Board Meeting- July 19, 2012

  • Call To Order 6:35 pm
  • In attendance-Valerie, Chuck, Jennifer, Steve, Clyde, Charles, Tracy, Mariann, Roly
  • July12stMinutes were Approved
  • Open Meeting- The THS bases select coaches came to talk about the recent changes to the Select program.
  • Close meeting –The meeting was closed at 6:55

Open Business:

  • Tracy will see what types of deals she can get on a phone and plan for the concessions card reader. -Tracy will be getting the phone for the season. She will be picking this up shortly before Fun Fest when things kick off- Closed.
  • Roly will review the existing by-laws to ensure the information contained is clear on background investigations and add any additional information which will be reviewed and voted on for the next BoD meeting on June 7th. - Roly updated the bi-laws to add a new section on Background investigations, Roly will add an additional section in there for other coaches and volunteers and send this out to the BoD. –Open
  • Rickiewill check with GMU to see if we can use their Injury reporting system again for the 2012 season.- Confirmed that we will be able to use GMU system again for the 2012 season- Closed
  • Matt will be creating a proposal for how to proceed with participants that do not attend any of the evaluations –Open sent out for approval and to sit for 30 days. To be approved during July 19th meeting. – Approved – Closed
  • Roly will be setting up meetings with AYFL to talk about proposed changes to the Select program for 2013 and beyond – The meeting is scheduled for 7/20/12 at 8am. All Select committee members will attend. – Closed
  • Matt will send out communication for blast about additional evaluation times (before coaches meeting and before draft)- to be sent after Saturday 7/14/12 Evaluations Completed- Closed
  • Valerie will send Larry the list of registered flag camp participants to submit refunds for the camp.- This was sent to Larry- Closed
  • Chuck will check to see if he can get a projector for July 21st and 28th to use during the coaches meeting and the draft. – This has been secured- Closed
  • Hannah will be creating a proposal at the end of the season on different options for Fundraising options for the 2013 season.
  • Chuck will check to see if we can get some additional tables for the Fun Fest from the Park. – These have been secured, Closed
  • Mariann will add an agenda item for Larry to talk about Revenue during the July 19th meeting. – Moved to 8/9/12 meeting since Larry will is unable to attend 7/19/12 meeting.-Closed
  • Everyone- Review the Draft version of the Safety Manual and bring all updates/changes to Ashley on Saturday, July 14th. – Completed- Closed
  • Mariann will add a space at the Fun Fest in the vendor area for the Blood Mobile- Closed
  • Steve will write a proposal for the changes in safety rules similar to Pop Warner to be discussed at the July 19th meeting- Proposal has been written and sent out to the membership. To be voted on at the August 9th BoD meeting.
  • Charles and Steve will work with the Select coaches and have the final Select team rosters completed by July 19th. – The majority of the kids have been identified; an additional few will still be pulled out by Saturday, June 21st. – Closed
  • Mariann will work with Roly and Matt on communications that need to be sent out to the membership – Completed- Closed

New Business:

  • Registration updates- The numbers are sound for all league and we are looking good.
  • The Registration for the Summer Speed and Skills camp are way down. The league will send another blast to the membership to let them know we are NOT affiliated with any other camp being offered that week nor will any other camp count towards the CLYFL conditioning requirements.
  • Late Registration- Registration has been extended through 7/21/12 for any last minute registrations. No additional registrations will be accepted after 7/21/12.
  • Late Registration Fee- A question was asked by the membership if the league ever waives the late registration fees. The board confirmed this fee is never waived for any reason.
  • Select updates– The structure of the Select program has been modified slightly to enable CLYFL to field 3 competitive teams. This has been communicated to the membership and the Select coaches. The Select coaches will meet with Steve to create teams. If any coaches are unable to attend this meeting teams will be selected by those that are in attendance.
  • Advancement / regression applications of players- The advancement and regression requests were reviewed and decisions have been made.
  • Coach Freezes- The list of coach freezes was presented to the board. This information will be sent out to the coaches who will have 24 hours to provide any concerns they have back to Matt.
  • Sponsorships- Tracy has done a fantastic job with Sponsors this year. She has confirmed Sponsors for all teams in the A, B and C leagues and only needs 2 more to have D league covered. She is still looking for Flag sponsors and will have a better feel for that once she know how many teams there will be.
  • Spirit Nights have been set up with Primo Hoagie for every Wednesday night starting August 1st through the end of the season.
  • Cheer Coaches- the league is in need of more Cheer coaches for D league currently there is only 1 coach and they will need an additional 3 to pull this off.
  • Pop Warner type safety proposal – The league will begin an educational push to the coaches on safety. This will be included in the discussion during the coaches meeting on 7/21/12.
  • Fun Fest updates
  • There is a change in time and location for the next board meeting is scheduled for August 9that 7:30 at Tracy Zambito’s house.

Moving to 8/9/12 meeting

  • Week-long contact camp modeled after the AYFL Shawn Springs camp starting in 2013
  • Treasurer Updates

Action Items:

  • Steve will send some additional blasts to the membership about the Speed and Skills camp starting on July 30th.
  • Matt will remind the coaches during the coaches meeting to please communicate to their new teams in their welcome correspondence about the Speed and Skills camp.
  • Steve will work with the Select Coaches to create the 3 Select teams.
  • Steve will have the final list of Select players to be removed from the house draft will be completed by 7/21/12.
  • Tracy will send Steve all of the logos to add to the league website.
  • Matt will send out the freeze lists to the coaches by 7/21/12.
  • Lara to send the list of Flag and D league teams to the board.
  • Mariann will reach out to Cheers Sports to see if they are interesting in Sponsorship
  • Tracy will touch base with True AP on the Summer Speed and Skills camp situation.