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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 7:40 pm. Board members present were:
Denise Edwards President
Larry Monaco Vice President
George Sadler Secretary
Linda Sadler Registrar
Doug Strobel Central Recreational Commissioner
Ken Halloway Southeast Recreational Commissioner
Jim Bonfils Boys North Travel Commissioner
Roger Underhill Boys Central Travel Commissioner
Mark Walsh Boys West Travel Commissioner
Anne Thompson Girls North Travel Commissioner
Board members Jeff Skigen, Bob Maynes, John Livengood, John Singleton, Tom Halstead, and Jane Orem were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), Scott Meyer (State Referee Administrator), Gil McCallister (State Referee Committee Chair), Alan Liotta (SYRA), and Terry Lash (President, Vienna Youth Soccer).
Julie Caramanica introduced the President of Vienna Youth Soccer, Terry Lash.
APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the October 1, 2003, Board meeting minutes. The minutes were corrected to indicate that the Board announced, after Executive Session, that the ODP program had suspended three players from ODP. Another correction noted that Jeff Skigen had been excused from the meeting and that Roger Ney had not been excused. The minutes were approved as corrected.
A motion was made and seconded to approve the October 22, 2003, Board meeting minutes. The minutes were corrected to note that the October 1 minutes had not been approved at the October 22 meeting. A clarification was made to the motion allowing the coaching department to schedule six Coaching Education courses in the master schedule for 2003-2004 noting the intent of the motion was to allow up to six courses. Later in the meeting President Denise Edwards noted that Roger Ney was not excused from the October 1, October 22, and the November 19, 2003 meetings and asked that the minutes be corrected to reflect that information. The minutes were approved as corrected.
TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Julie Caramanica reported for Jeff Skigen. The final 2002-2003 financial report is almost complete. Receivables are down from last month.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that a number of clubs had been placed in bad standing because fall registration fees were not submitted. After registered letters were sent, fees were received from all but one club, Kings Park West. Julie asked that anyone with updated contact information for that club notify the State Office.
The Board was given a list of clubs that have not yet submitted fall data. Those clubs will be notified that their data submission is past due.
Information concerning completion of background checks was distributed. Registration numbers from each club plus the number of background checks done last year and this year were included. The KidSafe/Risk Management Committee will be meeting on November 24 to prepare policies and procedures for this program.
The State Office has hired a new receptionist. Sharon Sheppard will be answering phones and greeting guests at the State Office.
McLean Youth Soccer has requested to again host the Tide America Cup over Memorial Day weekend. A motion was made and seconded to allow McLean Youth Soccer to host the Tide American Cup. The motion was approved.
The newly approved VYSA Personnel Policy Manual was distributed to Board members.
TOURNAMENT SANCTIONING BY OTHER ORGANIZATIONS
Julie reported that the Jefferson Cup, hosted by the Richmond Strikers, will not be sanctioned by VYSA this coming year. They have chosen to have the tournament approved by US Clubs. Later in the meeting Linda Sadler reported that VYSA teams attending a tournament that is not approved by a US Youth Soccer State Association must obtain permission to travel to participate in the tournament even if it is held in the same state of that team. Linda reported that the Jefferson Cup had requested a waiver to allow VYSA teams to attend their tournament without permission to travel, but Board members were concerned that a waiver would cause confusion and agreed to leave the requirement as it is. Teams attending tournaments not hosted by US Youth Soccer State Associations must have permission to travel even if the tournament is in their home state.
TECHNICAL DIRECTOR’S REPORT
Gordon Miller reported that ODP will hold the first weekend of inter-district scrimmages November 22nd for Girls and November 23rd for Boys. Parents’ meetings will be held both days. The State Office is still collecting district player fees; no player may participate in inter-district scrimmages if fees are not paid.
STATE REFEREE COMMITTEE REPORT
Scott Meyer presented a power point presentation about the State Referee Program. The SRC supports not only the Virginia Youth Soccer Association, but also non-US Youth Soccer youth leagues and adult and professional leagues.
Virginia DC has the fourth largest referee program in USSF, with about 4 % of all USSF referees. In 2003, just over 5,000 referees were registered. The majority are entry-level grade 8s. Approximately two-thirds of last year’s referees recertified this year, but over half of the first-year referees did not recertify. Thus, 40% of the referees in the field are first-year referees.
The Virginia-DC State Referee Association has a very large number of instructors, assessors, and assignors. Scott listed the members of the State Referee Committee.
Revenue from registration and clinic fees cover the costs for most of the programs. Assessment programs, the Academy, State Cup, and the office are some programs that revenue does not meet expense. Last year was the first year that the State Referee Program did not break even, as expenses were higher than expected.
Scott spoke about 3 special programs.
The Academy provides advanced referee training and an opportunity for young referees to meet older, experienced ones. It is held in conjunction with a Soccer Camp. This is the fourth year the Academy has taken place; the SRC hopes to run two sessions next year.
During State Cup weekend, referees meet on Friday night for rules and instruction, all games on Saturday are assessed, and finals on Sunday are given to referees selected based on their performance on Saturday. Both the Academy and State Cup programs are designed to improve the quality of referees.
The Growth and Development Program will move grade 9, entry-level referees, through to grade 7, and is designed to increase both retention and quality at all levels. The amount of instruction and training will increase at all grades. On-field experience will be integrated with classroom training. More focus will be placed on player management and people skills.
A goal of the SRC is that every referee will be observed every year through Observation-Evaluation-Feedback’s (OEF). The SRA will work with various club/league programs (such as Referee Advisor Teams and mentoring) already in place to help implement the OEF. Referees will be encouraged to advance to grade 7. Scott believes that, while there is room for improvement, Virginia has a very good referee program already in place. It is because of the quality of instructors, assessors, assignors, the hard work of the referees, and strong support from VYSA that has made it successful.
In answers to questions, Scott reported that the Academy had 25 attendees the first year, and that number has grown to 40. Young referees can attend the Advanced Academy their second year, and can return a third year as a Team Leader. A survey was taken to find why first-year referees have such a high drop-out rate. One answer was that reffing was not as fun as they had thought it would be. People management skills and referee mentoring of young players are important. A second reason is a club/league requirement that a certain number of players take a ref course, which results in the course being taken, but those players never referee a game and don’t recertify. Gordon Miller suggested Coaching Education courses include some referee/coach management information to be of help.
Scott asked about the procedure for reviewing rules of competition for tournaments, since some tournaments have listed rule modifications and asked which rules can be modified and which should not. After discussion, it was agreed no decision be made until the issue of tournaments is examined more extensively.
ODP FOREIGN TRAVEL POLICY
Gordon Miller distributed the proposed VYSA ODP Foreign Travel Policy to the Board. A motion was made and seconded to approve the policy. There was concern that the policy was distributed too late for Board members to review and consider at this meeting. Inconsistences in the policy in stating "may" or "will" in regard to dismissal or of players being sent home for misconduct were discussed. It was agreed to change the policy to read "will" be cause for dismissal and "will" be sent home wherever stated. It was suggested that for those participating in foreign travel, a line be added to the Player’s Code of Conduct signed by players and parents to read "I have received and read the ODP Foreign Travel Policy".
A motion was made and seconded to postpone consideration of the policy until the next meeting. The Technical Director requested the policy be considered at this meeting because postponement would mean delay of travel plans causing greater costs per player. The motion to postpone failed.
Numbers of chaperones were questioned. It was agreed that it was optimal that four adults be responsible for each team. It was suggested that the wording be added that the adults attending must be present with teams.
The policy states parents may not travel or be housed with the team. Board members questioned this part of the policy. Gordon explained that parental involvement sometimes effects the smooth operations of the trips and that it was important that the teams learn to travel with the staff. Parents may attend, but will have limited contact with the players.
Gordon noted that international component is critical to player development. Input was gathered from different organizations and State Associations regarding foreign travel.
If the policy is approved, the ODP may go forward with preparations for foreign travel that were suspended at the last Board meeting. A motion was made and seconded to approve the policy as amended. The motion passed. Larry Monaco and Ken Halloway asked the minutes show that each voted against approval of the policy.
The policy will be corrected as approved and distributed to Board members and ODP representatives participating in ODP Foreign Travel.
ODP POLICY MANUAL
Denise Edwards reported that she has asked the ODP Administrator to add a section on State Office procedures to the ODP Policy Manual.
SMALL-SIDED GAMES BROCHURE
US Youth Soccer is working on a brochure about small-sided games, but it is not yet available. VYSA hopes to distribute copies of the brochure, if available, at the Workshop in February
AGE-GROUP DATE CHANGE
USSF has not yet met to decide about the age-group date change. US Youth Soccer will inform the State Association Presidents when a decision is made.
REGION I CHAMPIONSHIPS
Larry Monaco recommended that VYSA bid to host the Region I Championships for 2005-2006. The Hampton Roads Soccer Complex can support the event. A motion was made and seconded that VYSA bid to host the Region I Championships in 2005-2006. The motion was approved. Anne Thompson and Larry will work with the Region if the bid is accepted.
FUTSAL
Larry Monaco reviewed the history of approving indoor soccer. VYSA now accepts indoor-only clubs, so a club with "Futsal" in its name must also register with and pay fees to the US Futsal Federation.
RIGHT OF PRIVACY
Julie Caramanica reported that she had received a inquiry regarding VYSA’s policy on right of privacy and disclosure of information about players. Larry Monaco noted that this is a very complex issue and suggested VYSA and its members consider legal counsel to answer specific questions. It was suggested that clubs limit the amount of information that the member asks for and/or releases.
REGISTRAR’S REPORT
The Registrar’s Report (Attachment C) was distributed. Linda Sadler reported that several sessions regarding registration have been scheduled for the Workshop. She also reported that, as a result of the Travel Summit, some of the registrars’ paperwork may be reduced.
Linda received a request that VYSA grant a variance on roster limitations and asked the Board consider the request. A motion was made and seconded that team rosters in recreational programs shall not be limited to a maximum of 18 players on a roster if the increase is in the best interest of providing developmental opportunities for those rostered players. The motion failed.
Linda was asked about the VYSA policy against the use of mandatory hotel booking agencies. A request had been made to allow a limited use of mandatory booking agencies, since some provide a better level of service than others. A decision was made to add this item to January’s agenda, to allow time for further examination.
SECRETARY’S REPORT
George Sadler reported that Soccer International Club, Inc., in Mechanicsville, had applied for membership in VYSA. He recommended approval. A motion was made and seconded to approve Soccer International Club, Inc., for membership in VYSA. The motion passed.
George has also received an application for membership for Charlotte County Soccer Club, but more information is needed. The club will be asked to complete the application and provide required information before the application will be brought to the Board.
A motion had been made at the October 1, 2003, meeting to suspend Ralph Shipler under US Youth Soccer bylaw 252 subject to verification. The suspension will be posted on the website.
VICE PRESIDENT’S REPORT
Larry Monaco noted a few changes he would like to make to the Conflict of Interest form. He previously sent a report from the Travel League Summit to the Board members and he reported that most of the leagues represented at the Summit are very interested in inter-league play . He would like VYSA to provide as much help as possible, including administrative help the State Office.
PRESIDENT’S REPORT
Denise Edwards reported that the Washington Freedom contacted the State Office about their membership status. She will contact Louise Waxler about their options for sanctioning a tournament and renewing their membership with VYSA.
The Board went into Executive Session to select the Volunteer and Chevy Parent of the Year
REMOVAL OF BOARD MEMBER
A motion was made and seconded to remove Roger Ney as a member of the Board in accordance with the VYSA Bylaws that any member of the Board (except the immediate Past President) may be removed as a member of the Board by a majority vote of the Board for missing two consecutive Board meetings without excuse. The motion passed.
There being no further business, the meeting was adjourned at 11:10 pm.
Prepared by
Julie Caramanica
VYSA Administrator
Next Meeting is December 13, 2003, at 6:00 pm at the Sheraton West in Richmond.
