SOUTH CAROLINA YOUTH SOCCER ASSOCIATION

BOARD OF DIRECTORS MEETING  

JUNE 8, 2003

The meeting was called to order by President Fred Bieber at 10:40 a.m.

The following members were present and constituted a quorum: 

Fred Bieber, Steve Ballentine, Cathy Ballentine, Michael Cook, Mary Bynum, Bob Brantley, Doug

Gaddis, Barry Bynum, Joey Mouton, Roban Benich, Madelyn Carter, and Danny Plummer

Board members not in attendance were Dawn Anderson – absent excused, and Lisa Miller – absent excused

Guest present: Nancy Shultz, SCYSA Administrative Assistant

Steve made a motion to accept the March 16, 2003 minutes as amended.  Joey seconded the motion.

The motion carried unanimously.

COMMUNICATIONS: Fred

• SE Korean Olympics were held June 7, 2003 in Columbia – amateur division – Atlanta won the competition.
• German exchange program with Montabaur took place April 8-18, 2003.  It was a well attended event.  NECSA hosted the event.  The 1990 Girls ODP team played the Montabaur team then held a barbeque afterwards. 
• Bonnie Epperson is the new office assistant.

VICE PRESIDENT: Steve

• Risk Management policy has changed to include referees needing to complete the volunteer disclosure form.
• Discipline & Appeals held 2 hearings; reports sent to BOD.
• Discussed newsletter – contact American/Classic winners for pictures of their teams.

CUPS & GAMES DIRECTOR: Barry

• All State Cup Competitions are completed.
  • Two U19 Boys teams (Aiken United & Mt. Pleasant Crossfire) competed June 7, with Mt. Pleasant winning
  • One U19 Girls team St. Giles United Storm
• SCSCL meetings in each district (June 10-12, 2003)
• Coastal Georgia Soccer Association (Dek Smith) has sought permission to allow his U11 & 12 Boys and Girls teams to play in the PMSL League in South Carolina.

Barry made a motion to allow Coastal Georgia Soccer Association U11and U12 Boys and Girls teams that would like to participate in a South Carolina League, not the South Carolina State Challenge League, in the fall of 2003/2004 contingent upon approval of the South Carolina League(s) and Georgia Youth Soccer. No other interstate play is sanctioned by this action. Roban seconded the motion.

The motion carried unanimously.

• Nancy is to send a letter to Dek copying Georgia Youth Soccer and the SCYSA Board of Directors.
• Discussed written complaint about a team at the Chevrolet Classic Cup.  Barry is to write a letter to the coach of the team the complaint was filed against asking for his help to correct this problem.  Also an article regarding sportsmanship will be in the SCYSA newsletter.
• All is set for the Region III Championships
• The following referees will be attending:  Jeremy Brooks, John Rosier, Kevin Tempel, Missy Tempel, Bradley Bieber, Michael Lake, Ramon Gill, Richards Roddy - assessor, Melanie Johnson, Bob Poyer – head of delegation/assessor, J. Thomas, Steven Infinger, Chris Sculthorpe, Roger Williams, Rusty Cherry, and Don Wilbur.

Bob made a motion to cover the expense of eight (8) hotel rooms, plus a $200 stipend and shirt for the sixteen (16) referees that are attending Regionals.  Danny seconded the motion.

The motion carried unanimously.

• One U16 Boys Premier League team from GFC may be going to Region III if the Georgia team wins their State Championship. They will be handled like any other SCYSA Championship team if the Premier League does not handle.
• Need to have all BOD members work the Classic/American Cup weekend.
• Myrtle Beach tournament requested to allow US Club Soccer Teams to attend.  These teams must show proof of insurance (personal & liability) when applying.
• Summer League – poorly organized, little communication from Reg. III, no support.  One team applied – U17 St. Giles Boys.
• Discussed Small Sided Games. 

Mary made a motion that we accept an amendment to the small-sided games to add “no more than” to columns labeled Roster Size and Game Format, and to change Roster Size from 16 to 14 for U12 in September 2005 and from 10 to 8 for U8 in September 2004. Danny seconded the motion.

The motion carried unanimously.

SECRETARY: Absent excused

TREASURER: Joey

• Working on filing the State & Federal taxes (990)
• Audit upcoming.
• Discussed P&L statement

REGISTRAR: Roban

• Discussed the notification process when a player transfers.  New roster and copy of transfer/release form sent to the club registrar.  New roster should then be given to the coach.

PIEDMONT DISTRICT COMMISSIONER: Madelyn

• Held District AGM – V. Commissioner will be Michele Jenkins; Treasurer will be Dick King. Registrar & Cups and Games Manager not elected – no District Council quorum.

MIDSTATE DISTRICT COMMISSIONER: Danny

• Held District AGM – Vice Commissioner will be Chris Bragan; Treasurer will be Sharon Bieber. Registrar is Jane Simmons, no Cups and Games Manager at this time.
• Had a request for the Referee Certification Request Form to be on the website – it already is.

COASTAL DISTRICT COMMISSIONER: Cathy

• Handout of the District AGM Agenda – Vice Commissioner will be Joe Calandra; Treasurer will be Michelle Lattimore; Secretary will be Donna Purvis (replaces Lisa Miller’s unexpired term). Cups and Games Manager is Tom Thomas, no Registrar at this time.
• Charleston Futbol Club submitted for provisional status.  A discussion on all clubs with fewer than 100 members must seek provisional status. 
• District Commissioners must contact clubs with fewer than 100 players and get required paperwork for provisional status by July 15. E-mail vote to follow.

Cathy made a motion that the Charleston Futbol Club be granted provisional status for the 2003/2004 seasonal year.  Danny seconded the motion.

The motion carried unanimously.

• City Soccer (indoor/arena facility) requesting to become a member of SCYSA.  Steve is checking on the feasibility (i.e., profit vs. non profit, liability insurance, registration).

STATE ADMINISTRATOR FOR BOYS: Absent excused

STATE ADMINISTRATOR FOR GIRLS: Mary

• Rusty Cherry is handling the referees for camp.
• Received donations totaling $5500; 30 Columbia Zoo tickets; use of a beach house for 3 nights for the German Sister State of Rhineland Phalz’s visit in October.  Still looking for donations of food certificates, money, etc.
• Will contact Donna Thorne at Blue Cross/Blue Shield for donation.
• Discussed scholarships for players.

MEMBER AT LARGE: Bob

• Various handouts
• Discussed players wearing jewelry.

RULES & COMPLIANCE: Michael

• None

STATE YOUTH RECREATION DIRECTOR: Doug

• Non-sponsor products were donated to local club.

MODIFICATIONS TO THE CONSTITUTION & BYLAWS:

• Received a request to modify Bylaw 411, Section 1 to set term limits for the SCYSA Board of Directors.

Madelyn made a motion to accept the amendment to modify Bylaw 411, Section 1 to add the following: (c) Each Board member shall serve in one Board of Directors position for a period of up to three consecutive two-year terms.  (Beginning the 2003/04 seasonal year, all Board of Directors positions that are affected by this bylaw amendment may serve one more two-year term.) Bob seconded the motion.

The motion failed.

• Received a request to modify Bylaw 411, Sections 3-6 regarding election of board positions to allow all positions to be elected by the members of SCYSA.

Madelyn made a motion to accept the amendment to modify Bylaw 411, Section 3-6 to replace “elected by the Board of Directors” with “elected by the State Council”.  Bob seconded the motion.

The motion failed.

• Received a request to modify Bylaw 404 Removal to include mandatory attendance of 50% of the meetings.

Madelyn made a motion to accept the amendment to modify Bylaw 404. Removal to include: “Section 3.  Any officer referred to in Bylaw 401 or Bylaw 403 must relinquish the position they hold if they fail to attend at least 50% of the SCYSA calendar scheduled Board of Directors meetings that are published in the SCYSA Administrative Manual and posted on the SCYSA web site.  No differentiation is made between “excused” and “non-excused” absences.  Vacated positions shall be filled following the same procedures outlined in Bylaw 405.” Bob seconded the motion.

The motion failed.

• The mechanics already exist to allow the removal of a board member by a 2/3 vote of the Board of Directors.
• Received a request to modify Bylaw 311. Composition and General Authority to add the election of all officers by the State Council.

Madelyn made a motion to accept the amendment to modify Bylaw 311. Composition and General Authority to add the following to Section 2: (5) Registrar, (6) Recreation Director, (7) Cups and Games Director, (8) State Select Boys Administrator, (9) State Select Girls Administrator, (10) Member-at-Large, and (11) Rules and Compliance Officer. Bob seconded the motion.

The motion failed.

• Received a request to modify Bylaw 401. Officers to include all Board positions State and District be elected by the membership.

Madelyn made a motion to accept the amendment to modify Bylaw 401. Officers to add “Registrar, Recreation Director, Cups and Games Director, State Select Boys Administrator, State Select Girls Administrator, Member-at Large, and Rules and Compliance Officer” to Section 1, and to include “Section 2. The officers of a District elected by the District Council are the District Commissioner, the District Vice Commissioner, the District Secretary, the District Treasurer, the District Registrar, and the District Cups and Games Director”. Bob seconded the motion.

The motion failed.

• Received a request to modify Bylaw 324. District Officers Cabinet to eliminate some district council positions.

Madelyn made a motion to accept the amendment to modify Bylaw 324. District Officers Cabinet to read: “Section 1. Each District shall have a District Officers Cabinet composed of the District Commissioner, the District Vice Commissioner, the District Secretary and the District Cups and Games Manager”.  Roban seconded the motion.

The motion passed.

• Received a request to modify Bylaw 402. Elections to reference terms and election years for District Council Officers.

Bob made a motion to accept the amendment to modify Bylaw 402. Elections to read as follows: “Section 2. Each District Commissioner and District Secretary is elected for a term of 2 years at the District Council Annual General Meeting in even numbered years.  Each District Vice-Commissioner is elected for a term of 2 years at the District Council Annual General Meeting in odd numbered years.  Doug seconded the motion.

The motion passed.

• Received a request to delete Bylaw 403, Section 8 dealing with the District Treasurer.

Madelyn made a motion to accept the deletion of Bylaw 403, Section from the Bylaws.  Barry seconded the motion.

The motion passed.

• Received a request to modify Bylaw 109 (3) to change the definition of “Club”.

Barry made a motion to accept the amendment to modify Bylaw 109 to read as follows: “3) A “Club is an organization that is a member of SCYSA and that has an identifiable membership of at least one hundred (100) youth soccer players within a territory determined by the SCYSA Board of Directors. This organization is in place to carry out SCYSA’s programs for youth players. Groups seeking membership in SCYSA and fulfilling all other requirements for same but having fewer than one hundred (100) youth players may be granted annual provisional status for a seasonal year by a majority vote of the Board of Directors but will not be eligible to vote at any annual general meeting until such time as its player membership equals at least one hundred (100) players.”  Doug seconded the motion.

The motion passed.

• Received a request to modify Bylaw 109 (10) to change the definition of “League”.  The person issuing this request withdrew their request.
• Received a request to modify Bylaw 324. District Officers Cabinet, Section 1.  The person issuing this request withdrew their request as Bylaw 324 was already modified.
• Received a request to modify Bylaw 501. Standing Committees, Section 1 to include a Registration Committee.

Barry made a motion to accept the amendment to modify Bylaw 501. Standing Committees, Section 1 to include “(9) Registration Committee – minimum 3 members, including at least one (1) member from each of the three (3) districts – State Registrar Chairperson”. Bob seconded the motion.

The motion passed.

• Request to add the following definitions to the SCYSA Rules. 
  • In-House Program (U6-U19) is intraclub play which exists within a club and should consist of four or more teams from that club to allow competition which may consist of one game against at least three (3) different teams participating in the in-house program, thereby allowing teams from that program to qualify for the Tide American Cup.
  • Interhouse Program (U6-U10) may exist within a club but may allow other SCYSA clubs to participate with that club’s in-house program.  Additional paperwork is not required but all registration rules apply to teams, players and coaches.

Joey made a motion to accept the new definitions for In-House Program and Interhouse Program in Section C of the SCYSA Rules. Michael seconded the motion.

The motion passed.

§         Piedmont District Commissioner left at 6:05 pm.

UNFINISHED BUSINESS:

§         Mary submitted a copy of the Code of Ethics for approval.  Steve asked that the following be added: “Any such allegations of illegal or unethical recruiting must be submitted to the District Commissioner in writing with all supporting evidence to prove such activity.”

Bob made a motion to accept the Code of Ethics as amended.  Joey seconded the motion.

The motion carried unanimously.

Bob made a motion to accept the elections as reported in the three (3) districts.  Roban seconded the motion.

The motion carried unanimously.

NEW BUSINESS:

• Discussed Presidents’ Workshop, including mandatory SCSCL meeting, coaches’ workshop and symposium.
• Discussed US Club Soccer
• Parent of the Year nominations were distributed and voted on.  Ronnie Lattimore was named Chevy Parent of the Year.
• Coach of the Year for Girls nominations were distributed.

Michael made a motion to move to executive session.  Steve seconded the motion.

The motion carried unanimously.

Steve made a motion to move out of executive session.  Michael seconded the motion.

The motion carried unanimously.

• A vote for Coach of the Year for Girls was held. Heather Frederick was named Coach of the Year for Girls.
• Coach of the Year for Boys nominations were distributed and voted on.  Alair Almeida was named Coach of the Year for Boys.

Joey made a motion to adjourn.  Danny seconded the motion.

The motion carried unanimously and the meeting adjourned at 7:00 pm.

Respectfully submitted,

Nancy Shultz

SCYSA Administrative Assistant