REGULAR MEETING - BOARD OF DIRECTORS

January 26, 2005

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 7:30 pm. Board members present were:

Denise Edwards President
Larry Monaco Vice President
Roger Underhill Secretary
Jim Bonfils Treasurer
Brenda Down Registrar
Bob Maynes North Recreational Commissioner
Bill Golden North Recreational Commissioner
Ray Greenberg Boys North Travel Commissioner
Tom Halstead Boys Southeast Travel Commissioner
Anne Thompson Girls North Travel Commissioner

Board Members Tom Gross, Ken Halloway, John Singleton and Jane Orem were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), Alan Liotta (SYRA), Gary Roberson (Technology Committee Chair), Joe Re (PWSI President), and Christie Bernas (VYSA Representative to SRC).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the November 17, 2004, Board meeting minutes. A correction was noted that the Treasurer’s Report on page 2 should read travel registration "income". It was suggested that the title of each person be included in the minutes the first time he/she is mentioned. The minutes were approved as corrected.

A motion was made and seconded to approve the December 4, 2004, Board meeting minutes. The minutes were approved.

TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Treasurer Jim Bonfils reported that he and Accounting Manager Janet Cate have reviewed the financial statements and everything is running smoothly.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. State Administrator Julie Caramanica reported that some clubs have still not turned in their registration data and/or their KidSafe Compliance forms. Julie asked that the clubs be given one more chance to submit their information before being placed in bad standing. A motion was made and seconded that clubs which have not completed their KidSafe Compliance forms, with all information to be verified by the State Office, by February 23, 2005 be placed in bad standing. The motion was approved. A motion was made and seconded that clubs which have not submitted fall registration data by February 23, 2005, be placed in bad standing. The motion was approved. Letters will be sent by the State Office and Recreational Commissioners will contact their clubs.

Workshop registrations are increased by approximately 100 over last year at this time. So far, only SEVYSA has taken advantage of the club discount for Workshop registrations.

The Leukemia and Lymphoma Society has requested use of the VYSA mailing list to promote the Soccer Kicks for Cancer program. A motion was made and seconded to allow the Leukemia and Lymphoma Society to use the VYSA mailing list at no charge. The motion was approved.

Larry Monaco received the NSCAA Recreational Coach of the Year award at this year’s NSCAA Convention.

FIFA has announced that tickets will go on sale on Feb. 1^st for the World Cup in Germany.

TECHNICAL DEPARTMENT REPORT
Technical Director Gordon Miller reported that ODP state pool training continues as the weather allows. All boys teams went to North Carolina a few weeks ago for friendlies with Region III ODP teams. The girls friendlies had to be rescheduled for February 12^th because of bad weather. The 88 boys and girls will be participating in a college showcase, the Phoenix President’s Day Tournament. The 90s, 89s, and 88s are hosting teams from Eastern Pennsylvania, New Jersey, and Eastern New York for Interregional Competition in Virginia Beach at the end of February. The 89 and 91 girls will be going to Denmark and the 89 and 91 boys to Germany over Easter break.

Training for the Coaching Education staff and ODP staff will take place next Monday in Stafford with Dr. Dan Friegang. Virginia is hosting a C license course March 2-6 and 10-13 in Virginia Beach. Gordon explained that the course has been scheduled in the southeast because weather and field availability are better at this time of year than in northern Virginia, and outdoor fields are preferred over indoor. North Recreational Commissioner Bob Maynes, Coaching Education Director Gary Allen, and Gordon met with Northern District representatives to focus on education needs.

Four National staff coaches and a National staff sports psychologist, along with the international clinician, will present sessions at the Workshop. Paolo Gatti, from AC Milan, has two lectures: "The Passion of the Game" and "The AC Milan Way". He also has two field sessions -one for players under age 12 and one for players over age 12.

Gordon taught a 10 day residential B license course which was attended by four MLS players, including Preki and DC United’s Peter Nowak.

BOARD MEMBER RESIGNATION
President Denise Edwards announced that Doug Strobel, Central Recreational Commissioner, has resigned because of his business workload and the amount of time he is devoting to his club. Ron Bedwell, who previously held the position, would like to return to the Board. A motion was made and seconded to accept, with regret, Doug Strobel’s resignation. The motion was approved. A motion was made and seconded to approve Ron Bedwell to fill the position of Central Recreational Commissioner. The motion was approved.

FINANCE COMMITTEE REPORT
Vice President and Finance Committee Chair Larry Monaco made a motion to approve the adoption of section 206 of the Financial Policy recommended by the Finance Committee, that VYSA maintain a cash contingency reserve equal to 25 per cent of the budgeted expenses for the current fiscal year. The motion was seconded and approved.

Larry also made a motion to approve the purchase of a van through Region I with a contribution of $15,000 from Region 1 and the balance of the purchase price, not to exceed $6,000, being paid by VYSA. Denise noted a special thanks to Bob Palmeiro, Region 1 Director, for the generous donation and his work in obtaining the cars for the State Associations. The motion was approved.

ODP MANUAL
Denise Edwards noted that board members received the ODP manuals in the mail. Discussion included questions about whether this was a policy or a manual, if it should contain the appendices, and if the organizational and administrative structure should be included. Denise asked that all suggestions be emailed to her. An ODP manual would consist of the policy and the foreign travel policy (both of which would be approved by the Board), followed by the ODP coaches’ manual.

PWSI FIELD PROPOSAL
Joe Re, Prince William Soccer, Inc., President, presented a proposal for a pilot project to develop SCORE (Soccer Center of Regional Excellence) sites around the state. PWSI is requesting a financial commitment from VYSA to aid in this project. The first project would assist PWSI with installing FieldTurf on three fields at Howison Park and renovating the PWSI clubhouse. After implementation of SCORE in the Prince William project, additional sites in other districts would be established. Board members asked questions about commitments to VYSA from PWSI, user fees, fair share use by rec teams, and other available sources of funding. This issue has been referred to the Long-term Planning Committee for review.

Denise Edwards reported that she has met with the Stafford Recreational Soccer League, which is working with Stafford county on a referendum for field development.

COMMITTEE APPOINTMENTS AND AWARD SELECTIONS
The Board went into executive session. When the Board returned from executive session, it was announced that appointments to the Adjudication and Audit and Operations Committees, as well as award winners for Young Referees of the Year, Coaches of the Year and Volunteer of the Year were approved.  

A letter of complaint was received and the matter was delegated to the Adjudication Committee to make a final decision

TECHNOLOGY COMMITTEE
Denise Edwards introduced Gary Roberson, the new Technology Committee Chair, who described the work he has done with McLean Youth Soccer. He will be talking with various committee members and the staff at the State Office to discover the needs of the organization. He hopes to have a requirements document prepared by mid-February so that he can talk to vendors at the US Youth Soccer Workshop. There was a general discussion about future technology needs.

REGISTRAR’S REPORT
State Registrar Brenda Down distributed the Registrar’s Report (Attachment C). She reported she will hold three sessions for registrars at the upcoming VYSA Workshop. E-travel notification, begun last November, has been successful. Brenda has been collecting data on multiple rostering and will gather more information at the US Youth Soccer Workshop. A letter of complaint from the Chesapeake Cup Icebreaker regarding the VYSA policy on housing services was received. It was noted that tournaments requiring use of housing services must notify the State Office and participating teams. All VYSA forms have now been corrected to reflect the change in the housing services policy.

VICE-PRESIDENT’S REPORT
Vice-President Larry Monaco discussed the merger of two clubs. He noted that any time a club changes its nature, the club must inform VYSA so that the secretary can determine if the club’s documents are still in compliance with VYSA policy requirements. The Secretary will then make his recommendation to the Board.

Larry reported that US Youth Soccer Board has taken the following action: (1) agreed on the distribution of the adidas allotment; (2) discontinued the National League Director’s Cup; (3) will be implementing the 22-player roster; (4) date of birth will now be included on disciplinary action and risk management reports; (5) approved renewal of the Kohl’s contract, including the Kohl’s American Cup for recreational teams; (6) approved contracts with Pokeman and Dial; and (7) approved a new tournament application.

Bob Maynes reported that McLean Youth Soccer is again interested in hosting the American Cup Tournament, depending on any new requirements instituted by Kohl’s.

PRESIDENT’S REPORT
Denise Edwards reported that appointments to the SRC have not yet been determined.

GOOD OF THE GAME
Denise Edwards reported that the family that suffered the fire in the VA Beach area received great support from the soccer community, and the family was very appreciative.

Roger Underhill reported that statistics reviewed in Colonial Heights showed that 10% of those eligible to play youth soccer actually do play. Children in the higher income areas had an 18% rate of participation, while the lower income areas had a 7% rate. These statistics can be used for outreach, not only for soccer, but also for other recreational activities.

Julie Caramanica requested volunteers to help at the VYSA Workshop. She also reported that office renovations have begun. The Referee Office has already moved and the rest of the office space is gradually being completed.

Ray Greenberg, Boys North Travel Commissioner and NCSL President, reported on the new STAR (Special Team Assistant Referee) Program mandatory for all U12 and U13 NCSL teams. STAR participants are parents who have completed the Grade 12 certification course; some of them may then become certified at grade 8. This program was designed to relieve assignors from having to assign assistant referees. No protests will be accepted on calls made by STAR referees.

Bob Maynes announced that Tom Fleck will attend the US Youth Soccer Workshop and will receive his award at the State Technical Directors’ meeting on Wednesday night.

Ron Bedwell will be working at the Leukemia Society Soccer Kicks for Cancer booth at the VYSA Workshop. His son Nicholas is the "honored hero" this year.

There being no further business, the meeting was adjourned at 11:28 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Meeting is February 23, 2005, at 6:00 pm at the Sheraton West in Richmond.