Board Members Present: Ralph Wills, Ed Miller, Hal Strickland, Jack Smit, Rick Shryock, Rob Strittmatter, Bill Minto, Rich Gleason, Art Simcox, Mike Dingman
Board Members Not Present: Blair Meason
Sports Programs Represented: Softball (Karen Shores, Blaine Hegner), Basketball (Rick Shryock), Soccer (Mark Abbott), Wrestling (Andy Miller)
1. Opening Remarks – Ralph Wills
- Past Year’s major achievements:
- Program has grown to over 13,000 participants
- Took on management of fields at Word Of Grace
- Quinn Farm property development – four rectangular practice fields should be ready for use in spring 2005
- Challenges being faced:
- Fields at Barnsfield are not permanent – St. Veronica’s Church plans to build rectangular fields nearby…
- Fields at EDS are not permanent – working with the county to save as much field space as possible if/when land is developed
- Thanks to Art Simcox for his dedicated service and hard work as the VP this past year and for remaining on the Board as a member-at-large
- Reminder to all sports that have a spring season – budgets (for whole year of 2005) are due via email by 11/1/04
2. Elections – Bill Minto, Nominating Committee Chairman
· Election Results:
President 1-year term Ralph Wills
VP 2-year term Jack Smit
Treasurer 2-year term Rob Strittmatter
Secretary 1-year term Ed Miller
Member-at-large 2-year term Hal Strickland
Member-at-large 2-year term Mike Dingman
Member-at-large 2-year term Rich Gleason
Member-at-large 2-year term Art Simcox
Member-at-large 1-year term Blair Meason
Member-at-large 1-year term Rick Shryock
Member-at-large 1-year term Bill Minto
3. Indoor Facilities – Ralph
· Assisting CHS A.D. with evaluating possibility of adding a second gym – engineering design being created
4. Outdoor Facilities – Ralph
· Quinn Farm property - four rectangular practice fields should be ready for use in spring 2005 (ultimately plan is for 11 fields)
· Diamonds – Chantilly Park had lights installed and Greenbriar had lights updated
5. Shed – no report
6. Insurance – Ed Miller
· Annual 2005 premium of approximately $102,000 represents an increase of about 4% over $98,000 for 2004 – still within budget – so barring other unforeseen circumstances, no increase to the $20 per registrant “General & Administrative” fee is anticipated for 2005
7. Treasurer’s Report – Rob Strittmatter
· All sports are currently healthy (none in the ‘red’)
· Request that all spring sports submit budgets by 11/1 so that approval process can be made and registration can take place
· Audit of 2003 financials was favorable
· Planning to get away from extensions each year, goal is to complete audits of fiscal year ending 9/30 by 1/15 of the following year
8. KidSafe – Jack Smit
· Need to get an electronic form acknowledging that a background check will be performed against volunteers into our registration database
· SSCI (background check contractor) recommends incorporating background check acknowledgement language into our By-Laws (Jack to submit a By-Law change request)
· Discussion regarding background check info retention took place, decision was made to have the contractor notify only the CYA KidSafe Coordinator (no data input into CYA’s database)
9. Registration – Ralph
· With the advent of the $5.50 Fairfax County Application Fee (TAX!) and the additional CYA volunteer time required to administer the field request/allocation process, we need a volunteer. Huge thanks to Karen Shores for volunteering to help!
10. Legal – No report
11. Fundraising – Ed
· Credit card fundraiser is off to a slow start – we need Sport Coordinators’ help in “advertising” this program to program participants
· Credit card fundraiser (which costs members nothing!) provides $20 to CYA Basketball for each account issued and a small percentage of each dollar spent - with no cost to the cardholder – goes to the CYA General Fund!!!
· The CYA Corporate and Foundation donation fundraising program is underway (CYA now has access to a huge nationwide database of corporate/foundation/charitable giving records
· We need volunteer(s) to help mine and research this information in targeting our requests for charitable donations – Any volunteers? Please contact Ed or Bill Bailey. Ed will send a broadcast message requesting help.
· Rick Shryock raised the point that many of our volunteers may not be aware that many companies have programs (and set-aside funds!) that will provide CYA with donations in return for volunteering
· Ed will distribute an information and “FAQ” sheet on fundraising to all coordinators for further distribution to all volunteers
12. Old Business
- The Cardinal (Basketball Referees) contract has been reviewed and provided to Cardinal – waiting on their feedback
13. New Business
- A motion was made, seconded, and approved unanimously to loan the CYA Babe Ruth Baseball program $10,000 in support of the infield initiative program at CHS. Babe Ruth to pay back the $10,000 over 4 years, beginning in 2005 ($2500 per year, just after spring registration each year).
· Rick Shryock asked about the Board’s response to a proposal he received from Washington Wizards and had forwarded for response. No motion was made but the issue was tabled pending legal review (Rick to forward the proposal to Mike).
14. Additional Discussion
· Ralph mentioned that CHS is looking at feasibility of replacing its stadium field with artificial turf
· Rich Gleason asked for interest in the coach’s training provided by CHS A.D. Donna King – Rick Shryock replied that Basketball will be interested in December session(s)
· Blaine Hegner requested a copy of the Softball Umpire’s contract (Art to provide)
