2003 Carolina Region Annual Retreat - June 13-15, 2003
Aqueduct Conference Center, Chapel Hill
Submitted by: Kevin M Wendelboe, Office Manager

Friday, June 13, 2003:

Attendees: Chuck McCracken, Karl Owen, Jessica Keenan, Dale Hartough, Brian Magee, Scott Huettel, Craig Janak, Wade Brence, Amber Fulk, Fred Wendelboe, Craig Lenniger, Ray Wiley, Charlie Yang, John Boger, Kevin Wendelboe

Non-Attendees: Marilyn Thompson, Jami Oleskewicz, Pamela Plummer

Registered Proxy: Jami Oleskewicz to Kevin Wendelboe

Meeting Began: 7:31 pm

  1. Finance Report - Jessica began with discussing the allocations to overhead report she distributed. Looks like we're going to end the year at about $15-20,000 surplus. Additional junior membership and teams is main reason for surplus as well as some items that were budgeted but not spent to level anticipated (guide books, official's chairs travel to meetings). This next budget year should be easier to budget than previous year's as this is second year under new system. We can build the budget knowing things that need to be included that showed up this year. All funds are in our checking and money markets because interest rates are so low. Once rates go up we'll look into putting money back into CDs at a higher interest rate. Motion by Karl, second by Dale to.

    Motion 1: Approve the finance Report. MSA

  2. Approve Minutes from May 4, 2003 meeting - motion by Karl, second by Wade to:

    Motion 2: Approve the minutes as amended from the May 4, 2003 meeting of the Board of Directors. MSA

  3. Updates - Kathy Ferraraccio has notified us that USAV has approved Ray Wiley's request for Retired status on his National Rating. They thanked him for his service to USAV. NCHSAA has determined that the new rules (rally and let serve) will go into effect this fall in North Carolina. Question raised about the ODR B team that won USAV Nationals and played in some of our tournaments and Hi Neighbor. Fred (as ROD Vice President) has been in contact with ODR Commissioner about this and he replied they felt they were a B team. Fred pointed out that we ought to be able to tell our sanctioned tournaments where teams from out of region can play. We will put in sanctioning agreement that we have the right to review where teams are placed and if we have knowledge of where teams should be then we can move teams to where they belong appropriately.
  4. Health Insurance - we currently reimburse staff for their health insurance. Kevin has researched a small group plan with Blue Cross. His current premium is $134. A similar deductible with more coverage (vision) is $150.76. We have some copies of it, so the Executive Committee will look at it during this weekend and then come back with a proposal later this retreat.
  5. Facility Grant Request - request came in after March 1 deadline so technically it would be for 2003/2004 Grant year. We did not have a request for a grant for this year so do we want to consider this request for this year? All agreed to consider with this budget year. Questions raised on whether this was in an area that we have a need for it. Answer seemed to be yes. Fred pointed out we should send someone to facility to look at it to see if adding a second court would make it an appropriate facility for a two-court tournament facility. Brian agreed to do it since he was close to it. Statement made that they don't seem to be putting anything towards their facility improvement and they have asked for a lot of money. Suggestion made that we could pay for equipment as we have in past for previous grants and they would have to pay for their labor. Motion by Karl, second by Brian to:

    Motion 3: conditionally approve up to a $3250.80 grant to Cardinal Gibbons subject to a facility evaluation by someone approved by the Board that it would be an acceptable two-court facility. MSA

  6. Introductions - went around the room introducing each other and their connections to volleyball.
  7. High Performance Updates - HP Camp starts Monday. Will have 59 girls come in at Guilford. Will have a play day on Saturday where some of the teams going to the National tournament will come in for some high level competition. Will be taking a Youth and a HPC team to St George, Utah for the 2003 Volley Classic in July. Level of play has been improving drastically. Getting better kids in the program. Had several one-day clinics and a HP Training weekend this season. Will be sending a boy to the HPC A2 Boys Camp in Colorado Springs - J.C. Calloway. Also Megan Hodge has been selected to play in the HPC A1 program so is one of the top 18 kids in her age group in the country.
  8. Bylaws update - we've been through at least three revisions of trying to update our current bylaws. Dale went through his most recent version highlighting some of the changes. Chuck asked the divisions to review the new bylaws in their discussions this weekend and come back with changes and/or proposals.
  9. Staff expansion - Brian sent out an email on May 10 for feedback on a new staff position. Two Board members replied and one non-Board member gave feedback. Brian has gotten some information from other Regions that have staff. Brian would like majority of time this weekend spent on this. Would like to come out of this weekend with a possible job description and 6 month and 1 year staffing plans. Chuck discussed his ideas on where this would fit into the rest of the weekend's schedule. Will split into Adult, Juniors, and Officials tomorrow morning and some of these groups will be discussing staffing, bylaws, and other issues. Sunday morning we'll come together and vote on these issues.
  10. 2003/2004 Scheduling -
    Adult - Jan 10, 24, Feb 7, 21; Mar 6, 20 (Hi Neighbor); Regionals to be discussed tomorrow
    Juniors - Jan 3 (2 day?), 17, 31; Feb 14, 28; Mar 13, 27; April 3 (Jr Hi Neighbor); Regionals TBD. These dates are the older age groups (15 O - 18). The younger groups (12-15 P/C will play on adult weekends.
    Board - Aug 17 (SportsPlex 10 am); Jan 10 (Sportsplex 6:30 pm); May 2 (Greensboro 1 pm); June 11-13 (Retreat - coastal area).
    Other dates that need scheduling - official clinics, Junior Coaches clinics, do we want to do a CAP clinic? Adults need to discuss whether to schedule U-Volley tournaments.

Recessed at 10:05 pm until 9:00 am on Saturday, June 14, 2003

Saturday, June 14, 2003:

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

Guests: Dan Pickett, Kevin Campbell

Non-Attendees: Jami Oleskewicz, Pamela Plummer, Scott Huettel, Wade Brence

Registered Proxy: Jami Oleskewicz to Kevin Wendelboe; Scott Huettel to Karl Owen; Wade Brence to John Boger

Reconvened at 9:00 am

  1. Broke into Adults and Junior Divisions for topics of discussion. Ray will go around to both groups for input on the types of things he needs to address (clinics, etc). Will come back together for any action items at 11:15 am
  2. Officials Division Action Items - Ray wants to update the Candidate Criteria for Applying for National Rating Opportunities Policy so the timeline is for one year of evaluations instead of two. Question raised on whether Board should approve the candidates at the retreat. Is that enough time to evaluate? Another question raised whether Board should approve candidates at all. Should it be a function of the Officials Division or the Rating Team? Decided that this policy needed some more work so Officials Division will revisit it to determine what type of oversight the Board needs on the approval process for National candidates. Still need to determine the status of this year's candidates - Amber Fulk, Gary Odle, Randy Burdin. Decided we will budget for up to three to go forward with the understanding that they will undergo continued training and evaluation. Since we had one candidate fail this past season, the Board reiterated to Officials Division that we do not want to send candidates forward that we aren't confident will pass.

    Recessed for lunch at 12:00 pm Ray Wiley left for weekend.

    Reconvened at 1:17 pm

    Reconvened at 1:18 pm

  3. Adult Division Report - a large part was on officiating. Bottom line is that based on responses from last year, we would like to work towards having adult referees at all tournaments this year. Some discussion on what to do with the teams that have many officials on their roster and want to ref (and don't want to pay the higher fee). Craig will be writing up a proposal on this and will be sending out to board. May also survey the adult members on this issue. They did set some officials clinic dates - Nov 16 and 23 (full) - One will be Triangle and one in Triad TBD. Re-cert clinics on Nov 5, 19 and Dec 10 at sites TBD. Adults liked the new 7-team pool format so will stay with that. Will like to have Regionals on April 3. Also discussed ways to make it easier for teams to play. Discussed allowing one-events to register the day of the tournament on site since most of events will be at one location. We could let Lane be authorized to accept them. Discussed ways for unaffiliated players to be able to be picked up at a tournament if there are injuries or allowing teams that have an injury that drops to less than 6 be able to pick a player from another team just so they can finish the day. However, no action items out of these discussions.
  4. Junior Division Report - Proposing that 15 Power and Club be on same weekends as the 14 and unders. Will also propose taking the top 17 & 18 teams to come together to play some tournaments on their weekend and the top 15 & 16's team come together. Top teams to be selected after first or second tournament by a Junior Advisory Committee to be formed. Motion from Division:

    Motion 4: to require all Junior coaches to be IMPACT certified before they can coach in a tournament. MSA

    We will also look into running an IMPACT clinic in conjunction with the High School Coaches meeting so more coaches can be hit earlier. UNCC is interested in hosting a two-day tournament this season and will get us dates they are available. Junior Division will form an Advisory Committee to aid in moving teams and seeding teams into the Top division (to be named). We set the Coaching Meeting and first IMPACT clinic for Nov 15 and will try to schedule UNC's lecture hall. Will hold Region sponsored officiating clinics on December 6 (western part of state) and December 13 (Triangle area). The Junior Division will work on holding an outdoor tournament for juniors next Summer. Discussed changing the points standings to rank teams based on their average points per tournament since encouraging teams to play in the Region is no longer a problem. The minimum number of tournaments to be eligible for Regionals remains. Motion from Division:

    Motion 5: Division to change the Points Standings to Rank based on the Average Points per tournament. Friendly amendment accepted to make it apply to Adults and Juniors. MSA

    Also came up with some survey questions for the membership - how they feel about 25 point games, do we want a tryout signing date.

    Set Regional dates for March 20 (12-15 P); March 27 (16 C-18 P). April 17 for all Open divisions.

  5. Afternoon Groups - High Performance Oversight and Issues; Programming ideas and issues; Member Services and Administration. Broke into these groups until 3:45 pm.
    1. Programming issues Report - went over some things but pretty much felt this wouldn't matter until the second staff person issue was decided.
    2. Member Services and Administration Report - Jessica has someone willing to do a redesign of our web site. Karl and John will be looking at implementing an online database to integrate into our web site to add more functionality.
    3. High Performance Report - Dec 6 & 13, Jan 18, Feb 15, and April 24 will be one-day clinic dates. Would like to do another training weekend in March. Will decide whether to run camp in June or July after this year's camp. Want to establish an oversight committee to govern HP (hiring and program issues).
  6. Additional Staff Discussion - First question was whether we feel it is time to hire a second staff person. Answer was yes. Next, made lists of current Operations Duties of staff and then other duties that could or need to be done (Public Relations, Promotion, Member Development, Fundraising/Sponsorship, Facility Development, Education, Other Organizations Relationships and clinics, marketing, media relations, HP Administration, Mentoring with Team Reps/Club Reps/Tournament Directors, Zonal Relationships. Decided that we would want this staff to be hired on Sept 1. August 1 would be application deadline. August 15 would offer job. Current staff asked to leave while additional discussions held. It was decided to move forward with hiring a second staff and rest of the retreat would be spent on job descriptions and plans.

    Recess for dinner at 6:00 pm

    Reconvened at 7:00 pm

    Registered Proxy: Karl Owen to John Boger

  7. Broke into three groups to discuss aspects of hiring additional staff: (1) Group to come up with Job description; (2) Group to work on budget to pay for additional staff; (3) group to work on timeline for hiring staff.
    1. Timeline - June 14 - Develop a job description; June 16 advertise position; August 1 deadline for applications; August 8 Commissioner or other appropriate group will review applications. August 16 Executive Committee will interview candidates; August 17 Executive Committee will make recommendations if ready at BOD meeting. Hire date of September 1.
    2. Job Description - still need some work on what the actual job description will be.
    3. Budgeting for the position - discussed the salary for position (possibly $22,000-$28,000). Will have additional costs for laptop and traveling (mileage and hotels). Need to look at flexibility of work schedules as this position may not need to be in an "office" from 9 to 5. Discussion on whether should have a straight salary or some sort of incentive-based system to supplement their income. Discussed how this type pay system will affect the other employee(s).
  8. Discussed issue of Background Screens for Junior Coaches. We may need to do it ourselves this season if the national program doesn't get put into place. Consensus was we would charge the coaches being screened with the added fee. National program is that coaches would be screened every two years. Hope to hear more about National program by the August meeting so we can make decisions then on whether we'll have to come up with own program this season until National program is rolled out.

    Recessed at 9:06 pm until Sunday, June 15, 2003 at 9:00 am

Sunday, June 15, 2003

Attendees: Chuck McCracken, Karl Owen, Jessica Keenan, Dale Hartough, Brian Magee, Fred Wendelboe, Craig Lenniger, Charlie Yang, John Boger, Kevin Wendelboe, Marilyn Thompson

Non-Attendees: Jami Oleskewicz, Pamela Plummer, Scott Huettel, Wade Brence, Craig Janak

Registered Proxy: Jami Oleskewicz to Kevin Wendelboe; Scott Huettel to Karl Owen; Wade Brence to John Boger; Craig Janak to Charlie Yang

  1. Began discussions on whether the proposed staff person should be required to have volleyball background. Consensus was that we would "prefer" they have volleyball experience (knowledge of the game) but it would not be required and other experiences would be counted.
  2. Split into groups to discuss budgeting for new position and come up with job descriptions for the new position.
    1. Budgeting - based on preliminary projections it looks like we will need about $50,000 in order to fund the position. Based on potential growth we normally experience and potential growth this position could create, we could generate about $4500-$5000 in additional money to bottom line. So, we will need to come up with around $45,000 to fund the position which will take some doing.
    2. Job Description - Came up with Position title of Director of Programs and Development. Gave presentation on their concepts of job description - Customer Service, Marketing, Program Administration Education, and Communication. They also presented their employment ad. Motion from Committee:

      Motion 6: to accept the job description for the Director of Programs and Development as written and amended MSA

      Also presented the job description for current staff whose duties have changed somewhat with the new position. New title is Director of Operations. They will let Kevin look at it and then committee will make adjustments and send out to everyone before approving.

  3. Projector - it was noted that it appears there is a need for a projector for the Region. New staff could use it. We could use it in clinics, coaches meetings, and Board meetings. Motion by Fred, second by Brian:

    Motion 7: to spend up to $2000 from this year's surplus to purchase a projector for the Region. MSA

  4. Bylaws - Went through page by page with changes to the proposed update to the bylaws. Did not have the required two-thirds majority present to vote on Bylaws and weren't able to finish all pages anyways so everyone was asked to send comments to Dale by Friday so he can finish the update and distribute and vote at the August meeting.
  5. Health Plan - with additional staff and benefits of having a small group plan, it seems a good idea to go ahead and switch to the new plan. We can get additional quotes from other companies when additional staff is hired if it looks like it may be cost-effective. Motion by Dale, second by Karl:

    Motion 8: switch the current staff insurance plan to Blue Cross Blue Shield's small group plan. MSA

    Motion by Marilyn, second by Charlie to:

    Motion 9: to adjourn the 2003 Annual retreat of the Carolina Region Board of Directors at 12:11 pm. MSA

NEXT MEETING
Sunday, August 17, 2003 10:00 am SportsPlex, Greensboro

If you are unable to attend, please submit proxy to Office by Thursday, August 14, 2003

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Last Updated: Tuesday, 24-June-2003 10:24 EDT