Meeting called to order by Ralph Wills at 8:01 p.m.

Board Members Present:  Ralph Wills, Jack Smit, Ed Miller, Hal Strickland, Art Simcox , Rick Shryock, Rob Strittmatter

Board Members Not Present:  Blair Meason, Rich Gleason, Bill Minto, Mike Dingman

Sports Programs Represented:  Karen Shores (Registration, Sports Reporting, and Facility Allocations), Basketball (Rick Shryock), WOGCAF (Hal Strickland), Softball (Judy Galloway), Lacrosse (Garth Jansen)

1.      Opening Remarks – Ralph Wills

·        None

2.      Treasurer’s Report – Rob Strittmatter

·        No sport is in the “red”

·        Need to make final decision by October 28^th about how much to borrow against the $600,000 line of credit taken with Community Bank (now Mercantile Bank) to finance the field built at WoG (financed so far with current funds) – probably about $450K

·        It appears that we have worked out the issues with the Virginia Gaming Commission regarding raffles

3.      Indoor Facilities – Ralph

·        Hal Strickland reported that no bids were submitted against the FCPA RFP to build a field house near Westfield HS

4.      Outdoor Facilities - Hal

·        Quinn Farm Interim Agreement has been extended/renewed for another year – a Dedication ceremony is to be scheduled

·        EDS property – it is not clear whether CYA will receive permission to extend our use beyond November 2005 – the last official communication requested that CYA remove all equipment and structures (fences, backstops, goals, etc.) and vacate by 11/15/05

·        The CYA Board had a very positive meeting with FCPA staff regarding the Sully Woodlands project on 8/1/05

·        FCPA met with Loudoun County to discuss diverse objectives regarding Fairfax’s western border with Loudoun’s eastern border (Fairfax’s goal is to minimize development and Loudon’s is to maximize it) – approximately 2000 homes are being planned to be built near Cox Farm in eastern Loudoun county!

·        There is a Fairfax County Board of Supervisors public hearing scheduled for Monday afternoon/evening on September 12^th  - Fairfax County’s policy regarding walk-on use of athletic facilities  (that CYA pays $5.50 per registrant to use) will be discussed – details to follow via e-mail, please save the date and plan to attend!

·        Hal thanked Art Simcox and Bill Heatley for their extraordinary work efforts involved in preparing the fields at Quinn Farm property

5.      Registration, Sports Reporting, and Facility Allocations – Karen Shores

·        On-line registration for Fall sports will end by Monday 9/5/05

·        On-line registration for Winter sports (Basketball and Wrestling) will begin on Wednesday 9/7/05.

·        The one walk-in registration for Winter sports is scheduled for Saturday 9/17/05 in the cafeteria at CHS from 10 am to 2 pm

6.      Word of Grace – Hal

·        We are trying to get more use of the facility on school days before 5pm – offering schools (CHS Booster Club in particular) and other organizations reduced hourly rates

·        Ralph stated that Adult Soccer (NVCASL)  is trying to expand its use of WoG

·        Hal offered to host the September CYA Board meeting at the WoG facility

·        Ed Miller added that total anticipated bookings for 2005 should be about $265,000

·        Since this is approximately $15,000 below business plan, all hourly rates will be increased by $5 for 2006 in order to maintain business plan financial objectives

7.      Shed – Hal

·        Toilet problem resolved but sink and pipes need replacement

·         

8.      Insurance – Ed

·        Renewal premium due in November, anticipating a slight increase to annual premium

9.       KidSafe – Jack Smit

·        Jack is now updating the list of “approved” coaches monthly and e-mailing Sport Coordinators

·        Sport Coordinators - Get your volunteers to complete the on-line volunteer application early

·        Sport Coordinators are expected to match this list with their coaches and direct their coaches that are not on the list to complete the volunteer application via the website

·        Karen suggested that we get Demosphere to create a query to identify all volunteers

10. Corporate Fundraising – Bill Bailey

·        No report

11.  Legal – Mike Dingman

·        No report

12. Training – Rich Gleason

·        No report

13. Old Business

·        Hal thanked those CYA folks that attended the Sully Woodlands workshop at Rocky Run MS on July 19^th

14.  New Business

·        It was moved, seconded, and approved unanimously to increase Susan Gibbs’ hourly rate for bookkeeping services to $40

15.  Discussion for the good of CYA

·        Hal stated that Fairfax County has agreed to take the $5.50 fee charged to participants and apply it toward building and maintaining artificial turf fields throughout the county (a slow process, roughly one field every three years) – CYA should decide at what location we think will best serve our kids (Poplar Tree, Greenbriar, etc.?)  

Meeting adjourned at 9:54 pm.

 

The next CYA Board Meeting is scheduled for Tuesday September 20^th at 8:00 pm at the Word of Grace (WoG) facility, 13832 Redskin Drive, Herndon.

Directions to WoG: From Route 50, take Centreville Rd North (towards Herndon); Turn LEFT onto McLearen Road; At the 2^nd traffic light, turn RIGHT onto Tower View Road (if you reach the Dulles Hilton and Route 28 you’ve gone too far); Make the 2nd LEFT, turning onto Redskin Drive; WoG building & fields are on the right hand side.  Enter the facility through the gate to the left of the large church building – we will meet in the small building on your left as you enter the facility.