2013 October Board Meeting Minutes
SFYHA October 2013 Board Meeting Date: Duration: Start Time: Meeting Purpose:
Location:
October 16, 2013 1 hour
Meeting Organizer*:
7:05 pm
End Time:
St. Francis Community Center Anne Penner 9:00 PM
October Board Meeting
Attendees Name Jennifer Smith
Joel Boerboom
Karen Hartstrom
Chris Baumgardt
Heather Karpinski
Eric Butterfield
Paul Finnvik
Brigit Hillyard
Anne Penner
Ross Kelley
Brian Besch
GUESTS: Tim Timm (D10)
Chad Cedarstrand
Nick Carpentier
Benson’s
Sheri Bona
Greg Wolf
Agenda
President Report Agenda Items Director Reports Guest Discussions Motions
1/12/2014
SFYHA
1 of 6
President Report/Agenda (Anne)
Revised Locker Room Supervision. First two paragraphs updating directly from USA Hockey. Bullet 2 – added verbiage about background screening. Bullet 3 – gender correct updates. Bullet 5 – changed verbiage about cell phones and electronic devices. Sent out to board on 9/26 to review. Anne called for motion to approve/accept
Policy & Procedures manual - Introduced in May of 2012. Since that time have some references/updates. Board received on 9/26 to review. A few changes were proposed. Topic tabled for November meeting. Super Saints – Chris stepped to help, but with the other House Director duties, hard to coordinate the Super Saints. At this time, we do not have a volunteer for Super Saints. Asking to the Board to step up and help. Last year we did 10 sessions. Some said too long, others said just right. We need volunteers to skate on ice with them, set dates and times. Eric is willing to pull SS under Mites, just not able to be on the ice at all times. If we have HS or Bantam level helpers can count towards community service. Will put a sign up for board members to sign up after game scheduling done. Will schedule 5 & 5 weeks. $25/session. Encourage the kids to come. Would like to make them a TEAM on the website. Then we can communicate directly to SS if needed.
Vice President Report (Karen Hartstrom)
1/12/2014
Effective this date, Anne is resigning from SFYHA Board of Directors and the Office of President. Per current SFYHA by-laws, the office of Vice President will step into the President position until the current President’s term is complete. The current President’s term is complete in March 2014 (this coming March). The Office of President will be put onto the 2013-2014 Election Ballot. D10 meeting on Monday. Mite & U8 in November 14th @ Coon Rapids. Level 1 ADM clinic is 10/27 @ Coon Rapids. Dec 7 Mites/U8s roster sign off November 9th Travel sign off for rosters. Eric – can the lower mites move around after roster sign off? o Tim Timm – movements of mite can be done, but communicate with Tim. Mite movements are development. The A&B’s are typically set…moving lower mites is alright to do… just document why. IF they are going to a TOURNAMENT/Jamboree – they MUST have a set roster. This past week, Brian, Jen & Karen went to game scheduling. One duplication and one reschedule is needed. We are going to ‘try’ and on-line scheduling this week for the rest of PW/U12 and BanB2. The new program is getting better. Per Anne’s resignation, Karen will assume the role of President while also completing the role of Vice President/Registrar.
SFYHA
2 of 6
Treasurer (Brian Besch)
Working on teams for billing Accounts Receivable for last year – 1,124.00. This is SO much better than prior years when we wrote off 70K. All tournament checks have been mailed and cut. Calendars are going to print. Will need help to get them all together. Weekend of 10/26 Each team will get practice jerseys because Chris got such a good price with jerseys this year Ordering 1st aid kits for each team… will need to be returned. Price is TBD.
Bantams (Paul Finnvik)
Try outs completed. Overall they went very well. Very few issues or complaints from parents. Looking forward to starting the season.
PeeWee (Ross Kelley)
At this time; we have a goalie issue. We lost a goalie to injury for full year. We have one who is out with injuries until November.
At this time we are searching to fill B2 goalie.
We have been in contact with the Mau family. At this time, we have not heard back. Another prior family is also of consideration; however there are personal family conflicts for specific weekend days.
Question from Guests: o What happens if we do NOT get a goalie and our 2nd goalie can’t get back on ice? We may have to have a situation where a skater needs to be a goalie o Can we move B1 to A and B2 to B1 (skaters)? We have extra- large teams and might even exceed the limit of roster spots o What is the next step? Time frame? Ross will call tonight back the Mau’s Executive committee & Try Out committee will have to look at possible squirt goalie? o What do we do with the 1 or 2 goalies we have for team placement? Ross will need to sit down with both families and figure out what to do?
We need to have something by Wednesday evening
Have B2 coach – Bill Karas is willing to coach
1/12/2014
SFYHA
3 of 6
MITES (Eric Butterfield)
GIRLS (Joel Boerboom)
Equipment Manager (Chris Baumgardt)
Fundraising (Heather Karpinski)
Try hockey for free on Nov 2nd. Will have a couple sets of equipment from local stores. Will need volunteers for registration and on-ice.
Game formats will be D/C – half. B&A full ice after December.
Meet with Dave for coaches for B level.
Nov 14th for mite meeting… need Joel and Karen to participate @ CR.
Jamborees – almost every association is having a jamboree this year. Along with the 2 Mite Tournaments, we might be over jamborreed… we do not want us to have wasted ice. Joel not worried if we do not have one, we can find one for our association. Will find out more on Nov 14th. Table discussion until after mite scheduling.
Level 1 coaching is on 10/27.
U14; two tried out. 1 A 1 B team.
U12; 6 tried for A team. 5 made it; 1 will be back to SFYHA 12B… will leave us 11 skaters with a goalie.
U10; 2 girls tried out at Champlin Park made top 5, will play for Champlin Park. Our B team will have 13 skaters and a goalie
U8; total 14 girls between the mite and U8s. Current declared U8’s is 9. Two played D mite last year
Closing date for registration – propose to move the closing date to last date of August for next year. Will give Age directors an idea of numbers coming into September meeting with accurate numbers. All agree we can do that for next year.
Jerseys are ordered.
We are ordering all jerseys as “Saints” and Bantams are “Iron Saints”. Girls will be “Saints”.
Sponsorships – had good turn-out. All but 3 teams are sponsored.
Next steps are socks – better quality sock for this coming year.
Heggies pizza fundraiser went very well. Roughly $200/family of earned credits for those who sold. We sold $2K more than last February. $1200 less than last September. Wreaths fundraising is underway. Goes until end of October. Estimated pick up week before Thanksgiving.
Volunteer Coordinator (Bridget Hylard) Secretary (Jen Smith)
Need copies of manager’s emails to contact regarding volunteer checks.
The City of East Bethel has approached SFYHA and the High School Hockey teams to find if there is interest in either/both groups to purchase the East Bethel Ice Arena. Given the City of East Bethel’s financial situation with the Water and Sewer system, the city is looking for ways to reduce their line item budgets. Jen had a meeting with the City Administrator, Jack on October 8th, to discuss the situation. Embedded to document, is the meeting minutes/notes which highlights the current situation.
East Bethel Ice Arena_meeting_100813_v2.pptx
1/12/2014
SFYHA
4 of 6
Guests
Tim Timm – locker room policy is a controversial item. This year D10 have had 4 issues ALREADY. All 4 issues are due to locker room bullying and associations not having locker room monitors. They do not have to be inside the room ‘all the time’ per the safe sport rules. But they do have to be looking in on them very frequently. Last year we had issues with photos; locker room boxing; bullying… the monitor can save associations a TON of grief and liabilities in the future. Greg Wolfe – Greg was asked to step in as a B2 coach. When he signed up, there wasn’t a list of things that coach needed to do. There weren’t tournaments left; didn’t have pucks; communication lacking… can there be a check list/duty list for new coaches & procedures and things to do…. o Board: great feedback, and something which can be written for next year in the off season. Sheri Bona – as first time manager, Sheri was overwhelmed. Would like to have better communications…. o Board: great feedback, and something which can be addressed for next year. Unfortunately, with the start of the season and some board members doing dual duties, this has gotten missed. Greg – feelings from returning B2 players from last year… felt doesn’t matter with association. Poor ice times and match up times with non-A & B1 teams. Would like to have the lower teams scheduled with the upper teams. Gives perception that association doesn’t care about lower teams….. Only the upper teams. o Board: For future scheduling, we will make a specific effort to put with the all team combinations equally.
Motions Passed Locker Room Supervisor Revisions
Per President Report above. Motion to approve called by Anne. Eric Motioned to accept; Second by Karen. 100% passage
Action Items Task
Update/Comments
Responsibility
Due Date
Mite/U8 Jamboree
Choose weekend date & work with Brian
Eric
November
Beef O’Brady fundraiser
Create logistics of fundraiser with Beef
Ross/Heather
??
O’Brady restaurant
1/12/2014
SFYHA
5 of 6
1/12/2014
SFYHA
6 of 6
Location:
October 16, 2013 1 hour
Meeting Organizer*:
7:05 pm
End Time:
St. Francis Community Center Anne Penner 9:00 PM
October Board Meeting
Attendees Name Jennifer Smith
Joel Boerboom
Karen Hartstrom
Chris Baumgardt
Heather Karpinski
Eric Butterfield
Paul Finnvik
Brigit Hillyard
Anne Penner
Ross Kelley
Brian Besch
GUESTS: Tim Timm (D10)
Chad Cedarstrand
Nick Carpentier
Benson’s
Sheri Bona
Greg Wolf
Agenda
President Report Agenda Items Director Reports Guest Discussions Motions
1/12/2014
SFYHA
1 of 6
President Report/Agenda (Anne)
Revised Locker Room Supervision. First two paragraphs updating directly from USA Hockey. Bullet 2 – added verbiage about background screening. Bullet 3 – gender correct updates. Bullet 5 – changed verbiage about cell phones and electronic devices. Sent out to board on 9/26 to review. Anne called for motion to approve/accept
Policy & Procedures manual - Introduced in May of 2012. Since that time have some references/updates. Board received on 9/26 to review. A few changes were proposed. Topic tabled for November meeting. Super Saints – Chris stepped to help, but with the other House Director duties, hard to coordinate the Super Saints. At this time, we do not have a volunteer for Super Saints. Asking to the Board to step up and help. Last year we did 10 sessions. Some said too long, others said just right. We need volunteers to skate on ice with them, set dates and times. Eric is willing to pull SS under Mites, just not able to be on the ice at all times. If we have HS or Bantam level helpers can count towards community service. Will put a sign up for board members to sign up after game scheduling done. Will schedule 5 & 5 weeks. $25/session. Encourage the kids to come. Would like to make them a TEAM on the website. Then we can communicate directly to SS if needed.
Vice President Report (Karen Hartstrom)
1/12/2014
Effective this date, Anne is resigning from SFYHA Board of Directors and the Office of President. Per current SFYHA by-laws, the office of Vice President will step into the President position until the current President’s term is complete. The current President’s term is complete in March 2014 (this coming March). The Office of President will be put onto the 2013-2014 Election Ballot. D10 meeting on Monday. Mite & U8 in November 14th @ Coon Rapids. Level 1 ADM clinic is 10/27 @ Coon Rapids. Dec 7 Mites/U8s roster sign off November 9th Travel sign off for rosters. Eric – can the lower mites move around after roster sign off? o Tim Timm – movements of mite can be done, but communicate with Tim. Mite movements are development. The A&B’s are typically set…moving lower mites is alright to do… just document why. IF they are going to a TOURNAMENT/Jamboree – they MUST have a set roster. This past week, Brian, Jen & Karen went to game scheduling. One duplication and one reschedule is needed. We are going to ‘try’ and on-line scheduling this week for the rest of PW/U12 and BanB2. The new program is getting better. Per Anne’s resignation, Karen will assume the role of President while also completing the role of Vice President/Registrar.
SFYHA
2 of 6
Treasurer (Brian Besch)
Working on teams for billing Accounts Receivable for last year – 1,124.00. This is SO much better than prior years when we wrote off 70K. All tournament checks have been mailed and cut. Calendars are going to print. Will need help to get them all together. Weekend of 10/26 Each team will get practice jerseys because Chris got such a good price with jerseys this year Ordering 1st aid kits for each team… will need to be returned. Price is TBD.
Bantams (Paul Finnvik)
Try outs completed. Overall they went very well. Very few issues or complaints from parents. Looking forward to starting the season.
PeeWee (Ross Kelley)
At this time; we have a goalie issue. We lost a goalie to injury for full year. We have one who is out with injuries until November.
At this time we are searching to fill B2 goalie.
We have been in contact with the Mau family. At this time, we have not heard back. Another prior family is also of consideration; however there are personal family conflicts for specific weekend days.
Question from Guests: o What happens if we do NOT get a goalie and our 2nd goalie can’t get back on ice? We may have to have a situation where a skater needs to be a goalie o Can we move B1 to A and B2 to B1 (skaters)? We have extra- large teams and might even exceed the limit of roster spots o What is the next step? Time frame? Ross will call tonight back the Mau’s Executive committee & Try Out committee will have to look at possible squirt goalie? o What do we do with the 1 or 2 goalies we have for team placement? Ross will need to sit down with both families and figure out what to do?
We need to have something by Wednesday evening
Have B2 coach – Bill Karas is willing to coach
1/12/2014
SFYHA
3 of 6
MITES (Eric Butterfield)
GIRLS (Joel Boerboom)
Equipment Manager (Chris Baumgardt)
Fundraising (Heather Karpinski)
Try hockey for free on Nov 2nd. Will have a couple sets of equipment from local stores. Will need volunteers for registration and on-ice.
Game formats will be D/C – half. B&A full ice after December.
Meet with Dave for coaches for B level.
Nov 14th for mite meeting… need Joel and Karen to participate @ CR.
Jamborees – almost every association is having a jamboree this year. Along with the 2 Mite Tournaments, we might be over jamborreed… we do not want us to have wasted ice. Joel not worried if we do not have one, we can find one for our association. Will find out more on Nov 14th. Table discussion until after mite scheduling.
Level 1 coaching is on 10/27.
U14; two tried out. 1 A 1 B team.
U12; 6 tried for A team. 5 made it; 1 will be back to SFYHA 12B… will leave us 11 skaters with a goalie.
U10; 2 girls tried out at Champlin Park made top 5, will play for Champlin Park. Our B team will have 13 skaters and a goalie
U8; total 14 girls between the mite and U8s. Current declared U8’s is 9. Two played D mite last year
Closing date for registration – propose to move the closing date to last date of August for next year. Will give Age directors an idea of numbers coming into September meeting with accurate numbers. All agree we can do that for next year.
Jerseys are ordered.
We are ordering all jerseys as “Saints” and Bantams are “Iron Saints”. Girls will be “Saints”.
Sponsorships – had good turn-out. All but 3 teams are sponsored.
Next steps are socks – better quality sock for this coming year.
Heggies pizza fundraiser went very well. Roughly $200/family of earned credits for those who sold. We sold $2K more than last February. $1200 less than last September. Wreaths fundraising is underway. Goes until end of October. Estimated pick up week before Thanksgiving.
Volunteer Coordinator (Bridget Hylard) Secretary (Jen Smith)
Need copies of manager’s emails to contact regarding volunteer checks.
The City of East Bethel has approached SFYHA and the High School Hockey teams to find if there is interest in either/both groups to purchase the East Bethel Ice Arena. Given the City of East Bethel’s financial situation with the Water and Sewer system, the city is looking for ways to reduce their line item budgets. Jen had a meeting with the City Administrator, Jack on October 8th, to discuss the situation. Embedded to document, is the meeting minutes/notes which highlights the current situation.
East Bethel Ice Arena_meeting_100813_v2.pptx
1/12/2014
SFYHA
4 of 6
Guests
Tim Timm – locker room policy is a controversial item. This year D10 have had 4 issues ALREADY. All 4 issues are due to locker room bullying and associations not having locker room monitors. They do not have to be inside the room ‘all the time’ per the safe sport rules. But they do have to be looking in on them very frequently. Last year we had issues with photos; locker room boxing; bullying… the monitor can save associations a TON of grief and liabilities in the future. Greg Wolfe – Greg was asked to step in as a B2 coach. When he signed up, there wasn’t a list of things that coach needed to do. There weren’t tournaments left; didn’t have pucks; communication lacking… can there be a check list/duty list for new coaches & procedures and things to do…. o Board: great feedback, and something which can be written for next year in the off season. Sheri Bona – as first time manager, Sheri was overwhelmed. Would like to have better communications…. o Board: great feedback, and something which can be addressed for next year. Unfortunately, with the start of the season and some board members doing dual duties, this has gotten missed. Greg – feelings from returning B2 players from last year… felt doesn’t matter with association. Poor ice times and match up times with non-A & B1 teams. Would like to have the lower teams scheduled with the upper teams. Gives perception that association doesn’t care about lower teams….. Only the upper teams. o Board: For future scheduling, we will make a specific effort to put with the all team combinations equally.
Motions Passed Locker Room Supervisor Revisions
Per President Report above. Motion to approve called by Anne. Eric Motioned to accept; Second by Karen. 100% passage
Action Items Task
Update/Comments
Responsibility
Due Date
Mite/U8 Jamboree
Choose weekend date & work with Brian
Eric
November
Beef O’Brady fundraiser
Create logistics of fundraiser with Beef
Ross/Heather
??
O’Brady restaurant
1/12/2014
SFYHA
5 of 6
1/12/2014
SFYHA
6 of 6
