USATT Board Meeting – Colorado Springs
June 12 – June 13, 2009
USATT Board Meeting Minutes
June 12, 2009 - 9:03 a.m. Mountain Time
Board Members Present: Peter Scudner, Han Xiao, Linda Leaf, Ashu Jain, David Del Vecchio
Board Members Absent and Excused: Christian Lillieroos, Harold Jeffcoat, James Kahler, Michael Babuin
USATT Staff Present: Michael Cavanaugh, CEO; Doru Gheorghe, Technical & High Performance Director; Deborah Gray, USATT Secretary
Guests: Dennis Taylor, USATT General Counsel; Dell Sweeris, USTTA Foundation Director & President
Agenda Review and Roll Call: Quorum present
Minutes: May 13, 2009 Board Teleconference Meeting minutes approved
Chairman’s Report-Peter Scudner: Review NGB progress to date – Hired CEO; Completed High Performance Plan in conjunction with Budget; Reorganized Advisory Committees; Completed Business Plan. Focus is on strategic planning and issues.
Financial Report-Deborah Gray: Five months year to date $14,500 behind Budget due to decline in website/magazine advertising and timing of tournament processing fee increases. Bank accounts were moved to First Bank of Colorado Springs for full FDIC protection and higher interest earnings.
>>Provide as a monthly report to the Board, number of tournaments broken down by date and star sanction.
Performance Team Introduction/Overview-Chris Vadala/Sheri Escher: Sport Partners consolidated to six teams; each team is the main point of contact for all aspects of the USOC. Sport Performance Team #1 is assigned to USA Table Tennis. Focus is on NGB opportunities and challenges; resource allocation, programs and services; with the main focus on high performance planning.
High Performance Plan updates are due August 3, 2009. NGB’s can present their HPP going to a four-year rolling plan to 2011-2013. Guidance for HPP: follow road map, annual milestones; provide bench marks for accomplishments to the HPP. Chris Vadala encouraged USATT to get on the Sport Partner’s early agenda. (Presentation to USOC now scheduled for August 14, 2009)
U.S. Paralympics Performance Team Introduction/Overview-Joe Walsh/Julie O’Neill: Provide Paralympics support to our Sport Partners Team; expand pool for participation; development for Paralympics table tennis. Develop a Paralympics plan in balance with current USOC plan. Incorporate into the plan: coach driven focus; athlete input; support for building athlete participation; manage competition programs.
Conference in by telephone: Harold Jeffcoat, Christian Lillieroos for audit report review
Audit Presentation-Ken Waugh:
Audit review process has been developed with three phases: Phase 1-CEO/Finance Director review with Ken Waugh (completed); Phase 2-Audit Committee review (completed); Phase 3-Board review and approval.
Phase 3 - Audit Review with Board: Audit of year 2008 was completed in April. Audit procedures include examination of a sampling of accounting transactions along with supporting documents; examination of bank statements; the study and evaluation of internal controls. Waugh & Goodwin has rendered a clean opinion on their audit of USA Table Tennis.
Financial Statement Review: Good cash position; all but $1,400 in receivables were collected; accrued liabilities is vacation earned; deferred revenue is membership revenue; unrestricted net assets (net worth) is $556,795 with $11,612 in temporarily restricted assets. Increased membership registrations are due to 2008 being an Olympic year. Notes to Financial Statements were reviewed.
Recommendation Letter: There are significant changes to the form 990 Not-For-Profit tax return. Based on these new sections in the 990 that require information about governance, management and disclosure, Waugh & Goodwin recommend procedures be implemented by USATT that include:
Conflict of interest policy
Procedure for reviewing the audit report and 990 tax return
Written whistle blower policy
Executive compensation policy
Record retention and destruction policy
MOTION made by Harold Jeffcoat to accept audit report
Second: Ashu Jain
Vote: Unanimous
Recommendation for 990 tax return review process:
Staff review
Audit Committee review
Board of Directors review
MOTION made by Harold Jeffcoat to accept 990 tax return review process
Second: Linda Leaf
Vote: Unanimous
Extension to file 990 tax return to August 15, 2009 has been filed.
>>Schedule Board conference call in July to review 990 tax return.
Harold Jeffcoat, Christian Lillieroos ended conference call.
General Counsel Introduction-Dennis Taylor: presented background history with USA Table Tennis up to current status. Dennis explained he could not represent USATT in litigation but could oversee counsel.
Current issues pending:
USTTA Foundation Report-Dell Sweeris: presented history of the Foundation dating back to 1984 with the Olympic Sports award to USA Table Tennis of 1.4 million dollars. The Foundation was established with the awarded money; 90% of the income earned each year was granted to USATT. $400,000 was paid out to the NGB. The Foundation has its own Board of Directors, Bylaws and conducts an annual meeting.
Currently, the Foundation grants 1% of market value to USATT on a quarterly basis. There is an agreement with a marketing firm in place; to date no revenue has been generated and no monies have been paid out. The Foundation is considering maintaining a reserve and reducing the grant amounts paid to USATT. Obtaining estate bequests are also being considered. Chairman Scudner sees the Foundation as an endowment to USATT.
Review of USTTA Foundation financial statements (draft) for year ended 5/31/09: market value of investments down $256,089 from 2008 due to stock market decline; $44,450 in grants paid to USATT; $1,173 expense for D&O insurance.
Bylaws Revision-Ashu Jain/Linda Leaf: review of all revisions made to date.
>>Further policy discussion and review needed for:
>>Mike Cavanaugh will send Sanctioning Events Article XVI to the Tournaments Advisory Committee for review.
HPP Update-Mike Cavanaugh: the High Performance Advisory Committee will participate in updating the HPP for presentation to the Sport Performance Team due August 3, 2009.
Strategic Plan Proposal-Mike Cavanaugh: Strategic Plan is one of the most important tasks before the Board and Staff. Examine the entire mission of USATT; incorporate aspects of the HPP and the Business Plan; input from targeted groups/constituents.
Phase 1 – solicit input from advisory committees, USATT AAC, Sponsors
Complete by July 10
Phase 2 – Two-day planning meeting led by facilitator
Complete by August
Phase 3 – Board review, edit and approve final document
Complete by September
Proposed Strategic Plan Facilitator Introduction-Kae Rader:
Purpose of facilitator is to help the process of merging the HPP and the Business Plan into the Strategic Plan. There is a practical component and a strategic component to the process.
Create an action plan; identify strategic priorities; focus attention on success factors; identify goals; agree on the plan and support it.
USOC Marketing & Sponsorship-Jim Hadley: USOC marketing and sponsorship organizations have been restructured. NGB’s will have two points of contact in each area within structure. USOC sponsor anticipated renewals are AT&T, VISA. IOC decision for 2016 Olympics site is 10/2/09. If selected, Chicago 2016 will create sponsorship resources for NGBs.
High Performance/Technical Director Report-Doru Gheorghe:
Men’s Team Coach Position: 7 applications have been received; selection process in progress; plan is to schedule pre-interview before HPP.
Paralympics Team: The Paralympics Team will participate in the German Open, September 18-20, 2009 and the Para Pan Am Championships in Argentine, September 27-October 3, 2009. USOC will fully fund 2 athletes and the rest of the team will be self funded.
CEO Overview-Mike Cavanaugh:
2009 US Open web streaming update: USOC funded 3 person camera crew
Business Plan items: CEO to categorize recommendations
Advisory Committees: Full members initial meetings taking place
President’s Award: CEO to review range of awards and recognitions
Celebrity Event: Increased exposure (June09 People) warrants attention
Mike Dempsey Memorial: Continued planning and coordination
National Table Tennis Leagues: Proposal from Shashin Shodhan reviewed
Bud Light Hardbat Classic: Many USATT members playing, two USATT Board members are on their organizing committee
Magazine advertising: Due for review and restructuring
Nationals Championships program and events: TAC and Board to review events
Background checks: On track; waiting for clarification of appeal panel
Meeting adjourned 5:20 p.m. Mountain time
June 13, 2009
Meeting Reconvened
9:00 a.m. Mountain Time
Guest: Richard McAfee, Coaching Advisory Committee Chair
Strategic Plan Proposal-Mike Cavanaugh:
>>Survey BOD on dates and time line for Strategic Plan meeting
>>Mike Cavanaugh & Peter Scudner will follow up on facilitator with Board and athlete involvement
>>HPP completion will be Staff driven; due date to USOC is 8/3/09
>>Develop equipment approval process with Board oversight.
>>Develop process of licensing agreements for use of USATT logo and endorsements on packaging with Board oversight.
Annual USATT Assembly to be held on December 15, 2009, Las Vegas Convention Center
Coaching Advisory Committee Vision-Richard McAfee: “Focus on Coaches” in depth presentation on suggestions and programs to improve and develop a world class coaching program and the level of coaches in the US.
2010 US Open Proposal-Linda Leaf: A bid proposal was presented for the venue and hotel accommodations for the 2010 US Open in Milwaukee, Wisconsin.
>>Evaluation of all bid proposals for future tournament locations will be Staff driven
RailStation Presentation-Michael Barnet & Debbie Barnet: A technology driven, web-based enterprise software to process membership adds/renewals, tournament event registration/payments, club tournaments, real-time ratings and accounting. The software is comprised of integrated modules. Barnet Consulting, Inc. is SAS 90 compliant and partners with Microsoft.
>>Technology Task Force including Han Xiao, David Del Vecchio, Ashu Jain was created to follow up further with RailStation and evaluate the software to our needs.
Board meeting wrap up
Meeting adjourned 12:10 p.m. Mountain time
Respectfully submitted by
Deborah Gray, Secretary
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