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April 2010 Minutes

 

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
April 21, 2010

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 8:45 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
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
John Singleton  West Recreational Commissioner
#4 BRCL Travel Commissioner
Dave Amsler #1 VCCL Travel Commissioner
Chris Friant  #3 VSLI Travel Commissioner
Robert Helms #6 NCSL Travel Commissioner

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

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the January 13, 2010, Board meeting minutes. It was noted that some information contained in the minutes needs to reach our members in a more timely manner. It was suggested a different means of distributing the minutes be explored.

It was noted there was an error in the reporting of the electronic data submission. Several clubs were noted as not having submitted data, but data had been submitted through our web site. The situation has been corrected and those clubs whose data was submitted and recorded through our web site were never delinquent or placed in bad standing. The minutes were approved.

A motion was made and seconded to approve the February 17, 2010, minutes. The minutes were approved.

A motion was made and seconded to approve the March 17, 2010, minutes. It was reported there was an error in the cover page. The has been corrected and will be mailed to the membership with the next minutes’ mailing. The minutes were approved.

TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that efforts continue to be made to collect outstanding fees. He noted accounts receivable figures are small for an organization of this size. Spring registration fees are now coming in.

Jim reported that a few items will be adjusted in the financial reports. Some expenses were posted to the wrong accounts and will be moved to different categories. Jim reminded Board members that budget updates need to be sent to the State Office before May 1st.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that Spring registration fees are coming in steadily. Fees were due April 15th. Approximately 60 clubs and three leagues have not yet sent fees. Spring registration data and confirmation of background checks are due May 15th.

Julie reported that she attended many very interesting sessions at the US Youth Soccer Workshop. She has prepared reports which are available to anyone interested.

A question concerning insurance coverage for recreational club referees who are not USSF certified was asked. Volunteer referees and USSF certified referees are covered; the VYSA insurance company will be contacted to see if others acting as referees are covered.

A request has been received for membership from a club in a very rural area. VYSA requires that clubs register players and have enough in an age group to play regular season play. Some clubs in very rural areas interested in membership find this difficult. Bob Maynes will contact this club to help them find other teams to play.

Julie asked about the feasibility of VYSA creating a Facebook page. The Board agreed that VYSA having a Facebook page is a good idea. She will look into it, as well as seeing if our web site can be easily linked to that page.

DC United has asked VYSA to assist in promoting the DC United match against AC Milan on May 26th.

Julie suggested contacting Michelle Obama about her “Let’s Move” program, to see if it can be coordinated with VYSA activities to help increase membership in our rec programs. Tom Gross of DC Stoddert will assist Julie in communicating with the White House about this program.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report was distributed (Attachment C). Gordon Miller reported that the 95 and 96 Boys and Girls ODP trip to Spain and Portugal was very successful. In addition to the matches, the players were able to experience the culture, the language, and the food of another country. A trip blog, photos, and videos are posted on the VYSA website.

The Region I Tournament is upcoming. District tryout dates for the next ODP year will be announced shortly.

The Spring Training Academy is ongoing for boys and girls born in 1998 and 1999.

Gordon reported the number of Coaching Education courses scheduled. His numbers included those completed, courses canceled because of inclement weather or low numbers, and courses rescheduled, over the winter and early spring months.

The Technical Staff is continuing to reach out to new communities and to meet with clubs.

Registration for the National Youth License Course and the USSF “C” License this summer is ongoing.

A Coaches Academy has been established for those holding E certificates or D licenses and not going on for higher courses, to get continuing coaching education. The Virginia Coaches Academy E clinic at Beach FC was well-received. A Coaches Academy D clinic takes place this weekend at Virginia Rush. These clinics have been promoted through local clubs. It was suggested that the Coaches Academy be advertised through leagues, rather than particular clubs.

SOCCER ACROSS AMERICA REPORT
The Soccer Across America report (Attachment D) was distributed.

OFFICE LEASE
The State Office lease is up in September. The current property manager has offered a lower price than the original lease for the contract renewal. Julie Caramanica and Denise Edwards have looked at some office space in Spotsylvania. Denise would like to form an ad hoc committee to evaluate space and costs of moving. A motion was made and seconded to set up this committee. The motion was approved.

The Board went into Executive Session to make Committee appointments.

COMMUNICATION
Denise Edwards brought up the subject of additional means of communication with our members. She suggested using Constant Contact as another means for sending notices to our members. The Finance Committee will consider some of these methods.

REGISTRATION INCREASES
Denise Edwards reported concern that US Youth Soccer may lose the adidas contract because of declining registrations. As a result, a fee increase, to make up for the loss may be passed on to State Associations. She has concerns about losing players to other leagues and noted the new ECNL. Numbers are also down in recreational clubs. VYSA needs to explore which players we are losing and what can be done to increase numbers.

GOOD OF THE GAME
A question was asked if the US Youth Soccer show on the Fox Soccer Channel can be distributed to the membership, as DVDs of the show could be used as a marketing tool at the State level. A dedicated marketing strategy would be helpful to increase registration. This work can be accomplished by either a full-time position, outsourcing the work, or be included as part of an Executive Director’s job description.


The Soccer Across America Fiesta will take place on May 1st from 3:00 - 5:00 at Evergreen Mill Elementary School in Leesburg. Board members are encouraged to attend.

There being no further business, the meeting was adjourned at 9:35 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is May 19, 2010, at the Sheraton Richmond West.

 

 


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