USA Track & Field New England

Board of Governors Meeting

Association Office

May 2, 2011

Attendance:  Steve Viegas, Jim Garcia, Stephen Peckiconis, Lisa Doucett, Tiera Fletcher, Justin Kuo, Steve Vaitones, Jen Lee, Gary Snyder, Mike Travers, Larry Libow

Telephone: Caitlyn Clark

Meeting called to order at 7:10 PM

Secretary’s Report

Approval of March 7th and April 4th minutes delayed due to last minute changes.

Treasurer’s Report

• March YTD posted on Google Docs
• Proceeds from a $64K CD maturing on 05/03 will be deposited in the Association accounts. Due to low interest rates the continuance of a CD ladder is not the best solution.
• Association CPA Paul DeVasto filed for a tax return extension until 8-15. After a discussion about annual cost he said 2011 cost should be reduced due to less hours.

Motion:         To approve the continuance of the current CPA, Paul DeVasto for this year. Carried unanimously.

• Marja Bakker fund at between $27-28k, which includes $10k from her estate. Funds not broken out in current financial statements.

Managing Directors Report

• 135 clubs
• 237 sanctions
• 3107 members

• Marathon Booth, which was shared with Bay State Games was well worth it. Poster boards added interest. Staffing is important.
• Rode on photo truck for marathon.
• Officiating at Boston City League meets during week. Participation down.
• Youth meets in Waltham and Needham draw over 100.
• Regis College facility secured for NE T&F Championship meet on 6-12
• MIT mini meets dates are 5-25, 6-1, perhaps 6-8.
• Exchange Zone material due next week.
• James Joyce Ramble 10k Grand Prix race did not provide sufficient pre race information regarding the prize structure. LDR Chair liaison might have prevented issue.

Old Business

Facebook/Social Media Policy

Steve Viegas explained we need a written policy for the material that is posted and who should have the different levels of access to do so.

Athlete of the Month

• Send email to John Oleski with suggestions and comments.
• New flash process seems to be working.

NE Association T&F Championships – June 12th Regis College

• Jim Garcia to update meet entry to reflect prize structure
• Larry Eder to provide shoes to 400m winners
• Steve Vaitones said have enough officials
• Discussion about various marketing options

NE Association Masters T&F Championships – August 6th Providence RI

• Mike Travers and Stephen Viegas co-meet directors
• Planning on schedule

NE Association Awards Banquet

• Jim Garcia explained the progress
• Proposed date is 11-18
• 100-140 attendees
• $40 PP target with about $15 PP association subsidy
• Location not identified as yet

Track & Field Meeting

Current chair, Dave Callum is very busy and doesn’t have time for chair responsibilities and would consider a replacement.

New Business

Marja Bakker Fund

        No guidelines at present

        Steve Vaitones will provide a statement explaining Marja’s wishes

        Some funds came from her estate

Larry Libow Grant Request

Motion – To grant $800 from the Marja Bakker Fund to support the

Howard Drew Springfield Mayor's Cup

Second by Mike Travers

Passed unanimously with Larry Libow abstaining

Motion to adjourn at 9:00 PM

Respectfully submitted,

Gary Snyder