Vienna Youth Soccer2013-14 Annual

ReportAnnual Meeting

June 16, 2014

Registration numbers:◦ Fall 2855◦ Spring 2743◦ VYSA Recreational Coaches of the Year:

Michel Vanderhart and Roger Mahach

House: 2013-14 Annual Report

Purchased storage sheds at Colvin Run and Freedom Hill

Installed Knaack boxes for storage at Marshall, Madison, and Oak Marr

Initiated club-wide work day for minor field upgrades◦ Over 100 volunteers signed up online to prepare fields and

equipment for first games of the Spring season Opened Oakton High School fields Provided equipment for Faith Baptist Church Level

Up Soccer Day Camps for Children (Summer 2013) Worked with Adidas and other vendors to provide

equipment for House & Travel programs◦ 800+ balls, 1400 cones of various sizes, 1st aid kits and ice

packs, goals, and corner flags

Operations: 2013-14 Annual Report

849 players rostered on 62 teams◦ National Capital Soccer League (20) ◦ Washington Area Girls Soccer League (23)◦ Old Dominion Soccer League (19)◦ US Youth Soccer Region 1 Spring Colonial League (1)

Travel Policies were revised and approved by the Board

Revised Travel Policies posted on vys.org Next Year:

◦ Academy-based programs will continue and include U9 through U14 next year

◦ Travel will continue to offer opportunities for players at various levels of development and commitment

Travel: 2013-14 Annual Report

NCSL – 20 ODSL - 19 WAGS - 23

Travel: 2013-14 Teams

Boys Teams Girls Teams

2003/04 14 20

2005/06 13 20

2007/08 17 22

2009/10 22 29

2011/12 27 29

2013/14 30 32

U10 Vipers Silver – Fall 2012 & 13 U10 Spartans Black – Fall 2012 U11 Spartans Silver – Spring 2012 U11 Spartans White – Fall 2012 & 2013;

Spring 2013 U12 Lightning White – Fall 2012 & 13 U13 Raptors Silver – Spring 2012 U13 Raptors White – Fall 2013 U14 FC Elite Black – Spring 2012 U14 FC Elite White – Spring 2013 U15 United White – Spring 2012

VYS usually has as many or more sportsmanship award recipients thanany other single club in the area.

VYS Travel: Sportsmanship Awards

U10 Fire White – Fall 2012 & 13 U11 Fury Silver – Fall 2012 & 13 U11 Fury White – Fall 2013 U12 Pride Silver – Fall 2012 & Spring

2013 U12 Pride White – Fall 2013 U13 Freedom Black – Fall 2012 U13 Freedom Red – Fall 2013 U13 Freedom Silver – Spring 2012 U13 Freedom White – Fall 2012 U14 Patriots Black – Fall 2013 U14 Patriots Red – Spring 2013 U14 Patriots Silver – Fall 2013 U15 Thunder Red – Fall 2012 U15 Thunder White – Fall 2013 U16 Strikers Red – Fall 2012 U16 Strikers White – Spring 2013 U19 Falcons – Fall 2013 U19 Fusion – Fall 2013

Consists of teams in U9 through U13◦ Professional trainers for U9 and U10◦ Professional coaches for U11 and up

U9 – 12 each have 8 teams; U13 has 6 teams evenly divided Boys and Girls

Girls participate in WAGS POD (U9 – U11), WAGS and ODSL – 229 players

Boys participate in NCSL and ODSL – 237 players

VYS Travel: 2013-14 Academy Programs

139 referees are "registered" with VYS Fall 2013 spent $28,749 on referees; $3550 for

reimbursements and $5392 for referee assignor  Coverage last season was approximately 99%

probably more like 97% if you include assigned games with no shows. Coverage this season is the same.

Approximately 531 (U9-U19) and 27 adult league games were scheduled to be played 

VYS supplies referees for ODSL games run on our fields 

Three divisions held end-of-season tournaments

Referees: 2013-14 Annual Report

Total of 36 fields◦ 27 grass, 9 turf◦ 26 schools, 8 parks, 2 private

Maintenance provided by: Premier Sports Fields◦ Mowing, lining, aerating, fertilizing, seeding, repair◦ $152,000 for this year’s expenditures

Major Project: Installed three full-sized turf fields at Oakton HS

No other major projects were undertaken due to the funding spent on Oakton HS◦ Potential future projects: Idylwood, Nottoway, Thoreau MS,

Vienna Adventist, NewSong

Fields: 2013-14 Annual Report

Key Budgetary Goals◦ Align budget to VYS goals and mission-focused

areas◦ Form committees to provide required oversight and

transparency into spend activity◦ Evaluate spend to ensure VYS receives value from

dollars spent◦ Benchmark current activities to best practices

Treasurer: 2013-14 Annual Report

Information available upon request.

Treasurer: 2013-14 Profit and Loss

Information available upon request.

Treasurer: Registration Trends

Information available upon request.

Treasurer: Overall Budget Categories

Recommendations◦ Form committees to evaluate VYS spend◦ Obtain additional professional staff to support VYS

as it grows into the next tier of youth organization (>$1M)

Treasurer: 2013-14 Annual Report

Registration: Transitioned to new RosterPro system for registration. Benefits: improved user-friendly interface, ability to build custom forms and implement discounts, resulting in faster and precise registrations.

Fields: ◦ Automated field selections for house and travel practices using

Constant Contact, rather than paper and pencil and scans, allowed for coach/manager ease in selecting field choices for weekly practices.

◦ Installed Master Field Schedule on Google Docs to provide real-time updates to all house/travel teams.

◦ Updated online field maps to include, aerial view of field, labeled playing spaces, address and link to google maps for directions.

◦ Worked with other local youth sports to maximize limited field usage on Vienna area fields.

◦ Applied for permits and requested additional space◦ Coordinated with area schools, parks and Community Center

staff to ensure fields were maintained and meeting rooms were available for VYS.

Admin Staff: 2013-14 Annual Report

Uniforms: Ordered, sorted and delivered House uniforms to U13-19 teams each season, ~400 each year.

Scholarship: Aided scholarship applicants through walk in registrations and visited directly to schools with high, low-income students. Reached out to school counselors and ESOL teachers to enroll needy kids in soccer programs. Also worked closely with House Commissioners to place students on teams with “buddies” to help insure players had transportation to and from practices and games.

All-Stars: Coordinated and organized about 40 All Star teams each season.

Initiated monthly face to face meetings with staff and Technical team to enhance communication.

Website, Newsletter, Social Media: See Communications slide.

Admin Staff: 2013-14 Annual Report

Website Improvements: ◦ Installed e-news button◦ Integrated with Google calendars and forms for tryouts, house

schedules◦ Added partners and sponsors page for DC United and Washington Spirit

news and offers◦ Redesigned field closings page◦ Added Academies page with FAQs and curriculum information◦ Based on analytics, users appear to be more engaged (longer site

duration (up 5%), using site more (up 14%), new users (up 14%), and total pageviews increased 8% from this time last year

E-newsletter Stats:◦ Addition of new features: local and national soccer news, health and

fitness tips, coaching articles, and PCA tips.◦ 45% average open rate (25% average for non-profit industry)

Social Media:◦ Facebook: Engaged 711 Facebook fans (537: June 2013)◦ Twitter: Created new VYS account to promote sponsorships and

partnerships: @VYSSOCCER

Communications: 2013-14 Annual Report

Fall 2013◦ House 2855 (2012:

2859)◦ Travel 883◦ TOPSoccer 20◦ Parent 111

Spring 2014◦ House 2743 (2013:

2815)◦ Travel 849◦ TOPSoccer 24◦ Parent 111

Less dependency on paper forms and check processing

Held one walk-in registration with volunteers helping families register online and pay by credit card

Expanded relationship with school counselors to help scholarship players register online and coordinate transportation ◦ 148 Fall; 166 Spring

Registration: 2013-14 Annual Report

Ensure all children seeking to play soccer are able to do so:◦ House Scholarship Players: 126 players (4.6%) received $15,120 ◦ Travel Scholarship Players: 40 players (4.7%) received $18,452

Make a difference in our community ◦ “Give Cancer the Boot” Awareness Campaign and $2,000

donation to Life with Cancer◦ "Play it Forward" sports equipment drive benefits Leveling the

Playing Field and needy athletes in our area◦ “iCan Food Drive” to benefit Food for Others food bank

Four food drives resulted in donations of 6700 pounds of food

Community: 2013-14 Annual Report

Successfully completed its 5th year! 20 players in Fall 2013, 24 in Spring 2014

◦ Increase from 12 in Spring 2012◦ Split players to A and B teams

8-10 coaches; 4 administrative volunteers; 25 buddies

Provided two one-hour sessions held at Freedom Hill on Saturday afternoons

TOPS Buddies Megan Kenny and Becca Benson awarded FFX County Champions of Character

TOPSoccer: 2013-14 Annual Report

Administrative Activities ◦ Established VYS PCA Database to track coaches' PCA certifications◦ Updated PCA area of VYS website to support RSVP function for PCA

events◦ Used VYS newsletter to highlight upcoming PCA events and report results

Pre-Season Courses Offered◦ Two Double-Goal 1 Coaching Courses offered in late March◦ 57 House and Travel coaches representing a wide range of age groups

attended both workshops In-season Courses Offered

◦ "Supportive Saturday" Double-Goal Parent (Parent Talks) for all U6 boys and girls' games

◦ Brought the workshops to the parents at the U6 game locations◦ More than 50 parents in the U6 age group participated

Next Steps for VYS PCA Activities for Fall 2014 Season◦ Renew PCA-VYS partnership Agreement in summer 2014◦ Identify VYS's PCA goals for Fall 2014 season ◦ Set up courses for parents and coaches

PCA: 2013-14 Annual Report

House (Coaches)◦ * We are providing more coaches training opportunities within

VYS. This year we offered the USSF “E” and “F” license. Also, we created our own “VYS Coaching Course where we provided to the 5 & U6 and U7 & U8 coaches in VYS. So, more coaches are pursuing higher coaching education than previous years which are translating into a better knowledge and understanding on how to run practice and coach in games.

◦ * All Star coaches meeting (presentation)◦ * Work with the VP of House to offer our assistance.◦ Room for improvement:

* Have a continuity of licenses to be provided to our coaches as well as more coaching support content on our VYS website (curriculum, age/skill appropriate lesson plans, and informative videos). Our VYS Technical Staff will continue providing more licenses and content information for our coaches in VYS.

Technical Staff: 2013-14 Annual Report

House (Players)◦ * We increased the amount of training opportunities to our VYS House

players and saw a significant amount of the players taking advantage of our programs compared to last year.

◦ * With the quality programs offered and our players attending the programs, the results start showing and the skill level of our young players within the House is getting stronger. For example: During our tryouts we are seeing our House players competing fairly with our developmental players in the Academy.

◦ * There are more opportunities for interaction between House and Travel players as we try to grow stronger together as a community club.

◦ Community events GMU College, DC United and Spirit games.

◦ VYS Programs Summer, Winter, pickup and GK programs.

◦ VYS Games Scrimmages Travel vs. House All Stars.

◦ Room for Improvement * Continue to create more training/program opportunities. * Improve the quality of training/coaching which will improve their

develop * Work with the VP of House to offer our assistant.

Technical Staff: 2013-14 Annual Report

Travel (Coaches)◦ * We will continue to utilize one of the highest number of

coaches involved in VYSA (ODP Program).◦ * The principles, goals and vision in our Travel program are more

defined and respected.◦ * The communication within VYS, Academies and with the Travel

Families is getting better every season.◦ Room for improvement:

* Encourage our coaches to continue their education on an ongoing basis.

* More opportunity for coaching licenses in VYS. * More training, presentations, communication with our

parents and professional coaches to become better teachers of the game.

Technical Staff: 2013-14 Annual Report

Travel (Players)◦ * The number of players staying in our VYS Travel program has

increased significantly compared to the year before. ◦ * The communication/feedback between the professional staff

with the players increased significantly compared from last year. ◦ Room for improvement:

* Better education for players and families (what it takes - play at the highest level)

* More information to players, parents and coaches (website) * Continuity with players’ feedback * Continually look to challenge our players (training, Leagues)

Technical Staff: 2013-14 Annual Report

VYS Programs (House and Travel)◦ Summer

The amount of players that participated in our Summer 2013 tripled from the year before.

◦ Fall We have a significant amount of players attending our fall

programs. ◦ Winter

We provided the same amount of sessions as the year before but we almost sold out all sessions this year. A huge increase in number from the years before.

◦ Spring Almost the same amount of players that attended the Fall

programs, participated in the Spring but we add two new programs: VYS U9 & U10 Cross Over. So far the program has been very successful and we have plans to continue next year.

Technical Staff: 2013-14 Annual Report