SYHA Executive Board Meeting Minutes

Transcription

1 SYHA Executive Board Meeting Minutes Monday, October 2, 2017 Nelson Center - 6:00pm 1. Roll Call a. Present: Aaron Bennett, Tiffany Galloway, Brian Gorbett, Grant Hammer, Gabe Liles, Brian Mendenhall (arrived at 6:12pm), Larry Piotrowski, Mendy Romack 2. Call to Order a. President Liles called meeting to order at 6:08am. 3. Opportunity for visitors to address the Board a. Visitors present: Angela Liles & Brian Davis b. No topics presented. 4. Approval of September meeting minutes a. Motion to approve minutes as presented made by Liles with second by Galloway. Vote 7-0 in favor. Brian Mendenhall not yet in attendance. 5. Old Business a. SYHA logo i. Logo votes were submitted to board previously. Agreed moving forward with existing logo. Round logo will be used for Marketing purposes for SYHA. 1. Home: Springfield Kings with crown 2. Away: Kings with SK b. Jersey & warm-up orders i. All orders have been placed and should arrive around Oct. 23rd. Screen printed jerseys may be completed sooner. ii. Brian has reached out to Primo on pricing for practice jerseys. iii. Gabe suggests we consider that in the future we consider possibly starting twill jerseys at the PeeWee level vs. Squirt. Board will table for future discussions. iv. Tiffany is now tracking master player number spreadsheet for the Association. c. Travel dues i. Dues are finalized and have been posted. 6. Reports a. Financial Report/Registrar - Aaron Bennett i. There are still two families from with dues outstanding. The Park District will be moving forward with not allowing these families in the Nelson Center facility. The Park District management will address this with the parents. Park District police will be notified to be present, if needed. ii. 11 travel registrations have been received to date. Deadline is set for October 15th.

2 iii. Offline registration must have a form completed and submitted to Aaron Bennett. He will then provide a special payment code to register. iv. Mendy will blast out reminders prior than deadline. v. Tax return has been submitted and will go to Gabe for signature once completed and returned. vi. PNC Developmental bank account has approximately $12,000. These funds are earmarked for developmental programs and in the past have been used for boards, goalie equipment, etc. vii. There is also a Jr. Blues endowment that Steve Gobelman is trustee. Board agrees that someone else should be added as additional executor to reviews statements, etc. Aaron believes we are allowed to take a certain amount out each year. No one on board has access to the regulations so Gabe will reach out to obtain a copy. It is suggested we look into adding Aaron Bennett as an additional trustee. Board will review copy once received to look at how a succession plan would work. viii. Liability policy 1. The Springfield Park District is pursuing SYHA to be added as an additional insured on our policy. The Park District will not consider USA Hockey s insurance. Aaron is looking into a one million dollar liability policy and there is an estimated cost of $500-$800. Grant suggests we go back to Park District regarding cost contribution as a non-budgeted item this year. Aaron will obtain quotes to account for 88 travel players only as well as 193 to include House and ADM. Topic to be discussed at next board meeting. ix. Sponsorships 1. Board agrees that 90/10 sponsorship program will remain unchanged. 2. Aaron has started receiving funds to apply towards dues. 3. Squirt B1 received a $1,000 team sponsorship which will be placed in their team account. b. Marketing Report - Grant Hammer i. Social media campaign is wrapping up in advance of next LTP session. Campaign received 7,500 hits with 267 post clicks. Grant did a boost on House as well 2,600 impressions and 196 post clicks. ii. The next campaign will be promotion of Try Hockey for Free on November 4th. Grant plans to place a $50 budget for this campaign. iii. Online apparel store will be available later this week. SYHA will receive a monthly payment from Primo Designs for our percentage of the sales revenue. iv. Grant has spoken with a writer with Springfield s Own magazine. They are willing to write an article for either the January or February issue. v. Grant advised we look into getting a Kings emoji through Springfield area emojis. Grant will gather more information as well as cost for board to

3 consider. He feels players would like and would be a good way to promote the organization. vi. Grant is requesting coaches/managers to enter scores on SportsEngine after each game so he can promote on Facebook & Twitter and he will also submit to SJ-R. vii. Grant will get artwork to Dan Ferguson with Jr. Blues for new dasher board. c. Missouri Hockey Report- Brian Mendenhall i. SportsEngine information 1. New scheduling system is up and running. This is separate from our scheduling system so managers will need to enter games in both. ii. Scheduling meetings 1. Scheduling meetings will all be at St. Peters on Monday, October 30th. Times will be posted to Missouri Hockey website. iii. President s meeting 1. Gabe was not able to attend as date/time changed. 2. Increased dues were voted in which are now $12 per player. iv. Little Blues Program is now an option 1. With this program, the association can get a $10,000 grant for development per year. 2. Players get all equipment except skates. With the Little Blackhawks program, players get all equipment including skates. 3. Board agrees we have had great success with the Little Blackhawks program and do not want to suggest any changes to the Park District at this time. d. ADM/House - Tiffany Galloway i. ADM/House 1. Programs kick off on Monday, October 9th. 2. Player numbers are currently at 40 House & 65 ADM. ii. Springfield Purple 1. Team is looking at rostering players. 2. October 25th is the first practice. 3. Games will be scheduled after the next CIHL meeting. There are also St. Louis teams willing to schedule games. iii. There are plans for 2-4 Jr. Blues players to be at each practice for House as well as Springfield Purple. e. CIHL - Tiffany Galloway i. Tiffany will attend upcoming meeting and provide updates to board at next meeting. f. Developmental Programs - Brian Gorbett

4 i. Brian Gorbett announced he is stepping down from the board. Brian would like to continue to volunteer with the House, Springfield Purple and Learn to Play programs. ii. Motion by Liles to accept Brian s resignation with second by Grant Hammer. Vote 7-0 in favor. g. Fundraising i. Concerns were voiced by board members that no fundraiser events have been planned and teams are in need of funds to pay for tournaments, etc. ii. Gabe will reach out to Dave Schwegel to discuss concerns and inquire status. He suggests we potentially look into a group of people rather than one person. iii. Grant suggests we try to put together an auction at the end of year banquet to raise some funds. iv. Angela Liles suggests consideration of quarter auction as it includes little overhead but a good possibility of profits. h. Capital City Freeze Brian Davis i. Brian has reached out to Steve Gobelman to set up refs. ii. He is working with Primo Designs on tournament shirts with merchandise order forms going out next week. iii. Brian will be following up on hotel room blocks this week. iv. Brian is actively pursuing other teams to fill out open brackets. 1. SQ B SQ B PW Silver PW A2-5 with possibility of 1 additional team 5. Bantam - 3 v. Schedules will be concluded once divisions filled. vi. Managers meeting held last week to review team expectations. vii. Will be an ad book this year for additional revenue. viii. Silent Auction items ix. There will be no individual team fundraisers allowed this year. All proceeds will be divided between the 5 teams playing and volunteering for tournament. x. Ultimate Team Products will return for team photos. xi. Gabe is working with the rink on reduced ice costs. xii. Brian will reach out to Dan Ferguson on concessions. xiii. Brian has suggested penalty to teams who do not fill their volunteer slots. Motion by Liles for teams to penalize 5% profit reduction per team if volunteer slots not met with second by Bennett. All in favor. 7. New Business a. Pending complaint i. One family submitted complaint to the board regarding their son not making a travel team one playing level above age appropriate level. Gabe

5 has discussed complaint with the parents. Parents requested player be allowed to play up and then team was not formed due to lack of player numbers to field a team. Player then was also not selected to make age-appropriate team. Once upper level team was formed, parents no longer have an issue as son was placed on a team. ii. President Liles has investigated and the complaint has been deemed unsubstantiated. b. Parent & Player Code of Conduct i. Player code of conduct has been submitted to each team for players to sign and return by Thursday, October 5th. ii. Gabe is continuing to work on Coach & Parent s code of conduct. iii. These will be seasonal and required at each playing level. c. Administration - Brian Mendenhall i. Practice ice 1. Midgets start October 17th. ii. Goalie clinic 1. Will be held twice per month (every other Monday) and is up and going. 2. Jeff from the Jr. Blues along with Brett Reeves are leading the clinic. d. Competitive Teams - Larry Piotrowski i. Almost all coaches are registered and reminders have been submitted. e. End of season tournament. i. Brian M. has contacted tournament director and we have a tentative registration in Madison for President s Day weekend. He has advised we will have six teams attending. Brian M. is awaiting final team declarations to submit official registrations. f. Team pictures i. Tentative dates the week of November ii. Brian M. is setting up once again with Ed Clark Photography. 8. Next regular meeting scheduled for Monday, November 6, Adjournment a. Motion by Liles to adjourn at 8:12 PM with second by Galloway. All in favor.