St. Aedan’s CYO
23 Reld Drive
Pearl River, NY 10965
www.saintaedancyo.org
BOARD OF DIRECTOR’S - MEETING AGENDA AND MINUTES
Meeting Date:
03/11/07
Time:
7:30 – 9:05 PM EST
Facilitator:
Tom Dolan
Recorder:
Ed Grix
Location:
St. Aedan’s Kitchen
Frequency:
Monthly
Purpose:
Information Sharing / Consensus Building
Next Meeting:
TBD
MEETING AGENDA:
#
1.
Time
Frame
Topic
Responsible
Report from Tournament Directors on tournaments - Dollars
Collected/Dollars spent - Net + or -?
Team Parties and $$
Donation Request from St. Agatha's
Uniform and Bond Money Return
2007/2008 Registration and Fees
Coaches for Next Season
Question regarding Playoff System for "B" Teams
Cleaning
Communication - Coaches and Board Members
Key Decisions and Information Items
No.
Date
1
03/11
2
03/11
3
03/11
Description
B- Division Playoffs. Rich Jacobson proposed having playoffs for the B teams.
Rich will write up a note for Joe Scogs and Joe will circulate to the other
coordinators for comment.
John D. and Mary F. to take over web activities.
Coach’s evaluation – send note to parents on evaluation. Boys/Girls
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 1 of 10
No.
Date
Description
coordinators to create note.
Coaches meeting needs to be better organized.
A/B – Discussion on the merits. A vote was taken to determine if this was a
decision that the board was going to open for re-evaluation. 11 people present 2
votes Y – John D.; Vinny; all others were No.
Boys/Girls Coordinators are responsible for organizing the approach to running
tryouts next year.
Registration and Fees: Expectation that the league will up the fees from $300 to
$350 per team. Could cost the program an extra $1300. Referees may increase
again from $35 per ref per game to $40. Raising fees $15 would bring in an
additional $6000 in income.
Joe Scogs to find out what other programs are charging.
Dennis Murray handed out a profit loss statement for the past few years. Money
donated to parish will be down from previous years due to the unexpected
increase in costs.
Joe Fitz is organizing a group to take over St. Agatha’s led by the Nanuet little
league. The group is asking for $1000 from St. Aedan’s. St. Aedan’s would
have continued use of the facility. Vote was taken 11 directors present it was
unanimous. Dennis Murray asked that the money be sent after registration.
Non-parishioners and the reduction of the number of teams was discussed. No
decision was made. This will need to be resolved prior to registration.
4
03/11
5
03/11
6
03/11
7
03/11
8
03/11
9
03/11
10
03/11
11
03/11
John D. will obtain a Costco card for the program.
He will also obtain a new safe for the closet. New procedures are also
forthcoming. John will be pulling together money handling procedures. And the
assignment of kitchen time. Also, it was discussed about kids working the
kitchen.
12
03/11
Uniforms need to be collected by the coaches and given to Rich Jacobson. No
kitchen or bond money will be returned this year. Unless the child is leaving the
program.
2. How will the coaches be notified?
3. What is the procedure for getting bond money to be returned if you are
leaving the program? Or if you do not register in time for next year?
13
03/11
Need to identify a new coordinator for the boys clinic next year.
14
03/11
Kathleen noted there was a significant amount of no-shows at the end of season
party. Next year she will revise the party to request a nominal fee for everyone
to help ensure we get a better count on the number of people that will be
attending and help control the cost.
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 2 of 10
No.
Date
Description
15
03/11
1
11/12
2
11/12
Dennis provided a brief financial update.
14 unpaid fees – Families will be contacted by the boy/girls coordinators.
3
11/12
By Laws committee; Coach/Board Member Committee and Financial Hardship
Committee were all discussed and members approved. All committees are
responsible for documenting their process and providing to board for review
and approval.
Kathleen handed out additional pictures for teams.
Joe Scogs – County Rep (This is a brief summary.)
Rosters are done, fees are due. 23 teams x $300 per team
Refs $35 per game if 2 refs are present, if only one ref cost is a fee and a half.
($52.50)
3rd grade games should have one ref - $45 (St. Aedan’s decision – not county)
Conflicts need to be brought to county coordinator and if needed raised to Tom
Collins
CYO Breakfast to be scheduled for March – Parish needs to nominate someone
to be recognized for what they do for the parish.
Coaches seminar was successful.
Weather will be noted on the arbiter.
Scores need to be submitted to Joe for all home games by Monday.
The following individuals volunteered to participate in the following committees:
Coach/Board Member
R. Jacobson
J. Doherty
J. Scognamiglio
V. Cueva
J. Scanlon
K. Byrnes (added)
By-laws
J. Doherty
B. Degnan
T. Dolan
Financial Hardship
D. Murray
T.Dolan
V. Cueva (added)
4
11/12
5
11/12
6
11/12
Mary Fusco was unanimously approved for open board member position. It
was suggested that Mary help Joe Scogs with the collection of home game
scores.
Board Members with Keys:
Vinny Cueva, Tom Dolan, John Orsino, Joe Scanlon, John Doherty, Ed Grix,
Kathleen Degnan, Rich Jacobson.
Kathleen confirmed all coaches have successfully completed the safe
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 3 of 10
No.
Date
Description
environment program.
Clinic Boys will be limited to 25 for each session. Parishioners will be
automatically included; the non-parishioners will be selected based on
registration date. Kathleen will contact non-parishioners that will need to have
funds refunded.
No decision on non-parishioners status for next year. This will be reviewed by
the by-laws committee.
Several Fund Raising Ideas were discussed including renting the sports place
for an end of year Kevin Byrnes will discuss with Danny Hlavic for costs and
additional information.
Vinny Cueva – noted that the fund-raising goal is $5000 for this 2006-2007
basketball season.
7
11/12
8
11/12
9
11/12
Rich brought up bringing in a contractor to determine the status of our existing
light bulbs and alternatives for replacement – if needed.
One bulb is out and at a minimum needs to be replaced.
Tom Dolan will contact George Fanshawe who is a local electrical contractor
and an 8th grade coach.
10
11/12
Rich also discussed the current state of the uniforms. Merrygarten the current
manufacturer is out of business. We need to start thinking about a replacement
strategy.
Rich will come up with an approach, samples and prices in the next meeting or
two.
11
11/12
Coaches Clinic – Course is complete. $900 invoice will be submitted by Coach
Loscher shortly. This includes $100 worth of videos.
12
11/12
We will have the meetings on a regular basis. The second Sunday of the month
during the season and every other month after the season.
Sept through March and then May July
10/1
Vinny presented a draft version of CYO by-laws and identified a core set of
executive roles, with proposed members.
1
Although the group agreed with the concept and did not have any objection to
the nominees, no formal vote or consensus was attained.
Follow-up – Another meeting is required to begin to more formally document
the key components that need to belong within by-laws.
2
10/1
Agenda for coaches meeting held later that night were reviewed and agreed upon.
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 4 of 10
No.
Date
St. Aedan’s Board of Directors Agenda & Meeting Notes
Description
Page 5 of 10
Key Open Action Items
No.
Create
Date
1.
9/6
2.
9/6
3.
Action Item
Assigned
Status/Target
Date
Dennis to fax registrations over to Joe
Fitzgerald.
Joe enter all registrations in the database
Dennis
9/7
Joe Fitz
9/9
9/6
Joe will send final registration to all board
members
Joe Fitz
9/9
4.
9/6
Tom
9/10
5.
9/6
Ed
9/10
6.
9/6
Kevin
9/21
7.
9/6
Tom
9/21
8.
9/6
Joe Fitz
10/15
9.
9/6
Kevin/Tom
9/8
10.
9/6
Joe Scogs
9/13
11.
9/6
Vinny
10/1
12.
9/6
Joe Fitz
10/1
13.
9/6
Vinny
10/1
14.
9/6
Tom Dolan
9/10
15.
9/6
Brian D
10/1
16.
9/6
Joe Fitz
9/10
17.
9/6
Tom Dolan to confirm that teams are not over
stocked and if we will need to turn kids away
Ed to check clinic registrations to determine if
we have enough kids and if we need to open
the registration again.
Kevin Byrnes to send a list of all boys’ coaches,
assistant coaches, phone numbers, e-mail
addresses and home address to all board
members.
Tom Dolan to send a list of all girls’ coaches,
assistant coaches, phones numbers, e-mail
addresses and home address to all board
members.
Joe Fitz will post ‘finalized’ list of coaches on
the website.
All new coaches must attend the Safe
Environment program before they can run a
practice. Kevin/Tom send a list of new
coaches to Vinny and Kathleen by Friday.
Vinny promised the list to Msgr by the
end of the week.
Joe Scogs will send the tournament information
to all board members. Joe is running the 6th
and 7th grade pre-season tournament.
Vinny to work with Joe to lock-in the preseason tournament dates.
Joe Fitz is working on getting gym times at
Nanuet schools and St. Agatha’s.
Vinny to confirm gym times at PR Middle School
and Evans Park. And work with Kenny
Kardashian for the 7th day Adventist.
Tom Dolan to send out a letter to parents
regarding A/B and why the board has decided
to go with this approach.
Brian to use the list of coaches to determine
who needs equipment for the season.
Joe Fitz to check St. Agatha’s for coaches clinic
either Tuesday or Thursday in the next couple
of weeks.
Ed to finalize the dates of the coaches clinics –
3 (2 hour) sessions with Steve Loscher.
Ed
9/15
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 6 of 10
No.
Create
Date
18.
9/6
19.
9/6
20.
9/6
21.
9/6
22.
9/6
23.
11/12
24.
11/12
25.
11/12
26.
11/12
27.
11/12
28.
11/12
29.
11/12
30.
11/12
31.
11/12
32.
11/12
33.
11/12
34.
11/12
35.
11/12
36.
11/12
37.
11/12
Action Item
Assigned
Status/Target
Date
Kathleen to check with Marie Gartner on other
Safe Harbor seminars
Kathleen to come up with a plan regarding CYO
mass and breakfast following the mass
Vinny to get the unreturned pictures back from
the photographer.
Tom to update the registration form on the
website – currently it references the 2004-2005
season.
Joe Fitz to have the revised registration form
posted on the website
Bill Degnan to contact Joe Fitz about running a
portion of the Christmas tournament at St.
Agatha’s.
Vinny to get available dates for St. Aedan’s to
Bill for Christmas week.
Coaches shirts are needed for all new coaches.
Rich and Tom will see how many shirts they
have.
Ed to coordinate bringing in the baskets for
clinic that were moved outside for cleaning of
the floors.
Vinny to supply the list of practice time slots
and coach name to all coaches.
Dennis to provide the list of unpaid players to
the Tom and Kevin.
Tom and Kevin to contact families to determine
the situation. Fees are required by
Thanksgiving 11/23.
Vinny to check with PCA/Rectory on missing
items were they inadvertently misplaced?
Billy/Kathleen to contact the non-parishioners
that we can not accommodate this year for
clinic.
Ed to revise the clinic letter to be sent out. It
will only be sent to parishioners.
Joe Scogs to order 120 shirts for clinic 40 youth
small, 40 youth medium, 40 youth large. Kelly
green will be the color this year.
Tom Dolan to contact George Fanshawe about
the lights.
Rich to create a plan for uniforms.
Kathleen
9/13
Kathleen
10/1
Vinny
10/15
Tom
9/14
Joe Fitz
9/30
Bill Degnan
12/1
Vinny
12/1
Rich and Tom
11/19
Ed
11/26
Vinny
11/19
Dennis
11/14
Tom/Kevin
11/23
Vinny
11/19
Kathleen/Billy
11/19
Ed
11/19
Joe Scogs
11/19
Tom
11/19
Rich
1/14
Dennis to check the last time the lights were
replaced and the cost.
Kevin to contact Danny Hlavic about running an
end of season party at the Sports Place.
Dennis
12/10
Kevin
12/10
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 7 of 10
No.
Create
Date
Action Item
38.
3/11
Rich to send note to Joe s. regarding B Playoffs
R. Jacobson
3/19
39.
3/11
Joe Scogs
5/1
40.
3/11
Joe to circulate note to coordinators for
comment.
Coach’s Evaluation
Tom/Kevin
5/1
41.
3/11
Tom/Kevin
8/1
42.
3/11
Need a plan for the organization of A/B tryouts
for next season. (Boys/Girls Coordinators)
Find out what other programs are charging.
Joe Scogs
4/1
43.
3/11
Tom Dolan
4/15
44.
3/11
Registration – many open questions including
parishioners/non-parishioners; registration fees;
number of teams. Dates of the registration.
Cut check to Joe Fitz for St. Agatha’s
Dennis Murray
After registration
45.
3/11
Identify boys clinic coordinator
Board
7/1
46.
3/11
Obtain Costco card in the name of St. Aedan’s;
Update kitchen procedures; Obtain safe for the
closet;
John D.
7/1
Assigned
Status/Target
Date
47.
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 8 of 10
10/1
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Vinny Cueva
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Kevin Byrnes
Bill Degnan
Kathleen Degnan
Tom Dolan
Brian Dorrian
Joe Fitzgerald
Edward Grix
Rich Jacobson
Dennis Murray
John Orsino
Joe Scognamiglio
Joe Scanlon
John Doherty
√
03/11
Name
11/12
No
9/6
Attendees and Participation
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Mary Fusco
St. Aedan’s Board of Directors Agenda & Meeting Notes
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Page 9 of 10
St. Aedan's Board of Directors 2006-2007 Season
Moderator
Monsignor Joseph Penna
735-7405
staedan@optonline.net
735-7636
623-0725
620-9394
623-0725
348-3225
735-4878
623-7892
620-0602
735-7809
Justin0819@aol.com
Thomas.Dolan@ny.frb.org
Kdbyrnes3@aol.com
Thomas.Dolan@ny.frb.org
CSAJoeScog@aol.com
djmurray10954@yahoo.com
coach4040@aol.com
edward_grix@medco.com
bkdegnan@optonline.net
DOR283@aol.com
bkdegnan@optonline.net
bkdegnan@optonline.net
JPOrsino@aol.com
bkdegnan@optonline.net
CSAJoeScog@aol.com
johnjdpr@aol.com
Coordinator Gym Availability
Coordinator Registration
Coordinator Boys Basketball
Coordinator Girls Basketball
Coordinator CYO County
Treasurer
Uniforms
Clinic
Vinny Cueva
Tom Dolan
Kevin Byrnes
Tom Dolan
Joe Scognamiglio
Dennis Murray
Rich Jacobson
Ed Grix
Clinic
Bill Degnan
Equipment & voice mail
Coordinator Background Checks
Safe Environment Program
Away Tournaments & Home ref's
Home Tournaments
Home Tournaments
Kitchen
Kitchen
Fund Raising
Brian Dorrian
Kathleen Degnan
Kathleen Degnan
John Orsino
Bill Degnan
Joe Scognamiglio
John Doherty
Joe Scanlon
John Doherty
215-5552
735-7809
735-7809
620-9436
johnjdpr@aol.com
Web Liaison
Joe Fitzgerald
623-3316
FITZJOE@aol.com
Kathleen Degnan
Kathleen Degnan
Lori Hickey
Donna McDonough
Mike McGarvey
735-7809
735-7809
623-8078
735-5797
bkdegnan@optonline.net
bkdegnan@optonline.net
Unknown
Donkevrx@aol.com
GMuckle@aol.com
735-7809
348-3225
620-9436
jslandscape99@optonline.net
Other responsibilities
Pictures
Social Functions
Cheerleading
Cheerleading
Consultant
St. Aedan’s Board of Directors Agenda & Meeting Notes
Page 10 of 10