DCCA Monthly Board Meeting
Thursday, March 19, 2020
Virtual via ZOOM due to Social Distancing Recommendations of CDC
Scheduled 7:00pm EST
Members in Attendance
Rhiannon Salsman, President
Vetra Evans, Vice President
Jack Speakman, Treasurer - Left Virtual Meeting at 9:53pm
Molly Lingo, Secretary- Not in attendance, Bereavement
Chelsea Thompson, Final Term Board Member
Kenneka Ceasar, Final Term Board Member
Andrea Caswell, Initial Term Board Member
Lashanna Flynn, Initial Term Board Member
Secretary Report (Molly)
Since Molly is not able to make the meeting please take a moment to review the minutes online and bring any concerns to her for correction.
A vote was not made as Molly was not able to present.
Chelsea will be notating meeting minutes for Molly
We will be recording the meeting so that we can get the minutes from it to distribute to our membership.
Treasury Report (Jack)
3 first place trophies need to be ordered for Fly High as we did not have enough trophies for teams due to late registrations, picking them up and being brought to Jack
Trophies have been acquired and available as soon as the social distancing is relaxed.
Account update to have 1 other board on account for more transparency
Submitted a state’s income statement
o Income Total: $44,727
o Expenses: $19,381
o Total Profit: $25,346
Above is a Preliminary Report
o Will change due to use of facility and custodial staff not being paid yet
Account Report:
o Detailed account status - Does not have
o Year to date bank drafts - Does not have
o Income Statement & Balance Sheet - Does not have
o Will have at next meeting - for every month of the fiscal year
States Initial Report and Recommendations
Feedback from all perspectives
Rhiannon: Felt like it ran smoothly, more than enough volunteers, only 2 extra shirts
Registration Process-
Leak of initial schedule
o A few teams were allowed to register late and this created confusion and details to be lost for vendors and coaches
o Look into making a cutoff deadline to stop the confusion
o Also look into an online registration form as well
New Game Day Format
New format went well, but look at timing format due to practice mat communication
-Went well, however the timing needs to be looked at for next year, as the judging was able to advance but the practice area was not ready, and the practice room/load door was not communicating the back up.
Judges were rushing them through and competition was running ahead
Review Process Only should be able to argue deductions or score ranges
o Look into just showing ranges and deductions but no full score sheets
o Look into providing more privacy for score review
▪ Suggest a table roped off behind judges for a more secure and private review of the details…not at side
Judging:
o Tiny novice was judged on stunts at qualifiers but not at States, should not have been judged at Qualifiers, with new judging training we should see more consistency with judging
Scheduling of first session to second session the overlap was not accounted for and we had no holding areas for the cross over
Next Year:
No teams switching times, no one allowed to warmup more than the allotted time unless approved by board
Many teams would like a bigger venue with bigger reward, some teams are interested in banners rather than trophies, others want national level rewards for first place like jackets
Look into making a grand champion for each session by percentage of perfection
Judges training to make the competition more consistent
Communication
Many complaints about not knowing details
Working on better communication for members, more communication…the better
Some suggestions: Registration, Membership, Confirmation
Email membership minutes out after each meeting
Uploading meeting minutes onto Facebook group under files after each monthly board meeting
Send email to request the DCCA Facebook group to get quicker information out to members
Qualifier Scheduling
New Application Deadlines
o Date Change Proposal: Qualifier Registration due by April 30, Membership meeting to follow
Communication
o Getting feedback after each qualifier to help better choose qualifiers for the following year- Chelsea will complete qualifier survey
o Qualifier Meeting held to communicate all information after qualifiers are chosen
Approval Process:
o Google Form so we see timestamp and can set deadlines
o Any changes after chosen must be approved and submitted
Informal Vote: 5 Qualifiers & 1 State Championship - Everyone voted in agreement
Have a representative at each qualifier to ensure it is running smoothly
States Tentative Date: March 6th
Victory Athletics to do competition on March 13th noted by Andrea
Judging Panel Training
Solidify Date June 28th Tentative about 4 hours
o All-Star conference in New Orleans June 26
Planning- LaShanna
Who- Sarah & Sean will instruct, anyone who is interested in judging for qualifiers, contact qualifier host to let them know that tier judges need to be DCCA qualified
What- Train all who are interested in judging in DE
Why- to provide competent and consistent judging to qualifiers and the state championships
Where- Andrea will look into conference room at Hampton Inn and
Home2Suites (A parent at her program owns those hotels)
When- June 28th Tentative about 4 hours
How-
How much- $50 per hour for 4 hours
Must provide scoresheets, access to projector, hotels, and rubrics.
Reinstating Committees
It has been suggested to reinstating committees for DCCA
Rules & Regs/Rubric/Scoresheets- Molly
Coaches Conference- Jean has asked to run this; however we need a board to be in charge…any takers?
Chelsea willing to be board member in charge
o Andrea suggests better speakers
o Tentative Date needed
Training- AACCA, First Aid, Concussion, AED
o Rhiannon, LaShanna, & Chelsea would like to be a part of
o Survey about coaches training wanted
o LaShanna wants DCCA to invest and distribute training booklets
o Amy interested in holding CPR First Aid training again
o Possibly hold these at coach’s conference to entice more participation
Scholarship - Vetra will head
Bylaws- Lashanna
States- Molly
Judging- Lashanna
Coach of the Year- Vetra
o All Star says they never saw the form, the form is on webpage, reminder email was sent, and was discussed and distributed to current members as of last General membership meeting
Vendors for Events- Kennika
Bylaws
Initial presentation with Dianne
Board read & recommendation
Vote to distribute to membership
Andrea suggests providing members with a copy that shows both original and proposed changes so they can see both
LaShanna makes a motion to accept the new bylaws with revisions of Roberts Rules of Order, and Bylaw review and revision timelines
Chelsea seconded it, all in favor Vetra, Chelsea, LaShanna, Kennika, Andrea, Jack (6-0)
Andrea posed concerns of changing fiscal dates and the responsibility of executive board with the change
—> Jack left meeting at 9:53pm
Rebranding of DCCA
Members are concerned as to where DCCA is going as we are not moving with the times/change, stuck on what has always been done
Other group has been having meetings and conversations to discuss changes that they would like to see
Main concerns stem around the finances and communication
Jack could not comment because he left the meeting early
We have addressed communication, as Lashanna is going to get correspondence out to our members
One of the quotes for this group, “please plan a virtual meeting so we can plan for next season and prepare the rebranding process”
Maybe Andrea can fill us in on the rest
Andrea Concerns
Concerns that communication is not being given to her.
o Was confirmed that she has been a part of all of the text/email communications and she has been responding
Attempting to grow the organization and relaying messages that are being brought to her by other coaches
o It was pointed out that the perspective is that she is attempting to disassemble DCCA with the way she is conveying messages
Question about why Andrea was considered to be removed from the board, current bylaws state that if miss 2 meetings should be removed from board, but was not because one of the 2 missed was due to a time cage that all board members agreed on
Next General Membership Meeting
Date May 17
Time: 1pm
Location: depending on CDC recommendation may have to do virtual meeting
Topics
o Bylaws updated- Membership Vote
o Date Changes
Judging Training- who what when where why how
Communication
Committees- Reenlisting Committees so that members can get more involved
Nominations for positions please get involved (President, Secretary, 2 Board Positions)
Social Media Concerns vs. Meeting with Board to resolve issues
Next Board Membership Meeting
April 14th
In Person - 6pm, If Virtual - 7pm
Location, depending on CDC recommendation may have to do virtual meeting
Meeting Ended: 11:06pmDate
