CPYHA Annual Membership Meeting. May 17, p.m. Champlin Park Ice Forum

Transcription

1 CPYHA Annual Membership Meeting May 17, p.m. Champlin Park Ice Forum

2 Please sign in if you are not a director or committee lead

3 2015/2016 Board Members Wade Gjervold President Dave Baker Vice President Carolee Peterson Secretary Lori Robinson Treasurer Bjorn Burnevik Member at Large Roman Cantu Member at Large Debbie Huybers Member at Large Chad Kuehne Member at Large Tom Simonson Member at Large

4 Meeting Agenda Call to Order Roll Call Motions Approval of April Minutes Approval of Annual Meeting Minutes (2015) Treasurer s Report Gambling Report By-Laws Approval Election of Officers Committee Reports Old Business New Business Election Results Adjournment

5 Call to Order Wade Gjervold - President

6 Roll Call Carolee Peterson - Secretary

7 Approval of Minutes Wade Gjervold April 2016 Minutes 2015 Annual Meeting Minutes

8 Treasurer s Report Lori Robinson May 2016 report Lori Robinson Approval of Report - Wade Gjervold

9 Treasurer s report Actual Actual Change 48,800 45,960 (2,839) Ice Bill Receivables 19,364 45,945 26,581 Gambling Receivable ,164 91,905 23,742 Accrued Liabilities Deferred Revenue - MN Sales Tax Payable Unrestricted Net Assets 30,940 98,750 67,810 Net Income/(Loss) 37,124 (6,945) (44,069) 68,064 91,805 23,741 68,164 91,905 23,741

10 Treasurer s report FULL YEAR 2015/16 Actual Actual YOY Variance Registration & Clinics 144, ,300 2,076 Ice Payments 195, ,104 2,927 Tournament Revenue 12,048 11,710 (338) Fundraising Receipts 54,375 54, offset by fundraising expense Gambling Contribution 67,000 60,000 (7,000) Additional Donation for Rebels Skills Misc Revenue 5,623 6, Total Revenue 478, ,995 (1,451) Bank Fees (691) (1,036) (345) OS Contractor Fees (5,000) (2,655) 2,345 Timing-Accounting Fees for Tax Prep and Pd Ice schedu Facilities & Equipment (8,504) (53,433) (44,928) New Jersey's Ice Rental (232,585) (258,327) (25,742) Timing Operations (14,732) (24,358) (9,626) traveling coaches reimbursements Fundraising Exp (34,747) (20,489) 14,257 offset by fundraising receipts Player Development (51,053) (37,059) 13,994 New Rebels Skills Clinic and Goalie Clinic Tournament Fees (49,029) (45,560) 3,469 Tournament Expenses (9,429) (7,031) 2,397 Governance (28,255) (26,850) 1,405 Other Exp (9,069) (10,885) (1,816) Skate, BAR, Recruitment, Parent Relief Night Total Expense (443,094) (487,683) (44,589) Profit / (Loss) (excl. Concessions) 35,352 (10,688) (46,040) Concessions Revenue 36,579 40,798 4,219 Concessions Exp (34,808) (37,055) (2,247) Net Profit - Concessions 1,772 3,743 1,971 Profit / (Loss) (incl. Concessions) 37,124 (6,945) (44,069)

11 Gambling Director Lisa Blake Gambling Report April & May Approval of April & May Wade Gjervold

12 Gambling Highlights Profits from Charitable Gambling assisted the Association in meeting our financial obligations of $50,000 to the City of Champlin Raffle Calendars raised $19,955 profit December 2015-$7,000 was donated to CPYHA to help with the cost of Sunday Skills clinics March 2016-donated $60,000 to CPYHA Site inspections were conducted by the state compliance officer and both reports were excellent Completed an annual audit with Mahoney Ulbrich Christiansen Russ P.A. No issues to report Both our sites, 5-8 and Clive s Roadhouse continue to do well

13 Gambling Recommendation Continue to discuss ways to improve profit with MN Gaming Services Have regular employee meetings to ensure there are no issues and that policies are being followed Get new Board members educated and involved Ongoing education with the Gambling Control Board

14 By Laws By Law Update Approval - Wade

15 Election of Board Place a check mark next to the candidate s name. You may nominate someone not listed on the ballot by writing their name on the blank line provided. Each member gets one vote. Vice President Debbie Huybers Treasurer Jason Dvorak Member-at-Large (Vote for 3) Charlie Alm Jason Cordes Joe Olson

16 Champlin Ice Forum Nick Powell

17 Committee Reports

18 House Directors Joe Olson, Greg Linder, Nick Warren # of Participants: Approximately 137 mite skaters Last Year Mites: 29 (21 Boys and 8 Girls) 2 nd Graders: 40 (27 Boys and 13 Girls) 1 st Graders: 26 (21 Boys and 5 Girls) Kindergarten: 31 (24 Boys and 7 Girls) Pre-Kindergarten: 11 (9 Boys and 2 Girls) First Year Skaters: 52 Team Breakdown (Presumably will be the same for next season) A 1 8U 1 B 2 C 4 D 4

19 House Next Season A 3 Returning Players 8U 7 Returning Players B 13 Players with at least one season of mite eligibility remaining C 44 Players with at least one season of mite eligibility remaining 33 Boys and 11 Girls D 40 Players 30 Boys and 10 Girls Recommendations C and D Level 8-10 players per team at the D level Teams should be divided, as best as possible, for ability equality amongst teams Group players with like ability levels for practices A, B and 8U No More than players per team of like skill ability Not advantageous for skaters to play at a level in which they can t be competitive More important for skaters to have opportunity for puck touches and be successful

20 Traveling Director- Bill Lawler 2015/16 Committee Members Brian Allen Steve Boynton Bryan Bremer Dave Brenny Todd Cain Matt Grant Pat Janostin Gabe Milton Duane Nelson Corey Neu Tom Pajunen Aaron Peterson Dave & Jennifer Peterson (Girls Directors) Todd Peterson Elena Taylor Greg Zahalka Bill Lawler

21 Traveling 2015/16 Coaches Brad Williams Bjorn Burnevik Brian Allen Matt Seymour Derek Witte Chad Mortenson Wade Gjervold Nate Lempke Matt Grant Travis Parks Eric Herr Malee Windmeier Jeremy Hedlund Pat Qualley Todd Sinjem Bryan Peter Squirt A Squirt B1 Squirt B2 Squirt C PeeWee AA PeeWee B1 PeeWee B2 Blue PeeWee B2 White Bantam AA Bantam B1 Bantam B2 Girls 12U A Girls 12U B Blue Girls 12U B Red Girls 10U A Girls 10U B

22 Traveling Squirts A st place and tournament champs B th place B th place C th place

23 Traveling Pee Wee AA th place B st place/tournament champs/region champs/4 th place at state B2 white th place B2 blue th place

24 Traveling Bantam AA th place B th place B th place

25 Traveling 2016/17 registration projections Bantams 40 skaters 4 goalies PeeWees 50 skaters 5 goalies Squirts 50 skaters 4 goalies New Traveling Director Bjorn Burnevik

26 Girls Directors Dave & Jennifer Peterson Level Team W L T Fair Play Pts 12UA Champlin Park-Coon Rapids: Pts. Regular Season Rank 12UB Champlin Park-Coon Rapids Red: nd in Division 12UB Champlin Park-Coon Rapids Blue: th in Division 10UA Coon Rapids-Champlin Park: UB Coon Rapids-Champlin Park:

27 Girls Level 12UA 12UB 12UB 10UA 10UB Tournament Highlights 2 nd Place in Detroit Lakes Tournament, lost by only a goal. 2nd Place in District Tournament, Attended Regional Tournament,, Champion at Albert Lea Tournament, Champion at Minneapolis Winter Storm Tournament, Champion of Eastview Lightning Classic Tournament, 2nd Place at New Hope Tournament. Champion of New Hope Tournament,, Champion of Two Harbors Tournament, 2 nd Place at Cottage Grove Tournament. Played Champlin Park Coon Rapids Red for a birth to Regional Tournament after strong showing at Districts, finishing 3 rd. Finished 4 th out of 12 Teams in All American Girl Tournament Girls Committee is working with Coon Rapids to get the contract signed to Co op in 2016/2017. They plan to field a 12UA, 12UB, 10UA and 10U B team. A meeting is set to gauge interest in 15U. New Girls Director Bryan Peter

28 Registration Director Ambyr Johnson Traveling Total players Boys 153 Girls 39 Total players Boys 147 Girls 46 New Players Boys 13 Girls 3 New Players Boys 9 Girls 5

29 Registration HOUSE Total Player Boys 97 Girls 41 Total players Boys 97 Girls 30 New Players Boys 37 Girls 18 New Players Boys 25 Girls - 6

30 Registration This Season went really well overall! Lindsey Reil was the NGIN coordinator. We worked together to complete the Registration newsletter as well as the NGIN registration. Brad Solomon was registration assistant and collected all documents for the house side. Roster sign off went pretty well on our end. On December 31 st we didn t have any coaches redlined! The biggest obstacle is collecting documents from coaches. Consent to treat forms, coaching certification, etc. This has always been an issue and is in other associations as well. Recommend the Registration Director or ACE Coordinator should be present at the coaches meeting to give an overview of what is and expected from coaches in regards to the process we need to go through with USAH in order to get players and coaches rostered. Open position 2016/2017

31 House Manager Coordinator Becky Maifeld Updated the House Manager Manuals, printed and assembled. Held House Manager Meeting November 22nd, 2015 at 6:30 pm at Forum Assisted Managers with: Questions, pictures, jamboree, volunteer, tournaments, outdoor ice, time clock, game schedules, concessions, apparel, Coaches reimbursement, etc. Liaison for Mite Directors, SKATE, Jamboree, Volunteer Director, Concessions, BAR

32 House Manager Coordinator Recommendations: Suggestion to select manager who has experience with the association when possible (if they have volunteered). Manager Coordinator NEEDS to be included in the manager selections process. I understand that the Mite Directors / Coaches ultimately pick the managers, however the coordinator needs to be aware of who the managers are right away and who has volunteered. Mite Directors should look at the list of those that volunteered for the position of manager PLUS any that may be suggested by coaches, etc. Sometimes the list is ignored. This year it got crazy with the mgr coordinator being in the middle of a number of communications between other committees and managers. In future, some of this will be passed on to the managers directly so the mgr coordinator does not delay things.

33 Traveling Manager Coordinator Megan Leitner More managers are utilizing the manager coordinator as a resource to getting questions answered or clarification. The manager meeting was held in the fall at the Brooklyn Park Police substation, giving access to computer and projector which helped those in attendance understand how to navigate the website and visually see the information that should be utilized on behalf of each committee. Information from DIBS was distributed to managers through the manager coordinator and Greg Blodgett Open Position 2016/2017

34 ACE- Kevin Pietsch Assisted registration director in getting all coaches (house and traveling) up to date with their CEAP levels and completion of their age specific modules Next season would be willing to help track: Background checks Coaching applications Safe sport training Would like to attend pre-season coaches meetings

35 Clinics Director Tom Pajunen Fall clinics Taste of hockey 82 Bantam 25 Girls 10U/12U/14U 21 Mega 15 Mites/8U session 1 23 Mites/8U session 2 25 Pee Wee 36 Squirt 30 Open Position 2016/2017

36 Coaches Selection Director Bill Lawler End of season traveling coaches survey

37 Communications Laurie Zahalka Facebook CPYHA Rebel has 342 friends CPYHA page had 355 likes Followers: 66 up 247% Total Tweets: 692 Year Tweet Count

38 Concessions Director Katie Verlo More information and signs were added in the concession stand when the season started. They seem to help but there is a need to change a few of them before this next season. All the house and traveling teams were assigned to JV/Varsity Girls and Boys games. This was new this year. The one struggle with assigning teams early on is not having the game schedules for all the teams. This will be an on-going issue unless teams are given dates in different stages.

39 Concessions A few teams did reach out to Katie throughout the season with complaints that parents on the team were not stepping up to work these shifts. A plan will be created for the up coming season. Katie will talk to the managers ahead of time and explain how they can set expectations with their team for covering these shift. Phone numbers of parents of kids that want to work concessions were posted on the web site. This will continue next season.

40 Concessions Upcoming plans for next season More information will be added about the concession stand on the website. This will include what you need to know about the first and last shift of the day and what needs to be completed. Katie will be looking for another volunteer to help load dates on DIBS.

41 Fundraising Director Julie Walker Candy Bars Andrea Stone 242 bought out 94 sold Heggies Pizza (optional traveling) Kari Carlson 1, 970 pizzas sold for a total of $19,148 Ice credits of $7,765 Procedures have been created for both the candy bar and Heggies sales to make the transfer to new coordinators easier Raffle Calendars Bill & Lisa Blake 29 families did the buyout of the calendars Raised $19,955 profit

42 Fundraising Wreaths (optional traveling) Jeff Lange Families that participated- 73 Total items ordered- 1, Wreaths 98 Garland 367 Specialty Wreaths 53 Additional items (bows/hangers) Breakdown by Level (12) 10U-14U (26) Squirts (20) Pee Wee (15) Bantam Total money collected- $35,202 Total rebate to ice bill- $18,467 Average of $ per family Top sales $2, families with over $1K in sales 18 families with over $500 in sales A manual has been created to pass on to make the process easier for the next coordinator. Open position 2016/2017

43 Ice Scheduler Ross Jerpseth Ice Liaison Bud Williams Ice times Working on possible solutions to eliminate or lessen the 6 am and 10:45 pm practices Potentially purchase more prime time hours at Brooklyn Park Purchase ice at 3X3 rink in Osseo Ice draft Implemented this year overall was very successful Ice Forum CPYHA would like to explore the option of adding a shooting/training area for players

44 Recruitment Joe Olson Taste of Hockey August and September Father Hennepin Days Parade June CDAA Soccer Jamboree First Weekend in August Flyers to elementary schools in September Learn to skate (Nov/Dec) and Learn to Play (Jan/Feb) Banners throughout the community

45 Safety Alyssa Senescall We had coaches redlined or close to being redlined due to not completing safe sport on time. For the 2016/2017 season, we need to set a deadline ahead of the District deadline in order to get coaches to complete. Many will come up for recertification in 2016 for safe sport training.

46 Special Events

47 B.A.R (Be a Rebel) Anna Belleson BAR Long Sleeve T-Shirts All players received a shirt CPYHA Day at Dehn s Pumpkin Patch 100 CPYHA players, parents, siblings, and friends that attended. Family Fun Night at Sundance Bowling Not a very good response Charity Event at Feed My Starving Children The BAR committee asked managers to sign up on their own. There are no numbers on attendance Coaches appreciation Posters at Mite Coaches Game Community Building Activity: Youth Night at the Forum BAR members helped at the boys varsity youth night collecting and counting food shelf items

48 SKATE Jeff Hedlund 180 participants House and traveling was held at the same time 96 teachers participated Participants received Towel and gift bag Pizza and soda Jordan Leopold was the guest speaker Prize drawings: Clinic and fall registration Next year Make sure to coordinate with schools to reduce scheduling conflicts Coordinate with Jamboree and sponsor committees Get more involvement with sponsor and social media Potential open position 2016/2017

49 Mite Jamboree Nate Stulc Jamboree was held February 26 th -28 th 28 teams played in the jamboree 12 CPYHA teams and 16 invited teams for a total of approximately 340 players New This Year Coordinated with Anoka Youth Hockey Association to bring in all their C and D teams to play CPYHA C s and D s on Saturday of the Jamboree. Eliminated the skills competition and replaced with a mite family open skate

50 Jamboree continued CPYHA mites players each received: Personalized bag tags Water bottles Medals Trophies Pizza party Prizes given away at coaches game: CPYHA registration CPYHA fall clinic Janostin clinic Koltes clinic Signed gopher stick Mom and dad raffle Next year: Coordinate with House Directors on schedule closer to the start of season. This will help secure outside teams, especially at the A and 8U levels Continue coordinating local business donations with the SKATE banquet with potential earlier start next year. Continue with mite families open skate to end jamboree. Will be contacting Minnesota Wild and/or Gophers about Nordy/Goldy skating with families. Promote this more next year. Split Jamboree Coordinator into two positions: Nate Stulc and Brad Solomon Co-Coordinators

51 Parent Relief Night Debbie Huybers Maple Tavern March 4 Space was donated with food purchase of $ Appetizers served DJ Scott Tuff - Cost $ Approximately 150 members in attendance CPYHA donation - $ Free fall registration Free fall skills clinic Business donations: Champlin Athletic M.E.G.A. Goaltending Pat Janostin Training Roasted Pear Broadway Clive s Wax the City Sammy s

52 Sponsorships Ryan & Jess Tesdall Established Sponsorship Opportunities Developed sponsorship packages Created print materials detailing packages Took meetings with sponsors and potential sponsors as well as businesses offering fundraising opportunities Collected funds from sponsors Provided tax documents to sponsors and letters of gratitude from CPYHA Open position 2016/2017 Connected with Local Businesses Sold established packages doorto-door at local businesses in Brooklyn Park and Champlin Successfully gained sponsorships ranging from $100 to $2,500 each Gathered community support (coupons, giveaways, food and drink) for traveling tournament and Mite Jamboree (coupons, food and drink, program printing) Opportunities for local restaurants to partner with Concessions

53 Tournaments Wade & Sheila Gjervold 2015 Rebel Classic November We scramble to fill the bracket, but still feel Thanksgiving weekend is best fit for us. Get many compliments from coaches, managers and fans. Tournament ran on-schedule. MOST NOTEALBE THIS YEAR additional help from our B2 Parents!!! Michelle Bickford Communications Jeff Lange Tshirts Rebecca Salminen, Decorations Lisa Fisher Volunteer Schedule Kim Seufert Concessions, Vendors Lisa Mackeben, Tiffany Peterson MVP, Player Gifts, Chuck-a-Puck

54 Tournaments Traveling Tournaments Girls Director booked their tournaments this year worked well Hotel booking needs to be done early, managers must inform tournament director of any changes. Need to stay in good standing with hotels, especially in small towns. Traveling teams have allotted 3 tournaments each (Bantam AA will be allotted 4) beyond that they need to seek approval from President and Ice Scheduler (as well as team vote for additional spend). We need to first account for our ice schedules, practices and district games NEW THIS YEAR - Working to get a district tournament at Champlin Ice Forum Need Traveling Tournaments Director oversee tournament selection and registration process. Need volunteer to run the Rebel Classic Tournament. Primary duties to advertise the tournament, seek to fill 8 teams at each level, organize group of volunteers, on-site tournament weekend.

55 Tournaments

56 Volunteer Director Greg Blodgett Structure Third year of using DIBS online tool. Second year of a committee approach Duties were again divided for efficiency DIBS postings for concessions DIBS postings / credits for events House Credit Submission entry Traveling Credit Submissions entry Issue resolution / Reports Volunteering credits coordinated/ posted for All teams, committees, and Concessions Events Tryouts, Speed, BAR, Wreath Fundraiser, Rebel Classic Tournament, Mite Jamboree, SKATE event

57 Volunteering Metrics Dibs Items Posted: 1,272 Tryouts/SPEED: 185 Concessions: 952 Fundraising: 52 Team/Extra Credits: ~ concessions postings went UNCLAIMED

58 Volunteering Changed concession scheduling of HS events assigned to teams This improved the coverage of volunteers at events dramatically The key is very advanced team assigned dates and notification to teams well in advance. Could reduce one shift per HS event with two shifts for JV game, two shifts for Varsity and one split shift to help up from the end of the second period of the JV game to the start of the 3rd period of Varsity game

59 Volunteering Volunteering Requirement Completion Rate 330 families Complete 319 families 97. 5% Incomplete 11 families 3. 5% End of Season Volunteering Validation originally sent to 88 families (2/15/16) to begin reconciliation process. All but 11 were able to be reconciled.

60 Volunteering Cancellation and No Show Issue/New Policy By Mid-December there had been 7 no shows and more than 15 cancelled past the timeline. Changed the policy around the first of the 2016 year and essentially eliminated the issue. Volunteer no show/cancellation policy If you are signed up to work any volunteer shift (not just concessions) and do not show up or find someone to fill your shift, there will be a penalty. The same holds true for cancellations less than 7 days. The penalty is as follows: First Offense: $50 fine Second Offense: $100 fine Third Offense: Forfeit Deposit ** (Two no shows from the same family signed up for the same shift = two offenses) Once your fine is paid, you will be credited the hours that you missed.

61 Volunteering 2016 Recommendations Go back to the first year mite parent sessions (hockey 101) to have better attendance and understanding of volunteering commitment (do not have it while the player is on the ice because they want to watch their child) Continue team scheduling for High School events Continue No Show/Late Cancellation Policy

62 Webmaster Lindsey Reil WEBMASTER TASKS KEEPING CURRENT WITH SPORT NGIN MAINTAINING STRUCTURE WITHIN THE WEBSITE GRANTING PAGE PERMISSIONS SETTING UP NEW SEASONS FOR TEAM PAGES CREATING ALL CPYHA REGISTRATIONS (PLAYER, CLINICS, MANAGERS, COACHES) WEBSITE SPORT NGIN ADVISED US ON HOW TO BETTER SET UP AND UTILIZE OUR WEBSITE THIS SEASON I HAVE BEEN CLEANING UP AND REORGANIZING THE WEBSITE, ROLLING IT OUT SLOWLY TO ALLOW USERS TO GET ACCLIMATED THE FOCUS IS TO CREATE A HOME PAGE DEDICATED TO IMPORTANT ASSOCIATION INFO, WITHOUT THE PAGE CLUTTER ALL PAGES WERE MOVED INTO TABS (ORGANIZED IN CATEGORIES) WITH DROPDOWN MENUS, TO MAKE NAVIGATION EASIER

63 Webmaster GOOGLE ANALYTICS REPORT WEBSITE: DATES: AUGUST 1, MAY 1, 2016 SUMMARY AUDIENCE OVERVIEW SESSIONS 92,357 USERS 23,885 PAGEVIEWS 352,731 PAGES/SESSION 3.82 (PAGES) AVG SESSION 3:38 (MINS)

64 TOP PAGE VIEWS CPYHA (HOME) 65,376 CALENDAR 24,080 TRAVEL INFO 20,311 TEAMS 13,224 TRAVEL TEAMS 11,470 CPHS BOYS 11,073 DIBS 9,589 PEEWEE AA 7,341 PEEWEE B1 7,202 BANTAM AA 7,186 Webmaster

65 Webmaster MOST PAGE VIEWS HIGHEST - OCT 1 - OCT 31, 2015 (99,424 VIEWS) TAPERS OFF UNTIL THE END OF THE SEASON LOWEST VIEWS POST-SEASON DEVICE VIEWING MOBILE 47,671 (51.62%) DESKTOP 37,505 (40.61%) TABLET 7,181 (7.78%)

66 Old Business

67 New Business

68 Announcements Thank you to Dave Baker (VP), Lori Robinson (Treasurer), Bjorn Burnevik (MAL), Chad Kuehne (MAL) and Debbie Huybers (MAL) for completing their board terms. Your contributions have been amazing! Election Results Congratulations to our new traveling director Bjorn Burnevik and our new girls director Bryan Peter. Also thanks to everyone who volunteered endless hours. Without you, our hockey program would not be possible!

69 Open Director Positions 2016/2017 Please consider volunteering for one of the following open needed roles in the association. Registration Director Fall Clinics Director Player Development Director Team Photo Coordinator Traveling Manager Coordinator Wreath Fundraiser Coordinator Sponsorship Director Tournament Director

70 Adjournment Wade Gjervold