Board Meeting 7/9/17

Minutes of the Board of Directors Annual Meeting
Oklahoma USAG

July 9, 2017

President Karis Alford convened the meeting at 12:05pm at HeyDay in Norman, OK

Board Members Present
Karis Alford
Lorrie Bartolet
Christian Ivanov
Giovanna Romero
Jennifer Patterson
Julie Kemmerly
Steven Anderson
Joshua Fletcher

Also Present:
Jeana Ely – State Judging Director

Confidentiality Forms – Karis to email them to all board members on July 10th, to be returned signed within 24hours
All State Banquet 2017
- Speaker – Karis has contacted recent OU graduate Chayse Capps to be the speaker, however, it has not been secured 100%. It was discussed that board members can bring additional names if we can’t secure Chayse.
- DJ – Perry Faulkner has agreed to do it
- T-shirts – Ben Fox is handling the business
- Awards
  - At the NJC Oklahoma won the competition. The judges are presenting the team members with a plaque. The board agreed to additionally recognize the team members and buy flowers for them.
  - Shannon Miller Award – Three nominations have been submitted. Since the deadline is July 10th it was decided that the board members have to submit their vote to Karis on the 10th by 10pm. Also, Jennifer suggested we play a video of Shannon before we present the award, which was well received. It was suggested that perhaps we could also play a short video or slide show of the winner. Jennifer volunteered to help find the proper source for the video editing projects.
  - State program of the year award based on State meet team placements has been awarded to Dynamo gymnastics
  - Region 3 program of the year-N/A
  - Regional qualifiers – to be recognized, no awards given
  - Western qualifiers – recognized with an award
  - JO National qualifiers – recognized with an award
- Menu – at this point it has not been ordered, but it most likely will be the same as last year
State Clinic 8/26/2017 to be held at Alpha Gymnastics
- Time – tentatively 8am registration, 8:30am state meeting, 9am or 9:30am presentations by clinician(s)
- It was discussed the main clinician to give two-hour presentation in the morning, followed by 1 or 2 hour lunch break, and two more hours of presentations in the afternoon. Before the afternoon session the judges to do a presentation on composition deduction (questions from the optional state meet)
- At this point a main clinician has not been secured. All board members to get involved to secure a clinician. Giovanna suggested Justin Lowery or Mary Lee Tracy.
OK USAG Website – continue using the service of Dicki Ward. The board discussed payment options for Dicki’ service, which is to be negotiated and determined soon.
State tabulator – the board agreed to continue using Mitzi Terri for the existing annual fee of $1000
Social Media – it was discussed that some other States and Regions use social media platforms to promote events, and as an additional outlet of information – we will approach Dicki to see if he has an interest in doing this for us.
New Business
- There was a proposal for two new awards to be given at the all-state banquet. Lorrie spoke about Ken Hensley Spirit award, and Jennifer proposed the Betty Roberts Heart award. Specific criteria for the two awards to be announced soon, and then sent out to all clubs in the state so we can include them in this year’s banquet. It was proposed that the top three nominees for each award be invited to the banquet (nominee plus one guest), and the winners to be revealed at the banquet. Only one nomination per club would be acceptable.
- The state team program of the year award was removed by unanimous vote. The reasoning behind was to concentrate on the success of the gymnasts rather than the clubs.
- Giovanna requested that the rules for the NJC qualifier meet are spelled out and communicated more clearly prior to the event (who qualifies, what expenses are paid for, etc.) She also enquired about a workout of the team together prior to their departure to nationals.
- The drop back date was set to an earlier date (2/4/18) after Dynamo Classic.
- It was reported that the mobility score from level 4 to level 5 has been changed to 34.0, (used to be 31.0) starting August 1st.
- It was reported that at the State meets each participant has to pay $5 fee that goes into the Regional funds. To be imposed onto the entry fee at the state meets.
- It was reported that all regional entry fees, including Xcel regionals next year would be $130 per gymnast.
- Karis reported that USAG is encouraging everyone employed by a gym take the safe-sport course (coaches, instructors, administrators, etc.)
- It was reported that the 2018 Region 3 congress will be again in Texas, and that the 2019 one will be in Colorado.
- It was reported that we have several bids for compulsory and optional state. Bids: Jenks-optionals, P66-optionals, Dynamo-either, Victory-either. Optional State is awarded to P66 & Compulsory State is awarded to Victory.
- The optional state meet date was set for March 16-18
- The compulsory state meet date was set for March 30-31
- Regional meet dates:
  - April 12-15, 9/10 Regionals, Denver University, CO
  - April 20-22, 8 Regionals-Achievers, Lake Dallas, TX
  - April 27-29, 7 Regionals, University of Missouri-Kansas City
  - May 18-20, Xcel, Galveston, TX
- It was agreed unanimously that the Xcel bronze and silver be a part of the compulsory state meet, and Xcel gold and higher be a part of the optional state meet.
- It was reported that the four judging panels for the compulsory state meet was well received and that for the next year we will make best effort to implement four judging panels for both state meets. Jeana confirmed that this is possible and will begin working on assignments.
- It was decided that for both state meets the meet referee is unaffiliated judge, even if it has to be out of state judge.
- At the latest regional meeting all states were encouraged to determine their state meet referees as early as possible, and then the state-judging director along with the state meet referee discuss judging panels for the state meet.
- The board agrees to sponsor a table for the IGHOF induction dinner in Oklahoma City
- Next board meeting was set for August 26th at the Embassy Suites in Norman, OK at 5pm
- Meeting was adjourned by Karis at 3:15pm