Board Meeting Minutes
September 3, 2005, 7:30 p.m.
The meeting was called to order at 7:35 p.m. with the following people in attendance:
| RACC: | Jennifer Shipman |
| RTCC: | Julie Bowse |
| RPECC: | Jack Carter |
| RJOCC: | Dan Witenstein |
| SACC-AZ: | Debby Farrelly |
| SACC-N-Cal: | Perry Siu |
| SACC-S-Cal: | Carol McIntyre |
| SACC-NV: | Shirley Bruck |
| SACC-UT: | Cathy Bennion |
| Guest: NAWGJ RJD: | Janet Packwood |
- Introductions
Jennifer introduced all of the new and old board members. A special welcome to our new RTC Julie Bowse, RPECC Jack Carter and Nor-Cal SACC Perry Siu.
- Financial Statement
Jennifer presented to the board a financial statement as of September 3rd, 2005. It shows that the Region has a balance of $39,945.34. There are several outstanding expenses that will adjust the balance. (open pdf in new window)
- Regional Budget
Jennifer presented to the board a budget for the Region. She announced that she used some past years information as well as expense reports from 3 other Regions to compile enough information to create the budget. (open pdf in new window)
- Website
The board discussed the importance of an up to date website. Jennifer showed the board a sample of the front page of the "newly designed" website for Region I. All information for the website will be sent directly to Jennifer to be placed on the website.
- Newsletter
Each member of the board will submit an article for a newsletter to be mailed to the membership. The articles are due November 1st for a December Newsletter.
- J.O. Report - Dan
Dan discussed the philosophy of the Region I J.O. Clinics. They are to provide an educational experience for the coaches and athletes in the Region, to create a more cohesive Region and to raise money for apparel for our National qualifiers. We have had two successful clinics this year and have one more planned for October 14-16, 2005 at Arizona Sunrays Gymnastics.
There was discussion on how to make the clinic better and how to get more participation from clubs. Timing of the schedule was listed as an item that needs improvement. Dan will try to have a tentative schedule completed earlier to assist the clubs in planning.
The Regional board was asked to continue to promote the clinics.
- Region I Congress
Cheré Crowhurst was welcomed to the meeting to discuss Region I Congress. Jennifer informed the board of USAG's interest in running each Region's congress. USAG has asked that the Region not sign any contracts for 2006 Congress to give them an opportunity to give us a proposal. The board discussed how pleased we are with the current situation. We offer an affordable opportunity to all coaches and judges. It is a great educational event which is our biggest priority. Cheré informed the board that she has contracted with the hotel for 2006, 2008, 2009 and 2010.
- Elite/TOPS Report - Jack
Jack explained to the board the new elite qualification procedures and camp and competition dates. Since they are very confusing, he will be summarizing those procedures and dates and they will be placed on the Region I website.
Jack stated that we have to get together as a Region and he is going to work hard to achieve that goal. He feels that it is not only important but necessary in the Elite program.
He asked that we research our actual TOPS numbers per state. Each SACC will assist Jennifer in researching those numbers.
- TOPS State Report
There were 8 TOPS tests reported in Region I this summer testing a total of 498 kids. See the attached financial statement from those tests that have reported their information.
- WTC Report - Julie
Julie stated that her primary goals as the new RTCC were to make sure that the coaches and judges work together and that people not be afraid to have an opinion.
- Mandatory Judges Clinic
It was discussed whether we should have the judges Clinic since there has been a lot of clinics this year. The board felt that it was necessary, especially this year. It is a good way for judges in the region to get on the same page.
The Clinic will be mandatory for judges that are assigned to Regional Meets. The SACC's are going to ask their board as well as the NAWGJ board in their states to fund the trip for the judges that are assigned to a regional meet.
The Region is going to fund the Clinician's expenses.
- Judges Selection for Championships Meets
Julie does not want any judges to feel alienated and wants them to be strong and not be afraid of having their own opinion. She asked that SACC's, when deciding with their board on who to select for Regional assignments, keep an open mind and try to give more people opportunities.
The board discussed the criteria that the past board had set up for assignments to judge Regional meets. The board felt that the criteria put limitations on people that are out of their control, therefore the criteria needs to be revisited.
For the past several years, the board has voted in June for assignments to Westerns and Nationals so that the Regional assignments could be done early enough so that judges can decide whether to take collegiate judging assignments. As in the past, this year the board voted in June for National and Western Judges. They are as follows:
| Nationals: | Westerns: |
| Toni Cupal | Diane Grayson (Aitken) |
| Sue Graff | Patty Shipman |
| Jennifer Shipman | Pam Evans |
| Neela Nelson | Alt: Linda Fenton |
Julie, with the board's input, assigned the meet referees for the Regional Meets. The board then each assigned the judges from their state to judge Regional Championships. They are as follows:
| Level 9/10 Meet Referees: | Julie Bowse & Janet Packwood |
| Level 8 Meet Referee: | Wendy Atkinson |
| Arizona | |
| Level 9/10 | Level 8 |
| Pam Evans | Kim Bird |
| Diane Grayson | Fran Earles |
| Shari Mann-Liddle | Donna Payne |
| Neela Nelson | Robbie Sumpter |
| Alt. Donna Payne | Alt. Pat Miller |
| Northern California | |
| Level 9/10 | Level 8 |
| Liz Crandall-Bader | Chizu Holmes |
| Toni Cupal | Kathy Lopes |
| Jennifer Shipman | Janet Packwood |
| Patty Shipman | Donna Smith |
| Alt. Donna Smith | Alt. Joan Geel |
| Southern California | |
| Level 9/10 | Level 8 |
| Sue Graff | Gigi Ivarone |
| Yolanda Mavity | Tammy Parsons |
| Denise Porrazzo | Jami Pillasch |
| Piper White | Tina Preston |
| Alt. Tammy Parsons | Alt. Mary Preece |
| Nevada | |
| Level 9/10 | Level 8 |
| Shirley Bruck | Carmen Nolan |
| Julie Jay | Lena Dmitriev |
| Alt. Lena Dmitriev | Alt. Denise Jensen |
| Utah | |
| Level 9/10 | Level 8 |
| Cathy Bennion | Joanne Staheli |
| Linda Fenton | Tina Paulos |
| Alt. Joanne Staheli | Alt. Heather Carmody |
There was discussion about how each state chooses their judges for Regionals. Each state has a different selection process. Julie asked that each state make sure that their selection process is fair and that they keep an open mind in giving people chances.
- Financial Reporting and Fundraising
New Financial Reporting Requirements were discussed. Each State Chair will send their quarterly financial report to both the RACC and John Hewett at the National Office.
Jennifer informed the State Chairs that they must publish their financial report to their membership at least once a year.
Fundraising: Jennifer reported the different ways that the states raise funds for their state account as reported at the SACC/RACC meeting in Indianapolis. No state is allowed to charge a "head tax" that would keep a child from competing in a state meet if not paid. The most common way to raise funds is to charge a certain dollar amount per meet entry that goes to the SACC.
- Regional Meet Bids
- Selection of 2006 Hosts
The following bids were received for Level 9/10 Regionals:
SCATS
SCEGA
The following bids were received for Level 8 Regionals:
SCATS
American Academy
Golden State Gymnastics
After considerable discussion, the Regional Meet Hosts are as follows:
Level 9/10: SCEGA @ CA Sports Complex in Temecula
Level 8: SCATS @ Cal State Fullerton
- Format of Meet
The board discussed the different formats of the meets and the pros and cons of each format.
Motion that both meets would run in Modified Capitol Cup Format with two sets of equipment (Flight A and Flight B).
PASSED
- Attendance by Board
There was discussion about problems that we have had at previous meets. It is agreed that the board needs to be more involved in the running of the meet, therefore there was discussion about having a competition coordinator.
Motion to appoint a Competition Coordinator for Regional Meets.
PASSED
Motion that Carol McIntyre be appointed the Competition Coordinator for the 2005-2006 season.
PASSED
Jennifer requested that all board members attend both Regional Meets. If possible, each board member will be assigned a specific job duty at the meets.
- Requirements of Host Club
The requirement list of Regional Meet hosts was reviewed and Jennifer and Carol will make the necessary revisions (including but not limited to adding the competition coordinator) prior to sending it to the meet hosts. The meet hosts will be required to comply with the requirement list.
- Board Travel
Cathy Bennion is the Region's travel coordinator. She will book all flights for the board members. She requested that she be informed of travel at least 30 days prior to the trip to get the best rate possible.
Jennifer distributed a form for travel expense reimbursements. Reimbursement requests should be turned in as soon as they are incurred and no later than the end of the fiscal year.
- Region I Shirts/Logos/Colors
Motion that we have a logo contest to design the Region's Logo for the National shirts
PASSED
- Region I Calendar
It was requested that a master calendar be created of all meets in the Region to be placed on the website. (see attached calendar of Championship Meets)
- Next Meeting
The next meeting will be held at Level 8 Regional Championships.
- Adjournment
The meeting was adjourned at 1:15 a.m.
- Addendum
The board met briefly on Sunday to discuss the criteria that the past board had set up for being assigned to Regional meets. The board felt that we need to have a criteria, but the current one should be vacated.
Motion that the current criteria for being assigned to Regional/National meets be vacated and a committee be formed to create a new criteria for being assigned to judge those meets.
PASSED