2/2/13
February 2, 2013 - Minutes of the Officials Committee Meeting called to order at 6:40 PM. Teleconference members participating: Chris Wilson, chair; John Wong, Joan Vormbaum, Chris Preston, Tom McTighe, Russ Groh. Carol Kim, staff liaison, also present. A. Discussion of Minutes from 7-7-2012 1. Awards – re-discussed. Chris Wilson will follow-up with the resolutions in the minutes. He will poll officials to see if there is interest in continuing the awards and will also send out information in the Newsletter. 2. Community college coordinator – Tom McTighe will follow-up with the assignor regarding her appointment for this position. Chris Wilson will also touch bases with her to see if there are means by which the committee can assist her. 3. Referee issues and education were discussed and is on-going. Further presentation to follow. 4. League issues discussed. The committee feels that officials who work should receive information on teams that are having issues so as not to be blind-sided. 5. Budget handouts, Dues, Inclusion Council/New Officials, and New Online Code of Conduct Forms were reviewed by the new committee. The following was duly made and seconded; RESOLVED that the Minutes of the 7/7/12 meeting of the committee be approved. The motion was approved: 5 in favor, 0 opposed, 0 abstentions. B. 2012 Budget was reviewed by the committee 1. USTA NorCal Officials are sent $2000 from USTA national. C. 2013 Budget was reviewed by the committee 1. Chris Wilson proposed moving the monies budgeted for the line items under *06. Facilities Related Expenses for 6340 Telephone ($180) and 6350 Internet and Web Hosting ($240) to *10. Volunteer related 7215 Gifts/Volunteer Recognition since no monies were budgeted for the 2013 volunteers and since Chris was not planning to expense his phone and internet. The following motion was duly made and seconded; RESOLVED that the monies budgeted for the line items under *06. Facilities Related Expenses for 6340 Telephone ($180) and 6350 Internet and Web Hosting ($240) be re-allocated to *10. Volunteer related 7215 Gifts/Volunteer Recognition. The motion was approved: 5 in favor, 0 opposed, 0 abstentions. 2. What are considered reasonable expenses for volunteers was discussed with the following decisions: a. Workshop fees of $150 for instructors and $75 for assistant b. Mileage stipend of $4/20 miles. It was noted that a lot of money was spent on mileage for instructors/assistants in 2012 by paying the IRS rate for mileage, and
the committee feels that rate should not apply for a volunteer organization. Therefore, a more reasonable rate, aimed at covering the expense of gas, was brought up. c. Actual expenses for tolls/parking with receipts d. Copying expenses for reference materials/handouts with receipts e. Hotel expenses for necessary overnight stays if pre-approved by Sectional Chair The following motion was made and seconded; RESOLVED that instructors and assistant instructors for officiating workshops will be paid a fee of $150 and $75 respectively plus will be reimbursed for tolls/parking per receipts, copying expenses for reference materials/handouts per receipts, and hotel expenses for necessary overnight stays (with pre-approval by the Sectional Chairman of Officials) per receipts. The motion was approved: 5 in favor, 0 opposed, 0 abstentions. The following motion was made and seconded; RESOLVED that instructors and assistant instructors for officiating workshops will be reimbursed a mileage rate of $4.00 per every 20 miles driven. The motion was approved: 4 in favor, 1 opposed, 0 abstentions. D. Dues Discussion 1. Current members of the NorCal Officials Association pay $20 per year. Non-members pay $30 for classes and $10 for workshops. Some officials have not been paying these dues and the question is the enforcement of the regulation. For now, this issue will be researched. 2. For new members, a proposal was made to make the dues $20 plus the cost of the FAC. In addition, new members who join in the 4th quarter of one year would have membership automatically extended through the following year. The following motion was made and seconded; RESOLVED that new members (that are not currently certified officials moving to Northern California) will pay membership dues of $20 plus the current cost of the Friend at Court, and that new members who join in the 4th quarter of one year would have membership automatically extended through the following year. The motion was approved: 5 in favor, 0 opposed, 0 abstentions. E. Referee Issues 1. Referee violations and accountability were discussed. Some errors are based on lack of rules knowledge. However, some issues concern behavioral or bullying issues involving the referee. How to address this matter and yet protect the Officials committee and USTA NorCal was discussed. 2. Chris will be meeting with USTA National in March and hopes to get some guidelines. 3. The Grievance Committee of the Officials Committee was discussed. Usually complaints regarding an official will go to this sub-committee. However, the exact bylaws and the procedure of the grievance process are not in evidence. This will also be researched by Chris Wilson. 4. Complaints regarding NorCal officials that are received at USTA NorCal will be received by Jen Pitzen and sent to Chris Wilson if deemed necessary from the NorCal administration. 5. The recruiting and training of officials was discussed. Various approaches were mentioned and an overview of opinions was presented for digestion. How to train officials so that they feel successful and rewarded was mentioned. The role of mentors, progression
of training, and the evolution of an official were all discussed. The possibility of revamping the current system with more emphasis on rules and chairing were discussed. How the section will go forward on this is in evolution. The meeting was adjourned at 9:10 PM. Submitted for corrections, Carol Kim Staff Liaison
the committee feels that rate should not apply for a volunteer organization. Therefore, a more reasonable rate, aimed at covering the expense of gas, was brought up. c. Actual expenses for tolls/parking with receipts d. Copying expenses for reference materials/handouts with receipts e. Hotel expenses for necessary overnight stays if pre-approved by Sectional Chair The following motion was made and seconded; RESOLVED that instructors and assistant instructors for officiating workshops will be paid a fee of $150 and $75 respectively plus will be reimbursed for tolls/parking per receipts, copying expenses for reference materials/handouts per receipts, and hotel expenses for necessary overnight stays (with pre-approval by the Sectional Chairman of Officials) per receipts. The motion was approved: 5 in favor, 0 opposed, 0 abstentions. The following motion was made and seconded; RESOLVED that instructors and assistant instructors for officiating workshops will be reimbursed a mileage rate of $4.00 per every 20 miles driven. The motion was approved: 4 in favor, 1 opposed, 0 abstentions. D. Dues Discussion 1. Current members of the NorCal Officials Association pay $20 per year. Non-members pay $30 for classes and $10 for workshops. Some officials have not been paying these dues and the question is the enforcement of the regulation. For now, this issue will be researched. 2. For new members, a proposal was made to make the dues $20 plus the cost of the FAC. In addition, new members who join in the 4th quarter of one year would have membership automatically extended through the following year. The following motion was made and seconded; RESOLVED that new members (that are not currently certified officials moving to Northern California) will pay membership dues of $20 plus the current cost of the Friend at Court, and that new members who join in the 4th quarter of one year would have membership automatically extended through the following year. The motion was approved: 5 in favor, 0 opposed, 0 abstentions. E. Referee Issues 1. Referee violations and accountability were discussed. Some errors are based on lack of rules knowledge. However, some issues concern behavioral or bullying issues involving the referee. How to address this matter and yet protect the Officials committee and USTA NorCal was discussed. 2. Chris will be meeting with USTA National in March and hopes to get some guidelines. 3. The Grievance Committee of the Officials Committee was discussed. Usually complaints regarding an official will go to this sub-committee. However, the exact bylaws and the procedure of the grievance process are not in evidence. This will also be researched by Chris Wilson. 4. Complaints regarding NorCal officials that are received at USTA NorCal will be received by Jen Pitzen and sent to Chris Wilson if deemed necessary from the NorCal administration. 5. The recruiting and training of officials was discussed. Various approaches were mentioned and an overview of opinions was presented for digestion. How to train officials so that they feel successful and rewarded was mentioned. The role of mentors, progression
of training, and the evolution of an official were all discussed. The possibility of revamping the current system with more emphasis on rules and chairing were discussed. How the section will go forward on this is in evolution. The meeting was adjourned at 9:10 PM. Submitted for corrections, Carol Kim Staff Liaison
