USATF Associations Newsletter

                 Associations Newsletter – September 2023 


Editors Note: I had numerous reports of broken internet links in last month's newsletter...I've double-checked the links this month.  Thanks for the feedback and I hope that this information is of use! 

USATF Annual Meeting information: 30 Nov - 3 Dec: 
Click on this link for 2023 Annual Meeting registration and hotel information:

https://www.usatf.org/events/2023/2023-usatf-annual-meeting

As we are using Connect 80 as the registration platform, you are advised to watch the 3min instruction video…a motorcoach shuttle option is included in addition to the registration fee. 
A detailed schedule is being formulated and available soon.  Be advised as this is a bylaw ratification year there may be bylaw amendments debated and voted upon during the closing session…please try not to schedule departing flights before 2:00pm on Sunday, 3 December. 
 
Hotel reservation at USATF discounted rate: Click here for the link to book your room.  Requested rooms are subject to cancellation if not registered for the annual meeting. 
 
Determining Your Delegation Composition:  Every association must meet a minimum delegation size for accreditation, while the number of eligible delegates is determined by your association membership numbers.  Within your delegation, 33.3 percent must be actively engaged athletes, and at least two coaches, one being a high school coach.  Click here for active athlete definition, and more details on delegation compositions.  The delegation submission deadline is normally the beginning of November, though may be adjusted at the annual meeting if necessary.

10-Year Athlete lists: Click here for the most up-to-date 10-year athlete list for possible athlete delegates to the annual meeting. Refer to Article 2.B (definitions), and Article 7.E  (Delegates and their selection) (outlined in the attachment above as well) in the current Governance Manual for a detailed description of the requirements needed to assist in the selection of delegates to represent your association.  The delegate registration period is October 02 – November 06, 2023.  Training sessions on delegate registration will be scheduled. If further assistance is required, please contact Blake Warfield at blake.warfield@usatf.org and copy robin.beamon@usatf.org
   
Associations Workshop: Wednesday, 29 Nov from 1:00-7:00pm
Due to the many conflicts on Thursday, and at the request of many delegates we have returned the Association Workshop to Wednesday, 29 November beginning at 1:00pm, with officer breakouts from 6:00-7:00pm.
Each association is required to send at least one delegate as an association requirement, though all interested in attending are welcome.  This year's primary theme is finding leadership volunteers, plus mentoring and retaining our volunteers. 
To review last year’s presentations, refer to: https://www.usatf.org/events/2022/2022-usatf-annual-meeting/document-library, and scroll down to associationworkshop presentations.

More information will be provided in October. 
 
Associations Annual Meetings:
Your Association Annual Meetings should be scheduled over the next two months, though not later than 31 October so you can designate your delegates for the USATF Annual Meeting in Orlando 30 Nov-3 December. 

Please email Courtland Crenshaw with your meeting date and site at courtland.crenshaw@usatf.org. Click here for a list of meeting dates submitted so far: https://www.usatf.org/2023-annual-association-meetings  
 
USATF President Vin Lananna would like to attend your annual meeting:

Vin would like to receive an invitation to join your association's annual meetings if you are hosting either a hybrid or zoom meeting.  Please contact Vin atvincentlananna@gmail.com with your date/time and zoom link.

Resources to administer a great meeting:
Sample meeting notice: https://www.flipsnack.com/USATF/sample-annual-meeting-notice/full-view.html

PowerPoint presentation hosting virtual meetings: https://www.flipsnack.com/USATF/virtual-meetings-parliamentary-procedure/full-view.html
 
New National Office Associate Director of Outreach and Grassroots Services:
Join us in welcoming Shontee Bryant to this new role.  Shontee has extensive experience in athletic event administration and management:shontee.bryant@usatf.org,  office: 317.713-9620.  Shontee joins Blake Warfield, Chelsea Yeadon, and Courtland Crenshaw as part of the Ourteach and Grassroots Services team. 
 
Updates to the AEC-Accreditation teams: 
Don Lawrence has stepped up to the role of Mi-America Region Rep. for the retiring Connie Brand; Pam Fales, chair of organizational Services has joined the executive as a presidential appointment; and Simone Terry who is the West Region Rep. has also stepped up to the role of West Region Accreditation Evaluator. Thank you all for your service! 
 
Board of Directors Associations Grants Available:  
Associations are eligible for up to $2000.00 for grants to build or enhance your association’s programs and grow membership for the coming year! Click here for grant information and application link Examples of Grant programs range from purchasing EDM or other officiating equipment, jump starting Cross or TF Grand Prix programs, hosting Run-Jump-Throw-Walk events, hosting youth TF or Cross events,  etc. Contact Grants Coordinator Patti Petesch for further information.  
2024 Association Officer Updates:

Please complete the 2024 Association Officer Update Wufoo Form by November 3, 2023: https://usatf.wufoo.com/forms/2024-association-officer-updates/ The National Office will utilize the information to update legacy email account access as well as Connect Profile Access for the Association. Any members who are not identified in the form will have their Association Connect Profile access removed. Each officer/chair must be 3 step compliant (Valid Membership, SafeSport Certified and a current Background Screen). If you have any questions, please contact Robin Beamon (robin.beamon@usatf.org) or Blake Warfield (blake.warfield@usatf.org). 
Guide for Updating Association Bylaws: 
The 2023 version of the USATF Governance Manual is now available…click here. 
Associations Grievance Officer Scott Erwin has created a guide for associations highlighting what bylaw updates should be updated to respective bylaws to stay in compliance. Click here for Scott’s guide of association bylaw updates. 
There were 53 changes made to the governance manual that will be reviewed by the Law and Legislation Committee and will come before delegates for a vote during the 2023 Annual Meeting in Orlando.
A reminder any bylaw updates need to be distributed to membership 30 days in advance for review before your annual meetings where you solicit input and have your first vote for modification/approval. 
 
Grow to Impact Grant Updates: 
Coordinator Lori Bird has hosted several check-in Zoom meetings, and if you’d like to view the meeting with updates and shared growth strategies, click on one or both of these links: 
August 21, 2023 Meeting:
https://us02web.zoom.us/rec/share/clAYQTIzpShin7L3KNGT9bHoCmov9Upc4Y4RIlw_EhobIi6qfvUBqErGQLmj5SQu.iT0jntgNrNN5PomX?startTime=1692659117000 
August 22, 2023 Meeting:
https://us02web.zoom.us/rec/share/uL-WmMb-GhJsnWAmGtD533gLJG6D69NTP7GFaBJYInlFJ_qY6352GuU92lFnd0-X.kZSLYpiZvs-fRXe7?startTime=1692720159000 
General GTI Grant Announcements 

• Thanks to all 32 Associations participating! 
• Current membership stats 109,000+ 
  • 10,000 more members than last year at this time. 
  • 4000 more members than last year’s total year end. 
• 32 of 56 Associations participating 
  • Down from 47 participating in 2022. 
  • Reasons vary from not enough volunteers, to illness or change in leadership, to those not participating this year who were not engaged in the program last year. 
• Look for an email from Lori Bird in October asking for 2023 results and annual spending. 
• Next meeting to be held at Annual Meeting.  More info to come on that. 

Marketing Announcements 

• Continue to utilize Monthly Marketing Kit assets sent via email from Jacki Bares. 
• New Association Brand Portal to debut shortly!  Easier to use and a place where Associations can find new and evergreen marketing assets for their use.  Be looking for an email on this shortly and brief training session opportunities. 

 
Updated SafeSport Requirement for Club Athletes over 18 Years of Age to be SafeSport Trained: 
Any member 18-years and older who has regular direct contact with, or authority over, a minor within that club/organization must now be SafeSport certified by completing the Safe Sport Training.  Click here for the information taken directly from the current SafeSport Handbook. Be sure to contact Bailee Cecil, USATF Safe Sport Administrator at safesport@usatf.org. 
  
‘Live’ list of all 3-Step Compliant Association Officers, Committee Chairs, Officials and Coaches: 
In an ongoing effort to assure transparency and compliance, the office has created a continually updated list of all members who are 3-step compliant (member-SafeSport trained, background checked).  Click here for the list and paste the link onto your association website. 
  
Association Store Merchandise Store Now Open: 
The USATF Association Store (https://shopusatfassociations.com/) is now open. The launch of the store will be advertised in the spring Member Newsletter, via email and posted on @USATF social handles. 
The Association Store has been developed to help increase brand awareness for USATF and provide an incremental revenue stream for Associations.  Members, fans, and supporters of USATF can now purchase select Nike items that will be embroidered and shipped on-demand once they select their desired Association logo.  Associations will receive a royalty payment on items purchased using their logo.  Twice yearly payments will be made by USATF to each Association based upon purchases made using the Association logo.  After the launch, we will continue to monitor purchases and add items to the store based upon seasonal trends and new available products. 
Also, we want to welcome Catherine (Cat) Graham as our new Director of Merchandise and e-Commerce. 
  
Accreditation:   
The Accreditation assessment cycle is in full swing and all association leadership can access the accreditation portal at:  https://usatf.wufoo.com/forms/2023-association-accreditation/   
Association Presidents and Secretaries should have been receiving notification from Accreditation SubCommittee Chair Greg Mohl. Please submit any outstanding documents to Greg ASAP. 
Click here for Accreditation SubCommittee reports:  
2022 Accreditations Sub-Committee Report to Associations  
Accreditation Standards and Timeline for 2023  
  
Niagara Association High Performance Clinic Series via Zoom Available to All:    
Many thanks to Don Lawrence and Russ Ebbets for creating this series and opening it to everyone: Use this link for additional info and zoom link…These hour long clinics begin at 7:00pmEST. Future monthly topics include:  
Oct 12: USATF Clubs a “Family” Activity | USATF Niagara Club Leaders  
Nov 09: Mental Performance for Success | Kellie Peiper, CMPC  
Dec 07: Winter Gear for Gifts & Safety | Runners Roost  
 
Video On How to Update Member Club Designation:  
New England President David Tezler has posted an excellent YouTube video on how to initiate a member’s club affiliation change or update:  
https://www.youtube.com/watch?v=o_s9N121B1Y&lc=UgxM7aOBFUb-F_sDPUl4AaABAg
  
Use ZenDesk to Submit General and IT Questions or Requests to the National Office:  
If you have any general questions or IT concerns that need to be resolved, the most efficient way to resolve them is to submit a ZenDesk ‘ticket’ to: https://usatf.zendesk.com/   
Review this 4-minute video on how to submit a ticket on ZenDesk:   
https://youtu.be/jWk-d6ig6bg
  
The Association Resource Center is Your One-Stop for Information!   
The online resource center is divided into five key areas to support association leaders. Here you will find training modules for everyday tasks like date of birth verifications, resources specific to your position like medal order forms and accreditation information, and much more. The Association Resource Center is continually updated to ensure all associations have the necessary resources available, day or night.   
Refer to: https://www.usatf.org/associations/association-resource-center-arc
   
Thank you all for your service to our organization!  
Dave Shrock-Associations Chair