PLEASE NOTE: This VYSA mailing is being sent to each members’ Chief Executive Officer presently on file at the State Office unless another individual has been designated to the State Administrator, Julie Caramanica. IT IS THE RESPONSIBILITY OF EACH INDIVIDUAL RECEIVING THIS MAILING TO DISTRIBUTE TO ALL APPROPRIATE OFFICIALS OF THEIR CLUB OR LEAGUE.

REGULAR MEETING - BOARD OF DIRECTORS
May 16, 2007

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 7:30 pm. Board members present were:

Denise Edwards President
Ray Greenberg Vice President
Bob Maynes North Recreational Commissioner #1
Steve Bender North Recreational Commissioner #2
John Singleton West Recreational Commissioner
Lorelle Myer #1 VCCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
John Singleton #4 BRCL Travel Commissioner
Paul O’Connell #5 ODSL Travel Commissioner
Debi Honaker #6 NCSL Travel Commissioner

Board Members Roger Underhill, Jim Bonfils, Tom Gross, and Matt Hinson were excused. Also present was Gordon Miller (VYSA State Technical Director/ODP Chair).

MOMENT OF SILENCE
The Board observed a moment of silence for the young player that was killed in a tragic accident during a scrimmage this past week. Hayden Barnes Ellias was killed during a soccer scrimmage on May 7th. ODSL Travel Commissioner Paul O’Connell, along with ODSL President Dave Milne, attended the funeral. The services were attended by many young soccer players in their uniforms. The family expressed appreciation for the outpouring of support by the soccer community. VYSA’s sympathies go out to his family and team. A memorial fund has been set up. Details are posted on the VYSA web site. A motion was made and seconded that VYSA make a donation of $1000 to the memorial fund set up in this player’s name. The motion passed.
GOAL SAFETY
There was discussion regarding the great need for those involved in soccer to take special care in securing goals and stressing the dangers of not anchoring goals. Paul O’Connell agreed to develop a Goal Safety Program to be distributed to all VYSA members. It was suggested that the program be named after this young player. It was noted that NCSL has a segment on its web site on goal safety and that there are many goal safety documents available. There was another recommendation that the process be emphasized through the referee certification process. It was agreed that parents, coaches, and referees all play a part in goal safety.

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the April 18, 2007, Board meeting minutes. One correction was made; the State Administrators Report should read, “VYSA Sanctioned Tournaments”, not Teams, “are not permitted to use information on rosters”. The motion to approve the minutes as corrected was approved.

TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Clubs and leagues were reminded that Spring registration fees and data are now past due.

September is Youth Soccer Month. Clubs and leagues are asked to become involved and help promote Youth Soccer Month.

Kohl’s American Cup will be held June 23 and 24 at Ben Lomond Park in Manassas. Teams wishing to participate should contact the State Office or apply on line through the VYSA web site.

Many Board members prefer hard copies of the directory. Copies of updated directories will be distributed to Board and Committees next month.

TECHNICAL DIRECTOR’S REPORT
Gordon Miller, VYSA Technical Director, reported that Dr. Dan Friegang attended the trip to Germany with the ODP teams as team psychologist. Gordon distributed to each Board member a copy of the booklet given to the players for that trip. Players were asked to use this booklet as a diary of their experiences during the trip. Presentations were done with the players and lessons were given on imagery, anxieties, and coping skills as well as dealing with a foreign environment. Dan has been asked to follow up with information for the players.

Gordon reported on ODP. The Region I ODP Tournament is coming up the second week in June at Ryder University. District tryouts will take place the last weekend of July and the first weekend in August. Specific dates and times for each district will be posted as soon as they are finalized. The link for online registration will be posted soon.

Changes to Coaching Education procedures were discussed. Gordon recommended that the procedures for the E course be changed to allow an additional instructor for no more than 9 hours if the number of candidates is 18 or more. He explained the quality of the course will be improved with this change. A head instructor will be present for the entire course and a second instructor will be used to break up the 18 hours of instruction. It was noted that the head instructor is expected to be in attendance for the entire course, but if the head instructor is not in attendance for the entire course, that instructor will be paid per hour rather than the flat fee for head instructor. A motion was made and seconded to approve this change in procedures for the E course. The motion passed.

Gordon recommended that an additional instructor be added for no more than 18 hours for the D course. Currently an additional instructor can be added if there are more than 24 candidates. He encouraged a second instructor regardless of the number of candidates, but limited the hours of instruction for that second instructor to 18. Evaluators will still be added for the testing if there are larger numbers of candidates in the course. It was again noted that the head instructor is expected to be in attendance for the entire course, but if the head instructor is not in attendance for the entire course, that instructor will be paid per hour rather than the flat fee for head instructor. A motion was made and seconded to approve this change in procedures for the D course.

It was suggested that the Touchline have an article on Coaching Education and the qualifications of its instructors.

FINANCE COMMITTEE REPORT
The proposed 2007-2008 VYSA budget (Attachment C) was distributed to the Board prior to the meeting. A motion was made and seconded to approve the proposed budget to be submitted to the membership for approval at the AGM. Ray explained several differences from the prior year’s budget. He noted that the budget shows an increase in Coaching Education Course fees and an increase in State Cup fees. Some expenses were increased due to increased activity or increased expenses to VYSA. There was an objection to the increase in Coaching Education course fees for the F modules. After considerable discussion the Board agreed to the fee increase. It was noted that VYSA is incurring additional expenses in order to provide a full time Director of Coaching Education and the quality of the Coaching Education program is high. There was discussion of an even greater increase to the State Cup fee, but the Board agreed to keep the fee at $280 per team. The motion to approve the proposed budget to be presented to the membership was approved.

Denise Edwards noted that VYSA has been operating in a deficit for several years. Only the revenue from hosting the Regional Championships has helped to balance income to expenses. She suggested the Board approve an increase in fees for the 2008-2009 seasonal year. VYSA has agreed to inform the membership of fee increases a year in advance so that members can adjust their fees to accommodate the increase. It was agreed that registration fees be increased by $1.50 per year. A motion was made, seconded, and approved to notify the membership of a fee increase for the 2008-2009 seasonal year of $1.50 per player. A notice will be mailed to the membership and noted at the VYSA AGM.

DEFINITIONS OF RECREATION TEAMS
Denise Edwards again explained the definitions of Recreational Team types that were discussed last month. She distributed the pages from the US Youth Soccer Policy on Players and Playing Rules that show recommended definitions, then distributed the VYSA Team Types (Attachment D). The US Youth Soccer definitions are only suggestions. VYSA has adopted the team types as defined on the VYSA Team Types form.

STATE CUP REPORT
Anne Thompson reported that a U13 girls team, the Loudoun Impact, entered State Cup and then decided not to compete. They team has been fined for forfeiting that match and will not be permitted to compete in State Cup the following year. A motion was made and seconded to approve the fine and elimination of that team from State Cup next year. The motion passed.

REVISIONS TO ONLINE REGISTRATION
Denise Edwards reported that those applying on line for Risk Management will now be required to provide their social security numbers. It was noted that the online system is secure and those entering should have no concerns providing that number. Only Risk Management Coordinators will have access to their organization’s member information.

SECRETARY’S REPORT
Roger Underhill sent the Secretary’s Report (Attachment E) to be distributed to the Board. His report refers to an issue of dual rostering of players. Roger reported that the dual registrations were not done intentionally and recommended no action be taken other than to remove the players from the second roster. The league will determine whether to show a forfeit for the games played on the second roster with those players. A motion was made to approve those recommendations. The motion was seconded and approved.

NOMINATING COMMITTEE REPORT
The Nominating Committee report was not available for the meeting. The report will be sent by e-mail for approval. It was confirmed that all Board members currently holding positions up for election will again run for those positions.

REFEREES AND ASSESSORS FOR REGION I CHAMPIONSHIPS
Denise Edwards asked Board members to confirm, for record in the minutes, the vote taken by e-mail to approve referees and assessors for the Region I Championships. A motion was made and seconded to approve the e-mail vote approving those recommended by the SRC for the Region I Championships. The motion passed.

PRESIDENT’S REPORT
Denise Edwards reported that Cassandra Ferrari, VYSA’s Young Female Referee of the Year, has been selected as the Region I Young Female Referee of the Year and will be the Region I nominee for US Youth Soccer Young Female Referee of the Year.

The Board went into executive session to discuss equipment sponsorship.

GOOD OF THE GAME
NCSL is now offering to subsidize the cost to member clubs to host referee certification and re-certification classes. NCSL member clubs should contact the NCSL Administrator for more information.

There being no further business, the meeting was adjourned at 11:00 pm.

Prepared by
Julie Caramanica
VYSA Administrator

VYSA AGM is scheduled for June 23, 2007 at 10:00 am at the Sheraton Richmond West.
Next Board Meeting is July 18, 2007, at 7:00 pm at the Sheraton Richmond West.