Attendees: Chuck McCracken, Dan Pickett, Wade Brence, Karl Owen, Mike Yoe, John Boger, Ray Wiley, Kevin Wendelboe, Bill Shook, Susie Griffin, Dale Hartough, Craig Lenniger

Non-Attendees: Greg Adas, Charlie Yang, Ingrid Wicker, Sharon Biggs, Marilyn Thompson, Fred Wendelboe

Registered Proxies: Greg Adas to Karl Owen; Marilyn Thompson to Dan Pickett

Meeting Start-time: 10:05 am

1. Agenda
2. Approval of August 19, 2000 meeting minutes. Motion by Dan, second by Susie to:

   Motion 1: Approve the BOD minutes from the August 19, 2000 meeting of the Board. MSA 8-0-2

3. Treasurer's Report - Dan distributed the current reports and a proposed 2001 budget. We will be paying staff retirement out of this year's budget. The excess mainly came from the 300+ member growth we experienced this season. Question brought up about the purchase of equipment (digital camera) and where it appears in budget and about where meal per diem is assigned. Dan will check to see where they were categorized and move them to the appropriate categories. Dan summarized a proposal from Wachovia to form a sweep account to better manage our money and give us a better yield in interest. We will not lose any liquidity in our money and will earn more in interest than we do currently. This works just like any other bank account, so we can close the account later and choose to come back to our current situation if we are not satisfied. The risks seem minimal. Motion by Karl, second by Dale motion to

   Motion 2: Consolidate our accounts with Wachovia into a Sweep account. MSA 8-0-2 - Dan

   Earthlink situation - Dan still needs to send reimbursement into Region. Charges still appeared on last statement, so Dan will follow up with Earthlink.

4. Ratify Appointment of Women's A Rep - China Jude, player and coach from Wilmington, has indicated her 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 Karl, second by Dan to:

   Motion 3: Approve the appointment of China Jude to the Women's A Rep position for the remainder of the term. MSA

5. JO Parent Request - a parent in a JO Club in our region emailed Chuck with concern about paying money into a club for warm-ups and other items that they have not received. They wanted the Region to do something about it. Chuck proposes that he write a letter to the Club asking them to have a parents meeting to explain their policies and giving feedback to their parents. Region can't really do anything beyond that.
6. Officiating Payment - one of our referees that was not assigned as a referee for a particular tournament went to a tournament to watch his daughter play. The tournament director asked the referee to work the tournament since they were short. Several questions were raised - who was originally assigned, were they really short, did tournament director overstep their bounds? We will try to answer some of these questions and if the referee did work all day and deserves to be paid, we will compensate them. Officials division is asked to be sure to assign a head referee at each site to oversee the referees, make sure they are doing their job, and confirm the Official's payment form.
7. Potential proposal for use of our Sport Courts - East Carolina Junior club may have the opportunity to get warehouse space and would like the use of the courts that are currently not being paid for or used by Bergen. They are willing to pay for the shipping of those courts back to the Region. Question raised as to whether this would be showing preferential to one club without giving opportunity to other clubs in Region to buy/rent these courts. We need to find out the costs it will take to get these out of storage, ship it down to us, and determine what shape the courts are in. Steps - we will put a notice out to group email and on web site about these courts. We will set a deadline of October 6 to receive proposals/letters of interest, so we can decide this by the next Board meeting. We will go ahead and make some contact with Bergen group to see what the costs to get them may be.
8. Travel Policy Clarification - Do we want to add a statement that requires attendance at all meetings/events related to why we send them. Motion by Karl, Second by John to:

   Motion 4: Add a statement to the Travel Policy that requires attendance at all meetings/events for which the travel undertaken. MSA

9. Update on rules for next season - not sure if the Libero and 12-team substitutions waiver will be granted by Rules of the Game. Divisions should think about what we will do if waiver is denied by Rules of Game. Chuck recommends that we stay with what we already voted on to play under but we will warn teams going to Nationals if the waiver is indeed denied.
10. Seven-team pool format - divisions should discuss whether we want to keep 7-team pools or if not, what to do with the excess teams.
11. Beach Camp/Tournament Update - Looking at doing a camp for three days prior June 20-22 with a one-day tournament on June 23, 2001 in Atlantic Beach. Dale will be sending in the application soon.
12. Regional Scorekeeper Chair update - Terry Pickett did not feel that she could commit to it at this time. Marilyn Thompson is considering taking it over, but may have ripple effect on her Junior duties. Marilyn will also help Charlie with assigning the Junior officials. Chuck will get with Marilyn to gauge her interest.
13. Registration Packet materials - first draft given to each division for review and corrections/additions.
14. Sponsorship Proposals:
    1. Team Connections is interested in renewing their relationship with us. Kim Stewart will be contacting Kevin next week.
    2. Baden - WSVBC has not played with the ball yet, so we still need to evaluate it before we get back to Baden on their proposal.
15. Office Space Update - they have agreed to fix the toilet and sink and give us a $2 per square foot carpet allowance. Rent will stay at $9 per square foot. We're thinking we need to look for some other options unless they are willing to negotiate some more upfit. Kevin will continue search.
16. Employee Retirement Fund update - Dan indicated initial check has been sent. Still trying to get it sorted out in Quickbooks.
17. Greensboro Facility update - we got outbid $0.90 per square foot by another company, so that facility has fallen through.
18. Other business:
    1. Need to discuss the October 22 clinic site. Do we want a limit of 50 or open it up at a hotel and spend $400-$500? We would want the participants to be comfortable and if we have to spend money then we can. Mike will check into using Hale cafeteria as alternative. Dan will also check with Southeast Raleigh HS.
    2. Adult Division Report - need to decide whether to budget money for teams going to Nationals. Suggested we budget $2000 with stipulation that it will not exceed $500 per team. Adult Division wants to stay with 12 team substitutions and Libero. Seven-team pool format to remain the same.
    3. Junior Division Report - question about supplies category, All-Region award categories, transportation category. Change 7-team pool format to playing 2 games to 18 and change later if we need to.
    4. Web site update - Karl is putting together a page to accept online clinic registration. Solicited input on whether the system would be used by the Ref and Score Chair (yes) and what types of features are desired. He will continue work on it and have it operational for this season. Also discussed what else we want to try to accomplish this season on the web. We will continue work on having a system in place for online registration next season.
    5. 2001 Budget - Motion by John, second by Dale to:

       Motion 5: Approve the 2001 budget with the amendments that have been suggested. MSA 10-0-1 - Dan

19. Next meeting - October 15 at 10:00 am at Guilford College.
20. Adjourned - 1:23 pm

ACTION ITEMS:

• Marilyn and Ray - finalize Reimbursement policy for Official's travel
• Dan - get bid on Director's and Officer's Insurance policy for Board.
• Dan - convert Wachovia accounts into a Sweep account.
• Dan - stop Earthlink charges to region credit card and reimburse Region for past charges.
• Chuck - mail letter to Junior parent addressing their concerns and Region's position
• Dale and Craig - continue preliminary planning for Junior Beach Championships
• Chuck - talk with Marilyn Thompson about Scorekeeper's Chair.
• Officials Division - finalize sites, times, and clinicians for Fall clinics.
• Karl - continue development of online clinic registration and officials database.
• Kevin - continue talks/search for office space.
• Kevin - send email to member list about Sport Courts.

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

Last Updated: Monday, 18-Sept-2000 15:22 pm EDT