USATT Orlando Board Meeting Minutes

October 12, 2008
                

Call to Order 12:02 – Present were Chairman Peter Scudner, Linda Leaf, Christian Lillieroos, Mike Babuin; David Del Vecchio, Dr. Harold Jeffcoat with Han Xiao and Jim Kahler enroute to Orlando.  Interim CEO Mike Cavanaugh was also present.  Quorum established.  Agenda purpose discussed with some adjustments made.

Chairman Scudner thanked all for being in Orlando and for the work being done to date by the Bylaw Review Task Force (BRTF), Committee Restructuring Task Force (CRTF) and the High Performance Plan Task Force (HPPTF).

 Previous Board Minutes from the October 2 teleconference were presented and Mike Babuin moved to accept, Harold Jeffcoat 2nd   - approved.

MTD/YTD financials reviewed on previous Board teleconference call.  Call for questions. Distribution will be monthly. Accepted as presented – Ashu Jain moved, Harold Jeffcoat 2nd - accepted.

Chris Vadala, Senior Director of Sport Partnerships for the USOC addressed the Board. USOC was very pleased with the performance and attitude of the USATT delegation in Beijing.  There was a very special feeling about the entire USA delegation in Beijing.  He is pleased with USATT Board work to date.  USOC prefers a quality High Performance Plan (HPP) over one submitted on the deadline of October 15. Submission delay is ok by USOC.

Han Xiao joined at 12:21.

Interim CEO (ICEO) report followed:

Background checks discussed and a directive to staff to develop a policy for this with full policy presented by Dec 2008 Board Meeting – deemed important action with full implementation by Jan 2009.  An overview of USATT master insurance plans was presented and discussed. The trend across all NGBs regarding respective magazines was discussed. The staffing of the national office was discussed and ICEO acknowledged the hard work put in by everyone.  The USOC’s media outreach was discussed for both the capturing of events electronically for broadcast and streaming and also the benefits of being linked strategically with the USOC website.  Red Cross Certifications courses will soon be offered on-line from the USATT website as a service to coaches and club leaders.  Financial control policy was due for a review and update as well as sanctioning and magazine ad partnerships.

U.S. Paralympics Corporation Director – Charlie Heubner:  Suggest we need rating/ranking system and asked USATT to promote that concept internationally.  More dialog needed to introduce disabled athletes in events.  Look for Para participation in Open and Nationals.  Promote Para on website and magazine.  Partner in this endeavor with USOC and USPC.  Make sure officials are aware and trained.  Mutual resources are a possibility.  Podium in 2012 is an end goal.  Sean O’Neill is already partially funded as a USPC staff member and as a member of the USATT HPP team, he is fully aware of USPC outreach programs.  Hockey and Cycling considered as making a good full integration to their overall program for disabled athletes. Model could be USOC provides funding – USATT implements programs.  Good disabled representation on USATT AAC noted.

Committee Reports:
Ethics Committee discussed – former committees in place until Dec 31 with the exception of the Audit Committee and they have already been appointed and in place.  Chairman Scudner asked for discussion on how to embody a new Ethics Committee (EC).  ICEO to reach out to Dennis Taylor and Cindy Marcum for input.  Target presentation for December for appointing EC.  General feeling of the Board is that General Counsel should be ex-officio to the EC.

Jim Kahler arrived at 1:30 – total Board attendance

Audit:  Harold Jeffcoat spoke with external auditor and came away with good reports particularly on Deborah Gray, staff accountant, on her thoroughness, attention to detail and professionalism.  Motion to accept by Dr. Jeffcoat, 2nd and unanimously approved.

Compensation Committee: Chairman Scudner reports that Mike Cavanaugh continues as ICEO through Dec 31, 2008 and transition is complete from USOC to USATT.  Mike Babuin continues research on compensation limits for CEO and staff.

N&G Committee: No report.

Dale Neuburger –  USOC sponsored Business Performance Plans (BPP) for over 22 NGBs through Dale. Former USOC Chairman Ueberroth wanted business affairs of NGBs examined as it was expected that if business plans were good – medals would follow.  Seeking measurements of performance standards that was applicable to all NGBs and there was a wide range of size and staffing differences. Competencies of best practices across NGBs developed.  Does not look at how the NGB conducts their sport plan or HPP.  Also look for alliances and partnerships.  Look for 10 success indicators. Successful functions, need areas, recommendation resulted and ideas on how to go forward.   Two-way street with USOC and NGB in terms of expectations is an end result of the report.

Mike Cavanaugh suggested to review plans prepared for other NGBs for comparison purposes – anticipating cooperation with other sources. 

Cost of service for BPP, often in the 120 to 150 hours range to complete, is expected to be a shared cost between the USOC and USATT.  Staff  involvement is intensive on the front end in terms of time but reasonable in terms of gathering information and verification.  Mike Cavanaugh directed to work on the possibilities with the USOC and Dale to determine if the costs were reasonable to retain Dale for the BPP.

NCAA – Dale Neuburger:  Women’s opportunities, balance of scholarships were driving issues.  Dale working on EMERGING SPORT status.  Need 10 institutions to demonstrate support = emerging and 40 = NCAA recognition. Success story for Sand Volleyball, Equestrian, Squash.  USATT needs to decide if this is the direction to go. Dale can offer unique direction and advice on securing Emerging Status.

HPP Task Force – Report by Han Xiao: HPP to be coach driven.  Goal set for medaling in TEAMS by 2020.  This had to be realistic to meet USOC and USATT expectations. Focus on TEAMs spin off will be paralleled by singles improvement.  Did a massive outreach to coaches in the USATT database with a survey.  Survey revealed a wide range of situations and trends not only in what they were doing and who they were serving but what do they envision would work.

Better organization of coaches was a major common response – need better structure and more contact with higher level coaches.  Need a ‘team concept’ – early age to world class.  HPPTF also had significant input from internal members to include strong coach and athlete input. Team league is a common thread in HPP in successful nations – long term goal.  Need state or regional associations as National Office is stretched too thin to handle effectively.

Nationals and Open Bid:   Mike McFarland presented on Tampa for Open in 2010.  Mike Cavanaugh added some points on the overall needs. Will continue to work closely on a possible bid for the Open in Tampa in 2010.

Executive Session
CEO Search and executive session called for the Interviews.  Process continued until 7:50 p.m.  Board was in Executive Session from 3:40 to 7:45.  Board will resume Executive Session on Tuesday, October 21 by teleconference @ 6 p.m. Eastern.

Regular session resumed at 7:45

Committee Restructuring Task Force report by Christian Lillieroos.   23 committees currently in place as described in the Bylaws as in place through December 31, 2008 or sooner.  Committees, Task Forces and Advisory Groups are current structures. Outreach is in progress via survey and teleconference with current Committee Chairs and later possibly entire members.  Targeting report before General Assembly in December.  CRTF will continue with their outreach to conclusion at a reasonable level.

Bylaw Review Task Force – Report by Ashu Jain: Task Force is painstakingly going through the document line by line and clarifying intent and language and ultimate practical and positive impact. Changes will be presented to the Board for consideration in December.

USATT AAC – Report by Ashu Jain:  AAC has seven members and most are very active.  AAC discussing ways to improve the sport.  Ashu Jain’s term ends and Mike Cavanaugh to head up Athlete Board election working closely with Ashu Jain.

Legal Issues & Grievances.   Open issue regarding athlete Barney Reed, Jr.  Detailed discussion held regarding outstanding funds.  Harold Jeffcoat: Motion made to notify Barney Reed Jr. that unless the amount owed to USATT ($1,540) is received by 1:00 p.m Mountain Time Zone on November 25, the Board will take action to suspend his membership effective November 26th. Linda Leaf 2nd, 7 in favor, 0 opposed and 2 abstain.  Mike Cavanaugh will seek Dennis Taylor’s input on notification and will send as certified mail.

Two old grievance cases were discussed in detail.  Motions to dismiss without prejudice passed for all.  Mike Cavanaugh to inform all parties involved and to send a note to thank the Ethics Committee for their diligence in these matters with the understanding that changes in Bylaws and governance reflects the decisions made.

Budget: discussion deferred until December when CEO in place and outside funding sources evaluated.

Motion for Business Plan: Mike Cavanaugh assigned to seek most favorable terms with Dale Neuberger in conjunction with USOC support. Christian Lillieroos moved and Ashu Jain 2nd.  8 for and 0 opposed and 1 abstain.

Mike Cavanaugh to work on policy for e-mail list usage.

Youth Olympic Games – narrow slots available for 2010 (USA total delegation projected at 70 for all sports).  May impact selection and qualification. 

USATT willing to submit letter to the ITTF asking for clarification on player eligibility pending results of research of Technical Director.

Board wants to seek clarification for policy implementation of rules and impact on USATT events and athletes.  One issue is that USATT rules do not mirror ITTF rules.  Issue tabled for further consideration with Technical Director and Officials Chairman.

2008 USATT General Assembly will be Dec 16 (Tue) in the evening/night – Board Meeting will be December 17 (Wed) during the day, all in Las Vegas. Volunteers for General Assembly Planning – Ashu Jain, Christian Lillieroos, Mike Cavanaugh. 

Some discussion on future Board Meetings in 2009 and left for consideration for future determination.  Adjournment called at 9:57 p.m.

Respectfully submitted,

mc