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April 2013 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 17, 2013

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 Crowne Plaza Richmond West at 7:40 pm. Board members present were:

Denise Edwards President
Bob Maynes Vice President
Debi Honaker Secretary
Ken Bass North Recreational Commissioner #1
Tom Gross DC Recreational Commissioner
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
Dave Amsler #1 VCCL Travel Commissioner
Chris Friant #3 VSLI Travel Commissioner
Karen Klumpp #5 ODSL Travel Commissioner

Board Members Jim Bonfils, John Singleton, Anne Thompson, Bill Mueller, and Richard Smith were excused. Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (VYSA Technical Director).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the February 20, 2013, minutes. The minutes were approved.

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

 

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that spring registration fees and data are coming in slowly. Both were due April 1st. Reminder notices have been sent. Current recreational player registrations are down from last year, but many clubs’ fees are still outstanding. Travel registration numbers are up. Comparisons will be made between the number of players paid and the registration data numbers sent for each club/league.

The date and location for next year’s VYSA Convention need to be set. Julie visited the Crystal City Hyatt and was given several options, including holding the Convention in December or on a Saturday/Sunday. There was concern regarding a ballroom setting for coaching clinics. It was noted that it is necessary to have space for the coaching clinics, exhibit hall and classrooms. A suggestion was made to check Georgetown University. Dates for the convention were discussed. Board members thought Presidents’ Day weekend might be a good date, with February 8 and 9 a good second choice, but dates facilities have openings will be a contributing factor. It was requested that information regarding presenters and topics be submitted sooner to allow for advertising and more cost efficient preparation of the event.

The budgeting process has begun. It’s been a little difficult because of the transition to a new reporting format, but is going well. The Finance Committee is meeting on April 23rd.

The State Office has been contacted by two bag tag companies offering ideas for fundraising. Board members showed little interest. More information is needed.

Matt Lawrey of Prince William Soccer and Marie Schweitzer of Northern Virginia Soccer Club were both awarded the US Youth Soccer Positive Coaching Alliance Double-Goal Coach Award, presented by Liberty Mutual Insurance.

Lisa Wilson’s husband’s condition is slowly improving. She has been working from the hospital and from home, and while he remains hospitalized is coming into the office three days a week. The rest of the staff is helping with some of her work, and all work is being timely completed.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller announced that many Coaching Education courses have been held this Spring, including some in previously underserved areas. Several new E license courses were delivered. The new D course, developed by US Soccer, will be presented this summer. A Recreation Directors’ Workshop hosted by Northern Virginia Soccer Club will be held on April 23rd at Hellwig Park. Others will be presented in different areas of the state at a later date. Several Good of the Game Clinics have been held in various locations. A Position Specific Midfielders Clinic is scheduled for June 1st in Virginia Beach, then other locations in the future.

The National Youth License Course in June is full; VYSA has been asked by US Youth Soccer to host another one later this year. Sam Snow is the lead instructor for the June course.

The USSF “C” Course will be held in August in Fredericksburg. Openings are still available.

The 97 Boys ODP team finished 4th in the ODP National Championships. The Virginia Friendlies in Williamsburg were very successful. Gordon reported that the Italy trip was outstanding. All teams played four or five games, with the highlight being the 99 Girls team that won all four games against English teams. The group was also able to do quite a bit of site-seeing while there. Gordon said that the trip was a good experience both on and off field.

ADJUDICATION REPORT
An e-mail reporting notice of a rec player arrested for malicious wounding was received and sent to the Adjudication Chair. An e-mail vote may be coming once the report has been reviewed and it is determined whether this would warrant suspension.

TOPSOCCER REPORT
The TOPSoccer Report (Attachment E) was distributed. Bob Sokolinsky reported on a young player he met at the TOPSoccer meeting at the US Youth Soccer Workshop. The player was handing out cards with the message:
“When you use words like “retard” and “retarded”, it hurts people with disabilities. Please choose your words carefully. Use Respect. Thank you! Kelly”.

The TOPSoccer Festival will be held on June 15th at the Ron Rosner Family YMCA, adjacent to the VYSA Kohl’s Cup at Patriot Park in Spotsylvania. Flyers have been sent and information is on the VYSA website.

Annandale Boys and Girls Club and JCCNVA are joining forces to start a TOPSoccer program next Fall. DC Stoddert will also be starting a program soon. The new TOPSoccer program in Roanoke Valley is off to a very successful start, with 16 players and buddies.
Bob reported that he and Sharon Wells attended the Fairfax County Public Schools Special Education Conference on March 2nd. They talked to many parents of special needs children and shared information about TOPSoccer.

SOCCER ACROSS AMERICA REPORT
The Soccer Across America Report (Attachment F) was distributed.

RATIFICATION OF VOTES TAKEN BY E-MAIL
A motion was made and seconded to ratify the vote approving membership for the Virginia Premier League taken by email. The motion was approved.

A motion was made and seconded to ratify the vote approving the list of recommended referees for Regional Championships taken by email. The motion was approved.

EXECUTIVE DIRECTOR AD
Ads for the new Executive Director position were placed in several outlets in March, with a deadline date of May 15th. Many applications have been received. So far, three in particular seem to stand out. More applications are expected in the next weeks.

REFEREES FOR PRESIDENTS CUP
A motion was made and seconded to approve the list of referees submitted for the Presidents Cup. The motion was approved.

REGISTRATION PROPOSAL
Debi Honaker and Denise Edwards recommended changing the registration process to have registrar approval done electronically. This proposal is being considered to help streamline travel registration, eliminate the need for team representatives to drive to registrars’ houses, and to reduce the overall amount of paperwork. The new process will allow approval to be done online and printing to be done after approval. There will be an additional cost associated with the uploading of birth certificates as there is with the uploading of photos for player passes. This expansion of the online system will be done with GroupNet Solutions (formerly Youth Leagues USA) which currently manages our online travel registration. The new process will include electronic versions of parent releases.

Much of this is already being done in Eastern PA; Delaware is about to begin use of it as well. Because there is a fee for each signature, it was suggested that VYSA use only one signature on the passes and that the signature be the VYSA Secretary’s. It was noted that players’ pictures can remain in the system for two years and adults’ for five years. ITC documentation will remain with the player in the system. There was concern that some teams may not have the ability to use the system to its capacity, but it was agreed that clubs can help if teams have problems. Debi hopes to have this system in place for the Fall, 2013, season.

A motion was made and seconded to approve moving to this addition to the electronic registration system. The motion was approved. Notification will be sent to club teams once information on the process is completed.

FUTURE BOARD MEETING DATES
Dates for the next several months’ Board meetings were approved.

The VYSA AGM will be held on Saturday, June 15, 2013, at 10:30 am at the Country Inn and Suites in Fredericksburg. Board Meetings through the end of the year are:
August        Wednesday, August 21, 2013         7:30 pm  Richmond Grand Magnuson
September  Wednesday, September 18, 2013  7:30 pm   Richmond Grand Magnuson
October       Wednesday, October 23, 2013      7:30 pm   Richmond Grand Magnuson
November    Wednesday, November 20, 2013  7:30 pm   Richmond Grand Magnuson

No meetings are scheduled for July and December.

SECRETARY’S REPORT
Debi Honaker reported that she has received two applications for membership for recreational clubs - Commonwealth Soccer Programs (CSP), an indoor recreational league in Mechanicsville, and Orange Soccer Association, and one application for a new travel league - Club Champions League (CCL). All three have met the requirements for membership. A motion was made and seconded to accept CSP, Orange Soccer Association, and CCL into membership. The motion was approved.

PRESIDENT’S REPORT
Denise Edwards reported she attended the US Youth Soccer board meeting during the ODP National Championships. US Youth Soccer President, John Sutter met with her on the field to discuss several issues to include US Youth Soccer database management, ODP National Programs, Region 1's position on US Youth policy, and VYSA's success with competition from other organizations. VYSA is the 5th largest state association and one of the few without dips in membership even though it is a targeted state by other organizations. As a result of the conversation, US Youth Soccer scheduled a President's meeting for April 27th with the focus on Competition in the Marketplace.

GOOD OF THE GAME
It was reported Ben Olsen is now working with the DC Stoddert pre-K teams.

Julie reported that the soccer community has been very supportive of Lisa Wilson and her family. A special thanks goes to all those who have helped Lisa during this very difficult time. The VYSA soccer community has shown to be a wonderful group and their outpouring of support and concern has been very much appreciated.

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 15, 2013, at the Richmond Magnuson Grand Hotel.

 


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