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September 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
September 18, 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 Courtyard Marriott Richmond West at 7:30 pm. Board members present were:

Denise Edwards President
Bob Maynes Vice President
Ken Bass North Recreational Commissioner
Sharon Wells North Recreational Commissioner
Tom Gross DC Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
John Singleton West Recreational Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Chris Friant  #3 VSLI Travel Commissioner
Bill Mueller #4 SOCA Skyline Travel Commissioner 

                               
Board Members Debi Honaker, Jim Bonfils, Karen Klumpp, and Richard Smith were excused. Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (VYSA Technical Director).

The Board went into Executive Session.  When the Board returned from Executive Session, it was reported that Dave Amsler had left the position as CCL Travel Commisioner and Oliver Weiss was approved to fill the position for the remainder of the term.

APPROVAL OF PREVIOUS BOARD MINUTES

A motion was made and seconded to approve the August 21, 2013, minutes. A correction was made to clarify that U13s in State Cup and Presidents Cup going to Regional competitions may add players to their rosters allowing up to 22 total players on the roster. The minutes were approved as corrected.


TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Denise reported that options for health insurance for the State Office employees are being reviewed.
       
STATE ADMINISTRATOR’S REPORT                   
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that Fall registration fees are beginning to come in. Fall fees and data are due October 1st from all VYSA clubs and leagues.

She reported on her research for sites for the VYSA Convention. After discussion, a motion was made and seconded to hold the VYSA Convention at the Richmond Convention Center and Richmond Marriott on January 31 and February 1, 2014.  The motion was approved.

Registrations and room reservations have been made for Board members attending the Region I meeting and the US Youth Soccer Workshop.

Nominations for the US Youth Soccer Hall of Fame are due October 15th. VYSA is also accepting nominations to the VA DC Soccer Hall of Fame.

Risk Management on-line registration and paperwork are due to the State Office within 30 days of appointment. There are many that are still not completed.

Bob Sokolinksy noted that TOPSoccer volunteers, most of whom are minors, do not complete background checks. Since parents are required to stay at all events, it doesn’t appear to be a problem.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that several Good of the Game Clinics,  F modules, and E courses have been held in the past month, including an F module hosted by DC Stoddert on behalf of the State Department for 15 coaches from Libya. A presentation will take place tomorrow for a Chinese delegation of 25 which is looking at organization of sports in America. 
Spotsylvania County representatives will attend this meeting.

VYSA will apply to host the US Soccer “C” and National Youth License courses for next year. Gordon is exploring bringing in “A” and “B” courses as well. These are nine-day block courses hosted by the Federation with a maximum of 36 candidates.

A workshop for Coaching Education instructors is planned for early next year.

ODP and Academy programs are up and running in all five districts. All staff members have been trained with the updated curriculum. ODP numbers are up in the North, Central, and West Central districts. ODP players are still being scouted.


STATE CUP REPORT
Anne Thompson reported that State Cup is in its third week.  Even with an early start and some difficulties in scheduling it is going well. Two appeals have been received:  one in which a team didn’t put a player on its roster, and one that added three players after the deadline. The second may continue its appeal, even though the players were not added to the State Cup roster until after the deadline. That information is verified by the on-line system which shows dates and times of any changes.

Anne plans to change the time of the freeze date for rosters. In the future, she will set the freeze time to earlier in the evening as opposed to midnight to allow more time for registrars to approve the rosters. It was noted that the application process is difficult for both registrars and staff.

Denise talked to John Sutter, US Youth Soccer President, about the National rule for roster freeze. She would like to make a proposal at the US Youth Soccer AGM in July to not freeze State Cup rosters and that new players, but not transfer players, can be added at any time. She asked that Board members discuss this with their clubs and the Board will take it up next month.   

It was noted that two teams from the same club played each other in the first round in State Cup for the second consecutive year. Anne replied that the draw is random, so this situation, while rare, is difficult to avoid. She asked that any possible solutions be brought to the Board next month.

PRESIDENTS CUP
Anne Thompson reported that Presidents Cup applications are open until September 26th. A large number of teams have expressed interest. Many applications however, are coming in without payment.

TOPSOCCER REPORT

The TOPSoccer Report (Attachment D) was distributed. Sharon Wells reported that she received many training materials at the Region I TOPSoccer Conference in Pittsburgh. It was suggested that training of special needs players be included in coaching education courses.  Gordon asked that Bob Sokolinsky send materials to him so that some of the information can be included in the VYSA coaching education courses, and to also send his ideas to US Youth Soccer so that they can begin to incorporate TOPSoccer information into the courses.

Loudoun TOPSoccer is celebrating its 10th anniversary this year.

Nominations for TOPSoccer Buddy of the Year have been sent to the State Office.

ADJUDICATION REPORT
The Adjudication Report (Attachment E) was distributed.

RATIFICATION OF EMAIL VOTE

A motion was made and seconded to ratify the vote taken previously by email to approve Virginia Piedmont FC for membership. The motion was approved.

ROSTERS AND REGISTRARS
Anne Thompson noted a difficulty in the registration process when a registrar is a club person rather than someone completely outside the club office. A team member or team manager usually does the initial registration, while the registrar should serve as a second set of eyes to ensure that all information is correct. It is important to catch any mistakes, as players are affected when errors are made. This can be even more difficult if the registrar is a club office employee and is hard to reach outside office hours. It was decided that Debi Honaker and Lisa Wilson need to educate clubs about the proper registration policies and procedures that the person doing the team entry cannot also be the registrar. 

FUTURE BOARD MEETING DATES
A list of proposed dates for future Board meetings was distributed.  A few modifications were agreed to.  A motion was made and seconded to accept the list of next year’s Board meeting dates.  The motion was approved.

October        Wednesday    Oct 23     Courtyard Marriott Richmond West    7:30 pm
November    Wednesday,   Nov 20    Courtyard Marriott Richmond West     7:30 pm
December    No Meeting
January        Wednesday,   Jan 8       Courtyard Marriott Richmond West     7:30 pm
February      Wednesday,   Feb 19     Courtyard Marriott Richmond West     7:30 pm
March          Wednesday,   Mar 19     Courtyard Marriott Richmond West     7:30 pm
April             Wednesday,   Apr 16     Courtyard Marriott Richmond West     7:30 pm
May             Wednesday,   May 21    Courtyard Marriott Richmond West     7:30 pm
June            Saturday,       Jun 14     Courtyard Marriott Richmond West   10:30 am
July             No Meeting
August        Wednesday,   Aug 20      Courtyard Marriott Richmond West    7:30 pm
               
The VYSA Convention is January 31 & February 1, 2014 at the Richmond Convention Center.
                   
AWARDS SELECTIONS
The Board went into Executive Session. When the Board returned from Executive Session, Award winners were announced.  The Award winners for 2013 are:

    Girls Recreational Coach of the Year - Michel Jean Vanderhart
    Boys Recreational Coach of the Year - Roger Mahach
    Girls Competitive Coach of the Year - Erick Altamiranda
    Boys Competitive Coach of the Year - Mohamed Bennani
    Administrator of the Year - Lisa Hill
    Volunteer of the Year - Chris Clifford
    TOPSoccer Buddy of the Year -Lauren Schlenker 
    Young Female Referee of the Year - Kristen Ellis
    Young Male Referee of the Year - Brian Odenwald

West Brownlee was selected to receive the Dave Williams TOPSoccer Exemplary Service Award.
               
SECRETARY’S REPORT
Denise Edwards reported that VAILS, a recreational league on the border of North Carolina similar to TASL and SFL, has requested permission to play unaffiliated teams. A motion was made and seconded to allow VAILS to play unaffiliated teams. The motion was approved.

Monticello United has applied for recreational membership and has also requested to play unaffiliated teams. A motion was made and seconded to approve the membership application of Monticello United and to allow them to play unaffiliated teams. The motion was split.  The motion to approve membership passed.  After considerable discussion, the  motion to allow Monticello to play unaffiliated teams failed.

The Latin Soccer Academy in Manassas has requested membership into VYSA.  A motion was made and seconded to approve Latin Soccer Academy into VYSA membership. The motion was approved.

The Board went into Executive Session.

VICE-PRESIDENT’S REPORT
Bob Maynes reported that the loan papers have been processed and all past due bills have been paid.
                 
PRESIDENT’S REPORT
Denise Edwards reported on the Goal Safety Act.  The Committee for the Department of Conservation and Recreation is going to recommend to Virginia’s governor that he issue a resolution to follow the guidelines for moveable goal safety issued by the Consumer Products Safety Commission. The matter will be turned over to the Department of Health, which wants a statement from VYSA about how we will help publicize goal safety.  Denise noted that we will post the recommendations on the VYSA website, hold sessions at the Convention, and send information to clubs via emails.

Denise reported on items discussed at the US Youth Soccer AGM.  A proposed change was submitted to allow the National Championship Committee to make changes to National Championship rules. The Board voted that rule changes would need to be approved by the Board of Directors.

The President of Michigan won the at-large seat formerly held by John Murphy. He assured Denise Region I funds would be left with Region I. 

US Youth rules require that players register in the state in which they reside, but they can then play in another state. Regions II and III are not adhering to this rule and are allowing players to register in whichever state they choose. VYSA will still require registration of Virginia and DC residents in VYSA.

Denise reported that she will try to have US Youth Soccer develop a National Permission to Travel form.

Anne Thompson noted that there is an issue with teams playing in leagues outside of US Youth Soccer State Association leagues and still being eligible for State Cup.  She plans to discuss this further at a future Board meeting.

There being no further business, the meeting was adjourned at 11:00 pm.                                                            

Prepared by   
Julie Caramanica           
VYSA Administrator

Next Board Meeting is Wednesday, October 23, 2013,
at the Courtyard Marriott Richmond West.


 


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