % NominaCng & Governance Panel 7 0.6% CommiJee chairs % Past Presidents 5 0.5% ASSOCIATIONS if delega-ons are maximized % 5 E Sports OrganizaCons (6 groups currently) % Other ConsCtuencies % Sports Groups for the Disabled (colleccvely) % Athletes Advisory CommiJee % AddiConal InternaConal Athletes (20% rule) % TOTAL VOTES % 15

16 Association Required Documents Incorporation current Bylaws which have been approved by USATF 501(c)(3) IRS tax status Annual meeting minutes Financial records and appropriate financial safeguards

17 Structure of an Association Officers Board of Directors Standing Committees Finance Records Officials Organizational services Communications Governance

18 Structure of an Association Sport Committees Can mirror the committees at the national level Can combine some committees Example: Men s & Women s Track & Field Example: Youth, Open, and Masters Example: LDR Division Championships Grand Prix series

19 Job Responsibilities / Duties Leaders and policies should provide direction to officers, chairs, and employees Establish realistic goals Policies should empower those doing the work Grant authority as you delegate Turn them loose Reward them when they consistently perform above your expectations Develop a recognition system Don t make an award just to have one

20 Annual Meetings This is the one meeting you must hold Board Sometimes with general meetings General and Special All members must be notified; special meetings usually held to address a single major issue Committee Varies widely by committee

21 Finances Treasurer Budget Finance Committee Statements sent to more than one unrelated person Financial reports regularly provided Tax filings Audits

22 Financial Matters Budgeting and financial planning: Revenue Expenses Membership Sport Committees Day-to-day money management: Authority to spend money Reimbursement procedure Vendor accounts Bank accounts Financial reports and records: Income statement Balance sheet Taxes and tax reporting: IRS Form 990 or 990EZ Unrelated Business Income Tax Form Payroll Independent contractors Form 1099 State filings

23 Strategic Planning Steps in developing an Association strategic plan: Preparation Facilitator Room Materials Planning session Brainstorming S W O T analysis Coelescing of goals Clear benchmarks and persons in charge Follow-up on a regular basis

24 Association Administration Philosophy of having an office Office location Acquiring office space Physical office setup & equipment Philosophy of having a paid staff versus volunteers Acquiring office staff

25 Use of USATF Logo & Marks Associations are responsible for maintaining the integrity of the USATF logo by following the Logo Use Guidelines (given to each Association at the Associations Workshop along with a CD of the proper logos) and by using their Association-specific logo. NOTE: Be sure to adhere to and monitor the proper abbreviation of USA Track & Field USATF. Member Organizations/Clubs are limited to the use of the Member Club and Member Organization logos as they appear here. Available to clubs that are current in the USATF database by logging into the Club Management page on our website. Certified and sanctioned events are limited to the use of the logo on their event applications and other event promotional materials as it appears here.

26 Sponsorship Acquisitions Formulating the plan Defining the market Strategy Developing a hit list Timing Preparing the proposal Implementing the proposal

27 Media Relations Let em know you are there Develop a good contact list Get relevant material to the local media Establishing relationships with the local media What is and isn t news What may be a story locally also may be a good national story Summary

28 Newsletter/Magazine/eNews Purpose Keep constituencies informed, including: Association contacts Schedule of events, programs, and meetings Articles on athletes and clubs Updates on Annual Meeting, etc. Distribution Individual members Member clubs Sanctioned events Sponsors/supporters National office and officers College & high school coaches Running specialty stores Running camps

29 Insurance Association Coverage What s covered General liability coverage Covers claims based on negligent acts on the part of the Association Policy protects from lawsuits that may be brought by third parties What s not covered Theft Directors and officers Workers compensation Automobile

30 Grievances Jurisdiction of the Association: USATF Bylaws authorize each Association to handle the disciplinary and formal grievance proceedings relating to matters that arise within the boundaries of an Association Adequacy of Grievance Complaint Should be in writing and filed with the appropriate Association official Choosing an impartial panel / committee Appeals

31 Diversity Suggested "Statement on Diversity" for Associations Diversity in our Association means the set of distinctive racial, ethnic, spiritual, material, intellectual, and emotional factors that make up our community and our membership. This diversity is embodied in the uniqueness and plurality of the identities of the groups and societies we bring together to accomplish our mission. This Association is committed to pursue diversity in all of our activities, as well as in standard-setting, awareness-raising, and capacity-building. Our actions and words will reflect this commitment to safeguard and promote diversity. This Association recognizes individual and organizational responsibility to work for racial and ethnic equality of opportunity, and will initiate and support actions toward elimination of institutional discrimination in all areas including participation, communication, and leadership selection. This Association recognizes our responsibility to protect the rights of, and support opportunities and equity for, racial and ethnic minorities in USATF. We will initiate and support actions to enable persons of all racial and ethnic backgrounds to become full participants in and beneficiaries of the life of this organization.

32 Resources Associations Resource Center

33 Resources Associations Manual

34 Resources Championship Medals

35 Resources Conference Calls

36 Resources Banners & Signs

37 Resources Association Marketing Kit