REGION 8 Monthly Board Meeting Minutes for Current Year

REGION 8 Monthly Board Meeting Minutes for Current Year:

DECEMBER-

NOVEMBER-November 20, 2018 Minutes

REGION 8 TREASURERS REPORT –

ROLL CALL – RGN 8 DIRECTOR, NASA-LANGLEY, PENINSULA, NOTTOWAY, 5 RIVERS, APPRENTICE

AGENDA: TREASURERS REPORT - MINUTES - YOUTH REPORT – TOURNAMENT DIRECTOR REPORT– OLD/NEW BUSINESS- STATE BUSINESS

MEETING MINUTES – DATE: 20 November 2018

Meeting called to order 6:00 pm

Roll call conducted - Peninsula, Nasa Langley, 5 Rivers, & Nottoway were represented
September & October 2018 minutes were reviewed and approved

YOUTH REPORT- No Region 8 Youth Program for 2018. However, Region 8 will support as many state youth activities as possible.

TOURNAMENT DIRECTOR REPORT – Jason Henderson

2019 REGION 8 Tournament Schedule:

13 April (Sat)Chickahominy (Rte 5)

18 May (Sat)Kerr (Eastland Creek)

19 May (Sun)Gaston (Salmons Landing)

20 July (Sat)Pamunkey River (Williams Ramp)

17 Aug (Sat) **Chickahominy (Rte 5) – OPEN

7 Sep (Sat)Chickahominy (Rte 5)

** The 17 August tournament is an Open Tournament. Region 8 Anglers will have the option to use this tournament weight towards their season total. 2019 Region 8 season standings will be based on “Best 5 out of 6” tournaments.

2019 Tournament Weigh-in Club Schedule: Chickahominy – NASA Langley, Kerr – Nottoway, Gaston – Peninsula, Pamunkey – 5 Rivers, OPEN Tournament – Chapter Presidents/Board members/Volunteers, Chickahominy #2 – ASBC.

OLD BUSINESS-

Boating Safety Education and Insurance Requirements: Chapter Presidents will maintain copies of proof of Boating Safety Course completion in addition to the insurance documentation for all Region 8 boat operators. March Update: ALL Boaters must have a copy of their insurance declaration showing the required liability insurance ($300,000.00) in possession during State and TBF Tournaments. OPEN

Region 8 Board/Staff Changes: We are looking for volunteers to serve as Secretary for the Region and some members to serve as assistant Treasurer and Tournament Director. This will be an opportunity to expose more members to the management aspects of running Region 8 and grooming potential future Board Members. OPEN

Emergency Contact Lists: A suggestion was made to add the emergency contact for each Region 8 member to the roster. Suggestion was approved and Chapter Presidents are to compile their Emergency Contact list and send to the secretary for inclusion on the Master Region 8 Roster. Copies will be then distributed to Board Members. March Update: Rosters made available during the General Membership meeting for member input. April Update: Data collected added to master rosters. Drafts given to Chapter Presidents to gather remaining information. OPEN

Region 8 Director Position: The Board was informed that Scott Whitmore has been nominated to the Vice President position on the State Board. If elected, He will need to be replaced effective 1 January 2019. Presidents were requested to discuss with the membership and start considering nomination for his replacement. September Update: Nominations to take place at the November Board Meeting with Vote set for the December Board Meeting. November Update: Scott was elected to the State Vice President position effective 1 January 2019. See new business below. CLOSED

2019 Region 8 Tournament Schedule: It was agreed that the Board will set the 2019 Tournament Schedule at the September meeting. The date for the 2019 OPEN Tournament was set for 17 August 2019. John will reserve the weigh-in site and register the tournament with James City County Parks & Rec. September Update: The Open Tournament Registration & permit is completed. 2019 Tournament Schedule was set: 13 April – Chickahominy River, 18 May- Kerr Lake, 19 May – Lake Gaston, 20 July – Pamunkey River, 17 August Chickahominy River (OPEN), the final tournament date was set for 7 September with the location to be determined by the membership at the 29 September tournament following the discussion concerning potential North Carolina location or Chickahominy River. John with submit for all permits. October Update: Membership selected the Chickahominy River as the last tournament location. All permits obtained for 2019. CLOSED

Fall Classic Registration: The Fall Classic will be on Smith Mountain Lake, 19-21 October. John will be working the registration following the 29 September Chickahominy River tournament. Interested Anglers will be asked to contact John following the tournament. As usual, REGION 8 will be paying the entry fees for our anglers (we have budgeted for 20 participants). Once the REGION 8 participants are determined we will address the disbursement of the remaining budgeted funds to help offset expenses for our anglers. October Update: A telephone survey was conducted with the Chapter Presidents not present and it was agreed that the Region would provide $75 per participant to help with Fall Classic expenses. John will disperse the check at the tournament. November Update: John dispersed the checks at the tournament. CLOSED

NEW BUSINESS-

Region 8 Director Position: With the election of Scott Whitmore to the state vice president position a motion was made to nominate John Flicek as REGION 8 Director effective 1 January 2019. Motion was approved by vote. Terry Minnick accepted the request to serve as Deputy Region 8 Director. CLOSED

Annual Review of REGION 8 Bylaws: John will email copies of the By-Laws to the Chapter Presidents for their review. Discussion and updates will be entertained at the December Board meeting. OPEN

State Tournament Format Change Proposal: Scott & John put together a proposal to introduce a Team Tournament Trail to replace the current state tournaments (Mr Bass, Chapter Team, & Fall Classic0. The presentation was positively received at the State Board Meeting on 4 November. Directors were asked to take the discussion to the membership. The proposal was reviewed with the Chapter Presidents and Scott & John will attend the next club meetings to explain the proposal to the membership. OPEN

STATE BUSINESS- Scott Whitmore (Region 8 Director)

Chapter Presidents are asked to ensure that the correct email address for each of their members in loaded on the TBF Membership Roster so the State can access them for “Email Blasts” on special offers and news.
The state needs members to serve as “volunteers” during state tournaments to assist with set up, tear-down, and weigh-in activities. Also looking for someone to assist with operation of the tournament weigh-in program at each event. Next year Regions will be tasked to provide manpower to support State Tournament (2 Regions will be tasked for each tournament). The state will pay for hotel for the volunteers.
If any member has any issues concerning the region or state status/operations please contact our Region Director Scott Whitmore.
The membership is to be reminded that bad language or alcohol consumption at Federation tournament/events will not be tolerated. Disqualification & possible expulsion will be imposed for infractions. This includes any public area at host hotel.
2019 TBF National Semi Final Tournament hosted by West Virginia will be 13-15 September on Stonewall Jackson Lake, WV.
State Board working tax issues
Individual checks from the state for the NSF state qualifiers registrations have been issued.
TBF National Semi Final checks are in work and should be sent to the NSF winners in the coming weeks
The Virginia Fishing Expo will be on 18-20 January and we will be looking for volunteers to help out again this year.
2019 State Budget is in work
State Tournament change Proposal: The State Board was presented a proposal to adopt a Team Tournament Trail to replace the current Mr Bass, Chapter team & Fall Classic tournaments. Team Trail will serve as state tournaments/NSF Qualifiers. Each proposed event will be single day Team tournaments with a 2 day State Championship. Directors were asked to take the proposal to the membership for input. Discussion and vote will continue at the January State Board meeting.
Scott Whitmore was elected as the State Vice President, effective 1 January 2019.
Next State Board Meeting will be in January 6, 2019

GENERAL

Meeting adjourned @ 8:40 PM.
The next meeting will be on 13 December, 2018, 6:00 PM.

John Flicek

Secretary

OCTOBER-October 11, 2018 Minutes

REGION 8 TREASURERS REPORT –

ROLL CALL – RGN 8 DIRECTOR, NASA-LANGLEY, PENINSULA, NOTTOWAY, 5 RIVERS, APPRENTICE

AGENDA: TREASURERS REPORT - MINUTES - YOUTH REPORT – TOURNAMENT DIRECTOR REPORT– OLD/NEW BUSINESS- STATE BUSINESS

MEETING MINUTES – DATE: 11 October 2018

Meeting called to order 6:00 pm

Roll call conducted - Insufficient attendance to conduct business
September & October 2018 minutes review carried forward to November Board Meeting

YOUTH REPORT- No Region 8 Youth Program for 2018. However, Region 8 will support as many state youth activities as possible.

TOURNAMENT DIRECTOR REPORT – Jason Henderson

2019 REGION 8 Tournament Schedule:

13 April (Sat)Chickahominy (Rte 5)

18 May (Sat)Kerr (Eastland Creek)

19 May (Sun)Gaston (Salmons Landing)

20 July (Sat)Pamunkey River (Williams Ramp)

17 Aug (Sat) **Chickahominy (Rte 5) – OPEN

7 Sep (Sat)Chickahominy (Rte 5)

2019 Tournament Weigh-in Club Schedule: Chickahominy – NASA Langley, Kerr – Nottoway, Gaston – Peninsula, Pamunkey – 5 Rivers, OPEN Tournament – Chapter Presidents/Board members/Volunteers, Chickahominy #2 – ASBC.

OLDBUSINESS-

Boating Safety Education and Insurance Requirements: Chapter Presidents will maintain copies of proof of Boating Safety Course completion in addition to the insurance documentation for all Region 8 boat operators. March Update: ALL Boaters must have a copy of their insurance declaration showing the required liability insurance ($300,000.00) in possession during State and TBF Tournaments. OPEN

Region 8 Board/Staff Changes: We are looking for volunteers to serve as Secretary for the Region and some members to serve as assistant Treasurer and Tournament Director. This will be an opportunity to expose more members to the management aspects of running Region 8 and grooming potential future Board Members. OPEN

Emergency Contact Lists: A suggestion was made to add the emergency contact for each Region 8 member to the roster. Suggestion was approved and Chapter Presidents are to compile their Emergency Contact list and send to the secretary for inclusion on the Master Region 8 Roster. Copies will be then distributed to Board Members. March Update: Rosters made available during the General Membership meeting for member input. April Update: Data collected added to master rosters. Drafts given to Chapter Presidents to gather remaining information. OPEN

Region 8 Director Position: The Board was informed that Scott Whitmore has been nominated to the Vice President position on the State Board. If elected, He will need to be replaced effective 1 January 2019. Presidents were requested to discuss with the membership and start considering nomination for his replacement. September Update: Nominations to take place at the November Board Meeting with Vote set for the December Board Meeting. OPEN

2019 Region 8 Tournament Schedule: It was agreed that the Board will set the 2019 Tournament Schedule at the September meeting. The date for the 2019 OPEN Tournament was set for 17 August 2019. John will reserve the weigh-in site and register the tournament with James City County Parks & Rec. September Update: The Open Tournament Registration & permit is completed. 2019 Tournament Schedule was set: 13 April – Chickahominy River, 18 May- Kerr Lake, 19 May – Lake Gaston, 20 July – Pamunkey River, 17 August Chickahominy River (OPEN), the final tournament date was set for 7 September with the location to be determined by the membership at the 29 September tournament following the discussion concerning potential North Carolina location or Chickahominy River. John with submit for all permits. October Update: Membership selected the Chickahominy River as the last tournament location. All permits obtained for 2019. OPEN

NEW BUSINESS-

Fall Classic Registration: The Fall Classic will be on Smith Mountain Lake, 19-21 October. John will be working the registration following the 29 September Chickahominy River tournament. Interested Anglers will be asked to contact John following the tournament. As usual, REGION 8 will be paying the entry fees for our anglers (we have budgeted for 20 participants). Once the REGION 8 participants are determined we will address the disbursement of the remaining budgeted funds to help offset expenses for our anglers. October Update: A telephone survey was conducted with the Chapter Presidents not present and it was agreed that the Region would provide $75 per participant to help with Fall Classic expenses. John will disperse the check at the tournament. OPEN

STATE BUSINESS- Scott Whitmore (Region 8 Director)

Chapter Presidents are asked to ensure that the correct email address for each of their members in loaded on the TBF Membership Roster so the State can access them for “Email Blasts” on special offers and news.
The state needs members to serve as “volunteers” during state tournaments to assist with set up, tear-down, and weigh-in activities. Also looking for someone to assist with operation of the tournament weigh-in program at each event. Next year Regions will be tasked to provide manpower to support State Tournament (2 Regions will be tasked for each tournament). The state will pay for hotel for the volunteers.
If any member has any issues concerning the region or state status/operations please contact our Region Director Scott Whitmore.
The membership is to be reminded that bad language or alcohol consumption at Federation tournament/events will not be tolerated. Disqualification & possible expulsion will be imposed for infractions. This includes any public area at host hotel.
Open question to the membership - What could be done to improve participation in state tournaments?
State Tournament changes: The State Board approved making the Mr. Bass Tournament open to all members in an effort to give more the opportunity to fish state level tournaments and qualify for the National Semi-Finals. The State Board is also changing the format for all state tournaments to a TEAM EVENT with team weights. This change will not take effect until the Fall Classic. State Tournament Registration Forms have changed. The requirement to provide copies of insurance document with the registration is no more. Chapter Presidents are to certify that their members have the required insurance and that they have signed the annual VA Bass Chapter Federation/TBF Liability Waiver. Copy of signed waiver must be available for inspection and boaters MUST have a copy of their Insurance declaration in hand when fishing state tournaments. State tournament registration will be due 2 weeks prior to the tournament. One submitted, any changes must go through the Region 8 Director and the State President for approval.
Scott Whitmore was nominated for State Vice President. Vote will take place at the November Board Meeting.
Next State Board Meeting will be in November 4, 2018.

GENERAL

Meeting adjourned @ 7:00 PM.
The next meeting will be on 20 November, 2018, 6:00 PM.

John Flicek

Secretary

2019 Va. Bass Chapter Federation State Board / Tournament Schedule

January 6, 2019Board Meeting (South Hill)

January 18-20, 2019Richmond Fishing Expo

March 2, 2019Youth State Championship

March 3, 2019Board Meeting (South Hill)

5-7 April, 2019Chapter Team (Kerr)

3-5 May, 2019Mr. Bass (Kerr)

?? May, 2019Special Olympics Fundraising Tournament

March 2, 2019Youth State Championship

June 1, 2019Statewide Fishing Clinic

June 1, 2019 Children’s Hospital Foundation of Richmond Fundraiser, Osborne Landing

June 23, 2019Board Meeting (South Hill)

July 5, 2019Saint Jude Hospital Benefit Tournament (Potomac)

August 9-11, 2019Junior World Championship/State Leadership Conference

August 18, 2019Board Meeting (South Hill)

September 13-15, 2019National Semi-final, Stonewall Jackson Lake, WV

October 18-20, 2019Fall Classic-Region 1 will sponsor on Potomac River

November 3, 2019Board Meeting (South Hill)

SEPTEMBER-September 27, 2018 Minutes

REGION 8 TREASURERS REPORT –

ROLL CALL – RGN 8 DIRECTOR, NASA-LANGLEY, PENINSULA, NOTTOWAY, 5 RIVERS, APPRENTICE

AGENDA: TREASURERS REPORT - MINUTES - YOUTH REPORT – TOURNAMENT DIRECTOR REPORT– OLD/NEW BUSINESS- STATE BUSINESS

MEETING MINUTES – DATE: 27 September 2018

Meeting called to order 6:00 pm

Roll call conducted. 5-Rivers, Nottoway, Peninsula, ASBC and NASA-Langley clubs were represented.
August 2018 minutes reviewed and approved

YOUTH REPORT- No Region 8 Youth Program for 2018. However, Region 8 will support as many state youth activities as possible.

TOURNAMENT DIRECTOR REPORT – Jason Henderson

2018 REGION 8 Tournament Schedule:

21 April (Sat)Chickahominy (Rte 5)

5 May (Sat)Kerr (Eastland Creek)

6 May (Sun)Gaston (Salmons Landing)

16 June (Sat)Pamunkey River (Williams Ramp)

18 August (Sat) **Chickahominy (Rte 5) – OPEN

29 September (Sat)Chickahominy (Rte 5)

** The 18 August tournament is an Open Tournament. Region 8 Anglers will have the option to use this tournament weight towards their season total. 2018 Region 8 season standings will be based on “Best 5 out of 6” tournaments.

2018 Tournament Weigh-in Club Schedule: Chickahominy – NASA Langley, Kerr – Nottoway, Gaston – Peninsula, Pamunkey – 5 Rivers, OPEN Tournament – Chapter Presidents/Board members/Volunteers, Chickahominy #2 – ASBC.
Chickahominy River Tournament: Launch Ramp is Rte 5. Boats are to be in the water by 06:45 with launch at 7:00 AM or safe light. Weigh-in will be at 3:15 PM.

OLDBUSINESS-

Boating Safety Education and Insurance Requirements: Chapter Presidents will maintain copies of proof of Boating Safety Course completion in addition to the insurance documentation for all Region 8 boat operators. March Update: ALL Boaters must have a copy of their insurance declaration showing the required liability insurance ($300,000.00) in possession during State and TBF Tournaments. OPEN

Region 8 Board/Staff Changes: We are looking for volunteers to serve as Secretary for the Region and some members to serve as assistant Treasurer and Tournament Director. This will be an opportunity to expose more members to the management aspects of running Region 8 and grooming potential future Board Members. OPEN

Emergency Contact Lists: A suggestion was made to add the emergency contact for each Region 8 member to the roster. Suggestion was approved and Chapter Presidents are to compile their Emergency Contact list and send to the secretary for inclusion on the Master Region 8 Roster. Copies will be then distributed to Board Members. March Update: Rosters made available during the General Membership meeting for member input. April Update: Data collected added to master rosters. Drafts given to Chapter Presidents to gather remaining information. OPEN

Region 8 Open Tournament: Chapter Presidents were asked to work on getting all Region 8 membership pre-registered for the tournament in an effort to reduce the workload on tournament morning. July Update: John will email Presidents a “volunteer list” for the OPEN tournament. Support will be finalized at the August meeting. August Update: Volunteers to be in place by 4 AM to work registration and launch. Chapter Presidents need to be back at weigh-in site early to set up. September Update: Tournament was a success again this year. Membership was commended for all their help. As a result of the heavy rain at weighing, we had to replace the PA system microphone and purchase a new scale. John researched an got a quote from OHAUS for a scale that is built to use in a wet environment. Purchase was coordinated by email with Chapter Presidents/Board. New scale was received on 20 September. CLOSED

TBF National Semi-Final Tournament Qualification: Several Region members have already qualified for the event. Chapters should be working to identify their club representatives. Timeline for submission should be coming out in a few weeks. John will send out an email with information as is becomes available. August Updates: Sate qualifiers invites already sent out by TBF. Club qualifiers list to be released next week. September Update: Tournament was moved to Lake Gaston due to high water conditions as hurricane Florence pas through western Virginia. Congratulations to Andy Catlett on his 2nd Place Co-Angler finish and his advancement to the TBF National Championship Tournament next spring. CLOSED

Dates for 2019 State Tournaments: Chapter Team 5-7 April 2019 – Kerr Lake. Mr. Bass 3-5 May Location TBD. Fall Classic 18-20 October Region 1 Hosting Location TBD. National Semi Final 3rd week in September West VA hosting location TBD. September Update: The Fall Classic to be held on the Potomac River. CLOSED

Region 8 Director Position: The Board was informed that Scott Whitmore has been nominated to the Vice President position on the State Board. If elected, He will need to be replaced effective 1 January 2019. Presidents were requested to discuss with the membership and start considering nomination for his replacement. September Update: Nominations to take place at the November Board Meeting with Vote set for the December Board Meeting. OPEN

2019 Youth Tournaments: Presidents were asked to see if there are any objections to permitting the Virginia Youth Program to conduct a tournament next season with REGION 8 in an effort for the Youth Anglers to interact with our membership on a more regular basis. CLOSED

2019 Region 8 Tournament Schedule: It was agreed that the Board will set the 2019 Tournament Schedule at the September meeting. The date for the 2019 OPEN Tournament was set for 17 August 2019. John will reserve the weigh-in site and register the tournament with James City County Parks & Rec. September Update: The Open Tournament Registration & permit is completed. 2019 Tournament Schedule was set: 13 April – Chickahominy River, 18 May- Kerr Lake, 19 May – Lake Gaston, 20 July – Pamunkey River, 17 August Chickahominy River (OPEN), the final tournament date was set for 7 September with the location to be determined by the membership at the 29 September tournament following the discussion concerning potential North Carolina location or Chickahominy River. John with submit for all permits. OPEN

Reel Kids Event for 2019: John sent the request to the State Youth Director for 2 event kits from TBF. CLOSED

NEW BUSINESS-