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
February 16, 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 7:40 pm. Board members present were:
||North Recreational Commissioner #1
||North Recreational Commissioner #2
||DC Recreational Commissioner
||Central Recreational Commissioner
||Southeast Recreational Commissioner
||#2 WAGS Travel Commissioner
||#4 SOCA Skyline Travel Commissioner
||#6 NCSL Travel Commissioner
Board Members John Singleton, Dave Amsler, Chris Friant, and Karen Klumpp were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (State Technical Director/ODP Chair), and Marcelo Gangotena (Soccer Across America Co-Chair).
APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the January 12, 2011, minutes. Corrections were made to the Adjudication and State Cup reports. The minutes were approved as corrected.
The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that everything is in order. Receivables are in good shape. A few receivables that appear old are due to the bookkeeper’s absence for maternity leave. They have now been invoiced and should be cleared by next month’s report.
The proposed Adjudication Manual had previously been distributed to the Board. A motion was made and seconded to adopt the manual. After considerable discussion, a change was made to Chapter IV, Hearing Procedures. The Adjudication Manual was adopted as amended.
A motion concerning audio taping of hearings was made and seconded: Any party to an adjudication proceeding may request that the proceeding be audio taped, provided that the party makes the request of the hearing chairperson no later than 7 (seven) days before the hearing. In the event such an audiotape is requested, it will be transcribed at the requesting party’s expense by an independent transcriptionist chosen by VYSA, with copies of the transcript provided to all parties. In no other circumstances shall any recording device be allowed in the proceeding. The motion passed.
STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that only two clubs have not paid Fall registration fees. Swift Creek Sports Club and Team America FC were placed in bad standing for non-payment of registration fees.
Spring Registration notices will be sent by Constant Contact e-mails to all presidents, administrators, and treasurers. This is a change from sending these notices by mail. Clubs are asked to keep contact information current with the State Office.
Registration data was due November 1st. Julie reported there are some discrepancies with some clubs numbers of players’ fees received, numbers of players shown in the data sent to VYSA by the club, and numbers of players listed in Demosphere. The office is working to resolve the discrepancies and determine whether additional fees are owed.
Research is being done regarding tournament advertising on the VYSA website. Complete information will be given at the March Board meeting.
Preliminary statistics concerning the Convention attendance were reported. Numbers are slightly higher than last year.
Finance Committee meetings will begin in April. Planning materials will be sent to all programs and departments, and proposed budgets must be submitted to the State Office no later than March 30th.
DC United has a program to bring youth players in need to their games. They are requesting donations to assist with this program. A motion was made and seconded to donate $500 to DC United for this cause. The motion was approved.
It was noted that VYSA now has a Facebook page. All are asked to become a friend of VYSA to receive regular postings to the VYSA Facebook page.
TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that 72 club Technical Directors and Directors of Coaching attended a VYSA Technical Directors Symposium the Friday before the Convention. Five presentations were given. They were well-received and the day was very successful.
Paul and Gordon continue to hold free, weeknight clinics around the state. Clubs are encouraged to request clinics in their area.
Coaching Education courses are being scheduled for spring and summer. New staff are being added and evaluated.
It was reported that a Level II Clinic and a Goalkeeping Clinic are scheduled. The National Youth License course scheduled for June 17-19 and June 25-26 and a USSF C Course scheduled for August 11-14 and 18-21 will be held in Fredericksburg.
The ODP Virginia Friendlies are scheduled in Williamsburg on February 25-27. All VYSA ODP boys and girls teams, plus ODP teams from Maryland, New Jersey, New York, Eastern Pennsylvania, North Carolina, Region I and Region II will attend. The 95 Boys ODP team will participate in the National Championships in Phoenix, Arizona in March. Several 94, 95, and 96 girls ODP players are in Brazil with the Region I Girls ODP or in California at the Inter-Regional Development Camp. Seven VYSA boys ODP payers are with the 95 Region I team in Costa Rica.
The TOPSoccer Report (Attachment D) was distributed. Bob Sokolinsky reported on the TOPSoccer sessions at the Convention at which Auke Wiersma, Region I TOPSoccer Chair, was the guest clinician. The sessions were very successful, with 32 children and 20 buddies in attendance.
VYSA, along with Arlington Soccer Association, is hosting the Region I TOPSoccer Symnposuim on March 18-20 at the Hyatt Regency and Walter Reed Community Center in Arlington. Sam Snow and Auke Wiersma are presenters. Announcements have been sent to TOPSoccer clubs in the state and to Region I State Associations.
Bob is working hard on getting the word out about the TOPSoccer program so that every child who wants to play soccer has the opportunity.
Bob was thanked for his dedication and service to this program.
SOCCER ACROSS AMERICA
The Soccer Across America Report (Attachment E) was distributed. Marcelo Gangotena reported that the Soccer Across America session at the Convention was successful. Representatives from ODSL, Vienna, Loudoun, and Mechanicsville attended. They learned how to plan a Fiesta and most are planning one for the near future. PWSI has a large community that could be served and is also interested in planning a Fiesta. Marcelo spoke with many exhibitors at the Convention and several committed to donating items for these fiestas.
At the NSCAA Convention Marcelo attended presentations by the Urban Soccer Collaborative, Project Goal, and Street Cup. The Urban Soccer Collaborative is restructuring to see how to best serve their communities. Marcelo will help with coaching education. They are holding a symposium in April.
APRIL BOARD MEETING DATE CHANGE
Due to many activities scheduled this spring, particularly in April, the April Board meeting date was changed from Wednesday, April 20th, to Tuesday, April 12th.
DC UNITED “PACK THE HOUSE”
Tom Gross reported that Doug Schussler, MSI, has an idea to sell out RFK by having youth clubs fill the stadium. Tom asked that VYSA assist by sending out email notices to publicize this event. Information will be posted on the VYSA website as soon as it is available.
Debi Honaker reported that Virginia has 41 assistant state registrars, whose only requirement to be a registrar is to attend the VYSA Convention for training. However, 21 did not attend, and therefore they are not updated on the current registration policies and procedures. She would like to require that registrars who do not attend the convention will be required to attend a meeting at the end of the spring season.
It was noted that the VYSA Registration Manual already requires attendance at the Convention. Debi asked that Registrars who do not attend the meeting at the Convention and receive the training there will be placed on probation; if they do not attend the second meeting at the end of the spring season and have not been excused, they be suspended from serving as registrars and not reappointed. The Board stressed the importance of a face-to-face meeting, with exchange of ideas from all. A motion was made and seconded to amend the current Registration Manual to include the consequences of probation and suspension for those who do not attend the registrars’ meeting at the Convention. The motion was approved.
Debi reported that a team from another state had requested a refund from a tournament. After extensive time spent rectifying that situation, Debi suggested that VYSA require that tournaments include both a cancellation policy (which is already required) and a withdrawal policy in their rules in order to be sanctioned. A motion was made and seconded to require that tournaments include a withdrawal policy in their rules. The motion was approved, effective immediately. Tournaments already approved will be notified of this new policy and requested to amend their rules to include a withdrawal policy if it is not already there.
A request for membership from Pocoshock Soccer Club was received. They are focused on the U16-U19 recreational players. A motion was made and seconded to accept Pocoshock Soccer Club into membership, contingent upon payment of fees. The motion was approved.
VICE PRESIDENT’S REPORT
Bob Maynes reported that the Soccer Complex has received tax exempt approval. Bob and Gordon met with the Congressman serving the area of the proposed complex. The Congressman was very helpful.
The turn lane study has been completed; a turn lane will not be required. The wetlands study has not been completed. A meeting with the lawyer will take place soon to start working on operations agreements, which must take place before the Board can consider acceptance of the land.
Denise Edwards distributed a finance report from US Youth Soccer to be discussed at next month’s Board meeting.
A proposal by US Youth Soccer to the Federation to lower fees was withdrawn because of lack of support.
PRESIDENTS CUP REPORT
Anne Thompson reported that Presidents Cup applications are due February 22nd. More teams are needed.
STATE CUP REPORT
State Cup applications for U12s, U13s, and U14s will be available beginning February 17th.
GOOD OF THE GAME
Denise Edwards reported that Jim Bonfils has been appointed to the Region I Presidents Cup Committee.
A motion was made and seconded to add Donna Merrill to the VYSA TOPSoccer Committee. The motion was approved.
Ty Lewis, an NCSL boys coach suffering from cancer, was featured in an ABC news report. Please keep Ty and his family in your thoughts.
There being no further business, the meeting was adjourned at 11:30 pm.
Next Board Meeting is March 16, 2011, at the Ramada Plaza Richmond West.