• Executive Director VYSA Staff Listening Tour Summary (page 24-27)
• Digital Marketing - Insights (March 2026) (page 28)
• Feb 18 BOD Meeting Minutes(page 29-33)
VYSA BOD MEETING
– Wednesday, March 18, 2026
Agenda
Officer Reports
• President’s Report Bill Phillips
• Treasurer’s Report Tom Lewis
• Secretary Report Richard Smith
Committee Reports
• Finance Anne Thompson
• Hall of FameAdele Dolansky
• Top Soccer John Schlenker
• Virginia Grassroots J. Marcelo Gangotena
Staff Reports
• CompetitionsRay Ford
• Technical Director Gordon Miller
• Executive Director Serkan Orsan
Unfinished Business
New Business
• USYS HOF Nominations
Good of the Game
TREASURER REPORT (03-18-26)
Tom Lewis, Treasurer
Overview of YTD Budget vs. Actuals
As of 02-28-26
Cash and Equivalents 02-28-25.
o Insured Cash Sweep Account $ 363,095
o Operating Account $50,000
o Vanguard Account $2,323,139 Total: $ 2,736,234
o VYSA/ODSL CD $ 0.00 Total: $2,736,234
● Accounts Receivables Update as of 03-13-26.
o Total A/R - $222,916.03
Additional Comments related to the VYSA Budget and Financials
• Outstanding checks are accounted for through 07/31/25.
• Player registration for recreational member clubs is down over 8.45% from the fall 2024. This could have a significant impact on end-of-year revenues.
• VYSA ODSL CD has been transferred to Vanguard.
Secretary Report
March 17, 2026
Registration Update
Staff reports that registrations are up in travel by about 500 and that recreational registrations are up by a little less than 900. We have not yet begun to invoice for these registrations, and the deadline to submit registrants does not occur until next month.
Payment for Registrations
As of about a week ago, we were down to only two clubs that have registered players but failed to pay their invoices.
Fredericksburg Soccer Club – Responded to inquiries and indicated it will pay.
PW Nova – Did not respond to initial inquiries, so the Executive Director contacted directly.
Respectfully Submitted,
Richard Smith Secretary
FINANCE COMMITTEE REPORT (3-18-26)
Anne Thompson, Chair
1.Member Fee Adjustment
The VYSA membership approved changes to the member fee structure during the Mid-Year Annual General Meeting (AGM). The updated fee structure will take effect beginning Fall 2026 for the 2026–2027 seasonal year
Staff will begin planning for implementation and communication with member organizations in advance of the rollout.
2.FY 2025–2026 Financial Review
The Finance Committee will meet with senior staff to review Year-to-Date (YTD) FY 2025–2026 financial performance, including:
• Budget vs. Actual performance
• Cash flow position
• Revenue projections for the remainder of the fiscal year
• Expense management and cost controls
This review will help ensure the organization remains aligned with its financial goals and will identify any necessary adjustments moving into the final quarter of the fiscal year.
3.Publix Virginia Soccer Training Center (PVSTC) – Event Utilization
Increased activity is expected to generate significant facility revenue during Spring and early Summer 2026.
• David Coffey is currently evaluating maintenance requirements to ensure field quality remains high during the extremely heavy usage anticipated in April, May, and June.
• Due to the intensity of field usage, additional capital expenditures may be required, particularly related to the irrigation system, to maintain field performance and safety standards.
4.Financial Policy Review
Senior staff is conducting a review of the current Financial Policy (approved August 2022) and present recommended updates to strengthen financial governance and operational clarity.
Proposed areas of improvement include:
• Development of a clearly defined Expense Policy
• Review and modernization of the Reimbursement Policy
Recommendations will be presented to the Board for review and approval once the evaluation process is complete.
5.Accounts Receivable (A/R) Management
Senoir staff is reviewing the Accounts Receivable Aging Summary to identify outstanding balances and delinquent accounts. Collection efforts will be prioritized to improve cash flow and reduce long-standing receivables.
6.Operating Expense Review
Senior staff is conducting a review of recurring operating expenses, including:
• Rental agreements
• Lease commitments
• Other fixed monthly expenditures
The purpose of this review is to identify opportunities to optimize operational spending and improve the organization's overall financial position.
Technical Director’s Board Report - Mar 18, 2026
ODP
• Due to injuries and other players moving on to MLS Academies, a total of 15 Virginia players (up from the original 10) have now been named to their respective ODP National Teams.
• VA Friendlies in Williamsburg was a huge success (a big congratulations to Jessica). A few states left late Saturday night due to an impending snowstorm that was coming in up north. However, we changed the schedule to make sure the remaining states got matches on Sunday before their early departure.
• Four VA teams (2012G, 2010G & 2012B, 2011B) travel to the South of Spain March 31-April 9. We had a Parent Orientation meeting this past Sunday with over 100 people in attendance.
• Training is now off for two months, while the players go back to their clubs for spring tournaments and upcoming league schedules.
COACH EDUCATION
Coach Educator Workshop
March 4 - Fredericksburg. Over 22 coach educators from VYSA and Virginia based US Clubs come into Fredericksburg for a full day of learning. Many thanks to Paul Shaw and Vince Ganzberg (US Club) for their contributions.
Club Locations of Current Courses:
• Chesapeake-9v9, 11v11
• Clarke County-C4C
• Colonial Heights-9v9, 11v11
• Sterling-C4C
• Culpeper-C4C
• Braddock Road-7v7, 9v9
• SYA-7v7, 11v11
• Great Falls-9v9, 11v11
• Braddock Road-4v4
• Stafford-9v9, 11v11
• Alexandria-D
• Valley United-D
Highlight - 4-day In Person B license last week and our 4-day In Person of our C License this week.
Other Highlights
Club Visits and Clinics-SYC, Culpeper, FC Richmond
EXECUTIVE DIRECTOR REPORT – March 18, 2026
VYSA – Organizational Dashboard (March 2026)
Area Status Key Notes
Membership Engagement � In Progress Planning Spring Member Listening Tour
Marketing Department � In Progress Reviewing digital platform metrics & building strategy
Partnerships & Sponsorships � On Track Meetings with DC United, Publix, Kalahari
Operations (PVSTC) � Strong Full schedule of tournaments and licensing courses
Events & Competitions � Monitoring Presidents Cup +5%, State Cup –7%
Finance Department � In Progress Policy review and 26–27 budget preparation
Technical Programs � On Track ODP events, coaching courses, international trip
Legend:
� Strong / On Track
� Monitoring / In Progress
� Needs Attention
Organization – Internal
Over the past several weeks, I conducted a staff listening tour that included individual meetings with team members across departments. These discussions were valuable in understanding current operations, identifying opportunities for improvement, and learning more about the strengths of our staff.
Key internal initiatives underway include:
• Reviewing and refining the organizational chart and job descriptions to ensure clarity of roles and responsibilities.
• Implementing a shared internal calendar to improve coordination across departments.
• Updating staff profiles, job descriptions and internal communication tools.
• Scheduling strategic planning discussions focused on 90-day operational priorities and longer-term goals.
A more detailed internal organizational report is attached as a supplemental document.
Organization – External
MEMBERSHIP DEPARTMENT
• A welcome communication was sent to all VYSA members introducing the Executive Director transition and reaffirming our commitment to supporting clubs across the state.
• Membership information for His Village / Elite Performance Sport Academy was shared with the Board on February 25 for review and decision.
• Follow-up communication was sent to clubs VA Velocity and Colonial Heights regarding AGM voting matters. No responses have been received to date.
4805 Lassen Ln Suite 200A, Fredericksburg, VA 22408
• Currently reviewing the membership database, affiliation processes, invoicing procedures, and accounts receivable systems to identify opportunities for improvement.
• Planning a VYSA Member Listening Tour for Spring 2026, with the goal of meeting with clubs across each region to hear feedback and strengthen engagement.
• Establishing “Monthly Member Pulse Check Meetings” to maintain consistent communication, gather ongoing feedback, and ensure alignment with club needs and priorities to following ED Tour
• Traveling to Dallas next week to attend the “NewComp” meeting to gather insight on the new partnership competition between USYS and US Club Soccer, coordinated with US Soccer, to launch in the Fall 2026–Spring 2027 season and may present future opportunities for our membership.
MARKETING DEPARTMENT
Initial outreach and partnership discussions have begun with several regional organizations, including:
• City of Fredericksburg – Economic Development & Tourism (C/O: Josh Summits)
• Publix (C/O: Caren Read)
• Kalahari Resorts (C/O: Lilly Mitchell)
• Fredericksburg Chamber of Commerce (C/O: Wendy Zelazny)
• University of Mary Washington (C/O: Patrick Catullo)
• Loudoun County (Presidents Cup National Qualifier event visit)
• DC United and Washington Spirit
These conversations are focused on identifying potential collaboration opportunities, sponsorship support, and ways to enhance the visibility of youth soccer in Virginia.
Current Initiatives Include:
• Reviewing existing partnership agreements for renewal, expansion, or restructuring opportunities
• Developing a VYSA Partnership Deck that outlines opportunities, audience reach, and potential ROI.
• Evaluating social media and digital publication metrics to improve engagement and reach across our platforms (A more detailed Digital Insight Report for March 2026 is attached)
Additional Opportunity:
The US Consortium of Soccer Associations is comprised of 17 USYS State Associations and approximately 900,000 players. The mission is to maximize and unlock the potential of state associations by creating a highly functioning network of state associations.
Traditionally, each state association operates independently, limiting growth. USCSA was formed to unify processes, scale business operations together, and leverage the collective size of State Associations.
• State members join to provide an area of expertise (e.g., competitions, technical guidance, grassroots support, etc.).
• Executive Directors/CEOs join a semi-monthly meeting to conduct regular business and focus on key topics.
• Application fee of $1000 to support general overhead (i.e., meeting rental, insurance, legal, banking, etc.).
Request:
Authorize VYSA to apply and submit the application fee.
4805 Lassen Ln Suite 200A, Fredericksburg, VA 22408
OPERATIONS DEPARTMENT
Publix Virginia Soccer Training Center (PVSTC)
The facility continues to host a strong schedule of events and programming.
Recent and upcoming events include:
• Past: Super Cup, US Soccer B License Training and Jefferson Cup.
• Upcoming: Jefferson Cup, US Soccer C License Training
Reviewing ideas to better capture and share event content, including player stories and community impact moments.
Events & Competitions
VYSA applied for the 2026 Community Festival Grant but was not selected this year. Organizations receiving grants included CA North, Eastern New York, South Carolina, Vermont, Nebraska, Mississippi, Connecticut, and Oregon.
Competition registration updates:
• Presidents Cup: 137 registered teams (130 last year – increase of 5%)
• State Cup: 140 registered teams (150 last year – decrease of 7%)
Reviewing ideas to increase participation levels while maintaining the competitive integrity and standards of events.
FINANCE AND ADMINISTRATION DEPARTMENT
The Finance Committee report is attached. Key highlights include:
• Beginning the financial review process to support development of the 2026–2027 operating budget
• Reviewing and evaluating financial policies, including expense and reimbursement procedures.
• Conducting a detailed accounts receivable review and management process.
• Reviewing current operating expenses to identify efficiencies and cost management opportunities.
TECHINCAL DEPARTMENT
The Technical Director report is attached. Key highlights include:
• ODP Virginia Friendlies
• US Soccer Grassroots Coaching Education
• US Soccer B and C License Courses
• Planning and coordination for the Spring 2026 International Trip.
Next 30–60 Day Focus
• Launch regional “VYSA Member Listening Tour”.
• Schedule “Monthly Member Pulse Check Meetings”
• Finalize framework for the 2026–2027 budget
• Complete review of partnership agreements and sponsorship opportunities
• Present VYSA Partnership Deck to the BOD and potential partners.
• Implement improvements to membership and accounts receivable processes.
4805 Lassen Ln Suite 200A, Fredericksburg, VA 22408
Accrual Basis
Virginia Youth SoccerAssociation Balance Sheet
As ofFebruary 28, 2026
ASSETS
Current Assets
Checking/Savings
1000 • Cash in Bank
1010 • Union 1st Market - Operating 1016 • Vanguard Investment - MM 1017 • Atlantic Union ICS Sweep
Total 1000 Cash in Bank
1004 • Cash- Funds Held for Agency 1008 • PettyCash- StateOffice
Total Checking/Savings
Accounts Receivable 1200 • Accounts Receivable
TotalAccounts Receivable
Other Current Assets 1250 • Other Receivables 1321 • Deposits 1325 • Prepaid Items
Due fromVYSA for Land 1630 • Office Lease 1631 • Right of Use Asset-Office Lease Total 1630 • Office Lease
Total Other Assets TOTAL ASSETS Feb28, 26 -91,644.89 2,323,138.98 301,158.92 2,532,653.01 846,722.01 0.44 3,379,375.46 214,144.87
646,287.03 4,290,241.79
Accrual Basis
LIABILITIES &EQUITY Liabilities
Virginia Youth Soccer Association Balance Sheet
Current Liabilities AccountsPayable As ofFebruary 28, 2026
2000 • Accounts Payable
TotalAccountsPayable
CreditCards
2002 • The Fauquier BankVisa 20021 • The Fauquier BankVISA -PS
• The Fauquier BankVISA -AT
Total2002 • The Fauquier BankVisa
2004 • Atlantic Union Bank -Visa
Total Credit Cards
Other Current Liabilities
2100 • Player Registration Payable
Total 2120
1,638,863.12
Virginia Youth Soccer Association
Accrual Basis
As ofFebruary 28, 2026
ASSETS
Fixed
Total 1510
1525 • VSTC -Field Improvements
• AID -VSTCField Improvements
VSTC -Field Improvements -Other
Total 1525 • VSTC -Field Improvements
1530 • VSTC-Field Equipment & Fixtures
AID -VSTCField Equip. & Fix.
Total
Total
Executive Director VYSA Staff Listening Tour Summary
Observations & Strategic Next Steps
During my first several weeks as Executive Director, I prioritized meeting with staff members individually to better understand the organization’s operations, strengths, and opportunities for growth. These conversations, combined with an initial review of internal processes and organizational structure, provided valuable insight into the current state of the organization.
The following summarizes my key observations and initial strategic priorities as we continue to strengthen VYSA’s ability to serve its members and advance youth soccer across the Commonwealth.
Key Observations
• Strong Commitment to the Mission
One of the most encouraging takeaways from my first weeks is the clear passion and dedication of the VYSA staff. Team members care deeply about the organization’s mission and the role VYSA plays in supporting youth soccer throughout Virginia.
This level of commitment provides a strong foundation for future growth and organizational improvement.
• Need for Improved Internal Communication and Visibility
Several team members noted opportunities to improve internal coordination and transparency.
Examples included:
• Limited visibility into other departments’ activities
• Late awareness of key initiatives or deadlines
• Lack of a centralized shared calendar for events and meetings
Improving internal visibility will strengthen cross-department collaboration and help reduce last-minute operational pressures.
• Role Clarity and Organizational Structure
In several cases, staff responsibilities have evolved over time without corresponding updates to job descriptions or role definitions.
As part of my initial review:
• Existing job descriptions have been updated
• In some cases, new descriptions were created
• Responsibilities were clarified to better reflect current operations
This work will continue as we align responsibilities with organizational priorities and long-term strategy.
• Workload Distribution and Seasonal Capacity
The organization experiences predictable workload spikes, particularly around events and seasonal programming. While staff remain highly committed, these periods can place strain on operational capacity. Addressing workflow planning, event preparation timelines, and resource allocation will help ensure the team is supported during peak periods.
• Opportunities to Improve Operational Systems
Several opportunities exist to streamline internal processes and modernize operational systems.
Areas identified include:
• Internal workflow processes
• Communication tools
• Data management and reporting systems
Improving operational efficiency will allow staff to focus more time on serving our membership and advancing strategic initiatives.
• Empowerment and Decision-Making
Staff expressed interest in having greater ownership of projects and initiatives within their respective areas. Encouraging responsible decision-making and empowering staff leaders will help strengthen accountability, improve efficiency, and support professional growth.
• Professional Development Opportunities
Team members also expressed interest in continued learning and professional development opportunities.
Investing in staff growth will strengthen both individual capabilities and the overall organizational capacity of VYSA.
Strategic Next Steps (Next 60–90 Days)
Based on these early observations, the following initiatives will be prioritized in the coming months.
1. Strengthen Internal Communication
Implement a centralized organizational calendar
Establish regular staff coordination meetings
Improve visibility of projects and key operational timelines
2. Finalize Role Clarity and Job Descriptions
Complete the review and alignment of all staff job descriptions
Clarify areas of responsibility and decision-making authority
Ensure alignment with organizational priorities
3. Evaluate Operational Systems and Processes
Identify opportunities to streamline workflows
Review internal tools and platforms used by staff
Recommend improvements that support efficiency and collaboration
4. Improve Planning Around Major Events and Programs
Review current event planning timelines
Identify opportunities to improve preparation and workload distribution
Develop operational planning templates where needed
5. Build a Culture of Empowerment and Accountability
Encourage greater ownership of projects by department leaders
Define decision-making authority within roles
Promote collaboration across departments
6. Support Staff Development
Identify professional development opportunities aligned with staff roles
Encourage participation in leadership and industry education programs
Strengthen the long-term leadership pipeline within the organization
7. Review Organizational Financial and Administrative Policies
As part of ensuring strong governance and operational consistency, we will conduct a review of several key organizational policies.
This review will include:
• Financial Policy
• Expense Policy
• Reimbursement Policy
The purpose of this review is to ensure that existing policies:
Reflect current operational practices
Provide clear guidance to staff and leadership
Maintain strong financial oversight and accountability
Any recommended updates will be presented for leadership and board consideration as appropriate.
8. Budget Review, Organizational Structure, and Fiscal Planning
As part of ensuring strong financial stewardship and responsible planning, the organization will undertake a review of the current budget structure, financial planning processes, and organizational alignment.
This work will include:
• Reviewing the current fiscal year budget and financial reporting structure
• Beginning the development of the 2026–2027 organizational budget
• Evaluating whether the existing budget framework fully reflects the organization’s operational priorities and fiscal needs
• Reviewing the current organizational structure and staff responsibilities
As part of this process, we will also evaluate whether adjustments to the organizational chart and departmental structure may better align staffing responsibilities with operational demands, program delivery, and financial sustainability.
The goal of this review is to ensure that VYSA’s organizational structure and financial framework support both current operations and long-term growth while maintaining strong fiscal oversight.
Closing
My early weeks at VYSA have reinforced that the organization has a talented, passionate, and committed team dedicated to serving youth soccer across Virginia.
By strengthening internal communication, clarifying roles, improving operational systems, and empowering our staff, we will continue building an organization that supports our members effectively and positions VYSA for long-term success.
I appreciate the openness and professionalism of the staff during these early conversations and look forward to working together as we move forward.
VYSA Org Chart
Newsletter Insights (March):
Distribution: Number of Recipients
• Touchline: 111,987
• Foot Notes: 102,410 recipients
• Leadership Report: TBD
Open Rate: Percentage and Total Opens
• Touchline: 45%, 50,309 opens
• Foot Notes: 58.6%, 59,912 opens
• Leadership Report: TBD
Click Rate: Percentage and Total Clicks
• Touchline: 1.4%, 682 clicks
• Foot Notes: 1.4%, 834 clicks
• Leadership Report: TBD
Social Media Insights (Feb 16-March15, 2026):
VYSA Facebook Page Visits (people)
• 28,669 Post Views
• 110,265 Accounts Reached
• 18,557 Post Interactions
• 9,722 Follower Growth
• Total: 15,303 (48 new followers)
VYSA Instagram Page Visits (People)
• 2,132 Post Views
• 138,830 Accounts Reached
• 24,075 Post Interactions
• 1,140 Follower Growth
• 6,757 (238 new followers)
VYSA Website Insights: Website Visits (people)
• 26,901
Monthly Highest-Traffic Pages:
VYSA Board Meeting
Meeting Date: February 18, 2026
The regular meeting (Via Zoom) of the Board of Directors of the Virginia Youth Soccer Association was called to order by President Bill Phillips @ 7:01 pm.
Roll Call was taken, and a quorum established.
Bill Phillips, President Present
Anne Thompson, Vice President Present
Tom Lewis, Treasurer Present
Richard Smith, Secretary Present
Corky Webster, North Recreational Commissioner Present
John Davis, North Recreational Commissioner Present
David Glass, West Recreational Commissioner Present
Brad Powell, Board Member Not Present
Staff Present:
Serkan Orsan, Executive Director
Gordon Miller, Technical Director
Robert Carey, CFO/CAO
Ray Ford, Director of Events
Approval of Previous Board Minutes
A motion was made and seconded to approve the minutes of January 21st board meeting. The minutes were unanimously approved.
Officer Reports
Treasurers Report (Tom Lewis)
• See the attached report
Secretary Report (Richard Smith)
• See attached Report
President Report (Bill Phillips)
• The President commended the staff for putting together a successful Hall of Fame Gala and mid year AGM. Also two clubs have not paid Fall fees, those being FSCI and PW NOVA.
Committee Reports (See attached reports)
• Adjudication
• Finance
• Grassroots
• Hall of Fame
• TOPSoccer
Staff Reports (See attached reports)
• Technical Director Report
Eric Highsmith
Anne Thompson
Marcelo Gangotena
Adele Dolansky
John Schlenker
Gordon Miller
• Executive Director Report Don Rawson
A motion was made by Anne Thompson and seconded by Richard Smith to approve the Executive Director applying to join the Fredericksburg Chamber of Commerce at the “Innovator level” at a cost of $1575.00 or a lesser amount if so offered to a not for profit member. John engaged the group in discussion related to a partnership with Kalahari Resorts. The motion carried.
Unfinished Business -none
New Business - none
For the Good of Soccer - none
Executive Session – n/a
Adjournment
A motion to adjourn was made and seconded. Motion carried. Meeting adjourned at 8:22 PM
Recap
The VYSA board meeting covered several key topics including financial reporting concerns raised by Richard about inaccurate budget tracking and variance reporting, which Turkish and Robert agreed to address by creating a more detailed and transparent report format. The board
approved a $1,575 Innovator membership for the Fredericksburg Chamber of Commerce to support business networking and event promotion. Turkish presented plans for "Game On Virginia" soccer festivals receiving $3,000 grants from USYS to host 12 events across three regions. Gordon reported on ODP's success with 10 Virginia players making national teams and upcoming events in Williamsburg, while Anne shared updates on coaching education initiatives and upcoming workshops. The conversation ended with discussions about PWNOVA's incomplete membership application and outstanding fees, which Turkish agreed to follow up on with Kristen when she returns.
Next steps
• Coach (Turkish) and Kristen: Follow up with His Village (Culpeper church) regarding their incomplete membership application, provide guidance and sample documents for proper club incorporation, and report back to the board after connection is made.
• Tom and Robert: Provide His Village with examples of proper club documentation for membership applications.
• Coach (Turkish): Reach out to the three clubs within PWNOVA (Mustangs, Tarantino, and the third club) to request payment of outstanding fees and clarify their organizational structure; send a follow-up communication as needed for the spring season.
• Robert and Coach (Turkish): Reach out to the three clubs that voted against the membership dues increase at the AGM to understand their concerns and report findings.
• Robert and Jessica (Coaching Ed staff): Review and confirm which portions of the coaching education surplus belong to the fall season, and make necessary accounting entries to move those amounts to deferred revenue.
• Robert: Confirm whether State Cup revenue includes Spring Cup money and report back to the board.
• Robert and Coach (Turkish): Review and improve the variance/budget reporting format to ensure accurate, transparent, and timely financial reporting to the board and finance committee, including year-to-date and re-forecast columns as needed.
• Coach (Turkish): Apply for USYS community grants for Soccer Fests, coordinate with clubs for partnership applications, and explore additional sponsorships for these events.
• Coach (Turkish): Investigate if the Fredericksburg Chamber of Commerce offers a nonprofit membership rate and, if so, pursue the lower-cost option; otherwise, proceed with the approved Innovator membership.
• Coach (Turkish): Include JD in upcoming listening tour sessions in Northern Virginia.
• Gordon: Announce the names and club affiliations of the 10 Virginia ODP players once USYS approval is received.
• Gordon: Hold parent orientation meeting in March for the Spain trip participants to review expectations and demands.
• Gordon: Reschedule postponed Richmond United clinic due to weather.
• VA (Bill): Send out AGM minutes for review and collect any corrections/additions from board members.
• VA (Bill)/Gordon: Revisit and follow up on previous to-do items (e.g., Paul considering bringing back rec council meetings) in future meetings as unfinished business.
Summary
VA Presentation and Weather Updates
The group discussed a presentation that VA had created and shared, which Corky viewed. They talked about the tools used to create the presentation, including ISSUU and Canva, with Corky mentioning that their organization already had a Canva account. The conversation then shifted to Gordon sharing that he and his team had poured concrete that day, but it was raining unexpectedly. The group also briefly discussed potential weather conditions for an upcoming event on Sunday, with Gordon noting it might be a mix of snow and rain.
Treasurer's Report and Account Updates
The meeting began with VA taking charge and noting the absence of Brad, while Richard and JD attended. The agenda was shared, and roll call was conducted for the AI. Tom presented the Treasurer's report, highlighting that all variances were green and explaining the inclusion of unrealized gains from Vanguard investments. Tom also discussed the reorganization of accounts, including the movement of funds to a separate ODSL account for better tracking. Robert clarified that accounts receivable was not included in the total cash figure, and no further questions were raised. The Secretary's report was then scheduled to be presented by Richard, who shared an email for discussion.
Church Club Application Review
The board discussed a new recreational club application from a church in Culpeper, determining that the church needs to form a separate non-profit entity to properly apply for VYSA membership. Coach agreed to follow up with the church president next week when Kristen returns, and Tom suggested providing examples of other clubs' paperwork to help streamline the process. The board also received a positive update about the recent gala, which was the largest attended event with successful buffet-style food service and adequate
bartending. Finally, they noted that PW Nova still needs to pay fees for 115 travel players, though one other club's outstanding fees have been resolved.
Addressing PWNOVA Payment Issues
The meeting discussed outstanding payment issues with PWNOVA, a club that owes approximately $1,400 to the organization. Robert Carey reported that PWNOVA has not responded to attempts to contact them, leading to a decision to escalate the matter. Turkish mentioned he would discuss the issue with EDP representatives at an upcoming event. Anne suggested sending a stern letter to PWNOVA, while Richard clarified that despite multiple clubs under the PWNOVA umbrella, only one entity is officially recognized as a VYSA member. The conversation ended with Turkish and another member planning to attend the U.S. Soccer AGM in Atlanta to gain insights into a new competition involving teams from the National League and PL.
Budget Discrepancy and Membership Fees
The board discussed financial concerns raised by Richard about significant budget variances that were only recently discovered, with Turkish offering to work with Robert to investigate the discrepancy between reported figures and actuals. JD requested that staff reach out to the three clubs that voted against the membership dues increase to understand their concerns and explore ways to improve support. Anne reported that the Annual General Meeting approved fee increases across all categories, and the auditors recommended either taking over the referee program or allowing it to have its own EIN number, with JD emphasizing the need for careful consideration of this recommendation.
Financial Reporting and Budget Improvements
The board discussed financial concerns, particularly regarding budget reporting and variance tracking. Richard raised concerns about inaccurate financial reporting to the board, highlighting a $100,000 swing in State Cup program finances. The board agreed to improve budget reporting by creating a new variance report format that will show both annual and year-to-date budget comparisons, with Robert Carey committing to provide a more detailed and transparent report next month. The board also approved a $1,575 investment in a Chamber of Commerce Innovator membership to enhance business networking opportunities, and Turkish presented plans for applying for USYS grants to host 12 soccer festivals across the state.
