CCYSA General Meeting held October 24, 2001

Attending: Tom McCall, Frank Beam, Chip Dodson, Kim Moyer, Kelly Macklin, Doug Lawrence, Pam Lettie, Jill Butler, Guy Tomberlin, board members; also Sally Tebbetts and Chris Nott

I. Minutes of the previous meeting were read and approved.

II. Treasurer's report--Kim reported a $5000 outflow, $2465 inflow with $15,063 balance. Income included $900 from sponsors and $100 from the Gladiators for patches.

III. Items for general membership: The age division cut offs must hold firm. The cut-off date of August 1 is prescribed by VYSA, our governing body which also provides the insurance coverage for players, coaches, and the organization. We cannot allow players to play up or down. Brysa: Chip attended a board meeting with Brysa in an effort to start a dialogue, he was confronted over how we do our registration; specifically the different ages of the two all girls teams was raised (the only teams which they could possibly have an issue about). Chip did not feel the meeting started the dialogue very auspiciously. Did Debbie Wiseman write up a memorandum to her intermediate team over why they decided to opt out of the tournament rather than drop 2 players off the team? Doug Lawrence proposed that we form a committee to explore other possibilities for games for our upper division teams. Doug and Frank will set up a meeting, asking parent volunteers from each team.

IV. Chip proposed that sub-committees be re-organized at the next board meeting.

V. Adult soccer: Should CCYSA offer to sponsor adult teams/practices for women, men, coed? Will VYSA only sponsor under-19 year old teams? Kim will check out how Winchester manages this.

VI. Park: We have a new Use Agreement contract to sign with the park. They would like a letter of intent by November 1. The board raised these issues: the financial report, per player payment, irrigation expenses, should we try to offer the carrot of tournaments for income-raising? and offer more money per player fee? We would like to change the dates of access: March 1 - June 15 and August 15 - November 15, beginning at 4:30pm on weekdays, same number of fields used, and last year's financial report. Doug proposed we agree to the $3603 fee and send a letter to the park with the above changes. Discussion followed: we cannot expect to use the fields at Johnson Williams Middle School as in the previous season when we did not use the park at all. The county put pressure on the schools to deny us that much access, and we have not fulfilled our agreement to provide 150 hours of service for projects at the school. The board passed the motion. The board will also set up another brush clean-up day at JWMS; Doug is waiting for rain before we have bonfires!

VII. Elections: Frank Beam, Kelly Macklin, and Pam Lettie had terms which expired this year. Kelly declined to run. Frank and Pam were both re-elected to new two year terms. Chris Nott was nominated and elected to a two year term.

VIII. Travel teams need to select a new representative; Pam Gaal would like to resign being the travel liaison to the board and as Clarke Co. registrar for ODSL.

IX. Patches will be given out to all teams before the end of the season. Bantam games will be cancelled for Saturday, November 3, as not all the coaches knew about the revised schedule. It is difficult to have games continue into November after the time changes; it is usually dark by 5:30 and difficult to hold practices.

X. Coaches meeting will be held Monday, November 12 at Boyce Elementary School: at 5:30 to 7 indoor soccer, 7-8pm pizza and meeting. Equipment is to be turned in. Chip will send out letters to coaches. Pam will set up a coaches' survey and email to as many coaches as possible before the meeting and have it available to coaches at the meeting.

XII. Registrar-Kelly reminded the board that we need to hire a registrar; board agreed to do so by December 1.

XI. The next board meeting will be Wed., Nov. 14 at 7pm at the rec center.