Winchester Youth Hockey Parents Association, Inc. Meeting of the Board September 21, 2015

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1 Winchester Youth Hockey Parents Association, Inc. Meeting of the Board September 21, 2015 Attendees: Peter Albert, Tim Driscoll, Rob Mara, Brad Cutting, Kieran Brosnan, Dana Garmey, Michael Burns, Dennis Nigro, Brendan Monahan, Rob Mara, VJ Ladd, Chris Parker President Dennis Nigro opened the meeting at 7:07PM. By a poll of the 12 members present it was determined that a quorum existed to allow for the transaction of business. Minutes from August Meeting The minutes from the August meeting were not available due to technical issues and will be reviewed along with the September minutes at the October meeting. Treasurer s Report The financial report spreadsheet and account balance statements through August were provided in absentia by the Treasurer and reviewed by the board. It was noted by Chris Parker that tuition collections were on schedule consistent with prior years and in addition, several invoices were in the process of being paid for ice time and league fees. Dennis Nigro added that several teams had submitted requests for payment for entry fees for upcoming holiday tournaments. Chris Parker made a motion to accept the Treasurer s reports. Dana Garmey seconded the motion. The Board voted unanimously in favor of the motion. Mass Hockey/D9 Dennis Nigro explained since the District 9 Midget/U19 seeding meeting was being held coincident with this September, 2015 WYH Board meeting, and as a result our Registrar and District 9 Representative would be unavailable for this WYH Board meeting. Dennis noted that all State Tournament-bound WYH Midget and U18 team rosters (Midget 1, 2, 3 & U18) have been submitted and/or approved by the District 9 registrar and that the WYH Midget and U18 Head Coaches would be provided with their seeding result and game schedule following the meeting this coming week. Via the following notes from the District 9 Meeting held on September 16, 2015 meeting were provided by Steve Mix, WYH registrar. Bantam Seeding meeting is Oct 7 th at the Waltham rink Mass Hockey s play down applications & approved roster due dates: o Fall playdown approved rosters due by 11/15. o Winter playdown approved rosters by 1/15/16. o Dates required by D9 to give Felix time to review/approve. Midget U19-9/21 Bantams - 10/7 SQ/PW - 11/1 Mites - 12/15 D9 Mini 3v3 + goalie (formerly Mini One-on-One) being held for U10, U12, Squirts & Waltham rink 9/30. Coaches need to be current with Safe Sport and Age Specific Modules before rosters are submitted, otherwise they will be redlined.

2 Travel permits are no longer needed within US, only necessesary for trips to Canada, Europe, and Asia. Bruins Coaching Boston Garden will be in November date TBA, (possibly 11/21). A lengthy discussion followed regarding the challenge in selecting a group of 4 players for each age group to represent WYH at the D9 competition on 9/30. Chris Parker framed the discussion by conveying the historical WYH process when the competition was One-on-One. The past practice was that each eligible team in the target age group completed a team-based competition, and then the individual winners from each team within an age group would participate in a WYH age group competition to identify the one goalie and one shooter to represent WYH at each age group. This past practice sometimes resulted in shooters and/or goalies from teams at various skill levels (1, 2, 3, or 4 teams) all having a chance to ultimately represent WYH at the D9 competition. Unfortunately since the competition is now 3v3 + goalie, a One-on-One competition is irrelevant. The discussion focused on whether or not WYH should participate given the change in format and limited time in which to select the 4 WYH teams (U10, U12, Squirt & Peewee) and the difficulty in selecting a team of 4 WYH players because the competition is a team-based small area game, rather than an individual player skill competition of a shoot out. While there was some discussion about not participating given the difficulty in choosing a team fairly and that in order to have the highest likelihood of WYH wining and moving onto video taping at the Boston Garden, Brendan Monahan made the point that it is fun for the kids and WYH shouldn t opt out because of the challenge in selecting teams of 4 players. VJ Ladd echoed Brendan s comments noting that it has been a tradition and the event is fun for the kids and the we shouldn t choose to not participate. Once consensus was reached that WYH should participate, two options were considered, 1.) a lottery be held of all players/goalies at each age group, or 2.) each Head Coach of a 1 team would select 3 players and a goalie to represent WYH at that age group. A motion was made by VJ Ladd to direct the Head Coaches of the 1 teams select a team of 4 players to represent each age group and that Dennis Nigro would communicate that decision to all Head Coaches at the 4 different age groups. Brendan Monahan seconded the motion which was unanimously approved by the board. Conduct Committee Nothing to report. Ice Committee Dana Garmey reported that ice has been provided by WYH to District 9 on 10/6 and 10/21 for Midget/U19 playdowns, in addition ice was also provided on 11/10 for Bantam/U14 playdowns. Board members were reminded to sign-up on the link for the two sign-in desk and two time keeper responsibilities. Dana confirmed with the LTPH Directors who were present, Brad Cutting and Mike Burns that the start date for LTPH was 10/13 this season, which is consistent with prior seasons. Brad Cutting agreed. Dana also noted that the picture night dates have been set for 10/27 & and that Crowley photo concurs with that date. 2

3 Online Store VJ Ladd made a motion to formally name Sports etc., as WYH s online vendor for the season. The motion passed Peter Albert as WYH s Online Store Director indicated that he would communicate to Sports etc. that WYH selected them for our online store this season. Peter also noted that he would communicate the same to the prior vendor Spankywear. Peter noted that he would send an Internet link for the new online store after the meeting to the board for comments/suggestions before it went live. Peter provided a list of remaining inventory (valued at approximately $1,200) from the prior online store vendor and Peter made a motion requesting the board to purchase this remaining inventory from Spankywear at retail price minus WYH s 10% return on gross sales. The motion was seconded by Chris and passed unanimously. Discussion then turned to the 10% return on sales gross sales received by WYH from the prior online store vendor, and Peter raised a question whether or not WYH desired to continue to receive the 10% return as compared to providing lower prices to our membership. In the past few seasons Peter noted that WYH has received from our online store vendors a check for between $400-$600. Kieran Brosnan made a motion that the board foregoes the 10% return to WYH in favor of Sports etc. providing lower prices to our members. The motion passed unanimously. Equipment As Tim Drsicoll offered during the August meeting, when the board moved to purchase a WYHbranded souvenir clothing item for all players and coaches of full-season travel teams, Tim circulated a sample fleece pull over sweatshirt/jersey. The item was well-received by the board and sample sizes will be made available for players and coaches to try on during picture nights, 10/27 & 10/29, so plat players and coaches receive appropriately sized fleece sweatshirts/jerseys. Rob Mara indicated that while there have been some requests for additional jerseys of differing sizes or to switch jerseys between teams due to jersey number and size concerns, virtually all teams have what they need for jerseys. Rob continued that since LTPH has not started as yet but the Mites and U8s, U10s have that he, Scott Ettenhofer and VJ Ladd have organized, repaired, inventoried and purchased some new goalie equipment to accommodate new teams (Mite 4 and U8) and care for other teams without full-time goalies and who require WYH to provide goalie equipment. ACE Coordinator Update Brendan and Chris provided a recap on the Annual Coaches meeting held on 9/14 at Lincoln School Auditorium. Brendan and Dennis thanked the coaches for volunteering to coach, especially considering the administration and training requirements that coaches are responsible for and for their flexibility and patience given the relatively few unexpected roster changes necessary at some age groups resulting from newly registered players and late player withdrawals. Discussion continued on team sizes and configuration and what to do about the 6 players who registered for this season as Don t Know/Not Sure and the 8 players who registered for the enrollment dependent In House program. As a result of an insufficient number of enrollees in the past two seasons Kieran made a motion to no longer offer an In House program next season, Dennis seconded the motion and it passed unanimously. Should not enough families (16+) register for In House this season by mid-october WYH will 3

4 reach out to those families to help them find a place for their children to play in possibly another WYH program (LTPH, Intro or travel) or an In House program in an adjacent community, (i.e. Arlington and Lexington-Bedford) who have historically taken Winchester players into their In House programs. Rob Mara raised the subject of players dropping out right before/early in the season which prompted discussion about a clarification for new board members on WYH s policy regarding tuition refund. Dennis reminded the board that only in extenuating circumstances (injury, player quitting game of hockey, family moving out of town, change of school outside of Winchester, traumatic family situation divorce, loss of job and etc.) does WYH s President and Treasurer consider a refund of tuition. The discussion turned to challenges resulting from Mite/Squirt withdrawals and some Mite travel players reverting to LTPH and Squirts possibly riveting to In House after travel teams were announced, in anticipation of the imminent transition to full ice Mite games at the end of December, Brad Cutting advocated for placing a fewer number of Mite teams, with larger rosters to start next season. Chris commented that perhaps we need to set a requirement at registration that any players attending Mite/U8 placements will be required to accept their placement and cannot revert to LTPH after placements have concluded. Kieran and Dana expressed concern that given the size of the Mite rosters some consolidation of teams or roster changes is inevitable and changing Mite rosters in December might be disruptive to team chemistry and problematic because teams have started to make reservations for overnight tournaments. Dennis concluded the discussion by indicating that he will let the situation play itself out over the next month or so since Mite rosters aren t due to D9 until 12/15. Chris mentioned as was the acse two seasons ago, there could be some LTPH players who distinguish themselves in the couple months of LTPH and may be willing to be elevated to Mite travel. Dennis and Brendan will review the situation in November/December and Dennis will the Mite coaches to convey his thoughts and to solicit input on team consolidation. Goalie Program Update VJ Ladd stated that the Goalie Skills program is underway and attendance has been good, with families consistently communicating when their son/daughter cannot attend so that others can fillin. VJ confirmed that only full-season travel team goalies are being scheduled. Lastly, as noted above goalie equipment has been inventoried, repaired and provided to tams without full-time goalies and other than one mask that appears to have been lost since last season, the WYH goalie equipment is in good shape. Tim Driscoll expressed concern over the decision by the President and ACE Coordinator to make roster changes for goalies on the U12A, U12B and U14 teams in response to the withdrawal of the U14 goalie, Dennis suggested the topic be discussed at the end of the meeting. Long Range Planning Committee Kieran indicated that the next LRPC meeting will be in mid-october. The LRPC met with John Roderick last season and Brendan wanted to be certain that WYH continues to communicate with John on what WYH wants him to focus on and that John should persevere to provide WYH with information on what his plan is for the skills sessions on a weekly basis. In order to follow through on items brought to John s attention Tim Driscoll offered to sit with John Roderick now that the skills program is underway for the current season to reiterate WYH s desires for the direction in which WYH would like to see John take the skills program, including underscoring the 4

5 requirement that the sessions are appropriately staffed and that an appropriate amount of time is taken during warm-ups/stretching and drill demonstration. Tim continued that attendance is critical to support John Roderick s ability to have continuity and progression in drills, so Tim proposed the board consider an incentive system to encourage skills attendance, where an attendance log would be kept and teams with the highest skills participation rates receive a small reward (i.e. pizza party) at the end of each month. VJ and others liked the idea but questioned how difficult it would be to administer the tracking of attendance. VJ continued that it should not be the responsibility of coaches, on their night off to keep track of attendance. LTPH Startup With Day 1 of LTPH this season being 10/13/15, as of 9/21/15 Chris indicated that approximately 70 LTPH players are registered, which means that we ll likely have 5 teams of players, plus a Bruins team of up to 20 players. Introduction to Hockey Registration opens 9/23 7:00AM. Mike Burns noted that Mass Hockey s Cheever grant funding has not been received by WYH for the past several years to help subsidize the Introduction to Hockey program and as a result WYH currently subsidizes it. Additionally given his experience in the program Mike postulated that many families sign-up for the one season of Intro, keep the free equipment and subsequently only a small percentage of Intro graduates take the next step the following season registering for LTPH or travel hockey. Mike Burns indicated that he would like to request data from WYH s Registrar and Treasurer on subsequent registrations in other WYH programs by Intro graduates. After reviewing the data Mike suggested that he may be making a motion in a future meeting that the board consider subsidizing the more expensive LTPH tuition next season rather than subsidizing Intro, which would mean charging the full cost of Intro to families who register for Introduction to Hockey. Boys/Open Travel & Valley League With most Valley League (VHL) teams having played only 2-3 games and those scores are not posted to the VHL web site yet, Peter indicated that has hasn t received any feedback that there are any grave concerns on parity at this time. Dennis stated that from what he has heard parity seems fine as well, although there may be some lopsided Mite games that don t show on the results that get posted because the sometimes inexperienced referees have a hard time keeping track of the scoring absent a scoreboard/scorekeeper. Peter reiterated the need for coaches to be familiar with the game cancellation and rescheduling process as well as the value in consistently responding to the VHL Referee Evaluation Reminders that they receive via . Girls Only & MYCGL WYH Girls-only program season will start with practices in the last week of September, and game sin the first week of October. VJ indicated that he has received positive feedback that despite our membership consistently indicating that they prefer to have the girls start their season in October (because it is allowed by MYCGL unlike VHL), allowing the girls to participate in skills sessions in September has been well received. VJ also mentioned that the WHS girls hockey mentoring program is poised to start where WHS players (current U14/U18 players) help coaches on the ice during skills and team practices. 5

6 New Business Dennis indicated that himself, Chris Parker and Tom Troiano met on 8/19 with WYH s web site programmer, Ed Interess, to make an introduction and communicate the leadership transition at WYH. At the meeting WYH confirmed Ed s interest in continuing to support WYH and to discuss new programming tasks that WYH would like Ed to consider and give an estimate of cost. Dennis requested that Ed update WYH s mass tool allow more elegant formatting of messages and a second task to facilitate the tracking and administration of placement piney assignments, result tracking and team assignments. Ed will provide a cost estimate for these tasks once the new season web page/schedule start-up for all teams has completed. Returning to the topic of the reassignment of goalies between the U12 and U14 teams, the discussion continued regarding the origin, relevance and current need for the three-year birth rule that partially impacted the decision to share (and roster) the two U12 goalies across the U12A, U12B and U14 teams. Dennis and Brendan recounted the extraordinary efforts that were made over the summer to identify/retain the U14 goalie and when not successful explained the creative ideas that were considered (consistent with past practice in WYH) in an effort to identify/secure goalies from within and outside Winchester before coming to the conclusion in September that the only workable solution was to share two goalies across three teams. Given the references to past practices and feedback that had been received from membership that drive decisions about how the WYH program is run, since the landscape of youth hockey has changed in the past several years, Dennis requested a copy from Chris of the prior survey that was completed during the season for the purposes of possibly tweaking it and sending out a new survey to the current membership to obtain their thoughts on some of topics where membership/board member opinion seems to be divided. Adjournment Mike Burns moved to adjourn the meeting. Peter Albert seconded the motion. The Board voted to adjourn at 9:15PM. Next meeting date: October 19,

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