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Board of Directors Minutes 2004
March 5, 2004 (Annual Meeting)Minutes of a Meeting of the Board of Directors
American Vaulting Association
Santa Cruz, CA
AVA President Nancy Stevens-Brown called the meeting to order at 2:05PM.
Roll Call: The following Executive Board members were present: President Nancy Stevens-Brown, Executive VP Kelley Holly, Treasurer Jan Garrod, VP Development Sheri Benjamin, VP Membership Teresa Keville (also Region II Supervisor), VP Education Noel Martonovich (also Region IV Supervisor), VP Competitions Patty Littmann, and General Secretary Jennifer Williams. The following Directors were present: Toni Amoroso, Shari Ballenger, Carol Beutler, Isabelle (Bibbler) Parker, Merry Cole, Kate Dalby, Suzanne Detol, Emma Drinker, Priscilla G. Faulkner, Katie Flannagan, Sydney Frankel, Jan Garrod, Connie Geisler, Rick Hawthorne, Virginia Hawthorne, Tom Haynie, Rachel Markels Webber, Yossi Martonovich, Amy McCune, Marjorie Oakes. The following Regional Supervisors (not previously named) present were: Laurie DeLalla (Region X), Wendy Ware (Region III), Jan Weber (Region IX). Additionally, the Board was pleased to recognize Guests Joyce Hamblin (USEF Vaulting Representative) and Sally Ike (USET foundation of USEF).
Approval of the Minutes (McCune/Dalby): Move to approve the minutes of the November 2, 2003 Board of Directors meeting. Unanimously approved.
Treasurer's Report
Treasurer Jan Garrod reported that the AVA is in a sound financial condition. The organization has approximately $80,851 in the bank, with $26,904 allocated for special funds, leaving cash on hand of $53,946. The Board of Directors, in its previous meeting (11/2/03), approved running this year's budget at a deficit in order to fund desired program initiatives. The expected deficit will be approximately $15,165 for fiscal 2004.
Notable budget changes: The International Committee is now accounted for under VP Competition. VP Education income is now expected to be $10K. An Awards budget of $700 was approved. A new line item has been distinguished: “VP Membership - Annual Meeting 2005” with an existing Income of $720.
Motion (Weber/Holly): Approve the budget as presented. Unanimous.
Jan Garrod will be preparing the AVA taxes for 2003.
Membership
Annual Meeting 2005: Annual Meeting 2005 will be in Reno, NV. Four days of meetings will be scheduled, focusing on accomplishing the work of the AVA. The intended target audience for the meeting programming includes board members, sustaining members, and coaches. Saturday evening social time will be maintained, and the sustaining members meeting will be held Sunday morning.
Board Meeting Locations: The Membership Committee proposed the following locations for upcoming Board of Directors meetings.
Fall 2005: Region III or Region X
2006 Annual Meeting: Region IX
2006 Nationals: Region I
2006 Fall Meeting: Region III or Region X.
Motion (Drinker/Oakes): Accept the proposals of the membership committee. Unanimous.
Discussion on meetings:
A continuing question is of the possibility and value of holding vaulter education activities in conjunction with Annual Meeting.
Meeting site proposals are due at least 1 year in advance.
National Championships:
Nationals location proposals are due at least 2 years in advance.
2006: Region I needs to present a proposal to VP Competitions.
2007: Yossi Martonovich will investigate possibility of Denver location,
Motion (Holly/Detol): 2007 National Championships site will be Denver, pending the availability of the site and of a willing management committee.
Members from Region I have investigated holding Nationals 2006 at the Santa Barbara site. The site will not yet schedule dates for 2006 - the AVA can apply for its desired date on January 1, 2005.
Motion (Geisler/Oakes): To hold Nationals 2006 in Region I, in Santa Barbara pending availability of the site, within the window of July 15-31. Unanimous.
New Divisions for National Championships
The Board heard a proposal to add (Recognized) Copper and (Unrecognized) Unmedaled Trot divisions for Nationals 2004. The proposal originated in the Technical Committee, and was reviewed in the open Competition committee meeting at this Annual Meeting. These classes would apply to Nationals this year and competition management of other competitions will be encouraged to include these classes.
Motion (Detol/McCune): Approve the requirements for Copper and Preliminary Trot divisions as distributed. Unanimous.
Committee Reports and Other Business
Proposed bylaws changes: The following text for a proposed change in AVA Bylaws was presented by Sheri Benjamin:
“Board members shall miss no more than 1 meeting per term. Board members who miss more than 1 board meeting are automatically excused from the board unless said board member submits a written appeal to the Executive Board within 14 days of the second missed meeting, and that appeal is granted by the Executive Board. Excused Board Members are not eligible to be renominated for the next two years. The Executive Board, by majority vote, may replace said board member at their discretion.“
Motion (Holly/Dalby): Approve recommending this amendment proposal to the Sustaining Membership. Unanimous.
Discussion:
Isabelle Bibbler requests that the Board consider Board Member convenience in scheduling meetings.
Directors requested that more meeting materials be sent out ahead of Board meetings.
Database updates and corrections: Kelley Holly reported that Marianne Rose has agreed to revise, expand and correct the vaulter record database. The goal is to verify and record medal test results, medal test dates, recent National Championship team results and the resultant ratings. The intent is to start with this year's selection trial competitors, expand to all current competitors, then proceed with the historical records as time permits.
Website Design/Development: Sheri Benjamin reported on Development's efforts to revise the AVA website. There will be different content for the different groups served by the site. Extensive password-protected site content would serve as an additional inducement to maintain AVA membership. Marianne Rose and Eric Jewett have agreed to donate a lot of content from their existing sites and to perform maintenance on the site. This will help minimize the AVA's maintenance costs down.
Club Membership and Membership packets: Directors expressed concern that AVA member clubs, especially new clubs, need to receive more explicit introductory material, including lists of vaulters, an introductory letter outlining new club how-to's, and information on keeping and filing safety reports.
Motion (Holly/McCune): Updated club membership lists are to be mailed to clubs as each new member joins. Motion defeated 10 aye/13 nay.
Motion (Williams/Bibbler): Send the issue of club membership packets to a subcommittee to be named here, to report by the next Board meeting.
Volunteers for committee: Sue Detol (chair): Kate Dalby, Wendy Ware, Susan Griner, Toni Amoroso, Connie Geisler, Teresa Keville, Kelley Holly.
AVA Office Manager Lynn Stevens recommends that clubs request membership lists prior to medal tests so that add-ons may be proved to be members.
Funding World Championship Competitors: Jan Weber reported that it had been the custom of the Board to approve some funds on each World Championship year for warmup suits for the athletes and to help defray the costs of the Chef d'Equipe. 2 years ago this did not happen in a timely fashion.
Jan suggested that the Board approve some monies that would be funneled through the USET Foundation, earmarked for vaulting, as a gesture of support to the mission of the USET Foundation of the USEF to fund international vaulting.
Jan noted that the Vaulting high-performance committee has a 2004 budget of $55,000. She recommended that the AVA commit $2250 for Chef d'Equipe support, and $3200 to supply warm-ups for 16 vaulters.
Sally Ike emphasized USEF's support for the whole athletic pipeline, including the AVA as the grassroots.
The issue was tabled.
Education committee: Noel Martonovich reported on the upcoming Spirit of Vaulting conference in Gladstone, NJ at the USET facility. The event is expected to make a small profit. There will be a membership drive held in conjunction with the conference, to help the AVA reach its membership increase goal. The executive board recommends designating 20% of net profits (after all expenses) for the hosting region.
Motion (McCune/Oakes): 20% of the net profit of certain Educational Conferences to be allocated to the hosting region. Unanimous.
The balance (80%) of the net profit will stay within the Education budget. Profits in excess of budgeted expenses will go into the general fund at the end of the fiscal year.
Education has created a clinician's directory. This will be available on the web.
Education is investigating certification for lower-level vaulting coaches' certification. A subcommittee of Education will work with CHA to put together this program. Subcommittee members are Sheri Benjamin, Emma Drinker, Isabelle Bibbler, Rick Hawthorne, Sue Smith, Kate Dalby.
Nominating Committee: General Secretary Jennifer Williams recommended a Nominating Committee as follows: Marjorie Oakes (chair - Region IV), Jeannie Beattie (I), Katie Flannagan (IX), Carol Beutler (II), Aleta Kotecki (II).
Motion (McCune/P.G. Faulkner): Accept the Nominating Committee as presented. Unanimously approved.
Grants Committee:
Motion (McCune/Detol): Accept Jan Garrod as Grants Committee Chair. Unanimously approved.
Grievance Committee: Executive VP Kelley Holly recommends the following Grievance Committee to the Board:
Suzanne Detol (III), Merry Cole (IV), Priscilla G. Faulkner (IX), Jane Garrod (II), Jeannie Beattie (I)
Motion (Littmann/Keville): Approve the Grievance Committee as presented. Unanimous.
Announcements:
Jan Weber: a foundation (Sports Potential Inc.) is studying attributes that make athletes successful in their chosen discipline. This company is looking for athletes in the Menlo Park and Colorado area.
The Board refers this information without endorsement to the High-Performance committee
Jan Weber now has “Vaulting - My Sport” videotapes available for $35.
Motion to adjourn (Dalby/McCune) The meeting was adjourned at 5:05 PM.
July 18, 2004
Minutes of a Meeting of the Board of Directors
American Vaulting Association
Lexington, VA
AVA President Nancy Stevens-Brown called the meeting to order at 9:30AM.
Roll Call: The following Executive Board members were present: President Nancy Stevens-Brown, Executive VP Kelley Holly, Treasurer Jan Garrod, VP Development Sheri Benjamin, VP Membership Teresa Keville (also Region II Supervisor), VP Education Noel Martonovich (also Region IV Supervisor), VP Competitions Patty Littmann, and General Secretary Jennifer Williams. The following Directors were present: Craig Coburn, Kate Dalby, Kim Deaver, Emma Drinker, Priscilla G. Faulkner, Katie Flannagan, Sydney Frankel, Connie Geisler, Rick Hawthorne, Virginia Hawthorne, Tom Haynie, Rachel Markels Webber, Yossi Martonovich, Amy McCune, Marjorie Oakes, Vicki Sherraden. The following Regional Supervisors (not previously named) present were: Jan Weber (Region IX). Additionally, the Board was pleased to recognize guest Sara Ike, USEF Assistant Director of Vaulting High Performance.
Approval of the Minutes (McCune/Markels Webber): Move to approve the minutes of the March 5, 2004 Board of Directors meeting. Unanimously approved.
USEF Board Report
Jan Weber reported that the USEF is developing criteria for its recognized affiliates; the AVA will have to track this effort to ensure the AVA meets these standards. Jan also outlined the AVA's representation within the USEF committee structure.
“Past President” Executive Board position discussion
Jan Weber suggested that the Executive Board should include a position for the immediate past president of the AVA. The intent would be to enhance continuity of leadership. Jan Weber volunteered to chair a committee to explore the idea further and to bring suggested bylaw change language to the November Board meeting. Kelley Holly, Sheri Benjamin and Charlie Bittenbring volunteered for this committee.
Composite Team proposed form change
Jan Weber led discussion on changing the composite team approval form to somehow affirm that the coaches of all participating vaulters agreed to the composite. Discussion ranged widely over the need for composite team approval, whose assent should be indicated on the form, alternate means of asserting assent, etc. The issue was sent to subcommittee (Kelley Holly to chair) with the recommendation to consult Technical Committee on the need for Composite Team approvals and potential rule changes to reflect the AVA's interest, if any, in regulating Composite Teams.
Treasurer's Report
Treasurer Jan Garrod presented the financial report. The AVA is approximately on budget financially. The AVA did not reach its membership increase goal; however, some programs are spending their funding more slowly than initially projected, so the budget deficit is approximately on target to the budget approved at the 11/2/03 Board meeting. This year's bills for Nationals have not yet been accounted for. Regional Supervisors requested that the Treasurer investigate the status of Regional membership refunds for 2003 and 2004.
Motion (Holly/Drinker): Approve the budget as presented. Unanimous.
Ballot Committee
General Secretary Jennifer Williams reported that a Ballot Committee is forming to count the ballots for this year's elections, and requested volunteers, especially from Regions I, II, III, and IV.
Nationals 2004 Update
Jan Weber reported that approximately 42 clubs/240 competitors had registered for these National Championships.
Zone Awards Proposal
VP Competitions Patty Littmann presented a proposal for a Zone Awards program.
Motion (Drinker/Flannagan): Approve a one-year trial of the Zone Awards program as presented, with the following modifications: The program year will run from August 1, 2004 to one week before next year's National Championships. The categories to be awarded will be Men's and Women's in the following divisions: Gold, Silver, Bronze, Copper, and Trot. In order to be considered, Gold and Silver vaulters must compete in both Compulsories and Freestyle in both Round I and Round II. Bronze vaulters must compete in both Compulsories and Freestyle in Round I, and Compulsories in Round II. Zone award points may be competed for at any AVA Recognized competition. Competitors are eligible for zone awards in the zone in which their team is registered. The AVA Competition Recognition fee will increase $10 to fractionally offset the expense of this program. Motion approved with one dissent.
Motion (Williams, Coburn): Establish a Special Fund for Zone Awards for the purpose of receiving earmarked donations, with the balance of the funds required for the Zone Awards to come from the Competitions budget.
National Championships 2005, 2007
Yossi Martonovich reported that the Best Western will again be the hotel for Nationals 2005.
The National Western Complex is not yet scheduling for 2007 - we will learn in March 2006 if the AVA can have its desired dates in 2007.
Education
Summer Camps - VP Education Noel Martonovich reported that the Education committee intends to organize a Summer Camp in 2005. The camp will be 5 days in late June or early July. The site currently being considered is Fort Robinson in Nebraska.
Certification - the Education committee is continuing to work with CHA toward a Vaulting Instructors' Certification program.
“Through the Eyes of the Judge” - Education will be providing seed money to regions to sponsor clinics directed toward exposing competitors to the viewpoint of vaulting judges. Education is working with AVA judges to develop guidelines for these clinics. Stephanie Siemens will be providing some such clinics during competition hours at these National Championships.
USEF Vaulting High Performance Report
Sara Ike reported that 80% of the Vaulting High Performance budget this year went toward grants for horse transportation and camps to develop our High Performance competitors. Another major effort this year was led by Devon Maitozo and Carolyn Bland - to develop a Competitors' Ranking List.
Publications Update
Jan Weber reported that CHA is now carrying the “Vaulting - My Sport” videos and the Drinker-Bibbler book.
Development
Sheri Benjamin (VP Development) reported that the new website design is fairly complete. She is still developing content. She hopes the launch will be by the end of September.
Sheri reminded the Board that the Fall issue of Vaulting World will be directed toward illustrating the growth of vaulting, and solicits contributions.
Alumni Circle of Friends
The Alumni Circle of Friends wrote a letter to the Board of Directors reporting that the auction held at Annual Meeting 2004 was less profitable than hoped. As a result, the ACOF feels the need for more seed money and requests that the Board direct $5,000 of the Auction proceeds to the ACOF fund.
The Board referred to its Minutes of the November 2, 2003 meeting wherein it approved allocating to the ACOF any auction profit beyond $5000. As the auction netted approximately $7000, and as the Annual Meeting itself failed to meet its expenses, the Board had concerns about allocating any amount greater than the agreed-upon difference of $2000 to the ACOF.
Motion (Benjamin/Weber): A letter to be sent to the Alumni Circle of Friends thanking them for their effort and work, and informing them that the Board feels it must stay with its prior decision to allocate auction proceeds above $5000 to the ACOF. Motion approved with one abstention. Nancy Stevens-Brown will write this letter.
November 2004 Board Meeting
The November 2004 Board meeting will be held on the 6th and 7th, in Albuquerque, NM (Region IV). The Holiday Inn Mountain View will be the Meeting Hotel. A meeting room will be available for Committee Meetings on Saturday. The schedule will be approximately as follows: on Saturday, Committee meetings 9AM - 1PM, Board Meeting 3 - 6 or 7PM. Sunday, Board Meeting 9AM - 12 or 1PM. This is an attempt to allow all Board members to fly home on Sunday afternoon. Marjorie Oakes will investigate the costs and benefits of having food served at the meetings versus paying for meeting space.
Plaque awards
Teresa Keville presented a suggestion by the Awards Committee to add $350 to the Awards budget for the purpose of presenting plaques with perpetual trophy awards, so that the winners of perpetual trophies would have a permanent award to keep.
Motion (J. Garrod/Oakes): To add $350/year to the Awards budget to present plaques to Individual champions, Volunteer of the Year, Horse of the Year, Osierlea, and Team of the Year winners. Motion approved unanimously.
Annual Meeting 2005
Teresa Keville presented information on Annual Meeting 2005, which will be held at the Peppermill in Reno, NV. The board decided that in keeping with its decision to focus on committee work at this AM, that there would be no auction or other fundraising event held. Board members request that Teresa investigate the possibility of a group trip to a show.
Yossi Martonovich volunteers to find a volunteer to run an auction at National Championships 2005. Board members suggested a silent auction and/or a raffle.
Regional Supervisors
Region X's Regional Supervisor, Laurie DeLalla, has moved out of Region X. Nancy Stevens-Brown will appoint Jennifer Murphy as the new Region X supervisor until the next election.
Funding for World Championships/Chef d'Equipe
The issue of whether or how the AVA would fund our World Championships competitors had been tabled at the March Board meeting.
Motion (McCune/N.Martonovich) The AVA to fund all costs for sweats for the Chef d'Equipe, and fund $100 per vaulter for sweats. Motion defeated.
Motion (Benjamin/McCune) The AVA to fund $100 per vaulter toward sweats for all 18 vaulters. Motion passed unanimously.
Motion (Benjamin, R. Hawthorne) The AVA to fund up to $1000 for Chef d'Equipe expenses, to be documented by receipts. Unanimously approved.
Motion (J. Garrod/Holly) The up to $1000 shall be drawn from the Circle of Friends Special Account. Unanimously approved.
The balance of the funds shall be drawn from the budget line item for International Committee.
Club Registration Packet Revisions
Club registration packets have been revised by the ad-hoc committee. They will be sent out to teams this September.
New Business
Judge Shortage: Noel Martonovich reported that she cannot find an AVA judge for her Recognized competition on October 2-3 due to a conflict with the West Coast Judges' Forum. Nancy will encourage Technical to approve a waiver for a foreign judge to preside at that competition if necessary.
National Office Contract:
Motion (Weber/Markels Webber) The Board to authorize the Executive Board to renegotiate the National Office Manager contract, budget and job descriptions as necessary. Unanimously approved.
Move to adjourn (Drinker/Markels Webber) Unanimously approved. The meeting was adjourned at 3:30 PM.
November 6 and 7, 2004Minutes of a Meeting of the Board of Directors
American Vaulting Association
November 6 and 7, 2004
Albuquerque NM
AVA President Nancy Stevens-Brown called the meeting to order on Nov 6, 2004 at 1:08PM.
Roll Call: The following Executive Board members were present: President Nancy Stevens-Brown, Executive VP Kelley Holly, Treasurer Jan Garrod, VP Development Sheri Benjamin, VP Membership Amy McCune, VP Education Noel Martonovich (also Region IV Supervisor), VP Competitions Patty Littmann, and General Secretary Jennifer Williams. The following Directors were present: Toni Amoroso, Jessica Ballenger, Carol Beutler, Merry Cole, Kate Dalby, Emma Drinker, Priscilla G. Faulkner, Katie Flannagan, Sydney Frankel, Connie Geisler, Rick Hawthorne, Virginia Hawthorne, Tom Haynie, Nancy MacIsaac, Rachel Markels Webber, Yossi Martonovich, Amy McCune, Marjorie Oakes, and Marianne Rose. The following Regional Supervisors (not previously named) present were: Teresa Keville (Region II), Wendy Ware (Region III), and Jan Weber (Region IX). Additionally, the Board was pleased to recognize guest Charles Bittenbring, former AVA President. The following were absent: Carolyn Bland, Vicki Sherraden, and Jennifer Murphy (Region X Supervisor).
Announcements:
Kerith Lemon has resigned from the Board due to time constraints.
Jan Weber was presented with an etched glass vase created by Jeannie Beattie, in recognition of her service as 2004 Nationals Chair.
Board members assuming their seats at this meeting were presented with certificates recognizing their service to the AVA. Directors new to the board received Board Service pins.
Approval of the Minutes (McCune/Amoroso): Move to approve the minutes of the July 18, 2004 Board of Directors meeting. Unanimously approved.
Past President Committee report: This ad-hoc committee is chaired by Jan Weber. Members are Charles Bittenbring, Kelley Holly, and Sheri Benjamin. Jan briefly reviewed issues surrounding the creation of this position and the pros and cons the committee had identified. Jan noted that it is very common for nonprofit organizations to have an office of Past President. After extensive discussion, the board:
RESOLVED (McCune/Faulkner): The Board supports the Past President position and directs the past president ad-hoc committee to further develop their proposal and to investigate the necessary changes in rulebook language.
Motion passed on a hand count, 18 aye, 7 nay, 2 abstentions.
Motion (Holly/Keville): The Past President position shall have no voting capacity.
After discussion, the motion was withdrawn.
RESOLVED (Oakes/Faulkner): The Board directs the past president committee to develop language reflective of a two-tier term configuration of current president and past president.
Motion passed with 3 abstentions.
The board expressed interest that individuals not be excluded from running for any seat after serving as President. Concerns were expressed that if the outgoing President is to automatically be seated as Past President, that this may represent an Executive Board vote held by an unelected office.
RESOLVED (Garrod/Weber): The Board directs the past president committee to develop language reflective of a past president being a voting position. Motion passed unanimously.
RESOLVED (McCune/Faulkner): The board directs the past president committee to continue work on the job description of the Past President, including the Past President potentially chairing the Nominating Committee. Motion passed unanimously.
In the course of their committee work, the Past President Ad-Hoc Committee found several issues of concern as they reviewed the Constitution and Bylaws. The Committee presented the Board with a marked-up copy of the C&BL enunciating these problems.
Action Item: The C&BL Committee must address the items the Committee identified.
Composite Team Approval Process:
Kelley Holly chaired an ad-hoc committee investigating the question of the AVA's interest in requiring Composite Teams to undergo an approval process in order to legally compete in Recognized Team Events. Kelley briefly reviewed for the Board the current process which composite teams must follow. Concerns were expressed that the AVA should support a process which ensures that Coaches be kept apprised of their vaulters' participation on composite teams. Confusion over allowable substitutions for composite teams were expressed.
RESOLVED (Williams/Haynie): The composite team approval process shall be removed from the rulebook. Motion passed.
RESOLVED (Weber/Williams): Language shall be developed for a process by which emergency composite teams may be allowed by the Ground Jury with the approval of the coaches of all vaulters concerned. Motion passed unanimously.
National Office Update:
Kelley Holly and National Office Manager Craig Coburn reported on the status of the National Office. Craig's work was applauded by the Board. Craig reported that he has been prioritizing communications with members and prompt handling of payables and receivables. He requested that members who collect checks on behalf of the AVA promptly forward these checks to the N.O. Craig handed out copies of this year's club packets to Directors. Craig requested that Directors with recommendations or corrections on these materials communicate with him immediately, as he needs to begin mailing packets.
Tax Accounting: Jan Garrod's accountant will be handling the AVA taxes this year.
Insurance policies: The AVA carries two policies: (1) The club liability policy is outlined in the Club Packets. Craig requested that Competition Management wishing to obtain event coverage via the AVA club liability policy forward their requests through the National Office, not directly to Sypolt Insurance. (2) The AVA also carries Directors & Officers liability.
Action Item: Craig will investigate whether judges are covered by the AVA D&O policy.
Vaulter Membership Renewals: AVA rules require that Vaulting Members be affiliated with an AVA-registered Club. Therefore, when Vaulter members seek to renew their memberships prior to their Club renewing its Club Membership, the National Office is unable to process their renewal until their Club renews as well. This has been a perennial administrative difficulty for the National Office.
Action Item: Craig will examine this issue and present recommendations. These recommendations might include a notion of Regional Supervisors administering information distribution to unaffiliated vaulters.
Constitution and Bylaws Report:
The C&BL Committee reports to the Executive VP, so Kelley Holly will confirm the Chairman and membership of that committee, and then ensure that the following issues are addressed:
Past President language for the rulebook, to be based upon work by that Committee
Section 7 (currently p. 7): it has been proposed that language supporting the AVA's ability to sanction competitors for inappropriate behavior be added.
Kelley volunteered to temporarily Chair this committee if necessary. Rick and Virginia Hawthorne and Tom Haynie expressed interest in serving on this committee.
Technical Committee Report:
Kelley Holly reviewed recent USEF rule changes. The Technical Committee is reviewing potential changes to AVA rules to maintain alignment between the rulebooks.
Kelley reported that the Technical Committee acknowledged receiving the letter sent by the Executive Board, which contained suggestions and recommendations for growing the judges' training program. Board members expressed concerns that the Judges Program is not growing at the pace needed to sustain the growth of the AVA and the needs of competitions.
Motion (Flannagan/MacIsaac): The President is directed to ensure that the Technical Committee be composed of an equal ratio of coaches to judges, and that all Technical Committee votes shall have equal weight.
This item was tabled.
Committee Updates:
Amy McCune led the Board in an effort to identify active committees and their members. This item was tabled while this information was being solicited from Directors.
Meeting recessed: The meeting was recessed at 4:52PM on Saturday, November 6, 2004.
Meeting re-opened: The meeting returned from recess at 8:37AM on Sunday, November 7, 2004.
Committee Updates, continued discussion:
It was the consensus of the Directors that the following committees should be placed under the indicated Officer. Committees newly formed by consensus of the Board are indicated with *. Officers shall be responsible for confirming Chair, membership, and mission of these committees and shall present this information at Annual Meeting.
President: National Council for Therapeutic Vaulting, USEF, Past President ad-hoc, NARHA Liaison.
Executive VP: Constitution and Bylaws, Grievance, Technical, National Office, Medal Tests, Insurance*.
VP Education: Coaches, Publications, CHA Liaison, Safety*, Recreational*.
VP Membership: Awards, Annual Meeting, Regions, Youth Liaison, Meetings*.
VP Development: Exhibits, Publicity/Media, Website, Vaulting World, Friendship Team, Collegiate, Athletes, Alumni*.
VP Competitions: National Championships, International, Competition Secretary
Treasurer: Grants
Secretary: Historian, Nominating, Ballot
Jennifer Williams shall prepare an organization chart reflecting this information.
Technical Committee Report, continued discussion:
Discussion was reopened on the motion on the floor. The motion was reviewed:
“The President is directed to ensure that the Technical Committee be composed of an equal ratio of coaches to judges, and that all Technical Committee votes shall have equal weight.” A call for the vote was made, but it was moved (Benjamin/Holly) to keep discussion open and the call for question was defeated (18 aye, 8 nay). After further discussion, the motion was withdrawn.
RESOLVED (Weber/Faulkner): The Board directs the President to arrive at agreement with the Technical Committee on the purpose, functions, powers, and structure of communications between the Technical Committee and the Board. The motion passed on voice vote.
Budget:
Treasurer Jan Garrod reports that the AVA is in a sound financial condition, with available operating capital of over $74,000. Jan led the Board in a review of the draft budget for FY 2005. Various directors requested increases in their funding. The final budget runs a deficit of $10,100, mostly to support aggressive program development in Development and Education.
RESOLVED (Weber/Dalby): The draft budget, including the changes discussed, is approved. Motion passed unanimously.
Program Development Fund:
Jan Garrod reports that the AVA is maintaining a greater surplus of operating capital than is ordinary for a nonprofit organization, and advises that the Board can responsibly allocate approximately $25,000 to support the mission of the AVA via new program development. Jan recommended the Board establish a Program Development Fund. This Fund shall be administered by the VP Promotions in consultation with the Executive Board, shall award $10,000 per year over the next two years, and shall be devoted to the development of programs that enhance AVA membership and mission. AVA members may apply for support of programs. Jan Garrod and Sheri Benjamin shall develop Fund award criteria and program milestone requirements in time for the Fund to be announced in the next Vaulting World. Awards will be made at Annual Meeting 2005.
RESOLVED (McCune/Drinker): The Board approves the creation of a Program Development Fund, to award funds up to $10,000, with parameters to be approved by the Executive Board. The motion passed unanimously.
Development Report:
Sheri Benjamin reviewed the workings of the Yahoo groups for newly elected Board members. She reviewed progress on the new AVA website development, and estimates public launch in approximately three weeks.
National Championships 2005:
Denver competition dates will be Thursday, August 11 to Sunday, August 14. Horses may arrive at the facility on Tuesday August 9. Horse warmup and the Fun Fest will begin on August 10th.
National Championships 2006:
This Championships will be held in late July in Southern California. The Santa Barbara facility is available only the second week of August, which is the week before the World Equestrian Games. The Board requested Patty Littmann to investigate the availability of Southern California facilities for the last Wednesday through Sunday of July, and to report to the Board at Annual Meeting.
Certification: Noel Martonovich reports that a pilot program will be conducted this winter, and she expects that certification will be available by summer 2005.
Annual Meeting Educational Component: Although the Board voted in July that the Annual Meeting would focus on working meetings and would not have an educational component, Noel advanced the possibility of fitting a six-hour grant-writing workshop into the schedule without conflicting with working meetings. The Board requested that Noel and Amy McCune investigate this possibility, and to include the workshop in Annual Meeting if it can be done without conflicts.
Composite Team Rule Revision, continued discussion:
Jennifer Williams presented proposed rulebook language to accomplish the goals of (1) removing the need for Technical Committee and National Office approval of Composite Teams and (2) supporting Coaches' needs to be aware of the compositing activities of their vaulters and (3) supporting Competition Managements in their handling of Composite Teams at their competitions.
RESOLVED (Holly, Garrod): Adopt changes to the Standing Rules as outlined.
Section IX, B, 7. (p. 26)
7. Composite teams
a. Composite Teams made up of Registered Vaulters from two or more Clubs may be permitted to enter a Recognized Competition Event. with the approval of the Technical Committee Chairman.
b. In order to compete in a Recognized Event, Composite Teams must be recorded on an AVA Composite Team form. This form must be submitted to Competition Management within a timeframe specified by Competition Management, as published in its prize list.
c. The AVA Composite Team form shall list the Clubs participating in the Composite Team. Any vaulter registered with any listed Club may be part of the Composite Team, subject to the rules governing the event. Each vaulter's participation on the Composite Team must be authorized by his or her coach, in a manner acceptable to Competition Management as published in its prize list.
d. Regardless of the timeframe specified by Competition Management, the Ground Jury of a competition may allow an emergency Composite Team during the competition.
e. Substitutes on a Registered Team must be members of that All vaulters and substitutes on a Team competing in a Recognized Event must be members of a single Club, or the team must enter as a Composite Team. Otherwise, the team will be an illegal Composite Team, subject to elimination.
f. Composite Teams are not eligible for annual awards.
Motion passed with one abstention. Marianne Rose and Craig Coburn will revise the Composite Team Form, with input from Tom Haynie.
Publications Report: Jan Weber reported the following:
The Camps and Clubs manual has been revised. Publications recommends that this manual be included with new club registrations.
CHA (Certified Horsemanship Association) will include the “Vaulting- My Sport” video, the Bibbler-Drinker book, and the new Camps & Clubs manual in its publications for sale.
Miscellaneous announcements:
Jan Garrod led the Board in appreciation of a job well done by the management of the 2004 National Championships in Virginia.
Charles Bittenbring volunteered to chair Constitution and Bylaws if needed.
The Board informally requested to be apprised of Executive Board decisions.
Adjournment: The meeting adjourned at 12PM on Sunday, Nov 7, 2004.