CCYSA Meeting April 10, 2002

Kim called the meeting to order at 7:10 p.m.

Attending were Kim Moyer, Chip Dodson, Doug Lawrence, Frank Beam, Mike Casey, Pam Lettie

Minutes approved with two typos corrected.

TREASURER'S REPORT: CCYSA has $22,386.30 as of March 31. Kim needs $1000 check for JWMS to use the fields 12 eeks at 8 hrs per week x $10 per hour. That is our agreement to use the fields there. Some kids were registered, but didn't make it onto a team (the printed sheets that the coaches used.) When she enters name/address/t-shirt size/date/etc. there's a box that says mailing list. Kelly used the check box to avoid manually sorting mailing list. Turns out that the system was deleting all duplicate family members at one household. We may need to switch to RosterPro software. Kim will check on that cost. Next season, all board members need to receive copies of the master roster list. Mike has heard from coaches that they'd like to have parents' names before they call the players.

BIRTH CERTIFICATES: It seems like first-time players are not all sending in copies of birth certificates. The question arose whether that was a VYSA regulation or just something we started when we joined BRYSA. Kim will check on VYSA regulations. We may need to pay Pat Pope $100 to match birth certificates to our registration.

INSURANCE: When we pay VYSA in the spring, we pay for the extra students who weren't paid for in the fall. We pay the full amount in the fall. The insurance covers coaches, officials, volunteers, broken bones, students. Chip is putting all of the CCYSA forms online in Acrobat format. Chip will put the official VYSA case report form online. To make a claim, you need to keep copies of all receipts. $250 deductible. Primary insurance goes first.

FOUR YEAR OLDS: Aug. 1 is the official date. This is what VYSA uses.

BRYSA: Issues include getting schedules late, teams have 6 not 8 games as promised, etc. Kim is writing a letter. Give all your issues to Kim, so she can include them. Frank thinks this was as nice as BRYSA has ever been to work with.

CAMP: Set up table at the picnic. Expect to sign up about 40-60 people for the camp which is July 22-26. Kim will check with Terri about the cost to use the park for soccer camp. We need to send in $100 deposit. Kim will verify soccer camp dates. Mike will get brochures for the coaches. Challenger is willing to come in and set up drills and clinics during the picnic. Doug suggested tilling up a CCPR field and planting grass, so we have more room to practice. He'll check on that and report back. CCYSA would like to build a shelter for soccer somewhere near the soccer fields. Chip is checking into the cost of the blankets and selling them at the picnic, with a 3-4 week delivery time. Usually they sell for $40.

PICNIC: Grilling 4 people on two shifts; need to get tin things to put food in; increase set up to 6 people; 10 people on cleanup; two people for registration 5-6:30 and one from 6:30 to 8 and Kim for the whole time; Challenger set up at 4 p.m. but do their thing from 5-7 p.m. Grill start at 4 p.m. Park handles trash cans. Food at 6 p.m. Give flyers to division coordinator to hand out to coaches CCYSA hotline and BRYSA hotline 662-6380 - important numbers Impressions can make copies and cut 'um for us Say "compliments of impressions" on the bottom Pam write a letter to invite sponsors to picnic; julie can mail Need to make sure we have enough copies of the registration form $500 plus four tables is good budget

RAIN DATE: May 17; call the hotline if you're unsure Pam will check to make sure that the shelter is available on the 17th Names, faces, at picnic with digital camera asking people what they like about soccer Use for marketing, put faces in stars, get kids to say something. What did you like best about soccer Chip will create a form to order the blanket.

TRAINING: Only six coaches signed for the upcoming weekend. Minimum was 12, so it was cancelled. Another one is set up for June 21-22-23. Frank said that fall might be a better time. We announce it now, so they can put it on the schedule. When is BRYSA training? No one knows….

NEWSLETTER IDEAS: Drills, practices, pictures/questions, game pictures, Web sites. Chip bought the Acrobat software to create the forms. Frank made a motion to reimburse. Motion passed. E-mail ideas to Chip.

PICTURES/PATCHES: Pictures went smoothly, except Rusty's team. He decided not to have pictures taken. Club makes about $100 on the pictures, but that's it. School gets fifty percent of picture money. Rachel is willing to come at different times/places to take the pictures. We have 350 patches left. Chip is checking on where we get the patches, so we can order more with the logo on them.

REFEREES: Jill is trying to put together a schedule for the referees by this weekend. All the games on the Web site.

EQUIPMENT: There's a hole in the Bantam field. Goals at the high school are courtesy of CCYSA. JWMS fields will be lined this week. Doug will set up the goals on each end of the large field, since the goals aren't needed here.

SPONSORS: Most have paid. Christopher Dodson will be putting out the banners. We are going to pay him $125. T-shirts were ordered on time, but came in almost 6 days late. Julie talked to the printer.

TRAVEL: The travel teams need to pay $250. We had three teams last year. Pam send invoices to each travel team. Travel teams pay CCYSA for the use of the park, since they don't pay the $40 registration fee. Each season they need to be billed. There's a copy of the invoice that Kim will forward to Pam.

New Business: Fields, shelter, Roster Pro, blanket fund raiser. Patti needs to make us a CCYSA banner with the URL for the Web site. Chip will bring in Web site traffic numbers. April 1 we had 70 visits.

Next meeting: May 15 at 7 p.m.