Saturday, June 12, 1999:

Attendees: Chuck McCracken, Kevin Wendelboe, Dee Yoe, Mike Yoe, Amber Fulk, Fred Wendelboe, Bill Shook, Sharon Biggs, John Boger, Ray Wiley, Susie Griffin, Cathy Edwards, Marilyn Thompson, Dan Pickett

Guests: Jeff Hoppen, Susie Pignetti, Glenda Parrish, Glenn Cashion

Registered Proxies: Wade Brence to Mike Yoe

Meeting Start-time: 9:03 am

I. Retreat Agenda - Chuck outlined his plan for the weekend. We will take care of normal meeting procedures - treasurer's report, facility/equipment grants, bylaws over weekend. At 1:00 this afternoon is when we'll split off into smaller groups and discuss items germane to each division. The National structure has changed with new terminology and we may need to modify our structure/terminology to reflect that (Beach Division). Once we're done with that we'll decide action items out of groups, look at next year's budget, set tournament and meeting dates for next year, revise our Due Process procedures, and discuss any more items that will come up. We need to set up parameters for voting during retreat - only those with actual vote can vote on matters of money or budget and revisions to bylaws. We want everyone in attendance to feel like they have input, so we will have voice votes and recorded votes depending on the issue. Voice votes can be voted on by everyone, recorded votes are restricted to voting members of Board only.

II. Approval of May 2, 1999 regular meeting. Motion by Susie, second by Mike to:

Motion 1: Approve the BOD minutes from the May 2, 1999 regular meeting of the Board. 9-0 MSA

III. Finance Report - We're about finished for the year as far as expenses go. Only major ones left is the retreat expense and staff salary. We have a significant surplus thus far which basically says we didn't do a good job of budgeting. Fiscal Year ends at 30th of September. Question raised as to where we missed in budgeting - development fund for juniors, expenses for Regional Championships. It's not one big number but spread through all categories.

IV. Directors & Officers Insurance - Dan has not been able to follow up with ESIX on the quote. Once Special Olympics dies down, he'll pursue it.

V. Auditors - we are now at the stage where we can produce our own 941s at the end of the quarter which will save us money. We can now produce the state forms ourselves and basically now just use CPA in an advisory capacity. It appears we now have just about resolved all our IRS problems.

VI. Facility Grant Applications - issue is do we want to continue a facility grant program, and if so, in what form. General consensus was that we want to continue the grant program and consider making part of it out-right grants with the understanding to use the gym(s) for tournaments. Feeling also is to not have this as much a priority above establishing an office and adding staff. We have one application left over from last year and one possible verbal petition. We will decide these tomorrow.

VII. Brainstorm session on where we want to go in future if money, resources, etc. not a factor - Listing includes (in no particular order): cover more of the state; improved training of player officials; recruit more officials; paid officials at all tournaments (adult & juniors); recruiting, upgrading, and developing new volleyball facilities; providing avenues for high performance development for individuals and teams (competitions and training, adult and juniors); improving coaching development; find new coaches; encourage certifications (CAP, IMPACT); improve retention of coaches; develop new divisions (adult age group, 10's, 12's, boys, beach, disabled, coed); develop corporate sponsorship, fundraising, and affinity programs, build an endowment (financial development); Membership Development - sanction leagues, beach, reach out to clubs for their development, publicize supporter of volleyball category, region volleyvan, reach out to Boys & Girls Scouts, YMCAs, churches, Boys & Girl's Clubs, big company recreation programs, train and recruit recreational officials; improve communications, identify top players (future role models, heroes), facilitate interactions, develop media contacts and ideal time to contact them. So now, we need to figure out how to achieve these dreams. First thing is to prioritize these goals. Next step is to identify if this is a staff or volunteer function. Most agree this is a staff function, but to do so we would have to hire clerical help to aid in the running of the Region. We need to develop a 3-5 year plan to prioritize. We should develop annual goals with achievement measures.

VIII. Dates and information to keep in mind - US Open is May 27-June 3, 2000 in Columbus, OH. First half will be A, B and age group ending in 0. Second half will be AA, BB, and age group ending in 5. Open will be split between first and second half. Since it will be close to us, we have opportunity to encourage our teams to attend. US Open is May 25-June 2, 2001 in Milwaukee, WI. Junior Nationals - New Orleans this year June 30-July 10. This will be the last year that boys and girls will be in same city. Other dates and championships announced for Beach. Junior meetings are August 4th through the 8th in Colorado Springs (Marilyn and Bill will check their schedules to see if they can attend). Under new structure, we can send a boys rep, a girls rep, and a beach rep.

Afternoon Session:

IX. National Issues update - several structure changes in USAV. A Beach Division and Disabled Division have been created to meet requirements set forth to be an NGB. A majority of Junior discussion revolved around the Championships. Junior girl's have reaffirmed that there is no Rule of Two for girl's. Boy's Open has no Rule of Two, but Boys club does have. Rules of the Game update - USAV has generally adopted all FIVB rules for the 99/00 season. In the Open division, 6 sub rule in effect with Libero player. Everyone else is playing 15 team subs with unlimited entries per player. Games are 25 point rally scoring either 2 out of 3 or 3 out of 5. Deciding game is 15 point rally. All games are uncapped. Matches will run about 55 minutes on average. New sanction scale introduced. New signal sequence introduced. We are also going to a modified international scoresheet. This basically means every official/scorekeeper will have to go to a clinic this year.

X. Division Reports:

A. Officials Report - since both adults and juniors will go with new rules, then Officials Division will concentrate on introducing them completely. Format looks like this: go over new rules, go over new signals, hand out test and go over test question by question. Would like to see all clinics to be handled by or in collaboration with the larger clubs with the Region providing the clinician(s). We probably can do this in two hours in this format. Same type format with scorekeeping clinic in same time constraints. Ray will be putting together guidelines for the rating process for the officials and for the raters.

B. Adults Report (See Appendix A for full write-up on their discussions) - question on policy for teams leaving Regionals without officiating even though they were notified that they had to work. Motion from Division:

Motion 2: For sanctions against teams that are levied at the end of the season and will/may carry over to the next season, "all" members on the team will be notified that they have been fined and they will not be able to register the next season until the fine is paid by the team. 12-0 MSA

Adult Division also talked about All Region teams. Division would like to keep them, but may also give more recognition for players at Regionals besides MVP (Best Digger, Best Hitter, etc.) Still trying to decide if Regionals format will stay the same. Agreed to leave requirement to be eligible for Regionals at four regular season tournaments (Hi Neighbor counts). Adults set up a sub-committee to look into new member development (Mike, Susie, Cathy, and Brian Adams). Their charge is to advertise early season tournaments to leagues, relax uniform requirements, use friendship tournaments as lead into Carolina Region.

C. Juniors Report - Discussed raising the compensation that adult officials receive for officiating juniors to reimburse for travel. Decided to wait until we determine what our proposed budget will be to see how any raise will be funded. Division will go back to come up with a firm proposal. Division talked about changing the way All-Region teams are determined. Would like to institute a check-out procedure for coaches at end of tournament. Coaches must turn in ballot to tournament director. If they do not, then they will be penalized 5 points during first game at the next tournament. Juniors will look at having divisions split along geographic areas to maybe ease travel. Will look at holding tournaments for 18 Open, 17 Open and Women's AA/Gold teams to raise competition level. We will add the voluntary box for individuals to donate $5 towards National and Regional High Performance programs to our registration form.

Recess until 9:00 am Sunday.

Sunday, June 13, 1999:

Meeting began - 9:02 am

Attendance: Marilyn Thompson, Fred Wendelboe, Kevin Wendelboe, Dee Yoe, Amber Fulk, Cathy Edwards, Dan Pickett, Chuck McCracken, John Boger, Sharon Biggs, Bill Shook, Susie Griffin

Guests: Jeff Hoppen, Brian Adams

Registered Proxy: Karl Owen to John Boger, Mike Yoe to Dee Yoe

I. Divisions Broke off again to begin discussing budget and wrap up yesterday's discussions.

II. Office Needs discussion - outlined busy months of staff and what needs may be. Discussed changes needed to move forward to change roles and duties of staff to grow the game. We need to set up some sub-committee to get with staff and begin planning towards providing part-time work in the office. It was agreed that we will be moving out of the current office location. Envision professional staff to be a Executive Officer-type person: program administration; oversee recruiters for member development; supervise clerical help; identify and develop facilities and new markets; marketing and promotions; develop board, division, committee, staff job descriptions; Committee to work on the staff and office needs to move forward - Chuck, Karl, Dan, Janet, Amber, John, Marilyn.

III. Budget discussions - adults will get their numbers to Dan, but did have request that $5000 go into the Development Line item. Juniors need to decide whether to raise the Officials pay before certain budget items can be determined. Motion by Bill, Second by Susie to:

Motion 3: Raise the Officials pay by $15 for the 1999/2000 season ($90 for Provisional, $115 for Regional and above). MSA

Motion from Facility Committee:

Motion 4: That we conditionally approve an outright grant up to $3000 to fund their facility upgrade. The committee will get with Deb Toney and see if their needs or plans have changed since last year and will communicate with Dan the actual amount needed. MSA

IV. Meeting Schedules - Juniors will be looking at good dates for their division meetings which may not be same time as full Board. Adults will do the same. So for now, we will just set the next meeting date only. August 15 at 9:00 am at Guilford College YMCA

V. Due Process - Fred and John will continue to work on revising the plan to make things go easier in future.

VI. Web page - adult group felt that we need to look into having a more interactive web site. This will cost us money to host and develop the site, but it is something we want to work towards.

Motion by Dee, second by John:

Motion 5: To adjourn the Annual Retreat of the BOD at 1:36 pm. MSA

I. Rules of the Game

II. How to handle rally in pool play?

III. Brainstorming Priorities

• Unaffiliated membership, less than regular, but more than one-time entry. Kevin would track these players. How would division for these players be determined? How many times could the player play? How many times for same team (presumably twice before being assigned to that team)? How many different teams?
  
• Modify club player movement form to indicate the player is from unaffiliated list.
  
• Unaffiliated team. We have one-event team fee. Need advertising for tournaments to push concept. Need schedule set up early so that unaffiliated players can plan on a tournament early. How to handle officiating requirements for inexperienced, unaffiliated teams?
  
• Sanction separate tournaments for unaffiliated teams? Using such sources as the bubble, Chris Frydrych. Should Region commit to subsidizing failed tournaments to encourage these sources to take this kind of tournament?
  
• Loosen uniform requirements at entry-level divisions.
  
• Re-address recruitment from Rec leagues.

IV. Divisions

V. Policy on teams driving a distance

VI. Seeding Tournaments

VII. Moving Teams

VIII. Regional Tournament Directors

IX. Regionals Format

• Teams don't want to commit to two weekends.
• Teams don't like paying the money to get eliminated in two matches; people want an opportunity for a lot of play. Suggested alternatives:
  
• Two day tournament; split winners and losers, everyone plays second day.
• Women play one weekend, men the other. Everyone worked the other weekend.
• Have different format for different levels, if their needs are different.

Other comments: If we run Regionals just on the first weekend (no qualifier), that would leave the other weekend open for coed and age group championships.

X. Teams leaving without fulfilling responsibility

XI. All Region versus All Tournament

XII. Nationals Qualification

XIII. Zonal Tournament

XIV. Beach

XV. Coed

XVI. Administration

XVII. Electronic Communications/Web Site

Return to Adult Report Section of Minutes

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

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