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September 2012 Mintues

 

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
September 19, 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
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
John Singleton West Recreational Commissioner
Dave Amsler #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

Board Member Tom Gross was excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), and Roy Pepper (Business Plan).

TREASURER’S REPORT
Jim Bonfils announced that the State Office has a new bookkeeper, and the usual reports will be presented next month. Year-end reports and audit reports are being prepared.

BUSINESS PLAN
Bob Maynes reviewed the status of the business plan to develop the Sportsplex. He presented the expected overall cost of the project and what is required by agreement with the county. The original Phase I plan cost was very conservative and consisted of two lighted turf and two grass fields.

A new Phase I was proposed. It includes completing all nine fields right away, except that two of the planned lighted turf fields would be grass and have no lights at first, then modified at a later date when funding is available. The development contractor has offered an interest-free loan for 12 years with no payments for the first two years if VYSA chooses this route. This would give VYSA a potential for greater earnings with more fields to generate revenue. It was noted that several features, including picnic shelters, event field seating, lighting, a stadium scoreboard, a maintenance building, and the PA system could be postponed, which would lessen this new Phase I cost. Also noted was that the infrastructure for items that could be pulled out of Phase I to lower the cost will still be installed, as to make adding them later not as difficult or expensive.

FASA has started its seven fields and begun to proceed with some of the joint contracts, such as the storm water management pond, which resulted in expenses owed by VYSA as well. Meetings have been held with several banks regarding loans for financing of this project. An interest rate of 3% is expected.

It is reasonable to expect the turf fields to be paid off in four-five years, as they can be fully scheduled for four days a week. It was recommended that VYSA not build the third and fourth turf fields now, but wait until the first two turf fields are completely scheduled and there is enough demand for all fields.

The income estimates in the business plan are very conservative: none of VYSA’s reserved funds are planned to be spent; no major emphasis has been placed on fundraising or sponsorships; income from the two turf fields will likely be higher than budgeted; and, if necessary, the planned depreciation amount doesn’t have to be paid.

VYSA will be extremely careful to keep the needs of our membership in mind during scheduling. Tournaments planned for the complex would be scheduled with an eye on the impact on VYSA-member tournaments, and adult games would be scheduled for week nights, to allow adults who currently have nowhere to play or who play on weekends to have more games.

Profit that is generated from the complex will be passed along to all members, not just the elite players. Plans are to reduce costs for licensing courses, develop a mentoring program for coaches, and expand the Kohls Cup, all which will benefit our rec programs.

After much discussion, a motion was made and seconded:

Whereas the Board has previously approved agreements under which
VYSA committed to the development of a sportsplex in Spotsylvania County;
and

Whereas VYSA has an obligation pursuant to those agreements to develop
a portion of the Sportsplex within five years of the signing of the agreements;
and

Whereas the Board has reviewed a business plan for development of the
first phase of the Sportsplex,

Be it now resolved that the Board establishes a Sportsplex Committee
consisting of Bob Maynes as chairman, and Denise Edwards and Jim Bonfils
as members; and further that said committee is authorized to negotiate loan
and contracts, related to development of the Sportsplex and recommend same
for approval by the Board, as well as to retain consultants necessary to
development of the Sportsplex project;

and further that the Association is authorized to use the line of credit extended
to VYSA by UBS for the purpose of paying VYSA’s share of joint expenses associated with the Sportsplex project that have been incurred to date, with
the understanding that the line of credit will be repaid from proceeds of a bank
loan to finance the first phase of the Sportsplex project.

The motion was approved.

Denise presented the Economic Development Authority (EDA) Bonds, which is a resolution that allows VYSA to be paid back for any costs incurred. It also buys down the interest rate. A motion was made and seconded to accept this resolution. The motion was approved.

After much discussion, a motion was made and seconded to proceed with Phase I with the reduced costs plan. The motion was approved.

The Board went into executive session.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment A) was distributed. Julie Caramanica reported that VYSA bookkeeper Karin LaVallee has taken another job closer to home. Ellen Jennings, who has worked as a temp at the State Office in the past, has been hired as the new bookkeeper.

Fall registration fees and data are due October 1, 2012. Notices have been sent by Constant Contact to all clubs presidents, treasurers, and administrators. Insurance certificate access is not given until Fall fees are received.

The VYSA Convention will be held February 1, 2, 2013, at the Richmond Convention Center. The membership is asked for suggested topics that will be of interest for the sessions.

Nominations for the US Youth Soccer Hall of Fame are due October 15, 2012.

Risk Management Online registration and paperwork are due in the State Office within 30 days of appointment to the position. A number of individuals have not completed one or both, and are requested to complete these requirements as soon as possible.

The ACC Men’s Championship will be held at the Maryland Soccerplex. VYSA has been asked to include advertisement of this event in communication with our members.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment B) was distributed. Gordon Miller reported on Coaching Education activities which include
   -VYSA has applied to US Soccer to host the C license course in August, 2013.
   -Many F courses are scheduled for this month.
   -The content of the USSF D License course is changing; training for the Technical Staff will be given next month at the Region I meeting.
   -Good of the Game clinics are continuing. Position-specific clinics are now being presented by the Technical Department. The first one to be offered is “Training the Center Midfielder”. These are full day clinics, with both classroom and field sessions, at a cost of $40. Dates and locations will be announced in the next two weeks.

ODP and Academy in all five districts are in full swing. Staff have been trained and scouting continues. ODP inter-district scrimmages will be in Williamsburg at the Warhill Complex on December 1 & 2,and 8 & 9, 2012.

The Board went into executive session to make selections for this year’s annual awards. When they returned, the 2012 Award winners were announced:

Administrator of the Year - Peggy Borgard
Volunteer of the Year - Ed Bonilla
Dave Williams TOPSoccer Exemplary Service - Sharon Wells
TOPSoccer Buddy of the Year - Will Olson
Boys Competitive Coach of the Year - Kevin McKenna
Girls Competitive Coach of the Year - Larry Best
Boys Recreational Coach of the Year - Camile Louis
Girls Recreational Coach of the Year - Eric Huweart
Young Referees of the Year - will be selected by email vote

ORIGINAL BIRTH CERTIFICATE REQUIREMENT
Denise reported that the US Youth Soccer National rules do not require original birth certificates for proof of birthdate. A motion was made and seconded to accept copies of birth certificates for registration. It was suggested that there be a serious penalty for forgery. Debi noted that in two previous situations involving illegal birth certificates, appropriate action was taken by the Registration Committee. Debi and Denise will work on a policy. Registrars will continue to have the right to request an original birth certificate if they feel it is necessary; copies of originals will be kept on file. It was noted that military IDs cannot be copied. The motion was approved.

CONCUSSION COMMITTEE REPORT
The Concussion Committee Report was discussed. The report included both minimum required recommendations and enhanced recommendations. Steve Bender noted that he would like to have written medical clearance as a “return to play” protocol made mandatory rather than recommended. A motion was made and seconded to accept the Concussion Policy as written and include the requirement that return to play be cleared by a medical professional. A motion to amend was made and seconded to accept the motion as presented without the inclusion of medical clearance before return to play. There was concern that the policy will be difficult to implement and enforce. It was noted that a new Virginia State law, expected next July, may require these or similar provisions. A motion was made and seconded to table the motion until legislation is considered by Virginia State Legislature in the summer. The motion to table was approved.

ADJUDICATION COMMITTEE REPORT
The Adjudication Committee Report (Attachment C) was distributed.

SOCCER ACROSS AMERICA
The Soccer Across America Report (Attachment D) was distributed.

TOPSOCCER
The TOPSSoccer Report (Attachment E) was distributed. Bob Sokolinsky and Sharon Wells attended the Workshop for Special Needs Families at the Jewish Community Center of Northern Virginia last week and spoke to many of the attendees.

Shenandoah Valley Soccer Club started its TOPSoccer program this month with 10 players and 10 buddies, and DC Stoddert plans to begin a program this winter. Bob is working with Roanoke Valley Soccer Club to restart its program.

Bob reported he will continue his mission to have a TOPSoccer Club in every large city/community. He asked to have Sharon Wells nominated as his co-chair, as she is a great asset to the program and also lives closer to much of the membership. A motion was made and seconded to name Sharon Wells as Co-Chair of the TOPSoccer Program. The motion was approved.

Due to the length of the meeting, all agreed to postpone the remaining items on the agenda until next month’s meeting.

The meeting was adjourned at 10:55 pm.
Prepared by 
Julie Caramanica
VYSA Administrator

Next Board Meeting is Wednesday, October 17, 2012, at the Crowne Plaza Richmond West.

 

 


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