8-12-2007 EC minutes
15 present, Josh Runyan and Karen Baumgart absent
Treasurer’s documents- Holly needs to get these from Karen
Secretary’s documents- Darryl has transferred them to Liz, some archives are missing, notably the financial archives after 1999
Status of the
Annual reports (Buzz)
- a tax form has been found & Tim Marsh found the 04-05 report
- Darryl says that the nonprofit status has been suspended (a non issue since we do not receive funds from other corporate entities
- Must notify the state of CA of the change in officers (duty of the secretary)
- Appears that these reports are due every two years (duty of the treasurer)
- Holly to work with Karen to get 06-07 financial report
Junior
Invitational 2006 report (Dave)
- Venue went up $400
- Hotels and Parking went up $50 a room
- Duplicate T-shirt orders
- Noted that the officials for the SDJIT have always been treated well
Procedures
- Document the duties of each job (treasurer, secretary, chair)
- Should be able to make some of the changes in personnel to things such as the Division account with no problems since there is really nothing for the incumbents and incoming officers to do in July
- Some of the current duties of the officers are outlined in the Division Bylaws and the USFA Operations Manual, but better communication and a short training period would not be remiss
- Document when certain forms need to be filed and who does what
- Motion: Establish an addendum to the USFA Operations Manual that Lists the duties of the EC secretary, treasurer and chair (Stuart, Holly) passed 15 ayes, 0 nay
Sanctioning
Tournaments
- Bylaws and USFA Operations Manual do not cover how an event should be sanctioned; Not the procedure, the discision itself
- Which events do we want to have…
o Organized by the Division
o Satellite events
o Fundraising type events (Bladerunner)
- Must make sure that events do not conflict with each other
- Maximum flexibility vs. a structured approach
- See first how many events we can squeeze into Mission Bay HS, then start looking at holding events elsewhere
- Noticed no “bleed over” into MBHS events held on the same weekends as the satellite events
- Contracted events rather than Satellite
- Start sanctioning contracted events at the same time as MBHS events
- Agree to produce an overall structure for deciding what events will be held where
- Motion: Assign a committee to produce a procedure for sanctioning events in a structured format and present it to the EC at the next meeting (Chuck, Buzz) passed 15 ayes, 0 nays
- EC members assigned to this committee: Chuck, Buzz, Jens
Events up for
sanctioning
- Bladerunner
o Motion: Sanction this tournament (Jen, Liz) passed 15 ayes, 0 nays
-
o Not enough information
o Why are the organizers not here to present this to us and answer questions?
o Failed to get it off the ground last year
o Feels dropped into the EC’s lap as a demand rather than a request
o Motion: Not sanction this tournament (Jen, Susan) passed 14 ayes, 0 nays, 1 abstaining
o Susan will talk to Ann (one of the organizers of the Senior Games) about what’s going on
- Torrey Challenge
o Concerns over finances
§ Referees
§ Armorers
§ Explicit statement for who is responsible financially for this tournament
o Concerns about how this event was presented to the EC
§ Lack of a budget up front
§ Dropped on a new EC
o Equipment rental issues
§ Most often $50/day rental per strip provided, the tournament organizers responsible for any damages to the strips
§ Bladerunner has not been charged for the use of Division strips as back ups
o Motion: Sanction the Torrey Challenge (Jen, Jens) passed 15 ayes 0 nays
§ Addendum: Tedd must provide written document of financial responsibility to the EC prior to the tournament
o Motion: Provide Division strips at no charge (Jen, Liz) passed 15 ayes 0 nays
Division events
-
Ask for certain dates at
- Dates to ask for 2007-2008 (primary/ backup)
o Oct 14/ 28
o Nov 18
o Dec 2
o Jan 20/13 (Bladerunner Jan 5-6)
o Feb 10/ 3
o Mar 30
o Apr 20/ 6
o May 4/ 18
o Jun 22/ 8
- Ask about interest in Mira Costa’s gym as a secondary venue
- Ask about San Diego HS as another secondary location
- Bout committee should also be posted on the schedule
-
Next meeting will be called after dates from
- Motion: Live auction of items in the Division Lost and found (Dave, Jen) passed 15 ayes 0 nays
- Motion: Abjure this meeting (Buzz, Jen) passed 15 ayes, 0 nays