Board Teleconference Minutes

6:00 p.m. Eastern time

 

 

Board Members Present:  Peter Scudner, Harold Jeffcoat, Linda Leaf, James Kahler, Han Xiao, David Del Vecchio, Ashu Jain, Michael Babuin

 

Board Members Absent:  Christian Lillieroos (excused – international travel)

 

USATT Staff Present:  Michael Cavanaugh, CEO, Doru Gheorghe, Technical & High Performance Director, Deborah Gray, USATT Secretary

 

Guest:  Dell Sweeris, USTTA Foundation Director & President

 

 

Agenda Review and Roll Call:  Quorum present; Board members/guest were asked to disclose any conflict of interest with agenda items.  It was determined there are no conflicts of interest.

 

 

Review of Financial Statements-Deborah Gray:  Eight month year-to-date results show revenue shortfall of $25,000 in tournament processing fees and $7,000 in website advertising; US Open expenses exceeded budget $6,500.  Estimated 12 month deficit is at $42,500 which includes Strategic Planning Meeting expenses.  Revenue is negatively impacted by time lapse in renewing memberships and 2^nd quarter introduction of rating fee increase and grandfathering of events tied to payment of old rating fee. 

 

Possible budget adjustments to offset estimated budget deficit are $10,000 earmarked for website/logo; $5000 Board expenses; $5000 Committee expenses – reducing estimated deficit for 12-month period to $22,500. 

 

>>CEO and Finance Director will review budget for further possible budget adjustments

>> Mike Cavanaugh will follow up on timely membership renewals; revising sanction request to include current tournament processing fee; proposal for sanctioning future events within affiliated club’s membership term.

 

Audit Committee and Board of Directors have reviewed IRS tax form 990 and approved for execution.

 

 

Strategic Planning Overview:  Strategic Planning Meeting (SPM) will take place in Colorado Springs, September 25-September 26, 2009.  Maureen Craig will facilitate the meeting.

Peter Scudner – with the completion of Board governance, High Performance Plan, Business Plan and Advisory Committee restructure, Board focus will transition to strategic efforts.

CEO – there will be a broad inclusion of representation at the SPM including representatives of athletes, coaches, clubs, Advisory Committee Chairs, sponsors and the USTTA Foundation; USATT Board and USATT Staff.  A survey questionnaire has been circulated to a wide range of the membership and the selected SPM facilitator, Maureen Craig, reports a robust rate of feedback. There is a post on the website and in the magazine informing our membership of the SPM with a report to follow at the conclusion of the meeting. A Board meeting on the morning of September 27 will follow the SPM to debrief and address any remaining Board items.

 

2010 US Open Bid Analysis-Doru Gheorghe:  Doru visited both bid cities, Milwaukee and Grand Rapids including the venues and hotels.  Both sites will fit the needs of USATT’s tournament requirements.  A report on both sites including Paralympic accommodations was completed by Doru and sent to the Board.  Bid comparisons will be presented for review at the September 27 Board meeting.

 

>> Further review by CEO/Doru Gheorghe for Para Open requirements is needed.  Possible funding figures from the USOC on this segment of the 2010 U.S. Open are due to be released in October.

>> CEO proposed a Board teleconference during the third week of October to include a phone presentation from each site city. Staff recommendation will follow to the Board and site selection to follow.

Bylaws Update & Forecast-Ashu Jain:  Review and changes are complete except for Sanctioning Tournaments section.  Process to follow will be a review by Dennis Taylor, Linda Leaf, CEO and Peter Scudner with feedback to Ashu Jain by end of October.

 

>> Bylaws will be presented to the Board in November for review

>> Vote at December Board meeting to adopt the Bylaws

Ashu Jain resigned as the Hardbat Advisory Committee Athlete Representative and moves to be replaced with Trevor Runyan.

Motion to replace Ashu Jain with Trevor Runyan as Hardbat Advisory Committee Athlete Representative

Motion made by:  Ashu Jain

Second made by:  Michael Babuin

Passed:  Vote 8-0

National Team Results & Upcoming Competition Report-Doru Gheorghe: 

2010 Youth Olympic Games

Ariel Hsing and Alexander Yao won Pan Am Trials/Canada August 19-20, 2009 and qualified as members of the Pan Am Team to the ITTF Cadet Challenge Cup/Japan to be held on 10/20-10/25/09.  The top 4 finishers in Girls/Boys Singles events will qualify to the 2010 Youth Olympic Games.  The second trial for 2010 YOG is scheduled on 12/18/09 in Las Vegas during Nationals.

 

National Teams

• Charles Deng finished 2^nd in his age category in the ITTF World Hope Program/France August 21-31, 2009.
• All Junior & Cadet National Teams members participated in the China Summer Training Camp July 23-August 4, 2009.  The camp was very good.
• All Junior & Cadet National Teams members participated in the N.A.Championships/Canada August 15-16, 2009.  USA won all of the events except Men’s and Women’s Singles.  USA won a Silver medal in Women’s Singles and a Bronze medal in Men’s Singles.  The Junior Boys and Girls Team qualified to the World Junior Championships.
• Junior & Cadet Teams participated in the Canadian World Junior Circuit August 20-23, 2009.  USA had an outstanding performance winning: 9 Gold Medals, 4 Silver medals and 6 Bronze medals. 
• Lily Zhang is in a position to qualify for the World Junior Circuit Final to be held in Tokyo, October 23-25, 2009.
• Two girls and two boys will participate at the Chile Junior Open and Pan Am Junior Championships, September 20-October 1, 2009.
• National Women’s Team will participate at the World Team Cup to be held in Austria, October 22-25, 2009.
• Junior Boys and Girls National Team will participate at the 2009 World Junior Championships to be held in Columbia, December 9-16, 2009.

 

Trials for 2010 Men’s and Women’s National Teams will be held not later than March 31, 2010 at a location TBD.

 

The Paralympics Team will participate in The German Open, September 18-20, 2009 and in the Para Pan Am Championships, Venezuela September 27-October 3, 2009.  USOC will fully fund 2 athletes, the rest of the team is self funded.

 

Looking forward, it is important to implement the 2020 team program concept now to help our young and very talented athletes we currently have in our Teams; to provide them with quality training and quality international competitions in Europe and Asia where our athletes will have the opportunity to learn and develop the skills to compete with top countries in the world.

 

 

Technology Task Force Report/Review: RailStation software

Han Xiao – fulfills USATT needs; has security concerns; lacks flexibility with other applications

David Del Vecchio – has licensing concerns

Ashu Jain – RailStation is a good fit; will save USATT money and time

 

>> Look at additional applications for comparison.  CEO to arrange for presentations with other service providers with TRTF members for comparison purposes.

 

 

Suggestions for Handling Advisory Committee Recommendations-Mike Cavanaugh:

Review Officials & Rules Advisory Committee recommendations on September 27 and invite Wendell Dillon to conference in

October review of Tournaments, Hardbat and Senior Advisory Committee

recommendations

Recommend an Advisory Committee Chair in-person presentation to the Board in December at the Annual Assembly and/or Board Meeting

 

Agenda for September 27 Board Meeting: 

            Wrap-up Strategic Planning Meeting with Maureen Craig

            Board review of Strategic Planning Meeting

            Review comparisons of US Open Bids

            ORAC Recommendation Review - possible teleconference with Chair  

 

 

Annual Assembly Discussion:

>> CEO to recommend dates for Annual Assembly Meeting and Board of Directors meeting

            Further discussion to follow

 

 

Meeting adjourned 7:45 p.m. Eastern time

 

 

Respectfully submitted by

Deborah Gray, Secretary