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,