CCYSA Board Meeting January 16, 2003

Frank called the meeting to order at 7:15 p.m.

ATTENDING: Pam Lettie, Frank Beam, David Applewood, Doug Lawrence, Lou Robinson, Anastasio Mavrellis were attending. Lou asked that we use the louis.robinson@fcps.edu e-mail address.

PHOTOS: Pam summarized the two choices for photographers: Olson and Lifetouch. A motion was made to go with Olson. It was seconded and passed. Pam will contact Olson and set up pictures for April 12 with a rain date of April 19.

FINANCES: Bob Soothornchai arrived at 7:30 p.m. He is a former commissioner who has been handling CCYSA's taxes since 1997. Tonight, he was turning the papers over to the current board. For background, he told us that he had been working to get us 501c3 tax-exempt status, but got busy and didn't follow up aggressively. His name has been on the corporate charter as the registered agent, but he isn't on the board anymore. Technically, the registered agent has to be a lawyer or an officer of the board; currently Bob is neither. He has paid the annual fees out of his own pocket. Bob suggests that we change the paperwork to include a member of the board, but it needs to be someone who will be around a while; the paperwork can't be changed annually. Or, he suggested finding one board member with longevity, so we can put that person's name as the "registered agent." Bob is handing over the 501c3 application along with the bylaws - a complete record that should be kept safe. It includes a letter from the IRS that says we are a 501c3 retroactively. The CCYSA treasurer needs to start filing tax returns starting this year. CCYSA's accounting/fiscal year ends Oct. 31, similar to the soccer season. We must file a form 990 annually, due 3/15 if gross receipts are more than $25,000. If gross receipts are less than $25,000, then we don't to have to file unless they send us a form. Bob's contact information is: bob@yhbcpa.com, Bob Soonthornchai, 6 S. Pendleton St, P.O. Box 467, Middleburg, VA 20118-0467. Bob recommended using a professional to do our taxes. Tom Dawson, a fellow member of his firm at 540 687-6381 is his suggestion. Dave will call Tom Dawson to see how much it will cost to do our 990 form. Dave will evaluate whether we can do it ourselves and will give us the cost at the next meeting. Motion was made and passed to Dave to report back with that information. Bob noted that the board must update the registered officers of the charter annually to keep corporate status current for liability purposes. Bob turned everything over and Dave will keep it all. Pam and Kim need to pull out their paperwork to see what's there. Also, CDs at the bank are for capital improvements only; the interest needs to be on the tax return, Bob said.

TREASURER'S REPORT: We have $15,721.23 in the bank and registrations are coming in. Dave received a request for a patch that he will fill as soon as he finds out who has the patches.

GAME SIZE: Kim will set up a workshop on small-sided games. Doug said that this spring we should decide on the plan for implementing small-sided games. This season will not be small sided; the change will be in the fall.

SFL: Anastasios will take over as the liaison to the SFL and will find out when the SFL needs our registration information.

BOARD: Kim will be a non-voting member as ex-commissioner Other assignments:
Mike - coaches
Anastasios - kidsafe, sfl
Sally - referees
Pam - picnic, secretary
Lou - bantam, VYSA rep
Frank - registration liaison, ODL liaison

Frank suggests adding a divisional coordinator and suggests that next week, we should consider adding Bob S. to the board as an ex-officio member to act as our registration agent. Frank will make copies of the bylaws, policies, etc., for Lou. Also, Frank suggested setting up a committee to resolve complaints

A motion was made and approved to accept the following slate of officers:
Commissioner: Frank Beam
Vice-Commissioner: Doug Lawrence
Secretary: Pam Lettie
Treasurer: David Applewood

Pam will let the Courier know about the new officers.

REGISTRATION: Pat is having a hard time getting the database to work. Kelley is helping her. She asked for direction on how to handle late registration. (after Feb. 28, she should keep a waiting list and not deposit the checks). Pam will tell her the procedure for late registration, per earlier policies approved by the board. Dave will invoice the travel teams for the past season. Pam will send a copy of last year's invoice to David.

TRAVEL TEAMS: A motion was made and passed to invoice travel teams for field use at the beginning of the season. For the spring season, when a team sends us a letter requesting a CCYSA sponsorship, they need to include the money for the field up front.

NEXT MEETING: Monday, Feb. 10 at 7 pm. at the rec center. Frank will arrange for the room.

ADJOURN: 9:10 p.m.