Date: February 18, 2015 Called to Order: 7:09pm Minutes Taken By: Cassandra McNirney Devon Minor Hockey Association Meeting Minutes In attendance: Christy Sherwood, Shane Parie, Mike VantHoff, Drew Hiltz, Wayne Wolfe, Trish Rizko, Matt Menasse, Michelle Dewar, Melissa Price, Darcy Skinner, Travis Shaw, Lisa Wright, Kathy Morton, Jackie Jeffries, Chris Simonson, Brandy Fisher, Trish Way, Cassandra McNirney. Item 1: Motion to Approve February 18, 2015 Agenda - Trish Rizko added to agenda. - Motion made to approve February 18, 2015 agenda by Lisa Wright. - Seconded by Matt Menasse. - All in favor. Item 2: Review & Approve January 14, 2015 Minutes - In January 14, 2015 minutes, Item 6.6: President stated We are associated with Leduc, our preference would have been Beaumont as draw zone smaller. This was the preference of the President and not that of the Executive. - In January 14, 2015 minutes, Item 6.6: President stated Call from Town of Devon, Northern Alberta Hockey Association runs spring/summer AAA hockey program, they want to come into Devon to fundraise and asked Town for permission, consensus in no., there was a spelling mistake and this should read consensus is no. - Motion made to approve January 14, 2015 minutes by Matt Menasse. - Seconded by Chris Simonson. - All in favor. Item 3: New Business Arising From Minutes - Nothing discussed. Item 4: Action Log - Reviewed and updated. - Travis suggested we discuss 2015/16 registration fee at a separate meeting. Page 1
- Provincial fees are paid by DMHA and then each team needs to reimburse DMHA, $150.00 per registration, Lisa will send email to team managers letting them know it will be deducted from jersey fund. - Add Chris & Darcy to look at online coach evaluations. Item 5.1 Darran Fedor - Did not attend meeting. Item 5.2 Trish Rizko - Trish Rizko attending on behalf of Rachinsky family, would like to honor Damian Rachinsky. - Family would like to give referee jersey and whistle to hang at the arena, would like to set up a Memorial Award chosen by referees for the best referee mentor or second level referee, maybe a shadow box in the foyer, would need to talk with the Town. - Matthew Christian award given to referee of the year for dedication, this award would be for best mentor referee chosen by all of the referees, will have to put some guidelines in place. - All other awards are wall plaques that are less than $100.00. - Christy to talk with 20/20 to get a photo of Damian in his jersey, Trish to talk with his parents. - Christy made a motion that DMHA cover the cost of a shadow box to commemorate Damien and his years with DMHA in consultation and with approval from the Rachinsky family, seconded by Chris Simonson, all in favor. - Jacquie to approach Moonlit Signs, Trish will get ref jersey and whistle. - Christy made a motion that DMHA establish a referee award in memoriam of Damien, seconded by Shane Parie, all in favor. - DMHA to cover the cost of the purchase of a plaque and yearly engraving, current RIC, Referee Assignor and Trish to create selection guidelines that will be reviewed with and approved by the Rachinsky family. Item 6.1: Level Coordinators - IP/TT o Tournament went well. o Will have everything submitted by Friday. o Need to talk with Town about how the ice is being cleaned. o Wayne said that some of the teams weren t tiered properly. o Challenging level to determine how to tier teams. Page 2
- Novice - Atom - Peewee - Bantam - Midget o Tournament went well, games were close, made about $1242.00 per team, no suspensions or incidents. o They were missing pucks for the tournament, Wayne will provide a bucket of 40 buckets for each tournament as well as a couple of new pucks for games. Item 6.2: Ice Coordinator - Discussed ice costs for January and Peewee and Midget tournaments. - We had some unused ice due to teams being away at tournaments, returned unused ice to Calmar and Thorsby and they did not charge us. - HA has approved everything for the upcoming Bantam B Provincial tournament. - Kathy asked Town to cancel public skate on March 19 th, ice has been offered to skating club. - It will be a struggle to ensure all team have ice for playoff games. - Sunday, March 15 th, Thorsby gave us 2:15-6:00pm, Brandy will have to ensure there are referees available. - Christy suggested that we might be able to pick up ice in Leduc. - We need to ensure we give skating club all their ice time back. - Ice fees for Thorsby will be going up next season. Item 6.3: Website Coordinator Item 6.4: Referee Assignor - Tough couple of weeks, did not have much availability as a lot of the referees play hockey as well. Page 3
Item 6.5: Equipment Manager - Bantam came to Atom 1 Provincial game last night, provided Gatorade, candy bags and cut up oranges to the Atom 1 team, kids thought it was cool. - Jerseys came in, they have been inspected and counted, all on brand new hangers. - We need the written contract from Homerun Sports for the jersey warranty, Matt to follow up with Homerun Sports. - Jerseys were not what we agreed on, Travis to look back in minutes. - Had a few coaches asking what is happening with old jerseys. Suggested we charge each team $250.00 at end of season to keep jerseys except for IP level which should be $50.00. - Matt made a motion to provide each team the option to purchase the old DMHA home and away jerseys for $250.00 per team for Novice and up and $50.00 for the IP level, the deadline to let the Treasurer know is March 15, 2015, seconded by Lisa Wright, all in favor. - Wayne to draft an email and send to Christy for distribution to Level Coordinators. - Can we book a day to have an equipment trade and swap? Kathy suggested that we do it at the AGM. Item 6.6: President - We will not reimburse the Kelly family for the remainder of season their son is not playing. - Cell phone policy, we do not have one. Travis researched and HA does not have anything on their website. We will need to write a policy. Suggestion was to add a reference to the policy in the Player, Coach and Parent conduct. Drew to draft a policy for the next meeting. - Need to look at Discipline Policy, add to Action Log. - New Bylaws and Rules & Regulations will have to be written to go along with the new proposed organizational structure. - People might question why we are going to 5 voting members. - Some of the positions are a longer term and you are taking away their voting positions. - The Director position would oversee and they would have a team working with them. - Would like to send the new information to members and hold a special meeting for feedback. - Some of the roles are really busy, you need to entice people to want to fill the role. - April 21 st would work for a special meeting. - Suggested that we create a one page document explaining why we are suggesting the changes, Executive Summary. - When we review the Bylaws, we need to outline what the Treasurer gets paid and when. Page 4
- Town donated the community center for our dance, paper towel holder removed from the wall and there was damage outside the hall. Item 6.7: Vice President - Email from Atom 1, they would like approval to order a 3 rd jersey for Sylvan Lake tournament. - Wayne stated that Atom 1 has already ordered the 3 rd jersey as they were hoping to be a wild card at the Provincial tournament, they did not get written approval from Executive prior to ordering. - Wayne made a motion for permission for the Atom 1 team to purchase 3 rd jerseys for use at Provincials in the event they make it into the tournament as a wild card. Seconded by Shane Parie. No one in favor. Drew Hiltz, Mike VantHoff and Shane Parie abstained from vote. Drew Hiltz and Mike VantHoff left the room prior to the vote. - In addition to the above, Atom 1 will not be allowed to wear 3 rd jerseys at the Sylvan Lake tournament. - Suggested that we offer consistent options for a 3 rd jersey, Darcy provided examples. Item 6.8: Past President Item 6.9: Treasurer - Forchuk s won free registration at the dance, we will give them registration for their oldest child. - Handed out copy of budget. - Expenses done to the end of December. - Miscellaneous category is things like concussion testing, criminal record checks, and glass replacement at arena. - Travel and Entertainment was for Oilers 50/50 bus. - Haven t transferred any funds into benevolent fund. - Jersey purchase and tournament expenses should not be included in Expenses. - We still have not received the profit from the Oilers 50/50. - Drew expressed thanks to Melissa for creating such a detailed report. Suggested that we need a more detailed breakdown/explanation for some of the expenses. Item 6.10: Secretary Item 6.11: Coaches Director - Heard feedback that people appreciate how involved the Executive has been involved this year, having a presence and supporting the Coaches. Page 5
Item 6.12: Registrar - Will hold a special meeting to discuss 2015/16 registration fees and how to incorporate fundraising fees. Item 6.13: Referee-in-Chief - All referees organized for Provincials. Item 6.14: Level Director Item 6.15: Fundraising Director - Dance went well however there was some damage to the Community Centre. - Skating club was supposed to do check in, bar and bussing of tables. - Will have final numbers for next meeting. - Do we consider not holding the dance? Do we make it optional as some parents were not able to attend because of away games? - Need to ensure we black out home and away games if we decide to hold a dance next season. Item 6.16: Governor - The challenges we deal with as an Association are the same challenges that other Associations are dealing with. - Regular season coming to an end, everyone to watch schedule for playoff games, schedule will be released Sunday night. - Shane said more referees available during the week so preference is to book playoff games midweek. Item 7.1: Closing - Closing Discussion - None Item 7.2: Closing - Date of the Next Meeting - Special Meeting to discuss 2015/16 registration fees March 4, 2015 at 7:00pm, Travis to send an email invite to required attendees. - Next Executive meeting is March 25, 2015 at 7:00pm. Meeting Adjourned: 10:52pm Page 6