Attendees: Chuck McCracken, Dan Pickett, Wade Brence, Charlie Yang, Mike Yoe, Dee Yoe, John Boger, Ingrid Wicker, Ray Wiley, Kevin Wendelboe, Sharon Biggs, Bill Shook, Fred Wendelboe, Susie Griffin, Marilyn Thompson, Dale Hartough, Craig Lenniger

Non-Attendees: Karl Owen, Greg Adas

Registered Proxies: Karl Owen to John Boger

Guests: Jeff Hoppen

Meeting Start-time: 7:05 pm

1. Agenda
2. Approval of June 9-11, 2000 Annual Retreat minutes. Motion by Dan, second by Wade to:

   Motion 1: Approve the BOD minutes from the June 9-11, 2000 Annual Retreat of the Board. MSA

3. Treasurer's Report - There are still some outstanding debts to pay to reimburse some National meeting travel. We still need to finalize the Travel policy to solve some of this issue. Retirement plan is set up and we can probably pay out this year's portion of it from this year's budget without tapping into reserves. Dan outlined the budget process and indicated the desire to have next year's budget set and approved at the September meeting. Kevin wanted the membership fees set this meeting so forms and such can be put together now. Dan asked if any items seem to be out there that would significantly change our financial position. The only ones brought up were Office space, possible staff, and 2 YJOV meetings (instead of one). It was felt that the membership fees could stay the same based on these projections. Do we need to raise tournament entry fees? Only reason offered would be to raise the official's pay. It was noted that Marilyn and the Official's Division began work at the retreat to develop a policy to reimburse mileage for some official's travel. Motion by John, second by Charlie to:

   Motion 2: Approve the Treasurer's Report. MSA 1 abstention - Dan

   Chuck asked Dan how the tax payments for staff salary is being paid. Dan indicated that they are being paid monthly by check. He will check bank statements to see if they are being recorded. Chuck asked that a copy also go to the CPA so they could have a record of the payment as well.

   Chuck asked about the Earthlink charge on the Region credit card. Dan is trying to get it stopped and has a check for Kevin to reimburse the Region for the charges.

4. Appointment of Secretary - Dale Hartough has indicated his willingness to serve in the position. Chuck is in agreement with this and asks the board to approve his appointment to fill out the term. Motion by Dan, second by John to:

   Motion 3: Approve the appointment of Dale Hartough to the Secretary position for the remainder of the term. MSA

5. Travel Policy - We need something to develop and approve a Travel policy so the Board and others who travel on behalf of the Region know what their anticipated expenses may be and the procedures to follow to get reimbursed. Dan passed out a first draft of policy he has been working on. John suggested adding phrase that Region would reimburse all reasonable and necessary travel expenses that arises out of Region approved travel (parking fees, shuttle fees). It was suggested to also add the word "Authorized" at top and add "+fuel charges in 2 (a). Dan will make the changes to the Policy. Board of Directors decided to go ahead and vote on amended policy - See Appendix A. Motion by John, second by Dale to:

   Motion 4: Approve the Carolina Region Travel Policy as amended and reproduced in Appendix A. MSA

6. Great 8 Volleyball Tournament proposal - Maria wants to affiliate with us so she can have non-profit status with this tournament. She would run all her profits and expenses through our organization. This is probably not going to happen for this season, but would want to set it up for the future. Board seemed interested to continue discussion with Maria but there are some things that she would need to be made aware of (USAV sanctioning might require all to be members). Chuck will continue discussions with her.
7. Rules for this season - the Rule book has some optional rules that organizations/tournaments can choose to use each tournament. One is using the Libero and the other is the Let Serve. ROD voted to use Libero with 12 team subs and to use Let Serve at the Adult US Open (still needs to be approved by Rules of the Game Committee). At Juniors meeting they had the same vote and same request to Rules of the Game Committee. How do we want to run our tournaments? John asked what responsibility the scorekeeper has to track the Libero. Rule book requires having someone else at the score table to track the Libero. BOD voted at retreat to play Libero and 12 team subs. BOD felt no further action needed since it looks like those rules will be used at both Adult and Junior National Championships.
8. Beach Camp/Tournament Update - Dale has been looking into possible beaches and dates to hold a tournament/camp. It looks like Atlantic Beach is best location. Ray suggested Jacksonville/Camp Lejeune as possible location as well. Dale would like to submit application to Atlantic Beach to see if it would be approved. It was suggested to run 18, 16, 14 age groups in first year to get it started. Question was raised whether to hold a grass tournament in central part of state instead. We approved starting this process at the Retreat. Board of Directors agreed to go ahead with the request and continuing the information process so we could possibly hold on the weekend of June 22-24 of 2001.
9. Regional Scorekeeper Chair - Dee's schedule has changed and she is wanting to step aside as Regional Scorekeeper's Chair at this time. She is recommending Terry Pickett as the new Chair. Chuck will talk with Terry and see if she is interested in the position. Dee still wants and plans to help out the new chair as much as possible.
10. Sponsorship proposals:
    1. Team Connections - do we want to see if they want to sponsor us again? Board of Directors thought we should go ahead and at least discuss the issue with them again, but see if we can firm up the details of all that is expected ahead of time.
    2. Baden volleyballs - they sent us a sample and proposal to be a sponsor of us. They will provide special pricing to our Region. If people from our Region buy 65 volleyballs, they will give us 25 balls for our Regional Championships. Fred suggested we should go to Tachikara and Mikasa and see if they can beat this deal. We'll let some groups play with the sample ball to see if it is an acceptable ball to use for our Championships and then go from there.
    3. SportingArena.com - internet committee didn't think it would be all that useful for us, so no further discussion warranted.
11. Employee Retirement Fund Update - We've met twice with the CPA to set up a retirement plan. We're going with a SIMPLE plan through T. Rowe Price. We will make the first installment payment into that plan to the maximum amount allowed ($6840.24). We'll put another installment of maximum into account in January. Within 3-4 years we should be able to pay all what was owed. We will have to bonus this money to Kevin in the meantime to be able to pay the maximum so will compensate Kevin for the extra FICA taxes. Kevin will also be accruing additional withholdings for the years that Region is paying what was owed in previous years.
12. Other Business -
    1. Officials - Ray indicated that most other Regions assign their officials to tournaments through their officials division. Charlie has agreed to help assign for this season and Ray will help. Ray would also like to assign National/Junior National officials to work all day at the Adult Regional Championships. Concerning ratings - guide book is pretty stringent on the rating process, but most Regions are amending that procedure. Any upgrades in ratings will require full rating sheet. To maintain a rating, we will use an abbreviated form. The rating team will basically be the same as that makes up the NCVOB rating team. That list has been given to Chuck. Ray will be assigning raters to the adult tournaments and they will be non-playing raters. Clinic dates are set. First one is October 22 with Dan as Head Clinician in triangle area. We will cutoff pre-registration one-week in advance so we will know the numbers ahead of time and clinicians can be set. We'd prefer to have a certified scorekeeper clinician (as certified by the Scorekeeper Chair) at these clinics.
    2. YJOV Meetings:
       • Grassroots - will put in a court at adult and junior nationals to have brothers/sisters/kids to play. Kessel is putting together a poster with basic volleyball skills to distribute.
       • There was some concern about the new structure of the Division. The Reps felt they did not have any input into the decisions. Recommendations were made for new procedures to give people more input.
       • Some liability issues were raised with using sport courts, licensing vendors, appropriate padding.
       • The Interface commission is looking at organizing previous minutes into condensed versions to post online.
       • Competition Commission - having trouble finding convention space for the championships. They want to know where Juniors is heading as a division. Boys are having hard time due to discipline problems. There were some problems with Qualifiers posting their results incorrectly. There's an issue with scorekeeping at the championships. Scorekeepers are not being trained well at the Region level so this causes problems at Nationals.
       • YJOV wants to go to meeting twice a year again but choosing the dates is always a problem.
       • They are revising their Coaching training programs to add more components to the instruction - mental, video feedback.
       • They also Heard from Al Monaco, incoming president. Some juniors felt he was cold and rude to the Juniors. Didn't know how to interpret him.
       • USYVL will not expand Eastward until 2002 at earliest.
       • Discussion on how to use funds that were assessed from Qualifiers ($87,000). All divisions are giving input on this.
       • High Performance is still going well and looking to get answers on how college coaches can provide input and help into it. This could impact any programs we set up.
    3. Internet - John talked about the Paypal.com service to accept credit cards. They now have a business account through Paypal that we might want to look at. Cost to us would be 1.9% of every transaction. Any one that wants to use it must become a member of Paypal. Dan brought up some other questions/information that needs to be answered before we should do this.
    4. Fred gave an update on the Women's National team in the Grand Prix. They beat Japan and China which were big wins.
13. Next meeting - September 17 at 10:00 am at Guilford College.
14. Adjourned - 9:25 pm

ACTION ITEMS:

• All Divisions - forcast your division's budget for next season and submit to Dan. Approval to be given at next meeting.
• Marilyn and Ray - finalize Reimbursement policy for Official's travel
• Dan - get bid on Director's and Officer's Insurance policy for Board.
• Dan - check bank statements to insure that tax payments are being received.
• Dan - stop Earthlink charges to region credit card and reimburse Region for past charges.
• Chuck - continue discussions with Maria about Great 8 Tournament
• Dale and Craig - continue preliminary planning for Junior Beach Championships
• Chuck - talk with Terry Pickett about Scorekeeper's Chair.
• Chuck - talk with Team Connections about renewing their sponsorship with the Region.
• Officials Division - finalize sites, times, and clinicians for Fall clinics.

These are the guidelines by which the Carolina Region will pay for and/or reimburse the travel expenses by its Board of Directors and/or any other approved members for authorized travel on behalf of the Region.

1. The Region Office should pay all airline ticketing.
   The basis for all airline fare will be based on a 21 or 14 day advance fare.
   The Region's preferred travel agency is USA Volleyball Travel.
   Their phone number is 1-888-288-7822. After arranging travel plans with them or your personal travel agency, you should request the agent to phone the Region Office for payment.
   If airfare is not arranged or payment approved through the Region Office, we reserve the right not to reimburse the traveling party or reimburse at a lower rate
   Unless authorized by the BOD, the difference in this advance fare price and the actual cost will be the sole responsibility of the traveling party.
2. While traveling on approved Region business, the following items will be reimbursed:
   1. The Region will pay for the lowest of the following:
      • Round trip mileage payable at .31 per mile
      • Car rental fee with fuel receipts of equal or lesser fee
      • Lowest air fare.
   2. $25.00 food per Diem for the day of an overnight stay
   3. Hotel Room - (the sharing of rooms is encouraged where practical)
   4. Other reasonable and necessary travel expenses (parking, shuttles)
3. Board of Directors Meeting(s):
   1. Hotel Room - one half of one night not to exceed 50.00.
      Reimbursement is only for those who have a 200 mile round trip. (Shared rooms are encouraged)
   2. All rooms and meals during Region retreats or approved functions

These expenses will be reimbursed only if submitted and documented by the appropriate receipts within thirty (30) days of occurrence.

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

Last Updated: Wednesday, 23-Aug-2000 10:50 pm EDT