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November 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.

November 16, 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 Ramada Plaza Richmond West Hotel at 7:40 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
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
Dave Amsler #1 VCCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Bill Mueller #5 SOCA Skyline Travel Commissioner
Robert Helms #6 NCSL Travel Commissioner

Board Members Debi Honaker and John Singleton were excused. Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (State Technical Director/ODP Chair)

A motion was made and seconded to approve the October 20, 2010, minutes. The minutes were approved.

The Treasurer’s Report (Attachment A) was distributed. 

The State Administrator’s Report (Attachment B) was distributed.   Julie Caramanica reported that most fall registration fees have been collected. Registrations are slighty lower than at the same time last year. Most data has been received. Numbers of players’ fees paid and data numbers received for each club will be compared. Background checks need to be completed by December 1st of each year. Clubs and Leagues need to report to the State Office when background checks have been completed.
The VYSA Soccer Convention will be held January 21, 22, 2011, at the Hyatt Regency Crystal City in Arlington, VA. Many sessions are already planned. On-line registration forms are now available. Advertisements will be sent to the membership through Constant Contact. Board members were asked to promote the Convention to their clubs and leagues.
As of this month, 90 VYSA members have signed up for the Nationwide Insurance Program. VYSA will begin to show benefit from the sponsorship once the total reaches 101.
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that a National Youth License course is being held in Virginia Beach. This is the second course this year; Virginia is the only state to hold two courses in one year. Sam Snow is the lead instructor and Paul Shaw is assisting. While Sam is here, he will also working with a few clubs.
Paul and Gordon are holding coaching clinics at various clubs around the state at no cost to the clubs. Directors of Coaching are asked to contact the Technical Department with topics of interest to their coaches. 
Paul is continuing to work with current and potential clubs on Coaching Education. Over 30 coaches have been identified to be trained in how to train adults to work with young players. These coaches should be able to teach F courses in the future.
Inter-district ODP scrimmages will begin this weekend. Orientation for parents of girls new to the program will be held. The second weekend of inter-districts will be December 4th - 5th, when boys’ parents’ orientation will be held. State pools will be selected following the second weekend, and State training will begin December 11th. During player identification, coaches are taught to look for high level of technique, especially first touch and speed, and player character. Coaches will make lists of state pool players, then records are checked at the State Office to see that selected players are properly registered and fees have been paid. Names of players selected are posted on the VYSA website as quickly as possible. The number of players selected for the State Pool is as many as the facility can hold, usually between 40-45.
The Soccer Across America Springfield Fiesta Report (Attachment D) was distributed. Steve Bender reported that a videographer submitted a recording of the event to US Youth Soccer, which produced a three-minute video that was broadcast on the Fox Soccer Channel. The video is posted on the VYSA website. The Fiesta was attended by 66 youngsters, and it went very well. Springfield Youth Club was very supportive of this event and plans to host a similar event again in the Spring. Steve noted that Marcelo Gangotena has done a tremendous amount of work with the Soccer Across America program, including procuring almost $4,000 in donations for this occasion. Four Soccer Across America events are already planned for the Spring. Steve shared the video and photos with the Board.
Denise Edwards noted that there is still some confusion about how travel leagues verify travel background checks. League Kidsafe coordinators can check each club in their league, through the Youth Leagues system, to see if background checks have been done; then the coordinator certifies to the State Office that the check is complete. It was noted that leagues, not clubs, are responsible for checking and reporting the completion of background checks for travel. Recreational clubs notify VYSA directly when the checks are complete. Board members discussed possible changes to this process in the future.
The TOPSoccer Report (Attachment E) was distributed. The report includes current activities of the TOPSoccer Program.
Denise Edwards explained that US Soccer has a requirement that 100% of the members of a club must be registered with the Federation. In the past, this meant that all members had to register with VYSA. Now, not all players have to be registered with VYSA, but all must be registered with a national organization that is a Federation member. 
A question was raised concerning Arlington’s pre-K program, which consists of 150 children who attend Saturday clinics. This program was started to keep these very young players in a program appropriate for U6 players. The club also has summer camps and drop-in programs. Many of these players are not registered with VYSA, although separate insurance has been purchased for them. There was much discussion about whether these players need to be registered and the possibility of structuring different fees for different programs or setting up another class of membership. There was concern over the possibility of losing members if there is a fee increase or if too many regulations are put in place.
Bob Maynes distributed a proposed amendment to the 2010-2011 budget. A motion was made and seconded to reduce the State Office budget from $206,500 to $129,300. The reductions were a result of reduced operational costs due to the move to the new office location and cuts in other office expenses. The motion was approved.

A motion was made and seconded to change the due date for Fall registration data to October 1st and for Spring registration data to April 1st, the same as the due dates for Fall and Spring registration fees. After discussion, the motion was approved.
Denise Edwards reported that, as a result of an email request from a club that had already set rosters before the decision to limit roster size for U12 teams was made, roster sizes for U12 teams already established will be granted a waiver for this seasonal year. 
A hearing concerning a registration violation was held. The Registration Committee ruled that three matches, during which ineligible players were used, are to be forfeited. Training will be conducted to ensure such violations will not happen again.
An Adjudication Committee Report (Attachment F) was distributed. Denise Edwards reported for Barry Finklestein that the decision of the Adjudication Committee on the Dimkov hearing was appealed. The Federation upheld the VYSA Adjudication Committee decision, but Mr. Dimkov has requested reconsideration of the appeal to the Federation. No result of that request has been received.
A hearing will be held regarding a negotiated agreement from a Beach tournament concerning assault by referee on player.
Denise Edwards reported for John Singleton that the CDC website has very good information on concussions. He will bring information to a Board meeting and is having a session on concussions conducted at the VYSA Soccer Convention in January.
Denise Edwards reported for Chris Friant that, currently, only the president of an organization can sign tournament paperwork. Chris asked that the policy be changed to allow another person in the organization to be given the authority to sign the paperwork. A motion was made and seconded that an organization’s President, executive director, or President’s designee may sign tournament paperwork. The motion was approved.

Bob Maynes reported that a good deal of activity concerning the soccer complex has taken place over the past two months. Meetings have been held with: two construction companies; Mr. Vakos, whose property manager is on the FASA Board; Tricord; the Spotsylvania County Chairman and Board; and a contractor, recommended by FASA, whodida traffic study.
Bob has asked that the report from the Wetlands Study include the entire site of all 17 fields. A draft of the Traffic Study has been received. It indicates that a traffic light at the entry point to the complex may be needed and that, while there is probably not a need for a deceleration lane, VDOT may request a left turn lane. Bob reported no information has been received from the IRS regarding conservation easement designation for property. We are also still waiting for the additional information from the Wetlands Study. 
A meeting was held with Cluff Harbor Sports, a field complex design firm from Albany, which helped FASA realize the importance of having an experienced designer involved.
A question was asked about VYSA’s relationship with FASA and the complex. Bob emphasized that it is not a partnership, but rather that VYSA and FASA have development agreements. VYSA’S relationship with FASA on this project includes only the overall design and decisions that have to be made jointly. Everything else on the VYSA portion of the site will be determined by VYSA. Board members stressed that it is important that VYSA members know that this is VYSA’s facility for use by the entire State Association, and that FASA is just using adjacent land.
Denise Edward reported that a proposal for a fee increase brought up at the US Youth Soccer AGM in August had been tabled. The upcoming meeting on December 11th will not discuss the fee increase. Denise noted that the State Association Presidents will carefully study the entire budget before considering any fee increase, and will not just agree with the recommendations of the US Youth Soccer Budget Committee. Also being considered is the elimination of the Regions. If this happens, the National Office would take over the programs.
Denise noted that there is no Board meeting in December.
The Board went into Executive Session.
There being no further business, the meeting was adjourned at 10:00 pm.
Prepared by 
Julie Caramanica                           
VYSA Administrator
Next Board Meeting is January 12, 2011, at the Ramada Plaza Richmond West.

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