2002 Carolina Region BOD Meeting - August 25, 2002
Guilford College, Greensboro
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: Karl Owen, Wade Brence, Charlie Yang, Amber Fulk, Greg Adas, Susie Griffin, Craig Lenniger, Fred Wendelboe

Registered Proxies: Charlie Yang to John Boger, Wade Brence to Kevin Wendelboe, Marilyn Thompson to Kevin Wendelboe (after departure)

Meeting began: 10:15 am

1. Agenda
2. Approve June 6-8, 2002 Retreat Minutes - Motion by John, second by Dale to:

   Motion 1: Approve the minutes from the June 6-8, 2002 Annual Retreat of the Board of Directors. MSA

3. Finance Report
   • Current Finance Report - some questions were raised on last year's budget process and why it appears we may have over-budgeted in Juniors and Junior Coaches. Kevin explained that with the change to new accounting file, not all of last year's budgeted categories may be represented in this report. Some accounts were deleted or folded into our new accounts, so it will be hard to get a firm grasp on last year's budget based on this year's Quickbooks file. Next year's budget will be based on our new system so comparisons will be easier. If you factor in the one time fees to accountant and IRS, we actually would have had a sizable surplus. It appears we'll end the season with a surplus of $3000-$5000 for reserves.
   • 2003 Budget discussion - discussed preliminary budget that Kevin put together. John mentioned that the adults had talked at the retreat about providing paid officials at adult Regionals and that would need to be budgeted. Motion by John, second by Jessica that:

     Motion 2: the Region will provide officials for the 2003 Adult Regionals to officiate all matches. The entry fee will be adjusted as needed to cover the added expenses. MSA

     It was pointed out we may not have budgeted enough in the Officials pay and mileage accounts due to potential for more officials working the tournaments. This led to discussion of how much the Region is subsidizing officials at regular season and Junior Regionals. Answer depends on number of courts, number of officials, and teams in tournament but can vary from $100-$400+ per tournament. Motion by Dale, second by Brian to:

     Motion 3: Raise junior tournament entry fee for the Regional Championships to cover expenses. Motion failed

     It was pointed out that we do not need the above motion in order to raise the entry fee. Regional entry fees will be determined in the 2003 Budget so we can factor in an increase in the budget to cover any additional costs. Kevin will come up with a preliminary expense sheet for the adult and junior Regionals and will set entry fees for both to attempt to cover added expenses. Foresee the two entry fees being similar or at least rising proportionally.

     Purchasing a higher performance laptop for the office was mentioned at the retreat, but it was noted that money for this was not in the proposed budget. Motion by Jessica, second by Dale to:

     Motion 4: authorize staff to spend up to $2000 to buy a new laptop for the office. MSA

     Chuck and Kevin pointed out that we will not be sending an adult rep to the Players Advisory Council meetings in Minneapolis this season. Previous meetings have not been well attended and the Region is not receiving any perceived benefits of attending this meeting. Thus, budgeted travel for adults was reduced to zero.

     Marilyn needed to leave at 12:00 pm. Kevin gained her proxy.

     Currently the 2003 budget showed a slight deficit. Board didn't want to approve a deficit budget. Kevin will take it back and work on it with the suggestions offered and will put out a revised one by email for voting and approval.

4. CJV Coach update - recommendation from committee was that this coach would be banned from coaching for lifetime in the Carolina Region and banned from playing in the Region for three seasons. Chuck will prepare a letter notifying him of this sanction. We will report this to USA Volleyball also for distribution to other Regions.
5. Director's & Officer's Insurance - the Region has purchased a policy and Board is now covered. Policy cost $1375 which is higher than previously thought but the current Board scandal environment (Enron, Anderson) has made this insurance more pricey. Premiums will probably continue to increase in future.
6. Bylaws Revision report - Dale is working on it, but nothing new to really report. Chuck and Dale will be meeting right after this meeting briefly. They have discussed having a coach's rep within the junior division.
7. Review Employee Handbook - handbook hasn't been updated since Kevin was hired. Probably is something that needs to be looked at to bring it up to date. Kevin will email to whole board to make comments on. Board should review and make suggestions back to Chuck.
8. Region staff expansion - Chuck will try to put together a list of things that could happen under program development. Will send out to Board for input and prioritizing.
9. Region High Performance - Chuck has talked with Casey Caram about being Region point person for High Performance and coming to meetings. He has some interest in this. He also is affiliated with the Duke Men's club team and he will be talking with them about how they can get involved with the region. Had 86 players come to the one-day clinic. Had 44 come to the week long camp. Sent 10 Junior players and 12 Youth players to Salt Lake City for competition. Both teams won matches. Lost some matches in five games, so we are on the brink of really having a good program. We had a lot of positive feedback from the participants. We are starting to plan improvements and enhancements for the future. Talked about having clinics/player identification earlier in the season. Have more advanced clinics for those that have already been through the clinics. Ideally we'll have an outlined schedule ready by the Junior Coaches meeting.
10. Adult Division topics - need to decide any penalties to impose against our player that was sanctioned at Nationals. Also an issue is what to do to that out-of-Region team that has played in several of our tournaments last season. We'll look to see what similar sanctions have been in the past and John will form a committee to address before the season starts so they can be notified. Addressed Men's collegiate club policy in trying to get them to try us out and play in some of our tournaments.
11. Junior Division topics - a group in Winston-Salem is interested in trying a USYVL type program. Do we want to affiliate with them? It was felt we should so we can help them and learn bets way to structure the leagues. Chuck just received permission from the USYVL to use their program, so he will help distribute the relevant information to the various groups. Coaching meeting in November - recommend having the High Performance coaches come in to run the gym clinic and help promote our HP program. We have reserved Forsyth Country Day School as site for Coaches Meeting. It has a bigger auditorium and we will have their old gym. We'll reserve from 9 am - 5 pm. Will cost us $40 per hour.
12. Officials - PAVO clinic did not cover USAV rules at all, so do we want to count it as meeting an annual clinic requirement? No, we do not. We may want to set up a special clinic for the PAVO officials that went to that clinic. We need sites for the clinics. Ray is working on it and Kevin has approached Hoppen about reserving East Forsyth. We are set up for the online testing. Gary Odle has expressed interest in being involved in the Officials Division. Ray will talk with him and bring him along to meetings. Lane Newsome has agreed to run a referee clinic and friendship tournament. We'll do a recert clinic for one of them and a full clinic for another one. Ray will get with Lane on the dates for those.
13. Other Business -
    • Kevin informed Board that he had contacted a conference center in Chapel Hill about using them for next year's retreat. They are not available on the weekend we originally picked out, but they are available the following weekend (June 13-15). Although Sunday is Father's Day, no one had a problem with the change since will end early on Sunday anyway. We will change retreat to following weekend and book Aquaduct.
    • Kevin passed out a manual for the Board to use as reference guide. Two-sided form in front needs to be signed and returned to the office. Suggestions and improvements are welcome so manual will be useful to Board members that follow.
    • Kevin will be putting together the registration packets and tournament directors information shortly. Just wanted to confirm that membership fees will stay the same. All agreed it didn't look like we would need to raise membership fees or regular season tournament entries at this time.
    • Kevin asked about 7-team pool status. John and Chuck will look at it and make suggestions shortly.
    • Jessica has contacted a WFU graduate class about possibly doing marketing research for us. She doesn't know yet if they will accept us as a project but she will try. She got some feedback on things they might research on our behalf.
14. Adjourn - Motion by John, Second by Ray to:

    Motion 5: Adjourn the August 25, 2002 Carolina Region Board meeting at 1:05 pm. MSA

• Kevin - finalize 2003 Budget and send to Board for approval
• Chuck - prepare sanction letter for CJV coach.
• Dale, Chuck, Brian - continue work on updated By-Laws
• All Board - review Employee manual and make suggestions for improvements/revisions.
• Chuck - compile list of employee projects/program development and distribute to Board
• Craig, Chuck, Kevin, Casey - plan HP program for 2003 and have ready by November 16 coaches meeting
• John/Adult Division - decide appropriate sanctions for Region member playing illegally at USA Open and for neighboring team that used him.
• Chuck - Distribute USYVL information to interested groups. Invite HP coaches to give gym clinic at Nov 16 meeting.
• Officials Division - reserve facilities for Officiating clinics. Assign clinicians.
• John, Chuck - evaluate 7-team pool format for possible improvements.

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Tuesday, 27-Aug-2002 11:14 EDT