January 2011 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.

January 12, 2011

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 Ramada Plaza Richmond West Hotel at 7:25 pm. Board members present were:

Denise Edwards President
Ken Bass North Recreational Commissioner #1
Steve Bender North Recreational Commissioner #2
John Singleton West Recreational Commissioner
Dave Amsler #1 VCCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Robert Helms #6 NCSL Travel Commissioner

Board members Bob Maynes, Debi Honaker, Jim Bonfils, Tom Gross, Roger Underhill, Bob Sokolinksy, Chris Friant, and Karen Klumpp were excused. Also present were Julie Caramanica, State Administrator and Matt Badiee, Assistant Technical Director.

A motion was made and seconded to approve the November 16, 2010 Board Meeting minutes. The minutes were approved.

The Treasurer’s Report (Attachment A) was distributed. It was noted that due to the bookkeeper being on maternity leave and some staff being out sick, financial recordings are a bit behind. Deposits are current and payables are up to date, but records need to be reviewed for accuracy prior to distribution with the minutes.

President Denise Edwards reported on the President’s meeting in Dallas. Documents from the meeting were distributed to each State Association electronically. Copies will be sent to the Board.

A survey was taken at that meeting asking questions about US Youth Soccer programs to determine what was important to larger and smaller State Associations. The survey took nearly 2 hours to complete. It was reported that the loss of $3 million from the adidas sponsorship was significant as those funds were distributed to the programs. Staff at the National Office had increased due to the needs of the membership for tasks such as marketing. Budget cuts of $1.6 million were made to adapt to the loss of the sponsorship. The survey was to determine what State Associations value as compared to what US Youth Soccer believes to be valued.

A proposal to raise fees was tabled. It was determined that while a $1 per player increase does not seem to be a lot, in some areas a $1 increase per player is a large percentage of what clubs are able to collect. In some cases, it equates to as much as a 12% to 15% increase. Denise noted VYSA and many other State Associations cannot support a fee increase. It was believed that an increase in user fees for programs would be a better option. Currently fees for teams entered in National events are subsidized. Many agreed that is acceptable if sponsorship can cover the expense, but is something that can no longer be sustained without sponsorship.

The result of the meeting discussions was to raise user fees and cut costs. Denise suggested that some programs such as Youth Soccer Month, while worthwhile, could be cut.

Anne Thompson noted that many events that in the past had been run by volunteers from State Associations are now being assisted by National Office staff. She noted that National staff are an extra layer of expense that could reduce costs to events that volunteers are still involved in running.

When asked if another sponsor was forthcoming, Denise stated it is expected that several sponsors will come forward to make up some of the loss, but may not completely cover the amount of the lost adidas sponsorship.

It was also noted at the Presidents’ meeting that many states are experiencing economic difficulty with high unemployment. All agreed many things needed to be considered, but couldn’t agree on which. When asked whether there would be cuts in National Office staff, Denise reported she did not think there would be staff reductions, but noted some vacated positions, such as Technical Director, have not been filled.

There was some discussion about asking the Federation to reduce their fees from $1 per player back to 50 cents per player now that the Federation is financially stable, but that may or may not happen. Results of the meeting will be made available.

It was asked what relationship VYSA has with adidas. Denise explained that the relationship with adidas is not a sponsorship, it is a discount based on what VYSA purchases.

A parent has requested to sell items at an ODP event. It was noted that, due to IRS regulations, VYSA, as a non-profit organization, must be careful about controlling where funds are spent.

A motion was made and seconded that VYSA prohibit fund-raising at VYSA hosted events for any purpose other than to fund VYSA activities with proceeds to be deposited into the VYSA account. The motion was approved. It was noted that this motion does not apply to VYSA sanctioned tournaments.

The State Administrator’s report (Attachment B) was distributed. State Administrator Julie Caramanica reported that registration numbers for this Fall are higher than recent past Fall registrations, but this may merely indicate better record-keeping by clubs. Overall registrations may be on track and Spring fees may be fewer, if all Fall registrations have been received on time. Reports once Spring fees are received will tell whether VYSA will show overall increases for this seasonal year.

Registration data was due November 1st. Most clubs have submitted data. The VYSA Office Staff will be comparing registration fees for numbers of players to the data. Clubs will be contacted if there is a discrepancy.

Julie distributed notes taken from meetings she attended at the Region I Fall Meeting. She noted that a discussion regarding who is the customer had taken place. The answer varies based on what involvement one might have in soccer. Clubs and leagues may think players and parents are the customers, while State Associations may think its their club and league members. Regional and National levels may think customers are the State Associations. It depends on one’s perspective and there is not one set answer, but determining who is the customer may be key to determining what services to provide and who to aim toward when seeking to increase membership.

VYSA has been asked to allow tournament advertising on the VYSA web site. In the past, the Board had agreed not to have advertising on the web site to avoid pages from being too busy making the site hard to navigate. Board members were asked to consider advertising as a source of revenue. The Board asked more information be provided before considering the idea.

The VYSA State Office received notice that Soccer Rhode Island has approved a policy change that allows player passes to be issued in SRI without player’s signatures. SRI only requires player signatures for Region I Leagues, Presidents Cup and State Cup competition. VYSA tournaments should be aware that teams attending from Soccer Rhode Island will not have signatures on their passes. It was suggested VYSA consider doing the same, but some expressed concern whether it would be more confusing to have some sign and others not. Soccer Rhode Island is considerably smaller than VYSA.

The Technical Director’s Report (Attachment C) was distributed. Matt Badiee, Assistant Technical Director, attended in the absence of Technical Director Gordon Miller. Matt reported that several National coaching courses will be hosted by VYSA this summer. It was noted that in a B course recently held in Florida, Virginia had the highest number of participants in that course. Due to increased interest in our state, VYSA will be holding a second National Youth License course this year. It was also noted that VYSA hosted C courses have always been filled and often have a waiting list.

Gordon Miller and Paul Shaw, Coaching Education Director, have been traveling to clubs in Virginia and DC promoting coaching education and conducting clinics. The Technical Staff has been in contact with most VYSA clubs regarding Coaching Education, specifically F module courses. Visits to clubs include Loudoun, Culpeper, and Shenandoah with another scheduled in Gloucester in February. Other clinics being conducted include a goalkeeping clinic in Richmond, travel coaches’ clinics in Virginia Beach, Centreville, and Fredericksburg, and recreation coaches’ clinics in Vienna and Fredericksburg. Clubs are encouraged to contact Paul to schedule free, mid-week clinics.

Coaching Education staff instructor development is on going. New instructors have been identified and are being trained to conduct F module courses. Matt was asked how many clubs do not have technical directors and of those that do, if they are appointed or hired due to their qualifications. Matt did not have exact information, but did note most do have qualified Technical Directors. It was noted that holding the National Youth License is one of the best qualifications for a Technical Director. Matt reported that Gordon Miller can be of assistance to clubs in providing information about the position and qualifications needed.

Matt reported on the ODP. Interdistrict scrimmages are complete and went very smoothly. State pools have been identified and announced and training has begun, but has been limited due to extreme weather conditions.

Boys ODP pools traveled to North Carolina to compete in Friendlies with ODP teams from North Carolina, South Carolina, Tennessee and Georgia. This event is one of few where VYSA ODP teams can compete against teams outside Region I. Virginia will host a similar event February 25 - 27 in Williamsburg, with ODP teams from New Jersey, Eastern PA, Maryland, PA West and Region I ODP competing in Friendlies. Girls ODP teams will compete in Friendlies in March. Boys and Girls ODP teams in the 1996 and 1997 age groups will travel to Cologne, Germany, in April.

A Technical Director’s symposium will take place on Friday, January 21 before the VYSA Convention at the Hyatt Regency in Crystal City. This will bring club Technical Directors together to share and gain important information to help further development.

Many VYSA players have been identified for Region I and National team pools. A list was provided to Board members. Numbers of players identified continue to be high.

The Adjudication Committee report (Attachment D) was distributed. A draft of the revised Adjudication Committee manual was distributed to Board members electronically. Some questions regarding the content were asked. The approval of the manual was postponed until the questions can be asked of the Adjudication Committee Chair and Board members have more time to review the document.

State Cup Director Anne Thompson reported that both NCSL and WAGS use 6 x 18 goals in their leagues for the U12 age group which does not conform with the VYSA State Cup rules requiring 7 x 21 for that age group. Therefore, some adjustment must be made for U12 State Cup teams from those leagues.

Anne reported that she has pieces of old goals that can be used to make 7 x 21 goals for use at Bull Run and Occoquan fields. It was noted that these goals will meet all safety requirements. Having these two sites in Northern Virginia with required goals will only allow 10 games, but at least there will be some game fields for Northern Virginia teams. Anne requested the Board approve her assigning games in that age group rather than holding a draw that includes home and away designation. There was some objection to the fairness of that option when teams from other parts of the state can provide fields with required goals.

After considerable discussion it was determined that the draw continue to be done as rules indicate, noting teams that draw home designation may just have to play at an away site.

Presidents Cup Director Anne Thompson reported that applications for the U15, U16, U17 age groups have been posted on the VYSA web site and e-mails have been sent to those age groups asking they apply. At the time of this meeting only 2 applications have been received. Board members were asked to encourage their teams to participate in Presidents Cup.

Julie challenged all Board members to have their constituents bring 3 people to the Convention. Everything is ready for next weekend, but more registrants are needed.

Excellent session for Boards of Directors will take place:
• Risk Management for Boards which will discuss risks other than the obvious injury and liability
• Boards that Work, which will discuss make up of Boards, and finding the right people to serve on your Board
• Fiduciary Responsibilities of Boards
• IRS Best Practices
Doctors from Commonwealth Orthopaedics
• Concussions
• Knee Injuries and ACL Injuries for Females
• Foot and Ankle Problems
Coaching Demos and Lectures

Everything is posted on the web site. More exhibitors than in previous years will be there. The sessions are really great, but we need attendees to benefit from them. Board members were asked to forward e-mails sent by Constant Contact to anyone in their clubs.

There being no further business, a motion to adjourn was made and seconded. The meeting was adjourned at 9:30 pm.

Prepared by
Julie Caramanica
VYSA Administrator

The next meeting of the VYSA Board of Directors will take place on
Wednesday, February 16, 2011 at 7:30 pm at the Ramada Plaza Richmond West.


















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