August 2006 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 16, 2006

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 Sheraton Richmond West at 7:00 pm. Board members present were:

Denise Edwards President
Ray Greenberg Vice President
Roger Underhill Secretary
Bob Maynes North Recreational Commissioner #1
Steve Bender North Recreational Commissioner #2
Ron Bedwell Central Recreational Commissioner
Matt Hinson Southeast Recreational Commissioner
John Singleton West Recreational Commissioner
Lorelle Myer #1 VCCL Travel Commissioner
Anne Thompson #2 WAGS Travel Commissioner
Monica Hall #3 VSLI Travel Commissioner
John Singleton #4 BRCL Travel Commissioner
Paul OConnell #5 ODSL Travel Commissioner

Board Members Jim Bonfils, Tom Gross and Debi Honaker were excused. Also present was Gordon Miller (VYSA State Technical Director).

APPROVAL OF PREVIOUS BOARD MINUTES
A motion was made and seconded to approve the July 16, 2006, Board meeting minutes. The motion was approved.

TREASURERS REPORT
The Treasurers Report (Attachment A) was distributed. It was noted that the budget columns are for the seasonal year. It was asked whether the Coaching Education revenue was low because of the time of year. It was explained that much of the revenue comes late in the seasonal year due to a large number of courses in the summer months. Budgeted Coaching Education expense is greater than revenue because VYSA covers some of the costs as a member benefit to keep the cost per candidate down.

STATE ADMINISTRATORS REPORT
The State Administrators Report (Attachment B) was distributed. Ray Greenberg emphasized item 6 asking Board Members and Committee Chairs inform those assisting in VYSA activities of Reimbursement Policies and Procedures before they incur any expenses. Reimbursement requests must be submitted on the proper form and policies must be followed.

A list of those who have not submitted required paperwork was distributed. Those who have not submitted KidSafe Risk Management applications, and Conflict of Interest and Confidentiality forms were asked to submit them as soon as possible.

Anne Thompson asked whether short term committee members, such as the State Cup Seeding Committee, were required to submit that paperwork. It was explained that those who hold positions in clubs or other committees have completed the KidSafe application through that means, but would still be required to submit the Conflict of Interest and Confidentiality forms. Those names should be submitted to VYSA so the State Office can add the State Cup Seeding Committee to their KidSafe record and send forms to them for completion.

TECHNICAL DIRECTORS REPORT
Gordon Miller, VYSA Technical Director, reported that Coaching Education will be finishing up several courses by the end of the seasonal year. He reported that the National Youth License course is taking place the next two weekends at Forest Park High School in Woodbridge. He will submit a final report to the Board about Coaching Education courses once the year is completed.

ODP completed its last set of tryouts this past weekend. Gordon noted that there was an increased number of players at tryouts from the previous year: 55 more girls and 217 more boys. Selections have been made for district pools, but players can still be added through the scouting program. District training for some districts has already begun.

ODP staff training will begin in the next few weeks. Staff will be instructed on training priorities for specific age groups.

Gordon was asked how it is determined which players are scouted. He explained that scouts are sent to look at players based on recommendations from club and district coaches.

DAVE WILLIAMS TOPSOCCER AWARD
Details for this award have not yet been prepared.

WARRENTON CUP TOURNAMENT COMPLAINT
Denise Edwards reported that a West Virginia team attended the Warrenton Cup Tournament; and a parent from that team contacted her regarding their experience in that event. There was some confusion concerning a weather-related schedule change that resulted in that team showing as having forfeited. Denise instructed the parent to have the teams coach or manager file a complaint to the West Virginia State Association and ask that it be forwarded to VYSA. VYSA Secretary Roger Underhill is looking into the complaint.

ROSTERS FOR LATE SEASON TOURNAMENTS
Denise Edwards explained that the VYSA Travel and Tournament Policy states that late season tournaments may accept current seasonal year rosters or new seasonal year roster for their tournaments, but they cannot accept both. The new US Youth Soccer Travel and Tournament Policy states that tournaments can accept both. No decision was made to change VYSA policy at this time.

REQUEST TO PLACE PLAYERS IN BAD STANDING
VYSA received a request from Cugini Soccer Club to place seven players, two girls and five boys, in bad standing for failure to pay fees. This would prevent the players from registering for the upcoming seasonal year with another club. Cugini Soccer Club has players commit to participation in March or April and pay deposits for the next seasonal year. Those seven players have now decided not to play for that club. Cugini feels the players have contractual obligations for the fees still due for the upcoming seasonal year. Parents of these players do not agree.

VYSA does have a voluntary release rule that teams may not release players for unpaid team fees. However, the seasonal year has ended and there are not yet any releases and transfers for the new seasonal year rosters. Therefore, these players are not currently rostered to any team for the upcoming seasonal year.

A motion was made and seconded that the matter be returned to the Cugini Soccer Club explaining the issue does not apply under the Player Voluntary Release Policy and that the club resolve it themselves. The motion passed. It was suggested that Cugini hold a hearing with those players; any decision can be appealed to the VYSA Adjudication Committee.

PRESIDENTS REPORT
The Board went into Executive Session.

Denise Edwards reported that former VYSA Board Member Larry Monaco was elected as President of US Youth Soccer at the US Youth Soccer AGM.

Denise announced that Brenda Down had passed away and a funeral service and reception will be held in Northern Virginia on Friday. Board members shared memories and all agreed she will be greatly missed. A toast was made to Brenda Down.

GOOD OF THE GAME
Steve Bender noted that another state Association had MLS video clips on their web site with teaching applications of the Laws of the game. It was also noted that a DVD given to referee instructors and assessors holds valuable information and suggested VYSA post video game clips with instruction as a parent education item.

There being no further business, the meeting was adjourned at 9:00 pm.

Prepared by
Julie Caramanica
VYSA Administrator

Next Board Meeting is September 20, 2006, at 7:00 pm at the Sheraton West in Richmond

VYSA Affiliates

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