SOUTH CAROLINA YOUTH SOCCER ASSOCIATION

BOARD OF DIRECTORS MEETING

SOUTH CAROLINA YOUTH SOCCER ASSOCIATION
BOARD OF DIRECTORS MEETING
STATE OFFICE CONFERENCE ROOM, COLUMBIA, SC

September 12, 2004

The meeting was called to order by President Steve Ballentine at 10:05am.

The following members were present and constituted a quorum: 

Steve Ballentine, Jim Marczesky, Lisa Miller, Tom Pietras, Jane Simmons, Doug Gaddis, Michele Jenkins, Sharon Bieber, Cathy Ballentine, Barry Bynum, Dawn Anderson, Mary Bynum, Fred Bieber, and Bob Brantley

Guests present: Nancy Shultz, SCYSA Administrative Assistant

Van Taylor was conducting a US Youth Soccer Clinic in the Greenville area as part of September Soccer Month.

The minutes were reviewed.

Tom requested that the number of votes cast (for and against) be indicated in the minutes.

Bob made a motion to accept the August 7, 2004 BOD minutes as amended.  Barry seconded the motion.

The motion carried unanimously.

COMMUNICATIONS: Steve

• Requested that the BOD update their member information.
• Asked that committee reports be submitted in writing and sent out to the BOD by Thursday of the week preceding the BOD Meeting.
• Gave Tom the information on the rent fee to be paid to Synergy starting November 1^st. The rent has increased from $830.55 to $855.46.

VICE PRESIDENT: Jim

Risk Management

• Status on risk management and field safety compliance forms sent to commissioners. Discussed forms that have not been submitted by clubs and leagues.
• Cathy asked for clarification on what type of documentation is needed when a league does not have its own fields. Steve stated that the request for information is to be documented and leagues are to list the club fields they use.

• Discussed the responsibility of clubs and leagues to turn in forms.
• Discussed liability and the importance of field safety.

Jim made a motion to enact a $250 fine upon clubs for every risk management form that is 30 days past due. Michele seconded the motion.

The motion carried unanimously.

§         Jim will call Heather Frazier to find out the requirements and procedures in place for recognizing International Coaching Licenses.

§         Talking to Choice Point about coaches who do not have a Social Security number.

Discipline and Appeals

§         No disciplinary actions or hearings are in progress.

CUPS & GAMES DIRECTOR: Barry

• The teams not represented at the SCSCL meeting in Columbia have paid the $100 fine – CESA 89 Boys Challenge, HHBSC U15 Girls, Spartan FC 88 Boys and FC 89 Girls.
• Region III Premier League is up and running. A meeting of all Premier III team coaches and managers from every state in the region was held in Greenville on August 21^st.  About half of the teams were represented.
• SCSCL games started in August. Steve Cothran has been on top of all scheduling problems and is trying to get fields and dates locked down.
• 2004-2005 State Cup games will be hosted by Lexington Soccer Club. BOD members signed up to work State Cup games.

Barry made a motion to appoint Steve Cothran as SCSCL League Administrator for a term of 2 years. Bob seconded the motion.

The motion carried unanimously.

§         Barry publicly thanked Steve Cothran for the work he has done as SCSCL League Administrator.

§         Reviewed USYS National Championship Series 2004-2005 Policies. Changes in Rule 221, Section 2 (a) (1) were highlighted.

§         USYS National Championship Series 2004-2005 Policies can be viewed at: www.usyouthsoccer.org/docs/administrators/downloads/nc%202004-2005.pdf

In response to the rule changes, Barry made a motion to move the roster freeze date for U15-U18 Challenge Cup Teams entering Fall Cup Play from Oct. 30 to Nov. 6 and for U11-114 Challenge Cup Teams entering Spring Cup Play from March 26 to April 9.

Bob seconded the motion.

The motion carried unanimously.

Barry made a motion that SCYSA follow all National Championship Rules. Bob seconded the motion.

§         A discussion was held.

§         Fred asked Barry to request clarification on the definition of competition.

Lisa made a friendly amendment to restate Section (a) (1) of Section 6 in the motion.

Barry removed the motion. Bob removed his second.

Jane made a motion to allow Classic teams to have no more than 5 previously roster players at the roster freeze date.  Barry seconded the motion.

The motion carried unanimously.

§         Discussed FIFA and their stand on eliminating Golden Goals.

 SECRETARY:  Lisa

Newsletter

• Thanked everyone for a good issue.
• December Issue (Copy due by 11/15)
• Some BOD members were unable to view articles. Lisa will check with Richard and made sure e-mail addresses are correct.

 TREASURER: Tom

• Asked for clarification on how we communicate rule changes. Rule changes are communicated through the registrars.
• Financial statements were reviewed. Compared cash balances - operating account (fiscal year 2003 to 2004).
• Discussed statements of receipts, disbursements and changes in net assets for General Funds, Girls and Boys ODP Programs, and Coaching Clinics.
• The Boys ODP Program had a $9,691 deficit last year.
• The Boys and Girls ODP Administrators will start with a $0 balance in accounts for this fiscal year, as these programs are self-sustaining programs.
• ODP Administrators will manage programs as break-even programs.
• No funds are taken out of the ODP programs by SCYSA.
• ODP Scholarships Funds were discussed. Michelle suggested that each program follow the same procedures/guidelines for scholarships.
• Steve, Dawn and Mary will meet to discuss scholarship procedures/guidelines for the ODP Program.

REGISTRAR: Jane

• 7,380 total players registered
• 4,381 classic players
• 2,999 recreational players
• 4,195 male players
• 3,185 female players
• 2,868 players from the Piedmont District
• 2,072 players from the Midstate District
• 2,376 players from the Coastal District
• 94 out of state players
• 1,071 coaches/assistants

PIEDMONT DISTRICT COMMISSIONER: Michele

§         Club 104, Blue Ridge Soccer Association, has decided not to affiliate. They are going to register their players with Club 120, Greer Youth Soccer Association.

§         Coach Justin Collett with Spartanburg Youth Soccer Club has completed his 3 game suspension from the fall of 2003 for the Girls Spartan FC ’86. He did not coach on November 9, 2003;

November 16, 2003 (1^st Round of State Cup); September 11, 2004.

§         Carolina Elite Soccer Academy will be notified that their bid to host the 1^st Round of Challenge Cup will not be accepted due to Brushy Creek Soccer Complex being the venue. These Fields are in a flood zone and the first to close during rain.

§         Cliff Theisen will represent the Piedmont District as the committee member to serve on the SCSCL.

MIDSTATE DISTRICT COMMISSIONER: Sharon

No report.

COASTAL DISTRICT COMMISSIONER: Cathy

• Horry Geeorgetown Soccer Club has pulled out of SCYSA to affiliate with US Club Soccer this year. The club has over 300 players and indicated that affiliation fees influenced their decision. The club will not be charged $50 for the Presidents’ Workshop. Teams from the club should not be entered in the Myrtle Beach Tournament due to risk management policies.
• Received one bid to host First Round of State Cup for the Coastal District – Summerville Soccer Club.
• Tom Thomas will represent the Coastal District as the committee member to serve on the SCSCL.
• Hilton Head Island Recreational Department will be meeting in October to discuss joining SCYSA next year.
• Discussed tournament form requirements regarding US Club Soccer teams.
• Steve stated that he has been asked why a club may not registered half of its teams with SCYSA and half with US Club Soccer.  The national rule states that 100% of a club must be registered with USYS or none at all.
• US Club Soccer does not have a risk management policy. All questions related to US Club Soccer and insurance coverage/liability should be directed to Jim and not Barry.

STATE ADMINISTRATOR FOR BOYS: Dawn

• 1^st Round tryouts will be held October 10, 2004 at Summerville Soccer Club from 2:00-5:00pm.
• Head Coaches will be:
  • 1988 - Rob Miller, Head Coach at Anderson College
  • 1989 - Ben Freakly, Head Coach at Erskine College
  • 1990 - TBD
  • 1991 - Ritchie Rose, Assistant Coach at Lander University
  • 1992 - Adrian Pinasco, Assistant Coach at USC
  • Goal Keeper Coach - Van Taylor – Head Coach at Lander University

§         Van Taylor will have an assistant so that the age groups can be split up for appropriate age training.

§         The second tryouts for team trials will be held on December. 5, 2004. That will be when 2 teams of each age group will be chosen for the Interstate games in January.

§         Working on having Interstate games back at Jekyll Island, as there were so many weather issues to contend with last year in NC. Teams to be included will be from NC, SC, GA and FL.

§         Adrian Pinasco is not eligible to be Head Coach of the 1992 Boys ODP team because he is registered as a coach for a Boys Club team at or near that age group.

§         Dawn requested that Ralph Lundy be allowed to stay on as the 1990 Boys ODP Head Coach and noted that she considers him to be unbiased, professional and caring of all players. A letter to support Dawn’s recommendation was sent to the board by Van Taylor.

§         A discussion was held regarding a conflict of interest related to Coach Lundy’s son being a player on the 1990 Boys ODP team. The BOD recognized Coach Lundy as an excellent coach and friend to soccer.

Bob made a motion to allow ODP Administrators to select college coaches as assistant coaches without restrictions related to the ages of offspring. Doug seconded the motion.

The motion failed 8-5.

STATE ADMINISTRATOR FOR GIRLS: Mary

• Waiting for the newsletter with all of Girls ODP information to come out.
• E-mails sent to all participants from 2004 Region III Camp regarding tryouts. Notices will also be sent by mail to all eligible SCYSA players with tryout information by October 1, 2004.
• The announcement that the 1992 Region III Sub Region Camp is to be held at USC-Upstate (formerly USC-Spartanburg) will be made at the coaches’ symposium this week in Dallas, TX.

• The 2005 Girls ODP Head Coaches are:
  • 1988 – Eric Terrill, Charleston Southern University
  • 1989 – Kendall Reyes, USC-Upstate)
  • 1990 – Jamie Smith, USC
  • 1991- Marty Beall, Francis Marion University
  • 1992 – Brian Purcell, Presbyterian College
  • Goal Keeper Coach – Ralph Polson, College of Charleston

MEMBER AT LARGE: Fred

• Conflict of Interest and Volunteer Disclosure forms were completed by all members of the BOD who had not done so prior to the meeting.
• There is an indoor soccer facility being built in Columbia. They are interested in being sanctioned by SCYSA.
• A Fund Raising Group would like SCYSA players to sell their products. A discussion was held. The BOD is not presently interested in having our players participate in this type of fundraiser.
• Walterboro Soccer Club has not filed Federal Income Tax Forms/990.
• Bob will draft a letter to send to clubs informing them of the requirements related to Federal Tax Forms.

RULES AND COMPLIANCE: Bob

• A discussion was held on temporary approval of clubs’ bylaws from our August BOD meeting.

Tom made a motion to grant continuing approval to clubs with new or revised bylaws. Bob seconded the motion.

The motion was discussed.

Tom amended his motion to state that we grant continuing approval to clubs with new or revised bylaws until the next SCYSA BOD meeting.  Bob seconded the motion.

The motion carried unanimously.

• Carolina Soccer League –Bob suggested that he meet with Alton Jones, along with Michele and Doug, to discuss the issues.
• Tiny Tots Indoor Soccer League is being advertised for start-up in Greenville via the “Greenville News”.

STATE YOUTH RECREATION DIRECTOR: Doug

• In the Upstate the birth of CESA and a new league for recreational soccer is sure to help to improve and grow interest and enthusiasm for the sport.
• Soccer is growing in the Easley area with the promise of a new league and training program.
• USYS is placing an emphasis on building Recreational programs and numbers with a focus on development and growth of both TOPSoccer and Soccer Start. Growth in Hispanic and inner-city communities will be a major focus.
• Doug will assist the TOPSoccer Region III Representative in organizing our border states.
• Steve asked that commissioners assist in finding someone to activate the TOPS program at a state level.
•  American Cup – looking forward to increased participation. If participation does not increase we may need to consider having an American Cup Festival in each district that runs along with the 1^st Round games. 
• Questions related to the eligibility of players from other countries should be directed to Jane.

UNFINISHED BUSINESS:

• Steve reviewed the Darkness to Light Program.
• The Program would provide a training/educational program (video) with workbooks that instruct our organizational members on how to help prevent childhood sexual abuse within SCYSA.
• SCYSA would provide this training to our members on a voluntary basis, with a $10 cost per person for the workbook.
•  Concerns and benefits were discussed.
•  Michele, Cathy, Steve and Jim have volunteered to take the training course.

Cathy made a motion to have two BOD members trained by Darkness to Light to assist in the prevention of Child Sexual Abuse at a cost of $500. Bob seconded the motion

The motion passed 12-1.

• All Region III Premier League teams have met requirements and been approved.
• All fines have been taken care of by the clubs that did not attend the Presidents’ Workshop.
• Mary requested that Notification to travel information be attached to the August minutes.
• Barry has contacted NC regarding Northside Soccer Club playing in NC. No games are scheduled so it is not an issue at this time.
• We will review recommendations/requirements related to coaching licenses at the next meeting.

NEW BUSINESS:

• Presidents’ Workshop – Cathy has sent an e-mail to Joy Bryant at the Embassy Suites in reference to booking space for 2005. She has not yet received a response.
• Barry sent around an order form from SCORE and asked BOD members to sign up for needed shirts. Each member should have 3 shirts (1 red, 1 white and 1 blue). Barry would like for all BOD members to wear the same color shirt at state functions where we all present.
• Committee Assignments – Steve reviewed the following SCYSA Committees.
• Bob advised that Jane be added to the Rules and Compliance Committee.
• Committees:
  • Rules and Compliance - Bob Brantley Chairperson, Mary Bynum, Cathy Ballentine, Jane Simmons.
  • Discipline and Appeals – Jim Marczesky, Chairperson (to be named as needed)
  • Budget – Tom Pietras, Chairperson, Steve Ballentine, Lisa Miller, Jim Marczesky, and Fred Bieber
  • Recreation – Doug Gaddis, Chairperson, TBA
  • Coaching – Van Taylor, Chairperson, TBA
  • Referee – Fred Bieber, Steve Ballentine, Jim Marczesky
  • Registration – Jane Simmons, Chairperson, TBA

• Mary requested that a Girls’ ODP Coach be added to the Coaching Committee.
• Jane asked that we consider changing the February 11-13 BOD Planning Meeting. The calendar was reviewed and there did not appear to be any other open date.

Bob made a motion to adjourn.  Michele seconded the motion.

The motion carried unanimously and the meeting adjourned at 3:45 pm.

Lisa Miller

SCYSA Secretary