Associations Newsletter – June-July 2024

Associations Annual Meetings:
Your Association Annual Meetings should be scheduled over the next two months, though not later than 31 October so you can determine your delegates for the USATF Annual Meeting in Orlando Thursday-Sunday, 5-8 December.
Resources to administer an effective 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

Sunday, 8 September:
Annual Meeting Information TownHall: save the date!
The Associations Committee will host a Zoom TownHall on Sunday, 8 September to review how to set-up effective association annual meetings, preparing for the USATF Annual Meeting, and how to navigate revised delegate declaration criteria for the annual meeting.

Final details are being worked out, though we envision four informative sessions with time for Q and A from 1:00-5:00pmEST; 4:00-8:00pmEST.  Further details in mid-August. 

Save this date to get your questions answered on how to administer effective association meetings and send your best delegation to Orlando!
 
USATF Team announced for Paris Olympics:
USATF has announced its 120 strong team traveling to the Paris Olympics.  The track and field portion of the Games takes place from 1-11 August, with the opening ceremony Friday, 26 July
 
Grassroots Division Staffing Updates:
The division welcomes Elijah Lewis as coordinator of Grassroots with Blake Warfield moving to the Legal Department. 
 
Association Tax Exemption Individual Filing - Action Needed
Due to upcoming changes in the US tax code concerning IRS Group Exemption filings, each of the 56 Associations will need to apply for individual tax-exempt status if they haven’t already done so. Associations need to complete the process of filing a one-time individual not-for-profit tax exemption application with the IRS by 31 December, 2024.

We are encouraging each association to secure a tax professional and/or consultant’s services to aid in the process.
For further information/assistance, contact Simone Terry at aecwest@usatf.org
 
National Committee Term-Limits:
Under USOPC direction, the national office has created in initial information sheet on impending national committee term limits which begin this December with selected committees. 

This legislation is still under review with additional revisions finalized at the Orlando annual meeting.  Click here for the two-page info sheet.
 
Grow to Impact Grant Updates:
Thank you to those who participated in last week’s Association Grow to Impact collaboration meetings.  Be looking for the meeting notes and recordings to be distributed this week, which can be especially helpful to those who could not attend a meeting.

For up-to-date information, contact Lori at: lori.bird@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.
 
Associations resources page available for your use:
The Minnesota association has created an excellent resource page that they have linked to all their association related email signatures. They have given permission for me to share with all associations as a resource. Click here to view.  You are encouraged to modify the document and make it available on your association webpage and/or email signatures.

Accreditation:  
The Accreditation assessment cycle is in full swing and all association leadership can access the accreditation portal at:  https://www.flipsnack.com/USATF/accreditation-standards-and-timeline-for-2024/full-view.html

Association Presidents and Secretaries should have been receiving notification from Accreditation SubCommittee Chair Greg Mohl. Please submit any outstanding documents to Greg ASAP.
 
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