CCYSA Board Meeting Minutes Feb. 13, 2002

Attending: Jill Butler, Mike Casey, Kim Moyer, Doug Lawrence, Chip Dodson, Pam Lettie, Frank Beam, Pat Pope (left early)

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

MINUTES: Attendees reviewed the minutes of the last meeting. Changes include: Chip should have been on the list of those attending the meeting. Kim went to get the check book and key; Chris did not drop it off. With those changes, motion was made to accept. Motion passed.

TREASURER’S REPORT: Pam gave the treasurers report. We have $23,515.19 in our checking account after this season’s registration, and after we paid the park. Bob Soonthornchai handles our taxes. $1,800 needs to be paid to BRYSA for referees and field use/maintenance.

REGISTRATION: Pat will pick up the mail until Feb. 28. After that, Pam will pick up the mail. Total registration is 339 with 2 on the waiting list. And that doesn’t count the travel teams. Pat is going to call the few parents who underpaid to see if they really want to play and intend to send the money. Pat asked how long she should have to keep registration papers; Chip said until the season is over. We ended up with 34 teams. 8 BRYSA teams: 4 girls, 1 intermediate, 2 junior, 1 senior. Coaches are still needed. Julie sent out sponsor letters. Eight teams will be playing under BRYSA. Kim signed the contract with BRYSA. We provided rec passes for our players; they do not require signatures or pictures. Coaches are responsible for player passes.

FIELD USE: Kelly Macklin got a letter from Frederick County Parks and Recreation saying we need to pay per game to use the fields in Frederick County. We need to find out what that means. Kim suggests that we should play inter-CCYSA games in Clarke. Kim will find out and report back at the next meeting.

SOCCER CAMP: Kim met with D.C. United. They do not have camps per se, but do have affiliates in Loudoun County. Tom Robb said that we had signed a contract with Challenger for next year, but that we could still probably change our arrangement. Tom is not authorized to sign CCYSA contracts. Tom suggests limiting the age of participants, since previously some kids were outside of the age range. The fee was $100 for ½ day and $150 for full day during the last time we did it. Mike Casey took on the camp as his project. If we do the camp, the mailing needs to come to the P.O. Box. Kim will send Mike more information on the camp. Kim met with Drew Young of D.C. United. This is for younger players’ coaches. They do a 60-minute presentation before a game. Cost is $22. They wanted minimum of 100 coaches. Kim talked to Stuart of BRYSA. D.C. United also had gimmicks for larger organizations. They did have a volunteer morale program that could be good for us. You purchase four season tickets at discounted rate for the 18 games. The day of the game, a D.C. United staff person comes to the seat of our volunteer, gives them a token and a free beverage. They do have an exchange program for vouchers. It would cost us about $1,600 for 72 tickets. It can be used for any reward for anyone we think deserves it. Board members said it sounded like a political nightmare and would be hard to administer fairly. In our next coaches’ survey, ask them if they’d be interested in going to a game in D.C. to gauge interest.

TRAINING: Jill mailing letters to the list. She and Scott are drafting an agenda for the meeting. Pennypacker’s training is in the coaches’ letter. If no one signs up for that or need further training, Jill can set up the NYSCA training as an alternative. All coaches need to be trained. Jill is tracking who is going to which training. She will follow up with them to make sure that they have opportunities and take advantage of it. One alternative philosophy: Prince William takes a one-season coach and lets them coach for one season without training. If the coach wants to return and if the board wants them back, then the board will pay for training. Deadline for Pennypacker’s training is March 1. Jill will be setting up E and F training. D course will be in June. Dennis Doughtery needs 25 minutes. Jill will tell him not to come.

JWMS and KEYSTONE DONATIONS: Kim would like us to make one last effort to meet our obligation to clean up JWMS. We promised 200 hours of service in the first season. That was years ago. We’ve put in about 50 or 60 hours. Kim put together a committee from volunteer list to find out what Rick needs. They will help rally the soccer community to clean brush. From now on, CCYSA will pay for use instead of trading hours. Kim filled out a use request for March 9 to June 19. We will pay $10 per hour for fields, regardless of whether we use one field or five. At the max it will be $1,000 to JWMS. After the March 7 meeting, we’ll know how much we’ll be using JWMS fields. Doug will be handling fields, lining, nets, etc. Doug gave paint to Keystone.

JEFF HENRY: Last fall, Jeff Henry, a previous BRYSA commissioner, had an out-of-area team. Situation toward the end of the year where we sponsored his travel team. He approached one of our rec players to play for the travel team. Parent and player didn’t know that they were doing anything wrong. He played with the travel team and the rec team. You can pick up guest players for tournaments, but not regular games. It’s against VYSA rules. BRYSA is aware that one of the players that we sponsored on this team also played on a travel team. The rec team won. The parents could have approached BRYSA. The team could have had to give up the championship. Jeff Henry should have know better than approaching player and jeopardizing an entire team. We didn’t hear about it until later, so we’ve never spoken to Henry. Kim wants to draft a letter to send to Henry. Chip says he’s done. Kim wants to have something on the record. Want to express our disappointment. Kim will draft a letter for our e-mail review.

COMMITTEE REPORTS:

• Picnic date was set as May 10 at 5 p.m. with dinner at 6 pm. Last time 400 people showed up. Pam will plan games, camp demo. Maybe Challenger will facilitate games with the kids? Need registration table, food, games. Pam needs to reserve the large shelter and the field adjacent to that (the Middler field).
• Kim will call Rachel to set up two dates for photos.
• Betsy Munson called two days ago; her proposal is caught in her board review. She’ll need 5-10 minutes at the next meeting.
• We need two more middler coaches.
• Doug did the walk through at the park. Fields look pretty good.
• At the next meeting, we need to decide on registration fees for fall season.
• Pam needs to research our budget for next meeting.
• Chip will call Jeremy Blevins to see if he wants to put the banners up/down. We pay $120 for that service.

Meeting adjourned 8:55 p.m.

NEXT MEETING: Board meeting: March 7 at 6 p.m. at Johnson Williams
Coaches Meeting: March 7 7-9 p.m.
BRYSA Coaches Meeting: March 14 at 7 p.m. at WMC
Referee Assigning: March 14 Jill will let us know where.