UTAH YOUTH SOCCER ASSOCIATION
Minutes of the Meeting of the Board of Directors
January 20, 2005

CALL TO ORDER

The regular monthly meeting of the Board of Directors of the Utah Youth Soccer Association was called to order by President Paul C. Burke at 7:30 p.m. at the State Office of the Utah Youth Soccer Association in Salt Lake City, Utah. The following Board members were present during the meeting:

CALL TO ORDER Paul C. Burke, President
Richard Yoder, Rules Committee Chairman (Proxy for Vice President)
Bruce Cuppett, Director of Development
Jodi Wells, Secretary
Rick Henage, Treasurer
Dave Malchenson, Boys Competition Director
Debbie Haycock, Girls Competition Director
Arnold Wilcox, District 1 Chairman (Salt Lake City)
Leisa Vineyard, District 2 Chairperson (West Salt Lake County)
John Lowery, District 3 Chairman (Sandy/Draper)
Dave Mills, District 4 Chairman (Davis/Weber County)
Mike Hall, District 5 Chairman (Utah County)
Richard Messenger, District 6 Chairman (Davis County)
Linda Kay Messenger, Tournament Committee Chairperson, (Proxy for District 7)

Also present were Scott Harward (Executive Director), and Jodene Smith, Risk Management Director

Board members who were excused or absent were Scott Maxfield (Vice President), Delon Brower (District 7 Chairperson).

WELCOME

President Burke announced that a quorum was present and welcomed all those in attendance at the meeting.

ADOPTION OF MEETING RULES

Motion was made, seconded and approved so that the published agenda would govern the subject matter of this meeting; that reports and consideration of business would be completed during the time allotted by the meeting agenda and these meeting rules; that reports from officers and committees could not exceed five minutes without permission from the chair; consideration of each discussion item would be limited to fifteen minutes absent an extension granted at the discussion of the Chair; that upon expiration of time allotted for discussion of action items, the Chair would be authorized to call for either a subsidiary motion or a vote on the pending motion; and that the meeting would adjourn not later than 10:00 p.m.

ADOPTION OF MINUTES FROM PREVIOUS MEETING

Motion was made and seconded to table the minutes from the December 16, 2004 meeting of the Board of Directors.

REPORTS

ONLINE MANAGEMENT SYSTEM

Sue Hinckle from ADG online management system management presented to the Board the information that she had been training District and League registrars and administrators on prior to the meeting. Hinckle also stated that she would be back to do more training in February for those that had not been able to attend in January. The District chair people are able to do a player or administrator look-up very easily. You are able to customize your e-mails and send out to everyone that is listed, although no attachments can be sent thru the system at this time. Hinckle also stated that the District Chairpersons have the abilities to pull reports on their district at any time, and encouraged them to get on and look around. If there is a report that you need, we at ADG can maybe get them up and going.

DIRECTOR OF DEVELOPMENT'S REPORT

Director of Development Bruce Cuppett reported on the upcoming National Workshops to take place February 17-19, 2005 at the Prime Hotel & Salt Palace. The time line for goody bags assembly will be Wednesday night at 6pm. The older ODP teams and adult volunteers will get this done for us. Cuppett also reported that at the State AGM we will identify each of the chairpersons to get additional volunteers to help out with the National Workshop. Cuppett concluded in stating that he & Leisa Vineyard would be working side by side as co-chairpersons for the National Workshops.

TECHNICAL DIRECTOR'S REPORT

Technical Director Greg Maas was excused. He was away instructing.

REPORTS FROM THE DISTRICTS

DISTRICT ONE (SALT LAKE/WASATCH COUNTY)

Arnold Wilcox, District 1 Chairperson reported that the Icebreaker Tournament went well in St. George despite the recent floods down there.

For the Good of the Game Wilcox reported that District 1 has many different origins, most can not afford to join a club, and want to go as an independent. The coaches are committed to get licenses, if waivers were granted. This could really help out our District.

DISTRICT TWO (WEST SALT LAKE/TOOELE COUNTY)

Leisa Vineyard, District 2 Chairperson reported that they are planning to do a fundraiser during Nationals to help the Tsunami victims; they are just waiting for final approval from the National Committee.

Vineyard concluded in stating that anyone interested in helping volunteer to man the booth to please contact her.

DISTRICT THREE (SANDY/DRAPER)

John Lowery, District 3 Chairperson reported that they had met with Sandy City about fields, 1 large field at Falcon park had been taken from them and being used by the city, other than that things are moving along.

DISTRICT FOUR (NORTH DAVIS/WEBER COUNTIES)

Dave Mills, District 4 Chairperson reported that they are going thru their registration. League 29 has had a meeting on their fields, hopefully they have gotten that all worked out. Kaysville City has taken control of all their fields, and will be running them, hopefully that will work out.

Mills concluded with a disciplinary item that they have taken care of on the District level with one of their referees.

DISTRICT FIVE (UTAH COUNTY)

Newly elected District Chairperson Mike Hall reported that District 5 held their elections on Wednesday, January 19, 2005 at the Central Utah Medical Clinic, Staff Lounge in Provo. The following positions were filled by the following individuals:

District Chairperson-Mike Hall, District Secretary-Darrell Smith (to finish out 1 year term), District Treasurer-Dave Bailey, and District Boys Competition Director-Brian J. Smith. Hall concluded in saying he had his work cut out for him.

DISTRICT SIX (SOUTH DAVISCOUNTY)

Richard Messenger, District 6 Chairperson reported that their philosophy as a District is to develop players, and diminish rilverys between schools and neighborhoods.

We really want to have a stronger handle on what happen with our teams to make sure the development of the player is happening.

DISTRICT SEVEN (CACHE/BOX ELDER COUNTIES)

Linda Kay Messenger, Tournament Committee Chairperson, & Proxy for District 7, reported that Cache County has had a lot of snow and fog.

REPORTS OF THE COMPETITION DIRECTORS

Girls Competition Director Debbie Haycock reported that at the girl's competition meeting, the coach's opinion was that they did not want to change the reschedule policy. They also discussed the number of teams in each age group, and division, and the conclusion was that the coaches the same home and away schedule regardless of the number of games played.

Haycock concluded that the meeting had been a great opportunity for the coaches in attendance to voice their opinion on issues. It was very productive, and they were able to go over the new proposal for state cup rules.

Boys Competition Director, David Malchenson reported that he had held an open forum for boys competition coaches. It was well attended, and Malchenson collected numerous ideas about how the competition leagues could be improved. Malchenson reported that the coaches were particularly eager to see the Association adopt a "club pass" system that would facilitate "guest play" during the league season. Such a system would have to be tempered by certain restrictions to protect players, but would provide players with promising developmental opportunities.

STATE CUP COMMITTEE

An open forum has been scheduled. We will have no more than 16 teams in pool play. Last league game for premier teams will be on May 14.

For pool play, we will have 3 venue sites, allowing 3 games in 8 days with rest days between rounds. The finals will all be played at Lone Peak.

A very important item is that we need to have volunteers notified to help out to make this premier tournament a success.

We also need to use the opportunities to publicize the semi and final games. If more than 16 teams are in a group, they will have to participate in a play in, to determine who will advance to pool play. Those teams that lose will get some of their entry fee money back.

EXECUTIVE DIRECTOR'S REPORT

Fields request have went out, we need them to be sent back. Registrations for nationals have been sent in.

Executive Director Scott Harward reported on preparations for the Association's Annual General Meeting, which will be held on February 4-5 at the Prime Hotel in Salt Lake City. An awards banquet will be held on Friday, February 4th, followed by a business meeting on February 5th. The business meeting will include discussion of proposed changes to the Association's bylaws, plus elections for three offices: President, Boys Competition Director, and Treasurer.

Harward also reported that the Board members reports need to be in as soon as possible and Invitations for Board Members and their guest will be going out soon. The registrations for those attending Nationals on behalf of the state have all been sent in.

Harward also reported that Amy Oakeson, Program Director has sent out field request to all Districts and Leagues and we need to get them in as soon as possible.

Harward concluded in reporting that the State Office has been assisting with the input of registration information into the online system, so that all Districts are in compliance.

TREASURER'S REPORT

Treasurer Rick Henage presented the Association's most recent financial reports to the Board. Henage reported that the Association's finances remain solid. He also reported that he is planning to invite students from his courses at Utah Valley State University to provide consulting services to the Association. Henage also said that he was working with the independent auditor to finalize the audit for the Association's 2003-04 fiscal years. The financials thru December have been included in each Board packet so if you have any questions.

Henage concluded in reporting that at the April Board Meeting, he will have his students report on their findings.

DISCUSSION/ACTION ITEMS

BUDGET ADJUSTMENTS FOR THE 2004-05 SEASONAL YEAR

Treasurer Rick Henage reported that we are not working with a balanced budget, the board agreed to go into a deficit to pay for the on line management system. Motion to accept, seconded.

Richard Messenger, District 6 Chairperson stated that no part of the payment for the online management system was to come from the kids; we were supposed to use the reserves. Henage reported that a transfer of funds was used.

Debbie Haycock, Girls Competition Director asked why it was not shown as a transfer. Henage reported that it has to show as a deficit, but it actually comes from reserves. Call to question Make the amendments for the current fiscal year. Motion carries. Motion for a division, 3 no's, the motion carries.

FEE STRUCTURE AND BUDGET FOR 2005-06 SEASONAL YEAR

President Paul C. Burke presented to the Board a proposed budget for the Association's 2005-06 fiscal year. Executive Director Scott Harward stated that the actuals are listed for reference. We have set up a proposed player fee of $11.00 instead of the $11.50, we have went thru the last 3 years to gather data, and the revenues are built on the $11.00 per player.

The cost for a state competition player would be $59.00 + $11.00 for a full year and $34.00 + $11.00 for a half year.

Treasurer Rick Henage stated that the auditor said that you are unable to transfer from reserves and call it revenue, you either need to over estimate or you have to have a deficit. We either need to show a balance budget or a deficit in the budget to cover the fees. Henage concluded in stating that he would prefer not to show a balance budget, but to have a deficient.

Motion to adopt the 2005-2006 budget, moved and seconded

Richard Messenger, District 6 Chairperson stated that we should reduce fees so that you would have a deficit and then pull out of reserves. This money should come out of reserves. This online system is to darn expensive to be using.

Messenger concluded in asking why we have $70,000 in field development, on line item #743. President Paul C. Burke reported that he would like to offer a $10,000 grant to each district for the development of fields. This would benefit all the districts.

Richard Messenger District 6 President made the motion to amend and to eliminate item 848, Referee Assigning, seconded.

We do not believe the state should be in the referee assigners business, we have assigners that are doing a great job.

Girls Competition Director, Debbie Haycock reported that the coaches all have a concern about the inability to track referee's, to go back and find out who refereed the game. Whether it means that we have someone within the office, or have the assignors clean it up. There are some problems that need to be taken care of.

Burke stated that this would be for the State Competition league only.

Tournament Committee Chairperson, Linda Kay Messenger stated that you have coaches and teams that should not have the information, if it is a disciplinary issue, that is fine, but there are other times that we need this information.

Boys Competition Director, Dave Malchenson stated that he had an incident that a coach did not have passes, but had the rosters etc, the two teams agreed to play, now the team that lost is protesting, because the other team did not have their cards present.

Executive Director Scott Harward stated that this is a very easy solution, the referee assigners must answer to and be responsible to the state referee committee, and they have the right and responsibility to find out this information. We just need to go thru the proper channels and we can work this out.

District 3 Chairperson, John Lowery stated that the Referee Module will help with this; the referees must register within the system. We need to take advantage of the online system. Motion was made to eliminate line item 848, Referee Assigning, seconded. Call for division. Motion passed.

President Paul C. Burke that we have not classified the money that is used for the online system.

Treasure Rick Henage stated that the problem with this strategy is it lets us cut corners despite having a deficit.

District 5 Chairperson, Mike Hall stated why not have a line item of where the money will be coming from.

Henage stated that you would need to add a line from reserve, in order to have a balanced budget.

District 6 Chairperson, Richard Messenger made the motion to remove line item #834, Administrative Services, seconded.

This is too expensive of a system for us to carry forth with. My board fills that it is way too expensive. If the competition players are the only ones that use it, that is fine, but the recreation players do not want. It has no shows value for them.

Rules Committee Chairperson, Richard Yoder, we have a contract so how do you handle that?

Messenger stated that if it was a significant problem with in the association, or if you have a drop in enrollment, we would be able to get out of it, I would hope the contract does not allow us to be robbed.

Burke stated that he would read over the contract.

Henage stated that $71,000 is a lot of money, but when broken up per player it is not a lot of money.

District 2 Chairperson, Leisa Vineyard stated that the recreation side has value if you use it, my district has issues with the system also, but we all need to let it have value, to be of value to all players.

Director of Development, Bruce Cuppett stated that this association is a business; we need to all work together in order to make the state association work better.

Girls Competition Director, Debbie Haycock stated that we are all going in to many directions, we need to work together.

District 5 Chairperson, Mike Hall asked if this system would help maintain the remote areas of our association.

Call to question to strike line item #834 Administrative Services, from the budget, motion fails.

Call to question.

Adopt the proposed budget as amended, to strike line item #848, Referee Assigning. Motion passed.

Motion to reconsider, seconded, motion passed.

Motion to amend the competition player fee be reduced by $81,750.00, seconded.

Henage stated that we are not saving any competition player fees by doing this.

Cuppett stated that the money is only going from one hand to another.

Motion to decrease competition player fee by $81,7500.00, Seconded.

Motion passes.

RECESS

President Paul C. Burke announced a recess at 9:00 p.m.; Burke called the meeting back to order at 9:10 p.m.

STATE CUP REFUND AUTHORIZATION

Motion was made and seconded to authorize the State Cup Tournament Committee to issue, at the Committee's sole and absolute discretion, a refund or rebate not to exceed fifty percent of the State Cup entry fee to a team that either fails to qualify for pool play or that competes in two or fewer games in the competition.

Rules Committee Chairperson, Richard Yoder stated that with the State cup fee being $400.00, what would the rebate be?

District 5 Chairperson, Mike Hall stated that he would like to stay away from rebates, if a team moves on, they should pay more.

President Paul C. Burke stated that we have set the fee, so we need to stay with that.

Girls Competition Director, Debbie Haycock stated that we need to stick with the entry fee amount. The committee needs to be defined, and have it in writing of what amount would be refunded.

Tournament Committee Chairperson, Linda Kay Messenger stated that the U19 teams pay the same amount as the other age groups, and they usually do not get 3 games.

Yoder made the motion to amend this to read: Be it resolved that the Board of Directors hereby authorizes the State Cup Tournament Committee to issue, a refund or rebate of 50% of the state cup entry fee to a team that either fails to qualify for pool play or that competes in two or fewer games in the competition.

Motion carries.

Mike Hall made the proposal that we make it a 25% refund or rebate of state cup entry fee. Seconded.

Haycock stated that if they play 2 games the 25% refund is there, but if they only play 1 game then you should go with a 50% refund.

Yoder suggested a friendly amendment to make it 33% rebate and 2/3 % rebate.

Friendly amendment declined.

Mike Hall suggested a friendly amendment that for play in games 25% rebate for only 2 games and 50 % rebate for only 1 game regardless of where it is played, moved and seconded.

Director of Development, Bruce Cuppett stated what about the teams that pull out, or take a forfeit.

Treasurer, Rick Henage suggested a friendly to add, for scheduled games.

Yoder stated that forfeited games have already been covered.

Motion to read the Board of Directors will authorize the State Cup Tournament Committee to issue, at the Committee's sole and absolute discretion, a refund or rebate of 25% for 2 play-in games and 50% for teams that play in only 1 game in the tournament.

Motion carries.

Haycock stated that this is the only fair way to do it; we can not discriminate against any of the teams.

Call to question.

Motion carries.

TOURNAMENT SCHEDULING AND PETITION FOR FINANCIAL RELIEF FROM PIONEER CUP

Firebirds Co-President John May asked the Board to renegotiate the terms of the agreement between the Association and tow of the clubs in District 1 (namely, Firebirds and Tsunami) for the operation of the Pioneer Cup Tournament.

President Paul C. Burke introduced this topic by announcing that he would recluse himself from any action on this subject due to his status as a member of the Firebirds' coaching staff.

Motion was made to table, seconded.

Motion was made to dismiss this item, seconded.

Discussion

Rules Committee Chairperson, Richard Yoder stated that this does not prevent District 1 from bringing this back before the board.

District 6 Chairperson, Richard Messenger stated that all the tournaments were down last year, the other tournaments don't have a source to go back on, why should they?

Boys Competition Director, Dave Malchenson stated that they have 5 years to pay-back, If they want out, why not open it back up for bid.

District 1 Chairperson, Arnold Wilcox stated that nobody wanted the tournament.

Call to question

In favor of rejecting the contract, Motion carries. President Paul C. Burke reused himself from voting.

There was nothing in the contract that had black out dates for other tournaments.

MATCH RESCHEDULING POLICY FOR THE STATE COMPETITION LEAGUE

Motion to accept the following policy:

6:03:02 Policy: Rescheduling Games

A. Not more than 3 games may be rescheduled under the following circumstances:

1. Due to conflict involving either team with a UYSA or UYSA-sanctioned tournament
2. Due to a conflict involving either team with a State Cup match
3. Due to a conflict with an ODP function involving players from either team
4. Due to a field closure or unplayable field conditions
5. Due to the absence of registered match officials
6. Upon agreement of both teams' coaches, provided that such change be made and submitted for approval not later than 14 days after the official start of the season.

B. In circumstances where it is appropriate to reschedule a match, team coaches should confer and cooperate in the spirit of good sportsmanship. The requesting team should be accommodating in determining the alternate date. If two coaches cannot agree on a new date and time, the dispute should be submitted to the State Office and the State Competition Director with jurisdiction will decide on the date, time, and location for the game.

C. The assignment of fields released on the schedule as "To Be Announced" must be completed and submitted for approval by the end of the second week of the season. Notice of a field assignment must be provided by the home team to the visiting team not less than three days before the match is to be played. Failure to provide such notice or to obtain a timely field assignment may result in a forfeit by the offending team.

D. Within seven days after the cancellation of a match due to absent officials or field conditions, the teams must reach an agreement on the time and date on which the game will be played. The home team shall be responsible to provide a field for the match.

E. All requests to reschedule a match must be submitted to the State Office and are subject to approval by the State Competition Director with jurisdiction over the match.

F. Failure to comply with this policy may result, at the discretion of the State Competition Director with jurisdiction over the teams, in the forfeit of a match. No team will be awarded a win by forfeit for failure to reschedule a game unless the State Competition Director determines that a forfeit should be granted based on the merits of the situation.

District 3 Chairperson, John Lowery stated that Spring Break is not an authorized time to reschedule any games.

Girls Competition Director, Debbie Haycock stated that if we change to this type of policy, can you as district presidents help enforce this.

Tournament Committee Chairperson, Linda Kay Messenger stated that item #6 should be deleted, you have some coaches out there that have multiple teams that they are coaching, he can call and reschedule every game if both teams were in agreement. Why are we setting limits when we don't enforce them? President Paul C. Burke stated that this may not be perfect, but this idea is getting closer to what we can enforce.

Haycock stated that the enforcing of this is what I am most concerned about, who will this be going through?

Burke stated that this would come to the competition directors for games that are rescheduled.

Haycock, inquired if the system would tell them that all of the contacts had been made.

Burke stated that the coaches must go thru each of the steps before sending the request on to the Competition directors.

District 3 Chairperson, John Lowery stated that the system will only grant a request once the coaches have worked it out.

District 6 Chairperson, Richard Messenger stated that there are 6 factors and you are only allowed 3 games to reschedule.

Motion was made to Strike from Item A "not more than 3 games" and then add on to item #6 "upon agreement of both teams' coaches"

Motion to strike item #1, "Due to a conflict involving either team with a USYSA or UYSA-sanctioned tournament, seconded.

Call to question

Motion to strike item # 1, seconded, motion passed.

Haycock stated that the "ODP function" in item #3 is very broad.

Rules Committee Chairperson, Richard Yoder stated that an ODP tournament and ODP scheduled practices take priority.

Director of Development, Bruce Cuppett stated that the only ODP functions that will impact league play are if a player is selected for National or Regional play.

Haycock stated are we opening this up to something.

Cuppett stated that the players that have been selected for national teams or regional teams are the only ones that would be affected, not the entire team.

Call to question to adopt this policy.

Motion to adopt this policy by striking under item A, item #1 "Due to a conflict involving either team with a USYSA or UYSA-sanctioned tournament" and amend item #6 to read "Upon agreement of both teams' coaches, provided that such change be made and submitted for approval not lather than 14 days after the official start of the season".

Motion passed.

POLICY FOR RED AND YELLOW CARDS TO ADULTS IN THE STATE COMPETITION LEAGUE

Motion was made and seconded to table the following policy proposal for the State Competition League until next board meeting.

6:02:03 Cards and Penalties

A. Players

1. A yellow card is a caution without further automatic penalty, except that a second yellow card-offense during a singe match shall result in the showing of a red card and subsequent ejection. After a third yellow card offense by the same player during a seasonal year, the referee shall retain the player's pass and submitted it to the State Office. Subsequent yellow card offenses may result in further disciplinary action.

2. A red card is an ejection with the following automatic penalties:
a. Automatic suspension from the next league game; and,
b. If issued for violent conduct, suspension for not less than the next three league games.

3. Each subsequent red card will result in a referral to the Discipline Committee and may result in further disciplinary sanctions.

4. Nothing in this policy precludes the Discipline Committee from taking further disciplinary action for a yellow or red card as may be warranted under the circumstances.

B. Coaches and Other Team Officials

1. The referee of a match may issue a warning to a coach or team official for inappropriate behavior by showing a yellow card. After having been shown a second yellow card during a seasonal year, a coach or team official will be automatically placed on probation for a period not less than the remainder of the current season. A yellow card received while on probation will be treated as a red card.

2. The referee of a match may eject a coach or team official for inappropriate behavior by showing a red card. A red card results in an automatic suspension from all activities through the same team's next league game, probation for a period not less than the remainder of the seasonal year, and referral to the Discipline Committee for consideration of additional sanctions.

3. A second red card received in a seasonal year will result in a $100 fine, suspension for not less than 3 games, extension of probation until the end of the next seasonal year, and referral to the Discipline Committee for consideration of additional sanctions.

4. Coaches or assistant coaches or trainers on probation are prohibited from participating in the Olympic Development Program.

C. All fines, penalties, suspensions, and probations will carry over to the next season and/or year.

D. Referees shall report, using the designated match report, all red and yellow cards issued to players and all warnings and ejections of coaches and team officials.

IDENTIFICATION BADGES FOR COACHES

Risk Management Director Jodene Smith proposed that, effective August 1, 2004, all coaches and team officials should be required to wear an Identification Badge during all games, practices and other UYSA events.

Current picture-1 pass per coach.

ID badge for each coach. Able to identify who the coaches are.

Recommendation from risk management.

Bruce-very critical that this be adopted for practices as well as games. This will aid in us taking care of the kids.

Continue to work on preparing a policy.

COACHING WAIVER POLICY

Rules Committee Chairman Richard Yoder stated that we have had several coaches that have had no licenses coaching. You as District Chairpersons need to make sure everything is covered.

President Paul C. Burke stated that the online system is set up so that they do not abuse the system. I recommend that every coach and district chair be notified of non-compliance coaches.

Director of Development, Bruce Cuppett stated that if a wavier has been issued, Technical Director Greg Maas needs to be notified, not President Paul C. Burke.

Yoder inquired what the intention for the Assistant Coaches, will they need at least a D License or not?

District 3 Chairperson, John Lowery stated that this has been turned on already on the online management system for this spring, and only on the head coach will be required to have a license.

APPLICATION FOR AFFILIAITION

Motion was made and seconded to suspend the rules.

Secretary Jodi Wells reported that the office had received an application for UYSA affiliation from USA, Utah Soccer Alliance, which is based in District 2. The application has been reviewed and it appears to be complete. Motion was then made, seconded and passed to approve the application of USA, Utah Soccer Alliance for affiliation and thereby extend the rights privileges and responsibilities of UYSA membership to USA, Utah Soccer Alliance. Motion Passed.

EXECUTIVE SESSION

Motion was made, seconded and approved to enter executive session at 10:00 p.m.

ADJOURNMENT

Motion was made, seconded and approved to adjourn the meeting at 10:15 p.m. The next meeting of the Board of Directors of the Utah Youth Soccer Association is scheduled for St. Patrick's Day, March 17, 2005 at 7:30 p.m. This meeting will be held at the State Office of the Utah Youth Soccer Association.

These draft minutes were prepared by Secretary Jodi Wells.
Please direct any corrections or clarifications to ewells@networld.com