REGULAR MEETING - BOARD OF DIRECTORS
July 20, 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 7:12 pm. Board members present were:
Denise Edwards President
Jim Bonfils Treasurer
Bob Maynes North Recreational Commissioner
Bill Golden North Recreational Commissioner
Tom Gross DC Recreational Commissioner
Ken Halloway Southeast Recreational Commissioner
Debi Honaker Boys North Travel Commissioner
Monica Hall Boys Central Travel Commissioner
Tom Halstead Boys Southeast Travel Commissioner
Anne Thompson Girls North Travel Commissioner
Jane Orem Girls South Travel Commissioner
Board Members Ray Greenberg, Roger Underhill, Ron Bedwell, and John Singleton were excused. Also present were Julie Caramanica (VYSA Administrator), Lisa Wilson (VYSA Program Administrator), Peggy Borgard (Regional Registrar), and Christie Bernas (SYRC) .
APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the June 18, 2005 Board meeting minutes. The motion was approved.
President Denise Edwards welcomed new Board members. Monica Hall, the new Boys Central Travel Commissioner, was introduced to Board members.
TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Treasurer Jim Bonfils reported that he is continuing to track revenue and expenses. Expenses are running behind budget and Revenue is running ahead of budget; therefore, VYSA is still on track to run a surplus this year.
Jim also reported that the 990 tax return has been filed. VYSA is a 501(c)3 corporation so does not pay taxes.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s report (Attachment B) was distributed. State Administrator Julie Caramanica reported that Alexandra Hallas-Button, this year’s VYSA and Region I Young Female Referee of the Year, was selected as the US Youth Soccer Young Female referee of the Year.
The Kohl’s American Cup, held at Ben Lomond Park, was a success. Approximately 70 teams participated. A great deal of positive feedback was received. Special thanks go to Lisa Wilson and the VYSA staff plus the Prince William Park Authority for their help in putting on the event.
FUTURE BOARD MEETING DATES
The Board discussed future board meeting dates. Meetings will continue to be held the third Wednesday of each month. The meetings dates approved through March are as follows:
August Wednesday, Aug 17 Sheraton Richmond West 7:00 pm
September Wednesday, Sept 21 Sheraton Richmond West 7:00 pm
October Thursday, Oct 20 Sheraton Richmond West 7:00 pm
November Wednesday, Nov 16 Sheraton Richmond West 7:00 pm
December Saturday, Dec 3 Sheraton Richmond West 6:00 pm
Holiday Party Immediately Following
January Wednesday, Jan 18 Sheraton Richmond West 7:00 pm
February Friday, Feb 3 VYSA Workshop (No Board Meeting)
Saturday, Feb 4 Richmond Centre/Richmond Marriott
February Wednesday, Feb 15 Sheraton Richmond West 7:00 pm
March Wednesday, Mar 15 Sheraton Richmond West 7:00 pm
REGION I HOST COMMITTEE REPORT
A report (Attachment C) from the Region I Host Committee was distributed.
TRAVEL LEAGUE REGISTRATION UPDATE
President Denise Edwards reported that all phases of the program are now posted on the web site. All leagues have registered their league information as required. It has been a difficult task to accomplish in such a short time, but overall everything is going well. Denise thanked all those who have worked so hard to complete the work so quickly.
STATE CUP
State Cup Director Anne Thompson reported that she is working on updating State Cup rules to include recent changes approved by the Board. Major changes include: No teams may play up an age group (no U11 teams may participate in Cup); rules regarding roster sizes for teams using a 22 player roster; and rules for U12 teams playing 8v8.
The Board discussed assisting Hampton Roads Soccer Complex in purchasing benches for the remainder of its fields. Denise Edwards turned the meeting over to Treasurer, Jim Bonfils, and left the room during the discussion. Board members agreed that VYSA would like to show thanks to HRSC for all the help in providing fields for State Cup, ODP, and most recently the Region I Championships by donating the benches. A motion was made and seconded to donate up to $6000 to HRSC for two team benches for each of their remaining seven fields. It was again noted that Hampton Roads Soccer Complex continues to support all VYSA programs activities including hosting the Regional Championships for two years. It was suggested that half come from Good of the Game and the other half from the State Cup budget. The motion was approved.
The Board discussed making a contribution to the Reston U19 team that advanced to National Championships to help them with travel expenses to Orlando. A motion was made and seconded to approve a $2000 donation to the U19 Reston team. The motion was approved.
LONG TERM PLANNING COMMITTEE
The Board discussed holding another retreat at Airlie House some time in January. A motion was made and seconded to hold a planning retreat in January. The motion was approved.
SMALL SIDED GAMES
The Board discussed concern that some clubs may still not be in compliance with the small sided games policy. Many were still not this past Spring particularly those clubs still using goalkeepers at the youngest age groups. All clubs should be in compliance this Fall.
It was suggested that a notice go out as a separate mailing to all VYSA members stating the small sided games requirements, and highlighting that no goalkeepers be used at the U6, U7, and U8 age groups. It was suggested that this notice be posted on the web site as well.
There was further discussion that VYSA mandate the "strongly recommended" numbers for small sided games. Many Board members noted that most VYSA members were complying and many are already using the strongly recommended numbers, therefore a mandate is unnecessary. A motion was made and seconded that a letter be sent to all VYSA members by the President, on behalf of the Board, outlining the current rules on small sided game compliance. The letter should include thanks to those already in compliance and offer assistance for those having difficulty. The motion was approved.
REGISTRATION
Denise Edwards reported that new registration manuals need to be written to include the changes to VYSA policies and procedures. She reported that she, Secretary Roger Underhill, State Administrator Julie Caramanica and Registration Program Administrator Lisa Wilson will meet in August to begin revising the manual.
AUDIT
Grant Thornton has been in touch with the State Office and does not appear to be able to do the audit at the cost VYSA has budgeted. Research on other companies will be done and recommendations will be brought to the Board.
GOOD OF THE GAME
Bob Maynes announced that McLean Youth Soccer will host an Ability Camp soccer program for disabled youth athletes on Thursday, September 29th, from 5:30 pm to 8:00 pm. Jay Hoffman, John McCollough and others involved with Paralympics will make appearances at the camp. He asked that notice of this event be posted on the web site and sent with the minutes.
The Board went into executive session. When the Board returned from executive session, there being no further business, the meeting was adjourned at 8:34 pm.
Prepared by
Julie Caramanica
VYSA Administrator
