Unapproved Draft Minutes

UTAH YOUTH SOCCER ASSOCIATION
Minutes of the Meeting of the Board of Directors
February 15, 2007

CALL TO ORDER

President Scott Maxfield called the regular monthly meeting of the Board of Directors of the Utah Youth Soccer Association to order at 8:00 p.m. at the State Office of Utah Youth Soccer Association in Salt Lake City, Utah. The following Board members were present during the meeting:

Scott Maxfield-President
Jodi Wells, Secretary
Trish Roberts, District 2 Chairperson
John Gygi, District 3 Chairperson
Dave Mills, District 4 Chairperson
Rich Egan, District 6 Chairperson

Also present were Greg Maas (State Technical Director), Linda Kay Messenger (Tournament Chairperson), Bruce Cuppett (State Cup Chairperson), Kim Smith (Protest and Appeals Chairperson), Jodene Smith (Risk Management Chairperson, and Scott Hansen (Utah Rush/District 6/South Davis Soccer).

Excused Members were Cindy Baron (Vice President), Kurt Cottrell (Competition Director), and Terri Baker (Recreation Director).

WELCOME

President Scott Maxfield welcomed those board members and visitors in attendance and thanked them for coming.

ADOPTION OF MINUTES FROM PREVIOUS MEETING

Motion was made and seconded to accept the meeting minutes from the January 18, 2006 Board meeting. Minutes were accepted.

REPORTS

STATE TECHNICAL DIRECTOR

State Technical Director Greg Maas reported that the UYSA Coaching Education classes are going well, we are still looking for a location for the Davis-Weber County D License in March, as well as the Cache Valley D License in March.

Maas also reported that beginning on February 26, 2007, he will be instructing a D license course for the University of Utah Women's soccer team. Additional courses are in the process of being set for USU, WSU, UVSC, and BYU. In return, they will help with recreation clinics throughout the state.

Maas also reported that the Technical Development Clinics have been very well attended by coaches. February's was canceled due to conflict with pre-alignment, March clinic is set for Wednesday, March 14, 2007.

Maas also reported that he would be attending the US Youth Soccer National Workshops in St. Louise February 27-March 4, 2007. He will be instructing 3 sessions on Friday, March 2, 2007-1 class room session and 2 field sessions.

Maas also reported that Far West Regional League has March 24-25 and April 14-15 play dates slated both will be in Southern California. Cal South will provide a travel subsidy to each team not from Cal South. Most of the teams are coming from Cal South, and there are about 100 teams.

Maas also reported that the final training for the ODP '90-'92 Boys will be Saturday February 24, 2007, Saturday, March 17, 2007 will be the final ODP training for the girls and younger boys. The final state team pool selections will be on Wednesday, March 21, 2007.

Maas concluded in reporting that he will be traveling with the Region IV ODP Boys '92 Team to Costa Rica March 17-25, 2007.

STATE CUP DIRECTOR

State Cup Director Bruce Cuppett reported that the Web site has been updated with bulleted information on State Cup.

Cuppett also reported that the deadline date is Saturday, March 31, 2007 at 5:00 p.m. either Jodi Wells or I will be here to pick up any applications put through the door on Saturday.

Cuppett also reported that state cup play-in games will take precedence over all league games. And the state cup roster freeze will occur on Monday, April 30, 2007. U-16 and under teams will have an 18 man roster, U-17 and over will have a 22 man roster. Cuppett also reported that the Mandatory team check in will be, Tuesday, May 8, 2007, from noon to 6 p.m. at the State Office.

Cuppett also reported that state cup play will begin on Monday, May 14, 2007, and we would like to play the finals on Saturday, May 26, 2007 if weather permits, otherwise we will finish play up on Monday, May 28, 2007.

Cuppett also reported that both the entry fee and the bond check will be cashed. The bonds will be returned starting the second week of state cup to those teams that are no longer competing, and have no fines. Those teams that are moving on to regionals will not have their bonds returned until after regionals.

Cuppett also reported that Regionals will be held in Las Vegas June 18 through June 24, 2007. We will have team credential check in on Sunday morning, June 17, 2007. They will be running a split venue at the Buffalo Complex and Betty Wilson Complex. They will also have split days. Morning games and afternoon/evening games. There will be no cross over on game times until quarters and semi-finals.

Cuppett also reported that we need many volunteers to help work state cup, not just the days their child is playing. Nancy Christensen, Spencer Bills & Jodene Smith really helped out this fall being there monitoring satellite fields every night. We need more people willing to do that. We also need help with team check in. It would be nice to have 6-8 volunteers to come and stay the entire time, that way we have continuity on all teams checked in.

Kim Smith volunteered to work team check in.

Cuppett concluded in reporting that he is in the process of putting together a proposal to host the Far West Regional Workshops October 2008. The host hotel will be the Radisson Hotel in Salt Lake City. We will have Casino night as the Saturday night mixer. We will present this in St. Louis in March.

DISTRICT REPORTS

DISTRICT 1

No Report

DISTRICT 2

District 2 Chairperson, Trish Roberts had nothing to report

DISTRICT 3

District 3 Chairperson, John Gygi reported that the state field assignments were due today, but District 3 did not submit any. We get better utilization of fields when we assign them. We need to look at why we have to submit the fields before the alignment occurs. There should be a way that we can feed in the fields after the TBA.

State Cup Chairperson, Bruce Cuppett stated that parameters can be put into the system; we need to look into this. The Premier and Division 1 teams should play 1 game one week, then play 2 games the next week.

Gygi also reported that with Daylight savings coming 3 weeks earlier this spring and 1 week earlier this fall maybe we can not compress the seasons so much. March 17, 2007 we can start using Sandy City Fields; let's take advantage of the light.

State Cup Chairperson, Bruce Cuppett stated that parameters can be put into the system; we need to look into this. The Premier and Division 1 teams should play 1 game one week, then play 2 games the next week

Gygi concluded in reporting that at the AGM we voted to send some bylaws to policies, when will this take place.

President, Scott Maxfield stated that Vice President, Cindy Baron is working on getting that done.

DISTRICT 4

District 4 Chairperson, Dave Mills reported that their AGM will be on Tuesday, February 20, 2007. Vice Chairperson, Competition Director, Referee Coordinator and Risk Management positions are open.

Mills concluded in stating that they had 3 coaches that were sent into disciplinary action, but we have heard nothing, we are waiting to hear from John Johnson.

DISTRICT 5

No Report

President, Scott Maxfield, stated that the developmental pass needs to be reevaluated, and the competition meetings need to be more consistent to get the coaches and DOC's educated. We also need to get information published and out to the association better.

DISTRICT 6

District 6 Chairperson, Rich Egan asked if alignment forms needed to be filled out by all teams in the fall and the spring.

State Cup Chairperson, Bruce Cuppett stated that the alignment forms help the competition committee properly align all of the teams.

Egan also stated that they have a team with a concern on their roster. The player and parent will not sign a release, what do we do?

President, Scott Maxfield stated that you can not drop a player as per the national bylaws, so until that player and parent sign, they must remain on the roster. Egan also reported that District 6 held their AGM on Monday, February7, 2007. We have 5 new board members; we have a good mix of new inductees, fresh faces. All positions have been filled in our district.

Secretary Jodi Wells reminded Rich Egan, that the new people on his board and their information need to be turned into the office within 14 days, so that we can update everything.

Egan concluded in reporting that their Registrar has just had a baby girl, both are doing well, the District and Recreation schedules are being done, and we are working with younger teams, having fun training sessions and games to get them all involved.

DISTRICT 7

No Report

Recess-5 minutes

PRESIDENT

President, Scott Maxfield thanked Leisa Vineyard for all the time and effort she has put into this position for the past 2 years.

Maxfield also stated that it was his decisions to change the locks on the front door and the keys are not duplicate able.

Maxfield also stated that Friday, February 16, 2007 will be Corinne's last day, she has given her notice that she will be leaving to pursue other interests. She has taken care of a lot of the issues she was involved in. We are currently planning to pull Stephanie off of the front desk and hire 2 part-time people one morning shift, and one afternoon shift. We have run the ads in the paper and have already received some applications to get these positions filled.

Maxfield also reported that he had met with Steve Pasterino and Chad Sackett on the REAL Contract. I chose not to sign it at this time. Greg and I have looked over it and are going thru it. When a final draft has been made, I will send it out for the board to have some input.

Maxfield also reported that Saturday, April 7, 2007, is REAL youth soccer day. It is their home opener, game time is 4 p.m. we do not have games scheduled on that day due to the Easter weekend.

Maxfield also reported that those going to the National Workshops should have received their information already. I will be leaving on Thursday morning to make it there for the Presidents meeting. Maxfield also reported that for the Presidents Cup Tournament, West Jordan no longer sets up the nets or flags. We will need help from outside on this issue, maybe give an incentive, give it out to bid.

Maxfield also reported that we have gone through the data base and have tallied up the fees and have paid the federation.

Maxfield also reported that Vice President, Cindy Baron is getting the new Bylaws and policies ready to be posted.

Maxfield also stated that he would like all of the board members to have the new credentials to wear when out on the fields. Bruce Cuppett will be getting those done.

Maxfield also stated that the Copy machine in board room has a maintenance contract on it restricting it to 1,000 copies. I am checking on the contract, before we pay this bill. Maxfield concluded in stating that he hopes that the board can talk openly and work together to improve things for the kids.

ITEMS OF DISCUSSION/ACTION

CLUB AFFILIATION

South Davis Soccer Club

Motion was made and seconded to move this into Executive Session.

HIRING OF EXECUTIVE DIRECTOR

President, Scott Maxfield asked State Technical Director, Greg Maas to compile a job description for Executive Director, so that we can get it out to the hiring committee and get this ball rolling.

TREASURER POSITION

President, Scott Maxfield stated that he had talked with the auditor and the adjustments have been made, we will get a report printed out. To my knowledge, Kristine Burge is putting everything into the ledger, and the reconciliation has been done by Sonja Maxfield. There is no concern on money. The association is financially sound.

Maxfield also addressed the Money CD situation, the money had been in a low interest bearing account, so it was put into a ladder CD, we are averaging about 4.5% interest, and it is through Edward Jones Broker CD. We just had 1 that matured, and it is now in a money market. The 2nd CD is under earning interest, we could pull it out, the penalty and brokerage fee would be paid by the interest it had earned, and we could move it to a higher yielding return.

District 6 Chairperson, Rich Egan stated that would be a pretty big jump. Maxfield stated that I am just throwing out different options; we can leave it as is, because it is making money.

Egan stated that we could maybe just go 1 level up, but we shouldn't make that big of a jump.

Maxfield stated that we have money that is available to us, so we can leave things as they are. The other CD's mature in 2008, 2009, and 2010.

Maxfield concluded in stated that we still need a State Treasurer, this position needs to be filled. It is a very important position.

State Cup Chairperson, Bruce Cuppett, stated that we need to look within the districts/clubs/and leagues. As long as they have the accounting background, it would be easy. But this is a very important job that needs to be filled.

District 3 Chairperson, John Gygi suggested that we post something about this position on the website, to bring it to more people's attention.

FEE PAYMENTS TO THE STATE

President, Scott Maxfield stated that we need to make sure that all fees are being paid. If any District/league/or club is delinquent, please make sure that your fees are up to date. This could put you in bad standings if you have not paid.

MISC.

President, Scott Maxfield stated that our rules need to be revamped and revisited. They really need to be cleaned up and work on.

Maxfield suggested that we get a committee together and go through them, have rules written and policies open to be changed. Our rules and bylaws have to be changed every year, they should not have to be changed so often. If we get items in place that are good and working, we should not have to revisit and change them every year.

Maxfield stated that our biggest challenge will be to get them re-done. We can get some good working ideas down, get them out to all of the districts/leagues/ and clubs and get their input, and keep them simple, so we are not always having to re-visit them so often. Maxfield concluded in stating that if any one is interested in being involved, let him know.

Risk Management Chairperson, Jodene Smith announced to the Board that if a coach is coaching multiple teams, only 1 risk management paper needs to be filled out. Just a reminder that we only need 1 risk management paper per coach-not per team.

Motion was made and seconded to move in to Executive Session.

EXECUTIVE SESSION

Employee benefits were discussed, get a benefits expert and look at the industry standard, educate them and give them notice of any change that will occur.

Club Affiliation-South Davis Soccer Club

To close to name recognition, they are willing to do a DBA, and willing to make changes.

Table for 30 days until next months meeting.

ADJOURNMENT

Motion was made, seconded and approved to adjourn at 10:55 p.m. The next meeting of the Board of Directors of the Utah Youth Soccer Association is scheduled for Thursday, March 15, 2007 at 8:00 p.m. at the State Office of Utah Youth Soccer Association.

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