KENSINGTON VALLEY HOCKEY ASSOCIATION BOARD OF DIRECTORS MEETING MONDAY, AUGUST 28, 2017 President Popma called the meeting to order at 7:59 PM. Below meeting minutes recorded by President Popma. Directors Present: Absent: Staff: Membership/Guest: Popma, Wainwright, La Chance, Miller, and Mostek Gough and Sokol Sellis none Minutes: Financial: Team Financials: May meeting minutes were presented and reviewed. Motion to approve May meeting minutes by Travel Director Miller, 2 nd by Treasurer Mostek, YES votes from House Director La Chance and Vice-President Wainwright. Overview on KVHA financials. We were able to make August ice payment on time and balance is with expected norms. Discuss plan to dissolve defunct team accounts and transfer balances to KVHA master account. Treasurer Mostek to monitor and dissolve accounts after no further activity noted. Three teams with outstanding August invoices. Participation and receipt of team budget paperwork. Request for mobile banking (several steps, not easy to set up). Will not be offered. Renegade team $15,000 donation without non-profit paperwork. Consider combining Feb-Mar ice into one final bill. Division Updates: Little Rebels see coaching approval. Mini-Mite 4 teams Mite 6 teams Squirt 5 teams Pee Wee 3 teams, numbers down. Bantam 1 team to be filled 1 st come 1 st serve. Midget no team Ravens discussed impact of T1 decision, # of girls lost to T1. Discuss viability of 2 nd 14U team, will monitor and provide assistance.
Rebels loss of Midget teams. Renegades 2004 coach left abruptly, working with team to help with planning additional loss of Midget team. Raiders nothing to report. Committee Updates: Jerseys Initial jersey order arrived in mid-august and have been distributed to teams. Great timing, extra socks due to less travel teams and players. Safety none Discipline none IT none Election none Finance none Training/Skills: ADM Clinic was presented to mini-mite and mite parents on July 24. USA Hockey Bob Mancini, was unable to attend, yet we had handouts and Popma addressed the parents for questions. Approximately 40 players attended. Bob Mancini had to reschedule a planned checking clinic for Bantam/Midget kids (36 had signed up). New date TBD. Goalie Clinics good participation with 13 goalies at recent clinics. MAHA goalie clinics Blake Anderson and Darren Eliot are looking for host rinks for new MAHA run goalie clinics. Discuss options to transition our goalie clinics to this new program, providing ice, possible expansion to be run with a skills course. MAHA / USA Hockey: MAHA summer meetings (best practices) information reviewed. MAHA D4 presidents meeting information reviewed. MAHA closest rink rule; allow team to choose Brighton/Hartland. Three teams designated Hartland as home rink (will skate there exclusively) to allow for this rule. MAHA allowing mostly electronic forms. MAHA coaching certifications now due before rostering. Reminders sent to coaches. Past Business: Letter from Norm Kawaelde (Referee-in-Chief) forwarded to teams announcing zero tolerance for coach and player misconduct. Information originated from USA Hockey referee-in-chief citing several actions which
would result in penalties. Sellis will attempt to arrange to have Kawaelde attend the 2017-18 coaches meeting for a Q&A session on refereeing. New Business: The following house coaches were presented to the board for approval: o Little Rebels Kevin Louwers o Mini-Mite Kelly Cotter, Bill Griffore o Mite Eric Lee, Scott Kelly, Travis Oliver, Mark Dabiero o Squirt Ian Chenoby, Patrick Smith o Bantam Mike Callan Motion to approve by House Director LaChance, 2 nd by Treasurer Mostek, YES votes from Vice-President Wainwright and Travel Director Miller. Evaluations went smoothly. Play up request were reviewed using the previously set criteria. Some unhappy with denied play up request. Travel coaches meeting held on June 28. Well attended and received. National Try Hockey for Free scheduled for November 4, 2017. Hockey Weekend Across America scheduled for March 3-4, 2018. House coaches meeting scheduled for September 13. National Junior Prospects Showcase.considered a league, cannot be LCAHL also. Many T1 teams, limit of 30% vs. T1. No exceptions per MAHA. Information forward to teams. Requests: Request from a parent for registration discount due to forgetting about the discount deadline. No motions received. Request from parent for registration discount due to not being aware of the discount. No motions received. Request from a parent for registration discount due to being on vacation over the discount deadline. No motions received. Request from a parent for registration discount due to SportsEngine glitch. No motions received. Request from a Ravens parent for registration refund due to moving from area. No motions received. Request from a parent for registration discount due to player being recruited to join a midget travel team after the deadline. Motion to approve by House Director La Chance, 2 nd by Treasurer Mostek, YES votes from Travel Director Miller and President Popma, NO vote from Vice- President Wainwright. PASSES. Request from a parent for registration discount due to missing discount deadlines on website. No motions received. Request from a parent for registration discount due to known family health issues. Motion to approve by House Director La Chance, 2nd by Treasurer
Mostek, YES votes from Travel Director Miller and Vice-President Wainwright. PASSES. Adjournment: Motion to adjourn by Vice-President Wainwright, 2 nd by House Director La Chance. The meeting was adjourned at 9:30 PM.
MAHA Summer Meetings: July 13-16, 2017 in Traverse City, MI. All sessions recorded and will be available on MAHA website. Foundation for the Future was the theme of the meetings and focused on best practices. Training Your Association Board & Creating an Organization That Works USAH Club Excellence (we are already signed up) Implement organization programs and philosophies. Administration: strategic planning, financial, governance. Hockey Development: ADM, coaching, growth. Volunteer Development: consumer education, volunteer recruiting and retention. Highlight ADM on website as age specific best practices created through research to maximize fun/training. Create task list with timeline. USA Hockey has many resources online. USAH has many pre-formatted email templates. Include into bylaws information about conflict of interest and whistle blower policy. Basics of Serving on a Board Mission: define purpose and guide the long term direction. Values: the values you represent and use to guide decision making. Bylaws: instructions to state how things will operate. Policies and Procedures: directions in carrying out the bylaws and how to conduct daily business. Non-profit Laws o Duty of Care: utilize reasonable and informed judgement when making decisions that impact the association. o Duty of Loyalty: prioritize the organization s best interest when making decisions put aside professional and personal interest. o Duty of Obedience: follow the association mission statement and governing documents when making decisions and operate within the scope of the bylaws. Goalies: Grow the Position - Grow the Game Participation: encourage players to play goal. (our goalie clinics were highlighted!) Education: for goalies, coaches, and parents. (do we want to take the next step and add mental training for goalies?) Evaluation: form process to track progress of goalie training. MAHA creating a goalie development program and is looking for partner rinks. MAHA program looking to partner with player skill program to provide shooters. MAHA forming a goalie committee. Pond Hockey with the Red Wings program open to all 2x/month at LCA. Participants will have to rotate into goalie gear at least once through the rotations.
Add goalie training information to website to highlight our programs (add link to MAHA goalie development page). Create Zero Club for shutouts. Publicize the accomplishments of players. Go beyond patches and post onto social media (maybe create a sign for kids to hold and purchase a backdrop for photos). Program Contacts: Blake Anderson and Darren Eliot The Future of MAHA Shaping the Strategic Plan Interactive survey about needing change, run by MAHA hired consulting group. Problem with millennials not wanting to be involved or volunteer, digital involvement only. (why should we change and cater to a small group?) (MAHA needs to look deeper into defining change good change vs. bad change, or change only for the sake of change). Player Contracts: Guidelines, Enforcement, and How to Collect USAH financial responsibility program is in place. Player policy should be included in registration paperwork. Registration should have a disclaimer noting that they have read and understood the listed player policy. Payment policy as spelled out by MAHA will be strictly enforced. For travel teams, obtain player contracts at the beginning of season and incorporate them into budget. Create formal release procedure. *Any request to be released from the team must be filed with the KVHA office. KVHA will forward the request to the team for consideration. Players that leave with money owed: file small claims case to obtain money. Threaten but do not remove players for non-payment. If you release them, it is harder to file a claim requesting additional money. With divorced parents, create two contracts spelling out what percentage each parent is expected to pay. Limit ice payments to have payments received in full by December (some associations require three large payments in Sept., Oct. and Dec..we may want to look into combining last couple months for travel teams. Contract should include end of year budget plans (no carryover balances). Using Your Website to Automate Association Tasks Information presented by SportsEngine Consider paid sponsorship ads. Sportsengine community their come website has changed to be a searchable directory of youth sports. Website facelift make sure your website is moderns and included the needed information. People 360: new beta version to allow to view registrations (including past seasons) and run reports (with filters). Add player contract forms online.
Have divorced parents each register the same kid separately to allow for dual billing. Export the forms annually or sooner (in case of crash of hacking). Consent to treat, player participation, and concussion forms will be online come Monday. All exceptions will be made online. Association Presidents Meeting Best Practices Skill development video from USA Hockey List average number of hours per week on registration to prevent expectations and time counters. Many suggestions made would be best practices for Ice House. Co-op with other sports: Have soccer or baseball night where players are invited and shown/taught hockey by coaches and your players. Advertise with daycares (easier to get information included than schools). Fundraiser where each team makes a basket for silent auction. Team with highest bid wins a prize. Highlight scholar athletes by having a pizza party for all players with honor roll grades. BIG Try Hockey For Free year due to Olympics. 4 years ago, there was a large increase in interest. Include an open skate after the THFF events to create parent involvement. Create a coaches vs alumni game (this could replace or be combined with our All Star Weekend).
MAHA D4 President s Meeting: August 22, 2017 in Farmington Hills: Our D4 rep will continue to be Kim Gearns. Meetings held 2 nd Tuesday and 4 th Wednesday of the month suspended players will have to wait until next meeting for hearing. Rostering: Age Specific Modules due before rostering (previously due in December), CEP (same dates), Safe sport (refresh early due to platform change 9/18-10/2). Referees: Request to use one referee service to help with limited numbers of referees. OneGoal grants: Due 6/1 ($50,000 total for MAHA) Block grants: Due 10/1 ($2,500 total for D4).smaller nets, cross ice boards? Safe sport: certifications are two hockey seasons, NOT 2 years. If you sign up for safe sport in spring, that counts as the end of one season and will expire at the end of the upcoming season. Safe Sport complaints will go directly to USA hockey and then be assigned through MAHA back to the associations. Rule Changes: Big changes are icing and faceoff locations (nearest dot). New rule books are out, highlight of changes will be scanned and sent out by Jennifer. Districts: Request to no schedule multiple games on different sheets at the same time (lack of officials). Districts: Round 2 PeeWee A assigned to KVHA. House Draft: rules same, MAHA rep will attend. Single Entry Teams: certify in writing that players were taken on a first come basis, must be validated by D4 rep. States: D4 will be hosting Bantam states (March 9-11). Bids are due by 10/1 to host.