November 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.

November 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 at 7:30 pm. Board members present were:

Denise Edwards President
Bob Maynes Vice President
Debi Honaker Secretary
Jim Bonfils Treasurer
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 #3 VSLI Travel Commissioner
Bill Mueller #4 SOCA Skyline Travel Commissioner
Karen Klumpp #5 ODSL Travel Commissioner

Board Member Karen Klump were excused. Also present was Julie Caramanica (VYSA Administrator) and Gordon Miller (VYSA Technical Director).

A motion was made and seconded to approve the October 20, 2011, minutes. The minutes were approved.


The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that the 2010-2011 year-end report will be presented after the audit is completed. The audit is nearly complete and statements should be available at the end of the month.

Jim asked the Board to consider taking action for those showing balances in the Accounts Receivable report from ODP and Academy that are over 90 days past due. It was noted that numerous statements, letters, e-mails and phone calls have been made to each of those listed. A motion was made and seconded that those showing balances 90 days or more past due be placed in bad standing until those fees are received at the State Office. Those with past due balances on payment plans will not be placed in bad standing if they are current on their payments, but those not current would also be placed in bad standing. It was questioned whether this would be in effect for those showing balances 60 - 90 days past due. It was explained that those would reach 90 days past due the next month and would then come before the Board for placement in bad standing; the Board must vote each time to place players with past due balances in bad standing. The motion was approved. Players being placed in bad standing will be notified by e-mail and mail. Registrars will be contacted to collect the players’ passes until they are notified payment has been received by the State Office.

Players with any outstanding balances will not be permitted to attend the Interdistrict scrimmages taking place this weekend.

It was noted that a few players showing balances 90 days or more past due had attended foreign trips. Some had extenuating circumstances. It was suggested that those attending foreign trips not be permitted to attend unless all fees are paid before departure.

The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that Fall player registration fees have been received from all but four clubs. Each has been contacted and all fees are expected to be submitted. Some travel leagues owe balances of fees for recently registered players. Once all fees are collected, it is expected that Fall registrations will exceed last year’s numbers.

Data has still not been received from a large number of clubs. Each has been notified and will now be asked to submit their data through the Demosphere process directly into the VYSA online database. Julie reported that notices to those who still have not submitted data will go out again the following day.

Registration for the VYSA Convention, February 3 - 4, 2012, is now online. Room reservations for those staying in Richmond can be made at the Richmond Marriott. Convention registrations and room reservations can be made through the VYSA web site.

Sessions for the Convention are now being planned. A list of those scheduled will be posted on the web site and sent to the membership throughout the planning process.
The new online Touchline is being prepared. The introductory issue will be sent the first week in December. Another is expected to be sent the first week of January and will focus on the VYSA Convention.

VYSA has been asked by Spotsylvania County to participate in sending Christmas cards to those away from home serving in the military. VYSA members are asked to support this effort. Check the VYSA website for information. Notices will be posted on Facebook and sent by e-mail.

VYSA has been contacted by Women’s Professional Soccer and Playtex asking for an opportunity to distribute products to female players U14 and older through VYSA State events in 2012.

VYSA received thank you notes from children who benefitted from unused DC United Season tickets donated to DC United’s program to bring kids to soccer.

The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that the Good of the Game clinics being conducted by the Technical Staff have been well received. Board member Steve Bender thanked the Technical Staff and noted the clubs they met with in Northern Virginia were very appreciative for this effort of VYSA’s giving back to the clubs.

Gordon reported that US Soccer is making changes in Coaching Education by revamping the A, B, C, D, and E courses. The A license course is expected to have a pro level course added. Separate online pre-course work is expected for all courses and additional hours and testing are expected for the higher level courses.

US Youth Soccer is including online course work for the F course, but VYSA is holding off using it at this time.

Some Board members expressed concern that those taking courses may not have the additional time that will now be required and this may affect the numbers of coaches getting further education. It was explained that while this may cause a drop in attendance for some levels, the courses are expected to be much better. It is hoped there can be a balance of better content with an understanding of time constraints. It is important to increase standards for coaches to increase standards for players. It was noted that pre-training lends to better courses with candidates better prepared when they arrive for site instruction.

One Board member suggested VYSA consider issuing patches that coaches who have completed courses could wear when coaching. Some asked if online pre-course work, such as concussion training, could be made available to those not taking courses. A Board member noted that several U19 players recently took a coaching education course and appreciated the information learned in the course.

The Technical Department is exploring on-line registration for Coaching Education. This proposal will be brought before the Finance Committee and research will be done regarding the impact introducing this would have on the office.

VYSA has applied to again host a C License course next summer. Approval from US Soccer has not yet been received.

Interdistrict Scrimmages for ODP will take place this coming weekend and again the first weekend in December” be easier. The first weekend of scrimmages will be district against district; the second weekend will have the players scrambled among districts. Schedules are posted on the VYSA web site and show rotations for Girls first then Boys first on the different weekends.

State pools are expected to be announced the week of December 5th with training to begin December 10th. State training will take place at Sports Quest in Richmond. The ODP foreign trip to France is scheduled for March 29 through April 8th.

District Academy training is nearly complete.

There will be two different streams of training at the VYSA Convention: one for recreational coaches and one for travel coaches. Sessions have not yet been finalized.

John Singleton, VYSA Risk Management Chair, reported that Piedmont Youth Soccer reported a coach with a criminal background had changed his name and therefore his record had not been detected in his background check. As a result, it was discovered that the current system is no longer checking against Social Security Numbers.

After negotiations with the current background checks provider it was determined that Social Security numbers could be included for only $1.75 more per check. A motion was made and seconded to include checks of Social Security numbers in VYSA background checks. Board members were in favor of the additional check, but finances regarding this decision were a concern. Denise explained to the Board that when VYSA first decided to run background checks, $2 per player was collected and held in a reserve account to cover the cost of checks run by each club. That reserve account is almost depleted and a decision regarding funding background checks will need to be made at the next Finance Committee meeting in preparation for the next annual budget. The motion was approved.

It was noted that background checks are only a small part of risk management. VYSA has a Risk Management Policy that should be reviewed regularly so that clubs can protect both their players, coaches and adults working with them. It was reported that as a precaution Arlington Soccer Association has a policy that requires more than one adult to be with players at all times. There was discussion regarding background checks being conducted on referees. Denise reported that the referees are required to mark on their registration forms that they have no criminal records, but she will consider speaking to the President of the Amateur Association, MDCVSA, regarding background checks being required.

The Adjudication Committee Report (Attachment D) was distributed. Denise Edwards reported that the Adjudication Chair had asked for some housekeeping wording to be changed in the Adjudication Manual last month, but Board members did not have adequate information at that time to vote. That information was provided to the Board and a motion was made and seconded to approve changing the wording in Chapter III of the manual regarding fines. The motion was approved.

Anne Thompson reported that, due to rain-outs the prior weekend, State Cup and Presidents Cup semi finals and finals were held on the same weekend at the same location. Sports Quest in Richmond was able to accommodate all the matches and the weekend proved to be very positive. It was a festive atmosphere of competition and it was nice for the Presidents Cup players to have that very rewarding experience.

Anne noted that the roster rule changes are a concern and she has asked all teams to notify State Cup before making any roster changes this year.

The Board thanked Anne and her Committee for their continued tireless work in making both the Presidents Cup and State Cup a success.

Bob Maynes reported that an RFP had gone out for engineering work. The deadline was today and the reports will be reviewed for selection.

The Board went into Executive Session

Debi Honaker reported that Patrick County has submitted all information required for membership and is now an approved member of VYSA.

Denise Edwards reported that there may be funds due from Tackett’s Mill from our leasing deposit. She will contact Jim Sadowski, the President of MDCVSA who is a leasing attorney, for assistance. The Board agreed.

Bob Sokolinsky reported that Auke Wiersma, Region I TOPSoccer Chair, has agreed to conduct a TOPSoccer course at the VYSA Convention in February. Bob is asking that at least one person from each club attend. The course won’t exactly follow the Convention times, but will begin at 8:30 am and continue on with fewer breaks until the course is complete, probably in three sessions. A demonstration will take place at the next session, following the completion of the classroom work.

As an incentive, Bob is offering the first 20 people who register for both the Convention and this course a $20 rebate, to be paid when the course is completed.

He plans to look for sponsors for the course to cover the program expenses and hopes to grow the program through a membership drive.

It was announced that VSLI will again cover the cost of registration for their members to attend the VYSA Convention, as it has for many years.

It was noted there will be no December meeting. The next meeting will take place on January 18, 2012.

There being no further business, the meeting was adjourned at 10:35 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is January 18, 2012, at the Crowne Plaza Richmond West.





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