Eastern Pennsylvania Youth Soccer Association

Board of Directors Minutes

Eastern Pennsylvania Youth Soccer Association

Board of Directors Minutes
5/6/02

Present: President Rick Tompkins; Executive VP Frank Olszewski; VP Travel Tom Dougherty; VP Intramural Bill Blaise; Secretary Kathy Helm; Treasurer Ned Levi; Registrar Donna Outt; Cindy Field (SYRA); Sue Hackett (District 1); Bob McDade (District 3); Greg Lebo (District 5); Wim Roset (District 6); Joe Marsden (District 7); Dave Edgecombe (District 8); Mike Hargrove (District 10); Tom Corey (District 14); Marty O’Donnell (District 15); Bill Carmalt (District 16); Greg Wilson, Executive Director; Nancy Worby, guest; Barry Rose, Upper Dublin; Ron Anderson, Nether Providence, Bob Urban

Absent: Districts 2, 4, 9, 11, 13, 17

Call to order: President Rick Tompkins called meeting to order at 7:30pm.

Minutes/Secretary - The minutes for the April, 2002 meeting were read. Motion by Sue Hackett. Seconded by Wim Roset. Correction: USYA approved the following grants s/b USYS tentatively approved the following grants. Spelling correct on April Heinrichs name and Paul Hayes. Approved

Guest Speakers:

Upper Dublin SC– Barry Rose presented Upper Dublin’s field project to the board. Upper Dublin is asking for a $100,000 loan from EPYSA.The land is owned by the township and school district but will be maintained by Upper Dublin Soccer Club. They are looking at a 5-year payoff for the loan. They have 2100 players in their program.

Nether Providence AA – Ron Anderson presented their request for a $150,000 loan for their field of dreams. They are also looking to a 5-year pay off. The township has contributed money to this project. The township owns the land.

Rick reviewed the guidelines for acquiring a loan from EPYSA. The interest rate is 1% above prime rate.

Youth Leagues – Donna Outt reviewed database committee on the software companies and presented the speaker for Youth Leagues: John Jackson, President and John Ormn, Chairman. Mr. Jackson made the presentation for Youth Leagues. He stated that the following clubs are using Youth Leagues West Short SC, T/E, and Brandywine.

Youth Leagues fielded the following questions:

How soon can it be completed? The first Phase they would like to convert our data by September.

How is the speed with 56K Modem? It is slower than cable line or T1 but should not be too sluggish for the end user. Kathy Helm asked how our state office is equipped. Ned stated by modem. Kathy still felt that this could be a problem for our membership that have a low-end computer and hookup.

Is there any other state association using Youth Leagues? No there is not. We would be the first soccer state association.

How did you come up with a 3-year contract? This is what the committee wanted. Can we do proposal 1 for one and if we don’t want to move further stop at this phase? They said 3-year is their basic contract and feel anything less would not be profitable for them.

Proposal I & II would include data conversion

Proposal III data conversion would be extra.

Tom Corey asked if the number system for players ID can be changed for next year since this year we still are using the SS#. Youth leagues have an automatic number system.

Treasurer Report: Ned stated that there is $170,000 of our investments coming due. He has been shopping around for a new bank that will give us better service and prices. After reviewing different banks proposals he has chosen Commerce Bank for the boards approval. Bob McDade stated that his club has changed over to Commerce Bank and are very happy with their service. Executive board endorses change over. Motion to switch over to Commerce Bank was made by Wim Roset. Seconded by Tom Corey. Approved

Ned discussed having two signatures on checks. He suggested on payroll checks that they can be imprinted signatures has not to hold up those checks. Other checks would have one manual and one imprinted.

Motion mandating 2 signatures on checks under $5,000 will have one imprinted and one manual with check over $5,000 will have two manual signatures, payroll checks will have two imprinted signatures was made by Ned Levi. Seconded by Marty O’Donnell

Tom Corey asked if we can have payroll checks direct deposited. Ned stated we would be moving in that direction in the future.

Rick, Greg, Ned and Frank can sign checks. Auditors state that it is fine to use the imprinted signatures.

Ned asked if we could create an investment committee. He would like to improve our process in investments. He asked Rick to appoint 5 people for this committee. Tom Corey asked to table until next meeting.

President Report: Rick reported on the following:

Outdoor cup games the past weekend at Hazelton site on Saturday went well. There was an incident on Sunday with an U17B game. Hazelton and YMS fields were excellent. Rick commended the cup committee for a great job. Some conflicts with Region I premier league with cup on U15, 16, 17.
Girl’s High School Classic – Neshaminy, Parkland, Souderton, Dallas. Games were rained out on Friday. Rick thanked Chris Bleam and Frank O for this event.
Boy’s High School Classic – 9/7 & 8 – LaSalle, Cumberland Valley, Downingtown, Martin Luther King,NY – Greg made many phone calls to get a team after Strath Haven dropped but was unable due to their schedules are full. We would like to have an Eastern Pennsylvania team rather than the team from NY but they are willing to come in order for us to have this event.

League Select festival – 80 teams participated. Our ODP staff ID 60 players. We generated $5,000 in T-shirt money. Inter-County and Reading-Berks lost their bond because of teams dropping. All other bonds have been returned. Thanked all the volunteers for that weekend with a special thanks to Wim/Linda Roset and Dallas/Kim DiFiore. We need to discuss a new location for next year. The site has to have 12 fields. IGSL had 3 teams that were club teams and not select teams. Rosters were checked. U12G –Parkwood, U13G,U14G from Philly Soccer. There were girls ID from these teams for the ODP pool. Do we need to do more to the girls or coaches? Motion to fine $500 per team by Bill Carmalt. Seconded by Tom Dougherty. 1 opposed Motion approved. Motion not to punish players this year but to send letter to league from BOD recommending to sanction coaches by Bob McDade Seconded by Sue Hackett. Approved. Marty O’Donnell asked about bond for Intercounty stating that the U14 team dropped before the festival. Greg and Jim Bollinger have been in contact with this issue.
Touchline is out, Greg working on new web site, Manual is at the printer and will be available at the June meeting.
AGM – Do we need to have workshop and AGM the same weekend? We must have AGM first weekend in March due to bylaws. The AGM is in Wilkes-Barre this year.
Union League Good Citizenship award have been announced. They are now eligible for a scholarship
Resident camp – 150 are now registered for the first camp and 100 for the second.
Coaching schools are on the web site
ODP – All age groups have mini camp at F&M on 5/18 & 19. The pools will be finalized after this event.
Soccer Start – Bob Kozlowski and John Kukitz travel to the Soccer Start workshop on 4/12-14 representing EPYSA. The report from that workshop was handed out to the membership.
Rick reminded everyone to check the USYS web site for TOPSoccer grant information.
Arbitration hearing coming up against Michael Kahn
Application for Tournament that need approved were the following:

FC Brandywine – 8/10 & 11
Middleburg SC – Rec tournament only 8/17
Amity Soccer Fest – U9 & U10 only – 8/24 & 25

Motion to approve Middleburg and Amity Soccer Fest 5 by Marty O’Donnell. Second by Bill Blaise. Approved

Motion to deny FC Brandywine by Tom Corey. Second by Sue Hackett

· USYS is asking state association for their membership’s email address. We will not be sending USYA our memberships email address.

Executive VP: Frank reviewed the 5-year planning committee reports that were handed out at the meeting. Please take some of these preliminary proposals back to your level and discuss. Joe Marsden stated that he feels the BOD should be giving the committee direction.

Rick explained the process the board would like to see the 5-year proposals take.

VP Travel: Tom reviewed the following:

Registration Committee: The committee did not request a bid from Youth Leagues. Donna stated she requested that from Youth leagues. The committee was charged with getting a program for the travel leagues that worked, Rec to come later. The cost was always a factor, bare bones, no frills. Logical Solutions was offered as a stopgap until the on-line programs worked the bugs out (2 years) maybe. The committee was to submit the needs of the state in the form of a “tech” report to the vendors, then ask for bids on our needs.
Program committee meeting. They covered the Snickers Cup, Challenge, ODP, and league select festival. Tom feels we need to branch off some of the programs in this committee.

VP Intramural: Bill reviewed intramural committee’s first meeting.

SYRA – Cindy reported on the following:

Semi final cups had 50 referees. Robert Ong did a great job in getting the top referees for these games.
Region I Snickers championship referee selection are being made.
ODP tournament refs have been selected and notified
State clinic in June 1-2 at Eastern College in St Davids

Registrar: Donna reported that there would be a mandatory travel league registrars meeting on June 22 at the Roslyn Boys and Girls Club from 10am to 2pm.

District Reports:

Absent: 2, 4, 9, 11, 13, 17

1- Sue reported on meeting at United. The discussion was small-sided games and coaching licenses recommendations. Dept of Rec will have a coaches meeting on 5/30. Rick thanked Sue fro hosting EPYSA at their meeting.

3 - Bob discussed a risk management issue with an U 17G coach. He asked for some guidance on this issue.

5- Greg has been attending some of his areas meetings. They are working on reorganizing the select program.

6- Wim reported that they have two assignors one is doing small sided games and the other assignor is handling the rest.

7- Joe thanked Tom Dougherty for coming to Reading-Berks on small-sided games and coaching license, referee’s issues. How is this going to be communicated to National? Rick explained the steps that have to be taken. Region II & III have already in their states implemented the recommendations from National. Small-sided games are the recommendations from Nationals, Coaching licenses is the recommendations from Mike Barr. Joe asked if office has seen Reading-Berks grant proposal for Top Soccer. Rick asked that membership always send a copy of grant proposals to state office.

8- no report

10- Mike stated that they do have some concerns with the coaching licensing recommendations.

13 – Donna reported that they have discussed Mike Barr recommendations

14- Tom asked to handle a coach that will not sign a release form for a player. Bring the release into the state office. They are planning the Super 60 event – 8/3 at Widener Univ

15- Marty said that InterCounty has elections. Everyone on board was reelected. They had Mike Barr, Tom Q., and Rob Hurley had their meetings.

16- Bill thanked Greg for coming to their meeting. They are starting on Fall registration

Old Business: The trip to the US vs Holland game has been canceled. We could not get buses for the trip.

District 9 Commissioner absences at monthly meeting. The bylaws states that if 3 consecutive meetings are missed that Any officer who is absent without excusable cause three (3) consecutive meetings, or for any reason, a total of five (5) meetings of the Board of Directors shall thereby forfeit, without additional formality, his right to hold his respective office for the unexpired term. BOD agrees on removal of District 9 Commissioner from board. Rick will send letter to clubs in District 9 stating Sharen Bolognese removal as commissioner.

Rick announced if you see Jim Linus coaching please contact the board. He has been sanctioned from coaching by the MAPS league.

New Business: Upper Dublin and Nether Providence are asking for loans. Ned Levi stated that we are financially able to provide the loans at this time. Discussion on loan requests from board. Rick is sending a list of requirements to both clubs. These are really an investment in soccer at a favorable rate for these clubs.

Motion to have a letter sent to Nether Providence and Upper Dublin that we are favorable considering proposal and will be voted at the June meeting by Bill Carmalt. Second by Sue Hackett. Approved

Youth Leagues Discussion:

Discussion- Should program be for travel only, develop a schedule/timeline, need specs by next BOD.

Motion to table discussion and proposal on Youth Leagues and revert back to goal by Joe Marsden, Second by Marty O’Donnell. Approved

Motion to approve a $500 for a software engineer to supply spec for a registration program by Tom Corey. Second by Marty O’Donnell

Motion to direct registration committee to look for a travel only program by Bill Carmalt. Second by Wim Roset. 1 opposed Approved.

Rick commended the registration committee for all their hard work and commitment.

Good of the game:

Please inform players of World cup games.
Philadelphia Kixx won their league
Philadelphia Charge is in first place
Reading Rage is playing.
Rick asked for recommendations for referee fees. Their contract is coming up. Please get something back to Rick in writing. Frank Olszewski state that you may want to refer to the committee’s report

Adjournment at 10:40pm.

Respectfully submitted,

Kathy Helm

Secretary