SOUTH CAROLINA YOUTH SOCCER                                                    NOT APPROVED

BOARD OF DIRECTORS MEETING

STATE OFFICE

COLUMBIA, SC

October 17, 2010

 

The meeting was called to order by President, Bob Brantley at 10:05 am.

 

The following were present and constituted a quorum:  Michele Jenkins, Scott Halkett, Don Mikell, Jane Simmons, Doug Gaddis, Elliott Fayssoux, JillSimmons, Allen Bishop, Hans Pauling, Rick Cunningham, Al Reid, and Steve Ballentine.

 

Staff Present: Van Taylor and Nancy Shultz

 

Guests Present: Eddie Farrell – Midstate Vice Commissioner, Sharon Koenig and Justin Collett – Carolina FC

 

Jane made a motion to approve the minutes from the June 6, 2010 SC Youth Soccer BOD meeting.  Scott seconded the motion.

 

THE MOTION PASSED

 

Doug made a motion to approve the minutes from the August 7, 2010 SC Youth Soccer BOD meeting as amended. Don seconded the motion.

 

THE MOTION PASSED

 

PRESIDENT: Bob Brantley

 

·         Attended meetings with Georgia and North Carolina.

·         Scheduled meeting with GA representatives, Lower State Youth Soccer League president, Coastal Commissioner, Sandlapper League representatives, Cups & Games Director for October 26th to discuss setting up leagues in SC with GA players participating.

·         Will attend a Publix marketing meeting next week.

·         Attended meetings with the adult league.

 

VICE PRESIDENT: Michele Jenkins

 

  • Renewed D&O Liability Policy
  • Chaired Midstate Special Election Meeting
  • Introduced Al Reid as the new Midstate Commissioner and Eddie Farrell as the new Midstate Vice Commissioner.
  • Announced Glenda Day’s resignation as the Midstate Secretary
  • Background check procedures ongoing – 2 persons have been denied participation
  • Working with CESA to prepare for the 2012 Southern Regionals
  • Discussed an internet security policy

 

SECRETARY: Scott Halkett

 

·         Will distribute minutes

·         Attended coaching meeting and replaced Michele as Chair of the coaching committee

·         Continues to familiarize himself with SC Youth Soccer programs

TREASURER: Rick Cunningham

 

  • Distributed and discussed financials
  • Audit is still ongoing. Extensions have been filed – new deadline is January 15th.
  • Refund for taxes on sewage changes is pending

 

CUPS & GAMES: Don Mikell

 

  • Leagues are running well – 290 teams in the fall
  • PMSL cup applications on website, deadline is 10/24,10 – currently 52 teams signed up
  • SCSCL cup applications will be posted on the website this week.
  • Handed out sign up sheet for cups and contact sheet for update
  • Region III Fall Meeting
    • Southern Regional Tournament
      • Hosted by Tennessee Soccer Association in Murfreesboro, TN
      • Date are June 16-22, 2011
      • Hotels are located 8 miles from the fields
      • State Reps voted to add day of rest to event between round robins and quarter finals.

o   Region III Presidents Cup

      • Hosted by Alabama Youth Soccer in Decatur, AL
      • Dates are June 9-12, 2011
  • Fall League Fines
    • Distributed list of fines

 

REGISTRAR: Jane Simmons

 

  • Handling registrar’s workshops as needed due to resignations or clubs having a second registrar certified. Still need to schedule one for Cherokee County.
  • Last year’s 2009-2010 final player count was 21,337 (2008-2009 was 21,089).
  • May’s number of players was 20,572.  Rick needs to pay for 765 more players.
  • Attending Region III fall meeting for information pertaining to registration for the 2012 Regionals in our state.
  • Continue to work with Demosphere to perfect the customized registration program.
    • Billing still needs improvement.
    • Conference calls every 2 weeks
    • International questions are now mandatory
    • Background checks have been switched to every 2 years
    • Tournament team rosters can now be only printed one way
    • Printing of rosters are now printing to one page
    • Coach’s licensing has been programmed so a coach cannot go onto a roster if the age of the team and the coach’s license does not correspond to our rules
    • Sent involuntary releases to the Coastal and Midstate Districts for the commissioners to handle.
    • Cleared 225 international players – players that have lived outside the US during their lives
    • Cleared 244 players to leave SC and play in another state (GA or NC), mainly U12-U17 females and U09-U13 males.
    • Cleared 43 players to come from GA; 34 players to come from NC: one from TN and one from LA to play in SC.

 

 

 

 

  • Player Count

 

2010-2011                                                       2009-2010

Piedmont         2,719                                       4,296

Midstate          3,544                                       3,648

Coastal                        3,185                                       3,341

Out of State       244                                          225

Total                9,692                                     11,510

Rec                  2,395                                       6,654

Academy                     1,940                                       -------

Classic             5,113                                       4,854

  • Recreation registration is slow coming in this year
  • Will meet w/ LSYSA League on October 26th to see what we can work out for next year to allow more flexibility in their league through registration alternatives.
  • Working on getting members for my registrar committee.  Would like to expand it to 5 this year to include some of the smaller clubs.

 

PIEDMONT DISTRICT COMMISSIONER: Elliott Fayssoux

 

  • Publix tents have been distributed

 

MIDSTATE DISTRICT COMMISSIONER: Al Reid

 

  • Discussed SC/NC status for players ease of travel

 

COASTAL DISTRICT COMMISSIONER: Jill Simmons

 

  • Coastal District Special Meeting to conduce elections for Coastal Council positions will be October 24 at 3:00 pm at the Jones Center (notices were sent 9/15 and 10/13)
  • Discussed possibility of league play with Georgia teams – will attend the October 26th LSYSA meeting.
  • Discussed travel documentation.  Some is still coming to her and may cause Bonnie’s report to not reflect all travel. 
  • Handling club complaints
  • Have contacted all clubs with past due bills and have asked them to take care of them promptly
  • Handled an involuntary release from Goose Creek

 

STATE ODP ADMINISTRATOR: Allen Bishop

 

  • Over 100 registered players – 45 days out
  • Large interest in the younger age groups
  • All registration is being done online through Demosphere
  • ODP Manual Section I and II are complete and ready for review; Section III not written yet
  • ODP Handbook is being revised
  • Added an ODP Registrar, Leeann Dickey
  • ODP tryout and registration cost down from $85 to $70
  • Sub Regional costs down from $220 to $65 (not using busses or providing meals)
  • Girls winter Sub-Regionals will be back in SC in 2012
  • First tryout dates and fields are set – tryouts will be Sunday December 5 in all three districts
  • Working on International “Friendlies” in last spring for the 2 oldest age groups
  • Club level meeting with parents will be Tuesday at 7 pm in the Rock Hill area (Palmetto United and Discoveries)
  • Head coaches selected but notification has not yet been made
  • Age group assistant coaches have not yet selected
  • Scouts and tryout coaches not yet selected
  • Discussed uniforms
  • Fall Sub-Regional still in concept stage for 2011
  • Fees for development teams set at $50
  • Region III camp coverage/dates not yet set
  • Discussed leagues leaving open dates in the spring to allow for ODP training
  • Formulating exit strategy

 

RULES & COMPLIANCE: Hans Pauling

 

  • Paper files dating back past 2003 should be shredded.  New complaints will be numbered according to seasonal year and order of submission.  The administrative assistant will scan all new files to provide both an electronic and paper file for record keeping.  Any file more than three years old will be scanned and stored electronically.  These electronic files will allow for archival retrieval in the future for any party that needs access.
  • Complaints filed in Aug/Sept concerning both outbound and current BOD members have been resolved by the Rules & Compliance Committee.
  • Discussed procedures to handle complaints.  Classify complaints as low impact, medium impact, and high impact.  Committee to make complaint process as orderly as possible so that both parties can get a resolution in a timely fashion.  Committee will focus on educating our members rather than punishment for infractions that have little impact on SCYS or its members.
    • Low Impact – specific to a club regarding internal club policy or procedures which may be conflict with SCYS bus does not involve match competition.
      • If non-moving party accepts the facts as stated in the complaint then the Committee will have the option of dispensing different resolutions: letter of caution/opinion (filed for 3 years), letter of public reprimand(filed for 3 years), and then any other viable solutions
      • If the non-moving party insists on a hearing and the facts bear out the violation then no letter of caution/opinion can be issued

 

o   Medium Impact – any complaint between one Club and  another that does not involve match competition (i.e. recruitment)

o   High Impact -  focus on match related or allegations of offensive behavior

o   Any complaint that fails to provide the required information such as identity of parties, supporting documentation and rule violation referral will be dismissed.  The dismissal will be done in writing stating the reasons that the complaint could not go forward.  The moving party will have 15 days from the date of mailing of dismissal to correct the complaint.

 

  • The Committee also seeks to improve the readability of the Bylaws and SCYS Rules in an attempt to evaluate where a subtle word change or paraphrase may assist our members in a clear understanding of SCYS policy and bylaws. 

 

 

 

Hans made a motion to appoint Charles Ballish-Reguero from Summerville Soccer Club to the Rules & Compliance Committee.  Michele seconded the motion.

 

THE MOTION PASSED

 

STATE YOUTH RECREATION DIRECTOR: Doug Gaddis

 

  • Carolina FC in conjunction with Wofford College held a premier event for US Youth Soccer Month
  • TOPS Coaching Course requested from US Youth Soccer
  • Need to replace the Soccer Across American Chair and the TOPSoccer Chair put on website.
  • Discussed Player Development Program
  • Still looking for Recreation Committee person per district

 

MEMBER AT LARGE: Steve Ballentine

 

  • No report

 

STAFF REPORTS:

 

DIRECTOR OF COACHING & PLAYER DEVELOPMENT: Van Taylor

 

  • More international license coming in – need to confirm with US Soccer of equivalence
  • Coaching Meeting
    • Rob Strickland talked about the US Soccer Academy

·         New coaching course upcoming

·         Discussed ECHL & US Soccer Academy

    • How do we protect our membership
    • How do we work together
  • Region III meeting
    • No re-entry for Region III games – do we want to implement in our league & state cup
    • Premier League minimum coaching requirements are going to be implemented

 

ADMINISTRATIVE ASSISTANT: Nancy Shultz

 

  • Distributed and discussed SCYS Inventory – update to include serial numbers
  • Discussed outstanding fees
  • Discussed US Youth Soccer Workshop in Louisville, KY attendance and rooms required

 

MODIFICATION TO THE CONSTITUTION & BYLAWS:

 

  • None

 

UNFINISHED BUSINESS:

 

  • Rick would like any updates to the budgets by the next board meeting.
  • Need to send coach of the year and volunteer of the year to Region III by end of the month – Nancy will handle.
  • Discussed fine for club not attending the AGM prior to the Presidents Workshop.

 

Michele made a motion to fine the club.  No second was offered.

 

Rick made a motion to have the club forfeit the field fee check we were holding in lieu of the $250 fine due to the president’s hospitalization.

 

THE MOTION PASSED

 

ELECTIONS:

 

  • None

 

NEW BUSINESS:

 

Michele made a motion to accept the following persons for the Coaching Committee: Kian Brownlee, Andrew Hyslop, Kevin Roberts, Bill Martin, Tripp Miller, Van Taylor – Chairman, and Scott Halkett – BOD Liaison.  Jane seconded the motion.

 

THE MOTION PASSED

 

Michele made a motion to accept the following persons for the Referee Committee:  Justin Collett, Richard Hazelwood, Kamran Azad, Paul Bennik, Helmit Tissler – Chairman, Don Mikell – BOD Liaison.  Jane seconded the motion.

 

THE MOTION PASSED

 

Michele made a motion to accept the following person for the ODP Advisory Committee: Ralph Lundy, Kian Brownlee, Ginio Volpe, Andrew Hyslop, Niel Welborn, Justin Collett, Tripp Miller – Chairman, Van Taylor – Liaison to the Board.  Jane seconded the motion.

 

THE MOTION PASSED

 

  • Distributed and discussed job descriptions for a Director of Coaching and Executive Director. These will be discussed in Spartanburg during cup and brought back to the board for the January meeting.

 

Don made a motion to approve the Publix President Medal State Cup logo.  Doug seconded the motion.

 

THE MOTION PASSED

 

Don made a motion to approve the Bob Brantley Publix Challenge Cup logo.  Allen seconded the motion.

 

THE MOTION PASSED

 

  • Discussed responsibility of goals being anchored
  • Discussed billing
  • Discussed how referee background checks are handled.

 

 

 

Michele made a motion to purchase a Demosphere OLR program and charge a $10 per referee fee to register referees for background checks. Allen seconded the motion.

 

THE MOTION PASSED

 

Michele made a motion to increase Bonnie’s hours of work to be Monday-Thursday from 9am-4pm and Friday from 9am-1pm. Rick seconded the motion.

 

THE MOTION PASSED

 

·         Michele will be unavailable form October 30-November 7.

·         Hans will be unavailable from October 30-November 5.

·         Discussed posting check register on line

·         Roll Call vote discussed

 

Rick made a motion to do roll call votes at all BOD meetings.  Michele seconded the motion.

 

THE MOTION PASSED

 

Rick made a motion to go into executive session.  Michele seconded the motion.

 

THE MOTION PASSED

 

Rick made a motion to go back into general session.  Michele seconded the motion.

 

THE MOTION PASSED

 

Rick made a motion to adjourn.  Allen seconded the motion.

 

The meeting adjourned at 4:30 pm.

 

Respectfully submitted,

 

 

Scott Halkett

Secretary