Date: October 1, 2014 Called to Order: 7:09pm Minutes Taken By: Cassandra McNirney Devon Minor Hockey Association Meeting Minutes In attendance: Cassandra McNirney, Christy Sherwood, Trisha Way, Michelle Dewar, Drew Hiltz, Kathy Morton, Chris Higdon, Larry Sherwood, Scott White, Jackie Jeffries, Amy DePape, Denise Waller, Wayne Wolfe, Shane Parie, Lisa Wright, Travis Shaw, Mike VantHoff, Melissa Price, Darran Fedor, Marty Foose, Darcy Skinner. Item 1: Motion to Approve October 1, 2014 Agenda - Darran Fedor will be added to agenda as Item 5.1.2. - Motion to approve October 1, 2014 agenda by Drew Hiltz. - Seconded by Lisa Wright. - All in favor. Item 2: Review & Approve September 3, 2014 Minutes - Motion to approve September 3, 2014 minutes by Drew Hiltz. - Seconded by Mike VantHoff. - All in favor. Item 3: New Business Arising From Minutes - Motion to make it a requirement for Managers, Coaches and Trainers to have a CRC completed and submitted to DMHA by November 15, 2014 by Christy Sherwood. - Date will be extended if a 2 nd check is required. - Seconded by Lisa Wright. - All in favor. Item 4: Action Log - Reviewed and updated. Item 5.1.1: Marty Foose - Came to discuss evaluations and aspects of it. Page 1
- Skills really only focused on forward positions, didn t spend time of defensive positions. - No 3 on 3, couldn t evaluate players properly. - During the scrimmage the kids were thrown onto ice and told to pick a position, at this level a lot of them know their position, his daughter is a defenceman and was told to play center. - She doesn t know how to play center, this happened to a lot of kids. - Needs to be more organized for scrimmages, need to ask kids what position they play. - Kids could get cut twice this year. Cut from top and then cut from second tier, shouldn t be cut twice in season. - Not having protected players this year, bad idea., Coaches pick who they want to pick. - We are looking for solutions for next year. - Suggested that the kids get asked what position they play for scrimmage so they get evaluated fairly. - We do get kids that don t know which position they play. - If kid never plays forward then they shouldn t be evaluated as a forward. - Leduc has it as part of drop down on registration. - By Atom, they should know however HA doesn t encourage positional play at the Atom level. - As an evaluator, they watch as best as they can. - In previous years, it complicated the evaluation process. - We can look at it for next year. - Two cuts happened because we have four teams and there is such a fine line between kids. - We need to look at cutting differently. - Difficult to start earlier as we don t have ice and 1660 deadline is tight. - Protected player list should happen. - Not happy with how his release was dealt with. - - Protected list ensures that coaches aren t picking kids based on who their parents are. - Has been to a couple of practices and feels coach got his friends on his team, Whe said he wanted a player release and there was no opportunity to discuss, u. - Upset that no one came to him at the rink to talk. - Ran skating drill, no one asked him who looked good on the ice. - Travis apologized for not coming to talk at the rink. Formatted: Font: 12 pt Formatted: Left, Indent: Left: 1.27 cm, Space After: 8 pt, No bullets or numbering Item 5.1.2: Darran Fedor - Thinks the evaluations were weak, drills weren t great, not enough emphasis on individual play, need more scrimmage time. - As a coach, always have a list, already know the top 20 kids, there was a lot more executive involvement, felt child shouldn t be on PW1 team and felt coach was talked into it. Page 2
- Travis confirmed that PW1 coach had no input from Evaluations Committee, coach had an explanation as to why he chose the kids he did. - Has heard other comments about evaluations around rink. - More game play is needed for Atom and PW so you can evaluate shooting and stick handling. - Home plus three away for tournaments, any more require Executive approval, extra travel time, time away from work, DMHA very lenient. - Want to play in tournaments to prepare team for Provincials. - DMHA responsibility to ensure teams are staying within HA guidelines. - Our responsibility as Association to keep things practical for teams, players and parents. - We made a conscious effort as an Executive to be involved this year as there was an indication in previous years that Executive wasn t involved enough, we tried to change that this year. - Was Executive involved too much? - We ve received feedback that there has been too much fundraising in previous years. Item 5.2.1 and 5.2.2: Photographer Contract & Dates for Photo Nights - Christy talked to Gord and tentatively looking at October 20 to 22 for team photos, he will confirm with Christy. - Like to have photos back by December. - Hoping to have an order form to distribute at Coaches/Managers meeting. - He said to go with same pricelist as last year, Christy will confirm. - Explained that people liked the way he did things as Provincials, he can t commit to having four people at every tournament. - Travis asked that we ask Gord first and if he is not available then we can go with another photographer. - Christy will provide him with Coordinator information and leave the decision up to Gord. - Christy will confirm with Gord and will then email everyone. Item 5.3: Apparel - Matt never did comparison between Alice and Homerun. - We need to get someone in place. - In previous years, apparel night was the same night as photo night. - Why would we change apparel supplier this year, do we want online ordering or do we do the old fashioned way of doing things? - Homerun would only have online ordering open at certain times of year. - Matt had issues with Alice last season, Trish went into Alice and she was told they need a minimum order. - Motion to use Homerun Sports as 2014/15 DMHA apparel provider made by Matt Menasse. Page 3
- Seconded by Chris Simonson. - All in favor. - It all comes down to the service, a few dollars difference really doesn t matter. - Can we use two providers? We opted to go with one to provide consistency, we need to make sure that the one we choose will be around for the long term. - Homerun Sports offers some higher quality stuff and he supported us during Provincials last year. - Jerseys will come later in the season. - Matt to contact Homerun Sports. Item 5.4.1: Vacant Position Midget Level Coordinator - Jacquie Preece was nominated and voted by email. - All positions are now filled. Item 5.5: Coaches/Manager Meeting - Set for October 8 th. - Christy sent information out, needs to be reviewed and updated. - Chris will prepare this weekend. - Needs presentation on drill book. - Matt will do fundraising. - Travis will do HA updates. - Travis will review documents that Christy sent. - Coaches, Managers and Level Directors need to attend. - Chris to review Coaches Certification. Item 5.6.1: Evaluations Challenge and Improvement Areas - Already discussed. - Shane did hear a lot of positive feedback. - It was very organized and thought it went smooth. Item 5.6.2: Evaluations Paid evaluators vs in house evaluators - We did this in the past and it really only benefitted the bubble kids. - In 2004, we did paid evaluators and it didn t work well. - Was nice to have former professional hockey players. - Brad Whelen scouts for Tampa Bay, he was done evaluations in about 15 minutes. - People still complained about the paid evaluators as well. - How will we recoup the cost of hiring evaluators? - Pay to evaluate, all or none, not limited to just rep teams. - Need to put a process together starting in March/April 2015 to prepare for 2015/16 season. Page 4
- our Evaluations Coordinator committed over 30 hours and he didn t have a child playing for DMHA. Item 5.6.3: Evaluations Minimum one skate rule - Not discussed. Item 5.7: Outstanding Coaches - Still missing Bantam 2 and Midget 2 coaches. Darcy, Travis and Chris have been filling in. - One applicant on Facebook not ready to coach. - If we don t have Coaches, we ll have one team and have to release kids, we need to get a Coach in place, not the responsibility of the Executive to step up as Coach. - You need one person to make final decision. - It s not the first year that we ve run into this, no one allowed on ice until head Coach in place. - We need to name one Coach as Head Coach for HA. - Atom 4 is Ryan Balanecki. - IP1 is Ryan Bloomer. - IP2 is Duane McNirney. - TT is Don Rodrigue. Item 5.8: Affiliation Process - will discuss more at Coaches/Managers meeting. Item 5.9: Hockey Alberta Specialty Clinics - HA will do checking, skating, passing, shooting, etc. clinics for Coaches at no cost to DMHA, need to commit ice time and classroom time. - They will bring people in to work with our kids. - Would be a great toolbox for the Coaches, can be worked into practice. - Zone 4 committee has regional centres, our regional centre is Edmonton, if we want a clinic we go to our closest regional centre. - These clinics are being promoted by HA. - Fees that we pay to HA will cover the costs. - Built into Drill Book as HA promotes Drill Book. - HA has taken over Provinicial stuff to provide a better program. Item 5.10: Player Movement - One request to move player from TT to Novice, Travis can see why. - They are not pushing, just inquired. - He is a lot faster than the other kids but does not dominate. - HA does not promote affiliation from TT to Novice. Page 5
Item 5.11: Bantam/Midget Update - Bantam o We are working to get Millet kids for Bantam, they asked Calmar if they would put in a second team and they said no, they don t want to go to Wetaskiwin. o Other option is to run 23 and kids sit. o Travis sent an email to Bantam parents that something needs to be done. o Travis will talk to parents at next practice on Saturday, need to call a parent meeting. o Chris Higdon to contact Bantam 2 parents letting them know that there is a parents meeting, Chris and Travis will help at practice. o If no one steps forward, it collapses to one team with a full roster. o We need to give Bantam 1 Coach a heads up. o Total 23 skaters and 3 goalies. o Suggestion to talk with Brent Coutu, Darcy to contact him. o Matt has Chris May as a potential, will invite him to come skate on Saturday. - Midget o No Coach for Midget 2 and not enough players. o Midget 1 would like to keep 13 and release 2 which give 10 at bottom. o We do have the numbers for over carding currently but we have 3 goalies and we can only card 2. o Suggestion to move some top Bantam players up to Midget 2 to fill roster, we can t force underage players to go up, we would need 5 to move, Grade 8/9 kids would end up playing with Grade 12 kids. o Leduc will set rosters by Monday. o Midget 2 game on Sunday will have to be postponed. o Drew to find out how easy it will be to postpone games for Midget 1. o Will talk next week about ghost teams. o There are a bunch of kids at Midget 1 that need to be cut, potentially a parent there that may step up to Coach but won t volunteer until cuts are done. o Some parents feel that their kids didn t get a fair tryout and got cut before they could be evaluated on game play. o Should have had a black and white game. o We didn t have the volunteers in place this year. o Needed to be clear with the kids that they were being evaluated during their game play, they would have tried harder. o Larry suggested that we have a parent meeting with the Midget families sometime next week, Jackie will send an update to parents via email. Page 6
o Travis to contact Millet, Wetaskiwin and Enoch for players, do we know which players HA will allow us to take? Item 5.12: Novice Tiering - Thought we d have tiers 2,3,4 and 5. - 1660 doesn t have enough for 2 so there is a 1,3A, 3B, 4 and 5. - Opted to go 3A, two 4 s and 5. - Tiering games still have to happen. - 1660 has not delivered what they promised. - Up in the air until after the tiering games happen. - Novice is a division that the league has very little information on, they are making their decisions based on the information they have. - Coaches needs be more engaged with Drew and need to attend tiering meeting prepared with a case. Item 6.1: President - Thanks to everyone who helped at evaluations. - Will take the feedback for next year. - Gift cards for Cole, Jordy and Fiore will be purchased. - Cole contacted Darcy daily to ask how he could help. - Cole and Jordy great representation of our alumni. - The Evaluations Coordinator would have qualified for rebate at end of year if he d had a child in hockey. - We need to be cautious of who we reward, we have a lot of great volunteers. - Most of the coaches have a biological investment. - The decisions on the bubble kids was difficult. - Motion to purchase a $100 gift card for Fiore and $75.00 gift cards for Jordy and Cole made by Travis Shaw. - Seconded by Matt Menasse. - All in favor. Item 6.2: Vice President - Fran from Checking Clinic wanted to compliment the Coaches that were on the ice during clinic. - Goalie Coach carded to Novice 1, Chris Noble, is available to help at all levels. - Dave Eigenseher also available to help coach goalies. Item 6.3: Past President - Nothing to report. Page 7
Item 6.4: Treasurer - Laptop crashed, we need to get a new computer. - Geoff Wright looked at it and got all the files off it. - Can source through Geoff, Chris Computers, Steve Plosz. - Shane to talk to Chris Computers and Plosz s Computers. - Need Quickbooks, suggestion to use Quickbooks online. - Opening up a separate benvelolent account, currently around $6000.00. - Travis gets a letter from someone needing financial support. - Motion to setup a benevolent account made by Melissa Price. - Seconded by Chris Simonson. - All in favor. - Has expired cheques for jersey deposits for Novice 1 and 3. - No jersey cheque for TT2, Wayne still waiting for 2 jerseys back 24 and 25, Don said he had them. - Motion that all jersey refund cheques go to benevolent fund made by Christy Sherwood. - Seconded by Chris Simonson. - Not passed. - Can make cheques out to Rainie Gervais and Paul Bentham, Wayne to send an update to Melissa as to what he is still missing. - Melissa to reimburse Darcy for hall bookings. - RAMP still needs to be cleaned up, charged $2.00 for each time someone logs in to do a transaction. - Need to change packages for next year to include fundraising, added to Parking Lot items. Item 6.6: Secretary - Nothing to report. Item 6.6: Coaches Director - Most of the Coaches in place. - Need to look at a better way to get bottom level Coaches, hard to fill positions. - In the future, don t have potential assistant Coaches on the ice during evaluations as it can be perceived that the child has already made the team. Item 6.7: Registrar - Attempting to get HCR rosters completed, did not go well this year. - Not kept in the loop during evaluations and doesn t have all information. - Only 2 teams got goalies in Atom, the other players were hybrid players. - Will need assistance from Level Coordinators to get missing information, has a lot on the go and needs support, needs Level Coordinators to communicate to Managers that they need to give her some time to get everything together. Page 8
- Potential that James Kaluza could move down to Atom 4 to play goalie but Mike would like to have a player to move up to fill spot, will discuss with parents. - Will figure out fees for carding once all of the Coaches in place. Item 6.8: Referee-in-Chief - Referee clinic coming up, we pay registration for existing referees, case books are new for this year, does Association buy them or does the referee have to buy them. - If not carded to team as a Coach or player, do we need to get them insurance, approximately 6 referees, DMHA will cover costs. - Shadow jackets, Shane to email Michelle information. - Some of the upcoming referees to referee the IP/TT tournament. - Could we pay shadow the headman rate to shadow at a game, could we pay supervisor the linesman rate to critique at a game, Shane to test for first month or two and then provide report to Executive. - Invoice for referee clinic will be mailed to Melissa. - Need to ensure that Brandy and Kathy are notified when games are cancelled or rescheduled. - Chatted with Beaumonts RIC, receptive to running a referee exchange program. Item 6.9: Referee Assignor - Absent. Item 6.10: Level Director - For Coaches meeting, remind them that Head Coach needs to be at rink until entire team leaves/room vacated. - Kids coming out dressing room while Zamboni out, can t go on bench while Zamboni out, go onto ice when time starts. - C s and A s will be provided by DMHA, Wayne will get them sewn on. - Hourly ice rate in Devon is $96.00. - Minutes on the website, Michelle to post on website. - Tournament Committee met on September 29 th, Christy, Michelle, Matt and Cassandra on Tournament Committee. - We discussed fees: o IP $500 o Novice $700 o Atom $900 o Peewee $1000 o Midget & Bantam $1200 - Fundraising will be $50.00 per player. - USB drives with all information and forms will be provided to the Coordinator. Page 9
- Getting a cabinet at arena for tournament supplies (office supplies, raffle tins, etc.). - Looking into getting medals for entire Association. - Auction table at tournament, Mike Lazenby (local) has expressed interest in doing tables at our tournament, will leave it up to Coordinators. - Tournament cheques will not be given until AGLC paperwork and finance information is all in. Item 6.11: Fundraising Director - Puckin Funny invoice is in, will send to Melissa. - Waterpark, 255 total registrations, we need 2550 tickets, can only get 2000 tickets, suggestion to take Atom and up for November 2 nd and do another event later in the season for IP/TT and Novice, they ll have more to sell. - Two dates is the best option, Matt to look at what is available for the second date. - Matt to talk to Grant regarding cabinet at arena. - Is there a limit on the amount of fundraising a team can do? Not at this time. - $17,000 can be used for whatever we want, we just can t use it to make a profit (jerseys, clinics, etc). - Melissa confirmed $26000 in Provincial account. - Need to determine what to do with $17,000 casino profit and Provincial funds, added to Parking Lot items. - Motion to purchase 1000 medals for Association made by Matt Menasse. - Seconded by Chris Simonson. - All in favor. Item 6.12: Level Coordinators - IP/TT o Trish has nothing to report. - Novice o Steve getting a lot of inquiries for Novice tournament, Darcy to touch base with Steve to provide some direction for team selection. - Atom o Denise said Atom tournament has all spots full, needs BP s information, needs sponsor letter from Travis, needs accounting spreadsheet. - Peewee o Amy has nothing to report. - Bantam Page 10
o Chris absent. - Midget o Jackie has nothing to report. Item 6.13: Ice Coordinator - Calmar Ice o Worked out Calmar ice on Friday. o 6:00-7:30pm on Tuesdays, have till 9 in December and March and one day in January. o 7:20-8:20pm on Thursdays, Fridays are random, rate is a bit better. - Thorsby o 6:00-9:00pm when other groups aren t using it and a few Friday nights. - For the Novice, Atom and Peewee tournaments we have 8:00am-10:00pm on Fridays, public skating removed on Saturdays when Barons play, Sundays all day with public skating. - Would like to see the IP/TT have at least one ice slot on tournament weekends. Item 6.14: Website Coordinator - Michelle has nothing to report. - Website acting funny, won t load documents. Item 6.15: Equipment Manager - As of Sunday, all teams have equipment except for Bantam 2 and Midget 2. - No spares for Novice and Atom teams. - Doesn t matter which sweater we get, they must last for 4-5 years, $68.00 sublimated from Alice Embroidery and $64.00 from Homerun Sports. - Tim Hortons will give us Pittsburgh white, IP/TT will have home and away jerseys. - Spent $600.00 to get more equipment. - Novice goalies to supply their own stick if possible. - Ted Little has a set of 26 for sale, Wayne told him a price and waiting for him to get back. Item 6.16: Governor - needs Notice of Game Change for Midget 1. - needs Notice of Game Change for Midget 2. - Christy will cc Jacquie and Travis. - if Camrose still wants to come for exhibition game then Christy will ask Lisa for permit. Page 11
- Item 6.17: Evaluations Coordinator - Absent. Item 7.1: Closing Discussion - Melissa called Tammy to follow up on 2013/14 Financials. - Tammy said that she had some questions to answer and they are still looking into Financials. Item 7.2: Date of the Next Meeting - November 12 th at 7:00pm. Meeting Adjourned: 12:00am Page 12