BRADDOCK ROAD YOUTH CLUB
MINUTES OF FEBRUARY 7, 2008 BOARD MEETING
Call to Order
The meeting was called to order with a quorum present at 8:15 p.m. by Marcia Pape,
President. Additional Board Members present: Jeff Kohne – Treasurer, Joyce
Bouchard, Tom Clemons, Tex Hunt, Trish Moxie, Charles Osborn, Bob Passut, Jim
Pendergast, John Schaffstall, and Mark Thompson. Also present: Patty Dumas –
Bookkeeper; John Davis – Recreational Soccer; Dwight Hunt – Cheerleading.
Approval of Minutes
A motion was made by Jim Pendergast, seconded by John Schaffstall, and
passed unanimously to approve the minutes from the January 3, 2008 Board
Finances – Jeff Kohne distributed a financial statement as of December 31, 2007. He
noted that the current assets in Wachovia do not include approximately $50,000 in auto
deposits made by Basketball and Rec Soccer, which have yet to be sorted. Jeff
reported that there is still clean-up to do before the audit for fiscal year 2007 can begin.
Wakefield Artificial Turf Field – The financial statement reflect adjustments to our
sports based on their actual usage through December 2007. Jeff has billed the men
and women for their portions. Both NVSL and FWSA made previous payments based
on estimated usage. The total amount billed covers 19 months of loan payments and
origination fees, from when the loan was put in place through December 31, 2007. To
come up with actual usage, Marcia analyzed the county field permits and calculated
how much time was allocated to the BRYC sports and our partners for this period of
time. It comes very close to the estimated usage; variation is due to NVSL using the
field heavily to make up rained out matches during the winter of 2006-07 when the field
first came on line and the women not beginning use until March 2007, and Travel
Soccer‟s heavier than expected use of the field. Actual compared to anticipated use:
USER ANTICIPATED USE ACTUAL USE
BRYC Football 7.0% 7.4%
BRYC Recreational Soccer 20.8% 22.8%
BRYC Travel Soccer 17.5% 22.5%
Fairfax Women‟s Soccer 23.6% 18.1%
Northern VA Soccer League 23.0% 26.2%
With the exception of the first few months when the field came into use, BRYC and our
partners used almost all of the available time. The time from 9 to 11 pm on Saturday
nights is the primary exception. Immanuel Christian School was also a significant user
of the field; they had traditionally used Wakefield and use it prior to our permitted time at
4:30 pm. A chart showing monthly usage of the field is attached. Board members are
also welcome to review the detailed monthly field permits showing day-by-day field
allocation; contact Jeff or Marcia.
Fiscal Year 2006 Audit –Kevin Ubelhart with Swart, Lalande & Associates has
requested some additional information from Jeff in order to complete the audit for the
period February 1, 2006 through December 31, 2006 (11 months reflecting the
adjustment in the Club‟s fiscal year). The target remains that the Audit Committee will
meet between now and the first of March to review a draft and that an audit report will
be available for presentation at the March Annual Meeting. The audits for fiscal years
2007 forward should be easier because the information is now being put into
QuickBooks and is more easily traced.
Tax Returns – Jeff reported that there is still some clean-up to do, but the missing tax
returns should be completed next week. Marcia stressed the importance of getting
these submitted ASAP.
Sales Tax Exemption – Jeff said he will complete and submit the application for
Virginia sales tax exemption as soon as the audit is complete.
1099s – All 1099s for 2007 have been sent, according to Jeff.
Allocation of Funds – Jeff stated that he has still not had an opportunity to speak to
Dave Linthicum at Access National Bank regarding concerns raised in September about
Finalization of BRYC Accounting Procedures and Forms – John Schaffstall will
work with Patty Dumas to make sure that the forms are updated and distributed to
Board members. Patty will also prepare and distribute a chart of accounts so that all
sports are consistent in their use in budgeting and when preparing Purchase Orders.
Sport Commissioners need to be sure to identify exactly what is contained in their
deposits so the amounts may be properly credited (e.g., number of player registrations
and dollar amount, amount for uniform purchases, etc.)
Adoption of 2008 Budgets
Football – John Schaffstall presented the Football budget for 2008. Football is raising
the base registration fee to $160 per player and eliminating the fundraising opt-out they
had in the past. There is a discount for early registration. The budget numbers include
both Football and Cheerleading. The Football budget is significantly lower for uniforms
in 2008; they bought the second color jersey for each team last year, and this year they
only have to replace the 150# blue shirts and Anklebiter pants. John S noted that the
amount budgeted for Field Rental is actually for Wakefield Park, so accounts 5150 and
5213 should be combined. The amount budgeted, $20,000, is significantly more than
the approximately $5,000 Football will actually be charged. John S will update the
budget to reflect this, and they may consider a modification in the registration fee given
the actual Wakefield costs. John S said he will send an updated budget to the Board;
and possible changes in fees may be brought before the Board after a decision is made.
A motion to adopt the Football budget for 2008 was made by Jeff, seconded by
Jim Pendergast, and unanimously approved.
Volleyball – Mark Thompson presented the Volleyball budget for 2008 (he made his
presentation at the beginning of the meeting due to a practice conflict). Their
registration is currently at 220 players and he will be cutting it off very soon due to lack
of gym space and coaches. He expects 8 elementary school teams, for which they
have plenty of coaches; 9 to 10 middle school teams, for which they are okay on
coaches; and 4 high school teams, which need coaches. He has budgeted $1,000 to
purchase equipment for Lake Braddock Secondary School in appreciation for being able
to use space at LBSS. They will be buying nicer uniforms for the travel teams which are
durable and reusable for future seasons. Mark has also purchased insurance through
USAV. Volleyball is currently holding preseason clinics. FPYC has only 20 players
registered for spring volleyball; Mark will work their teams into the BRYC rotation
schedule to give them an opportunity to compete against other teams. A motion to
adopt the Football budget for 2008 was made by Jeff, seconded by Jim
Pendergast, and unanimously approved.
Basketball – Jim Watson was not at the meeting to present the budget.
Rugby – A budget was not presented.
Admin and Capital Improvement – Jeff will present these budgets at the March
[Softball – Following the meeting, Jim Pendergast provided a revised 2008 budget for
Softball. This revision reflects a $1,000 contribution toward Rec Soccer‟s renovation of
the Canterbury Woods fields as discussed at the January Board meeting. Jim also
added income and expense account numbers to facilitate tracking. Finally, he updated
the 2007 estimated expenses in order to fulfill the obligation in Section 1.3.4. of the
revised Financial Policy to provide a financial accounting of all income and expenses
within 3 months after the end of the previous fiscal year. A copy of Softball‟s revised
budget for 2008 and actual expenditures for 2007 is attached.]
Unfinished (Old) Business
Update of Financial Policy – Charles Osborn offered to work on developing draft
“Guidelines for Sponsors” to help the Board develop recommendations on what is and is
not acceptable in this area.
Review of Financial Records – Based on previous discussions, the Board concluded
that language pertaining to examination of financial records should be included in the
Club By-Laws. Tom Clemons offered a motion to amend Article VI of the BRYC
By-Laws by adding a Section 6, which would read, “Any Club member may, upon
written request, request a copy of the most current financial report and conduct
an examination of the Club’s financial records at their own expense.” The motion
was seconded by Charles Osborn and approved unanimously. This language will
be presented to the full membership for approval at the March Annual Meeting.
Open Board Positions/Annual Meeting – Marcia reviewed the open Board positions
and stressed the need to fill them with qualified candidates. Board members were
reminded that 20 club members are required to hold the Annual Meeting, and each
Board member was asked to bring at least one other club member to the meeting on
Request from Rec Soccer for Approval of Equipment – Dane Merkel was unable to
attend the meeting due to illness, but asked that the Board consider the following
request from Rec Soccer: “Based on the Financial Policy, revision dated 1/3/08,
Section 3.3.4., I would like to request Board approval for Rec Soccer to use soccer
equipment donated by Dick‟s Sporting Goods. These items contain the Dick‟s Sporting
Goods logo and will require Board approval. I would like the approval to include all
items donated from Dick‟s Sporting Goods: Pinnies, balls, coaches‟ equipment bags,
disks, cones, and dry-erase clipboards. I would also like approval for the donation of
our Boxcart sheds. These sheds may be determined as „equipment‟ and in need of
Board approval. These sheds have a sign with their name and phone number attached.
I request approval for Rec and Travel Soccer to use these sheds. Thanks. Dane.”
Marcia passed around a page from Dane illustrating the items and giving further
After preliminary discussion, the recommendation was made to consider the two
requests separately. The Board generally felt that the sheds did not constitute
advertising but simply bore the name of the supplier. Jim Pendergast made a motion
to approve the use of Boxcart storage sheds by Rec Soccer (2 sheds) and Travel
Soccer (1 shed). The motion was seconded by John Schaffstall and adopted
More concern was expressed by Board members about the use of player and coach
items with advertising on them. It was pointed out that most items one buys have some
type of logos on them, whether it is scorebooks or balls. The information Dane provided
indicated that the goods donated by Dick‟s have a retail value of over $20,000, which is
quite significant. Two major concerns were raised: 1) pinnies worn by players are
essentially part of a uniform, and 2) coaches‟ bags sitting on the sideline at practices
and games are a highly visible part of the equipment; thus, advertising on these items is
inappropriate. The Board was less concerned about the Dick‟s logo being on disks,
cones, clipboards, or whistles, all of which are less visible. Since Dane was not present
to respond to questions, formal Board action on the equipment donated by Dick‟s
Sporting Goods was deferred until the March meeting.
Consideration of Competition Cheerleading as a New BRYC Program – Dwight
Hunt was present at the meeting and asked to address the Board. He would like for
BRYC to start a Competition Cheerleading Program as an extension of the current
Football Cheerleading Program. A document outlining the program was distributed and
is attached to the minutes. Mr. Hunt explained that the Competition Cheer program
would run from early November through early May and essentially serve as a farm team
for the local high schools. He noted that although there are approximately 250 girls
participating in football cheerleading (including 68 with BRYC), the closest competition
cheerleading program offered recreationally is in Chantilly. Private competition
cheerleading is offered through Capital Gymnastics, but it is much more expensive and
requires a great time commitment. This would be a recreational team, teaching basic
fundamental skills and stressing safety. Costs would be kept to a minimum. Mr. Hunt
anticipates that the program would participate in 5 competitions, one at George Mason,
one in Williamsburg, and the remainder in Maryland. The space requirements for the
program would be two nights a week for practice and one weekend slot. Several Board
members expressed a concern about safety, and adequate liability insurance would be
an absolute requirement in addition to safety certification of coaches. There was
discussion about whether this should be a separate program or should be combined
with the current BRYC Football Cheerleading program.
Mr. Hunt would like to start a BRYC program in November. He has individuals in mind
to coach. He would like to start with one team of 6th, 7th, and 8th graders. The Board
asked Mr. Hunt to gather additional information on potential facility space and liability
insurance and report back to the Board.
On a motion made by Jim Pendergast and seconded by Trish Moxie, the meeting
was unanimously adjourned at 10:32 p.m.
Annual Meeting: Thursday, March 6, 2008, 8:00 p.m.
Next Board Meeting: Thursday, March 6, 2008, immediately following the Annual