Minutes CCYSA Board Meeting March 10, 2003

Frank called the meeting to order 7:18 p.m.

ATTENDING: Kim Moyer, Frank Beam, Lou Robinson, Doug Lawrence, Pam Lettie and David Applewood. Mike Casey arrived later.

MINUTES: Kim suggested changing some wording in the February minutes to reflect the correct situation about the county and the no tobacco policy, even though the minutes did correctly reflect what the board discussed. A motion was made and seconded to change the minutes from "the county has a no-smoking policy" to "the park has been asked to implement a no-tobacco policy by youth baseball." A motion made and seconded to accept the minutes with the correction.

TREASURER'S REPORT: As of 2/28/03, we have $26,795.96 in the bank.

SPONSORS: Dave sent out 71 sponsor letters. So far we have 5 sponsors for teams, 1 for business cards and 2 team/2 banner carryover from last fall. Jim Stutzman will sponsor the picnic.

TRAVEL: Dave sent out letters to travel teams for last fall. Chicks and Twisters have paid for fall, but still need to pay for spring. Frank will call coaches, then give Dave addresses to send invoices to the Rapids, Gremlins and the Hawks. They don't exist this season, but do owe CCYSA the money from last season.

KIDSAFE: money is due. For added players, we need to pay an extra $2 per person. Also, we owe $268 for the second payment on the initial KidSafe program from last season (we paid 1/2 then and need to pay 1/2 now). The program runs fall to spring, so the clubs have to enter the information in the KidSafe database. We need to find out how many additional kids we have this season from Pat Pope then Dave can figure out how much extra we need to send to VYSA. We are up to 8 hours a week at Johnson-Williams, so we have to figure out how much we owe them.

VYSA: Registration is $6.50 per recreational player that CCYSA pays VYSA. Pat Pope handles registration. She'll come back to the board and tell us how many new players we have and how much we owe VYSA. After we get that certification from VYSA that proves that we are insured, we give a copy of that to the park. David will give VYSA packet to Pat Pope to complete final information. It's not raw numbers, it's the names of specific players.

Number of teams
U5 - 5
U6 - 4
U8 - 9
U10 - 6
U12 - 3
U12 girls - 1
U14 - 1
Travel: 2

T-SHIRTS: We need to order shirts three weeks before the first game. April 5 is the first game; March 15 would then be the deadline to get sponsors for the teams so Julie Dodson can order shirts. Kim is going to figure out which teams the sponsors want to sponsor, so they can sponsor the team that their kid is on. Julie needs the team roster with the shirt size. Pat will create team list with shirt size for Julie. Frank will give team composition to Julie. Pat also needs to give roster by team to Pam. Frank will give Pam a game schedule as soon as that's available. Dave McGuigan will do the game schedule.

MESSAGE: Frank will change hotline message to reflect that fact that we are waiting to find out about when the fields will be dry enough to play on. Pam should ask Chip to put it on the Web site.

THANKS! A motion was made and passed to give Kelley Murphy a gift certificate for $50 as a thank you for her help with the registration computer snafus.

PARK: Frank will call Lisa at the park to request an invoice. Doug will take down "soccer registration now" sign.

REGISTRATION: Frank is going to give Pat Pope a call to invite her to next month's board meeting to see how we can improve the registration process.

KEYSTONE: We gave them a $200 donation fairly recently.

PLAYING UP: VYSA said that it was OK for players to play up, unless we have a rule about playing up within our club. Playing down is not allowed, unless some kind of handicap was involved. CCYSA has in the past had the policy of not allowing players to play up, Kim said. She said that we haven't done it, but there isn't a rule against it. Frank and Mike would like to change that rule on a case-by-case basis in a conversation between the coach and the parent. Kim says that you have to adopt it in the policy and procedures.

FINANCIAL STATEMENT: Tom Dawson, an accountant, will fill out our non-profit tax return for us. He charges $80-90 per hour to do that. It will cost at least $800. Mike made a motion that we allocate $1,200 to pay for the accountant. Pam call Chip and let him know that we are going to have an accountant look at the books.

BULK MAILING: Kim suggested that we get a bulk rate permit from the post office now that we have a non-profit number. David is working on that in time for the July mailing.

COACHES: We are filled in the upper ages, but we still need coaches for the following teams:
U10 - 1
U5 - 2
U6 -2
Bantam teams have 11 kids on 9 teams; playing 6v6, they won't have much field time. Kim is going to create another Bantam team taking one kid off each team to make the teams slightly smaller.

SOCCER CAMP: We are scheduled for the same week we had last year, which is the last full week in July. We need to confirm the date, so we will have brochures in time for the picnic. Kim suggests checking on the high school camp to make sure that the timing doesn't conflict with our camp. Mike will get exact dates for us, but it's likely to be July 21-25. If their price is the same, then our price will stay the same.

VYSA: Kim has turned the book over to Lou.

EQUIPMENT: Doug Lawrence went through the list of coaches who didn't return their equipment last season. He is trying to track the four of them down to get our equipment back.

PICTURES: April 12 will be the pictures for all SFL and travel teams including rec leagues. Pam will tell Olson that we want the old pricing. Period.

GAMES: Kim will hand out Tootsie pops at the first game of the season.

SCHOLARSHIP: A woman called to see if she could get a scholarship for her son. The Board voted to give her a scholarship, but we want to ask her to be a coach or do something to help us.

COACHES: Mike will supply a list of coaches and their addresses to Dave and he'll cut the checks for $20 per coach.

SMALL-SIDED GAMES: Glen Cornwell at Front Royal can tell us about how they use small-sided games. VYYSA and National recommendation on small-sided games is that U5 not play games at all -- it's all group play including the parents. Skip sponsors, coaches, getting all the kids to play, etc.

PICNIC: Pam will get quotes for BBQ dinners for 350 people. D.C. United could come to the picnic. Mike will get the Challenger people to come to the picnic, too. Kim will have a mini town meeting about the small-sided games at the picnic.

MISC: D.C. United needs a contact person. We are getting a safe deposit box.

NEXT MEETING: April 7, 2003, at JWMS cafeteria. Frank will arrange for the room.

ADJOURNED: 9:06 p.m.