Meeting Notes Topic FYHA Board of Directors Meeting Date October 11, 2017 Attendees Leo McGee Chris Kane Allison George Brian Huempfner Jon Pirrong Shawn Dennett Theresa Cinq Mars Jason Cinq Mars Nick Sebastiano Wayne Garrett Dave Moses Bill Shaughnessey John MacKinnon (guest) Mike Ryan Jen Moran (guest) Tuition Reimbursement Appeals Two Bantam parents, Jen Moran and John MacKinnon, separately presented tuition reimbursement appeals. See New Business section below for additional information. Meeting called to order: 8:24 p.m. Member Reports President: Leo McGee Received multiple calls regarding concerns about an alternate regularly playing Squirt 1 games. Expressed desire to coordinate a committee, including BOD members and membership volunteers, to discuss player retention. Motion to accept by L. McGee; seconded by C. Kane. Report accepted. L. McGee to discuss alternate concerns with the Squirt 1 coach. Also talked about reviewing and revising the Alternate Player Policy for next season to ensure clarity. Vice President: Chris Kane Provided a detailed update about the DL tournament following completion of the first successful weekend. Expressed sincere thanks to all board members who volunteered and J. Pirrong for his assistance with ice time. o 12 teams completed Franklin and the Worcester Jr. Railers won the U10 brackets; the Demons won the U12 bracket. Teams from Franklin, Milton, Reading and Winthrop will compete in the U10 girls bracket this weekend. o Results were shared live via Twitter at @FYHADustyLardin. o Need checks payable to C. Kane for (a) $420 for the first weekend scorekeepers and (b) $587 for pizzas. Money was fronted for both. Recommendations for next year s tournament: o Employ a photographer.
o Arrange for music to play the National Anthem. o Allow extra time for pictures on the ice after championship games. o Sell tournament t shirts as a fundraiser instead of including them as part of the tournament fee. o Create a Facebook page with a direct link to the DL tournament page on our website o Create a DL committee to begin planning and execution sooner. The first meeting should take place before the 2017 18 season ends so programs can be notified, and possibility commit, to an early 2018 19 tournament. (Certain programs were unable to participate this season because they learned about it too late and could not request conference byes.) The first tryout subcommittee meeting will be scheduled in the coming weeks. Several aspects will be discussed, including overwhelming feedback from membership that coaches should be allowed to fix placement mistakes. J. Pirrong volunteered; looking for 2 3 more participants. Suggested reviewing town hockey websites as we work to become more competitive and better define FYHA s recruitment strategy (which should include a plan for multi player families and goalies). Recommended a subcommittee to be led by a Mite Board Member to outline a specific goforward plan. Recommended formulating a steering committee to help form the 2018 19 BOD. B. Huempfner and S. Dennett met to discuss communication to the membership. Shared a list of suggested/upcoming correspondence and recommended this information be disseminated from the top via League Athletics, as well as on Facebook and Twitter. Motion to accept by D. Moses; seconded by S. Dennett. Report accepted. Discussed the need to identify someone to handle social media components of the communication strategy. Secretary: Allison George Motion to approve September minutes by L. McGee; seconded by J. Pirrong. Report accepted. Treasurer (acting): Jeff Brown Financial update: o Checking: $245,671 o Savings: $1,547 o Tuition Assistance, including General Donations: approximately $6,500 Motion to accept by L. McGee; seconded by C. Kane. Report accepted. Requested a breakdown for the DL scorekeepers and pizza receipts.
Discussed payment for upcoming USA Hockey coaching clinics. Inquired about Stop It Goaltending invoices and guidelines for suspending players. Regarding the latter, S. Dennett to send the most recent communication with those players. Regarding Patriots Place ice, confirmed there will only be a Winter Classic for IH Mites. Discussed the Cheever Foundation grant and how FYHA has benefited from it in the past. This year s theme is Growing the Game. The Intent to Submit application is due 12/31/17; a formal grant proposal is required by 1/31/18. http://www.mahockey.org/page/show/897502 mike cheever grant grow hockey Registrar: Shawn Dennett Successfully ran the first two sessions of Bruins Academy, with approximately 44 participants each time. o Will notify participating families of FYHA s Intro to Hockey as a follow on this week. Registered FYHA for Try Hockey for Free day on Saturday, 11/4; will use Franklin ice at 12:30 PM. Provided a list of five delinquent Midget/U16 players to President L. McGee and Treasurer Jeff Brown for action. One is an injured player. o Outstanding balance, excluding the injured player, is $1,675. (The total Midget & U16 tuition charged is $51,200.) Continued collection efforts for prior years outstanding tuition. Regarding that amount: o $1,550 efforts have not materialized into direct contact with the families (3) o $1,425 discussed with the family, who have two Mites currently in our program. Midget & Bantam rosters have been finalized. Currently registering teams for Playdowns; Squirt, PW, U10 & U12 are still open. Provided Head Coach B. Shaughnessy and President L. McGee a list of all coaches who have provided USA Hockey registration #s, with Safe Sport, CEP Card and Age Appropriate Mod compliance status. o Sent reminders to all Mite, Squirt, PW, U10 and U12 who have not yet submitted USA Hockey registration #s. Will start sending collection notices for 2017 18 tuition balances this month. o Approximately $56,000 due, Mite through Bantam. (The total Mite through Bantam tuition charged is approximately $316,550.) Motion to accept by L. McGee; seconded by C. Kane. Report accepted.
Asked J. Brown about billing the Bruins for four hours of ice. S. Dennett to resend the necessary information to process the invoice. Register for Learn to Skate lawn signs are in the container. Discussed cost of ice for Playdown games. D. Moses confirmed if Franklin has a home game, someone from the BOD must be in attendance to ensure rosters are set, scorekeepers are paid, etc. The home team is responsible for the ice (and typically will work with the visiting team to split the cost); each team pays a referee and they split the scorekeeper fee. Director of Fundraising: TBD: Jason Cinq Mars Received positive feedback about fundraising efforts (raffles, pizza, shirts) at the DL. A Pay will roll out on/around 11/1. Pictures are scheduled for 10/24 and 10/25. T. Cinq Mars is finalizing the schedule and will send to all teams. Santa Skate is scheduled for 12/17 at 6:00 PM. Admission is one can for Food Pantry donation. Motion to accept by D. Moses; seconded by J. Brown. Report accepted. Discussed details regarding FYHA apparel sales at the Norfolk Rink pro shop. Assistant Director, Fundraising: Mike Ryan No report Program Director, South Shore Conference (SSC): Dave Moses All 1 st year Bantam players completed the checking clinic and will be allowed to play. (September BOD meeting update) Confirmed the Midget 2 team was moved down a division, per their request, effective the weekend of 9/23. (September BOD meeting update) Bye requests for Thanksgiving through February 2018 are due by 10/20. Short season playoff schedule given to Midget and U19 coach. Parity requests are being taken nothing is guaranteed. The Presidents meeting with SSC is scheduled for 10/16 at 7:30 PM. District 3 is asking for Mini 1 on 1 teams for 10/21 (4:30 6:30 PM) at Stoughton Ice Center. The Mite 1 and 2 teams will move away from USA Hockey for full ice games during the second half of 2017 18 season. Each team (all players and coaches) must register with the SSC Mite Conference. Details regarding steps being taken were sent via email to both coaches; no issues noted. SSC will need copies of both team rosters. Motion to accept by C. Kane; seconded by J. Brown. Report accepted. Discussed the number of Midget teams after high school tryouts; assuming there will be two.
Assistant Program Director, Yankee Conference (YC): Wayne Garrett Discussed concerns about game scheduling (i.e. some teams have more games than others). Indicated the YC is working to even it out. Attended the last YC meeting and learned that while they are losing teams, the conference is financially okay however sensed there are concerns. Motion to accept by L. McGee; seconded by C, Kane. Report accepted. Assistant Program Director, In house Mites: Brian Huempfner Held placement meeting to create four equal teams on 10/10. Head coaches and assistants also placed. Team placement communications sent on 10/11 Sent IH rosters to FYHA registrar, fundraising director and team manager. Met with S. Dennett to discuss FYHA communications and opportunities to engage/keep membership informed, as well opportunities to introduce/attract new girls and boys to hockey/fyha. Will transfer Consent to Treat forms to the four head coaches. IH will start playing Sunday games on 10/15. Communications regarding game day review will be sent on 10/12. Currently putting names on jerseys, expect to have them back for the 10/22 game. Motion to accept by Leo; seconded by Chris. Report accepted. Mite 1 is trialing the League Athletics RSVP option before it rolls out to IH, then other teams. Cross ice boards will be set up by coaches (with skates on ice) and parents (office) for Sunday games. Parents are paying for silk screening shirts. Held a coaches meeting; received good feedback. The goal to schedule it earlier next season to coincide with distribution of jerseys and coaches equipment. Motion to accept by C. Kane; seconded by J. Brown. Report accepted. Head Coach: Bill Shaughnessey Talked to Pure Hockey about jerseys ordered after FYHA s initial order was placed. Confirmed arrival will be about two months from the secondary order date. Bauer is no longer making white practice jerseys. Pure Hockey will give us what they have, however numbers may not correspond. Coaches must be mindful if practice jerseys are used for conference games because the roster will not align. Recommended exploring other companies for next season s jerseys.
Publicity Director: Bill Owens No report. Equipment Manager: TBD No report. Learn to Skate Director: Nick Sebastiano No report Team Manager: Theresa Cinq Mars No report. Ice is scheduled through 11/4. Unable to assign ice after Thanksgiving until conference games have been scheduled. Motion to accept by C. Kane; seconded by L. McGee. Report accepted. Ice Director: Jon Pirrong Contacted by the Franklin High School junior varsity coaches regarding ice availability for their games and practices. Requested nine 2 hour blocks (7:00 9:00 PM) for Sunday night games. Based on current availability, will offer Sunday nights from 8:00 10:00 PM or Saturday nights from 8:30 10:30 PM in Franklin. Requested 1 hour practice blocks as well; those times are TBD. New Business S. Dennett made a motion that, given the extenuating circumstances surrounding consolidation of the Bantam teams, Bantam players who left the program before today [October 11, 2017], will be charged an earned tuition of $500. Of that $500, $250 will be retained by FYHA as earned tuition (this entitles the player to participate as an alternate, consistent with the FYHA Alternate Player policy); the remaining $250 will be kept by FYHA as credit to be used towards tuition within the next two seasons. Families who have paid more than $500 will receive the difference in the form of a refund. (For example: if $1,000 has been paid to date, the following would happen $250 will be retained by FYHA, $250 will be put into FYHA credit and the remaining $500 will be refunded). C. Kane seconded the motion. Motion passed and will be communicated in writing to the families who presented appeals at tonight s meeting. Meeting adjourned: 10:30 p.m.