Unapproved draft minutes

UTAH YOUTH SOCCER ASSOCIATION
Minutes of the Meeting of the Board of Directors
July 19, 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 Leisa Vineyard at 8:00 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:

Leisa Vineyard, President
Jodi Wells, Secretary
Rick Henage, Treasurer
Bruce Cuppett, Director of Development
Debbie Haycock, Girls Competition Director
Allan Jones, District 1 Chairperson
Eric Blommer, District 2 Chairperson
John Gygi, District 3 Chairperson
Richard Messenger, District 6 Chairperson
Delon Brower, District 7 Chairperson

Also present were Scott Harward (Executive Director), Amy Oakeson (Program Director), Brandee Nadauld (League 45 President, Proxy District 6), John Lowery (Co-Disciplinary Chairperson), Jodene Smith (State Cup Chairperson), Norm Williamson (SYRA), and Linda Kay Messenger (Tournament Committee Chairperson).

Board Members who were excused included Mike Hall (District 5 Chairperson), Dave Mills (District 4 Chairperson) and Greg Maas (State Technical Director).

Board Members who were not excused included Scott Maxfield (Vice President), and Dave Malchenson (Boys Competition Director).

WELCOME

President Leisa Vineyard welcomed all those in attendance to the meeting.

ADOPTION OF MIONUTES FROM PREVIOUS MEETING

Secretary Jodi Wells presented the meeting minutes of June30, 2005 that had been e-mailed out to the board for approval. Motion was made and seconded to accept them.

REPORTS

President Leisa Vineyard reported that the Alignment meeting is on July 27, 2005 and the season is proposed to start the week of August 22, 2005. We will have to hand schedule the premier division, the other divisions can be done with a random schedule, but we will only have 15 days to finish, and it will be a real push to get it done. Director of Development, Bruce Cuppett stated that maybe we should play 1 game one week and 2 games the next week.

Girls Competition Director, Debbie Haycock stated that we are trying to put out fires, not create them. We should stick with the policy that is already in place for the alignment, because less than 1 game a week is a very hot topic.

Programs Director, Amy Oakeson stated that with the logistics of scheduling, 1.5 games a week, our system does not allow us to do that, and we would end up having to hand schedule everyone.

Bruce Cuppett stated that if we start on the 22nd of Aug and end in October, and we play 1 game per week that would give us 10 games. We really need to address fewer games. If more games are wanted, they can play some friendlies.

Leisa Vineyard stated that if they are hand scheduled they will not be done by the 22nd. Those that are going to the alignment meeting take this and get everyone's feed back. We also need to have an even amount of teams to make it work the best.

Executive Director, Scott Harward stated that the random schedule assignments will be the hot seat.

Bruce Cuppett stated that a coach can design a schedule if they only have 1 game a week. Scott Harward stated that it would be impossible to hand assign everything in the 2 weeks time. We will still hand assign the premier division.

District 1 Chairperson, Allan Jones stated that maybe we should look into moving up the registration dates.

Leisa Vineyard stated that we are hand assigning the premier division to help out with the club exchanges.

Disciplinary Chairperson, John Lowery asked where they are finding the fields to have them play club exchanges.

Debbie Haycock stated that she has not been able to get started on the alignment, because we do not have everything in from everyone.

Amy Oakeson stated that she was missing fields from several of the Districts, this needed to be in by July 15, 2005, so please get this back to me as soon as possible.

Debbie Haycock stated that if we have 12 games, we should not have a problem, but when you knock it down to 10 it may be difficult to sell to everyone.

Allan Jones stated that if teams want more games, let them play friendlies. Leisa Vineyard stated that everyone may be more for playing fewer games now with the changes that we have been doing.

COMPETITION DIRECTOR

Girls Competition Director Debbie Haycock reported that the State Competition Committee has met twice already, and we won't meet in July, we will meet again in August.

Haycock reported that the main concern right now is the development of the Competition committee, and that everyone is being represented equally. The biggest cry we are hearing is that the District Competition Directors are not getting the information from their teams before the alignments.

Haycock concluded in stating that her recommendation would be to hold a meeting with everyone that they are representing to get all of their correct information.

TREASURER

Treasurer Rick Henage reported that we are ahead of the budget, and by year end we will be on budget. Henage also reported on the bounced checks issue, we have collected about 20-30 percent of the outstanding balance. We should amend the bylaws to up the cost of a bad check fee.

Henage reported that we will follow up on this in the August Board meeting as well as go over the accounting project his students put together for the office.

Henage concluded in stating he would like to have some volunteers to serve on the budget committee. Allan Jones and Denny Cuppett volunteered to serve on this committee.

DISTRICT 1

No Report

DISTRICT 2

No Report

DISTRICT 3

District 3 Chairperson John Gygi reported that they had had an exciting board meeting. The retracted the premier league out of district 3 and we are securing all our fields for fall play.

DIRECTOR OF DEVELOPMENT

Director of Development, Bruce Cuppett reported that he had been asked by the State Technical Director and various clubs Director of Coaching to come up with some state cup dates for this fall. The following are the proposed dates:

Dates A:
September 26-29 Bracket play
October 1-3 Quarter Finals
October 5-6 Semi-Finals
October 8 Finals

Dates B:
October 17-20 Bracket Play
October 22-25 Quarter Finals
October 27 Semi-Finals
October 29 Finals

The hang up right now is waiting for field availability in Orem from Steve Bowler. If we go with Dates B, we would be running State Cup and Presidents Cup together, that would give us the same number of teams in the fall as we have in the spring.

Girls Competition Director, Debbie Haycock stated that going with the Dates B, by the finals we could be running into some bad weather. We may need to look into moving Presidents Cup to a different time for next year.

Bruce Cuppett stated that we really need to get back into meeting and setting the calendar in January, so we do not have so many conflicts.

State Cup Chairperson, Jodene Smith stated that if we run Fall State Cup and Presidents cup together, will the office be there to help.

Bruce Cuppett stated that we need to make sure everything is done better. We may need to hire people to set up and mark fields. We also need to start paying for transportation back and forth for those who are helping. Cuppett concluded in stating that we need to start looking at running this tournament like a business, and this cannot be the cheapest tournament in town. We need to raise our State Cup fees.

DISTRICT 5

No Report

DISTRICT 6

Nothing to report

DISTRICT 7

District 7 Chairperson, Delon Brower reported that at their last board meeting it was decided that their elected Competition Directors would represent the clubs and teams in District 7 on the State Competition Board.

Brower concluded that District 7 has had some real heartburn with their tournament being doubled up with another tournament and hopes that it will be dealt with better in the future. By meeting and planning out the calendar in January would be a big help, and having a tournament committee that gets together and makes some decisions.

PRESIDENTIAL APPOINTMENTS

Gunther Haidenthaller is now the assignor coordinator for the Referee Association and has stepped down as the State Youth Referee Administrator.

Norm Williamson has agreed to become the new State Youth Referee Administrator.

Kim Smith from District 4 has agreed to do Rules and Revisions.

Motion was made, seconded and approved to ratify the following appointments by President Leisa Vineyard, Norm Williamson as SYRA, and Kim Smith as Rules and Revisions Chairperson.

Welcome to the board Norm.

KOHLS AMERICAN CUP

Leisa-kick off to the fall season. We will do it at the West Valley fitness center. We need recreation people involved. August 26 & 27 we need to have help with this. It is a recreation tournament. They have to be true recreation teams. It is 80.00 per team 8-10 kids on a team. It is 4v4 on all age groups U6 and up.

Get the word out to your districts.

STATE CUP State Cup Committee Chairperson, Jodene Smith reported that they would like to raise the State Cup Tournament fees up to $550.00. It takes a lot of work to try and do everything. We really cut the corners on things that we really should not have, the first being having a trainer on site that runs about 35-40 dollars an hour.

Treasurer Rick Henage stated that this is a premier tournament and we should not be skimping on this tournament. Some of those fees also help subsidize the office. District 7 Chairperson, Delon Brower asked if they had a proposed income for the next state cup.

Jodene Smith stated that fields are a big issue, and we will have field increase, more trainers at multiple locations, golf carts, etc. Jodene concluded in stating that she could come up with a line item budget by the next meeting.

District 1 Chairperson, Allan Jones stated that we should have a line item budget because this is 35% increase.

Director of Development, Bruce Cuppett asked if we could break the State Cup Budget out and make it stand alone.

Rick Henage stated that if they had the budget, they could then break it out and allocate an administrative fee on the spread out.

Bruce Cuppett stated that he would like to have a break out of everything.

Jodene Smith also stated that the State pays the fees for each of the teams that go to regionals.

Delon Brower stated that we need to have something on paper of why you are increasing the fees.

Disciplinary Chairperson, John Lowery stated that the dollar figures need to be done tonight or as soon as possible.

Bruce Cuppett stated that we could scratch a budget together for the august board meeting.

Girls Competition Director, Debbie Haycock stated that we may have to send out for an electronic vote if we can not move to the later dates.

Jodene Smith stated that she would get out a budget showing the increase to everyone.

STATE CUP RULES

Attached are the State Cup Rules as amended:

Tournament Committee Chairperson, Linda Kay Messenger stated that we can ratify this, and then they can work it out.

District 2 Chairperson, Eric Blommer asked if the committee was looking at the coaching pass.

Debbie Haycock stated that is something that needs to be addressed, and they are dealing with it.

Motion was made and seconded for this to go back to the State Competition Committee to work on.

RECESS

President Leisa Vineyard announced a five minute recess. The meeting was call back to order at 10:45 p.m.

EXECUTIVE SESSION

Motion was made and seconded to move into Executive Session to discuss dismissing David Malchenson as Boys Competition Director due to work conflicts and discussed appointing a new interim Boys Competition Director. Adjournment at 11:05 p.m.

ADJOURNMENT

Motion was made, seconded and approved to adjourn at 11:05 p.m. The next meeting of the Board of Directors of the Utah Youth Soccer Association is scheduled for Thursday, August 18, 2005 at 8:00 p.m. The 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