Board of Directors Minutes

Eastern Pennsylvania Youth Soccer Association

Board of Directors Minutes
10/7/02

Present: President Rick Tompkins; Secretary Kathy Helm; VP Frank Olszewski; VP Travel Tom Dougherty; VP Intramural Bill Blaise; Treasurer Ned Levi; Registrar Donna Outt; Cindy Field (SYRA); Sue Hackett (District 1); Monica Chrisanthon (District 2); Bob McDade (District 3); Greg Lebo (District 5): Wim Roset (District 6); Joe Marsden (District 7); Jim Kuntz (District 8); Ron Mull (District 9); Tom Corey (District 14); Marty O’Donnell (District 15); Kim Difiore (District 17); Greg Wilson, Executive Director; Dave Ash, Cup Committee

Absent: Districts 4, 10, 11, 13, 16

Call to order: President Rick Tompkins called the meeting to order at 7:12PM.

Minutes/Secretary - The minutes for the August, 2002 meeting were read. Motion by Jim Kuntz Second by Sue Hackett. 1 abstained Motion passed.

The minutes for the September 18, 2002 special meeting were read. Motion by Marty O’Donnell. Second by Wim Roset Motion passed.

Outdoor Cup Committee Report – Dave Ash reported on the following:

Roster freeze date – The following freeze dates are for the late cup:

5/23 – U15 – 16F
5/27 – U17/18/19F and U18/19M

Motion to approve roster freeze date as stated by cup committee was made by Tom Corey. Second by Sue Hackett. Motion passed

· Fee Change – Dave reported that after much discussion at the cup committee meeting that they would leave any fee changes up to the board. After much discussion on the board level about the reasons for raising fees with such discussions as “Do we just raise Snickers or Challenge or both”, etc. The final consensus was not to raise fees at this time.

Motion that outdoor cup fees will remain the same was made by Wim Roset. Second by Ned Levi. 1 opposed Motion passed.

Changes in forfeit policy – The following items were discussed:

Increasing the forfeit fee from $150 to $500. Would not be able to wave fee except by discretion of the EPYSA president or the cup committee.
If your team forfeits a game you may not advance and are out of the competition for that year.
If your team forfeits they will be suspended from cup competition for a year. You can appeal to cup committee.

Motion to accept forfeit changes was made by Tom Corey. Second by Monica Chrisanthon. Motion passed.

Tom Corey asked if we could adjust indoor cup forfeit policy also.
Paperwork – Cup committee will continue the yellow roster process this year with the following modification. They will not require player’s signature until the semi final rounds.
Home Fields – The problem is with clubs not having home fields or canceling home fields at the last minute so the cup committee proposed the following:

Each club will designate a field coordinator. The only person EPYSA will deal with on field location or changes.
Challenge cup participates will use home and away field locations
If you do not have a home field you cannot play in cup competition unless you post a $200 bond. This way if the opposing team can not use their home field and we must rent a field the bond will be used. If we do not have to use this bond you will receive it back. If you have a home field you do not have to post a bond.
Discussion: Tom Corey asked if you accept home field advantage and you make it to the next round would that disqualify you for having a home game in this round. Joe Marsden suggested that we make clubs liable to get home fields. If they do not have a home field they cannot be in cup. Ron Mull wanted to know if we had a stipulation for size and condition

Motion to accept cup committee home field proposal was made by Jim Kuntz. Second by Greg Lebo. 2 opposed Motion passed
Motion that definition of home field is size properly for age group and suitable for play was made by Ron Mull. Second by Frank Olszewski. Motion defeated.

Reporting scores – Dave reported that they had difficulty in getting scores reported from the games. The cup committee suggested the following until we can get a computerized system for reporting scores:

Scores need to be reported by the winning team by Monday 9:00am if played on the weekend or 9:00am the next morning is played during the week. They can be emailed or faxed to the state office.
There will be a $25 fine for scores not reported on time.

Motion to accept cup committee recommendation on reporting scores for cup games was made by Tom Corey. Second by Monica Chrisanthon. Motion passed

Tom Corey asked if we can have this automated by cup season of 2004.

Caution Procedure – When a player or coach is given a yellow or red card in a cup game this must be faxed or emailed into the state office.

Motion to accept caution procedure recommended by cup committee was made by Joe Marsden. Second by Marty McDonnell. Motion passed.

Joe Marsden asked if play-in games could be eliminated from Challenge Cup. Dave Ash said that there were no play-in games last year.

Motion to approve Jim Tragone to the cup committee was made by Wim Roset Second by Bob McDade. Motion passed.

President’s report- Rick Tompkins reported on the following:

Demosphere contract negotiation is ongoing. Trying to get two different contracts with one being for a work contract by the 10^th.

High School Classic – Downingtown vs Council Rock in the finals. Council Rock defeated Downingtown 3-1

ODP – Open tryouts have been a success with the new locations. Our new U13 program is moving forward. Julian Valentin and Chris Germani have been invited into residency at Bradenton with the National program.

Indoor state cup – Application are posted on website and Touchline with the deadline being 11/20.

Outdoor state cup – A tentative date schedule was handed out so coaches can see when cup games will take place. The biggest change is Spring Cup finals will be the weekend of 5/31-6/1. Region asked us to move in line with the other state association to finish up cup by this weekend.

Coach of the Year Nominations - Please review the nomination after the meeting and give Greg your vote.

Audit – Mike Freed is preparing audit for Herbein. This takes place every October.

Office Staff/System –

New Pitney Bowes postage machine has been installed
New copier will be installed
Research is being conducted on DSL net for high speed service.

Arbitration –

The decision on John Campbell was sent out.
The IGSL appeal re the league select festival asked to postpone until November meeting.
Registration issue - The decision on Dave Peachy of IGSL was sent out with coach receiving 2 game suspension and placed on probation for 6 months.

Sponsorship –

Adidas subsidy was $14,155.
Gatorade has dropped as a sponsor, which is a loss of $9,000.

· Soccer manual – Districts who did not pick up manuals for distribution are 2, 4, 9. See Greg for your manuals.

· Referee –

Clarification on temporary expulsion where if a player received yellow card they come off the field to calm down and can sub right back in. That is not the issue anymore you cannot sub for that player.
Rick shared a letter from the referees thanking EPYSA for their support during state cup finals, ODP tournament and regionals. They were very appreciative of the dinner and sweat suits.

· Region 1 meeting – will be held in Pittsburgh on 10/18-20. The executive committee along with Dick Burke, Greg, Rob Hurley will attend. This meeting is a chance to interface with our counterparts from other state associations. Discuss problems or solutions.

· 2008 USYS Adidas Workshop – We applied to host this event but it was declined and the bid went to Pittsburgh or PA West.

· FC Bucks U15 Cup team in violation was sanctioned by national with a fine of $717. 50, which was basically the cost of conference calls and paperwork. EPYSA did not pass on their expense to the team per Rick’s request. The fine as been paid by the club.

· PAGS – appointed new temporary assignor, Dan McCann.

Executive VP Report – Frank reported on the Presidents meeting in Dallas on 9/21-22 that he attended in Rick’s place.

There were 26 SDIs that attended the Youth Referee License Instructors training session.
Kids Safe Program – Risk Management discussion on is 100% background check practical and how do other states handle this situation. There is a service in Georgia call Equi Fax/Choice Point that provides on-line system that utilizes a national database on convictions. States can set up an account within the system at the aprox. cost of $3.50 per search.
Discussed office salaries and joint medical care program.
Soccer Learning University to continue and expand
Current grievances –

CAL North – definition of “open membership” – This was an AYSO issue.
Florida – what is the 100% rule – some clubs register their rec in SAY and competitive in FYSA.
Indiana – Coach was suspended by IYSA but now is coaching in the Y-League.
Washington – group wants to form another entity. Join WYSA but essentially compete

Talk about how to sell USYS to general membership.

Fee increase to cover programming – what happens when USYS loses major sponsor. They need at least $2.50 per player to cover sponsor dollars. A 50 cent increase was discussed but not before 2004.
National level may lose Blue Cross/Blue Shield sponsorship because of clubs not following contract rules. EPYSA has met all sponsorship requirements.
Tournament travel – paperwork is not being completed for teams that are ravel over state lines. USYS is to draft national policy.
It was suggested that a thank you letter to all rec coaches on state letterhead signed by president and maybe district commissioners.
USSF President Contigulia is to meet in Chicago with representatives of USYS, AYSO, Y-League.

VP Travel – no report

VP Intramural – Bill stated he would take on Recreational thank you letters.

Treasurer – Closing fiscal year report. Ned will have report next month.

Registration - Donna reported on the following:

Demosphere will be coming to meet with Donna, Dave, Carol and Greg to begin the process.
PS 1 came in from another state and sent memo to travel league registrar.
New Membership –

Allentown YSC – Motion to accept into membership was made by Tom Corey. Second by Monica Chrisanthon. Motion passed.
Jardel Jaguar – Motion to accept into membership was made by Tom Corey. Second by Sue Hackett. Motion passed.

10/1 was deadline to send registration money. There have been some clubs/league that have applied for an extension. Motion to fine the memberships that have not complied with deadline 15 days from today (10/7) was made by Tom Corey. Second by Monica Chrisanthon. Motion passed.

SYRA – Cindy reported on the following:

The application for Youth Referee of the Year, male & female, is out please send in nomination.
On November 5 hosting an all female referee clinic at the Morgantown Holiday Inn 7-9PM.
Will have a grade 7/8 referee course at Eastern College in February
The referees have been taking their required 5-hours a year of training. They have been flexible with the 5-hours of training in 2002 but by 2003 it will be required.
Referees would like to get the touchline. Greg said if they get him a database of referees it will see that they get a touchline.
Referee assignors should contact Jeff DeLuca to get an update on new referees.

District Reports-

1- Sue reported that IGSL, United and Department of Rec had a referee clinic.

2- Monica reported the Columbus Day tournament has 110 teams.

3- no report

4- Absent

5- Greg asked how clubs that attend their league meeting but are not in his district get Soccer Manuals. If they are not an affiliate they can buy them at the state office for $15. They will be continuing with their select program.

6- Wim reported that all manuals for his district have been delivered. Frank O. and Wim visited Blue Mountain Youth Soccer League. They have decided to stay an in house program. Lehigh Valley is asking $20 per club for web site. Lehigh Valley Youth Soccer League President Dave Bates’ older daughter passed away so please remember his family in your thoughts.

7- Joe asked about letter that Gary Mooney sent to the office on AGM fine.

8- Jim asked about Leeds United team membership status.

9- Referee instruction training took place Friday night at the Redland tournament. They received 1 hr credit. Ron thanked Cindy and Jeff for their help. Rick asked Ron if he knows anything about clubs in bad standing with CPYSL. He did not.

10- Absent

11- Absent

12- Absent

14- Tom reported on a U13 girl player with cancer. Rocket Sport has volunteered to have friendly games to benefit her at $10 a participant. The response for help has been outstanding from the soccer community. Cindy Field suggested that the referees can put it on their website for volunteers. Please keep this family in your thoughts. Information is on PAGS web site. They will be adding an alternate to district 14.

15- No report

16- Absent

17- Kim reported on their new alternate. They are trying a new process for sportsmanship in club and league for good behavior. They will get a pizza party.

Old Business-

Risk Management – Kim has been serving as our risk management coordinator temporarily. Chris Cook out of District 9 has volunteered to be our new risk management coordinator. Rick talked to Chris on her responsibilities and the length of time. She feels that it will not conflict with CPYSL registration. Motion to elect Chris Cook as the new risk management coordinator for EPYSA was made by Tom Corey. Second by Jim Kuntz Motion passed. Rick thanked Kim for handling risk management for EPYSA.

League Select Festival will be held in District 17 on April 5 & 6. Motion to have league select festival in District 17 was made by Jim Kuntz. Second by Wim Roset. Motion passed.

New Business –

Tournament application – Lenape Valley Invitational scheduled for August 8,9,10, 2003 U9-U19 Boys and girls travel. Motion to accept application for tournament was made by Marty O’Donnell Second by Tom Corey Motion passed.

CASA Classic is asking to change tournament from August 8,9 to August 30, 31, 2003. It is for U9 U18 boys and girls. Motion to approve tournament date change was made by Kim DiFiore. Second by Ron Mull. After discussion on conflicts with other tournaments Motion was defeated

Short for the Cure tournament – Montgomery Soccer Association on 5/17 & 18. U9-19 girls only A&B teams Motion to accept tournament made by Bill Blaise. Second by Wim Roset. Motion passed.

5-year plan – Rick reviewed the different handouts for the board. Frank reviewed the handouts long and short-term goals. Rick asked board to review and gather information from the membership and bring it back to the November board meeting. Sue asked if these handouts could be on the web site. Greg said he would email the information to the board. December board meeting the 5-year steering committee will come back with the consensus from everyone and discussion will take place. In January we would like to vote on the items to present at the AGM.

Frank reviewed the procedure on how to discuss with membership. Frank explained how some would have short-term implementation by 2003 with long term as long as 2008. Frank reviewed each area and explained their various topics.

Good of the Game –

Top Soccer festival will take place on 10/26 at Variety Club in Worcester from 9am to 12.

Mary Clark one of our office personnel daughter has cancer. Please give her your support and send good thoughts to her family.

NSCAA.com has a great tournament topic written by Dr. Jay Miller.

Respectfully submitted,

Kathy Helm

Secretary

Board of Directors