|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 19, 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 7:30 pm. Board members present were:
||North Recreational Commissioner #2
||DC Recreational Commissioner
||Central Recreational Commissioner
||Southeast Recreational Commissioner
||#1 VCCL Travel Commissioner
||#2 WAGS Travel Commissioner
||#3 VSLI Travel Commissioner
||#6 NCSL Travel Commissioner
Board Members Ray Greenberg, Bob Maynes, John Singleton, 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 April 21, 2010, Board meeting minutes.
The minutes were approved.
The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that VYSA continues to manage and control Accounts Receivable. The Finance Committee held its budget meeting and reviewed the last several years’ performance and nothing appeared to be unusual. Everything is in order.
Jim reported that, after the last meeting, he contacted VYSA’s insurance company to ask about insurance for referees that are working in recreation programs. Referees for rec clubs are insured under the VYSA policy. He also asked about paid trainers and was told they too are covered under the VYSA policy.
FINANCE COMMITTEE REPORT
Jim reported that the Finance Committee met to review the budget for the upcoming seasonal year. The recommended budget was distributed. He noted interest income is lower than in prior years; efforts are being made to find different opportunities. Registration figures are conservative, based on possible reductions in registrations. The fee for the D license for the 2010-2011 seasonal year was increased to $130 per candidate for members and $180 for non-members, but the National Youth License fee for 2010-2011 was decreased to $580 per candidate from $700 to make this very valuable course more affordable to more coaches. Professional fees were increased to cover costs for the field development effort. After some review, Technical Department expenses were reduced.
Jim was asked about the expense for Bank Charges. He explained that there are fees for collecting funds by credit card. Anne Thompson, Finance Committee member, noted these expenses are now being covered by the programs using the credit card collections. Income will exceed expenses in those programs to cover the bank charges from credit card fees. It was noted that different vendors have been researched for the lowest fees possible. The cost of accepting credit cards is greatly offset by the efficiency and reduction in hours spent processing checks.
It was noted that the expense for Accounting was significantly lower. Two years’ audits were completed in the current seasonal year and only one will be conducted in 2010-2011, resulting in lower accounting expenses from the prior year.
The budget shows a reduction in rent due to reduced space. It was explained that the Amateur Association had rented the office suite attached to the State Office. They found they could not cover the cost of the entire space so VYSA took half for use by the Technical Department. The Amateur Association later vacated the entire space leaving the entire burden of cost to VYSA. It was determined that VYSA could not afford the entire space and will vacate that suite at the end of the lease in September reducing the overall cost of rent. It was noted a lower cost per square foot for the remaining space was negotiated.
The Board went into Executive Session to discuss payroll expense.
A motion was made and seconded to present the proposed budget to the membership for approval at the AGM. The motion was approved.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that Spring registration fees continue to come in, but there are still many clubs whose Spring fees have not been received. She noted that all had been contacted by e-mail two times. Most had responded and will be sending fees or had communicated they did not have a Spring season.
Overall VYSA registrations are near the number of registrations from last year. Julie is hopeful that VYSA will not show a reduction in registrations as was the case in the prior year.
Spring data is also due. Each club whose data is outstanding has been contacted. Clubs are asked to keep up with their membership requirements by sending fees and data as soon as possible.
It was noted that the news has had a few segments reporting misconduct by soccer coaches. In two specific cases, neither were with clubs that are members of VYSA. It was noted that VYSA, while not perfect, has several tools to help avoid such incidents, showing another benefit of membership in VYSA.
The VYSA Annual General Meeting is scheduled for June 19, 2010, at the Sheraton Richmond West at 10:00 am. Meeting notices will be sent to all club and league Presidents and Administrators.
As there will be no July Board meeting, Board members are reminded that September is Youth Soccer Month and preparations for events associated with Youth Soccer Month should begin soon. VYSA plans to hold the Kohl’s American Cup during the month of September and include fun events for youth players during that time.
TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that several Coaching Education courses that had been postponed due to weather related issues in early spring have been rescheduled. A few new course have been added. Coaching Education Director Paul Shaw will work with the SOCA Skyline Board to discuss Coaching Education.
Registrations for the National Youth License and National C courses are coming in. Gordon reported that VYSA has been given permission to host a second National Youth License. The National Youth License course is limited to 36 candidates and the C course can take as many as 52 in the course.
The Coaching Education Academy half day clinics have been successful. Better marketing is planned. Calling the clinics the half day E or the half day D seems to be confusing. They will look to find a better term to name the clinics to help promote the education. The clinics are continuing education for coaches who have already successfully completed the E or D courses and would like additional training without going on to the next license. The staff has been working on the content of the clinics and has included match analysis. The staff found that most coaches can plan and conduct training sessions, but there seems to be a disconnect between training and what the coaches see in a match. Including match analysis will correct this disconnect. They hope to tweak half day clinics to aim the majority of the content at match analysis. The current clinics have been well received. U15 age group players are brought in to play in different systems of play and it seems to be a successful approach.
The Technical Department has been working with Jim Bonfils to create live web casts with Cisco for on-line coaching education. This effort is particularly aimed for the C license course. There is a psychology component in the C course and it is hoped that, instead of incurring the expenses of bringing in a sports psychologist, the person can present in real time, which allows interaction with the candidates to ask questions. The staff is working on the possibility.
The Technical Department is also working on new materials for coaching education. They are considering new videos, working on a YouTube, site and sending more E-News. They hope to develop more video and web casts, and are looking at pod casts.
ODP has resumed training in preparation for the Region I ODP Tournament June 11 - 13, 2010 at Ryder University in New Jersey. For the first time VYSA will be entering two boys teams and two girls teams in the U16 Champions section. Gordon explained that the tournament has a championship bracket and a festival bracket. The festival bracket is for the younger age groups and VYSA evenly splits the talent in those age groups. In the older age groups, VYSA felt two teams would be competitive and requested both be accepted into the championship division.
Tryout schedules for District ODP Tryouts are posted on the web site. At this time, the Central District has not yet finalized a location and times.
Gordon reported that Parker Walsh, a former ODP player from Roanoke, was named to the U20 US Soccer National Team. He plays in Germany.
The Technical Staff has been meeting with clubs to further develop and promote coaching education and to provide any other assistance requested.
ADJUDICATION COMMITTEE REPORT
The Adjudication Committee Report (Attachment D) was distributed.
SOCCER ACROSS AMERICA REPORT
The Soccer Across America Report (Attachment E) was distributed. The report that included information from several meetings and a recent Soccer Fiesta attended by the program chair Marcelo Gangotena was quite lengthy and was summarized in the distributed report. Complete reports from each event were sent by e-mail to Board members and are available for those interested.
Administrator Julie Caramanica reported that she had contacted Constant Contact at the request of President Denise Edwards. Constant Contact is an excellent tool for communication. The Finance Committee discussed spending approximately $2,200 for use of Constant Contact and determined the State Office budget could accommodate the expense. Two representatives from Constant Contact came to the office to discuss their product. After meeting with them, the cost looks to be a bit more than expected. Julie recommended purchasing only use of the e-mail segment and using the other tools on an as-needed basis. Costs vary depending on the size of the e-mail list. It was determined that including the entire e-mail list was not cost effective. Julie will research how the system can best be used and determine which level of use to purchase. It is hoped to have the system started by early next month.
Concerns were expressed regarding hidden costs or increased costs if lists exceed expected sizes, but most already using Constant Contact are very pleased with the product.
Means of communication through Demosphere and Youth Leagues that VYSA is currently using are fine, but this will be an additional means to enhance communication of VYSA programs and activities to its members.
NOMINATING COMMITTEE REPORT
Nominating Committee Chair Debi Honaker presented the Nominating Committee report. She noted all those currently holding positions up for election agreed to serve another term. Nominations included only those currently serving in the positions up for election except for one Travel Commissioner position. SOCA Skyline travel league registrations have exceeded Blue Ridge Classic League’s, so SOCA Skyline will take over the Travel League Commissioner position on the Board. SOCA Skyline has nominated Bill Mueller for that position.
Debi Honaker reported that the online travel registration system with updates for the next seasonal year is being tested. She expects it to be ready about June 1st. Blue Ridge Classic League will have a change in head registrar; Lisa Wilson will travel to the West District to train the registrars in the system.
Debi reported that US Youth Soccer sent a mandate that a new generic player pass be used for teams participating in non-US Youth Soccer events. The roster will merely be a dated list of players with birth dates, along with the team name, which states these players
are in good standing. Registrars will review the roster, but there is no requirement for signature. Rosters and passes can be printed from the online travel registration system and are to be used only for non-US Youth Soccer tournaments.
It was noted that VYSA is a player/team friendly state and does not experience many issues with players/teams and participation in other events.
In gathering feedback from registrars the only concern with registration is that team managers are not properly gluing photos on the passes. Debi reported that she spoke with Youth Leagues, the current travel online system provider, which has the capability of uploading photos and printing them on passes. The cost is a one-time set up fee of $2,500, plus $2,500 per year for storage of the photos. Photos will be stored for a seasonal year and deleted at the end of the seasonal year. Current photos must be uploaded each seasonal year. The only drawback may be whether managers’ printers having the capability of printing the photos.
Debi requested the Board approve making the ability to upload and print photos on passes available for the Fall of the next seasonal year, with the option of making it mandatary for the following seasonal year if successful.
Julie expressed concern that the State Office expense budget may not be high enough to accommodate both Constant Contact and this new option in Youth Leagues. It was suggested lower costs be negotiated with Youth Leagues.
A motion was made and seconded to approve adding the capability to print photos on player passes. The motion passed.
PRESIDENTS CUP REPORT
Anne Thompson reported that nine teams will be competing in the Region I Presidents Cup in New York on Memorial Day Weekend. VYSA is the only team in Region I sending a Champion in almost every age group. VYSA is proud to be participating in this event.
STATE CUP REPORT
Anne Thompson reminded Board members that State Cup semi finals and finals will be played the upcoming weekend in Richmond. She encouraged Board members to attend.
Denise Edwards reminded everyone that State Cup rules requiring 7 x 21 size goals for U12 will be in effect for Fall 2010 State Cup competition.
GOOD OF THE GAME
US Youth Soccer provided Sports Authority $10 discount coupons to all VYSA member clubs and leagues. Enough coupons were sent directly to each VYSA member club or league for every registered player. Additional coupons were distributed to Board members and will be distributed to ODP players.
There being no further business, the meeting was adjourned at 9:43 pm.
Next Meeting is the VYSA Annual General Meeting June 19, 2010, at the Sheraton Richmond West.