Resolution from Member Clubs of the St. Kitts and Nevis Amateur Athletic Association, SKNAAA, Presented to the membership during the General Meeting of the association on Saturday, 6th June, 2015.
The development of athletics in St. Kitts and Nevis continues to be a priority activity for all stakeholders, especially member clubs of the St. Kitts and Nevis Amateur Athletic Association, SKNAAA.
However, while the sport has made considerable progress in recent years, recording outstanding performances by some of our top athletes, many challenges continue to confront the organization, at the administrative level.
The SKNAAA, however, is not alone in this regard, as other sporting authorities too have noted their own difficulties at various levels.
The recent fallout at the highest levels of the international body responsible for the administration of football, (FIFA), has only served to highlight the magnitude of some of the issues in sport management that are in need urgent restructure.
The current FIFA scandal has brought into spotlight the shortfalls of associations, when it comes to accountability, transparency, inclusiveness and the practice of sound democratic and constitutional principles. As we should be aware, former and current top FIFA officials have now been indicted by US authorities, with others being sought via extradition. Some have also been placed on the Most Wanted list of the FBI. Charges have been leveled for various offenses including bribery.
We here in St. Kitts and Nevis and in the SKNAAA have not had such extreme experiences.
However, the SKNAAA has had its fair share of impropriety with the embezzlement a few years ago of almost a half million dollars, from its most senior officer who is no longer with the association. This experience and the present fiasco involving FIFA, must be a wake-up call for all sporting bodies, including the SKNAAA. It begs for urgent action to be taken to safeguard the integrity of the body, improve its management, tighten systems of accountability, transparency and democratic practices.
It is therefore in light of these concerns that we the undersigned member clubs of the St. Kitts and Nevis Amateur Athletic Association, SKNAAA, hereby make the following directives that should serve to strengthen the management and operational practices of the SKNAAA.
We therefore hereby submit the following concerns with the stated directives to the Executive of the association:
A. FINANCIAL MATTERS
The membership is extremely concerned over the lack of proper and tighter financial protocols for the receipt and expenditure of the association. We hereby direct that all the requirements of the association’s constitution, as to how monies should be budgeted, approved and expended, be followed, with immediate effect.
It must be stated that the membership shall treat, with the utmost serious breach, any and all attempts to commit funds of the association that are not in accordance with the requirements of the constitution and the decisions stated here by the membership.
1. CARIFTA GAMES
The current debt owed by the association as a result of hosting the 2015 CARIFTA Games is cause for major concern. It is our understanding that approximately EC$600,000 remains as debt from this event.
With this dreadful situation, the question must be asked if no budget was prepared and approved for this event and if so, what forecast would have been made and why measures were not in place to properly manage the expenditure to avoid the huge loss and debt.
It is therefore hereby required that the SKNAAA Executive take immediate steps to establish a sound financial plan to bring the SKNAAA out of this financial situation. Such plan must be finalized and submitted to member clubs no later than 31st July, 2015.
2. Amounts owing from former president Raphael Jenkins
The continued balance of large sums of monies owed to the SKNAAA by former president Raphael Jenkins remains a main concern for the member clubs. It is understood that Mr. Jenkins initially misappropriated approximately EC$400,000 from the accounts of the association.
To date, an amount of approximately EC$197,000 has not been repaid and as a result programs of the SKNAAA ae being stifled. President Jenkins was held in a position of trust and was expected to exercise the greatest levels of integrity, both of which he ignored. This matter needs to be given the utmost priority.
We the member clubs are directing the executive to provide a written update to all members by 6th July 2015. It is required that the SKNAAA Executive use its very best efforts, including legal action to effect a resolution by September 30th 2015.
Finally, a formal letter of appreciation and thanks shall be prepared and sent to the Government of St. Kitts and Nevis for their tremendous contribution to the Carifta Games, amounting to over EC$400,000 in cash support and other assistance in kind.
3. Outstanding funds from ZIZ
Following the hosting of the 2008 CARIFTA Games here in St. Kitts, ZIZ owed the SKNAAA approximately EC$300,000. Since then the association gave debt forgiveness to ZIZ of most of these funds, leaving the station to pay a cash amount and the balance to be redeemed in in-kind advertising services.
The Executive of the association is hereby directed to take immediate steps and to use its best efforts to have all remaining cash balances paid up in full before the end of September,2015 and to devise a proper system to guide the access and use to that amount payable in services.
We therefore require a written update by 6th July 2015 to be sent to the membership, stipulating details about the repayment.
Requirements:
1. New protocols must be developed to help control all expenditure of the association. For example, there shall be limits stipulated on executive members for committing financial resources over certain amounts.
2. The executive shall establish expenditure levels that must receive prior and formal executive approval. At the same time, the Treasurer along with the President, Vice President and General Secretary may be allowed collectively to commit payments, not exceeding EC$1,500.00. However all such amounts must be ratified by the full executive within a one (1) month period. Even in such cases, such expenditure must be based on a budget that was already established and approved.
3. There must be an approved budget for all events and activities under the auspices of the SKNAAA.
4. The Executive is also hereby directed to establish and have approved by its executive membership, a monthly “Petty Cash” budget to be used for small payments not exceeding EC$1,000. 00.
5. The time has come for the Executive to invest heavily in a comprehensive annual budget planning program that will carefully outline all projected expenditure and income from programs and activities, competitions, travel overseas for training and development and athlete participation of any and all types.
6. Equally, led by the Treasurer, deliberate steps shall be taken to identify and vigorously pursue new sources of revenue for the association from government, sponsors, fundraising programs and other initiatives.
7. Every effort must be made to reduce the dependence on only one major source of grant funds.
8. No type of loan, overdraft or other such financial arrangements shall be attempted or made without the proper authorization of the Executive. And in such cases there MUST be full discussions and explanations that shall outline the use of funds, means of repayment and terms to be applied.
B. Communication with Member Clubs
The SKNAAA is comprised primarily of clubs. However, it is recognized that for far too long clubs and their leaders have been disrespected and disregarded.
• It is therefore required that all member clubs be included in the protocol list for the invitation to all official events of the association.
• Clubs must be accorded the utmost respect and courtesies that should be given to all members of the association.
• The present system of communication between the executive and member clubs is in great need of improvement. This has manifested itself when it comes to decision making on important matters related to the association including competitions, athlete’s selection, coaches’ selection and scheduling of events in SKNAAA sponsored meets. Decisions in these matters must have the involvement of the member clubs and when it comes to competition scheduling, approval from a majority of clubs is required. It is to be reminded that the highest authority of the SKNAAA is the general membership and the decision of the majority members must at all times be adhered to.
C. Selection
It has come to the attention of members that athletic teams are being selected without the proper protocols being adhered to in accordance with Article twelve (XII) six (6) & seven (7) of the constitution of the SKNAAA.
It is therefore directed that the executive and all members adhere to the constitution with respect to these matters.
D. Criteria for Selecting athletes for overseas training and development
The executive is advised to adhere to the constitution with regards to selection of coaches and athletes for training and development locally and overseas.
It is further directed that a clear set of criteria be established by the Coaches Commission and the Selection Committee to guide the selection of such coaches and athletes for said training and development whether in St. Kitts and Nevis or abroad. The criteria must be disseminated to the clubs by July 15th, 2015.
E. Development Meets / Challenge Series
• There needs to be a more comprehensive evaluation of the Challenge Series.
• Performances at all levels with the athletes, coaches and organizational plans must be constantly reviewed and improved.
• Senior athletes have been seriously disenfranchised by its structure because of its focus on our youth and juniors.
• The Executive is hereby directed to look into this matter and to organize a special meeting with member clubs and the competitions committee, to discuss and determine a new way forward, by September, 30th, 2015.
• It is also required that steps be taken to secure a sponsor for the series.
F. Relationship with SKNOC
• There is need for greater clarity when it comes to the relationship between the St. Kitts & Nevis National Olympic Committee, SKNOC, and the SKNAAA.
• An urgent effort must be made for formal dialogue between a representative body of the SKNAAA comprised of the principal officers and the SKNOC to articulate proper protocols of co-operation, collaboration and relationship building. This meeting must take place before September 15th 2015.
• It is important for there to be clear lines of separation when members who are part of multiple sporting associations that are involved in policy development and decision making positions to avoid conflict of interest.
G. Conflict of Interest
The matter of conflict of interest is becoming an increasing concern for members of the SKNAAA. It is our strong recommendation that Article XX of the SKNAAA Constitution be fully and strictly adhered to with immediate effect.
H. Annual Awards
• We are proposing that an annual awards dinner be organized to recognize the achievements and performances of athletes and contributors to the sport of our prestigious organization. Efforts shall also be made by the Executive to establish a Hall of Fame for the sport.
I. Better relationship with Athletes.
It is recommendation that a standing committee be established to forge and maintain greater relations between athletes and the Executive. Such committees should comprised of between 5-7 persons, including the Athletes Representative and three non-executive members and should be headed by a Senior Executive Member.
J. Nevis based Members
Greater effort is needed for the creation of a specific program for the development of the sport of athletics on the island of Nevis. This shall be done in consultation with the member clubs on that island, covering areas such as equipment, new and modern facilities, and training and development locally and overseas. The SKNAAA should also work with all relevant stakeholders on the island of Nevis to enhance the athletic program.
It is required that a special task force be established by the Executive to meet with and work with member clubs, government and other stakeholders in Nevis, to develop a comprehensive plan to advance the above stated objectives and other activities, leading to improved standards and performances in the sport.
Such a task force is required to be established and functioning no later than October 31st 2015.
Also, the membership requires that a deliberate effort be made to ensure that coaches and other officials be given the opportunity to advance their skills and knowledge and to serve in various capacities with official and national teams.
New training programs should also be crafted at various levels for the membership and athletes on that island.
K. Secretariat.
There is some concern over the operations of the SKNAAA Secretariat, its staffing, funding, space and support for the activities of the organization.
Additionally, the Executive should take steps towards the relocation of the Secretariat from its present address.
It is required that the general Secretary provides, to the membership, no later than 31st July, a comprehensive plan of action, as it relates to the more efficient functioning of the secretariat and its possible re-location.
L. Periderm and Subsistence
The Executive is required to establish a transparent system for the payment of subsistence and periderms for executives, coaches and athletes travelling overseas on official SKNAAA business. An official protocol in this regard shall be establish, led by the Treasurer, and submitted for the ratification of the membership, before 15th July, 2015.
M. Financial Assistance
With the greatest urgency, the Executive is required to establish a transparent system that outlines the protocols for the granting of financial or any other assistance to athletes for development, training or any other purpose, locally or overseas.
Such protocols must be ratified by the General Membership and must be in place before any further such assistance is granted to any athlete but not later than 15th July, 2015.
N. National Championship
There is great concern over the recent financial losses of the Carifta Games and the much smaller crowds when compared with the 2008 hosting of the event in St. Kitts. This concern is also present as it relates to all other planned events to ensure that safeguards are taken to avoid further losses and larger deficits. The National Championships this year must therefore be carefully planned to attract the largest number of spectators possible.
With respect to the 2015 National Championships therefore it is hereby directed that the men 100m be scheduled for Sunday, 14th June and not Saturday, 13th June, 2015. The membership is very disturbed that despite numerous demands by most member clubs and others the Competitions Committee has refused to make the adjustment to the schedule, even though this demand was made for over a two week period.
O. Constitutional Review
The time has come for a comprehensive review of the constitution of the SKNAAA. It is therefore hereby directed that a special committee be establish by 30th November, 2015, to undertake the task of constitutional review and to complete a draft for a new constitution, to be submitted to the General Membership for ratification before November, 2016.
The work of the committee must include discussions with each member club, members of the Executive, athletes, coaches, the members of each committee and commission of the association, technical officials, sponsors, schools and any other stakeholder deemed necessary.
The committee shall be comprised of no more than nine (9) members, with no more than two (2) from the Executive, with others selected from the general membership and public. At least one person must be a lawyer. The committee when established shall have the authority to establish its own sub-committees, procedures and meeting schedule.
The full committee must be ratified by the General Membership before being confirmed.
P. Other Matters
• There is an urgent need for a special forum to discuss the future of athletics in St. Kitts and Nevis. Such a forum shall be organized before 30th November, 2015.
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