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MDCVSA Minutes General Council Meeting January 10, 2004 Courtyard Marriott 6400 West Broad Street Richmond, Virginia 23230 I. CALL TO ORDER - 9:45 a.m. II. ROLL CALL AND CREDENTIALS A.MEMBERS PRESENT 1. Chesterfield Women's Soccer Association - Tina Markoff, Maggie Strickland 2. Washington Area Women's S.L. - Tina Davis 3. Hampton Roads International Soccer League - Selim Ozic, John Carvallo 4. Southeastern Virginia Women's Soccer Assoc. - Kim Drake 5. Northern Virginia Soccer League - Michael Slie 6. DCNOVA, AFGHAN - Proxy / Anita Hood 7. Soccer Organization of Charlottesville/Albemarle - Andrew Halley B. OFFICERS 1. President - Jim Sadowski 2. Vice President - Eric Hoy 2. Treasurer - Derek McCown 3. Registrar - Sloane Bailey 4. Recording Secretary - Marti Bevan 5. Executive Secretary - ABSENT C. DELEGATES AT LARGE 1. Steve Long 2. Kip Germain C. DELEGATES AT LARGE 1. State Referee Administrator 2. Matt Topee & Roberto Furnish - Big Toe Tournament Organizers 2. David Hichak - Referee assignor for the Richmond area TOTAL VOTES: 108 (58 present); Simple Majority 30; Two-Thirds Majority 39 III. REVIEW AND APPROVAL OF PREVIOUS MINUTES Waived reading of the minutes by consent, reviewed by all. Corrections: Chesterfield Women's Soccer Association was not present at last meeting (9/20/03). Motion - to accept minutes as corrected - seconded and passed. IV. OFFICER'S REPORT A. President 1. Women's World Cup Games - Jim had the opportunity to discuss some local issues with members of the USSF and USASA while attending and volunteering at the matches. 2. Jim is posting some issues that are of importance on our yahoo site (USSF matters, referee matters, USASA matters, financial information, game schedules, etc.). Jim encouraged everyone to visit the www.usssoccerfanc.com website and to join their e-mail distribution list. 3. Jim attended the senior re-certification class for referees on November 22, 2003 - the no jewelry rule is going to be a large focus this year. Please communicate this to your players! 4. Executive Committee meeting overview - tournament policy discussed, review of teams and their current standing with MDCVSA. There is concern about one large men's league in Northern Virginia that has two divisions. One division is affiliated and the other is not. There is question about whether they are functioning within the rules of the USASA and the MDCVSA. Summaries of the Executive Committee meetings will be posted on the website. Discussion of hard copies versus posting on the website alone (some voiced concern that different software on home computers may make it difficult to download). Discussion that maybe some things should be mailed (i.e. meeting notices and minutes) while others could go to the website. 5. Lawsuit status - plaintiffs decided to non-suit the case, which is a dismissal without prejudice under Virginia law. They have the right to re-file within 6 months or before the limitation period expires (which would be sometime in June 2004). 6. Upcoming USSF and USASA meetings scheduled for March 7, 2004 in NYC. 7. VA/DC Soccer Hall of Fame inductees - Don Hood, Kip Germain, and Wally Watson have been inducted into the Hall of Fame. Jim is on the Hall of Fame committee. The Youth (VYSA) have been the main supporter of this committee and MDCVSA would like to get more involved. The VYSA workshop, scheduled for Feb. 6-7th workshop in Richmond will include the next awards ceremony. 8. Questions: Insurance coverage issues - concern of how the year runs (correlates with fiscal year: Sept. 1 - Aug. 31). Jim would like to move the registration dates up to correlate with league play so there is not a gap (i.e. the player that gets hurt on Sept. 8th and registrar does not submit data until Nov. 1). B. Vice President 1. Draft tournament sanctioning policy: One sanctioned tournament currently exists (Neptune Soccer Classic). Big Toe is looking to sanction their tournament for this Spring 2004. Last year, player passes and verification of players was enforced. One large problem was that leagues did not provide passes to the players and it had to be done at registration. Must look at how rigid the leagues are going to be about enforcing passes. USASA now has a tournament policy on their website. MDCVSA is looking at that policy to adopt their policy as our template. Discussion by members: If leagues are not going to enforce passes, it is not fair to enforce it at the tournament. Is there a way to allow Driver's licenses vs. player passes as a form of ID? Discussed difficulty of obtaining passes, cumbersome for the tournament organizers, however it is a policy and we have decided they must be enforced. How do we make the process easier? Leagues are not enforcing/using passes and this part needs to be corrected to move forward. If referees are not enforcing player passes, shouldn't they be held accountable as well? We need them to join our effort. How do we encourage unaffiliated leagues to become affiliated? We know there is an organization in D.C. among many Latino teams. They have there own administrator, etc. Manassas SL is also doing this. During tournaments it would be helpful if tournament organizers would check passes prior to the match. Does part of the sanctioning of the tournament include sanctioning of the rules - the answer is yes. MDCVSA looked at the Neptune Soccer Classic rules and there were slight variations that were OK (i.e. no slide tackles in the coed division, shorter havles). It was requested that MDCVSA review the tournament rules. Scott Meyer noted that some youth tournaments have wide variations in rules. It is pretty easy for registrars to make passes. Where is the check and balance to make sure players are actually registered, etc. Sloane is actually working on a long range plan to register players centrally from a MDCVSA office. Motion - Effective immediately, any league not complying with the use of player passes will be subject to fines, suspension or being placed in bad standing at the discretion of the executive committee. Motion passed by majority vote, with one league voting against the motion. MDCVSA (Jim) will send a memo to all of the clubs about reinforcing the rule on the use of player passes. Derek noted that the MDCVSA Website (http://mdcvsa.org/tournament.html) has a "sanctioned tournaments" page so players and can see which adult tournaments are sanctioned. League representatives should review the USASA tournament policy and let Eric know of any concerns. Most likely, this will be the format used. 2. National Cups Report: Men's Open Cup - 4 teams Men's Amateur - 13 teams Women's - 3 teams Men's Over 30 - 2 entrants (1 HRISL) Women's Over 30 - 2 entrants (1 HRISL) All games need to be played by April 18th. Complete Semis by last week of March. Issue of HRISL fitting into regulations of State Cup Association (two teams - Men's O30 & Women's O30). According to rules, a "league" must consist of 4 teams. HRISL plays a sand soccer league. Concern they are not in compliance with the rules of the State Cup. Selim reported that Fritz Marth, the Region I cups commissioner states they are in compliance - Jim is requesting that HRISL provide a written confirmation of Mr. Marth's opinion supporting this issue. The women's team would have to register under SEVWSA since all of the players from that team play for them as well. State Cups Coordinator is going to allow play for this year and is encouraging HRISL to make sure they are in compliance for next year as that issue will be reviewed again. 3. National Veteran's cup in Hawaii scheduled for June 23-27, 2004. Look at USASA website for more information (http://usasa.com) 4. National Coed Cup is going to be in New Mexico in late August (8/20-22 or 8/27-29). Plan to start State level Coed National Cup matches earlier this year (June/July). 5. Other Cup Matches - Anita Hood representing the NVSL indicated that WPL was supposed to host Amateur Cup games and asked the NVSL visiting teams to pay half of the $300 Maryland SoccerPlex field fee. At the time, Eric Hoy (the National Cups Commissioner) told the WPL teams that the acquisition and payment for fields was the sole responsibility of the home team. As a result, the NVSL hosted the games instead where there were no rental fees. C. Treasurer 1. Review of Treasurer's Report: $349, 821.30 total in the account(s). Individual leagues should verify their deposits, etc. to identify any errors/concerns. 2. Outstanding issues: 2002/2003 Spring registrations that still need to be reconciled (approximately $25,000). Financial audits 1999-2001 not complete - could be $35,000 owed to USASA. The 2002 audits will be completed by an accounting firm. 3. Discussed the current rate we are receiving on the CDs we have. Rates are low right now, would probably not be worth looking at a better rate. Motion - to receive the Treasurer's report seconded. Motion passed with no abstentions. 4. Proposed budget: We do not have a formal budget for this fiscal year. Derek outlined the major items of income and expenses as follows: Income: player registrations ($1 per player), league fees ($25 per league per year) and USSF international games ($39,000). No guarantee that we would continue to receive the international game money Expenses: Biggest expenses are executive committee travel, sponsoring national meetings, national cups, state cups, and women's challenge cup. Budget requests should be submitted to MDCVSA. Budget will be developed this month. Annual attendance at USSF and USASA meetings run $500-1000/person. Last year 6 people went to the meeting. Discussion on how many people should attend the meetings. Benefits of the meetings: USSF - annual meeting will be in March. USASA - 2 meetings (midyear and annual) The Mid-year USASA meeting is more beneficial for education and learning purposes. They have all day seminars on topics such as state association financial management, how to run a tournament, conducting meetings under Robert's Rule of Order, USASA cups that are offered (Veterans, National, and Coed), online registration, building summer programs, referee issues, and strategic planning. In addition, there is usually an oper forum with USSF representatives. AGM Meeting (Annual USASA/USSF meeting) - not as much of an educational meeting. At this meeting the USASA Regional meetings are held and there are discussions but the focus is not educational. There is still come benefit to having others attend but the learning opportunities are reduced at these meetings. Motion - Annual USSF/USASA AGM Meeting - send President + one additional Executive Committee member (to be determined at the discretion of the President) Mid-Year USASA meeting - send all members of the Executive committee . Discussion and Amendments to Motion: Immediate past president should attend during the first year of transition to a new president Send one league president (to be determined by the Exec. Comm. by random draw of league presidents that want to attend). Vote on amendment passes. Motion as amended also passes. D. Registrar 1. Developing a four year plan to be reviewed at the next meeting. 2. Four Spreadsheets have been developed to consolidate registration data, summarize payment history, current standing of the league, etc. Spreadsheet is identifying duplication of players in multiple leagues. 3. Critical items: how to handle leagues playing with different cycles Lack of check & balance between registered player and MDCVSA. Working towards centralizing registration process through MDCVSA 4. Next step - worksheets will be sent out to leagues. USASA needs to receive listings of teams. Survey to be distributed to leagues. Identifying ways to support tournaments. Discussion - spreadsheet to show totaled registered within a league etc. Sloane is working towards this. E. Exec Secretary - Suzie absent due to illness VYSA workshop - annual meeting + recognition of hall of fame recipients. Adult players have not contributed towards this effort in the past. Motion - to provide $1000 in funding to the Hall of Fame Committee + $750 toward travel and meeting expenses for a MDCVSA booth at the VYSA workshop in Richmond February 6-7, 2004. Goal is to show support and attract new players. Motion passed without discussion. F. Recording Secretary - Agreed that minutes would be distributed within a month of the meeting V. REFEREE MATTERS - State referee administrator present to do annual report. Program is run by state referee committee. Governing policies are approved by youth and adult associations. Belong to VYSA for tax purposes. Currently serve 10-15,000 adult players and 130,000 youth players + professional leagues and other youth programs not a part of VYSA. Virginia is the fourth largest ref. association in the United States. Reviewed percentages of referees and what level they were. Half of the refs certified in 2002 did not re-certify in 2003. Association is looking at ways to retain referee base. Goal is to allocate any profit toward redevelopment. Financially, expenses are currently exceeding income. Association needs help from leagues to help recruit new referees. Association would like MDCVSA to allocate funds in support of their efforts. Requesting from MDCVSA: State Cup - $ 1,500 Adult Academy (20-30 refs) - $ 5,000 Inter-state tournaments - $ 1,500 General support - $ 5,000 Shirts for national referees - $ 300 Total request - $13,300 Discussion: State Cup - would MDCVSA be able to give some input as to which refs would attend and how they would be assigned to games. Answer: they would like to have input into which refs were selected. However, it could be done however MDCVSA wanted it done. Why did the Adult Academy fail in the past? Answer: had the wrong people signing up for the academy, attempted to run in conjunction with adult tournaments, organization could have been better. Concerns by Derek: Memorial Day Weekend - too many tournaments and availability of enough referees. June 2001 - issue of ref availability. Answer - association needs to have two weekends for training purposes. May not have been communicated effectively to leagues but association is working to communicate this better. Second weekend in June is slated for State Cup this year. Annual referee meeting is scheduled for the third weekend in June 2004. Motion - to allocate $10,000 to referee development. Executive committee to allocate where these funds would go. Discussion: How much is youth allocating to this? Answer: $6,800 + indirect services (audit, office space, supplies, tax ID). Members voiced concern that adults would be allocating too much money compared to the amount allocated by the youth. Steve thinks we should allocate $3000. League concerned about allocating $10,000 without specifying where it is going to go Motion failed 2nd motion - allocate $3,000 toward referee development and seconded. Amendment - $3,000 toward the items listed by the SRA request - Not seconded Concerns that any money allocated would benefit the youth instead of the adults Motion - to allocate $3,000 toward referee development passed by majority vote Motion to allocate $300 for the national referee shirts. Seconded. Motion passed. Referee improvement committee - looking to establish committee. Anyone interested in being a member of this committee should contact Jim. Interested members should be experienced as referees, league administrators, assignors, instructors or assessors. VI. OLD BUSINESS A. Final audit report - FY 1995-1999 - Draft completed by the chair (Jim Sadowski) and will be circulated to committee members (Lauren Ware and Sibyl Tilson). Can not reconcile international game expenses (roughly $125,000). Former president and treasurer were asked to explain approximately $65,000 in tickets and cash advances not supported with receipts or accounted for. The Committee did not receive sufficient information to verify these transactions. Also found some MDCVSA representative's expenses were submitt to the MDCVSA and USASA and paid by both. The Committee reviewed roughly $2,500 of double reimbursed expenses. B. Reimbursement request by Kip for Cup match. June 2001 subsidy was paid $500. The 2002 request ($500) needs to be submitted (if request was submitted, it could not be located). Please resubmit and this will be paid. VII. NEW BUSINESS A. State office and paid administrator proposal - Jim delayed presenting this proposal until he meets with VYSA at their next VYSA Board meeting. Jim wants to look at sharing office with VYSA or the state referee program's office to save on overhead expenses. Will need to discuss office sharing proposal at the March meeting. B. Proposed constitutional changes - amendments reviewed (ERIC - PROVIDE CHANGES) #1 Spelling changes - motion approved #2 Holding more than one office - holding more than one office will not be allowed - motion approved #3 Use of electronic communications - utilizing e-mail to accept proxies by e-mail, notify of meeting notices, posting meeting minutes. motion approved #4 Removing statement of headquarters district - motion passed as long as it does not interfere with USSF regulation #5 scheduling of general meetings - annual general meeting will be in September. Motion passed as long as it does not interfere with USSF bylaws. #6 Removal of Team Membership categories - USASA no longer recognizes distinction of premier and recreational players. Motion passed #7 Furnishing the MDCVSA Constitution - Leagues may now download the Constitution and Bylaws from the state website. Motion passed #8 Additional State Competitions - include coed competition. Motion passed #9 Deadline for payment for player registration - set registration deadlines by the council wit proposed dates. Proposal withdrawn - to be raised again at the March meeting. Two proposals for constitutional changes were submitted by Anita Hood - Jim ruled theses amendments out of order since the council was not provided sufficient notice of the proposals in advance of the meeting. They must be reviewed by council members first. They will be included in the minutes for review at the March meeting. Anita requested, and was allowed, to read the proposals. The proposals submitted by Anita for review are as follows: Proposal #1: To give a vote to an immediate past president who has served more than two consecutive terms. Current Language of Section V, Article D in the Constitution: "The officers of the Association shall consist of a President, a Vice President, a Treasurer, a Registrar, an Ecexutive Secretary, and a Recording Secretary. Each shall have one vote in a Council meeting except the presiding officer, normally the President, who shall vote only in case of a tie. Each Delegate-at-Large shall have one vote in a Council meeting. Proposed addition: at the end of Section V, Article D; An immediate past president who has served more than two consecutive terms shall also have one vote in a council meeting. Proposal #2: Officers must be present to be elected. Current Language of Section IX, Article D in the Constitution: Only persons who consent to serve prior to balloting shall be elected. Votes cast for persons whose consent has not been ascertained shall not be counted. The fact that a person is not present at the meeting shall not preclude that person's being elected to office, provided written consent is received. Revised language for this entire section: A prospective Officer must be present in order to be elected at the AGM. C. Calendar year - discussion to change to January - December in 2005. Not sure how that would affect USASA and USSF calendars. At the request of the Afghan Soccer League, Jim asked the council for a show of hands on how many would prefer to switch to a calendar year as proposed in an e-mail sent to the council by the ASL. There was no support for this switch. No motion was made. D. Proposed tournament sanctioning policy - USASA policy on website. Need to review. E. Big Toe tournament (Easter weekend) Richmond men's tournament looking to get sanctioned by MDCVSA. Having a problem securing someone to host the tournament. Under current USASA policy, there is no definition stating the "host" has to be an adult league. The Executive Committee indicated that the MDCVSA wants all tournaments to be sponsored by an adult league in good standing and not by a youth league or referee group. Website for the tournament is www.thevaeast.com F. Duplication of players in various leagues - Sloane is working on this to reimburse leagues for duplicate players VIII. FOR THE GOOD OF THE GAME A. US National Team match - Men Jan 18th vs. Denmard and February vs. Holland. Women currently training for the Olympics. B. Next Meeting: tentatively March 27th in Charlottesville or Virginia Beach. Andrew Halley, SOCA representative, agreed that Virginia Beach would be more convenient for a majority of the members. It was agreed that the next meeting will be in the Virginia Beach area. IX. ADJOURNMENT - 2:20 p.m. MDCVSA Season-by-Season Archives 1988-'89 State Championships 1997-'98 Women's Challenge Cup 1998-'99 Women's Challenge Cup National Cups 1999-'00 State Championships Coed State Cup National Cups Minutes 2000-'01 State Championships Women's State Cup National Cups Minutes 2001-'02 State Championships Women's State Championships Coed State Championships National Cups Minutes 2002-'03 State Championships Coed State Championships National Cups Minutes 2003-'04 State Championships Coed State Championships National Cups Minutes 2004-'05 State Championships Coed State Championships National Cups Minutes Metropolitan D.C. - Virginia Soccer Association, Inc. 2239-A Tacketts Mill Drive Woodbridge, Virginia 22192 (703) 492-KICK info@mdcvsa.org http://www.mdcvsa.org Copyright © 2007