Buckeye Valley Middle School in Delaware.

683 Coover Road Delaware, Ohio 43015.

Meeting will be from 11am to 2pm.

Gary Hajek, Casey Marcelo, Carol Bysak, Marci Truex, Craig Erford, Jay Cauley, Lucas Tuggle, Sean Tierney

  1. Roll call – listed above
  2. Adoption of agenda – motion – Carol Bysak, 2nd Erford
  3. OHSBVA Treasurer’s Report – A. Carol will send me an electronic copy. Unpaid - Brecksville-Broadview, Canton McKinley, Delaware Hayes, Notre Dame Cathedral Latin, North Royalton, St. Vincent-St. Mary, Whetstone. Fee is $125.00. Ineligible for seeding due to late payment: Watterson, Brecksville-Broadview, Dublin Jerome, Walsh Jesuit, Delaware Hayes, North Royalton, Notre Dame Cathedral Latin, Whetstone. Send email with a reply of notification. [Whetstone has said they paid, and we’re checking if payment was sent to someone else.] Teams must pay fees by the seed meeting, or will forfeit their tournament rights. At the state meeting, we will discuss future repercussions for non-payment. Marci will send out the letter to the schools and regional reps for follow up and notification.
  4. State tournament A. Passes: Presented with a bid from Bag Tags for those participants in the tournament. OVR has given the Molten lanyards. They will create a design and sponsors will be listed on the back. We need a letter spelling out the protocols. Team roster – 20 [includes athletes and coaches], stats – 5, AD, Principal, Superintendent for the Pass List. Roster – can only dress 15 per match. The pass list is separate from the roster. Programs – can list all possible athletes. Fee for the programs? Style – do we want a color front/back? Going to be bigger and with more sponsors. Decided to make the front and back of the programs colored. We will charge $2.00, and order 400. Sponsors – OVR, and Gary is entrusted to make decision with their sizable donation. Roadhouse and Jimmy John’s are helping with hospitality room. The hotels are helping with the comp rooms. Connor McCluskey is donating $900 for the teams and hospitality room. Offer to athletes. He will keep working on clubs for the program, and will finish taking care of the badges. ESP – loved Hamilton! The equipment are using are upgrading to HD making it accessible and usable for stations in Cincinnati already. Pricing per match recommendation – 3 cameras which is $350 which includes HD production and cameras placed one in the center, and on the 2 corners with color commentating.
  5. B. Brackets–South vs West; East vs North; DI - 10am [S1 vs W2] , 11:45am [W1 vs S2], 1:30pm [E1 vs N2], 3:15pm [N1 vs E2], DII - 5pm [N vs E] and 6:45pm [S vs W]. Brackets will be set up by Gary and sent out to the regional reps. Teams need to send roster and team picture to regional reps for the program prior to the start of districts – roster, picture, pass list and eligibility. Regional winner’s information will be sent by the reps to Gary post regional finals. C. Team responsibilities/expectations [forms to have turned in, fees paid, amount of players/coaches permitted on the bench, etc.] Letters will be sent out to regional reps for protocols. D. Regional Rep duties for tournament rounds and awards. Dates: academic awards to Megan by April 27th. Each region is printing their own Academic Award certificates and will present them at the Regional Finals for the region. Team awards will be given at the state tournament. Ask Megan to double check, especially for the team award plaques. E. Trophies – received a bid from Sean and regional trophies are changing. The regional ones need to be changed for next year – for the champion, make it a 4 post one. Regional awards – names sent to Sean Tierney. 1st, 2nd teams are 7 positions with honorable mention to equal the number of teams in the division. For the division 2 south bracket with only 3 teams they will have only a first team with a max of 3 nominations per school.
  6. State Poll – should be up and running by today. Pollsters were carried over from last year except Monte Moser replaced Fairmont in the West and the rest remained the same. East – Davidson, Gahanna, Thomas Worthington, Dublin Scioto, Mt. Vernon, Darby. Casey will send out email to the pollsters to remind them.
  7. VolleyWrite – teams are having some issues, but the software people are very active to attend matches and meet with and work with statisticians to fix any issues. They will be at the Buckeye Classic and testing their tournament format. We need to make sure we have a back up at the state tournament. They have people on call all the time and with a flash drive, it will automatically save the match onto the flash drive. Ask Debbie to come up with a trouble-shooting list to send out to coaches.
  8. Officials; paypal – having problems with payment for North officials since they normally collect checks for all officials to pay one time, instead of using paypal. Rick Pukrin – is taking care of this issue. Making a note, we’d like to have payment by March 1st for the next season. Questions are brought up about what to do with officials that are receiving consistent low ratings. Lucas will send out an observer with something that is compiling. If coaches put in comments about the performance, it helps Lucas to be able to handle the situation. One issue about whether to turn in serving order or placement on the court. It has been resolved. Expansion has been doing a lot of work, but it didn’t come to fruition this season, but they are ready for next year. Matt Mihelic will be working with the coaches, teachers, etc in that area to do a better job of preparing for teams to participate for next season. Gary is looking for names of people that would be good to add to the expansion committee. He needs people who are able and have a desire to work on this committee.
  9. Website management – when we started it was great. However, we need to revisit what the expectations were and address the issues we are having with the site. We need to generate a list of what we want with deadlines and allow Chris Bielby to fix the issues or we’ll need to change administrators. Gary will speak with Chris about the issues.
  10. Team schedules [24 matches on 20 dates] rosters and eligibility–email needs to be sent to everyone and a direct email to Darby and Moeller. Defining what a match is [best of 3 to 25 in which a team is considered the winner of the match when it wins two sets. Rule 1 - Article 2
  11. Insurance–see Oct 7th, 2012 minutes. Gary will follow up to see about getting our own insurance.
  12. OBSVCA Report-treasurer’s report – not in attendance
  13. Match of the Week (ESP) – if we sit down by end of January early February we can set the schedule for next season. 1st one is April 7, 2014 – Westerville South vs Worthington Kilbourne. Gary is going to look at sponsors for this. Alter vs Moeller, Kilbourne at DeSales, Medina vs Walsh Jesuit and Centerville vs Beavercreek and one in the North. Matches were chosen based on what dates were open. Need to add that to the list of what coaches need to do. Expectations for the schools will be sent an email about when they’ll need to be there, etc. and the coach will be contacted a week out. Gary is using his budget for these and it’s $200/match. Lucas gave Gary a contact for a radio station for promotional items for the state tournament.
  14. Molten – let Gary know how many Molten balls were ordered this year. Regional reps, send out an email. Pro-touches need to be used for our matches. Put that in the email.
  15. OVR – continued talks.
  16. Sponsors – continued talking and gathering them.
  17. Fall league state wide – will be placed in the program and promoted at the Buckeye Classic.
  18. Other business – Who is the South official for state? Dan Litteral
  19. Motion to end – Carol Bysak and 2nd – Jay Cauley at 1:47pm

From the 5-16-13 Brainstorming meeting

Things to prioritize.

  1. Meet with Dan Ross to find out about that magic number 150 to get sanctioned.?
  2. How do we get coaches more involved?Current status
  3. Do a budget?Completed
  4. Define roles and publish them on the website. Come up with a plan of protocols for events, etc. Completed though a work in progress
  5. Get feedback from past/outgoing board members and build a list that can be broken down and split up to conquer.Current status
  6. Have a system to be able to recheck things [ie academic awards, regional award, etc]. Add that to the regional rep duty list. On the table
  7. Coaches clinic - Casey will undertake it. Needs a school/hotel and have it the weekend after the girl’s state tournament. [November 15-16]. Have a reception? Make it just a clinic.Completed and a success thanks to Casey and Jim Smith