Cyclones Amateur Hockey Association
Cyclones Amateur Hockey Association Board of Directors Meeting Minutes October 14, 2013 Fox Valley Ice Area ~ Geneva, IL Mark Plantery called the meeting to order at 7:32 PM DIRECTORS PRESENT Mark Plantery Maria Frano
David Struwing (E) Tom Baginski
Dan Deli Joseph D’Amico
Ted Kauss John Price
DIRECTORS ABSENT Bob Gatto
ASSOCIATES PRESENT Jay Rule Joe Lorusso
Vito DiPietra Rich Sharp
Julie Gebhardt
ASSOCIATES ABSENT Marty Allamian Doug Cuscaden
Gene McEnery
STAFF PRESENT Peter Rutili Mike Papa
Rebeca Mead
STAFF ABSENT Christie Tierney Quorum Established by Maria Frano. Minutes and Approval:
August 26, 2013 Board Meeting Minutes Approved, Joseph D’Amico motioned, Tom Baginski 2nd, motion carried (7-0 – Dave Struwing stepped out at minute approval).
Board of Directors Minutes 10/14/2013 - Page 1
OPEN SESSION ITEMS President’s Comments: Marty Allamian had triple bypass. Julie Gebhardt will be in charge of bereavement notes. Regarding tryouts, most of the feedback was positive. Ratio of coaches/player was good. We formed a 3rd team at PW NWHL on the day of evaluations. Mike Papa helped to get ice at Carol Stream. Carol Stream will be utilized by all NIHL/NWHL teams. PW NW teams will get more ice at Carol Stream because they lose the most with blackouts. Rink had significant layoffs. There were 7 employees who were preplaced. The ice has been bad since those employees were replaced. There was a surprise drug test and Brett failed it and others refused to take it. We are utilizing the room next to Get Fast, for free. We will use it as a study room for kids. Frank Binetti offered to donate a TV. We will put in a dry-erase board, too. We will have a sign-out sheet like the skybox. The EC met a couple weeks ago and went over Wendy’s contract, club credit card, registration refund policy. Public Forum: Scott Rittenberg presented about RapidShot. It’s been around since 2005 in various rinks throughout the US/Canada. There are 4 training models. 10-week program. Gives you a report card, compares to other kids your age. Improves biomechanics, stamina and skills. Accuracy improves. Unlimited use: $300/year; 10 hours: $249; 4 hours: $149.
League Reports: NIHL:
CSDHL: NWHL: SWSL:
President’s meeting was 9/9. Mite jamboree will be 10/26-10/27. All Cyclones mites are at All Seasons on the 27th. Peoria Rule: Rockford wanted to be exempt, but was rejected. 2 + 10 penalties have come to pass. 10/29 regular tiers will be announced for gold and elite, 10/30 for silver and bronze. Regular season starts 11/5. Academic excellence is back on this year. B honor role for HS students. When player is injured it should be written on score sheet and CSDHL notified. Nothing Nothing
Board of Directors Minutes 10/14/2013 - Page 2
Hockey Director Report: New coaches: 6 at travel; 2 at travel prep and 3 at NW. 47 travel mites this year (last year we had 33). 29 travel prep players (last year we had 19). 53 Midgets this year (last year we had 35). Some pushback with 6:40 AM practice times. Monday night specialty clinics are being run by Kenny, Mark, Jon Krall, Vic Heurlin and Bob Kinsella. Midget Mentor programs are getting started. Steve Chelios was let go because he didn’t get the stipend he wanted. He’s the HD at Jet and we are still paying him for skills at Jet (currently $125/hr). Haven’t heard anything negative about him in 2 weeks. We’ve been invoiced from Jet for payments to Chelios. Treasurer’s Report: Revenue: Expenses: Net: Last Year: Balance:
$617,384 $445,208 $172,176 $154,399 $501,128
Audit will take place 10/1 – 10/3 There was an issue with the checks we ordered. They only printed 9 numbers of the account on the checks. It’s been fixed. Manager Coordinator Report: Pictures are 10/21-10/23. Managers are in place, 12 new managers. We had 2 meetings, a travel and a NWHL meeting. Lisa Allamian is helping with the NW information for managers. There are 9 teams attending the Grand Rapids tournament. Scheduling is 11/2 for NIHL 11/13 for NWHL. Winterfest will be 12/14-12/15. Coaches game will be at 2:20 this year due to AU/NIU game. Registrar:
NONE
Ice Scheduler:
Met with Craig and James (and Paul) regarding ice. Craig assures us we’ll get what ice we need. Trying to get discount for 6:40AM ice. If Stephanie was competent we wouldn’t need Carol Stream ice or 6:40 AM slots.
Board of Directors Minutes 10/14/2013 - Page 3
Volunteer Coordinator: Picture day coming up, will be asking for volunteers. Winterfest volunteer opportunities 19 mentors have signed up Committee Updates: Marketing: Misti.
Brochure isn’t high enough resolution for printer. Need to get higher resolution from
Player Development:
NONE
Nominating: Elections for ABMs in November. Tom to chair, John P. to help and someone from general membership needed.
Apparel: B&R updates
1st & 2nd jersey orders were received and distributed 3rd & 4th jersey orders were placed 9/20 & 10/2 1st order for garment bags & hockey bags received, handouts starting 10/14 1st order of Warm-ups & parkas we are still waiting for. Past due. Waiting for update form B&R as to the hold up. 2nd & 3rd Warm-ups & parka orders placed
New Socks
2nd order of youth Rebook socks was placed and filled by B&R (81h + 81a) Total socks ordered now at 1,162 (581h + 581a) Most squirts and smaller peewee’s asked for the youth sizes which lead to the shortage and subsequent re-order of the youth size. Exchanges starting 10/14
Current orders & invoices
Tron Practice jerseys have been received and distributed. Checks have been collected and will be placed in the safe tonight. Helmet stickers o Ordered and waiting delivery We have a few invoices to send to treasury department
Formation of true Apparel Committee
Would like to send e-mail to club membership. Looking for members who wish to be on the Apparel Ordering Committee. Committee members will be responsible for following o Table items & sales - trusted volunteers to work the table on an as-needed basis on Monday nights.
Board of Directors Minutes 10/14/2013 - Page 4
o
Website:
Future orders – needed to review and recommend future items/orders, get feedback form membership and see what people are interested in us stocking, etc. Running smoothly. Needs to work on Manager Resources patch registration.
Strategic Planning: Fundraising:
Meeting next week or week after.
NONE
Alumni: Christian Fischer is the current alum selected. He has a game on 3/28 at Edge. John P. to call Justin Wade for an interview. Discussion/Open Items: Social media has been adopted and part of rules and regs. Ted to put on home page. Jet Hockey would like to partner with us regarding a learn-to-skate program. We need to look at the details. Performance evaluation form is good and we need to get started on the evals of our staff. Office Access: Access card and access code is Struwing’s recommendation. We need to find out the cost.
Board of Directors Minutes 10/14/2013 - Page 5
CLOSED SESSION ITEMS Discussion/Action Items: Rapid Shot: It was determined by the board that without the proper instruction it does not teach the kids the correct way to hold the stick or stance and therefore would not be endorsed by the club. Registration Policy: No refund of registration/tryout fee is the policy but the EC will review extenuating circumstances on a case-by-case basis. Lease Agreement: Have not heard from the rink management in over a week. It was determined that Mark should finish the locker room. Compensation for coaches at Jet: Currently we pay coaches $125/hour for Jet training. Mark to ask Pete what is a fair amount for the number of skaters the coaches at Jet are working with. Perhaps $75/hour. Seeing as it’s a smaller surface with less kids on the ice per hour, $125 seems to be a bit too much for Jet. Compensation for Mark as the head coach of the Midget B team: Mark took over the head coaching responsibilities for the Midget B team when we could not reach an agreement with Steve Chelios regarding compensation. Mark, Tom and Dave Struwing recused themselves from discussions. Dan Deli motioned to pay Mark the original stipend amount budgeted for the Midget B coach, Joseph D’Amico 2 nd, motion carried (5-0-3). Closed Committee Reports: Finance:
NONE
Strategic Planning:
NONE
Bylaws:
Committee to meet next week to go over revisions to bylaws.
Rules & Ethics: conduct.
Letters of reprimand sent to Mite parents regarding violation of parent code of
Treasurer: NONE
Old Business: NONE New Business: Wendy’s contract was up on August 31st. A new contract, same term same compensation was sent to her. She asked for an increase in compensation. EC recommends increasing her compensation and term. The directors will vote regarding the same via email as the quorum was lost when John P. had to leave the meeting.
Board of Directors Minutes 10/14/2013 - Page 6
Meeting disbanded (Dave Struwing motioned and Tom Baginski 2 nd, but unable to officially adjourn due to lack of quorum) at 10:48PM.
Board of Directors Minutes 10/14/2013 - Page 7
Cyclones Action Items
NOTE:
#
The first name listed in the "Responsible" column is the person responsible for coordinating any small group efforts necessary to accomplish the task.
Action Item Description
Responsible Mark/Gene/Marty
Open Date 1/14/13
Date Due 2/11/13
Closed Date
Status
36
Grant Program
38
Progression Example in Display Case
Julie/Pete
2/11/13
3/11/13
OPEN
39
Drugs Presentation for Bantams and Midgets?
John
2/11/13
Fall, 2013
OPEN
40
Support our Troops incorporation into Winterfest
Maria
3/11/13
12/1/13
OPEN
41
Volunteerism research
Rebeca
3/11/13
4/15/13
OPEN
43
Club Credit Card
Dan
8/26/13
10/14/13
OPEN
44
Adding an email address to the website designed to receive membership questions
Ted
8/26/13
10/14/13
OPEN
45
Performance staff/board
for
Dave
8/26/13
10/14/13
OPEN
46
Confidentiality Agreement for staff and board
Jay
8/26/13
10/14/13
OPEN
47
First Aid Kits for Coaches
Julie
8/26/13
10/14/13
OPEN
48
Sign-out sheet for Study Room
Maria
10/14/13
11/11/13
OPEN
49
Office Access
?
10/14/13
11/11/13
OPEN
Evals
Comments
OPEN
Board of Directors Minutes 10/14/2013 - Page 8
Board of Directors Minutes 10/14/2013 - Page 9
David Struwing (E) Tom Baginski
Dan Deli Joseph D’Amico
Ted Kauss John Price
DIRECTORS ABSENT Bob Gatto
ASSOCIATES PRESENT Jay Rule Joe Lorusso
Vito DiPietra Rich Sharp
Julie Gebhardt
ASSOCIATES ABSENT Marty Allamian Doug Cuscaden
Gene McEnery
STAFF PRESENT Peter Rutili Mike Papa
Rebeca Mead
STAFF ABSENT Christie Tierney Quorum Established by Maria Frano. Minutes and Approval:
August 26, 2013 Board Meeting Minutes Approved, Joseph D’Amico motioned, Tom Baginski 2nd, motion carried (7-0 – Dave Struwing stepped out at minute approval).
Board of Directors Minutes 10/14/2013 - Page 1
OPEN SESSION ITEMS President’s Comments: Marty Allamian had triple bypass. Julie Gebhardt will be in charge of bereavement notes. Regarding tryouts, most of the feedback was positive. Ratio of coaches/player was good. We formed a 3rd team at PW NWHL on the day of evaluations. Mike Papa helped to get ice at Carol Stream. Carol Stream will be utilized by all NIHL/NWHL teams. PW NW teams will get more ice at Carol Stream because they lose the most with blackouts. Rink had significant layoffs. There were 7 employees who were preplaced. The ice has been bad since those employees were replaced. There was a surprise drug test and Brett failed it and others refused to take it. We are utilizing the room next to Get Fast, for free. We will use it as a study room for kids. Frank Binetti offered to donate a TV. We will put in a dry-erase board, too. We will have a sign-out sheet like the skybox. The EC met a couple weeks ago and went over Wendy’s contract, club credit card, registration refund policy. Public Forum: Scott Rittenberg presented about RapidShot. It’s been around since 2005 in various rinks throughout the US/Canada. There are 4 training models. 10-week program. Gives you a report card, compares to other kids your age. Improves biomechanics, stamina and skills. Accuracy improves. Unlimited use: $300/year; 10 hours: $249; 4 hours: $149.
League Reports: NIHL:
CSDHL: NWHL: SWSL:
President’s meeting was 9/9. Mite jamboree will be 10/26-10/27. All Cyclones mites are at All Seasons on the 27th. Peoria Rule: Rockford wanted to be exempt, but was rejected. 2 + 10 penalties have come to pass. 10/29 regular tiers will be announced for gold and elite, 10/30 for silver and bronze. Regular season starts 11/5. Academic excellence is back on this year. B honor role for HS students. When player is injured it should be written on score sheet and CSDHL notified. Nothing Nothing
Board of Directors Minutes 10/14/2013 - Page 2
Hockey Director Report: New coaches: 6 at travel; 2 at travel prep and 3 at NW. 47 travel mites this year (last year we had 33). 29 travel prep players (last year we had 19). 53 Midgets this year (last year we had 35). Some pushback with 6:40 AM practice times. Monday night specialty clinics are being run by Kenny, Mark, Jon Krall, Vic Heurlin and Bob Kinsella. Midget Mentor programs are getting started. Steve Chelios was let go because he didn’t get the stipend he wanted. He’s the HD at Jet and we are still paying him for skills at Jet (currently $125/hr). Haven’t heard anything negative about him in 2 weeks. We’ve been invoiced from Jet for payments to Chelios. Treasurer’s Report: Revenue: Expenses: Net: Last Year: Balance:
$617,384 $445,208 $172,176 $154,399 $501,128
Audit will take place 10/1 – 10/3 There was an issue with the checks we ordered. They only printed 9 numbers of the account on the checks. It’s been fixed. Manager Coordinator Report: Pictures are 10/21-10/23. Managers are in place, 12 new managers. We had 2 meetings, a travel and a NWHL meeting. Lisa Allamian is helping with the NW information for managers. There are 9 teams attending the Grand Rapids tournament. Scheduling is 11/2 for NIHL 11/13 for NWHL. Winterfest will be 12/14-12/15. Coaches game will be at 2:20 this year due to AU/NIU game. Registrar:
NONE
Ice Scheduler:
Met with Craig and James (and Paul) regarding ice. Craig assures us we’ll get what ice we need. Trying to get discount for 6:40AM ice. If Stephanie was competent we wouldn’t need Carol Stream ice or 6:40 AM slots.
Board of Directors Minutes 10/14/2013 - Page 3
Volunteer Coordinator: Picture day coming up, will be asking for volunteers. Winterfest volunteer opportunities 19 mentors have signed up Committee Updates: Marketing: Misti.
Brochure isn’t high enough resolution for printer. Need to get higher resolution from
Player Development:
NONE
Nominating: Elections for ABMs in November. Tom to chair, John P. to help and someone from general membership needed.
Apparel: B&R updates
1st & 2nd jersey orders were received and distributed 3rd & 4th jersey orders were placed 9/20 & 10/2 1st order for garment bags & hockey bags received, handouts starting 10/14 1st order of Warm-ups & parkas we are still waiting for. Past due. Waiting for update form B&R as to the hold up. 2nd & 3rd Warm-ups & parka orders placed
New Socks
2nd order of youth Rebook socks was placed and filled by B&R (81h + 81a) Total socks ordered now at 1,162 (581h + 581a) Most squirts and smaller peewee’s asked for the youth sizes which lead to the shortage and subsequent re-order of the youth size. Exchanges starting 10/14
Current orders & invoices
Tron Practice jerseys have been received and distributed. Checks have been collected and will be placed in the safe tonight. Helmet stickers o Ordered and waiting delivery We have a few invoices to send to treasury department
Formation of true Apparel Committee
Would like to send e-mail to club membership. Looking for members who wish to be on the Apparel Ordering Committee. Committee members will be responsible for following o Table items & sales - trusted volunteers to work the table on an as-needed basis on Monday nights.
Board of Directors Minutes 10/14/2013 - Page 4
o
Website:
Future orders – needed to review and recommend future items/orders, get feedback form membership and see what people are interested in us stocking, etc. Running smoothly. Needs to work on Manager Resources patch registration.
Strategic Planning: Fundraising:
Meeting next week or week after.
NONE
Alumni: Christian Fischer is the current alum selected. He has a game on 3/28 at Edge. John P. to call Justin Wade for an interview. Discussion/Open Items: Social media has been adopted and part of rules and regs. Ted to put on home page. Jet Hockey would like to partner with us regarding a learn-to-skate program. We need to look at the details. Performance evaluation form is good and we need to get started on the evals of our staff. Office Access: Access card and access code is Struwing’s recommendation. We need to find out the cost.
Board of Directors Minutes 10/14/2013 - Page 5
CLOSED SESSION ITEMS Discussion/Action Items: Rapid Shot: It was determined by the board that without the proper instruction it does not teach the kids the correct way to hold the stick or stance and therefore would not be endorsed by the club. Registration Policy: No refund of registration/tryout fee is the policy but the EC will review extenuating circumstances on a case-by-case basis. Lease Agreement: Have not heard from the rink management in over a week. It was determined that Mark should finish the locker room. Compensation for coaches at Jet: Currently we pay coaches $125/hour for Jet training. Mark to ask Pete what is a fair amount for the number of skaters the coaches at Jet are working with. Perhaps $75/hour. Seeing as it’s a smaller surface with less kids on the ice per hour, $125 seems to be a bit too much for Jet. Compensation for Mark as the head coach of the Midget B team: Mark took over the head coaching responsibilities for the Midget B team when we could not reach an agreement with Steve Chelios regarding compensation. Mark, Tom and Dave Struwing recused themselves from discussions. Dan Deli motioned to pay Mark the original stipend amount budgeted for the Midget B coach, Joseph D’Amico 2 nd, motion carried (5-0-3). Closed Committee Reports: Finance:
NONE
Strategic Planning:
NONE
Bylaws:
Committee to meet next week to go over revisions to bylaws.
Rules & Ethics: conduct.
Letters of reprimand sent to Mite parents regarding violation of parent code of
Treasurer: NONE
Old Business: NONE New Business: Wendy’s contract was up on August 31st. A new contract, same term same compensation was sent to her. She asked for an increase in compensation. EC recommends increasing her compensation and term. The directors will vote regarding the same via email as the quorum was lost when John P. had to leave the meeting.
Board of Directors Minutes 10/14/2013 - Page 6
Meeting disbanded (Dave Struwing motioned and Tom Baginski 2 nd, but unable to officially adjourn due to lack of quorum) at 10:48PM.
Board of Directors Minutes 10/14/2013 - Page 7
Cyclones Action Items
NOTE:
#
The first name listed in the "Responsible" column is the person responsible for coordinating any small group efforts necessary to accomplish the task.
Action Item Description
Responsible Mark/Gene/Marty
Open Date 1/14/13
Date Due 2/11/13
Closed Date
Status
36
Grant Program
38
Progression Example in Display Case
Julie/Pete
2/11/13
3/11/13
OPEN
39
Drugs Presentation for Bantams and Midgets?
John
2/11/13
Fall, 2013
OPEN
40
Support our Troops incorporation into Winterfest
Maria
3/11/13
12/1/13
OPEN
41
Volunteerism research
Rebeca
3/11/13
4/15/13
OPEN
43
Club Credit Card
Dan
8/26/13
10/14/13
OPEN
44
Adding an email address to the website designed to receive membership questions
Ted
8/26/13
10/14/13
OPEN
45
Performance staff/board
for
Dave
8/26/13
10/14/13
OPEN
46
Confidentiality Agreement for staff and board
Jay
8/26/13
10/14/13
OPEN
47
First Aid Kits for Coaches
Julie
8/26/13
10/14/13
OPEN
48
Sign-out sheet for Study Room
Maria
10/14/13
11/11/13
OPEN
49
Office Access
?
10/14/13
11/11/13
OPEN
Evals
Comments
OPEN
Board of Directors Minutes 10/14/2013 - Page 8
Board of Directors Minutes 10/14/2013 - Page 9
