2004 Carolina Region BOD Meeting - January 10, 2004
Greensboro Sportsplex
Submitted by: Kevin M Wendelboe, Director of Operations

Non-Attendees: Dale Hartough, Brian Magee, Jessica Keenan, Craig Lenniger, Chuck McCracken

Registered Proxies: Brian Magee to Marilyn Thompson; Wade Brence to Kevin Wendelboe

Guest: Mike Fulk

Meeting began: 6:30 pm

1. Agenda - Karl emailed out today but most were not able to receive before coming.
2. Membership update - Total adult teams for 2004 is 57 versus 53 last year. Juniors is 259 versus 232 last year. For Individual Men Regular have 445 versus 483 last year. For Individual Female Regular 612 this year versus 568 last year. Adult figures include both players and coaches. For juniors 2426 this year versus 2149 last year. Fred did a breakdown on the ages of our adult players - 200 are under 30; 133 are 30-35; 35-40 is 70; 40-50 is 59; 50-60 is 10.
3. Bylaws Revision Report - discussed whether we should shift some of the responsibilities of Commissioner to staff. Wondered if we could get it done before the Annual Meeting. Need to think about nominations for the various open offices. Suggestion to hand out information at the Captain's meetings and just give a short pitch to the Captains about serving the Region. Since Commissioner is up for election, proposal to at least change the Bylaws to reduce the duties of the Commission so liaison with the National office is delegated to staff. Most seemed to think that was a good idea. Pointed out that we need to give at least 30 days notice to membership that a Bylaws change will be voted on at the Annual Meeting. Will delegate Chuck to look at the Bylaws to make these minor changes.
4. Adult Discussions:
   1. Friendship tournament versus Gastonia - there is a movement going on to host a friendship tournament in Kernersville on same weekend as Gastonia. It seems travel is not necessarily the issue but the facilities they use. Question is what type of action do we take? Suggestion was to discuss the concerns that have come up with Gastonia administration about their facilities. Their sanctioning for future years will depend on the types of facilities they can get. We will remind our teams that they have minimum sanctioned tournaments to participate in to qualify for Regional Championships. Kevin will call the Gastonia administration and discuss the issues with them.
   2. Regional Entry Fees - we need to discuss what entry fee to charge. Is goal to break even or turn a profit. Consensus is to break even. Question also raised if we want referees for the Adult Championships. Also brought up that Adult Regionals is the same weekend as Jr Hi Neighbor. We feel our adult Regionals is more important to the Region than Jr Hi Neighbor. We knew that they were on the same weekend at the retreat but there wasn't an alternate weekend that would work. It seems that the number of players involved is few so there is not really much we can do. If a division came to us and asked if they could move their Regionals to another weekend, would we consider it? Answer was yes if they had a specific site located, etc. For entry fees, will direct Kevin to come up with a proposed entry fee and run it by the division.

      Wade Brence present at 7:19 pm.

      Motion by Wade, second by John:

      Motion 1: That officials be provided for the Adult Regional Championships to work pool play and playoffs. MSA

   3. Officiating clinics - Chuck has some proposals for changing the clinics around. Will move that into the retreat as part of planning for next year.
   4. Rating process at tournaments - the rating session at adult tournaments for the junior officials needs to be addressed. We need to maintain the timing between matches. Plan to try to do it at friendship tournament next year. This is another retreat topic for Officials division.
   5. Officials on adult teams - how are we doing with teams being qualified with three officials on their rosters? Almost all teams are not qualified but they probably have been to a clinic. They just need to finish the test-taking process. We'll keep publicizing the January 18 final clinic. We need to notify teams to finish the process by February 1. Motion by Wade, second by Craig:

      Motion 2: that teams that are not in compliance with the official requirements by February 1, 2004 can play in February with a $25 fine per tournament and then cannot play at all after March 1. MSA

      Chuck will review the list to see which teams are not in compliance and then personally notify the teams about their options.

   6. February 8 tournament - let's see if Lane can handle most of it. If that doesn't happen, then we can send some to Statesville.
   7. Division Movements - move Strange Mix to Silver. Will evaluate Women tomorrow.
5. Quest updates:
   1. Juniors - went well. Will wait for report from Chuck when he arrives.
   2. Adults - Jan 24-25, 2004 - seems the entries are pretty low. There may be a number of teams that can't commit to a 2-day event. Have 35 entries for the tournament now. Question raised if we could ask them to do a single day tournament on the side? Consensus was to let this tournament happen as planned and then survey the participants after it is over to see how they like it. No further action taken.
6. Junior Division Discussions:
   1. Entry Fee - direct staff to come up with entry fee
   2. Officials clinics - move to retreat
7. Approval of prior minutes - Motion by Marilyn, second by Wade to:

   Motion 3: Approve the August 17, 2003 minutes of the Carolina Region Board of Directors. MSA

8. Finance Report - passed out the current finance report. With more Juniors that budgeted for, we should be in good standing. Nothing stands out as out of the ordinary. Only over budget item is the Equipment category, but we bought some items for new staff that weren't accounted for in initial run of budget. Motion by John, second by Marilyn to:

   Motion 4: Approve the Finance Report as reported MSA

9. Approve 2004 Proposed Budget - since we have some items that we already know are going to be stable, it makes sense to go ahead and update the proposed budget to those numbers. Felt we can approve in concept and Kevin will send the final version out with highlighted changes from original budget. Motion by Wade, second by Charlie to:

   Motion 5: approve the proposed 2004 Budget with amendments to reflect the first 3 months of operation. MSA

10. Other Business:
    1. Staff Reports -
       1. Kevin is mainly doing registrations and tournament administrations right now. Has been mainly registrations, but will shift over to tournament administration from now on.
       2. Chuck - Karl will have him email his report to the Board since he will not be able to make this meeting.
    2. Refunds for teams not attending the Jan 10 Juniors tournament due to weather:
       1. Tar River Babes submitted written petition. Motion by Marilyn, second by John to:

          Motion 6: offer credit for their withdrawal due to the weather. MSA

       2. Will not offer automatic credits to the other teams. Teams wishing credits will need to submit a written petition outlining their local conditions.
    3. Officials Division - motion from Division to:

       Motion 7: send Amber Fulk and Randy Burdin as our candidates for Junior National Rating in 2004. MSA (Amber abstain).

11. Adjourn - Motion by Ray, Second by Fred to:

    Motion 8: Adjourn the January 10, 2004 Carolina Region Board meeting at 8:28 pm. MSA

• Kevin - amend 2004 Budget to reflect first Quarter figures and send to Board
• Chuck - notify adult teams of their Officiating requirements status
• Chuck - make changes to Bylaws to reflect movement of liaison duties with USAV to Carolina Region staff. Update Commissioner duties to reflect duties staff is handling or can handle
• Kevin - set Regional Championship entry fees
• Kevin - contact Gastonia administration with concerns raised by teams.

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Monday, 3-May-2004 13:30 EDT