Board Meeting Minutes Oct 15th

Attendance: Samantha Lampert, Jonah Mytro, Jeff Sinnamon, Lynn Kerr, Chuck Blake, Jay Flynn, Daniel Chen
Confirmed No: Dave Castanon, Jeffry Powell, Tom Sweeney, Mark Archibald
Guests: Chet Oberhelman
Start time: 8:00pm
End time: 10:00pm

LOCATION: Mediaspike
Reports

Treasurer Report
Year end report $17,000 loss last year
avp costs, judy’s party, promotional items
Ultimate goal is to break even (we did that as there was a $16,000 “profit” from the year before)
Jonah will send out the budget to the board before next meeting

Registrar’s Report
Jonah from Judy
Goal is to be 10% over last year’s memberships

NERVA Report
No Dave!

Ratings Report
Ratings are finalized by Helen and Paul and sent to Tom and Judy
Helen is new women’s chair and sent her updated out two weeks ago
Paul Santos sent his ratings to Tom last week
They will go on web, on blog and to registrar
Jonah will ask chairs to put get the committee members email addresses posted on web
Regulations and standards
Ratings chairs know they have to submit the list for publishing to Yankee every two weeks

Blog Report/Email List
Jonah updates every other day
540 people signed up for Yankee Volleyball mailing list
Will start doing a monthly Enewsletter via mailing list (1st weekend of the month)

Web Editor Report
Add Tom’s Report
Option C, let TDs know they do need to double check the line-ups until this works itself out
Discussion of team registration
Can Tom add TD override so that TDs can enter teams (without details) – for the case that they get checks without teams registering online

GRC Report
Scrambles Update
2 at Bryant with 6 women’s teams and 5 men’s teams
11 new members
Regis
11 new members
Had women who wanted to play men’s scramble
Jonah did not let this happen so that there would be space for walk-ons
Recommendation to host coed scrambles
Will try to run this at LS scramble
Should think about offering “standyby registration” in case we’re short on players
Jonah to remind players that if they bring a new member to a scramble they get $10 off per member, up to 2 members (last year’s board voted on this)
Daniel would like TDs to promote the write-up sheet at the tournament and make sure the appropriate level raters are present
Jeffry’s Progress on collecting college program contact info
Submitted via email: About 25% complete on the list of college/club contact information
Will try to complete it before the end of D3 season.

Bylaws Committee Report
Will set up possible meeting to look through and will continue to encourage committee members to update

Old Business:

Approval of past minutes
Jeff motion to approve minutes, Jonah seconds, Unanimous approval
This was originally done over email, but done again in person this time.

Storage Unit
How do board members access if needed?
Jonah will give out keys, name of location and address

Old Meeting minutes
Sam has all that were missing, will go through them and get to Tom for posting

Championships – items to be discussed per Chet’s suggestions so we get all the planning done in advance.
We will run championships this year
Vote on Championship TD
Championship entry cost = - $140 last year should prob. go up to $150
Teams that do not make the min/max ratings can not play – should they be allowed to play and just not make playoffs
National Mapping
Uniform Numbers: championship guidelines change so that you cannot play if you do not have a proper number
Last year all tournaments were round robin
Teams that win regionals that are going to nationals get a cash stipend
No late starts, all must be present at captains meeting
Coed Reverse c, c-, c+ - would male br attacks be allowed?
Chet presented a tentative championships schedule for the month of May
If we set a check date then all checks are guaranteed a spot
Last year the information was released too late; so get it out faster this year to increase turnout
Sam will need to update the championship guidelines
Chet is available to TD championships again next year
Jonah motions that Chet should be the Championship TD, Jay seconded
For: Lynn, Daniel, Chuck, Jeff, Sam
Opposed: None
Jonah motions he gets the same stipend as last year, Jay seconded
For: Lynn, Daniel, Chuck, Jeff, Sam
Opposed: None

Stipend Adjustment
Sam – Share Emails on this with Board
Discussion ensues
Will table until after budget is out
Currently stipends go to Registrar, Assigner, Bookkeeper, Newsletter Editor/Publisher

Ratings Committee
Should there be a minimum number of tournaments that each rater should attend (Jeff)
Should raters be assigned to tournaments? (Sam)
We should make sure raters are currently active players. (Jay)
Jonah will check in with head raters to make sure all members of the ratings committee are still interested in their roles.

Yankee communication
Updated board on this month’s bavp communications

Tournament Directing and Related Topics
Online NERVA Registration Feedback
Online Team Registration Feedback
Adding Paypal to Team Registration page for teams that use it
Individual TDs can do this themselves
You cannot have a fee or surcharge via paypal as this is a MA state law…so be careful how you phrase charging for the paypal fee in addition to the tournament fee.
Tournament Director Check Cashing Policy Needed
One new TD cashed all his checks right away
Jonah has contacted that TD about that issue
Checks should not be cashed until the Thursday before the tournament
Jeff motions that you should cash checks no earlier than the Thursday before the tournament or later than 30 days after
Jonah seconds
For: Unamimous
Sam will add to TD guidelines document
Team Captain Incentive Program
Look into after the budget comes out
Reward for captaining multiple teams per session
Look into a way of combining individuals to make teams
Jeff volunteers to look into an electronic way of doing this

Complaints about the skeleton and suggestions for updates
Scrambles affect the lower levels, next year it will be changed back to 3 instead of 5
Will do less in the coming spring season

Board Meeting Locations
Next meeting will be at Lasell

Rules and Regulations
Sam is currently going through and updating; will send out revised document for discussion before next board meeting. We will hopefully vote and approve them at the next board meeting.

New Business

Next Meeting: Nov 19th, 7:30 pm at Lasell College

FenwayMarketingGroup update
Jonah met with them
They verified that 8 announcements were made over the weekend
They will be back in early July and want us to renew our sponsorship

Meeting Adjourned