CCYSA May 2017 Board Meeting
Attendees: Liz Crandall, Josh David, Michelle Cornett, Bill Novak, Monica Singh Smith, Tom Parker, Beth Lehr, Stephen Bacci,
Charles Walker, Ray Steen, Ed Irwin, Ricky Barton and Scott Cox
Financial Update from Treasurer – storage unit good through June, No referee payroll received yet
Spring 2017 Season
 ODSL teams
o U12 Fury
 Recreational Registration – VYSA payment ($10/player) & data upload for insurance complete
o U6 – 8 teams
o U8 – 7 teams
o U10 – 7 teams
o U12 –5 teams
o U14 – 1 team and coach dropped mid-season
 Field update/Park contract – signed/paid – resized field1 for U12/Fury usage this season. Field 2&3 in rough shape.
o Mowing up to twice a week due to speed of grass growth
o Share with School JV/Varsity girls and boys in Spring, but not past 6pm and often not past 5pm
 Equipment – enough, but need more pinnies and size 4 balls with next order
 Photographer – do not have one this season. Previous requirements
o An offering around $6
o Provide 2 free team photos per team (coach prints) & 1 free team photo plaque per team (sponsor plaque)
o Have 2 photographers available those 2 Saturday mornings: about 8am-11:30am (though potential that 2 nd
photographer would not need to be there the full time). Willingness to work with SFL/ODSL teams,
potentially taking their photos during a practice evening.
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Picnic – 5/20
o Advertise picnic, what parents should bring
o Trophy distribution & SFL gift cert
o Costco & grocery trip
o Setup, grilling, cleanup
o Coach game?
o Summer camp advertising
Season closeout – 6/10
o Bag collection
o Cleat exchange
o Any coaches confirming for Fall?
Challenger Summer Camp – June 26-30, registration/host families
Fall Season – starts right away with Registration needing to open by 6/17
o Board kidsafe & club applications & ODSL team applications/approval/payments to ODSL
o Draft schedule: 1st games 9/9 & last regular 10/28, tournament/makeups 11/4
o Practices start no later than 8/28, preferably week of 8/21- so coach mtg/rosters week of 8/14
 Late registration starts, 7/17 & closes 8/5
o Update form/registration documents and advertise
o Update online registration/website for players & coaches and communicate
o In July, start tracking coaches and registration levels, order initial round of equipment
 Setup Bonzi for coaches to see their teams and communicate
o End of July/Early August, team determinations/holes in coaching and reaching out; bag loading and final
equipment order
o Update Referee registration & communicate
o Coach mtg documentation, meeting and distribution
o Practice schedule and rostering
2017 – CCYSA Board Positions
Fully staffed the board would have 8 members (and a “Past Commissioner” advisor, as needed).
In addition, we have had 2 liaison roles, filled by non-board members:
 Referee Coordinator
 ODSL coordinator (which depending on # of teams in each, may be better as “Travel Coordinator”)
Leagues that we cover
 Recreational U5-U12 (and talk of Academy style for U5/U6)
 Suburban Friendship League (U14, U16, U19); talking with BRYSA for other options
 ODSL (Travel) & have supported NCSL formation
Over recent years
 Dropped team sponsors/pictures – due to lack of time/support
 Added registration system
 Added referee scheduling system
Officials (to be elected with June meeting)
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Commissioner
Vice Commissioner?
Treasurer
Registrar
Secretary/Parent Liaison – incl. checking hotline messages/contacting correct Board POC w/ issues
Coach & Park Liaison?
SFL coordinator? (would like to have rostering through pizza certificates all under one person – preferably
one person with kids in SFL)
Board Member Duties/Areas of Supervision:
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Hotline (checking, returning calls, leaving field closure messages) – Ditch hotline or go google voice?
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Equipment Manager (inventory/return/ordering/bag loading)
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Finding coaches/Kidsafe
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Coach education – want to make this a priority and have coaches obtain at least F License
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Sponsor Liaison/T-shirt orders
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Field Notification
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Park Liaison/Field Maintenance
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Cleat Exchange (talk with Park about keeping there in main office with lost and found)
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Picnic
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Trophies/SFL team gift cert (ordering, distribution)
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Pictures (schedule, forms, event support, sponsor plaque handout)
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Camps/Clinics
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Website Administrator
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Referee Stations – coordinate purchases, setup and volunteers
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Referee Payroll
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Registration setup – advertising? Forms in schools/park, dropbox at park, picking up and entering forms
throughout the registration 8 weeks
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Rostering (team placements, communication with coaches, issue resolution, shirt order) – want to eliminate
notes to simplify this role and stop “teambuilding”
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Practice schedule, game schedules