REGULAR MEETING - BOARD OF DIRECTORS
September 21, 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
Tom Gross DC 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
Anne Thompson Girls North Travel Commissioner
Board Members Jim Bonfils, Bob Maynes, Bill Golden, 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 August 17, 2005, Board meeting minutes. The motion was approved.
TREASURER’S REPORT
There was no report this month. The fiscal year had just ended and not all year end entries have been made. A detailed report will be presented next month.
GOOD OF THE GAME
President Denise Edwards noted a few recent experiences that she shared with the Board. Often hard working volunteers don’t get to see some of the results of their involvement in soccer. Denise shared a few examples of how volunteers touch people in ways they weren’t even aware.
The Fun Fours Tournament, hosted by VA Rush, collects food and funds for the local food bank. When the tournament ended and the collected food was being taken to the food bank, an individual asked if he could help. When it was discovered that the individual was in need himself, a bag of food was donated to him. All those involved in the tournament that weekend helped to feed that man.
In another instance, a scholarship application was submitted for a player. The player had formerly been in foster care, but is now too old for the program. He was taken in by his coach until he finishes high school. That player is able to participate in soccer and has found a home through the efforts of those in the soccer community.
Denise also showed a photograph of a soccer player participating in the TOPSoccer program. The photograph shows a young girl using a walker while kicking a soccer ball. The photo illustrates the positive outcomes of TOPSoccer and will be hung in the State Office.
Denise thanked Board members and all volunteers for their efforts, hard work, and long hours. The things we do in soccer make a difference in others’ lives.
Southeast Recreational Commissioner Ken Halloway reported that he and another member of his club met a former player they had coached. The player thanked them for his experience in soccer. He is now a parent of young children and is coaching himself.
Ken also reported that Chesapeake Soccer club has started a TOPSoccer program with the assistance of VYSA TOPSoccer Chair, Dave Williams. He noted the program needs volunteers and assistance in finding children eligible to participate in the program.
It was asked that clubs with TOPSoccer Programs find a way to reduce fees for their TOPSoccer players. Their families are already financially burdened with healthcare needs and financial assistance could be provided by reducing costs of TOPSoccer participation. The cost to clubs for TOPSoccer players is not as high as it is for players in other programs, and the savings could be passed on to the families.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment A) was distributed. VYSA Administrator Julie Caramanica reminded Board members that Registration fees are due October 1 and asked that they remind their constituents. She noted that access to the online insurance certificates is not given until registration fees are received.
Clubs and leagues are encouraged to keep their directory information current. A hard copy of the directory will be printed one last time before the holidays, but in the future, the directory will be kept on line.
Award nominations will be reviewed and selections made at the next Board meeting. All were encouraged to submit nominations before that meeting.
Planning for the Workshop to be held February 3 - 4, 2006 has begun. Any ideas for workshop sessions should be submitted to the State Office as soon as possible.
TECHNICAL DEPARTMENT REPORT
VYSA Technical Director Gordon Miller reported that there are a few courses scheduled before the end of the calendar year.
Gordon reported that of the last four D license courses, referee instructor Paul Mungra participated in three and referee instructor Chris Mulholland in the other as instructors for the Laws of the Game component. He explained that the Technical Department wanted to bring in an official from the referee community in order to have another professional present in the course. There is only a short time allotted for Laws of the Game instruction, so the referee instructors were asked to focus on the offside rule, fouls, and spirit of the game. Gordon reported that having the officials’ instruction was well received and very productive. Board members spoke in favor of this addition to the D course.
The ODP District Staff training has been completed in all four districts. Training includes classroom and field training. Gordon will attend district training as it takes place around the state. Interdistrict scrimmages will take place the weekends before and after Thanksgiving.
When asked if the State ODP Staff had been selected, Gordon reported that he had about 3/4 of the staff picked. He explained that he likes to bring in new people each year and it takes time to evaluate each new person. He visited the Western ODP district and had a North District Coach attend. He finds interaction of the districts positive for the program.
Gordon reported that he has visited DC Stoddert Soccer League, VA CASL, McLean Youth Soccer and Annandale Boys and Girls Club regarding Club Development. He noted the need to improve technical development of players. He places great emphasis on technical development when visiting clubs.
STATE CUP REPORT
Anne Thompson reported that the weather has been very dry. That is good news in that fields have not closed due to rain. However, two sites, Occoquan Regional Park and Bull Run. have closed because of the drought, requiring rescheduling of State Cup games.
PLANNING RETREAT
The dates of the Planning Retreat are set for Friday evening, January 20th, all day Saturday, January 21st, and Sunday morning, January 22nd, at the Airlie House in Warrenton. Board members were asked to notify the State Office if they thought they might not be able to attend. A contract must be finalized with an accurate number of attendees.
REPORT ON USE OF RESERVE FUNDS
Anne Thompson distributed a report to the Board with information the committee developed. Board members were asked to review the report for discussion at a future meeting.
It was noted that reports for discussion at Board meetings should be distributed prior to the meeting so that Board members can review material before discussion. Or, as was done with this report, distributed at the meeting to be discussed at a future meeting.
ONLINE TRAVEL REGISTRATION SYSTEM UPDATE
President Denise Edwards reported that the online travel registration system is almost complete. She will review the system at a future meeting so that Board members can see how the system works and what is available in the system.
It was asked if the roster could be printed in a larger, easier to read size. Denise explained that if one goes to "view" and then to "text size", a larger text size can be used.
Denise thanked Peggy Borgard for her hard work in making this system successful. Peggy has helped a great deal with testing and endless hours of using the system as each item became available.
ADJUDICATION COMMITTEE REPORT
The Adjudication Committee Report (Attachment B) was distributed.
VICE PRESIDENT’S REPORT
Vice President Ray Greenberg reported that VYSA is looking for a company to do VYSA’s financial audit. Renner and Company, used by NCSL, has submitted a proposal. He distributed copies to Board members.
He also reported he spent a day at the VYSA State Office and met with Julie Caramanica, VYSA State Administrator and Janet Cate, VYSA Accounting Manager. The meeting helped him to become familiar with VYSA’s finances and financial reports and policies.
He noted that he believes the ODP Scholarship policy needs to be reviewed to allow for contingencies. The Finance Committee will review the policy.
Ray also noted that with increasing gas prices and increased federal mileage allowances, VYSA should consider increasing its mileage allowance. A motion was made and seconded to increase the VYSA mileage allowance to 40
