Cyclones Amateur Hockey Association
Cyclones Amateur Hockey Association Board of Directors Meeting Minutes March 10, 2014 Fox Valley Ice Area ~ Geneva, IL Mark Plantery called the meeting to order at 7:45 PM DIRECTORS PRESENT Mark Plantery Maria Frano
Joseph D’Amico (E)
Dan Deli Tom Baginski
David Struwing
John Price
DIRECTORS ABSENT Ted Kauss Bob Gatto ASSOCIATES PRESENT Jay Rule Rebeca Mead
Vito DiPietra Joe Lorusso
Jeff Lietz Doug Cuscaden
Marty Allamian Rich Sharp
ASSOCIATES ABSENT Gene McEnery Julie Gebhardt STAFF PRESENT Christie Tierney
Peter Rutili
Mike Papa
STAFF ABSENT None
Quorum Established by Maria Frano. Minutes and Approval:
(E) – Left early 9:29 PM
February 10, 2014 Board Meeting Minutes Approved, Dave Struwing motioned, John Price 2nd, motion carried (7-0).
Board of Directors Minutes 3/10/2014 - Page 1
OPEN SESSION ITEMS President’s Comments: We’ve put together a mock schedule for fall and will send to rink for review later this week. Chris Louis’ deal with Foxfield fell through due to zoning issues. New location across from Pheasant Run. $375/hour for ice. Public Forum:
Nothing
League Reports: NIHL:
CSDHL: NWHL: SWSL:
Cracking down on mouth and neck guards, putting ownness on coaches. IHOA is looking for ice for ref clinics. More irate coaches and parents this year. Wilmette is on probation for 1 year for lying about a goalie being on a roster. Academic excellence deadline is April 1 st. 4/15 Application for next fall’s teams are due. AAA clubs are going to put 45 kids on ice at mites in trying to get NIHL in line. We submitted 13 teams. Barrington and South Bend are in the league also. Scheduling is 4/2 at Darien. Red and White at 6:30, Blue and Green at 7:30.
Hockey Director Report: ADM meeting last month. There was an extension of AHAIs answer to the question regarding mites to 3/18. We would be for ½ ice leagues. 4 teams made it to the Elite 8 from our club. 2 teams made it to the final four. Squirt AA and Mite AA won Wolves Cup. PeeWee B3 lost in championship game for NWHL. Had a meeting with the midgets last week. Approximately 40 people attended. Summer programming dates coming shortly Getting ready for tryouts CSDHL, putting in at U16, U18, U15 (if any), 2000, 2001, 2002 and 2003. Thinking of changing skills nights to Fridays in the fall. Treasurer’s Report: Revenues:
$1,618,633 Board of Directors Minutes 3/10/2014 - Page 2
Expenses: $1,347,211 Net: $ 271,422 Last Year: $ 164,006 Cash Balance: $ 535,152 Manager Coordinator Report: St. Patrick’s Day Parade was well attended by Cyclones. Need to get new level coordinators for spring. Registrar: 330 players to date Mite: 24 Squirt: 35+3; 28+6 PeeWee: 38; 43 Bantam: 52+4; 29+1 Midgets: 50+4; 8 Need to figure out jerseys for tryouts. Ice Scheduler: Weekday ice for spring 36.5 Weekend ice for spring unknown still 2 mock schedules for fall, 1 with midgets here, 1 without. Sold 20 hours to NWHL for playoffs Fall we might need 75 hours per week (30 teams), if we do Bantam CS and midgets we will need 10-12 hours. Dan Deli motions to give Mike Papa and Mark Plantery authorization to purchase up to 12 hours of ice next fall at another location, John Price 2nd, motion carried (7-0). Volunteer Coordinator: Fun Fair last month was a success. We had 43 Cyclones volunteer. We are getting volunteers for tryouts. Committee Updates: Marketing:
Board of Directors Minutes 3/10/2014 - Page 3
We will no longer be working on a brochure. We will do a line card instead for each level. Thinking about selling sponsorship on the jerseys. Need a communications email address, i.e. [email protected]. Player Development:
None
Nominating: Need to form committee for director elections next month. Mark Plantery, John Price and someone from general membership.
Apparel: Bibs & pins ordered for 500 skaters Spring jerseys on order, awaiting shipment Apparel table fully stocked and ready for spring tryouts Website: New committee with Rebeca, Julie, Ted, Tom and Dave. Met with Mike Real regarding website and what they can do for us. Cleaning up of website is under way. Strategic Planning: Fundraising:
None
None
Alumni: List of players updated. Tab on website soon. Discussion/Open Items: Supplemental Rostering: Happened 3 times this year, at NW it was done correctly, at Squirt A1 it was not. How do we want to approach this as a club: Recommendation is to not allow tourney rosters at AA or A level, it’s okay for NW teams. Mark to draft policy. Individual Team 3rd Jersey:
Board of Directors Minutes 3/10/2014 - Page 4
We need to control our brand and jersey production. Any deviation from what the apparel committee puts forth requires board approval. Mark to draft policy. Player registering as a goalie but skating out: We need to implement a policy that if after tryouts a goalie wants to skate out or vice versa they pay full fee. Mark to draft policy. Cross-ice dividers: If we don’t get sponsorship for dividers we should buy them at $3,800 (our share for a pair, other ½ comes from AHAI). Mark to send out email to Directors if vote needed.
CLOSED SESSION ITEMS Discussion/Action Items:
None
Closed Committee Reports: Finance: Injury credits reviewed and voted on (See attached). Strategic Planning:
NONE
Bylaws: Resolution was presented to board regarding changing director designations and term of directorships. (See attached) Rules & Ethics: Interviewed 5 players and parents of accused regarding possible sexual acts and exposure complaint. Inappropriate actions were taken and it needs to stop. Jay to put together full report and provide to the EC. Treasurer: There are approximately 6-8 past-due members, slightly higher than we’re used to seeing in recent years.
Old Business: Ice Contract: Board of Directors Minutes 3/10/2014 - Page 5
We are making progress and will get the rink our mock fall schedule and continue negotiations from there. Credit Card: Looking into ACH payments. Hockey Director Contract: Contract drafted and given to Pete. Quantum Concussion Testing: Tabled for fall discussion. Compensation for Ice Scheduler: Dave Struwing motioned that the ice scheduler compensation should be the same as that of the registrar, Tom Baginski 2nd, motion carried (7-0). New Business: Marty compensation: Marty, Mark, Tom and Dave recused themselves from the discussion and vote as they are compensated members of the board. Marty was under the impression that his compensation would be equal to a player fee. The same was never communicated to him by the EC nor was it part of the budget Pete presented to the EC and the EC approved. Pete sent an email to Marty a couple months ago agreeing with Marty’s assessment and suggesting that he would make sure it got taken care of. John Price motioned to give Marty the difference, $1,025, given the fact that Pete offered to take care of it, even though it was not in Pete’s purview to financially obligate the club, Dan Deli 2 nd, motion carried (3-1). Meeting Disbanded at 11:28PM.
Board of Directors Minutes 3/10/2014 - Page 6
Cyclones Action Items #
Action Item Description
Responsible
Date Due
Julie/Pete
Open Date 2/11/13
38
Progression Example in Display Case
39
Drugs Presentation for Bantams and Midgets?
47
First Aid Kits for Coaches
50
3/11/13
OPEN
John
2/11/13
Fall, 2014
OPEN
Julie/Jay
8/26/13
10/14/13
OPEN
Performance Eval for Registrar and Ice Scheduler
Tom
2/10/14
3/10/14
OPEN
53
Pucks
Jay
2/10/14
OPEN
54
Alumni Tab on Website
Rebeca/Julie
3/10/14
Before 2014/2015 Budget 4/14/14
55
Supplemental Rosters tournaments policy
Mark
3/10/14
4/14/14
56
Individual team 3rd jersey policy
Mark
3/10/14
4/14/14
57
Goalie Skating out policy
Mark
3/10/14
4/14/14
58
Cross-ice dividers
Mark
3/10/14
4/14/14
59
Quantum Concussion Baseline
Mark
3/10/14
60
Tryout fee refund policy
?
3/10/14
Before 2014/2015 Budget Fall, 2014 Fall, 2014
61
Revise injury credit regulations
Dan
3/10/14
Fall, 2014
62
Financial revisions
Dan
3/10/14
Fall, 2014
Obligations
for
Policy
Closed Date
Status
Comments
OPEN
Board of Directors Minutes 3/10/2014 - Page 7
BOARD RESOLUTION APPROVING AMENDMENT OF BYLAWS WHEREAS, on or about August 8, 2011, the Board of Directors of the Cyclones Amateur Hockey Association (“CAHA”) adopted the Amended and Restated Bylaws, as amended by the Board Resolution Approving Amendment of Bylaws dated May 14, 2012, and Board Resolution Approving Amendment of Bylaws dated January 14, 2013 (collectively, the “Bylaws”) governing the organization. WHEREAS, it is deemed desirable and in the best interests of CAHA that the following actions be taken by the Board of Directors pursuant to this Resolution. WHEREAS, pursuant to applicable law, the undersigned, being all of the Directors of this organization, hereby consent to, approve, and adopt the following: AMENDMENTS OF BYLAWS: 1. BE IT RESOLVED, that Article V, Section 4.a. of the Bylaws is hereby deleted in its entirety and replaced with the following: “a.
Elections shall be held at the April Board meeting of each applicable year.”
2. BE IT RESOLVED, that Article V, Section 5.a. of the Bylaws is hereby deleted in its entirety and replaced with the following: “a.
An officer’s term shall be three (3) years commencing in April, or such month when the elections occur, of any given year and be contemporaneous with his/her term as Director.”
3. BE IT RESOLVED, that Article VI, Section 1.b. of the Bylaws is hereby deleted in its entirety and replaced with the following: “b.
The Directors of CAHA shall consist of Class A, Class B and Class C Directors (as more fully described below). The number of Class A Directors shall not be more than four (4), and the number of Class B Directors shall not be more than four (4), and the number of Class C Directors shall not be more than three (3).”
4. BE IT RESOLVED, that Article VI, Section 1.c. of the Bylaws is hereby deleted in its entirety and replaced with the following: “c.
A Director’s term shall be for three (3) years commencing in May.” Board of Directors Minutes 3/10/2014 - Page 8
It being understood that those Directors who shall retain the Class B designation (as more fully described below) and whose terms are scheduled to expire in April, 2014, shall have their terms extended to the day prior to the May, 2014 Board meeting. 5. BE IT RESOLVED, that Article VI, Section 4 of the Bylaws is hereby deleted in its entirety and replaced with the following: “Section 4 - Setting of Class To determine Class A, Class B and Class C Directors and to ensure an orderly transition during elections, the Directors’ positions will be assigned a numerical designation which will determine their Class. Position Number Designation Class President Vice President – Business Operations Vice President – Hockey Treasurer Secretary Director Director Director Director Director Director
EC1 EC2
A B
EC3 EC4 EC5 6 7 8 9 10 11
C B A B C B A C A
When a Director with a number designation has been elected to the EC, his/her number designation shall be vacated and he/she shall assume the corresponding EC number designation that his/her title carries. If a member of the EC elects to no longer be on the EC that Officer shall assume the number designation of the Director taking his/her place on the EC. For example, if the existing Treasurer decides to no longer be an Officer of CAHA and Director 11 is elected as the new Treasurer, the existing Treasurer shall assume Director 11’s designation and Director 11 shall assume the existing Treasurer’s designation, EC4. When an Officer elects to no longer be on the EC and there is no Director to take his/her position on the EC said resigning Officer shall retain his/her EC numeric designation until a replacement is voted in, but shall no longer sit on the EC. Upon adoption of this Resolution, Class A Directors’ terms shall expire in 2015 and every three (3) years thereafter. Board of Directors Minutes 3/10/2014 - Page 9
Upon adoption of this Resolution, Class B Directors’ terms shall expire in 2014 and every three (3) years thereafter. Upon adoption of this Resolution, Class C Directors’ terms shall expire in 2016 and every three (3) years thereafter.”
IN WITNESS WHEREOF, these Amendments to the Bylaws were approved by a majority vote of those present at a regular meeting of the Board of Directors on , 2014.
Name: Mark Plantery Title: President
Name: Maria Lisa Frano Title: Secretary
Board of Directors Minutes 3/10/2014 - Page 10
Joseph D’Amico (E)
Dan Deli Tom Baginski
David Struwing
John Price
DIRECTORS ABSENT Ted Kauss Bob Gatto ASSOCIATES PRESENT Jay Rule Rebeca Mead
Vito DiPietra Joe Lorusso
Jeff Lietz Doug Cuscaden
Marty Allamian Rich Sharp
ASSOCIATES ABSENT Gene McEnery Julie Gebhardt STAFF PRESENT Christie Tierney
Peter Rutili
Mike Papa
STAFF ABSENT None
Quorum Established by Maria Frano. Minutes and Approval:
(E) – Left early 9:29 PM
February 10, 2014 Board Meeting Minutes Approved, Dave Struwing motioned, John Price 2nd, motion carried (7-0).
Board of Directors Minutes 3/10/2014 - Page 1
OPEN SESSION ITEMS President’s Comments: We’ve put together a mock schedule for fall and will send to rink for review later this week. Chris Louis’ deal with Foxfield fell through due to zoning issues. New location across from Pheasant Run. $375/hour for ice. Public Forum:
Nothing
League Reports: NIHL:
CSDHL: NWHL: SWSL:
Cracking down on mouth and neck guards, putting ownness on coaches. IHOA is looking for ice for ref clinics. More irate coaches and parents this year. Wilmette is on probation for 1 year for lying about a goalie being on a roster. Academic excellence deadline is April 1 st. 4/15 Application for next fall’s teams are due. AAA clubs are going to put 45 kids on ice at mites in trying to get NIHL in line. We submitted 13 teams. Barrington and South Bend are in the league also. Scheduling is 4/2 at Darien. Red and White at 6:30, Blue and Green at 7:30.
Hockey Director Report: ADM meeting last month. There was an extension of AHAIs answer to the question regarding mites to 3/18. We would be for ½ ice leagues. 4 teams made it to the Elite 8 from our club. 2 teams made it to the final four. Squirt AA and Mite AA won Wolves Cup. PeeWee B3 lost in championship game for NWHL. Had a meeting with the midgets last week. Approximately 40 people attended. Summer programming dates coming shortly Getting ready for tryouts CSDHL, putting in at U16, U18, U15 (if any), 2000, 2001, 2002 and 2003. Thinking of changing skills nights to Fridays in the fall. Treasurer’s Report: Revenues:
$1,618,633 Board of Directors Minutes 3/10/2014 - Page 2
Expenses: $1,347,211 Net: $ 271,422 Last Year: $ 164,006 Cash Balance: $ 535,152 Manager Coordinator Report: St. Patrick’s Day Parade was well attended by Cyclones. Need to get new level coordinators for spring. Registrar: 330 players to date Mite: 24 Squirt: 35+3; 28+6 PeeWee: 38; 43 Bantam: 52+4; 29+1 Midgets: 50+4; 8 Need to figure out jerseys for tryouts. Ice Scheduler: Weekday ice for spring 36.5 Weekend ice for spring unknown still 2 mock schedules for fall, 1 with midgets here, 1 without. Sold 20 hours to NWHL for playoffs Fall we might need 75 hours per week (30 teams), if we do Bantam CS and midgets we will need 10-12 hours. Dan Deli motions to give Mike Papa and Mark Plantery authorization to purchase up to 12 hours of ice next fall at another location, John Price 2nd, motion carried (7-0). Volunteer Coordinator: Fun Fair last month was a success. We had 43 Cyclones volunteer. We are getting volunteers for tryouts. Committee Updates: Marketing:
Board of Directors Minutes 3/10/2014 - Page 3
We will no longer be working on a brochure. We will do a line card instead for each level. Thinking about selling sponsorship on the jerseys. Need a communications email address, i.e. [email protected]. Player Development:
None
Nominating: Need to form committee for director elections next month. Mark Plantery, John Price and someone from general membership.
Apparel: Bibs & pins ordered for 500 skaters Spring jerseys on order, awaiting shipment Apparel table fully stocked and ready for spring tryouts Website: New committee with Rebeca, Julie, Ted, Tom and Dave. Met with Mike Real regarding website and what they can do for us. Cleaning up of website is under way. Strategic Planning: Fundraising:
None
None
Alumni: List of players updated. Tab on website soon. Discussion/Open Items: Supplemental Rostering: Happened 3 times this year, at NW it was done correctly, at Squirt A1 it was not. How do we want to approach this as a club: Recommendation is to not allow tourney rosters at AA or A level, it’s okay for NW teams. Mark to draft policy. Individual Team 3rd Jersey:
Board of Directors Minutes 3/10/2014 - Page 4
We need to control our brand and jersey production. Any deviation from what the apparel committee puts forth requires board approval. Mark to draft policy. Player registering as a goalie but skating out: We need to implement a policy that if after tryouts a goalie wants to skate out or vice versa they pay full fee. Mark to draft policy. Cross-ice dividers: If we don’t get sponsorship for dividers we should buy them at $3,800 (our share for a pair, other ½ comes from AHAI). Mark to send out email to Directors if vote needed.
CLOSED SESSION ITEMS Discussion/Action Items:
None
Closed Committee Reports: Finance: Injury credits reviewed and voted on (See attached). Strategic Planning:
NONE
Bylaws: Resolution was presented to board regarding changing director designations and term of directorships. (See attached) Rules & Ethics: Interviewed 5 players and parents of accused regarding possible sexual acts and exposure complaint. Inappropriate actions were taken and it needs to stop. Jay to put together full report and provide to the EC. Treasurer: There are approximately 6-8 past-due members, slightly higher than we’re used to seeing in recent years.
Old Business: Ice Contract: Board of Directors Minutes 3/10/2014 - Page 5
We are making progress and will get the rink our mock fall schedule and continue negotiations from there. Credit Card: Looking into ACH payments. Hockey Director Contract: Contract drafted and given to Pete. Quantum Concussion Testing: Tabled for fall discussion. Compensation for Ice Scheduler: Dave Struwing motioned that the ice scheduler compensation should be the same as that of the registrar, Tom Baginski 2nd, motion carried (7-0). New Business: Marty compensation: Marty, Mark, Tom and Dave recused themselves from the discussion and vote as they are compensated members of the board. Marty was under the impression that his compensation would be equal to a player fee. The same was never communicated to him by the EC nor was it part of the budget Pete presented to the EC and the EC approved. Pete sent an email to Marty a couple months ago agreeing with Marty’s assessment and suggesting that he would make sure it got taken care of. John Price motioned to give Marty the difference, $1,025, given the fact that Pete offered to take care of it, even though it was not in Pete’s purview to financially obligate the club, Dan Deli 2 nd, motion carried (3-1). Meeting Disbanded at 11:28PM.
Board of Directors Minutes 3/10/2014 - Page 6
Cyclones Action Items #
Action Item Description
Responsible
Date Due
Julie/Pete
Open Date 2/11/13
38
Progression Example in Display Case
39
Drugs Presentation for Bantams and Midgets?
47
First Aid Kits for Coaches
50
3/11/13
OPEN
John
2/11/13
Fall, 2014
OPEN
Julie/Jay
8/26/13
10/14/13
OPEN
Performance Eval for Registrar and Ice Scheduler
Tom
2/10/14
3/10/14
OPEN
53
Pucks
Jay
2/10/14
OPEN
54
Alumni Tab on Website
Rebeca/Julie
3/10/14
Before 2014/2015 Budget 4/14/14
55
Supplemental Rosters tournaments policy
Mark
3/10/14
4/14/14
56
Individual team 3rd jersey policy
Mark
3/10/14
4/14/14
57
Goalie Skating out policy
Mark
3/10/14
4/14/14
58
Cross-ice dividers
Mark
3/10/14
4/14/14
59
Quantum Concussion Baseline
Mark
3/10/14
60
Tryout fee refund policy
?
3/10/14
Before 2014/2015 Budget Fall, 2014 Fall, 2014
61
Revise injury credit regulations
Dan
3/10/14
Fall, 2014
62
Financial revisions
Dan
3/10/14
Fall, 2014
Obligations
for
Policy
Closed Date
Status
Comments
OPEN
Board of Directors Minutes 3/10/2014 - Page 7
BOARD RESOLUTION APPROVING AMENDMENT OF BYLAWS WHEREAS, on or about August 8, 2011, the Board of Directors of the Cyclones Amateur Hockey Association (“CAHA”) adopted the Amended and Restated Bylaws, as amended by the Board Resolution Approving Amendment of Bylaws dated May 14, 2012, and Board Resolution Approving Amendment of Bylaws dated January 14, 2013 (collectively, the “Bylaws”) governing the organization. WHEREAS, it is deemed desirable and in the best interests of CAHA that the following actions be taken by the Board of Directors pursuant to this Resolution. WHEREAS, pursuant to applicable law, the undersigned, being all of the Directors of this organization, hereby consent to, approve, and adopt the following: AMENDMENTS OF BYLAWS: 1. BE IT RESOLVED, that Article V, Section 4.a. of the Bylaws is hereby deleted in its entirety and replaced with the following: “a.
Elections shall be held at the April Board meeting of each applicable year.”
2. BE IT RESOLVED, that Article V, Section 5.a. of the Bylaws is hereby deleted in its entirety and replaced with the following: “a.
An officer’s term shall be three (3) years commencing in April, or such month when the elections occur, of any given year and be contemporaneous with his/her term as Director.”
3. BE IT RESOLVED, that Article VI, Section 1.b. of the Bylaws is hereby deleted in its entirety and replaced with the following: “b.
The Directors of CAHA shall consist of Class A, Class B and Class C Directors (as more fully described below). The number of Class A Directors shall not be more than four (4), and the number of Class B Directors shall not be more than four (4), and the number of Class C Directors shall not be more than three (3).”
4. BE IT RESOLVED, that Article VI, Section 1.c. of the Bylaws is hereby deleted in its entirety and replaced with the following: “c.
A Director’s term shall be for three (3) years commencing in May.” Board of Directors Minutes 3/10/2014 - Page 8
It being understood that those Directors who shall retain the Class B designation (as more fully described below) and whose terms are scheduled to expire in April, 2014, shall have their terms extended to the day prior to the May, 2014 Board meeting. 5. BE IT RESOLVED, that Article VI, Section 4 of the Bylaws is hereby deleted in its entirety and replaced with the following: “Section 4 - Setting of Class To determine Class A, Class B and Class C Directors and to ensure an orderly transition during elections, the Directors’ positions will be assigned a numerical designation which will determine their Class. Position Number Designation Class President Vice President – Business Operations Vice President – Hockey Treasurer Secretary Director Director Director Director Director Director
EC1 EC2
A B
EC3 EC4 EC5 6 7 8 9 10 11
C B A B C B A C A
When a Director with a number designation has been elected to the EC, his/her number designation shall be vacated and he/she shall assume the corresponding EC number designation that his/her title carries. If a member of the EC elects to no longer be on the EC that Officer shall assume the number designation of the Director taking his/her place on the EC. For example, if the existing Treasurer decides to no longer be an Officer of CAHA and Director 11 is elected as the new Treasurer, the existing Treasurer shall assume Director 11’s designation and Director 11 shall assume the existing Treasurer’s designation, EC4. When an Officer elects to no longer be on the EC and there is no Director to take his/her position on the EC said resigning Officer shall retain his/her EC numeric designation until a replacement is voted in, but shall no longer sit on the EC. Upon adoption of this Resolution, Class A Directors’ terms shall expire in 2015 and every three (3) years thereafter. Board of Directors Minutes 3/10/2014 - Page 9
Upon adoption of this Resolution, Class B Directors’ terms shall expire in 2014 and every three (3) years thereafter. Upon adoption of this Resolution, Class C Directors’ terms shall expire in 2016 and every three (3) years thereafter.”
IN WITNESS WHEREOF, these Amendments to the Bylaws were approved by a majority vote of those present at a regular meeting of the Board of Directors on , 2014.
Name: Mark Plantery Title: President
Name: Maria Lisa Frano Title: Secretary
Board of Directors Minutes 3/10/2014 - Page 10
