Mahtomedi Youth Hockey Association Board Meeting Date: July 15, 2018 Called to Order: 8:00PM In Attendance: Alex Rogosheske, Kelly Taff, Joe Curran, Nate Demars, Mark Harris, Dino Marino, Amanda Mahmood, Aaron Pederson, Brandon Sampair, Jesse Sampair, Kevin Souja Absent: Cory Huberty, Pete Moosbrugger Prior Meeting Minutes Approval: June 2018 meeting minutes approved without corrections. Motion made by Alex Rogosheske. Second by Joe Curran. Motion passed. New Business/Member Feedback: No new business President's Report (Alex Rogosheske): Ice Scheduler Position/Ice Scheduling Ice Scheduler positon was offered and not accepted by Jon Celski. (Current Ice Scheduler at Stillwater) Many reasons were offered on why he did not take the position with one being the salary and time and effort that would be required to manage our ice. Ice Scheduler position was then offered and accepted by Joan Demars. Her current knowledge with Sports Engine and experience with scheduling software will be an asset. Welcome Joan! Nick Frattalone has been researching different ice scheduling software. He has scheduled a demonstration with an AutoIce at his office on July 19 at 6PM. All board members are invited to attend. We may look to change software this season. Pull Tabs/Fundraising/Gambling Manager We have hired Jim Kirkwood as the MYHA Gambling Manager. He was in attendance for this Board meeting. Jethro s does fundraising for organizations through the sales of their pull tabs, Bingo and Meat raffles. Currently there is a high profit margin with Bingo and Meat Raffles but may not get these. Pull Tabs is confirmed. Continued discussions. 1 P age
Currently the Lion s Club has been the organization that has partnered with Jethro s. The Jethro owners are selling their business to Doc s Landing and the owner(s) of Doc s Landing has brought in MYHA for the pull tab fundraising opportunity. Jim met with Karen Bowie (current Asst. Gambling Manger) to set up membership numbers, licensing, bank accounts. Etc. MYHA will officially take over October 1, 2018. Once the transition takes place we can then go over the reports from previous years. Approx. $1.M in sales (gross) has been generated annually. The association would give 89% of that in prizes with a net of approximately $100,000 for the MYHA. Questions on what will the profits be used for? There are set places that we can use the profits on. Continued discussions. Formal announcement will be sent to the MYHA community in the next month or so. We will be offering DIBS opportunities, but not until we are fully established an up and running. Jethro s will be renamed to Quincy s. Looking to attract younger clients. Practice Jersey s Holly Ritchie, Jersey Coordinator attending this board meeting. Confirmed that each registered player will receive one (1) white and one (1) navy practice jersey. There was a lot of discussion around timing of getting the jerseys to team and when Letterman s can have them printed and ready. Board members that are coaches want them ready by the time practices start. They do not want to hand them out to have them collected by the managers to get sponsors printed. The reason we can t get sponsors on the jerseys in time for the first practice is that we have many sponsors that are parents in the association and they want to specifically sponsor their child team. The timing of this does not work based on when teams are formed and when first practices start. Could do sponsor jerseys but they can t not be lined up with a parents company or organization. Will need to move from no parent jersey sponsors if we do this going forward. Discussions to seek out one sponsor jersey for all the traveling teams. May have to stick to sponsor t-shirts again this year. Approx. cost for practice jerseys are $8,500-$10,000 depending on how much is printed on the jersey. Discussed adding the approx. cost of the practice jersey into the registration fee. Discussed that if we just go with only the M printed will reduce the overall cost and having the association pay for them this season. Motion made by Brandon Sampair to have the association pay for the practice jersey s this season with no sponsor names. Second by Aaron Pederson. Motion passed. Ramsey County/Polar Ice/St. Croix Polar Ice - Finalizing the details with Polar and we will have approx. 410 hours of ice. 2 P age
St. Croix/Lily Lake - Contract in place until 2020. 400 hours of ice is guaranteed. Stillwater confirmed 640 hours of ice. This is 240 more hours than expected. White Bear County (WBC) White Bear Lake Youth Hockey Association scheduled hours are from 5PM-10PM. MYHA is purchasing ice back from White Bear. As of now we are scheduled to get Monday s, Wednesday s and Sunday s. Continued follow up to finalize. Try out Dates/Ice Times/Coaching Interviews/MYHA Hosted tournaments/bi-laws Continue to firm up try-out ice dates & times locked down. Will need large blocks of times. Next meeting is August 19 th to discuss. We anticipate that the majority of the try out ice will be at Polar. Need to start to firm up locations dates/times for coaching interviews. MYHA hosts the Bantam C tournament; we need to get this confirmed ASAP. Continued discussions that we are making changes /updates to the bi-laws. Motion made by Kevin Souja to update and make significant changes to the current bi-laws. Second by Brandon Sampair. Motion passed. Rink Update (No changes from the May and June meetings) Vote is scheduled in November Continued delays on the environment testing. Issues with the old plan which need to be revised. Initial feedback was that the ground could not support the building and that cement pilings will be needed, but if cement pilings are used it may impact the water table. New plan is for a complete soil correction. Will be reviewed again by the Planning Commission which then will go to the City Council. Fundraising/Sponsorship (Alex Rogosheske, Cory Huberty & Kevin Souja): Country Fest Set for July 2st at Dellwood. Alex and Kevin are volunteering from the board. We are still in need for additional volunteers. There is a volunteer party at Dellwood if that is of any interest to get more people to volunteer. Spread the word. Hoping to make $3K from this fundraiser. MYHA gets $10 for every registration. Billboard advertising is up on Hwy 61. Continue to spread the word, as this is a great event for our community. Yard Games (company) will be managing the outdoor games at this event. Wild Wings Sporting Clays Set for August 23, 2018. Registration is wrapping up. Kevin is working with Mikalynn on finalizing the details. e-mail blast has been sent. $100 per registration. Maximum registration will be 100. Will have two ten (10) shooting stations. Continue to look for sponsors. Chanda Cook is assisting with securing sponsors. Rogosheske, Rogosheske & Atkins, PLCC is sponsoring again this year. (Thank you Alex) 3 P age
This is a great fundraiser for our association. We make/clear around $8K, with most of the profits coming from the food and ammunition sales. Mobile Fundraising App Cory and Alex met with and are in discussions. This is similar to the football fundraiser cards that the HS football players sell. The difference is that is it a rolling year (based on the date you sign up). So the cards are sold the same way but you are given a code to sign into the app. There are fewer restrictions to retailers and restaurants with this app than the football card. So that is a plus. $30 for 1 Year, Discounts offered for auto renewing. Will discuss again with Cory again at the August meeting. Vice President's Report (Cory Huberty): (Updates provided by Alex) Warming House (DEC) Cory Huberty continues to coordinate with the City of Mahtomedi on changing the locks and who should have access to the DEC. The locks will be changed and a limited number of people will have keys/combination/access. We also need to determine who has the keys to the gate. Is this the City only? The City and Cory? We do not need multiple people having access to the gate. Continued discussion as Cory was not in attendance at today s board meeting. Equipment Need to track down puck bags and coaches bags. Currently only nine (9) coaches bags and eight (buck) bags are accounted for. Cory will follow up with last season s coaching staff. Treasurer (Joe Curran): Finance Joe e-mailed out an overview of the financial information and where we are at to date. Currently we are showing in the negative due to paying for the tournaments and not having this seasons registrations paid in full yet. Tournaments: Girls tournaments are finalized. Boys are 60% done. Budget numbers from last season is the guideline for this season. We have two (2) extra teams in the budget this year. We will be over the budget on tournament fees and will adjust once registrations are finalized. Joe met with Nick Frattalone as he is still issuing checks on behalf of the association. Joe needs to set up time to get the new three (3) signatories (John Redpath, Alex Rogosheske and Joe Curran) to the bank to add everyone to the account and remove Nick. Nick Frattalone has assisted significantly with Joe s transition of with the Treasure responsibilities this year and suggested that all his required DIBS for this season be met. Motion made by Kevin Souja to approve Nick Frattalone s DIBS for the season are met. Second by Dino Marino. Motion passed. 4 P age
Secretary (Kelly Taff): Season Registration and Fall Camp Registration Continue to work with Mikalynn Hauer, Registrar, to test registrations to ensure a positive parent registration experience. E-mail blasts were sent yesterday for both traveling teams and Coaches. Mikalynn and Kelly will continue monitor registrations and numbers to date. Continue to coordinate with Mark on the Fall Camp Registrations are coming in. Will continue to monitor numbers and send e-mail blasts as needed. Team/Individual Pictures (Lifetouch) Katy Strub, Picture Coordinator will be setting up time to meet with Lifetouch to review previous contract term and rates. Mites/U6/U8 has requested that Lifetouch stop producing the team plaques that typically go to the team sponsor. (Wildwood Loins) They do not want them as they have no place to put them or store. Discussed team pictures and the format for this season. Continue with individual pictures and the team pictures is photo shopped together, or do a traditional team picture. There are strong opinions on this. Continued discussion. Miscellaneous Reviewing the MYHA Organization Chart to update and provide clear lines of reporting structure, specifically for the Committee Chair positons. Will have a draft ready to review at next month s meeting. District 2 (Kevin Souja): (Updates provided by Alex) Preliminary declarations for team levels will need to be made by next month as we need to report this to D2. We will be voting on level changes for any traveling teams at the August board meeting. Coaches levels and CP s are starting this month. If we have any families that are transferring or open enrolling within our school district we will need to get the release from where the association they are transferring from. Minnesota hockey rule states that you can't play on the top team if you transfer from one district to another. This is state wide. If they move into the district and live in it, no release is required and they can play at the highest level. Implementing offensive language policies for coaches with the referees. 1 st offense is one (1) game suspension, 2 nd offense is a three (3) game suspension and the 3 rd offense is immediate suspension for the season. D2 is adopting this policy. Other rules. Three (3) twelve minute periods, no run time. (No change from current) Icing rule when playing shorthanded. (No change from current). This is a USA Hockey rule. Association should not be getting any more D2 fees for Mites. We continue to pay the D2 referees for managing the D2 playoff and the districts. $75 per player. (No change from current) D2 has passed a rule that if any association has issued a citation against someone, it would be up to the new D2 school to allow them in the rink if they transfer out of the district while the citation is in effect. Minnesota hockey may uphold the sanction if it comes back around. Continued discussion. Handbook and Bi-laws Kevin working with Alex to insert recent changes and update. 5 P age
Director of Coaches (Dino Marino): Six (6) coaches are registered to date. Looking for any input to get more coaches registered sooner. Coaches pay up front for the $40 for USA Hockey registration and $50 for the other training fees. The association reimburses these fees to the coaches at the end of the season to those who complete the full season of coaching. Director of Player Development (Mark Harris): Fall Camp Registration remains open. 106 skaters are registered to date. We are currently about half full. Max is 240 skaters. 12 goalies have registered. We do not have a cap on goalies. Continue to send out e-mail blasts reminding parents to sign up. Level Director Reports Bantam & Junior Gold (Nate Demars): Junior Gold coaches are confirmed for this season. We have nine (9) returning player s with a total of twenty seven (27). Last season we had one (1) Junior Gold team and one (1) U16. We may have too many kids for one Junior Gold team. Kevin Souja confirmed we can have two (2) teams if needed. Junior Gold falls under the North Metro league. MYHA modified our levels last year due to ages and talent. We may do it again this year. Looking at one (1) B team and one (1) U16. Continued discussion as the season moves forward and based on final registrations. If we move to two teams we would still have plenty of ice. Historically we are allotted 1200 hours and we have 1600 allocated for this season. Kathy Frable working with Nate and Kevin Souja to provide Nate with the Junior Gold Contact information. Have you talk to the Junior Gold Director. Kevin to provide the contact information to Nate. One parent inquired to Nate on the move up policy. Alex referenced Article 8, Section 1 of the bi-laws. Have the parent reference the policy. Pee Wee (Jesse Sampair): Continue to work with past coaches to determine teams and numbers for this season. Have two evaluator locked down, working on getting one more. Continue to look for the Pee Wee Try-out Coordinators. Squirt (Brandon Sampair): Brandon has confirmed the Squirt evaluators for try-outs. He still needs to confirm the Try-out Coordinators. 6 P age
He will reach out again to Scott and Renee Whitehead to determine their interest in being Try-out Coordinators again. They have done Squirts for the past two years. Mite Program (Amanda Mahmood): New Families quick link was added to the website on the home page. Mites and U6/U8 are working together in setting a final registration end date. Can't do move ups or set team levels until a date is set. Would like to offer a early bird discount code for Mite registrations. Confirmed with Mikalynn that we can t get it set up in time for this year, but will do some type of discount for early registration for Mite next season. Amanda will send e-mails out to last season Mite families to encourage them to register early. Mites would like any available open ice, two hours back to back prior to the season starting. HEP testing will be done prior to the season. Mites are looking for a HEP Coordinator. DIB's opportunity Mite 1 & U6 looking for games this season. Amanda is already being approached by other teams in the association to have games. If approved, we could start out with two (2) home games and then get two (2) away games. Mite 1 can turn practice ice into games. No added cost as they will not play at the Lumberyard. Continued discussions on finalizing the details. Girls Program (Pete Moosbrugger): (Update provided by Alex) No Update. U6/U8 & Recruitment: (Aaron Pederson): Aaron is coordinating with Megan Reitan on getting Try Hockey day set. The webpage is currently up and running. This season we will be moving to online registration for Try Hockey day. There is a fee to do this (3% fee.) There is a one-time set up fee of $200. The MYHA Board has approved the cost of this program for another season. (Redpath) Looking to schedule more games for U6. Continue to us the boards and practice ice as schedule allows. Requested play-up codes from Mikalynn Hauer, Registrar. These are for players to use to play up with their grade. Motion to Adjourn the Meeting: Made by Alex Rogosheske, Second by Aaron Pederson. Meeting Adjourned: 9:29PM Minutes Submitted by: Kelly Taff, MYHA Secretary 7 P age