USATT Board Orientation  & Meeting                              
July 17, 2008

U.S. Olympic Training Center

Colorado Springs, CO 

 

Board Members in attendance: Peter Scudner, Harold G. Jeffcoat, Mike Babuin, David Del Vecchio, Jim Kahler, Ashu Jain, Linda Leaf, Christian Lillieroos, Han Xiao

                                                                       

USATT Staff: Mike Cavanaugh

USOC Staff: Christopher Vadala; Eric Parthen; Rachel Isaacs

 

08:00  Orientation

Introduction of Board Members, USOC staff, Rose Snyder, orientation facilitator

 

Chris Vadala, Senior Director of USOC Sport Partnerships and Eric Parthen, Director of NGB Organizational Development, provided background for the group. The chronological sequence of activities that led to the adoption of a new set of USATT Bylaws was discussed along with the process and results of the Nominating and Governance Committees’ efforts that led to the seating of the new Board for USATT.

 

Rose Snyder led a group exercise in communication styles. Core competencies of boards include: Board Sets Policies – Staff Implements.  Ms. Snyder also facilitated a discussion among board members of a SWOT Analysis (Strengths, Weaknesses, Opportunities, and Threats) regarding USATT.   The three components of the USATT Mission are: Value to Members – Sustained Competitive Excellence – Grow the Sport.

 

Eric Parthen of USOC discussed the importance of the High Performance Plan.  Plan is due October 15, 2008.

 

Rose Snyder concluded her orientation and was thanked for her contributions

 

16:30 Board Meeting convened.  All present.

 

Called to order @ 16:30

Roll call waived as all were present

Call for meeting verified and unanimous decision to waive notice clause for expediency.

 

1. Elect Chairman from Independent Board Members

Two candidates provided statements – Dr. Jeffcoat, Peter Scudner.  Chris Vadala and Rose Snyder served as election scrutineers.  Peter Scudner elected as Chairman.  Dr. Jeffcoat named by Peter Scudner to preside at meetings if Mr. Scudner is absent. 

 

2. Executive Session for Personnel Matters

Discussion of CEO Search:  Christian Lillieroos and Mike Cavanaugh, as candidates for the CEO position, were excused from this discussion.

 

Chris Vadala gave some additional background on the status of the search. Mr. Scudner appointed a task force with unanimous consent to lead the search with the charge of extending the application period until September 30, 2008 and completing the CEO hiring by December 31, 2008.  Existing candidates (approximately 20 persons) will be contacted to determine if they are still interested. The CEO Search Task Force is chaired by Mike Babuin, with Ashu Jain and Linda Leaf.

 

Break for Dinner

 

18:30 Reconvened following dinner and tour of Olympic Training Center.

 

3.      Executive Director’s Report

Interim CEO M Cavanaugh reported on a wide range of issues and observations that amounted to a State of the Sport for USATT.

 

4.      High Performance Plan

 Board discussed how to approach High Performance Plan and Strategic Plan.  October 15 USOC deadline for submission of the High Performance Plan is a challenge. Board might petition for an extension with the USOC. The plan is to do the High Performance Plan as part of Strategic Plan.  There is a need to involve high performance staff (coaches and athletes) in the process.

After extensive discussion, Mr. Scudner appointed a task force with unanimous consent to develop a white paper on how USATT can be top 8 in the world by 2020. The Task Force will be Doru, David Del Vecchio , Han Xiao, another AAC representative, Mike Cavanugh, and one other coach.   Han will chair task force. This group is to present a report by next Board Meeting with a High Performance Plan to follow from that.

 

5.      Bylaws Review

After a brief discussion of technical issues in the bylaws, Mr. Scudner appointed a task force with unanimous consent to review the bylaws and recommend any necessary corrections.  Ashu Jain will chair with support from Linda Leaf and Peter Scudner.

 

6.      Board Meetings Schedule

 After discussion of a variety of locations and dates, Mr. Scudner announced the following dates for upcoming Board Meetings with unanimous consent:

October 12, 2008 Orlando, FL following USOC Assembly

Dec 16 – 17, 2008 in Las Vegas, NV before Nationals.

Dec. 16, 2008 Members’ Assembly, Las Vegas, NV

2009 Meetings To Be Announced

 

Additionally, the Board will meet telephonically once a month as a matter of business practice.  This will allow for better communication and permit the Board to address issues between in-person meetings.

 

 

7. Committees:

Standing Committees per Bylaws:  Mr. Scudner appointed the following committees per the bylaws with unanimous consent:

Audit Committee: Board Members –Dr. Jeffcoat (Chairman), Peter Scudner, Han Xiao.

Compensation Committee – Mike Babuin, (Chairman) Linda Leaf, Ashu Jain

 

Ethics Committee: Non-board - To Be Named

Nominating Governance Committee – (in place) Chris Vadala, Jill Chalmers, Jasna Reed, Bob Fox, Cliff Kofford.

 

Other Committees – After a report by Ashu Jain regarding the bylaws provision to review committees by 12/31/08, Mr. Scudner appointed a task force with unanimous consent charged with contacting Committee Chairs to ask for a report and evaluation of contributions.  The task force will present recommendations to the Board. Task Force – Christian Lillieroos Chair, David Del Vecchio, Jim Kahler, Mike Cavanugh staff liaison and AAC representative (TBN).

 

8.      Legal Issues

A motion was made by Dr. Jeffcoat to continue to retain Dennis Taylor as General Counsel, seconded and unanimously approved.

 

Grievances were reviewed but complete information is needed; cases to be researched.

 

The Code of Ethics form is to be signed by all Board Members and returned to Mike Cavanugh.

 

9. Financial Update

2007 Audit and Form 990 provided to Board.  Dr. Jeffcoat will contact Ken Waugh, external auditor, to schedule briefing for Audit Committee.

 

10. Communication Plan

 Board discussed the importance of communicating with members.  CEO speaks for the organization in close consultation with Chair. Meeting minutes are to be approved by the Board and then published on the website within 30 days. The Board asked Mr. Scudner to draft a letter to members summarizing the priorities for the new board.

 

11. Strategic Plan

After an extensive discussion of goals and methods for developing a Strategic Plan, Mr. Scudner, with unanimous consent, directed Mike Cavanugh to research facilitators, develop a timeframe, and ask USOC for assistance.

 

12. New Business

Mike Cavanugh is to contact Table Tennis Foundation and engage with Foundation Board.

 

13.  Value to members discussion

Mr. Scudner led a discussion in which the Board committed to staying focused on key mission-driven initiatives:

 

Sustained Competitive Excellence

Grow the Sport

Bring Value to the Membership

 

14. Adjournment called at 22:48 and it was unanimously accepted.

 

Next Board Meeting:  October 12, 2008

Next Board Conference Call:  TBD

 

Respectfully submitted,

 

Michael D. Cavanaugh

Interim CEO - USATT