January 7th, 2004

LDR

Present: Will Graustein (USATF-Open), Peter Hawley (USATF-Master), Bob Gemske (HTC), Bob Stephenson (MRR), Chris Dickerson (AWRC), Marty Schaivone, John Tolbert (AFHT), Ed Butler, Paul Moyse (HRR), Jon Kornacki (MS), Bob Fontaine (USATF President)

Meeting came to order at 7:06 PM

Agenda, By-Laws, Regulations, Membership App- handed out to all attendees.

Jon Tolbert volunteered to act as the meeting's secretary and take the minutes.

The attendees were given sufficient time to read the by-laws and regulations followed by discussion.

Graustein stipulated that the President will appoint the committee members in February.
Gemske asked if there would be 2 committees; open and master.
Graustein- The president has suggested one committee to conduct both open and master.
Schaivone asked about the status of the old committee and how the Road Grand Prix Schedule for 2004/2005 became official.
Graustein explained that the schedule was determined in 2003 under the direction of the old committee and the old committee allowed the participation of all interested USATF members in the selection process (an exception to the bylaws).
Stephenson asked about the status of alternates to the new committee.
Graustein- again stipulated that the President will determine the committee.

Discussion opened on the 2003 Membership App and the duties involved with the upcoming Grand Prix.

Dickerson asked about rule # 3 from the App and wanted clarification on the rules for athletes who Renew Membership, Transfer Club affiliation, and/or designate a club affiliation.
Fontaine explained that National rules on this matter.
Graustein explained that the athlete is required to make changes prior to the race date per the regulations in writing to the registrar (Jim Barber).
Schaivone asked if LDR is allowed to make decisions of eligibility.
Fontaine stipulated that LDR can make decisions relating to the Grand Prix in conjunction with review from Membership.
Schaivone mentioned the denial of eligibility by LDR for a young female to compete on his team. Graustein -the young female was already registered with another team. She was not the one to submit for the change in writing and when approached, indicated no desire for the transfer.
Fontaine expressed an idea of posting a grand list of current members and their team affiliations on the USATF-CT.org website.
Moyse questioned the processing of membership and the designation of a club affiliation.
Fontaine stressed that on-line registration is the best way to join the USATF as it reduces errors in data entry and it is prompt in assigning a membership number. Tolbert verified that on-line registration was the way to go…
Stephenson asked about the 90 day unattached rule for transfer.
Kornacki read allowed the USATF Regulation 3 that stipulates that the 90 days is from the last date of competition.
Dickerson asked if there would be the appointment of sub-committees.
Graustein agreed that sub-committees would be required.
Moyse asked about the Chair's responsibilities for sub-committees.
Fontaine indicated that the Chair acts to oversee the committees and provide reports to the Board of Directors.
Stephenson suggested that clubs in the area of each Grand Prix Race provide volunteers to LDR for the conduct of administration and race day LDR operations.
Dickerson discussed the potential gains and limitations of sponsorship fpr the Grand Prix.
Fontaine recommended a joint sub-committee with LDR and the Board to explore sponsorships and encouraged all members to pursue the participation of companies.
Kornacki inquired about the scoring involved for teams and individuals where the general consensus was to use an 11,9,8,7,6,5,4,3,2,1 point system for teams and open individuals.
Tolbert recommended going 5 deep for master individuals to reduce workload and expedite the posting of results.
Moyse asked if anyone can do the data input.
Gemske expressed concerns over eligibility verification as well as performance time verification. Graustein explained that there is significant delays in each club submitting results in a variety of formats with numerous eligibility and time errors that do have effects on standings.
Fontaine recommended the creation of a sub-committee to conduct scoring.
Tolbert recommended that team affiliations be identified on all race entries and that the timer identify those affiliations in the overall results.
Graustein indicated that this has been done by some timers; however, it becomes too difficult in the larger race day registration events.
Dickerson asked if it was possible for LDR to have its own checking account in an attempt to distribute funds quicker.
Fontaine explained that the bylaws would not allow for such an accounting method.
Schaivone wanted to know why his money took so long.
Graustein stated that Schaivone got his money when everyone else got their money and that the verification process improvement would start with the clubs; thereby reducing any and all delays.
Fontaine did stipulate that the Board is investigating ways in streamlining the book keeping, requisition, and distribution process.
Dickerson expressed concerns over the amount of money used for Grand Prix funds.
Graustein discussed the ramifications of violations in the Grand Prix.
Fontaine suggested that a sub-committee be formed to decide LDR violations and that LDR create the ability to handle the problem.
Kornacki inquired about the starting line for the Quassy 12k. The general consensus is that the start needs to be modified to improve fluidity and enhance safety.
Graustein explained that a recertification process is involved and that perhaps a few committee members could spend the time and layout a new start with the approval of our state certifier and the race organizers.
Graustein moved the discussion to the Mystic Relay and the participation rules which LDR needs to create for proper team results. Discussion of the team relay will be conducted in the next LDR meeting TBD.
Graustein asked for input on the 2004 printing of the Membership Application. There have been fee increases. The 15 minute cut-off time will be changed to 30 minutes prior to the race.
Dickerson recommended the clarification of rule number 3 perhaps to break it into a separate paragraph.
Schaivone stated that he did not want his name submitted to any mailing lists for charitable organizations soliciting funds that stemmed from any grand prix races.
Kornacki addressed Fontaine to encourage a large LDR committee.
Fontaine addressed the group with his goals for the USATF in general and encouraged all members to attend the next USATF/CT Board meeting at the Wintergreen Building at Southern CT State University on the first Wednesday in February at 7:00 PM.

The meeting was adjourned at 9:12 PM

Respectfully submitted by John Tolbert Typed and distributed by Will Graustein