2001 Carolina Region BOD Annual Retreat
Best Western, Atlantic Beach, NC
Submitted by: Kevin M Wendelboe, Office Manager

Friday, June 8, 2001:

Attendees: Chuck McCracken, Karl Owen, John Boger, Dale Hartough, Bill Shook, Fred Wendelboe, Ray Wiley, Susie Griffin, Kevin Wendelboe, Marilyn Thompson (arrived 9:00 pm), Sharon Biggs (arrived at 9:20 pm)

Registered Proxies: Charlie Yang to Karl Owen; Wade Brence to Kevin Wendelboe

Meeting began: 8:03 pm

  1. Retreat Agenda - breakfast will start at 8 am on Saturday so actual meeting will begin at 8:30 (instead of 9 am).
  2. May 6 Annual Meeting Minutes - looked good to everyone so we can approve at the next annual meeting.
  3. Approve May 6, 2001 Meeting Minutes - Motion by Dale, second by Karl to:
    Motion 1: Approve the minutes from the May 6, 2001 meeting of the Board of Directors. MSA
  4. Finance Report - tabled until Treasurer arrives.
  5. Season Tournament Schedule and Meeting Dates:
  6. Sport Court Update - Chuck received a check for $10,000 from Phil in Milwaukee to pay off the principle plus a little interest on the Sport Courts. We will check to see what interest is owed and negotiate with Phil for the remainder.
  7. Office update - Kevin described what's new with the office space. Brought Board up to speed on the office insurance. State Farm has denied us coverage. They felt they had exposure to our tournament liability. Kevin has contacted ESIX and ESIX says a quote will be $500-$600. Kevin will follow-up and get the quote and take it to Chuck and Dan. Question raised about the Directors & Officers Insurance. We needed a Form 990 in order to get a quote. We will ask Dan when he arrives what the status on that is. Chuck reiterated that he hopes to move more and more things over to staff to reduce the workload on volunteers and possibly reduce the number of meetings needed during the year.
  8. Online Registration update - Chuck discussed the iTeam.com presentation to ROD about online registration. The presentation was the best ROD had seen but several regions still didn't want to commit to funding it at the level required. The proposal could still happen through a consortium of NGB's called "America's Teams". If that comes through, the online registration will be fully funded and Region's would only have to pay a minimal licensing fee. USAV is still waiting to see if "America's Team" will come through.

Recessed at 10:00 pm until Saturday morning.

Saturday, June 9, 2001: Attendees: Chuck McCracken, Susie Griffin, Marilyn Thompson, Ray Wiley, Fred Wendelboe, Kevin Wendelboe, Dale Hartough, Sharon Biggs, Bill Shook, John Boger, Karl Owen, Dan Pickett

Registered Proxies: Charlie Yang to Karl Owen, Wade Brence to Kevin Wendelboe

Meeting Began: 8:40 am

  1. Rules of the Game - Chuck indicated that next season teams will be able to designate a new Libero for each game (Line-up sheets will be amended with a Libero box for each game). The Libero plus 12 team subs and the Let serve will be the rule (no longer an option). Technique change will have teams able to go to the bench during the coin toss before a deciding game (if needed). Teams will also not have to go to end line before switching sides after a game.
  2. Nationals - Adults will be in Dallas, TX. Juniors has not been decided yet and no sites mentioned, but supposedly it is just a case of getting the contracts filled out. Should be announced later this Summer.
  3. Broke into Discussion Groups - Adult and Juniors
    1. Adult Report -
      • Had a long discussion on Marketing. They will be bringing a proposal to allocate $10,000 to market to adults. Would like to accomplish three things (1) Attend a Rec League Captain's meeting early in season and discuss our organization; (2) Tournament in a Box - approach a rec league and say if they have a court and 4 interested teams we will come to you to run a tournament (send two people to discuss USAV, run tournament, and officiate). Teams will get a legal uniform, a volleyball, and a previous year's rule book. Would like to run 5 of these this year. We will charge them $50 a team. It looks like it will cost us $1000 (each tournament). (3) Half day clinic - send college coach to a YMCA program to give a clinic. They get two hours of instruction and two hours of supervised play. Pay $5 each. We will provide balls and instructor. Want $2000 for this ($400 per court). Underlying principles - develop two professional brochures - (a) for the organization with contact information; (b) for the target leagues so that they can see benefits of doing this. Would like to buy polo shirts for Board and the clinicians to have to identify people associated with the Region. Look at having staff direct this going forward. We will pay the people to go do these clinics for us.
      • Looked at totally removing all ideas of divisions. We will rank teams from 1 to N. We will look at court availability and sending top 10 teams to one place, next 15 teams somewhere else, etc. Teams could go to different designations each tournament depending on court layouts and competition. The Regionals plan is still being discussed and they asked rest of the group to give them their thoughts.

    Recessed for lunch at 12:15 pm

    Resumed at 1:30 pm

  4. Broke into Discussion Groups - Administration and Officials:
    1. Officials Report -
      • Discussed difference between "Certified" and "Qualified" for both adults and juniors officials. Question raised as to whether anyone that has been to a clinic can get on the stand or if only the "certified" referees can get on the stand (after the deadline passes for completing the certification process).
      • Discussed what minimum standards for clinics should be, whether we can do a clinic online, and how we can reduce barriers so that officials can get certified and qualified refs can do the officiating.
      • Recommended pay structure for officials $10 an hour for Provisionals, $12 for Regionals, $14 for Jr National and above. They will be required to be there at 8:30 am. Questioned raised as to whether that would make them employees and not independent contractors (by paying them hourly). New proposal was to pay $125 for Provisional/Regional and $150 for Jr National/National. The existing travel policy stays in place. Division will continue to discuss officials payment policy and hope to bring forward later.
    2. Administration Report -
      • Action item - the bank requires us to have a motion in meeting minutes to approve the setting up of a sweep account. Motion by Karl, second by Marilyn:
        Motion 2: the Carolina Region will combine our existing accounts with Wachovia into a sweep account in order to maximize our investment gains. MSA 1 abstain (Dan)

      Recessed at 4:27 to visit the Beach Camp site and then go to dinner.

      Resumed at 8:00 pm

    3. BOD Structure - Chuck outlined and discussed the structure he has proposed in the past where divisions have a larger number of representatives and would meet and elect a smaller number of voting members to the Board (with the Executive Committee). This structure still seems to be a good structure to move towards. Need to work on how to develop people into this structure and where in the membership they come from. Two different Board structures are possible: Functional or Representative. We also need to evaluate the staff structure. One thing to figure out before the staff structure can be established is to decide what we want to do (day to day accounting, marketing, developing adult and junior programs, financial development, event coordinator). We need to prioritize these things and then staff can present a proposal on how these things can be accomplished. Also need to determine the current tasks staff does and how much time each task takes. If additional staff takes over some tasks, our existing staff's duties and responsibilities will change also. Also discussed some of the ideas we want staff to handle. (a) Accounting responsibilities - it was agreed that this is something we want to happen this year. Kevin will consult with our accountant, Chuck, and Dan and come up with a plan on how to implement this. (b) Rec league marketing - adult division would like to see this happen. Staff should develop a plan for this and try to have 1 or 2 this Fall. After evaluation, could hold some more in the Spring.

    Summary of evening: (1) Transition from volunteer bookkeeping to a staff function. Next step is to put a plan together on how to do it - what will it cost, what type of timetable will it require. (2) Develop a way to alleviate the Registration crunch. We can contract out some help to come in or contact Regions with existing online registration and see if we can purchase it/use it for a fee. Once these two things are secure, we will have a better idea of how the things like marketing plans and programs can move forward.

    Recessed at 9:40 pm until morning.

    Sunday, June 10, 2001 Attendees: Chuck McCracken, Dan Pickett, Dale Hartough, John Boger, Marilyn Thompson, Bill Shook, Susie Griffin, Sharon Biggs, Fred Wendelboe, Kevin Wendelboe

    Registered Proxies: Karl Owen to John Boger, Wade Brence to Kevin Wendelboe

    Began at 8:34 am

    1. Officials/Clinicians/Raters Candidates - do we want some standards in place on how our candidates for National ratings and our Officials Clinicians/Raters are identified. Should the Chairs bring names forward to the Board for approval? Should we set up some guidelines and steps that candidates must follow in order to be considered? Suggestion made to charge someone to come up with a program/recommendation and bring it forward to the Board.
    2. Division Reports/Action Items:
      1. Junior Division Action Items -
        • Motion from Committee:
          Motion 3: For the 2001/2002 season and beyond, to pay Officials based on the following scale - Provisionsal $125, Regionals $130, and Jr National/National $135 and to raise the Tournament entry fee to $110 to pay for these increases. Motion to split
        • Motion by Marilyn, second by Dale:
          Motion 4: to separate the items in previous motion into two separate motions. MSA
        • New motion from committee:
          Motion 5: : For the 2001/2002 season and beyond, to pay Officials based on the following scale - Provisionsal $125, Regionals $130, , and Jr National/National $135. Existing Officials Travel payment policy will stay the same. MSA
        • Second motion from Committee:
          Motion 6: to raise the Tournament Entry Fee to $110 to cover the higher Officials payment policy. Motion to Table.
        • Motion by Dan, second by Dale:
          Motion 7: To Table Motion 6 until the August meeting until the budget can be looked at to see if we actually need to raise entry fees. MSA
      2. Adult Report -
        • October 24 and November 8 set as dates to have a recertification test for returning officials (Ref/Scorer). Goal is to have a clinic in Triangle and one in Triad on both dates. Clinic will last 1.5 hours with test to be taken online upon completion. Scheduled two weekend clinics (for new referees and possibly recertification opportunity (Nov. 11 in Triangle; Dec 15 in Triad area).
        • Talked about whether we wanted paid referees for Regional Championships but did not reach consensus.
        • Talked about tie-breaking procedures in pool play. No objections to having the head to head in pool play being first tie-breaker (in 2-way ties). Since the adults were under-represented, they would like to get input from the other reps before final decision is made.
        • Looked at the definition of Clubs. Definition says that teams with "legitimate" common interests can form a club. Division doesn't feel it is a problem at this point, so no change recommended.
        • Discussed All-Region. Decided to stay with the same plan with one change. Would like to add to Tournament Director Handbook wording that the Tournament Director asks for the All-Region Ballot and Evaluation upon the team checking out. Should also tell teams that their job is to check out and turn in their All-Region ballot.
      3. Junior Report -
        • Tie breaking procedures will be changed so that head to head in pool will be first tie-breaker (in two-way ties). If that doesn't decide it, then the actual playoff game will be to 15 points (used to be to 25). Motion from division:
          Motion 8: To establish the first tie-breaker procedure for two-way ties to advance to the playoffs as head-to-head results during pool. If teams still tied, then all playoff games will be to 15 points (rally score, switch at 8). MSA
        • Juniors did decide to do away with the All-Region team, but will have an All-Tournament Team at Regionals.
        • Decided that teams must have a Rep at the Coaches meeting. If a Rep does not show and the team does arrive at the tournament, then the team will forfeit the first game of their first match.
        • Discussed allowing for coed teams for the 13 and under division to encourage boys to play and allow teams in remote areas chance to form. Division will allow and will treat these teams same as any boys teams as far as placement goes - will strive to get them where they will be competitive and the safety of all is maintained.
        • Power/Club teams will be required to play in 3 tournaments to be eligible for Regionals. Open teams must play in 4 tournaments (Jr Hi Neighbor counts as one and playing in a National Qualifier can count as one tournament (may only count maximum of one Qualifier).
        • Teams that knowingly leave a tournament without officiating (i.e. tournament Director tells them they must stay but they leave anyway) will be fined $100 and they will be removed from the next tournament they have entered/enter. The tournament entry fee of that tournament will be applied to the sanction.
        • Format - all pool play games will start at 5-5 (20 point games). If semi-finals start by 6:30 pm, then they should be 2/3 to 25. Otherwise, should be 2/3 starting at 5-5. All finals must be 2/3 (unless both teams agree otherwise). All tie-breaking matches will be to 15 points. Tournament Directors must notify teams of playoff format changes due to time constraints at the Coaches meeting.
        • Bill is going to come up with a Parents Guidelines and make a poster to post at the tournaments.
        • Set a date for a possible CAP I/II clinic on Feb 8-10. Chuck and Kevin will work on getting a site for that.
        • November 17 at Guilford set as Coaches Meeting and IMPACT clinic. Will also bring in a college coach to give a clinic to those coaches already IMPACT certified.
        • Background Checks were done this season. Decided that we will notify the clubs of coaches that have a history of Sexual misconduct or DUI if they come up in our random background checks. Region will use Due Process policy to decide further actions against the coach.
        • Marilyn will check on Charlotte's convention center specs to see if we might be able to host a Junior Olympic Championships.
        • We will be creating a Gold Division this season to play on Feb 2 and Mar 2 and allow the upper teams in Open to come together and play for better competition (not grouped by age). The other divisions will be grouped geographically if possible on those dates.
        • Officials Clinic dates set as Dec. 1 and Dec. 8. Looking at holding in Chapel Hill and Hickory.
      4. Other Business:
        1. Motion by Chuck, second by Dan:
          Motion 9: the Referee and Scorekeeper Chairs through their Divisions will bring names forward to the Board for clinicians, raters, and candidates for National Ratings for approval. MSA
        2. Motion by Chuck, second by Bill that the:
          Motion 10: Officials Division develop a process for identification, application, selection criteria, selection, training, evaluation and review of clinicians, raters, and candidates. This is to be developed and approved no later than the conclusion of the August meeting. MSA
        3. Motion by Chuck, second by John:
          Motion 11: that the bookkeeping responsibility be transferred to staff. Kevin with input from the Finance committee will develop the plan for that transfer that deals with the costs and timetable for that process. MSA 1 abstain (Dan)
        4. Motion from Chuck, second by Susie:
          Motion 12: to approve up to $250 for up to 3 hotel rooms to bring in clinicians and raters to the Chapel Hill Officials Clinic on August 4 for a meeting to get everyone on the same page. MSA
        5. Chuck will be going to the August Juniors meetings in place of Marilyn since she can not attend. Bill can also go. They will make their reservations as soon as possible (21 day advance ticket required).
        6. Idea proposed to use our email list to advertise the positions we have available on Board and within new Board structure since we have reduced the meeting/time commitments. Suggested that a job description for the Reps and Board positions be formed first so we can present this to interested people. John will cause this to happen from the adult side and Marilyn/Bill will do this for the Juniors.
        7. Staff will set up next year's retreat June 7-9, 2002. Will aim for middle of the state next year.

      Motion by Dan, second by Marilyn:
      Motion 13: to adjourn the Annual Retreat. MSA 12:20 pm

       

      NEXT MEETING
      Sunday, August 19, 2001 Region Office, Clemmons

      If you are unable to attend, please submit proxy to Office by Thursday, August 16, 2001

      ACTION ITEMS:
      • Chuck, Dan - come up with interest owed by Phil for Sport Courts and negotiate settlement
      • Dan - get 990s from Accountant and get quotes on D & O Insurance.
      • Kevin - get office insurance quotes and report to Chuck and Dan. Secure insurance by July 1.
      • Kevin, John, Karl - explore Tournament in a Box idea and develop plan.
      • Adult Division - Finalize division structure (Gold, Silver, Bronze; 1 to N?). Provide written details by August to Kevin for inclusion in Registration packet.
      • Dan - establish Sweep account with Wachovia.
      • Adult Division - establish tie-breaking procedures and game formats by August.
      • Bill - develop Parents Guidelines and make posters to provide to Tournament Directors
      • Chuck, Kevin - find a site to host a CAP clinic Feb 8-10, 2002 and contact USAV to get on schedule.
      • Officials Division - Officials Division develop a process for identification, application, selection criteria, selection, training, evaluation and review of clinicians, raters, and candidates. This is to be developed and approved no later than the conclusion of the August meeting.
      • Officials Division - secure sites for Fall/Winter officiating clinics and prepare teaching outlines and clinician training.
      • Officials Division - contact clinicians and potential clinicians and tell them of meeting in Chapel Hill during August NCVOB clinics. Arrange for hotel rooms.
      • Kevin, Dan, Chuck - begin planning for transfer or bookkeeping duties to staff in consultation with accountant.
      • Chuck, Bill - purchase plane tickets for August YJOV meetings.
      • John, Marilyn, Bill - write-up Board Rep/Division duties so they can be presented to potential volunteers and aid in recruitment.

       

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Last Updated: Friday, 29-Jun-2001 10:07 EDT