2003 Carolina Region BOD Meeting - August 17, 2003
Greensboro SportsPlex
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: John Boger, Craig Janak, Pam Plummer, Ray Wiley, Fred Wendelboe

Guests: Lane Newsome

Registered Proxies: John Boger to Karl Owen; Craig Janak to Karl Owen

Meeting began: 10:00 am

1. Introductions - Chuck asked that all introduce themselves to make sure everyone new each other.
2. Approve June 13-15, 2003 Board meeting Minutes - Motion by Dale, second by Wade to:

   Motion 1: Approve the minutes from the June 13-15, 2003 Board Retreat minutes. MSA

3. Finance Report
   • Income and Expense Report - Still waiting for invoice from HP camp. When all items paid we should have a surplus of around $10,000 mainly from the increase in junior members. Motion by Karl, second by Dale to:

     Motion 2: approve the Finance Report as presented. MSA

   • NC Department of Revenue - Chuck reported that we had received notice from state of NC for penalties and interest from the payroll problems we had before. The first we heard of it was when they took $1602 from our bank account. Apparently the notices had been going to our old Treasurer and he did not forward them to us. Our accountants have written a letter to the state to have the penalties and interest refunded.
   • 2004 Budget - Jessica went over her thoughts on 2004 budget. We need to put money in budget for the new staff's travel expenses. Discussion on how much to put in their travel budget. We don't want to hamper their ability to do the job. Decided to put $10,000 in the travel budget and will have to really track budget this year to make adjustments as needed. With this addition, we could run a deficit of $40,000 next year. The philosophical questions is do we dip into reserves to pay for this or look at raising some fees in existing structure to fill some holes that we are currently subsidizing (i.e. junior tournaments where we are subsidizing about $15 per team per tournament in officiating). After much discussion, motion by Karl, second by Marilyn:

     Motion 3: to not raise fees for the 2003/2004 season for any existing services. MSA 10-2-1 (Chuck abstain).

     We will include a line-item in the budget for "transfer from reserves" so we will not have to approve a deficit budget. Chuck thanked the Board for their decisions and input. This will help Jessica and her committee help put together the budget. They will continue work on the budget and send out by email for approval by September 30 (end of fiscal year 2002/2003).

4. Projector Update - Karl would like to delay the purchase of projector until the new staff is hired. Then he'll have time to look into it more and we'll still have in time to get it before the fall meetings and clinics.
5. Web site feedback - Jessica wants some feedback on what people want with the new site. Karl would like to have a link to adult and juniors always be available since it is a frame-based site. Would also like to have a page easily accessible that tells you where to go if you are new to NC volleyball. Anyone else with feedback on the new site can send suggestions to Jessica.
6. Employee Handbook - Performance and Salary reviews should be done on a set date rather than keeping track of their hire date. Under salary administration, update the hourly worker to turn in their hours on the 10th and the 25th in order to get paid on the 15th and the last day of the month. Should we add a rate of accrual before taking their first vacation? Decided that during the first year, vacation will accrue at 1 day a month. After the first year they will get the 3 weeks vacation. Kevin will update the handbook with these changes and send out for final approval by email.
7. Bylaws Revision Report - the only response Dale got was that we should wait until we hire the new staff as this could eventually affect the Board and how we want to structure the Commissioner position. May want to consider having a staff person be the representative to USAV for continuity. Then, could have a President handle the Board duties. Will table this until staff issue resolved.
8. Region Staff Search Committee Report - Chuck was asked to leave the room. We got ten applications. The committee has narrowed it down to two candidates. We have sent them a questionnaire for them to answer and we will use that to aid in the interviews. Discussed whether Board was willing to pay travel expenses to bring in the out-of-state candidate for an interview/presentation. Motion by Brian, second by Wade

   Motion 4: to allocate up to $600 to bring in both candidates for an interview with the search committee and presentation, which will be open to the board. After the interview weekend, the job search committee will have the authority to make a job offer to their top choice. MSA 11-0-1 (Karl abstain)

   Further discussion on what the salary structure of new position would be. Current staff asked to leave the room.

9. Other Business - Brian went to the Youth and Junior meetings in Kansas City for the Region. Biggest discussion was the large national events that happen each year and how to get them planned. Discussed how to realign the Qualifiers to allow for additional bids to the Regions and out of the Qualifiers. They are going to grow the events by allowing 7-team pools. Another big discussion was in providing scorekeepers at the qualifiers. Problems were whether there were enough scorekeepers and how it would affect the costs to the teams. Looking at adding a third division. They are looking at adding a Boys Qualifier and phase that into the National Championships pipeline as boys continue to grow. YJOV wants a Kids Court at all National events. Would like the Regions to offer that also at their larger two-day tournaments. Brian thanked the Board for the opportunity to represent the Region at this meeting.
10. Division Reports:
    1. Adult Division - Agreed that we will not attempt to do paid officials this season for a variety of reasons. Will not set the Regionals entry fee until later when a tournament director is announced. Would like to see the officials division raise the level of training during the clinics and ratings. Will work with Lane to do a two-day tournament on the last tournament date in January. Will open it up to other Regions. Carolina Region teams that enter by tournament deadline will have guaranteed spot. Entry deadline will be three weeks for this special tournament. The entry fee will be determined between Lane and staff. Decided that we will do one full clinic in Triad and one in Triangle on Nov 16 & 23. Kevin will decide which is which and will work on setting the sites.
    2. Junior Division - discussed plans for the November coaches' meeting. Brian will be on schedule there to talk about the direction of Boys. Are trying to get some more people certified to give IMPACT clinics.
11. Adjourn - Motion by Karl, Second by Brian to:

    Motion 6: Adjourn the August 17, 2003 Carolina Region Board meeting at 1:33 pm. MSA

• Jessica & Finance Committee - finalize 2004 Budget and send to Board for approval by September 30, 2003.
• Karl, Kevin - investigate Projectors and purchase for fall clinics and meetings.
• Jessica, BOD - continue work on web site re-design. BOD to send suggestions as needed to Jessica
• Kevin - update Employee Handbook with changes and send to BOD for approval by email
• Staff Search Committee - continue interview/screening process with interviews as needed. Hire staff.
• Kevin, Officials Division - finalize sites for fall clinics.

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Monday, 18-Aug-2003 14:58 EDT