BOARD OF DIRECTORS MEETING
SC YOUTH SOCCER OFFICE
June 7, 2009
The meeting was called to order by President, Steve Ballentine at 11:15 am.
The following were present and constituted a quorum: Steve Cothran, Jane Simmons, Barry Bynum, Mary Bynum, Michele Jenkins, Bob Brantley, Sharon Bieber, Doug Gaddis, Fred Bieber, and Rick Cunningham.
Board members not in attendance: Doug Bennink and Jill Simmons
Staff present: Van Taylor and Nancy Shultz
Jane made a motion to
accept the minutes from the March 22, 2009 SC Youth Soccer BOD meeting as
amended. Fred seconded the motion.
THE MOTION PASSED
Steve requested that the February 6, 2009 approved minutes be noted as an e-mail and not a phone vote as stated.
PRESIDENT: Steve Ballentine
§ Don Wilbur has been appointed as State Youth Referee Administrator (SYRA)
§ TOPSoccer grant application with US Youth Soccer was withdrawn for contractual reasons.
§ Score has provided jerseys at a reduced rate for our TOPSoccer participants in Aiken, pending completion of their registration.
§
CESA is prepared to host the 2009 President’s
Cup in
o Promotional items for VIP’s have been purchased
o
o
§ SC Youth Soccer Board of Directors Appeals Committee has three appeals pending
§
Southern Regional Tournament will be held in
Frisco and
§
US Youth Soccer AGM will be held in
§ Publix contract will be renewed – terms of the new contract to be determined.
§ Cainhoy Athletic Soccer Club received a Soccer Across America grant from US Youth Soccer.
VICE PRESIDENT: Barry Bynum
§ No hearings at this time
§ Discussed insurance renewal from Pullen Insurance Services w/ the same plan, and no rate increase.
Fred made a motion to
approve the insurance proposal from Pullen Insurance Services with the same
rates and benefits for the next seasonal year.
Steve Cothran seconded the motion.
THE MOTION PASSED
Barry made a motion
to amend the SC Youth Soccer Code of Ethics/Conduct as follows: add the
statement to Section I.A. Responsibilities to Players (coaches) and Section II.
South Carolina Youth Soccer Code of Conduct for Parents/Visitors (parents) “Unethical
recruiting is defined as any intentional act whereby coaches/parents contact a
player, outside of their club, who is registered or rostered by the South
Carolina Youth Soccer State Registrar/designee on another South Carolina Youth
Soccer team to entice that player to join their team before his/her State Cup
competition is completed. (State Cup
competition includes State Cup, Region Cup and National Cup.); and change
Section V. to read Any Organizational
Members, coaches, players, parents or administrators found guilty of violating
the intent, the spirit, or rules of the South Carolina Youth Soccer Code of
Ethics and Conduct, may be subject to probation, suspension and fines. Any Organizational Member or individual found
guilty of unethical recruiting may be subject to a minimum one year suspension
from all
THE MOTION PASSED
SECRETARY: Doug Bennink
§ Absent
§ Deadline for newsletter is July 10.
TREASURER: Rick Cunningham
§ Distributed and discussed financial report
§ Distributed budget draft
Barry made a motion
to approve the budget for 2010. Jane
seconded the motion
THE MOTION PASSED
§ SLED has instituted a no invoice policy, payment to be made by credit card. Also requesting a copy of our 501C3 status.
Fred made a motion to
authorize Rick Cunningham to obtain a debit/credit card with a $300 per day
limit. The card will be issued in SC
Youth Soccer’s name. Jane seconded the
motion.
THE MOTION PASSED
THE MOTION PASSED
CUPS & GAMES: Steve Cothran
§ Discussed wild card team selection for the President’s Cup.
§ U13/U14 Publix Challenge Cup went well with just a few injuries.
Steve Cothran made a
motion to vote on either
Steve Cothran made a
motion for SC Youth Soccer to pay the entry fee for all SC
THE MOTION PASSED
Steve Cothran made a
motion for SC Youth Soccer to pay the entry fee for all teams representing SC
Youth Soccer to the 2009 Region III President’s Cup in Greenville, SC. Doug seconded the motion.
THE MOTION PASSED
Steve Cothran made a
motion to provide a $150 stipend to each referee attending the 2009 Southern
Regional Tournament. Jane seconded the
motion.
THE MOTION PASSED
Steve Cothran made a
motion to pay the travel expenses for the referees and no more than 1 bag each
way to the 2009 Southern Regional Tournament.
Michele seconded the motion.
THE MOTION PASSED
Steve Cothran made a
motion to provide a total of three vehicles for the referees attending the 2009
Southern Regional Tournament.
THE MOTION PASSED
Steve Cothran made a
motion to accept the amendments to the Guidelines for Hosting a Tournament or
Friendly Matches to read: “d. A tournament is defined as “five teams or more”
where fees are charged or money is collected by the hosting organization and e.
Friendly Matches are games with no fees charged, monies collected or awards
given. For up to five teams the fee is $20.00; more than 5 through 50 teams the
fee is $75.00”. Jane seconded the motion.
THE MOTION PASSED
Steve Cothran made a
motion to extend the roster deadline date of May 11, 2009 to June 12, 2009 for
the U19 teams to attend the 2009 Southern Regional Tournament. Doug seconded the motion.
THE MOTION PASSED
REGISTRAR: Jane Simmons
· Continuing to work with Demosphere
· Completed four registrar’s workshops with the last class scheduled for June 13.
· Discussed 2008/2009 affiliated clubs that have no players registered.
· Player Count
June 2008/2009 June 2007/2008
Piedmont District 5,927 6,068
Midstate District 9,429 6,523
Coastal District 5,332 5,684
Out of State 401 238
Total Players 21,089 18,513
Classic Players 4,832 4,385
Recreation Players 16,257 14,128
Coaches (not purged) 1,948 1,624 (purged)
Jane made a motion to
change Rule C.22 to include the sentence “This player pass is valid only for SC
Youth Soccer and US Youth Soccer affiliated activities.”
THE MOTION PASSED
Jane made a motion to
change Rule C.11 (i) to read as follows, “Players who guest play shall not be
allowed to transfer to the team with whom he/she has been a guest player for
the remainder of the seasonal year unless written permission is granted by the
seasonal team coach, who signed the Guest Player Roster.” Barry seconded the
motion.
THE MOTION PASSED
Jane made a motion to
allow Academy teams to use their league roster for friendly matches inside
THE MOTION PASSED
PIEDMONT DISTRICT COMMISSIONER: Michele Jenkins
· Elliot Fayssoux was elected as Piedmont District Vice Commissioner
· Discussed clubs being placed in bad standing.
· Discussed Lakeland Toros adding approximately 700 players to their club for 2009/2010.
MIDSTATE DISTRICT COMMISSIONER: Sharon Bieber
·
Discussed the number of clubs in the
· A group from the Orangeburg area will work with Hampton-Varnville to register teams for the 2009/2010 season.
· Clay Turner was elected as Midstate District Vice Commissioner
· Resolved issue of non payment of field fees from the fall
· A $500 fine and probation was imposed on Upper Palmetto FC for holding Classic Tryouts before the date allowed.
· Discussed issues regarding our volunteer disclosure form in relation to pending charges
· Discussed notifying the District Commissioner when the Rules Committee is working on problems within their district.
COASTAL DISTRICT COMMISSIONER: Jill Simmons
· Absent
STATE ODP ADMINISTRATOR: Mary Bynum
· Thanked Fred for getting referees for the region camps
· ODP Tryout changed to December 6 at Lexington County Soccer Club for girls and December 6 at Columbia United’s BB&T complex for boys
·
Cancelled the ‘97 girls event in
· Will be on a conference call Thursday to discuss ‘98 boys going to region camp next year.
· Released one ODP coach for violations of the Code of Conduct.
RULES & COMPLIANCE: Bob Brantley
· Discussed receiving seventeen complaints regarding recruiting since March 2009.
· Discussed Rules Committee handling name changes and new club bylaws for 2009/2010
STATE YOUTH RECREATION DIRECTOR: Doug Gaddis
· District Commissioners/designees will be part of the three-member recreation committee including Michele as TOPSoccer and Doug Bennink as Soccer Across America liaisons.
· Discussed status of on going planning for Youth Soccer Month
· Working on a coach’s pack for recreational coaches that could be purchased for a nominal fee. Packs might include Score Practice Planner, USYSA Modified Rules Brochure, USYS Coach Manuals; SCYS branded item and parent education brochures.
MEMBER AT LARGE: Fred Bieber
· Discussed referees for ODP events
STAFF REPORTS:
DIRECTOR OF COACHING & PLAYER DEVELOPMENT: Van Taylor
· Distributed and discussed list of upcoming coaching courses
· Discussed sending someone to the “C” License Apprentice Program – board requested follow up information for the next BOD meeting
· Discussed National Youth License Course
Fred made a motion
for SC Youth Soccer to host the National Youth License Course during the 2010
season. Doug seconded the motion.
THE MOTION PASSED
ADMINISTRATIVE ASSISTANT: Nancy Shultz
· Requested all updates to the Administrative Manual be submitted by July 6th
· Distributed Board of Directors contact list to be updated
SC YOUTH SOCCER
COMMITTEE REPORTS:
· President’s Workshop will be August 1, 2009
o Same schedule as last year
o Guest Speaker – Ralph Lundy
o President’s Open Forum is scheduled following the awards luncheon
MODIFICATION TO THE
CONSTITUTION & BYLAWS:
Bob made a motion to
accept the Bylaw 301 Section 1.a (Version 1) to read, “Each Club is entitled to
vote at State Council Annual General Meetings and District Council Annual
General Meetings. A Club shall have the
following number of votes: (1) 100-500 players – 1 vote (2) 501-1000 players –
2 votes (3) 1001-2500 players – 3 votes (4) 2501-4000 players – 4 votes (5)
4001 or more players – 5 votes”; and Section 4 to read, “Existing Clubs with
less than 100 players having been affiliated with SCYSA for at least five years
and no SCYSA sanction actions on the club shall be grand-fathered in for August
2009 and shall have one vote at State Council Annual General Meetings and
District Council Annual General Meetings.” Steve Cothran seconded the motion.
THE MOTION FAILED
Bob made a motion to
accept Bylaw 301 Section 1.a (Version 2) to read, “Each Club with 1000 or more
players is entitled to vote at State Council Annual General Meetings and
District Council Annual General Meetings”; and Section 4 to read, “ New Clubs
with 99 or fewer registered players in any year may be granted provisional
status for that year by a majority vote of the Board of Directors, but will not
be allowed to vote at State Council Annual General Meetings or District Council
Annual General Meetings.” Steve Cothran seconded the motion.
THE MOTION PASSED
Bob made a motion to accept Bylaw 403 Section 4, (4) to read, “assist the Board
of Directors in reviewing a proposed annual budget for SC Youth Soccer, if
requested by the Board of Directors;” Michele seconded the motion.
THE MOTION PASSED
Bob made a motion to
accept Bylaw 411 Section 2, (3) (B) to read, “a proposed budget for the next
fiscal year, if requested by the Board of Directors”.
THE MOTION PASSED
Bob made a motion to
accept Bylaw 601 to read, “The Budget Committee shall prepare a proposed budget
for SC Youth Soccer for the next fiscal year, if requested by the Board of
Directors. The Committee shall submit
its proposed budget to the Board of Directors for approval.” Jane seconded the
motion.
THE MOTION PASSED
Bob made a motion to
accept Bylaw 701 to read, “Hearing Procedures, Section 1. In all hearings conducted under these bylaws,
the parties shall be accorded:
1.
notice of
the specific charges or alleged violations in writing and possible consequences
if the charges are found to be true;
2.
reasonable
time between receipt of the notice of charges and the hearing within which to
prepare a defense;
3.
the right to
have the hearing conducted at a time and place so as to make it practical for
the person charged to attend;
4.
a hearing
before a disinterested and impartial body of fact-finders;
5.
the right to
be assisted in the presentation of one’s case at the hearing;
6.
the right to
call witnesses and present oral and written evidence and argument;
7.
the right to
confront witnesses, including the right to be provided the identity of
witnesses in advance of the hearing;
8.
the right to
have a record made of the hearing if desired;
9.
a written
decision, with reasons for the decision, based solely on the evidence of
record, issued in a timely fashion;
10. notice of any substantive and material
action of the hearing panel in the course of the proceedings; and
11. quality concerning communications and no ex
parte communication is permitted between a party and any person involved in
making its decision or procedural determination except to provide explanations
involving procedures to be followed.” Barry seconded the motion.
THE MOTION PASSED
UNFINISHED BUSINESS:
· None
ELECTIONS:
Bob made a motion to
accept the Parent of the Year nominations.
Steve Cothran seconded the motion.
SC YOUTH SOCCER
PARENT OF THE YEAR - JON HARCUM
Michele made a motion
to accept the 2009 Boys Coach of the Year nominations. Jane seconded the motion.
SC YOUTH SOCCER BOY’S
COACH OF THE YEAR – DOMINIC WREN
Michele made a motion
to accept the 2009 Girls Coach of the Year nominations. Jane seconded the motion.
SC YOUTH SOCCER
GIRL’S COACH OF THE YEAR – KENNETH WASHBURN
NEW BUSINESS:
Barry made a motion
to approve the SC Youth Soccer Discipline and Appeals Policies & Procedures
as amended and to be effective July 1, 2009.
Jane seconded the motion.
THE MOTION PASSED
· Discussed Choice Point accepting the on-line form as submitted with signature
· Discussed Travel Policy amendments/changes to be sent to the Budget Committee
Fred made a motion to
fund the Piedmont District Commissioner to the 2009 Southern Regional
Tournament. Doug seconded the motion.
THE MOTION PASSED
Barry made a motion
to allocate $1000.00 for tables in the State Office meeting room.
THE MOTION PASSED
Doug made a motion to
adjourn. Michele seconded the motion.
THE MOTION PASSED
The meeting adjourned at 5:20 pm.
Respectfully Submitted,
Nancy Shultz
SC Youth Soccer Administrative Assistant