January 2012 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 18, 2012

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
Ken Bass North Recreational Commissioner #1
Steve Bender North Recreational Commissioner #2
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
Bill Mueller #1 VCCL Travel 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
Robert Helms #6 NCSL Travel Commissioner

Board Member Debi Honaker, Jim Bonfils, Tom Gross, and John Singleton were excused. Also present was Julie Caramanica (VYSA Administrator),  Gordon Miller (VYSA Technical Director),and Bob Perry (SYRA).

A motion was made and seconded to approve the November 16, 2011, minutes. The minutes were approved.

The Treasurer’s Report (Attachment A) was distributed.
Bob Perry, State Youth Referee Administrator, thanked the Board for its support of the referee program and youth referees. He stated that when he first became the SYRA, he developed a list of referees who had potential to advance. He held clinics for them with National referees and assessors. He noted that some of them have graduated to adult programs and are now mentors.

Bob noted the events in which the referees have participated:

• ODP Friendlies - He would like to become more involved with ODP to help both players and referees.
• Regionals- 26 referees went to Regionals. He thanked Anne for allowing them to go up a day early for additional training.
• Presidents Cup went well. He noted there were differences in how states view the Presidents Cup.
• Girls ODP Camp - sent 4 referees.
• Academies are being held in conjunction with tournaments. This year the Academy will be In Annandale.

Two new programs are being discussed: 1) working with rec level players and providing feedback to the referees, and 2) needs for club training.

One challenge is retention. Bob noted there is a 35% turnover every year, mostly in the 14-18 year old group. He would like to put these teens into leadership roles, as they need experience to become comfortable with managing players/coaches/parents. The program must give them tools to accomplish this.

He will encourage grade 8's to become grade 7's, so they know they can become better.

Bob noted that state-wide mentoring programs generally haven’t worked well. It’s better to use internal mentoring staff that works for each club. He would like for the SYRA to expand mentoring to include adult referees, especially those who have never played, and to encourage them to play.

Bob was asked if the registration process could be made simpler. He noted, while it is a two-step online process, it is not difficult.

A question was asked regarding the importance of assignors assigning properly qualified referees to matches. There was considerable discussion.

Bob was asked what could be done if a coach doesn’t deal appropriately with a potential concussion. He replied that the player should not be allowed back on field. There was discussion about whether the average referee has the knowledge, experience, or qualifications to determine the impact of a concussion on a player, and whether it’s a referee’s responsibility to tell a coach to remove a player from the match. This matter will be discussed at the upcoming SRC meeting.

There was also discussion about the assignment of women referees to women’s games. Some believed that women referees are given girls games for training, while experienced male referees are given high-level boys games. Bob answered that his philosophy is to give referees matches that they can handle regardless of gender.

Denise thanked Bob for his report and his work.

The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that Fall registration figures have exceeded last year’s. Hopewell Youth Soccer is the only club that has not sent fees.

Registrations and room reservations have been made for the US Youth Soccer Workshop. Board members were asked to make their registration and room reservations for the VYSA Convention.

The program for the VYSA Convention is set. Information is posted on the VYSA website and is being sent to the membership through Constant Contact communications.

The date for the 2013 Convention is set. The date of next year’s event is February 1, 2, 2013, the same weekend and location as this past convention. The State Office is requesting to offer an incentive to exhibitors who sign up to attend both the 2012 and the 2013 Conventions. It was agreed to offer a discounted fee of $550/year to exhibitors contracting for both years.

A proposed schedule of future Board meeting dates was presented. The following dates were approved for upcoming Board meetings:

Wednesday, February 22, 2012
Wednesday, March 21, 2012
Wednesday, April 18, 2012
Wednesday, May 23, 2012
Saturday, June 16, 2012
No Board meeting in July
Wednesday, August 15, 2012
Wednesday, September 19, 2012

The January edition of the new Touchline focused on the Convention. A breakdown of advertising fees will be provided by the publisher.

US Youth Soccer has asked if VYSA would register a club of Virginia residents serving in Italy with the DOD. The club’s application is in process.

The State Office was contacted by a firm representing Mia Hamm’s Foundation to participate in a promotion to raise funds. No action was taken at this time.

The US Army National Guard has entered into a sponsorship agreement with US Youth Soccer. They would like to become involved in some summer projects. A suggestion was made to recommend they work with recreational players.

US Youth Soccer has contacted the State Office about two other possible sponsorship opportunities. More information will be available at the next meeting.

New York State West has made a promotional video for new membership. Board members were asked to consider if they’d like to have a similar VYSA video and what they would like it to target.

The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that Good of the Game clinics and Coaching Education courses are being scheduled. Position-specific courses (such as “How to Train the Center Midfielder”) will be tested this summer to help address the gap in Coaching Education. The Facebook site “Practice Field” has been well-received, and Coaches Corner and tweets are being utilized to reach more coaches.

The new US Soccer E License course will be put into practice as soon as the Coaching Education staff is trained. The course has changed from an E Certificate to an E License course. An online concussion course and the grade 8 referee course are now required to be taken prior to the course, and a test is given at the conclusion of the course. There will be no change in the cost of the E course for now. Concern was expressed that making the course more difficult and lengthy might cause fewer people take it. Gordon noted that more clubs are mandating that their coaches take the E course. A possibility may be to have both a “rec” E and a “competitive” E course. Another possibility would be to implement an FU13-14 module. Gordon noted that study groups, of which he is a part, are also revamping the A, B, and C courses, and a new Pro-A course will be added. Denise noted that State Associations are required to follow US Soccer curriculum without modifying it. An FU13-14 module might be more likely to come about through US Youth Soccer, as US Soccer’s focus is not on the youth. She will discuss the possibility at the Presidents’ meeting at the upcoming US Youth Soccer Workshop.

VYSA is hosting the National Youth License Course in June and the US Soccer C Course in August. Both will be held at the Fredericksburg Academy.

The boys ODP teams were successful at the NC Friendlies, playing against Region III teams. The Virginia Friendlies will be held in Williamsburg at the end of February. The 96 and 98 girls and the 97 and 98 boys teams will travel to France March 29 - April 8. ODP teams continue to train every Saturday in Richmond.

Club and League Technical Directors will meet on the Friday before the Convention. There will be several guest coaching clinicians at the Convention.

The Adjudication Committee Report (Attachment D) was distributed. Denise Edwards reported for Barry Finkelstein that he has asked for a small change to the Adjudication Manual to bring it into line with what the Board already does. A motion was made and seconded to amend the Adjudication Manual. The motion was approved. A suggestion was made that it would be helpful to have the Adjudication Chair present when a vote is required so that questions may be asked before a vote.

Julie reported that five players were not previously placed in bad standing because they were on a payment plan. They have since defaulted on their payments. She asked whether those players should now be placed in bad standing. Denise stated that they are automatically placed in bad standing, based on an earlier vote by the board. Currently in bad standing are 25 players, including these five.

There are additional players who are now 61-90 days past due. A motion was made and seconded to place all players 61 or more days past due in bad standing. The motion was approved.

It was noted that a large percentage of players placed into bad standing at the previous meeting have paid their outstanding balances. Registrars will be notified of the entire list of players placed in bad standing so that a player cannot move to another area in an attempt to avoid payment.

Denise reported that when players were placed in bad standing in November, some clubs were upset because their teams with these players were about to go to tournaments. Several requests were received from clubs asking they too have the authority to place players in bad standing for failure to meet financial obligations. She asked for volunteers to serve on a committee to explore the rights of a club to place players in bad standing because of financial obligations and to hold up transfers of these players to another club. A motion was made and seconded to appoint Robert Helms, Ken Bass, and Karen Klumpp to this committee. They will discuss and bring a recommendation to the Board to provide assistance to our clubs regarding this matter.

The Finance Committee has formulated a policy to avoid having to place players in bad standing in the future. There are two policies - one for Academy and one for ODP. The policy clearly defines what the financial obligations of each program are: that if payments are not made, the player will be suspended from the program and therefore won’t be able to continue in the program.

The new policies ensure that money will be collected up front for special events. After considerable discussion, a motion was made and seconded to approve the VYSA ODP Program Policy (Attachment E) as agreed. The motion was approved.

A suggestion was made to recommend trip insurance to parents of players traveling to special events for any injury/contingency that may come up.

After further discussion a motion was made and seconded to approve the VYSA Academy Program Policy (Attachment F) as agreed. The motion was approved.

When a player is suspended, the State Office will notify the ODP/Academy Administrator, who will be responsible for enforcing that the player does not participate. Coaches will not be involved in the process unless the player persists.

The Board went into Executive Session.

Denise Edwards announced the names of those who will present the various awards at the Awards Reception during the VYSA Convention. She explained the new process for presentations.

Bob Sokolinsky noted that he changed the name of the TOPSoccer presentation at the Convention to “TOPSoccer Course of Instruction”, as the course is for administrators and buddies, as well as coaches. Auke Wiersma, Region I TOPSoccer Chair, will lead the course. Players are still needed. Another regional coaching course will be given in New Jersey in March. Bob requested that a member of the Coaching Education staff attend a training course. Bob will be attending a Special Education Conference in Fairfax County next month to advertise the TOPSoccer program.

There being no further business, the meeting was adjourned at 10:45 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is February 22, 2012, at the Crowne Plaza Richmond West.




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