May 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.

May 23, 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 Crowne 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
John Singleton West Recreational Commssioner
Roger Underhill Central Recreational Commissioner
Dave Amsler #1 VCCL Travel Commissioner
Chris Friant #3 VSLI Travel Commissioner
Bill Mueller #4 SOCA Skyline Travel Commissioner
Karen Klumpp #5 ODSL Travel Commissioner

Board Members Bob Sokolinsky, Anne Thompson, and Robert Helms were excused. Also present were Julie Caramanica (VYSA Administrator), Geroge Vergara (State Referee Administrator), Eric Reed (VYSA Finance Committee Member),  and Paul Frascione (VYSA Concussion Committee).

A motion was made and seconded to approve the April 18, 2012, minutes. The minutes were approved.

Denise Edwards asked that two votes taken by e-mail prior to the meeting be recorded:
• The list of referees and assessors for the ODP Tournament were approved
• The use of new player passes with photos and registrar signatures on the front and no player signatures required was approved

George Vergara, State Referee Administrator, distributed copies of the State Referee Apprentice Program (Attachment A) for consideration. This is a new program meant to improve the level of refereeing and will benefit referees, clubs, and assignors. Training for Grade 8 referees currently consists of 16 hours of classroom training and passing a written test. The proposal, to begin this fall, is to hold one new Grade 8 course in each section of state, with 15-20 referees in each. After classroom instruction, each new referee will spend six weeks on the field with a referee coach. At the end of the six weeks each new referee will be given a formal assessment, with a follow-up assessment in one year. Feedback will be given by not only the referee coach, but also the team coaches; and will also be passed on to the assignors. The minimum age requirement for this program is 12 years of age. The program will begin with 8-10 year old rec soccer matches, with a move up to older players when the referee is ready. The budget for this program is $10,000 (a flat fee of $2,000 for each referee coach). A suggestion was given that the Apprentice Program work with clubs and referee associations, which may be able to help with funding. It was clarified that other Grade 8 and re-certification classes will be held as usual; this is an additional program for carefully selected young referees. A motion was made and seconded to send this proposal, including a detailed budget provided by the State Referee Committee, to the Finance Committee for further review. The motion was approved.

Finance Committee Chair Bob Maynes reported that the focus for this year’s program review was the Technical Department. Changes include: a new way to track equipment purchases; removal of mileage reimbursements for ODP and Academy coaches and the Coaching Education staff; and an increase in ODP and Academy coaches’ fees. Technical Department expenses will now be recorded in specific programs. Increased expenses in the 2012-2013 budget are a payroll increase of 2% and a raise in the State Office rent beginning in April, 2013.

It was determined that budgets and chart of accounts should be kept in a different general ledger format. Eric Reed, Finance Committee member, spoke of the benefits of a matrix system. The VYSA bookkeeper will set up the new ledger, re-format the prior year’s information (for comparative numbers), and the current budget will be reworked into this format . Eric noted that there are substantial benefits to this new account matrix; the most important is that it will be easier to manage budgets. The Finance Committee will meet to work on new ledger format next month.

The budget for the Kidsafe Program was also discussed. In 2001, a one-time fee was assessed to all clubs to cover the Kidsafe expenses for background checks for a set number of years. The original fee was renegotiated and costs were reduced, leaving a large amount of funds collected for this expense that was placed in a reserve fund account to cover the cost of background checks. The reserved funds from that initial assessment is expected to be depleted after December. The KidSafe expenses have increased significantly due to an increase in the rate per check. It was discovered that Social Security numbers, while collected, were not being used in the background checks. The cost increased with the addition of checking Social Security numbers. The Finance Committee recommends a one-time assessment to clubs of $2 per player to cover the next few years’ of Kidsafe costs. Clubs will have the option to opt out and run their own background checks; however, they must provide proof of completion if they run their own. It was noted that this fee will also be collected from new clubs as they are accepted into membership. A motion was made and seconded to recommend adoption of the proposed 2012-2013 VYSA budget (Attachment B) at the AGM. The motion was approved. A motion was made and seconded to recommend to the membership at the AGM a one-time fee of $2/player to fund the Kidsafe Program. The motion was approved.

The TOPSoccer Report was distributed (Attachment C).

The Board went into Executive Session.

Steve Bender reported that he, John Singleton, and Paul Frascione are on a committee to investigate cognitive testing for concussions. He noted that there are many misperceptions about concussions and he presented several facts, including that a concussion is not a structural problem but a functional one which can’t be seen by general scanning equipment, and that one does not have to be unconscious to have suffered a concussion. He mentioned many resources: the CDC has materials available for parents, teachers, and coaches; the National Children’s Hospital has an app (PAR CRR) to help diagnose on the spot; and various companies have computer-based tests that measure brain function performance. US Youth Soccer has signed an agreement with Axon Sports, which has a baseline test can be done at home. Baseline testing provides a normal score for the person taking the test; once a head injury occurs it can be compared as one component of a professional evaluation.

The Committee reported that they had drafted a comprehensive concussion management plan to be made available to clubs as a beginning of ongoing education to be provided by VYSA . They recommend that each club adopt a concussion management plan. There was considerable discussion. Board members were asked to carefully read the policy and offer comments and suggestions.

The Treasurer’s Report (Attachment D) was distributed.

The State Administrator’s Report (Attachment E) was distributed. Julie Caramanica
reported that spring registration numbers are near last year’s totals. She asked all members to submit their final fee payments as soon as possible.

Nominations for the VYSA annual awards are due to the State Office by Sept. 7, 2012.

Gil McCallister, former State Referee Committee Chair, recently passed away. The family has requested donations to either the American Heart Association or the American Cancer Society.

Bob Sokolinsky is recovering well from his recent surgery. In March he participated in the Fairfax County Public Schools Annual Special Education Conference and provided information about the TOPSoccer Program.

The Technical Director’s Report (Attachment F) was distributed.

Debi Honaker presented the Nominating Committee Report (Attachment G). She reported there would be no contested elections, as only Board members currently holding positions up for election were nominated with the exception of the NCSL Travel position for which no nomination was received.

Debi reported that, beginning with the 2012-13 season, travel player passes are not required to have signatures. She recommended that VYSA also not require signatures on recreational passes. A motion was made and seconded to no longer require signatures on recreational passes. The motion was approved. It was noted that VYSA does not require photos on recreational passes, but some other states do; VYSA players must follow those requirements when traveling out of state.

It was asked if photocopies of birth certificates can be allowed for registration for travel players. President Denise Edwards reported that US Youth Soccer National rules require original birth certificates, therefore VYSA must continue to require original proof of birth.

Denise Edwards reported on a conference call with Diane Berry Love about the Capital Campaign. Focus group dates have been set. Denise will ask a representative from each area to volunteer to help set up the meetings. VYSA member clubs and leagues were encouraged to participate. This phase of the Capital Campaign is on schedule to be completed by Sept. 1st .

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

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is the AGM at 10:30 am on Saturday, June 16, 2012,
at the Crowne Plaza Richmond West.

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