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Minutes of the February 21, 2001 CCYSA Board Meeting


Attending: Tom McCall, Doug Lawrence, Guy Tomberlin, Chip Dodson, Kelly
Macklin, Frank Beam and Kim Moyer; and Tom Robb

I. Minutes of Jan. 10, 2001 meeting were approved.
II. Treasurer's Report-Kim met with Dan to transfer files, and checkbook;
however she had to purchase a new version of Quicken, as her version was too
old. Report from 1/1/01-1/20/01 shows: inflows of $234.00 from Hawks and
Gladiators travel teams (Chicks still owe), and outflows of $1093.81: $300
to registrar, $400 donation to Keystone and Powhatan, $169.81 for office
(newsletter) and $224 referee pay. Overall total of (-$859.81). Current
balance is $7,036.12. The further $300 is due the registrar when roster is
filed with VYSA. We will file a 1099 form with IRS if necessary.

III. Registration showed : 1 senior team, 1 intermediate (7 girls had signed
up to play all girls, and 7 regular intermediate-the girls would be called
to see if they would play on the intermediate team), 2 junior teams, 1 U-11
girls team. Pika's team turned out to have girls in the bantam division. The
board decided that it would be unfair to send them to play with U-11 girls;
so that team will stay in house this season, and can play in Brysa next
season, if desired. There were: 44 middlers (4 teams), 49 bantam (6 teams),
34 instructional (4 teams) and 19 preinstructional (4 teams). It was
recommended to add a box on the registration form to check if you would like
to sponsor, and if you would like to pay the fee for an underprivileged
child.

IV. Schedules-Tom Robb will do the schedules for middler and bantam;
holidays include: April 14-Easter weekend; May 4-Apple Blossom; May
26-Memorial Day. Games start April 4 (Wed) and June 2 will be the last day
of games. The picnic is scheduled for May 11, with May 18 as a rain date.
Practices may begin March 12 (we do not have access to park fields until
March 19)

V. Coaches' meeting-is set for March 7, 5:30 clinic at middler field, 6:30
meeting at pavilion or at Grace Church if weather requires. Kelly will
provide a letter to parents on the Clean-Up Day at JWMS on Sat., March 31,
and Kidsafe forms, Kim will bring copies of Medical Release Forms and
Accident Report forms. Coaches will meet to set teams and set practice times
and places. Chip sees 10 slots on the senior field of 2 hour practices for 8
teams (including travel teams).

VI. Referee pay-deferred as Scott was not present.

VII. Photos-due to requests by parents and coaches, we will set up fall and
spring photo sessions for team photos. Tom McCall will look into setting it
up.

VIII. Change meeting day-Doug has a conflict with 3rd Weds. We will change
to 2nd Weds. starting April 11.

IX. Committee Reports
Park Liaison-Doug has the maintenance standards for the park. The park is
buying 2 new sets of goals for the bantam field. Both Doug and Chip attended
the last park advisory board meeting (as invited guests). Doug plans to
attend as many as possible to keep our voice heard and keep abreast of the
park's issues. The park has 50% of their costs recouped in various programs
they run. Doug had copies of the park's programs/rec center/swimming pool
revenue comparisons for July '00-December '00 and July '99-Dec.'99. Chip
would like to record that the board voted to accept the contract with the
park with 5 affirmative votes and 4 abstentions.
Budget-Kim will continue with a budget with Doug and Chip serving on the
committee.
Brysa-Kelly and Frank: we owe Brysa $1125 for 5 teams @ $225 each to play
in their league. The number and division of teams is due to them on Feb 15;
rosters are due beginning of March, with player passes to be sent and
approved the first week of practice. We need to locate and reclaim any
uniforms not being used by senior and intermediate players from last fall
who are not signed up this spring. Frank will attend Brysa meetings.
Equipment-Guy has all equipment collected from fall (except Peka's game
ball and pennies). He will call all coaches to let them know they can pick
it up. Frank will bring to coaches' meeting if necessary. Tom Robb is bantam
co-ordinator, Rusty Reid is middler.
Fields-Chip applied to use JWMS fields and football field, Keystone is
okay to use; Tom says Powhatan is questionable- Tuesdays and Thursdays after
5pm the whole field is available. There is a question about more money. Tom
will work on this. Doug spoke with Randy Trenary about use of the football
field-Doug and Tom will buy seed and fertilizer and use on that field. Chip
spoke to board of supervisors to use Josephine St. field; they wanted to
charge us 30% of mowing costs of $4500 ($1500)-this is far too much for us
to pay to use it. We will have Johnny Blue set up at JWMS and ? .
Sponsors-Kim has written a form letter to go out to all our sponsors for
fundraising with new categories. She says we don't have all sponsors
addresses or contact person and will create a database for future use. Some
of the offers are: banner $150 or $250 for 2 seasons; Business card in
newsletter $25 per issue; Quarterly newsletter sponsor for banner and 1/2
page ad in newsletter-$?. The board discussed and approved the various
categories.
Newsletter-Kelly set a deadline of May 15 for the next newsletter due out
June 1. It will include a fall registration form.
Travel teams- the board decided to set a fee of $200 per season per
travel team to help cover costs of game and practice field use. This fee
works out to about what teams would be paying the park directly for field
use.
Picnic/Fun Day-Tom would like to have help organizing the fun day aspect
of the picnic. Perhaps Tom Robb?

X. New business-Clean-Up day at JWMS-Doug will be in charge, Kelly, Kim and
Chip would not be able to be there. Frank and Tom will make an effort to be
there.
Scholarship-next meeting

XI. Next meeting--Wednesday, March 21, 7pm at Grace Church in Berryville.
The April meeting will be Wed., April 11.