Minutes CCYSA, Board Meeting, March 21, 2001

Attending: Chip Dodson, Dan McGarvey, Frank Beam, Tom McCall, Kelly Macklin, Kim Moyer

I. Minutes from February 21 were approved.

II. Treasurer' Report--Previous balance was $8300.12; deposits were $9755.00 and checks and other payments were $2534.87, with an additional (not cleared) deposit of $742.00 for a new balance of $15,516.25. Income was from registrations and $117.00 from the Chicks team, and sponsors paid in $1490,with $2300 left to collect, for a total of $3790 of sponsor money to cover newsletter costs, banners, and ads. The check to VYSA for insurance is still due. The fall 1999 roster is missing, we overpaid the spring 2000 season. We only need pay for new players in the Spring. The laptop needs a whole new battery pack. The "8" and "K" keys are bad. The keyboard would have to be replaced for $1700 or $1800. Doubt if it is worth fixing.

III. Registration--Kelley Murphy has some serious complaints which she has emailed various board members. We need to set up a time to meet with her and re-structure the registration process. (see following report)

IV. JWMS Clean-Up is scheduled for Saturday, March 31; a notice went out with all coaches. Chip, Dan, Tom and Doug plan to be there.

V. The coaches' clinic will be March 31 at 9:30am at JWMS, led by Challenger Soccer Camps for about an hour.

VI. Referee Pay--the fees Brysa pays are: senior-$24/16; intermediate-$20/14; girls and junior-$18/12.

VII. Scholarships are tabled until next month.

VIII. Committee Reports

1) Park Liaison-We need to come up with a plan to maintain the playability of those fields; i.e. extra practice fields-Chip has spoken with Terrie about using the Josephine St. field and with Phil Shenk. The Board of Supervisors voted not to allow us to mow the field ourselves (not fair to the other sports groups). We need to document to the Park in a letter that we have $2 million insurance for mowing, lining, etc. Terrie said tournaments would be handled on a case by case basis--there is no policy at this point. Hawks should get a refund for their $40 charge on March 24 round robin. CCYSA would also like an earlier start date (before March 19!) in the Spring. The girls jv soccer team has been practicing on the middler field before March 19. Chip met with Dr. Smalley and Rick Catlett; they will want $10/day for practicing on the fields at JWMS; this equals $220 in cash outlay for us as scheduled. Will they irrigate the field this summer?

2) Budget-Kim, Chip, Doug, and Jon will be on this committee.

3) Brysa-We need to collect the jerseys and player passes for the intermediate team from last fall. Chip is taking photos of all new players at practice. Kelly is getting passes prepared for intermediate and senior teams. No schedules were out as yet.

4) Equipment-Frank will collect equipment at the end of the season; Doug will store it; Jon will assist.

5) Fields-the senior field was mislined with the endlines in front, instead of through the goalposts.

6) Referees-no report

7) Sponsors-Kim has assurances for $3790, and collected $1490 as of today. We have 1/2 page ad and business card ads for the newsletter, as well as a sponsor to cover postage. It needs to come out on a regular schedule of January, April, July, and October. We charge $150 for a banner and Kim has sold 3?; they cost us $50 to order. They do need to be put up and taken down each Saturday at games.

8) Newsletter-deadline is 15th of month preceding issue date. Next deadline is April 15 (please have submissions at the next board meeting, April 11). The newsletter should include: treasurer's report, letter from the commissioner, registration information and a form, travel team news, thank-you to sponsors, story on March 31 clean-up, summer camp plans, sponsors' ads, and notice of the picnic and photos.

9) Travel teams-Chicks are having a one-day friendly tournament on March 25, Hawks have a 3-team round robin on March 24 (Frank's team also has a friendly scrimmage on March 24).

10) Contract-Chip reports an ongoing dialog (see above under park)

11) Picnic/ Photos-Picnic is scheduled for Friday, May 11 (time?) with a rain date of May 18. Bedell agreed to do photos this spring (as well as in the fall) on game days.

IX. New Business-Youth Night at the high school varsity game is Friday, April 27 at 7pm at the home field. We are to please arrange to get some instructional goals to have for our teams to play on the field at half-time.

NEXT MEETING: WEDNESDAY, APRIL 11, 2001 at Grace Episcopal Church at 7pm. (note meetings changed to 2nd Wednesdays of the month.)

NEW PHONE NUMBERS: Dan McGarvey 539-2654