Attendees: Wade Brence, Amber Fulk, Jeff Hoppen, Chuck McCracken, Kevin Wendelboe, John Boger, Dan Pickett, Ray Wiley, Dee Yoe, Mike Yoe, Bill Shook, Susie Griffin

Non-Attendees: Karl Owen, Janet Perry, Marilyn Thompson, Sharon Biggs, Greg Adas, Fred Wendelboe

Registered Proxies: Catherine Edwards to Amber Fulk, Karl Owen to John Boger, Chris Lockwood to Susie Griffin

Guests: Sheila Lyons and Bryan Robinson of W-S Steelers Junior Girls AAU program

Meeting Start-time: 9:07 am

I. Facility presentation - A Winston-Salem facility is available and a local AAU program is looking to purchase it and is looking for help/partners. They hope to get going with it fairly quickly and could start with programs by February. Both groups will need to continue the discussions on what they want and need. We agreed that this is something we should continue to research and investigate the proposal and ways we can be involved with this venture. We may be able to use this opportunity for our new office space. Chuck, Kevin, and Dan will continue to follow-up with their group to see if we can be involved.

II. Approval of June 12-13, 1999 Annual Retreat minutes. Motion by John, second by Susie to:

Motion 1: Approve the BOD minutes from the June 12-13, 1999 Annual Retreat of the Board. MSA

III. Finance Report - Financial status hasn't changed much since last meeting. We still have a surplus that we'll keep in the money market account until we decide what to do with it - office, facility, etc.

IV. Directors & Officers - we should be at a point now since last year's 990 is close to being done, so we should be able to get some bids on it. Kevin will get ESIX contact info to Dan, and Dan will continue to follow up on this.

V. Auditors - they are trying to catch up with some of last year's information and 1999 fiscal year is close to being complete. We have taken back in-house the quarterly tax payment. We should eventually have them audit some of our procedures for everyone's protection.

VI. Facility Grant Applications - Rutherfordton has submitted their proposed costs for purchase and installation ($5000+). Facility Grant Committee will review and make recommendation at next meeting.

VII. Playoff Officiating policy - adults reviewed the proposal sent out by John and generally liked it. They would like to make clear the definition of what a host team is (all teams from a club that is sponsoring the tournament). They wanted to define the mileage as approximately 60 miles as the limit to how far to travel. The Junior Division wished to keep the current policy so that teams know which place (either 3rd, 4th, or 5th whichever we decide) must stay to ref. All seemed to agree that we will suggest that the host team(s) should offer to officiate the first round if they are not playoff participants. We will also require that all teams are to check in with the tournament director before leaving. Remainder of current policy was not changed at this time, thus third place team must still stay to ref.

VIII. Injury policy - intent of change is to let players/teams play in Regionals when something happens that brings their roster size below 7, no matter what the reason. We will add that the additions are subject to approval by the appropriate eligibility committee, who will confirm that the added player is not of a higher level of the team being added to. John and Karl will continue to work on it with suggested changes and submit it next meeting for final approval.

IX. Due Process Policy - adult division liked the new structure, but added some time frames. The commissioner (or designated authority) would have 5 days from receipt of complaint to gather facts and render decision to the party. They would then have 10 days to appeal to an eligibility committee. The hearing would take place at the next scheduled board meeting. John will work that into current policy and then we'll circulate it for final approval at next meeting.

X. Border policy - Chuck asked for some guidance on his discussions with Palmetto Region on our border disputes; (1) we should charge a $15 administrative fee to all out-of-Region participants at all our clinics (IMPACT, Officiating) that they want to attend and they need to pre-register like our members do, (2) we will keep our tournament entry priority for out-of-Region teams the same as it currently stands. Chuck is still working on the major issue of which Region the border teams register with.

XI. Youth/Junior National meetings - Bill gave a brief rundown of the new structure of the division. Since it's a new structure a lot of the time was spent on forming missions, goals, etc. for each commission. Had staff reports and event reports. Still reviewing sites for announcement of 2000 Junior Nationals. Hope to announce in September.

XII. Internet proposal - we're looking into getting our own site so we could have our own domain name and email addresses and more control and inter-activity with our members. Everyone agrees that this is the way we should go. Karl provided two alternatives for server space one for approximately $30 per month and another on a computer system hosted by Karl for about $10 a month. Initial setup fees of $100 and domain name registration fees of $70 are also included. Karl acknowledged that he has a conflict of interest in this proposal. Motion by John, second by Bill:

Motion 2: The Carolina shall appropriate money in next year's budget to register a domain name, set up a web site on Karl's site, and continue to upgrade services and information offered by our web site. MSA Abstain: Karl Owen

XIII. Other Business - Dan will check to see if Joe Pike's refund (First Flight petition, see May 2, 1999 minutes) check has been sent and confirm with Chuck.

XIV. Future Meetings - Sept. 12 Guilford College 9 am, Oct. 17 Chapel Hill 1:00 pm, Dec. 4 at Chapel Hill 7:30 pm, Dec. 14 Adult Seeding meeting. We will set the remainder at the next meeting when more people are in attendance and have their schedules.

XV. Motion by John, second by Dan: to adjourn.

Motion 3: To adjourn the August 15, 1999 Board meeting at 1:17 pm MSA

ACTION ITEMS:

• Chuck, Dan, and Kevin - follow up with W-S AAU program to see how we can be and want to be involved with purchase and or sub-lease of facility in Winston-Salem.
• Dan - get bid on Director's and Officer's Insurance policy for Board.
• Facility Grant Committee - Bill, Susie, Marilyn - review information submitted by Rutherfordton group and make final recommendation on grant to board at next meeting. Up to $3000 conditionally approved during June meeting.
• John and Karl - add suggested changes into Injury policy and present at next meeting.
• John and Fred - add suggested changes to Due Process policy and present at next meeting.
• Chuck - continue negotiations with Palmetto Region on border teams.
• Karl, John, and Kevin - begin process of registering domain name and setting up our own web site.

Maintained by Kevin M. Wendelboe crvb@ix.netcom.com

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