|
This is the document that covers the organizational |
|
Last Updated: Sunday, August 03, 2008 |
|
The Texas Instruments Track and Field Team Charter
Article I Name, Purpose, Objective A. The name of the team shall be The Texas Instruments Track Team.
B. The Texas Instruments Track Team is organized in accordance with the rules of The United States Corporate Athletic Association (USCAA) to provide a team to compete in the annual USCAA National Track Meet and the USCAA Houston Regional Meet. The rules can be found at the USCAA web site at http://www.uscaa.org/ or through the TI Team Site at http://www.enerjazz.com.
C. The Texas Instruments Track Team will represent Texas Instruments in friendly competition against other corporations and allow employees (and eligible contractors) a chance to benefit from the physical training, teamwork, and relationships. Article II Organization, Roles and Responsibilities A. The Team will hold elections for the officer positions - Captain, Treasurer, Manager, and Coaches. Captain, Treasurer, and Manager positions should be held by active TI employees. B. The Captain may appoint other roles as required, including a representative to the USCAA Board. C. Officers will serve a one-year term beginning at their selection. Elections will be held within 2 months following the conclusion of the national meet. D. The Executive Committee will consist of the TI sponsor and the following: Team Captain – Will be the liaison with the USCAA. Responsibilities include: Team organization Communication - with the Team, USCAA, and TI Management Recruiting
The Team Captain should have good organizational and communication skills. The captain will coordinate with other officers and be the primary communication conduit for the team, the USCAA, and TI management. The preferred methods of communication are a web site and a team e-mail list, which will be the captain's responsibility to maintain or delegate.
The captain has the responsibility to maintain the support for the Track Team within the company and to work with the USCAA to assure the continued viability of that organization and the meet.
The team captain shall devise the team strategy and determine placement of the athletes in the events with input from coaches. Should have good EXCEL spreadsheet skills. The captain has the responsibility to comply with the rules of the USCAA and must be fully versed in the particulars of each and every event.
Team Treasurer/Travel Coordinator - Will be responsible for the finances and travel planning of the team. Responsibilities include: Budget preparation / submission Team travel arrangements Processing of invoices / check requests
The Team Treasurer should have good advance planning, financial, and Excel spreadsheet skills. Must have excellent communications skills and be able to work with all team members (including non-Texas sites), the travel agent, and the team captain. Should be familiar with the TI XMS system and have access to a TI AMEX Corporate Card. Should also know procedures and processes for manual check requests and general accounting flow. The treasurer is responsible for preparing the annual budget in conjunction with the team captain. The treasurer will track the budget quarterly, then monthly for the final 3 months, and report the status to the team captain and TI sponsor. They will also prepare a year end summary statement at the conclusion of a season's financial transactions. The treasurer is responsible for planning the travel calendar and clearly communicating the key dates and issues with the team. Must have good people skills and be accessible via phone and e-mail. The treasurer will submit the required forms and checks to the USCAA. Team Manager - Will be responsible for the uniform and supplies management. Responsibilities include: Uniform / warm-up / bag management and distribution Drinks / food / tents at the meet Coordinate timers and team event check-in at the meet. Coordinate volunteers. Collect USCAA forms.
The team manager should have good organizational and communication skills. EXCEL spreadsheet skills are a plus for inventory management. Must be persistent in efforts to collect USCAA forms and uniforms. The manager is responsible to maintain the inventory of team uniforms. Will maintain the inventory of undistributed warm-ups and team bags and be responsible to communicate and deliver those to new team members. Must manage the uniform (singlet/shorts) check out and establish and maintain an inventory system for those items. Responsible for assuring that the uniforms are checked out for the regional and national meets and returned at the end of the season. The manager will bring spare uniforms on the trip as well. The manager will report the season end (September) uniform status to the Captain and Treasurer/Travel Coordinator so additional items can be budgeted if required. During trips the manager will coordinate any logistical supplies such as tents, coolers, food and drink for the team. The manager will also assure that timers are recording splits and data and that team heat sheets are filled out and turned in for each event. The manager shall also organize and coordinate the team volunteers to help staff the many positions at the national and regional meet. The treasurer is responsible for communicating the request for people to fill out the individual USCAA forms each year. These forms should be collected, copied, and mailed (by the Treasurer) to the USCAA with a check for the required amount in advance of the deadline. The manager should maintain copies of these forms. The manager will be responsible for the production and distribution of the team travel books. Coach / Coaches – Responsible for track coaching and conditioning. Provide track coaching assistance Organize team workouts
The coaches shall be responsible for assisting the team members with training by providing workout schedules, plans, and guidance. Coaches are responsible for attaining and recording accurate time trials. They will also work with the captain to determine the optimal placement of athletes in each event. USCAA Board Member (appointed) – Responsible for interface with the USCAA organization. Attends Board Meetings (monthly phone call) Represents the TI Team on any USCAA voting issues
Article III Membership Membership eligibility for the Texas Instruments Track Team is defined by the rules of the USCAA. The following process is used to select the team: 1. The team will budget for a certain number of athletes (approx. 60) 2. Time trials / race results will be posted from April 1st – July 1st. Anyone reaching an Automatic Qual. Time/Distance is on the National Team. Anyone reaching a Minimum Qual. Time/Distance is a strong candidate. 5. Others posting times that are close to the minimum will be chosen based on their time and the team needs. The team will select from the posted times until all event slots are filled or the budget is exhausted. See the calendar below for the timing of the selections.
C. The Captain and Coach(s) will be responsible for making the selections and placing people in the events.
Article IV Team Planning Calendar August / SeptemberHold selection of team officers for the next year. (Captain + Sponsor) Submit publicity on team results from the Nationals. (Captain) Finalize previous year cost summary. (Treasurer - outgoing) Prepare and submit preliminary budget to HR (Dee Hunter and Tina Cazares) for planning. (Treasurer) FallReview qualifying times and update for the next year. (Coaches + Captain) Review budget for accuracy and adjust based on selection of meet location. (Treasurer) JanuaryOnce budget is approved, hold executive committee meeting. (All officers + Sponsor) Begin publicity / recruiting (Captain)Free Times Flyers E-mail to remote sites HR offices Communicate plans via the team mailing list
Submit team entry (Treasurer) Book hotel block and Dallas group air block (Treasurer)
FebruaryBegin base training. (Coaches) If needed – select uniforms / etc. (Manager) MarchBegin team practice on Thursday at Richardson High School. (Coaches) If needed – order uniforms, etc. (Manager) AprilSolicit volunteers / select team for the USCAA Houston Regional (Captain) Begin collecting and posting track times (Coaches / Captain) MayAll-Comers Meets begin (All) Reserve rental cars (Treasurer) JuneHouston and/or Dallas Regional Track Meet (All) Team SelectionAutomatic Qualifying Times – automatically on the team. Minimum Qualifying Times – top times selected as needed. Others Posting Times – remaining team filled by times needed Alumni – (5) Alumni selected based on need and qualifying status.
6 weeks prior to National Meet List preliminary team selection and list for air ticketing / room purposes
4 weeks prior to National Meet 3 weeks prior to National Meet Finalize Alumni selection
Approved by: Dee Hunter 8/16/2006 TI Sponsor Date |
