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August 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.

August 18, 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:

Denise Edwards President
Bob Maynes Vice President
Debi Honaker Secretary
Ken Bass North Recreational Commissioner #1
Steve Bender North Recreational Commissioner #2
Tom Gross DC Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
Chris Friant #3 VSLI Travel Commissioner
Bill Mueller #4 SOCA Skyline Travel Commissioner

 Board Members Jim Bonfils, Roger Underhill, John Singleton, Dave Amsler, Anne Thompson and Robert Helms were excused. Also present were Julie Caramanica (VYSA Administrator), Paul Shaw (VYSA State Coaching Education Director), Marcelo Gangotena (Soccer Across America Co-Chair), and Roy Pepper.

President Denise Edwards asked each Board member to introduce themselves to newly elected /appointed Board members.

A motion was made and seconded to approve the May 19, 2010, Board meeting minutes. The minutes were approved.

A motion was made and seconded to approve the July Board conference call minutes. It was noted that Roger Underhill entered the conference call late, but was in attendance. The minutes were corrected to show Roger in attendance. The motion to approve the July conference call minutes as corrected was approved.

Denise reported that the following items were approved on the July Conference Call:
• Ray Greenberg resigned as Vice President. Bob Maynes was approved to replace Ray as Vice President.
• Ken Bass was approved to replace Bob Maynes as North Recreational Commissioner.
• The Board approved $2000 be sent to each of the two teams representing VYSA in the National Championships.
• The Board approved moving the VYSA State Office to Spotsylvania due to extreme decrease in rent expense.
• The Board approved the County performance agreement regarding the Spotsylvania Sports Complex.

Denise reported that VYSA has contracted with Constant Contact and, beginning with this month, the minutes will be sent by e-mail through Constant Contact, and no longer by mail in hard copies. It was noted that the minutes are always also posted on the VYSA web site. A motion was made and seconded that the minutes not be posted until approved. It was recommended that the minutes be sent by Constant Contact to a greater number of individuals than are currently being mailed minutes. There was some discussion about to whom minutes should be sent. The motion to post the minutes only after they have been approved passed.

Board members were reminded to review the minutes for approval prior to the next Board meeting.

The Treasurer’s Report (Attachment A) was distributed. It was noted that all ODP District online and on site tryout revenues have been recorded and deposited. All District Training session fees have been invoiced and most Region I Camp expenses have been entered.

Steve Bender reported he had attended the National Championships as a team representative for one of the two McLean teams that advanced to the competition. He noted that both teams were stellar representatives of VYSA.

The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that State Cup applications deadline was today at 4 pm. A record number of teams had applied, many late this week.
The new address of the VYSA State Office, after September 20, 2010, will be:
5450 Southpoint Plaza Way, Fredericksburg, VA 22407
Phone numbers are not yet available, but will be published as soon as arrangements for that service are complete.

Overall player registrations are fewer than last year’s registration numbers. Recreational Clubs who may not have sent additional registrations after their initial Spring fees were paid were asked to send the remainder of their fees so that registration records for the 2009-2010 can be completed.

Fall player registration fee letters were sent to all VYSA member clubs and leagues. Members are reminded that fees are due October 1, 2010. Insurance certificate information will be sent when player fees are received. Clubs and leagues are reminded that fees sent after September 20th should be sent to the new State Office address.

Arlington Soccer Association asked about insurance coverage for programs their club offers. It was noted that most, but not all, players involved in these programs are registered. Board members were asked to consider how players in these programs, such as drop-in activities, might be registered and recorded as VYSA members.

Ken Bass explained the Arlington Soccer programs. He noted Arlington sponsors drop-in activities, after school programs, summer player clinics and camps, and others. In the past they thought the players were covered under county insurance, but learned they had not been. Bob Maynes offered to work with Arlington Soccer to assist them with this matter.

The VYSA Soccer Convention date is set for January 21, 22, 2011, at the Hyatt Regency Crystal City in Arlington, VA. Board members were asked for session topics so presenters can be invited as soon as possible. VYSA is always looking for topics that will best suit the interests of our members.

VYSA received an article from the US Youth Soccer office that VHSL was considering banning energy drinks. Anyone interested in a copy of that article should contact Julie at the State Office.

Wise County Youth Soccer requested to play non-members. A motion was made and seconded to approve the request. The motion passed.

The new Goal Safety brochure was distributed and is now available for clubs and leagues to order for distribution to their membership.

The Technical Director’s Report (attachment C) was distributed. Paul Shaw reported for Gordon Miller that 76 VYSA ODP players were selected for Regional pools. He noted that both VYSA U16 boys teams advanced to the finals in the Region I tournament, which was a first for any State Association. District tryouts have recently been completed. ODP District staff training has been completed in some districts and is scheduled for others.

Bill Mueller reported on the success of the new Central/West district in Charlottesville. More than 100 players attended the first tryouts. Feedback from those in attendance was positive.

Paul reported that the District Academy program has grown to almost double its size from last year. Identification and training of staff has been completed.

All three technical staff have been to various meetings and training sessions across the state.

The Coaching Education Report was distributed (Attachment D). Coaching Education Director Paul Shaw reported that the National Youth License course was filled; most attendees are from Virginia. US Youth Soccer limits the number of attendees to 36 and this course filled quickly. Because of the great response of this and the past four years VYSA has hosted the National Youth License, VYSA will host a second course this year. The course is scheduled for November 12, 13, 14 and November 20, 21, 2010, at the RAVE Soccer Complex in Virginia Beach. Paul offered a special thanks to Stafford Area Soccer, Fredericksburg Area Soccer and Prince William Soccer for providing players for the July course.

A National “C” License is scheduled in Stafford this month. This course is also filled with 44 coaches registered, 36 of whom are from Virginia. Paul reported that they plan to hold a live web presentation on team management with a sports psychologist. Jim Bonfils has been instrumental in assisting with a WebEx presentation by Dr. Dan Friegang as part of the regular course content. If this is successful, it may be used for other training and will save VYSA travel expenses.

Paul also reported on State courses. VYSA hopes to reach out to our recreational programs and coaches by increasing the number of F modules. An emphasis has been focused on the E certificate courses and they have been well received. VYSA hopes to again reach out to recreational coaches through increased E courses. D license courses continue to be offered.

Paul reported that VYSA hosted an E course in Spanish with Marcelo Gangotena through the Soccer Across America program. Marcelo reported that it is difficult to find field and classroom space located near one another if the course is not hosted by a club. In the past, sponsorships such as the Eddie Pope foundation have helped provide funding for field and classroom rental. Promotion of the course was done through radio and news advertisements directly to the local community. Clubs and leagues were asked to support promotion of future courses when scheduled. Two Board members offered assistance and suggestions regarding promotion.

Club, community, and staff development are ongoing. New means of education are being developed, specifically online coaching education. US Youth Soccer is preparing to offer F module lectures to support State Associations. VYSA has looked into doing online education, including sports safety, but the cost is high.

Coach mentorship is encouraged. Coaches are welcome to contact the Technical Staff to arrange to drop in on coaching education lectures and sessions. Clubs and coaches are asked to contact Paul Shaw if interested.

Paul reported that he was a guest instructor at an event hosted by the Richmond Strikers in developing and improving synergies between China and US Soccer.

The VYSA YouTube site is up and has several videos for viewing. Coaches Corner has been revamped and includes parent education. The Virginia Coaches Academy continues to provide continuing education for coaches who have taken F, E, and D courses. A new format is being considered.

Paul was asked if a second volume of the Coaching DVD was being developed. Paul responded that due to budgetary constraints other opportunities will be explored.

Marcelo Gangotena reported that Steve Bender is now working with the program and has been of great assistance. Two Soccer Across America fiestas were held recently - one in Leesburg and another in Manassas, and were both successful. Each was promoted through Spanish media, radio announcements, and newspapers.

For the Leesburg event, a flyer was distributed promoting a free event which included food, music, fun soccer, and an afternoon with families of players ages 8 to 17. Sponsors, including Subway, Sheraton, Eurosport, and Kohl’s, provided sandwiches, water and Gatorade, tables and tents, t-shirts, funding and volunteers. A local DJ donated his hours for the afternoon. The local club in Leesburg was very helpful. Coach Mike Madigan was helpful and enthusiastic and hopes to continue offering these events. A representative from the Gang Response Intervention Team (GRIT) from that area also attended.

The Manassas event was held at Stonewall Jackson High School and Alexandra Anderson from the school was of great assistance. Flyers were distributed to local stores throughout the community. Flyers about soccer and the hosting club and registration forms in both English and Spanish were give to the participants. The school provided fields and tables and chairs. Volunteers brought tents and coolers. Sponsors provided t-shirts. Players were divided by age group for short clinics. Five volunteer coaches from the Spanish E course assisted with the event. There was music and food was provided for players and their families. LA Express DJ’s attended at a very discounted rate. They were very eager to participate in these type of events. After the event, prizes were given out. Trophies, medals, MVP awards, and drawings were among the giveaways. Hallmark provided a $65 gift certificate, Target provided a $25 gift certificate, and Giant in Herndon and Giant in Centerville each provided $70 gift certificates, Guapo’s restaurant provided chicken, Sports Authority provided shin guards and discounted others. Fifty-six players participated. The local club did not participate.

The goal of these events is to bring players to the sport that don’t ordinarily have the opportunity to participate. Board members will contact clubs for better participation.

An individual that had been suspended has appealed the decision to US Soccer. Ray Greenberg is working on requirements for the Federation.

State Cup Director Anne Thompson was unable to attend, but Denise Edwards reported that at the next meeting the Board will discuss requiring a bond for U19 age group applying for Cup.

Denise noted that State Cup rules for U12 8v8 teams only allow 14 players for roster size, but leagues allow more. The Board discussed having a consistent roster size for that age group state wide. A motion was made to change the rules for the entire state allowing 14 players maximum roster size for U12 8v8. There was discussion about effects of making the change at this time and there was confidence there would be little impact. The motion was approved.

The Board confirmed the vote taken during the July conference call regarding changes to State Cup rules.

The Board went into executive session.

The Board revisited the November Board meeting date and agreed to change the meeting to Tuesday, November 16, 2010. The Board approved setting the June AGM for the last Saturday of June, June 25, 2011 at 10 am.

Secretary Debi Honaker reported that VYSA now has the ability to upload photos on player passes. Many have taken advantage of this new feature. One problem that has arisen is sizing the photos to the correct size for player passes. Debi recommended use of a tool called Image Shock. The photos remain secure on the user’s computer, but this tool will assist in sizing photos to fit on passes. The Board approved use of this product. Instructions for use will be posted on the web site.

Bob Maynes reported that Roy Pepper has been putting together the business plan for the planned soccer complex in Spotsylvania. Site visits are planned for the Soccerplex in Richmond, Hampton Roads Soccer Complex in Virginia Beach, Overland Park in Kansas, and others. During these visits, VYSA hopes to learn about each site’s projects and costs. Roy noted that VYSA has committed to develop four fields in a five-year period. The biggest cost involves the fields (two grass fields which will not have lights, and two turf fields which will have lights). He recommended the use of a professional project management service which has expertise in civil engineering, project management, and soccer. The US Soccer Foundation will also be a source of information and grants. Roy wants to work on: 1) developing operational costs and revenues and 2) sources of funding. Bob stated that grass fields will be planted during the summer to be played in the fall. The order that the fields will be developed will likely be dependent on procuring grants as well as the time-line for planting and overall use of grass versus turf fields. It was noted that labor costs and sponsorship expectations, along with realistic estimates of paid rentals, will have to be carefully considered. Political considerations are also important, as Spotsylvania County wants to see activity at the site as quickly as possible.

Denise Edwards reported that the Federation requested a contribution from Region I for the World Cup bid. Region I has pledged $100,000. States were also asked to pledge.

Since it’s not known whether adidas is going to continue its sponsorship, the US Youth Soccer budget shows funds from reserves to cover the loss of the adidas agreement. Some cuts were made, but Denise felt savings could come in some other areas, too. The budget was approved. A proposal to raise fees was postponed; a decision will be made when the status of the adidas sponsorship is determined. Denise plans to attend future US Youth Soccer board meetings.

A grievance has been filed against ECNL, which prohibits players from participating in State Cup, ODP, and any other league. US Youth Soccer by-laws state that no organization that is a member of the Federation can preclude players from participating in another organization.

The US Youth Soccer Board has three new members: John Sutter (President), Alan Blinzler (Secretary), and John Murphy (At-Large).

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

Next Board Meeting is September 15, 2010, at the Ramada Plaza Richmond West.

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