MINUTES USA ROLLER SPORTS SPRING SEMIANNUAL BOARD OF DIRECTORS MEETING APRIL 30-MAY 1, 2011 – ORLANDO, FLORIDA (Approved by USARS Board – 5-20-11) The USA Roller Sports Semiannual Board of Directors Meeting was called to order at 8:12 AM on Saturday, April 30, in the Grouper Meeting Room at the Renaissance Orlando Seaworld in Orlando, Florida. The following Board Members were present: George Kolibaba-President/Chairman, David Adamy-Vice President, Bill Sisson-Treasurer, Danny Brown, Josh Wood, Annelle Anderson, Jim Pollard, Trace Hansen, April Dayney Jacobson, John Gustafson, Charlotte Nicholson, Mark Vittese and Gloria Manning. Also present were Richard Hawkins-USARS Executive Director and Peggy Young-Recording Secretary. Chairman Kolibaba welcomed all guests: Tony Berger, Diane Brown, Bud and Shirley Engle, Joe Hanna, and Tom Hughes. George Pickard arrived mid-morning. MOTION 1: B/D 4/20/11 8:13 AM Ratify the Mail Ballot vote that approved the Minutes of the 2011 USA Roller Sports Annual Board of Directors Meeting, held in Fort Wayne, Indiana, October 8-9-10, 2011. CARRIED UNANIMOUSLY Carried forward from the previous meeting was an item relating to establishment of Speed Skating Achievement Tests through RSA International. Danny Brown reported that progress had been made on this since the last meeting, but that the RSA would need to approve the recommended speed test structure first. Recommendations were originated by John Gustafson, who forwarded them to Linda Miner for the RSA. USARS Speed Committee Chairman Ed Mueller was given a copy of the preliminary proposal, which was not yet ready for final approval. Judy Graves provided a written report that as of April 1, 2011, there was a total of $41,560.37 in the Athlete Travel Endowment Fund. George Kolibaba stated that the funds would be placed in an investment through Jonathan Beukelman, the financial advisor for the Foundation, until they reached an amount that could be accepted into the care of the Foundation for management. At this time $4,454.31 is available for world team athlete travel, but since designated for a variety of specific types of recipients, some of the amounts are insignificant. Graves recommendation was that the minimum travel grant to be given should be $500. DIRECTIVE 1: Judy Graves and Bill Spooner are asked to develop a plan for distribution of these funds from the Athlete Travel Endowment Fund for World Team Travel. Senior World Figure Team Members have been receiving funding in the amount of $1,000 each from the profit of the National Championships. Each was given $2,000 in 2010 because of extra income from the event. Not knowing the final profit margin, the following was passed again for 2011. It was noted that there would not be income this year from the practice rink. 1 MOTION 2: B/D 4/20/11 8:25 AM Funding of a minimum of $1,000 per athlete shall be provided for members of the Senior Roller Figure Skating Team toward the cost of their participation in World Championships, when profit from the National Roller Figure Skating Championships is at least $160,000 (funds are not provided to Inline, Show or Precision Team athletes). Athlete funding will be confirmed “after” the income from the current year National Figure Skating Championships is known and the expenses have all been paid.” CARRIED UNANIMOUSLY Because funding for members of the Senior World Speed Team from the USOC (relative to the WHIP program - Wheels to Ice) had been withdrawn this year, a request was made to offer the same USARS funding to them if the USOC funding could not be reinstated. There was discussion on the appropriate total income from our three Speed National Championships that should be used as the total profit margin that would permit this distribution. MOTION 3: B/D 4/30/11 8:32 AM Pending an unsuccessful outcome of an appeal for reinstatement of World Senior Speed Team Funding from the USOC, USA Roller Sports approves providing a minimum of $1,000 per Senior Team athlete toward the cost of their participation in World Championships, when the profit from the National Inline, Quad, and Outdoor Speed Championships total is at least $110,000. Athlete funding will be confirmed “after” the income from these Championships is known and the expenses have all been paid. CARRIED UNANIMOUSLY There was discussion on correspondence from the Foundation about funding participation in the Pan Am Championships. To participate in the Pan Am Games, countries must first qualify for participation through the Pan Am Championships. Our status as a Pan Am Games Sport maintains USA Roller Sports as a member of the U.S. Olympic Committee. Kolibaba stated that some Foundation members appear to have reservations about reimbursing the money needed to maintain this position, which keeps USA Roller Sport as the Official NGB for our sports. A copy of the Foundation Bylaws was found. It did not include a mission statement and the purpose is only listed as being for scholarships. It was felt that the purpose should be written to include: (1) Activities needed to maintain Pan Am and USOC status; (2) scholarships and (3) others, such as funding attendance at FIRS meetings, etc. It was noted that the sole member of the Foundation is USA Roller Sports. DIRECTIVE 2: The Foundation is being asked to review their purpose to be certain it covers their current activities and to come up with an appropriate mission statement if not. At a previous meeting, Mark Vittese and David Adamy were directed to review the current USA Roller Sports Mission Statement and develop a new one. Vittese said that they had reviewed the Mission Statements of other National Governing Bodies and provided copies to the Board, along with their proposed statement, as follows. 2 MOTION 4: B/D 4/30/11 9:06 AM Approve the following “Mission” and “Vision Statement” for insertion into the USA Roller Sports Bylaws and replace the existing “Purpose” as follows: MISSION As the recognized National Governing Body (NGB) by the United States Olympic Committee, the Mission of the USA Roller Sports (USARS) shall be to develop, promote, educate and grow Roller Sports at all levels and to enable athletes to achieve sustained competitive excellence in domestic and international competitions. VISION STATEMENT To inspire and enable our members to achieve excellence in Roller Sports and in life by building the base, promoting the sport and achieving competitive success. PURPOSE USARS shall comply with the requirements for recognition as a National Governing Body as set forth in the Ted Stevens Olympic and Amateur Sports Act, 36 U.S.C. §220501 et seq. and as mandated by the United States Olympic Committee (referred to in these Bylaws as "USOC") as such requirements are promulgated or revised from time to time. In fulfilling those requirements USARS shall: A. Be a member of only one (1) international sports federation, which is recognized by the International Olympic Committee as the worldwide governing body for Roller Sports (currently FIRS); B. Be autonomous in the governance of the Roller Sports by independently determining and controlling all matters central to such governance, by not delegating any of that determination or control, and by being free from outside restraint; C. Maintain the managerial and financial competence and capability to establish national goals for Roller Sports relating to the development and well being of the sport, to implement and administer a plan for the attainment of those goals, and to execute its obligations as the National Governing Body for Roller Sports; C. Provide for individual and organizational membership; E. Ensure that its Board of Directors, and any other governance body, has established criteria and election procedures for, and maintains among its voting members, individuals who are actively engaged in athletic competition in Roller Sports or who have represented the United States in an international athletic competition in Roller Sports within the preceding ten (10) years, and ensures that the voting power held by those individuals is not less than twenty (20) percent of the voting power held in its Board or other governance body; 3 F. Provide for reasonable direct representation on its Board of Directors for any sports organization which, in the sport of Roller Sports, conducts on a level of proficiency appropriate for selection of athletes to represent the United States in international athletic competition, a national program, or regular national athletic competition, and ensure that representation reflects the nature, scope, quality, and strength of the programs and competitions of that sports organization in relation to all other of those programs and competitions in Roller Sports in the United States; G. Be governed by a Board of Directors whose members are selected without regard to race, color, religion, national origin or sex, with reasonable representation on the Board of both males and females; H. Provide an equal opportunity to athletes, coaches, trainers, managers, administrators, and officials to participate in Roller Sports competitions without discrimination on the basis of race, color, religion, age, sex or national origin; I. Not have an officer who is also an officer of another sports organization that is recognized by the USOC as a National Governing Body; J. Provide procedures for the prompt and equitable resolution of grievances of its members; K. Provide fair notice and an opportunity for a hearing to any athlete, coach, trainer, manager, administrator or official before declaring such individual ineligible to participate; L. Agree to submit to binding arbitration in any controversy involving: (i) its recognition as a National Governing Body, or (ii) the opportunity of any athlete, coach, trainer, manager, administrator or official to participate in athletic competition in Roller Sports, upon demand of the USOC or any aggrieved athlete, coach, trainer, manager, administrator or official, conducted in accordance with the Commercial Rules of the American Arbitration Association or as modified pursuant to the Ted Stevens Olympic and Amateur Sports Act; M. Not have eligibility criteria relating to membership status or to participation in the Olympic or Pan American Games that are more restrictive than those of the international sports federation for the sport of Roller Sports recognized by the International Olympic Committee (currently FIRS); N. Perform all other obligations and duties imposed by the Ted Stevens Olympic and Amateur Sports Act and by the USOC on a National Governing Body. CARRIED UNANIMOUSLY At the last meeting, Richard Hawkins was asked to work on revisions of General Rules 21.01 and GR 21.06 relative to clarification of process for changing competitive skating rules. The process was laid out in the form of a flow chart to make the process easier to understand. The chart will be included in the General Rules. At the last meeting, more specific financial information was requested by the board on the cost to use webinars for communication and education. Research had been done and a document stating a monthly cost 4 and available options was provided to the Board. We have not yet begun the use of webinars, since the flat rate will be monthly, starting with the first month of use. MOTION 5: B/D 4/30/11 9:06 AM Accept the use of webinar conferences and the associated expenses. CARRIED UNANIMOUSLY At the 2010 Fall Annual Board Meeting, there was discussion on how someone who was interested in becoming a World Team Staff Member could do this. Richard Hawkins was directed to come up with a plan for selection of all World Team staff member for all disciplines, including creation of an application and the requirements for each position. The Board was given a sample application that could be used. After review, it was stated that the form should also include that the application must be submitted annually; and although at the end there was a clause about abiding by the rules of USARS, FIRS and the USOC, a specific bullet item could be added about agreement to abide by the USOC Code of Ethics. MOTION 6: B/D 4/30/11 9:16 AM Approve the application process, with additions, for individuals wishing to apply for a position as world team staff member. (See Addendum A) CARRIED UNANIMOUSLY Information was included in the meeting material on the advantages and options for use of e-pay (on-line payments). This could be used with on-line membership enrollments and would eliminate USARS staff individually processing each application in accounting and the data entry to get their membership information into our computer system. A description of the cost to implement it into our accounting system was given, with the total being $15,750. MOTION 7: B/D 4/30/11 9:22 AM Approve a budget of $15,750 to implement e-payments using Microsoft Dynamics GP. CARRIED UNANIMOUSLY At the 2010 Fall Board Meeting, it was indicated that Richard Hawkins and George Kolibaba were to review the certification process of regional seminars, whereby coaches and officials receive credential certification extensions through attendance, and the credits to be awarded. Although the following procedures have been used, they have never been included in our official rules. There was discussion on setting required session lengths and/or speakers, but determined that it should be left to the discretion of the Executive Director as to whether or not the program merits participation credits. MOTION 8: B/D 4/30/11 9:34 AM Approve the following: 5 USARS member coaches and officials may receive continuing education credential certification through attendance at approved educational programs. Attendance at a USARS national educational program – 3 year extension Attendance at a USARS traveling regional educational program – 2 year extension Attendance at a regionally hosted education program – 1 year extension To qualify a regionally hosted educational program for this purpose, the regional event organizer must provide the USARS Executive Director with the following information in writing at least 30 days prior to its start: 1) Event name, location and date(s) 2) Speaker names and topics The program cannot be advertised as viable for this purpose without receipt of authorization from the USARS Executive Director. To properly credit participants with continuing education membership extensions, program host must submit a roster of those in attendance within 30 days of the close of the session. CARRIED UNANIMOUSLY A financial statement of profit and loss for the three regional roller figure skating seminars held in 2010 and 2011 was reviewed, showing the profit for each and the bottom-line total profit as being approximately $2,100. Plans are underway for the 2011-12 series, which will feature free skating as the technical discipline, with Bob Carrier as the instructor. Locations and dates have not yet been determined. There was discussion on creating updated DVD’s to enhance the viability of the information they contain as they are dated in appearance. It was stated that this really seems to only be a problem in the US, as other countries are still able to use what we have to teach and to improve their skating. An Italian training DVD was also mentioned as being useful. The language is not an issue, since it is based on demonstrations of proper technique. DIRECTIVE 3: In addition to the John Dayney DVD that USA Roller Sports would routinely give to free skating seminar participants, also provide the Italian DVD. DIRECTIVE 4: USA Roller Sports is to remarket our existing roller figure skating instructional DVDs, as the information is still relevant and current. Noting that the traveling figure skating events ended with a small profit, no increase in registration fee was necessary. MOTION 9: B/D 4/30/11 3:37 AM The cost to attend a 2011-2012 USA Roller Sports traveling roller figure skating seminar shall be the same as charged for the last three - $50 per person if received one week prior to the start, or $75 if received less than one week prior. 6 CARRIED UNANIMOUSLY A report was given on the status of our proposed agreement with Market America. At the last meeting it was approved that USARS would adopt a marketing agreement with Market America, pending approval by our attorney and accounting staff and full disclosure made of the relationships to the program with any members of the Board. Funds from Market America shall be designated for athletes in all disciplines of our sport for international event expenses, including but not limited to World Games, World Championships, Pan Am Games, etc., and this shall be specified in our marketing of the program. A Committee was formed to meet monthly by phone on Market America, to include Gloria Manning, Danny Brown and Mark Vittese. Gloria Manning said that shop.com is now a part of Market America. Richard Hawkins said that the program is cleared to go as requested above and will be initiated as soon as he returns to Lincoln. The Board packet included three specific documents to promote Derby: (1) “Organizing Roller Derby”, (2) a copy of the presentation made to FIRS seeking recognition as an official roller sports discipline and (3) an informational document “Starting a Roller Derby League”. In review of the number of participants, rules of the game, etc., FIRS did approve Derby as a discipline; and Roberto Marotta will be coming to the USA to see a “bout” (competition). It was noted that although Derby is now a discipline of roller sports, it has not been incorporated into our Bylaws, and a recommendation was coming forward later in the meeting for this integration. Danielle Krienert Fairbanks, Roller Derby Director, has been able to benefit from the structure in place for our other various disciplines to create a program for Derby, and had done a fabulous job. Danny Brown noted that Derby does not have representation on the USARS Board. George Kolibaba stated that this may not be an issue, pending a restructure of the Board to be more “business” intense and less “rules” oriented. At the last Board Meeting Richard Hawkins was directed to write a letter to Keith Noll, stating that before USARS will approve conducting the Inline Hockey World Championships in the USA in 2013, there must be a written agreement detailing who does what and what expenses will be covered. A copy of Hawkin’s letter to Noll went to Gilbert Portier, CIRILH President, and George Pickard, Chairman of the USARS Inline Hockey Committee. Portier provided a blank copy of the World Championships contract and clarified that CIRILH, not Keith Noll, proposed that USARS host the 2013 Championships and the 2010 General Assembly agreed. He noted that according to FIRS Statues and Bylaws, CIRILH must have the signed contract with USARS, and it is up to USARS to delegate that organization to others under the responsibility of USARS. In this case it was understood that the event would be coordinated by Keith Noll and the Anaheim Ducks would provide competition venues, ground transportation, pay the necessary FIRS fees, etc. It was further understood that there would be no cost to USA Roller Sports for this event, however, nothing was in writing to state any of this. The Board took no action at that time without a signed agreement with the Ducks. George Pickard, Inline Hockey Committee Chairman, needs to be involved with Keith Noll to assure that all is in place. At the last meeting a motion was made and approved for USARS to bid to host the World Roller Figure Skating Championships in Lincoln, Nebraska, in 2012 as an alternate site and for 2016 as the first option host. Jim Pollard confirmed that New Zealand will now host 2012. Hawkins indicated that the possibility for Lincoln as host for 2016 was still unconfirmed, not knowing whether Pershing Center would still be operational. Pollard indicated that there was still time before this needed to be confirmed. 7 The first CIC Indoor Speed World competition will be a “Cup”. FIRS has approved our request for it to take place this year in Fort Wayne, Indiana, during the National Indoor Speed Skating Championships - July 17-23. At the last meeting the Executive Director was asked to contact the USOC for a list of individuals who are experts in marketing and finance, who may be interested in serving on the USARS Board of Directors. A notice was included in USARS publications, including criteria, asking for resumes of interested parties in three areas, roller industry, finance and marketing. The deadline for receipt of resumes was set for March 15, so the Board could select two new Board Members at this meeting. Although open to current members, these positions were originally created with the thought of getting non-skating people on the Board for a new view of what it is doing. Only our own roller sports people have applied, and they are very qualified. Kolibaba stated that further action would be suspended until a final board structure is determined. DIRECTIVE 5: The National Office is to inform those who applied for the new positions on the Board that the direction of the board right now is being redefined, and we are not able to fill these positions at this time. A short break was taken at 10:30 AM. MOTION 10: B/D 4/30/11 10:45 AM Accept the following resolution: Items that have appeared on the USARS Board agenda without any action for two consecutive meetings will be automatically be deleted from consideration, unless otherwise directed by the Chairman of the Board. CARRIED UNANIMOUSLY There was discussion of an e-mail received by Gloria Manning, recommending that roller figure skating “A” events at Regional Championships should receive a medal, “B” events should receive ribbons and “C” events should receive certificates in order to differentiate between the different skills needed at each level. One Board Member stated that all pay the same entry fee and they know the difference in the required skills at each level. It was questioned how this reached the Board when it should first have come through a technical committee for discussion and a recommendation if warranted. No action was taken. A copy of the USA Roller Sports Derby Committee Meeting of March 20, 2011 was included. As noted earlier, this committee is not officially recognized in the USARS Bylaws as are the other sport discipline committees. In addition, a clarification to GR2.00 was requested by Daniel Krienert Fairbanks, Derby Director. The Bylaws may be altered, amended or appealed by the Board, provided notice is given ten days prior to the meeting, or notice is waived by unanimous consent of the Board. MOTION 11: B/D 4/30/11 11:00 AM To waive the 10 day notice required for a change to the USARS Bylaws. CARRIED UNANIMOUSLY 8 MOTION 12: B/D 4/30/11 11:03 AM To amend the following relative to Membership Registration: GR2.01.01 In order to compete in a USARS member-sanctioned roller sports contest, a person must be a member in good standing of USARS through applying for and obtaining a USARS amateur competitor’s card in the appropriate federation, except as provided in GR2.01.02. A person that is not a USARS member in good standing must may also obtain a single event amateur registration in order to participate. But this Single event amateur registrations may not be used to enter a Regional or National Championships CARRIED UNANIMOUSLY MOTION 13: B/D 4/30/11 11;04 AM Add “Roller Derby” into the Bylaws as follows: Section 2. Membership Privileges, heading F, Class IV. A. Chartered Figure, Speed, Roller Derby and Hockey Clubs, Leagues, Associations and Groups. Section 3. Membership Application Procedure, B, 1: Clubs. Persons participating in the disciplines of figure, speed, roller derby and hockey may organize as clubs. Separate registration must be obtained for each skating discipline. Article VII. Committees – Insert Roller Derby Committee as “F” and re-identify following committees. Article XIV. Skating Disciplines. Add D. Roller Derby Federation. CARRIED UNANIMOUSLY Annelle Anderson, President of the Museum Board of Trustees, stated that the Museum was again having a raffle to raise funds for its support and that Richard had tickets that could be purchased at this meeting. George Pickard informed the Board that Museum members now have access on its website to scanned copies of the magazines dating back to the 1940’s. Richard Hawkins added that James Vannurden, Museum Director, is currently scanning past National Championships programs for this members-only part of its website, as the Museum gets many calls from individuals who want to see their name, or their family member’s name as a Championships participant, and the magazine results sections only list the first place winners. George Pickard noted that we have a new book for sale that covers the history of roller skating and ice skating for the years prior to those covered in his last book. USARS Board member were given a copy. This is actually a reprint on an old book that he found while researching “Titans of Roller Skating”, and has a foreword written by Pickard. A new poster with both books has been printed for use at the RSA Convention, where Pickard will be in the Museum booth to promote sales and bring awareness of the Museum to those who attend. The Museum is offering a special price of $30 for both books if purchased together. Pickard indicated that there were several other projects that could be done to preserve the history 9 or roller sports if funding were available. Kolibaba asked if these books might be of interest to the library system and Pickard agreed this should be researched. Pickard then gave a quick update on the progress of the “Roller Skating Rocks” campaign, as he was “volunteered” to be on the committee. Seed money totaling $175,000 was put together to hire a company, PH2, to work on a promotional plan. USARS, through our Foundation, committed to participate at a cost of $25,000 per year for three years, to help promote the sport, business and sales of roller skating. The Roller Skating Rocks group meets weekly by conference call. PH2, hired to publicize the sport, business and fun of roller skating, has generated a variety of promotional material that should appeal to the younger set. Manufacturers say that 80% of their business is from inline skates, but nothing generated so far by PH2 includes an inline skate, only the quad skate, and this issue will be addressed. Pickard felt that the program is worthwhile and was encouraged by the direction they are going in gearing the promotions to young people. Ron Creten is the leader of the group that includes David and Glenn Ramsey, Jim Ball, and Walt Frazier. The program has a way to evolve before it is ready, however, posters have been sent to the participating rinks. Kolibaba stated that for this to be effective, rink operators need to step up. National Office Reports were included in the Board Agenda packet. Membership statistics were reviewed. The beginning growth in the Junior and Men’s Derby “Aggressive” discipline is growing. Figure and speed coach memberships are down making greater potential for loss of skaters in the future. It was noted that the membership was not correct for rink hockey, and Hawkins explained that this could be off if payment is not entered into our financial system using the correct account number, etc. Richard Hawkins reported that USARS this year again took advantage of a USOC agreement with United Airlines where United is offering discounted travel to USARS members who book through our website or the via Olympic Travel Desk. Rebates in the form of free tickets are given back to USARS after meeting a minimum booking requirement. Details are available on the USARS website. For our participation in 2010, USARS received $8,427 in United VIK as well as seven free flight certificates. The USARS agreement with Enterprise Rent-A-Car has also been beneficial as we have increased our commission from a little over $1,300 in 2009 to almost $2,800 in 2010. Hawkins is working with our Enterprise representative to include Alamo and National as they are both owned by Enterprise. The LaQuinta agreement was not very beneficial in 2010, so he is in discussion with Holiday Inn to offer a potential discount program to our members. Rink Hockey Chairman, Billy Sisson, gave a report from that committee. MOTION 14: B/D 4/30/11 11:44 AM Approve the Rink Hockey Report. (See Addendum B) CARRIED UNANIMOUSLY A lunch break was when taken, returning to session at 1:05 PM. Tim Rounds, the National Championships videographer, was present to speak with the Board. He played a video for the Board and asked if they had ever seen it. Most had not. He has a website located at www.skatersplace.com, where videos are available which felt should have a link from the USARS website. Over 150,000 people visited this website last year, and our Board didn’t even know it existed. 10