Hopkins Youth Hockey Association Minutes of the April 18, 2016 Board of Directors Meeting Roll Call: Officers: Winter, Brodersen, DeGiulio, Prohofsky Directors: Reece, Hoffman, Tim Greeley, Janal Petersen, Hoschka, Witte, Anderson, Landschoot, Carl Peterson, Lichty, Finn, Quale, Melcher At-Large: Goldenberg, Hymanson, Martin, Davis, Sweeney, Pat Greeley, Myers, Hatzung, Tompkins, Swenson Non-Voting: Cory Peterson, Erickson Guests Present: Call to Order: Bob Helling, Allyson Ashley, Vince Manarin, Jason Pals, Jody DeStHubert, Jon DeStHubert Mr. Winter called the meeting to order at 7:00 p.m. Charitable Gambling Report March 2016 Tuttle s site had gross receipts of $117,900.00 and net receipts of $17,340.00. Actual allowable expenses were $8,873.00, plus taxes of $6,479.00, for a realized net gain of $1.988.00. Payouts decreased from 85.36% in February to 85.29% for March. Mainstreet site had gross receipts of $237,643.00 and net receipts of $31,738.00. Actual allowable expenses were $13,607.00, plus taxes and fees $11,987.00, for a realized net profit of $6,144.00 Payouts increased from 83.19% in February to 83.98% in March. The combined approved expenses were $40,948.00 (allowable expenses plus taxes), plus an LPE of $40,000.00 to HYHA. The LPE was approved in the fall of 2015, to pre-pay ice. May estimated expenses are as follows: Compensation (2 pay periods) 12,000 Accounting/consulting Fees 1,000 Gaming Purchases 5,500 Gambling Taxes & Fees 24,000 Site Rental 3,500 Monthly Storage Site Fee 572 Misc Expense & Bank Charges 2,000 48,572 Cash balance checking account as of March 31, 2016 $121,315.86 (40K paid out) (before taxes paid on 03/20/16) Cash Balance 03/31/2015 was $ 129,873.14 Copies of the March tax return, and supporting documentation, available upon request.
Mr. Witte made a motion to approve the actual March Charitable Gambling expenses. Mr. Lichty seconded the motion. Mr. Winter called for discussion. There was no Mr. Lichty made a motion to approve the estimated May Charitable Gambling expenses. Mr. Witte seconded the motion. Mr. Winter called for discussion. There was no Approval of Prior Meeting Minutes Mr. Peterson made a motion to approve the March 28, 2016 meeting minutes as written. Mr. Lichty seconded the motion. Mr. Winter called for discussion. There was no Old Business Update on PAV remodel project Mr. Winter reported that the business plan has been finalized. He and Ms. Prohofsky are in the process of setting up meetings with bankers, to explore financing options. Update on coaches/player development committee meetings Ms. Myers reported that Coaches Cory Peterson and Vince Manarin held a checking clinic for Bantams, on two occasions. This was well attended and received very positive feedback. The PDC is looking for a goalie coordinator and has begun discussions about fall clinics. Over the past three years, the average expenditure has been $22,000. This year, the clinics will be more focused and progress through various skills. Each level of skaters will be scheduled for approximately 12 hours of ice time. New Business Election 58 ballots were received. The following individuals were elected for 2 year terms, to begin May 1, 2016: President Bill Winter Vice President Nicole Brodersen Girls Travel Coordinator - Bob Helling (by a margin of 7) Youth/Boys Travel Coordinator Vince Manarin ACE Coordinator - Greg Schumacher Registrar Katie Messerli Recruitment Director Matt Lichty Tournament Director Angie Quale Ice Scheduler Jason Pals Volunteer Coordinator Allyson Ashley
Player Move-Up Request The board considered the request to move a Mite eligible skater up to Squirts next season. This skater is a Mite based on his birthdate (having missed the cut off by 2 weeks), but will be a 4 th grader next year and would like to play with his peers. He has played at the Advanced Mite/Mite 4 level already for 3 years. A written request from his parents was received, as well as a recommendation that he move up to Squirts from his coach. This would be a one time exception, based on the totality of circumstances and level at which this child has been skating for the past several seasons. Mr. Tompkins made a motion to allow this player to register as a Squirt for the 2016-17 season. Mr. Lichty seconded the motion. Mr. Winter called for discussion. There was no discussion. Mr. Winter called for a vote. The motion passed by a majority, with one vote against. Purchase of MaxWebLink software Mr. Hoffman suggested the purchase of an ice scheduling software product, so that schedules can easily be upload onto the NGIN website. The initial cost is $725, with an annual fee of $100. Mr. Peterson made a motion to purchase the software. Mr. Witte seconded the motion. Mr. Winter called for discussion. There was no discussion. Mr. Winter called for a vote. The motion passed unanimously. Officer Reports President Bill Winter No separate report, apart from the PAV Remodel Project update. Mr. Winter thanked the PDC for all of their efforts and advanced planning for next season. Vice President/D3 Rep Nicole Brodersen Not present. Prior to the meeting Ms. Brodersen submitted a report which stated that the District 3 Competition committee will be meeting over the next couple of months and will report to the D3 board in June any recommendations for next season. Conversations generally begin in May and June regarding tentative numbers for next year and what team levels each association will field. Treasurer Anthony DeGiulio Not present. Prior to the meeting Mr. DeGiulio sent a snapshot of the HYHA bank accounts, but no financial statements. Secretary Jill Prohofsky Ms. Prohofsky reported that the coaches and family surveys were completed by less than half of the target audience, both surveys having received a response that was about 2/3 of last year. Reports were distributed to the appropriate individuals and a summary was provided to the board.
Director Reports Mite Coordinator Janal Petersen Ms. Petersen reported that the Mite clinics are going well. The lead coaches at each level met. They have some ideas about skill progression & clinics, which Ms. Petersen will put together to share with the PDC. There was also a discussion about organized off-season resources, including the possibility of an individual to serve as the off-season coordinator. Equipment Coordinator John Landschoot Mr. Landschoot indicated that he needs expected registration numbers so that he can order practice jerseys. Ms. Myers provided this to him. Safesport & Analytics Coordinator Brian Witte No report. Fundraising Carl Peterson Mr. Peterson reported that selling program at the March 31 st Wild game was fun, and that HYHA received a $1,000 check for participating. There was a discussion about selling retired jerseys next year. Hockey Recruitment Coordinator Matt Lichty Mr. Lichty is working on flyers and postcards for next year. He is waiting on a date from Total Hockey to see if HYHA can participate in First Stride/Learn to Play again next season. Mr. Lichty would like to find a school liaison at each of the elementary schools to promote HYHA at events like Back to School Night. Volunteer Coordinator Anne Finn Not present. No report, but she did inquire whether Mr. DeGiulio had cashed the volunteer deposit checks for the noncompliant families. There was a general discussion about volunteer deposit checks and the Board decided to collect volunteer and jersey deposits through the NGIN registration next year, for amounts to be paid June 1 st if necessary. Tournament Director Nicole Brodersen Not present. Prior to the meeting Ms. Brodersen submitted a report that she is excited to hand the tournament to Angie's very capable hands and would like to thank her for her willingness to take the tournament job. Next year s tournament advertising starts in Let's Play Hockey in June, which is when registration opens. The tournament credit checks have been sent to all the teams and some have been slow to cash them. She needs an updated statement from the Treasurer for the tournament account. Communications Director Julie Reece
Ice Coordinator John Hoffman Mr. Hoffman will get information about available ice time for next season from the PAV around May 1 st. He needs to know about Sunday night skills clinics, goalie clinics, fall clinics, etc, so that he and the new Ice Coordinator can determine how much ice to buy. Outdoor Ice & Special Projects Coordinator Tim Greeley ACE Coordinator Bob Anderson Girls Travel Coordinator Mike Hoschka Youth/Boys Travel Coordinator Newly elected coordinator Mr. Manarin indicated that he wants reversible jerseys for tryouts in Squirt, Peewee, and Bantam sizes. There was discussion about buying jerseys 1 100 in progressive sizes. Mr. Landschool, as Equipment Coordinator, will follow up on this. Mr. Winter thanked those directors whose terms will be ending on April 30 th Cheryl Myers, John Hoffman, Mike Hoschka, Bob Anderson, and Anne Finn. The meeting adjourned at 8:10 pm.