Another fiscal year is coming to an end in the AVA and it certainly appears we will end the year in good shape financially. At the end of May, even though our revenue was more than $20,000 below our budgeted revenue and our budget projected a loss of more than $39,000, we showed a net income of about $3,000. So we are keeping our heads above the water and we are paying all of our bills. In order to continue to pay those bills, however, we must depend upon our clubs to pay us the fees that are due, when they are due. While most of our clubs are regularly on time with reports and payments, we do experience some problems. The second quarter of the calendar year is coming to a close in less than a week, but we still have thirty-five first quarter events for which we have received no after-action reports or quarterly participation reports. At the end of April, when we should have had a report on every first quarter event and all the Year Round/Seasonal Event quarterly participation reports in the Headquarters, we still had more than two hundred reports missing. Now our phones are overheating with hot calls objecting to the late fees that clubs were billed for these late reports. I understand that nobody likes the idea of a late fee, but experience in the AVA has shown me that if we do not have a late fee, the number of late reports gets higher every month. I know many of the clubs have little extra money. I know you are all just volunteers. I know you think we do not care about the clubs. I know there are sometimes real problems that cause the late reports. But, I also know several other things -- that the people at the Headquarters care very much about each and every club in the AVA; that these people work very hard to support your needs and desires; that in order to support the clubs and the individual volkssporters, we must have the cash available to pay our bills; that most of the cash comes from participation numbers that are provided in these reports; and that if we have no penalty for late reports, we do not get on time reports. Thus, we have the hated late fees just like your mortgage company, your credit card company and your electric company. And, just like all of these other organizations, the late fee is driven by when the report is received, not when the customer mails it. This policy has been in effect for at least two and a half years. I am sorry we must have such a policy, but we do. I am sorry I have to enforce such a policy, but I do. I am sorry that people are upset about the policy, but they are. None of this changes the policy, and the simplest way to solve the problem of paying late fees is to get the reports to the Headquarters on time. We do give you thirty days to fill out the form and get it to us. Why not just start the process a few days earlier and, please, do not depend upon the US Postal Service to get the report to us in three to four days. Give those folks at least seven business days or a little more to get it to us. This would make everyone a bunch happier.
IVV Rule Change for Bike and Ski Events
At the June 2-3, IVV meeting in Oslo, Norway, a motion was made by the Norwegian Federation to allow a shorter distance for bike and ski events similar to what was allowed for walk events. The motion was approved.
For Bike Events: A minimum 25-kilometer trail IS required . The 13-kilometer trail would be in conjunction with the full 25-kilometer trail. A club MUST offer a full 25-kilometer trail. That does not mean offering only a 13-kilometer trail to be biked twice for the 25-kilometer distance.
It will be up to each IVV country as to how they implement this new rule. Volkssporters could possibly attend an event in a European country where the 13-kilometer trail is used only for seniors and children.
The 13-kilometer distance does NOT apply to Year Round or Seasonal Events. These trails are still required to be a minimum 25-kilometer distance.
The 13-kilometer trail is not mandatory. It is up to the individual club as to whether they wish to offer a 13-kilometer distance in conjunction with the 25-kilometer trail.
For Ski Events: A full 10-kilometer trail IS required. The five-kilometer trail would be in conjunction with the full 10-kilometer trail. A club MUST offer a full 10-kilometer trail. That does not mean offering only a five-kilometer trail to be skied twice for the 10-kilometer distance.
It will be up to each IVV country as to how they implement this new rule. Volkssporters could possibly attend an event in a European country where the five-kilometer trail is used only for seniors or children.
The five-kilometer distance does NOT apply to Year Round or Seasonal Events. These trails are still required to be a full 10-kilometer distance.
The five-kilometer trail is not mandatory. It is up to the individual club as to whether they wish to offer a five-kilometer distance in conjunction with the 10-kilometer trail.
Along the Trail
YRE Changes. If the only changes you are making on your YRE involve the front of the form, you do not need to complete the back. BUT, be sure and double check to see if you have any changes involving the back of the form because we are on a short deadline after the proof sheets go out and there is not time to make a lot of changes. The deadline for YRE information is 09/01/00. Your cooperation and attention to detail is vital. Let's work together to make the Starting Point 2001 the best ever.
Quarterly Participation Reports. Because June 30 is the end of our fiscal year, it would be helpful if the Year Round/Seasonal Event Quarterly Participation Reports could be submitted as soon as possible. This would help us in preparation for our annual audit which begins early in August. While clubs do have until July 30 to submit these reports, we would really appreciate it if you could submit them before that deadline. Thanks in advance for your help.
Brochures. Our sponsor New Balance Athletic Shoe has just produced a new pamphlet entitled, "Why Walk?" It is loaded with great information and has a nice mention of AVA. You may order these brochures (at no charge to the clubs) by contacting Rob Gale at Headquarters. We still have a good supply of our official brochure, "The Spirit of Walking." They may be ordered in the same manner. Enclosed. Please only use the updated, enclosed event kit order form. It is self explanatory. There are no charges for these materials. However, realize that supplies are limited. Please be conservative when ordering.
Club Officer & Annual IRS 501c (3) Update Form Enclosed. These two forms have been have been combined into one, to simplify reporting for the clubs. Please ensure that you fill out the entire form. Note that it must be submitted annually whether or not any changes occurred and that it needs to be received at the National Headquarters prior to March 1 of each year. A new form must be submitted each calendar year. For example, if you submit an update in November 2000, a new form must be submitted between January 1, 2001 and March 1, 2001.
Reminder. You do not have to send a check with your reports, sanctions, etc. We will bill clubs for those and you can submit one check with your monthly statement.
Opportunities Enclosed. Please take the time to read this marketing newsletter and share it with club members that are interested in marketing our great sport.
Last Updated: 1/17/02
© Copyright 1996 Wendy Bumgardner Clubs may reprint for club use.