CCYSA Board Meeting September 15, 2003

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

ATTENDING: Scott Tredway, Frank Beam, David Applewood, Doug Lawrence, Pam Lettie and Lori O'Donnell. Kim Stutzman arrived late.

MINUTES: Pam read the minutes of the last meeting. Several changes were made:
1. Misc. typos needed to be fixed
2. The minutes need to show that the board made an error in procedure last month by changing the fiscal year. That type of change has to be announced a month ahead of time. This month is the announcement of the proposed change in budget year. A motion was made and passed that the board will vote on the proposed change in calendar at the October meeting.
3. Doug took over the coaches.
A motion was made and passed to accept the minute with the changes. Pam needs to mail a copy of the minutes to Scott, since he doesn't have email.

TREASURER'S REPORT: Dave handed out a printout of the treasurer's report for the files. Kim had told Dave that field use fees were $720 for JWMS and $200 for Boyce for the fall season. Frank said that we should not pay the fees right now, because there was a chance that we wouldn't have to pay, since football didn't have to pay. The bank statement doesn't match what the computer program says we have. Dave thinks we should just make an adjustment. The accountants are looking at it to be sure that's OK.

BOARD: Lori O'Donnell volunteered to join the board. She is interested in taking on shirts, the picnic and photos. Dave McGuigan is interested but cannot attend Monday night meetings for the time being.

FIELDS:
· The goals at JWMS were injured by the mower and will cost several hundred dollars to fix. CCYSA owns the goals at JWMS and at CCHS.
· Parents and kids have complained about the lack of a porta-toilet between the senior and middler fields. Parks and Rec doesn't plan to put one in back there.
· Some time in the past, a CCYSA representative asked for mid-season grass seed. That is unnecessary. Doug will write a letter saying so.
· The park advisory board meets the first Wednesday of the month. Doug will try to attend.
· The Middler penalty box seems too big, although it was drawn to VYSA specs. Kim will give feedback to VYSA.S

KIDSAFE: Dave received a bill for Kidsafe dated 04/03, but thinks he paid it back in April. Doug will research to make sure we are up-to-date on Kidsafe payments and also make sure that we have everything input up to date..

TRAINING: There's a good video out about soccer sportsmanship. Someone suggested showing it at the annual picnic. It could also be something that all coaches have to watch before they can coach.

MAKE-UP GAMES: The Middle make up games for 9/13 will be Nov. 1. In the U8 division, they will drop the Nov. 1 game and play the 9/13 games instead.

HOTLINE: If Frank is out of town, then Doug will man the hotline.

REGISTRATION: Registration forms need to be dropped off at Keystone next year.

ODSL: Kim is acting rep to ODSL. The Games went well, although there were some referee issues. One incident may be contested.

VYSA: Kim will verify the U8 rules about the use of the arc around the goal. Defensive players can't stand in the arc, but Kim will ask if offensive players can kick the ball inside the arc. Also the disk of volunteers and coaches is due Nov. 1.

REFEREES: Ref cards have not been used. Sally has them, but they need to be distributed. Frank will get the cards from Sally and pass to Scott, who will give them to John Cardacian. John will hand out the ref cards. Frank will check with Mike Casey to see if Mike has the coaches cards. John will need to put stamps on the ref cards; CCYSA will reimburse him for the purchase of the stamps.

COACHES: Kevin Brown is having surgery and Dave Zulleger is taking over the team. They lost a player and are down to 8 players.

POLICIES/PROCEEDURES: There is a lot of confusion about what our actual policies are. The board was not regular about voting on decisions. A motion was made to throw out policies and procedures at annual meeting and ask for input.

FINANCE: Kim wanted Dave to report back on several issues: camp feeds, bulk rate stamps, sponsor balance, sponsor invoices, trave teams' invoices and the tax implications of Chip's request to trade ads for Web design/desktop publishing services.

SPONSORS: Doug offered to be in charge of invoicing sponsors. Scott seconded the motion. The motion passed. Doug will figure out who's paid, who's not, what's due with sponsors and with the travel teams.

NEWSLETTER: Pam proposed that we change the deadlines for the newsletter to coincide with registration and only have two issues a year - June 1 and Jan. 1. The board agreed.

ADJOURN: 9:03 p.m.

Next meeting: Pam called the park and Oct. 6 is available in the kitchen. Do we want to meet then?