California Youth Soccer Association, Inc. Board of Director Meeting Minutes Hilton Garden Inn, Livermore, CA July 15, 2007

Transcription

1 California Youth Soccer Association, Inc. Board of Director Meeting Minutes Hilton Garden Inn, Livermore, CA July 15, 2007 APPROVED 08/12/2007 A. Call to Order: Chairman John Murphy called the meeting to order at 9:08 AM B. Roll Call: John Murphy, Chairman; Pete Zopfi, First Vice Chairman; Jan Bull, Third Vice Chairman; Glen Cole, CFO; Gladys Olsen, Secretary; Ilona Montoya, District I Commissioner; Donna Kerger District III Commissioner; Chris Murray, District IV Commissioner; Bruce Weaver, District V Commissioner; Kathy Ayala, District VI Commissioner; John Hodgson, District VII Commissioner; Robert Asklof, District VIII Commissioner; Rich Pinnell, District IX Commissioner Not Present: Dan Lovingier, Second Vice Chairman (excused); Dave Mann, District II Commissioner (excused); Ric Olivas, CSAN representative (not excused); Jeff Stanga, Past Chairman (not excused). CYSA Staff and Personnel: Kathi Killion, CYSA Programs Coordinator; Joel McCall, CYSA Accounting Manager C. Guests and Visitors: Marc Pinnell, CYSA Registration Committee Co-Chairman; Corey Nelson, CYSA Recreation Committee Chairman D. Minutes: It was moved (Bull) and seconded (Hodgson) to approve the minutes of the June 3, 2007 Board of Directors meeting, including the closed session minutes and the polls. The motion passed. E. Correspondence: John Murphy reported that a letter had been sent from CYSA to each league regarding the requirement for leagues to provide proof of Directors and Officers insurance coverage. Bollinger will provide CYSA with informational materials regarding the coverage that they offer which will be included in subsequent mailings. F. Chairman s Report: John Murphy reported that CYSA had briefly stopped issuing certificates of insurance for the 2007/2008 season based on information from Brenda Ladato, Assistant Vice President with Bollinger Insurance, who had mentioned there was a possibility that the underwriter for the CYSA policy would be changing. As it turned out, the change of underwriters did not transpire and processing has begun again. Any delays in leagues receiving their insurance certificates should be barely noticeable. The CW Cup is probably going to be rescheduled from the end of July to the end of October. There is the possibility that for just this year the event will work in conjunction with the Almaden Halloween Classic which is scheduled for Morgan Hill on the October tournament weekend. John reported and Glen Cole confirmed that the $350,000 investment approved at the June meeting had indeed been completed. Monthly updates on the status of the investments will be included on the CYSA Office report. In Dan Lovingier s absence, John briefly covered some of what was written in the Second Vice Chairman s report. A situation took place at Far West Regionals regarding the CYSA State Youth Referee Administrator making plans to bring in July 15, 2007 BOD meeting minutes page 1 of 11

2 additional referees from CYSA. Apparently several referees from another State Association had unexpectedly left Las Vegas which created a shortage of officials available for the scheduled matches. Although two board members who were in attendance expressly advised the SYRA that he must contact Dan Lovingier to discuss the problem and any possible solutions prior to proceeding with his plans, it turned out that Tom Starr did not contact Dan before starting to contact the referees in California. Both John and Dan spent many hours on phone calls trying to ascertain what had occurred and what should be done to no avail. In the end they had no choice but to instruct Tom to stop any further action. John notified the board of an incident that occurred at Regionals. Inappropriate behavior by a referee from another state association had been reported by one of CYSA s young referees to the CYSA SYRA as well as to other adult members of CYSA s referee delegation at Regionals. None of those adults took action in regard to the reported incident. When John became aware of the situation through one of his CYSA referee contacts, he took immediate action to determine what had occurred and what subsequent action was necessary. John discussed the matter with the SRA, the Region IV referee representative, and he and Dan provided information to the Regional officials. The matter has now been resolved with the other state referee association having reviewed the matter and taken disciplinary action against the offending referee. John stressed how essential it is that CYSA representatives and/or officials who are in positions of authority notify their superiors as quickly as possible of any and all potential problems so that immediate action can be taken to mitigate any further damage and to seek a solution for problem. Pete Zopfi suggested that he and Dan meet with the referee staff members who were in charge and discuss the Board s concerns and the appropriate way to handle these types of situations. CYSA referees were selected for many of the single elimination game assignments and one was selected to officiate at Nationals. Kathy Ayala asked if soccer camps that are put on by the leagues are covered under the CYSA insurance policy. Bob Asklof indicated that in the past if the league used CYSA registered coaches and the proceeds all reverted to the league the insurance coverage was in effect. However, now that many of the coaches are independent contractors hired by the leagues, this may have changed. John will check with Bollinger and let the Board know what he finds out. Kathy also asked for clarification on when it is appropriate to ask for a physician s confirmation that a player is released to play following an injury or illness even if the parents insist the player is ready to participate. John indicated that if there is a reasonable basis to believe a player should not be practicing or playing that CYSA or league officials have the right to request a release before the player can participate. G. Executive Committee Report: No report 1. First Vice Chairman Report: Pete Zopfi submitted a written report. He reminded board members to submit any comments or suggested changes for the PAD committee manual to him no later than August 1st. Pete advised the board that the defective District Registrar stamps had been replaced. The Registration Committee held a workshop on July 14th to discuss various topics including 1601 forms, the AGM check in process, and computers for the District Registrars. Early indications are that using the web based League One registration system has given CYSA much earlier registration data. Numbers are dramatically up from what was in the CYSA database at this same point in time last season. 2. Second Vice Chairman Report: Dan Lovingier submitted a written report. July 15, 2007 BOD meeting minutes page 2 of 11

3 3. Third Vice Chairman Report: Jan Bull submitted a written report. Jan noted that the Second Vice Chairman had reported that a CYSA referee was selected as the Region IV Youth Referee of the Year and that one had been selected for Nationals. She wanted the minutes to reflect that Trever Cox was selected as the Region IV Youth Referee of the Year and Jeremy Fagundes was selected as a member of the referee delegation that will attend Nationals. It was reported that several former or current CYSA players had recently been killed in violent criminal incidents. Despite the intense heat, everything regarding the teams and players went well at Regionals. Chris Murray commented on the decision to issue the CYSA financial donation to teams participating in Regionals by issuing individual rather than team checks. Chris indicated that the change in the method of disbursement was very well received by the players families and it generated a tremendous amount of good will. H. CFO Report: Glen Cole reported that the Finance Committee meeting scheduled for July 14 th had been cancelled as there were some key individuals who could not attend. The committee will meet by conference call. Despite the postponement, they should have the budget ready for review in August. There have been some difficulties in working with the district financial reports because some of the treasurers are still using outdated versions of Quick Books. Each district will be instructed to purchase (at CYSA expense) the most current version of Quick Books. John Murphy indicated that the proposals for the 2007/2008 insurance coverage should be forthcoming. I. Office Status Report: Frank Marotto submitted a written report. Rich Pinnell questioned the entry in Frank s report regarding the pending purchase of goals at Morgan Hill as an expenditure of that amount should first be presented to either the Executive Committee or Board of Directors. J. D.C. Representative Report: No report K. OLD BUSINESS L. NEW BUSINESS 1. CYSA Media Contacts List: John Murphy discussed the media contact list compiled by Deloris Roach. She is willing to create articles for Soccer California. John Hodgson suggested that there be a public presentation of the items that had been purchased for the TOPSoccer players and that those presentations be used as a public relations opportunities. District Commissioners should contact Deloris if there is anything in their district that they wish to have publicized CYSA Equipment Show: John Murphy reported that despite verbal assurances from the contacts at the Stockton Arena, a snafu had occurred regarding the rental of space for the 2008 Equipment Show. Other options had been explored and the recommendation is that the show be held at the Oakland Convention Center Marriott. It was moved (Pinnell) and seconded (Kerger) to approve holding the 2008 Equipment Show/AGM at the Oakland Convention Center Marriott. The motion passed. July 15, 2007 BOD meeting minutes page 3 of 11

4 John went on to discuss the suggestion that had been presented last year regarding changing the name of the CYSA Equipment Show and AGM to the CYSA Soccer Expo. Board members agreed that the CYSA Soccer Expo name would lend itself to a more family oriented event but that for at least the first year it would need to be advertised that the event was formerly known as the CYSA Equipment Show and AGM. It was moved (Bull) and seconded (Kerger) to change the name of the CYSA Equipment Show and AGM to CYSA Soccer Expo and to advertise for at least the first year that this is a name change from CYSA Equipment Show and AGM. The motion passed. 3. CYSA Logo: The board members rejected the sample logos that were presented and they discussed some suggestions of what they would like to see on a new logo. Many suggested that the focus should be on improving the graphics for the bear on the current logo. Others suggested seeking designs from the art department at C. Sanders Emblems. The project will be sent back to the drawing board. 4. USSF Development Academies: John Murphy advised the board that US Soccer is setting up developmental academies in currently existing leagues throughout the country. The program will start out with U16 and U18 boys only, although the plan indicates girls will be included at some point in the future. Players selected for the academy program will be required to commit exclusively to that program, with the only exception being participation on a high school soccer team. The program calls for 30 to 38 home and away games which would take place over 8 months. The clubs and leagues hosting the academy would be responsible for the administering the program as well as the cost. Two CYSA leagues (Mustang and De Anza) have been identified as academy leagues at this point. Predominant leagues and/or clubs around the country have largely rejected the opportunity due to the cost to the club/league, the requirement for the academy coaches to be selected by US Soccer, the lack of local competition and other concerns. US Soccer developed the program without any input from the youth groups. It is the opinion of many that the likelihood of its success would be higher had the program been developed in conjunction with the youth organizations. John will follow up on the allegation that referee instructors are being told that they must teach classes for US Club Soccer. 5. USYS Policy Proposals: John Murphy discussed the two proposed changes to US Youth Soccer policy. Both changes relate to roster size and movement for teams in the US Youth Soccer Nationals Championships. It was moved (Bull) and seconded (Olsen) that CYSA delegates vote no on the proposed US Youth Soccer policy changes. The motion passed. 6. USYS Bylaw Proposals: John Murphy discussed each of the proposed changes to the US Youth Soccer Bylaws. It was moved (Bull) and seconded (Murray) that CYSA delegates vote on the proposed changes to US Youth Soccer Bylaws 312 and 106. The motion passed. July 15, 2007 BOD meeting minutes page 4 of 11

5 It was moved (Bull) and seconded (Cole) that CYSA delegates vote to approve the proposed change to US Youth Soccer Bylaw 421. The motion passed. It was moved (Pinnell) and seconded (Olsen) that CYSA delegates vote to approve the proposed change to US Youth Soccer Bylaw 411. The motion passed. It was moved (Pinnell) that CYSA delegates vote to approve the adoption of US Youth Soccer Bylaw 705. The motion died for lack of a second. 7. USYS Elections: John Murphy explained that he wished to discuss the candidates for the US Youth Soccer board positions but due to the personal and sensitive nature of the discussions the board decided that closed session discussions would be appropriate. It was moved (Olsen) and seconded (Kerger) to go into closed session. The motion passed. It was moved (Bull) and seconded (Ayala) to come out of closed session. The motion passed. It was moved (Ayala) and seconded (Bull) to ratify the action taken in closed session. The motion passed. 8. District Stamps: Pete Zopfi presented a proposal that would approve District IX to conduct a pilot program for implementation of the League One work flow process. The pilot program would require electronic approval of registration credentials by the District Registrar but permit the actual stamping of the credentials documents to be processed by the league registrar once the District Registrar s gives his or her approval. It was felt that using District IX as the test district would provide a more controlled atmosphere for catching any containing any problems. It was moved (Cole) and seconded (Pinnell) that District IX be authorized to purchase one District Registrar stamp for each league registrar in District IX. This authorization will be implemented as a pilot program for the 2007/2008 seasonal year with a status report being provided to the Board of Directors at the end of the 2007 calendar year and a final report being provided to the Board of Directors no later than June 1, The motion passed. The District VII Commissioner and the Secretary asked that their no votes be recorded. 9. District Registrar Computers: Pete Zopfi reported that with the exception of the District V Registrar, the District Registrars had informed him that they do not need or want new computers. Bruce Weaver will follow up in regard to the needs of the District V Registrar. It was moved (Bull) and seconded (Zopfi) to go into closed session to discuss confidential issues in items L-10, L-11 and L-13. The motion passed. July 15, 2007 BOD meeting minutes page 5 of 11

6 It was moved (Olsen) and seconded (Hodgson) to come out of closed session. The motion passed. It was moved (Olsen) and seconded (Kerger) to ratify the action taken in closed session. The motion passed. 12. State Recreation: On behalf of the Second Vice Chairman, John Murphy presented a proposal from the Recreation Committee asking for permission to post on the CYSA website a Power Point presentation which shows a suggested method and agenda for running a team meeting. Page 17 of the presentation will be modified to include form 1628 in the list. It was moved (Ayala) and seconded (Cole) that the Power Point presentation recommended by the CYSA Recreation Committee be approved for posting on the CYSA website. The motion passed. 14. Far West Regional League: Jan Bull presented a request on behalf of three teams that had requested permission to participate in the Far West Regional League. She asked whether the teams will still need to compete in a CYSA affiliated league in order to qualify to enter State Cup. Discussion ensued as to how the 25 person roster would coincide with the 18 player maximum allowed on CYSA teams. The primary and secondary designations will have to come into play and player passes for the additional players may need to include a designation For Far West Regional League Play Only. The board determined that the District Commissioner should still have veto power over any team applying to the FWRL. All other existing CYSA and State Cup rules will remain in effect, which will require the teams to participate in a CYSA affiliated league as per the stipulations of CYSA Cup rules should they choose to participate in State Cup. Any players rostered with a team only for FWRL competition must also be listed as a primary player on another CYSA team. It was moved (Cole) and seconded (Olsen) to approve the Santa Clara Sporting 91 Green U16 Boys, the San Ramon Shock U16 Girls and the American River San Juan Sprits 94 Blue U14 Girls to participate in the Fall 2007 Region IV Far West Regional League. The motion passed. 15. Revise District Bank Account Signatories Policy: Glen Cole recommended that as a sound financial policy, there should be specified CYSA BOD members as signatories on all CYSA District bank accounts. The following suggested wording was presented: Signatures - The CYSA Chairman of the Board, the Chief Financial Officer, the Secretary and the General Manager (or Temporary General Manager) will be signatories on all CYSA bank and investment accounts above the District level. For all District level bank and investment accounts, the signatories will be the District Commissioner, the District Treasurer, and any other District designated person(s), in addition to the CYSA Chairman of the Board, the Chief Financial Officer, the Secretary and the General Manager (or Temporary General Manager). NO other person(s), under any circumstances, will have signatory authority on any CYSA or District bank or investment account. There was discussion regarding including a Temporary General Manager as a signatory. The suggestion was made to modify the proposal by inserting the words with prior board approval after the words Temporary General Manager. July 15, 2007 BOD meeting minutes page 6 of 11

7 It was moved (Pinnell) and seconded (Cole) to approve the proposed wording, including the modification, for the policy for signatories on the CYSA and District accounts. The motion passed. The District V Commissioner requested that his no vote be recorded. The Accounting Manager will follow up with Bank of America to determine a method that will allow these individuals signatures to be gathered and submitted without having to appear in person at each of the branches with which the districts do their banking. 16. Registration Stamps: The District II Commissioner submitted a request by his District Registrar to have District II approved for three District Registrar stamps rather than two as previously approved by the Board. It was discussed that having multiple stamps issued in District II had previously created some accountability issues as to which individual was stamping what as all of the registration assistants stamps had Melinda Rainville s name on them regardless of who was actually doing the stamping. The board was reminded that previously approved procedures had serial numbers on each stamp so that it would be easy to identify each registrar s work product. It was moved (Bull) and seconded (Pinnell) to authorize District II to purchase three District Registrar stamps with individual serial number ID on each stamp. The motion passed. 17. U15 Girls Team from Novato to GSSL: Donna Kerger reported that after last month s board meeting at which the slate of GSSL teams from outside of Districts III and IV were approved, the U15 girls Division 1 team from Novato had submitted a late application. The District V Commissioner signed the application and confirmed that the team does not have a playing league in which to participate in District V. It was moved (Pinnell) and seconded (Ayala) to approve the U15 Girls Novato Division 1 team to participate in GSSL in The motion passed. It was moved (Pinnell) and seconded (Hodgson) to go to closed session to discuss a sensitive registration issue. The motion passed. It was moved (Pinnell) and seconded (Kerger) to come out of closed session. The motion passed It was moved (Bull) and seconded (Ayala) to ratify the action taken in closed session. The motion passed M. GOOD OF THE GAME: John Hodgson asked for more details regarding the 2008 State Premier League. The announcements sent out by District II for the Boys SPL and by District VIII for the Girls SPL contained details as well as the contact information for the SPL coordinators. The SPL will operate as divisions within the respective playing leagues for the leagues hosting the SPL. Donna Kerger asked for an update on the status of the committee charged with examining the absentee, proxy, representative voting issues. John Murphy will follow up. He also reported that he is currently exploring four different sponsorship proposals. N. ADJOURNMENT: The meeting adjourned at 3:18 PM July 15, 2007 BOD meeting minutes page 7 of 11

8 July 15, 2007 California Youth Soccer Association Board of Director Meeting Minutes MOTIONS PASSED 1. To approve the minutes of the June 3, 2007 Board of Directors meeting, including the closed session minutes and the polls. 2. To approve holding the 2008 Equipment Show/AGM at the Oakland Convention Center Marriott. 3. To change the name of the CYSA Equipment Show and AGM to CYSA Soccer Expo and to advertise for at least the first year that this is a name change from CYSA Equipment Show and AGM. 4. That CYSA delegates vote no on the proposed US Youth Soccer policy changes. 5. That CYSA delegates vote on the proposed changes to US Youth Soccer Bylaws 312 and That CYSA delegates vote to approve the proposed change to US Youth Soccer Bylaw That CYSA delegates vote to approve the proposed change to US Youth Soccer Bylaw To go into closed session. 9. To come out of closed session. 10. To ratify the action taken in closed session. 11. That District IX be authorized to purchase one District Registrar stamp for each league registrar in District IX. This authorization will be implemented as a pilot program for the 2007/2008 seasonal year with a status report being provided to the Board of Directors at the end of the 2007 calendar year and a final report being provided to the Board of Directors no later than June 1, To go into closed session to discuss confidential issues in items L-10, L-11 and L To come out of closed session. 14. To ratify the action taken in closed session. 15. That the Power Point presentation recommended by the CYSA Recreation Committee be approved for posting on the CYSA website. 16. To approve the Santa Clara Sporting 91 Green U16 Boys, the San Ramon Shock U16 Girls and the American River San Juan Sprits 94 Blue U14 Girls to participate in the Fall 2007 Region IV Far West Regional League. July 15, 2007 BOD meeting minutes page 8 of 11

9 17. To approve the proposed wording, including the modification, for the policy for signatories on the CYSA and District accounts. 18. To authorize District II to purchase three District Registrar stamps with individual serial number ID on each stamp. 19. To approve the U15 Girls Novato Division 1 team to participate in GSSL in To go to closed session to discuss a sensitive registration issue. 21. To come out of closed session. 22. To ratify the action taken in closed session. July 15, 2007 BOD meeting minutes page 9 of 11

10 July 15, 2007 California Youth Soccer Association Board of Director Meeting Minutes MOTIONS FAILED None July 15, 2007 BOD meeting minutes page 10 of 11

11 July 15, 2007 California Youth Soccer Association Board of Director Meeting Minutes MOTIONS TABLED None July 15, 2007 BOD meeting minutes page 11 of 11