HHA Board Meeting Minutes
January 8, 2020 Meeting called to order: 7:04 pm
Attendees: Brent Gawlik, President Kathleen Haley, Marketing & Communications Rep Mike Anderson, Treasurer Ed Moore, MAHA Rep Meredith Long, Secretary Kristine Lucius, Adray Rep Lindsey Moungkhoun, Squirt Rep Jabez Waalkes, Apparel Sean Long, Peewee Rep
Approval of December 2020 Meeting Minutes Motion: Ed Moore Second: Jabez Waalkes Motion Carries. Minutes to be published to website.
Financial Report: Mike Anderson, Treasurer Current Balances as of 01.08.2020 . House: $ 3329.60 . Travel: $ 5687.06 . Scrip: $ 11,174.90 Uncollected Invoice Totals as of 01.08.2020; . House: Invoiced $ 57,250, Uncollected $ 35,779 (37% of fees collected) . Travel: Invoiced $ 113,805, Uncollected $ 59,434.45 . Payment solution for next year No formal registration or team appointment until first payment received No participation on house teams until first payment received 10-day grace period to submit payment at the beginning of each month before credit card is used for an auto draft December expenditures were largely ice invoices, officiating payments, and tournaments Current projected shortfall: $ 3000 Email from Brent to families through team managers for uncollected fees to be sent this week. Scrip credits ($ 9500) to be applied to all eligible accounts 01.10.2020. Anticipate 75% of monies to go towards travel accounts
February Action Item: Revisit Sports Engine payment platform to create new system for 2020 Spring Hockey season: 01.08.20
Squirt Rep: Lindsey Moungkhoun Try Hockey For Free . 10 participants, half were repeats from the first THFF . Next national date: 02.22.2020 Volunteers (Lindsey) Ice Time/Book with rink: 11:00-11:50 am (Brent) Promotional Materials (Kathleen) Equipment Check for next THFF date (Board 02.05.20)
MAHA Report: Ed Moore Match Penalties . MAHA must be notified by the officials and association (coaches) within 48 hours of the infraction. Player Release . If a player quits or leaves a team after they have been rostered, parents must sign a release form. Book Checks (02.21.2020): . Managers notified of dates. . House teams have to be “book” checked by each associations MAHA representative. . Payments for districts due at the time of book check Districts . Four teams from the association playing in districts Squirt AA Bantam A Peewee AA Peewee House
March Action Item: Create document explaining payment schedule and withdrawal policy to share with parents before the end of the current 2019-2020 season for 2020-2021 season
Adray Report: Kris Lucius Waiting for Adray schedule for games and divisions on February 7-8, 2020
Apparel Update: Jabez Waalkes Pre-Holiday sale at the rink well received (held at the rink during home games) Beginning to research new warm-ups Researching sublimated sweatshirts customized with name, number, design for the association as a fundraiser
Round Table Items: Fundraising: Brent Gawlik has contacted both Hope College and West Ottawa HS teams to see if they would like to purchase Griffins tickets for the HHA fundraiser. Waiting for response. Ed Moore:Create manual/guide for team managers. Template from the Rams to review to develop manual/guide for HHA team managers. Propose to have a meeting with all current team managers in April with Ed Moore to gather suggestions and input for a team manager manual/guide. Kathleen Haley: Create a hockey timeline for the website for families to understand how the season progresses. Post to website for families
Meeting Adjourned: 8:10 pm January 8, 2020
HHA Board Meeting Minutes
February 5, 2020 Meeting called to order: 7:05 pm
Attendees: Brent Gawlik, President Cam Henke, Director of Hockey Chris Braidwood, Vice President Kathleen Haley, Marketing & Communications Rep Mike Anderson, Treasurer Ed Moore, MAHA Rep Meredith Long, Secretary Jaime Quinn, Fundraising Rep Lindsey Moungkhoun, Squirt Rep Jared Brown, Rink Rep Jason Piotrowski, Mite Rep
Approval of January 2020 Meeting Minutes Motion: Jamie Quinn Second: Mike Anderson Motion Carries. Minutes to be published to website.
Financial Report: Mike Anderson, Treasurer Sports Engine Payment Platform . Determine if payments will be automatic for all players? . Administrative fees? . Plan for a fall launch, if work with Sports Engine . Mike Anderson to work with Jean Laxon from GRAHA. Possible solution around using Sports Engine
2020-2021 Payment Schedule . Determine player fees and due dates. Determine best time to work with coaches to determine player fees.
Current Balances as of 02.05..2020 . House: $ 13,898.19 . Travel: $ 12,488.39 . Scrip: $ 678.82
Uncollected Invoice Totals as of 02.05.2020; . House: Invoiced $ 57,250, Uncollected $ 17,376 . Travel: Invoiced $ 113,805, Uncollected $ 28,010.98
Updated House Budget Projection . Based on current projections the house program still owes the rink $ 17,690 for the season (January, February, partial March) . January expenditures were largely budgeted ice invoices, referee payments and tournaments. . Budget estimates for the house program and association expenses are estimated at a loss of $ 3700
House Collections . Two emails were sent with reminders to families . Families who have not made any payments are currently being contacted by Brent . Reminder emails through team managers for final payments to be scheduled over the next two weeks.
Suggested Budget Revisions . Proposed end dates for House after last scheduled games (1 practice in March) . No money towards team parties . Power skate ends after February . Increased Association dues in 2020 40 travel Players @ $ 150= $ 6000 60 House Players @ $ 75= $ 4500 Or…All Players @ $100= $10,000
Hockey Director Report: Cam Henke, Hockey Director Travel try out dates set for both spring and fall . March 23, 2020 (spring)- ice reserved . May 18, 2020 (fall)- ice reserved
House Squirt and Peewee teams registered for spring hockey . Rate Skate to be scheduled . May/Spring Tournament to be determine
Current HHA Registrations . 15 mites . 16 learn to play
Proposed HHA Hockey Director Position 2020-2021 Season . Compensated position . Draft of job description created, board feedback requested by the end of March . Candidate: Jordan S . Part of a coaching group, experience with Turcotte Stick Handling . Assistant Coach at Byron Center High School/Mites ADM GRAHA . Professional experience oversea . Davenport . Compensation and hours to be determined by the board . Position needed to transition program and seasoned coaches that will be leaving organization (players aging out) . Compensation to be shared between DP Fox and HHA . Will attend the March board meeting/panel interview with the board
March Action Item: Motion for Compensated Director Hockey Position
Squirt Rep: Lindsey Moungkhoun Try Hockey For Free . Scheduled: 02.22.2020 at 11:00 am Volunteers needed; contact Lindsay Moungkhoun Promotional/Fundraising opportunities; Kathleen Haley Additional Promotional Materials provided by USA Hockey as part of the National Date (valentines, etc.) Equipment Check for next THFF date on 02.11.20 at 6:00 pm
End of Year Party . Distribute yearbooks . Bingo and door prizes/Gag gifts for players
MAHA Report: Ed Moore Incident Peewee House . Jay Chesler (player) experienced racial slurs/derogatory terms used towards him by another player . Chesler reported it to the coach/volunteer that was in the penalty box . No incident report filed by the officials (slurs/terms not heard) . However, even if the derogatory terms are not heard, the incident report needs to be filed . Incident report to USA hockey, then the state affiliates for that team . USA Hockey will notify coaching staff of both teams
Next MAHA meeting Tuesday, February 11, 2020 . No agenda to date . Brian Belgraff (formally with MAHA) passed away
March Action Item: Create document explaining payment schedule and withdrawal policy to share with parents before the end of the current 2019-2020 season for 2020-2021 season
Adray Report: Brent Gawlik for Kris Lucius Playoff divisions and tournament schedule posted and shared with coaches
Rink Update: Jared Brown Change practice dates/times: . 02/25 and 02/27 for high school regionals hosted by West Ottawa High School
Fundraising Report: Jaime Quinn Griffins tickets . Fundraiser is just covering costs (unable to net a profit) . Difficulty selling all of the purchased tickets. 35 tickets left for the March games . Chuck the Dough fundraiser also underdelivered $760 earned Funds will be used to trade for Griffins tickets as gifts to players, coaches, etc. On the Boarder fundraiser to be scheduled Noodles & Company fundraiser scheduled for 02.12.2020
Round Table Items: Sibling Discounts . Some families still hope for a discount for multiple players . In the past only allowed for one discounted player ($50) . Player fees still lower than most rinks . Free power skate to all registered players . Multiple fundraising opportunities to reduce player fees
Kathleen Haley: . Try Hockey for Free posted to website and communicated . Last power skate date to be posted to website and communicated . Golf Outing scheduled for August 22, 2020 at Winding Creek
Uniforms: to be discussed at the March Board meeting for the 2020-2021 season . Fittings/Payments . Cost . Supplier
Meeting Adjourned: 8:40 pm February 5, 2020
HHA Board Meeting Minutes
March 11, 2020 Meeting called to order: 7:12 pm
Attendees: Brent Gawlik, President Sean Long, Peewee Rep Chris Braidwood, Vice President Cam Henke, Director of Hockey Mike Anderson, Treasurer Kathleen Haley, Marketing & Communications Rep Meredith Long, Secretary Ed Moore, MAHA Rep Chris Wilkie, Trustee Jaime Quinn, Fundraising Rep Jason Piotrowski, Mite Rep Jared Brown, Rink Rep Lindsey Moungkhoun, Squirt Rep
Guests: Jordan Steger, Hockey Director Candidate Jamie Hambley Michael Nagelvoordt Brent Bauer Sean Haley Phil Hoordt John Roof
Approval of February 2020 Meeting Minutes Motion: Chris Braidwood Second: Chris Wilkie Motion Carries. Minutes to be published to website.
Hockey Director Position Candidate: Jordan Steger Hockey Experience . Travel Hockey; Grand Rapids Area . High School; Little Caledonia . College Experience; Davenport University . Overseas Experience; Minor League Hockey Coaching Experience . Hockey Specialty Camps . Turcotte; Head Instructor last seven years . Michigan Hockey Prospects . GRAHA . Byron Center High School Hockey Program Philosophy . Push into Schools/PE Programs . Try Hockey for Free Events . Power Skate and On-Ice with Teams . ADM Model . Off-Ice Training and Development
Board Discussion of Candidate: Helpful during THFF event Personable Turcotte Instructor experience a strength that he can bring to organization Behavior management and team discipline experience Reputable and recognized with other organizations
Approval of Compensated Position/HHA Hockey Director Motion: Jamie Quinn Second: Chris Braidwood Motion Carries
Approval of Position Offer to Jordan Steger; HHA Hockey Director/Independent Contractor Position: Motion: Meredith Long Second: Jamie Quinn Motion Carries, Jordan Steger appointed as HHA Hockey Director
April Action Item: Timeframe for onboarding and compensation
Financial Report: Mike Anderson, Treasurer Current Balances as of 3.11.20 . House: $ 9867.72 . Travel: $ 14,011.39 . Scrip: $ 1713.54
Uncollected Invoice Totals as of 3.11.20 . House: Invoiced $ 57,250; Uncollected: $ 1769 . Travel: Invoiced $ 113,805; Uncollected $ 7696.34
Updated House Budget Projection . Based on current projections the house program still owes the rink $8230 for this season (Feb, partial March) January expenditures were largely budgeted ice invoices, official payments and tournaments. Budget estimates for the house program and association expenses are estimated at a loss of $3700.
House Collections . Progressing with reminder emails for final balances in next week
Suggestions/Discussions . Scholarships/Financial Assistance . Multi-player discounts . Association dues increase in 2020-2021 . Increased fees for House Hockey to $100 $3500 projected increase in revenue
Hockey Director Report: Cam Henke, Hockey Director Spring travel try-outs posted . Peewee A . Bantam A . Bantam AA . Midgets A Discussion for spring travel try-out for Squirt AA Discussion for a spring Bantam House team . Goal to build momentum for Bantam House team in 2020-2021 . Post Bantam House registration to website
MAHA Report: Ed Moore MAHA meeting minutes shared with the board Background checks to be conducted with NCIS beginning in April New coaching modules available
April Action Item: Create document explaining payment schedule and withdrawal policy to share with parents before the end of the current 2019-2020 season for 2020-2021 season
Rink Update: Jared Brown Coordination with all teams and coaches with rented locker rooms for clean up before end of season
Fundraising Report: Jaime Quinn Applebee’s fundraising low numbers Noodles & Company also low numbers Still plan to utilize for 20201-2021 but expand dates. 2019-2020 only offered on Wednesday evenings Amazon smile account activate and to be promoted on website $20 Griffins Tickets available to sell for Friday, March 27 (lower bowl, $2 beers/hotdogs)
Round Table Items: Gift Certificate for Donna Miller, Registrar as thanks for the 2020-2021 season Communication to teams and coaches regarding hygiene and USA hockey guidelines regarding Coronavirus New jacket/warm-up design to be voted on for 2020-2021 season
Meeting Adjourned: 9:03 pm March 11, 2020
HHA Board Meeting Minutes
April 15 2020 Meeting called to order: 7:06 pm
Attendees: Brent Gawlik, President Eric Green, Bantam Rep Chris Braidwood, Vice President Jordan Steger, 2020-2021 Director of Hockey Mike Anderson, Treasurer Kathleen Haley, Marketing & Communications Rep Meredith Long, Secretary Kristine Lucius, Adray Rep Chris Wilkie, Trustee Ed Moore, MAHA Rep Jason Piotrowski, Mite Rep Jaime Quinn, Fundraising Rep Lindsey Moungkhoun, Squirt Rep Jared Brown, Rink Rep Sean Long, Peewee Rep Jabez Waalkes, Apparel
Guests: Sandy King Sean Haley Brad Comment Adam Bancroft Mark Postelli Dan Stanhope Jamie Hambley Phil Hoort Steve Baran
Approval of March 2020 Meeting Minutes Motion: Chris Braidwood Second: Jamie Quinn Motion Carries. Minutes to be published to website.
Welcome to Jordan Steger, 2020-2021 Hockey Director!
May Action Item: Timeframe for onboarding and compensation (postponed due to rink closure and suspension of hockey season)
Financial Report: Mike Anderson, Treasurer Current Balances as of 4.15.20 . House: $ 16,629.92 . Travel: $ 17,160.91 . Scrip: $ 2344.51
February and March Ice Bill Checks . House: $ 8900 (February); $ 1160 (March) . Travel: $ 9086 (February); $ 3093 (March- uncashed)
Uncollected Invoice Totals as of 2.5.20 . House: Invoiced $ 57,250; Uncollected: $ 1457 . Travel: Invoiced $ 113,805; Uncollected $ 4182.90
Updated House Budget Projection . March expenditures were largely budgeted Scrip Refunds, Coach Reimbursement, Ice Invoices, Referee Payments & tournaments. . Budget estimates for the house program and association expenses are estimated at a loss of $ 2239.
House Collections . Emails sent with considerations for COVID-19 pandemic.
2020-2021 Proposed House Fees . Cross-Ice/Dog Pound: $ 250 . Mites: $ 800 . Squirts: $ 1450 . Peewee: $ 1550 . Bantam: $ 1750
Approval of 2020-2021 House Fees Motion: Mike Anderson Second: Jabez Motion Carries.
MAHA Report: Ed Moore Many unknowns Coaches need to register with USA Hockey before they do their background checks (2020-2021 SEASON) Season cannot open until all rinks are open Occupancy plans for try-outs and practices. May be limited to coaches and players only. Safe Sport and Background Checks . USA Hockey moving to one national background check system for all coaches, players, and volunteers.
May Action Item: Create document explaining payment schedule and withdrawal policy to share with parents before the end of the current 2019-2020 season for 2020-2021 season
Apparel Update: Jabez Waalkes Links regarding uniforms to beshared with board volunteers and Jordan. New jacket/warm-up design to be voted on for 2020-2021 season Researching brands and different items available to players . Warm ups . Travel pants/joggers . Sweatshirts . Fleece jackets
Golf Outing/Questions: Date and course confirmed for 2020 event Other Fundraising Opportunities for 2020-2021 season in the absence of the golf outing should the event need to be cancelled (coronavirus) Deadline to determine if the outing will go as scheduled? Response to survey shared with all HHA players
Kris Lucius: Adray Report September Meet and Greet postponed until more clarity.
Fundraising Report: Jaime Quinn Hungry Howie’s pizza fundraiser for the beginning of the 2020-2021 season
Round Table Items: Gift Certificate for Donna Miller, Registrar as thanks for the 2020-2021 season Registration open for coaches as of April 1 Next board meeting scheduled for May 6, 2020. One Goal Grant: equipment needs? . Smaller sized gloves . Skates sharpening . Mesh bags for storing/organizing equipment
Guest Questions: Jean Postelli: Will HHA have both A and AA teams at Bantam, Peewee and Squirt travel levels? . Anticipate we will have both Bantam A and Bantam AA. At this point our numbers indicate that we will only have a Peewee A team.
Meeting Adjourned: 8:07 pm April 15, 2020 HHA Board Meeting Minutes
May 06, 2020 Meeting called to order: 7:06 pm
Attendees: Brent Gawlik, President Sean Long, Peewee Rep Chris Braidwood, Vice President Jordan Steger, 2020-2021 Director of Hockey Mike Anderson, Treasurer Kathleen Haley, Marketing & Communications Rep Meredith Long, Secretary Kristine Lucius, Adray Rep Chris Wilkie, Trustee Ed Moore, MAHA Rep Jason Piotrowski, Mite Rep Jaime Quinn, Fundraising Rep Lindsey Moungkhoun, Squirt Rep Jabez Waalkes, Apparel
Guests: Dan Stanhope Jamie Hambley Phil Hoort
Approval of April 2020 Meeting Minutes Motion: Jabez Waalkes Second: Ed Moore Motion Carries. Minutes to be published to website.
June Action Item: Continue to explore timeline for onboarding and compensation for Jordan Steger 2020-2021 HHA Director of Hockey, contingent upon restrictions for spring and fall season
Financial Report: Mike Anderson, Treasurer Current Balances as of 05.06.20 . House: $ 6076.94 . Travel: $ 4311.94 (travel still owes house $ 1125 in association dues) . Scrip: $ 2707.76
Uncollected Invoice Totals as of 2.5.20 . House: Invoiced $ 57,250; Uncollected: $ 1457 . Travel: Invoiced $ 113,805; Uncollected $ 4013.85
Updated House Budget Projection . April expenditures were March ice bill and administrative costs . Budget estimates for the house program and association expenses are estimated at a loss of $ 2239. . End of season balance estimated at $ 8658.94 in house account
House Collections . Emails sent with considerations for COVID-19 pandemic.
Travel Distributions . Done ASAP in conjunction with collections . Estimated Distributions PWAA ($135/family) SQAA ($284/family) Bantam A ($0/per family)
Hockey Director Report: Jordan Steger Communication with 90% of coaches (travel and house), all have confirmed return to coach for the 2020- 2021 season . All Mites Coaches confirmed . Squirt House: confirmed (numbers support two teams) . Squirt A: confirmed . Squirt AA: exploring opportunities to field a team . Peewee House: confirmed . Peewee A: confirmed . Bantam A: still waiting to connect with coach and confirm . Bantam AA: confirmed Registration for House low for Bantams and Peewees . Squirt house registration : 20 players (possibly two teams for 2020-2021 season) . Dog Pound numbers are currently low . Parent emails with questions about formation of a Midget A team Tim Olsen has made a commitment as a probable coach (non-parent coach)
MAHA Report: Ed Moore MAHA information/guidance posted to the website . Associations . Rinks Next scheduled meeting: Summer 2020
June Action Item: Ed to provide guidance and verbiage for Kathleen Haley for payment schedule, including withdrawal policy for the 2020-2021 season. Ed to work with Chris Braidwood to update the bylaws around payments schedule and withdrawal policy for the 2020-2021 season
Kris Lucius: Adray Report No Updates, no meetings scheduled
Golf Outing: Kathleen Haley Date and course confirmed for 2020 event Limit the number of participants and volunteers Change event/theme to a virtual/online option (casino night)?
Fundraising Report: Jaime Quinn Alternatives to golf outing fundraiser: . Donate button on the website . Face off challenge . Pop can drive/fundraiser
Apparel Update: Jabez Waalkes Challenges with Uniform Orders (with no firm schedule for fall season) . Casual attire/warmups . Jerseys- no changes to keep the costs down
Round Table Items: Coach registration and coaching modules open Scrip: $50 fee annually for each player family (first $50 spent per account goes to association) Coaching surveys for 2020-2021 season . Timeline considerations: beginning, middle, end of the season Communication to coaches to reach out to players during the “off season”; encourage following website for registration updates; off-ice training; zoom meetings with players Learn to Play (managed and facilitated by the rink) vs. Dog Pound (managed and facilitated by the association) . How can we bridge the two programs? Inclusion in association year book Clearer definitions of the programs, where to start and how to move up Further collaboration with Rink staff to develop and support both programs
Meeting Adjourned: 8:19 pm May 06, 2020 HHA Board Meeting Minutes
June 03, 2020 Meeting called to order: 7: 08 pm
Attendees: Brent Gawlik, President Eric Green, Bantam Rep Chris Braidwood, Vice President Jordan Steger, 2020-2021 Director of Hockey Mike Anderson, Treasurer Kathleen Haley, Marketing & Communications Rep Meredith Long, Secretary Ed Moore, MAHA Rep Chris Wilkie, Trustee Jaime Quinn, Fundraising Rep Jason Piotrowski, Mite Rep Jabez Waalkes, Apparel Lindsay Moungkhoun, Squirt Rep
Guests: Dan Stanhope Jamie Hambley Phil Hoort Dan Huyser
Approval of May 2020 Meeting Minutes Motion: Jamie Quinn Second: Chris Wilkie Motion Carries. Minutes to be published to website.
Financial Report: Mike Anderson, Treasurer Current Balances as of 06.03.20 . House: $ 8043.45 . Travel: $ 2192.51 (will decrease to approximately $ 500 when checks are sent to players) . Scrip: $ 3571.91
Uncollected Invoice Totals as of 2.5.20 . House: Invoiced $ 57,250; Uncollected: $ 482 (2 families) . Travel: Invoiced $ 113,805; Uncollected $ 450 (1 family)
Updated House Budget Projection . Money distributed out of travel account by mailed checks. Number will come down to $500 when checks are cashed. . Budget finalized for house for the last year with an overall loss of $ 2214.66.
House Collections . Emails sent with considerations for COVID-19 pandemic.
Travel Distributions . Bantam A ($ 0) . PWAA ($ 159.19) . SQAA ($ 332.25)
Upcoming Tasks: . Taxes (Due July 1, 2020) . Work on preliminary budget . One Goal Grant? MAHA Offering? Hockey Director Report: Jordan Steger Coaching Roster confirmed for the 2020-2021 season . Bantam A: confirmed Registration for House low for Bantams and Peewees . Bantam House: 10 players . Peewee House: 7 players . Squirt House: 22 players . Mite House: 5 players . Dog Pound : 2 skaters Possible Midget A team . Coaching fees: Tim Olsen $ 8000/year (not including accommodations) Transition plan from Dog Pound (rink) to Mites (association) still being explored Introducing Jordan to Association . Letter of introduction and off ice videos from Jordan to players/association Share through facebook Send to families through iContact Registration modules, Safe Sport, and background checks to be sent to coaches next week Possible camp dates for summer 2020 being explored
MAHA Report: Ed Moore No updates Tentative dates provided by Kevin Wood with a possible outline of fall season/schedule
June Action Item: COMPLETED Bylaws updated with payment schedule, including withdrawal policy for the 2020-2021 season.
Golf Outing: Kathleen Haley Keep it simple, streamline, fun . August 22, 2020 . Sign up golfers . Plan for limited sponsors . Box lunches . Possible raffle items purchased with pop can fundraiser earnings
Fundraising Report: Jaime Quinn Pop can return fundraiser a big success. Thanks to all that volunteered and helped. . Waiting for return options. Return by weight? Pampered Chef party fundraising opportunity . 10% of any profits up to $ 599 . 15% for sales over $ 600 . June 12-21, 2020 Rah Rah App . Coupon book app . $25 for a six month subscription . $12.50 to the association Snap Raise (good fundraising campaign to start with) . 28 day campaign . Association keeps 80% of the sales Applied for a Wal Mart grant for $ 2500 . Applied at Holland store . Planning to apply with the Grand Haven store Paul’s Pharmacy . 15 % off purchases . Association gets 16% of sales Apparel fundraiser . T-shirts . Hoodies (two price points) Noodles & Company . 50% of sales . Tentatively scheduled for July 9th Waiting for Facebook fundraising approval Amazon Smiles . Only 10 people signed up currently Hockey Blankets . Custom logo and design . $45 profit per blanket Merchant One (like square) . Better pricing . Virtual only terminal Personal water bottles . All players will be required to have their own 2020-2021 . Potential fundraiser . Cost depends on style and quantity (color $4.45)
Apparel Update: Jabez Waalkes Challenges with Uniform Orders (with no firm schedule for fall season) . Jerseys- no changes to keep the costs down . Possibly schedule fitting days . Keep warmups simple, same color. Save new styles for next year.
Round Table Items: Jordan to reach out to Kevin Wood regarding when recruitment can begin by tier
Meeting Adjourned: 8:44 pm June 03, 2020 HHA Board Meeting Minutes
July 07, 2020 Meeting called to order: 7:04pm
Attendees: Brent Gawlik, President Kathleen Haley, Marketing & Communications Rep Meredith Long, Secretary Ed Moore, MAHA Rep Lindsey Moungkhoun, Squirt Rep Kristine Lucius, Adray Rep Sean Long, Peewee Rep Jaime Quinn, Fundraising Rep Jordan Steger, 2020-2021 Director of Hockey Jabez Waalkes, Apparel
Guests: Jamie Hambley Sean Haley
Approval of June 2020 Meeting Minutes Motion: Jamie Quinn Second: Lindsey Moungkhoun Motion Carries. Minutes to be published to website.
Financial Report: As reported by Brent Gawlik, HHA President Current Balances as of 07.07.20 . House: $ 7743.93 . Travel: $ 1059.44 (need to look for uncashed checks in travel account before zeroing to $500 zero base)
Uncollected Invoice Totals as of 07.07.20
Updated House Budget Projection
House Collections
Taxes completed and to be sent to the accountant before the July 15th deadline.
Hockey Director Report: Jordan Steger Registration Numbers: . House Bantam House up to 14 Peewee House up to 10 Squirt House up to 21 Mites House up to 8 Learn to Play up to 3 . Travel Midget A- exploring split season for varsity players (November to February on Varsity) Bantam AA fully rostered Bantam A fully rostered, but still accepting players Peewee A at 10 Squirt AA options still being explored (coach being explored if becomes viable) Opportunities for camps: . Create a plan for what we can do now and what we can do when allowed to open Off Ice Training On Ice Training Communication with Parents and Coaches- Keep an Ice Dog Positive Attitude
MAHA Report: Ed Moore Safe Sport- now changing. . Animal Cruelty Abuse . DUI/DWIs Board Members/Volunteers must be Safe Sport Certified and Background Checks One Goal Grant- due date 07.15.20 Summer Meetings currently happening 07.05-07.12.20
Kris Lucius: Adray Report Nothing to Report
Golf Outing: Kathleen Haley Changes to registration through Sports Engine; Not yet Live on the App Golf Outing Brochures ready to be printed and distributed Booze Wagon Tickets Golf Outing will be BYOB- confirmed with course Catering Options . Boxed Lunches for participants
Fundraising Report: Jaime Quinn Good news: Pampered Chef Fundraiser: $230.97 Blankets . Ice Dog Logos Amazon Smile: 1st Quarter only $5 Pop can return- need to develop a plan to collect money from collection
Apparel Update: Jabez Waalkes Challenges with Uniform Orders (with no firm schedule for fall season)
Round Table Items: Equipment Room . Plan for equipment organization . Plan for equipment loans/sales to players Official Dave Frye: nominated for official of the year . Lots of work with young players learning how to referee . Lots of work with young players learning the game
Meeting Adjourned: 8:42 pm July 07, 2020 HHA Board Meeting Minutes
August 04, 2020 Meeting called to order: 7:08 pm
Attendees: Brent Gawlik, President Kathleen Haley, Marketing & Communications Rep Mike Anderson, Treasurer Ed Moore, MAHA Rep Meredith Long, Secretary Jaime Quinn, Fundraising Rep Jason Piotrowski, Mite Rep Jabez Waalkes, Apparel Lindsey Moungkhoun, Squirt Rep Donna Miller, Registrar
Guests: Dan Huyser Sarah Turkstra Jamie Hambley
Approval of July 2020 Meeting Minutes Motion: Mike Anderson Second: Ed Moore Motion Carries. Minutes to be published to website.
Registrar Report: Donna Miller Hockey registration is open and required regardless if season happens (without registration cannot be rostered, participate in practices, or participate in team functions) Board Members, Coaches, Volunteers (volunteers do not need to be rostered) by August 15, 2020: . USA Hockey Registration (annual requirement) . Safe Sport (annual requirement) . Background Checks (check with Donna if this needs to be completed, required every two years) Coaches by August 15, 2020 . Complete age specific modules Sports Engine Registration . Add required field with player’s hockey registration number
Action Item: Kathleen will verify: Required field can be added to Sports Engine Identify a report to share with Donna to verify registration numbers for players are current
Action Item: Board, Coaches, and Volunteers: . USA Hockey Registrations . Safe Sport . Background Checks
Financial Report: As reported by Mike Anderson via proxy Brent Gawlik, HHA President Current Balances as of 08.04.20 . House: $ 8465.08 . Travel: $ 1059.44 (need to look for uncashed checks in travel account before zeroing to $500 zero base) . Scrip: $ 4200.18 Check from the Griffins (Chuck a Puck) . $700 Uncollected Invoice Totals as of 02.05.20.20 . House – Invoiced $57,250, uncollected $482 (2 families) . Travel – Invoiced $113,805, uncollected $450 (1 family) . Treasurer Notes: . Money distributed out of travel account by mailed checks. Balance will come down to $500 when checks are cashed and an additional $500 will be shifted to the house. House Collections . Email sent with considerations for COVID pandemic To be completed: . Taxes being finalized with the accountant. Routine extension filed due to work flow at accountant’s office (no extra cost to HHA) . One Goal Grant submitted for equipment, marketing, gear sanitation . Budget for 2020-2021 as team sizes come into focus Pop Can Fundraiser . $ 5026
Hockey Director Report: As reported by Jordan Steger via Proxy Brent Gawlik, HHA President Registration Numbers: . House Bantam House: 14 Peewee House: 12 Squirt House: 20 Mites/Dog Pound: 11 . Travel All travel teams are set, Midget still waiting for tryouts to happen Tuesday/Thursday skates: . Rink sanctioned, not HHA sanctioned (per MAHA) and therefore no spectators until further notice from the rink . Goalie coach at majority of skates ($50/hour covered by skate dues) Start of season TBD August camps scheduled, considering additional camps in September should the season not be allowed to begin
MAHA Report: Ed Moore Reiterate: . USA Hockey Registration . Safe Sport . Background Checks Reminders and stricter reinforcement regarding behavior in and around player locker rooms
Kris Lucius: Adray Report Nothing to Report
Golf Outing: Kathleen Haley No golf teams registered as of 08.04.20 . Additional email to families with a date deadline to encourage registration . Focus on registrations for the event Small scale raffle/auction for the event Mulligan’s (with raffle prize) Prizes for players, longest drive etc. Party wagon Exploring other options for lunches for participants . Make “boxed lunches” ourselves for exact number of registered players
Fundraising Report: Jaime Quinn Pop can fundraiser SUCCESS!! $5026 Still working to set up a Facebook fundraising tab for HHA Possible mask fundraiser (coordinate with Jabez) . Logo and numbers
Apparel Update: Jabez Waalkes Jersey fittings and details to be scheduled by Jabez to help streamline ordering of jersey when season approved/underway
Round Table Items: Reminder from the rink for all individuals entering the rink to wear a mask No spectators in the rink Second sheet of tentatively booked to be installed August 24, 2020 Update payment schedule on the website to reflect season start Ed to share “Manager Manual” he has developed for HHA team managers . Provide feedback and edits
Meeting Adjourned: 8:23 pm August 04, 2020 HHA Board Meeting Minutes
September 02, 2020 Meeting called to order: 7:05 pm
Attendees: Brent Gawlik, President Chris Braidwood, Vice President Mike Anderson, Treasurer Meredith Long, Secretary Chris Wilkie, Trustee Jordan Steger, Hockey Director Jason Piotrowski, Mite Rep Lindsey Moungkhoun, Squirt Rep Sean Long, Peewee Rep Kathleen Haley, Marketing & Communications Rep Jaime Quinn, Fundraising Rep Jabez Waalkes, Apparel Jared Brown, Griff’s Ice House West
Guests: Dan Huyser Steve Baron Jamie Hambley Phil Hoort
Approval of August 2020 Meeting Minutes Motion: Jaime Quinn Second: Chris Wilkie Motion Carries. Minutes to be published to website.
September Action Item (continuing): Kathleen will verify: Required field can be added to Sports Engine Identify a report to share with Donna to verify registration numbers for players are current
Financial Report: Mike Anderson, Treasurer Current Balances as of 08.04.20 . House: $ 24,405 . Travel: $ 1817 . Scrip: $ 4838 Tournaments: . Checks for tournaments (travel teams) are starting to go out- still much to be determined as teams and season comes together Budgets . Midgets Preliminary budget projections for 2020-2021 season Team will be registered with HHA and operate as any other HHA team . Travel No definite budgets, but budget projections starting . House Budget projections on hold until season start can be determined. 2020-2021 Payment Schedule . TBD as season start and final rosters are determined. . New payment portal to be set up through Sports Engine Association Dues for Travel Teams . 2019-2020: $25/player . 2020-2021: $50/player Golf Outing Profit . $6700 Pop Can Profit . $6174.85 Taxes completed and mailed to the IRS One Goal Grant approved . $1300 for THFF (Marketing and Equipment)
Hockey Director Report: As reported by Jordan Steger via Proxy Brent Gawlik, HHA President Registration Numbers: . House Bantam House: 14 Peewee House: 13 Squirt House: 22 (two teams/11 players each) Mites/Dog Pound: 11 Outreach Opportunities: . Unable to visit schools for demos/street hockey demonstrations . THFF outdoors/stick hockey clinic in rink parking lot . Flyers/brochures to schools Midgets . One team, 18 players for 2020-2021 season . Players will be allowed to try out for their varsity team and leave Ice Dogs to play varsity if they choose to. Players will still be responsible for their dues Skill Skates . Continue for two more weeks, sanctioned by the rink, to continue to provide opportunities on the ice until the season begins. Private Ice Rental . Fine for parents to do private rentals, but NO rostered coaches on the ice or in the building. Hockey Director Practice Attendance . 2 practices/month/team two months into the season 2020-2021 Practice Schedule . W Practices: Mites; 5:30-6:20 Learn to Play; 6:30-7:20 . T/Th Practices Blue Rink Squirt House; 5:30-6:20 Peewee House; 6:30-7:20 Bantam AA; 7:30-8:30 . T/Th Practices Red Rink Peewee A; 5:40-6:30 pm Bantam A; 6:40-7:20 pm Bantam House; 7:40-8:30 pm Midget; 8:40-9:30 pm
MAHA Report: Ed Moore Nothing to Report from MAHA Association registration (background checks, safe sport, etc.) complete Requests for additional items from coaches for Registrar
Kris Lucius: Adray Report Looking for bids for playoffs/games
Jared Brown: Rink Update September Tournament cancelled Anticipate October Tournament will be cancelled Red Rick currently scheduled to go in on 09.14.20- update to be provided after MAHA update and updates from the Governor’s office
Golf Outing: Kathleen Haley Grab-N-Go Lunches worked well, requests for additional sides Social Distancing challenges after the outing Raffle and prizes well received Considering online raffle for 2021 outing No bar, but beer cart at last minute was well received Winding Creek nice course and to be considered for 2021 Date for 2021: 08.14.21 Raffle “Booze Wagon” at 2021 outing
Fundraising Report: Jaime Quinn Possible Blood Drive for Association exposure Snap Raise Fundraiser to start the season Restaurant Fundraiser to be scheduled once a month Poinsettia Fundraiser for Holidays Additional Pop Can Fundraisers/weekly drop off and return
Apparel Update: Jabez Waalkes Logoed and numbered masks for players Jerseys: . Bantam A using “temporary” jerseys until the season can begin . Official fitting and jersey order to come as season start is determined
Round Table Items: Lindsey Moungkhoun moving on. Squirt Rep replacement needed.
Meeting Adjourned: 7:59 pm September 02, 2020 HHA Board Meeting Minutes
October 07, 2020 Meeting called to order: 7:05 pm
Attendees: Brent Gawlik, President Jason Piotrowski, Mite Rep Chris Braidwood, Vice President Adam Bancroft, Squirt Rep Mike Anderson, Treasurer Sean Long, Peewee Rep Meredith Long, Secretary Kathleen Haley, Marketing & Communications Rep Chris Wilkie, Trustee Jaime Quinn, Fundraising Rep Jordan Steger, Hockey Director Donna Miller, Registrar
Guests: John Ruth Kelly Anderson Dan Huyser Jamie Hambley
Approval of September 2020 Meeting Minutes Motion: Mike Anderson Second: Chris Braidwood Motion Carries. Minutes to be published to website.
September Action Items: Kathleen will verify: Required field can be added to Sports Engine COMPLETED Identify a report to share with Donna to verify registration numbers for players are current TO BE CONTINUED
Registrar Report: Donna Miller Bantam House Team cannot be registered at this time. Awaiting background checks, safe sport and age specific modules. . Kevin Ribble: age specific module . Jody Ribble: background check and safe sport . Jason Skinner: background check and safe sport Peewee House Team cannot be registered. Awaiting background checks, birth certificates, safe sport, and age specific modules. . Melissa Black: safe sport . Jeremy Cavazos: birth certificate . Julian Arredondo: age specific module Squirt House Team can be registered without: . Rich Pruszynski (background check submitted, awaiting approval)
Financial Report: Mike Anderson, Treasurer Current Balances as of 09.02.20 . House: $ 19,093.13 . Travel: $ 9,067.44 . Scrip: $ 6,186.23
2020-21 House and Travel Invoicing: . House – Worked on final numbers for budget. Collected rosters and information to complete invoicing by the end of the weekend to generate incoming payments. Payment schedule adjustment? Push registration payment to end of season? . Travel – 1st and partial 2nd payments have been collected. A lot of up front tournament costs associated with teams. Final budgets being sent and QuickBooks brought up to date in the next week. Treasurer Notes: . Still collecting final sponsor money for golf outing to complete . Projected budget shows approximately $3000 deficit (including Jordan’s wages). Hockey programs slated to be in black for first time in several years. Beer wagon fundraiser/pop cans or similar should be able to erase deficit and be further offset by additions into LTP and Mite. . Tournament allowance for house discussion: Current: $1000 + Adray tournament for each Squirt team $1500 + Adray tournament for Peewee team $2000 + Adray tournament for Bantam team Tasks: . One Goal Grant Award $1300 for equipment and marketing. One goal equipment to be ordered this month.
Hockey Director Report: Jordan Steger Start to the season running smoothly Game block sent out this weekend. House scheduling will commence 10.11.20. Midget team unable to come to fruition. Travel teams completely rostered. Bandits Goaltending: . Dates sent out to parents. . Will rotate week to week between the blue and red week. Jordan will begin to participate in team practices (rotating schedule) Mite Pods to replace Jamborees for the 2020-2021 season. Learn to Skate program transitioning to Dog Pound and Mites discussions between director and rink have commenced.
MAHA Report: Ed Moore Awaiting decision regarding Supreme Court ruling regarding executive orders and masks. District 6 meeting: October 13, 2020.
Kris Lucius: Adray Report Adray Registration this weekend (10.10.20). Check cut and submitted. Scheduling will take place this Sunday (10.11.20). Begins at 10:00 am. Order of scheduling: . Bantams . Peewees . Squirts.
Apparel & Jersey Update: Jersey order submitted for all players in the association. Follow up google form link from Jay/Pro Shop to be shared with all players for additional apparel items (warm ups, mouth guards, bags, etc.) 2021-2022 Season: Two scheduled fittings (after spring tryouts and in the summer) and order submitted in the summer to expedite players receiving jerseys.
Communications & Marketing: Kathleen Haley Team/Player Photos . Date to be determined (awaiting jersey delivery). Player Yearbook . Eliminate fundraising aspect. Blood Drive . Kathleen to research rink as a potential location and dates.
Fundraising Report: Jaime Quinn Yard Signs for players/families. . Discount the more that are ordered. . Potential profit $5-8/sign Dining Fundraisers: . Chipotle: $190 raised . Other restaurants scheduled throughout the season Apparel Fundraisers . Masks $12 with logo/mask $15/with logo and number . Sweatshirts/T-Shirts . Beanies Amazon Smile . Only 13 individuals signed up currently . Consider promoting sign up by giving away a free water bottle Raise Right . New App for Scrip Purchases (enrollment code on fundraising page of the website)
Round Table Items: Return to Play Standards: Is there a need for the association to publish specific policies, expectations and procedures? Equipment Room: Separate equipment rooms for House and Travel teams? Possibly use a portion of locker room 4B to place shelves and equipment that can be available to House Team coaches. Off Ice Equipment Needs: . Cones . Frisbees . Speed ladders . Rackets . Various balls . Chalk On Ice Equipment Needs: . Puck buckets . Ringlets
Meeting Adjourned: 8:15 pm October 07, 2020 HHA Board Meeting Minutes
November 04, 2020 Meeting called to order: 7:06 pm
Attendees: Brent Gawlik, President Jason Piotrowski, Mite Rep Chris Braidwood, Vice President Adam Bancroft, Squirt Rep Mike Anderson, Treasurer Kathleen Haley, Marketing & Communications Rep Meredith Long, Secretary Jaime Quinn, Fundraising Rep Chris Wilkie, Trustee Jabez Waalkes, Apparel Rep Jordan Steger, Hockey Director Scott Redman, Rink Rep
Guests: Phil Hoort Jamie Hambley
Approval of October 2020 Meeting Minutes Motion: Jaime Quinn Second: Mike Anderson Motion Carries. Minutes to be published to website.
October Action Items: Kathleen will verify: Identify a report to share with Donna to verify registration numbers for players are current COMPLETED
Rink Update: Scott Redman Game protocols . Communication before games with home team and away team . Assign a home team parent to help manage traffic flow In through front doors Out through side doors . Barriers at entry from rink to lobby after the game begins to manage exit through side doors . Announcement regarding entry/exit traffic flow from score box before and after game Contact Tracing . Explore QR code option or google form for all spectators (similar to Lakeshore) prior to entry Scan QR code or follow google form link and enter: Name Contact info Symptom checker
Financial Report: Mike Anderson, Treasurer Current Balances as of 11.04.20 . House: $ 17,378.75 . Travel: $ 14,472.96 . Scrip: $ 8,246.08
2020-2021 House and Travel Invoicing: . House – All house invoices sent with alternative payment schedule, will create better cash flow late in the year but will make next few months tight. All collected payments credited. Invoiced: $ 90,700 Collected: $ 8,613.50 Owed: $ 82,086.50 . Travel – All invoicing complete and QuickBooks up to date. November payments being collected which will improve cash flow. A lot of up front tournament fees etc. early in year. Invoiced: $ 121,000 Collected: $ 39,375.55 Owed: $ 81,824.45 Treasurer Notes: . October ice bill over $ 23,000 with extra practice slots in the month and aggressive game scheduling . Scholarship discussion: 1 request to date for a mite . One goal grant: Floor hockey equipment and ice hockey gear to be ordered this week. Total expense $ 1300.
November Action Items: How to award scholarships for players
Hockey Director Report: Jordan Steger Mite Pods (in lieu of jamborees) . 3 teams total . First Mite pod Saturday, 11.06.20 . Holland hosting 11.21.20 @ 12:00 pm Mite jersey order . Style to be confirmed and order submitted Learn to Play . Registrations are strong, but participation continues to be low Try Hockey For Free . 11.21.20 10:00 am-12:00 pm (coincide with the first Mite Pod hosted in Holland) 10:00-10:30 am: Gear and equipment distribution 10:30-11:30 am: Ice time Hockey Director has begun to participate in 1-2 practices with all teams (house and travel) Power skate . Locker room monitors needed . Jordan out of town 11.25.20, fun skate night led by a coach (Jordan to arrange)
MAHA Update: District registrations are due for any teams wishing to participate COVID-19 protocols submitted to MAHA COVID-19 meeting . Help enforce masks for players, don’t rely solely on game officials . Notification to players and teams in the event of a positive case created and ready to share as needed . Contact tracing for positive cases is largely related to off ice activities. Encourage players and families to avoid group off ice activities . HECK . Masks designed by specific companies are only good for that brand of helmet
Kris Lucius: Adray Report All teams are up and running Scheduling underway and running smoothly
Fundraising Report: Jaime Quinn Yard Signs . 20 orders thus far (goal: 50) . Potentially use funds to develop scholarship fund for players FUN WAGON (booze wagon) . Sell tickets to raffle before the holidays Mask Fundraiser . Some masks still available for purchase . Another pop up shop during an upcoming practice to be scheduled
Round Table Items: Team Photos . Individual photos to be taken with social distancing. Player will be allowed to remove their mask. . Team photo with masks and helmets on . Dates to be confirmed . Split among 3 evenings . 11.17, 11.18, 11.19
Meeting Adjourned: 8.20 pm November 04, 2020 HHA Board Meeting Minutes
December 02, 2020 Meeting called to order: 7:05 pm
Attendees: Brent Gawlik, President Kris Lucius, Adray Rep Chris Braidwood, Vice President Jason Piotrowski, Mite Rep Mike Anderson, Treasurer Adam Bancroft, Squirt Rep Meredith Long, Secretary Kathleen Haley, Marketing & Communications Rep Jordan Steger, Hockey Director Jabez Waalkes, Apparel Rep Ed Moore, MAHA Rep
Approval of Addendum to October Minutes Motion: Meredith Long Second: Kris Lucius Motion Carries. Minutes to be published to website.
Approval of November 2020 Meeting Minutes Motion: Ed Moore Second: Chris Braidwood Motion Carries. Minutes to be published to website.
Financial Report: Mike Anderson, Treasurer Current Balances as of 12.02.20 . House: $ 19,804.47 . Travel: $ 6,961.65 ($ 7,650 pending from 12.02.20 deposit) . Scrip: $ 8,598.71
2020-2021 House and Travel Invoicing: . House – At the time of the November Board meeting we had collected 10% of total invoices. As of today we have collected 25%. Invoiced: $ 90,700 Collected: $ 22,789 Owed: $ 67,911 . Travel – At the time of the November Board meeting we had collected 32% of total funds. As of today we have collected 41.6%. Invoiced: $ 121,000 Collected: $ 50,435.55 Owed: $ 70,764.45 Treasurer Notes: . Processed and paid the partial Nov Ice Bill ($ 13,584) as of 12.02.20. Not reflected in bank totals. . Delayed/deferred payments due to COVID-19: Season extension Special meeting to be scheduled next week after a potential announcement from the state and/or MDHHS . Up to date/current: Officials Ice bill Bandits Waiting for 2nd Payment from DV Hockey for Jordan. Hockey Director Report: Jordan Steger Other associations are discussing 3-week season extension to cover the missed practices/games due to suspension of organized sports. Try Hockey For Free . Opportunity for Winter Recess: 12.21.20-01.03.21 . National THFF Date: 02.03.21 Determine ice availability as and if rinks reopen Board Communication to be developed to all families/players to address: . Continued suspension . Resumption of organized sports Kathleen will coordinate with Team managers to identify any families/players not receiving email communications. Training videos to be developed by Jordan to keep players engaged if the program suspension continues: . Stick Handling . Indoor dry land opportunities
MAHA Report: Ed Moore Coaching modules mostly up to date (those needing to complete are being notified separately by Jordan Steger) MAHA meeting pushed out to 12.12.20 . Questions Ed is planning to ask: Option for teams to pull out of districts if desired
Adray Report: Kris Lucius No updates All teams are required to independently reschedule any needed league games Opportunity for mid-week games No tournament dates have been moved/changed
Fundraising Report: As reported by Brent and Kathleen Yard Signs: . Order submitted Other Fundraisers postponed: . Restaurant fundraisers . Party Wagon fundraiser
Apparel Report: Jabez Waalkes Sweatshirts received approximately 40 orders, equivalent to $800. Possible additional order if warranted when program resumes. Some masks also available.
Round Table Items: Team Photos postponed until program can resume. Per Ed Moore’s request, payments can be mailed to the rink and collected by Mike Anderson. Jordan welcomes feedback from the board and association in response to his first year.
Meeting Adjourned: 7:49 pm December 02, 2020