Asset and Governance Board Meeting Minutes

• Date: Thursday, May 29, 2025
• Time: 7:00 PM to 7:43 PM
• Location: Zoom
• Attendance:
  • Andrew Borden
  • Kristine Delamarter
  • Sharalyn Shafer (Secretary for the meeting)

Minutes

• The Board voted to charge for Great West Invitational (GWI) the following:
  • $123.90 per official or coach
  • $247.80 per quizzer
• Teams with 2024-2025 season fees post-due
  • Andrew is going to reach out to one of the fees-post-due teams
  • Sharalyn will notify the Board if she does not hear back from all fees-post-due teams by May 31
• Tabled until the next meeting:
  • Budget for the 2025-2026 Corinthians season
  • Fees for the 2025-2026 season
  • Hosting discounts for the 2025-2026 season
• Legacy quiz equipment: The Board voted unanimously to direct the Regional Coordinator to donate all legacy quiz equipment (old jump seat pads and seat sets) to other Quizzing programs
• Burdensome hosting requests: The Board voted unanimously to approve a hosting policy statement/policy as written below, which the Regional Coordinator will be send out in the 2025-2026 welcome email from the Regional Coordinator
• Mitigating post-deadline registration changes
  • This was discussed, and the Board voted unanimously to start with a positive incentive for the quizzers for a two-fold purpose:
    • The quizzers may be motivated to hold their coach available to registering on time and they may evangelize in order to gain more teammates through this positive reinforcement
    • The Board would like to see how this works for a couple of meets and then reevaluate strategy as necessary
  • The new policy is written up below
• Mitigating teams voluntarily leaving the meet early: This was discussed, and the Board voted unanimously by the board as a two-fold approach:
  • Any team leaving prior to awards will be ineligible to win the registration raffle with the exception of teams traveling more than 5 hours to get home
  • Recognize team average points as per Gryphon’s suggestion above during the awards ceremony

Hosting Policy Statement/Policy

Hosting, especially handling housing, can be a lot of work; and Quizzing doesn’t operate without hosts willing to commit to host every season. Therefore, the following are our hosting policies:

• Overnight housing
  • Meet host organizations may elect to offer housing based on whatever criteria they deem possible
  • Housing is offered as a gift to Quizzing by hosts on a “this is the best we can offer” understanding
  • Hosting standards (except as altered explicitly and exclusively by meet host organizations):
    • Housing offered is limited to quizzers and 1 coach per team
    • Though any host home may elect to provide improved accommodations, a clean though hard floor is the default housing provision; therefore, teams are expected to bring sleeping bags, pillows, and options for breakfast
• Meet hosting
  • Meet host organizations will strive to provide as many quiz rooms as they are reasonably logistically capable
  • Quiz rooms need 9 chairs, a QM table and chair, access to electricity, and wifi coverage and access (which can be exclusive to the officials)
  • Meet host organizations do not need to provide QMs with snacks, though such bribes will always be graciously accepted
• Lunch provision
  • Meet host organizations may elect to offer lunch based on whatever criteria they deem reasonable
  • Offering a peanut-free environment with options for common dietary restrictions is the ideal but not required
  • Price per meal is set entirely by the meet host organization
  • Lunch payment to be made via cash or checks written to the meet host organization

Post-Deadline Registration Changes Policy

• All churches that were registered on time will be announced at the welcome announcements
• For each quizzer from that church, a raffle ticket will be put into a raffle
• As the first thing at the awards ceremony, the raffle will be drawn and the quizzers from that time will receive a button stating: “My Coach Registered on Time”