Mahtomedi Youth Hockey Association Board Meeting Date: June 24, 2014 Called to Order: 8:07PM In Attendance: Alex Rogosheske, Cory Huberty, Joe Curran, Nate Demars, Mark Harris, Dino Marino, Amanda Mahmood, Pete Moosbrugger, Aaron Pederson, Brandon Sampair, Jesse Sampair, Kelly Taff Absent: Kevin Souja Prior Meeting Minutes Approval: May 2018 meeting minutes approved without corrections. Motion made Cory Huberty. Second by Alex Rogosheske. Motion passed. New Business/Member Feedback: Susan Decker was in attendance to provide support and answer any questions regarding the current bi-laws as she made the changes. Reviewed the current election process and made corrections & changes. At large positions other than the President and Vice President must have two years of past or current board experience. The exception to this is the Secretary position. This position may be appointed by the President. Adding new bi-laws for the Treasure positon. It will be advertised with a specific skill set as well as requiring a financial background. Discussions continued around having new board applicants apply/run for a specific position verses an at large position. Thoughts were that this may spark more interest in getting more people to run. Discussed adding additional detail to each of the board position descriptions so people will have a better idea of responsibilities if/once elected. Discussion to approve that an applicant would get elected to the specific position they applied for. Agreed to a separate election for President and Treasurer and the remaining positons will continue to be at large positions. All board positons will have a more detailed position descriptions going forward. Motion made by Brandon Sampair. Second by Pete Moosbrugger. Motion passed. Alex Rogosheske to update bi-laws and send out. 1 P age
President's Report (Alex Rogosheske): Ice Scheduler Position Alex Rogosheske, Kelly Taff, Brandan Sampair, Joe Curran and PJ Boeke interviewed four (4) candidates on June 15 th and June 18, 2018. Our first choice was John C. He is the current ice scheduler at Stillwater (past seven (7) years), the knowledge he will bring in addition to being a subject matter expert with the ice scheduling software will be invaluable. One concern is that he may not be long term due to the money we are paying vs what he currently gets at Stillwater or he will want a significant increase in Year 2. If he does not take it, he said he would be willing to assist in training and mentoring the replacement if it is not him. PJ was the lead in coordinating all efforts as it relates to the Ice Scheduling position. He wrote the job description, coordinated the dates/times of scheduling the candidates & board members. All of his DIB hours for this season are complete. Thank you PJ! Motion made by Aaron Pederson to offer the position to Jon C. Second by Joe Curran. Motion passed. PJ to offer the Ice scheduling position to John C. Pull Tabs/Fundraising Jethro s does fundraising for organizations through the sales of their pull tabs. Currently the Lion s Club has been the organization that has partnered with Jethro s. The Jethro owners are selling their business to Doc s Landing and the owner(s) of Doc s Landing would like to bring in the MYHA for the pull tab fundraising opportunity. Doc s Landing owner (Karen Bowie) reached out to Alex to discuss brining in MYHA. There can only be one fundraising group at a time, so the Lion s would be out if we can make it work. MYHA would need to go through a licensing process and we will need to recruit and hire a Gambling Manager. Cory Huberty volunteered to assist. Jethro s/doc s would like to start by August 1, 2018, but we do not believe we will be ready with the gambling requirements needed by this date. Approx. $1.8M in sales (gross) has been generated annually. The association would give 89% of that in prizes with a net of approximately $100,000 for the MYHA. Motion made by Pete Moosbrugger to move forward with pull tabs as a fundraising opportunity. Second by Jesse Sampair. Motion passed. Cory and Alex to being the process. Fall Camp Registration Mikalynn to finalize the Fall Camp details and the registration. She will test it and have other board members register and test the system to make sure there are not any glitches. Kelly Taff to send out the e-mail blast end of June/early July. 2 P age
Ramsey County/Polar Ice/St. Croix Polar Ice - Finalizing the details with Polar and we will have approx. 410 hours of ice. St. Croix/Lily Lake - Contract in place until 2020. 400 hours of ice is guaranteed. We are still waiting on the ice schedule from them. White Bear County (WBC) White Bear Lake Youth Hockey Association scheduled hours are from 5PM-10PM. MYHA is purchasing ice back from White Bear. As of now we are scheduled to get Monday s, Wednesday s and Sunday s. Try out Dates/Ice Times In process in getting the try out ice dates & times locked down. Will need large blocks of times. We anticipate that the majority of the try out ice will be at Polar. Alex will follow up on dates/times so we can let the evaluator s know. Rink Update (No changes from last month) Vote is scheduled in November Continued delays on the environment testing. Issues with the old plan which need to be revised. Initial feedback was that the ground could not support the building and that cement pilings will be needed, but if cement pilings are used it may impact the water table. New plan is for a complete soil correction. Will be reviewed again by the Planning Commission which then will go to the City Council. Non- Parent Coaches Needed (Bantam AA and U15) Will advertise for non-parent coaches for Bantam AA an U15 Post on Hockey Hub, Facebook and Twitter Communication with the Ice Scheduler (CHANGE) Discussion on who should be communicating with the Ice Scheduler, who is the most appropriate and how many people can give direction from any given team. Modified it to one point of contact. Any questions, changes to practice ice, game ice, etc. will be communicated to the Ice Scheduler from the Team Manager. If there are Co-Manager s one manager will be appointed. Motion made by Aaron Pederson to move to one point of contact for the Ice Scheduler. Second Cory Huberty. Motion passed. Kelly Taff to work with Kim Peterson on a contact list once teams and Team Managers are set. Pro Edge Skating MYHA will continue with Pro Edge training. Tuesday s and Thursday s will be skills nights. Wednesday s will be U6/U8/Mites 3 P age
Evaluation Player Handbook - Current process and proposed changes Discussed the current evaluation process regarding the coaches pick. This process (if exercised) takes place on the last day of the try outs during the scrimmage. Current process is once the head coach has been named he/she attends the last scrimmage and can make one (1) player change to their roster. He/she may change the last rostered player on his/her team for the highest rostered player on the next level team down. Discussed allowing the coach to have the option to have up to three (3) coaches picks. They do not need to use all three (3) or any if they don t want. Motion made by Brandon Sampair to move from one (1) coaches pick to three (3). Second Joe Curran. Motion passed. Alex and Kelly to work together to update the handbook. Non parent coach once named may attend all evaluations and scrimmages (no change from current) Non-parent coaches, Alex Rogosheske asked Jeff Poeschl (Head Varsity Hockey coach Mahtomedi) to be on hiring committee. Once the head coach is named, he/she may select their assistant coaches from the list of applicants. (no change from current) Fundraising (Cory Huberty, Alex Rogosheske & Kevin Souja): Country Fest Alex and Kevin are volunteering from the board. We are still in need for additional volunteers. There is a volunteer party at Dellwood if that is of any interest to get more people to volunteer. Spread the word. Wild Wings Sporting Clays Kevin is working with Mikalynn on finalizing the details. Will post/send an e-mail blast once he talks to Mikalynn. Mobile Fundraising App - Cory and Alex met with and are in discussions. This is similar to the football fundraiser cards that the HS football players sell. The difference is that is it a rolling year (based on the date you sign up). So the cards are sold the same way but you are given a code to sign into the app. There are fewer restrictions to retailers and restaurants with this app than the football card. So that is a plus. $30 for 1 Year, Discounts offered for auto renewing. Vice President's Report (Cory Huberty): DIBS Cory met with the DIBS Coordinator, Tifini Lipovetz and Kimberly Peterson to discuss the current DIBS requirements and process. Currently one (1) DIB = approximately two (2) hours. Changing to be a total of eight (8) hours of volunteer time per registered player. DIBS will again be required for parents for Mite 3, Squirt, Pee Wee and Bantam s. Determine better payment and collection process for parents that do not complete their DIBS, currently Sport Engine did not process the $250 for families that did not complete their DIBS and we are chasing them for money. If DIBS are not completed, parents are charged $250 per player. May add a DIBS position at the DEC (DEC Coordinator). This would be on Saturday and Sunday only. Considering opening up the concession stand. More to come on this. Head Coach = 32 hours 4 P age
Assistant Coach = 16 hours (Some discussion that this is too low for Asst. Coaches) Team Manager = 16 hours Assistant Team Manager = 8 hours All coaches must be registered and have completed all their courses to be on the ice. (No change from current) Five (5) families did not get an opportunity for DIBS last season and still want to complete them (exception situation). Cory working on pre-season DIBS for these families. Warming House (DEC) The City of Mahtomedi will be changing the locks at the warming house. There many people, past and present families of the MYHA that have keys. Once the locks are changed to a key or a combination, their will have further discussions on who should have access to the warming house. Treasurer (Joe Curran): Finance Joe provided and overview of the financial information from last year as we where we are at to date. Reported that that there is a 3% transaction fee that Sports Engine will be assessing this year (approx. $15,000) along with paying and Ice Scheduler ($5,000) we will need to slightly increase our registration fees across the board this year. There will be one fee for Squirts this year no matter what level team your child is on. There are no extra tournament fees or additional fees added towards the end of the season if your child made the A team. Dropping the fees for girls U10/U15 this season as they will be doing the Fitbit program in Hudson this year. Same fees for all traveling teams. Motion made by Mark Harris to reduce the girls U10/U15 fees due to participating in Fitbit. Second by Brandan Sampair. Motion passed. Year over year the association adds approx. $8,000 into the tournament fund. We will also not be billing additional tournament fees to any traveling team at any level this year. Motion made by Joe Curran to no longer bill a rate differential for higher teams or tournament fees this season. Second by Alex Rogosheske. Motion passed. Mite/U6/U8 budget is significantly lower this year from last due to the purchasing of the boards. Budgets are now adjusted to reflect usage from the previous year. We continue to hold the $100,000 in reserve (in the bank) for the ice fees that Ramsey County has not charged us for WBC. D2 expenses will increase by 50% this year. Advised that the sign off /signature process today on providing on transferring funds or signing off on a check is currently one person, the Treasure. Joe suggested that is needs to be more than one person, at least three (3). Motion made by Joe Curran to move to three (3) signatures regarding the finances. Second by Brandan Sampair. Motion passed. Three (3) signatories are, John Redpath, Alex Rogosheske and Joe Curran. 5 P age
Secretary (Kelly Taff): Season Registration and Fall Camp Registration Continue to coordinate efforts with Mikalynn Hauer, Registrar, to ensure that registration is set and ready to go for July. Fall Camp Registration, dates are set and Mikalynn and Mark Harris are testing the registration system to make sure everything will run smoothly. Team/Individual Pictures (Lifetouch) Katy Strub, Picture Coordinator will be setting up time to meet with Lifetouch to review previous contract term and rates. Staying with Lifetouch as they sponsor/donate to the association. Will not be meeting with Picture Place who has reached out to Katy. Website/Administrative Access Pat Crothers, Webmaster has given me administrative access to the website. I am able to send out blasts (along with Kevin Souja). You provide the content and will send it out. Miscellaneous Reviewing the MYHA Organization Chart to update and provide clear lines of reporting structure, specifically for the Committee Chair positons. Will be setting up a 2018-2019 MYHA Board GroupMe app. District 2 (Kevin Souja): (Updates provided by Alex) District 2 D2 Meeting No updates. Coaches (Dino Marino): The coaches page on the website has been updated. Dino is working with Mikalynn to get a list of last year s coaches. Player Development (Mark Harris): Fall Camp is complete and registration is open. The skating and goalie coaches are both confirmed. Mark tested the Fall Camp registration process with this own kids and everything is running smoothly. An e-mail blast with the registration details to be sent once Mark and Mikalynn have the last of the detailed finalized. Level Director Reports Bantam & Junior Gold (Nate Demars): Nate and Alex continue discussions with last season's Bantam and Junior Gold coaches on what the potential numbers will be for this season. 6 P age
Nate is reaching out to past evaluators to see if they are interested again this year. We need to have the ice locked down so we can confirm with people. Pee Wee (Jesse Sampair): Continue to work with past coaches to determine teams and numbers for this season. Have one evaluator locked down, working on getting two more. Alex to provide Jess contact information of the Pee Wee Coordinators from last year. Squirt (Brandon Sampair): Brandon is working with Dino to get contacts from last year. Still in need of one more on ice guy. Will reach out to Scott and Renee Whitehead to see if they will be Coordinators again this year. Mite Program (Amanda Mahmood): Mites/U6/U8 Registration will start at the same time as traveling teams this season. Tabled discussion on having a hard end date for Mite registration. Discussion to determine if there can be an early bird discount ($25) given to Mites this year to encourage early/timely registration. No late fees would be assess if they didn t register, looking for an incentive. Girls Program (Pete Moosbrugger): Pete is reaching out for on ice coaches and evaluators. This is for all levels. Will need confirmation on DIBS hours for the evaluation positions. U6/U8 & Recruitment: (Aaron Pederson): Aaron met with Connie Tanner to transition and got an over view on the program. Looking to add an early bird discount for U8 Try Hockey Day. Want to ours in Sept. but USA Hockey does it well after the season starts, so we need to confirm with them that the waiver will still apply. Motion to Adjourn the Meeting: Made by Pete Moosbrugger, Second by Brandon Sampair. Meeting Adjourned: 10:28 PM Minutes Submitted by: Kelly Taff, MYHA Secretary 7 P age