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
August 12, 2009

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
Debi Honaker	Secretary
Jim Bonfils	Treasurer
Bob Maynes	North Recreational Commissioner #1
Steve Bender	North Recreational Commissioner #2
Bob Sokolinsky	Southeast Recreational Commissioner
John Singleton	West Recreational Commissioner and #4 BRCL Travel Commissioner
Anne Thompson	#2 WAGS Travel Commissioner
Chris Friant	#3 VSLI Travel Commissioner

Board Members Tom Gross, Roger Underhill, Dave Amsler, and Randy Martin were excused. Also present were Julie Caramanica (VYSA Administrator), and Gordon Miller (VYSA Technical Director).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the July 22, 2009, Board meeting minutes. The minutes were approved.

TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that not much has changed since last month. The fiscal year ends on August 31st, and as the office is short-staffed, a slow approach to closing the books will be taken. A preliminary year-end closing will be given at the October Board meeting, with the final report to be presented at the November meeting. A report of the ODP scholarship process will be presented next month.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that registration is slightly down from last year. It is the first time in VYSA existence that membership has not increased from the previous year. Board members noted that VYSA and US Youth Soccer both need to do a better job of marketing, as there are many more options available now for children than there were in the past.
Spring registration fees have still not been received from a few clubs. Three clubs have not paid any fees for the entire year and will be dropped from membership on September 1st. Several clubs have not sent registration data, particularly for the Spring season. Reminders will be sent to each.
The audit is proceeding well and should be finished on schedule.
The Region I meeting is scheduled for October 16 – 18, 2009, in Vermont. Julie will be contacting those budgeted to attend to confirm.
A motion was made and seconded to again purchase four season tickets for Washington Freedom. The motion was approved. VYSA was asked to contribute to the Washington Freedom Inspires Program, which offers tickets to the disadvantaged. VYSA will not participate this year.The wife of George Towner, former VYSA President, passed away this week. A donation will be sent to the Capital Hospice in her name.

TECHNICAL DIRECTOR’S REPORT
Gordon Miller reported that the C course began last week and will continue this week, with 48 coaches, the maximum number that the site can hold, attending.
ODP tryouts are completed in the West, North and Central. Southeast tryouts are the coming weekend. Staff training has taken place in the North and West; the other districts will have training in the next few weeks.
There is nothing new to report on the Field Complex. More information will likely be available next month.

ADJUDICATION REPORT
Ray Greenberg reported that four of the suspended ODP players appealed to the Adjudication Committee. All four appeals were denied. Three of those players have now appealed to USSF.

STATE CUP REPORT
Anne Thompson reported that State Cup applications are due August 21st. About half of the expected applications are in. Anne expressed concern that all teams entering Cup pay the same fee; some teams play only one game, while others play for many weeks. A motion was made and seconded that teams continuing on to Regional Competition will pay their own entry and referee fees. The change will be publicized on the website. The motion was approved.

PRESIDENTS CUP
Anne Thompson reported that Denise Edwards had attended the Region I Presidents’ Retreat at the US Youth Soccer Championships. Anne and Denise believe that VYSA should participate in the Presidents Cup even though the rules and eligibility requirements are still incomplete. There is difficulty because Virginia is the only state in the Region that plays high school soccer in the Spring; therefore some VYSA State Cup teams will have already played before the rules are finalized. If that happens, Denise will request an exemption from the Region, as she did last year. The U13 and U14 teams will play Presidents Cup in the Fall. Applications will go up on September 1st and will be due on October 1st , with play starting October 17th. The U13s and U14s will be able to play State Cup in the Spring, but any team that wins State Cup must give up Presidents Cup and go on to the National Championships. If that happens, the 2nd place Presidents Cup team will advance to the Presidents Cup Regional competition. Other age groups playing State Cup in the Fall, except teams finishing in 1st or 2nd place, will be eligible to enter Presidents Cup. These age groups will play in early Spring before the high school season begins. It was noted that the availability of fields and referees may be a problem. It is unknown how many teams will participate. A motion was made and seconded to have U13 and U14 age groups play Presidents Cup in the Fall, and U15, U16, and U17 age groups play in the Spring. The motion was approved.

RISK MANAGEMENT COMMITTEE
John Singleton has contacted the Risk Management Committee members. He plans to have information about goal safety on the website by September, and a draft of a manual soon after. VYSA has certain requirements as a result of the lawsuit: a pamphlet to be developed must contain information about the child involved and the details of his accident, along with a specific policy for goal safety. The Consumer Products Safety Commission and the Region IV website are among sites containing helpful safety information and emergency plans.

There was some discussion about non-compliance of safety issues, including alcohol and drug use and whether it’s appropriate for coaches to drink beer in the evenings after the games. US Youth has a strict policy of no alcohol and drug use at an event, but there is question of when a particular event “ends”. Concern was expressed about over-regulating, as well as difficulty of enforcement. Board members noted that coaches and officials are always expected to act responsibility.

SECRETARY’S REPORT
Debi Honaker reported that several applications for membership have been received. Washington Soccer Club was informed recently that the DC Department of Recreation would no longer support a recreational program, which affects about 300 players, and Washington Soccer Club plans to take over that program. Debi recommended accepting Washington Soccer Club into membership. A motion was made and seconded to approve the Washington Soccer Club application for VYSA membership. The motion was approved. The club will be requesting Soccer Across America status.

Mechanicsville United Football Club and the Williamsburg Indoor Soccer Club (WISC) have also applied for membership. A motion was made and seconded to approve VYSA membership for Mechanicsville United Football Club and WISC, contingent upon certification by the Secretary that additional criteria, including payment of fees, has been met by each club. The motion was approved.

The Eddie Pope Foundation has requested membership, but their application is incomplete. Players are at-risk children from five counties. A motion was made and seconded to approve the Eddie Pope Foundation application for VYSA membership, contingent upon completion of necessary paperwork as certified by the Secretary. The motion was approved. This club will be requesting Soccer Across America status for the first two years. The motion was approved.

The Board will be notified when any of the above clubs have been approved by the Secretary.

It was noted that acceptance into VYSA membership is not a guarantee of Soccer Across America status. It was suggested that the Soccer Across America guidelines be revisited.

Recreational Commissioners were encouraged to check with their small clubs to make sure that they are still active.

NATIONWIDE AFFINITY PROGRAM
Denise Edwards asked the Board to reconsider the Nationwide Affinity Program that was turned down at the last meeting. She noted that the risk and cost to VYSA for joining the program are small, while the potential benefit is high. If VYSA members take advantage of the program, VYSA benefits; if they don’t, the only thing VYSA has lost is a small cost of promoting the program. A motion was made and seconded to reconsider participation in the Nationwide Affinity Program. There was discussion about the wording of the contract. The motion to reconsider was approved. The Board discussed changes it would like to see added to the agreement and asked Denise to negotiate those changes with Nationwide. A motion was made and seconded that VYSA accept the Nationwide Affinity Program, with additional improvements as discussed. The motion was approved.

VICE-PRESIDENT’S REPORT
Ray Greenberg suggested changing the meeting time from 7:00 pm to 7:30 pm. It seems 7:00 may be too early for many to arrive on time due to long drive times and traffic. The Board agreed by consensus to change the meeting time back to 7:30 pm, with efforts to be finished by 10:00.

PRESIDENT’S REPORT
Denise Edwards reported the Region I Academy Committee is meeting this weekend. The Academy has been well-received in the other three Regions.

Bob Palmeiro has been elected back to the Federation Board, replacing Mike McDaniels.

GOOD OF THE GAME
Virginia Rush is moving into the Virginia Beach Sportsplex Stadium. The Board is invited to the grand opening.

Steve Bender reported he attended the Smith River Sports Complex Grand Opening with Piedmont Youth Soccer.

Steve Bender was thanked for attending the National Championships as the State representative for the Chantilly Burn. Steve responded that it was a joy to represent the team. Steve reported that Chantilly Burn asked him to thank the Board for its contribution to help defray expenses for their trip. He noted that Fox Soccer News had given the team tickets to attend the DC United-Real Madrid match.

Debi Honaker clarified information about Peace One Day. Peace One Day is recognized by NATO and UNICEF benefits from its support. Puma is a supporter of the effort. VYSA clubs can support the day financially or by playing a match during the weekend of Sept.19-20 to promote world peace. Peace One products are available from its website, www.peaceoneday.org/en/take-action/football. Several Northern Virginia clubs have already linked to the site. A motion was made and seconded that VYSA support Peace One Day by posting information about it on the website. The motion was approved.

There being no further business, the meeting was adjourned at 9:45 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is September 16, 2009, at the Sheraton Richmond West.