Devon Minor Hockey Association Meeting Minutes

Transcription

1 Date: August 6, 2014 Called to Order: 7:11pm Minutes Taken By: Cassandra McNirney Devon Minor Hockey Association Meeting Minutes In attendance: Lisa Wright, Darcy Skinner, Travis Shaw, Christy Sherwood, Michelle Dewar, Wayne Wolf, Larry Sherwood, Drew Hiltz, Steve Benson, Dave Rhodes, Kathy Morton, Melissa Price, Matt Menasse, Brandy Fisher Item 1: Motion to Approve August 6, 2014 Agenda - Motion to approve the August 6, 2014 agenda by Drew Hiltz. - Seconded by Lisa Wright. - All in favor. Item 2: Review & Approve June 24, 2014 Minutes - Annual General Meeting needs to be removed from title. - Do we need them verbatim, minutes need to be more generic. - Motion to approve the June 24, 2014 minutes by Chris Simonson. - Seconded by Christy Sherwood. - All in favor. Item 3: New Business Arising From Minutes - Nothing to report. Item 4.1: Apparel - Homerun Sports (Presentation) o Mark Johnstone came to present on behalf of Homerun Sports. o New company, opened in March o Apparel, sporting goods. o Can create an online store for association. o Can have DMHA logo. o Will have all products with logo placing and with pricing on online store. o Will provide direct link to site. Page 1

2 o Link can be sent to all managers. o Go on site and pick all apparel. o Can put a pop up window, can be customized. o Each parent can go to website to order. o Various sizes and colors, can customize per team or player. o Can set a parameter to have store open. o Homerun gets a summary of the entire order once the online store closes. o 2 to 3 weeks later the product arrives. o Can pay online by credit card, PayPal. o Will come to arena for 3 nights and will have all product and sizes for fit. o Located on 111 Ave and 149 Street in Edmonton, in house screening and embroidery. o Homerun controls entire process, part of franchise. o Can open the store 2-3 times during the season. o If a team gets sponsored when the store isn t open then we can call and place the order as a special order. o We can set the prices at whatever we want over and above what they charge us and use as fundraising option. o Will provide a price sheet by to Matt. o Will source some apparel for the IP/TT kids, the Kewl brand fit the little ones well. o Can put a flyer together as well. o Will deliver to Devon and can batch them by team. o Hoodies, toques, hats, training shorts, dri-fit shorts, 3 in 1 jacket, winter coats, equipment bags, coach bags, referee bags. o Will sponsor a set of jerseys for a team. o Will work with us for tournaments. o Can do jersey for $60.00 and a name bar for $5.00, eye 2 eye sublimated jersey, can do Kobe or athletic knit, sublimated good for repeat orders as there is no order minimum. - Alice Embroidery o Alice not able to attend, Christy Sherwood presented on their behalf. o Enjoyed working with us. o Will meet with us when they are back in town. o They will hold season pricing. o Will work with us to add/delete items. o Will work with us on jerseys, will repair at end of season and will work with us on sponsorship. o They will put the name bars on/off at the beginning of the season. o They are not set up for an online store. o They will work the extra hours to fill an order. o They will do a minimum order of one or two items. Page 2

3 o They are accommodating if you give them a budget. - We need to make sure that the pricing includes everything. - Need to look at both pricing and service that is offered. - Alice has sponsored player of the month and have donated to our tournaments in the past. - The order last season arrived in November. - Need to make a decision by the end of the month. - Will wait for pricing to come in from Homerun Sports and will make a decision. - Feedback about Alice s has been good. - We ve used Go Logowear, Elite and United in the past. - Alice s jersey was $68.00 with reinforced elbows and a warranty. Item 4.2.1: Vacant Position Atom Level Coordinator - No one has volunteered. Item 4.2.2: Vacant Position Peewee Level Coordinator - Wayne will talk to Shelley Nygaard. Item 4.2.3: Vacant Position Midget Level Coordinator - No one has volunteered. Item 4.2.4: Vacant Position Bantam Level Coordinator - No one has volunteered. Item 4.3: AA & AAA Team or Release - 24 Bantam and 24 Midget currently registered. - Kids cut from Leduc push all house players out. - Leduc won t take any of our Midget goalies. - Two teams at Midget will give us spots for all goalies. - We need to make a decision whether or not to release AA players, if they don t make the Leduc team and come back to Devon they will end up bumping players. - Decision needs to be based on what our mission is as an association. - People are apprehensive of coaching and coaches. - August 30 th registration deadline is a soft deadline. - Comes down to which players are most important, AA players or house players, too late for AA team in Devon this year. - We can t base our decision on what-ifs. - Good chance that we are going to be getting Calmar Bantam players. - HA will be changing the draw zones in the future, they will be taking the AA into the elite stream. Page 3

4 - Motion made by Lisa Wright to not release Bantam and Midget players for try out at the AA level in Leduc. - Seconded by Cassandra McNirney. - Four in favor of not releasing. - Five in favor of releasing. - We will allow the release of Bantam and Midget players to try out for AA, does not need to be on website. Item 4.4: Registration Numbers to Date - Total of 203 registrations IP/TT - 46 Novice - 44 Atom - 37 Peewee - 24 Bantam, 2 AAA tryout forms Midget, 1 AAA tryout form. - Don t have all of the tryout forms. - Bantam and Midget numbers look great for this time of year. - Lisa has to sit with Melissa as there are some that didn t pay for fundraising online. Item 4.5: Late Fees for Calmar Players - 10 Atom, 8 Peewee and 10 Bantam. - Can play in Thorsby, Leduc or Devon depending where boundaries are. - We have nothing firm from CMHA at this point. - There was an from Shane saying that we charged late fees last year, receipt was ed, we never changed package last year so not sure how they got charged. - Motion made by Chris Simonson to reimburse late fees paid by Calmar players for season. - Seconded by Matt Menasse. - All in favor. Item 4.6: Evaluations - Darcy and Travis meeting with Fiore Marrelli on August 7 th to start going through the evaluation process. - We are not sure when the ice going in so we don t have a firm date. - Ice users meeting August 13 th at 7:00pm. Travis, Cassandra and Kathy to attend. - Travis to send Michelle a blurb for the website. - IP/TT needs to be included right at the beginning of the season. Item 4.7: Tournament Dates Page 4

5 - We need to consider a long weekend for levels with 3 or more teams. - Time between Christmas and New Year s is difficult to get teams. - River Cree is an option for extra ice. - Preference to keep tournaments in town to support local businesses. - Suggestion that Bantam and Midget share a weekend. - Atom is December Bantam or Midget is January 30 - February 1. - Bantam or Midget is December Peewee is January Novice is November IP/TT is February Doesn t need to be put on website yet, will confirm dates after ice users meeting. - We need to ensure that the Barons have no games Fridays and Saturday nights during tournament weekends except for IP/TT. Item 4.8: IP/TT Early Registration Fees - Fees not increased on August 1st Item 5.1: President - Reminder about the ice user meeting on August 13 th at 7:00pm. Item 5.2: Vice President - Bank requires letter to change signing authority, Cassandra to draft letter to have signing authority changed to Melissa, Travis and Darcy. - Hitting clinic will be discussed at evaluations. Item 5.3: Past President - Nothing to report. Item 5.4: Treasurer - Midget team looking for jersey deposit from last season. - Has not received books from Tammy. - Confirmed that we will reimburse players from Calmar. - Travis to contact Tammy to get books and laptop. - Would like to have a Treasurer account set up for follow up on issues, suggestion to set up a new Gmail or Hotmail account. - Wayne followed up with P3 and got a cheque which was handed over to Melissa, handshake deal was made to put the P3 logo on the DMHA website, comment that his logo was on the provincial site. Page 5

6 - We need to give P3 a cheque for the pizza, Wayne to let Mike at P3 know that we are following up with our Treasurer. - Michelle to ensure P3 logo is on DMHA website. Item 5.5: Secretary - Nothing to report. Item 5.6: Coaches Director - Impact Testing o Chris met with Rainie to follow up, in it for the long haul, will be the same price regardless of volume. o He did a write up for website. o Will provide information to parents and coaches. o Will be at arena during evaluations to provide clarity. o Will come and do a presentation for coaches and teams to answer questions and reduce fears. o Press release done to demonstrate collaboration between DPT and DMHA, will go in Dispatch and on DMHA website. o There is absolutely zero liability as we don t get any results, all data goes into a server, and we don t do the testing or analyze the results. o All kids 2 nd year Atom and up, it will be paid for by association, good for 3 years. - Coaching Applications o Coaching application sent via to all members and is available on DMHA website, needs to be in by September 2 nd, interviews to be done starting September 8 th. o Application was not changed, the interview guide was changed, need to come with 2 references and a practice plan. o Suggestion that all voting members do not need to be present for the interviews. o Premise was that a smaller panel would take the pressure off those being interviewed. o It is not about excluding anyone, it was about streamlining the process. o Why would we not be receptive to having a smaller team doing the interviews on behalf of the entire executive? o Interview committee could make recommendations to the voting members who can then vote. o Suggestion that interview committee be comprised of President, Past President, Ref- In-Chief, Coaches Director. o Let Chris know if you are interested in being involved. o It is not that people don t have value to add, just not convinced that we need to have everyone present for interviews. o Focus on interaction and communication. o Chris would like to carry on with what Darcy was doing last year. Page 6

7 o Suggestion is that you shouldn t be in a head coach position if you are a voting member. o We want transparency for all members. - Drill Book o Successful in being one of eight associations in Alberta to be a pilot site for a data base system called Drill Book. o It is free. o Site offers coaching resources, practice plans, drills, coaches and managers access, fundraising opportunities. o The expectation is that all coaches will use the site this season. o Developed for the Dallas Stars. o Can be put on IPad, computer, it can be ed out to parents, kids. o A little over 1000 drills already on the site. o Data will stay on the site from year to year. o Michelle to add to information on DMHA website. Item 5.7: Registrar - Does not need to be at community centre for registration in September. Item 5.8: Ref in Chief - Talking to Spencer Hayes to develop referee development program. - Would like to meet with Spencer and Brandy over the next couple of weeks. Item 5.9: Ref Assignor - Nothing to report. Item 5.10: Level Director - Inquired about cabinet over at the arena to hold tournament stuff, we will see if we have funds. Item 5.11: Fundraising - WEM o Last year we did WEM waterpark from 7:30 to 10:30 pm, $10.00 a ticket. o There is an option to do a Sunday during the day from 8:30am to 11:30am, dates in September, October and November. o Tickets are $10.00 and for another $5.00 they can stay all day, total 10 * = o Looks like November 2 nd would work. o Motion made by Matt Menasse to book November 2 nd. o Seconded by Darcy Skinner. Page 7

8 o All in favor o Need to black out the day with 1660 o will give ice time back at the ice users meeting for entire day - Grey Cup Raffle o No Grey Cup raffle this year. - Dance o February 14 th dance still up in air, New Year s not booked. o Stand-up comedy night for 2 hours and P3 will do a dinner, $2500 for 3 comedians, they do all tickets and they do a silent auction with all profits going to association, can follow with dance, and bump the dance tickets from $50.00 to $ o Numbers based on selling 350 tickets, we need to double our numbers. o Could we do it on our own with just the comedian and no dinner? o Matt to outline the plan for dance for the next meeting, plan with dinner and plan without dinner. - Edmonton Oilers 50/50 program o Selected for program. o Los Angeles Kings for Tuesday, December 30 th. o We need to provide 60 volunteers, not a flat amount anymore, average 16,000 to 18,000 profit, need to be there 2 hours before game. - Casino o Will focus on getting a casino next year. o Matt and Michelle are going to meeting next week. - BP s o Will do sponsorship the same as last year. o Coaches cards, player of the game cards, will have a silent auction item that can be bid on throughout the year, they would like to be at the Coaches/Managers meeting to make presentation, team party with receipts at front of restaurant. o Matt to let BP s know the tournament dates. Item 5.12: Level Coordinators - Steve Benson brought up practice times for Novice level. - Would like Alex Dewar s to be added as an alias, Michelle to add. Item 5.13: Ice Coordinator - The last couple of years we haven t changed the ice schedule. - Kathy, Travis, Darcy and Jamie need to look at ice schedule, meeting tentatively set for August 12 th. - Jamie has offered to help Kathy with the transition. - Too many teams, we will need to use Calmar ice. - Travis to ask about Calmar ice rates at ice users meeting. Page 8

9 Item 5.14: Website Coordinator - RAMP s are on registration site, only voting members have access. - Melissa and Lisa will work together to get the RAMP s out. - Michelle if you want information added to DMHA website. Item 5.15: Equipment Coordinator - If the numbers are the same as last year, we are good for jerseys. - Might need more Novice jerseys if we end up with 4 teams. - Sweater bags, puck bags and first aid kits required if we end up with more teams. - CFCW gave us 200 pucks. Item 5.16: Governor - Drop dead date is September 6 th for numbers, tiering and ice schedule. - Would like information by the end of August, September 6 th is league meeting. - September 18 th is first Governors meeting. - Brandy asked if the scheduling would be the same as last year so she could work with the same timeframe as last year. - Will work with Travis to determine number of teams and tiering, it will then be discussed with executive. Item 6.1: Closing Discussion - We have some Atom players that want to try out at the Peewee level. - They need to do a written request to the President. - It will then be decided based on numbers. - What happens to the child that makes the top tiered team and doesn t want to play on that team? - Send a written request to Travis. - Tentative tiering as follows: o 4 Novice teams - 2, 3, 4a, 4b o 3 Atom teams 3, 4, 5 o 3 Peewee teams - 2, 3, 4 o 2 Bantam teams 2, 4 o 2 Midget teams - 2, 4 Item 6.2: Date of the Next Meeting - September 3 rd, 2014 at 7:00pm. Meeting Adjourned: 11:07pm Page 9