Unapproved draft minutes

UTAH YOUTH SOCCER ASSOCIATION
Minutes of the Meeting of the Board of Directors
December 16, 2004

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:

Paul C. Burke, President
Scott Maxfield, Vice President
Bruce Cuppett, Director of Development
Jodene Smith, Risk Management Director (Proxy for Secretary Jodi Wells)
Rick Henage, Treasurer
Dave Malchenson, Boys 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)
David Mills, District 4 Chairman (Davis & Weber County)
Matt Tippetts, District 5 Acting Chairman (Utah County)
Richard Messenger, District 6 Chairman (Davis County)
Delon O. Brower, District 7 Chairman (Cache/Weber County)
Gunther Haidenthaller, State Youth Referee Administrator

Also present were Scott Harward (Executive Director), Greg Maas (Technical Director), John May (Firebirds), Linda Kay Messenger (Tournament Committee Chairperson), Amy Oakeson (Programs Director), and Richard Yoder (Discipline Committee Chairperson).

Board members who were excused or absent were Jodi Wells (Secretary) and Debbie Haycock (Girls Competition Director).

WELCOME AND REMEMBRANCE

President Burke announced that a quorum was present and welcomed all those in attendance at the meeting. Burke began by acknowledging the recent death of William Frangos, who served the Utah soccer community with distinction as a coach and referee during the 1980's. Frangos was one of Burke's coaches, and Burke expressed great appreciation for Frangos' mentoring.

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

In the absence of Secretary Jodi Wells, President Paul C. Burke presented the minutes from the November 18, 2004 meeting of the Board of Directors. District 6 Chairman Richard Messenger requested that the minutes reflect that he was not present at the November meeting until 8:30 PM. This amendment was accepted by unanimous consent. Motion was then made, seconded, and approved to accept the minutes of the November 18, 2004 meeting of the Board of Directors as so amended.

REPORTS

TECHNICAL DIRECTOR'S REPORT

Technical Director Greg Maas announced that the Coaching Education E License classes for December had been completed. Maas reported that the courses scheduled in Cache Valley, Utah County, Salt Lake City and Davis-Weber County during January and February were still in need of venues. Maas also reported that the ODP training sessions had been held at Juan Diego Catholic High School and at the Newpark indoor facility in Park City. ODP is scheduled to resume Saturday, January 8th. The ODP Coaches Symposium and Championships have been scheduled for Las Vegas, Nevada on January 20-23, 2005.

Maas also reported that the US Youth Soccer Interregional Events were held on November 20-27 for the girls and November 25-29 for the boys. Seven Utah players participated as Region Team / National Pool attendees: James Jaramillo, Andrew Morris, Kelly Isleib, Katie Larkin, Lyndzee Lee, Megan Ohai, Hailee DeYoung. James Jaramillo was named to the "88 All-Star team. James Jaramillo and Andrew Morris were invited to participate in the "88 Region Team at the Disney Showcase after Christmas.

Maas also reported that he has been appointed as a National Staff Coach for the NSCAA Goalkeeper Academy. He will be a faculty member at the NSCAA National Goalkeeper Certificate course between January 9-11. Maas' appointment will enable him to instruct both US Soccer and NSCAA Level I and II Goalkeeper Certificate courses here in Utah.

REPORTS OF THE COMPETITION DIRECTORS

Girls Competition Director Debbie Haycock was excused due to an automobile accident involving a family member.

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.

DIRECTOR OF DEVELOPMENT'S REPORT

Director of Development Bruce Cuppett reported on preparations for the US Youth Soccer National Workshop and Coaches Convention, which will be held at the Salt Palace Convention Center in Salt Lake City from February 17-19, 2005. Cuppett encouraged members of the Association to contact him to volunteer to help with the convention, and he also encouraged all members of the Association to make plans to attend this event. Given that Utah is fortunate enough to host the event this year, the local soccer community should take advantage of this opportunity to attend the valuable coaching clinics and administrative seminars. Registration information is available on the Association's website, www.utahyouthsoccer.net.

EXECUTIVE DIRECTOR'S REPORT

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 State Office has been assisting with the input of registration information into the online system.

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 year.

DISCUSSION/ACTION ITEMS

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. Highlights of the proposed budget include a 50 cent reduction in the basic registration fee for all players, an increase in services from the state association to players in the State Competition League, and a projected budget surplus great enough to balance the deficit the Association expects to incur during the 2004-05 fiscal year.

Burke reported that his first priority was to present a budget that balances the 2004-05 and 2005-06 budgets. Since the Board of Directors has approved expenditures during the 2004-05 fiscal year that will likely result in some deficit spending, Burke recommended that the Association recapture the deficit during 2005-06 so that the budget will be balanced over the two year period. Burke explained that he had hoped it might be possible to further reduce the basic player fee, but concluded it would be fiscally irresponsible to cut this fee by more than fifty cents. Consequently, he projects that the base registration fee will be $11.00 per player for 2005-06.

Burke explained that the proposed budget anticipated that the State Competition League would become responsible for administering the referee assigning process for the State Competition League. The State Competition League operates under the jurisdiction of the State Competition League, so it makes sense for the referee assigning process to be administered by the State Competition League. Such a process would provide needed accountability.

Burke explained that the Association would employ the online management system's assigning module. By doing so, the Association will be able to achieve cost savings, improve responsiveness, increase accountability of both referees and assignors, and improve the quality of the assigning process. Burke explained that the State Competition League would likely contract with many, if not most, of the local assignors around the state. Local leagues and districts would continue to handle referee procurement for recreation and district programs.

District 6 Chairman Richard Messenger and District 4 Chairman David Mills expressed a preference for the current system. Although it is a patchwork since leagues, clubs, districts, and teams have various levels of responsibility in difference places around the state, the current system is subject to local control. Messenger then offered a motion, which was seconded, to amend the budget by stripping $81,000.00 from the budget for referee assignment. After discussion by the Board, this motion to amend the budget failed.

Messenger next offered a motion, which was seconded, to amend the budget by removing the financing for the online management system so that the cost would be paid out of the Association's reserves. Treasurer Rick Henage expressed opposition to this motion because the online management is an ongoing expense that should be part of the Association's operating budget. Henage also predicted that the Association's auditor might object to the treatment proposed by the motion. In any event, Henage explained that "taking money out of reserves" would simply mean running a deficit for the fiscal year.

District 3 Chairman John Lowery concurred with Messenger that he understood that reserves would be used to pay for the system in the coming fiscal year. Director of Development Bruce Cuppett recommended that Henage consult with the Association's auditor to determine whether the budget could be presented as proposed. Motion was then made, seconded, and passed to table the budget until January 2005 meeting of the Board of Directors.

TOURNAMENT SCHEDULING AND PETITION FOR FINANCIAL RELIEF FROM PIONEER CUP

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

Firebirds Co-President John May asked the Board to renegotiate the terms of the agreement between the Association and two of the clubs in District 1 (namely, Firebirds and Tsunami) for the operation of the Pioneer Cup. May explained that the Association had since sanctioned additional tournaments during the summer, thereby devaluing the Pioneer Cup. May attributed a reduction in the number of Pioneer Cup entrants to the reported proliferation of summer tournaments. May therefore asked the Board to consider reducing the amount of the payment owed under the contract for the Pioneer Cup.

After discussion by the Board about tournament scheduling in general and the Pioneer Cup in particular, motion was made, seconded, and approved to table this matter until the next meeting of the Board of Directors.

DESIGNATION OF THE STATE REGISTRATION PROGRAM

Motion was made and seconded that the Board of Directors designate the online management system from Affinity Development Group as the State Association's official registration program. This action would require members and affiliates of the Association to comply with the Association's registration rules by entering player-registrants into the online management systems. After discussion about the merits of the online management system and the difficulties that have been encountered with the system, the Board voted in favor of this motion. District 6 Chairman Richard Messenger called for division, which confirmed that the motion had passed by a vote of 11 to 10.

MATCH RESCHEDULING POLICY FOR THE STATE COMPETITION LEAGUE

Boys Competition Director David Malchenson introduced the following policy proposal, which was developed in part with feedback from coaches in the boys competition program.

6:03:02 Policy: Rescheduling Games

A. Games may be rescheduled under the following circumstances:

1. Due to a conflict involving either team with a USYSA 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.

After this proposed policy was introduced, President Paul C. Burke requested a motion to table this proposal as a courtesy to Girls Competition Director Debbie Haycock, who was unable to attend the Board meeting but wished to participate in this discussion. Motion was then made, seconded, and approved to table this motion until the next meeting of the Board of Directors.

SIDELINE POLICY FOR STATE COMPETITION LEAGUE

Motion was made, seconded, and approved to adopt the following Sideline Policy for the State Competition League:

POLICY: TEAM BENCH AND SPECTATOR AREAS
(State Competition League Only)

Except where it is determined by the referee to be impractical, team bench areas shall be along the same touchline. Each team bench area shall be located two yards outside the touchline, beginning not closer than five yards from midfield and extending not further than twenty yards from midfield. The home team shall have the right to choose the location of its bench area. Coaches and substitutes must remain within their team's bench area during the game.

Parents and spectators must occupy the sideline opposite the team bench areas. Supporters of a team must assemble on the side of the midfield facing the team bench area of that team. There shall be a buffer zone extending ten yards on each side of midfield that may not be occupied by parents or spectators. Match officials shall be empowered to enforce these provisions and may suspend or terminate games in the event that any team, coach, parent, or spectator declines to abide by requests from match officials to comply with these standards.

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

Motion was made and seconded to discuss the following policy proposal for the State Competition League:

Policy: 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. Three yellow card offenses by the same player during a seasonal year will be treated as a red card by the referee and the player's pass will be retained by the referee and submitted to the State Office. Repeated 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.

B. Coaches and Trainers

1. A yellow card results in a $25 fine plus 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. A red card results in a $100 fine, automatic suspension for the 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 red card received while on probation will result in a $250 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.

This proposal generated vigorous discussion amongst Board members about the competing values affected by this policy. Numerous proposals were made and discussed to, variously, increase the length of the suspensions, reduce or eliminate the monetary fine, or authorize fines only for a second red card offense. Upon expiration of the discussion period, motion was made, seconded, and approved to table this proposal.

DISCUSSION OF POTENTIAL BYLAWS CHANGES FOR PROPOSAL AT 2005 ANNUAL GENERAL MEETING

President Paul C. Burke reminded Board members that the deadline for submitting proposed changes the Association's bylaws for consideration at the 2005 Annual General Meeting would be December 19, 2004. Burke also reported that he had attended a meeting at which coaches and club officials had expressed numerous concerns about the governing structure of the Association. In particular, these members desire changes in the governing structure of the State Competition Boards so that members organizations would have voting strength in proportion to the number of the number of their teams entered into the State Competition League.

PRESIDENTIAL APPOINTMENTS

Motion was made and seconded to ratify the appointments by President Paul C. Burke of Linda Kay Messenger to serve as Chairperson of the Tournament Committee, Robert Janicki, Esq. to serve as Chairman of the Discipline Committee, and Richard Yoder to serve as Chairman of the Rules Committee. District 7 Chairman Delon Brower offered the motion, which was seconded and adopted, to divide these questions.

TOURNAMENT COMMITTEE CHAIRPERSON

Motion was then made, seconded, and approved by unanimous consent to ratify the appointment by President Paul C. Burke of Linda Kay Messenger to serve as chairman of the Tournament Committee.

DISCIPLINE COMMITTEE CHAIRMAN

Motion was made and seconded to ratify the appointment by President Paul C. Burke of Robert Janicki, Esq. to serve as chairman of the Discipline Committee. This motion carried with a single dissenting vote.

RULES COMMITTEE CHAIRMAN

Motion was made, seconded, and approved by unanimous consent to ratify the appointment by President Paul C. Burke of Richard Yoder to serve as chairman of the Rules Committee.

RECESS

President Paul C. Burke announced a five minute recess at 9:18 p.m. Burke attempted to gavel the meeting back to order at 9:25 p.m.

EXECUTIVE SESSION

Motion was made, seconded and approved to enter executive session to discuss personnel issues and contract negotiations. Upon exiting executive session, the Board announced that it had voted to ratify an amendment to the employment contract of Technical Director Greg Maas.

ADJOURNMENT

Motion was made, seconded and approved to adjourn the meeting at 9:37 p.m. The next meeting of the Board of Directors of the Utah Youth Soccer Association is scheduled for Thursday, January 20, 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