Elmbrook Youth Hockey Association Board Meeting Minutes September 22nd, 2016 7:00pm Present: Brett Black, Matt Jensen, Jennifer Decker, Katie Hillig, Leslie Harrison, Brian Kennedy, Roy Stone. Guests: Eric Cole, Erin Kohlhepp and Janet Eibes. President Fundraising Fee EYHA will continue to implement the fundraising fee of $100 per family. There will be opportunities to meet the fundraising fee amount besides paying outright, such as buying raffle tickets or selling coffee. The board has decided to not hold Casino Night this year due to declining interest and lack of volunteers to chair the event. EYHA will have an association raffle and hold a Raffle Night in lieu of Casino Night. Locker Room Policy WAHA is calling for associations to have more robust locker room monitor presence and asks each team have two monitors per team. The updated WAHA locker room policy was handed out to the board. The President will create an updated draft of the EYHA locker room policy and will send it to the board for revisions before the next meeting. The board will discuss and finalize changes to the policy. Waukesha and Arrowhead Ref Coordination The board has agreed that EYHA will utilize Arbiter for referee scheduling. The Arbiter program will be a better structured system for the referees and give EYHA access to more referees. EYHA will be joining Arrowhead and Waukesha already using this scheduling program. Region 5 Meeting Association were reminded to have board members take the SafeSport training online and if needed, to take SafeSport refresher training. November 14th, 2016 is the last day for associations to have concussion forms signed and back ground checks completed. Associations holding two separate 2 and 2 Challenge events between November and February in one season may receive equipment from USA Hockey. 1
January 22nd, 2017 is the last day to have seeding games completed. Play downs are February 3rd, 4th, and 5th of 2017. VP On Ice Start of Season The ice contract is complete. The V.P. On Ice has sent out a start of season email to association families. Tryouts/Jerseys New tryout jerseys have been ordered for Squirt level and above. The skaters will keep these for practice and return to team managers at the end of the season. There will be fine assessed if not returned. The jerseys have been pre-assigned by the V.P.On Ice for tryout purposes. Coaches Meeting The coaches meeting will be held this Saturday at Buffalo Wild Wings in Brookfield. Bud Simon will be explaining the new skills system he's developed for coaches at all levels. Coaching Needs The V.P.On Ice is looking for a non-parent Bantam B coach. A Squirt coach is still needed. Ice Schedule The ice schedule is finished. Janet Eibes is requesting a sheet of ice for an Alumni/Coaches game this season. The game will be a charity event for the community. The V.P. On Ice will look at the schedule for a sheet of ice for this event. RWB Meeting Dan Kaminsky, the lead EYHA Mite coach attended the Red, White and Blue meeting. 2
Equipment Inventory The V.P.On Ice and the Equipment Coordinator have inventoried equipment. There are four coaches bags missing at this time. VP Off Ice Marketing Try Hockey for Free The first Try Hockey for Free event is this Saturday at the Ponds. The V.P. On Ice and Hockey Director will be there. The New Member Coordinator has received thirteen RSVP's from the community. Additional volunteers are needed to help with the event. Water bottles, open skate passes for the Ponds and Hockey Haven skate sharpening coupons will be handed out at the event. Fundraising *Wreath Sale There will be order forms soon for the EYHA Wreath Sale. There will also be a PDF put on the Elmbrook website with a direct ship option. *Restaurant Nights There will be four EYHA restaurant nights held throughout the season: Blaze pizza - November10th from 5-8pm Panera - December 7th from 4-8 Chipotle - January 12th from 5-8pm Chick-fil-A - February 23rd from 5-8pm. *Amazon Smile EYHA is signed up for the Amazon Smile fundraiser. Association members can connect their Amazon account to Amazon Smile program and Amazon with will donate %5 of sales back to EYHA. Information on this program will be on the EYHA website, Facebook page and the EYHA bulletin board at the Ponds. 3
*Scrip The EYHA Scrip program is up and running. There will be a link on the website in the future. *Buffalo Wild Wings BW3 of Brookfield sent a check to EYHA totaling $518. The Germantown BW3 also sent a check to EYHA for $220. Both checks were for the this past summer's Home Team A fundraising. The Fundraising Coordinator was asked to have the board consider a request from an association member to hold an exercise fundraiser with their company. The board discussed and decided not to hold this type of fundraiser at this time. Photo Day The Photo day coordinator needs the rosters as soon as teams are formed. Spirit Wear The new Under Armor spirit wear will have a revolving Equipment store online. There will be 8 to 10 items for sale online for about 8 to 10 days. The next online store will have different spirit wear from the previous store. The first spirit wear sale will have warm-ups, equipment bags, a backpack and shoes. The first shipment will arrive by Christmas. The warm-ups will be on display for sizing at tryouts. The board is discussing possibly ordering bulk items, such as ball caps and knit caps to sell all season. Sponsorship Andy Hillig and Josh Meilke are putting together a sponsorship committee and created an initial overview of the sponsorship program. The overview was handed out to the board and when finalized will eventually go out to association families. Any questions should be directed to Andy Hillig. Jersey/Socks The current Jersey Coordinator will be meeting with the new coordinator that will take his place next year. Together they will help with distribution of the new Jerseys and Socks. Level directors will also help with distribution. The orders will be separated by teams. 4
Due to new sizing and styles, there will be a sock exchange held during jersey distribution. Socks that are exchanged will be documented. There a few new and old association families that have not ordered jerseys at this time. Any families who haven't ordered should be directed to Eric Cole. The Jersey Coordinator asked the board to chose a date for the last orders to be submitted. Extra jerseys have been ordered to be used as potential loner jerseys. These jerseys will have numbers on them that have not been assigned to current skaters. There will be no fee for the loner jerseys. There will be a late fee assessed to families who haven't ordered yet, and need a jersey for the season. Approximately fifty percent of the ordered jerseys have been paid for. The rest will be paid for upon pick up. Mentorship Program EYHA has 33 new families this year. There is a mentorship program in place that will have older families helping new families out with any questions or information needs. Treasurer Report The current registration numbers are: 25 Bantams, 40 Peewees, 48 Squirts, 46 Mites, 19 Mini- Mites, 17 LTP, 4 U-12 Wolves, and 3 U-14 Wolves totaling 193 skaters. The Treasurer will pay the WAHA State Tournament fees in the next few days. The taxes have been completed. The Treasurer has received all of the monies for the Blackhawk game in which the Squirts and Mites will be participating. The September skills sessions were well attended this year. There were 17 Bantams, 26 Peewees, 35 Squirts and 28 Mites that skated. The numbers increased by 18 skaters compared to last year. There is one injured EYHA player that may be back to skate in November. Level Directors & Wolves Update Wolves 5
The Wolves scheduling is complete. Mites and Squirts The EYHA Mites and Squirts will participate in the Blackhawks game on Saturday, October 15th in Chicago against the Nashville Predators. Secretary The August meeting minutes were accepted by the board with revisions. 6