CCYSA board meeting on April 11, 2001

Attending: Chip, Frank, Kim, Kelly, and Tom McCall, board members, and Pika Hurtado, coach

I. Minutes from last meeting were approved with the correction of a cost of $150 for banners.
II. Treasurer's report: we made deposits of $12,847.00 and $810.00, and paid out $2,357.36 and $4,908.32 for an ending balance of $13,945.44 as of 4/9/01. These outlays did not include referee payment, or the t-shirt bill from Signet, or the $600 to VYSA for insurance. Kim suggested we include a financial statement in only the January newsletter, which was agreed upon by the board.
III. The board discussed the situation with Pika about his all girls team for the fall. He has the option to stay in house and play in the middler division (8 & 9 year olds) or play in Brysa against teams with 8, 9 & 10 year olds. He decided he would prefer to stay in house, although the decision does not have to be final until after registration closes. He wants to practice this summer, which is permitted for players already registered and insured by VYSA.
IV. Registration form was approved in its final form with changes to the ages of all-girls' teams. "Girls whose birthdays come between Aug 1, 1987 and Aug 1, 1993 have the option to play on all girls' team." The board unanimously approved the cost of a hotline message service for queries, so that the registrar will not have to have phone calls coming to her/his home. The cost is $20/month. Chip will remove board members' phone numbers from the website. We need to appoint a board member to head registration committee.
V. JWMS clean up day is 9am to 1pm on Saturday, April 21, with Doug Lawrence spearheading the effort. Kelly and Chip plan to be there. Notice went out to coaches.
VI. Picnic/Fun day at 5pm on Friday, May 11; CCYSA will host the picnic. Tom McCall is procuring supplies: hot dogs, hamburgers, drinks, buns, condiments, paper products. Families are asked to bring a covered dish and help clean up afterwards. We need to organize a program: Jon and Frank will work on that. Eating at 6-6:30pm and Rain date on week later, May 18. VII. Banner Schedule: Chip brought in a calendar for board members to sign in to set up and take down our banners for game days, which everyone present did.
VIII. Brysa-Kelly will check on make-up days and girls' teams for the fall. Frank will not be attending meetings unless urgent as visitors are only allowed to stay for the first 15 minutes.
IX. Equipment-we spent about $800 for equipment this season, a good improvement over previous seasons.
X. Sponsors-Kim has letters going out to any sponsors who are late in making their payment. Sponsors still owe about $650. She will write up a statement to go in newsletter to thank and acknowledge our sponsors.
XI. Newsletter-Kelly plans to have the newsletter out the first week of May. Kim has arranged for a newsletter sponsor to cover the cost of printing in exchange for 1/2 page ad on back page. We will use Impressions Plus for copies. Kim has researched, but did not have time for the application to go through for bulk mailing rate. Next time. We have 4 business card ads for this issue.
X. Travel teams: the lack of a port-o-potty on the senior field has been noted to the park. XI. Photos- Tom M. had all the envelopes to go out to coaches from Bedell Photography and the coaches numbers to set up times to photograph.
XII. Youth Night at the high school is Friday, April 27.
XIII. New business for next meeting--bulk mail

Next Meeting date is Wed, May 9 7pm at Grace parish hall in Berryville.