Rick Thoesen called the meeting to order at 7:10 pm. The Board met in the offices of the Herndon Regional Chamber of Commerce in the Old Town Hall. The Board Members present were:
- Alicia Amico, Chief Commissioner, HOYCheerleading
- Wendy Booma, HOYBaseball
- John DeYoung, Herndon-Reston Lacrosse
- Ann Duffey, Executive Administrator
- Jasmine Faubert, Director
- Debbie Hill, Director
- Susan Michaely, HOYBasketball
- Roger Moss, Secretary/Treasurer
- Terry Petty, HOYFootball
- Rick Thoesen, President
Introduction of Ann Duffey
Rick Thoesen introduced Ann Duffey as the new Executive Administrator for HOC. Ann was hired as the first employee of the HOC since our founding via electronic vote of the Board of Directors.
Approval of Club Budget
HOC 2009-2010 Budget was presented by Roger Moss, Secretary/Treasurer. There was discussion regarding the potential shortfall. Board agreed to create an additional fundraiser to help offset the shortfall. A Casino Night and a Limited Raffle were discussed.
Motion – Jasmine Faubert made a motion to approve the HOC 2009-2010. All Board Members present approved.
Approval of Sports Budgets
Basketball It is hereby entered into the minutes that the Haley Smith Basketball 2009-2010 Budget was approved by 6 e-mail votes.
Lacrosse It was decided that further discussion was required before the Herndon-Reston Lacrosse 2009-2010 Budget could be approved. Rick Thoesen will discuss the Board's concerns with Lou Peterson in order to facilitate approval via future electronic voting by the Board.
Babe Ruth Baseball A motion was made by John De Young that the Herndon—Reston Babe Ruth Baseball 2009-2010 Budget be approved contingent on the cost of constructing batting cages at Stratton Woods being deducted from the Babe Ruth Baseball Capital Fund. The cost of said construction is estimated at $16,000. All Board Members present approved the motion with the contingency.
Cal Ripken Baseball It was decided that further discussion was required before the Cal Ripken Baseball 2009-2010 Budget could be approved. Wendy Booma will communicate the Board's questions to Shawn Boynton and will re-submit the budget for approval via electronic voting by the Board.
November General Membership Meeting
It was discussed that our next General Membership Meeting should be scheduled for November. The theme of the meeting should be "Getting Traction in 2010". It was agreed that Rick Thoesen should prepare a presentation on HOC’s Civic Programs with the hopes of boosting the activity level of all HOC members—"Implore Members to Get Involved."
Date, time and location to be determined based on availability. [Note: subsequent to the Board Meeting the President selected November 18th as the General Membership Meeting date, with a start time of 6:30 pm. The meeting will be held at Herndon Centennial Golf Course Clubhouse and catered by JJ's Deli.]
HOC Civic Programs for 2010
The following Civic Programs were discussed by the Board with the objective of providing focus to ensure successful programs:
- Essay Contest—It was agreed that this program would be unavailable in 2010.
- Oratorical Contest—It was discussed that only St. Joseph school participates. It was agreed that this program would be unavailable in 2010 but should be revived in 2011.
- Environmental Stewardship—It was agreed that this program should be launched in 2010 and its budget should be limited to the funds already allotted to the Oratorical Contest, roughly $400. Jasmine Faubert will prepare a summary. We will be looking for a Chair.
- Christmas Party—It was agreed that the party will be held this year. Date, time and location to be determined.
- Herndon Festival—It was agreed that HOC and HOYF will continue to manage the Festival booth and Marshalls.
- Sports Banquet—It was agreed that the 2009 Sports Banquet was repetitive of award presentations already in place and should not be repeated this year. Wendy Booma suggested we create 2 HOYS Sports Dinners. One would be a spaghetti Dinner held in February or March and the second would be a barbecue in the summer months. Both could potentially be fundraisers if we include a raffle.
- Partners in Education—It was agreed that we should boost our involvement in the education community. We would like each school to nominate 1 or 2 members of their faculty and staff to be recognized for their contributions. These awards would be presented at a separate event in the spring.
- All-Night Graduation Party—It was agreed that HOC will continue to sponsor this program. We will be looking for a Chair.
- Homecoming Parade—It was agreed that HOYS will file one application in 2010 and encourage all sports to participate, not just fall sports. Ann Duffey will file the application.
- Police Appreciation Activity—It was agreed that HOC will continue to be involved in a program to recognize the contributions of law enforcement but will add an education and sports segment. HOC will host their own event in 2010.
Strategic Initiatives
After discussion, the following 2009-2010 Action Plan with initiatives was approved unanimously:
Optimist Club of Herndon
Action Plan for 2009-2010
{Approved by the Board October 28, 2009}
Mission: Develop Optimism as a philosophy of life; promote good government; respect for law; promote patriotism; aid and encourage the development of youth; serve the community.
Vision: Provide positive influence and growth opportunities for the youth of greater Herndon; be recognized as the "Friend of Youth" service club in our community; and engage a committed volunteer work force.
Values: Integrity, service, respectfulness, and honor to God and Country
Initiatives
Obtain 501(c) (3) Status for the Club; a critical element for successful sponsorship and fund raising [Priority 1]
Improve On-line Registration Services for Youth Sports Leagues; to include timely, up-to-date information and player privacy while meeting electronic file exchange requirements of Fairfax County Community and Recreation Services [Priority 1]
Increase Club Membership to become the largest Club in Virginia and expand our "Friend of Youth" services [Priority 2]
Centralize Fund Raising activities across the Youth Sports Leagues to enhance effectiveness and increase sponsorship revenues and benefits for all leagues [Priority 2]
Survey the Need for Consolidating Youth Sports Leagues Storage to a central facility able to meet the needs of all leagues [Priority 3]
Survey the Need to Organize Youth Sports Leagues under the Positive Coaching Alliance [Priority 3]
New Business
Meetings The Board agreed to hold full Board Meetings on the third Wednesday of each month. Some meetings will be limited to the Executive Committee depending on the agenda. General Membership Meetings will be held on the fourth Wednesday of each month.
Board Policy Rick Thoesen presented Topical Areas for Board Policy with the objective of having this Board focus on policy and financial management issues and the Executive Committee focus on day-to-day management issues. Rick also recommended these policies be developed by the Executive Committee and ratified by the full Board.
Herndon Police Department Valor Awards John De Young made a motion that HOC make a $500 donation to the Town of Herndon Police Department’s Valor Awards. The motion was approved. Rick Thoesen represented HOC at the Valor Awards held on October 29, 2009.
Life Membership Rick Thoesen made a motion that Lou Peterson and Bob Rhyne be awarded Life Memberships by HOC. The motion was approved unanimously.
Youth Appreciation Week The Herndon Town Council has named the week of November 8, 2009 Youth Appreciation Week. The Town has announced that the Town Council will recognize HOC and its many contributions to the Town's youth during a Town Council Meeting on November 10, 2009. It was agreed that Rick Thoesen will represent HOC at this event.
Sports Treasurer It was agreed that Rogers Harrison shall turn all financial records over to Ann Duffey, the new Executive Administrator, no later than December 15, 2009.
New Business for Next Board Meeting
No new business was stated.
The meeting adjourned at approximately 10:10 pm.