ELK VALLEY MINOR HOCKEY ASSOCIATION REGULAR MEETING Elkford Community Conference Center February 3, 2015 AT 6:30 PM Attendance Lori Bouvier Neil Smithies Shawna Klein Bonnie Willett Lori Riddell Jera Kipnik Duane Allen Keith Streeter Meeting called to order at 6:31 pm Previous minutes accepted by Jera, 2 nd by Keith President s Report Absent nothing to report Treasurer s report Balance in Gaming Account is $14,422.05 Balance in General Account is $28,565.51 Will add a line for the Community Bonds to the Treasurer s Report. Lori Riddell questioned whether or not we need to file income tax as we have received interest on our account as well as the community bonds. Lori Bouvier will ask Kelvin Hughes for advice. Treasurer s report accepted by Keith; 2 nd by Jera East Kootenay Elk Valley to discuss banner playoffs and the schedules that have been approved so far. Wallace is fine with the Midget format. Constitutional review ongoing throughout the season. Zone playoffs for the PeeWee s finalized as Wallace left this up to the parents and very pleased to see that Elk Valley took the initiative to book the ice and help make this all work. There is a 10 day window prior to Provincials to have all league games completed. Hockey Canada is looking at loosening the hold on how residential waivers are handled. They are looking a allowing the smaller communities to jump associations for tryouts without having to lose the right to not come back to their home associations. This is only a concept right now and will need further discussion and a lot of governance to manage effectively. Clarification on canceling games all costs associated with game cancelations must be communicated to the EK President for approval. This comes from last minute cancelations and the costs that still need to be paid for ice rental, officials, etc. Even if you get another game booked, the cancelation must be submitted to the EK President. There is a $500 fine for not playing a league game. Monthly Penalty/Fine Report Wallace wants to wait until next month address as he has a lot of smaller fines to sort out and would rather do it all at once. Next regular meeting is scheduled for Monday, March 2, 2015 at 7:00 pm. Page 1
High County Pincher Creek has expressed interest in joining the High Country League for the Pre-Novice level and possibly the Novice level in 2015/2016. The High Country account currently has $3,000 and the only forecasted expense is the trophies for the end of the season. Referee Coordinator/Referee-in-Chief Dwight: Absent, nothing to report. Keith: Struggling to get enough officials for some of the scheduled games and tournaments. We have an official coming out of Cranbrook for the Female game on Sunday, February 7 th in Sparwood. Currently trying to line up officials for the PeeWee tournament on February 14 th and 15 th, and for the Midget tournament on February 20 23. Coach Coordinator Nothing to report. Equipment Manager Will start requesting the Pre-Novice, Novice, and Atoms teams to have their equipment together for an inventory at the end of the season. Registrar Absent Patti Streeter is currently training with Ulrike Sliworsky, as Ulrike tendered her resignation and has moved away. Ulrike has agreed to continue to assist with the position and train until the AGM at which time the position will be filled permanently. Public Relations Absent no report. Ice No issues. Will submit the ice invoice for January. Risk Manager Absent no report Page 2
Special Events Absent The windup has been scheduled for Sunday, April 12 th in Sparwood. The tickets and trophy nominations will be going out the week of February 9 th. The Association nominations, i.e. Official of the Year, Coach of the Year, etc. will go to Jason Dobson and Jeff Scott for selection. BC Gaming notified EVMHA in January that the Association has three outstanding Gaming Expense Revenue Reports (GERR s) from 2011. Lori Bouvier and Laina White, the past Treasurer, met and went through old Deposit Records and found the information for the GERR s. The GERR s will be submitted to BC Gaming. Fundraising Absent Now that the windup date has been set for April 12 th, Monique will request a gaming license for the raffle tickets for the Bantam, Midget, and Female levels. With the issues the Association has been having in obtaining gaming licenses this season, a suggestion was made that Fundraising apply for a license under EVMHA Banquet. A suggestion was made and general discussion held regarding just paying the fundraising fee and not selling the tickets as the majority of the parents buy the tickets themselves and the Association would save money by not having to buy the gift cards that are raffled off. Female Coordinator Continuing to promote girls hockey by inviting girls from the PeeWee team to play some games with the Female team this year. Will contact the coach for the PeeWee team and request some girls to play with the Female team on Sunday, February 7 th, for a game against Kalispell in Sparwood. Webmaster Absent no report Wild Wear Position vacant. Directors reports accepted and moved by Duane - 2nd by Lori Riddell Carried Old business Oct 2014 - Review of fundraising policy o 02-03-2015 On going with Monique and Jason - In Progress Policies and Procedures review o 12-02-2014 On Hold Keith does not have time for this due to taking over the Referee coordinator position - On Hold Page 3
We need to create a template of our screening process for volunteers. o Nov 2014 Neil to review this over the summer and determine if we need to enhance our screening process o 02-03-2015 - In Progress Concerns over shortage of officials for games and tournaments o 02-03-2015 Just an information only - No further action Required The EVMHA scholarship proposal needs to be reviewed so that EVMH chooses the awardee. o 02-03-2015 - Bonnie and Shawna will distribute the proposal so that EVMH chooses the candidate - In Progress A parent from the 2013/2014 PeeWee C team requested a refund from their home tournament last season. Jason will contact Lori Abrosimoff, the manager of that team, to determine if there should be a refund to the parents. o 02-03-2015 This has been resolved by Lori Abrosimoff - No Further Action Required There is an issue with an outstanding bounced cheque that Neil will follow up on o 02-03-2015 - First payment has been received and the next deadline is 02-06-2015. Follow up if no payment is received and issue a suspension letter - In progress A letter has been sent out to all team managers regarding the policy of no cell phones/recording devices in dressing rooms. o 02-03-2015 - Discussed putting together an EVMH discipline policy to support this directive from BC Minor Hockey - Not yet assigned o 02-03-2015 - Discussed that Head Coaches need to enforce this rule at any rate and exercise 0 tolerance in cell phones in the dressing rooms - In Progress Would like to use 8 ½ x 11 game sheets rather than the current 8 ½ by 14. o Will use up our current supply of 8 ½ x 14 then reorder the 8 ½ x 11s for the next order - In Progress Neil and Jason will do an audit of old Wild Wear clothing and the Executive will decide what to do with it. A suggestion was made to donate the inventory to teams for their raffle tables. o 02-03-2015 no action on this one yet. It was suggested that we raffle it off at the yearend banquet - In Progress A lot of disappointment with the service and quality of the Wild Wear clothing order this season. Logo Motives has closed their store in the Pass and moved to Lethbridge. o 02-03-2015 will have to look at alternatives for next season - Not yet assigned. There is an outstanding cookie dough order cookies were ordered but not received. Jason will follow up with Monique o Complete Jan 2015 Jason and Monique have cleared this up - No further action required Page 4
It was brought up that the Association has three outstanding Gaming Expense Revenue Reports (GERR s) from 2011 and as a result, teams are having a difficult time getting gaming licenses. Lori Bouvier will contact Laina White, the past Treasurer, to go through old Deposit Records in an effort to find the information and submit the GERR s. o 02-03-2015 this has been resolved as per Lori Bouvier, further action needed to investigate how many more outstanding issues we have with all gaming licences from 2012 to current - Not Yet assigned Neil will try to conduct an inventory of the equipment. o 02-03-2015 Ongoing and will be done after the April Banquet - In Progress A request was made on behalf of the Bantams, Midgets, and Female teams to have the raffle tickets distributed so the teams would have enough opportunity to sell the tickets before the draw is made at the season wind-up. o 02-03-2015 due to the gaming licence issues we have had this year this has caused us setbacks, we are looking into this issue for a resolve - No Further Action Required Wallace brought up at EK meeting if you have teams cancelling games, get reimbursed from the team manager. If costs are not reimbursed from the team manager, submit a cost report to Wallace and the team will pay for ice and official fees. o 02-03-2015 Just for communication to our team officials - No Further Action Required Member of the Girls Team still owes $85 o 02-03-2015 Still outstanding - Shawna working on this issue - In Progress Jan 2015 Liam Morgan Bantam. Liam broke his femur in July and the residential waiver wasn t signed before the deadline. However the team is a house team. John Gillen was contacted. o 02-03-2015- Player successfully obtained a Residential Waiver and has been playing hockey with Elk Valley thanks to the efforts of Blaine Beranek - No Further Action Required Will add the Community Bonds to Treasurer s Report. o 02-03-2015 Lori will ensure that this is added for future reference - In progress Resolution to change signing authority for EVMHA. Remove Kevin Atherton; add Jason Dobson, Lori Riddell, and Jeff Scott - granted. o 02-03-2015 Complete - No Further Action required A suggestion was made that we reinstate the past practice of using receipt books for money received by team managers for items like game socks, tournament fees, etc. so that money received can be more easily deposited to the correct account and parents have a receipt of money paid o 02-02-2015 We should purchase some receipt books and hand them out to the managers at the start of every season - Not Yet Assigned It was noted that we should practice due diligence by having a second executive member review the monthly bank statement. After discussion it was decided that Jason Dobson will be the second executive member. o 02-03-2015-EVMH President has access to this account on line and can review at any time - No Further Action Required Page 5
New Business Should discuss the possibility of starting early next season o 02-03-2015 A time line needs to be developed starting in mid-august to better plan out our year Should develop a standard check list to start the season off. Makes it easier and helps us stay on top of being organized o 02-03-2015 All directors to bring a list of start-up to-do s to March s meeting to start this off o 02-03-2015 Kevin said he gave a list to Jason which is similar to this initiative - Kevin will send this list around to all the directors for next meeting Next meeting is scheduled for: Wednesday, March 04 th in Sparwood Meeting adjourned at: 8:35pm Page 6