Nepean Girls Hockey Association

2012-2013 Board Meeting Minutes

Date: November 13, 2013

Time: 7:40

Place: Walter Baker

Present: Ian Forbes, Tracy Lafreniere, Andrew Thompson, Ali Speer, Jason Corrigan, Jen Capes, Bob Weber, Les Banks, Trina Lepine, Phil Clark, Monica Armstrong,

Absent: Dean O`Brien, Trish Calof, Dom Bueti, Joanne Erbach, Sonya Crites,

Guests: Jim Pears, Keith McEwan

1.0 Call to Order  Meeting called to order at 7:40 p.m. – Chaired by Phil Clarke

2.0 Previous Meeting Minutes o A motion was made by Andy Thompson to approve the minutes for September and October 2013 o 2nd - Ian Forbes o Unanimous

3.0 Reports a) President’s – Phil Clark

 Phil introduced Jim and Keith to sit in on the meeting  Action Items from last meetings - Ali sent out - COMPLETE - NGHA Sens game – COMPLETE  250 people in attendance - launch DS program - COMPLETE - update on financials – tonights meeting - monica to post all approved policies - COMPLETE - trish to address DS jersey requirements – ONGOING - jo, andy, trina – online banking meeting – STARTED - trainer education day – OPEN - monica to send out three additional policies to review – OPEN  Photo day - Successful - Photographer set everything up and took care of all the details - 5 house teams left – given the teams some options to get their photos completed - December 5 for individual photo retake  One issue with a team – being taken care of  OD looking for a volunteer – inclement weather posting  Tournament - House almost filled – missing two at Bantam - Competitive – 91 teams registered  MCC, PCAA ACBB may not happen - Any problems – email tournamentngha.ca b) House League – Les Banks  Teams doing well  Novice o Team balancing was a success  New player coming in from Southern Ontario  Stat site up for Novice, Atom and Peewee  Bantam and Midget coming  c) Competitive – Dean O`Brien & Dom Bueti  Competitive coach survey almost ready to go out  Other updates – Dom, pls send. d) Fundamentals – Jen Capes  FUN continues to roll smoothly and without issue. e) Development – Ali Speer  Cost of coach certification was approx. $142 per coach  16 of our coaches are DEV1 certified  Every single one of our competitive coaches has their DEV1  Running coaching clinic once a month o First one – How to Coach o Second one – Battle Drills . Successful – 25 coaches attended o Third one – December 5th – Scoring Clinic  Certification update – November 1st o Check with Joanne to ensure that the coaches have sent all their numbers to her  Coach newsletter to go out the end of this week o Third coaching clinic o Tim Horton Clinic – November 30 o Coach magazine o Blackout reminder for the holidays – ASAP o Reminder to coaches about respect for officials o Policies o Friendly reminder for the ice invoices in IMS – coaches to tell managers  Few incentives at the coaching clinic to bring more coaches out (two draws)

f) Equipment – Trish Calof  All teams set up  DS inventory is good but need to clarify  QUESTION – Need to purchase new goalie equipment for the smaller teams o Feeling that it is ok – Phil thinks we have enough  New sticks – if teams are looking  Email from OZ who makes our socks – suggesting if we wanted our socks for next year o Recommendation – if it is not going to cost anything, and he can store them, until august, then we will go ahead  DIFD not on some of the new jerseys g) Registration – Joanne Erbach  UPDATES g) PWHL – Ian Forbes  NOTE: Clock at the Sportsplex 2 rink needs to be looked at  Banner – order a pop-up banner for the team  Bob to look into where we can get one  CSM is not working for them – looking into options h) Ice – Andrew Thompson  Ice issued  Coaches do blackouts now for Thursday through Monday which limits the amount of practice ice they get  OPTION – reach out to other teams to share ice (works for competitive teams that have full ice practices)  U.S. Practices o Sanction forms have to be filled out as soon as you leave the province o Hockey Canada insurance doesn`t do anything for the team o Highly suggested to purchase separate insurance  Can NOT share ice with boys teams i) Communications, Promotion & Social Networking – Sonya Crites  Our Photo Day photographer will provide a large print with ALL the team photos and NGHA logo for our display case j) Policy & Procedures – Monica Armstrong  Dressing room policy reviewed  Equipment policy reviewed o Jenn to check to see what the insurance policy regarding players and staff regarding equipment  Monica will make changes to these policies and then Monica will re-distribute them for the board to read and approve  Fair and equal ice time policy will be worked on next

k) Finance – Trina Lepine  Financial statements in good shape  Nothing major to report  Almost all registration cheques in (roughly 97% complete)  Several NSF awaiting resolution  Ice invoices were issued  Still confusion about ice credits – lots of questions still being asked  Allocate ice to specific programs for costing.  Competitive surcharge – invoices going out (payments due in December)  Equipment – minimal goalie equipment purchased  Invoices for new jerseys  Timekeepers – no invoice yet (except for Showcase)  Fundamentals – jen will invoice every two months instead of one  Financial assistance – deadline was was Oct 15 o 10 applications in total o all were granted o $6000 was budgeted for but we spent $7200 o Donations also came in for financial assistance which covered off the overage (for $1200) o At budget planning time – look at increasing the budget for next season as demand has increased o Trina suggesting a financial assistance timeline to make it easier each year  Bookkeeper is working out well  Reimbursement for speak out – respect in sport o we agreed on $20 o we will park this until the February budget meeting

c) Fundraising and Sponsorship – Bob Webber  Rona cards were issued at Team Photo Day o Cheques to come monthly from the program  Two donations to the NGHA o Pepsi - $1200 o Loblaws at College Square (from a supplier) - $2000 l) Miscellaneous  Development Stream  Good numbers for teams o 40 peewee o 13 atom o 34 novice  Most coaches selected  Info session this Sunday  Parents will get an email about ice times 

4.0 Adjournment Motion was made by Trina Lepine to adjourn the meeting at 10:08 p.m. o 2nd – Ali Speer o Unanimous 5.0 Next Meeting  November 13, 2013 – Walter Baker Sports Center