| 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. | |
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 West Richmond at 7:30 pm. Board members present were:
Denise Edwards President
George Sadler Secretary
Jeff Skigen Treasurer
Bob Maynes North Recreational Commissioner
Roger Ney North Recreational Commissioner
John Livengood DC Recreational Commissioner
Doug Strobel Central Recreational Commissioner
Ken Halloway Southeast Recreational Commissioner
Mark Walsh Boys West Travel Commissioner
Anne Thompson Girls North Travel Commissioner
Jane Orem Girls South Travel Commissioner
Board members Brenda Down and Tom Halstead were excused. Also present were Julie Caramanica (State Administrator), Larry Monaco (Adjudication Committee Co-Chair/SYRA), Linda Sadler (RMYSL Registrar), Peggy Borgard (Regional Registrar), and John Singleton (Southwest County Soccer).
A correction was noted for the March minutes. An attachment (Attachment A) of a report from the Adjudication Committee was added. The March minutes were approved as corrected.
TREASURER’S REPORT
The Treasurer’s Report (Attachment B) was distributed. Jeff Skigen noted that the State Office is running slightly over budget. Some programs are running a bit ahead of budget; others are on schedule. One area of concern is the prior year ODP accounts receivable, most of which is likely uncollectible. He will meet with the ODP staff to try to remedy this problem.
The budgeting process is about to start. Chairs and directors of programs will present their budgets for the 2003-2004 seasonal year to the Finance Committee. In order to better understand how programs are using the resources of the State Office, time cards have been issued to the office staff. Each staff member will record the amount of time that is spent on a particular program (eg. Recreation/Travel, ODP, State Cup, Coaching Education, etc.)
Requests for Proposals for a new accounting firm have been issued. The Treasurer, Bookkeeper and Administrator will review the responses and choose some to interview.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment C) was distributed. Julie Caramanica reported that the hotline is still operating for ODP and State Cup. Only the fax-back portion of the hotline has been discontinued.
VYSA is now using the US Youth Soccer Holiday Inn On-Line Tournament application. All applications for tournaments must be made on line. Once a tournament is approved by the State Office, it is automatically listed on US Youth Soccer’s website. The tournament listings on the VYSA website provide more detailed information than the US Youth Soccer site.
Julie reported that some paperwork due from Committee members still has not been received and she asked if the Board wanted any action to be taken. The Board did not ask any action be taken.
A report listing outstanding tournament reports and/or fees was distributed.
Many Spring registration fees have not yet been submitted. Reminder letters will be sent next week.
Loudoun Youth Soccer has requested that a regional Library be placed in their office. A motion was made and seconded to set up a regional library at the Loudoun Youth Soccer office. The motion was approved.
TOUCHLINE
Linda Sadler reported that the current issue of the Touchline has been mailed. The next issue is in the planning stages; potential new editors will be writing articles for it.
RECREATION COMMITTEE
Ken Hallloway asked for articles concerning Recreational Club news from all over the State for the next issue of Touchline. The Region I Recreational Summit is being held the upcoming weekend in Philadelphia. He reported Denise Edwards, Bob Maynes, and he will attend and will give a report at the next Board meeting.
FIELD USE WEST
Mark Walsh reported that Virginia Tech and the University of Virginia have both expressed an interest in working with VYSA for use of intramural fields and not-yet-developed turf fields. The Board asked he get more information.
TOURNAMENT FEES
Mark Walsh noted that US Club Soccer does not charge a fee for sanctioning tournaments; VYSA charges $10/team. He is concerned that eventually tournaments may choose not to have VYSA sanctioning and suggested that VYSA reconsider its fee. It was noted that if VYSA chooses to eliminate this fee, the revenue will need to be made up elsewhere. It was reported that the tournament fee was instituted a few years ago as a way to increase revenue that would affect out-of-state teams, and thus the burden would not fall solely upon Virginia players. It was suggested that VYSA market itself more positively so that our clubs and leagues are aware of all the benefits of membership and VYSA sanctioning. It was noted that VYSA-sanctioned tournaments have the advantage of being listed on the VYSA and US Youth Soccer web sites where most teams look for tournaments to attend. VYSA sanctioned tournaments also have the advantage of VYSA insurance and teams participating in tournaments that are not sanctioned may have no protection from policies that are normally enforced by US Youth Soccer.
TRAVEL AND TOURNAMENT POLICIES
Denise reported that US Youth Soccer is trying to simplify the process for teams to get permission to travel. It is hoped that, in the future, teams will be able to fill out and submit Notice of Travel to their State Associations and eventually eliminate the approval process.
REGISTRAR’S REPORT
In Brenda Down’s absence, George Sadler reported that rule 205, number 3, states:
(3) a team playing less than eleven (11) a side may not have more than two times the number of players played or less than one time the number of players played plus one on its roster at any given time during the seasonal year.
Brenda asked George to recommend that VYSA approve a variance, which is allowed by US Youth Soccer in rule 105. The variance she requested is a change in rule 205, number 3, to read as follows:
(3) a team playing less than eleven (11) a side may not have more than 18 youth players on its roster at any given time during the seasonal year. There are no minimum number of players.
A motion was made and seconded that VYSA approve the change to roster limitations, as permitted by US Youth Soccer. There was concern with the possibility that some teams may have such a large roster that each player may have little playing time. It was explained that some clubs and leagues in the state use a larger roster, giving the team greater flexibility in playing small-sided games and allowing the roster to be split into two teams while still permitting enough players for larger-sided games for tournaments. The motion passed.
Peggy Borgard reported that she and Brenda are continuing to work on revisions to RosterPro and it will be ready for the Fall. Peggy distributed packets of information concerning proposed changes to the Registration Manual to the Board members and asked that any questions be e-mailed to Brenda so the manuals can be approved at the next Board meeting.
SECRETARY’S REPORT
George Sadler reported that Swift Creek Soccer Club, of Chesterfield County, has submitted an application to become a member of VYSA. He recommended they be approved for membership. A motion was made and seconded to approve Swift Creek Soccer Club for membership in VYSA. The motion passed.
PRESIDENT’S REPORT
Denise Edwards reported on the US Youth Soccer President’s Meeting held in Denver.
The Presidents had wanted to make a few changes to the USSF Bylaws. Some proposed changes were:
Amendment to Bylaw 213 is intended to promote fairness and equity among the State Associations and other affiliates, particularly regarding grievances.
Amendment to Bylaw 412 limits the number of members of the Board of Directors.
Amendment to Bylaw 422 gives National Associations an extra seat on the Executive Committee, even though they are represented by their Council.
Amendment to Bylaw 431 gives legal justification to the Audit Committee to oversee the audit of the Federation and to notify the State Association Presidents of the results
Amendment to Bylaw 603 deals with interplay to allow each organization to set its own rules for participation in its programs.
In other business, a revised version of the permission to travel was discussed, but not changed.
A decision made by the Region concerning U-10 play in travel tournaments will allow results-oriented play beginning in 2004.
Denise reported that Tony Buiniskis, President of New York West Youth Soccer will run for the position of Vice-President of US Youth Soccer. VYSA will support him.
VYSA submitted a Bylaw amendment to US Soccer after approval of the Board by e-mail vote. Denise asked Board members if they still wished to propose the amendment or if they wished to withdraw it. The Board agreed that the submitted amendment remain for vote at the USSF AGM.
A question was asked to clarify the small-sided rule that becomes effective in September. The rule requires that younger teams play small sided games limiting the numbers of players per side depending on the age group. The exact number of players per side is listed on the web site and will be sent to each club and league with Fall registration letters. It was explained that any club that does not comply will be placed in bad standing.
Denise reported that the meetings regarding implementation of small-sided games being held around the state are going very well. Many clubs are already using the new rules.
Denise reported she had attended a recreational club meeting in Roanoke with South West Soccer Association to explain the benefits of VYSA membership. She felt it was a very positive meeting.
GOOD OF THE GAME
The Men’s National Team will play New Zealand in Richmond on June 8th.
George Sadler announced that he will run for Secretary of VYSA.
The Board went into Executive Session. When the Board returned from Executive Session, it was announced that John Singleton had been elected West Recreational Commissioner and Jim Bonfils had been elected Boys North Travel Commissioner to finish out the terms of those positions.
There being no further business, the meeting was adjourned at 10:40 pm.
Prepared by
Julie Caramanica
VYSA Administrator
Next meeting is May 21, 2003, at 7:30 pm at the Sheraton Richmond West.
