CCYSA Minutes April 7, 2003

Frank called the meeting to order at 7:20 p.m.

ATTENDING WERE: Lou Robinson, Frank Beam, Pam Lettie, Anastasios Mavrellis, David Applewood with Mike Casey arriving at 7:40 p.m.

MINUTES: Anastasios made a motion to accept the minutes, David seconded. The motion passed.

TREASURER'S REPORT: We have $28,316.21 in the bank at the end of February. About $5,800 is bills - Kidsafe, VYSA registration, park fees - have yet to be paid.

SPONSORS: Seven of 28 sponsors haven't paid yet. Bank of Clarke County and Soccer World will be sponsors next season. David will check into Todd Carlisle's Berryville Sport & Fitness to see what happened with that. Next season, David suggests running a second ad asking for sponsors.

SFL: Anastasios will find out about payment to the SFL. He handed out a copy of their rules and policies. Coaches handle nonweather cancellations (such as Apple Blossom weekend) on their own by the Wednesday before th game. Weather-related delays are announced 3 hours before game time.

FIELDS: Frank thinks Doug met with Lisa. Frank will talk to Lisa about the need for at least two hours notice when cancelling games. Anyone can call 540-955-9002 for field conditions. Frank will ask Doug to be the back up for the closed field calls.

PICTURES: Pam will give Lou's contact information to the photographer. She will also ask Olson if we can do a second picture day next year. Also, she will ask the photographer to bring extra photo envelopes. Frank will call the three coaches who don't have email to let them know when picture day is. Mike made a motion with a second by Anastasios that CCYSA will only take spring pictures in the future. The motion passed.

PICNIC:
1.Sponsor recognition: We need to thank Jim Stutzman in the newsletter, make an announcement at the picnic and find out if Kim wants to bring a car or banner or something from Stutzman.
2.Schedule for the day: Welcome and thanks to coaches/volunteers 5 p.m. By Frank, Eat at 5 p.m., small-sided game demo at 5:45 p.m., Challenger camp demo at 6:15 p.m.
3.Pam needs to get volunteers, talk to the caterer, talk to Kim about the small-sided demo - does she need help? Fields? Equipment?, make sure we have enough fields for our activities, find tables for the brochures and registrations (park or ours?), talk to chip about blankets for sale, make copies of the registration.
4.Picnic goes on rain or shine.
5.Vote was taken and passed to have the entire picnic catered by Docs at $8 per adult and $4 per child.
6.Sign up sheet needs to go to coaches to get families to commit to coming so we can give Docs a good number. Include # children and # adults. Pam will make a flyer for coaches. Ask Docs: how control kids eating BBQ, hand out tickets in line?

NEWSLETTER: Frank will write a thank you to the Chicks for handin gout tootsie pops at the first game. Pam will write a thank you for the newsletter to Kelley Murphy.

JWMS: We use the fields 8 hours/week and owe them $10 per hour for a total of $880 that David needs to pay. A motion was made and passed to pay them tonight.

REGISTRATION: We discussed some folks who wanted a refund. It wasn't possible. Once the shirts are ordered, that's it. Pat Pope resigned, so Pam took stewardship of the registrar's materials until a new one is hired. Pam will put an ad in the paper to advertise for applicants (June 1-Aug. 1, flexible hours, 955-9002 and leave a message.) Pam will talk to Kelley to ask her to help with training and to find out how many hours it would take.

CCYSA Recognition Night: Betsy Munson wants to have recognition night at the varsity game at the high school on April 25. It will be free admission to all kids wearing CCYS T-shirts. They can sit together in the stands. During halftime, there will be a 10-minute scrimmage. Game time is 7 p..m. Frank will ask the schools to announce it. Pam will ask Chip to put it online.

ODSL Clinic: Do we want to offer them our fields? Discussion ended with a yes.

Meeting Adjourned at 9:05 p.m.

Next meeting: May 12. Frank will arrange for a place.