CCYSA Minutes August 25, 2003

Frank called the meeting to order at 7:20 p.m. after a quorum of board members arrived. Attending: Frank Beam, Kim Stutzman, Mike Casey, Doug Lawrence, Pam Lettie, Scott Tredway, David Applewood.

REFEREES: This is the last season that Sally will be coordinating referees. The board needs to find a replacement. Also, we are extremely short on referees. Now 12-year-olds can ref. This season there's no hope, but for next year, we need to heavily recruit for the next state training.

BOARD: A motion was made and seconded to add Kim Stutzman to the board replacing Anastasios Marvrellis and to add Scott Tredway to the board replacing Lou Robinson. The motion passed 4-1.

POLICY: Frank is setting up a subcommittee meeting and notifying committee members to review policies and procedures. Pam handed out copies of the policies, bylaws and articles of incorporation. The committee will include Alan Melesun, Steve Clegg, Scott Tredway, Dave McGuigan, Kim Stutzman, Pat Smetanick, Larry Hart and Frank Beam. Scott will ask parents for their input before the next board meeting. The meeting will be Sept. 8 at 7 p.m. probably at the Rec center. Doug will research past minutes to see what kind of policy we've set with past minutes.

MEDICAL FORM: The claim address isn't correct on the medical form that we've been handing out and that is only address on the form. Dave is going to track down the correct address, then Pam will make sure the correction is distributed.

MINUTES: Doug read the minutes of the last meeting. A motion was made and passed unanimously to accept the minutes. Two items weren't voted on last month, because of a lack of a quorum. Those needed to be resolved.
· Munsen's team had asked to join and Frank took votes by email. A motion was made and passed unanimously to allow all of Munson's teams to join CCYSA.
· The board considered the possibility of trading a banner and a business-card ad in the newsletter for Web and desktop publishing services. A motion was made to do so, then withdrawn. Dave will consult our accountants to see what the tax implications are. It's a possibility that in lieu of volunteers, the board may have to start paying for services generally seen as volunteer duties.


TREASURER'S REPORT: The balance is $25,382.59 and includes fall registration. Our accountants sent us a form about our non-profit status that we need to fill out updating Board members' names. Kim suggested doing it annually. Dave will bring in a written treasurer's report next time. He asks that we limit email to him, since he's going through an MBA program. Kim made a motion that CCYSA's fiscal year run Jan. 1 to Dec. 31. The motion was seconded and passed unanimously. NOTE as of 9/15/03: This action violated CCYSA procedure and was rescinded at the September Board meeting, but can be reconsidered at the October meeting..

CAMP: Mike signed us up for the same week as last year. There is some question whether we want to do it again, when we only had 11 participants. Frank will put the camp on a future agenda. Mike needs to tell Dave how much we owe Challenger and Mike needs to tell Dave our profit on the camp, because we split that with the park. (Likely, we won't owe much to Challenger this year, because most people signed up directly with them. Challenger may even owe us money.)

COACHES: Kim needs to give Dave a final list of coaches by Friday, Aug. 29, so he can pay them before Sept. 20. Scott suggested handing out the checks in person next year so we can have a well-attended meeting. Mike has Tshirts for pennies if anyone needs them. 14 new coaches took the F-license training. There are still many, many who haven't taken it yet. CCYSA allows two seasons. Kim volunteered to continue to handle coaches. Frank asked Doug to take on the coaches' responsibility. Doug agreed.

PLAY: The kids will play 7 games with the 8th week available for a make-up game. The U5 kids all have the same color shirt and will just use pennies to differentiate teams depending on who shows up.

ODSL: CCYSA still needs a representative to send. Kim is filling in for the time being. A third practice per week is illegal.

SFL: CCYSA still needs a representative to send. Kim is filling in for the time being. We have 2 U12 boys/coed teams, 2 U12 girls teams, 2 U14 boys/coed teams, 1 U16 team and 5 travel teams. Kim will send out the meeting notes to the SFL coaches. The biggest change is that if you don't make up a game within 10 days, you forfeit.

NEWSLETTER: We need to change the dates to coincide with registration.

TRAVEL: Frank said he has notified the travel team managers that they need to pay $225 and send letters requesting endorsement to CCYSA.

PATCHES: We have 43 patches. Pam will look up the company we used before and order 500-1000 more. A motion was made and passed that Pam can order patches if they cost no more than $1. We have already paid setup fees.

FIELDS: Boyce needs goals for a U10 team that is practicing there. Scott is very concerned about the grass length and whether the field is in good enough shape. Extensive discussion centered on what the school and CCYSA wanted. Doug will talk to Dr. Modlin about what is possible. Then Doug will price goals to get sizes and kinds. He will put up portable temporary goals, if that's OK with the school. A motion was made to buy goals for Boyce. It failed unanimously as further discussion showed that the board needed more information. A motion was made and passed 5-2 that Doug should put up portable goals, if the school allows. A motion was made and passed unanimously to spend a couple hundred dollars to rehab some portable metal goals we have.

SPONSORS: Kelley has graciously started handling sponsors. Patti House makes the banners; Chip makes the frames. Frank will call Chris to see if he can set up the banners on game days. Dave will pay Chris at the end of the season; amount TBA. Mike will work out the banner details and give Kelley the go ahead to get Heritage art and banners made, letting Mike coordinate the frames with Chip.

KIDSAFE: The fees are waived for this season, so we don't have to pay more. Doug input all coaches onto the Kidsafe Web site.

VYSA: Kim will tell Dave what we owe VYSA before Friday, then Dave needs to get the check to VYSA before Sept. 15.

PHOTOS: A motion was made and passed to authorize Pam to hire BeDell to take pictures. Pam will call Rachel to find the best Saturday morning and Thursday evening times and find out how much of a rebate we get.

REGISTRATION: Dave will pay Kelley Murphy

NEXT MEETING: The next board meeting is Sept. 15 at 7 p.m.

The meeting adjourned at 9:25 p.m.