September 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.


September 20, 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 7:05 pm. Board members present were:

Denise Edwards President
Ray Greenberg Vice President
Roger Underhill Secretary
Bob Maynes North Recreational Commissioner #1
Tom Gross DC Recreational Commissioner
Ron Bedwell Central 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 O’Connell #5 ODSL Travel Commissioner
Debi Honaker #6 NCSL Travel Commissioner

Board Members Jim Bonfils, Steve Bender, and Matt Hinson were excused. Also present were Julie Caramanica (VYSA Administrator) and Gordon Miller (VYSA State Technical Director).

A motion was made and seconded to approve the August 16, 2006, Board meeting minutes. The motion was approved.

Final year end financial reports cannot be completed by the September Board meeting; therefore, no Treasurer’s Report is submitted in September.

The State Administrator’s Report (Attachment A) was distributed. State Administrator Julie Caramanica distributed a map showing the four VYSA districts. The map will be posted on the website.

Julie asked Board members to remind their clubs and leagues that fees are due on October 1, 2006, and registration data is due November 1, 2006. She asked all members to send data for coaches, administrators, board members, and volunteers as well as player data. Email addresses are required.

Many VYSA Policy Manuals have been updated. The Adjudication Manual was distributed with the August minutes and the Finance Policy was distributed to Board members at this meeting. The KidSafe Background Check Policy needs to be updated. Julie requested that the following changes be made:

  • add the words "or electronic equivalent" after each mention of written forms;
  • add a Spring confirmation of compliance date of May 1st;
  • that the Fall confirmation of compliance date be changed to November 1st.

    An exception to the Fall due date for data will be made for this year. The due date for data submission for Fall 2006 is December 1, due to numerous problems with the Choicepoints system. Julie also suggested a few wording changes for clarification. A motion was made and seconded to accept the recommended changes. The motion was approved. The new Policy will be printed and sent with the minutes.

    US Youth Soccer has posted the US Soccer Foundation grant application forms on their web site under Soccer Start. In addition to the grants for economically disadvantaged areas, grants for All Conditions Fields (turf fields) are available.

    A new VYSA Directory will be printed before the holidays. Board members were asked to have their clubs and leagues submit their information, including email addresses, as soon as possible.

    Julie reported that she was invited and attended the NCSL Positive Coaching Alliance workshop. She found it informative and highly recommended that everyone attend one.

    Board members were asked for suggestions for the upcoming VYSA Workshop on sessions that would be helpful to their clubs.

    Several thank you notes have been received from Brenda Down’s family.

    Gordon Miller, VYSA Technical Director, distributed three handouts regarding Coaching Education:

    • total numbers of candidates successfully completing F, E and D coaching courses from 1987 to the present;
    • 2005-2006 courses conducted and the number of certificates/licenses issued in each course;
    • a course summary sorted by host clubs, showing the numbers of registered players from the hosting clubs and the number of coaches educated in 2005-2006.

    Gordon noted that certain clubs regularly host Virginia Metro DC Coaching Education courses, but many do not. He asked Board members to encourage their clubs to hold courses, as there is a direct correlation between coaching education and player development. Gordon also noted that coaching education courses are offered by other soccer organizations, but stressed the importance of instruction that is endorsed by US Youth Soccer and US Soccer.

    ODP training is now taking place in all districts. Training for the ODP staff has been completed and administrators are in place.

    VYSA District Academies have begun. Gordon pointed out that 75% of the content of the Academy is technical training.

    Anne Thompson reported that the Special Programs Committee has met several times. Their focus has been on communication with VYSA membership. She noted current means of communication include the minutes, web site, mail, e-mail and Touchline. The committee decided that an e-newsletter was a good additional form of communication and that it should be sent on an as-needed basis in three categories - (1) to administrators and presidents, (2) for player and coaching development, and (3) with general membership information. An added benefit of the e-newsletter is that it will lead people to the VYSA website. Anne reported this can be done at very little cost. The e-newsletter will have an opt-out option. A motion was made and seconded to move forward with the e-newsletter. The motion was approved.

    Another form of communication was suggested. The VYSA Website affiliate program, where a club can have a current VYSA headlines on its own website with a link to the VYSA website, can be done at no cost. The Board agreed to begin this program immediately.

    Anne invited all Board members to be involved with this committee.

    Ron Bedwell distributed a handout highlighting the "soccer ladder", an article explaining what to expect at various levels in youth soccer, what first-time soccer parents need to know, and what to expect from coaches and clubs. He suggested a website page be created and linked to other pages, including coaching, referee, player, and leadership pages. He suggested the writing go over a page with the VYSA logo to help with branding. Additional suggestions from Board members included using ideas from Team Sideline Liaison (TSL) training, getting input from the Technical Department, and articles about college scholarship prospects, skills coaches could use to educate parents, and how parents can volunteer to aid their child’s team. This committee could establish a Parent Education Program that would be turned over to VYSA clubs.

    Some clubs have already started their own Parent Education programs. The "Parent-Child" program used by McLean Youth Soccer during the first weekend of U6 games consists of a short program for parents, then U6 games with players and their parents. It was discovered that not only do the parents have a better understanding of the game, but parent behavior is also much better. Other clubs have their parents sign a Code of Behavior at the start of the season.

    Debi Honarker discussed the lesson plans that Gordon Miller has developed for all age groups U6-U19. Contained in the plans are links to many other available resources, including handbooks and video clips. She would like to present this information on line. The VYSA website has the capability to post a program such as this at no cost.

    Bob Maynes stated that the first priority is making lesson plans available for all age groups. Other suggestions include marketing VYSA-produced coaching DVDs; developing a five- hour module for new coaches of U14 and U16 teams; coaching clinics with a specific topic, specifically for additional training for coaches who have completed an F module; on-line coaching education; and expanding the website to meet the needs of the Hispanic community.

    All committees have indicated the necessity of posting programs to the website, which would require a full-time web developer.

    Denise thanked all committees for their time and progress.

    It was suggested that Dave Williams be the first recipient of this award. A motion was made and seconded to present the first Dave Williams Memorial TOPSoccer Exemplary Service Award to Dave’s family at the 2007 VYSA Workshop. The motion was approved.

    Roger Underhill reported that a team from West Virginia that had attended the Warrenton Cup had written a letter of complaint concerning issues resulting from a change necessitated by inclement weather. The Board reviewed the facts. A motion was made and seconded that a letter be written by Roger to the team stating that the VYSA Board has reviewed the facts as presented and has found that there is no reason for action. Copies will be sent to the West Virginia Soccer Association President and Executive Director.

    Anne Thompson reported that a State Cup roster question has been resolved. Two players had been accidentally marked in the online system as having already participated in State Cup, which automatically removed them from the roster. The names cannot be added electronically since the State Cup roster freeze date for the Fall has passed, so Denise and Anne approved that the two names be added to the roster manually. A Board member reported that a similar problem occurred with another team and that Youth Leagues was not helpful in solving the problem. It was agreed that the system can be overridden and corrected manually.

    Roger Underhill asked that two items be removed from the player voluntary release section of the Travel Registration Manual concerning a team’s ability to refuse to release a player if there are outstanding financial obligations. These items put VYSA in the position of making decisions about contractual matters, not registration issues. A motion was made and seconded to remove both bullets referring to past and future financial obligations. After discussion, the motion was approved.

    Ray Greenberg reported on a referee misconduct issue involving a Virginia referee working a Maryland tournament. The Maryland SRA notified the Virginia SRA, who asked the Adjudication Committee to hold a hearing. The hearing is scheduled for October 14th at the VYSA State Office.

    Ray also reported that Charles David Akers has requested reinstatement from his suspension. The Board went into Executive Session. When the Board returned from Executive Session, it was announced that his request for reinstatement was denied.

    Denise Edwards announced that Larry Monaco expects a check to be sent to VYSA from Region I for Regional Competition by December.

    Other Retreat Committees will meet and report at future Board meetings.

    Board members going to the Region I meeting should notify Julie and Anne.

    Denise noted that for the 8v8 competition in the U12 age-group at Regional Competition, teams must qualify with small rosters. VYSA already follows this policy.

    The Region I coaching staff and chairs are meeting this weekend concerning extending the ODP pools; Denise has been asked to participate.

    The US Women’s National Team will be playing Iceland on October 8th at the University of Richmond Stadium.

    Every U9-U15 coach (more than 400 coaches) in NCSL has been successfully trained in Positive Coaching Alliance. The number of issues at games has decreased significantly.

    There being no further business, the meeting was adjourned at 10:05 pm.

    Prepared by
    Julie Caramanica
    VYSA Administrator

    Next Board Meeting is October 18, 2006, at the Sheraton West in Richmond

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