May 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.

May 18, 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 7:50 pm. Board members present were:

Denise Edwards President
Bob Maynes Vice President
Debi Honaker Secretary
Ken Bass North Recreational Commissioner #1
Steve Bender North Recreational Commissioner #2
Tom Gross DC Recreational Commissioner
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
John Singleton West Recreational Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Chris Friant #5 VSLITravel Commissioner
Bill Mueller #4 SOCA Skyline Travel Commissioner
Karen Klumpp #5 ODSL Travel Commissioner

Board Members Jim Bonfils, Dave Amsler, and Robert Helms were excused. Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (State Technical Director/ODP Chair).

A motion was made and seconded to approve the April 12, 2011, minutes. The minutes were approved.

The Treasurer’s Report (Attachment A) was distributed. Denise Edwards reported for Jim Bonfils that VYSA finances are on target.

The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that registrations are the highest they have ever been, after two years of small decreases. To date, VYSA has more than 139,000 players. A few clubs have still not yet submitted Spring fees; all have been contacted. A motion was made and seconded to place any club which has not paid fees by June 10th in bad standing. The motion was approved.

Board Meeting minutes, registration fee and data notices, and other correspondence are now being sent by e-mail via Constant Contact. This information is no longer being sent by mail. Clubs and Leagues are reminded to contact the State Office to inform them of any changes/corrections to email addresses or if communications are not being received.

The Annual General Meeting is June 18, 2011, at 10:00 am at the Ramada Plaza Richmond West. The agenda, proposed 2011-2012 VYSA budget, nominating committee report, and directions will be sent to the membership this week.

The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that Luis Rendon, an ODP player from FC Richmond, was named ESPN’s Gatorade National Player of the Year. This is the first time a VYSA player has won this award. Luis will be going to Portugal with the US National U18 Team next week and has been given a full scholarship to Duke University.

The 96 and 97 Boys and Girls ODP teams had a very successful trip to Cologne, Germany. Gordon noted that the hosts and accommodations were great. The teams played friendlies against other youth teams, saw a professional match, and visited three countries.

Gordon, Matt, and Paul have attended several “Good of the Game Clinics” around the state. They have been well-received and the local clubs have done a good job hosting the clinics.

Many Coaching Education courses are scheduled for the summer, including a Spanish D and E in Herndon. It was noted that more courses are being held than in previous years, and more coaches are being trained. Identification of new staff and evaluation of current staff is ongoing.

The National Youth License course will be held June 17-19, 25, 26, with Bill Buren, US Youth Soccer National Instructor, as the lead instructor. The US Soccer C License course will be held on August 11-14 and 18-21, with Gordon Miller as lead instructor. Both courses will take place in Fredericksburg. Many have already registered; applications are still being accepted.

Anne Thompson reported that Presidents Cup Regional Competition will take place in New York over Memorial Day weekend. Eight VYSA teams are attending. The players are all very excited. New ways to get more teams involved in the competition are needed to make the program cost effective. Anne noted that some states in Region I have already established secondary competition level teams that compete for the Presidents Cup. Four states in Region I don’t enter any teams.

Anne Thompson reported that the State Cup Semi-finals and Finals will take place this weekend at Ukrop Park in Richmond. She noted that all participating U19 teams found clubs to support them so none were required to produce a performance bond when applying.

The Adjudication Committee report (Attachment D) was distributed.

The TOPSoccer Committee report (Attachment E) was distributed. Bob Sokolinsky, TOPSoccer Chair, reported that several people have volunteered to sit on the TOPSoccer Committee. The Board went into Executive Session to vote on approval of committee members. When the Board returned from Executive Session it was reported that the following individuals were approved for the TOPSoccer committee:
North - Lisa Wilson and Sharon Wells
Southeast - Donna Merrill
West - Russell Dishman
Another volunteer is needed for the Central District.

The First Annual TOPSoccer Festival will be held in conjunction with the VYSA Kohl’s America Cup on July 23-24 in Spotsylvania. Stations are planned with a variety of activities, as well as a short match. Volunteers, including high-school aged buddies, are welcome.

The proposed VYSA 2011-2012 budget (Attachment F) was distributed to the Board prior to the meeting by e-mail. Bob Maynes reported that the Finance Committee had thoroughly reviewed the proposed 2011-2012 budget. A motion was made and seconded to accept the proposed budget to be sent to the membership for approval at the AGM. There were several questions and, after discussion, the motion was passed.

A motion was made and seconded to increase the mileage rate from $ .44/mile to $ .50/mile, effective September 1, 2011. The motion was approved.

Notice of a registration violation of a team in NCSL was reported to VYSA. NCSL held a hearing and has taken action against the player, team, and head coach. Debi Honaker reported that the Registration Committee held a hearing to see if club officials had intentionally violated VYSA Registration policies. The Registration Committee found that a violation had occurred, but that the players’ parent had perpetrated the fraud and that club officials had followed regulations.

An application for membership from Advanced Development Soccer League (ADSL) was received. The club is in the Richmond area, is a US Club Soccer affiliate, and has met all criteria for membership. A motion was made and seconded to accept Advanced Development Soccer League into membership. The motion was approved.

A tournament director has asked VYSA to consider allowing electronic registration for tournaments. Fronts and backs of rosters and player passes, along with permission to travel forms, could be scanned and emailed to the tournament director, giving him/her more time to check the documents before the beginning of the tournament. It was noted that this would not include data entry that could potentially be used for other purposes.

A motion was made and seconded to allow electronic registration for tournaments within the state. Many concerns were raised: 1) the possibility of fraud may be higher if the actual documents are not checked; 2) Friday night check-in is important to ensure that teams are actually there; 3) information may come to the tournament director from many people for the same team. Advantages were also discussed including catching issues that often are not found til the last minute. It was noted that notarized forms could prevent altered copies, and that electronic registration could be used as an option and not be made mandatory. Concern was expressed about approving electronic registration without further examination. The motion was amended and seconded to refer the matter to committee. The motion to amend was approved. The original motion as amended was approved. The committee to further explore electronic registration for tournaments consists of Debi Honaker (chair), Chris Friant, Steve Bender, Bob Sokolinsky, Ken Bass, and Karen Klumpp.

Bob Maynes reported on the progress of the future Soccer Complex in Spotsylvania. VYSA has been informed that no turn lane is required and there is not a wetlands problem, as the existing pond and drainage ditch do not constitute wetlands. Deed preparation, State approval, and other legal prep work are moving forward. VYSA now has an agreement with FASA to use Clough Harbor, an engineering firm that provides planning and design services for field development. Clough Harbor services are required in order to receive US Soccer Foundation grants which will reduce costs for VYSA. Bob noted that professional fund raising and bank loans are also being considered for financing.

Denise Edwards reported that she recently attended a grant-writing course. This course information is beneficial if a decision is made to run a capital campaign to raise money for the Complex, A motion was made and seconded to form a committee consisting of Anne Thompson, Bob Maynes, Chris Friant, and John Singleton to meet with the instructor of the grant-writing course to learn more about the process. The motion was approved.

Bob Sokolinsky reported that the Hall of Fame inductees were recognized at a recent DC United match.

Tom Gross reported that Charlie Jackson of DC Stoddert won the Degree Cool and Confident Kid Award. Charlie won a skills clinic for his team that was conducted by DC United team captain Dax McCarty. The event will be broadcast on the Fox Soccer Channel in June. His team also received $500 for equipment, travel, and events.

There will be no Board meeting in July.

There being no further business, the meeting was adjourned at 10:25 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is August 24, 2011, at the Ramada Plaza Richmond West.







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