Attendees: Chuck McCracken, Dan Pickett, Kevin Wendelboe, Dee Yoe, Wade Brence, Cathy Edwards, Ray Wiley, Bill Shook, Amber Fulk, Chris Lockwood, Susie Griffin, Marilyn Thompson, John Coulter, Mike Yoe, Charlie Yang

Non-Attendees: Fred Wendelboe, Jeff Hoppen, John Boger, Karl Owen, Roy West, Regina Brown

Registered Proxy: John Boger to Dan Pickett

Meeting Started - 9:10 am

1. Approval of June 12-14 Retreat Minutes:

Motion by Dan, second by Wade to:

Motion 1: MSA Accept the minutes from the June 12-14 BOD Annual Retreat meeting. 9-0

2. Treasurers Report:

Appear to be on target for net income of about $10,000 for fiscal year 97/98. Main reasons for income - National programs (VISA rebate, transnational) paid to us this year we were not expecting, less travel than expected, more sweatshirt sales. Retirement money for office staff still in budget and that's the next item on the accountant's agenda to get done for us. Report now reflects money being repaid for our Facility Grant awards. Motion by Wade, second by Cathy to:

Motions 2: MSA Accept the Treasurer's Report as presented. MSA 9-0-1

3. Budget:

Dan also presented a proposed 1999 budget. Groups will split to help decide how to make up projected $12,000 shortfall (raise membership fees, tournament entries, cut services).

Report from Staff about need to upgrade our postage meter to a digital meter. This will increase over our current monthly charge. Chuck, Dan, and Kevin will evaluate the three options out there and order new meter before season begins. Increased costs will be reflected in budget.

Staff report also on costs of advertising in a phone book. Each city's phone book advertising is sold separately so would need to decide cities to go in individually. Costs range from $20-$35 per month for a line listing right now depending on city. Costs right now seem to be prohibitive for us.

Junior Division Report:

A. Discussed ways within Junior division to help make up the shortfall for coming season without need for raising year to year. Justification for raising membership fee is to bring in line with adult fee as all members will now be receiving a rule book. Tournament Entry Fee increase reflects increasing facility costs for tournament directors and brings compensation more in line with Adult tournament directors. It was noted that our Tournament Entry fee will still be below the entry fees of other Region's one-day tournaments (typically $125). Recommendation from committee to:

Motion 3: MSA Raise the Junior membership fee to $35 ($5 less early bird)and Junior tournament entry fees to $100 (the extra $15 to tournament director and $5 to Region). 11-0-1

B. The state high school association has announced stricter enforcement of a dead period for HS coaches to coach any of their players during certain times of the year. Junior division would like Region to respond to the association as it is a threat to our membership. Chuck will be contacting the state association to get the official policy and voice the concerns we've heard.

C. Division continued discussions on developing boys teams. Bill will design an information letter to go in registration packet (to adults and juniors) to try to encourage the development of boys teams.

Adult Division Report:

A. The adult Division also discussed ways to make up projected shortfall in coming year. Due to the heavier officiating clinic and rating demands of the adult division and since the team fee was established to help pay for officiating programs, the recommendation from committee is to:

Motion 4: MSA Raise the adult team fee by $10 and raise the adult tournament entry fee to $90 (the extra $10 to Region and $5 to tournament directors). 12-0

B. Points System - some discussion about how to handle the awarding of points when some playoffs are 2 out of 3 and some are 1 game. Will normalize and give 2 points for all playoff wins and if 2 out of 3 is played and goes to a 3rd game, then losing team would get the 1 point for winning a game. Decided that its impossible to please everyone on this point due to the fact that some tournaments will have time to play 2 out of 3 and some won't. We will emphasize in handbooks that within a division all playoffs must be same format and format must be decided and agreed upon at Captain's meeting in morning. Motion by Mike, second by Dan to:

Motion 5: MSA Use the points proposal that was presented and accepted in principle at the retreat for the 98/99 season. 8-2-1

Given the fee structures that have been decided upon for the coming season Motion by Dan, second by Cathy:

Motion 6: MSA To accept the 1999 budget for the next fiscal year. 12-0

4. Other Business:

Ray gave a report on officials business. He would like Region to put some restrictions on the reciprocity between ABO and USAV. We want to give closed book exam to the "State" officials and they have to reach certain standards that we set in order to get reciprocity. New "Provisionals" will get rated this year. After that will go on a two-year cycle for ratings. Will identify current "Regionals" and begin rating them next year so as to stagger the process and reduce workload for raters. Will form a list of raters coming from both Region and ABO that will rate both organizations so standards are same. Has received cards and patches from Dennis and these will be distributed this season. We will add to Junior All-Region ballot a place to identify best work teams, best officials, and those that need improvement. Also add spot for officials to identify the same on their payment sheet.

Motion by Dan, second by John Coulter:

Motion 7: MSA To adjourn the August 23, 1998 BOD meeting. 12-0

Meeting Adjourned: 12:00 noon

NEXT MEETING: Sunday, September 13, 1998 at Guilford College YMCA at 9:00 am. If you will be unable to attend, please send your notification and proxy by Thursday, September 10.

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Last Updated: Tuesday, 18-Dec-1999 12:10 pm EDT