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May 2013 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
May 15, 2013

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 Richmond Magnuson Grand Hotel at 7:55 pm. Board members present were:

Denise Edwards  President
Bob Maynes Vice President
Jim Bonfils Treasurer
Ken Bass North Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Chris Friant #3 VSLI Travel Commissioner
Richard Smith #6 NCSL Travel Commissioner

Board Members Debi Honaker, Tom Gross, Roger Underhill, John Singleton, Dave Amsler, Bill Mueller, and Karen Klumpp were excused. Also present was Julie Caramanica (VYSA Administrator).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the April 17, 2013, minutes. The minutes were approved.

TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that the Accounts Receivable aging report is well within the limits that were set. The budget for the next fiscal year will be discussed later in the meeting.

STATE ADMINISTRATOR’S REPORT
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that Spring registration numbers are near last year’s totals, with a few clubs’ Spring fees still outstanding.
Nominations for the Annual Awards are due to the State Office by September 6, 2013. Notices will be sent to the membership.

The Annual General Meeting is June 15, 2013, at the Country Inn and Suites in Fredericksburg, near the VYSA State Office and in the same locale and date as the Kohl’s Cup.

Lisa Wilson continues to work from home as her husband recovers and can best be contacted by email.

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

ADJUDICATION REPORT
The Adjudication Report (Attachment D) was distributed.

TOPSOCCER REPORT
Bob Sokolinsky is preparing for the TOPSoccer Festival in June. He reported that Valley AFC received a grant from Region I and that new programs will begin at Annandale and DC Stoddert in the Fall.

Bob asked that clubs consider donating to TOPSoccer any extra medals, awards, etc. that they won’t be using.

RATIFICATION OF VOTES
A motion was made and seconded to ratify the vote to approve the list of ODP referees for the Region I ODP Tournament that was previously taken by email. The motion was approved.

REQUEST TO PLAY DOWN
A club requested to allow a rec player with a vision impairment to play down one age group on a travel team. It was noted that it’s very difficult for the Board to assess a particular player’s condition in order for exceptions to be made. After some discussion, the Board agreed to not make any exceptions for playing down in travel.

FINANCE COMMITTEE REPORT
Bob Maynes presented the proposed 2013-2014 VYSA budget (Attachment E). He noted that comparisons to last year’s budget were quite difficult because of the new reporting format. Changes for the coming year include: bringing the ODP budget closer to balance; adding in the cost of the new Executive Director; charging staff salaries to specific program budgets; and no longer paying mileage to independent contractors. The Board agreed that they would like to see the financial reports by class in the future. A motion was made and seconded to recommend the proposed 2013-2014 VYSA budget to the membership at the AGM. The motion was approved.
The Board went into Executive Session.

EXECUTIVE DIRECTOR REPORT
Ken Bass reported that about 105 applications for the Executive Director position have been received by today’s deadline date. He believes five or six are very strong, and three or four will be presented to the Board. The Committee, made up of Ken Bass, Denise Edwards, Richard Smith, Chris Friant, and Rick Maresco, will meet soon to review the best applications.

CONSIDERATION OF DOLLAR AMOUNT FOR DOUBLE SIGNATURE
A proposal was made to increase the dollar amount for double signatures on checks from $2,000 to $2,500 making a double signature required for all checks $2,500 or more. The Treasurer was not in favor of making any changes, as he believes it’s important to have a second set of eyes looking at all large checks. Also discussed was whether to continue to require the Treasurer’s approval on amounts between $1,000 and $2,000. By consensus, the Board decided to leave the policy as it stands. No action was taken.

NOMINATING COMMITTEE REPORT
The Nominating Committee Report was distributed to the Board. Denise noted that Roger Underhill, VYSA Central Recreational Commissioner, is the only Board member up for re-election in June who does not intend to run. Letters of nomination for that position can be sent to the VYSA Secretary before June 1st, or the Board will appoint someone to fill that position.

Names have been suggested to fill the North Recreational Commissioner position vacated by Steve Bender’s resignation . Since that position is not up for re-election this year, the Board will appoint a replacement at the next Board meeting in August.

The nomination report will be sent to the membership.

U13 ROSTER SIZE
Anne Thompson reported that State Cup and Presidents Cup both now allow 22 players on U13 rosters. US Youth Soccer made the change in September after VYSA had already established a roster size of 18, so VYSA did not switch to the new roster size for the current year.

She noted that it is not possible for the Presidents Cup rosters to change, as those teams use their league rosters. Rosters could, however, increase to 22 if club pass players could be used. When the U14 teams were able to increase their roster size last year, very few chose to do so. After discussion, the Board agreed that there was no competitive disadvantage to keeping the roster size at 18 for another year. Anne recommended no change for this year and asked Board members to discuss roster size with their leagues. Anne would like to make the Presidents Cup rules identical to State Cup rules if possible. A motion was made and seconded that the VYSA representative to the Region I and US Youth Soccer meetings recommend that club passes and separate rosters be allowed for Presidents Cup. The motion was approved.

LEAGUE VOTES AT AGM
Votes at the AGM are based on the registration numbers at the time of the meeting. According to the VYSA Bylaws, the six largest leagues are eligible to vote at the AGM. It was announced recently that VCCL will disolve at the end of this seasonal year and two new leagues will form. At the time of the AGM, VCCL will still be a member and have paid fees for it’s member players. No change will take place until the beginning of the next seasonal year, so voting and election of travel commissioners will not change.

SECRETARY’S REPORT
Denise Edwards reported that the travel database system is just about ready for testing. There is a new procedure for voluntary releases: when a player asks for a voluntary release, the parent must send notification, in writing, to a team official of the releasing team. The registrar will then verify that the release is voluntary.

International clearance papers will now be scanned and emailed to registrars.

Denise noted that player passes are only to be printed once, but can be printed again in case an error occurs during printing. The existing stock of passes can still be used.

PRESIDENTS’ MEETING
Denise reported on the Presidents meeting held in Dallas. She presented statistics (Attachment F) compiled by US Youth Soccer showing membership numbers in AYSO and US Club, as compared to US Youth Soccer, Regions, and State Associations

Attendees at the Presidents’ meeting were broken up into groups. The groups discussed competition in the marketplace and the lack of flexibility. It was agreed that it is important to remember that our clubs are our customers and their needs have been met. Our competitors include not just soccer organizations such as AYSO and US Club, but many other sports and activities. Therefore, it is important to reach out to after-school clubs, Boys and Girls Clubs, etc. In addition to increasing the number of players, it is vital to realize the important role the coach plays in player retention.

There being no further business, the meeting was adjourned at 10:55 pm.

Prepared by

Julie Caramanica
VYSA Administrator


The AGM is Saturday, June 15, 2013 at 10:30 am, at the Fredericksburg Country Inn and Suites.

Next Board Meeting is Wednesday, August 21, 2013 at 7:30 pm, at the Richmond Magnuson Grand Hotel.
 


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