LAYSL June Meeting

Los Alamos Youth Soccer League

June, 2005 Meeting Minutes

6/28/05

Board Members Present: Dean Obermeyer, Wolfgang Runde, Karl Hjelvik, John Erickson, Jim TenCate, Chad Olinger

Non-Board Member Present: Lisa Pansoy-Hjelvik (Secretary)

Absent: Paul Langan, Amy Lemke, Joann Wendelberger, Rich Graham

Meeting called to order at 6:45

Items Added to Agenda

Board member asked that discussion on Uniforms be added to agenda. John Erickson moved to approve agenda as modified. Chad Olinger seconded motion. Modified agenda approved unanimously.

Previous Meeting Minutes Approval

In lieu of time, the standard procedure on Minutes review should be that punctuation changes should not be discussed. Punctuation changes should be noted then turned into Secretary for revision. Content (technical) issues need to be discussed.

A 2/05 meeting minutes was not held because quorum did not exist.

4/05 Minutes: Motion by John Erickson to approve; seconded by Chad. Motion carried.

5/05 Special Meeting: Motion to approve by Jim Tencate; seconded by Karl. Motion carried.

Board members discussed how action items should be tracked. Dean will list subject of action items as separate business item. Each item will be listed separately, along with name of responsible person working subject item. Action items will be tracked until closed. (Note: Identified action items during this meeting are highlighted in yellow, and later pulled out as an attachment to these meeting minutes.)

Discussion on 5/23/05 meeting: Question was raised on how registration fees for ‘friendly players’ involved in pick-up games should be addressed. An example was provided of high school student teams doing this with a minimum fee of about $20 to cover insurance costs (versus full year cost of ~$80 and ½ year cost o $75). General consensus among Board Members was that this should be made available to young folks who want to sometimes be involved in a game, but are not officially part of a team.

Ads are now in the LA Monitor for Open Registration.

5/05 meeting: Motion t o approve by John Erickson; seconded by Wolfgang Runde. Motion carried.

Reports

Vice President’s Report:

Recent NMYSA annual general meeting was discussed. NMYSA handed out booklet on safety issues and discussed during meeting. Emphasis at meeting was for coaches to check goals to ensure they are stable and will not fall over. Also in handbook, was information especially for coaches such as a practice checklist to check items such as checking fields for conditions/safety; how coaches can efficiently run the practice with respect to organization (writing down), efficient running of practices, discussion (Lessons learned) after practice; and guidance that coaches ensure that they are never allowed to be left alone with children after practices. A parent should be asked to stay behind. A sign should be made available for all coaches to post to inform children that it is not safe to climb goals. Copies of handbook for all coaches will be made available by Wolfgang. Another discussion item during NMYSA meeting was that a ban on 15 person vans as team transport is strongly encouraged. Currently, federal law exists banning 15 person vans for school activities. Van (or any other vehicle) used for transport for team activities should be driven by only experienced, licensed drivers, and seat-belts must be available for all passengers.

Biggest issue during NMYSA AGM was the clearances. Every coaching official must have a badge that states an “A” clearance. There was some concern among LAYSL board members that NMYSA is not being consistent on their requirements with respect to “A” vs. “B” clearances. “A” was discussed as being required when coach travels with the team on overnighters. “B” clearances typically apply to recreational coaches. NMYSA has list of who has clearances including their level. This list should be cross-referenced with our coach lists. NMYSA covers the approximate $25 fee for each clearance. For coaches with Q-Clearances, a special form is filled-out and signed by Risk Manager which waives the background check. Paper work should be resubmitted to NMYSA for both A and B clearances approximately every two years. There was some uncertainly among LAYSL board members on whether or not referees are included in the “A” or “B” certification requirements.

Head gear is not yet required of players though this is still an open item w/NMYSA.

Wolfgang will condense information in handbook. The recreational coaches meeting will be a good forum to discuss safety items, etc. in the NMYSA handbook. Information will be made available as well to advanced team coaches, as a risk management tool.

There was also discussion on smaller field for teams <Y12 to emphasize more touches on the ball. This information is available the NMYSA web page.

Karl and John also attended NMYSA AGM on behalf of Dean and Wolfgang. State Cup Application is 2/1/06. Next AGM is sometime in June 2006. There was some discussion during NMYSA AGM that fees adjustments of about $13 - $16, travel costs will be free; no guest player fees, and risk management fees will increase.

There was some direct communication with NNMSL President (Renae Ross) at NMYSA AGM. LAYSL teams can participate readily in the NNMSL with no extra fees. Clubs within NNMSL league basically run their programs with NNMSL essentially hands-off. Non northern NM clubs can participate in Mountain League at $300 per season. Must be a member of Northern Club YTS in order to participate in the YTS game play. This is still up for discussion. Not clear what will come out of this. Dean will follow up with Renae on this issue. Dean will discuss possibility of NNMSL President being invited to speak with LAYSL board members. NMYSA President Tilly also mentioned that he would like to meet with LAYSL board members.

Rule change was approved on team player transfers during annual season. District commissioner would only make sure that paper work was in order, and DC would not have final say on the transfer of a team player. The DC approval signature only ensures that DC confirmed that two coaches involved in the transfer agreed to the transfer. So on player transfers, it comes down to the two coaches agreeing on transfer.

Referees will be checking for the risk management badges.

There was discussion during NMYSA AGM about on-line registration. It was proposed that the NMYSA Board go off and discuss, assess then decide on a process for implementing the on-line registration. There was some among NMYSA members on this. A committee was going to be formed to look at the technologies, and then an implementation plan was to be developed and put forth. More will follow.

Treasurer’s Report:

As of 4/30/2005 there is a deficit of $8K versus a budgeted $12K, which indicates we’re doing pretty good. As of 6/27/05 the major expenses is the registrar salary. Other line items discussed and expected bills were discussed. It was mentioned that perhaps the LAYSL Board can inquire with Ron Blue to assist during trU-outs. Fiscal year is 5/1/05 to 4/30/06. Tax report and non-profit report must be submitted very soon. Referee expenses still needs to be input as well as Capitol Soccer club for YTS shared expenses.

Motion to approve Treasurer’s Report made by John Erickson and seconded by Chad Olinger. Motion was carried.

Registrars report (Registrar’s not present at current meeting): (note: Registrar’s submitted reports consisted of several e-mails.)

YTS/Recreational Registrar’s report: Current registration numbers: 8 players signed up for YTS. 100 players for Recreational teams – registration ends around 7/8/05. Registrar will be unavailable thru 7/15/05. Question on whether YTS/Rec. Registrar has made arrangements for overflow mail – Dean will e-mail or call Registrar on this issue as soon as possible.

Advanced Team Registrar’s report: 127 players on competitive; increase of 12 players from last fall. Two U-11 teams.

Referee Coordinator Report:

Referee coordinator asked LAYSL for guidance on when to hold next grade 9 referee course. Duke City has hinted that they will not register a team if they do not offer up a referee, so August might be a good time frame to conduct course. Chad mentioned that children on Y11-Y14 teams should take referee course, because then they really know the game. Plus, this is a nice income for them. Might be a good idea for coaches to encourage their team members to take this teaching. August 21, 2005 was suggested as a good time for referee course 8/21^st because it is after school starts so everyone is around and it is right before the Blast-Off Tournament, so these ‘new’ coaches would be available then. There is a NM Referees meeting clinic on 8/13, so it is not a good idea to have course on this date, because it is important to have involvement from senior coaches.

Dean inquired on how many were in the U8 upgrade; there were about 10-11 participants.

Equipment Coordinator Report (no report to discuss):

There was a question among Board Members on whether or not equipment coordinator was going to purchase sandbags to secure goals or follow-up on another way to secure goals.

Fields Coordinator Report:

John Erickson has not received notification of the Fall Scheduling Meeting, and it is usually in July. It is imperative that a LAYSL representative attends this meeting. There were some inquiries to LAYSL Board Members that non-LAYSL soccer teams have already secured Los Alamos fields. John will inquire on this issue at next week’s Park’s and Recreation Meeting and report his findings.

Training Coordinator Report:

LAYSL did not conduct a youth module in the spring. On 8/20-21, Youth Modules 1 and 2 will be held in Santa Fe. For someone who wants a YM, it should be sufficient to go to Santa Fe. This would allow us to invest more time into Ron Blue doing targeting specific groups; it does not support NMYSA certification process. Would like some input. We need to support both the Rec and Comp coaches and YM 1 and 2 are mainly for the Rec coaches. E licensing is for the competitive. Suggested that YM1 and 2 be made available to individuals on LAYSL’s current list of recreational coaches list. LAYSL could then follow-up with E-licensing in Los Alamos for advanced coach lists. We are sending a lot of money to NMYSA and the clinics are fee, so we ought to take them up on this ‘service’ after we ensure that there is an audience. There was some discussion among LAYSL board members on the finding appropriate dates for the E-licensing. There are no available weekends between each YM and the start of the season is 9/9/05, so this presents tough scheduling issue for the E-Licensing. Another possibility is to do YM1, 2 and E licensing concurrently but this might be a challenge for State personnel assisting on YM1 and 2. A 40-hr course to receive the National Youth diploma is being held 8/11 – 8/21 in Albuquerque. This is recommended 1 year after one receives a D-license.

Webmaster / Publicity Report:

Overall nothing to report. Board asked that webmaster review current web page and update information. Karl to send Meeting Minutes. Joann Wendelberger has current coaches list, and this should be also updated on web page. No list exists for recreational coaches, which should become available after registration.

Old Business

Newsletter schedule:

Discussion was carried from last meeting. Discussion among LAYSL Board Members resulted in publication of newsletter 3 times per year, as follows: 1^st week in September with information on Blast-Off results, schedules, coaches’ information; Late February with information on registration information; trU-outs; AGM information; proposed BU-Laws; End of season with information on AGM results, team standings, registration numbers, and financials. It is essential that newsletters are encouraging and positive and mechanism to let members know that LAYSL is a thriving and robust organization. It is also important that article submission meet newsletter deadlines!

New business:

According to BU-Laws; Board approval is required for 2 teams (Y11).

Karl Hjelvik made motion to approve the 2 U-11 teams; motion was seconded by John Erickson.

Discussion: Board members inquired on whether or not the two Y11 teams are equal or whether one was a “B” team. The teams were formed to a degree on the level of competitiveness as per parent input. It was mentioned by Karl Hjelvik that the 2-U-11 teams and 1-U-10 team would be coached at the same time by a coaching staff.

Following discussion, the motion was carried for LAYSL Board approval of the 2-U-11 teams.

Follow-up discussion concerned the names of the two U-11 teams as Laser 94 Cyclones and Laser 94 Tornadoes. A quorum ‘yes’ among LAYSL via e-mail occurred, contrary to guidelines.

Item 7b. on LAYSL 6/05 Meeting Agenda can be scrapped per Chad, as persons attending certification course were not interested in reimbursement.

Louie Cernicek tournament:

Application to host was signed by Dean; Karl issued a check. There was some question on which age groups needed 3 referees which is a maximum per team. It was discussed that the U10, 11, 12, 13, 14 age groups need 3 referees. Last year, hardly any of the participating teams, and all of the distant traveling teams, knew hat there was a block of rooms set up at Hampton Inn. There was discussion about the available places with rooms, including a new place in Pojoaque. Only one team from Durango showed up last year. There was some question among Board Members on availability of fields. Need follow-up on fields to ensure they are available by this tournament.

Calendar Review:

Jim asked that everyone review calendar and please e-mail additional calendar items. Note that through August, we will be meeting at LAPS conference room. Room can be scheduled several months in advance. Library must be informed if we are to reschedule with them.

Changes to web page – please let Jim know.

Uniforms:

There was discussion on team colors. We use blue uniforms but lots of Albuquerque teams have blue teams. Question to Board: shall we stay with blue or go with green and gold?

John Erickson made motion that Board direct Joanne to announce to advance coaches of decision to support usage of green, gold and white uniforms. Edict to this motion was to permit teams with existing uniforms continue their use. New uniforms to follow the green, gold, and white uniform color. Chad Olinger seconded the motion.

Discussion: As referees -- very frustrating when teams have same colors – horrible, so this is a wonderful scheme. Dean questioned on whether it was possible to obtain quality uniforms for the team. Board member described what was purchased.

Amendment to motion was to change word ‘support’ to ‘suggest’ just in case parents have difficulty with this.

The amended motion carried.

Motion to adjourn the meeting was made by Chad Olinger, and seconded by John Erickson. Motion carried.

Meeting adjourned at 8:35 p.m.

Submitted by,

Lisa Pansoy-Hjelvik

Attachment: Action Item List

Action Item	Responsible Person	Date Created	Date Closed	Comments / Summary
Copies of NMYSA handbook available for all coaches.	Wolfgang Runde	6/28/05
Possible invitations to NNMSL and NMYSA presidents to speak to LAYSL Board about programs/interactions.	Dean Obermeyer	6/28/05
Question on whether YTS/Rec. Registrar has made arrangements for overflow mail while registrar is not available through 7/15/05.	Dean Obermeyer	6/28/05
Question among on whether or not equipment coordinator was going to purchase sandbags to secure goals or follow-up on another way to secure goals.	Paul Langan	6/28/05
Issue of already scheduled soccer fields to non-LAYSL teams brought up at next Park’s and Recreation Meeting.	John Erickson	6/28/05
Webmaster to critically review current web page and update information.	Jim Tencate	6/28/05
Need follow-up on fields to ensure they are available for Blast-Off Tournament.	John Erickson	6/28/05