2002 Carolina Region BOD Meeting - February 1, 2002
Region Office, Clemmons
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: John Boger, Dale Hartough, Greg Adas, Susie Griffin, Craig Lenniger

Registered Proxies: John Boger to Karl Owen, Susie Griffin to Sharon Biggs, Dale Hartough to Chuck McCracken

Meeting began: 7:30 pm

1. Agenda
2. Approve August 19, 2001 Minutes - Motion by Karl, second by Wade to:

   Motion 1: Approve the minutes from the August 19, 2001 meeting of the Board of Directors. MSA

3. Finance Report
   • Sweep Account -Discussed the implementation of the sweep account with Wachovia. We currently have more than $100,000 combined in the account which means the full amount is not FDIC insured. Discussed moving some money into some CDs with varying dates that they come due so some money will almost always be available if needed. Kevin will check into the FDIC program to confirm what is covered and will recommend possible moves to the Finance Committee.
   • Some spellings and misplaced appropriations noted in report. Motion by Sharon, second by Charlie to:

     Motion 2: Approve the Corrected Finance Report. MSA

   • Discussed the 990's, 941's, and penalties situation. We are all caught up through the 2001 990's. We have submitted all 941's for all pay periods, and have submitted all forms to the state. We are now just waiting to see what kind of penalties we may have. We have submitted a letter asking various entities to abate the penalties.
   • Accounting firm has recommended that we have new leadership in the Treasurer's position. This would be about the only way we could possibly get out of the penalties we have been assessed. Dan issued his resignation from the Board at that time. Board accepted with their appreciation of the many years of service Dan has provided to the Region.
   • We have paid bill for the Comfort Inn rooms that were erroneously charged to us for the August meetings of the raters and officials. We could not prove we canceled the rooms, so had no choice. We will just have to write off that expense.
4. Director's and Officer's Insurance - now that we have 990s we will investigate implementing this coverage for the Board.
5. Planning Retreat - June 7-9 at The Summit just north of Greensboro. Kevin will distribute directions and info at the May meeting. We will need to confirm the number of attendees ahead of time to avoid unnecessary charges. Board asked to confirm their attendance at retreat to Kevin.
6. Entry Fees to National Tournaments - Chuck discussed the recent USAV Board meeting he attended. USAV is still in a budget crunch. They have had to cut costs in a large way. Men's team will not be playing in the World League. A group of the Board tried to find a solution to budget crunch without raising National entry fees but in the time they had, they couldn't come up with alternatives. Adult Entry fees were raised by $150 to $900 and Junior Entry Fee was raised $100 to $900 (Junior Invitational is still $800).
7. Online Registration update - original proposal from NCVA was to pay $2000 to NCVA and $5000 to the developer in order to license the use of NCVA's online registration system. Due to a lack of interest from other Regions, the NCVA and the developer have withdrawn the offer. They may or may not come up with another proposal in the future. There is another system in place being used by some Regions (Florida). That is Sign up to Play. May be something we can look into.
8. New National Age Falsification Policy - basically if you falsify your age to USAV (mainly for JO's) then you are kicked out of USAV for two years and would go on probation for a third year. Will be in effect for adults in the Masters tournaments at USA Open also.
9. Nominations for the Lindsey Meritorious Service Award - if we can nominate by March 1 then USAV will print the certificates out for us. Board asked to submit nominations if they have any.
10. CAP I & II update - we're all set for our clinic at Wake Forest next weekend Feb 8-10. Doug Beal and Tom Tait are the clinicians. We have 25 Level I and 6 Level II signed up so far in-Region. There will be a few more that register through the National Office but that number is unknown at this time.
11. Adult Division Topics -
    • One -event team policy - division is in favor of allowing teams to join as a one-event team as we allowed earlier this season.
    • Amber will be Regional Tournament Director and will look at the requests to set the sites shortly. She will work with the other reps to get the tournaments set. Karl will contact Bread and Butter to see if they can come up with a design and have the shirts ready by March 9.
    • Adult division has made some final team movements among the divisions and will get them to Kevin to notify the teams.
    • Player movement petition - Motion from division to:

      Motion 3: allow the movement of Theresa Ramsey from Busch League to CWA. MSA

12. Junior Division Topics -
    • We have one bid in each age group (13-18) for the JOVC and Junior Invitational (per 2001 junior registrations)
    • Adult referee complaint - received a letter from a junior player about the behavior of one of our officials at a January 19 tournament. Marilyn will be discussing the complaint with the official in question and reiterate the actions and behaviors that we expect out of the adult officials. Kevin will reply back to the complainant.
    • Parent Guidelines and posters for tournaments - Did not happen this season
    • Gold division tournaments - due to facility and administrative difficulties, we are not able to offer separate Gold divisions this season.
    • All-Tournament team selection procedure - coaches will be asked through the web site to nominate up to three of their players for the All-Tournament slate. Deadline of two weeks before Regionals to submit their nominees. There will be spots at bottom of slate for coaches to write any outstanding players that stood out during Regionals that weren't on slate. Coaches will turn in vote at end of tournament.
    • High Performance teams - is it something we want to continue to try to do? Most of the feedback from last year was positive. Motion by Bill, second by Charlie to:

      Motion 4: hold a High Performance program this season and subsidize it with $2500 per team (Youth and Junior) - maximum of $5000. MSA 9-0

      Idea is to have a full day clinic from which selections will be made to the Region High Performance Team. Bill will head up the process with help from Craig and Dan on the budget side.

    • Discussed generating certificates for the seniors that we will give out at their last tournament along with a letter telling them their volleyball options in the future. We'll try to get the 18's and 17's team reps to help us identify the seniors on their teams.
    • Official position of the Region is that we are not doing a Beach camp this summer. If Craig wants to submit a proposal later on, he is free to do that.
    • Regionals requirements - since we had to cancel the first tournament due to weather we will reduce the minimum number of tournaments needed - two for Power/Club and three for Open.
13. Officials Division Topics -
    • Standardize the rating process - between now and the retreat we need to work on the rating system and how the ratings will be held at adult tournaments.
    • Candidates for National Scorekeeper Certification - due 3/1/2002 Mike Fulk and Mike Yoe were both in the process and followed the procedures to be candidates. Marilyn is going to talk with both of them.
    • Candidates for Junior National Referee certification - recommendation from Chair is to have Doug Fagan and Greg Fletcher as candidates. Responses to Chuck were along two lines - the process outlined at the retreat has not been followed so should have no candidates this season. The other line was that the candidates were not really ready to be strong candidates/representatives from our Region. It was agreed that we will not send anyone this year and Chuck will communicate the policy and reasons to them. We need to identify some candidates for both Ref and Scorekeeper for 2003 and 2004.
14. Other Business -
    • Reiterated to staff that if he needs help in the office then he is encouraged to discuss the needs with Chuck. Board will do what is needed to help him out.
    • Question raised about Treasurer's position. Chuck will look for candidates within the Board that is willing to do it. If not, he will have to fill it by appointment.
15. Adjourn - Motion by Karl, Second by Wade to:

    Motion 5: Adjourn the February 1, 2002 Carolina Region Board meeting at 10:52 pm. MSA

NEXT MEETING Sunday, May 5, 2002 Koury Convention Center at 1:00 pm - Annual Meeting If you are unable to attend, please submit proxy to Office by Thursday, May 2, 2002

• Kevin - investigate FDIC requirements and present options for re-distributing our assets to protect our accounts as much as possible.
• Kevin - investigate Director & Officer's Insurance coverage
• All Board - notify Region Office of availability for June retreat at the Summitt
• All Board - make nominations for Meritorious Service awards to Chuck/Kevin by March 1
• Amber, Kevin - make Adult Regionals site assignments and begin preliminary plans
• Karl - contact Bread & Butter about t-shirt options. Place order to arrive by March 9 if possible.
• Marilyn, Kevin - contact official that we received complaint about and address behavior issues and expectations. Kevin will write letter to complainant.
• Bill, Craig, Dan - decide format and begin planning for 2002 High Performance teams
• Officials Division - standardize rating process for adults and for adults working juniors tournaments
• Officials Division - identify referee and scorekeeper candidates for National ratings for 2003 and 2004.
• Chuck - contact Doug Fagan and Greg Fletcher about their status in the Junior National rating process.
• Chuck - identify candidates for the Treasurer position either from within the Board or appointed.

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Monday, 6-May-2002 10:15 EDT