REGULAR MEETING - BOARD OF DIRECTORS
May 18, 2005
The regular meeting of the Board of Directors of the Virginia Youth Soccer Association, Inc., was called to order by President Denise Edwards at the Sheraton Richmond West at 7:05 pm. Board members present were:
Denise Edwards President
Larry Monaco Vice President
Roger Underhill Secretary
Jim Bonfils Treasurer
Brenda Down Registrar
Bob Maynes North Recreational Commissioner
Bill Golden North Recreational Commissioner
Tom Gross DC Recreational Commissioner
Ron Bedwell Central Recreational Commissioner
Ken Halloway Southeast Recreational Commissioner
Ray Greenberg Boys North Travel Commissioner
Tom Halstead Boys Southeast Travel Commissioner
Board members John Singleton, Anne Thompson, and Jane Orem were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), and Peggy Borgard (Regional Registrar).
APPROVAL OF PREVIOUS BOARD MEETING MINUTES
A motion was made and seconded to approve the April 20, 2005 Board meeting minutes. The motion passed.
TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Treasurer Jim Bonfils reported that income from the ODP international trips met expenses.
INVESTMENT COMMITTEE REPORT
Investment Committee Chair Jim Bonfils reported that the Investment Committee met and discussed alternate vehicles in which to invest revenue. Bank holdings are now at very low interest rates. He noted there are short term 7 and 28 day vehicles that have a current rate of 3% to 3 1/4% that will double VYSA’s current interest earnings. The committee plans to ladder the investments so one quarter of the total investment amount can be available if needed without penalty. The committee recommends opening a USB/Payne Weber account with proper controls so that the investment can only be made from our general account and can only be transferred back to that same account.
A motion was made and seconded to open an account with UBS/Payne Weber using appropriate controls so the money can only go to and from VYSA’s general checking account. It was noted there will be no fees associated with this account. The motion passed.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. State Administrator Julie Caramanica reported Spring registration fees are steadily arriving.
Plans for the Kohl’s US Youth Soccer American Cup are well underway. Board members were reminded that the tournament will be held July 16 -17, 2005, at Ben Lomond Park in Manassas. All information is posted on the web site and Board members were asked to contact their constituents to encourage them to participate.
There was some discussion regarding group benefits for VYSA member clubs and leagues in order to help small offices afford benefits for their employees. The State Office will research the topic and report back to the Board with information.
TECHNICAL DIRECTOR’S REPORT
Technical Director Gordon Miller reported that Assistant Technical Director David Linenberger has taken a job at an academy in Minnesota. He will remain through June to honor his commitments to ODP. It was noted that Dave has done a good job in helping move VYSA ahead and he will be missed. Gordon is looking around the country to identify a replacement.
Gordon is working with Coaching Education Director Gary Allen on the evaluation forms which are completed by those attending coaching education courses as a means of guiding and educating the Coaching Education Staff.
USSF is holding B and C License courses at Virginia Wesleyan College June 4 through June 12. There are a large number of F, E, and D courses scheduled through the summer with VYSA. VYSA will host a National Youth License course in Northern Virginia August 19-21 and 26-28.
The Region I ODP Tournament will be held the second weekend in June. ODP is also preparing for District Tryouts late in July and early August. Gordon reported that he plans to have scouting reports and player evaluations on line for use by scouts and coaches. He hopes to make these available to Club Technical Directors in the future.
Meetings were held with Fauquier, Annandale, Valley AFC, Roanoke, Arlington Travel, and Great Falls. The purpose of these meetings is for VYSA’s Technical Director to learn about each club and learn ways in which he can be of assistance to each.
FINANCE COMMITTEE REPORT
The Finance Committee Report (Attachment C) was distributed prior to the meeting. The report shows five committee recommendations that are tied into the proposed budget.
A motion was made and seconded to increase the State Cup entry fee to $225 for each team entering State Cup, beginning with the 2005-2006 seasonal year. The motion was approved.
A motion was made and seconded to abolish the team fee for teams entered in VYSA sanctioned tournaments, effective for tournaments held on or after September 1, 2005. Many complaints have been received regarding this fee and it has become difficult to administer. The motion passed.
A motion was made and seconded to increase the coaching course fee by $5 for each student beginning next fiscal year so the new course fee schedule effective on and after September 1, 2005 be for each of the F Course Modules-$25, E Course-$40, D course-$80 National C Course-$600 and National Youth License Course-$600. One Board member spoke against increasing the fees. He stated that VYSA should continue to subsidize the program at the same level. The recommendation to increase the fees was made by the Technical Director and he noted that VYSA courses are of high quality and that after doing some research, VYSA fees were lower that those in other State Associations across the country.
A motion was made and seconded that the Board of Directors approve a recommendation to the membership that the travel player registration fee be increased to $12.50 per each travel player being registered with VYSA, effective beginning with the 2005-2006 fiscal year. The motion was approved.
A motion was made and seconded that the Board approve a recommendation to the membership, for its approval at the annual membership meeting in June, 2005, the 2005-2006 fiscal year budget proposed by the Finance Committee. The motion was approved.
VYSA AUDIT
It was reported that an engagement letter has not yet been received from Grant Thorton to begin work on the audit of VYSA financial records for the fiscal year ending August 31, 2004.
ODP MANUAL
President Denise Edwards reported that revisions for the ODP manual were submitted, but have not yet been completed.
TEKK ATHLETICS SPONSORSHIP
The Tekk Athletic Sponsorship contract has been signed and sent to Tekk Athletics for signature.
TRAVEL LEAGUE REGISTRATION
A contract has been signed with Youth Leagues USA and work has begun in developing the program. Denise thanked Peggy Borgard, Julie Caramanica, Lisa Wilson and Brenda Down for their work on this project.
Board members asked when the system would be completed. Denise reported that the program should be tested and completed by June 15th. It was noted the contract includes a number of training sessions. Denise explained that the system will be implemented in phases. The first phase will be to have all leagues register, then clubs will register; once clubs are registered teams can submit their information. All adult participants can then be sent to Rapsheets for KidSafe Risk Management background checks by each club. Rec clubs can enter their club officials in the program.
STATE CUP CHANGES
Denise reported that she had spoken with State Cup Chair Anne Thompson before Anne was called out of town on a family emergency. Anne gave her the following recommendations:
U17 through U19 teams must not allow more than twenty-two (22) or less than seven (7) players on their rosters at any given time during the seasonal year
U12 through U16 teams participating in 11v11 format must not allow more than eighteen (18) or less than seven (7) players on their rosters at any given time during the seasonal year
U12 teams participating in 8v8 format must not allow more than fourteen (14) or less than seven (7) players on their rosters at any given time during the seasonal year
U13 through U19 plus U12 teams playing 11v11 format must have a continuity of players between league play and State Cup by maintaining a minimum of nine (9) players common to the rosters of both competitions
U12 teams playing 8v8 format must have a continuity of players between league play and State Cup by maintaining a minimum of seven (7) players common to the rosters of both competitions
U11 teams may not participate in State Cup Competition
A motion was made and seconded to approve those recommendations. It was noted that the continuity of rosters for U12 teams playing 8v8 is subject to any decision made by the Region. There was discussion regarding U11 teams adding U12 players to enable them to participate in State Cup and whether to limit the number of U11 players permitted to be on U12 teams.
The Board agreed to vote on the recommendations as submitted by the State Cup Chair. The recommendations as presented were approved.
MULTIPLE ROSTERING FOR STATE CUP
Denise reported that a question came up regarding the 4 additional players for league play in the U17 and older age group teams using the 22 player roster for State Cup for leagues only allowing 18 player rosters. It was noted that US Youth Soccer Player and Playing Rules require allowing 22 player rosters for U17 and older teams, but State Associations can waive that requirement for non-Cup teams. After a great deal of discussion, the Board took no action regarding multiple rostering.
NOMINATING COMMITTEE REPORT
The Nominating Committee Report for elections to the Board of Directors at the June 18, 2005 AGM was distributed. A mailing will go out the following day that will include this report and the proposed budget plus additional information regarding the AGM.
RESIGNATION OF BOYS CENTRAL TRAVEL COMMISSIONER
Tom Wilson has submitted his resignation from the Board. This position is not up for election until next year. Board members from the Central District were asked to bring recommendations of individuals to fill the position to the Board at the next meeting.
RICHMOND BID FOR NCAA CHAMPIONSHIPS
Richmond Sportsbackers have asked for a letter of endorsement from VYSA in their bid to host the 2006 NCAA Championships. A motion was made and seconded that VYSA provide that letter of endorsement. The motion was approved. Larry Monaco was asked to sit on their committee, but is unable to accept. He suggested that another representative from VYSA sit on the Committee.
VICE PRESIDENT’S REPORT
Vice President Larry Monaco noted that Frederick County was mistakenly omitted from the West Travel Commissioner position section of the VYSA Bylaws when they were amended last year. It was also discovered that the Bylaws show eight counties listed under both West Travel Commissioner and Girls North Travel Commissioner. This occurred last year when the Bylaws were amended to combine Boys and Girls Travel Commissioner in the West. Those 8 counties should have been removed from Girls North Travel Commissioner as part of the amendment, but were not. No action was taken at this time to correct the error.
REGISTRAR’S REPORT
State Registrar Brenda Down reported that she has not completed the Travel Registration Policy. She noted this will be her last Board meeting, but she will continue to work on the registration policy manual and work with Youth Leagues in developing the new travel registration program. She will also continue to serve on the Region I Championships Committee.
SECRETARY’S REPORT
Secretary Roger Underhill reported that Southeastern Virginia Youth Soccer Association (SEVYSA) is renaming their league to Virginia Soccer League Inc. (VSLI). New bylaws are on record at the State Office.
PRESIDENT’S REPORT
President Denise Edwards reported she attended the State Referee Committee Meeting. The SRC has approved using Youth Leagues USA for their registration process. Some changes to the Laws of the Game were discussed at that meeting.
Several referees, Robert Velbis, Brian Starling, Meredith "Moo" Hackett, Will Knause, and Sam Foster, were nominated to National Academies. The Young Referees of the Year will be working at the Virginian Tournament to get experience and evaluations to prepare for the Region I ODP Tournament and Regional Competition.
The next meeting will be in July at the University of Richmond during the referee camp.
GOOD OF THE GAME
US Soccer Foundation will be hosting their 10th Anniversary Dinner in DC on September 15th. Brenda Down and Peggy Borgard have volunteered to help with the event. Special guests will include Prince Albert of Monaco and President Bush. It was suggested that VYSA purchase tickets.
Ray Greenberg reported that NCSL passed the 8v8 format for U11 play beginning in the Fall. The league will sign a contract with Positive Coaching Alliance and require all U11 through U14 coaches to attend one session in the next year.
Denise Edwards noted that Larry Monaco has decided not to run again for the VYSA Board. She thanked him for all the help he has given in the past years.
There being no further business, the meeting was adjourned at 9:47 pm.
Prepared by
Julie Caramanica
VYSA Administrator
Next Board Meeting is June 18, 2005 at the Sheraton West in Richmond immediately following the VYSA Annual General Meeting at 10:00 am.
