Fox Valley Youth Hockey Association. 700 East Shady Lane, Neenah WI Meeting Minutes October 17, 2013
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1 Welcome/Call to Order 6:33pm Fox Valley Youth Hockey Association 700 East Shady Lane, Neenah WI Meeting Minutes October 17, 2013 Roll call of Officers & Directors (2 min) Craig Engel (President) -present Timm Kaminski (Vice President)- present Meridith Starling Secretary) - present Doug Collins (Treasurer)- present Jenni Kundinger (Registrar) -present Justin Torud (IP Director) - present Mike Herres (Mite Director)- present Steve Strubbe (Squirt Director) -present Joe Alberts (PeeWee Director) -present Mark Schultz (Bantam Director)- excused Paul Kundinger (ACE Director)- present Guest: Rep. Harris Recognitions; P. Kundinger recognized Jenni Kundinger as tonight was her birthday. We celebrated with cake! C. Engel gave kuddis to Timm Kaminski and Paul Kundinger for attending the mediation meeting with TCIA. Approval of September Minutes The BOD approved the September meeting minutes that have been ed to the BOD by M. Starling. Old Business Please Refer to the BOD Report Fundraising Updates(J. Alberts) It was agreed, per the current budget to approve the purchase of new pucks for "Chuck a Puck" and have them ready for the tournaments. We have funds that have been
2 donated for this up to $1200. M.Starling motioned to approve, J. Alberts seconded this motion. BOD approved the purchase of new pucks. We may have a sponsor for Chuck a puck at $300. We are investigating alternatives for stickered or printed pucks. Golf Outing Kelli Miller wants to head up a fundraising golf out for the August/early Sept time frame at Winagamie Golf course. Need okay to pick a date for this. Kelli and Mary Kriz will head this up. Kelli did for another (smaller) organization and they raised over $9k. J. and P. Kundinger asked to help with the golf event and hold it at Butte Des Mortes CLub in Appleton. They will work with the committee on this. I will be looking for feedback concerning the Sponsorship cover letter and list that were sent out via slapshot. Apparel website is up and running. We are working on new stickers (Helmet and car). It was discussed that the old car and helmet stickers will be given away to IP families as well as any other families who would like them. We will be ordering new ones that "stick" better. It was agreed that giving them out to families is a good PR move on the BOD's part. Jersey Update (J Alberts) Cross Ice Jerseys will be done by end of week 10/18. Squirt resizing will be done by mid week 10/23 ish. Re patching $2/per patch will take about a week to move from PeeWee A to squirt B. Red team jerseys will be available mid week 10/23. White and Blue team ---- See Jog Sample at board meeting. $4 cheaper than current travel team jersey and a durable wicking material. EJ s recommendation is this one. The jerseys were pleasing to the BOD and J. Alberts will order these as soon as possible. Tournaments (C. Engel, S. Strubbe) We have yet to find a volunteer to take on the Tournament Director Position. The tournament dates are set. Check the calendar on our website for these dates. Thanksgiving Tournament No volunteers for director; Strubbe leading until someone identified Invitation / Flyer sent to all WAHA associations. 2 A and 2 B teams verbal commitment so far. I ll continue to work through the coaches and scheduler to get the word out. Many associations are in team selection mode, once team s are picked then I expect more registrations. J. Voss is managing trophies, and has volunteered to ask Tom s for sponsorship. Sarah K I am asking if she will lead T-Shirts design and order coordination with teams
3 Martha Fruend I m asking her to coordinate Raffle baskets by team On-Ice Directors: I plan to recruit from the Squirt C coaches to have them run the on-ice schedule Volunteers Still Needed (M.Starling) We are still in need of a Tournament DIrector and Volunteer Coordinator. Another will go out to recruit these. Team Managers will send out s to their families to strongly encourage all families to read the Slap Shots sent. Mediation meeting (C. Engel/Timm Kaminski). Tri-Country Ice Arena TCRB Meeting and Mediation. o Attended last month s TCRB on Wednesday, September 18th and a Mediation Meeting called between TCIA and FVYHA on Wednesday, October 9th held at the Town of Menasha Community Building. Several topics were brought up and discussed much of the discussion was focused around the poor customer service that we continue to experience while here at TCIA. There were three (3) action items coming out of this meeting: 1- LockerRoomKeys we will no longer need to turn in a set of keys to get the key to a locker room. We are in the process of putting together a key bar which will be placed outside the old Coach s Room. They keys will be secured to a stick blade so as a reminder to the person who is responsible for the locker room not to leave with it [key] in his/her possession. This has also frees up the TCIA employee(s) for other job responsibilities and not tie them to the room for key assignments. I have been in touch with Nancy on this since it was enacted on Thursday, October 10th, and she continues to report that this is working VERY well. 2- Customer Service Improvements as I stated above, this topic was addressed throughout much of the 2-1/2 hour meeting. We presented several very specific examples of poor/no customer service issues and how they continue to impact our organization. Executive Harris and Nancy Hacker, TCIA Facility Manager, committed to continue to address and improve. Craig and I agreed that I will be the main contact with TCIA on these issues. 3- Need for TCIA Business Plan we were asked to participate in a Marketing Plan that TCIA and the TCRB plans on putting together. This marketing plan will be focused on better building utilization throughout the year in an effort for additional revenue generation and
4 subsequently lower ice rates. Paul Kundinger stated that you need a Business Plan before you can generate a Marketing Plan as the later drives the earlier. TCIA agreed to this, and noted that it is their direction to begin to develop a Business Plan, and asked for FVYHA s support in partnering once this is complete. There was no set time for the completion of this [business] pl New Business Rep. Harris to speak re: the TCIA Parking Lot Needs A lengthy discussion was held among members of the BOD and Rep. Harris. Mr. Harris recommends that the BOD approve the county's support of replacing the current parking lot which will cost the county $500,000 per Mr. Harris. Rep. Harris stated that if FVYHA would support the parking lot, he felt that the county would feel more invested in the TCIA and look into other needs that we have stated to him many times. He has the monies in his budget that he will present next week between the 28th of OCtober - Nov. 1st. This is considered a "Capitol Improvement" and will need a 3/4 vote to approve. If it is not approved he is unable to veto the vote. If it is approved, the lot will be replaced in summer of Rep. Harris stated that if the county incurs this cost, that TCIA should be able to lower rates. All of this is speculative. If this motion does not carry, the county will use the above monies for other projects not yet determined. He reported that the County Board is split in their thinking that it is "their" responsibility to provide funding to any rec program. After a lengthy discussion with Rep. Harris and then again in closed session, the BOD of FVYHA will remain neutral on this topic, we will await news from Rep. Harris on this issue. At least one hour (6o mins) of discussion occurred this evening on this topic. Financials D. Collins presented the Financials and stated the Quickbooks program is already working very well. We are currently doing well fiscally. (Doug/Craig- do we want to put the report into the minutes?) Skater fee payments updates (J. Kundinger) More families have opted to pay over a period of time this year. All families are registered at this time. Once J. Kundinger is able to sort out the "Ingin website," we will have better/accurate numbers. Scholarship Program (M. Starling/D. Collins ) M. Starling drafted a proposal that will be ed to the BOD and we will discuss this at the November Meeting. The BOD agrees that we need to have a system in place. For now, any member in need of a payment plan needs to meet with D. Collins to work out arrangements so that their children continue to skate.
5 Team Updates U8 TEAM - Mike Herres After the 4 Red U8 Mites moved up to Squirts earlier this week, we are left with 9 U8 skaters. I m recommending we move up to 4 White Mite skaters (preferably 2006 birth year) in order to field a U8 full-ice team this year. I ve been working with Bryan Brandt (who s going to coach the U8 team) on who he thinks should move up and the total number he thinks he ll need to field a team. I have skaters slotted already for the move, but I want to get his feedback on who he thinks would be able to move up. If 4 White Mites moved up (worse-case scenario), there would still be roughly 11 White Mites left, which I think is still a good number to have at Whites. Pee Wee Numbers Numbers increase from 28 to 30 skaters on October 13th/14th. Eli Gutierrez At least for half the season, depending on move timing Nevaeh Lavoie New Skater to club AAHA Family (Strand Family) requesting waiver to leave AAHA and come to FVYHA. o Waiting to hear back from family to find out if they were granted the waiver. 1 skater as of now that cannot make Tryouts. Ryan McNeff will be out of town all weekend. o Dad believes his son is a B player and will not impact tryouts. Squirts 4 Mites selected through tryouts on to move to Squirts. Began practicing with Squirts on Tues, Squirt numbers now at 33. New Skaters: Nick Voss Nick Grotenhuis Hayden Hasseler Connor Ohland 3 skaters cannot make Squirt Tryouts: Nick Grotenhuis Owen Grotenhuis (Squirt) Jaeden Hannus
6 Try-Outs P. Kundinger states that everything is set for the try-out this weekend. The BOD will sit in on the try-outs, but if their child is in discussion, the parent is not allowed to comment. Parents are able to watch, but are not allowed to comment to the evaluators. There is a logical approach to fielding teams to make it equitable. Hockey IQ is used to place each skater on the appropriate team. It is a very FAIR process and politics are not used to place skaters. Closed Session Adjournment 9:45pm Next Meeting: October 21st Holiday s - 6:30 pm
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