REGULAR MEETING - BOARD OF DIRECTORS

April 20, 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 7:10 pm. Board members present were:

Denise Edwards President
Roger Underhill Secretary
Brenda Down Registrar
Bob Maynes North Recreational Commissioner
Tom Gross DC Recreational Commissioner
Ron Bedwell Central Recreational Commissioner
Ken Halloway Southeast Recreational Commissioner
John Singleton West Recreational and Travel Commissioner
Tom Halstead Boys Southeast Travel Commissioner
Anne Thompson Girls North Travel Commissioner
Jane Orem Girls South Travel Commissioner

Board members Larry Monaco, Jim Bonfils, Bill Golden, Ray Greenberg, and Tom Wilson were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), Peggy Borgard (Regional Registrar), and Christie Bernas (SRC Youth Rep).

APPROVAL OF PREVIOUS BOARD MEETING MINUTES
A motion was made and seconded to approve the March 18, 2005, Board meeting minutes. It was noted that Anne Thompson was excused from the meeting; she was not in attendance. The State Registrar’s report attached from a previous month should have included the multiple rostering recommendations. On page 4 it was noted that Gordon Miller gave his opinion regarding club passes only after being asked by a Board member. The minutes were approved as corrected.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment A) was distributed. State Administrator Julie Caramanica reported there are still several clubs in bad standing. Each was notified again by e-mail or phone call this week.

VYSA has been approved to host the Kohl’s US Youth Soccer American Cup. The tournament will be held July 16 -17, 2005, at Ben Lomond Park in Manassas. All VYSA recreational teams are invited to participate.

Spring registration fees were due to the State Office on April 1, 2005. Reminders will be sent to all those whose fees have not yet been received.

The Leukemia Lymphoma Society asked approval to send a postcard reminder for Soccer Kicks for Cancer to those who received the original mailing. Ron Bedwell asked that Board members encourage their constituents’ teams to participate. A motion was made and seconded to approve use of the mailing list for the postcard reminders. The motion passed.

Several interviews have been conducted for the two open positions in the State Office. We hope to have both filled soon.

TECHNICAL DIRECTOR’S REPORT
Technical Director Gordon Miller reported that a selection has been made for the position of Technical Department Administrator. Sharon Heisey will join the State Office Staff on Monday morning.

Most spring Coaching Education courses have been completed. Applications for summer courses are coming in to the office.

Scouting has resumed during league matches on the weekends. Some of ODP teams are training in between league activities for June Region I events.

International trips are complete. Game reports have been posted to the web site. Both boys and girls teams conducted themselves well both on and off the field. Technical reports are available and include information about facilities, training environment, food and a brief synopsis of the games. They also include how the players technically and tactically compared to their opponents.

Gordon noted that Conor Casey, a player for the US Men’s National Team who also plays for Mainz, met with the boys players in Germany for questions and answers and autographed pictures. Conor is a product of the US Youth Soccer ODP from Colorado whom both Gordon and Dave Denerink coached in his youth.

Gordon reported he met with the following clubs this past month: Chesapeake, Stafford, Arlington Travel and Burke Athletic.

TREASURER’S REPORT
The Treasurer’s Report (Attachment B) was distributed. President Denise Edwards reported that the Finance Committee met recently to work on the budget and has reviewed recent financial statements. Finances are on track.

FINANCE COMMITTEE REPORT
The Finance Committee Report (Attachment C) was distributed. It was reported that there was a request from Roanoke Valley Youth Soccer Club to waive the $10 per team fee for the Advanced Auto Parts Spring Invitational held in April. Due to extreme weather conditions the tournament was cancelled after only a few hours. A motion was made and seconded to waive the fees. The motion passed.

8v8 FORMAT FOR U12 STATE CUP COMPETITION
State Cup Director Anne Thompson reported she has spoken to several large clubs and most felt that since the Region is including 8v8 competition, VYSA should also allow it as an option. A motion was made and seconded to include 8v8 as well as 11v11 formats for U12 in State Cup. The motion was approved.

TEKK ATHLETICS SPONSORSHIP
John Singleton reported that the proposal is still being worked on.

SELECTION OF REFEREES AND ASSESSORS FOR REGION I
The Board went into executive session to approve a submitted list. When the Board returned from executive session, it was reported the list had not been approved.

PRESIDENT’S REPORT
Denise Edwards reported that after the last Board meeting, a meeting was scheduled with all Travel League Presidents to discuss the rule changes approved at that Board Meeting. Conclusions resulting from that meeting were:

1. Each league gave feedback how they would apply the new rules to their league.

2. All agreed that all leagues should use the same system provided by the state.

3. All agreed to pay the additional costs incurred by the change.

Denise explained to those at the meeting that the status of existing contracts will need review.

After review of the contracts and in consideration of the results of the meeting with leagues, several items need Board approval.

A motion was made and seconded to approve Youth Leagues USA to provide services for online travel team registration, including State Cup rosters. It was noted that the cost would be covered by a per player fee to each league. Also noted was that Youth Leagues is currently offering a similar product with EPYSA and they are pleased with the service. Other Board members noted good experiences with Youth Leagues as well. VYSA has received several proposals for similar services as required by its Financial Policy. The motion was approved.

A motion was made that VYSA give notice of intent to cancel current contracts for RosterPro, DIN numbering system, and two other contracts that are no longer being used. The motion passed.

A motion was made and seconded to authorize the VYSA President and Vice President to finalize and sign a contract with Youth Leagues USA for these new services. It was asked that the Board be consulted if the cost is greater than expected, requiring a greater than expected player fee to travel players. The motion was approved.

Denise noted that she had received a request from ODSL President Gary Brindle that VYSA consider funding the start up costs. The Board agreed to give the suggestion to the Finance Committee.

Finally, Denise distributed e-mails to the Board that she had received from those who attended the international trips. She noted she was very proud of the players and they represented VYSA well.

REGISTRAR’S REPORT
State Registrar Brenda Down reported she is working on policy changes that resulted from last month’s Board meeting. She is reviewing recommended changes to the US Youth Travel and Tournament policy.

SECRETARY’S REPORT
Secretary Roger Underhill reported that he had received a membership application from Chesapeake Select Soccer Club. He recommended approval as a recreation club. A motion was made and seconded to approve the membership application. The motion passed.

GOOD OF THE GAME
Julie Caramanica announced the birth of a new baby to former Board Member Danny Beamer and his wife.  Amelia Grace Beamer was born March 20, 2005. Mother and daughter are doing well.

This year’s VYSA Young Female Referee of the Year, Alexandra Hallas-Button, has been selected as Region I Young Female Referee of the Year. Congratulations Alexandra!

Ken Halloway formally thanked Gordon Miller for his presentation to his club. He noted that many questions were asked during the presentation and that it was a great parent education opportunity.

Anne Thompson noted that Passover begins at 6 pm the upcoming Saturday and there may be some conflict with a few State Cup games. She told the Board that the State Cup Committee has done their best to make accommodations where needed in the schedule.

There being no further business, the meeting was adjourned at 8:05 pm.

Prepared by
Julie Caramanica
VYSA Administrator