Board Members Present: Ralph Wills, Jack Smit, Ed Miller, Hal Strickland, Rich Gleason, Rick Shryock, Bill Minto
Board Members Not Present: Blair Meason, Rob Strittmatter, Art Simcox, Mike Dingman
Sports Programs Represented: Karen Shores (Registration, Sports Reporting, and Facility Allocations), (Softball (Judy Gollaway), Basketball (Rick Shryock), WOGCAF (Hal Strickland, Ed Miller), Little League Baseball (Jim Keating)
1. Opening Remarks – Ralph Wills
· None
2. VP Remarks – Jack Smit
· None
3. Treasurer’s Report
· None
4. Shed – Hal Strickland
· Some of the recently provided furniture was removed, delivered, and donated to WoG, clearing room and restoring the conference room to a useable state
· Lots of volunteers were at the shed on 1/15 to clean, straighten, and assess problems – Hal noted that Art Simcox and Blair Meason were especially helpful
· Hal went through a long list of things that need addressing (bathroom ceiling, internal and external paint, HVAC for office area, electrical check, internal and external light replacement, ceiling tile replacement, carpet replacement)
· (Temporarily move to New Business) – A motion to spend funds NTE $15,000 to address the above list was made, seconded, and passed unanimously. Note that this amount replaces the $10,000 limit approved at the December 2004 meeting.
· Now that the building is tidy, weekly cleaning will be established
· On Monday 1/17 at about 10:30 pm the alarm system detected a forced entry into the office – police were called.
· “Shed Use Rules” are going to be posted for all to see – Individuals may be charged if CYA gets charged for false alarm calls to police.
5. Outdoor Facilities – Ralph & Hal
· The Washington Post fields are in the process of being sold – uncertain of when CYA use will have to cease
· CYA is now losing 12 rectangular fields (7 at the Post, 2 at Barnsfield, and 3 at EDS
· Note that these fields were always “temporary” and CYA was very fortunate to have had as much use as we did
· CYA must now focus on replacing these 12 fields – the CYA Board’s job is to accomplish this task
· Hal distributed two maps identifying the only areas available for fields in the near term (Quinn, Stephens, and Colin Powell/Arrowhead) – a finite amount!
· Quinn property (4 fields shared with SYA) will be coming on-line this spring (master-plan shows potential for 3 more fields in the future)
· Stephens property (same vicinity) is a natural for fields (flat, grassy) but needs car access and parking development work before fields can be established
· Ralph noted that the Peterson Companies will match CYA funds to cover the costs involved in developing the parking lot
· When asked how CYA members can help, Ralph noted that attendance (and speaking) at public hearings, email, and letters by members can help a great deal
· Ralph also estimated that it takes $800,000 to $1 million to develop one rectangular field
· Hal pointed out that the CYA Board needs to develop a plan and decide how to support field development for the future – it takes a very long time to plan and develop facilities
· Rick Shryock noted that we have similar issues with a lack of indoor facilities (gym closings due to school renovations, may need to purchase/lease additional space) and that all sports need to look at their projections for growth in participants
· Ralph noted that the feasibility plans had been created for an annex at Chantilly High School – awaiting next step
· Karen Shores noted that access to the field adjacent to the Pleasant Valley pool may be more difficult in the future for CYA due to chain/lock across parking lot
6. Word of Grace (WOG) Status Report – Hal Strickland
· Field #2 construction is behind schedule (originally Jan. 23) and is now planned to be completed by Feb. 19)
· Turf surface installation has started but is weather dependent
· Ed Miller presented a budget vs. actual report for September through December 2004 – a loss of $18,156 was incurred which was $5083 less than the expected (budgeted) loss of $23,239
· Ralph noted that Fairfax County Fire Department Station #36 is interested in using the fields during the day but there is an issue of price (free?)
· Hal noted that WoG is happy with CYA’s WOGCAF management
· Hal reported that there were unfunded plans to add 15 feet of surface on both sides of Field #1 to widen the field (either an updated 2005 budget will be submitted for approval or included in the 2006 budget)
7. Registration, Sports Reporting, and Facility Allocations – Karen Shores
· Karen distributed an outline of suggested registration procedures that includes instructions to coaches that documentation confirming registration (payment and form completion) is mandatory or fines may be assessed
· Karen will discuss with others and issue a draft prior to the next meeting
· Karen also identified a potential problem – a backup of previous season’s info within the database needs to be taken before starting the next season
· Walk-in registration records (133) from Jan. 15 have all been entered into the database
8. Insurance – Ed Miller
· Nothing to report
9. Closed Session
10. Safety/KidSafe – Jack Smit
· Nothing to report
11. Legal – Mike Dingman
· Ed reported that we received a proper letter of indemnification from Sportexe re: Sprinturf patent infringement suit against Sportexe
12. Fundraising – Ed Miller
· CYA credit cards have had a weak response
13. Training – Rich Gleason
· Working closely with CHS Athletic Director Donna King - another session for Basketball will be scheduled soon and Baseball is preparing for one in April
14. Old Business - None
15. New Business - None
16. Discussion for the good of CYA - None
