PNW Quizzing Executive Board Meeting Agenda and Minutes

Date: Sunday, July 28, 2019
Time: 3:00 PM
Means: Google Hangout

Agenda

Opening
- Call to order
- Validation of quorum
- Appointment of the Secretary
- Adopt the agenda
Reports
- District Coordinator
  - Delegations (as required by the bylaws):
    - Meet direction: Jeremy
    - Meet logistics: Kristine
    - Meet master of ceremonies: Gryphon for Scramble; Jon VS for Meet 1
    - Quiz equipment and supplies: Sarah
    - Statistics management: Scott
  - Recruiting
    - Moses Lake: No this season; probably yes next season
    - Walla Walla: Maybe this season, but unlikely
    - Naches: Unsure of interest
    - Sequim: Unlikely, but I'm still trying
  - GWI
    - Extremely likely to be at Crow's Nest
    - Date TBD
    - Glenn promised questions won't be quite as awful
  - IBQ
    - At least 5 districts are interested in a small adult quizzing league
- Treasurer
  - Books and accounts status
    - Transferred to Sharalyn
    - However, contextual information missing
    - Working to fill this in
    - Expect comprehensive report at next Board meeting
  - 3 churches still owe for last season's District Championships
  - IBQ bill and/or reimbursements?
  - Next year's fee structure (the flat fee) to be determined by Board of Directors, advised by the Treasurer, which will be forthcoming
- IBQ Head Coach
- Rules Committee Chair
Governing documents changes
- SOPs
  
  "Have served as a quizzing official (quizmaster, answer judge, scorekeeper, or statistician) in PNW for at least the previous 2 consecutive quiz seasons"
- Any other changes to any of the documents?
This season's schedule
- EBC confirmed but needed to move their weekend up by 1 week
- Status of Dallas for Meet 3
- Hosting options for Meet 5
Rulebook and PNW-specific rules (ultimately up to Rules Committee, but we can provide feedback)
- Do we adopt the newest IBQ rulebook fully?
- What PNW-specific rules do we want to keep or add?
Meet Registration (new web site system)
Meet equipment status?
Meet officials status
- Gryphon and Jeremy collaborating
- QMs likely: Cutty, Gryphon, Kendra, Micah (but would like at least 2 more)
- Andrew might be an AJ (would like at least 3 more)
- Scorekeepers: high-pressure recruitment campaign...?
Quiz questions status?
Scramble meet details
- Scott will set up teams
- Jeremy will set up schedule?
- Gryphon coordinating workshops
Any other business and/or motions
Next meeting date and location
Review action items for next meeting
Adjournment

Minutes

Called to order at 3:02 PM
All 5 members of Board of Directors present
Kristine volunteered to be Secretary for this meeting
Assignments
- Meet director – Jeremy
- Meet logistics – Kristine
- Master of ceremonies – Gryphon for Scramble; will ask Jon VS for Meet 1
- Quiz equipment and supplies – Sarah
- Master of bibs – Sharalyn
- Statistics – Scott; paper statistics remain gold standard, CBQZ scoring as backup
Recruiting – Moses Lake likely for next season, Walla Walla maybe, Naches unsure, Sequim still trying
Great West – likely at Crowsnest, dates unsure, questions may not be as awful
Adult quizzing – possibly try this year, do not want it to distract from youth quizzing
Treasurer
- Still working on details of account
- Fee likely this year will be $100 per quizzer, maybe $20 per quizzer per meet
- Still very inexpensive compared to other kid sports and activities
IBQ – Great job kids! Was a success
Rules committee – voted in motion to change requirement of District Coordinator to include 2 years of experience as coach
Schedule – move up October meet by one week, website already updated, Dallas will host meet 5, still looking for host for meet 3
Rulebook
- Will discuss question distribution further with rules committee
- Benefit to changing to international rules regarding question distribution
- Would encourage quizzers who only memorize key verses to have more opportunity to jump
- It is a hardship for quizzers who learn all the material may not jump as fast on FTV type questions
- Internationals makes more sense to have more FTV due to not having a specific list
Meet registration – web based system this year, active and live, easy to learn, will have firm 2 week registration deadline
Meet equipment – have all new equipment in all 4 rooms, one set of benches do not work
Quizmasters – Cutty, Gryphon, Kendra, Micah, would like to recruit more quizmasters
Answer judges – possibly Andrew Borden
Scorekeepers – would like to recruit more and have their job be more important, calling fouls, participating in rulings on tougher questions
Quiz Question status – Jeremy has set, Kristine willing to share
Scramble meet – Scott will set up teams, Jeremy to set up schedule, Gryphon to set up workshops
Meeting closed at 4:18 PM

Notes

This Season's Board of Directors

Gryphon Shafer, PNWTI (Chair by virtue of being District Coordinator)
Jeremy Swingle, Trinitas (Vice-Chair by virtue of being Rules Commmittee Chair)
Sharalyn Shafer, PNWTI (Treasurer)
Kristine Delamarter, Madras
Sarah Davis, Dallas Alliance Church

Action Items

The following are the action items coming out of the meeting:

Rule Committee (Jeremy)
- Determine exact set of rules for next season
- Draft complete "PNW exceptions/alterations" to IBQ rulebook +
- Establish an "official PNW officials" questions set in CBQZ ++
- Establish a "PNW practice" questions set in CBQZ ++
- Setup schedule for Scramble ++
- Query and confirm QMs/AJs/SKs for next season with help from Gryphon
Equipment and Supplies (Sarah)
- Verify functionality of all quizzing equipment ++
Meet Logistics and IBQ Head Coach (Kristine)
- Get to Sharalyn any/all IBQ expenses
- Purchase awards as needed for Scramble
- Assist in recruiting SKs for Scramble
Treasurer and Master of Bibs (Sharalyn)
- Accounting details squared away
- Proposed next season's budget +
- Exact fee structure proposal +
- Decontaminate bibs
District Coordinator (Gryphon)
- Change SOP requirement of District Coordinator to include 2 years of experience as coach
- Ensure web site is fully up-to-date with meet schedule
- Work with ABC hosts about Scramble start/stop times and facilities
- Send registration reminders to all coaches/churches
- Help Jeremy query and confirm QMs/AJs/SKs for next season
- Setup workshops for Scramble ++
- Coordinate with Scott about Scramble team and stats planning

+ To be sent to Board by email for ratification at least 2 weeks prior to Scramble
++ To be completed at least 2 weeks prior to Scramble

If you have any questions, would like to participate in quizzing, or would like assistance starting a quiz program, please email us: contact@pnwquizzing.org