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November 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.

REGULAR MEETING - BOARD OF DIRECTORS
November 14, 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
Roger Underhill Central Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
Dave Amsler #1 VCCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Chris Friant #3 VSLI Travel Commissioner
Karen Klumpp #5 ODSL Travel Commissioner

Board Members Bob Sokolinsky, John Singleton, Bill Mueller, and Richard Smith were excused. Also present were Julie Caramanica (VYSA Administrator),  Gordon Miller (VYSA Technical Director) and Paul Shaw (Coaching Education Director).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the October 17, 2012, minutes. The minutes were approved.

TREASURER’S REPORT
The Treasurer’s Report was distributed. Jim Bonfils reported that the State Office is still in the process of transitioning to a new bookkeeping system. The annual Financial Report is being completed by the auditors and will be distributed when complete.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment A) was distributed. Julie Caramanica reported that this Fall’s registration figures are very near last Fall’s numbers.

Registration and room reservations for Board members have been made for the US Youth Soccer Workshop. Those attending should contact Anne Thompson for airline reservations and contact Julie for hotel reservations.

Denise Edwards announced three VYSA award winners were selected as Region I winners:
Boys Recreation Coach of the Year - Camile Louis
Girls Competitive Coach of the Year - Larry Best
TOPSoccer Buddy of the Year - Will Olson
They are now eligible for selection for the US Youth Soccer awards.

Lucas Sports, which represents Abbey Wambach, has contacted VYSA about a possible fundraiser. Board members did not wish to participate this year.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment B) was distributed. Gordon Miller reported
that the National Youth License course will be held in Fredericksburg next June and he is awaiting formal approval to host the US Soccer “C” course in August.

State Coaching Education “F”, “E”, and “D” course requests for the Spring are being received. The evaluation process for new Coaching Education instructors was explained.

Three Good of the Game Clinics are being held this month. The first Position-Specific Clinic, Training a Top-Class Midfielder, is on December 16th; information and the registration form are on the VYSA website.

A Recreational Directors’ Workshop will take place in January. It will also be held in different areas of the state at later dates. A suggestion was made to reach out to more recreational coaches and directors through the Suburban Friendship League and Recreational Tournaments. Recreational Clubs are encouraged to have representatives attend.

The Board went into Executive Session.

TEAMS PARTICIPATING IN UNSANCTIONED EVENTS
Debi Honaker noted that some recreational tournaments held over the summer were not sanctioned. She noted that VYSA recreational teams cannot play in unsanctioned tournaments, as the teams would not be covered by the VYSA insurance. Individual players are allowed to play in unsanctioned tournaments, but only as individuals, not associated with VYSA teams. It was noted that teams often don’t know if a tournament is sanctioned. A suggestion was made to create a “seal” to indicate that a tournament has been sanctioned. This seal would be placed on the VYSA website and on all paperwork dealing with sanctioned tournaments.

It was recommended that the message be distributed via newsletter and the website to educate parents, coaches, and clubs that VYSA teams playing in unsanctioned tournaments are not covered by VYSA insurance. Bob Perry will be contacted to let the referees know that they, too, are not covered by insurance when working unsanctioned events.

It was suggested that VYSA consider legal action against any tournament which doesn’t apply for sanctioning for deliberately confusing and misleading our members, which erodes VYSA trademarks and rules. A letter will be sent to DC United, which hosted an unsanctioned event and invited VYSA teams, to inform them that they must seek sanctioning for their youth tournaments.

ON-LINE TOURNAMENT CHECK-IN
Debi Honaker reported that some neighboring State Associations allow teams to check in for tournaments by scanning documents and emailing them to the tournament director. Player passes and rosters are still required at the field. Medical releases can be certified and brought to the field; they don’t have to be scanned. The advantage to on-line tournament check-in is that it allows time to correct any issues that may occur. It is also easier for the teams, as once the documents are scanned, they can be used for multiple tournaments. The disadvantage is the concern that a team may check in early and then not show for the tournament.

A motion was made and seconded to allow the option of on-line tournament check-in beginning August 1, 2013. The motion was approved.

TOURNAMENT ONLY TEAM
Debi Honaker recommended allowing tournament-only teams. A proposal including rules will be submitted for Board approval.

ROSTER LIMITATIONS FOR STATE CUP
Debi Honaker reported that State Cup rules require a continuity of nine players from League to State Cup, from State Cup to Regional, and from Regional to National competition. Previously rosters were limited to 18 players, but that has now increased to a roster limit of 22 players. This results in a continuity of fewer than half of the players on a roster. It was noted that non-US Youth players are being registered as recreational players in order to be added to State Cup rosters. There is the potential to end up with a roster where players have not played recreational or travel league play.

Anne Thompson, State Cup Chair, noted that she welcomes all players, but requires that non-US Youth soccer players play in a VYSA league or rec club; therefore this has not been a problem. Anne reported she compares rosters to see if fewer than nine players are consistent with League play, as they then would not be able to move forward to the Regional or National Championships. It was noted, however, that allowing non-members to be added and leaving league members off rosters is unfair to US Youth Soccer players. Anne noted that she would take up the consideration of increasing the continuity of nine players to a higher number with the National Championship Committee.

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

TOPSOCCER REPORT
The TOPSoccer Committee report (Attachment D) was distributed.

SECRETARY’S REPORT
Debi Honaker reported that Richmond County YMCA, with 30 recreational teams, has requested membership in VYSA. She recommended approval contingent upon receipt of rules and fees. A motion was made and seconded to approve Richmond County YMCA into membership upon receipt of rules and fees. The motion was approved.

Debi reported that a hearing concerning a registration violation was held recently. Allegations were made against a team that played in NCSL and also in several tournaments that it used unrostered players as substitutes. Debi investigated and discovered through photos on the team website that two players, both of whom were one year too old for the team, were not rostered. The decision from the hearing will be issued shortly.

COACHING EDUCATION POLICY
Bob Maynes presented the proposed Coaching Education Policy. He explained policy changes were needed due to significant changes to the “E” and “D” courses. Changes to the current policy include
• reduced “F” module instructors’ pay to bring it into line with the other courses’ instructor fees
• the minimum number of candidates for the “E” course will increase from 12 to 13.
• the member course fee for the “D” license course will be increased from $130 - $160 due to greatly increased content
• the non-member fee for the “D” course will increase by the same amount
• the “D” course will now require a minimum of 18 and a maximum of 26 candidates
The following items remain in the policy
• fees for the “F” and “E” courses are being kept at the current rate, as those courses are a great value, especially for VYSA rec coaches
• administrative requirements, apprentice payments, and budget guidelines are specifically outlined in the new policy
• as reflected in the current policy, if minimum numbers are not met, clubs must pick up the additional cost

Gordon Miller explained some of the background for the changes. He noted that the new “D” license course is required by US Soccer to have two instructors at all times. The course has increased from 36 hours to 60 hours for the candidates and includes five practice sessions. The course also includes mentorships, which require additional instructor time. Paul Shaw explained that the “E” course now has on-line components, and every candidate must do a practical coaching session, which translates to additional work for the instructor.

Gordon reported that all other courses, including the “F”, “C”, “B”, “A”, NYL, and Pro Licenses, are also being upgraded.

If approved, the new Coaching Education policy will take effect on January 1, 2013. If necessary, it can be modified in the future. A motion was made and seconded to approve the proposed Coaching Education policy. The motion was approved.

VICE-PRESIDENT’S REPORT
Bob Maynes reported on the progress of the field effort. The committee will meet this week to review expenses; he will meet with someone that may result in reduced costs for paving, they are waiting for responses from potential bank sponsors; and he will meet with two different turf experts and get turf consulting reports.

There being no further business, the meeting was adjourned at 10:30 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is Wednesday, December 5, 2012, at the Crowne Plaza Richmond West.

 


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