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August 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
August 21, 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 7:40 pm. Board members present were:

Denise Edwards  President
Bob Maynes Vice President
Debi Honaker Secretary
Jim Bonfils Treasurer
Tom Gross DC Recreational Commissioner
Bob Sokolinsky Southeast Recreational Commissioner
John Singleton West Recreational Commissioner
Bill Mueller #2 SOCA Travel Commissioner
Chris Friant #3 VSLI Travel Commissioner
Richard Smith #6 NCSL Travel Commissioner

Board Members Ken Bass, Anne Thompson, and Karen Klumpp were excused.  Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director), and Bob Perry (State Youth Referee Administrator).

APPROVAL OF PREVIOUS BOARD MINUTES

A motion was made and seconded to approve the May 15, 2013 minutes.  The minutes were approved.
 
TREASURER’S REPORT
The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils noted the report is now being prepared to show financials by program and category.  He and the Accounting Manager are working on year-end numbers; the final numbers will be in after the audit.  After reviewing several RFP’s for this coming years audit, it has been decided to stay with the company we have been using in recent years.

An evaluation of health insurance benefits for employees is underway. The cost to VYSA will remain the same.  Benefits to the employees will stay same or be a bit better. 
       
STATE ADMINISTRATOR’S REPORT                   
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported that notices for Fall registration have been sent by Constant Contact.  Fall fees are do from all VYSA clubs and leagues by October 1st.  Access to insurance certificates is not granted until Fall fees are paid. 

Registration data is also due October 1st.  Data is required to be uploaded and submitted electronically. 

Player registration numbers for 2012-2013 are up over one percent, with some fees still due for recently-added players.

The date and site for the 2014 Convention have not yet been set.

Awards nominations are due to Region I by October 1st therefore, a deadline date for submitting nominations to VYSA has been set for September 6th (that date has now been extended to September 12th).  Selections will be made at the September meeting so that nominations can be sent to Region I by their deadline.

VYSA has hired a new accounting manager, Joyce Gredler.  Her email address is accounting@vysa.com or she can also be reached at joyce@vysa.com.

It has been announced that the 2014 Region I Championships will be in Rhode Island and 2014 National Championships will be at the Maryland Soccer Complex.

Kings Dominion is again offering discounted tickets to VYSA members.  Contact the State Office for information if you are planning to go this summer/fall.

Washington Spirit 2014 season tickets are now available.

The Region I KidSafe Coordinator has recommended that vendors at events be required to, at minimum, provide the event/tournament host with a certificate of insurance evidencing Commercial General Liability with the amount of no less than $1,000,000 each occurrence. The certificate of insurance should indicate the event/tournament host as an “additional insured”.

The State Office received word that former State Cup chair Fred Middleman is ill.  Those wishing to contact him should contact the State Office.

TECHNICAL DIRECTOR’S REPORT
The Technical Director’s Report (Attachment C) was distributed.  Gordon Miller reported a busy summer of D, E, and F courses, as well as developing staff and apprenticing coaches.  An Instructor Workshop was held in June to review the new D course which includes pre-course work and field session requirements.  Gordon believes it will take about a year for both the instructors and candidates to digest how well the new D is going.   An online coaching education registration system is being developed.

A Recreational Directors’ Workshop was hosted by Chesterfield United in May. Twenty-five directors attended.  Much positive feedback was received from the attendees who especially benefitted from the networking.  It was suggested that an article about the Workshop be included in the next Touchline

A Training the Midfielder Clinic was held in Virginia Beach for 20 coaches.  Nine Good of the Game Clinics took place over the summer.  Sam Snow, Coaching Director of US Youth Soccer, visited several clubs while he was in the area in June for the National Youth License Course.

The National Youth License Course was held in June and the US Soccer C License course was just completed.  Both courses took place at the Fredericksburg Academy and were sold out.

A record number of VYSA  players was selected for the Region I ODP pool this year.  113 VYSA Players (63 boys, 50 girls) were selected. The  98 Girls and 96 Girls won the Region I ODP Championships, and the 97 Boys lost in final three minutes. District staff training is on-going.  Two training manuals written by Gordon and Matt are being used by district and academy staff. There were 1513 players at ODP try-outs and 454 at Academy try-outs. 180 others registered and still need to be looked at.

Nic Taitague and Kevin Coleman from FC Richmond are playing on the U15 National team.

STATE REFEREE PROGRAM REPORT
Bob Perry, SYRA Administrator, gave a report on the past year’s activities.  The SYRA’s focus is to encourage referees to advance  to grade 7 and above, to select referees who have demonstrated their competence for State and Regional competitions, to provide advanced forums for learning for all referees (particularly in less populated areas), and to provide mentoring academies associated with tournaments.

Bob reported on the numbers of VYSA referees attending various competition:  21 at Spring State Cup; 2 at Region I Premier League Championships; 9 at Presidents Cup, 13 at ODP; 12 at Region I Championships; and 4 at the US Youth Soccer National Championships. Dick Cote won the Region I Referees Award.

For the future, he and Mike Newman are working on clinics to better prepare referees for State Cup matches, to provide more extensive mentoring opportunities, and to promote all forms of soccer, including Futsol, which is not a VYSA member, but is under the jurisdiction of the Federation.  It was clarified that referees can work any US Soccer-sanctioned event, even if the event is not sanctioned by VYSA. 
Bob noted that there are issues with NCSL and WAGS concerning the Star Program. US Soccer no longer supports grade 12 referees, which eliminates up to 1,000 parents who have volunteered to be trained as ARs.  He is concerned this may eliminate a potential source of new referees.  There is a possibility of running the program internally rather than through US Soccer. 

Bob asked that VYSA contact him at any time if there is anything that the State Referee Program can do for the Association.
 
The Board went into Executive Session.  When the Board returned it was announced that Bob Sokolinsky had resigned as TOPSoccer Chair and that Sharon Wells will be replacing him in that position. Sharon was also approved by the Board to fill the position of North Recreation Commissioner for the remainder of the term.

TOPSOCCER REPORT
The TOPSoccer Report (Attachment D) was distributed. Bob Sokolinsky reported that the TOPSoccer Festival in June was a huge success.  Twenty-three kids and 27 buddies participated.  Bob noted that he will continue to serve on the TOPSoccer Committee, but that Sharon has been working with him for quite some time and will do an excellent job as chair.

The Board expressed thanks to Bob for his dedication to TOPSoccer.

ADJUDICATION COMMITTEE REPORT

The Adjudication Committee Report (Attachment E) was distributed.

SOCCER ACROSS AMERICA REPORT

The Soccer Across America Report (Attachment F) was distributed.

PRESIDENTS CUP
Jim Bonfils reported that two VYSA teams, the U16 Girls FASA Impact Premiere 96 and U16 Boys VSA Heat 96 Blue, competed in the National Presidents Cup.  One team received the Sportsmanship Award.  Jim noted that the Presidents Cup was a very well-run event.
                           
RATIFICATION OF VOTES TAKEN BY EMAIL
A motion was made and seconded to ratify votes taken previously by email.  E-mail Board votes taken were :
•    to approve signing of the contract with Thurston Companies before the loan letter is received.
•    to allow 7 day guest player passes
•    to suspend Joe Crespo
•    to empower the President to sign
    -the loan document with First Market Union Bank
    -the loan to RCCI/Infrastructure Solution if terms are close to market rate
    -the contract with RCCI/Infrastructure Solutions
•    to approve stipends for teams going to the US Youth Soccer
    Presidents Cup and the National Championships
•    to allow U13’s in Regional or higher competition to have 22 player rosters

The motion was approved.

SECRETARY’S REPORT
Debi Honaker reported that several applications for membership have been received.    The applications from Latin Soccer Academy and Virginia Piedmont FC were incomplete and will be brought to the Board next month.  VAILS  applied to be a “recreation soccer league”, which is not a category for membership. It needs to be determined if VAILS will pay fees directly to VYSA, in which case it would be a new club or if it is made up of several member recreation clubs.  An application was also received from Monticello, which is a travel club, but is adding recreational teams.  It needs to be clarified what teams they will be playing.                    
NEW BUSINESS
A motion was made and seconded to move the meeting site to another hotel.  The motion was approved.

VICE-PRESIDENT’S REPORT
Bob Maynes reported that VYSA has received a letter of commitment from First Union Market Bank and expects to close on the loan in two weeks. There is a 21- month delay before VYSA must start repaying the loan. The bank looked at the Association’s business and determined that margins are very close, so stipulated that fees be raised $1/player. VYSA policy has been to provide a year’s advance notice of a fee increase, so the earliest an increase could take place is Fall 2015. It was noted that this would be the first fee increase in seven years.  Bob believes that the fee increase needs to take place, regardless of the field complex. Bob noted the extraordinary work Denise must do as President and once she is no longer president, VYSA will need someone with the  experience and background and willingness to spend the extraordinary amount of time to do all that she is doing. An Executive Director is needed to fill some of those responsibilities and in order to afford the Executive Director, a fee increase will be necessary.  Concern was expressed about the impact of a fee increase on our membership.  An option is to ask the bank to modify the loan agreement to allow VYSA to raise $140,000 in a capital campaign.

The Board went into executive session. When the Board returned from executive session, a motion was made and seconded to reconfirm Denise’s  authority to sign for the $3 million loan. It was noted that VYSA is also getting a $2.5 million loan from the contractor.

A motion was made to call the question, the motion passed.  A motion was made and seconded to raise the per player fee by $1 for the Fall 2015 season. The motion passed.

A proposal to conduct a capital campaign was made. This would give VYSA two years to raise revenue before an increase in player fees is to take place.

A motion was made and seconded to move all VYSA banking from BB&T to First Union Market. The motion was approved.

A meeting was held with all those involved in field development and it has been determined that it’s too late to sprig this year. Bob noted that there is still a significant amount of work to do before sprigging.

PRESIDENT’S REPORT   
Denise reported that issues with US Youth Soccer are moving favorably.  The ODP Tournament will remain.  She noted that she enjoyed Regionals.

Positive feedback has been received from the new changes to the online travel registration system.  It appears that Maryland will move to the same.   

There being no further business, the meeting was adjourned at 10:20 pm.

Prepared by                       
Julie Caramanica           
VYSA Administrator

Next Board Meeting is Wednesday, September 18, 2013, at the Courtyard Marriott Richmond West.

 


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