Optimist Club of Herndon, VABoard Meeting

Herndon Police Department (HPD) Community Room

Monday, December 14, 2015

Board Members – Attending:

-Alicia Amico, Sports League Director – HOYC

-Eric Cooksey, Sports League Director – HOYTB

-Tony de la Paz, Sports League Director – HRYL

-John DeYoung, Civic Program Director

-Jim Emery, Sports League Director – HRYFH

-Jasmine Faubert, Secretary/Treasurer

-Wyn Francis, Sports League Director – HOYB

-Nichole Lopes, Sports League Director – HORFC

-James Passmore, President

-Eileen Villegas, Sports League Director – HONFL

Board Members – Absent:

-Tyrone Paige, Sports League Director – HOYHB

-Terry Petty, Sports League Director – HOYF

Club Members/Others – Attending:

-Jason Lynch, HRYL Treasurer

Meeting Topics

  1. Club Administration
  2. Motion – Vote
  3. None
  4. Requests for Action
  5. None
  1. Sports Programs
  2. Motion – Vote
  3. Approved baseball 2016 budget, including the following expense line items over $5,000:
  4. Travel team competition expenses $9,700
  5. Fairfax County NCS field permit fees $9,500
  6. Game official (umpire) fees $19,000
  7. Player equipment $6,000
  8. Player uniforms $21,000
  9. Approved lacrosse winter-spring 2016 budget, including the following expense line items over $5,000:
  10. Coach apparel and supplies $6,200
  11. Facility rental (Dulles Sportsplex, Sport&Health) $12,600
  12. Field/facility equipment (nets, balls, etc) $5,100
  13. Field/facility improvements (HHS turf field) $10,000
  14. League/club dues and fees (NVYLL) $17,800
  15. Player equipment $5,000
  16. Player uniforms and t-shirts $17,100
  17. Approved flag football spring 2016 budget with no expenses over $5,000
  18. Approved field hockey winter-spring 2016 budget with no expenses over $5,000
  1. Requests for Action
  2. Town of Herndon Friend of the Field Agreement for Haley Smith Park
  3. Wyn Francis and John DeYoung will revise Town of Herndon Friend of the Field Agreement for Haley Smith Park to incorporate specific field maintenance commitments for both HOC and Town of Herndon and specify the time period for the agreement. Once a revised agreement is ready, they will circulate it to all HOC Board members for feedback/approval.
  4. Once the revised agreement has been approved by HOC Board members, Jasmine Faubert will arrange for a meeting with Cindy Roeder, Town of Herndon Parks and Recreation Director, to discuss the agreement and the $25,000 donation for Haley Smith Park
  5. Fairfax County NCS Certified Athletic Organization (CAO) requirements
  6. Sports League Directors will provide their organizations’code of conduct agreements to Jasmine Faubert
  7. Sports League Directors will send a confirmation to Jasmine Faubert that their organization is compliant with revised HOC policy which now requires background checks for all adults(volunteers and hired workers) who have repetitive access to or interaction with youth participating in Optimist Club of Herndon programs
  8. Jasmine Faubert will prepare and submit CAO documentation to Fairfax County NCS
  9. Nichole Lopes will submit an application to represent Town of Herndon on the Fairfax County Athletic Council
  1. Civic Programs
  2. Motion – Vote
  3. Approved action to discontinue memberships in Dulles Regional Chamber of Commerce (dues were being raised from $75 to $275 annually) and Reston Chamber of Commerce (dues were $250 annually)
  4. Requests for Action
  5. None

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