CCYSA Board Meeting Minutes of September 19, 2001
Attending: Frank Beam, Doug Lawrence, Tom McCall, Jill Butler, Pam Lettie, Kelly Macklin, Chip Dodson, and Kim Moyer
Minutes from the August 2, 2001 meeting were approved.
Treasurer's Report: Kim reported a previous balance of $23,666.98, with expenses which included $1575.00 to Brysa and $1859.00 to VYSA, payments for patches, registrar fee, 2 referee certifications and newsletter costs, with a current balance of $17,826.07. $1100 of sponsor monies were collected. The t-shirt bill has not yet been paid. Kim asked the board approved one signature on checks of less than $150. We need to change our Policies and Procedures to state that refunds will be given only up until t-shirts are ordered (after teams have been formed, but before the first games).
Board members: Dan and Jon both submitted their resignations, Guy did not. Pam Lettie was appointed by the board to replace Jon, and Jill Butler will replace Dan.
The board will explore birth date/division placement changes. Chip has fielded some 10 requests to have a child placed on the next higher division from parents of children who want to play up (with classmates, and other reasons) and have birthdays after the August 1 cut-off date. Kim will check with VYSA for liability issues, Doug will check for the schools' cut-off dates; Kelly will check with BRYSA.
COMMITTEE REPORTS:
Coaches: Chip reports all the slots were filled except one bantam coach who quit, whose team was dispersed to the other teams. Sunday, Sept. 30 is the date for the NYSCA training session at the park. There have been 3 complaints about excessive shouting of coaches and referee harassment at the bantam level. Kelly will organize a meeting of bantam coaches to try to tone it down. Coaches' meeting will be set up for Wed, Nov 7 or 14 at JWMS gym for indoor soccer, equipment turn-in and pizza, play from 5:30-7pm. The November board meeting will be set for the opposite date. Pam will contact school for availability.
Park Liaison: Doug reports that Jerry McDonald has been awarded the contract to build the new soccer field this fall; there is a problem with finding a well with a 70-80 gal per minute output (Doug doesn't think any well in the county could meet this criteria) for irrigation.
BRYSA:we need to set up a meeting for discussion about the next season; Chip will write a letter to their board. Kelly will call about a re-schedule for the games cancelled on September 11.
Equipment: we need flags for the instructional field; old worn out balls can be tossed at the end of the season.
Fields: the fields are very dry; we need to move practices out of the park if we want to save the fields for games, except for instructional and pre-instructional. Doug will reline the fields at JWMS.
Referees: we need a new person to head this committee; Scott wants to move on. He has had some trouble finding adult refs for the travel games. No other problems are reported. Chip would like to have the upcoming referee clinics in the newsletter.
Sponsors: Kim would like to continue with newsletter business card sponsors to pay $100 for all 4 issues/year; pro-rated if given for less than 4 issues, rather issue by issue. We charge $250/year for banners which cost less than $50 to make. The board voted to pay $120 per year (to be entered as a line item in budget) to pay someone (other than board members) to set up and take down the banners on game days (Sat. & Wed.) Jeremy Beavin has been hired for the rest of this season. Jim Stutzman will sponsor the next newsletter with a 1/2 page ad on the back page. 8 team sponsor payments are still due. Julie Dodson was a big help in ordering and distributing all the teams' t-shirts.
Newsletter: Kelly sent out 25 more newsletters to sponsors. She will produce the next one early October to announce the annual General Meeting on Oct 24, and discuss ref clinics, issues, park, Spring registration of Jan. 1 through Jan. 31, late registration, month of February, etc. The park called to ask for our mailing list for "Core". The board suggested we trade it for fee waiver of our meetings there.
Picnic/Photos: Tom has the envelopes for all the teams and will distribute the photos once they are ready.
Registration: Kelly sent out 3 application and job description forms to potential registrars.
Patches: have arrived and will be sold to travel teams at $1.00 each.
Business for next meeting: will include the women's team; parents, coaches, and volunteers are insured under VYSA.
The next meeting will be the Annual General Meeting on Wednesday, October 24 at 7pm at the Rec center at the park.