February 2, 2004

Present: Rick Tompkins; Frank Olszewski; Tom Dougherty; Bill Blaise; Ned Levi; Donna Outt; Cindy Field; Sue Hackett; Monica Chrisanthon; Dick Burke; Bob McDade; Jim Tragone; Greg Lebo: Wim Roset; Joe Marsden; Jim Kuntz; Dave Edgecomb; Ron Mull;  Marty O’Donnell; Russ Ferri; Kim DiFiore

Rick reported on the ODP activities.  U13B play day at Haverford School went well.  The 13 pools are training at several sites and the 14 girls are training at 3 sites.  The boys and girls teams went to North Carolina to play in the Region 3 sub-regional.  The girls were snowed out; the boys went well.

Executive Vice President   Frank reported on the indoor cups.  They went well.  There were some discipline issues which the cup committee is following up.  Frank thanked all the volunteers.   Frank also noted that a committee went through the nominations and culled.  Please take a packet and vote. When nominations are submitted, information should be more concise, clear and explicit.

Vice President Travel           No report

Vice President Recreation    First national recreation summit was held in Boston in conjunction with the national workshop.  Recreation Committee sent out a survey and used Region One survey as a model.  Working on Recreation Festivals.

Partnership with Leukemia Society. Charlotte reported on the Soccer Kicks for Cancer joint partnership with EPYSA, USYSA and Leukemia & Lymphoma Society (LLS).  Testing the program in Pennsylvania (East and West) and Massachusetts.  LLS will send a mailing to all our coaches describing the program and asking teams to participate.  There will be prizes for coaches and teams for participation.

Treasurer’s Report   Ned reviewed the balance sheet for last year noting the following: our cash balance has dropped, offset by the increase in fixed assets.  During the past year the Board of Directors approved the purchase of a new computer system and the Youth League Registration System.  These expenditures were capitalized and amortized over the upcoming years and represent both a large cash expenditure and a significant increase in fixed assets.

Ned reviewed the summary of financial activity noting the drop of more than $55,000 in player fees in the last fiscal year, mostly in the intramural area.  Ned also discussed the significant increase in business and liability insurance costs in the amount of $37,000.  These two items it was noted, more than offset the small increase in other areas of revenue, and efforts to reduce spending wherever possible.  Ned stated that the trend toward significant increases in the insurance area, especially in health, business and liability insurance are expected to continue at least through our next fiscal year.

Ned reviewed the revenue center based detail report.

In the state select program, increases in revenue virtually offset all increases in the expense of the program.  The net income of the resident camp was close to the projected budget and significantly offset the costs of the select program.

The day camps are a problem which our executive director is already addressing.  Charlotte will meet with Dave MacWilliams to review and set a more favorable financial structure for the camps.  Approximately $9000 of the day camp loss is on target resulting from the expenses of our inner city programs,

The League Select Festival was less expensively run this past year than budgeted.

Last year’s AGM location was split from the Coaches Workshop at the request of the membership resulting in increased costs in facility rental for the meeting.

EPYSA has lost local and national sponsors due to the weakened economy.  Interest income is still close to record lows.  It is highly unlikely that any new significant sponsorship income will be found.  Investment interest income is expected to be flat.  The current economic conditions make us more dependent on player fees than in the past.

The finance committee met in January to develop the new budget.

Ned then reviewed some additional items:  Intramural and Travel registration income has been set to match the current year’s registration census which is down about 30,000 players from last year, most of which are travel players.  Rick and Ned explained how this number was derived.

State Select Program fees will increase and expenses reduced below 2004 budget levels. We are eliminating the High School Classic which has always needed to be subsidized.  We plan to institute an intramural festival.  We have not budgeted for Major Events as trying to project these revenues is unreliable.  Any net income from Major Events will help our bottom line. 

We have eliminated the position of assistant to the executive director from our office staff.  We have reduced the receptionist position from full time to part time.  This brings an accompanying reduction in fringe benefits and employer taxes.

We are expecting a significant increase in team medical insurance costs per team as well as increases in other insurance premiums as discussed above.  We are cutting the print editions of the Touchline newsletter to no more than two issues.  That is expected to save at least $60,000.  We will supplement these issues with electronic issues.

We have eliminated Assignor Rebates which has cost us from between $6,000 and $18,000 annually. 

The 2004-05 budget projects a reduction of revenue of more than $175,000 from the last fiscal year.  We have pared down expenses to the point we are projecting a $90,800 deficit for the next fiscal year.

Joe Marsden made a motion to amend the 04 budget to reflect the actual income of intramural players and team registration fees for August 04 budget.  Wim Roset seconded.  Discussion held and it was noted that numbers will be presented at AGM. 

Joe also noted that quarterly reports are six months in arrears and should be presented more timely.

Vote taken.  Nays:  Levi, McDade, Roset, Outt, Outt, Blaise, O’Donnell

Yes:  Marsden, Kuntz, Lebo, Dougherty, Olszewski, Tragone, DiFiore

Abstentions:  Hackett, Chrisanthon, Mull

Rick broke the tie, voting Nay.  Rick stated that the budget could be amended during the year based on costs and revenues.

Ron Taylor will be doing the quarterly report on the financials for the AGM.  Ron Mull asked where the Man U revenues would show on the balance sheet; Ned noted it would show under miscellaneous items under Major Events.

Registrar:  Donna discussed the on-line system.  One of the problems was the leagues failing to approve teams in the system which then held up transfers, releases, etc. Donna will be granting teams’ conditional approval so the system can work.  There have also been some problems with the PS1s in the system.  We are working on complete revision to eliminate these problems.

Motion made by Donna that “Effective for 2004-05 registration for all travel leagues, travel clubs, travel teams and travel players must be done via the EPYSA online registration system.  EPYSA registration deadlines must be complied with including payment of fees, approvals and filing of any required paperwork including correctly completed EPYSA vouchers.  Lack of compliance may result in additional fees and fines.”

Seconded by Sue Hackett.  Discussion ensued and a friendly amendment was made by Rick to strike the last sentence, “lack of compliance may result in additional fees and fines”; seconded by Wim and approved unanimously.  Vote was taken on the original motion with change.  Passed unanimously.

There will be a travel registrars meeting (clubs and leagues) at the workshop, March 6. Each registrar is invited to come with a guest and bring along ideas, concerns, etc.

New League:  Panther Valley in the Nesquehoning area.  They have paid the fee and submitted constitution and Bylaws.  Donna made a motion to accept; Sue seconded. Passed unanimously.

Donna explained the new risk management system.  The form is a combination of the RG6 and the disclosure form.  The recreation and intramural coach will do the same as the travel coach.  The person who has Identification Number and Password will do the RG1 for that organization.  The primary contact has the Identification Number and Password which allows them to go onto data base and add members on the RG1.  There will be a drop down box listing all coaches, approved coaches and not approved coaches.  Primary contact can click on those approved.

Donna asked for a motion to accept the fees necessary to go online with the risk management system through Youth Leagues.  Motion made by Wim; seconded by Marty. Donna noted that budget constraints prohibit recreation online program at this time but we will be able to include them in the online Risk Management System. Motion passed unanimously.

SYRA – Cindy handed out her report (copy attached).  She noted the recertification clinics and announced that Matt Hamilton is the newest National official.  Monica asked for a list of instructors.  Cindy directed her to contact Jeff DeLuca, SDI.

Motion to approve December minutes with correction to spelling of Nesquehoning. Approved.

Rick noted that there will be a special council meeting to discuss the $.50 increase at the Boston Workshop.  Region One is opposed.  The vote will be taken then and Rick will let everyone know the result as soon as the meeting is over.  He also noted that there has not been a fee increase in USYS in 15 years.

Rick reported on the Executive Committee Meeting where there was a presentation by the Leukemia & Lymphoma Society.  He also discussed his meeting with Jim Bollinger regarding assignors and their duties.  Jim is asking for information from the referee committee and we have asked for a clarification of the interpretation from the Federation Rules Committee.  We will keep you posted.

District Reports

1.               Referee Course in November, February and summer

2.               Referee Courses in February, March and the NPAA tournament is looking for teams.

3.               No report

4.               No report

5.               Spring league registration is up; referee course info on web site; no more league select teams

6.               regarding intramural online registration – when available will it fit the needs of the recreation club and who will bear the cost

7.               Daughter of the president of Fleetwood SC is seriously ill; Reading Berks making effort to support family; league is doing some fund-raising activities. Any donations will be appreciated.  Asked if new clubs apply that district commissioners be notified earlier than meeting.

8.               No report

9.               No report

10.            Absent

11.            No report

12.            n/a

13.            New President: Randy Weirman, Vice-President, Vic Engel; they need certified refs in their area.  They will have no U16 teams because of this.

14.            No report

15.            No report

16.            No report

Old Business

Constitution and Bylaws on the web page is the latest version.

Waiting on clarification regarding Julie Ilacqua’s opinion on certified assignors.  We have written to the Rules Committee from the Federation for an opinion.

James Fallon sent a letter asking for re-instatement.  Will be denied.  He can then appeal to Federation if he chooses.  He has violated the USYS risk management policy which says a person cannot coach who has committed a crime against a person.

Kim will chair the nomination committee.

New Business:                        none

Motion to adjourn.  Made, seconded, approved.

Respectfully submitted

Charlotte Moran