VYSA ANNUAL GENERAL MEETING
June 14, 2003
The Annual General Meeting of the Virginia Youth Soccer Association, Inc. was called to order by President Denise Edwards at the Sheraton West in Richmond at 10:20 AM.
Representatives from each member club or league were asked to sign in. The following members were present: AC Alliance, Annandale Boys and Girls Club, Arlington Soccer Association, Ashburn Soccer Club, Atlantic Soccer Club, Beach FC Recreational, Braddock Road Youth Club, Burke Athletic Club, Chantilly Youth Association, Chesapeake Soccer Club, Chesterfield Soccer Club, Churchland Soccer League, Colonial Heights Soccer Association, Cugini Soccer Club, Fauquier County Soccer Clubs, FC Richmond, Glenvar Booster Club, Goochland United Socer Association, Great Falls Athletic Association, Gunston Soccer Recreational League, Herndon Youth Soccer, James River United, Lafayette Soccer Club, Lee-Mt. Vernon Soccer Association, Little River Soccer Club, Loudoun Youth Soccer Association, McLean Youth Soccer, Midlothian Youth Soccer League, Montgomery Soccer Inc., New River United Soccer, Soccer Club of Northern Neck, Pocoshock Valley Youth Soccer, Portsmouth Youth Soccer, Powhatan Soccer Association, Prince William Soccer Inc., Richmond Kickers, Richmond Strikers Soccer Club, Soccer on the Hill, Soccer Organization of Charlottesville-Albermarle, Springfield Youth Club, Stafford Recreational Soccer League, Sterling Youth Soccer, Valley AFC, Virginia Rush, Virginia Soccer Association, Blue Ridge Classic League, Hampton Roads Girls Soccer Association, National Capital Soccer League, Old Dominion Soccer League, Richmond Metropolitan Youth Soccer League, Southeastern Virginia Youth Soccer Association, Valley Classic Soccer League, Virginia Club Champions League, Washington Area Girls Soccer League. A quorum was established.
State Registrar Brenda Down reported that she will be resigning at the completion of the election for State Registrar. She recognized Peggy Borgard for her efforts in establishing and maintaining Roster Pro. She noted the new Registration policies and manuals are posted on the VYSA web site.
Brenda thanked everyone for their support over the years she served as State Registrar. She noted she will serve as a mentor to the newly elected State Registrar. She has also resigned as Region I Registrar. Denise Edwards presented Brenda Down with a gift for her service to VYSA.
Denise Edwards introduced Dave Williams, VYSA TopSoccer Chair. She thanked Dave for all he has accomplished since becoming TopSoccer Chair.
Dave explained that TopSoccer is a soccer program for children with disabilities. He reported that working with this program has been very rewarding. He noted that those involved in TopSoccer have a unique opportunity to enrich the lives of those children, their own lives and the lives of the people who help them.
Dave noted that it is the mission of the TopSoccer Program to start, grow and sustain this program for VYSA. He requested donations of equipment and funding to help support the program. He stated VYSA now has several programs, but he would like to develop even more across the state particularly the Richmond area. He is available to attend club Board meetings to help set up programs.
Denise Edwards noted that there is funding available for those needing assistance setting up programs.
Bob Maynes, North Recreational Commissioner, reported that those needing assistance on the implementation of small-sided games in accordance with the new US Youth Soccer rules should contact the State Office. He also noted that Sharon Wells from Loudoun Youth Soccer will be heading a committee to conduct an administrators’ workshop to help club and league administrators share ideas.
The meeting was turned over to Treasurer Jeff Skigen to present the proposed 2003-2004 VYSA Budget for approval. Jeff introduced the members of the Finance Committee. He explained that normally the Vice President chairs this committee, but with that position vacant, the responsibility fell to him as Treasurer. He reported that the committee asked those submitting budget requests to be present at the Finance Committee Budget meetings to support their requests.
Jeff reported that after putting together the requested budget figures, the committee was faced with a $245,000 deficit. Jeff highlighted some changes made to reduce that amount. Revenue highlights included increases in mailing list revenue by raising fees for use of mailing list. The cost of producing Touchline was considered. It was decided to no longer send a printed/ mailed copy, but allow a much smaller expense amount for an electronically distributed version of Touchline. ODP fees were raised to cover part of the expense of the Technical Staff. State Cup fees will be increased in the Fall. Expense highlights included reduced Board Travel expenses due to a decision to allow fewer people to attend National meetings. The Technical Department was asked to reduce the number of meetings held for Club Technical Direction. The Workshop was asked to reduce costs and to implement ideas to increase attendance.
A motion was made and seconded to approve the budget as presented. It was questioned whether VYSA was selling the mailing list. It was explained that VYSA allows, for a fee, use of the mailing list through a bonded mailing house. The mailing list is never given out for use. There was concern regarding e-mail spam. It was explained that use of the e-mail list has not been allowed.
Gary Brindle of ODSL suggested that a balanced budget be presented. He questioned KidSafe fees for the upcoming year. It was explained that at the 2002 AGM, the membership approved requiring background checks as part of the KidSafe program. The fee for those background checks was $2 per player, paid to VYSA, for the first year. Background checks are good for 5 years, so in subsequent years only those that had not been checked would require a background check. The cost for that would be less than $5 per person, paid directly to the company by which the background checks are done.
Gary also questioned discontinuing the Touchline. He noted that the Touchline is a valuable benefit of membership in VYSA and recommended VYSA continue sending it directly to each registered player. There was discussion regarding items placed on line. It was generally agreed it would be a mistake to remove the printed version of Touchline.
It was noted that player insurance fees collected are greater than the cost of insurance paid. Jeff Skigen explained that, in the past, the insurance carrier used by VYSA required that the insurance premium be paid up front prior to collecting insurance fees. The insurance premium was determined after the seasonal year ended and either additional payment was required or VYSA received a refund. This resulted in the need for an insurance reserve account. The cost then was approximately $2 per player. VYSA then changed to a different carrier. The cost was reduced and paid a set fee due monthly rather than up front. Denise Edwards explained that rather than increase player fees and reduce insurance fees, the breakdown was left as it had been. Gary Brindle recommended this fee be reflected correctly in the budget.
Gary noted that the expected expense for Board Travel was far less than the budgeted amount. It was explained that the Board Travel expense varies according to where the meetings are held and the number attending. Some meetings are higher cost than others. Budgets are prepared to show the expense of all those eligible to attend, but often not everyone is able to travel. Therefore, the amount budgeted is usually higher than the actual amount spent.
Jeff was asked to explain the reason behind the $10,000 increase in the Recreation budget. Denise Edwards explained that the budget reflects added materials which will be sent to member clubs and leagues, such as brochures and manuals. VYSA hopes to develop an Administrative Handbook. It is also hoped to have additional coaching staff to assist with the implementation of small sided games. The increased cost is for those added membership services.
A motion was made to continue the paper publication by amending the budget to increase the expense amount for Touchline by $80,000 so that the expense amount for Touchline is $100,000. The motion was seconded. There was discussion on the value of the direct mail paper version and suggestions of ways to publish it at less cost. There was concern that this motion would place the budget in an even greater deficit and that the budget should be balanced. It was noted that a motion will also be made to increase revenue.
An amendment to the motion was made to increase the expense amount for Touchline by only $50,000 so that the expense is $70,000 to continue paper publication. The amendment was seconded. The amended motion passed.
A motion to amend the budget was made to increase revenue for Touchline to $50,000 for advertising. The motion was seconded. The Touchline Committee will be asked to find new ways to produce and distribute the Touchline to meet the amounts budgeted. The motion passed.
There was a question regarding the Field Development expense. Jeff Skigen explained the amount budgeted is for fees to a land use consultant for projected meetings involving a project at Laurel Hills (formerly Lorton Prison). It was asked why VYSA was involved in this effort rather than letting the clubs in Northern Virginia handle the effort. Jeff explained that it was clear that VYSA was needed to build a coalition of clubs and leagues in Northern Virginia in order to complete this project. Northen Virginia clubs will be supportive of efforts in other areas of the state as well, but VYSA will begin in the greatest concentrated are of players.
Bob Maynes, representing McLean Youth Soccer, expressed concern regarding a deficit budget and that the budget was presented unbalanced for more than one year. Suggestions were offered by McLean on ways to accomplish a balanced budget. It was suggested an amount be placed in Sponsorship since it is likely there will be some funds received through sponsorship. A motion was made to amend the budget by adding $20,642 as Unallocated Sponsorship to balance the budget. The membership asked the Board to make every effort to balance spending with income in the next seasonal year. The motion passed.
It was suggested that a bylaw amendment be presented at the Semi Annual Meeting that requires the Finance Committee to present a balanced budget in the future.
The 2003-2004 VYSA Budget as amended was approved (Attachment A).
It was suggested that VYSA consider that registration and insurance fees be paid per team for Travel Leagues rather than per player. The Board of Directors agreed to explore that possibility.
It was noted that the discussion surrounding the budget was very useful. A request was made to transcribe the minutes of this meeting in detail.
The meeting was turned over to George Sadler to present the proposed amendments to the By-Laws that were timely submitted for approval. The first proposed amendment regarding overlapping jurisdiction for Boys North and Boys West Travel Commissioners was considered. The proposed amendment places jurisdiction of counties with travel commissioners to match recreational jurisdictions. It was suggested that, because many clubs located in counties shown as North Travel Commissioner in the proposed amendment currently play in the Western district, the bylaws be written to place counties in the jurisdiction where the clubs are actually playing. A motion was made and seconded to amend the proposed bylaw amendment by removing Clarke, Culpeper, Frederick, Madison, Page, Rappahannock, Shenandoah, and Warren counties from the Boys North Travel Commissioner and placing those counties under the jurisdiction of Boys West Travel Commissioner. It was asked if approved, whether the change would be effective immediately and therefore, affect further voting at this meeting. The answer was yes, the change, if approved, becomes effective immediately. The motion was approved.
The second proposed amendment regarding due dates of Registration and Insurance fees was considered. There was concern that the due dates for Spring did not allow enough time for recreational clubs to collect all fees for that season. A motion was made and seconded to amend the proposed bylaw change for Spring player registration fees to read "clubs which have not paid their fees by May 15th will automatically be placed in bad standing". An amendment to the amendment was made and seconded to change the dates to read "Spring player registration fees are due by April 15th" and "are delinquent by April 30th". The amendment passed. The motion to amend the bylaw as amended was approved.
The meeting was turned over to Treasurer, Jeff Skigen, to act as chair and conduct the election of VYSA Board members. He announced the positions up for election this year:
Officers - President, Secretary, Registrar
Recreation Commissioners - North, Central, West
Travel Commissioners - Girls South, Boys North, Boys Southeast
The Chair explained the process for the election. He explained that, for positions that are not contested, he would ask for a motion to elect by acclamation. Paper ballots were available for contested positions. The VYSA State Administrator and the VYSA Bookkeeper would be counting the ballots. He explained that each candidate has the right in a contested election to have an observer watch the counting of the ballots.
The Chair announced that the nominating committee presented three names for the position of Vice President: Scott Batchelder, Jim Bonfils, and Larry Monaco. It was announced that Scott Batchelder had withdrawn his name. The Chair called for nominations from the floor for the position of Vice President. There being no further nominations for Vice President, the Chair declared the nominations closed.
Each candidate was given 3 minutes to speak. Questions were asked of each candidate. A secret ballot was conducted for the position of Vice President. The following results were announced for the position of Vice President: Larry Monaco - 63,978, Jim Bonfils - 28,464. Larry Monaco was declared the winner.
The Chair called for nominations from the floor for the position of Secretary. There being no further nominations for position of Secretary, the Chair declared the nominations closed. A motion was made and seconded to declare George Sadler elected to the position of Secretary by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of Registrar. RMYSL nominated Linda Sadler for the position of Registrar. There being no further nominations for position of Registrar, the Chair declared the nominations closed. A motion was made and seconded to declare Linda Sadler elected to the position of Registrar by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of North Recreation Commissioner. There being no further nominations for position of North Recreation Commissioner, the Chair declared the nominations closed. A motion was made and seconded to declare Bob Maynes elected to the position of North Recreation Commissioner by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of Central Recreation Commissioner. There being no further nominations for position of Central Recreation Commissioner, the Chair declared the nominations closed. A motion was made and seconded to declare Doug Strobel elected to the position of Central Recreation Commissioner by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of West Recreation Commissioner. There being no further nominations for position of West Recreation Commissioner, the Chair declared the nominations closed. A motion was made and seconded to declare John Singleton elected to the position of West Recreation Commissioner by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of Girls South Travel Commissioner. There being no further nominations for position of Girls South Travel Commissioner, the Chair declared the nominations closed. A motion was made and seconded to declare Jane Orem elected to the position of Girls South Travel Commissioner by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of Boys Southeast Travel Commissioner. There being no further nominations for position of Boys Southeast Travel Commissioner, the Chair declared the nominations closed. A motion was made and seconded to declare Tom Halstead elected to the position of Boys Southeast Travel Commissioner by acclamation. The motion passed.
The Chair called for nominations from the floor for the position of Boys North Travel Commissioner. NCSL nominated Jim Bonfils for the position of Boys North Travel Commissioner. There being no further nominations for position of Boys North Travel Commissioner, the Chair declared the nominations closed. A motion was made and seconded to declare Jim Bonfils elected to the position of Boys North Travel Commissioner by acclamation. The motion passed.
A motion was made and seconded to destroy all ballots. The motion was approved and the ballots were destroyed.
VYSA Officers for 2003-2004 are as follows:
President - Denise Edwards
Vice President - Larry Monaco
Secretary - George Sadler
Treasurer - Jeff Skigen
Registrar - Linda Sadler
VYSA Recreational Commissioners for 2003-2004 are as follows:
North Recreational Commissioner - Bob Maynes
North Recreational Commissioner - Roger Ney
DC Recreational Commissioner - John Livengood
Central Recreational Commissioner - Doug Strobel
Southeast Recreational Commissioner - Ken Halloway
West Recreational Commissioner - John Singleton
VYSA Travel Commissioners for 2003-2004 are as follows:
Boys North Travel Commissioner - Jim Bonfils
Boys Central Travel Commissioner - Roger Underhill
Boys West Travel Commissioner - Mark Walsh
Boys Southeast Travel Commissioner - Tom Halstead
Girls North Travel Commissioner - Anne Thompson
Girls South Travel Commissioner - Jane Orem
A motion was made and seconded to approve the minutes of the January 25, 2003 Semi Annual General Meeting. The motion was approved.
It was recommended that there be an online referee certification course. Larry Monaco reported that VYSA is prohibited from providing online referee certification. Referee Certification is a USSF program and they have not agreed to approve an online program. It was suggested that more classes be scheduled.
A motion was made and seconded to approve the actions of the Board of Directors for the previous year. The motion was approved.
It was requested that prior to the semi annual meeting, the Board look into use of the reserve funds available. It was noted that VYSA Members rely on the VYSA Board being well informed. It was noted that having Board members and Staff attend National and Regional meetings provides training and networking necessary to keep up to date on matters. It was suggested that those funds be used to allow additional attendees of those meetings.
Jim Bonfils congratulated Larry on his election to Vice President. He noted that communication with the membership during the weeks prior to the election was very beneficial and suggested that communication continue. He thanked Larry and stated he looked forward to working with him. Larry Monaco thanked the membership for their votes.
Julie Caramanica reported that changes to VYSA member club and league Boards are not always reported to the VYSA State Office. She asked clubs and leagues to notify the State Office of any changes in officials or their address, phone numbers and e-mails as soon as possible after changes occur. She noted that forms must be submitted with Registration and Insurance fees to provide information regarding the payment and also updates in contact information.
Denise Edwards reported VYSA has many committees and encouraged new members to volunteer for those committees.
There being no further business, a motion was made and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 1:15 pm.
Prepared by
Julie Caramanica
VYSA Administrator
