Casco Bay Hockey Association Board of Directors Meeting Minutes February 3, 2014

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1 Board Member Attendance John Veilleux President x Chris Kennedy VP/Scheduler x John Lewandowski Secretary/Travel Registrar x Sarah Kramlich Treasurer x Stephanie Haskins Registrar x Rich Tibbetts Coaching Excused Tom Clifford Referees/Equipment Excused Fran Norris Boys Travel x Scott Matusovich Girls Travel/House x Glenn Jonsson Travel Scheduler x Sally-Anne Morris House Scheduler Excused Matt Brucker Webmaster Excused Shawn White Learn to Play x Shawn Damon Mites Excused Ace Mallette Squirts x Kristin Reynolds Peewees x Matt Clifford Bantams Excused Amanda Woodford Tournaments x Andy May Midgets Excused Rachel Pargeter Team Administrators Excused The meeting was called to order at 6:06 Welcome to Mike Keaney, VP1 of MEAHA, a guest at tonight's meeting. Mike spoke of MEAHAs doings and thanked the board for their work. First order of business was a motion to accept the minutes of the January meeting of the board as amended. Seconded and accepted. Unanimous Meetings will continue to be held on Mondays going forward. Directors are urged to attend all meetings, even for just a part of the meeting. Directors are also asked to remain positive with each other. Director s Reports: President s Report: Casco Bay Ice Rink Proposal Developments A copy of the presentation was sent to all Directors and posted to the website today. John and Fran met with town of Falmouth officials and pitched the proposal including the time frame and financing. They also made a presentation at the town council meeting on January 27th. They green lighted the next step in the process which is to work with the town planning department.

2 The Family Ice Board of Directors is meeting on February 10th to discuss the elements of the plan that involves their potential management of the rink. Falmouth and Yarmouth have indicated that they will purchase a certain amount of ice time and there are other towns are also interested CBHA is meeting with the town of Falmouth again on Friday. There are Architecture, Engineering and Law firms that have agreed to perform a certain amount of pro bono work on our behalf. CBHA is applying for grants for matching funds to help pay for some of the work MEAHA report Tax issues were discussed. CBHA seems to be ahead of the curve on issues that concern maintenance of the tax exempt status. The SafeSport mandate was not enthusiastically received statewide given the mixed message in the rollout but organizations are coming around. Treasurer s Report: Chasing the last few receivables balances from skaters Recommend that we fill the need of having a person in the Marketing position for next year to focus on sponsorships. Sponsorships are an integral part of keeping team costs low. We have lost 25% in sponsorships in the last 5 years ($3000) Scheduler: Trying to firm up the remaining march ice with tournaments and other needs such as tryouts so that we can give ice back as early as possible. High school games are pinching our times. Expect a certain number of bumps as they have priority for playoffs which can't be planned for depending on which teams advance. We need to post sign ups for tryouts on the website. Travel Scheduler: All league game rescheduling due to weather and rink/hs takebacks is complete. Weekly reconciliations between the master schedule and NGIN is ongoing to ensure that there are no double-bookings of travel games with other scheduled events. There are errors on the Seacoast Hockey League website. The moved to NGIN and appear to have some growing pains. Upcoming games are being confirmed by each SHL scheduler ahead of time to avoid errors. TA s should be monitoring the SHL site on a regular basis. House Scheduler: House schedule complete through March 2 nd There have been issues loading the schedule to the website. Games are appearing as practices. Bantam had two ice conflicts this weekend. Still looking into what happened. All divisional games have been made up and scheduled House teams will skate until respective house tournaments. Mites and Bantams March 7-9, Squirts March and Peewees March 22 nd. March ice to be scheduled once house tournament ice is finalized.

3 Webmaster s Report: Have been working with the schedulers to coordinate additions and changes to the schedule for February and March. The play-ins for the House southern divisions have been scheduled Topics of interest to members have been added to the website, especially news related to squirt Matthew Cox Researching options for scheduling software and more reliable, less cumbersome shared documents for the 2014/2015 season. There have been challenges with Hyperoffice in integration with NGIN. NGIN does not have a scheduling solution as part of their platform. They recommend Maxsolutions.com which may have improved intergration that would be more effective with NYA, FIC, PIA and UNE Board Minutes are available online at the CBHA website under the Contact Us and Info tab for this season and the past 2 seasons. Assisted Girl s Director Matusovich with sending out a Survey Monkey to gather feedback on girls programs for this and next season. Registrar s Report: Birth certificates continue to come in and get forwarded to the State Registrar It was learned that the reason why verified players show up as unverified in subsequent seasons is due to USA Hockey registration names. If a player is registered under a nickname or a different spelling of their name or with a middle initial they are not recognized as having played the prior year and the birth certificate needs to be viewed again. Rosters were created and sent to teams attending non-meaha tournaments with replacement players. The CEP report was sent to coaching director. Coaches may complete modules for an additional $50 fee. Certifying binders for tournament teams. Squirts have no qualified teams, Peewees to be determined this weekend and Bantam will be determined next weekend. Team binders for tournament teams must have printed SafeSport completion certificates. Travel Registrar s Report: CEP Report sent to coaching director Binders will be certified for tourney teams in the next few weeks. TAs are aware of SafeSport requirements thanks to Rachel. Referee s Report: No report Equipment Report: No report

4 Coaching Report: A reminder to Division Directors to have coaches of tournament bound teams complete the SafeSport module. The Peewee checking clinic was well received by coaches, players, parents. Thanks to Ed Harding for leading the clinic. A checklist for the coaches is being prepared. This will lay out the requirements for coaching, with certification requirements and specific due dates. The intent is that it will be ed automatically upon a coach registering with CBHA I am working with Larry Rocha and Chad Foye on more Portland area USA Hockey clinics, especially Level 1 and 2. Hopefully they can be started in September. Team Administrator s Report: Correct pins are finally in and being distributed to teams Tournament preparation is underway. TA s are aware that volunteer sign-ups will be coming out soon TA s are aware of the SafeSport requirement for tournament books Division directors have been made aware that tournament bound teams need to have their binders certified by the registrar Last photos are scheduled for 2/9 for Bantam HS at the Ice Vault. DVM is taking the pictures. Corrections to color for orange teams has been done by Roy Crowley and have been distributed. CB logo clothing has been distributed. Vinyl car window decals are in. Tournament Report: As of today the tournament division numbers are as follows. Mites 16 teams (8 CBHA) Squirts 12 teams (6 CBHA) Peewee 8 teams (6 CBHA) Bantam 8 teams (3 CBHA) Numbers are lower than last year for all but mites. s were sent to five other associations (not including Huskies) and only one replied that they were playing in another tournament in NH. Maine Hockey Development has a few teams that he cannot offer spots to and they left a message to see if we have spots if they are interested. The numbers work well for pool play. Considering a skills competition for Squirt through Bantam divisions if ice is available and budget allows. Would need assistance from the Division Directors for this to be a success. Ice confirmation will be sent to Chris and Sally by Wednesday to secure ice needed and release unneeded ice timely. Trophies, T-Shirts and Giveaways need to be determined and ordered this week. Board members and Divisions Directors will be asked to perform rink marshal duties. Working with Rachel for TA duties and coverage of games. Schedule to be sent.

5 Period Points will be the tie-breaker as occurred last year. Tie-breaker rules are available on the website and by request. Boy s Travel Report: The ice for the CBHA hosted Squirts T2 and Bantam T3 MEAHA tournaments is secured. T-Shirts have been printed Volunteer worksheets for the two tournaments have been sent out to the TAs for each team. The scorekeeper and time clock keeper have been identified for each tournament (Paul Driscoll USM Men s and Women s Huskies) There will be a travel open house held at the Falmouth pond house in late February to discuss tryouts and next season. Ice requests for tryouts have been submitted to scheduler. Squirt and Peewee the week of March 10 th, Bantams the week of March 17 th. The process of identifying on ice coaches and evaluators for the tryouts is under way. This year there will be an initial cut after session 1. This is due to increasing numbers trying out for CBHA travel and to allow the evaluators more time to focus on the remaining skaters. Girls House/Travel Report: All is going well Ice has been requested for Girls Travel Evaluations week on March girls are expected for the U12 and U14 teams and another 30+ for the U16 and U19 combined. Surveys have been sent to all girls travel team families looking for feedback about this year and advice for next year. Girls coaches meeting for all girls coaches is scheduled for Thursday, February 6 at 6:30 to discuss the season and plan for next year. Extremely proud that 8 Casco Bay girls made the U12 festival team. On the girls U14 house front, Jim Ekedahl, Matt Clifford, John Lewandowski and Sarah Hutcheon have done a fantastic job with the U14 house team and all those girls have come a long way this year. It looks like we may have numbers for 2 teams next season which would be helpful. Scott is attempting to put a U10 ep team together. Learn to Play: 80 kids in the three programs. This is down from prior years.

6 Mites Report: Outstanding mid-coast tournament this past weekend for CBHA mite teams. Three out of four teams made the semi-finals with royal blue walking away with the championship. Great job to all teams Ep is three weeks into the season. Practices have been great and planning is underway. Season has progressed nicely with passing, team play and ability to compete being very evident with this past weekends games. Squirts Report: Playoff was this week. No CBHA team is going to states. Ace also recommends that we bring up whether a state tournament for squirts is appropriate. Peewees Report: The PeeWee qualifying tournament for states is the 8th and 9th. Two teams from our "division" will head to the state tournament.thank you to Sally for her work in coordinating with Huskies for shared ice for the tournament and to Matt B. for making sure the standings were correct. The first round of "body contact clinics" run by Ed Harding were a success. The remaining teams have their clinic next week. Thank you to Rich for organizing these clinics. Matt Clifford and I put together another well attended goalie clinic last Saturday. Big thank you to Doug Reynolds for running the clinic, which featured several Squirt, PW and Bantam goalies. The Yarmouth HS goalie attended again to assist on the ice and did a great job. Sally has put together the ice for the rest of the season for the PW teams. After a quick review of what got uploaded to NGIN, we've found some errors that we will be correcting. The PW season ending tournament is right around the corner and I will be working with Rachel to solicit volunteers to help out. As with last year's Mite tournament, I plan to be at the rink for all the games to assist Amanda. Bantams Report: All league games have been played and we are awaiting the final standings to determine the team that will receive a bye for the state tournament. The Southern Zone playoff is scheduled for February 15 th & 16 th at USM to determine the second team from the Southern Zone to play in the Tier 4 state tournament. Coaches will be reminded to complete the SafeSport training by February 28 th. There have been a few incidents with the Bantam Huskies regarding safety issues and they have been communicated to the President and Referee Director of CBHA

7 There were conflicts this past weekend with rescheduled high school games. Matt wants to be sure that the rink managers are communicating the changes to CBHA and that coaches are getting the word in a timely manner. There is some further potential for conflicts on Feb do to State tournament playoffs. The scheduler has been consulted. The season ending tournament is from March 7-9 th.. The goalie clinic was a success and all 5 bantam goalies attended both clinics. There are 1 or 2 remaining skills sessions and past sessions have gone well. Midgets Report: Travel tryouts are being planned Appears that a second U16 team may be formed as numbers should be high. Exeter tourney in August for teams is a possibility. Other Business: After discussion, Motion by Ace Malette to donate $1000 to a charity to be determined based up on Matthew Cox's family's needs. Seconded and passed unanimously. Meeting adjourned at 8:12 pm.