Attending: Matt Layko, Bill Shook, Mike Yoe, Marilyn Thompson, Dan Pickett, Kevin Wendelboe, Jeff Hoppen, Marion Horton, John Boger, Regina Brown, Karl Owen, Chuck McCracken
Registered Proxies: Annette Stanley to Regina Brown; Dee Yoe to Mike Yoe
Meeting started: 9:00 am
Agenda Items:
1. Approval of August 24 meeting's Minutes:
Karl had questions about the legality of changing fiscal year. He felt that was a Bylaw action. Dan pointed out that the Bylaws do identify when the corporations fiscal year is, but that paperwork is submitted to government along with the bylaws that set the fiscal year in the eyes of the government. Dan explained that he filled out paperwork and submitted to government to change fiscal year end to September 30. Last meeting's motion just gave approval for that and to change ongoing in the next revised bylaws. Dan expressed request to make minutes even more clearer so that those not in attendance can understand the results of the meeting.
| Motion 1: MSA- To approve the August 24, 1997 minutes |
2. Treasurers Report:
Since last meeting, we have paid employee's 1993, 1994, 1995, and 1996 taxes. Penalties and assessments may still follow. The 1996 year penalties have been waived. Our CPA has not done the Form 990 yet. They hope to have it done by September 30.
| Motion 2: MSA- To approve the Treasurer's Report as given by Dan. |
3. Budget:
Next year's budget is still a work-in-progress. Have normally done budget as a zero-based budget and anticipate that is how next year's budget will be handled as well. Dan will have more detailed budget next meeting.
4. Travel Policy:
Dan passed around working copy of Carolina Region's Travel Policy. The Travel Policy will cover only Board Members and other individuals the Board approves (Official's candidates) for approved Region business. Board Meetings are considered a part of Board member's duties and may be governed by a separate policy. Dan will take input and continue to revise Travel Policy for future consideration.
5. Independent Contractors Agreement:
Dan has put together a standard form using other Region's examples. This is a continuation of our efforts to professionalize and keep up with government reporting requirements. Our CPA is looking at the form now for their input. Discussed ways to monitor and control independent contractors behavior at our events as the membership just see them as part of the Region. All independent contractors (officials, trainers at Regionals, clinicians) must be members of the Region, thus subject to our Code of Conduct and Disciplinary Policy.
6. Bylaws Revision:
Karl went over some of the final questions he has on the document. For Official's Division Board - the Raters Chair will be at least a Junior National. Administrative positions will not require being a certified official. For At-Large members on Board - Commissioner can appoint up to three without the stipulation that there be an odd number. Do we want the main Board to have Juniors on it? No objections were raised. Karl asked all to address comments to him by the following weekend. He then will get revised/final copy out for vote at next meeting (subject to having a lawyer look at it).
7. Nike Volleyvan:
We think the van will come through NC November 15-18 (the way they do scheduling is mixed up). Keep in mind possible stops for the van. Chuck will try to work directly with Craig (van driver) to work on schedule.
8. Official's Clinics, Dates, and Sites:
Nov. 9 in Raleigh TBD; Nov. 16 at Charlotte Providence HS; Nov. 23 at East Forsyth HS in Kernersville; Dec. 6 Joint Adult/Junior in Asheville TBD; Dec. 7 in Raleigh/Chapel Hill TBD; Dec. 13 looking for site in Charlotte or Triad area
9. Volleyball Unlimited Request:
VU wants to be able to hold 3 on 3 soccer in their separate court during our tournaments. Chuck will look into clarification from our insurance company whether we can reach an agreement to limit our liability to our courts only.
10. Registration Packets Information:
Packets will go out this coming week to all of last year's Reps and those requesting them. Information on hosting own clinic discussed and finalized. List of Approved Clinicians and sign-up form will go out with packets. Karl revised All-Region voting procedures and will get to Kevin for inclusion in packet. Tournament Schedule still being compiled. Will try to get in October newsletter and on web when finalized. Junior Coaches Meeting/Tournament Director's Meeting site still needed in Greensboro for November 22. Club Director's Workshop will be held December 7 at the site of the Junior Official's Clinic in Raleigh/Chapel Hill. Letter to Junior Teams will be included inviting them to join Junior Advisory Board and attend meetings this year to prepare them for next year's revised Board structure. Juniors will need to pre-register for clinics this year so we have an idea of number of clinicians and tests to provide. Pre-registration form will be included with packet.
11. Select Six Update:
Forbush won the tournament. Positive comments all around on concept. Our promotional materials were fully distributed.
12. Other Business:
For next meeting, Bill would like the Juniors Division to look at expanding to 12's and revising junior clinic procedures.
13. Next Meeting:
October 19, 1997 - Chapel Hill Library - 1:00 - 5:00 pm (Doesn't open until 1:00 so no need to be early) Directions: Take I-40 to exit 266 (Hwy 86). Go South into Chapel Hill approximately 2.5 miles o Estes Drive. Turn left on Estes and the library entrance will be on the left in 1.2 miles. If you reach Franklin Street, you've gone too far. Alternate Directions (from Raleigh): Get off I-40 at the Hwy 54 Chapel Hill exit. Take 54 to 15-501 North. Turn left onto Estes Drive at the first light (at University Mall). Take Estes across Franklin Street and the library is on the right, 1 block north of Franklin.
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14. Meeting Adjourned - 11:25 pm