Nepean Girls Hockey Association s1

Nepean Girls Hockey Association

2010-2011 Board Meeting Minutes

DATE: Wednesday, March 23, 2011

TIME: 7:00 p.m.

PLACE: Foodcourt Boardroom, Walter Baker Center

PRESENT: Trish Calof, Jason Corrigan, Jay Greco, Mary-Lou Zywicki , Trina Lepine, Steve Wolfe, Patrick Coady, Tracy Lafreniere, Joanne Erbach, Alex Kincaid, Rod Emby & Michael Doiron

ABSENT: Cathy Devenny, Lynne Carroll, Phil Clarke, Heather McEwan,

1.0 Call to Order

 Meeting called to order at 7:14 p.m. – Chaired by Pat Coady

2.0 Previous Meeting Minutes

 The February board meeting minutes were approved.

o A motion by Mary Lou Zywicki was tabled to approve the minutes

o seconded by Trish Calof

o Unanimous

3.0 Reports a) President’s Update –

 Phil not present to provide updates – Pat providing updates for this month’s meeting

 Pat was approached with a suggestion for a Parent Session that would be similar to Speak Out: How to be a better hockey parent…

o Have expectations set out for parents on what the coaches will teach their kids

o What is acceptable parental behaviour o Referees would participate in the presentation

o It would be strongly encouraged to attend – attendance taken

o Would be offered twice so that BOTH parents could attend

o Something for the Board to think about

 Nunavit Exhibition Game

o Heather McEwan organized two exhibition games for Nunavit to play the Bantam/Midget Wildcats

o The event was successful

o Teams went out to dinner

o Donated older equipment to the team

o Nunavit raised some interest in returning to participate in our Tournament

 Tournament

o Phil reached out to OGHA (which has their tournament mid-Feb), NMHA, The Sensplex and the City regarding moving the tournament to February 3-5 - No issues noted

o Lisa to get paperwork done and submitted

 Golf Tournament

o Shawn Brown working on the tournament this year

o To be held on June 13th at Glenmar Golf & Country Club (new location this year)

o Cost: $125 per golfer (includes cart and green fees, starter package, Lunch, ¼ Chicken Dinner / dessert)

o Details posted to NGHA website

 Bursary

o Details posted to the NGHA website

o The closing date for applications is Monday April 25, 2011

o An email was sent out with a reminder of the criteria for applying o Recap of how the process works

o Pat receives all input from applicant and coach electronically.

o A printed version is prepared with the names and contact information removed.

o The Review Committee rates the appliation on 4 categories:

a) Academic achievement

b) Hockey performance and quality of contribution Sportsmanship and fair play

c) Community participation (volunteer)

d) Letter from the Coach

o Depending on the amount of funds we have, determines how many bursaries we can issue. Not all bursaries are of the same amount

 Reminder of key dates

o ODWHA Championship Day – April 2

o Provincials – April 8-10

o MOGHL Championship Day – April 10

o ODWHA Annual General Meeting – April 18

o OWHA Annual General Meeting - May 14

o NGHA Annual General Meeting - June 2 (tentative)

 Competitive coach interview sessions to take place on Thursday March 17th

 Additional interviews to be set up for Wednesday, March 30th

 Coaches for Intermediate AA, Midget AA and Bantam AA will be selected by April 1st. Next week, the Board will be advised on who the new coaches for the 3 AA teams by email

 Intermediate AA, Midget AA and Bantam AA tryouts scheduled for April 18th

 Information Session for Intermediate AA, Midget AA and Bantam AA to be held in early April  Kanata not having Intermediate AA, Midget AA tryouts in the Spring this year – Fall tryouts

b) Program report – Pat Coady

 Nothing new to report

c) Registration – Joanne Erbach

 Registration notification emails went out

o Two individuals (families) will not receive the email due to outstanding fee payments

 New rule implemented – individuals who write repeated NSF cheques will have to pay cash or money order

 Tax receipts have gone out to teams

 $150 bonds given to Trina for teams going to Provincials

 OWHA will send bond refunds for competitive teams that did not make Provincials

 Some errors found with regards to ice payments for the Bell Sensplex – a credit will be sent to Trina

 New rates for registration - posted to the website

ACTION: Mary Lou to remind folks on the website of the $25 admin fee for program withdrawals

Rates for Registration

Fall/Winter Season Fees

Year of Birth Veteran Players Former and New Players

if register by April 17/11 if register after April 17/11 2005, 2006 $400.00 $400.00 $400.00 1990 to 2004 $500.00 $550.00 $550.00

Summer Program Fees

Year of Birth Veteran Players Former and New Players

if register by April 17/11 if register after April 17/11 1997 to 2004 $130.00 $155.00 $155.00

Competitive Skills Camp Fees Year of Birth Veteran, Former and New Players 1997 to 2000 $175.00 (5 or 6 1 or 1.5 hour sessions) 1990 to 1996 $400.00 (10 or 11 2 hour sessions)

Pre-Season Conditioning Camp Fees

Year of Birth Veteran, Former and New Players 1990 to 2004 $125.00

Competitive Tryout Fees

Level Fee Novice $50.00 All other levels $100.00

**A motion was put forth by Mary Lou Zywiki for Policy Language Changes – See highlighted text below

o seconded by Trish Calof

o Unanimous

4. PERMISSIONS TO SKATE AND RELEASES A Permission to Skate and/or Release will not be issued to a player who has not fulfilled her financial obligations to the NGHA or who has not returned all NGHA equipment and jerseys.

A Permission to Skate will be given to a player for competitive team tryouts with another OWHA team only for teams at the AA level (first team only in one Association) in those divisions where the NGHA does not have a AA team. If the player has registered with the NGHA, her registration will remain in effect.

A Release will be given to a player who has been accepted onto a competitive team with another OWHA Association at the AA level and has previously been given a Permission to Skate

A Release will be given to a player wishing to try out or play for a team with another OWHA Association at a level other than AA.

A player who receives a Release will not be eligible to return to the NGHA during the season in which the Release was granted.

A Permission to Skate will be issued to an NGHA player wishing to play elsewhere in a summer program. 6.2. Competitive Teams Exceptions to the policies below will only be under extreme circumstances and subject to the final decision of the Competitive Director in consultation with the President and/or Vice President.

The NGHA shall form a competitive team for a given division and category as long as there is sufficient interest and talent among its players to do so, as determined by the Program Committee in consultation with the coaches.

The selection of the team shall be monitored by the team’s Convener.

All players attending competitive tryouts will pay a fee, as determined each season by the Board of Directors. Players are expected to play within their age level.

AA team tryouts are open to all female players of the appropriate age.

With the exception of the Intermediate team, the composition of AA teams will be limited as follows:

Veteran Players All NGHA veteran players are eligible for selection to the AA team

New/Former Players All new or former players who are fully registered with the NGHA as of the first tryout, are eligible for selection to the AA team. A fully registered player is one who has submitted an NGHA registration and had NOT been placed on the waiting list.

A maximum of 5 new or former players who have not submitted an NGHA registration or who are on the waiting list as of the first tryout, are eligible for selection to the AA team.

Other than at the AA level, only fully registered players and players on the waiting list as of 48 hours before the first NGHA competitive team tryout may try out for competitive teams. Players added to the waiting list less than 48 hours before or after the first NGHA competitive team tryout can try out for a competitive team only if there is space available at the discretion of the Competitive Director. The player will not be allowed to try out unless the Competitive Director’s approval is obtained. For clarity, this is not the decision of the Coach.

Other than for those situations described in the Permissions to Skate and Release Policy, for each OWHA division, a pre- determined number of players from the waiting list, as of 48 hours before the first NGHA competitive team tryout, may be selected for competitive teams ranked below AA. The higher category team(s) will have first choice of these waiting list players. Thus, if the higher ranked team selects the maximum allowable number of waiting list players for that OWHA division, the lower ranked team(s) may not select any players from the waiting list. The maximum number of waiting list players that may be selected is three (3) for each division.

To be eligible for a competitive team, players must attend a minimum number of competitive tryouts as determined by the Program Committee.

In those situations where a parent coach has been selected for a competitive team, the Program Committee has typically made an assessment in advance that the Coach’s daughter would be appropriately placed on that level of team. In the case of AA teams, where there may be more uncertainty as to the placement of the player, the Program Committee requires the Coach to make a commitment to coach the team even if it is determined through the tryout process that his/her daughter should not be on the team.

A player who has been offered a spot on an NGHA competitive team and subsequently decides not to play on that team will not be eligible to play on any NGHA team for that season or the ensuing season. Thus, if, for example, a player is offered a spot on a competitive team in 2011/12 and then decides not to play for that team, she may not play on any other NGHA team for the 2011/12 season or the 2012/13 season. ACTION – Mary Lou to change policy and update the website. A notice will be posted to see revisions, plus an email will go out as a reminder to check the website.

d) Ice – Mike Doiron

 Winter ice contract out next week for the 2011/12 season

 No submissions received yet

 Status of ice contracts with Ottawa U and Carleton U for next season are in good shape

 Mary Lou releasing some extra ice back to the city on Friday am

 Extra ice to go to Mike to enter into IMS

 Submission from John to update IMS with enhancements with a cost of $3500

ACTION – Pat and Mike to look at Jon’s enhancement proposal and come back to the Board from approval on the final cost

e) Development – Jason Corrigan/Steve Wolfe

 NGHA evaluators lined up for competitive tryouts for the 2011/12 season

 CMS contract not in yet

 Goalie Sessions for next year

o Looking to seek commitment from the Board for ice to offer a session per week [paid for by the parents] f) Equipment – Alex Kincaid  Storage can resume at Bell Arena at the beginning of May

 Terminate storage facility rental at the end of April

 Equipment returns

o Alex to see how much it would cost to keep Bell Arena open for returns

o Would require adult volunteers

o Date for returns to be determined

 Some older equipment was donated to Nunavit

ACTION – Alex to inquire what costs would be involved to open up Bell for returns of equipment and jerseys

g) Finance – Trina Lepine

 Competitive surcharges were all paid with the exception of one Bantam team

 Reconciliation with Carleton U and Ottawa U is complete with a credit owing to us

 City of Ottawa ice reconciliation to be completed

 Outstanding ice payments from past month(s) – 4 teams behind in payment

 Next payment due on the 17th of March so they should start coming through

 Draft budget was distributed to the Board for comment – selected items were commented on but additional work must be performed before it can be formally approved by the Board

ACTION – City of Ottawa ice reconciliation to be completed

ACTION – Revised draft of the budget to be sent to Phil and Pat to review and then it will be presented at the April Board meeting to approve

h) Competitive Report – Jay Greco

 Needs a quote on the jerseys for the budget draft  Budget for 5 sets of jerseys

i) House League Report – Trish Calof/Heather McEwan

 Needs a quote on the jerseys for the budget draft

 Budget for 5 sets of jerseys

j) Publicity / Fundraising – Lynn Carroll

 Lynn was absent from the meeting – nothing to report

4.0 Adjournment

Motion was made by Alex Kincaid to adjourn the meeting at 9:43 p.m.

o 2nd – Trina Lepine

o Unanimous

5.0 Next Meeting

 Wednesday, April 13th at 7:00 at Walter Baker. Foodcourt Boardroom