REGULAR MEETING - BOARD OF DIRECTORS
August 17, 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 7:10 pm. Board members present were:
Denise Edwards President
Ray Greenberg Vice President
Roger Underhill Secretary
Jim Bonfils Treasurer
Bob Maynes North Recreational Commissioner
Bill Golden North Recreational Commissioner
Ron Bedwell Central Recreational Commissioner
Ken Halloway Southeast Recreational Commissioner
John Singleton West Recreational and Travel Commissioner
Debi Honaker Boys North Travel Commissioner
Monica Hall Boys Central Travel Commissioner
Board Members Tom Gross, Tom Halstead, 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 MINUTES
A motion was made and seconded to approve the July 20, 2005 Board meeting minutes. Page 4 was corrected to show the correct spelling of Grant Thornton. The motion was approved.
TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Treasurer Jim Bonfils reported that the Petty Cash account had been increased this past month for ODP District tryouts and is now returned to its regular amount. Registration figures were greater than 100% of the budget for this seasonal year. Everything in the ODP district tryout finances is in order. Coaching Education revenue and income are low, but much of the paperwork for recent courses has not yet been completed.
It was noted that ODP is a large portion of the overall VYSA budget and asked why income and expenses were less than budgeted. Jim explained that a large portion of the ODP budget income and expense comes at the end of the fiscal year and is not yet reflected in this current report.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. State Administrator Julie Caramanica reported that approval for April through August Board meeting dates is still needed. The Board approved the following dates:
April Wednesday, April 26 Sheraton Richmond West 7:00 pm
May Wednesday, May 17 Sheraton Richmond West 7:00 pm
June VYSA AGM Saturday, June 17 Sheraton Richmond West 10:00 am
July Wednesday, July 19 Sheraton Richmond West 7:00 pm
August Wednesday, August 16 Sheraton Richmond West 7:00 pm
Julie also reported that many State Cup applications are still arriving at the State Office. She expects a large number of entries this Fall.
TECHNICAL DIRECTOR’S REPORT
Technical Director Gordon Miller reported that there are three D course, five E courses and ten F courses still to be completed this month. The National Youth License course in Northern Virginia will begin this coming weekend. There are 33 candidates enrolled in that course.
The Coaching Education Department is trying to use another professional along with the Coaching Education instructors for the D courses. Paul Mungra, the State Director of Referee Instruction, will assist in the Laws of the Game component of the D license courses.
ODP district tryouts have just been completed. Selections are posted to the VYSA web site. District staff selections have been made. Two of the district staff training sessions have been completed and the two other sessions are scheduled.
Gordon was asked what provisions have been made for players who missed tryouts. Gordon told the Board that tryout requests are sent to the appropriate district head coach and to scouts. Every effort is made to see those players and those players may be invited to two district training sessions. A decision is then made whether or not to add them to the district age group pool.
Gordon was asked if the search for an Assistant Technical Director was going well. Gordon reported he is currently talking to an individual regarding the position.
BOARD PLANNING RETREAT
The retreat is tentatively scheduled for the third weekend in January at Airlie House. Jim Bonfils has volunteered to help find a facilitator.
REGISTRATION MANUAL
President Denise Edwards reported that she plans to get together with Secretary Roger Underhill and Julie and Lisa from the office staff to update the registration manual.
USSF FOUNDATION DINNER
President Denise Edwards asked Board members interested in attending the Foundation Dinner to contact her as soon as possible.
TRYOUTS FOR YOUNGEST PLAYERS
It was reported that a club in Northern Virginia is holding tryouts for U8 players in preparation for U9 travel the following seasonal year. It is understood that the selected U8 team will play in their regular U8 recreation league. There was concern that this practice is not good for either the selected team/players or the teams/players against whom that team will be competing. The Board discussed National rules regarding the definitions of Recreational Teams, Recreational All Star Teams and Tournaments with regard to tryouts.
It was suggested that Recreational Commissioners draft a friendly memo explaining why this practice is not recommended. It was also suggested that Recreational Commissioners, along with the Technical Director, meet with those in the club. A motion was made and seconded that VYSA adopt the recommended National definitions regarding tryouts, dropping the word "recommended". Board members discussed the issue further; it was agreed that mandating the recommended definitions may not accomplish what the Board hoped to. The Board voted and the motion failed. The Board agreed to discuss the matter further at the January retreat and it was again suggested the Rec Commissioners meet with the club’s Board.
APPOMATTOX WAIVER REQUEST
Secretary Roger Underhill reported that Appomattox Soccer Association requested that, due to limited competition at the U10 through U18 girls and boys age groups, they be permitted to compete for the Fall 2005 season with area recreation clubs that are not VYSA members. A motion was made and seconded to approve the request. The motion passed. Appomattox will be asked to provide contacts for those clubs so VYSA may contact them to consider membership.
PRESIDENT’S REPORT
President Denise Edwards reported the on-line travel registration system seems to be working well. Programming is on going. Features for freezing State Cup rosters will be complete by the State Cup freeze date.
A letter will go out to all Travel Leagues and Clubs with travel teams regarding procedures for background checks.
GOOD OF THE GAME
It was reported that many teams may be struggling to meet the deadline for submission of State Cup applications due to the new registration program and difficulty completing rosters. The Board considered whether to extend the deadline. A motion was made and seconded to extend the State Cup application date to Monday, August 22nd at 4:00 pm at the State Office. The motion was approved.
The Board went into executive session. When the Board returned from executive session, there being no further business, the meeting was adjourned at 8:55 pm.
Prepared by
Julie Caramanica
VYSA Administrator
