UTAH YOUTH SOCCER ASSOCIATION
Minutes of the Meeting of the Board of Directors
September 20, 2007

CALL TO ORDER

The regular monthly meeting of the Board of Directors of the Utah Youth Soccer Association was called to order by President Scott Maxfield at 8:15 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
Cindy Baron, Vice President
Jodi Wells, Secretary
Joe Johnson, Treasurer
Kurt Cottrell, Competition Director
Terri Baker, Recreation Director
Orden Yost, District 1 Chairperson
Trish Roberts, District 2 Chairperson
John Gygi, District 3 Chairperson
Dave Mills, District 4 Chairperson
Brian Smith, District 5 Chairperson
Rich Egan, District 6 Chairperson
Kyle Paisley, League at Large, Southern Utah

Also present were John Lowery, (Proxy, State Cup Chairperson), Greg Maas, (State Technical Director), Jodene Smith (State Registrar), Mindy Wankier (State Tournament Director) and Bobby Ginn (State Executive Director).

WELCOME

President Scott Maxfield welcomed our board members in attendance and thanked everyone for coming.

MINUTES

Motion was made and seconded to approve the minutes from August 16, 2007 Board of Directors Meeting.

REPORTS

President, Scott Maxfield Thanked Terri Baker, Cindy Baron, John Gygi & Greg Maas for getting in their written reports, it helps to keep the meeting moving.

VICE PRESIDENT

Vice President Cindy Baron reported the following:

COACH of the YEAR NOMINATIONS. They are DUE! The deadline has been extended until October 10, 2007. We must have them by that date in order for the AGM Committee to review their applications and the winners elected and forwarded to the Region. The application form can be found on the web site. All other nominations need to be in by January 15, 2008.

AGM

Annual General Meeting will be February 29 and March 1, 2008. We have met with and toured the facilities in Davis County. There are two venues that could accommodate our needs and have the dates available. Proposals have been received from the following two venues for the above dates.

*The Davis County Fairpark would be able to accommodate our needs, plus has the bonus of lots of open outdoor grass space that weather permitting we would have to use. This is more of a bare bones facility and is the least expensive. Rental of the 3 exhibit halls would be approximately $650.00. We would incur other expenses in the rental of items to meet our workshops, coaching demonstrations, classroom and business meeting needs. We would be in charge of set up and tear down for all events. Their catering menu is limited (no breakfast) and varies in selection and price from $8.50 to $20.00. They offer all buffet style and one all you can eat selection. The closest hotels are approximately seven miles away to the south in Bountiful and seven miles to the north in Layton. There are no close restaurants.

*The Convention Center in Layton has the space and dates available. They are more expensive in bother the facilities and the food. The approximate cost for the convention center is $2,300.00. This could go down depending on the actual rooms we will be using. They offer full catering selections including the choice of plated dinners or buffets. Breakfasts range from $12.00-$23.00. Lunch menus range from $18.50-$25.99. Dinner menus range from $18.99-$31.99. They also provide a beverage service in the workshops throughout the day. The Hilton Garden Inn is attached to the Convention Center with rates at $79.00 there are other Hotels within walking distance with rates ranging from $58.00-$89.00.

*Southtowne Expo Center has not responded to our three requests for a proposal. We have used this facility in the past. There were conflicts between our group and other groups that were there at the same time. We also have to compete with the other conventions for parking space.

*There are various hotels that would accommodate us, but would not give us the space to really put on the coaching demonstrations, a kid zone, workshops and vendor/tradeshow exhibits. The menus also tend to be $10-$20 or more.

RULES

Everyone needs to recognize that our bylaws are a legally binding document. If we don't follow our own published rules we leave ourselves open for litigation and place in jeopardy of our 501 C3 status with the IRS. I would encourage everyone to become more familiar with the bylaws. If you have questions or concerns please call and discuss the issue with the appropriate person(s). With the AGM being held February 29, 2007, the deadline for rules submission will be January 15, 2007 at 5:00 p.m. Any member of the state council may submit proposed rule changes. We will be holding a Rules Committee meeting in October, exact date TBD as we start to prepare for the 2008 AGM.

REGISTRARS

Jodene and six of the seven district registrars and myself were in attendance at the registrar meeting that was held on September 4th. There was good discussion, ideas shared, and some concerns voiced. It is generally felt in certain instances when the registrars have to tell people that dreaded "NO" word, they try to go up and or around the chain of command. It is strongly encouraged that when there is registration questions that need clarifications please contact Jodene and or myself. It is not in the best interest of UYSA for incorrect information to be given out and then retractions have to be made.

COMPETITION DIRECTOR

Competition Director, Kurt Cottrell reported that they have been very busy; we are working on a discipline policy for red cards, and yellow cards. We are going to be working with Norm Williamson and referees for their feedback. We are also rewriting the competition policies to get them updated and accurate; we will also have the alignment process spelled out.

RECREATION DIRECTOR

Recreation Director, Terri Baker reported the following:

There is not a lot new to report. The fall recreation season is underway. I am still working on pulling together a recreation committee. So far, the committee consists of Scott Maxfield, Greg Maas, (Both of whom kindly volunteered), Steve Bowler from League 20, District 5, and myself. I'm working on becoming more familiar with the current recreational programs and contacting each district, so far am impressed with what I see. On the down side, there seem to be many leagues with no programs at all, which is a major concern. I hope to hold our first recreation committee meeting sometime in November to discuss issues such as recreation clinics, recreation coaching clinics, small sided training, and most importantly instituting recreation programs in leagues with no current program running. If anyone has any thoughts or suggestions regarding recreation, I welcome your input. Feel free to contact me.

President Scott Maxfield stated that if anyone is interested in serving on the recreation committee please contact Terri.

Maxfield also stated that we lose kids at the 13-14 years old; they do not have the time commitment that competition requires. We need to have something to offer these kids. Lets take this back to our leagues and try and provide soccer for all ages.

Greg Maas has put together a written request form for recreation coach training; if you have leagues that are interested get one and have them get it filled out.

TECHNICAL REPORT

State Technical Director Greg Maas reported the following:

US Youth September Soccer Month Clinic:

*Friday, September 21 District 2 6-7:30 in South Jordan. Attending many UYSA Staff Coaches, RSL Players and Leo the Lion.

*Special Thanks to Bobby, Amy, Mandy, and Morgan for their assistance and support coordinating the event.

*US Youth Soccer "Stewards of Children Online Training," through Darkness to Light. The course is available free to the first 1000 to register. I have sent the information to Bobby to forward to the State Council for you to register if interested.

Coaching Education:

November-December 2007

*2007-08 Coaching Education Calendar is posted on the website. Courses will be offered by UYSA, US Soccer, and the NSCAA.

*Two new forms on the website: 1. E Waiver Application (used to bypass the E license); 2. Application to Host a Course/clinic.

*Terri Baker and I have coordinated with regard to an approach to better address and implement recreation clinics and small sided games for 20008.

ODP

*ODP Application and tryout information is posted on the website.

*Saturday, October 27th is the first round of tryouts set for the Cache Valley and St. George areas. November 3rd, 10th, and 17th are the remaining dates. This will be particularly challenging with the State Cup Finals and UEA set for the same weekend.

*2006-07 ODP budget is in the black and that will help us to further our scholarship support for next year. According to ODP Administrator Judy Martin, ODP issued nearly $18,000.00 in financial assistance to families who other wise would not be able to participate.

*2007-08 Proposed ODP Staff is as follows. Note: team assignments are not listed, and additional staff inclusion/exclusion may be considered. Greg Maas, Adolfo Ovalle, Becky Hogan, Dennis Burrows, Tim Crompton, Eric Landon, Nermin Sasivarevic, Fode Doumbia, Mauricio Menjivar, Mike Polich, Justis Koellicker, Alberto Rojas Jr., John Gebhard, Jamie Schock, Simon McFall, Brent Anderson, Gabe Smart, Rich Manning, Heather Cairns, Chuck Miller, Reine Akebrand, Enrique Velasquez, Allen Nunn, Mike Anderson, Eric Blommer, Richie Breza, Danny Ortiz, Patrick Rennie, Mike Manning, Spencer Bills, David Josse, Bruce Cuppett, Jimmie Powell, Sly Yeates, Adam Hill, Areil Bravo, Peter Minenno, Mark Buchner and Robson Chaves. X-League

*Very positive response from coaches, players, and parents with regard to our implementation of 6 v 6 for the U-9 division.

TRAVEL CALENDAR

*Family vacation October 2-5, I will be back in the office on Monday, October 8th.

MISC.

We need to Address if an E license is waived, then are they still eligible to get a D Waiver? This really needs to be clarified.

STATE CUP CHAIRPERSON

State Cup Proxy, John Lowery reported that we have 112 teams in State Cup, there will be no play in games. Fields are scheduled for in Orem for brackets, semi's, quarters, and finals total of 15 and 2 northern fields for bracket play only.

Important upcoming dates are as follows:

Friday, October 5, 2007 all player transfers by close of business 5 p.m.

Monday, October 8, 2007 roster freeze close of business 5 p.m.

Tuesday, October 16, 2007 mandatory team check in UYSA office noon to 6 p.m.

State Cup play starts on Monday, October 22, 2007, and Finals will be played on Saturday, November 3, 2007.

Red cards carry over, they stay with the person, not a particular team, so if a team disbands, or a player moves teams, the red card follows them, and they must satisfy before they are allowed to play.

President Scott Maxfield stated that we need to come up with a state wide standard way to have teams listed, to make the alignment and state cup easier to keep track of teams.

STATE YOUTH REFEREE ADMINISTRATOR

President Scott Maxfield excused Norm Williamson, due to work related issues.

President Scott Maxfield reported that he attended the State Referee meeting last Wednesday; we need to come up with an incentive for referees to get better. It was discussed to start up a state grade system. So many of our referees have no desire to upgrade from a grade 8 to a 7 or higher. It was discussed to have a State grade system, so if they were a grade 8, they may be an A, B, C, or D on the State grade, the higher the state grade the higher level of game they will receive. We really want to work with the referees to have everyone get better, do more mentoring. This is a Nation wide problem, we need to be proactive.

It was also discussed that possibly penalize referees for showing up late.

This spring we are implementing a game time change. Games will start at 6:00 p.m. after daylight savings, and back to 5:30 p.m. after daylight savings, this will help players, coaches, and referees in getting to the games on time.

State Registrar Jodene Smith stated that Referees need to start bringing the red cards into the office, do not mail them in. We have had cards come up missing, and players are missing more games than they need to, and registrars are having to make new cards.

EXECUTIVE DIRECTOR

State Executive Director, Bobby Ginn reported the following:

Sponsorships:

Sonic Drive In, they have committed to a $10,000 sponsorship and will be this year's "presenter of" State Cup.

Clif Bar has donated product and $2,500 this year.

Groople, will be our official "hotel travel agent". They are ready to go into a 2 year sponsorship with UYSA at $5,000 per year. The Groople contract is being reviewed by Mike Blackburn. The contract will allow not only UYSA to make commissions on each hotel reservation, but will also allow each club/team that puts their widget on their website to make commissions as well. If we book all of our Hotel arrangements through Groople, it will help us all. "Rush of Colorado uses this widget". Ask me how your club or team can have this opportunity to raise money. Groople says they will have the lowest prices we can find.

Budgets: UYSA needs more detailed budgets-Each committee should know ho much budget they have and what the money is for. The current budget is too broad and allows for too much unnecessary spending. I encourage the board to spend time and get organized with this. Please invite me to your next committee meeting and we can discuss this in detail.

ADG: Sue will be here October 2nd and 3rd for training. Please encourage your registrars to attend.

October 2nd - 6:30-8:30 Intermediate Registrar Training

October 3rd - 10 am-12 noon Advanced Registrar Training (Please bring your concerns to this meeting) Pizza will be provided.

Hall of Fame: In the folders is an e-mail and ballots. Please read through and see if it pertains to you.

GOALS: Does the BOD have short and long term goals that the office and BOD should be attempting to reach? The BOD should be the "Visionaries" and the office should be working to help the BOD reach the goals. Are we moving forward or are we stagnant?

TREASURER

Treasurer Joe Johnson reported that copies of the financials are in the packets. Numbers should be fairly close, we have really had to pull in and clean things up.

Another thing that we are going to focus on is internal controls with in the office, with authorizations. This has taken a lot of work, and it will be on going.

District 6 Chairperson, Rich Egan stated it looks good.

DISTRICT REPORTS

DISTRICT 1

District 1 Chairperson, Orden Yost reported that District 1 is just trying to get organized. I am acting chairperson, because we have not had a quorum to show up to get everyone voted int. We are working to get this taken care of. We are trying to get thing under control to better serve our district.

DISTRICT 2

District 2 Chairperson, Trish Roberts reported that they are having referee issues, red cards and getting passes back to the teams.

DISTRICT 3

District 3 Chairperson, John Gygi reported the following:

1. We have implemented a U-8 district league that is doing well.

2. Fields

A. It looks like Jordan School District will soon be charging for use of their fields and will have one main contact for renting the fields.

B. We have received complaints about soccer parents & players parking illegally, leaving trash on the fields, and disturbing neighboring yards. We sent an e-mail blast to the district regarding these issues. We may want to address it on a state level too.

3. Risk Management-we have an attorney working for us who is obtaining 501C3 status for our non-profit corporation and getting tax returns properly prepared and filed.

4. Referees-we have received complaints about the fact that U-9 and U-10 referees get paid as much as referees doing state competition league games. The games aren't that difficult. There should be a lower pay scale for x-league games.

5. State Cup

A. We have received numerous complaints about the performance bond. Why do we require a performance bond when no other major tournament does? You don't have to provide one for Surf Cup, Nomads, Harvest Cup, etc. If teams don't show up for required meetings or games, they forfeit. It seems like the state is getting a lot of float on the bond money that is held for a few months. It is a huge administrative hassle collecting from all of the players and then returning the money to the players.

B. We have also received complaints about having to produce birth certificates. We know that they are required for regionals, but why can't they be produced then? If we are not requiring them anymore for league play after it has been produced once, then why do we defeat the whole purpose and require them at State Cup?

C. Why do we have a tournament check-in? All of the information is in the online system. The passes have been issued and have to match the rosters produced for the games.

6. What is the state doing with old documents (birth certificates, registration forms, etc.)? Are they being shredded after a certain time period?

Vice President Cindy Baron stated that age group forms are shredded once they reach age 19.

DISTRICT 4

District 4 Chairperson, Dave Mills stated that they have implemented a new program to track referee conduct, we are receiving both good and bad feedback. We are using this tool to help with referee retention up in our area. We get a referee report and a coach's report and then are able to compare.

We also have several teams using old coach's passes; we need to get this stopped.

Also I would like details on what can and can not be on a web site, this would be concerns for risk management.

Competition Director Kurt Cottrell stated that the Attorney Generals Website has those items listed.

DISTRICT 5

District 5 Chairperson, Brian Smith reported that they had money to use and have purchased some smaller goals.

They have a new League President up in Heber, and also a new Referee Administrator.

We have started rewarding people for coming to board meeting to get them there.

We are working on getting our own district bylaws written and in place.

Affiliated clubs versus non-affiliated clubs, what are the benefits on the district and state levels.

DISTRICT 6

District 6 Chairperson, Rich Egan reported that they had just finished up with their tournament, it was a success.

Our district program, we have combined with District 4, the first few weeks, were painful, but we have mad corrections and it is getting better.

Fields-we have met with the school districts and they have come up with a fee structure for the use of their fields, I am still working on delaying this.

Over all, things are going well; our recreation program has changed a little.

DISTRICT 7

No Report

LEAGUE AT LARGE

League at Large President, Kyle Paisley reported that they have over 1,000 recreation players in St. George, and we should reach that for spring with our Competition Program.

Cedar City will get their recreation program up in the spring, and then we should be able to form a district.

Things are going well for us.

PRESIDENT

President Scott Maxfield reminded each of the districts that they need to send in a copy of their bylaws and financials each year.

We have credentials for the State Board, it is mandatory that you were them at all functions. It gives you responsibility and authority.

State Sanctioned tournaments need to have credentials to show approval for being there as well.

Motion was made and seconded to have Mindy Wankier become the State Tournament Committee Chairperson. Mindy has done a great job with the Murray Max Tournament; she will do a great job overseeing the State Tournament Committee.

It is a new seasonal year, so we need to approve the following currently serving as Committee Chairpersons:

State Youth Referee Administrator-Norm Williamson

State Cup Director-Bruce Cuppett

Protest and Appeals-Kim Smith

Disciplinary Chairperson-John Johnson

Judicial Officer-Mike Blackburn

ODP Administrator-Judy Martin

Risk Management-Debbie Haycock

Rules and Revisions-Kim Smith

Tournament Chairperson-Mindy Wankier

Top Soccer-Paul Skinner

ADG System Administrator-John Lowery

Motion was made and seconded to approve these individuals as Committee Chairperson for the Utah Youth Soccer Association.

ITEMS OF DISCUSSIONS

REGISTRATION ISSUES

President Scott Maxfield stated that we have a young man that is very small for his age and has petitioned the state to play down a year. We have a set of rules and guidelines to offer exceptions. Look at the rules and they have provisions for exceptions. Our rules allow us to make exceptions for the play up; we do not have anything in the rules for a development pass for a player to play down.

District 5 Chairperson, Brian Smith stated that there is a reason to have provisions to help these kids out. There is a reason to do this.

President Scott Maxfield stated that as part of the provision, they would not be eligible for state cup or regional play, or anything that requires a birth certificate.

Competition Director, Kurt Cottrell stated that this needs to have a Presidential Waiver; do not leave it up to the DOC's etc to make that determination.

Vice President, Cindy Baron stated that this board can make this exception according to the bylaws. We can make consideration for presidential waiver to allow this player to play in a younger age group according to Section 3:05:03.

3:05:03 Equal Age Groups. All member leagues, districts and associations, unless otherwise sanctioned by the Board of Directors of this Association, shall divide play (to include all competitions and tournaments) among teams of equal age grouping.

Call to question

Motion to allow Andrew Garret to finish the season in the U13 age group. Seconded.

Motions passed, 2 oppose. Motion carries.

OFFICE STAFF

Recreation Chairperson, Terri Baker asked if there was someone that we can turn to with questions on the AGD system. I don't know if we have the money to hire someone else, but it would be nice to have someone in the office to help out with the ADG system.

President Scott Maxfield stated that Amy will be the go to person; we have new people trying to learn the system. We need to allow thing to settle before we jump.

We have new people, they are up against the wall, we keep adding new components but we are not training. Our purpose of bringing in ADG is to help everyone learn the system. Terri Baker asked if we could get a report on a quarterly basis to let us know how the man hours are working out.

Scott Maxfield stated that we will have Bobby report back in November/December on how things are going, and have the office come together and get some training.

State Registrar Jodene Smith asked who do we have that the registrars can contact with questions concerning the ADG system, because I don't know all of the answers.

John Lowery stated that ADG needs to have 1 contact person, not have every registrar calling them with every little question.

Scott Maxfield appointed John Lowery to be the liaison between ADG, the State Office, and the Registrars.

Scott Maxfield stated that if we need to have phone/internet access we can address this.

John Lowery stated that Scott needed to let ADG know that I am the contact person, and get access for me to get up and running.

Scott Maxfield thanked John for accepting this appointment, and stated that this should address this issue.

Scott Maxfield also put in a request for a fax machine for the State Registrar Jodene Smith.

EXECUTIVE SESSION

No business.

ADJOURNMENT

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

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