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
November 18, 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 7:30 pm. Board members present were:

Denise Edwards	President
Debi Honaker	Secretary
Jim Bonfils	Treasurer
Bob Maynes	North Recreational Commissioner #1
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
Robert Helms	#6 NCSL Travel Commissioner

Board Members Ray Greenberg, Bob Sokolinsky, and Randy Martin were excused. Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (VYSA State Technical Director/ODP Chair).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the October 21, 2009, Board meeting minutes. The minutes were approved.

TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Treasurer Jim Bonfils reported that results of the financial audit for the 2008-2009 seasonal year should be received soon. He noted that a new category was added to the statements to show the district academy finances separately.

Also noted was that Accounts Receivable will be reported to the Finance Committee monthly and that monthly invoices are being sent to all those listed. As a result payments are steadily coming in.

STATE CUP
The Board went into Executive Session. When the Board returned from Executive Session it was reported that the State Cup Director will bring changes to the State Cup policy at the next meeting of the Board.

STATE CUP GAME FIELD STANDARDS
Board member Dave Amsler expressed concern about unacceptable fields for State Cup matches. He noted issues such as grass in need of cutting and too small field sizes. He stated that clubs have access to more and more good fields and VYSA can now be more restrictive about field conditions for our highest level of play. Dave suggested VYSA approve a set of standards acceptable for State Cup matches and form a committee to review fields once they are turned in to the State Cup Director to verify whether they meet those standards.

State Cup Director Anne Thompson stated that, while Dave’s suggestions were good, they may not be workable. She noted that many of the turf fields in Fairfax county, where a great many number of State Cup matches are played, were made more narrow than the preferred 70 yards wide, but are the highest quality fields available. McLean Youth Soccer had to work extremely hard to make their turf fields wider than 60 yards as is the standard for Fairfax. She also noted that the cost to clubs to use turf fields is very high. Not using the turf fields would make State Cup matches very difficult to complete if weather is at all bad during the season. There was concern though, that VYSA may not be putting the best teams forward if fields are not of the highest quality or optimal size.

It was noted that the absence of standard size fields makes negotiating with counties difficult when developing fields. It was recommended that guidelines be developed using international standards: minimum size of 70 x 110 yards and maximum size of 80 x 120.
Anne asked Board members to submit a list of turf fields 70 yards wide or wider in their areas. She stated she will write a policy for the next meeting. She will make every effort to use the best fields available. It was noted that Regional and National rules don’t include any field size requirements, so while the matter may be corrected at the State level, teams may face it again when they advance to the next levels.

There was discussion regarding field availability due to club rec and travel game scheduling. Clubs may be under constraints allowing use of fields for State Cup over rec or travel league matches.

A motion was made and seconded that the Technical Department develop appropriate field sizes for all age groups for approval by the Board. It was suggested adding to the motion the State Cup Director be included in developing those standards, but the motion was not changed. The motion was approved.

PRESIDENTS CUP
Anne Thompson reported that the U13 and U14 age groups competed in the Fall and resulted in a champion in each age group except U14 girls. An e-mail was sent to the U15, U16, and U17 teams requesting input whether there was enough interest to hold a competition in the Spring. Interest appears to be strong. Spring Presidents Cup applications will be posted on the web site soon.

ODP SUSPENDED PLAYERS
Denise Edwards reported some of the players that had been suspended by the ODP had appealed their ODP suspension to the Federation. The Federation remanded it back to the state saying another hearing should be held. It was noted the appeal to the Federation was turned back because the hearing notice was not specific about the violation. A new hearing was held. Three of the players participated in the hearing and received a reduction in suspension. The fourth player asked for the reduced suspension. An e-mail vote was taken for a fourth player who was unable to attend the new hearing and, therefore had not received the reduced suspension. Through that e-mail vote, the Board approved reducing his suspension as well because his parents were unable to attend and he could not come without them. A motion to confirm the e-mail vote regarding extending the reduced suspension to that fourth ODP player was seconded and approved.

There was discussion regarding the suspensions of two other players that accepted their punishment and did not appeal the decision of the ODP committee. A motion was made and seconded to reduce the other players’ suspensions. Some felt the suspensions of the players should all be the same and that those who accepted the consequences for their behavior should not receive a greater punishment than the others. Others felt the original suspension was proper for the offense and should not have been reduced for any of the players. A motion was made to table. The Board voted unanimously to table the motion.

The Board went into Executive Session to review a nomination for Young Male Referee of the Year.

TOURNAMENTS AND ODP SCHEDULED EVENTS
Denise Edwards noted some concern over conflicts between tournaments and ODP events. A list of all approved tournaments for the past seasonal year was distributed. Some tournaments are receiving feedback that teams are withdrawing because they are told players must attend the ODP. Gordon reported that players in ODP are told if the team has a regularly scheduled league game or is scheduled to attend a tournament, they are to go with the club team. ODP holds Interdistrict Scrimmages on two different weekends so players can attend either weekend. Some players attend both weekends, some only one. Selections are made from a player’s performance at both scrimmages and training, not just the scrimmages. It was clarified that the club activity takes priority over the ODP scrimmages; players are not penalized if they cannot attend.

Most training sessions take place on Friday evenings unless there are facility conflicts. There was some discussion regarding Friday evening sessions affecting State Cup competition the next day. Players can, on occasion, request to not attend ODP if their team has an important match the following day.

It was suggested that this policy be written and posted on the web site so there is no further confusion.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that some clubs have still not submitted registration fees. She asked the Board to consider placing those clubs whose fees are not received by the next meeting in bad standing at that time.

Registration data is coming in, but some have sent incomplete data and many others have not submitted data. The State Office is in communication with those whose data has not been received or is incomplete. Board members were asked to remind their constituents that data is past due.

Registrations for the US Youth Soccer Workshop need to be submitted soon to avoid late fees. Those planning to go that have not yet contacted Julie should do so, so registrations can be completed before the deadline.

Many e-mails have been received asking for response or involvement from VYSA. Board members were asked to contact the State Office if any were of interest. One contact was regarding State High School Associations. The office sometimes receives calls regarding high school obligations conflicting with club activities. Board members were reminded that VHSL rules require high school activities take priority and club coaches cannot demand that players attend club activities over high school.

It was noted that some VYSA members show other soccer organizations’ activities on their web sites, but have very little or no indication of VYSA on their sites. VYSA members are asked to include VYSA links to their sites.

VYSA received notice from Maryland State Youth Soccer that they had instituted a policy that does not allow 11v11 play in tournaments for Maryland teams in the U12 age group.

VIRGINIA YOUTH SOCCER CONVENTION
Julie reported that plans for the Convention are well underway. Information on presenters, clinicians and topics are posted on the web site as they are confirmed. Board members were asked to communicate Convention information to their constituents and encourage attendance. The event holds a great deal of information helpful to all those involved in soccer, but it’s most important those individuals are there to attend the sessions.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that John Hackworth, formerly with the US Men’s National Team and now coaching in the MLS, will attend the Convention for the Friday night lecture.

The Coaching Education Program is working on setting up one day continuing education clinics for training of coaches after the E and D courses. They are currently working on a curriculum, locations, dates, times and costs.

SECRETARY’S REPORT
Debi Honaker reported that she received two applications for membership. An AYSO club has requested dual membership in VYSA. AYSO #1475 currently plays in the Tidewater Area Soccer League (TASL), a league made up of teams from many rec clubs in Southeastern Virginia. Debi has consulted both AYSO and US Youth Soccer and neither has any objection to their becoming members. Debi recommended approval for membership. A motion was made, seconded and approved to accept AYSO #1475 into VYSA membership.

Chilled Pond Indoor Soccer has requested membership. They are anxious to get approved so they can begin registration. Debi reported that she has some questions regarding their rules and will need additional information. She will seek an e-mail vote once their application is complete.

ADJUDICATION COMMITTEE REPORT
The Adjudication Committee Report (Attachment D) was distributed.

There being no further business, the meeting was adjourned at 11:10 pm.
Prepared by 
Julie Caramanica
VYSA Administrator

Next Board Meeting is January 13, 2010, at the Sheraton Richmond West.