<p> Vermilion Minor Hockey Executive Meeting</p><p>October 28, 2015</p><p>In attendance: Lisa Rochford, Kim Thompson, David Eremko, Tara Garnier, Mike Krips, Carla Myshaniuk, Sarah Howe, Shannon Leonard, Heather Oddan, Sarah Squires, Jessica Heinrich, Shaun Cadrain, Leanne Lupul, Durwin Selte, Anita Horpestad, Leslie Carlson, Sandra Katuski, Susie Georget, Darrin Stenhouse</p><p>1. Call to Order: 7:12 pm by Lisa</p><p>2. Approval of Agenda: No additions or deletions. Moved by Shannon, seconded by Carla, all in favor</p><p>3. Approval of minutes: Previous minutes were reviewed and moved by David, seconded by Lisa, all in favor</p><p>4. Old Business: </p><p> a) Coaching tools - “The Hockey Drill Book”</p><p> David made a motion to purchase “The Hockey Drill Book” to give to all the coaches as a good coaching tool to help develop our coaches, for approximate cost of $800 to be taken out of the Tiger Pride account. Seconded by Shaun, all in favor</p><p> b) Tiger helmet stickers</p><p> David made a motion to purchase 500 tiger stickers for approximate cost of $400 to be taken out of tiger pride. This would help with tiger pride and instill a sense of team and community. Seconded by Durwin, all in favor</p><p> c) Novice skills development – Tim Green</p><p> David made a motion to discuss bringing in Tim Green to help work on developing the skills of the novice players as there was no time allocated to them during the initial camp. Seconded by Kim, all in favor.</p><p> d) Painting divider boards</p><p> Do to the change in the initiation program this year, VMHA has decided to follow Hockey Alberta and implement “Shrink the Rink”, where we are using half ice to try and get the kids on the ice more, VMHA will need divider boards in order to implement this.  The town has a couple but VMHA will have to build and paint a couple more.</p><p> David made a motion for VMHA to purchase the material and paint and 4-6 initiation parents to build and paint them, this would cover their volunteer bonds. Seconded by Heather, all in favor</p><p> Sarah Howe will look after finding the volunteers.</p><p> e) Sponsor board</p><p> Kim made a motion to have Jersey and Annual Sponsor “Thank you” boards made and hung up in our rink for an approximate cost of $150. Seconded by Sandra, all in favor</p><p>5. New Business:</p><p> a) President Report</p><p> Sanctioning and travel permits for exhibition games need to be in no later than the Thursday before the weekend they are needed</p><p> Sanction numbers need to be put on game sheets for tournament and exhibition games</p><p> Game sheets for the boys’ league need to be handed into the deputy governor, girls’ league to the statisticians. Initiation and novice game sheets are emailed to Darren James with Hockey Alberta as a pdf, not as a emailed picture </p><p> NEAHL has requested all parents and fans conduct themselves respectfully and included discussion about grandparents, they need to follow hockey protocol</p><p> b) VP of Development Report</p><p> All coaching staff is finally in place</p><p> All teams are finalized</p><p> Discussed the feedback from Tim Green Clinics (positive)</p><p> c) VP of Business Report</p><p> Is willing to continue on as VP of Business even though she does not have a child playing with VMHA, VMHA bylaws allow volunteers without having a child play.</p><p> Two new jersey sponsors this year and have all but two sponsors paid up so far  Shannon is assisting Kim by working on annual sponsors</p><p> Kim needs to know each teams provincial intentions by Nov. 15 d) Treasurer Report</p><p>Account Balances as of September 30, 2015</p><p> General Account $36,033.13</p><p> Concession Account $21,116.64</p><p> Plan 24 $14,394.57</p><p> Term Deposit $11,237.21</p><p>Income & Expense report – see attachment</p><p> e) Registrar Report</p><p> Facebook</p><p> Carla made the motion for VMHA to set up a Facebook page, this would be used for directors or managers to post game updates. Could be a good way to advertise our Jersey sponsors. Carla volunteered to set up and manage the page for VMHA. Seconded by Heather, all in favor.</p><p> Rosters and affiliations</p><p> Carla asked directors for missing information that she needs from them</p><p> Carla handed out Hockey Alberta affiliation rules for discussion</p><p> VMHA handbook states Anybody that has contact with players and or are on the bench need a criminal record check f) Discipline Coordinator Report</p><p> Shaun reported that everything is going good</p><p> Reviewed outstanding suspensions with the affected player/teams g) Fundraiser Report  Everything is booked, 8 tables sold and 32 tables left</p><p> Didn’t advertise in newspaper due to cost</p><p> Still need a few shifts filled</p><p> Health inspector won‘t allow desert to be made by peewee/bantam girls</p><p> Doing “Wheel of Fortune” game instead of comedian to save on cost</p><p> Shannon is to send David an advertisement for the fundraiser and he will post it on the Vermilion Credit Union facebook page</p><p> Shannon will put posters up in the stadium</p><p> The Rock are bartending this year and would like an increase in pay, will keep the same this year and review for next year.</p><p> Leslie mentioned that there isn’t supposed to be away games the day of the fundraiser and there is some booked.</p><p> Shannon will send David a list of duties for the teams which will then be sent to the directors. Will also remind teams to try to avoid scheduling games on the fundraising day if they will conflict with their duties at the event. h) Team Accounts Report</p><p> Tim Green camp $6862.39</p><p> Power skating $3179.89</p><p> As of September 30, 2015</p><p> Team Account $15,178.89</p><p>- As of October 25, 2015</p><p> Tiger Pride Account $8033.55 i) Concession Report</p><p> Kathy Swan won’t allow anybody under the age of 16 to work in the concession unless it is approved through her first. So the parents either work their own shifts or hire off the approved list.  Handbook will have to be revised as it states nobody under the age of 14 can work in the concession.</p><p> Sandra stated that there are very few families out there that still need their bonds covered therefore not a huge surplus available for work</p><p> Lisa suggested we review and revamp our handbook policy’s on volunteer and concession shift bonds</p><p> David suggested that Kathy hire 10 workers under her for the hockey season and everybody pays a set amount and their concession shifts are covered. Tabled for a later date j) Equipment Report</p><p> David brought forward that initiation needs 4 nets for each game and there may be a lack of storage in the arena for 4 full size nets. David made the motion for VMHA to cost share with the Town of Vermilion for the purchase of 2 street hockey nets at $240 each. Durwin would like to look more into the storage issue before pursuing purchasing more nets. Seconded by Durwin, all in favor k) Website Report</p><p> Anita reported that everything is going good l) Director’s Report</p><p> Initiation (Sarah Howe)</p><p> Discussion on carding, as long as a coach is carded for one team (at another level) then they can help another team without incurring additional cost to be carded for the second team.</p><p> Novice (Heather Oddan)</p><p> Tournament is full</p><p> Heather asked for clarification on needing a carded female on the bench if there are females on the team. Hockey Alberta recommends that a female participates in case of an injury or such, they can be in the stands at each game should they be needed.</p><p> Atom (Sarah Squires)  Scotiabank sponsored all 4 atom teams and they would like the Scotia manager to come and present the cheque and have a pizza party for all the players. Just have to make sure all the jerseys have the scotia logo on them.</p><p> The tier 3 tournament is full but Sarah is having a difficult time filling the tier 1 tournament</p><p> Peewee (Susie Georget)</p><p> Lots of interest in the tournament</p><p> Still discussion on why they have a shared practice</p><p> An additional ice slot was formed to allow a full ice practice for each team which would rotate from week to week.</p><p> Questions and concerns about affiliation</p><p> Female Atom/Peewee (Mike Krips)</p><p> They have 5 teams registered for each tournament</p><p> Some confusion over jerseys but now sorted out</p><p> Bantam (Shauna Zack)</p><p> Was not able to attend the meeting</p><p> Midget (Ken Myshak)</p><p> Was not able to attend the meeting</p><p> Female Bantam/Midget (Jessica Heinrich)</p><p> Bantam girls tournament is full</p><p> Midget girls tournament not full, they have 5 teams</p><p> Exchange student bonds will be waived m) Coach Mentor Report</p><p> Durwin would like to have a meeting with all the head coaches to handout their drill books and go over coaching expectations. 6. Open Forum:</p><p> a) Affiliation protocol</p><p> David made a motion to amend the VMHA handbook by adding the following, seconded by Lisa, all in favor</p><p>11.0 Team & Player Affiliations</p><p>The executive of Vermilion Minor Hockey will determine affiliation processes each year as required.</p><p>The intent of affiliation is to provide short term temporary assistance to a team due to injury, illness or absence, it is not intended to provide additional players for a team that is consistently below the league and/or hockey alberta player minimum.</p><p>Player affiliation protocol will be initiated between coach to coach and/or manager to manager. The requested coaches first obligation is to their team and player. If the requested coach allows the player to be affiliated the final and most important decision rests with the parent who has the right to approve the affiliation.</p><p> b) Volunteer safety requirements</p><p> There was discussion on what volunteers are expected to wear when they are helping out on the ice. If they are registered as a coach they need a helmet on the ice but not on the bench. If they are a registered player with VMHA they need to be in full equipment when helping out another team. If the volunteer is not carded they are not allowed on the ice. If they are 14-15 yr old volunteers and aren’t a registered VMHA player Hockey Alberta suggests they wear helmet, visor and skates.</p><p> c) Coach education compensation</p><p> David made a motion to amend the VMHA handbook by adding the following, seconded by Lisa, all in favor</p><p>18.0 Coach Selection Process</p><p>All coaches interested in coaching must complete an application form each year in which they wish to coach. The application process is important for the association to develop its database. All coaches may then participate in an interview process facilitated and determined by the coach selection committee.</p><p>Each year as required an advertisement would be placed inviting coaches to apply. All coaches, where possible, will be finalized before the season starts. The intent of VMHA is to seek non-parent coaches at the tiered levels of play. </p><p>19.0 Certification Requirements for Coaches LEVEL Coach 2-Coach level Checking Skills Respect in Sport Coach Safety</p><p>Initiation Two Team Officials All Team Officials One Team Official</p><p>Novice Head coach All Team Officials One Team Official</p><p>Atom Head coach Head Coach All Team Officials One Team Official</p><p>Peewee Head Coach Head Coach All Team Officials One Team Official</p><p>Bantam Head Coach Head Coach All Team Officials One Team Official </p><p>Midget Head coach Head Coach All Team Officials One Team Official </p><p>All people on the players bench need to be carded with the league. Five (5) carded team officials are allowed per team; any team requiring more than five carded officials require permission of the Board of Directors.</p><p>All Team Officials who will be on the bench are required to have a Criminal Record Check every two years. Letters can be obtained from the team manager to submit to the RCMP to waive cost.</p><p>The costs associated with training and development of coaching staff and team officials will be reimbursed by VMHA for required courses. </p><p>7. Next Meeting: December 8 @ 7 pm, upstairs in the stadium</p><p>8. Adjournment: 9:45 pm</p>