2002 Carolina Region Annual Retreat - June 7-9, 2002
The Summit, Brown Summit
Submitted by: Kevin M Wendelboe, Office Manager

Friday, June 7, 2002:

Attendees: Chuck McCracken, Wade Brence, Craig Lenniger, Ray Wiley, Fred Wendelboe, Dale Hartough, Amber Fulk, Brian Magee, Charlie Yang, Kevin Wendelboe, Marilyn Thompson, Jessica Keenan, John Boger

Registered Proxy: Karl Owen to John Boger

Meeting Began: 7:20 pm

  1. Retreat Topics/Agenda - Chuck posted a list of topics for each Division that had been sent to him by Board or by member comments during the season. Can add more as we get into the discussions. Made introductions of everyone since had some new faces.
  2. Approve Minutes from May 4, 2002 meeting - motion by John, second by Wade to:

    Motion 1: Approve the minutes from the May 4, 2002 meeting of the Board of Directors. MSA

  3. Finance Report - Kevin passed out most recent Finance Report for discussion. Some of the budget columns did not add up correctly as Kevin didn't update the formulas to add them. But, the "Actual" column is straight from Quickbooks and is correct. Went through each division to see if any questions. Cancellation of one juniors tournament reduced their income from projections, but otherwise, all divisions are about on track for the year.
  4. Resignation - Chuck read an email received from Sharon Biggs, Women's AA Rep. Unfortunately, Sharon has had to resign from the Board due to health and family issues. Chuck had replied to her with our thanks.
  5. New National Officials - congratulations to Wade, Charlie, and Wayne Shelden for their National rating confirmed at Dallas. Also, Mike Fulk got his National Scorekeeper rating in Dallas.
  6. 2003 Schedules: Discussed Nov. 16 as Junior Meeting. We know March 15-16, 2003 will be Hi Neighbor; Apr. 5-6, 2003 will be Jr Hi Neighbor. Rest of schedule will be determined tomorrow in division meetings.

Recessed until morning at 9:00 am.

Saturday, June 08, 2002:

Attendees: Chuck McCracken, Craig Lenniger, Ray Wiley, Fred Wendelboe, Dale Hartough, Amber Fulk, Brian Magee, Charlie Yang, Kevin Wendelboe, Marilyn Thompson, Jessica Keenan, John Boger, Wade Brence

Reconvened at 9:05 am

  1. USAV and International Update from Fred & Chuck - Kerry Klostermann, USAV Executive Director, has resigned effective September 1. He will be staying with USAV in other roles better suited for him. Becky Howard will take over his duties on an interim basis mainly dealing with personnel. Process has started to identify a permanent replacement. Received some support from US Paralympic Organization for travel and support for our disabled teams. USAV is looking to identify athletes for the disabled teams, so if anyone knows someone that may fit the category pass along their name to USAV. USAV is trying to gain more presence in the FIVB organizational structure, and it looks promising. USAV is having a golf tournament on August 7 as a fund-raiser. Men's team feels that training in Colorado is a detriment to their training, so may begin investigation to move the men's training program somewhere else. The Women seem to be happy in Colorado Springs. There are a group of NGB's that are looking to have a facility in Florida where we could have events and tournaments there, but not an option for Men's training we think. America's Teams is still in the formation stage. They still think it is going to happen, but others are pessimistic. The ROD of USAV (the division that houses the Regions) has some organizational issues that have started to surface. Some within the ROD want to break off and let the Regions be separate from USAV. The Regions would form their own corporation (one name thrown out - Federation of RVA's). The aim of this is that the USAV can focus on National/International issues and the Regions can focus on the grassroots. There was a meeting on this in Dallas this past May. Executive Committee and ROD will be having a planning session in August to discuss these issues and this may result in a new USAV structure. The entry deadline for Nationals for the coed and age groups has been made earlier to coincide with the Open Division deadline. The reason for this is to determine whether there are enough teams entered in these tournaments earlier (so can cancel/notify teams earlier if need be before final plans are made). Clarified rules on how many junior players can be on an adult roster at the National Championships (60% of players must be adults). There is a new Transfer Rule for Boys wanting to go to Nationals (for developmental reasons). Requirement for regions to purchase a certain number of rule books or guide book has been eliminated. Discussed some changes that came from Officials Division. The ROD elected Chuck Stemm and Jim Webber to represent them to the USAV Board.
  2. Where do we want to be in Five years? A more representative Board (of membership, i.e. Junior reps). A different structure of the board. Is current model of tournaments and administration still the way to operate? Where do leagues/programs fit in? Develop younger age groups and boys. Parent education. Regional coaching education (between IMPACT and CAP). Keeping our players in the organization (retention). More on this will come in Administration discussions.
  3. Adult & Junior Breakout:
    1. Junior Items:
      1. Boys Playoff Issue - motion from Division:

        Motion 2: Boys teams playing in girls division will be eligible to compete as any other girls team. They would be eligible for playoffs. However, if they do make playoffs in one tournament, then they will automatically be moved to next higher appropriate age/division for the next tournament. If there is a Carolina Region Boys tournament on the same weekend, they must play in the boys tournament. MSA

      2. Junior Hi Neighbor - we're going to talk with them about their formats and policies and encourage them to follow our guidelines where possible. Since we are sanctioning them and getting feedback on them, we need to work with them to improve their tournament.
      3. Gold tournaments - we will plan to have a weekend this season for a Gold division where we'll have the top teams from 18, 17, 16 Open plus invite teams from other Regions. Date to be determined when we finalize the schedule. Dale will be working on this tournament.
      4. Parents Code of Ethics - we talked about publishing a Parent Code. We'll look at code in the IMPACT manual and adjust it.
      5. Schedule - we talked about having some 12's, 13's, and 14 Club tournaments on Adult weekends to help with officiating and facility issue. Some of the older age groups could provide officials to those younger tournaments possibly. Schedule to be determined later.
      6. All-Tournament - we will name the High Performance Teams as the All-Region Team which will eliminate the voting issues we've had. Also, will open up opportunities for each registered clubs to identify a 14 and under athlete to go to the Development part of our High Performance Camp.
    2. Adult Items:
      1. Teams without certified officials - for out-of-Region teams, notify them that they must bring two certified officials (scorekeeper and R1). If they don't have any, then they will have to hire the officials on the site for $15 per match they are responsible for.
      2. 7-team format - they are in favor of changing the format to another one if an acceptable one can be found. Didn't have a chance to really analyze the one in front of them.
      3. More teams to playoffs - they are not really interested in taking more teams into playoffs at this time.
      4. Junior teams in the Women's Gold - they are not against the Open teams coming to play Women's Gold. Question raised do we want to promote one weekend as a tournament specifically for juniors to enter and play against the Gold. Adults weren't against them coming any weekend.
      5. Nationals determination - if we have to limit teams guaranteed to get our bid to adults, then priority will be given to order of finish at Regional Championships and on-time entries to the National Championships. At the very least, teams wanting to go to Nationals should indicate their interest to us before Regional Championships. After further discussion, adult division want to think on it some more and may amend it.

    Recessed for lunch at 12:20 pm

    Reconvened at 1:18 pm

  4. Administration Discussion:
    1. Online Registration - discussed signuptoplay.com website. Group felt our computer committee should investigate it to see if it's something we can do this season at least until something nationally develops.
    2. Background checks - based on recommendations from our insurance company, we will stop doing random checks. We'll wait for additional guidelines from National on the subject. We'll encourage our clubs to do their own background checks on their coaches.
    3. Web page - Karl and Kevin will be working this summer to improve the site so people can find the information easier.
    4. Officials data tracking - we hope to make an excel template that all the clinicians can use to report their results. We can then have a master list that our Officials Division has access to. We can then maybe have this accessible on the web. Can also integrate with our database to go onto rosters, reports, etc.
    5. Program staff/development - we've discussed at times additional staff in the office to help with duties to free up time for other programs. A direction we need to go is to have contract staff available to take programs out to undeveloped areas of the state. We can also work with affiliated organizations that are doing volleyball, but that we can help. Discussion began on what our organization hopes to accomplish. What is our goals and mission? Do we want a facility? Is our mission to grow the region membership or support volleyball (or some combination of both)? Idea was to use some of our surplus money now to begin plans to hire additional staff to begin learning the jobs that staff is currently doing and develop additional program areas that staff can go into. Motion by Fred, second by Dale:

      Motion 3: that the Executive committee and/or finance committee in consultation with staff come up with a plan to use surplus money to hire additional staff for program development and regional administration. MSA

  5. Beach/Outdoor Discussion Report:
    1. The Outdoor/Beach group (and anyone interested) will meet August 3 at Atlantic Beach to make plans for 2003. Will set a budget and plan for a Junior Tournament in summer of 2003.
    2. High Performance - going to wait to see what National is doing for Beach High Performance and follow their template.
    3. Craig is gong to try to meet with outdoor tournament directors to try to get consistency in rules for outdoor tournaments across the state. Would also attempt to get a ranking system for players. Will set up an email list to try to distribute this information to the tournament directors. Try to get some sort of unity across the state.
  6. Administration Discussion Group Report:
    1. Currently have $39,000+ coming due in BB&T CD at maturity on June 18, 2002. Have $70,000+ at risk in the Wachovia sweep account. Would like to bring Wachovia account under $100,000 eventually to be covered by FDIC. Motion from committee:

      Motion 4: Staff may move money from the checking account to our BB&T CD at a 6-month term to make it above $100,000 in order to get a better interest rate. MSA

    2. Motion from committee:

      Motion 5: Staff may put up to $50,000 (pending determination if there is a minimum required for the sweep account) into a 3 month CD. MSA

      The Treasurer and Finance Committee will be investigating other investment vehicles for our money that can be implemented when the above CDs come due.

    3. Discussed the staff issues motion that was passed earlier. Kevin will consult with who he needs to and come up with a plan to move forward.
    4. Board meeting expenses - discussion on reimbursement of gas/hotel for board that travel a distance to board meetings. Discussed changing Board travel policy to give option of accepting reimbursement for mileage or reimbursement for hotel. Clarified that hotel policy is region will cover full hotel if only one board member qualifies to stay but 1/2 of stay if more than one Board of same sex is staying or if staying with spouse or non-board member. Motion by Marilyn, second by John to:

      Motion 6: replace the existing travel policy for Board of Director meetings that the region will pay Board members their mileage at the IRS volunteer rate and can receive up to $25 per day per diem (pro-rated for breakfast/lunch/dinner) for meetings when no meals are provided. Directors must turn in their mileage records to the Region office to be reimbursed. Staff would submit to the Commissioner. MSA

      This policy will take effect within the next budget cycle (After Oct. 1, 2002). Any meetings before then will be under the old travel policy.

    5. Email lists - we will implement some lists for team reps, officials, etc. We can create some surveys and information items to go to those lists. Discussed and decided to automatically add everyone to the weekly email list rather than having them opt-in. They still can unsubscribe by following directions at the bottom of the email or check a box on the membership form to opt-out of it.
  7. Officials Division Discussion Items:
    1. Good Standing policy - thoughts to be in good standing in Carolina Region, an official must: be current in their rating, assist as need in clinics, refereeing juniors, and being asked to rate. Will continue to develop the outline of our policy during remaining meetings.
    2. We're looking at using a scorekeeper video for our clinics this season.
    3. A powerpoint slide show is available on Keystone Region's web site. Discussed whether we should purchase a projector for the region to use in its business.
    4. Decided to do adults only for the online testing this season. Juniors will take it at the clinics.
    5. Plan on having a ref clinic on Saturday, Dec. 7 for adult officials working Junior tournaments and then rate them in the afternoon at the adult tournament. Also, on Dec. 7 will do a recert and main clinic in Hickory. Other recert clinic will be November 23 in central part of state. December 14 will be the other main and recert Junior clinic in Chapel Hill. Adult clinic schedule to be determined later.
    6. Rulebooks and guides - any adult who works juniors should get a rule book. Any national or junior national official should also get a Guide Book.

    Group picture and recess for Break and Dinner at 4:15 pm.

    Reconvened at 7:10 pm.

    Wade had to leave. Registered proxy: Wade Brence to John Boger.

  8. 2003 Schedule Discussions:
    1. Junior Schedules (15 & older) - Jan 4, 11, 25; Feb 8, 22; March 8, 22 (Power/Club Regionals); April 5-6 (Jr Hi Neighbor), April 12 (Open Regionals/National Bid).
    2. Adult Schedules - Dec. 7, 14; Jan 4, 18; Feb 1, 15; Mar 1, 15-16 (Hi Neighbor); 29 (Regionals).
    3. Board Meeting Schedule - August 25, 2002 (10:00 am - Greensboro); February 9 (10:00 am - TBD central part of state); May 4, 2003 (Annual Meeting - 1:00 pm - Greensboro); June 6-8, 2003 (Retreat - central part of state - Marilyn & Amber to locate).
  9. Board/Organization Structure:
    Where do we start? Do we go back to the document we started working on awhile ago or start from scratch. It may be advantageous to start from scratch as things have changed since we put that together (advent/use of email, less meetings).
    1. Looked at a concept where have player input by email only. They elect reps that would meet once per year (retreat) and by email. The reps elect a person to sit on the overall Board. Would have similar structure for all divisions (adults, juniors, officials, Beach, and others?).
    2. Alternate structure proposed - Male player rep; Female player rep; Reps of the following groups with a maximum of 10 total but how many of each based on their population and interest groups: Coaches rep (minimum of 1); Officials Rep(s) (minimum of 1); Indoor adults rep(s); indoor juniors rep(s); Beach adult rep(s) & Beach juniors rep(s) (minimum of 1 between two beach categories); Officers - Commissioner, Vice-President, Secretary, Treasurer, Past-Commissioner/At-Large. Discussed having 2 or 3 year terms for these positions. Could stagger the elections in some way and could only need to readjust the numbers every couple of years. This structure seemed promising but some more things need to be fleshed out. Assigned Dale, Karl and Brian to work on this with Fred as adviser.
  10. Boys Development Discussion:
    1. High Performance - Brian liked idea of allowing the boys to come to the High Performance clinics. He would like to see them able to go to the High Performance Camp also.
    2. Beach - one of our better avenues into boys may be with Beach. From their perspective in what they want to do, that may be the way to go as they will see the outdoor game on TV more. Question raised in how do we reach boys outside of Brian's club. Boys volleyball has reached the Middle Schools now. If we wait until they get to Middle School they have already gotten involved more heavily in another sport. We need to get them at 10 and under to get them hooked. Perhaps a 10 and under coed type event at YMCA's that could hook both genders and helps with getting enough players to play. USYVL may be a model we could follow. Age groups are 7-12. They play outdoor with smaller courts. Play 4's coed. Play 1 hour a day for 10 weeks. It's all parent/volunteer run. One coordinator runs a clinic for all the parents/volunteers before the league starts - teaching them the skills/drills to be used. Everything is given to them beforehand so they know what to do. Play on lower nets so they can do all skills involved with the sport. Use volley-lite balls. This could be a good thing to run in the Fall before our season starts. Proposed to use this as a program where we take it to a Y or Park and Rec, run this program, and train their personnel on how to do this. Then, we'll let them keep doing it and we move on to another area. This can help us getting kids playing more and they will eventually move into our indoor program. Sounds like something that would fit into our Program Development area we have discussed. Can develop a plan to identify people to go into areas and start a program such as this and run with it. Craig has the manual and has contacts with USYVL. He can see if they would permit us to use their materials to run a program (if they themselves don't want to come into area).
  11. Finish Adult Officials Clinic schedule:
    1. Re-certification clinics - October 30 in Triangle, Charlotte, and Triad at 7:00. Monday, November 4 in Triad and Triangle at 7:00 pm. Deadline one week before and reserve the right to cancel a clinic if it doesn't have at least 10 people. Clinicians are paid $75 for recert clinics. Clarified that to be eligible to attend a recert clinic, officials must have been certified in each of the last two years.
    2. Full clinics - Sunday, November 10 in Triad and November 17 in Triangle at 1:00 pm.

Recessed at 10:03 pm.

Sunday, June 09, 2002:

Attendees: Chuck McCracken, Craig Lenniger, Ray Wiley, Fred Wendelboe, Dale Hartough, Amber Fulk, Brian Magee, Charlie Yang, Kevin Wendelboe, Marilyn Thompson, Jessica Keenan, John Boger

Registered Proxies: Karl Owen to John Boger; Wade Brence to John Boger

Reconvened at 9:05 am

  1. Broke into Adult and Junior Divisions one last time.
    1. Adults - clarified the one-event team situation that happened last year. We will allow the one-event team category again this season under same policy - team can do it once. Up to three players from that team could do it one more time with 3 or more different players. Discussed Friendship tournaments in several concepts. Can we use them as a place to rate referees? If so, should the Region put on a friendship tournament. Region could host one and make it available to teams and individuals. Could include a clinic in morning (recert) and then do the rating and playing after clinic. Could also approach the other friendship tournaments to do some of the same thing. Discussed Tournament in a box format. Still like the idea of that type of program. Wanted to add that to the pot of things to consider in the development program ideas. Also discussed a similar program where we'd go out to Y's or Parks & Rec for a half day clinic. Get people playing Volleyball and leave them some info on us.
    2. Juniors - discussed the Gold tournament idea some more. Looked at either Feb 22 or March 8 (depending on out-of-region tournaments - Peachtree). Might call it the Carolina Scramble where we will move teams among all divisions to get better numbers and competitions. Also, discussed having the Women's Gold having opportunity to play with 18 Open on one of the junior weekends. Feedback from adults was that adults may not want to play on back-to-back tournaments. May be easier to have it on an adult weekend and invite the junior teams. February 1 was thrown out as the day and try to get it in center of the state. We'll announce this date to the 18 Open coaches as an option to get better competition for the adults and juniors. Discussed teams without certified officials - we're doing better job of tracking clinic attendance. Hopefully, we can print out a label of clinic attendees and they can add it to the back of their member card. Someday, we hope to have it printed on the roster. It would also be good to put a list of officials on the web site like we do the certified coaches. Juniors liked the idea of an alternate 7-team pool format. We'll look at it further and see if we can make a good format that is workable. Discussed the duties of the adult officials working with juniors. We should publish the duties and distribute to the tournament directors, junior coaches,
    3. Junior schedule for 12's, 13's, and 14 Club, Power. They will play on the adult weekends. Jan 4, 18; Feb 1, 15; Mar 1, 15 (Regionals & National bid). Policy on being eligible stays the same (50% of tournaments, Qualifier counts).
    4. Men's College Club discussion - could we invite some of the college club men's teams use our one-event membership category to play in some of our Men's Gold division. They may not know of this option. We have some contacts in some clubs and see if that is something they would be interested in.
    5. Motion from Officials Division:
      Motion 7: To approve a new Officials Good Standing Policy for the Carolina Region - In order to be in good standing in the Carolina Region, a National or Junior National Official must fulfill the requirements as stipulated by the USAV to maintain their certification and be a member of the Carolina Region. Annually, an official must officiate at more than one Junior tournament and must assist with clinics or ratings. In two out of every three years, they must officiate at either the Junior or Adult Regional Championships. MSA

      Motion by Charlie, second by John to:

      Motion 8: to adjourn the 2002 Annual retreat of the Carolina Region Board of Directors at 12:00 pm. MSA

    NEXT MEETING
    Sunday, August 25, 2002 10:00 am Guilford College, Greensboro

    If you are unable to attend, please submit proxy to Office by Thursday, August 22, 2002

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    Last Updated: Monday, 10-June-2002 12:27 EDT