FORT HUNT YOUTH ATHLETIC ASSOCIATION (FHYAA)
MINUTES OF THE APRIL BOARD MEETING
April 16, 2009
Jay McConville , President, called meeting to order at 7:20 p.m.
Board members in attendance were: Derek Spearman, Dave Evans, Paul Murphy, John Stamos, Andy Vonada, Patrick Condon, Lee Harrington, Barry Meuse, Dale Roach, Doug Spitnale, and Mike Tadie.
MINUTES: The March 2009 minutes were reviewed. A motion was made, seconded, and carried to approve the March minutes.
TREASURER’S REPORT: The Treasurer distributed a copy of a proposed Whistleblower Policy. No action was taken at this time. The Treasurer also distributed a copy of the Conflict of Interest Policy for review, adoption, and signature by officers and directors of Fort Hunt Youth Athletic Association (FHYAA). A motion was made, seconded, and approved to adopt the Conflict of Interest Policy. Copies were provided to board members for signature. The record retention and documents destruction policy was discussed, but no action was taken at this time. A motion was made, seconded, and carried to approve the Treasurer’s Report.
OLD BUSINESS
FUNDRAISING – Paul Murphy suggested that each sport provide an individual to sit on the Fundraiser Committee with a board member to coordinate the actions of the committee.
BACKGROUND CHECKS – Dave Evans will check with the vendor to see if we can benefit from one background check per coach even if a coach is involved in multiple sports.
NEW BUSINESS
SPORTS REPORTS –
SOFTBALL – There are approximately 132 registrants. This is up from the 116 registered last year. This year’s cohorts are younger as 120/132 are 6th grade or younger. The schedules are complete. For the older cohorts, there will be a combined league with teams from three other local leagues. All is set to go.
LAX – (Girls) The third week of the season is underway, and all is going well. Field availability is an issue. We will collect data on empty fields to pass to CRS in an effort to get more time on Sandburg for FHYAA teams. (Boys) Registrations are up to 385. There will be a Fort Hunt Lacrosse night at West Potomac on April 21.
FOOTBALL – Commissioner will meet with registrar to set up registration. Equipment and uniforms have been ordered.
BASEBALL – Official opening day is April 18 at Red Stevens field. That also will be picture day for both baseball and softball. The budget was presented and reviewed. A motion was made, seconded, and passed to approve the budget.
BASKETBALL – No report.
RUGBY – The spring clinic had 24 participants and was excellent. We expect to have two tackle teams – a U15 and a U13. Next step is to talk with registrar to open registration. Practice starts May 26.
COMMITTEE REPORTS -
WEBSITE – committee will meet to see if improvements can be made to better serve sports.
SCOREBOARD – Barry Meuse gave a presentation of scoreboard options. A motion was made to purchase the simple board with wings, bottom panel, top crawler, and two spare controllers. The motion was seconded and approved.
NEW BUSINESS –
VELOCITY – All sports were encouraged to schedule their teams for a Velocity team session.
INCREASE IN COUNTY FEES – Pending approval of the Fiscal Year 2010 budget at the April 27 meeting of the Fairfax County Board of Supervisors, there will be no increase in the athletic services application fee. See Attachment 1 for more detail.
SANDBURG FIELD PROTECTION – Some interest was expressed to secure entry to the new turf field.
There being no more business before the board, a motion was made, seconded, and approved to adjourn the meeting at 8:45pm.
Attachment 1
Message from Jon Willmott at the FCAC:
Mt. Vernon Sports Organizations:
It does not appear that there will be an increase in the application fee after all (although there will be increases in fees for out-of-county individuals).
On Monday, the Fairfax County Board of Supervisors “marked up” the Fiscal Year 2010 budget, effectively deciding what the FY 2010 budget would be. The Board is scheduled to vote to formally adopt the budget at its meeting next Monday, April 27. The marked-up budget proposal includes:
- no change to the athletic services application fee, which would remain at $5.50 per person per team per season for group or individual use or $15 per team for tournaments or $50 per facility for one-time uses;
- an increase in the adult non-county fee to $30 per person per team per season; and
- the implementation of a youth non-county fee of $30 per person per team per season.
The budget presented yesterday also includes funding to restore most of the proposed athletic services cuts and cost increases, including:
- the Youth Sports Scholarship Program (restores funding and increases funding by 50%),
- monitoring costs for the Walk-On Prevention Program,
- contract management and coordination for school field maintenance,
- porta-jon placement at park sites,
- park field maintenance, and
- additional General Fund support that had been proposed to be cut.
The marked-up budget proposal eliminates funding for:
- the Youth Sports Officials Subsidy Program and
- $60,000 in non-monitoring costs associated with the Walk-On Prevention Program.
The marked-up budget proposal does not include funding for:
- synthetic turf field replacement and
- increased custodial costs.
Since the budget was originally proposed, Fairfax County Public Schools informed the county that these fees will not be increasing. Therefore, the additional funding is not necessary.
FORT HUNT YOUTH ATHLETIC ASSOCIATION (FHYAA)
MINUTES OF THE MARCH BOARD MEETING
March 19, 2009
Jay McConville , President, called meeting to order at 7:20 p.m.
Board members in attendance were: Derek Spearman, Dave Evans, Frank Gulino, Ilene Dranoff, Catherine Graham, Paul Murphy, Mark Pointon, John Stamos, Andy Vonada, Bill Barnes, Robert LaGow, Barry Meuse, Doug Spitnale, Anne Stapleton, and Rick White.
SPECIAL PRESENTATION: Joe Gilliland and Jim Martin, representatives from the Fort Hunt Sportsmen’s Association (FHSA), gave a short presentation on what the FHSA is and what it does. They distributed the FHSA brochure and invited board members and any others with interest to join the association. They asked for FHYAA’s help in providing nominations for the Bob Beattie Award which FHSA awards annually to a deserving area youth. Jay McConville expressed appreciation for the FHSA’s support of FHYAA programs over the past 45 years.
MINUTES: The February 2009 minutes were reviewed. A motion was made, seconded, and carried to approve the February minutes.
TREASURER’S REPORT: The Treasurer noted that FHYAA currently is in good financial shape, has details on what has to be spent, and has sufficient amounts in reserve and the working capital fund. The reporting systems are working as intended. Details for individual sports are available, but the data are only as good as the information provided by the individual sports. The Treasurer offered to meet with anyone interested to go over the system details. Final reports were sent to individual sports. The reports include open sport balances. A motion was made, seconded, and carried to approve the Treasurer’s Report.
OLD BUSINESS
FUNDRAISING – The board is still looking for a fundraising coordinator. Responsibilities include contact with sponsors as well as providing information biannually to the Mt. Vernon Gazette. Jay McConville will handle contact with Velocity.
LATE BELL – The FHYAA late bell letter received many favorable comments. The issue is dead for now as Fairfax County School Board rejected the Later High School Start Times proposal.
BACKGROUND CHECKS - Several FHYAA sports already do background checks. Each sport provided a short summary of its background check procedure.
- Baseball: Uses Choice Point, has 125 free checks, and is mandated by Little League to do checks.
- Football: Checks, thru NCSI, are a requirement for commissioners and head coaches. Commissioners receive red/green light only on an individual and cannot access individual information. The checks are good for two years with a yearly update. Coaches enter information themselves.
- Softball: Has looked at NCSI. Demosphere has a background check component. Ilene will check how it works. The cost is not certain, i.e. free or charged.
- LAX: Certified coaches required to get background checks. The league now pays if required for field requirements and will pay for certified coaches.
- Basketball: Still looking to implement up to and including referees. Basketball will probably need assistance in covering cost of checks. It is not certain if the referee association used by FHYAA does background checks on their referees.
- Rugby: USA Rugby automatically checks all coaches.
During discussion it was noted that a red-lighted individual gets a chance to resolve the issue. Also the study on how to do a coordinated/common procedure is not yet completed.
SCORE BOARD - Barry Meuse provided several details on the possible types, sizes, and uses of the new scoreboard. The issues of warranty, service, and repair were discussed. The option of a portable board is still on the table.
NEW BUSINESS
SUMMARY OF INCIDENT – Paul Murphy, Baseball Commissioner, provided a summary of an incident that involved a Fort Hunt Little League coach. A full description of the incident is attached. A motion was made, seconded, and approved to suspend the coach, Eric Mintzer, from all Fort Hunt Youth Athletic Association sports. It was noted that background checks of Mr. Mintzer didn’t find anything in his background that would have red-lighted him.
OTHER –
Barry Meuse noted that there was an individual who was hanging around Red Stevens Field and who had no known affiliation with FHYAA or any of the sports practicing at the time. Barry described the individual for the board’s information. He also brought up that the field has signs restricting access to fields when in permitted use.
A question on who is responsible for the Port-o-Johns at Sandburg was raised. It was thought that the green ones are property of Fairfax county while the blue ones belong to Don’s Johns. Barry Meuse will check.
It was noted that anybody can be a committee member, that is it is not restricted to board members only.
Banded stainless steel drinking mugs will replace plastic bottles as a fundraising vehicle. This is to reduce liter and encourage recycling.
It was asked if on-line information on the Velocity team sessions could be made available.
Rick White suggested that coaches go through some aspect of the Positive Coaching Alliance program.
Dave Evans noted that his and Jay McConville’s terms expire in six months. The board should start planning now on how to secure replacements.
SPORTS REPORTS –
SOFTBALL – List of coaches submitted, and it looks like a good complement. Practice has started, and opening day is April 18. Games will be during the week and on Saturday. The head umpire will give an information presentation to all interested. There are approximately 129 registrants which is up from last year. There is a joint West Potomac/FHYAA raffle/fundraiser in the works. April 18 is also picture day. Dave Evans noted that older kids will combine with players from Springfield so that the teams are not constantly playing each other. There will be a combined league of Fort Hunt, Mount Vernon, and Springfield.
LAX – There were about 350 registrations for the boys teams and 250 for the girls. There will be 28 boys teams and 25 girls. The league overall has 24 clubs with 8000 participants. Scheduling will be very complicated because of the number of teams/games. So far we’ve lost one day of practice to other groups.
FOOTBALL – Off-season activities completed. There will be a coaches meeting next Tuesday. We are working on budget and will submit soon (see Email business). We are looking to open regular season one month earlier than in the past. Field permits were submitted and approved. There will be camps at Sandburg in July and August. Parent orientation meeting planned at least once a month starting in May. These meetings will cover everything parents need to know. It was a good season last year.
BASEBALL – Approximately 465 registrants who will form into 44 teams. Registration is still open, but teams have been drafted. Last registrations will be assigned to teams. Coaches/managers list will be forthcoming. Opening day is April 18, but older kids will start April 5. Fundraising activities are aligned, and Gerry Hyland has been invited to Opening Day. The scoreboard is in good shape. A suggestion was made to form a finance committee in order to coordinate budget items. Baseball’s budget will be forthcoming.
BASKETBALL – The commissioner thanked the board and the other basketball commissioners for their support. There were commissioners for all age groups this year. The season is over. The county B10 team made the finals as well some girls’ teams. The commissioner will consider adding a seven year old group next year. A couple of issues were discussed: adding another county team for boys and girls as advocated by a group of enthusiastic parents and Ft. Hunt not being used for G10 teams due to the school’s restriction on lowering/raising the basket. The commissioner reiterated that sportsmanship is the mail goal of the program.
RUGBY – Overall registration is up from last year. Rugby has submitted its budget which includes an increase in the general fund fee as it is assumed that the county fee will increase in 2010. Ruby and softball will share Collingwood Park in order to run the rugby spring clinic. Fliers will come out soon about the clinic. Other information avenues will also be used to publicize the clinic.
COMMITTEE REPORTS – None
There being no more business before the board, a motion was made, seconded, and approved to adjourn the meeting at 9:15 p.m.
Email Business
The football budget was submitted and distributed via email. After review of the budget, a motion was made to accept the budget, seconded, and approved.
