CLOVERLEAF YOUTH ATHLETIC ASSOCIATION
MINUTES
August 17, 2010
A regularly scheduled meeting was called to order on the 17th day of August, 2010. This meeting was a regularly scheduled monthly meeting of the organization, held the 2nd Tuesday of the Month at 7:00 pm.
The meeting was called to order by Cloverleaf President Derone McNeil at 7:06 pm on the 17th day of August, 2010 at Cloverleaf Elementary School.
Directors Present:
Chris Campbell
Chris James
Russell Ratcliff
Edith Josey
Jamie Hammonds
Charles Schieck
Directors Absent:
Kendra Royal
Scott Thompson
Others in Attendance:
Principal Trotter
L & G Photography (Larry)
Mr. & Mrs Whightman (newly designated Flag-Football co-directors)
The meeting was commenced with the President introducing Larry from L & G Photography and allowing him to provide a presentation of services offered for youth athletics programs. Handouts and samples provided by L & G both prior to and at the meeting.
Highlights: Competitive pricing
20% rebate on all sales back to organization
100% retention for all the work they have done for other organizations
If a parent does not like the photos, they can return and receive a rebate
Limited amount of photos free of charge for financial hardship
President then introduced Principal Trotter, and afforded him the opportunity to address the group regarding his vision for Cloverleaf and the youth athletics program with his school.
Principal Trotter shared thoughts, visions and desires with the board, and assured a positive working relationship between CYAA and the school.
The CYAA board presented Principal Trotter with a Cloverleaf Football Helmet to display in his office as a show of pride in his students.
Volunteers/Safety:
Linda Crucetti addressed the board regarding the importance of background checks for any and all parents interacting with the children participating in our organization, as well as the necessity for complete confidentiality regarding the same. Suggested that one board member be responsible for securing all of the background checks and keep all results confidential out of privacy concerns for individuals checks are being performed for.
Recommended that all Board Members, Directors, Coaches, and volunteers be required to submit to background checks, and the board unanimously agreed to this recommendation. Mrs. Crucetti shall be the board member responsible for securing the background checks, and shall keep all information confidential between herself and the person that the check was being performed upon. In the event that a disqualified parent wants to address the board and seek to be able to participate despite the existence of a disqualifying matter found in their background check, that parent shall be notified that such a request will necessitate the information being shared with the remainder of the board and will require approval from the volunteer to disseminate the information PRIOR to scheduling a meeting for the parent with the Board.
President stated that such checks were one of the requirements for the insurance we have in place with our organization.
Checks have been performed on almost all coaches and potential volunteers that have voiced interest, as well as a majority of the board. Linda to ensure that checks are secured on all others participating in our organization.
The President called upon each coordinator/director to provide a report.
Fundraising:
Linda Crucetti:
CYAA will be solely responsible for cookie dough sales this year. We will commence this effort in the near future. Principal has coordinated with PTO and CYAA to create a calendar of fundraisers to prevent overlap between the organizations.
There will be a back to school lunch for the teachers on 8/19, and volunteers from our parents to assist were requested.
The discount cards sold last year do not expire until spring, and the consensus was that selling new discount cards before that time would not be fruitful.
Volleyball:
Linda Crucetti:
Two varsity teams and one JV team so far, additional sign ups to be held at open house. Parents of returning students appear to be extremely pleased with the organizational and communication skills thus far for the volleyball program.
Due to the frugality of the coordinator, Volleyball appears to be coming in well under budget this year. This is attributable to the efforts of Mrs. Crucetti in obtaining discounts on both uniforms and equipment for the participants.
Linda requested that the board consider paying for the volleyball students to attend a "volleyball camp" at the end of this month at a cost of $10.00 per child, for a total of $280.00. Linda was unsure if she could negotiate a group discount, but was willing to try.
After discussion by the board, a motion was made to approve the expenditure requested not to exceed $280.00, with the understanding that Linda would attempt to negotiate that amount downward. Said motion was seconded, and passed unanimously by the board.
Treasurer's Report
Edith Josey
Mrs. Josey had distributed a balance sheet and financial report prior to the commencement of the meeting to all persons in attendance.
Tax returns were filed in a timely manner, and the fee for preparation of the return was $350.00.
Several items were discussed from the reports, and a motion was duly made to accept the treasurer's report as drafted. Said motion was seconded, and passed unanimously by the board.
Soccer:
Football:
Mr. Jacobs reported that the CYAA had received a complaint from the SIYAA regarding the collection of admission at flag football games this season. The CYAA had not been collecting admission fees from parents at games hosted at our facilities. The SIYAA is not making a big issue out of this for this year. It is unclear as to whether or not the CYAA will receive a share of these proceeds based upon the number of teams that we have enrolled or based upon the fact that we are a single school. Mr. Jacobs to discuss more fully with the SIYAA.
Cheerleading:
No coordinator present
Volleyball:
Ms. Bour reported that the volleyball program was going well, and that there were no immediate issues with Volleyball.
Colts Care :
Ms. Royal reported that Colts Care had raised more than $600.00 from individuals donating vehicles to our program, and that Colts Care was actively working on seeking out and securing grants that would help fund the Colts Care Program.
There was discussion on Colts Care and how to best coordinate their program with the sign ups for Basketball to be held in the near future. Some in attendance voiced concern that there will be abuse of the Colts Care program, and other voiced concern that if information regarding Colts Care were not actively disseminated to the public, then children would miss out on an opportunity to play sports with our organization as a result of financial hardship, which would run contrary to the very mission of our organization.
Additionally, Ms. Royal and Ms. Bour inquired about the ability for them to have a separate account for Colts Care as a result of specific donors wanting to ensure that the funds that they donate are provided directly to the Colts Care program.
The issue of tax ramifications for donors were also discussed, as they might not be able to receive the appropriate tax deduction if funds were paid via check to Colts Care (a non-incorporated, non-501C entity) vs. being paid directly to the CYAA.
Resolved that Donors, in order to ensure that they received the appropriate tax treatment would make checks payable to CYAA with a "colts care" designation on the memo line, and then those funds would deposited into the CYAA general account and then transferred from the CYAA account to a separate Colts Care account that would be established.
Facilities:
Mr. Campbell reported that he had attended a meeting along with other CYAA personnel and the ISS staff regarding the facilities at Cloverleaf.
Brady Johnson has requested that Rob Jackson reconcile all of the accounts for the finished projects to enable the determination of what direct funds may be available for the facilities at Cloverleaf regarding fields and the like.
Mr. Campbell further reported that there would be a meeting with himself and a civil engineer to determine what is needed for the projects and to draw up plans which the ISS has agreed to pay for. An architect will create a rendering that can then be taken to the ISS for review.
After all of the drawings are done, ISS will meet with CYAA to discuss options for funding. Mr. Campbell was very clear that no promises had been made by the ISS for funding at this time. Mr. Campbell to get up with Wayne Harwell regarding developing other sources for funds as well.
NEW BUSINESS
The Existing Sports/Programs having reported, the President opened the floor for new Business
1. The first item of New Business pertained to an inquiry made earlier in the week as to whether or not the CYAA would be participating in the ICYAA next year vs. the SIYAA that they play in currently.
There was full discussion on this issue of all the persons present, including parents. The consensus was that under the present administration that existed at the ICYAA, it would be extremely detrimental to our program and the children participating in our program for us to be associated with the ICYAA. Several persons present stated that they would love for our organization to be able to participate in the ICYAA at some point in the future if they were to become more organized and have a change in administration, but at the same time recognized that due to the severe issues that existed with the ICYAA at the time we were establishing the new organization for Cloverleaf, our program would only suffer if we were to consider participating with the ICYAA.
A Motion was made by Charles Schieck that the CYAA commit to participate in the SIYAA for a period of five years. Further discussion ensued following said motion, with several parents being hopeful that there would be a complete change in Administration with the ICYAA prior to that time, and wanting to keep options somewhat open in case such a change were to take place.
The Motion made by Mr. Schieck was withdrawn, and Mr. McNeil made a motion that the CYAA commit to participate with the SIYAA for a period of three years, including the present year of participation in that league.
The Motion of Mr. McNeil was seconded by Mr. Schieck. There was no more discussion, and the motion went to a vote.
Mr. Jacobs chose to abstain from the vote, stating that he really did not have a strong opinion either way on the issue.
The vote was unanimous, and it was RESOLVED that the CYAA is hereby committed to participating in the ICYAA league for a period of three years including the 2009-2010 school year.
2. Ms. Royal referenced the fact that she understood that our organization would be adding two additional directors for the organization this fall, and she wanted to nominate Kim Bour for one of the Directors positions open. The Secretary duly noted this nomination, and assured all in attendance that Ms. Bour would be on the ballot for the position.
3. Michelle Boretski, co-coordinator for the Basketball Program reported that dates had been designated for Basketball sign ups as follows:
10/19, 10/21, and 10/29 from 5:30 to 7:30 at the Cloverleaf Cafeteria
10/26 from 4:30 to 6:00 pm at the Cloverleaf Cafeteria
Ms. Boretski stated that she would do flyers to send home with the children and coordinate for connect-ed messages to be issued.
Ms. Boretski stated that the proposed enrollment fee for Basketball would be $55.00 per child, and circulated a proposed budget for the 2009-2010 Basketball Program, which was reviewed and discussed by the board.
Motion was made to adopt the budget, and it was seconded and passed unanimously.
4. Mr. Jacobs stated that he thought it might be a good idea for the CYAA to implement some sort of "Family Season Pass" program for youth athletics, as he had heard some complaints regarding how much it costs for families to go and see their child play the sports they are enrolled in.
Discussion was had regarding this, and all agreed it would be a good idea if we could coordinate that with the SIYAA. Mr. Jacobs stated that he would look into it further and report back to the board.
Mr. McNeil asked if there were any further issues from the floor, and there being none, the meeting was duly adjourned at 9:14 pm. The next regularly scheduled meeting will be held on Tuesday, November 10, 2009 at 7:00 pm at the Cloverleaf Cafeteria.
