In Attendance: High Prairie Minor Hockey Regular Board Meeting Tuesday, November 17, 2015 Outreach School 6:00 pm Tom Duchesneau Valene Fisher Angelique Tisserand Shawna Rich Bruce Cunningham Nicole Laurin Michelle Hill Michelle Dallaire George Blackhurst Verna Isaac Kristy Ferguson Absent with Notice: Shawna Flett Absent: Joyce Stokes and Cody Herr MEETING CHAIR: Tom Duchesneau 1) Call To Order Meeting was called to order by Tom Duchesneau at 6:10 pm. 2) Approval of Agenda a) Additions, if any h) Player boards for coaches Meeting Scribe: Verna Isaac Nicole Laurin moved to accept the agenda as amended. Seconded by Shawna Rich. All in favor motion carried. 3) Adoption of Previous Minutes a) October 20, 2015 Shawna Rich moved to accept the minutes of October 20, 2015 as presented. Seconded by Michelle Dallaire. All in favor motion carried. 4) Business Arising From Previous Minutes a) Grande Prairie Storm Jr A Practice/Ice Request i) Discussion around this there really is no ice available to offer this team. b) Player Movement Policy - Table c) Every Kid-Every Community Grant i) Valene looked into this it s more of an event needing to be hosted in order to qualify for a grant but it does not really offer any type of registration subsidy. Valene is still looking into grants to help with subsidizing registration fees. Determined that it might be best to look into these types of grants in the spring/summer. Will leave off the agenda until that time.
d) Host an exhibition non-contact Bantam/Midget game i) Tom will contact SL and Falher and see if they want to play an exhibition game in HP. Bruce advised there is sufficient ice available. e) Coach Criminal Record Check Use Declaration Form Instead Shawna F. Table f) Evaluations Cody - Table g) Phasing out Fred Spendiff crests Shawna Rich will look for old minutes where this was discussed previously - Table 5) New Business a) Christmas Break i) Week of Dec 21 Dec 27 all practices cancelled ii) Week of Dec 28 Jan 1 League practices only on Tues, Dec 29 and Wed, 30; Regular practices back to normal Jan 4, 2016 iii) Initiation and Novice will be cancelled from Dec 21 Jan 3 Michelle Dallaire moved to cancel League practices from Dec 21 28 and on Dec 31 and Jan 1, 2016; allow practices for League teams only on Dec 29 and Dec 30. All Initiation and Novice practices will be cancelled from Dec 21 Jan 3, 2016. All practices will resume as normal on January 4, 2016. Seconded by Bruce Cunningham. All in favor motion carried. b) Tournament Rotation i) Discussion around rotating divisions on a yearly basis rather than allowing each division a home tournament; discussion around pre-setting fees prior to the season beginning; discussion around allowing each division to still host a home tournament but only offer one ice surface for the tournament. Decided that (a) tournament fees will be pre-set in the spring and try that for the next season will be added to the agenda at that time for discussion; as well as (b) offer only one ice surface to each division for a home tournament next season, with the understanding that teams would still be able to book on the second ice surface if needed, provided that ice is available. c) Late Registrations i) Player Movement (1) Discussion around two pending late registrations; one is a Peewee transfer who has only partially paid and one is a Bantam, who is also only partially paid. Discussion around whether the transfer player should be considered a true transfer, as he has been living in the community since the summer and had ample opportunity to register on time. Adding another Peewee would makes the Peewee B numbers too high at 19 which forces the team to either register two as goalies, or force one player to be moved to Peewee A. Discussed the option of moving a Peewee B player to the Bantam B team, which is short and looking for players. Further discussion revealed that because the Bantam A team has put in a bid to host Provincials this year, and according to Hockey
Alberta regulations, when a division submits a bid to host Provincials, the rosters of the entire Bantam division automatically become frozen. Therefore, the Peewee B player cannot be moved to the Bantam B team; as well, the registration of the unpaid Bantam player cannot be accepted; therefore, he will have to be given his partial registration back. Discussion back around the unpaid Peewee player and the fact that both Peewee teams are high in number and are currently set and tiered. Michelle Dallaire moved to deny the Peewee registration of Keenan Willier. Seconded by Bruce Cunningham. All in favor motion carried. (2) Frank Linteris submitted a request to move his son from Pond Hockey to mainstream Atom. Discussion around the fact that both Atom teams are currently high in number and are both set and tiered. George Blackhurst moved to deny the request of Frank Linteris. Seconded by Michelle Hill. All in favor motion carried. (3) Discussion around the Late Registration process. The policies and procedures that are in place indicate that Registrations may be accepted after the set registration dates by Executive approval, however; a $200.00 late penalty fee per family will apply for Minor Hockey and a $70.00 late penalty fee per family will apply for Pond Hockey; After further discussion it was agreed that, moving forward, any late registrations received will come to the Board for Executive approval. d) Company/Employee Donations i) PennWest Mike Rothwell (1) During the Sept 29, 2015 meeting, Valene was directed to deposit this cheque into the general account; however, it has since been discovered that it was meant for the team. Discussion around company donations made on behalf of employee volunteerism within the HPMHA. Michelle Dallaire moved to transfer the PennWest donation funds from the general funds to the Bantam A team to the benefit of Mike Rothwell s child in recognition of Mike Rothwell s volunteerism with the team. Seconded by Verna Isaac. All in favor motion carried. Verna Isaac moved to have all future volunteer donations be brought to the board for Executive decision. Seconded by Michelle Dallaire. All in favor motion carried.
ii) Cenovus Art Laurin (1) Cenovus has made two donations of $1000 in the past in recognition of the volunteer hours of Art Laurin s wife, Nicole, with the HPMHA. The latest donation was deposited in April 2015. The Laurin s have two children that play within the HPMHA. Shawna Rich moved to transfer, out of the general funds, the latest Cenovus donation of $1000 in the form of $500 to the current Initiation team and $500 to the current Atom B team to the benefit of Art Laurin s children in recognition of his wife, Nicole s, volunteer hours with HPMHA. Seconded by Michelle Hill. All in favor motion carried. e) Cleanliness of arenas i) Discussion around the lack of cleanliness of the arenas the bathrooms, the player s benches before games and player bench doors, and the state of the dressing rooms. Discussion about having a letter written to the Rec Board. Michelle Dallaire moved have Angelique pen a letter to the Rec Board stating our displeasure with the cleanliness of the arenas, along with all the complaints HPMHA has gotten about this issue from visiting Associations. Seconded by Nicole Laurin. All in favor motion carried. f) Refund Policy i) Injured Players Tyrese Willier (Midget) (1) Discussion around this. The only option would be to withdraw and receive the allocated refund as per the Policy and if he is healthy to play after Christmas, they could reregister him but fall subject to the late registration fee; as well, if he is not registered before the January 10 th deadline, he will not be permitted to register at all as per Hockey Alberta regulations. Verna will advise the family. g) Initiation/Novice i) Player Movement Update (1) Verna informed of the team changes that took place at the Novice division. ii) Initiation/Novice Game Sheets (1) Policy and Procedure proposed addition. Verna is proposing to add the following policy to the current Policies and Procedures Manual, in an effort to hold the coaching staff accountable when it comes to ineligible players and/or coaching staff on the bench during games, as well as have it act as a training tool especially for Novice coaches who will be moving to the Atom division and will fall under the accountability of the League Commissioner. Proposed policy is as follows:
24. INITIATION/NOVICE GAME SHEET PROCEDURE 24.1. All schedules MUST be submitted to the Initiation/Novice Director as soon as possible after being created; a) Any updates and/or changes made to the schedule throughout the season MUST be submitted ASAP to the Initiation/Novice Director. 24.2. All game sheets, including games played against other HP teams, MUST be submitted to the Initiation/Novice Director no later than midnight the Monday following any and all games that may have taken place over the weekend AND/OR 48 hours following any weekday games (if any). Game sheets MUST be submitted via scan/email, fax, or by placing a photocopy in the Director's mailbox in the Sports Palace equipment room. Texting a photo is not permitted (except under extreme circumstances and with approval of the Initiation/Novice Director); nor are photos permitted via email the quality of photos is not sufficient when the documents are being printed by the Director. 24.3. Failure to comply with any of the above procedures will be reported to the HPMHA Conduct Manager for disciplinary review. Shawna Rich moved to add the above policy to the current HPMHA Policies and Procedures. Seconded by Michelle Dallarie. All in favor motion carried. (2) Consequence of playing ineligible players and/or having an ineligible coach on the game bench Discussion on this. Determined it will be decided on a case-to-case basis and the Policy will be enforced from this point moving forward. iii) Initiation/Novice Ice when there are cancelled home tournaments (1) Discussion around whether these divisions will be given more ice time in the event of cancelled home tournaments so far both the Atom (Nov 21) and Peewee (Dec 19) divisions have cancelled their tournaments. Current bookings are as follows: (a) Initiation: Nov 21 Away; Dec 19 no booking (9 home ice slots) (i) Should they get Dec 19 for a total of 10 home ice slots Michelle Dallaire moved to grant the Initiation division one extra home ice slot on Dec 19. Seconded by Shawna Rich. All in favor motion carried. (b) Novice 1: Nov 21 No booking; Dec 19 No booking (3 home ice slots) (i) Should get two extra home ice bookings on Nov 21 AND Dec 19 (5 total home ice) (c) Novice 2: Nov 21 No booking; Dec 19 No booking (4 home ice slots) (i) Should get one extra home ice booking either on Nov 21 OR Dec 19 (5 total home ice) (d) Novice 3: Nov 21 No booking; Dec 19 No booking (5 home ice slots) (i) Should not get any extra home ice slots already have 5 total home ice Michelle Dallaire moved to grant the Novice #1 two extra home ice slots on Nov 21 and Dec 19; and to grant the Novice #2 one extra home ice slot. Seconded by Michelle Hill. All in favor motion carried.
iv) Initiation Tournament date if Bantams host Provincials (1) Verna was concerned that the Bantam Provincials would conflict with the Initiation tournament on March 12; but was advised it will not. v) Foam Dividers Initiation Division (1) Request to purchase another set of eight dividers so that the Initiation group can utilize the player s benches. The current set is only enough to divide the ice directly in half. Verna presented the following quotes: (a) OT Sports in Peace River - $2400 (unsure if that includes freight & GST) (b) OmniSport in Spruce Grove - $2055.92 (approx. total price includes freight & GST); approx. price based on quote received freight price may vary slightly George Blackhurst moved to purchase 8 additional Foam Rink Dividers from OmniSport out of Spruce Grove at an approx. cost of $2055.92. Seconded by Angelique Tisserand. All in favor motion carried. (2) Request from SLMH to borrow our current set of eight dividers for their tournament being held on Dec 12-13. Tom advised that the SL rep has indicated that they plan to use an enclosed trailer for transportation. George Blackhurst moved allow Slave Lake Minor Hockey to borrow our current set of foam dividers for the use of their home tournament on Dec 12/13, 2015. Seconded by Shawna Rich. All in favor motion carried. h) Player boards for coaches i) Option to purchase larger ones for the coaches of the League teams from Ernie s Sports for a price of $44.95 with a 20% association discount. Discussion around the fact that the Initiation and Novice levels do not require this because at that level the focus should be more on skill rather than on plays. Shawna Rich moved to approve the purchase of a large player board for each coach of the Atom-Midget divisions. Seconded by Angelique Tisserand. All in favor motion carried. 6) Reports a) President s Report i) Tom advised that the following volunteers are required for Arctic Winter Games tryouts: (1) Evaluators 2-4 four (2) Coaches for on-ice practices (the skills sessions on Friday and Saturday morning) (3) Shooters for goalie sessions Midget players preferred (4) Registration Table (first day only) possible Bantam parent group (5) Time Keeper (2 per game) possible Bantam parent group
ii) Arctic Winter Games Tryouts Schedule (1) Tryouts will start on Friday at 4 pm taking place in the Sports Palace only; but will interfere with the Bantam B practice, as they practice on Friday night that particular week due to getting bumped from the Regals and some of the Bantam B players intend to participate in the Arctic Winter Games tryouts. Discussion around this no alternate ice will be given. b) Treasurer s Report i) As presented by Valene discussion. Shawna Rich moved to accept the Treasurer s Report as presented. Seconded by Michelle Hill. All in favor motion carried. ii) Valene received an email from Joyce Stokes on behalf of the Bantam B team manager, Michelle Smith, asking if their team is able to receive an advance to pay for an upcoming tournament in Taylor, BC. Discussion that the preferred method is to have teams do a cash call to their own parents rather than borrowing from the HPMHA. George Blackhurst moved to deny the Bantam B request for a tournament advance. Seconded by Nicole Laurin. All in favor Michelle Dallaire abstained motion carried. c) Registrar s Report i) Nothing to report. d) Other i) Conduct Management Director (1) Two players from the Midget Female team have come into disciplinary action Angelique has spoken with the players they have been suspended from practices and games for a week. 7) Next Regular Board Meeting December 21, 2015 @ 6 pm at the Outreach School 8) Adjournment Meeting adjourned at 9:06 pm