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September 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.

September 15, 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
Jim Bonfils Treasurer
Ken Bass 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
Dave Amsler #1 VCCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Chris Friant #3 VSLI Travel Commissioner
Bill Mueller #5 SOCA Skyline Travel Commissioner
Robert Helms #6 NCSL Travel Commissioner

Board Member Debi Honaker was excused. Also present were Julie Caramanica (State Administrator), Gordon Miller (State Technical Director/ODP Chair), and Roy Pepper.

The August 18, 2010, Board meeting minutes were not approved. Minutes were sent electronically; some had not had not yet had a chance to read them and others were unable to open them. They will be approved at the next meeting.

Prepared by
Julie Caramanica
VYSA Administrator


Next Meeting is Wednesday, October 20, 2010, at the Ramada Plaza Richmond West.


The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported thatthe office move was going well. Julie explained the move plans and noted the office would be closed for the week of the move. There will be no internet or phones at the new location until the following week. Messages regarding the closing were sent to Region I by the Region I office, to all State Associations we are in regular contact with, and to all VYSA members. 

Fall registrations are beginning to come it. Note that anything sent to the old office address after September 20 will be forwarded, but will take longer to arrive. All were reminded to use the new address:
VYSA State Office
5450 Southpoint Plaza Way
Fredericksburg, VA 22407
It was noted that VYSA does not provide access to insurance certificates until registration fees are received. The State Office is receiving many calls from clubs requesting access to the insurance certificates before their fees are paid. If they need certificates early, they should send fees for the number of players they have registered at that time and then send the balance of fees at a later date..
Julie reminded the Board that the monthly minutes will now be sent electronically. Once approved, they will be posted on the web site. Minutes are sent to a specific list. If any members of a club or league would also like to be included in receiving minutes, they should contact the State Office to be added to the list of those receiving the minutes.
VYSA is now on Facebook. Those signing up as “fans” will receive periodic messages regarding upcoming activities. All those using Facebook are encouraged to sign up and receive information automatically.
Julie asked those budgeted to attend the US Youth Soccer Workshop to contact her immediately so reservations can be made.
The Virginia Youth Soccer Convention is scheduled for January 21, 22, 2011 at the Hyatt Regency Crystal City in Arlington, VA.
The Technical Director’s Report (Attachment C) was distributed. Gordon Millerreportedthat there will be a second National Youth License hosted in Virginia in Virginia Beach in November. The fee for that course has been reduced to $580. 
The National C License was completed in August with 43 attendees.
State Courses are going well. F modules this summer have had large numbers of attendees. VYSA, in cooperation with US Youth Soccer, is looking into an online F module. More information will be reported when it is available.  The Technical Staff, along with Aaron Brunner of PWSI, is working on developing an online video and lesson plans targeting U5 and U6 recreation coaches. Many E and D courses have been completed since last meeting.  
Coaching clinics have been completed with Roanoke Star and Valley FC and the staff has conducted meetings with several clubs. A long range coaching education plan is being developed and will be introduced at the next meeting.
Evaluation of Coaching Education instructors is being done and identification of new staff is being considered. In an attempt to expand the staff, new consideration of licensing requirements for instructors is being explored.
Compliments were given for the Technical Staff’s efforts in focusing on coaching education for the recreation levels. Gordon noted that online coaching education has been a challenge. Attempting to allow some classroom instruction to be done online, but still having practical instruction, plus dealing with changes in content, have proved to be difficult. Board members offered suggestions and advice on their experiences with online instruction and testing.
Gordon reported that ODP district training has begun. New staff is being identified, staff training has been conducted and scouting for additional players is ongoing. Academy is going much the same.
The Board went into Executive Session.
The TOPSoccer Report (Attachment D) was distributed. Bob Sokolinsky reported that the program is becoming more active. He plans to send a letter to the membership and is working to increase club programs. Bob is activating the passback program. He is working with Paul to develop a state coaching education course and plans to hold a session at the VYSA Convention. The new chair at Region I is interested in attending and may conduct a session. 
Region I holds an annual symposium and VYSA hopes to host it this year. The event includes both classroom and field work. Bob suggested that an indoor facility for field work might be best as it is safer for the players. 
Bob hopes to secure a major sponsor for the VYSA TOPSoccer program. He asked for assistance in finding a sponsor. It was suggested that an annual event would be more conducive to a sponsorship. 
Volunteers for these programs are very important. He hopes he will be able to provide t-shirts for the many volunteers participating in TOPSoccer. It was noted that Arlington Soccer Association teams rotate being TOPSoccer buddies and other areas use the TOPSoccer program to fulfill High School volunteer obligations. It was noted that many, once having volunteered, continue to work with the program because the work is so fulfilling. Sponsors will greatly benefit from the program in providing these t-shirts that will include their logos on the shirts.
Bob asked for input from Board members to help make the program stronger. It was noted there is a very well done TOPSoccer video available to help promote the program.
Anne Thompson reported thatapplications are still coming it. The deadline for applications is September 29, 2010. Only 10 applications have been received so far, but many teams tend to apply last minute. Reminders have been sent out again by e-mail.
Anne hopes numbers will be greater to make the event more fun for all involved. She noted that she is receiving a lot of inquiries, but still applications are low. The Presidents Cup is very large Nationally, but Virginia teams don’t seem to be participating. The Presidents Cup in Virginia has been in existence for three years and Anne asked for suggestions in increasing participation.
Anne Thompson asked Board members to consider requiring a bond for U19 applications due to many recent last minute forfeits of U19 teams. These forfeits resulted in high penalties from the Region and collecting those fees has been difficult. It was suggested that VYSA consider requiring a bond that will be returned if teams compete. After some discussion the Board decided to wait before acting on instituting a bond for the older age groups.
Some felt the clubs should be responsible for forfeiting teams’ penalty fees. It was noted that many times clubs are not aware when a U19 team reforms to participate in State Cup since registration can be done directly with VYSA. It was suggested that teams be required to notify the club and the club agree to take some responsibility. A motion was made and seconded to require the club to agree to be responsible or the team must pay a bond equivalent to the Region I application fee plus the fine amount. It was noted that the U19 competition called the McGuire Cup has been in existence since 1935 and is a very prestigious event. The motion was approved. The amount to be collected will be determined at the time of application and will be announce then.
The Treasurer’s Report (Attachment A)was distributed. Jim Bonfilsreported that financial records look to be in order. He noted that final numbers for the 2009/2010 seasonal year should be complete next month. Jim reported he is keeping track of the Accounts Receivable aging report to make sure outstanding balances past 60 to 90 days are kept low. 
The Investment Committee met and reviewed VYSA investments. It was reported that VYSA is at 114% of its original investments. The President, Vice President, and Treasurer met with the VYSA broker and plan to make some adjustments. The investment broker, knowing VYSA plans for development, suggested VYSA put in place a loan amount against our securities up to 85%. The Committee would like to move forward with securing that. Jim pointed out that any monies in the investment account cannot be spend directly from that account. The funds would have to first be moved to the BB&T account and follow all financial policies for disbursement of funds.
Jim was asked if VYSA would be responsible if this loan were set up, and the market has another down turn. Jim noted that if VYSA has not exercised any of it, then the amount of the value we had borrowed against it goes down, but VYSA might be asked to put more cash in the account. It would simply allow VYSA the ability to move quickly if we needed to. Jim was asked and noted that for bonds the amount to be borrowed can be 85% and for equities the amount is 65%. Therefore, VYSA might be 75% to 80% of its overall investments.
A motion was made and seconded to move ahead and secure that line of credit. The motion was approved. Denise asked that there be a Board vote before any of the funds are used. A motion was made and seconded that use of the loan funds be approved by Board vote before they are used. The motion passed.
Roy Peppers updated the Board on the progress of the Spotsylvania Sports Complex. He distributed a report on information gathered from meetings with several complex officials along with information submitted by others. Roy noted that all provided a lot of information and spent a great deal of time and thanked the soccer community in general for being so generous with time and knowledge that has been very helpful to our efforts.
Noted in his report were a list of those with whom the committee visited and met. Major findings and issues were included with regard to grass fields, artificial turf fields, lighting, trash and toilets, security and staffing, and county relationships. Roy also included a list of further visits planned and noted traffic and wetlands studies will be done.
The Board recognized the great work Roy is doing and thanked him for his efforts.
It was reported that two Applications for membership from FC Alpha and Cumberland County Recreation were received. A motion was made and seconded to approve both clubs’ applications for membership. The motion was approved.
Denise Edwardsreported she had received an e-mail from an individual regarding nutrition, but noted it was an effort to promote his own products.
Steve Bender reported he will bring a motion to consider at the next meeting regarding goal safety.
It was noted that Spotsylvania County has been very supportive in VYSA’s move to their county.
Roger Underhill noted that Colonial Heights has split the boys and girls in its club. He had been advised that if he separated the girls from the boys, the numbers of female players would increase, and they have. He noted Colonial Heights has partnered with Hopewell and Prince George.
Southside Soccer Club has requested that Soccer Across America status be continued. The committee must make a determination and bring its recommendation to the Board for vote.
There being no further business, the meeting was adjourned at 10:15pm.


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