USATT Board of Directors Meeting

December 15, 16, 2009 Las Vegas, Nevada

Roll Call:  Mike Babuin, Christian Lillieroos, Peter Scudner, Han Xiao, Linda Leaf     
                  David Del Vecchio, Jim Kahler.  Excused absence: Dr. Jeffcoat, Ashu Jain
                  Foundation President – Dell Sweeris
                  Staff – Mike Cavanaugh, Doru Gheorghe, Deborah Gray

Conflict of Interest Statement  - none voiced

Approval of the Agenda – approved

Minutes – deferred for over-night reading.  Revisit on 12/16

Foundation – Dell Sweeris: Brief report on levels of funding, membership of Foundation, funding philosophy explained.

Grand Rapids 2010 U.S. Open: presentation on positive outreach with the community and plans to showcase the sport.  Corporate involvement is very positive with Amway.  Will investigate through USATT a produced broadcast segment for possible distribution to cable outlets.  Would need to work through the USOC. Marketing efforts should be broad based.  School based ideas, State Games, Corporate Challenge discussed – early mailings to USATT membership to promote site, personal letter from Dell and Connie, web/mailings early and often.  Travel agency suggested to possibly support travel needs of the membership. 

Ross Brown – HPAC Chair: written report submitted summarizing the year.  Strong statement for the desire to assist in fund raising beyond ordinary vision – fund athlete programs to the level not currently sustainable within existing budget.  Desire to better serve Paralympic athletes.  Paralympic representation is an issue on the HPC.  Possible solution is to look for the Bylaws as an expression of exception.

Wendell Dillon – ORAC Chairman:   Expressed pleasure with the Board’s direction.  Explained IU national re-exams pending ITTF re-exams.  Discussed pros and cons of racket control systems.  Suggests that ITTF committee members receive full airfare to international meetings. 

David Del Vecchio –NCTTA Report: David serves on the NATTC Board of Directors and submitted a written report.  He explained the history and positive growth that continues to this day within NCTTA.  18 geographic regions are in place.  Women’s team growth is an area of focus.  Regional Director Certification improves quality of events.
2010 National Championships is April 9-11 in Waukesha, WI.  Exploring NCAA Emerging Sports program, multi-year process, significant financial resources involved to stay on track with NCAA program.  NCTTA still discussing long term benefits and strategy with seeking NCAA recognition.  NCTTA has a $1000 Scholarship Program in place and seeking to expand this program.  Recommends that USATT offers members a chance to contribute to NCTTA Scholarship Program.  USATT identify NCTTA Championships as a major event on calendar and website – make it a priority.  Create a membership offer for graduating TT players.  Create a special 2-yr $30 USATT membership for graduating students – creates a long term relationship with USATT.

Motion – Create an opportunity for members to contribute to NCTTA Scholarship Program.  David Del Vecchio -  Christian Lillieroos 2nd – Unanimous

Motion – To recognize NCTTA National Championships as a 5 star event to avoid scheduling conflicts and for promotional support purposes.  David Del Vecchio - Linda Leaf 2nd  - Unanimous

Motion – USATT endorses special membership category for graduating college students.  David Del Vecchio - Linda Leaf 2nd - Unanimous

Coaching Advisory Committee – Written report submitted by Richard McAfee.  Recently launched a Coaching Newsletter that was well received.  Coaching AC is adopting ITTF Levels for certification purposes going forward.   There is a need to include Paralympic education in the certification process.  Urged to establish selection criteria for Paralympic coaching.  Thanks from the Board to Richard for the work he and the CAC are doing.

Adjourn at 6:30

Meeting continues December 16 at 09:00

Peter Scudner - Focus is on budget and task force.  Annual Assembly analysis discussion followed. Keep a timer on speakers to keep it moving along.  Turn out discussed – mixed opinions but it was expressed to seek to make it an attractive event that is not to be missed!  Add social time and make it more attractive.  Make reports executive summary – limit time for comments.  Perhaps a panel discussion with rebuttals should be allowed.  Seek out topics from the membership  - perhaps incorporate an awards segment to the program.

Tim Boggan – Editorial Advisory Committee:   Suggests letter to the editor opportunity, an avenue to express dissent in the magazine.  Need to improve communication with articles received, how they are considered.  Magazine editor is doing more than a good job in his opinion.  Suggestion to remove ratings from the magazine was offered.  Theme concept is good – perhaps more emphasis in special interests / timely topics.  Review and develop the concept for EAC editorial comment on the website.

Larry Thoman – Tournaments Advisory Committee:     Traditional Tournaments list is needed – club signature event recognition. Multi-year sanction is different – sanction review and fee involved – promise to run an event. There might also be a good opportunity in the future that coincides with a city’s anniversary for example – this is an example of long term planning.

Recommendation: Prohibition against multi-year sanction be removed – limit to a certain amount of years, perhaps 3-5 years. 

Motion – remove time limit for event sanctioning.  Jim Kahler - Linda Leaf 2nd  - unanimous

Recommendation:  Limit two traditional events for a club per year on a calendar.
TAC to work out internal policy.  No Board action needed.

Recommendation:  If sanction request not received three months in advance they would lose protection for traditional status.  TAC to work out internal policy and post for notice.

Recommendation:  If club affiliation is current on date of sanction request, sanction goes forward.  If club affiliation expires, renewal notice is sent to become current and if not renewed, sanctioning is withdrawn. Notice needs to be posted.

TAC to take on review of an outside association seeking sanctioning (example of non-profit entity seeking sanctioning) for an event.

Sanctioning U.S. Open Teams Championships is not available.  This is a USATT property.  It is a U.S. Open 5 Star request.  Need to review impact with overall philosophy.

Han Xiao – AAC Report:   In a lull except for Advisory Committee activity.  Perhaps we need to do a better job of announcing and seeking candidates.  Whitney Ping, USATT representative to the USOC AAC, sent in an electronic report that will be forwarded to the Board after the meeting.  Report was not available for distribution at the time of the meeting.
Bylaw Review:   Lengthy and thorough review took place led by Ashu Jain.  Peter Scudner, Linda Leaf was primary reviewers and were joined by General Counsel, Dennis Taylor and CEO Mike Cavanaugh.

Linda Leaf presented and started off with Ashu’s Executive Summary.  Linda presented Grievance section re-write.  Han will review USOC and USATT AAC section and will further consider Paralympic membership and relationship. TAC review needed for Sanctioning Events – Article XVI.  Suggestion to move HPAC to Standing Committee status and amend to also include a provision to include an elite able bodied and Paralympic athletes.  Club Director election to be reviewed by NGC.  Suggestion to insert Foundation Mission in Section XX and to make changes to reflect USTTA Foundation and not USATT Foundation.  Board to further review and send them to Linda Leaf.

Bob Fox – Nominating and Governance Committee:  Quiet period following the original seating process for the current Board.  New member added recently who is highly experienced in law enforcement. The new member is Gilbert Skinner and he joins Bob Fox, Jasna Rather, Jill Chalmers and Clint Kofford to serve on the NGC.   NGC asked to review process for Clubs to elect their representative to the Board.  NGC to also look to develop procedure for National Organization Director.

Motion – to approve December 1st Board Teleconference Minutes by Linda Leaf, Han Xiao 2nd  - unanimous

Fund Raising Discussion:  Wide ranging discussion during working lunch.

Olga Kahan – Seniors Advisory Committee:  Written report provided and presented to the Board.  Recommend to give monetary awards for over 60, 65 and 70 at U.S. Nationals and over 40 USA International Veterans Championships.  Establish a USATT Seniors Fund to defray cost of such awards handled through USATT.  Schedule presented in handout for 2010 prize money.  44mm ball events at U.S. Open – same structure as USA International Veterans TT but replaces this event.  Events listed in report. First Continental Veterans Open 2011 at 2011 U.S. Open.  Staff to handle incorporation of these issues and Olga and Mike to work with the TAC on sanctioning question.

Alberto Prieto – Hardbat Advisory Committee:   Wants to include over 60 singles and over 60 doubles in sandpaper.  Hardbat community will supply 38mm balls.

Motion – rubber Valor Premier for approval list.  Mike Babuin moves, Jim Kahler 2nd   -  unanimous

Need overall philosophy/vision for inclusion of events or exclusion of events – potential revenue sources and adds a fun/interest factor.  Suggestion as to effectiveness of staff labor or local organizer labor or contracted labor / workload to run events all factors to consider.

Dennis Davis – Juniors Advisory Committee:  Gave an overview of World Junior TTC in Colombia.  Some positive signs in Colombia among the USA girls and boys.  More coordination needed within coaching ranks with national and private coaching.  Create national team expectation document that will be vetted internally within JAC and the HPAC.  Discussed ITTF focus on Juniors and Cadets and their approach to USA for future development, events and partnerships.  Need to take responsibility for outreach, identification and development of Paralympic Juniors.

David Del Vecchio – Juniors Development Task Force:  Provided written report that covered the scope of the vision of the JDTF.  Identified a National Program Coordinator (paid, part-time, full-time) position working with volunteer local/regional coordinators.  Presented a budget of $52, 000 as a start up figure.  Grants are a potential source.  Existing school districts and single schools are a starting point with an increase in participation projected each year.  Discussion followed on producing revenue to fund the coordinators positions. The TF will work on producing content as funding is sought.   Suggestion on seeking out existing materials for adoption and perhaps developing curriculum as a shared project within advisory committees.  We need to develop a ‘kit’ that can be easily taken off the shelf and forwarded to entities asking for assistance. 

Consensus is that it is a good idea and that it should be taken up.  Funding through sponsorship when it is found and the budget will be recast at that point.

Motion – to adopt the Juniors TF Schools program and implement when funding is secured – David Del Vecchio - Linda Leaf 2nd  - unanimous

Linda Leaf – Clubs Advisory Committee:   Written report submitted that provided a summary of the year’s activities. CAC has worked closely with the GMTAV TF.  Supports new Club/League Team event at this year’s Nationals.

Christian Lillieroos – GMTAV TFC:   Some discussion on membership turnover statistics and renewals.  Written report submitted with specific motions.  Some edits were made.  Discussion on conveying approved motions to the clubs in a positive manner.
Lengthy discussion on merits of club structure took place. 

Motion – Minimum requirements for club membership will be established and implemented in 2010 on the annual application and renewal form. Club membership will only be available on an annual basis Jan 1, 2010 and it shall be phased in with each club’s renewal date.  Han Xiao moves - Christian Lillieroos 2nd  -  unanimous

Motion – As listed in Motion 4, page two of CL written report.  #1 in the list needs to add in second line after Club “or NCTTA.” Christian Lillieroos – Linda Leaf 2nd  - Vote: 3-3 motion does not pass.

Motion – Beginning in 2010, USATT will start a new event, USATT Club League Team Championship Final.  In order to participate in the event all players must be
a member of the club they represent and teams must also represent USATT clubs.  Christian Lillieroos – Linda Leaf 2nd   - unanimous 

Motion – Starting in 2011, USATT will start an annual National Club Team Championships.  All participants must be U.S. residents and they can only represent a USATT Club Team and each member of the Club Team has to be affiliated with that same Club.  It will be a property of USATT and sanctioned as a 5 star event. Christian Lillieroos – Linda Leaf 2nd   -  4 for and 2 against – passes (majority of quorum) 

Cindy Marcum – Ethics and Grievance Committee:  Executive session called for briefing. All issues are held in strict confidence.  $250 filing fee reduced frivolous cases.  One case projected to be ruled upon in January of 2010.  Most issues are behavioral in nature.  Bylaws are proposed to form an appeal process to the Board.  Suggestion by Cindy is to have a filing fee if an appeal is taken to the Board.  Board is only looking to protect fiduciary responsibility to protect USATT.  Cindy was thanked for her work, feedback and report.

Han Xiao – Communications Task Force:  Discussed status of logo issue, suggests we might need to look for a communication director to include webmaster duties.  Secure a possible intern or grad or fellowship student based upon budget limitations.  

Budget:   Detailed discussion on revenue and expenses.  National Team athlete programs reviewed extensively.  Lengthy discussion followed.  CEO directed to produce a balanced budget that reflects the concept of initiatives to be funded when increased revenue is found through fundraising efforts. Marketing/Fund Raising/Communications Director position discussed as well as a commissioned position.  Jim Kahler was appointed as Chairman of the Fund Raising Task Force with Ross Brown, Mike Babuin and two others to be appointed to serve as members of the FRTF.   Investment in Junior development is a major focus of fund raising effort and should be staff driven. Additional area of focus is to have magazine and events operate on a break even basis. 

Motion – January 7, 2010 at 7pm EST as date approved for budget approval teleconference.  Linda Leaf  – Christian Lillieroos 2nd  - unanimous.

Next Meetings:  Board presented with a current list of USATT events for the year in the back section of their binder.  There is a need to coordinate 2010 Board Meeting dates with this event calendar and also to consider the possibility of staging a meeting in conjunction with a USOC General Assembly.  We will attempt to hold one meeting in Colorado Springs for access to USOC staff input and another at our National Championships.

Meeting Adjourned at 8:45 pm local time.

Minutes respectfully submitted by:
Michael D. Cavanaugh, CEO