2003 Carolina Region BOD Meeting - February 9, 2003
Comfort Inn, Durham
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: Susie Griffin, Fred Wendelboe, Marilyn Thompson

Registered Proxies: Marilyn Thompson to Kevin Wendelboe

Guest: Mike Fulk

Meeting began: 10:07 am

1. Agenda
2. Approve August 25, 2003 Board meeting Minutes - Motion by Dale, second by John to:

   Motion 1: Approve the minutes from the August 25, 2002 Board Meeting minutes. MSA

3. Finance Report
   • Current Finance Report - Jessica has done some analysis on where we are in accounts this year as compared to last year at this time. Interest income is doing better this year based on what we did last year due to restructuring our accounts with the bank between CDs, money markets, and checking account. Adult membership is down and junior division is up which has been the case last few years. She is looking at allocating a return to overhead from the divisions to the administration budget. Can do based on members or percent of budget. She hopes to change the report around some for future meetings. Finance Committee will be meeting after this meeting to discuss future changes to the report. Jessica pointed out that the Fiscal 2002 Actual numbers were not correct. They were numbers as of the August 25 meeting and fiscal year ended Sept. 30. Kevin will update. Motion by Karl, second by Dale to:

     Motion 2: Approve the Finance Report as amended. MSA

   • Financial Controls - reconciliation oversight. Bernard Robinson is still involved with making sure we are making the proper reports. We have sent in our 990 for last year and they said it went well this year. Chuck asked them about doing an audit. Full audit is about $5000 a year expense. If we wanted them to do it, then they will do it, but they think we're being prudent and responsible in our oversight of the books so may not need to do a full one. We can do some individualized audits of specific accounts. Jessica suggested to start with internal audit and maybe have an outside audit every few years. Jessica agreed to go to office and do internal audit and Board agreed with that.
4. Nominating Committee - Dale is willing to chair with the rest of the board that are not up for election. We'll start announcing it in weekly email and on web site. Positions up for election this year are Commissioner, Associate Commissioner, Men's Player Rep, Women's and men's AA Reps, Men's & Women B Reps, and Junior Girls Coordinator.
5. Refunds/credits for January 25 tournaments - motion by John, second by Dale to:

   Motion 3: Offer credits/refunds to all teams that chose not to travel to the January 25 Juniors tournaments due to the weather. MSA

6. IMPACT clinic - we had a situation where a clinician was asked to give a private clinic to two coaches. We asked that they open it up to other coaches as we have quite a few that still need a clinic. He still held a private clinic for the two coaches. One option for us is to not recognize the clinic as valid and make them do it over again. Chuck's inclination is for us to write the clinician a letter letting him know why this issue was important to us and how we would like the clinics to be held in our Region. Board was OK with Chuck sending the letter.
7. Facility Grant request - Step One, Inc. Many felt it doesn't fit under the facility grant program criteria, but if its something we still feel supports volleyball we can just decide to approve the purchase right now. Some concerns about whether this system will actually be used or if they are just wanting a volleyball net. Requested that Step One send us a one-page summary of what the therapy program would entail and how volleyball would be incorporated within it.
8. Employee Handbook - Jessica thought one thing that should be included is an Employee Code of Ethics and also thought that part-time employees should be mentioned. John brought up 401(k) section and that needs to be changed to exactly what we set up (SIMPLE) and that our retirement plan will be governed by the laws of those programs.
9. Region Staff Expansion - we hired Malinda Wendelboe to do most of our registrations this year and worked very well. We were done earlier than we have been in season's past. Chuck feels we're at the point where we will need additional staff to do some of the things we want to do (High Performance, Regional Volley Van). We'll obviously talk more about this at retreat.
10. High Performance Update - we've had two clinics already with 60 attendees. Biggest number is the Youth age group. 20 different clubs were represented so far this year. Offered a coaching clinic this year. Had 6 coaches attend including one the HP staff would like to keep involved in the program. She has sent her resume in. We have a Training weekend coming up March 1. Invited 55 players to the training weekend. (Saturday and Sunday). Hope to finalize the sites this week. Will have two more one-day clinics on April 26 in Greenville and Hickory. Update on Seminar held at Colorado Springs - competitions will be held for HPC and Youth age groups only. Competition will be held either in Utah again or Ohio (to be determined shortly). They gave out a manual that we'll copy and give to our coaches. Shelton Collier is in our Region now and is coaching the A2 National team and he was out there for the seminar. He's willing to help with our HP program however we need him. Chuck brought up point that we need to continue to include Boys whenever we can in our programs.
11. Adult Division - Phat Nasty is moved to Gold this weekend and permanently. Request from Jeff Joyce to help seed for Hi Neighbor. Decided that assignments will be Gold is A or above, Silver is BB or above, and Bronze is B or above. Officials policy - teams that are not legal currently, we will allow teams to play Feb 15/16 and March 1 if they pay a $25 fee for each tournament. If they do not get legal after March 1 they will not be eligible to play Hi Neighbor or Regional Championships. Regional Championships - suggest just to hire Lane to run Regionals since it will be at Pyramids and he's been running our tournaments all season also. We will be hiring Regional referee or higher each day to officiate all pool play and playoffs. Ray will hire them. Women will play Saturday and Men on Sunday. Update on Dallas incident - the team from other region appealed their suspension from our tournaments since we reduced our player's suspension. The appeals committee reduced that team's suspension to one tournament weekend greater than our player's.
12. Junior Division - for general info, we will not allow a one-event membership for a junior coach unless they are IMPACT certified as we had one try and had to make decision on that. We'll talk at retreat about making a policy that a coach cannot coach at all until they are IMPACT certified. Chuck is looking into hosting a Junior tournament on April 5&6 in Greensboro for teams that didn't get into Junior Hi Neighbor. They didn't accept as many teams this season, so a lot of teams were left out. He will not accept any entries from teams already entered in Hi Neighbor so as not affect their tournament. He will be contacting Jr Hi Neighbor administration to make sure they don't have a problem with this tournament.
13. Officials Division - Randy Burdin and Gary Odle have submitted applications to be considered to be sent for their Junior Nationals next season. We'll announce that others wanting to apply for that need to do so by April 1. Doug Fagan and Greg Fletcher will be our candidates this year.
14. Other Business - we need to start to plan on doing a CAP clinic next year. Retreat topic should we split juniors at 15's instead of 14's? How do we get new facilities to start running tournaments? Kevin asked whether we wanted to join Northwest Better Business Bureau at $300 annually. Board felt we would not get much out of it, so declined invitation.
15. Adjourn - Motion by Ray, Second by Wade to:

    Motion 4: Adjourn the February 9, 2003 Carolina Region Board meeting at 1:35 pm. MSA

• Kevin - amend Finance Report to reflect actual Fiscal Year 2002 figures
• Finance Committee - Chuck, Dale, Jessica - work on refining format of the Finance Report
• Jessica - do internal audit of Region Office
• Dale & Nominating Committee - identify candidates to run for positions at May 4 Annual Meeting
• Chuck - write letter to IMPACT clinician about Region's expectations for clinics
• Board - continue enhancements to the Employee Handbook

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Friday, 14-Feb-2003 9:14 EDT