River Falls Youth Hockey Association Annual Meeting 3/14/18

Transcription

1 River Falls Youth Hockey Association Annual Meeting 3/14/18

2 Meeting Protocol This is an official RFYHA board meeting. Minutes will be posted as usual. Please silence all cell phones and other devices. Question and answer will be available after the presentation, please hold questions until that time. We will be able to reference previous slides if you have a question on them.

3 Agenda Call To Order Review of Consent Items (Approval of 2017 Minutes and 2018 Agenda) Overview Board Election Introductions Department Updates Parent Feedback, Question/Answer Board of Director Election Adjourn

4 Organizational Structure

5 Strategic Operating Goals RFYHA provides a quality hockey experience for families at each level RFYHA is a financially solvent organization RFYHA has effective relationships with key stakeholders Drive membership and engagement Improve on-ice experience for skaters

6 The RFYHA Value Proposition RFYHA owns & operates Wildcat Centre Our teams can make use of available ice without additional charge Registration costs and/or mandatory fundraisers are minimized As members, we are accountable to fund, operate, and maintain the facility

7 RFYHA Membership

8 Ice Allocation & Scheduling Supplemented Ice From Hunt Arena Sustained target of approximately 2:1 Practice/Game Striving for higher practice/game ratio

9 Off-Ice Operations Referee Scheduler (Steve Oakins) 2 man system went well, we also picked up several new officials this year. Registration (Jody Christensen) Total Skaters Mites-104, Squirts-35, Peewees-30, Bantams-14, U10-13, U12-5, U14-4 We will be having early registration on May 16th, and Fall registration on Sept. 12th. Registrar (Lisa Woiwode) We are always in compliance, Thanks to Lisa for her organization, and efforts to make this happen. Lisa will be training in her replacement next season, who is Bobbi Stanley. Thanks Bobbi!

10 Off-Ice Operations Tournaments (Marissa Feely) We had a very successful tournament season. All of our tournaments were full this year. ( The basket raffles, sucker pull, and vendors brought extra money appreciated!) Zamboni (Dan Briese) We have put together a very well trained group of drivers, if interested in being trained contact Dan. Team Managers Thanks to team managers for all of their hard work.

11 Off-Ice Operations Ice Schedulers (Debbie Thomas and Dan Gulick) Ice went great this year. Thank you Dan and Deb!! We rented several hours at Hunt Arena and will be doing that again for 2018/2019 We will be looking closely at the ice schedule during the off season for more efficient scheduling

12 On-Ice Operations Coaching Intend to have coach pool by level set by early summer Full staffs complete following try-outs Youth Coordinator, Goalie Coordinator & Level Coordinators All new coaches to the Boys Youth Level Interviewed and USA Hockey Certified Goalies Level Specific Coaches, Continue growth in position 9-10 at all levels with significant clinic experience this year

13 On-Ice Operations Practices Pre-Built practice plans for all levels Focus on fundamentals & concepts Consistent experience by level Maximize Ice Time Evaluations Used to level set skill development Will be leveraged to focus practice plan adjustment for season Biggest Gaps: Shooting, Passing, & Stick Handling Summer Skills Camp Biggest thing kids can focus on at home over the summer

14 Building Events Operations (Erica Randgaard) Free Community Open Skating Events (ongoing) Adult Open Hockey (Wednesday and Sunday) Fat Boys Adult Hockey Tournament (End of March) Twin States Pool Tournament (April) Circus (June) River Falls Days Softball Tournament (July) Floor Hockey Tournament (Spetember) Drop the Puck (September) RiverDazzle Open Skating Athletic Team Rentals (ongoing)

15 Business Advertising/Sponsorships (Kurt Torgerson) Background: We sell advertising at various levels with varying benefits Platinum $2000+, Gold $500+ Silver $ /2017 Goals: Transition to new team (Kurt) Maintain Existing Sponsors Expand New Sponsors 2017/2018 Focus: All existing renewed prior to 6/1/2018 Sell all open ad space prior to 10/1/18 Expand sponsor value for retention

16 Recruitment Learn to Skate (Nicole Ralston) FREE program with FREE equipment 60 skater capacity (30 Girls/30 Boys) Waiting list of 40+ each year Exploring expansion with minimal reduction of ice time Exploring a reduction of upper age

17 Recruitment Town & Country Days School Outreach, Social Media Try Hockey Free, Girls Hockey Weekend Large Ad in River Falls Journal Signs in River Falls, Ellsworth and Prescott Word of Mouth...The Best!!!

18 Recruitment Results Skaters!!! Continuously setting new milestones with a record number of children skating Fueling boys and girls program simultaneously

19 Communications, Promotions & External Relations Facebook 736 Followers 2013/14: 125, 2014/15: 319, 2015/16: 488, 2016/17: 621 Using Facebook as primary promotions vehicle: Results, Live Feeds, Events Connections with Business Partners RFHOCKEY.COM River Falls Chamber RFYHA member of Chamber, River Dazzle Open Skating

20 Ice Maintenance (Paul Wilson) Ice In 7-14 days (weather dependant), overnight (8-10 people) Weekly Maintenance (10pm-1am, 3-4 people) Outdoor Ice (2 week process, 3-4 people) Zamboni - Maintenance/Drivers (2 per level - Need more drivers!!) Ice Out (3-4 People) Freon leak repaired Blown compressor

21 Facility Maintenance (Jeff Prochnow) Interior Urinals in men s bathroom removed and cleaned Women s toilets repaired Sound system installation Movement of JV/Varsity locker room Reconfigure old varsity locker room Mezzanine light fixtures repaired Front doors repaired Mezzanine door repaired New Richmond cleaning crew

22 Facility Maintenance Exterior General building upkeep Repair of parking lot light fixtures Repaired front exterior doors Repaired can trailer Straightened outdoor rink boards

23 Fundraising Mandatory Fundraisers total ($54,095) Raffle Tickets($36,085)~91% profit margin Heggies Pizza($18,010)~50% profit margin Optional Fundraisers total ($25,128) Chevy Raffle for the Ultimate Hockey Experience($1,000) MN Wild Program Sales($1,000) Kwik Trip Gas Cards($573) Annual Golf Tournament($4,055) Ice Out Gala($18,500)

24 Fundraising Fundraising In a Nut Shell Our purpose is to raise enough money to help sustain the program, and keep our skater fees low. The Gala, Calendar Raffle Tickets, and the Heggies Pizza account for +/$80,000 in revenue each season, your support is crucial! The Gala is coming soon! Please let me know if you want tickets. It is set for Saturday, April 7th at Kilkarney! We are constantly looking at what we are doing and how we are doing it. Our goal isn t to make your lives or ours even more difficult. We are just simply trying to contribute to the bottom line and help keep moving this association forward. Finally THANK YOU to those of you that are supportive! We are doing all that we can so we can all have affordable hockey. It isn t always easy to be the most loved people in the association.

25 Fundraising Finally I want to personally thank my team without their help we wouldn t get everything done that we need to do! Jana Walker- parent to a U12 Blackcat player. Erin Stamets- parent to 2 Mite players. This team puts in over 150 hours each season putting everything together and making sure the fundraisers are successful and I am so grateful for their tireless support. Also, a special thank you to Danielle Klumb who has a Squirt player. Danielle has come on to help with all the extra pieces and odds and ends and is a great addition and help to us! Thanks Danielle!!

26 Finance Operations - Positive Cash Flow of $5,000 - Net Revenue (gross income less attributable expenses) of $260k required to break even - Net Revenue Example: Concessions Gross of $44k less $23k expenses = Net of $21k to go towards paying the expenses outlined in the RFYHA Expense pie chart which totals ~$260k. - Approximately 20% of concession revenue is general concessions from practices and youth games; the remainder is counted under a broader grouping (i.e. HS Income, Tournaments, Circus, Twin States, etc.) - Challenges this Season - Replenishing and adding to Balances after addition last year - Made it through the year with positive cash flow and slight replenishment of accounts, but need to increase revenue 15-20% for long term viability - Flat income in most areas - skater numbers flat although as LTS / Mite move up income increases - Lost focus in some areas last year and Renegade revenue hid that - Compressors - $16,000 in maintenance this year and 3 of the 4 are operable

27 Finance Operations

28 Finance Operations What s Next?: - Financial risk is always present with the facility we operate - Need to continue generating positive cash flows and replenishing cash balances Goal: Goal: Goal: 2018+: $20,000 (actual ~$30,000) $30,000 (actual ~$15,000 but had the addition) $40,000 (actual ~$5,000 +) $50,000 - Continued success each season allows us to focus more on a longer term plan that acknowledges and begins preparing for major compressor system upgrades - Continued Success = every year is better than the prior year financially - breaking even or maintaining status quo will result in failure - Company servicing our compressor (cooling) system believes we need to replace our system sooner than later.

29 Finance Operations - Longer Term Financial Plan - Base Working Capital (checking account balance - $30k) - Emergency Fund ($50k) - Capital Fund ($40-$50k set aside each year) - Why was emergency fund created in ? - Necessary based on historical refrigeration equipment investment / expenses over past few years incurred $22,00 in expenses (primarily compressors) additional $20,000 investment - - intentional modifications to system and oil separation unit Freon Leak $4,500 (expense at start-up, bad valve) Freon Leak $8,500 (slow leak - not noticeable until weather warmed) New Compressor $9, No Compressor Issues,but $8,300 furnace Freon & blown compressor $16, cost to replace compressor / system????

30 Finance Operations Cash flow projections / timing is an important area the board reviews each month allows us to see where we are at compared to our goals

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