2003 Carolina Region BOD Meeting - May 4, 2003
Koury Convention Center, Greensboro
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: Chuck McCracken, John Boger, Jessica Keenan, Wade Brence, Craig Janak, Charlie Yang, Ray Wiley

Guests: Mike Fulk, Danny Sutton

Registered Proxies: Chuck McCracken to Karl Owen; Charlie Yang to Karl Owen; Wade Brence to Kevin Wendelboe; Craig Janak to Karl Owen; Jessica Keenan to Fred Wendelboe

Meeting began: 1:45 pm

1. Introduction - Karl wanted to start off talking about Chuck's situation. Several have proposed hiring Chuck as Executive director of the Region. Karl thinks this is a bad idea. We need to first identify whether we have a need for additional staff. We've been fortunate to have two commissioners in our history that were well-prepared and qualified for the job. These were also volunteer roles. We need to decide whether the commissioner's role can continue to be volunteer driven. It's pointed out that Bylaws do not currently allow a paid commissioner. We would have to address that. We would also have to develop a job description and do a wide-ranging search for the proper person to fill this job. Board needs to decide what needs the Region has and then decide what kind of staff we need in order to meet our objectives. Most agreed we need to form a small committee to explore a new way of structuring the commissioner's position and staff issues. This committee will draft a recommendation or proposal for the retreat. Recommended Dale to be on committee. Brian Magee volunteered and will be Chair. Marilyn Thompson volunteered. Karl and Fred are willing to be resources for the committee.
2. Approve February 9, 2003 Board meeting Minutes - Motion by Dale, second by Brian to:

   Motion 1: Approve the minutes from the February 9, 2003 Board Meeting minutes. MSA

3. Finance Report
   • Current Finance Report - Jessica emailed a detailed analysis to Board last week based on March 31 numbers. Kevin emailed Board an updated finance report as of May 1. Due to growth in juniors again this season, we will end year with surplus. Still have outstanding expenses for the year of salary, office expenses, retreat, and travel. Will go over financial status in more depth at the retreat. No questions raised on report.
   • BB&T CD and Money Market - our CD has matured and Finance Committee decided to withdraw the money and put it in our Money Market account. The short-term CD rates would not have been greater than what we are currently earning in Money Market account. As interest rates rise, we 'll look into putting our money back into CDs.
4. Financial Controls - the bank statements are currently being mailed to Chuck. Jessica has requested that they go to her as Treasurer and she will review them before sending on to office. Motion by Dale, second by Brian to:

   Motion 2: Have the bank statements mailed to Treasurer for oversight. MSA

   We will also be adding Jessica as a signatory on the Wachovia account.

5. Employee Insurance - Kevin is getting a quote on Small Business Health Insurance plans. The Region currently reimburses him for an individual plan that he had to get. If we can get into the small business plan it will allow us to add affordable coverage for any future employees and will allow our employees to have access to spouse and dependent plans.
6. Director & Officer's Insurance - Information update - the coverage we applied for will not renew this July when it comes up for renewal. ESIX suggested we apply for their new policy that will now cover North Carolina to. We have already mailed off application and premium for coverage when our existing policy lapses.
7. Request for reimbursement for raters at Hi Neighbor - Ray has submitted request to be reimbursed for mileage and per diem for his travel to Hi Neighbor to rate the current Jr National official candidates. Discussion on whether this was approved in advance. This was moved to the Officials Division agenda for action later in the meeting.
8. Facility Grant Request - Step One, Inc. - We had asked Step One for further clarification on their use of volleyball in their programs. They sent back a two-page letter detailing their recreational therapy program. Karl was satisfied by their response and recommended approval. Motion by Amber, second by Dale:

   Motion 3: approve the purchase of an outdoor net system and volleyball for Step One, Inc not to exceed $400. MSA 8-0 Fred, Kevin abstained.

9. Employee Handbook - no progress on this item.
10. Bylaws Revision Report - Dale would like to issue a new set of bylaws at this meeting with the hope that we can discuss it, revise it, and approve it at the retreat. Dale's committee has been working on the revisions for some time. Identified need to get more junior representation to the board since they are our largest constituency. Dale outlined the current structure that they are envisioning and passed out the current working draft of the revised bylaws. The staff expansion proposal will be considered and implemented with any Bylaw changes. This should be major topic at the retreat. Anyone with feedback was encouraged to contact Dale.
11. Region Staff Expansion - covered earlier.
12. Update on High Performance Program - had 144 kids come to the one-day clinics and 31 kids come to the training weekend. Will be sending JC Calloway to Colorado for a Boys HP camp and going to identify a female player to send also. Hired two new coaches - Jenna Hinton and Melissa Battie as coaches to help with the program. Currently working on a site for the summer camp and looking forward to taking teams out to the 2003 Volley Classic again in Utah.
13. Adult Division Topics - Regionals went fairly well. Karl and Kevin will try to contact the teams that didn't play Regionals and try to determine the reasons they didn't participate. Question also raised as to whether we would want to run height-limited tournaments next season. This is question we need to address to help with the National meetings coming up. Idea would be to have conglomerate teams play in those tournaments. Questions raised as to where to fit this into our schedule and how it would work? Comment made that this is something we could survey our membership on. Board seems willing to try to create a way into adding this division as an option next season. Collegiate club issues raised briefly. How are we going to handle officials with them and our teams? Can we get them help with registrations and getting ready to compete in our events? Is there a way to structure an event so that they can compete with our teams without having to register (question for our insurance company/USAV).
14. Junior Division Topics - Regionals went well also. T-shirt sales at the sites we had them went well. Had Court Sports produce the shirts and sale at several sites and seemed to be a good arrangement. Positive feedback on the number of officials that were at the tournaments helping. Marilyn has a list of things that will be discussed in depth at the retreat.
15. Officials Division - we will table the re-write of the National Officials selection criteria to the retreat. We revisited the reimbursement for ratings at Hi Neighbor. It was agreed that if this had been requested before the tournament, we probably would have approved but also would have looked for other options to reduce the travel required (i.e. other raters that were already going to be there playing). Agreed we need to remind the Chair that these sort of expenditures need to be approved in advance. Motion by Fred, second by Dale to:

    Motion 4: approve the reimbursement of mileage expenses and per diem to Ray for rating at Hi Neighbor. MSA

16. Next Meeting - retreat June 13-15, 2003 at Aquaduct Conference Center, Chapel Hill. If you have meeting topics you're interested in send them around to the Board list so we can be prepared on the issues ahead of time. Let Kevin know if you are attending and need a room, etc. If have others in Region you think need to be invited, let Chuck or Kevin know.
17. Adjourn - Motion by Dale, Second by Jami to:

    Motion 5: Adjourn the May 4, 2003 Carolina Region Board meeting at 3:25 pm. MSA

• Kevin - change mailing address for bank statements and get Jessica added as a signatory for accounts
• Brian, Dale, Marilyn- form proposal for staff expansion and incorporate into revised bylaws work and distribute before retreat for feedback.
• Board - continue enhancements to the Employee Handbook

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Wednesday, 18-June-2003 13:50 EDT