Date: June 24, 2014 Called to Order: 7:07pm Minutes Taken By: Cassandra McNirney Page 1 Devon Minor Hockey Association Meeting Minutes Annual General Meeting In attendance: Chris Simonson, Travis Shaw, Darcy Skinner, Cassandra McNirney, Christy Sherwood, Shane Parie, Matt Menasse, Drew Hiltz, Melissa Price, Michelle Dewar, Victor Wearden, Larry Sherwood, Mike Vant Hoff Item 1: Motion to Approve June 24, 2014 Agenda - Motion to approve the June 24, 2014 agenda by Christy Sherwood. - Seconded by Chris Simonson. - All in favor. Item 2: Review & Approve June 18, 2013 Pre-AGM Minutes - Motion to approve the June 18, 2014 Pre-AGM minutes by Matt Menasse. - Seconded by Christy Sherwood. - All in favor. Item 3: New Business Arising From Minutes - Christy to provide clarification on Lori s comments. - Shane asked about extending the deadline for early registration. o Lisa needs to check the RAMP website to ensure the packages are set up to extend. o Christy to send an email through RAMP and will add to website. o Deadline will be extended to midnight July 31, 2014. - Darcy Freemark emailed information regarding the Leduc Summer Camp. - Drew commented about the meeting Take-Aways : o He doesn t feel that they should be included in the meeting minutes. o Should be a separate document emailed to all Executive members. o Drew to send a template to Cassandra, Action Log. o Items on white board in hockey room will be added to Action Log.
Item 4.1.1: AA Team or Release - Tough to form an AA team this late in season. - Already started planning and moving in direction of having a zone team and players in that zone will have to go tryout. - We are in Leduc zone with Thorsby, Warburg, Millet and Drayton Valley. - Guaranteed 5 but sometimes it will be up to 8. - Removed import rule last year as they had a lot of kids. - Bantam AA, A, Midget AA, Midget two AAA, pulled out PW AA team for this year. - Drayton Valley pulled out of Bantam AA. - Everyone waiting for HA to make decisions. - Earl gets paid to run an AA league, until Devon sent kids to Leduc they had to drop down to A. - Larry knows someone on HA executive team, a lot of small towns are not going to support AA, more likely won t happen. - Victor said we might lose one or two players to AAA at Bantam and Midget, Leduc will most likely reinstate AA import rule, 5 third years at Midget level that potentially could go play in Leduc. - Earl said it within our rights to close it down, the last couple of years HA has had to rule. - If parents aren t happy with decision they can appeal to HA. - They usually rule in favor of association based on numbers. - Larry talked to some parents, one way or another make a decision that applies across the board. - Shane said 19 per team, we get 19 players everyone else goes on a waiting list, almost need first come first served. - Some kids last year didn t get to play, last year was an anomaly. All kids tried out and only one made it. Strong group of 99 s and 98 s, competition will be different this year. Let them all go or make them all stay. - Decision needs to be fine-tuned. - Darcy asked what date are we basing this on? Christy said this is why we set the date in August. - How do we make a decision player by player? Sturko s have already talked with Travis. Why should he get to try out and other kids can t? - Travis struggling with not letting kids go. - IP and Novice numbers haven t increased. Bantam and Midget registration has a huge impact on ice time. The last 4 seasons we ve made decisions that didn t allow all players to play. We will have some kids not play in Devon if we hold them back. - We can t talk about just 2 or 3 kids, we are supposed to be here for 254 kids. - When you have two teams they don t get much ice. - Last year we released kids as we had too many for one team and not enough for two teams. We ended up with 5 kids not playing at all. Page 2
- Darcy asked how many do we have registered? Based on right now we don t have a team. - Wetaskiwin closed doors a few years ago and now they have an AA team. - Will have to wait until August to see the numbers. - Travis was asked why Devon isn t happy with being a feeder community. It s hard to have evaluations when kids are released to try out in Leduc. - Rules & Regulations say that we have a cap. - We don t want to put kids in the position of having to decide whether or not to try out if the potential is that they don t have a team a team to come back to if they re not successful. - By pre-registering, you are reserving a spot for your child. - At the end of the day, if we have too many players for one team then we re going to have to release players. - If you re last cut in Leduc and there is no spot in Devon, they can play in Leduc A. - Travis said that the August 30th deadline might not work. - It has to do with numbers. - Based on history, if we don t have release players we would have enough for two teams at both levels. - The rule was never to destroy the 2 nd team. - Larry commented that there is not much difference between A and AA. - Matt asked how many kids go and try out. 8 at Bantam and 22 at Midget tried out last year. - Thorsby doesn t release as losing that one or two players will kill team. - They will have to appeal to DMHA and then appeal to HA. We had 45 PW last year but we don t know how many are moving up and we have to wait until July to get Calmar numbers. - Shane asked if it s feasible to move registration deadline earlier. - Parents just want to know one way or another. - Christy hasn t heard anything bad about holding them all back to make 2 teams. - Shane commented that this is the last year for some of these players and it would be nice for them to have the opportunity to play at a higher level. Might open doors to play at college level. - Concerned about the precedence we are setting for future years. We need to set the precedence and do what is best for all kids. - Larry suggested that we re-write the rules so that kids can t go for AA hockey. - We are penalizing the other kids by having to wait, the house kids can t try out in Devon until the AA tryouts are done. - Mike said we need to start developing kids and coaches. Do we want an association that provides house and AA players or do we want an association that provides house and allows players to play AA in other communities? Could be a great experience and could be great memories. Page 3
- Larry said that we are planning to expand the town in the next 20 years. - Drew not saying a lot as he s not sure what to say? Drew confused, wants us to get a sense as to why we are sitting around the table. Are we doing this for the town/community/kids or are we doing this for the kids that want to play hockey in the region? Will only make a decision based on what he s hearing, tough to make a call when we don t have all the information. Has a hard time with holding kids back from trying out. Not saying that in 2-5 years it won t change, will we have more kids in population, will HA have different rules? Challenges with whatever way we decide to go. Not sure that we can tell our kids in this community that they can t try out elsewhere. We are building kids so they have an opportunity to play. - Travis commented that we can t say no to kids that want to play AA. They aren t seeing that we have a great A team, they WANT to play AA. What does that do to that kid? - Larry said we do the same things to kids when we don t have room on a team here in Devon. One kid leaving doesn t have an effect, allowing 2-3 kids to leave will have a huge effect. Deadline is too late. - Mike said both conversations equally crappy. - Travis said that we would have to re-write the Rules and Regulations one way or another. Written that we are going to make a decision all or nothing. Travis asked if we need to move date. Christy said that there will be people that will work the system. - Chris read the rules for KC.they can t try out unless they are released (cut). - Matt said we need to eliminate the try outs for the sake of trying out. Victor said it s good for the following season. - It s all about the numbers, we should wait for the numbers and it would be the fairest for all. - Can t cap at 19 registrations if 15 are going to ask for try out forms. - HA only dictates AAA tryouts, elite stream hockey. - There will be a lot of Midgets trying out, there are 3-4 that might make AAA. - We will not know the numbers by end of August. - AA tryouts start the weekend after the September long weekend. - When you have more than 3 players that make it to an AA team it puts the rest of the team at jeopardy. - We can debate this several ways, no right or wrong. - Larry is hearing comments at school that DMHA not releasing players. - We can wait until August 30 to make a decision. - Can t get two signatures for try out, can t get signature for AA tryout until cut from AAA tryout. - Larry said that he would call all Midget and Bantam parents to have them register. - We have some wiggle room for the first few days of the tryouts. - Larry said he was the one that introduced the rule, never envisioned that it would become such an issue, at the time they wouldn t take little towns in. Page 4
- Travis read release rules. - Darcy said there are two situation for AA tryouts, they try out for AAA and then get cut, the other one is that they just want to try out for AA. - Do we make the registration deadlines different for different age levels? - Wayne suggested that we increase the late fees. Not feasible for this year. Great idea for next year. - Victor said that it needs to be all or none. - They will still have the right to try out for AAA. - If we say no, we will most likely have parents appealing our decision if we decide not to allow kids to play AA team. - Travis asked if we need to vote tonight. - Christy said we ll need to change will in the Rules and Regulations to read may. Section 8.3.4.b Will need to provide DMHA president with a Hockey Alberta Minor Hockey Player Movement Form, for signature in order to try out for a different association's team if the DMHA player is participating at the Bantam or Midget AA level. In order to obtain a signature for Permission to Tryout form at the AA level, the player must first be preregistered with DMHA. Releases will be considered if DMHA numbers warrant (i.e. ensuring that there are enough players for two teams at the Bantam and Midget levels in Devon first before releasing). No forms will be signed prior to Aug. 30 of current season so that we can assess where our registration numbers are at. - If you vote to not allow anyone to try out you will have two teams, if kids try out you will most likely only have one team and we d have to look at releasing players. - Victor said that we should be able to forecast our numbers based on the previous years numbers. - All subject to interpretation and interpreted wrong in the past. - With new HA rules, they can only tryout for one AA team. - Can we vote tonight all or none based on the way the Rules & Regulations currently read? - Chris said that this is still based on numbers. - Shane thinks that you could have it both ways, depending on the numbers you vote all or none. - Travis suggested we look at projected numbers and make a decision next meeting, we will not touch Rules & Regulations at this point. Page 5
Item 4.2.1: Financial Reporting Audit - Melissa hasn t talked to Tammy. - Mike has said he would have Tammy call Melissa. - Christy provided Melissa with Tammy s contact information. - Travis needs Melissa to look into Financial reporting, he believes that everything has been submitted to the accountant. - Once we receive back from accountant, we ll have to call a special meeting. - Christy thinks that financials were done using a computer program. - Christy said that Lisa and Melissa will have to go through Ramp registrations and see what is missing. It will be up to Lisa and Melissa to follow up on any discrepancies. - Travis would like a monthly financial update going forward so that executive knows where we are at financially. - We can t keep relying on the goodwill of the town and our community. - Christy will forward Ramp logon information to Melissa. Item 4.2.2: Societies Act - Christy said that Vicky never took Bylaws in, Bylaws were updated in February and they never got filed. - Financials need to be filed with the Registry based on when we registered. - Found document stating October 26, 1967. - Province of Alberta Societies Act states: Annual report 26(1) In this section, anniversary month means the month in each year that is the same as the month in which the certificate of incorporation of the society was issued. (2) A society shall each year, on or before the last day of the month immediately following its anniversary month, make a return to the Registrar containing (a) the address of the registered office of the society, (b) the full name, address and occupation of each officer and director of the society, (c) any information respecting the members of the society that may be required by regulations under the Agricultural and Recreational Land Ownership Act and section 35 of the Citizenship Act (Canada) in the form and manner prescribed by those regulations, and (d) the audited financial statement presented at the last annual general meeting of the society. Page 6
- Province of Alberta Societies Regulation Form 3 states: Annual Return Your corporate access number: This is your Annual Return for the year that ends on (year) (month) (day) In order to keep your status as a society, you must submit 2 copies of an annual return and supporting documents to Corporate Registry each year. A list of supporting documents is given below. Send both copies of the annual return with the supporting documents to an office listed on the back of this form. If you have questions, please call one of those offices. One copy of the annual return will be sent to you for your files. Name of society: Address of society s registered office: from an office listed on the back of this form. Fill it out and return it with this form. Date of incorporation Please return these supporting documents with this form: 1 An audited financial statement that was presented to members at your last annual general meeting held before. The financial statement must: be signed by the auditor be audited according to your society s bylaws state all income, disbursements, assets and liabilities of the society 2 A list of officers and directors. Please include the name and occupation of each person who was an officer or director on the position each person holds in the society a mailing address for each person 3 Fee of $, made payable to the President of Treasury Board and Minister of Finance. 4 A Notice of Change of Address form if necessary. This form must be signed by an authorized official of your society. Signature Business telephone number Home telephone number - The financial statement should be presented at the AGM. - Do we want to talk to the registry office to see what we are missing? - We don t need to pay to have the books audited. Page 7
Item 4.2.3: Outstanding AR/AP - There is outstanding AR and AP that needs to be cleared up. - We need to find out about the invoice for P3. Tammy said that she had the cheque done to pay them for the pizza for awards night. They owe us $1000.00 for their Atom Provincial Tournament sponsorship. - Mike Brattland has $1000.00 from Innovo, other cheque in the mail, still need to collect 1000.00 from P3. - Wayne offered to take the cheque to P3 and to get the 1000.00 cheque from them. - This all needs to be done before books can be audited. - We need to pay the deposit to the town for the hall bookings, Darcy will put deposit down for the 9 th and 21 st. - Matt will work on dance date. Item 4.2.4: Signing Authorities - Motion made by Christy Sherwood to remove Tammy Huber and Mike Vant Hoff from signing authority and replace them with Darcy Skinner as Vice President and Melissa Price as Treasurer and update Travis Shaw to President. - Seconded by Chris Simonson. - All in favor. Item 4.3: Tournament Dates - Tabled to next meeting. Item 4.4.1: Fundraising Who, What, When, Where, How, Why - Matt will sit with Stephanie to learn AGLC side of things. - Christy asked how the $15000 casino funds need to be spent and when, Matt needs to follow up with AGLC, we need to find out how we told AGLC that we would spend the money. - Does Matt have free reign to hand out a sponsorship package? Travis would like a proposal so that we can all vote on it. - We can t do the board signs as rink owned by the town. - Chris was out in Westlock and he was chatting with some of the parents out there. They have a beautiful arena, etc. and he asked how they got everything. They said they got government grants for a lot of what they built. - Michelle said that Scotia bank does grants as well. - Golf tournament could be a success but it won t happen this year, Barons had there s in June this year. - Will look into casino with AGLC. - Christy takes care of tournament stuff, Michelle and Matt have some ideas to streamline everything. Page 8
- Matt touched base with Cheryl at River Cree and they want to work with DMHA on tournaments as they have 2 sheets of ice, we could hold two levels in one weekend and rotate with 3 sheets of ice, make a deal that if you are coming to our tournament, you have to stay at the hotel - Ray from Frankly Delicious would suffer, good option as we keep home ice free, suggested that we have Cheryl come in and talk to group, Travis suggested that Matt put a proposal together. - We are doing Grey Cup. - Other part is $100.00, could be Galaxyland or Waterpark, we could do one in the fall and one in the spring. - Matt will look to see what dates we can get from WEM. - There are two packages that we can get through WEM. - Dance is February 14 th, this is family day long weekend, New Year s eve is a possibility, Matt will contact Town to change our booking to Dec 31 st, will work with P3 if they want to work together. - Cassandra to forward Derek (Oil Kings) information to Matt. - Did we pay for DJ last year? No, it was a trade in services. Matt would supply equipment, will see if Bill Beaton is available. Item 4.5.1: Sponsorship - Jerseys - We need new jersey s next year. - Matt has a corporate sponsor for jerseys. - Alice was $68.00. - Home Run Sports is $45.00. - $2500 - $3000 for home/away. - Sponsor could be mentioned in tournament programs, on website and mentioned on PA during tournaments. - You can have one company sponsoring whole league and some sponsors that will sponsor one team. - Myron Maryniuk has someone that will sponsor league. - Sponsorship bars are much nicer. - We need sponsorship as we don t have the revenue to buy new jerseys. - Apparel and jerseys will need to put out to tender, Wayne said that he got quotes from 3 different vendors and Alice was the least expensive. - Matt and Wayne will get quotes for jerseys and apparel. Item 4.6.1: Ice Assignor - Kathy Morton has put name forward to Travis. - Brandy talked about doing both Ice Assignor and Ref Coordinator but Matt discouraged. - Christy commented that Kathy is very organized. Page 9
- Motion to nominate Kathy Morton for Ice Assignor by Matt Menasse. - Seconded by Christy Sherwood. - All in favor. Item 4.6.2: Ref Coordinator - Spencer Hayes emailed Travis last week. o Student at UofA, 3 rd year Education. o 9 years as official, new level 3 can ref up to Junior A. o Shane said that Spencer wants to stay on ref side of things, aspires to start some programs. - Drew questioned that we just made a vote to respect to Ice Assignor, what if we allow Spencer to be Ref Coordinator, do we allow Brandy to have the opportunity for Ice Assignor? - Matt texted Brandy and she does not want Ice Coordinator position any longer. - Travis suggested we vote on Ref Assignor. - Brandy did a great job last year, committed and made an effort to get to know refs. - Spencer comes with experience as ref and he is at rink. - If Spencer wasn t Ref Assignor could we see if we have budget for Spencer to put on ref clinics, maybe one hour a month? - HA offers courses but anything additional would be up to us. - He would probably have materials from courses he s taken. - Chris asked if it s about the money for Spencer or about the experience, Christy commented that Spencer refs for the money while he is going to school. - Victor said that Lori has talked about Reg and Spencer setting up some local ref camps, hard to get level 3 refs in Devon, Vic said it s a good fit for Spencer. - Is there a chance that we ll lose Spencer if we don t provide him the opportunity, will he stay in the community, what happens if he refs higher caliber games in Edmonton? - Playoffs happen at the same time as UofA finals. - Matt said that Brandy stepped in to the position last year after the season started. - Mike commented that Brandy isn t going anywhere but the potential for Spencer to leave community is more likely. - Brandy is stay at home Mom and has the time. - Only these 2 paid positions. - Travis suggested we put both names forward and we ll see what happens. - Motion to nominate Brandy Fisher for Ref Coordinator by Chris Simonson - Seconded by Travis Shaw - Motion to nominate Spencer Hayes for Ref Coordinator by Shane Parie - Seconded by Drew Hiltz - 6 in favor for Brandy Page 10
- Travis and Shane will sit down with Spencer and work out a teaching and mentoring program with the DMHA, might help with school program. Item 4.6.3: Website Coordinator - Travis said Michelle Dewar put name forward for position. - Kathy Morton considered. - Motion to nominate Michelle Dewar for Website Coordinator by Christy Sherwood. - Seconded by Matt Menasse. - All in favor. Item 4.6.4: Equipment Manager - Wayne put name forward. - Motion to nominate Wayne Wolfe for Equipment Manager by Matt Menasse. - Seconded by Chris Simonson. - All in favor. Item 4.6.5: Evaluations Coordinator - Travis received an email from Fiore Morelli, he would like to volunteer. - 2 sons playing this year for DMHA. - He was the DJ at the dance last year. - Angela Kallio, not sure that she actually put her name forward, Wayne emailed Travis to say that Angela might be interested. - Christy asked if they need coaching background and know the hockey drills? - We need a coordinator and they don t necessarily have to have hockey experience. - We need to put together a strong committee that includes people with hockey background. - Shane said that there is more knowledge sitting around the table. - Christy said they are the key contact. - Travis asked if there is an issue with Fiore Morelli. - Mike had Angela on team last year and she managed the year before. - We need to find more about the candidates and it s a new position, suggestion to postpone. - Chris commented that we don t have a lot of time and we don t want to scramble. - Matt asked if the process last year worked well. - Depends what we ask this position to do, do we need them to just do the schedule? - We need them to ensure that we have pinnies, ice times, a schedule, evaluators and the necessary equipment. - Travis doesn t know Fiore but he knows he stepped up, Travis will get in touch with him. - Travis commented that it would be good to have someone not on executive take on position so that executive is free to help the weekend of evaluations. Page 11
- No one knows Fiore, Shane knows a bit about him. - Chris said that Fiore has offered to help in the past. - Agenda for the evaluations weekend still needs to come to executive for review. - Larry said that evaluations fluctuate from year to year. - We struggled for a few years to challenge the older kids. - Drills were modified last year. - Victor said we need to have someone with some experience on evaluations, need to send kids out in correct order, etc. - Chris said it wouldn t be just him, it would be a whole committee. - Coordinator would handle logistics, one guy on ice, one guy with evaluators, and one guy getting equipment. - Matt said that we should approach Jason to look at goalies. - Only guy with name forward, need to surround him with good people. - Motion to nominate Fiore Morelli for Evaluations Coordinator by Matt Menasse. - Seconded by Shane Parie. - All in favor. Item 4.6.6: Level Coordinators - IP/TT o Motion to nominate Trish Way for IP Coordinator by Matt Menasse. o Seconded by Christy Sherwood. o All in favor. - Novice o Steve Benson and Mr. Dewar would like to share role. o Travis said we need to have one appointed, Steve said that he would take on that role. o Steve wants to get involved and possible take on some future positions. o Motion to nominate Steve Benson for Novice Coordinator by Chris Simonson. o Seconded by Matt Menasse. o All in favor. - Atom o No volunteer, Christy will send an email through RAMP. - Pee Wee o No volunteer, Christy will send an email through RAMP. - Bantam o No volunteer, Christy will send an email through RAMP. - Midget o No volunteer, Christy will send an email through RAMP. Page 12
Item 5.1: President Report - Rainie Gervais got back to Travis, proposal was $20.00 per athlete based on 10 per session for a total of 150 players. - Proposal from Devon Physical Therapy as follows: Page 13
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- Does that in anyway put us under legal obligation? - Coaches need to understand their authority when a player has a concussion, Chris said to roll it out as a pilot this year and add it to the fees next year. How do we manage when they need to have it done every 3 years? - Need to ensure there is no liability. - Question for next two years, we ll only have a team and a half. - We are pioneers with this, it would be good to set the precedence. - Chris will touch base with Rainie. - How will he invoice us? - Could he do a small presentation to the players and parents? - Michelle suggested that we offer him a table at our tournaments? - Travis will send email to all new Executive members letting them know that they were voted in. Christy to send Travis the contact information. - Carmen Freemark sent skating school advertisement, we are not putting them on the website and not emailing to members. - Travis will follow up with the Town regarding the ice users meeting. Item 5.2: Vice President Report - HA conference at beginning of June, they are big on keeping kids in the game and introducing new kids to the game. - There are other options that we need to consider with regards to releasing players, will be tabled to a later meeting. - Is hockey season too long? Big on promoting multi-sport family. - Chris said focus need to be on multi-sport. - A lot of it is out of our hands. - Who makes the call if season too long? HA will decide. - Benefits of cross ice. Item 5.3: Past President Report - Nothing to report. Item 5.4: Treasurer Report - Nothing to report. Item 5.5: Secretary Report - Nothing to report. Item 5.6: Coach Director Report - Lacrosse has a drill database which allows coaches to access all drills and coaching plans used by other coaches. Page 15
- We can build a database to support our coaches. - They are going to evaluate coach s performance by their input on the site. - If they say in their interview that they re all about the kids, they should support program. - Darcy and Chris need to tweak the coaching application form, once they are done they will send a copy to Christy so she can send it out through the RAMP site and post on the website. Item 5.7: Registrar Report - Absent. Item 5.8: Referee-In- Chief Report - Will not post December ref clinic on website until the late summer. - Asked if we will pay for kids to take clinic elsewhere? Tabled until next meeting. Item 5.9: Level Director Report - Christy asked Chris if he received test email. - Atom Provincial tournament sponsors, different stuff for platinum sponsors, haven t done anything for them yet, Christy wants to create a certificate for each of them, need to follow up, Chris wants to touch base with Mike first. - Association sponsors need to be recognized, Stephanie was given a budget but we never followed through, Christy had done a certificate up for Alice and 20/20 Photography, BP s, P3, Servus and IGA. Christy will see what she can find and we will discuss at next meeting. - Christy will send all of the website information to Michelle for website. Item 5.10: Fundraising Director Report - Nothing to report. Item 5.11: Governor Report - League wants Midget numbers by end of next week.just KIDDING!! - Nothing to report. Item 6.1: Closing Discussion - Nothing discussed. Item 6.2: Date of Next Meeting - August 6, 2014 at 7:00pm. Meeting Adjourned: 11:57pm Page 16