CAROLINA REGION/USAV BOD MINUTES

May 6, 2001 - Koury Convention Center, Greensboro
Submitted by: Kevin Wendelboe, Office Manager

Attendees: Chuck McCracken, Karl Owen, Dale Hartough, Dan Pickett, Ray Wiley, Fred Wendelboe, Kevin Wendelboe, Bill Shook, Craig Lenniger, Sharon Biggs, Susie Griffin

Non-Attendees: Wade Brence, Charlie Yang, Marilyn Thompson, Greg Adas

Guests: Amber Fulk, Mike Fulk

Registered Proxies: John Boger to Karl Owen, Charlie Yang to Karl Owen, Marilyn Thompson to Kevin Wendelboe

Meeting Start-time: 2:15 pm

1. Approval of February 24, 2001 meeting minutes. Motion by Dan, second by Dale to:

   Motion 1: Approve the BOD minutes from the February 24, 2001 meeting of the Board. MSA

2. Finance Report - Dan has reimbursed Region for the old Earthlink charges. Dan will issue a check this evening to Amber reimbursing her for last year's National Meetings now that the numbers has been finalized. Dan went over the report as presented. Fred asked why the Interest earned was not reflected in the Administration part. Dan will check and needs to key it in. We should finish the fiscal year well on the positive side. Will need to spend some of that on the new office needs. We'll be moving some money from the Checking Account into another account that will make us more money in interest. Motion by Karl, second by Dale to:

   Motion 2: accept the Treasurer's Report presented by Dan. MSA Dan abstained

3. Directors and Officers Insurance Update - Now that we have Form 990s we ought to be able to get a quote. Dan will continue to work on that.
4. Facility Grant Request - Chuck asked for volunteers to serve on the committee to evaluate the two requests we have (Salisbury and McMichael HS). Fred (Chair), Craig, and Dan will look at the proposals and make a recommendation to the Board.
5. Sponsorship rebate policy - Volleyhut.com (and other related internet sites) have programs that if we add them to our web site and our members click on the their banner ad and buy things, then we will get a percentage of the purchase. Question is: Do we want to do this and what would we do with the money it generates? Chuck asked the divisions to address what we could do with the money it generates (no further action taken).
6. WNC Appeal for refund of tournament entry fee - they did not go to one of the first tournaments of the season and it was weather related. They have asked to have their entry fee refunded. Our policy is to check to see if other teams from the area made the same tournament and if they did attend, then we should deny. It was confirmed that a Biltmore team with players from the same area did attend the tournament at Barber Park that weekend. Motion by Karl, second by Dale:

   Motion 3: To Deny the petition from WNC for the refund of a Tournament Entry fee since the tournament was held and other teams from the area did attend the same tournament. MSA

7. New Region Office - Wade's company has donated some furniture that we will use. The phone number will stay the same and will go into service on Monday. With the amount of Internet work we do, it seems a logical thing to use DSL service so staff has access to high-speed Internet and can receive phone calls at same time. Everyone agreed. We have also upgraded our computer system with a faster system with more memory and backup capabilities. The existing computer will still be used in the office for any future staff we use.
8. Retreat - June 8-10 at Atlantic Beach - we need to know who is attending so we can plan. Chuck would like to invite some adult member, junior reps, and even some officials that are active that might develop an interest in helping with the Region. Anyone with Topics for the retreat, please send to Chuck as soon as you can.
9. Junior Division Items:
   1. Beach Camp Update - June 20-22 in Atlantic Beach. Craig is working on the flyers and is hoping to mail this week. He has 45-50 emails from kids with interest. Craig is talking to Park & Sun about buying systems from them at cost. Craig would like the Region to buy these systems so we can use them for this camp and for future use (such as rentals, other tournaments/leagues). He would like to buy 20 systems (approximately $200 per system). He'll have the final figures this week. Motion by Karl, second Dan to:

      Motion 4: Approve up to $4000 to purchase 20 outdoor net systems from Park & Sun. MSA

   2. Beach Tournament Update - June 23 in Atlantic Beach. Dale has a few in-kind donations secured. Things are progressing as hoped. Craig and Dale will continue the preparations.
   3. High Performance - Chris Redding, App. State Head Coach is the Head Coach. Assistant Coaches are: Missy Erixon (Appalachian Avalanche junior coach) and Ashley Powers (UNC assistant coach). Head of Delegation will be Craig. Tryouts will be June 9 (Asheville, Charlotte) and June 16 (Raleigh/Durham, Greensboro). Teams will be selected June 18 so they have time to get tickets and raise money. Will have two teams - 18's and 16's. Training will take place at Appalachian State in July. 18's will play in an inter-Regional HP Tournament. The 16's will go to Colorado Springs for Youth Team Cup Competition. We can also send a player out to train with the National High Performance Camp (it would cost $200 to send this player). Motion by Bill, second by Dale to:

      Motion 5: Accept the spot in the National High Performance Camp for one of our players and set aside $200 to pay for this spot. MSA

   4. All-Region Team voting update - last year at the retreat the Juniors Division did away with the All-Region team. At the coaches meeting the coaches said they wanted it and would support it by turning in more ballots. In Power/Club 7 of the 10 divisions named All-Region teams. In the Open divisions 2 of the 5 named All-Region teams.
   5. CAP Clinic - Chuck would like to hold another clinic next year. He proposed late January/early February as dates and all agreed.
   6. Sport Courts - Dale talked to the landlord and he claims he doesn't have the courts. Only way we're going to get this it seems is with taking legal action. Chuck and Fred will have access to Phil in Milwaukee and will talk extensively with him about the courts. They will update Board of Directors at retreat.
   7. Cape Fear withdrawals - Cape Fear dropped out late for Regionals and only notified the Region by email late at night on Friday. Does that constitute prudent notification of withdrawal from a tournament? Motion by Dan, second by Karl that:

      Motion 6: the 10:30 notification does not constitute proper notification of withdrawal from the tournament and staff should impose the $50 penalty for such late withdrawal. MSA

10. Officials Division Items - Chuck would like to see the Officials Divisions and Junior Divisions get together to plan for rating opportunities for officials that work juniors tournaments.
11. Adult Division Items - Charlotte-Mental Block showed up at Regionals with a player that they knew was not legal. They got caught, acknowledged that they were caught, and were disqualified. They were in a 4-team pools so it dropped to three teams. It caused a major headache for the Tournament Administrator and other teams. What do we do? It is a Code of Conduct violation so could take it to an Ethics and Eligibility Committee. There is a $50 fine in Operating Code for using an illegal player. Do we also hold the team accountable for trying to use an illegal player? Motion from Karl, second by Dan:

    Motion 7: to place the members on Charlotte - Mental Block and the illegal player they used on probation for next year and sanction the team $50 for using an illegal player. MSA

12. Other Business - did not hear any complaints on the Adult Regionals format. Disappointment expressed in number of teams that participated in the National Bid Tournaments for Juniors. What can we do to increase the interest in Nationals (retreat topic)? Planning Retreat - BOD should let Kevin know by May 19 whether they can attend so we can have the correct number of rooms.
13. Adjourned - Motion by Dan, second by Karl to Adjourn at 3:55 pm MSA

ACTION ITEMS:

• Dan - use Form 990s to get quotes on Director's & Officer's Insurance
• Fred, Craig, Dan - Review Facility Grant Requests and recommend action to Board at retreat
• Dale, Craig, Susie, Bill - continue planning and preparations for Junior Beach Camp and Tournament
• Craig - continue planning and preparations for High Performance Program
• Chuck, Fred - talk with Phil Wagenblast in Milwaukee about Sport Court situation
• Chuck - Work on getting CAP clinic to Region for next January/February.
• BOD - notify Kevin by May 19 whether you can attend the Retreat June 8-10

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Wednesday, 20-Jun-2001 14:03 EDT