CCYSA board meeting
Nov. 14, 2001, at 7 p.m. CCPR building
Attending: Kim Moyer, Kelly Macklin, Chip Dodson, Frank Beam, Doug Lawrence, Pam Lettie, Jill Butler, Chris Nott with Tom McCall coming in late.
Chip read the letter of intent that he sent to the Park. A copy was given to Pam (acting secretary) for the records.
Kim read the profit and loss statement. Jill moved to approve; Doug seconded. All said aye. Kim went over the differences between the 2000 and 2001 Profit and Loss Statement
2001 has 100 more players
The newsletter went quarterly in 2001, therefore postage went up as did printing
The expense for the 2001 patches was listed, but the revenue wasn't in yet
Referees were not yet paid for 2001
Equipment and field expense went up in 2000, since they didn't use the park
The park expense went up in 2001
The registrar and sponsor fields are new
Kim handed out letter to BRYSA and the treasurer's report. $3,073.18 was spent in October with $1005 coming in. The ending balance was $16,318.97. She said that the register is available to review.
Minutes from the Oct. 24 meeting were read. Section 6 was amended to change the word "contract" in the first sentence to read "letter of intent." The minutes were then approved.
Chip thanked everyone for his or her help while he was commissioner, especially Kelly for her six years of dedication. He wants to thank everyone who served with him. Chip did not have a vice commissioner, but recommends having one.
New officers elections:
Chip nominates Kim for Commissioner; Doug seconds motion for Kim
Kim nominates Frank as vice-commissioner; Chip seconds.
Pam nominates Chris for treasurer; Jill seconds
Kim nominates Pam for secretary; Jill seconds
Doug makes a motion to accept slate; Jill seconds
Slate is approved 7-0.
Chip turned the meeting over to Kim.
Mike Casey and Scott Treadway volunteered to join the board. Tom has said he would like to come off board if another volunteer was found. Chip continues on the board as a voting member, because his slot was never filled when he became commissioner. Bylaws say that board should have a maximum of nine members.
Registration: Registration chair's job needs to be filled so the board can hire a registrar. The chair needs to put ads in the paper, update and distribute copies of the registration form, work with registrar to answer public questions, give checks to the treasurer, make sure money is deposited, then paid to VYSA. The chair is the sole contact on the board for the registrar. The treasurer follows up on returned checks; the chair sends a letter if parents owe money. Chris agrees to be registration chair and will be on a committee with Kim and Kelly Murphy to hire a new registrar before mid December. Kim will call Kelly to see if she is willing. Chip will make sure the application is online. Kim will also call Pat Pope and Kelly Murphy to see if they know of anyone who might be able to be registrar. Dec. 10 is deadline for hiring. Kelly needs to tell us what software she uses and also give us a revised copy of the registration form.
Doug makes a motion that registration is in January and late registration is in February. Chip seconds; vote passes. Kim says that the CCYSA ad in the courier needs to be change (the date and Web site information is wrong/missing). We need to run the ad Jan. 2 and 9. The superintendents of schools must sign off on the registration flyer first, before we give it to Impressions to copy. We plan to give it to the schools Jan. 3 We need to get something into the home school newsletter. The CCYSA newsletter needs to be mailed Jan. 1. The new registration form needs to be in hand by Dec. 20. All agreed that on the form and on the Web site, we need to tell parents that the league birth dates are set by insurance regulations.
New committees were discussed and the following assignments made:
Committee Person assigned Comments?
Coaches and referees Jill Includes coordinating training or delegating to coaches; team assignments, practice schedule, game schedule; recruiting referees, scheduling
Park liaison, Equipment, fields Doug
Budget Chris, Chip, Kim Part of treasurer's job
BRYSA Frank
Sponsors Julie Dodson
Newsletter Chip
Travel teams Doug
Contract Kim A function of the commissioners job
Picnic Pam Parent committee will be contacted by Kim; Pam will coordinate with them
Registration Chris He will be the board liaison to registrar
Web site Chip
T-shirts Julie
Photos and awards ???
ODSL Liaison ???
Long-term, Chip and Chris are willing to look into online registration.
The photographer, Rachel, wants to do all photos in one days. Kim suggests that we can do it in two days, but all agree that one day is too difficult.
Things to do before the next meeting
Task Who? Comment?
Monitor hotline Frank 955-9002 is the number
Review policy and procedures All By next meeting
Contact picnic committee parents Kim
Submit a financial report to park Kim
Check mail Chris
See if Kelly Murphy has a key to mail; also see if she will help interview registrars Kim
Keep minutes, notify members of meetings; keep copies of correspondence; keep treasurer reports; keep official documents; record schedule, policy, procedure, bylaws. Pam (secretary)
Hire registrar before mid December Chris, Kim and Kelly Murphy
Meet with BRYSA Frank and Kim
Mail survey to coaches Pam
Change bank signatures Pam
Change Web site e-mail to go to Kim Chip
The next meeting will be Dec. 12 at 7:15 at the Rec center.