Friday, September 21, 2007

Dear Record Keepers:

It's that time of year again. In order to review the records, I would be
grateful if you would send me your records reports by Sunday, October 14, 2007.
I will be able to get them to the national  office in time to be included in the
2007 Annual Meeting Report book. Reports after the October 14th deadline may not
be published in the Annual Meeting Report and will be printed as an addendum.
This may see a little earlier than previous years. The national office is
concerned with meeting their shipping deadline to Hawaii.

Your reports should be sent to me as Microsoft Excel or Microsoft Word (or
compatible) e-mail attachments and, when printed, should be able to fit within
the standard page margins.

To facilitate communication, it is important each mark that you list include
"item numbers" in the far left column. Start your section with  "1" and include
as many marks that may be ratified at the December 2007  Annual Meeting.

Many of the record keepers have sent me regular updates for the USATF web site.
There is a routine available on the national web site that  will help pull the
pending records into a tab-delimited file.

   http://www.usatf.org/statistics/records/index_test.asp

You will still need to look through and edit that list as there may be multiple
pending marks for a single event or pending marks that are  unlikely to be
ratified this year. (I included a link to these utilities  below.)

Please bring your lists to the annual meeting on an IBM formatted disk,  or
other electronic media, as well as a paper copy. Please use the same  format as
your original list report. Add lower case letters ('a', 'b',  etc.) to the item
numbers to indicate where the new marks should be  inserted in the convention
book list. (E.g. addendum item 1b. would be  added between items 1. and 2.) Only
marks which are ready to ratify  should be included on this addenda list. Please
email me the updated  lists before the annual meeting starts and bring 25 copies
to distribute  to the people attending the meeting.

All lists may be sent to my email address:

   jkuo@usatfne.org

I will update you on the time and place for our records committee meeting in
Indianapolis. Please let me know of any items that you want  to include on the
agenda.

To assist the record keepers, I have been maintaining a web page that includes
record resources. That page includes links to the records and  utilities on the
national sites, printable record applications, as well  as samples and
instructions for creating the records list for the Annual  Meeting book.

   http://usatfne.org/records/

I welcome any to ideas and suggestions for the web page.

Thank you all your work during the year and hope all is well. --  Justin Kuo