November 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

                    November 20, 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 Courtyard Marriott Richmond West at 7:40 pm. Board members present were:

Denise Edwards President
Bob Maynes Vice President
Debi Honaker Secretary
Jim Bonfils     Treasurer  
Ken Bass North Recreational Commissioner
Sharon Wells North Recreational Commissioner
Bob Sokolinsky  Southeast Recreational Commissioner
Oliver Weiss #1 CCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Chris Friant   #3 VSLI Travel Commissioner
Bill Mueller #4 SOCA Skyline Travel Commissioner

Board Member Tom Gross, John Singleton, Karen Klumpp,and Richard Smith were excused. Also present were Julie Caramanica (VYSA Administrator), Gordon Miller (VYSA Technical Director) and David Glass (First Touch Sports).

A motion was made and seconded to approve the October 23, 2013, minutes. There were two corrections to the minutes. TOPSoccer Chair Sharon Wells noted she was doing a survey of VYSA clubs, not all clubs in Region I.  In the President’s Report, Denise Edwards noted VYSA is in favor of expanding the Regional and National Leagues. A motion was made and seconded to approve the minutes as corrected. The minutes were approved.

The Treasurer’s Report (Attachment A) was distributed. Jim Bonfils reported that the audit report should be out shortly. The auditors would like to have VYSA for Land Preservation be on the same fiscal year as VYSA.  A motion was made and seconded to have fiscal year for VYSA for Land Preservation be September 1 through August 31 as it is for VYSA. The motion was approved.

As part of the loan agreement with Union First Market Bank, Jim noted that we will move our investment account from UBS to Union First Market.  A corporate resolution is needed to open that account.  A motion was made and seconded that the VYSA Board approve the new Corporate Resolution for a new investment account with Union First Market Bank.  The investments will be governed by the VYSA Financial Policy and the Investment Policy contained in that policy. The new Corporate Resolution will need to be completed and submitted to the bank. The motion was approved.
The State Administrator’s Report (Attachment B) was distributed. Julie Caramanica reported the list of clubs that still have not paid their Fall fees. A motion was made and seconded that clubs whose Fall fees have not been paid be notified by email and letter that they will be placed in bad standing on December 15th if fees are not paid by that date.  The motion was approved.

Clubs that have not submitted their data, as well as clubs whose player figures do not match player registration fees, are being contacted.

Risk Management paperwork is due within 30 days of a person accepting a position.  Anyone who has been contacted about their paperwork needs to complete the outstanding forms right away.    

The VYSA Convention will be held on January 31 and February 1, 2014, at the Richmond Convention Center. Sessions on running a soccer club, sports psychology,
TOPSoccer, email marketing, and recognizing and reporting child abuse, as well
as a registrars’ session, an F module course, and a finance manager/treasurers’ round table are few that will take place this year.

Dickenson County Youth Soccer has requested to play local JV high school teams. After much discussion, a motion was made and seconded to allow Dickenson County Youth Soccer to play local JV high school teams. The motion was approved.

Halifax Soccer Club, a new club, has requested that an official from VYSA meet with them to discuss the advantages of being a member of VYSA rather than another organization. Bob Sokolinsky volunteered. Gordon suggested a coach who is on both the Coaching Education staff and the ODP staff join Bob.  Bob Maynes may also be available to attend.

The State Office was contacted by an individual who works for the FBI and has a top-secret clearance who didn’t want to provide a social security number for a background check. After much discussion, it was reiterated that VYSA has requirements that protect both our organization and our players, and no exceptions to providing social security numbers for background checks will be made.

Julie met with DC United representatives to discuss their working with VYSA in the future.  She also met with Helms Briscoe, a hotel management company which was recommended by GroupNet Solutions, to help find locations for future Conventions.
The Technical Director’s Report (Attachment C) was distributed. Gordon Miller reported that there is a big push for clubs to host F modules.

The Technical Department has presented four Good of the Game clinics in the past month.  The third Position Specific Clinic will be held in Lynchburg in December.

A Recreation Directors’ Workshop will be held in a “Google Hang Out”, where up to 10 people can log in and can discuss assignments in real time. This meeting method is also being used with the Instructional staff.

A National Youth License course has been approved for June 13-15 and 28, 29, 2014. A “C” course application has been submitted to US Soccer and VYSA expects to hear from them regarding approval in the next few weeks.

ODP interdistrict scrimmages will take place in Richmond this weekend and the weekend after Thanksgiving. Players will remain in their own districts the first weekend and are scrambled the second weekend.  State pool training begins the following weekend. The District staff has completed player evaluations which will be distributed to the players.

A question was asked about players that are unable to attend the interdistrict scrimmages.  Gordon said in those cases the State coaches rely on district coaches’ recommendations.

All ODP Boys will attend the North Carolina Friendlies on January 4 - 5. The 2000 and ‘99 Boys and the 2000 and ‘98 Girls will go on the international trip to Belgium and Holland in the Spring.

All Academy locations are complete. Three North Academies came together in McLean and played in a successful 4v4 festival.

Sharon Wells asked that TOPSoccer courses be included in future Technical Department Report.

A question was asked about the F module in Wise.  An instructor from North Carolina was brought in and attendance was good.  Gordon noted that Coaching Education is an important benefit for our members and asked that Board members encourage it. An FU8-U10 module will be conducted at the Convention, and a Director of Coaching Workshop will be held the Friday prior to the Convention.

The Soccer Across America Report (Attachment D) was distributed.  Denise introduced David Glass, First Touch Sports, who has been working with Marcelo Gangotena. David runs a non-profit youth development program for kids in low-income areas who have a love of soccer, but limited opportunities to play. He has formed partnerships with other non profits, Chesterfield United, YMCA, and other local businesses.

David reported he has good cooperation from the schools, which provide bus transportation to fields at a church for the after-school program. Tutoring is provided by church members. Registration fees and uniforms have been donated by community businesses. Unfortunately, he has also discovered some resistance to providing fields and other policy issues.  

David asked VYSA to become an advocate for these kids who don’t have the same opportunities as others. This type of program is a tool to wrap soccer around education.  

It was suggested that SAA become more involved with providing after-school programs.  Availability of time from parents for transportation and for coaching is a large problem, so it’s important to focus on places where kids are and where there is space to play. It might be helpful to build incentives for VYSA clubs to help out SAA clubs.  It can also be quite helpful to find a champion in the political realm.
David was asked to present a session at the Convention.  Others involved in such programs around the state will be asked to participate.

The Adjudication Report (Attachment E) was distributed.  The Board went into Executive Session.
The TOPSoccer Report (Attachment F) was distributed.

Denise reported that she will be going to Dallas this weekend for a meeting of State Presidents. The Summit Report will be presented and governance issues will be discussed.

Debi Honaker reported that DC Player Development Academy rules have been received.  Their membership was pending waiting receipt of rules.  A motion was made, seconded to and approved to accept DC Player Development Academy into membership.

She noted that a report of a recreational coach who added non-registered players to his roster was received.  She will follow up for more information.

The Board went into Executive Session.  When the Board returned from Executive Session, it was reported that Bill Phillips had been approved to fill the vacated position of Central Recreation Commissioner until the end of the term.

Bob Maynes reported that work on the complex is progressing.

Bob Sokolinsky reported that Richard Broad has retired and is selling many soccer goals.

A question was asked about why State Cup semi-final and final games are played in consecutive days, without giving the players a days rest period in between.  Anne Thompson, State Cup Chair, explained several reasons:  rest periods are a relatively new idea;  teams which have to drive to the site of the games prefer to stay overnight and play the final the next day, rather than having to make the trip again; it allows the maximum number of teams to play in a festival atmosphere; it helps prepare teams for Regionals, where they have to play five games in five days; referees do training that weekend; and Cup is completed by the end of October so the teams can compete in other events.        

There being no further business, the meeting was adjourned at 9:37 pm.                                                                                                     Prepared by    
Julie Caramanica            
VYSA Administrator

Next Board Meeting is Wednesday, January 8 , 2014, at the Courtyard Marriott Richmond West.


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