2002 Carolina Region BOD Meeting - May 5, 2002
Koury Convention Center, Greensboro
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: Greg Adas, Susie Griffin, Sharon Biggs, Charlie Yang

Registered Proxies: Charlie Yang to Karl Owen

Guests: Mike Fulk

Meeting began: 2:11 pm

1. Agenda
2. Approve February 1, 2002 Minutes. Kevin will fix one typo - Motion by Karl, second by Wade to:

   Motion 1: Approve the corrected minutes from the February 1, 2002 meeting of the Board of Directors. MSA

3. Finance Report
   • Kevin explained the budget column and the miscellaneous expense accounts that may be confusing to some. Difference came from conversion from Quickbooks99 to Quickbooks2001. We're in good shape so far with some items still to be paid (office rent, salary, etc).
   • Updates on 990 Reports & penalities - we are all caught up on 990's through 1996. IRS has refunded the penalty they took out of our CD.
   • Updates on 941 Reports, deposits, & penalities - we are all caught up with past 941 reports and deposits. Our deposits are now being done automatically through a web site and drafted from checking account. Quarterly Reports are done by accountant and mailed to us for signature and mailing.
   • Updates on the sweep account with Wachovia, payroll direct deposit, and Retirement Plan - Sweep account is going well, but we need to continue to monitor as analysis fees are eating into interest earned. We are only covered for $100,000 by FDIC so we may want to look into moving some money into Building CD and/or other staggered CD's to protect ourselves. Payroll direct deposit is working well. Region has fully paid all money owed for staff retirement. Normal deductions from pay check for Retirement will commence with may checks.
4. Director's and Officer's Insurance - Kevin has an application for Chuck to fill out to get a quote on D&O insurance. Unfortunately, we can't participate in ESIX plan for USAV as that company is not licensed in NC. But, ESIX did provide this application for an alternate plan but premium may be higher. Karl also suggested an Insurance broker that we could get a quote from. He will get contact info to Kevin.
5. Planning Retreat - June 7-9 at The Summit just north of Greensboro. Kevin passed out directions to the site. All BOD has responded as to their availability and we have paid the site. We will add Brian as an attendee and pay for him. We'll look to see if we can get some people from some Junior clubs and maybe college clubs to come in and participate. We need to know ASAP if anyone else is being added so we can notify The Summit and add them to our attendees list.
6. Online Registration - the group working with NCVA withdrew their offer to the Regions to join their system. So, nothing is really in the works at this time.
7. Adult Division Topics -
   • Update on Regional Championships - Regionals went fairly smooth. It seemed participation by teams was 70-75% which is about normal. Ran into some problems with UNC administration in getting the courts setup and access to equipment but it wasn't really the Club's fault. They did a good job of helping Amber out.
   • New "Challenge" Volleyball - FIVB created new division. Covered in Annual Meeting.
8. Junior Division Topics -
   • Update on Regional Championships - Regionals went well that we know of. Having Power/Club and Regional on different dates still worked well. We will need to tweak the All-Tournament selection system at the retreat or come up with alternatives.
   • Update on Junior Olympics and Invitational - We have teams going to JO's in all divisions 14-18. For the Invitational we have teams going 14-17. Did not have any 12's or 13's teams interested in attending. Question raised as to whether Region can subsidize any of the entry fees for the teams going to these tournaments. Since no money was budgeted for that and it has been discussed in year's past extensively, no motion or further discussion held.
   • Update on High Performance Program - Went over this earlier in Annual Meeting also. Coaches have been hired and we will have three full day clinics. Girls will be selected for a week-long camp in July. From the camp, teams will be selected to go to Salt Lake City for World Cup. We are hearing some positive feedback on the program and seeing improvement in the players even at the one day clinic level. We hope to continue to build on the program.
   • Complaints about coaches - CJV, Charlotte Elite: We have some complaints about some coaches in two different Junior clubs. We have begun the Due Process procedure on the coach from CJV as it is a Serious Matter under Due Process policy. Chuck, Marilyn, and Wade have been selected to be the committee to decide any possible sanctions against this coach. They will meet briefly after this meeting to discuss how to proceed. The other complaint is against a coach's behavior at the Junior Hi Neighbor. Chuck will have a discussion with this coach and will put her on probation concerning her behavior.
   • Junior Hi Neighbor Format - this should be a retreat topic. Need to discuss what standards do they need to meet so that we'll continue to sanction it. They are not necessarily doing the same formats that we do during the season. They need to notify Region of their plans ahead of time so we can approve or make suggestions. If we are going to sanction the tournament, we need to know if they will be doing anything that reflects poorly on the Region.
   • Request from WNC 12's - Club Director has requested a refund of dues as they did not realize we would have a 12's/13's division so they registered late. No motion brought forward.
9. Officials Division Topics -
   • NCVOB Clinic - NCVOB portion will be August 3 and OTP will be on August 4th at UNC, Chapel Hill.
10. Other Business - Karl asked about creating a written description of the job of Division Rep. He also asked whether we should create an email list for team reps or some other group that we could use as a discussion list where all could participate. If we set up we'd be obligated to use the ideas that came out of it. Delegated to retreat topic.
11. Adjourn - Motion by Karl, Second by Dale to:

    Motion 2: Adjourn the May 5, 2002 Carolina Region Board meeting at 3:10 pm. MSA

• Kevin - continue application process for Director & Officer's Insurance coverage.
• Chuck, Marilyn - identify and contact possible Junior reps to attend retreat for their input.
• Chuck, Marilyn, Wade -investigate complaint on coach for possible sanction.

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Monday, 6-May-2002 15:08 EDT