SOUTH CAROLINA YOUTH SOCCER ASSOCIATION
BOARD OF DIRECTORS MEETING
September 15, 2002
President Fred Bieber called the meeting to order at 10:25 a.m. The following members were present and constituted a quorum: Fred Bieber, Steve Ballentine, Cathy Ballentine, Joey Mouton, Danny Plummer, Bob Brantley, Doug Gaddis, and Ronnie Lattimore.
Board Members not in attendance but excused: Michael Cook, Mary Bynum, Barry Bynum, Madelyn Carter, and Roban Benich.
Guests in attendance: Nancy Shultz, SCYSA Administrative Assistant; Van Taylor, SCYSA Director of Coaching Development and Player Education.
Minutes from the August 3, 2002 BOD meeting were reviewed.
Motion: Motion to accept the minutes was made by Danny and seconded by Dawn. Motion passed unanimously.
· SCYSA has interest from one highly qualified candidate to fill the Columbia Office Manger’s position. A decision on the individual’s acceptance was postponed pending possible responses result from an ad in the September edition of the SCYSA newsletter. It was also discussed that increasing workload was such that the position required more than the half-time effort now called for in the job description .
Motion: Doug motioned that the Office Manager’s Position be filled as a half-time position with the potential to be upgraded to full-time at the BOD discretion. Joey seconded the motion. The motion passed unanimously.
· Gatorade sponsorship expired 12/31/02. Gatorade will not renew w/SCYSA and has notified all youth soccer Associations that there will be no further sponsorships after 12/31/02.
· SCORE sponsorship agreement expired 9/1/02, however SCORE is offering the same four-year agreement as the past term. Other major apparel manufacturers are not interested in competing with SCORE’s terms. It was also discussed that SCYSA must enforce more strictly the requirements that all ODP tee shirts and SCYSA state cup tees be purchased from SCORE.
Motion: Joey motioned that the SCORE sponsorship proposal be accepted as offered. Danny seconded. Motion passed unanimously.
· Pepsi (Pepsi Bottling Group) finally executed a sponsorship Agreement with SCYSA, which will run retroactively from calendar year 2001 through calendar year 2003. The sponsorship is non-renewable.
Motion: Doug motioned to accept the Pepsi agreement. Motion was seconded by Cathy and carried unanimously.
· Discussion followed about the need to insure that all SCYSA sponsors are not competed with during SCYSA-sponsored activities. Cathy volunteered to prepare a draft of the SCYSA-related sponsorship requirements for those organizations interested in hosting First-Round State Cup or State Cup activities.
VICE PRESIDENT: Steve
· Steve noted that Risk Management documentation collection is progressing well. The Piedmont and Coastal Districts are in full compliance. The Midstate is lacking responses from three organizations, but Danny will contact them immediately and remind them of the necessity to submit required materials.
· It was emphasized that volunteer disclosure and compliance forms are due 10/15/02.
· Steve is preparing a letter to club presidents noting changes in insurance for Association participates. Letter will be forthcoming soon.
· It was noted that District Commissioners should review claims as they are filed to insure that injury occurred during affiliation activity and that claim is being filed with the appropriate Association.
· Discipline and Appeals reports have been updated and distributed. No hearings are scheduled.
· September Newsletter “in the mail” currently. Next edition due out mid-December with articles due between 10 and 15 November. Send article to Richard Wright at firstname.lastname@example.org with copies to Steve and Fred.
· It was noted that for soccer year 2002-2003, SCYSA is no longer using the Red Card Tracking Form to track red cards from invitational tournaments (i.e., disqualifications do not carry over into League or SCYSA Cup play). Steve brought to the BOD attention that from the Atlanta Cup alone, he received three (3) incident reports including four (4) red cards (3 players, 1 coach). SCYSA will monitor future incident reports to see if the non-recordation may be contributing to an increase in unsporting behavior.
· IRS Form 990s were distributed to all present. These forms are required by Federal Tax laws for 501(c)(3) (i.e. non-profit) organization. It was noted that if SCYSA was requested to provide the Form 990 to any party, the Association is required to provide same.
· An audit of SCYSA budget records for the last two years has been concluded. All records and accounting have been declared in order. The audit is not available for public disclosure.
· Joey noted that individual budgets for the coming fiscal year are due from the individual BOD members .
CUPS AND GAMES DIRECTOR: Absent, Excused
· FIFA policy regarding sleeveless jerseys was discussed.
REGISTRAR: Absent Excused
· No report
PIEDMONT DISTRICT: Absent, Excused
MID-STATE DISTRICT: Danny
· No report.
· Danny noted the receipt of two bids for hosting First Round State Cup in the Midstate; CSC and Hartsville .
COASTAL DISTRICT: Cathy
Motion: Cathy motioned that two Hilton Head-Bluffton Girls Rec team (U-12 Flash and U-14 Inferno) be allowed to compete in the Coastal Georgia Soccer Association. Steve seconded. Motion carried with two abstentions.
· Cathy noted that North Myrtle Beach withdrew from the Trident Area Youth Soccer Association. The club has organized as proposed and approved by SCYSA, therefore, it does not exist as a club.
· Cathy expressed concern over distribution of Red Card Tracking Form – i.e. no central control exists for their distribution under current scenarios.
Motion: Cathy motion that each league within SCYSA be required to ensure that all teams registered within the league are provided a RCTF by that league. Doug seconded. Motion carried unanimously.
· There are two nominees for Vice Commissioner of the Coastal District and will be presented at the next District Board Meeting.
· Cathy inquired as to how tee shirts would be handled for First Round State Cup. After discussion it was determined that each district would handle its own art design and that hosting clubs would handle the sales.
BOYS ODP: Dawn
· No report. Dawn did note that all applications and tryout information has been mailed for those interested in participating in the Boys’ State Select Program.
GIRLS ODP: Absent, Excused
· No Report.
STATE YOUTH RECREATION DIRECTOR: Doug
· It was noted that recreational players would have player passes not later then 10/11/02. It was emphasized that U-10 players participating in tournaments must have passes.
· Doug asked if there was interest by the BOD in including U-10s in the Tide American Cup. While SCYSA does not sanction competitive play for U-10s, their inclusion in the Cup was thought to enhance the tournaments participation. It was determined that the matter will be discussed at the November BOD meeting when the Cups and Games Director is available.
DIRECTOR OF COACHING DEVELOPMENT AND PLAYER EDUCATION: Van
· No report.
SCYSA ADMINISTRATIVE ASSISTANT: Nancy
· Nancy reported that to date SCYSA in 2002-2003, there are 9,524 players. This is in line with 19,234 players participating in 2001-2002.
MODIFICATION TO THE CONSTITUTION, RULES, AND BYLAWS:
· A “stepped”, or graduated, fee schedule for Recreational players was discussed. Currently many “Y” and D.O.R. programs wish to be USYSA affiliates, but the Association fees are too expensive. Since these entities typically have their own in-house Leagues, it was suggested that they might be able to affiliate at a lesser fee. The matter was deferred to committee for Doug and the SCYSA State Youth Recreation Committee to develop a recommendation to the BOD.
MOTION: Steve motioned for Executive Session. Danny seconded. The motion passed unanimously and the Board moved into Executive Session.
The BOD moved back into general session.
Motion: Bob motioned for adjournment. Danny seconded. The motion passed unanimously and the meeting was adjourned at 3:18 p.m.