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
September 16, 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
Debi Honaker	Secretary
Jim Bonfils	Treasurer
Steve Bender	North Recreational Commissioner #2
Tom Gross	DC Recreational Commissioner
John Singleton	West Recreational Commissioner and #4 BRCL Travel Commissioner
Dave Amsler	#1 VCCL Travel Commissioner
Anne Thompson	#2 WAGS Travel Commissioner
Chris Friant	#3 VSLI Travel Commissioner

Board Members Ray Greenberg, Bob Maynes, and Bob Sokolinksy were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), and Pat Via (Ree Broome, PC).

The Board went into Executive Session to the discuss land proposal.

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the August 12, 2009, Board meeting minutes. The minutes were approved.

TREASURER’S REPORT
A preliminary Treasurer’s Report was distributed. Treasurer Jim Bonfils reported records are not complete. Due to staffing issues and workload, the final year end report will probably not be ready until November. Jim was asked about accounts receivable. It was explained that the amount is as of the end of the prior month, and, while the amount seems large, some has already been paid. The staff is looking to clear up the balances in accounts receivable and future records will show an aging report for amounts due each month.

Jim reported that three quotes on vans have been received, including Volkswagen, but none have been worth pursuing further.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment A) was distributed. Julie Caramanica reported that registration numbers for 2008-2009 are very close to the year before. Small amounts are still due from a few leagues, but even with those collected we are not expecting to reach last year’ registration numbers. Julie reported that some State Associations have experienced decreases far greater than VYSA, while some show small increases. It was noted that some State Associations showing significant decreases may be due to the new US Soccer Academy. VYSA is expected to show just under 100% of registrations once all are collected.

Julie reported that the new Bookkeeper has been hired. Her name is Karin Harris and she seems to be working out well. Many applications were received for the Receptionist/ Administrative Assistant position. They have all been reviewed and several have been selected for interview. It is expected that the position will be filled by early next week.

Julie reported that the remaining staff has been incredible keeping up with operations during this period of staff vacancies. Each has willingly taken over responsibilities and put in many extra hours keeping things moving smoothly without notice from our members. They are to be commended for their dedication and team work.

Some Board members, Registrars, Coaching Ed instructors, ODP Staff, etc. still have not submitted their paperwork for Conflict of Interest, Confidentiality and KidSafe. If you are contacted by Lisa Wilson, please submit that paperwork as soon as possible so we can complete those records.

Julie reported that nominations for awards are due before the next Board meeting. Information about each award is posted on the web site and will be sent by e-mail to all clubs and leagues in the e-newsletter now being prepared. We hope to also send an e-newsletter to all those registered with VYSA reminding them of nominations and the Virginia Youth Soccer Convention.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment B) was distributed. Gordon Miller reported that Coaching Education is marketing the new DVD. Club Directors of Coaching have been informed and there is an effort to sell this first volume so that volumes 2, 3 and 4 can be developed. Coaching Education courses are ongoing and a list of numbers of courses delivered was reported. Gordon noted Coaching Education accomplished a few more E and D courses than they planned. Specific areas of the State have been targeted.

Coaching Education staff is currently discussing a mentorship program. Gordon noted the program has received a lot of feedback from coaching courses saying coaches get great information from the courses, but don’t see our staff again unless they take another course. VYSA is looking for different ways to continue coaching education.

ODP district programs are up and running. All district staff training is complete. Scouting is continuing. An Academy program for ODP age groups has been started. Those boys and girls in the 1997,1996, and 1995 age groups that show potential , but were not selected to district pools, may participate in additional training.

The Academy training for the 1998 and 1999 age groups is continuing. This is a training program outside ODP to help prepare the two younger age groups before ODP.

Gordon reported that he met with representatives from several clubs and has scheduled additional training for Beach FC, Virginia Legacy, and SOCA. Gordon was asked how it is determined which clubs to work with. He explained he meets with the Technical Staff of different clubs or leagues to identify their needs in working with their Boards, Players, Parents, or Coaches and will do training with their coaching staff if requested at no cost to the club or league. He was asked how this is communicated to VYSA members. He explained he communicates through e-mail to a list of full time or part time Technical Directors, Directors of Coaching, or a club designee. Smaller clubs or those less organized are more difficult to reach. He makes every attempt to find the person who makes coaching and training decisions to add to their contact list.

Jeff Pill will be attending the upcoming Youth Soccer Convention as a coaching clinician.

PRESIDENTS CUP
Presidents Cup Chair Anne Thompson reported that the Presidents Cup rules and application for Fall 2009 competition are posted on the VYSA web site. An e-mail was sent to all U13 and U14 travel teams notifying them about the competition. The deadline for applications is October 1, 2009, and games are expected to begin October 17, 2009.

This Cup’s name at the National level has been changed to the US Youth Soccer Presidents Cup National Championships. The event has been extended to four days and will be held two weeks before the National Championships each year. Teams are encouraged to participate.

STATE CUP
Fall 2009 State Cup competition begins this coming weekend. State Cup Chair Anne Thompson reported there were a few issues with applications. Two appeals were made to the Adjudication Committee after teams were denied admission to State Cup. One team had not applied by the deadline and the other had not submitted the complete paperwork required. Both appeals were denied and the decision of the State Cup Committee was upheld.

RISK MANAGEMENT
John Singleton, KidSafe Risk Management Chair, reported that he is working on collecting input from committee members regarding Risk Management. He is working on the pamphlet regarding goal safety and has contacted the family of the player killed by a falling goal for information to include in that pamphlet.

Rick Tompkins has agreed to attend this year’s Youth Soccer Convention to do a presentation on Risk Management. Rick is the Region I Risk Management Chair. Bollinger Insurance has also agreed to send a representative to do a presentation. It was suggested to request that a representative from Kwik Goal attend, as well.

It was noted that this is a good time to buy goals as Kwik Goal is offering significant discounts.

SECRETARY’S REPORT
Secretary Debi Honaker reported that she had received an application for membership from Accomack Soccer League. Accomack is a former member of VYSA, has met all the criteria, and approval of membership was recommended. A motion was made and seconded to approve Accomack’s membership. The motion was approved.

ADJUDICATION COMMITTEE REPORT
Denise Edwards reported in Ray Greenberg’s absence that the response to the appeals of the suspended ODP players is being prepared for submission to USSF. She noted that Ray has been proactive in ensuring that suspended players do not participate while under suspension.

PRESIDENT’S REPORT
Denise Edwards reported that the President of USSF has requested donations for support of the US bid to host upcoming World Cups. The amount requested from VYSA was $100,000. Due to current economic conditions, the Board voted not to contribute.

MDCVSA has contacted VYSA to notify them they will no longer rent the office space they now sublease from VYSA. They will be vacating the space in the next few months and VYSA will attempt to sublet that space.

GOOD OF THE GAME
Steve Bender reported that he attended the Smythe River Soccer Complex opening in August. The complex is used by Piedmont Youth Soccer. He reported the opening was very nice and the complex very impressive.

It was reported that Uniroyal is again giving away soccer balls as a promotion.

TOPSoccer items which were received from Dave Williams’ daughter were delivered to the State Office. Those items will be sent to the new TOPSoccer Chair, Mark Abbott, for distribution.

There being no further business, the meeting was adjourned at 10:20 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is October 21, 2009, at the Sheraton Richmond West.