BOARD OF DIRECTORS MEETING AGENDA Minutes Date of meeting: 26 July 2017 Time: 6:30pm Meeting Location: Essentia Health Sports Center - Board Room In Attendance: Sam Blum, Jim Brau, Sarah Borchert, Lisa Roberts, Joe Pohlkamp, Ryan Sharpe, Ryan Glas, Mike Patrick Members not Present: Jessica Gangl, Nicole Wheeler I. Call to Order @ 6:35pm by President, Sam Blum II. Approval of Meeting Agenda - 1st by Lisa Roberts, 2nd by Ryan Sharpe. Motion Passes. III. Approval of Consent Agenda - 1st by Mike Patrick, 2nd by Joe Pohlkamp. Motion Passes with corrections as noted. A. Registration Committee report (Attached) B. BLBB Committee report (Attached) C. Fundraising Committee report (Attached) D. Volunteer Committee report (No report submitted) E. Membership Committee report (Attached) F. Marketing Committee report (Attached) G. Travel Hockey Committee report (Attached) H. In-house Hockey Committee report (No report submitted) I. Brainerd Amateur Sports Foundation report (No report submitted) J. Executive Committee report (Attached) K. June Meeting Minutes (Attached) 1. Corrections o V.b.iii. Strike sentence that reads Joe Pohlkamp abstained from voting due to potential conflict of interest. o IV.C.b. Add the word members after Hockey Committees in the first sentence. o Reports L. Association Director - Jim Brau 1. August Skills Sessions - these numbers include goalies. Social media blast will be sent in attempt to increase numbers. Bantams - 10 skaters 10u/12u - 10 skaters PeeWees - 20 skaters Squirts - 10 skaters Mites/8u - 7 skaters
2. Home Tournaments Bantam B1 - Dec. 1-3 - 7 of 8 teams enrolled Bantam B2 - Dec. 1-3 - full Bantam AA - Dec. 8-10 - 9 of 12 teams enrolled Squirt A - Dec. 15-17 - full Junior Gold B - Dec. 29-31 - 2 of 16 teams enrolled PeeWee B1 - Jan. 5-7 - 7 of 8 teams enrolled PeeWee B2 - Jan. 5-7 - full 12UA - Jan. 12-14 - 7 of 8 teams enrolled Squirt C - Jan 19-21 - 10 of 16 teams enrolled 10UA - Jan. 26-28 - 4 of 8 teams enrolled 10UB - Jan. 26-28 - 3 of 8 teams enrolled Squirt B1 - Feb. 2-4 - full Squirt B2 - Feb 2-4 - full 3. Junior Gold - emails have been sent and will continue to be sent to eligible players. Blum suggested having a meet and greet/informational session about Junior Gold in an effort to increase interest. At this time, we are not in a league. Games will be played primarily against Grand Rapids, Moorhead, and Duluth. A small number of games will be played in the Metro League. The current recommendation is a 25 game cap. 4. Community Education Booklet - advertisement is due to the Community Education Office by July 28. 5. Equipment Room Clean Up - July 17 This will consist of organizing the jerseys, fixing the lighting, and organizing the equipment. The lock needs to be changed as the equipment room is being utilized by unauthorized personnel which is resulting in damage to and loss of inventory. Jim is obtaining a quote for the new lock. Discussion tabled pending quote. M. Treasurer - Mike Patrick 1. August meeting to breakdown the annual budget month by month. 2. Concession rental income from Vacationland Figure Skating Club will be moved to the revenue report with a new GL renamed as Other Concession Revenue. 3. Motion made to approve Treasurer's Report - 1st by Lisa Roberts, 2nd by Ryan Glas. Motion passes. N. Hockey Director - Ryan Glas 1. Travel Hockey Committee is securing evaluators for tryouts as well as locations for tryout scrimmages. 2. Fall Hockey - dates are set with the goal to prepare travel players for tryouts. There were concerns by parents that in the past the dates conflicted with fall sports schedules. Dates were selected taking this concern into consideration. Fall hockey is scheduled for September 10 - October 11. Two sessions per week, 10 sessions total. 12U, PeeWee, Bantams, Jr. Gold - Sunday and Wednesday 8U, Mite, 10U, Squirt - Monday and Wednesday
3. Try Hockey For Free - Dates are set with the Floor Hockey Tournament on October 7 and On-Ice dates October 10 and 12. Through Minnesota Hockey Camps in partnership with the NHL s Snyder Hockey Foundation, BAHA received floor hockey sticks and goalie equipment free of charge. 4. Away Tournaments - All are scheduled with the exception of Bantam B2 and PeeWee C. 12UA, 10UA, and 10UB are all going to the Hastings tournament for a Brainerd Girls Hockey Weekend. 5. High School Partnerships - Ryan Glas, Jim Ernster, and Dave Aus are in the planning stages in building stronger relationships between the high school organization and BAHA. Girls Varsity and Jr. Varsity will be participating in Giving Back to BAHA through assisting with scheduled youth practices twice a month. 6. Blueprint - This is ready to be submitted to the Travel Hockey Committee on August 15 for approval and eventual implementation for the start of the season coach s meeting. 7. Dryland/Off-Ice - There has been lengthy discussion on how it will be conducted for the season. The decision has been made that head coaches will conduct dryland sessions for their respective teams. Designated times will be scheduled for each team. 8. Player Evaluations - These are needed from each coach in order to best make decisions about player development and to assist with player placement when tryout evaluations necessitate further input. Most youth coaches have yet to submit their player evaluations from the 2016-2017 season. IV. Old Business 1. Online Clothing Store - Jim Brau a. Input from members, as reported to board members, has been positive with one suggestion for improvement. Members stated that there is a good variety that appeals to many people, prices are reasonable, and order offering is before season. One suggestion was made to open the store in early September in order to avoid conflicting with fall sports clothing orders. Suggestion was acknowledged. b. The store will be open through December and orders will be shipped periodically starting mid-september. c. Orders to date: gross of $757.00, profit of $66.34 2. Arena Beautification - Ryan Sharpe a. Division 1 jerseys were donated by Carl Sneep and Drew Olson. b. Several pictures have been donated. c. Overall response has been favorable and people are willing to help. d. Frame costs for jerseys and pictures are being reviewed. 3. Website Revisions a. Committee did not meet. 4. Consolidated Financial Statement Publishing a. Several ideas were discussed on how to as well as what to display for enhanced communication and transparency to general membership. Ideas were: Final year-end report from previous year, Budget and current spending for current year, Consolidated P & L for the month, Display being a binder kept near the
concession stand, Display being a locked glass case. Discussion was tabled on what to display and will be presented again next month for decision. Motion made to display items in locked glass case. 1st by Sarah Borchert, 2nd by Sam Blum. Motion passes. Sam Blum will research cost of cases. 5. Strategic Planning a. Item tabled due to absent members. V. New Business 1. Review and approve requests from membership committee a. Weigh in on idea of red/green lettering on THFF signage o Consensus of Board requests that only BAHA colors are used b. Discussion/Vote on homecoming swag per committee request o Motion made for $450 to be used for purchase of parade items with emphasis on THFF and floor hockey events. 1st by Mike Patrick, 2nd by Joe Pohlkamp. Motion passes c. Cork board/plexiglass for outside of locker rooms 1-4 o Motion made for up to $150 for purchase of plexiglass for corkboard. 1st by Lisa Roberts, 2nd by Joe Pohlkamp. 2. Banquet - Member feedback was sent to Brau and Blum with suggestions for banquet improvements. Many of the items were previously discussed by the Membership Committee and the Board with these improvements already in place for next season s banquet. 3. Logo Designer Appreciation - Motion made to purchase BAHA sweatshirt from online clothing store as a gift to the logo designer in appreciation and as recognition for his work. 1st by Ryan Glas, 2nd by Joe Pohlkamp. Motion passes. VI. Comments and Announcements - None presented VII. Adjournment - Motion made to adjourn at 8:48pm. 1st by Joe Pohlkamp, 2nd by Sarah Borchert. Motion passes. Next: BOD meeting date 30 August 2017-6:30pm BAHA Board Pre-Meeting 30 August 2017-6:00pm (Borchert &?)
Committee Updates July 26 th Board of Directors Meeting Membership/Marketing Committee - Nicole Wheeler/Jessica Date of Last Meeting: N/A Update: Board approved ordering yard signs ($540). Working on an updated look with new logo and new font. o Need board opinion: Should we use a red/bright green lettering to say Try Hockey for Free? Several members on the committee said no, but a few think it s a good idea. Cork Board: Plexiglass can be bought in town, price is between $120-150, I would like to proceed with this. Looking for someone handy who could cut to size, any suggestions? Parade handouts: Would like board approval to order tattoos and cups - $435 total o $150 for 1000 tattoos with our logo o $285 for cups with logo, website & THFF NEXT MEETING: August 7 th at 7pm. Nicole s house all are welcome. Executive Committee Sarah Borchert No Update at this time Fundraising Committee Mike Patrick No Update at this time Hockey Committee Ryan Glas Date of Last Meeting: Upcoming on July 25th Update from Committee Chair: Ryan Glas 1 Tournaments are all but scheduled for the majority of teams. We will just look to register for any remaining tournaments that work well with the current schedule of that team. 2 - I will have brief updates at the board meeting as our next scheduled hockey committee meeting is scheduled for Tuesday, July 25 th. Association Director Update Jim Brau Registration: -Gained 4 more skaters for the August Skills Development Camp. Need to and will make a couple more pushes to hopefully get more kids to sign up. -Regular Season Registration is being updated and tested, will be open before the end of July. -Fall Hockey has been planned and registration is being built, will be open before the end of July. Will consist of 10 sessions from September 10 to tryouts for $100. BBLB Committee Update Jim Brau -Meeting scheduled for Monday July 24 th 7pm -Been working with legal counsel on completing the proper paper work. Legal team has volunteered their time, and the process takes time as it needs to fit their schedule to save legal fees. -Met with accountant to work out transition of all QuickBooks files when process is complete.