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April 2011 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 12, 2011

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 7:30 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
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 #5 SOCA Skyline Travel Commissioner
Robert Helms #6 NCSL Travel Commissioner
 
Board Members Jim Bonfils, Bill Mueller, and Karen Klumpp were excused.  Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (State Technical Director/ODP Chair). 

APPROVAL OF PREVIOUS BOARD MINUTES 
A motion was made and seconded to approve the March 16, 2011, minutes.   Steve Bender asked that his statement in the Good of the Game be corrected.  The minutes were approved as corrected.
 
TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed.  Board members were asked to contact Treasurer Jim Bonfils or Karin LaVallee, VYSA Bookkeeper, with any questions.
    
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed.   Julie Caramanica reported that both fees and data were due April 1st.  Few had come in by the deadline.  Reminders were sent again to all clubs and leagues via Constant Contact e-mail. 
 
Julie noted that Constant Contact has been a great means of communication, but some e-mail addresses are not deliverable, specifically those beginning with admin@ or administrator@.  She asked those with e-mails beginning that way to please send the office a different address to use. She also reminded VYSA Board members and VYSA member clubs and leagues to send any changes in directory information so records can be kept current. 
 
The VYSA Annual General Meeting will take place June 18, 2011, at 10:00 am at the Ramada Inn Richmond West.  Notices regarding any Bylaw Amendments and a Nominating Committee Report will be sent by e-mail later this week.
 
TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed.  Gordon Miller reported       he and Paul Shaw have conducted several Coaching Education clinics in clubs, and have more scheduled. 
 
Many Coaching Education courses are scheduled with a strong emphasis on F courses for coaches of our youngest players.
 
Staff identification and development continue in an effort to increase the numbers of instructors to allow more courses to be held.
 
The 1996 and 1997 Boys and Girls ODP teams will travel Spring break to Cologne, Germany.  The Region I ODP Tournament is scheduled for June 11-12, 2011, in New Jersey.
 
TOPSOCCER REPORT
The TOPSoccer Report (Attachment D) was distributed. Bob Sokolinsky, TOPSoccer Chair, reported that the Region I TOPSoccer Symposium held last month in Arlington was a great success.  Auke Wiersma, Region I TOPSoccer Chair, and Sam Snow attended and conducted excellent training for attendees.  Bob thanked the VYSA State Office staff for their assistance and added that Lisa Wilson will be joining his committee.  He plans on adding committee members from each area of the State.  Bob noted that he is planning to include TOPSoccer in the Kohls Cup with 5v5 matches and different stations of activities for TOPSoccer players. He hopes the committee’s hard work will result in no cost to participants.
ADJUDICATION COMMITTEE REPORT
The Adjudication Committee Report (Attachment E) was distributed.
 
STATE CUP REPORT
Anne Thompson reported that Spring State Cup competition has begun and is going well.  Weather has been a cause of some interruptions and teams with players traveling internationally with ODP will affect games the following weekend.  The schedule is on track, however, and games are expected to be completed as scheduled. 
 
Anne also reported that many clubs are now using the 7x21 goals for the U12 age group as required.  It was noted the expansion of a league now playing in Northern Virginia that uses 7x21 goals has been helpful to scheduling.
 
REGISTRAR’S TRAINING
President Denise Edwards reported she received a call from a Regional Registrar regarding required training at the VYSA Convention. The registrar maintained that the manual states a training session is required, but is not specific about when it would be held.  Denise asked that the requirement be clarified in the minutes.  A motion was made and seconded that the policy in the Registration Manual show that registrars must attend one training session per year.  The motion was approved.
 
VYSA CONVENTION
The VYSA Finance Committee met this past weekend and discussed the Convention’s cost to the Association.  Discussion was lengthy and ranged from removing banquet/reception costs to eliminating the Convention altogether.  President Denise Edwards thought the discussion needed to be brought to the Board to determine whether to continue as we have, at considerable cost, or to make some changes. 
 
Vice President Bob Maynes reported the cost to the Association is high. He noted that the attendance is low and the workload to the staff should be considered as part of the expense.  Bob suggested holding district meetings in different locations throughout VYSA to lower the overall cost.  He suggested meetings be set with specific topics on coaching and administration, and, once established, referees and other topics.
 
There was concern that if the Convention is removed, outside meetings may not take place or adequately replace the activities of a association-wide event.
 
There was considerable discussion on alternatives for the Welcome Reception on Friday evening, the Continental Breakfast on Saturday morning, and Luncheon on Saturday afternoon.  Suggestions included removing all banquet/receptions and providing just some of the food service.  There was also consideration of having food service available for purchase. There was discussion about changing the Awards Luncheon to a breakfast, holding it Friday evening in Exhibit Hall, or at an evening dinner.  Another suggestion was to hold presentations of awards separately before different sessions, but some expressed the importance for awards to be presented to the entire community. 
Some Board members spoke in favor of keeping the Convention. Many thought the event is run well and is a good value for the community.  It was agreed it is a great service benefit to VYSA members if some subsidy can be obtained.  Some felt the event is a great value for the cost while others felt the cost too great for the number taking part. Some noted the Convention is a place to gather and that reaching what some consider low numbers is still a means of reaching those we may not have reached otherwise.  Some believed the district meetings would be a nice supplement to the Convention, but that they should not be a substitute. Most agreed that VYSA needs to cut costs, but not do away with the Convention.
 
There was extensive discussion regarding the best location for the event.  Some were in favor of holding it in a location that could best allow for large coaching demonstrations, but others argued a location that is too spread out diminishes the ability to network, which is a great asset to the event.
 
Since everyone seemed to support holding the Convention, it was determined that VYSA should decide how much expense over income is acceptable.  A motion was made and seconded to limit the deficit to $20,000.  The motion was amended and seconded to have the limit be $25,000.  It was suggested that the budget prepared was well planned and that it may be difficult to accomplish at that low figure.  The amendment for a $25,000 limit failed.  A second amendment to the main motion was offered and seconded to approve the proposed budget with the amount of $35,030 expense over income.  The amendment passed.  The main motion as amended, to limit the overall expense to VYSA to $35,030 as shown in the budget, was approved. 
 
Denise explained the staff is now tasked to find a location that will meet the cost restraints and attempt to change the event based on the information provided by Board members. 
 
NOMINATING COMMITTEE REPORT
The Nominating Committee Report (Attachment F) was distributed and will be sent via e-mail to all VYSA member Club and League Presidents and Administrators.  No response was received from Board members currently holding positions with VCCL and VSLI. 
 
BOARD MEETING DATES
Board meeting dates for the remainder of this year and the beginning of the next year were approved.  Note: Since this meeting, it has been determined that the July meeting will be rescheduled.  Board meeting dates are as follows:
 
July            To Be Determined               Ramada Plaza Richmond West 7:30 pm
August        Wednesday, August 17        Ramada Plaza Richmond West 7:30 pm
September   Wednesday, September 21   Ramada Plaza Richmond West 7:30 pm
October       Thursday, October 20         Ramada Plaza Richmond West 7:30 pm
November     Wednesday, November 16   Ramada Plaza Richmond West 7:30 pm
December     Saturday, December 10      Ramada Plaza Richmond West 6:00 pm
January        Wednesday, January 18     Ramada Plaza Richmond West 7:30 pm
February      Wednesday, February 22    Ramada Plaza Richmond West 7:30 pm
March          Wednesday, March 21       Ramada Plaza Richmond West 7:30 pm
SECRETARY’S REPORT
VYSA Secretary Debi Honaker reported that Vermont Youth Soccer announced a policy change: they no longer require player signatures on player passes except for Regional and out of state Leagues.  VYSA tournaments, however, do require signatures on player passes, so teams from State Associations like Vermont and Rhode Island will still have to have player signatures when attending Virginia tournaments.
 
GOOD OF THE GAME
Steve Bender was asked by a tournament director why VYSA requires Recreational Player passes for players of recreational teams attending recreational tournaments.  He asked why rosters were not sufficient.  It was explained that, in the past, coaches of recreation teams would sometimes add unregistered players to their rosters for recreational tournaments.  Recreational Player passes signed by the club for that team were instituted to confirm that players were indeed registered and in the proper age groups.  This insures that players are not playing in a younger age group and that insurance coverage is not compromised.
 
There being no further business, the meeting was adjourned at 9:30 pm.
 
Prepared by 
Julie Caramanica   
VYSA Administrator
 
Next Board Meeting is Wednesday, May 18, 2011, at the Ramada Plaza Richmond West.

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