Devon Minor Hockey Association Meeting Minutes Annual General Meeting

Devon Minor Hockey Association Meeting Minutes Annual General Meeting Date: June 18, 2014 Called to Order: 7:05pm Minutes Taken By: Cassandra McNirney In attendance: Larry, Christy, Travis Shaw, Mike Vant Hoff, Darcy Skinner, Lisa Wright, Drew Hiltz, Shane Parie, Lori Uhryn, Melissa Price, Mike Brodoway, Rainie Gervais, Trisha Way, Michelle Dewar, Tina Genge, Victor Wearden, Stephanie Cartier, Jacquie Sturko, Terri Rhodes, Chris Simonson, Brandy Fisher, Kathy Morton, Matt Menasse, Duane McNirney, Mitch Lokke, Cassandra McNirney Item 1: Motion to Approve June 18, 2014 Agenda - Motion to approve the June 18, 2014 agenda by Mike Vant Hoff - Seconded by Larry Item 2: Review & Approve June 27, 2013 AGM Minutes - Motion to approve the June 27, 2013 AGM minutes (posted on DMHA website) by Larry - Seconded by Christy Item 3: New Business Arising From Minutes - No new business arose from minutes Page 1

Item 4.1: Review of Bylaws & Changes Proposed Change # Current Pg # Area of Bylaws #1 Pg 1 Intro Paragraph Section # Reference Change or Addition Wording (for changes, added in red) Intro Change...we need to insert the date of when our updated 2013 Bylaws were filed at Alberta Registries. Did anyone file our Bylaws this past season? #2 Pg 1 Definitions 2.a Change After the words Hockey Alberta, add the abbreviation (HA) #3 Pg 2 Definitions 2.j Change This section is in reference to the non-voting Co-ordinators that are appointed by the Executive. Minor word changes to add clarity: "Director" or (remove words) "Co-ordinator" means a person that has been elected (change to appointed) by the Executive to fulfill a specific support role and reporting through a specific executive position in a nonvoting role. (add) #4 Pg 2 Definitions 2.o.vii Addition All head coaches and assistant coaches must have the Coach Respect In Sport certificate and submit their certificate number to DMHA registrar as requested, as per HA requirements. #5 Pg 5 Registration 4 Change (2nd paragraph) Registrations will continue to be received by the Executive after the registration sessions mentioned above, until the deadline imposed by AAHA (change to HA) or as provided elsewhere in these Bylaws, (add) or DMHA Rules and Regulations. #6 Pg 6 Registration 5 Addition (as per section 4.20 of Rules and Regs, add information regarding possible parent volunteer requirements: From time to time the Executive may call on all parents to volunteer during the season for association events. #7 Pg 7 Executive 14 Change As per change #3 above, and Directors are elected, Coordinators Directors are appointed. Should we change the titles to reflect this? (Change) Coaches Co-ordinator to Coaches Director and Fundraising Coordinator to Fundraising Director. Motioning Member Motion Seconder Carried Follow up at July 2014 meeting to ensure they are filed. Christy Christy Christy Larry Christy Christy Mike Vant Hoff Travis Shaw Shaw Lisa Wright Travis Shaw Shaw Lisa Wright Larry Page 2

#8 Pg 8 Executive and Directors #9 n/a Executive and Directors #10 n/a Executive and Directors 21 Change Reference that those in paid positions 'may' be required to attend meetings. Change to 'will' be required to attend meetings. 22 Addition Proposed wording in regard to the discussion on whether to give executive volunteers a 'rebate': "In recognition of their commitment to the Executive, those volunteering for the executive in a voting or nonvoting role would be eligible for a fundraising rebate, up to a maximum equivalent to the first child s fundraising fees for fulfilling the duties of the position(s) in which they have volunteered for. Those in paid positions would not be eligible for this rebate. To receive full rebate individuals must commit themselves to the position(s) from the date of election at the AGM or date determined by the Executive, through to the AGM of the following year, or date as determined by the current executive. Failing to fulfill duties to the satisfaction of the Executive may result in a decrease or loss of eligibility of any fundraising rebate. The Executive will review fundraising rebate eligibility for each position after March 30 of the current season and issue rebates accordingly." 23 Addition Proposed wording in regard to executive members' requirements to attend meetings: "Members of the executive (voting, non-voting and paid) are expected to attend the regular monthly executive meetings at which time they will present a report/update of the goings on related to their role with the executive. If an individual is unable to attend a meeting, he/she will be required to advise the president in advance and supply a reason for absence. Any executive member listed above who misses two or more meetings without acceptable reason may be removed from his/her position if absences are affecting his/her Christy Mike Vant Hoff Stephanie Cartier Larry Travis Shaw Shaw Chris Simonson Page 3

#11 Pgs. 8-10 Executive and Directors ability to fulfill their role with the executive by a vote of 75% of the voting Executive present at an executive meeting." 24-33 Change As per changes #9 and #10 above, the additions of those will change the numbering of the remaining items in the Executive and Directors section to 24-33. n/a n/a n/a - Victor Wearden asked how the fundraising rebate would be determined. - DMHA will not set an amount as the fundraising amount changes year to year. - Mike said that DMHA wants to allow for fluctuation from year to year. - Suggestion was to add to the maximum equivalent to the fundraising fees paid for the first child registered to proposed change #9. - Victor Wearden asked about change #9 and if the level coordinators would be included. they will. - Victor Wearden asked about change #10, if you miss two meetings you will be removed from the Executive. The absences will be excused if an acceptable reason is provided for the absence. - Quorum is 6 for 2014-2015 season, would need 4 to vote in favor. Item 5.1: President s Report - Past President, Mike Vant Hoff, had nothing to report. - President, Travis Shaw Shaw, reported the following: o Registrations year-to-date are 62 9 Initiation 15 Novice 14 Atom 7 PeeWee 9 Bantam 8 Midget o Registrations for 2013/13 season, 14 teams total 50 Initiation 44 Novice 48 Atom 45 PeeWee 19 Bantam/Midget o Thanks to Boston Pizza, P3, Tim Horton s for their sponsorship. Page 4

o Thanks to the tournament volunteers as a lot of hours committed. o Thanks to the Level Coordinators, they do a lot of running around. o No team will go on the ice this year until a Level Coordinator is in place. o Thanks to Larry and Stephanie Cartier for stepping up last year to fill the spots. o Level Coordinators are not a voted position so they will not be decided tonight, will be appointed by Executive, let Travis Shaw know if you are interested. o Chris Simonson recommended that DMHA implement some sort of mentorship program for the Level Coordinators o Level Coordinators report to Level Director, good way to introduce yourself to the DMHA. o Thanked Coaches and Managers, especially the Managers as teams don t run without them, also Coaches put in countless hours. o Thanked Executive that won t be back, big thanks to Tammy Huber as she won t be returning as Treasurer, appreciate her help and hard work. o Darcy Skinner said that we started online Coaches evaluations this past season, close to 90 evaluations received from about 225 players. o Also held exit interviews for Coaches, feedback was positive, wanted to provide the opportunity for Coaches to let Executive know how year went and for Executive to provide feedback. o Anyone interested in coaching should complete the application which can be found online. It should be submitted to the President or Coaches Coordinator on time so there is time for the Executive to interview potential coaches and get people in place prior to season start. o Thanked the Provincial Tournament Committee, went smoothly and was a good experience all in all. o Special thanks to Mike Brattland and Chris Simonson. o Thanks to all of those who provided sponsorship for the Provincial Tournament. o DMHA took home several banners last season: Novice 1 won the 1660 Novice Tier 2 Bronze Banner Atom 1 won the 1660 Atom Tier 2 Bronze Banner PeeWee 1 won the 1660 PeeWee Tier 2B Silver Banner PeeWee 2 won the 1660 PeeWee Tier 3 Gold Banner Midget won the Hockey Alberta Zone 4 Midget C Banner o Moved some dates DMHA hosting Valentines Dance on February 14, 2015. Should help to improve attendance, going downhill every year, comment that dance at arena was not a great venue. Travis Shaw confirmed that the hall is booked for the dance. Page 5

Silent auction voted out in 2014 as we took on Provincial tournament and we don t want to tax the businesses in our community that support DMHA. Travis Shaw will meet with new Fundraising Coordinator in July to determine fundraising activities for 2014/15 season. Travis Shaw would like fundraising activities set before season starts. Awards night with be held April 9, 2015. AGM will be held April 21, 2015, in line with other Associations. According to our bylaws our season goes from August 1 st to April 30 th, bylaws state that AGM has to be held before end of June. Comments that financial statement needs to be reviewed at AGM and an April 21 st date does not allow time to prepare statement. Travis Shaw wanted the AGM earlier in the year so that the new Executive could come on board well before the season starts. Comment that Leduc has AGM in May. If we have it early pressure there will be on Treasurer to get financials done. Victor Wearden said its part of Society Act and doesn t need to be in bylaws. Three levels: Society Act, Bylaws and Rules & Regulations. With 14 days notice to membership, we could have a special meeting to review financial statement. Travis Shaw thanked everyone for feedback and will look more into it. Darcy Skinner commented that Hockey Alberta had AGM (which was like a conference) in early June so it would be good to have new Executive in place in case anyone wants to attend. o Rules and Regulations are on the DMHA website, haven t been updated since 2009. Clarification on 3 rd jersey. Protected list removed, try season without. o Push for Evaluations Committee. o Tournament proceeds will stay at 20%. o Need to be in alignment with HA rules (social media, bullying, harassment). o Changes to AA player release, Travis Shaw has confirmed it will be addressed. Victor Weardon commented that nine years ago you could only try out with another Association at AAA level, a while ago we allowed kids to go play AA, in Leduc AA major and Minor, now the rule is that kids can only go try out based on numbers. How do you determine who you let try out and who doesn t? Should we give kids the opportunity to try out? Page 6

Leduc only will have one AA team, only take 15 players and kids will be competing with kids from other communities, very surprised if more than 4 kids from Devon make the team. Larry commented that it was suggested years ago that we would kill our Bantam and Midget levels if we released players. Two years ago in Bantam there were small rosters as 4 kids were released to Bantam AA in Leduc so the Devon team struggled. Larry had to make a decision, if son went to Leduc it would kill second Bantam team in Devon, has impact on all kids not just the kids that wants to play at a higher level. Do we do what is best for collective or small number of individuals? Will it come back to bite the DMHA? Huge challenge, had to do it last year at Midget level. Ended up having to release 4 players and some kids ended up not registering. Travis Shaw said we need to decide if we release or not release. Lori Uhryn commented that we will kill DMHA Bantam and Midget levels if we start releasing players. Stephanie Cartier commented that we didn t say that we weren t releasing AA players, we need the kids to register so that we know the actual numbers. Won t be decided until all players are registered, then we ll look numbers. Christy read Section 8.3.4 under the Rules & Regulations 8.3.4. A DMHA player residing within the DMHA boundary requesting to transfer out of DMHA to another association: a) Will not be allowed to transfer to another association, if the DMHA player is participating at the Pee Wee level or lower. Will need to provide DMHA president with a Notification of Try-out 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 AAA level. 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 pre-registered 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. c) Any and all types of tryout forms need a minimum of 48 hours notice for the DMHA President s approval Mike Vant Hoff put it out to attendees, should we stop releasing AA players? Now is the time. Page 7

Shane asked if we have our numbers, could we have a Midget meeting with players and parents at end of August and let parents decide. Takes onus off of the Executive. Larry commented that the easiest solution not to release players at all. Stephanie Cartier commented that it was left open for the DMHA Executive to make a decision based on numbers and based on what is in the best interest of kids. Matt Menasse suggested that we have a AA team in Devon. Mike Vant Hoff said that it is a huge amount of work and that we would need parent participation. Mike Brodoway commented that it should be all or nothing. Doesn t think it is fair for the Executive to make the choice. Travis Shaw commented that it is up to Leduc to decide if they want to take players or not. Mike Vant Hoff commented that we should make the decision as an Association. Travis Shaw commented that HA may change draw zones next year so it won t matter at all. Larry commented that just because HA is talking about something it does not necessarily mean it will be put in place next year. Significant amount of blow back to HA about this whole situation. There is a competitive alternative but Travis Shaw said it is too late to get into a competitive league. We don t have the ice in Devon to support a AA team. Most likely the kids would have to play on other ice as they need 3 practices a week. Parents need to drive. Travis Shaw commented that there are options but we would need parent support. It wouldn t happen unless we had support from a great group of parents. How much further are the kids playing AA getting compared to the kids playing A? Mike Vant Hoff commented that he doesn t see much difference based on experience of relatives. This rule change would not change AAA tryouts. If the kids played A instead of AA they would still have a great experience. Trickle-down effect from WHL, difficult to quantify. Puts DMHA in a difficult spot if we are waiting for kids to tryout. Creates huge issues. Darcy Skinner commented that although players may work together 10 years from now, it s about the memories and the opportunity. Page 8

Lori Uhryn had a child in AAA and he played in Devon because his friends played here. We have to watch our community and the younger levels. Larry offered to help if a committee created for AA but Travis Shaw wants everyone to understand that this can t be just for one year as he doesn t want the Association to look stupid to the other AA teams. Draw zones changes will mean Leduc and Beaumont are their own draw zone. We would end up in the same draw zone Thorsby and Warburg. Lori Uhryn said this would also bring in higher caliber referees. Victor Weardon would not want to prevent kids from having an opportunity, his son had the best year of his hockey career when he played AA in Leduc. Doesn t want to hold a kid back from a great opportunity. Different years will have different issues. Christy commented that every kid that plays in Leduc comes at the expense of the other kids. Travis Shaw said the decision will be left with the new Executive. Shane Parie wanted to be clear that nothing in writing yet. Victor Weardon concerned that his son won t know until end of August if he is able to try out and that will affect the amount of time he spends to get himself conditioned for tryouts. Travis Shaw reiterated that rule will not be changed tonight but an answer will be given within the next month. Will likely be all or none? Victor Weardon asked why bother changing it for one year, why not give opportunity to kids. Chris Simonson said that he doesn t currently have a child at that level. Sebastien made top division in lacrosse and it s a huge commitment and it hurts Association. Item 5.2: Treasurer s Report - Financials weren t done, we will have to call a special meeting when they are done. - Expected to be submitted shortly for review. - Made a decision to go ahead with AGM to get new Executive place. - Rough numbers as they haven t been audited. o Ice costs past season $128,000 o Referee cost $27,000 o League fees $15,000 o Provincials profit $14,000 o Tournament $8,000 (20% net) - Not exact numbers but a special meeting will be called within next month Page 9

- Fees were raised for 2014/15 season as the registration fees (based on 225 players) just covers the ice cost. - Victor Weardon asked if we re in black or red, Travis Shaw said not sure, Mike said we re close to breaking even. - Christy said that March 25 th, 2014 Treasurer s report was $165,000 revenue and $160,000 expense. - Looking for corporate sponsorship for jerseys as we have one year left with the ones we have. - Victor Weardon asked why we don t have casino, DMHA is not eligible with AGLC as 2010 paperwork not filed. - Stephanie Cartier and Travis Shaw working hard to get things rectified with AGLC. - Oilers 50/50 is not profitable anymore, $8,000 potential. - We can make $18,000 selling Waterpark tickets. - Will be discussed with Fundraising Coordinator at meeting in July. Item 5.3: Fundraising Coordinator s Report - Stephanie Cartier reported: o Waterpark $12,000 o golf tournament $3,000 o Grey Cup $8,900 o Dance $2,800 - Mike Vant Hoff said costs are always going up every year. - Chris Simonson said that $14,000 profit from Provincials is great but it comes at a cost as we drain the community. - Mike Vant Hoff commented that there are Associations that keep 100% of the profits from the tournaments. - DMHA needs to look at corporate sponsorship. - Fundraising Coordinator role is a vital position. - Getting better as AGLC is online now which eliminates a bit of the legwork. Item 5.3: Other Reports - Shane Parie reported the following: o Referee clinic in November this year, one day. o Level 1 and 2 referees need to take online course. o Website will be updated with all of the courses being offered in case kids want to take clinic. Page 10

Item 6.1: Impact Concussion Testing - Presented by Rainie Gervais. - Has three kids in DMHA, two in Novice, one in Initiation. - Representing Devon Physical Therapy. - Offering impact concussion testing. - Developed in 1990 s by neurologists in Pittsburgh. - Computer based pre-testing or baseline testing, happens every 2 years for athletes under 18 years. - Normal brain doesn t look the same in every person, baseline tests all areas and sees how all areas function. - Not an IQ test, kept on file in a database which is available to athlete no matter where he/she is. - Is accessible world-wide. - If child suffers a head injury, they would have a test done and they compare the pre-test to the post-test to determine the amount of damage, minor vs major trauma which can guide rehabilitation. - Athlete comes into clinic to get a baseline test. - Injury on the ice and coach pulls them off the ice, child gets checked by the doctor, within 24-72 hours go and get the post trauma test as well as some other tests. - Reports are gathered and sent back to doctor so they can come up with a rehabilitation plan. - As rehabilitation going along, communication between doctor and clinic and they may decide to do another test which can determine how to proceed. - All computerized, norms are from ages 10 59, not recommended for kids under 10 as their brains change so quickly that it is not a good baseline to compare to. - Offered at clinic, approved by Impact, one of seven in Alberta. - If someone comes in one at a time, the fee is $60.00. - If DMHA wants to do a whole team, they can get it down to about $20.00 per player. - 2 nd year Atom and up. - Chris Simonson wanted to strongly encourage the baseline be done, as an Association we would be ahead of the curve, asked if we could do a batch other than a team and Rainie said yes. - Computerized test is about 20-30 minutes, post trauma is 1.5 hours. - Travis Shaw would like a quote based on 2013/14 numbers from Atom up. - Rainie said they have the use of the computer lab at the high school. - Suggestion was to include it in the registration fees. - Rainie s wife will volunteer to do a clinic on concussions. - Travis Shaw will let Rainie know when the next Executive meeting is. Page 11

Item 7.1: Nomination of Vice President - Darcy Skinner nominated for Vice President by Chris Simonson - Seconded by Matt Menasse - Darcy Skinner accepted nomination Item 7.2: Nomination of Secretary - Kathy Morton nominated for Secretary by Victor Weardon - Seconded by Matt Menasse - Kathy Morton accepted nomination - Cassandra McNirney nominated for Secretary by Christy - Seconded by Chris Simonson - Cassandra McNirney accepted nomination - Motion made by Christy the vote for Secretary position be done by secret ballot. - Travis Shaw and Chris Simonson counted secret ballot and Cassandra McNirney voted as Secretary Item 7.3: Nomination of Treasurer - Melissa Price nominated for Treasurer by Matt Menasse - Seconded by Brandy Fisher - Melissa Price accepted nomination Item 7.4: Nomination of Referee-In-Chief - Shane Parie nominated for Referee-In-Chief by Stephanie Cartier - Seconded by Brandy Fisher - Shane Parie accepted nomination Item 7.5: Nomination of Coaches Coordinator - Chris Simonson nominated for Coaches Coordinator by Darcy Skinner - Seconded by Matt Menasse - Chris Simonson accepted nomination Page 12

Item 7.6: Nomination of Level Director - Christy nominated for Level Director by Victor Wearden - Seconded by Mike Vant Hoff - Christy accepted nomination Item 7.7: Nomination of Registrar - Lisa Wright nominated for Registrar by Christy - Seconded by Matt Menasse - Lisa Wright accepted nomination Item 7.8: Nomination of 1660 Representative - Drew Hiltz nominated for 1660 Representative by Lisa Wright - Seconded by Chris Simonson - Drew Hiltz accepted nomination Item 7.9: Nomination of Fundraising Coordinator - Mike Vant Hoff commented that this is a BIG job. - Travis Shaw suggested that this be taken on by a committee. - Matt Menasse nominated for Fundraising Coordinator by Michelle Dewar - Seconded by Brandy Fisher - Matt Menasse accepted nomination Item 8.1: Closing - Mike Vant Hoff was happy to see some new faces. - Difficult being on the Executive as there are hard decisions to be made. - Executive has the best interest of the kids in mind. - Parents are strongly encouraged to ask questions. - The Executive needs the help of the members to have a successful season. Page 13

- HA is changing, DMHA is changing. - We have something good here in Devon. - We need names of people interested in non-voting positions. - Not everyone will agree, the parents that are happy never say anything, the parents that are unhappy say a lot. - Uphill battle and Executive does what they can to the best of their ability. - Present the problem and bring a solution, opportunity at regular Executive meetings, yelling won t work. - We can make Devon an amazing place for all kids to play hockey. - The following non-voting positions still need to be filled: o Ice Coordinator (paid) o Referee Assignor (paid) o Equipment Coordinator o Website Coordinator o Evaluations Coordinator o Level Coordinators for IP, Novice, Atom, PeeWee, Midget and Bantam - Let Executive know if you are interested in any of the above. - Christy thanked Mike Vant Hoff for stepping up as President for the last two years - Mike Brodoway suggested that Executive meetings be held at arena instead of hockey room, might get more parents attending. - If there was an indication that more people would attend then we would consider moving to a larger venue. Item 8.2: Motion to Adjourn - Motion to adjourn by Christy - Seconded by Mike Vant Hoff Meeting Adjourned: Next Meeting: 9:23pm Tuesday, June 24, 2014 at 7:00pm Hockey room above Servus Credit Union Page 14

Devon Minor Hockey Association Meeting Take-Aways June 18, 2014 Travis Shaw - Look into rules surrounding AGM and financial statement including dates and deadlines - Get a quote from Devon Physical Therapy for impact concussion testing for the 2014/15 season, all players 2 nd year Atom and up - Let Rainie Gervais know when next DMHA meeting is to present proposal to have Devon Physical Therapy do a learning session on concussions for all DMHA members. Page 15