McKenzie County Hockey Club - SportsEngine Solutions
McKenzie County Hockey Club Board of Directors – Meeting Minutes RoughRider Events Center – Hockey Club Room July 11, 2017 Board Members Present: - Leann Voll (President) - Tim McCauley (Vice President) - Jeff Kummer (Sec./Treasurer) Board Members Absent: None Others Present: None
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Kathy Skarda Jarrett Wold Tony Wood
Meeting called to order by Leann at 7:00 pm ➢ Previous Meeting Minutes: o Approval of June 5, 2017 minutes. Motion by McCauley second by Skarda. All aye, approved. ➢ Treasurer’s Report: o Kummer reported an Operating account balance of $64,109.83 and a gross MCHC allaccount balance of $137,795.33 (including $50,744 in the Rink Naming Fund) as of 07/11/2017. o The 3rd and 4th installments to the RoughRider Center were paid in June, totaling $30,000. No further payments are necessary under the original one-year RRC user agreement. o A budget will be supplied by Kummer at the August meeting. o Approval of April 2017 financials and treasurer’s report. Motion by Skarda second by Wold. All aye, approved.
Old Business: ➢ Policy: o Bylaws: Final draft was reviewed section-by-section. A vote to approve the new Bylaws was tabled due to discussion around the eligibility of MCHC members to hold elected office without children in the program. Secondly, the NDAHA Bylaws cause for certain language to be included in the MCHC Bylaws. Both of which will be reviewed and the document revised. Kummer will work with Wyatt Voll to revise the o Club Handbook: McCauley presented a rough draft of the handbook. Discussion ensued related to codes of conduct and other policies that need to be written into the handbook. McCauley will work with the board to continue refining the handbook. ➢ Insurance Update: o Kummer advised that he met with Allen Shelley regarding the club’s insurance. Approximately half of the cost is associated with equipment at the MPB (ie. Ice-making equipment) so pending decision on that equipment we could save money in the future. Accidental insurance is being sought should the MCHC be managing Open Skating and other non-MCHC ice uses for the upcoming season.
➢ Facility Discussion: o Multi-Purpose Building: Kummer explained the oak trophy case was removed, however there are still items remaining in the MPB, some of which were purchased 50/50 with the Fair Board/County. Kummer will provide the Fair Board with a letter detailing the items and their original costs to work towards finalizing ownership and removal of all outstanding items, except for the ice-making equipment. The ice-making equipment will be valued and presented by Kummer at the next board meeting. Electrical service to the ice plant is being disconnected and the old cooling tower was hauled off by the Fair Board, before the Fair took place last week, for scrap. o RoughRider Center – Ice Rinks: Kummer then described continued conversations with the Park Board, related to MCHC’s use of the RRC next year. Negotiations are ongoing and generally positive. We expect a first draft of a new user/management agreement in the coming week(s). Wood explained his research of the Ice Area utilities and is confident that the ice area utilities are for the ice area only. A final on-site with Kraus Anderson when they come out to witness the ice coming off of the Hansen will confirm Wood’s findings. ➢ Ice Schedule o Voll advised that the Hansen ice will come off starting June 29th or the following Monday pending availability of the 3rd party and engineers that wish to be present to witness the ice removal and inspect the floor. Discussion was had related to when to bring the ice back in the Fall. The consensus was that it would be good to have ice again, at least on one sheet, in mid to late September, followed by the second sheet (Hansen) in early October.
New Business: ➢ Tournament Registration Limitations and Number of Games: o Squirts: Bob Strom requested a Jamboree in November to be hosted by Outlaws. The dates conflicted with dates for a NDAHA Squirt Jamboree. The priority will be given to the NDAHA Jamborees however the board is supportive of bringing these types of events to Watford City. Voll advised that the NDAHA must sanction any requested tournaments. Discussion ensued on maximum number of games, out of town tournaments, and allowable distances travelled at the Mite age. Wold recommended no more than 2 additional tournaments, on top of the NDAHA jamborees, with only one being over 200 miles from WC. Individual games with regionally close competition not included in the limits. McCauley advised of guidelines that are supplied by USA Hockey related to number of games by age level and practice to game ratios. McCauley to report back to the board on these recommendations and add to the Handbook. o Tournaments: Wold explained the MCHC policy of $1500 or 2 tournaments. Discussion ensued related to setting different policy based on age groups, specifically Mite, Squirt, and PeeWee & up. These new policies require further discussion and addition to the Handbook to be made by McCauley. ➢ Movement of Players: Voll discussed the club’s policy on movement of players which has historically required a letter from the parent requesting that their child be moved up a level. Said letter needs to be authorized as well by the coaches affected by the transfer. This shall remain a club policy and be included in the handbook (McCauley).
➢ Registration: o Voll discussed registration dues from the previous season. Discussion ensued pointing towards the many number of changes and unknowns for the upcoming season and the desire of the board to keep constant dues to our membership. Further discussion regarding maintaining a healthy amount of new hockey players for the upcoming season. ▪ Motion by Kummer to set the 2017/18 season dues the same as the previous season and to waive the registration fee and DIBS requirement of the MCHC for first year players in the 8U age group. Learn to Skate participants also excluded from DIBS requirements and subject to separate registration. Second by Wold. All Aye, Approved. o Wood discussed the registration process and the software we have been using to track inventory which has expired. ▪ Registration will open on August 1, 2017 ▪ An “Open House” date/time was discussed but no firm date was chosen. Kummer will email the membership regarding the opening of registration and a date for the Open House. ▪ Wood will coordinate a meeting with the registration/equipment rental subcommittee prior to the August MCHC Board Meeting. ▪ Motion by Wold to renew the Inventory Software, second by McCauley, All Aye, Approved. ➢ DIBS: o Voll discussed that DIBS requirements in the past has been 20 hours per family regardless of how many children a family may have in the program. Based on the previous motion and no further action on the DIBS program the DIBS requirements will remain the same, except for first year players in the 8U age group. ➢ Security: o Voll explained for the need to obtain a new set of locks and keys for the Junior Gold and 19U dedicated locker rooms due to the valuable lockers contained in them. Voll will purchase said items. ➢ Coaches: o Wold and McCauley have been working on finding a coach for the Bantam age group. A new member to our community, Andrew Bargelski, has collegiate hockey experience and and interest as an asst. for the Bantam team. Beau Heiser is also going to be approached to coach this group. Remaining coaching slots to fill are in the Girls 12U and Squirts. Also many coaches needed for Learn to Skate and all 8U. Wold/McCauley/Kummer will work on filling the remaining slots and talking to coaches. A coaches meeting will take place in mid to late August, Kummer will coordinate. ➢ Advertising: o Wold discussed a campaign for the upcoming season to promote dasher board advertising and also gave examples of what the gymnastics club has done for other types of fundraisers (Ex. Lock ins, and jump rope to engage the families of the youngsters). Wold is to locate all advertising agreements from the past season to organize the best approach on dasher board fundraising for the upcoming season. Dollar amounts for dasher boards were discussed and remain open for discussion to set for next season.
Board Committee Coaching & Player Development • Tim McCauley (Director) • Jarrett Wold • Dave Hansen • Wyatt Voll • Brian Hall • Bob Strom • Keith Norbeck Registration & Equipment Rental • Tony Wood (Director) • Valerie Kummer • Andrea Hall • Kori Berdahl • Danielle Ralph • Dawn Mason • TJ Pickering
Fundraising • Jarrett Wold (Director) • Valerie Kummer • Andy Maxwell Concessions & DIBS • Kathy Skarda (Director) • Rose Buford • Angie Pelton • Stephanie Blegen • Nikki Erwin • Elizabeth Ceja Recruitment & Retention • Jeff Kummer (Director) • Steph Scofield Building/Maintenance • Leann Voll (Director) • Lori McCauley • Michelle Olson • Andrea Lundberg • Leah Voll
Report “Try-Out Committee” – To provide examples of a Try-Out program and plan for performing for Squirts this year. Club Handbook – To provide a draft to the board. Players and Coaches Code of Conduct – To provide the board with drafts of new and revised documents. Coaching Clinic – Reach out to David Hoff for WC clinic. Coaches – Recruit and list coaches for all teams SportsEngine Registration Training Equipment Rental Software Review and Training Setup Registration for 2017/18 Season Ensure “Consent to Treat” forms are complete for all players Inventory – Provide board with an inventory of rental equipment and needs for upcoming season Jerseys – Provide same as above Storage Location – Review logistics of equipment rental location and look for better solutions. Equipment Requisition – Review and finalize process for all equipment requisition Dasher Board Advertising Campaign and Rates “Grandparents Club”
Main Street Cooking (2 weekends in June) – Approved Ribfest Cookshack – Approved to participate NDRA Finals Rodeo Cookshack – Kathy to confirm with the Fair Board that they would like us to cook
Learn-to-Skate Program Recruiting plan for upcoming season Advertising for upcoming season Develop cleaning and maintenance schedule - Based on hockey schedule to establish teams cleaning schedule weekly. To also include concessions.
Motion to adjourn the meeting by Wold, second by McCauley, Meeting adjourned. Next meeting scheduled for August 8 , 2017 at 7:00 PM at the RRC. Respectfully Submitted by Jeff Kummer, MCHC Secretary/Treasurer
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Kathy Skarda Jarrett Wold Tony Wood
Meeting called to order by Leann at 7:00 pm ➢ Previous Meeting Minutes: o Approval of June 5, 2017 minutes. Motion by McCauley second by Skarda. All aye, approved. ➢ Treasurer’s Report: o Kummer reported an Operating account balance of $64,109.83 and a gross MCHC allaccount balance of $137,795.33 (including $50,744 in the Rink Naming Fund) as of 07/11/2017. o The 3rd and 4th installments to the RoughRider Center were paid in June, totaling $30,000. No further payments are necessary under the original one-year RRC user agreement. o A budget will be supplied by Kummer at the August meeting. o Approval of April 2017 financials and treasurer’s report. Motion by Skarda second by Wold. All aye, approved.
Old Business: ➢ Policy: o Bylaws: Final draft was reviewed section-by-section. A vote to approve the new Bylaws was tabled due to discussion around the eligibility of MCHC members to hold elected office without children in the program. Secondly, the NDAHA Bylaws cause for certain language to be included in the MCHC Bylaws. Both of which will be reviewed and the document revised. Kummer will work with Wyatt Voll to revise the o Club Handbook: McCauley presented a rough draft of the handbook. Discussion ensued related to codes of conduct and other policies that need to be written into the handbook. McCauley will work with the board to continue refining the handbook. ➢ Insurance Update: o Kummer advised that he met with Allen Shelley regarding the club’s insurance. Approximately half of the cost is associated with equipment at the MPB (ie. Ice-making equipment) so pending decision on that equipment we could save money in the future. Accidental insurance is being sought should the MCHC be managing Open Skating and other non-MCHC ice uses for the upcoming season.
➢ Facility Discussion: o Multi-Purpose Building: Kummer explained the oak trophy case was removed, however there are still items remaining in the MPB, some of which were purchased 50/50 with the Fair Board/County. Kummer will provide the Fair Board with a letter detailing the items and their original costs to work towards finalizing ownership and removal of all outstanding items, except for the ice-making equipment. The ice-making equipment will be valued and presented by Kummer at the next board meeting. Electrical service to the ice plant is being disconnected and the old cooling tower was hauled off by the Fair Board, before the Fair took place last week, for scrap. o RoughRider Center – Ice Rinks: Kummer then described continued conversations with the Park Board, related to MCHC’s use of the RRC next year. Negotiations are ongoing and generally positive. We expect a first draft of a new user/management agreement in the coming week(s). Wood explained his research of the Ice Area utilities and is confident that the ice area utilities are for the ice area only. A final on-site with Kraus Anderson when they come out to witness the ice coming off of the Hansen will confirm Wood’s findings. ➢ Ice Schedule o Voll advised that the Hansen ice will come off starting June 29th or the following Monday pending availability of the 3rd party and engineers that wish to be present to witness the ice removal and inspect the floor. Discussion was had related to when to bring the ice back in the Fall. The consensus was that it would be good to have ice again, at least on one sheet, in mid to late September, followed by the second sheet (Hansen) in early October.
New Business: ➢ Tournament Registration Limitations and Number of Games: o Squirts: Bob Strom requested a Jamboree in November to be hosted by Outlaws. The dates conflicted with dates for a NDAHA Squirt Jamboree. The priority will be given to the NDAHA Jamborees however the board is supportive of bringing these types of events to Watford City. Voll advised that the NDAHA must sanction any requested tournaments. Discussion ensued on maximum number of games, out of town tournaments, and allowable distances travelled at the Mite age. Wold recommended no more than 2 additional tournaments, on top of the NDAHA jamborees, with only one being over 200 miles from WC. Individual games with regionally close competition not included in the limits. McCauley advised of guidelines that are supplied by USA Hockey related to number of games by age level and practice to game ratios. McCauley to report back to the board on these recommendations and add to the Handbook. o Tournaments: Wold explained the MCHC policy of $1500 or 2 tournaments. Discussion ensued related to setting different policy based on age groups, specifically Mite, Squirt, and PeeWee & up. These new policies require further discussion and addition to the Handbook to be made by McCauley. ➢ Movement of Players: Voll discussed the club’s policy on movement of players which has historically required a letter from the parent requesting that their child be moved up a level. Said letter needs to be authorized as well by the coaches affected by the transfer. This shall remain a club policy and be included in the handbook (McCauley).
➢ Registration: o Voll discussed registration dues from the previous season. Discussion ensued pointing towards the many number of changes and unknowns for the upcoming season and the desire of the board to keep constant dues to our membership. Further discussion regarding maintaining a healthy amount of new hockey players for the upcoming season. ▪ Motion by Kummer to set the 2017/18 season dues the same as the previous season and to waive the registration fee and DIBS requirement of the MCHC for first year players in the 8U age group. Learn to Skate participants also excluded from DIBS requirements and subject to separate registration. Second by Wold. All Aye, Approved. o Wood discussed the registration process and the software we have been using to track inventory which has expired. ▪ Registration will open on August 1, 2017 ▪ An “Open House” date/time was discussed but no firm date was chosen. Kummer will email the membership regarding the opening of registration and a date for the Open House. ▪ Wood will coordinate a meeting with the registration/equipment rental subcommittee prior to the August MCHC Board Meeting. ▪ Motion by Wold to renew the Inventory Software, second by McCauley, All Aye, Approved. ➢ DIBS: o Voll discussed that DIBS requirements in the past has been 20 hours per family regardless of how many children a family may have in the program. Based on the previous motion and no further action on the DIBS program the DIBS requirements will remain the same, except for first year players in the 8U age group. ➢ Security: o Voll explained for the need to obtain a new set of locks and keys for the Junior Gold and 19U dedicated locker rooms due to the valuable lockers contained in them. Voll will purchase said items. ➢ Coaches: o Wold and McCauley have been working on finding a coach for the Bantam age group. A new member to our community, Andrew Bargelski, has collegiate hockey experience and and interest as an asst. for the Bantam team. Beau Heiser is also going to be approached to coach this group. Remaining coaching slots to fill are in the Girls 12U and Squirts. Also many coaches needed for Learn to Skate and all 8U. Wold/McCauley/Kummer will work on filling the remaining slots and talking to coaches. A coaches meeting will take place in mid to late August, Kummer will coordinate. ➢ Advertising: o Wold discussed a campaign for the upcoming season to promote dasher board advertising and also gave examples of what the gymnastics club has done for other types of fundraisers (Ex. Lock ins, and jump rope to engage the families of the youngsters). Wold is to locate all advertising agreements from the past season to organize the best approach on dasher board fundraising for the upcoming season. Dollar amounts for dasher boards were discussed and remain open for discussion to set for next season.
Board Committee Coaching & Player Development • Tim McCauley (Director) • Jarrett Wold • Dave Hansen • Wyatt Voll • Brian Hall • Bob Strom • Keith Norbeck Registration & Equipment Rental • Tony Wood (Director) • Valerie Kummer • Andrea Hall • Kori Berdahl • Danielle Ralph • Dawn Mason • TJ Pickering
Fundraising • Jarrett Wold (Director) • Valerie Kummer • Andy Maxwell Concessions & DIBS • Kathy Skarda (Director) • Rose Buford • Angie Pelton • Stephanie Blegen • Nikki Erwin • Elizabeth Ceja Recruitment & Retention • Jeff Kummer (Director) • Steph Scofield Building/Maintenance • Leann Voll (Director) • Lori McCauley • Michelle Olson • Andrea Lundberg • Leah Voll
Report “Try-Out Committee” – To provide examples of a Try-Out program and plan for performing for Squirts this year. Club Handbook – To provide a draft to the board. Players and Coaches Code of Conduct – To provide the board with drafts of new and revised documents. Coaching Clinic – Reach out to David Hoff for WC clinic. Coaches – Recruit and list coaches for all teams SportsEngine Registration Training Equipment Rental Software Review and Training Setup Registration for 2017/18 Season Ensure “Consent to Treat” forms are complete for all players Inventory – Provide board with an inventory of rental equipment and needs for upcoming season Jerseys – Provide same as above Storage Location – Review logistics of equipment rental location and look for better solutions. Equipment Requisition – Review and finalize process for all equipment requisition Dasher Board Advertising Campaign and Rates “Grandparents Club”
Main Street Cooking (2 weekends in June) – Approved Ribfest Cookshack – Approved to participate NDRA Finals Rodeo Cookshack – Kathy to confirm with the Fair Board that they would like us to cook
Learn-to-Skate Program Recruiting plan for upcoming season Advertising for upcoming season Develop cleaning and maintenance schedule - Based on hockey schedule to establish teams cleaning schedule weekly. To also include concessions.
Motion to adjourn the meeting by Wold, second by McCauley, Meeting adjourned. Next meeting scheduled for August 8 , 2017 at 7:00 PM at the RRC. Respectfully Submitted by Jeff Kummer, MCHC Secretary/Treasurer
