information about this? - Northwest Sound Youth Soccer Association

Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Agenda
Location:
Meadowdale Fire Station #41
7600 Old Military Rd NE
Bremerton, WA 98311
In Attendance
NSYSA Board:
President - Louie Bond
VP of Admin - Val Corden
Competition - Bob Bjornemo
VP of Awards and Recognition - Darcy Buell
Club Representatives:
BIYSC - John Thornton
BSC - Shannon Bayne
CKSC - Dawn Byron
JCSC - Amy Yaley
KAFC - Teneka Morley-Short
Committee Representatives
NSYSA Discipline - Bob Bjornemo
Recreation Cup - Bob Bjornemo
Soccer to the Maxx - Kathie Thoma
NSYSA Scholarship - Darcy Buell
1.
Roll Call
* NSYSA Board
* Club Representatives
* Guest Introductions
2.
Communications
3.
Approval of Minutes
* May 2016
Date: 06-06-2016
Time:
6:30-9:00
Registrar - Liming McMillan
Treasurer - Steve Vonheeder
Secretary - Kent Hassebrock
NKSC - Laura Alikpala
NMYSC - Joel Galbraith
SKSC - Kathie Thoma
TSC - Vicky Webb
Others in Attendance
Steve Shively - NSYSA Scheduler
Guests -
1
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Agenda
4.
Officer’s Reports
A. President
B. VP of Administration
C. VP of Award and Recognition
D. Competition
5.
NSYSA Scheduler
6.
NSYSA Website Administrator
7.
Committee Reports
A. NSYSA Development Committee
B. NSYSA Discipline Committee
C. Recreational Cup Committee
D. NSYSA Scholarship Committee
8.
Club Reports
A. BIFC
B. BSC
C. CKSC
D. JCSC
E. KAFC
Date: 06-06-2016
E. Registrar
F. Treasurer
G. Secretary
F.
G.
H.
I.
NKSC
NMYSC
SKSC
TSC
9. Unfinished Business
* NSYSA Small Sided Operating Procedures
10. New Business
* Referee guidance for heading at U10 and below
11. Good of the Game
12. Adjournment
2
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
Date: 05-02-2016
Location:
Meadowdale Fire Station #41
7600 Old Military Rd NE
Bremerton, WA 98311
In Attendance
NSYSA Board:
President - Louie Bond - Excused
VP of Admin - Val Corden - Present
Competition - Bob Bjornemo - Present
VP of Awards - Darcy Buell - Excused
Club Representatives:
BIYSC - John Thornton - Present
BSC - Shannon Bayne - Present
CKSC - Dawn Byron - Present
JCSC - Erin Brown - Present
KAFC - Teneka Morley-Short - Present
Committee Representatives
NSYSA Discipline - Bob Bjornemo - Present
Recreation Cup - Bob Bjornemo - Present
Soccer to the Maxx - Kathie Thoma - Present
Scholarship - Darcy Buell - Excused
Registrar - Liming McMillian - Present
Treasurer - Steve Vonheeder - Present
Secretary - Kent Hassebrock - Present
NKSC - Laurie Alikpla - Absent
NMYSC - Joel Galbraith - Excused
SKSC - Kathie Thoma - Present
TSC - Susie McGill - Present
Others in Attendance
NSYSA Scheduler - Steve Shively - Present
GUEST: None
1. Called to order at 6:40pm
* Roll Call - As noted above.
* Louie emailed that he would miss the meeting.
* Darcy texted that he would miss the meeting.
* NMYSC called that they would not make the meeting.
* I don’t have any notification that NKSC would miss the meeting
1
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
Date: 05-02-2016
2. Communications
* To Treasurer, Steve Vonheeder
* Employment Security Department letter
* Business License renewal
* L&I monthly statement
* Darrell Osgood referee payment returned.
* To President, Louie Bond
* Not present
3.
Approval of March Minutes
Motion:
Approve March minutes as written - Erin Brown
Second: Steve Vonheeder
12 Approve, 0 Oppose, 0 Abstain
2
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
4.
Date: 05-02-2016
Officers Reports
President (via text)
* We need to promote the Viking Cup
* The clubs and NSYSA are encouraged to sell the tickets to the Sounders fundraiser.
VP of Admin
* Working with clubs to get their boards updated. Thank you to Steve for helping
post the information on the website.
* Working with clubs to get everything in order regarding the birth year registration
and the RMA’s.
VP of Competition
* No report
VP of Award and Recognition
* No report
Registrar
* Each registrar should be able to do the 16-17 season RMA’s now.
* The season year is still remaining August 1st to July 30th. Only registration of the
players to the teams is by birth year.
Treasurer
* Reconciled through the end of April
* Sending out bills for spring soccer
* All fall invoices are paid
* Still three clubs that have not cashed their RMA refund checks
CK, NK, SK
3
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
4.
Officers Reports (continued)
Treasurer (continued)
* Reconciled account balance:
* Outstanding Liabilities:
* Uncleared Small Sided Ref payments:
* RMA Refund to Clubs:
* Remaining Balance:
* Payments received from Clubs
* NKSC (15-061) Small sided ref wks 5-10
* Fines
* CKSC (15-011) missed BOD meeting
* KAFC (16-013) combined with new and re-sent
* NKSC (16-014) Game Forfeit
* TSC (16-015) Game Forfeit
* No outstanding invoices
Date: 05-02-2016
$85,797.92
$390.00
$1,412.34
$83,995.58
$30.00
* Treasurer received updated Winter-sprig Scheduling from Steve Shively to
invoice clubs.
* Renewal of Business License, received code for online renewal
* Submission of Federal 990 for 501c(3) due 5/15/2016
* Treasurer emailed all invoices to Club Presidents and Treasurers at the email
addresses listed on the Club websites. If any Club needs another copy of an
invoice or a different email address is needed, please let the treasurer know.
Secretary
* No report
4
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
4.
Date: 05-02-2016
Officers Reports (continued)
NSYSA Website Administrator
* Fall Scheduling sticking with 10 week season. Development and demo of 10 game
season in 8 weeks has been shelved for consideration with NSYSA’s upcoming
Fall 2016 Season
* Record retention matrix developed. In coordination with NSYSA’s VP of Comp
I’ve been working on identifying files and providing templates for use when the
board considers a records retention policy.
* Winter, Spring and Cup Scheduling. 243 State Cup, Winter, or Spring matches
have been scheduled. Resulting in sponsoring Club’s being billed $5,815 in
scheduling fees. Of note, seven teams scheduled so many seasonal matches that
they fell into NSYSA’s “Not to Exceed $175” fee scheduling policy, triggered
at 6 or more scheduled matches. Most teams averaged 3 scheduled matches/season.
* Email migration project update. One of the benefits of NSYSA’s recently renewed
501(c)3 non profit status is that NSYSA now qualifies for low cost enterprise
email solutions from such vendors as Google. Should NSYSA qualify as an
eligible non profit user the free suite of Google Apps for Nonprofits could supply
an alternative to our integrated RdgeStar email.
So far, - weekly - eligibility status checks with Google have been unsuccessful.
* Non profit status is still listed as 2013 (declined). Need to get the forms so it
will show up on the page. The IRS will update their website. That may fix the
problem. The shelf life of the letter is only 60 days to get it activated.
* Entire report is attached at the end of these minutes.
End of Officer’s Reports
5
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
5.
Date: 05-02-2016
Committee reports
* NSYSA Development Committee
* No Report
* NSYSA Discipline Committee (as reported by Bob Bjornemo)
* No Report
* Rec Committee (as reported by Bob Bjornemo)
* No Report
* Scholarship committee (as reported by Darcy Buell)
* No Report
* Soccer to the Maxx committee (as reported by Kathie Thoma)
* No Report
End of committee Reports
6
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
6.
Date: 05-02-2016
Club Reports
* BIYSC
* Completed HS tryouts, 05/06 tryouts
* Open rec registration 5/2
* Spring soccer is in house for U05-U14 and is going well. Over 400 kids.
* BSC
* Interim select coordinator, Mike Shetler, is working with other clubs to combine
tryouts.
* Looking to add a couple more select teams.
* Held a car wash is past weekend to fundraise for extra fields.
* CKSC
* Fall and rec academy registration is open. Looking forward to doing the 10 week
season. Asking about Soccer to the Maxx details.
* JCSC
* Registration opened May 1st.
* Contacting coaches to see if they are interested in returning.
* Struggling with getting community involvement.
* KAFC
* In the middle of tryouts.
* Boys U12 were in finals in the Presidents Cup this past weekend.
* NKSC
* Val asked if Bob can reach out to a parent who is interested in a U10 pre-comp
league. BIYSC stated that Ian will reach out to Terry.
* NMYSC
* Registration is open
* Footgolf tournament is in August
7
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
6.
Date: 05-02-2016
Club Reports (continued)
* SKSC
* Registration numbers up a bit
* One more inperson registration
* Tryout May 10,12, and 14
* TSC
* Registration is up. Over 1/2 the registrations are new players.
* Will send Steve the tryout dates.
* Please if you use the goals at Gordon, treat the goals with respect. We have had
issues with damage.
* May end up locking the goals up, we would like for them to be available to others.
End of Club Reports
8
Northwest Sound Youth Soccer
Association
NSYSA
Subj: NSYSA Monthly Board Meeting Minutes
Date: 05-02-2016
7.
Unfinished Business
* Full Sided Operating Procedures - will be tabled until June
* Field size dimensions charts
* Steve asks if you are rearranging fields changing age groups, to please send that
information to him so he can update the files on the website.
* U05-U08 will use the half line as the build out line
* U09/U10 will be no closer than 3yd from the top of the penalty box for build out
line.
8.
New Business
* Soccer to the Maxx
* Looking at 10/15 as a bye week that can be used.
* Liming asked if STTM can be done on a Sunday.
* Val brought up if the U5-U7 could still be played.
* Determination was that STTM will be 10/15. All U8-U10 teams will have a bye
that weekend and play week 11. All other teams U5-U7, U11 and up will play
regular games on 10/15.
* Bob wants to allow 1997 players to be able to play regular season, but not be eligible
for rec cup. Discussion ensured and the decision was made to table the decision
until we can talk to Louie to find out his intentions when the decision was made
at the summit regarding this issue.
9.
Good of the Game
* Nothing
10. Adjourned 8:25
9
10
Northwest Sound Youth Soccer
Association
NSYSA
NSYSA VP of Competition Monthly report
Date: 06 June 2016
1. Registration has begun for all Clubs.
2. Tryouts are near complete.
3. USSF Implementations have introduced some problems for all Club registries.
a. The “Colander Year” registry has its noted problems.
4. As a result, Clubs are experiencing requests for two year play ups on several teams.
a. I caution Clubs to control their ratio of players at various ages for one team.
b. Should a team have 35/40% mix of one year play ups, I ask that special
consideration be made for additional 2 year play ups.
c. The dynamics of many team will be uncertain as only portions of teams from
the previous year’s rosters will be now matched. It is therefore important that
any evaluation of 2 year play ups demonstrates an ability of the team to be
competitive. Competitive teams will allow 2 year play ups to meld into the
roster without being singled out or receiving undue competitive action.
d. All two year play ups must be approved by the Local Club and NSYSA Board
to be rostered.
5. I have sent out information about the South Sound United League (SSUL).
a. There looks to be some positive opportunities with this league.
b. The representation from the South Seattle Clubs is stronger and more
committed.
c. I urge Clubs to look at this opportunity for play.
6. One option for the SSUL is a Competitive Rec division.
a. This competitive bracket is designed to have two divisions of strong
recreational team.
b. It will have a 5 game series in the first half of the season.
i. Teams will then be reshuffled based on W vs L, and the more
competitive teams will be moved into Div. I and the remainder will
finish the season in Div. II
c. This may provide a positive opportunity for those teams which may be
uncertain of their competitive capabilities, but wish to take on a more
challenging schedule.
7. The Full Sided Operating Procedure will be presented at the June Association
meeting for approval.
Northwest Sound Youth Soccer
Association
NSYSA
a. Most noted will be the applicable direction for the use of the head to play the
ball for U11 and above.
b. Competitive U10 will be subject to the direction presented in the Operating
Procedure for Small Sided. Specifically, no headers at either practice or
games.
8. Also of note is the directive for head injury. The language is very defined and
specific. Whether at a practice or during a game, once a head injury (Concussion)
the player must be removed and may not return to play until released by a
Responsible Health Professional.
a. At practice this is the sole responsibility of the coaching staff and parents.
b. During the game the referee shares equal responsibility.
i. Should coaching staff attempt to reenter the player after a suspected
head injury, the referee is obligated to not restart the game until the
player is once again removed.
ii. Should the coaching staff challenge this ruling the referee is instructed
to handle this as a matter of misconduct.
c. Should no referee be present to officiate the game, the agreed upon individual
who will perform this duty has a responsibility to abide by the concussion
instructions.
i. Unfamiliarity of the ruling by the stand in parent/referee does not
eliminate the responsibility of the coaching staff to abide by this
direction.
9. Scheduling meeting will be the 13 of August. Place and location to be announced.
NSYSA Scheduler / Web staff report for May 2016
Coaches updating RMA’s The second of the monthly Expired RMA Listings has gone out to coaches. These are being
sent into newly configured expiration date batches v. whole list bulk in effort to not overwhelm the RidgeStar bulk
mailing system and again invoke the SPAM god’s! List sizes of expired RMA coaches needing clearing are large:
 520 coaches haven't logged in since session logs were recorded on RidgeStar (9/1/2002) 14-yrs.
 599 coaches who haven't logged in last (10-years) since 2006
 919 coaches who haven't logged in last (5-years) since 2011
Many former coaches are – thankfully - asking to have their profiles updated our removed to reflect that they are no
longer coaching with NSYSA. Clubs are asked to work with their members to update RMA’s or – where appropriate –
communicate to me data base updates for long inactive system users.
This process will continue throughout June and July with goal of our Club’s having all coaches set-up with current RMA’s,
and if not already assigned – full eligible - to link to teams PRIOR to the August scheduling meeting.
Update on Email migration project update
As we continue to wait on the IRS to reflect NSYSA’s re-instated non-profit status in their searchable data base, we
attempt to expand our non-profit footing by achieving a Bronze level
GuideStar Nonprofit Profile, as we’ve also added TechSoup recognition for
NSYSA. Google for Business requires that our non-profit status be reflected
on the IRS database prior to permitting us Google for Business non-profit
(FREE) pricing. RidgeStar is in agreement that unless our switch to Google’s
Gmail platform is activated prior to July 1, the requisite migration and testing of any new emailing system should wait
until after the conclusion of the fall 2016 Rec season.
Address School Work Authorizations Before Summer Break!
HURRY! School age youth refs are encouraged to update their Minors Permission to Work forms - inclusive of required
school signatures - BEFORE summer break. Club’s small-sides referee coordinators
should consider actively reaching out to these students soon. (Link for users generating an updated WA State Parent /
School Work Authorization form can be found at: www.nsysasoccer.org/psauthorization
System Usage May 2016
Key
1
2
3
4
5
6
7
8
9
10
Name
All other users
Steve Shively
Valerie L. Corden
Rosanna M Herman
Robert T Bjornemo
Steve R Vonheeder
Brody S Oliver
Shannon R Bayne
Susanne McGill
Jesse J Watson
Total
Pages
%
64,216 96.18%
1,415 2.12%
267
0.40%
158
0.24%
118
0.18%
95
0.14%
50
0.07%
47
0.07%
33
0.05%
30
0.04%
66,429 99.49%
Report respectively submitted –
Steve Shively, NSYSA Scheduler / Webstaff