A special Judiciary hearing began at 6PM and was supposed to be concluded by the time of the regular Board meeting. The hearing continued past 7:30. Board members present, who were not involved in the hearing, convened a brief business meeting at 7:45 PM.

APPROVAL OF MINUTES April 2003 MEETING-
Linda Olfson moved to approve the minutes as presented. Tim seconded the motion. The motion passed unanimously.

CLUB MANAGER REPORT
Debi Matthews was taking notes at the judiciary hearing and did not attend the Board meeting.

Tom reported on the scholarship review and decision. A total of 15 female and 6 male applications were received. Two of the boy’s applications were received after the published deadline and were not considered. Tom and Peri met on a Saturday to review the applications. Greg was unavailable. Tom and Peri recommended five girls, with two top recommendations and two boys for Greg’s review and consideration. Greg concurred with the top two selections in each gender group. Tom and Peri wanted the Board to know this was not an easy decision, especially with the female applicants. All candidates submitted well-prepared and impressive applications.

The selections were made too late to publish in the current newsletter. Tom will talk with Debi about putting the announcement on the TCYSA website. Discussion ensued about the next steps in informing the selected scholarship winners and announcing the selections. Tom will ask Debi about contacting the schools of the selected winners to get their recommendations on how best to present and publicize the selections.

Tom will write a letter of congratulations to be presented to the winners. It was suggested that the $300 checks be made payable to the student and their selected school of higher education.

Debi shared copies of the TCYSA newsletter with all Board members.

OFFICERS' REPORTS

President – Tom
No official report.

VP- Carl 
No official report.

VP Org - Brenda
No official report.

Registration questions were discussed. Players who were registered with Black Hills and other non-TCSYA clubs last fall are covered by WSYSA, but if they are registering through a TCYSA club now and in the fall, they should be paying current and fall season fees to TCYSA and District 7.

Discussion around how fee requirements are documented by clubs and known by TCYSA ensued. The group felt this topic merits more discussion. How to address it on Association basis will be a future Board agenda item. This should be on the agenda in a “down” time in terms of issues and decisions that need to be made by the Board.

VP Operations - Greg
Greg was not able to be present. He e-mailed his report to the Board earlier. Pioneer Park has closed Fields 2 and 3. Field 1 remains open at this time. Field 2 may be open again by 6/14/03. This obviously impacts a number of activities. The TCYSA Jamboree will be moved to Chinook/N. Thurston fields. (Following the meeting this has been changed to be a combination of these fields and Pioneer Park).

Treasurer - Tim
Tim reported the club is solvent. There are a few outstanding referee checks to be paid out.

Secretary - Peri
No report.

VP Development 
Tom has a possible lead on a candidate.

REPRESENTATIVES’ REPORTS

Chinqually
Representative attending judiciary hearing.

Olympia
Teams have all been turned into Greg for summer season.

Prairie
Representative attending judiciary hearing.

Tumwater
Representative attending judiciary hearing.

Westside
No report.

SSSFC 
Representative attending judiciary hearing.

Fields Committee
No report. The committee will not meet until at least June.

NEW BUSINESS

The Chinqually Fall mod program is covered in the newly published TCYSA newsletter.

Tom will get in touch with Greg and Ken Phillipson to get a final roster form for coaches to use in summer play.

OLD BUSINESS

None discussed.

GOOD OF THE GAME

Nothing reported.

Proposed Agenda for June 2003
Final Referee/Feedback forms
Fall District 7 Registration
Fields Committee report
Parity Committee

The meeting was called to order at 7:15 PM and a quorum seated with Irene Moss representing Chinqually and Debi Matthews representing Prairie.

APPROVAL OF MINUTES March 2003 MEETING-
Greg moved to approve the minutes as presented. Tim seconded the motion. The motion passed unanimously.

CLUB MANAGER REPORT
Debi distributed copies of updates to TCYSA Rules and Regulations for Summer 2003. These include the recent updates to Mod rules. The comment page agreed upon at the last meeting is included as the back page of the publication. Irene Moss had created a condensed version of these rules for Chinqually. It was discovered some are not in the main updated document distributed tonight. These will be incorporated in next years update.

The TCYSA Constitution will be reprinted and distributed every two years.

Debi received 10 scholarship applications (9 girls & 1 boy) so far. We agreed to review all applications and award four regardless of the number of male and female applicants. Greg Bargmann, Tom McDonald and Peri Smith will meet to review the applications.

Mod Coaches training is being scheduled with David Cross for U8, U9 and U10. The cost will be $250. Two sessions will be provided at two hours each. Announcement of the dates will be in the upcoming TCYSA newsletter. Tentatively it is looking like Monday & Wednesday in late May or early June. Carl moved to approve the expenditure for this clinic. Linda seconded the motion. The Board approved the recommendation.

TCYSA has a new soccer website. It’s URL is http://tcysoccera.com/ . Debi’s nephew in Chicago (dan_lavallie@hotmail.com) has developed this for our club. Tom asked that all clubs who have a website link to this site. Prairie and Westside are the only clubs who don’t yet have a website. Debi suggested their information be incorporated in the TCYSA home page for now. Game scores will be posted on the website.

Debi has communicated with all 149 referees registered last year to determine who will be continuing. The upcoming referee clinics are full for both weekends.

A Spring TCYSA newsletter is being published. Items are due to Debi by 5/5/03. The tentative mailing date for the newsletter is 5/13/03. Greg Bargmann will contribute the new required roster form. Irene Moss will submit an article on “sideline psychology” she obtained at the WSYSA annual soccer fair.

The Board had agreed to use advertisements to help defray the cost of newsletter publication at a previous meeting. At this time, Wembley’s is the only interested advertiser. Debi does not have time to invest in a sales role. It was suggested that extra copies of the newsletter be placed at other locations to solicit possible advertisers, e.g. Tumwater Sports and MVP Athletics. Ken Phillipson will provide a District 7 article for the newsletter.

Debi reported that she had attended an Ethics Committee meeting at WSYSA soccer Fair. They strongly recommended that each club in the associations have two signees for each check. The Committee also recommends that club bank statements be sent to someone other than the treasurer. The Board agreed that these requirements are not really feasible for most TCYSA clubs. TCYSA already requires two signees per check. Tim O’Donnell suggested the Board might want to consider an audit function. The Board tabled this discussion until Fall.

OFFICERS' REPORTS 

President – Tom
No official report.

VP - Carl 
No official report.

VP Org - Brenda
Not present. Debi reported that Brenda has successfully installed the League Organizer software on her computer.

VP Operations - Greg
Spring season is underway. There will be no games on Mothers Day.

All teams for summer need to be registered by 5/9/03. Greg needs team age, coach’s name and contact information. He also needs an assessment of the teams’ strength/relative ability and their home field requests. Debi and Greg will meet and prepare the summer schedule.

Greg asked that club coaches let him know early if there are specific requests for scheduling.

U11 and below team lists and the same information are needed by 6/1/03.

There was a lot of discussion about forming divisions for summer play. It was concluded that the Jamboree won’t be the deciding factor in establishing this. The bottom line is that affiliated clubs will have to give good placement recommendations to Greg for scheduling.

Treasurer - Tim
Tim reported there is a club balance of $8489.86.

Secretary - Peri
No report.

VP Development 
No report.

REPRESENTATIVES’ REPORTS

Chinqually
Matt reported there was a problem with a practice conflict at Bush Park. An SSSFC team was practicing there and Lacey Parks assumed it was a Chinqually team that had not paid for the park. Lacey Parks will contact SSSFC President Dan Martinez to discuss the issue. Tom also suggested that the field conflict issues be discussed at the Field Committee, on which Matt and Dan both participate.

Greg Bargmann asked that clubs let him know about club practice field needs.

Irene reported summer registration is a bit low. The club will have a presence at the upcoming Lacey Fun Fair to hopefully generate more interest.

Olympia
Their coaches meeting will be 5/6/03. Linda reported that Jack Brummel will be the judicial representative for OYSC.

OYSC representatives presented a letter to TCYSA informing the Board that they have suspended Jim Daniels from coaching in their club for the summer season. He allegedly used an ineligible player in a sanctioned game last fall. OYSC communicated their decision to Mr. Daniels in January. It was their understanding he was going to appeal the decision to WSYSA, which never happened. He did respond in writing to OYSC.

Jim is currently coaching a girls U14 team for SSSFC. Debi Matthews reported she had shared information about the alleged violation with Mike Dieckman of SSSFC. 

TCYSA will hold a hearing on the matter to determine if any action will be taken by TCYSA. It was suggested SSSFC might consider an assistant for the GU14 team until it is determined what, if any, association action will be taken.

The TCYSA hearing will be held before the next Board meeting at 6PM on 5/19/03. Tom will notify Jim Daniels of this due process meeting. All clubs should send a representative. Matt Johns will represent Chinqually, Jack Brummel will represent OYSC, Joe Eads will represent TSC, and Greg Bargmann will attend as referee representative. Prairie and SSSFC will designate representatives.

Tom McDonald clarified that he did not direct OYSC to suspend Mr. Daniels. He asked them to investigate the complaint and take appropriate action.

Prairie
Registration for their summer program is also down. Debi thinks it may have something to do with the uncertainties and impacts of the nations recent military actions since many of their families are military.

Debi requested that the Board approve the registration of a U10 player with disabilities at the U9 level. After discussion, the determination was that the team will register as U10, but play U9.

Tumwater
Their numbers are up from last year. They have about 620 registered now and more are coming. Their coaches meeting will be 5/2/03. Greg Bargmann is the new TSC President.

Westside
No report.

SSSFC 
No report other than Peri did mention SSSFC numbers are up this year.

Fields Committee
No report. The committee won’t meet again until after May.

NEW BUSINESS
Tom distributed a copy of the proposed roster Ken Phillipson sent from Logical Solutions version 8.0. The roster would contain only the following information: names, jersey number, age and birthdate. Coaches will be responsible for giving the game roster to referee. Debi will collect these from the referees and use them to make payment to referees.

It was also suggested the form include space for scores and misconduct. Greg Bargmann and Ken will work on a final roster proposal for presentation at the 5/19/03 TCYSA Board meeting.

Tom requested that club representatives emphasize the roster requirement at their coaches meetings and with all their teams.

OLD BUSINESS
Irene gave a presentation on Chinqually’s fall Mod program. Teams are U8 to U11. U11 teams will play nine a side. Tentative fee is $90 per team, but this may increase in order to cover increases in field costs. Registration is due 8/1/03 and must be to Irene by 8/15/03. Registration is $25 if registering through Chinqually. Irene will get this information to Debi for publication in the upcoming TCYSA newsletter.

GOOD OF THE GAME
The Board toasted Ken’s new role as District 7 Commissioner and thanked him for his service to the TCYSA Board.

Ken spoke briefly about his vision for District 7. He plans six regular board meetings and six executive board meetings for the year. He hopes to publicize the board meetings more than they have been in the past. He does plan to rotate locations for the meetings throughout District 7. He has looked at some procedures and processes within District 7 and plans to make some changes. There will be a bi-yearly newsletter. It won’t be mailed, but will be posted on the District 7 website.

Ken wants to talk with Black Hills Footbol Club to have them become more active as the District 7 program. For example, he envisions a role for them in providing coaches training to outlying areas. He sees this partnership as the way for District 7 to be the best it can be.

Dick Mohrmann is the new WSYSA President.
 

APPROVAL OF MINUTES February 2003 MEETING-
Greg moved to approve the minutes as presented. Carl seconded the motion. The motion passed unanimously.

CLUB MANAGER REPORT

Debi Matthews reported she sent 15 applications for the referee clinic and had 8 returned as of the date of the meeting. She is waiting for more to determine whether there will be a clinic one weekend or two and, if only one, which weekend in May it will be.

Scholarship applications have been distributed to local high schools. Due date for receipt is 5/1/03. Tom, Greg and Peri will bring their calendars to the next meeting in order to schedule time to review and make recommendations on the applications. 

Three people have signed up for the May coaches’ D license clinic.

Scheduling for District 7 spring play went well.

Debi distributed an updated 2003 event calendar and a list of contact information for all TCYSA and club board members. Tom called the groups’ attention to key dates, e.g. list of teams for summer play to Greg by 5/9/03.

Olympia Youth Soccer club had requested a form be available from TCYSA for parents to provide comments regarding concerns they might have during matches. Debi drafted a proposed form and distributed this for comment. Several suggestions were made. Debi will incorporate the suggestions and send a re-draft via e-mail for the board member consideration.

Debi indicated she was planning another TCYSA newsletter. The group brainstormed possible topics, including:
- First kicks program (TSC)
- District 7 female coach of the year (SSSFC)
- Introduction of the comment form
- Reminder to pick up litter at games
- Warning about 7/4 port-a-potty vandalism – TSC has had to pay $1200 due to this in the past

WSYSA requires a list of all fields used by the association for insurance purposes. Debi is compiling this. She still needs information from Olympia Parks, Tumwater Parks and North Thurston schools.

Black Hills Football Club’s bill was issued for the wrong amount and will be redone. They owe TCYSA $1100.

Billing for spring play will occur after the season. There was discussion of games at Nova School costing $30, not $40 as originally anticipated. At the end of meeting Tom requested Debi to bill the $40 for all games regardless of location as this was the fee passed by the Board, and he would inform OYSC.

OFFICERS' REPORTS

President – Tom

Tom presented Dan Martinez with the District 7 girl’s coach of the year award for Mike Dieckman, SSSFC GU15 coach whose team played WSYSA Classic last season. The District 7 volunteer of the year award went to Bob Conrad. The boys’ coach award went to Wally Sandy from Foothills.

Tom announced that Ken Phillipson has been appointed as the new District 7 Commissioner to WSYSA. His term begins after the WSYSA AGM on 4/26/03. Greg Bargmann will assume the Tumwater Soccer Club president’s role. Their board will discuss who will become the TSC representative to the board.

Tom also reported that Eric Nordahl was appointed District 7 second alternate. Marley Preppenau is the new secretary. The director of development and treasurer positions are open

The WSYSA annual general meeting is April 27, 2003. Brenda Daniels will represent TCYSA. Debi Matthews will attend the annual dinner. The theme is a luau. Reservations for the dinner were due by 4/10/03.

District 7 spring league has 38 teams, down from 42 last year.

VP- Carl 

Carl may know someone for the TCYSA VP of development position that is currently open. No other report.

VP Org - Brenda

Brenda has not received any corrections to the data errors she distributed at the February meeting. Spring soccer is basically teams from OYS. Carl will deliver spring registration information to Brenda by 4/7/03.

VP Operations - Greg

Greg reports scheduling and other administrative aspects of TCYSA have really improved with since Debi became TCYSA manager. Greg supports the creation and distribution of the parent comment form. He suggests these be included in coaches’ packets for distribution at games on request. An electronic copy should also be made available to coaches and board members in electronic form. The form is designed to collect compliments, as well as concerned.

Further discussion about the form ensued. Tom suggested complaints be somehow separated from suggestions on the form. Ken suggested the form should include a section for documenting whether or not cards were issued and to somehow link the receipt of this form with the existing judicial review process. The newsletter will reference this as a “feedback“ form.

At the next meeting we will discuss finalizing the form and deciding what the process will be established for review/action on forms received. In order to be included in coach’s packets, the form must be finalized in April.

Treasurer - Tim

Tim also reported Debi has been a tremendous help to him, especially in collecting moneys owed to the association.

It was suggested that other board members be added as signers on the checking account. Currently Tim and Tom can sign checks. Greg moved to add Brenda Daniels and Peri Smith to the checking account. Ken seconded. Two signatures are still required on each check. Signors will be Tom McDonald, Tim O’Donnell, Brenda Daniels and Peri Smith.

Secretary - Peri

Peri asked if the timing of receipt of the minutes was acceptable to the members and the group felt things were going fine.