CMSA Board of Directors Meeting – May 2025

May 7:00 PM – 9:25 PM CT 2025

Cumin Restaurant

Attendees

• Ed Hayes
• Chris Mackoul
• Ladimer Geake
• Shay Wilkerson
• Melissa Weaver
• Bill Barrett 
• Koplan Nwabuoko 
• Also present:  Matt Switzer

Minutes

1. The board voted without dissent to dispense in the future with the formal approval of the Agenda.
2. Chris Mackoul formally announced his retirement from the board effective June 12, 2025.  The board discusses the following matters that Chris is presently working on:
   1. Use of school facilities – referred to Matt Switzer.
   2. Partnership w Bears and Pride Parade – Koplan will assume responsibility.  Per Chris, last year the relationship with the Bears was a net money loser to CMSA.  Chris recently sent a proposal to the Bears for this year.  The reply, when received, will be forwarded to Koplan. 
   3. Chicago Fire/Pride on the Pitch.  Chris will pass his duties to Adam, Soccer Commissioner.
   4. Mental health resources for members.  The board discusses several options, including:  (i) offering counseling that CMSA would pay for; (ii) providing guidance as to counseling provided by other organizations; (iii) making a donation to an organization that offers free counseling; and (iv) training commissioners on what to be aware of when dealing with people who might benefit from counseling.  Several board members expressed concern about CMSA paying for actual services as that may be beyond the scope of its mission, expertise, and insurance coverage.  Matt will follow up on options and report back. 
3. The board approved without dissent (Chris abstaining) a resolution thanking Chris for his contribution to the CMSA.  The board decided not to replace Chris because of the nearness of the elections.  
4. For the President’s Report, Koplan reminded everyone that discussions among board members on CMSA business should be kept confidential.  The membership should be informed of decisions through the organization’s normal media and communications outlets.  
5. Kevin Dietz had previously presented the Treasurer’s Report.   The Report was approved without dissent. 
   1. The Agenda item “Expense Report Process and Timeline/create protocol” was carried to the next meeting.  
6. For the Secretary’s Report:
   1. Bill presented the minutes of the April meeting which were approved without dissent.
   2. Bill presented two proposed amendments to the Bylaws.  The Board was generally in agreement with the amendments, but asked Bill to check (with Kevin?)  if the existing Bylaws had been submitted to the insurance carrier at any time.  Accordingly, Bill’s motion to approve the amendments was tabled to the next meeting. 
   3. Ed promised to post the current minutes, updated to reflect the amendment approved by the membership in July 2024, to the website.
   4. Bill reported on the timetable of the upcoming elections.
7. Vice President of Athletics Report.  
   1. Matt reported that 85% of permits have been obtained. Chris noted that the current contract with the Park District expires at the end of 2025.
   2. Chris reported that liaisons are in place for all summer sports.
   3. Melissa reported that the Park District has done some things to improve the fields, but the field are not yet in good condition.    
8.  Vice President of Operations Report.  
   1. Ed will continue managing the website and social media through the current board year.
   2. Ed raised whether CMSA should continue an affiliation with organizations that sponsor their own events or league, such as Pride Bowl, Pride on the Pitch, and eSports.  Ed noted that CMSA incurs expense (storage), and its officers incur time (registration, conduct complaints) on these events but it receives no compensation, and may potentially have liability.  Kevin will be asked to provide information on out-of-pockets costs to CMSA.  Discussion continued to the next meeting.      
   3. The discussion on Google Search Performance was continued to the next meeting. 
9. Events Committee.  Ed presented updated information on rsvps.  There was a discussion on the following:  cap on number of attendees; price for former members; admission of non-members; charge to non or late rsvpers.  It was agreed that all members should be admitted without charge, subject only to a cap on total attendance.  It was agreed that Ed and Koplan can together resolve any issues that arise before the event without having to solicit input or approval from the full board.
10. Conduct Committee.  
    1. There was a discussion on the most recent correspondence received from a former e-sports player, to which Bill recommended that CMSA not respond.  
    2. Matt reported that there have been no new complaints since January 2025.
    3. Koplan summarized his resolution of the complaint concerning a former officer of the organization.  The board concurred that no further investigation of the matter was appropriate or warranted.  
11. Marketing Committee
    1. Lad reported that he has picked up the swag that was ordered.  Lad will talk with Shay re making commissioners aware of swag.  
    2. Lad presented the submissions for the design of a t-shirt.  The board voted without dissent to present all of the submissions, via social media, to the full membership for comments.  Lad will report back with the results.   
12. Travel Committee.  Chris reported that there is nothing to report.  Commissioners of sports that have travel teams have been made aware of procedures and requirements.  
13. League/Commissioner issues 
    1. Melissa raised whether there should be a cap on, or guidelines for, amounts paid to Commissioners.  The board generally agreed that there should be guidelines but Bill expressed concern with guidelines that were too limiting.  Bill will follow up with Kevin on a report he previously prepared of amounts paid to Commissioners.  We will try to get data that also identifies amounts paid to non-member contractors for helping with day-of-game work.  The discussion was continued to the next meeting.
    2. The board revisited the open issue of whether team fees should be allowed to facilitate raising money from sponsors.  Melissa spoke in favor of allowing team fees, at least as an option.  Ed spoke against a requirement that all leagues revert to using team fees.  Bill offered to present options for the next board meeting.  
14. Naming convention for divisions.  Matt had sent out BSA & CoH proposal.  Discussion on the proposal was continued to the next meeting to allow board members time to review the proposal.   
15. Next meeting June __ , 2025, 7 pm
16. Adjournment: 9:25