2001 Carolina Region BOD Meeting - August 19, 2001
Region Office, Clemmons
Submitted by: Kevin M Wendelboe, Office Manager

Non-Attendees: Marilyn Thompson, Greg Adas, Susie Griffin, Bill Shook, Sharon Biggs

Registered Proxies: Marilyn Thompson to Kevin Wendelboe, Karl Owen to John Boger (after 12:45 pm)

Meeting began: 9:25 am

1. Agenda
2. Approve June 8-10, 2001 Retreat Minutes - Motion by Karl, second by Dale to:

   Motion 1: Approve the minutes from the June 8-10, 2001 meeting of the Board of Directors. MSA

3. Finance Report
   • Dan passed out Report and asked how we want to track the t-shirt sales - split between adult and junior or run through one division only. Consensus wanted to put system in place so we can more accurately track through appropriate divisions.
   • Question raised whether we have paid for Ron Weigand's Scorekeeper National fee. We didn't think so. Dan will check and get it paid if need be.
   • Questioned raised about Retirement account. We've paid $800 currently and need to be make the current year's payment. Dan will get the current year's contribution out to them shortly. Dan will also contact T. Rowe about reclassifying the payment sent in to year 2000 tax year.
   • Dan went over the 2001 High Performance budget. Currently show loss of $2366.36 on program for this year. The uniforms were bought by the Region and will be used in future years, so that expense will be less or gone in future years. This did not include an additional $2875 that must be paid for lodging that we were just billed for. Suggestion made to go ahead and add High Performance as its own budget section and breakdown all the expenses that comes with it. Feedback from participants seemed to be very positive.
   • Chuck reviewed a letter he received from BB&T and the IRS about back taxes and penalties that were withdrawn from our CD. Chuck called IRS and they told him dates we were notified of this and they say we have not filed 941 (FICA) since first quarter 1999. Chuck will be setting a meeting up with the accountant which he and Kevin and possibly Dan will attend. We will request them give us in writing what information they need from us, we will get that to them, and check off what is required. All agreed we need to let the accountants take over these tasks and pay them what it takes to get this matter behind us.
   • Karl pointed out some numbers that didn't add correctly on the report and Dan will correct. Karl recommended forming a Finance Committee that can review the reports that come from Treasurer and the accountant in more detail before and between meetings. Dan, Dale, and Chuck will form the initial committee. Kevin will be providing the reports to the committee and will be its information source. Fred made suggestion of finding a general member that works in finance/accounting to serve as a volunteer member on this committee to be a check against the committee.
   • Interest owed by Phil Wagenblast - Dan has original agreement and will compute the numbers.
   • Quickbooks update - new version coming so do we want to upgrade now or wait. We will ask the accountants which version they would propose us to upgrade to.
   • Payroll direct deposit - Kevin has the forms to do a transfer between accounts in Wachovia so we can set that up. Just need to have checks in place so that any checks written to oneself (clinician, officials) can be monitored.
   • Sweep Account - has not been set up yet. Dan was waiting until transfer of duties is complete.
4. Plan to transfer accounting to staff: Dan brought program today and will install on the computer. He will send all the data to Kevin. Target is to have transfer complete by end of August.
5. Director's and Officer's Insurance - need the 990s before we can get them
6. Office cleaning contract update - Got quotes from Molly Maid and Cloverfields at $60 and $70 respectively. Aubrey came in at $35 so we have hired her. Got the bids so we can protect staff from any conflict of interest.
7. Facility Request Committee Recommendation on two requests. - Fred went down to Salisbury to look at gym. He thought the gym was nice but there are potential glare problems due to lots of windows. They were wanting to add another court with net system. They are requesting $3247.20 to do the work. The second request is from McMichael HS. They are asking for $2030 to buy a new net system and referee stand to replace their old net system. Motion from Committee:

   Motion 2: to provide a grant of $3247.20 to Salisbury HS to fund the installation of a new court and purchase of equipment.. MSA

   The Committee did not have a specific recommendation on the McMichael request. We have just about spent all the budgeted money for facility grants so we will let them know that we will revisit their request in the next cycle.

8. Web based scorekeeping and refereeing testing - for $100 we can use the New England Region's online testing service so our members can go online and take both the referee and scorekeeping tests online. Junior test will not be online that we know of. Juniors need to decide what they are going to do. Karl asked Ray for exactly what information the officials division needs and only one excel template can be created to go to all the clinicians. This way all reports will be the same. Motion by Dan, second by Karl to:

   Motion 3: pay $100 to the New England Region to be added to their online Officials testing service. MSA

9. Disabled Division Developments - Disabled Division sent out an email to Regions asking to create a Disabled pipeline similar to the High Performance pipeline in place. Also asked if anyone knows of disabled people that play volleyball to notify the division so they can recruit players. Also recommended playing exhibition sitting volleyball at tournaments to introduce people to disabled volleyball. Fred is trying to develop a program template where USAV clubs/teams can go in and run leagues at churches, recreation centers, etc where the Region and USAV gains some members but the clubs will run it as a fundraiser. This can be applied to Disabled projects as well.
10. Adult Division Topics - talked about proposed 2002 budget. They were not looking to raise member fees or tournament entry fees. Talked about Tournament-In-A-Box. Karl and John will get the details worked out in next two weeks so we can get 2-5 done in the next year. They are projecting that they will spend $3750 vs. income of $1000 to run this program. Agreed to keep the game format the same as rule book. They have not come to agreement on the tie-breaking procedure and will try to decide by email over next week or two. The Division structure will stay the same but perhaps may change based on number of teams.
11. Junior Division Topics - will recommend raising the registration fee $5 to make the High Performance donation mandatory. To offset the raise in officiating pay approved at the retreat, the division recommends raising the Tournament Entry fee to $110. Discussion followed on whether it was needed since we have a budget surplus that this could be folded into. Junior Division will talk some more over email and make a suggestion to budget committee. Clarified that the above recommendation will be made only if we need to raise additional money to offset higher High Performance and Officiating costs, but are not recommending raising those fees at this time until budget is further analyzed. Discussed doing an outdoor junior tournament in June possibly as part of the State Games. They will put a budget together on that.
12. Officials Division Topics - Ray has put together selection criteria, evaluation, and training for referee candidates. He is working on sites for the clinics. College schedule just came out so he will try to schedule clinicians now. Teaching outlines for clinics were given to the clinicians at the Chapel Hill OTP clinic. He has requested the clinicians to send him their ideas on what should be in a clinic and then he will compile and distribute. He provided rating information at the same meeting with the clinicians. Again asked for feedback from the raters as to what to look for. Fred suggested developing an online survey from the participants to get feedback on the clinics and rating process.
13. Board rep/Division duties/job description - tabled until next meeting.
14. Other Business
    • Online registration - the Northern California Region is developing an online registration program and will offer its services to the other Regions for a fee. We haven't heard back yet the details of the service. They say they will be ready by this season but we don't know what they will charge. It sounds promising and we will look into signing on if feasible. This will have future budget impact as there will be a fee to use the online system, but all agreed this is where we need to go.
    • Operating Code - went over updated operating code and answered the questions that Kevin had come up without it. Motion by Dan, second by Dale:

      Motion 4: to approve the 2002 Operating Code as amended. MSA

    • Marketing items - Kevin presented some marketing ideas to help promote the new logo - polo shirts, magnets, lapel pins, brochure, etc. It was built into his proposed budget. Chuck thought this was a good idea and to bring the final costs and information back to board for consideration.
15. Motion to adjourn - motion by Wade, second by Dale:

    Motion 5: to adjourn the August 19, 2001 meeting. MSA 2:05 pm

NEXT MEETING Saturday, January 26, 2002 TBD at 7:30 pm If you are unable to attend, please submit proxy to Office by Thursday, January 24, 2002

• Chuck, Dan - come up with interest owed by Phil for Sport Courts and negotiate settlement
• Chuck, Dan, Kevin -meet with Accountant and set plan to resolve all IRS requirements and complete transfer of accounting duties to office.
• Dan - contact T. Rowe Price and convert previous payment to year 200 tax year. Pay 2001 contribution.
• Dan - establish Sweep account with Wachovia.
• Dan - check on Ron Weigand's National Scorekeeper fee
• Dan, Kevin - set up direct deposit for staff payroll
• John, Karl - formalize Tournament-In-A-Box plan.
• Adult Division - establish tie-breaking procedures and send to Kevin to include in Tournament Director's Handbook
• Bill - develop Parents Guidelines and make posters to provide to Tournament Directors
• Chuck, Kevin - find a site to host a CAP clinic Feb 8-10, 2002 and contact USAV to get on schedule.
• Officials Division - secure sites for Fall/Winter officiating clinics and prepare teaching outlines and clinician training.
• John, Marilyn, Bill - write-up Board Rep/Division duties so they can be presented to potential volunteers and aid in recruitment.
• ALL DIVISIONS - submit final 2002 Proposed Budget to Dan within next 2 weeks, so it can be compiled, distributed, and voted on by email.

Maintained by Kevin M. Wendelboe office@CarolinaRegionVB.org

Last Updated: Monday, 20-Aug-2001 11:08 EDT