Attendees: Chuck McCracken, John Boger, Cathy Edwards, Sharon Biggs, Mike Yoe, Susie Griffin, Bill Shook, Kevin Wendelboe, Karl Owen, Wade Brence, Fred Wendelboe, Amber Fulk

Non-Attendees: Janet Perry, Dan Pickett, Marilyn Thompson, Ray Wiley, Greg Adas, Chris Lockwood, Dee Yoe

Registered Proxies: Marilyn Thompson to Kevin Wendelboe

Meeting Start-time: 7:36 pm

1. Approval of December 4, 1999 minutes - Motion by Karl, second by John to:

   Motion 1: Approve the BOD minutes from the December 4, 1999 Board Meeting. MSA

2. Finance Report - tabled until next meeting. We'll have Dan send report by email.
3. Directors & Officer's Insurance - tabled until next meeting. We'll have Dan send report by email.
4. Facility Grant Request - Rockingham County MS would like to put a second court into their Middle School. At original request we thought need was more urgent for courts. At this time, we think we should just wait until this year's cutoff and evaluate with any other requests.
5. Officiating clinics - have we hit everyone with clinics and ratings? The response from an email request was low for the need. Concern was mentioned about lack of visible raters at tournaments. Also, mentioned that raters need to be more aggressive in announcing their presence at tournaments. We also need to do a better job of publicizing which teams and individuals have gone through the process or who needs to complete some requirements. Brain-stormed on solutions - ideally would have a database that would have access to all these records, need administrative help in office to help with data entry freeing staff up for more administrative duties in Official's Division. The Region needs to go back to setting up some Region clinics at the beginning of the season along with encouraging clubs to hold their own. Chuck summed up by saying the Officials' Division needs to get more organized, link records to a main database, and define the rating process better. Suggestion was made to have an Administrative Manual made that outlines the duties and dateline of what the position entails. This can be applied to Division Rep duties as well.
6. Adult Division:
   1. Division went down Points Standings to rank teams for Hi Neighbor. Chuck will pass along to Jeff Joyce.
   2. Petition from South By Southwest for refund of tournament fee 1/22. Motion from Division to:

      Motion 2: Deny a refund for South By Southwest for their late withdrawal. MSA

   3. Petition from Dennis Branch for Adult Division - Recommendation from Committee that team be allowed to play B in Nationals provided they do not change their roster from where it now stands.
   4. Problems with tournaments being held by Chris Frydrych - Motion from Committee to:

      Motion 3: Offer Chris choice of providing them correct awards and being on probation next season or he will be suspended from being a tournament host next season and we will provide the awards to the appropriate teams. We will not pay Chris the post-tournament check for Feb. 5-6 until we determine that Chris has followed through with providing the appropriate awards. MSA

   5. Strange Brew movement request - division has chosen to leave them where they are.
   6. Hi Neighbor will be March 24-25, 2001 due to lack of hotels on the 3rd weekend. Will move back to 3rd weekend in 2002.

7. Junior Division:
   1. Pool play formats - Bill requested from some other regions information on their pool play formats. Of the ones he surveyed, we're only ones playing matches. Some stayed at sideout scoring. Do we want to go back to playing only two games in 5-team pools? The ending times of tournaments on 2/12 were drastically better than 1/15 tournament and did not hear any negative complaints by email like we did for 1/15. Consensus was to keep at current 18 point games in 5-team pools and continue to evaluate for next season.
   2. Complaints about spreading tournaments across different sites. We're at the mercy of tournament directors requesting dates and divisions. Suggested that we need a newsletter article addressing some common questions we get about tournament site assignments, why sites are changed, how teams are moved to different tournaments, etc.
   3. Junior Hi Neighbor will be April 7-8, 2001.
   4. We put one 15 Club player on probation for misbehavior at the 2/12 tournament.
   5. Can a team in Power or Club continue to play in the Open tournaments in April/May? Rosters are frozen for Power/Club tournaments on March 11 (2 weeks before). The other question is will we sanction a tournament past Regionals in Power/Club. Agreed that we would sanction if a tournament director is interested. Question was when to do it as Junior Hi Neighbor, Adult Regionals, and Easter are in April. Also could give them option to run a Friendship tournament if they choose (no Region services).
   6. Teine Spikah situation - team showed up at a tournament with three players that were not registered. After consultation with Kevin, team was told those players could not play. They went to the head official at the tournament and he told them they could play. Scoresheets bear out that they played at least one match before leaving. How do we want to discipline them for going against the Region directive? We will write a letter to the official and the tournament director about procedures in place to allow players to play.
   7. IMPACT Clinics - do we need to do another one? Had two coaches that left early from 1/22/2000 clinic due to weather so they would need to go to classroom session of a make-up clinic. We'll let them continue to coach as they made effort to get certified, but they would need classroom session if another is offered. Heard from at least two others by email that they would attend if another is offered. However, doesn't sound like there's enough interest to do another one. If interest develops, then may schedule another one.
   8. Region Youth Development Camp - Bill needs some more help if we are going to do it. Will need to set dates at retreat. Our sense now is that we should start planning now for next summer. That way we could lock up a "name" coach and get on the summer schedule early. Also might want to look at holding a one-day camp. Might want to get teams going on to Nationals play an All-Star team or our All-Star team playing an All-Star team from another Region.

8. Internet Project update: Karl believes he has found a low-cost alternative to accepting credit cards over the internet. They have found a company that has no setup fee and no commitment, and they take a percentage of the transaction. Karl would like to set this up now and try it out for the rest of the season's tournament entries. Since there is no commitment, it doesn't have to be a long-term solution. Fred pointed out that might want to go ahead and set up our own relationship with a bank to accept credit cards in all situations as opposed to only through the internet under certain situations. Decision was made for Karl to continue researching some options and we'll go forward with accepting some type of credit card payments for next season.
9. Other Business:
   1. Oxygen Media televising volleyball - Oprah's new TV network will be rebroadcasting the volleyball competition held in January in Florida. Problem may be that local cable may not cover it. We need to contact local cable companies to get them to carry Oxygen network so we can watch volleyball.
   2. Professional Women's Volleyball Leagues - National league wants to form a team in Charlotte. We don't think we can do much with this. Strictly informational.
   3. Pager - we've had a pager for several years for staff. Kevin now has a cell phone. Do we want to turn pager in and provide that $9 a month that we have been paying direct to Kevin to reimburse him for his access by cell phone? Chuck will look at formulating a policy to apply across the board for staff reimbursement for cell phone access.
   4. Region Logo - we've had a logo printed up to look at as possibly using. It's straight off the Region Awards shirts from a few years ago. Karl will go back and have them draw up a few more to compare.
   5. There is a group of girl's wanting to register in Region so they can only play at Davis Festival. They want to play in 16's but have one girl that misses birthdate cutoff by two months. Chuck will contact Davis Festival and make sure they will take it, we'll make sure she's not an IMPACT player, then we'll take it to YJOV for them to decide.

10. Next Meeting - Annual Meeting - 1:00 pm at Koury Convention Center, Greensboro May 7. When do we want to do retreat? Chuck and Bill will look at Black Mountain possibilities.
11. Adjourn: Motion by John, second by Wade:

    Motion 4: To adjourn the February 19, 2000 meeting of the Board Of Directors at 10:36 pm. MSA

ACTION ITEMS:

• Dan - Email Finance Report to Board and give update on bid for Director's and Officer's Insurance policy for Board.
• Ray, Dee, Chuck, Kevin - put together an Administrative Manual detailing the duties of the Official's Chairs.
• Karl - continue to investigate the options on how we can set up accepting credit cards over the web.
• Chuck and Fred - formulate a policy on reimbursing staff for use of cell phones/pagers .
• Karl - ask for additional samples of possible Region logos
• Chuck - check with Davis Festival about waivered players.
• Chuck and Bill - check into Black Mountain Retreat as possible retreat location.

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

Last Updated: Thursday, 24-Feb-2000 9:07 EDT