2005 Carolina Region BOD Meeting - January 8, 2005
Greensboro SportsPlex
Submitted by: Kevin M Wendelboe, Director of Operations

Staff Attendees: Chuck McCracken, Kevin Wendelboe

Non-Attendees: Scott Huettel, Marilyn Thompson, Jami Oleskewicz, Fred Wendelboe

Registered Proxies: Jami Oleskewicz to Kevin Wendelboe, Scott Huettel to Karl Owen, Marilyn Thompson to Kevin Wendelboe

Guest: Mike Fulk

Meeting began: 6:37 pm

1. Review Agenda
2. Approve August retreat minutes - Motion by Wade, second by Betty to:

   Motion 1: To approve as amended the August 20-22, 2004 Retreat minutes. MSA

3. Review Open Action items from the retreat:
   1. Bylaws revision - bylaws are with the lawyer now. Should have something back from them to react to on January 17.
   2. Host a CAP Clinic - CAP clinic will be last half of September/early October. Level I/II will be offered. Trying to get John Kessel as clinician and then he can do an IMPACT instructors course also.
   3. Schedule officiating clinics - succeeded in scheduling officials clinics - we've had 63 so far. Most are club-sponsored.
   4. Develop a rating form for rating officials - decided to use the standard rating form and will just evaluate them on pass/fail (not points).
   5. Develop a policy of recognizing outstanding junior officials - if they get recognized Adult officials will notify Sandy and he will send them a letter with a patch. It will be up to each site Head Official to nominate to Sandy.
   6. Develop a new points system - we have developed a system based on Scott Huettel's formulas. It will rank from top to bottom within Men, Women, and Junior ages. Depending on how a team registers initially, they will be assigned a set amount of points. When two teams play, there will be a point transfer between the two teams (depending on who wins and who was "supposed" to win). It's important to have some interplay during the season to have an accurate standings, so may not want to set the divisions right off the bat.
   7. Rewrite Officials requirements for Operating code - Sandy, Marilyn, and Kevin rewrote the officials requirements for the operating code.
   8. 2005 Budget - we finalized the 2005 budget and passed it by email after the retreat.
4. Finance Report - Kevin went over the Finance Report that was emailed to everyone at the beginning of the week. Hard to really tell where we are at this point as we're showing all the inflows for memberships and tournament entries, but haven't started paying out much yet. The 2005 budget column should say "Final" instead of "proposed". Motion by John, second by Wade to:

   Motion 2: approve the Finance Report. MSA

5. Membership report - Karl would like to be able to pull out the coaches and officials from the adults to see how many players we have. Kevin indicated we should be able to do that. Looks like we are down two men's teams and two women's teams from last year.
6. Board Development - Karl welcomed Mike Spillman and Vaughn Hastings to the Board. John Boger will now be the Associate Commissioner. Mike will be the new Player Rep and Vaughn volunteered to be the Outdoor Rep. Karl pointed out that we need a transition plan to go from our existing structure to our new structure being voted on at Annual Meeting. We also need a nominating committee to identify possible candidates for the board election. Mike, Pam, Brian, Betty, and Karl will be on the nominating committee. We will also invite Marilyn to help out on the juniors side.
7. Review Progress on Board Goals -
   1. Increase adult membership - measure was to have 29 male teams & 34 female teams and we are not there yet. We did do some Player Showcases at the Sports Warehouse and Greensboro SportsPlex. We did identify 30 people out of those showcases that we think have not joined a team yet. We'd have to almost become a team rep/coach to those people in order to get them into a team. Discussed how we could bring back the "club" structure so the "clubs" could be the mentoring structure to bring in new players and teams and provide them with continuity and structure.
   2. Increase visibility of the Carolina Region - measure to get CR info to 1000 people who were not members last season. Karl suggested we need to talk to Park & Recreation teams and leagues throughout the state. These are existing teams that need to hear about us. Mike suggested having a Recreation League invitational that gives them a taste of USAV. We could require our referee and scorekeeper candidates to come and donate their day to officiating such a tournament. We need to put a Carolina Region banner up in the SportsPlex. Kevin will get one made and deliver to Lane.
   3. Identify underserved areas and populations - unfortunately, we have not done much in this area yet.
   4. Publish a list of where to find volleyball in NC - Kevin and Stephen have a list of places. We're just waiting to get it in a presentable page to post on our site. Need it to be a general posting of contacts and not too specific so we don't spend all our time updating it.
   5. Improve member services - taken some good strides with this with accepting credit card payments. We also wanted a Forum section on the website by January 1. We've missed by a few days but we have been testing a new forum and will send it out to Board to see this week. We'll link it to our main site shortly.
   6. It wasn't a goal but Karl does want to improve communications with the Region. We've moved to a new software for lists and have created a men's rep, women's rep, and junior rep email lists. We will also create a list that has all our members that have emails. Karl wants to have the board in communication with the membership more. Chuck also wanted to start thinking about the surveys we want to have our members take towards the end of the season - what do we want to ask them, etc.
8. Staff Reports - (a) Kevin's report was basically the update on the membership report. That is how he has spending his time (b) Karl will work with Chuck on identifying what he has been doing and then they'll make a report to the board.
9. Division discussions - decided not to break into groups since Juniors aren't really represented and the official division doesn't have too much to discuss.
   1. OFFICIALS - The one thing Officials wanted to change was when to train the officials that will work junior's tournaments. We have some that are just not trained very well and we need a mechanism in place to train them better (and not at a Friendship tournament). We need to set a standard that officials need to attain in order to work our tournaments. We need to be able to train them effectively in order to get them up to some basic standards. This will be a main topic for Officials division at the retreat.
   2. JUNIORS - no topics
   3. ADULT Division - Began with setting the schedule for the rest of the season: Feb 5 - Men on Saturday at SportsPlex and Women on Sunday; Feb 19 - Women on Saturday at SportsPlex and Men on Sunday; March 5 - all on Saturday (need 11 courts); Regionals - All on Saturday, April 2. We will try to assign officials for this fairly quickly. How do we want to break down adult divisions? The points system was designed so we wouldn't have set divisions initially and then can vary the division sizes from tournament to tournament. We can set a date in future where we will determine who is playing which division for Regionals. The main issue with this is how to do All-Region voting, since the divisions are constantly changing. Decided that we would not set divisions at this point and would use the points system to help set the pools each tournament. Decided we will have a Regional Championships All-Tournament team this year instead of All-Region. Ballots will still be collected to use to help identify players to look at during the Regionals.
10. Other Business - discussed USAV's email list - "Rotations" - should we provide our email list to USAV? Decided we would not. When we build the email list for our membership we'll forward to our members and tell them they can subscribe if they want to. Sandy briefly discussed the Board Chair meetings he attended. There will not be Libero pennies at the US Open and Junior Championships. Teams must be prepared to have legal uniforms at the Championships. Our teams usually don't have a problem with this at National events but we'll make sure they know the new policy.
11. Next meeting - May 1, 2005 - Annual Meeting at Koury Convention Center, Greensboro. 1:00 pm
12. Adjournment - Motion by John, second by Charlie to:

    Motion 3: Adjourn the January 8, 2005 Carolina Region Board meeting at 9:19 pm. MSA

• Mike, Pam, Brian, Betty, Marilyn, and Karl - identify candidates for the Board for elections in May
• Kevin - get a Region banner to the Greensboro SportsPlex
• Kevin, Stephen, Karl - continue work on Places to Play section of website
• Board - work on questions for end of season survey

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Monday, 9-May-2005 13:39 EDT