GLYHA Board of Directors Meeting
Meeting Minutes
March 5, 2007
Present: Randy White, Jon Chestnut, Don Morong, Ahmad Haidari, Tammy Daley, Anthony Shaw, Steve Liebold, Maddy Goodell, Jon Singleton, Steve Eickhoff, Jim Damren, Reed Bergwell
Board Members not present: Annmarie McDonagh, Brad Whitaker
A. Presidents Report: At their last meeting, Hanover decided not to join in a merge with Lebanon and Hartford. Don and Brad attended a meeting with Hartford where Hartford expressed an interest in a further alliance with Lebanon. A committee of 4 from each association has been formed to make plans for the next season. 4 from Lebanon include Don Morong, Anthony Shaw, Tom Barber, and Mark Devins. Ceplikas and Nelson will also provide their input. Hartford will have Jay Mullen, Todd B, Mike Lyford, and Clayton. 1 meeting so far with all 8 in agreement on the concept of a continued alliance. Merge would be complete from house to midgets with the girls programs included. A 3 year plan is being worked on (this past season being yr. 1) that would have Lebanon and Hartford merging and at the end of yr. 3 we would form a new association with new colors and a new name. This season will still be discussed as to where each team will play – probably the majority of players on each level team would dictate the state played in. This merge would mean at Valley Mite level we would end our agreement with Hanover. One concern with this is that Hanover is already telling House Mites that they can register with Hanover, meaning we could lose some members. Ahmad says we should have Hanover join the merge at the levels of LTP, LTS, and VM. Jon says there have been problems with this program as it was with Hanover, as it was not the feeder program it was supposed to be. Don says we have asked Hanover to revamp the VM many times and they have not agreed. Now Lebanon and Hartford can create something new and can build it the way it was supposed to be. This merge will also offer a place for the older kids new to hockey to skate. March 12 will be their next meeting where they will work on a formal plan with specifics. Jon suggests president sending out a letter to all members before the annual meeting to let everyone know what is going on. (as communication was an issue this past season) Don says he intends to distribute after the meeting on the 12th with plans and a fee schedule. This board is ok with don proceeding with these Hartford-Lebanon plans. Brad will begin a plan to raise money for new jerseys needed when and if the merge completes in 3 years- Brad will not be running for the board again but does wish to stay involved and help. Don wants everyone to remember that we will be in major fundraising mode.
Hartford used to have a 1 night per week voluntary skill ice that they would like to bring back for the next season. Ahmad says this needs to be done as we need to build skills. There is also a need at all levels for more goalies, Anthony Shaw says there is a lot of interest from the younger kids but the parents are not always wanting their kids to become locked into this position. Cost?? It needs to be communicated to all parents that GLYHA will and does provide goalie equipment.
The regional tournament schedule is posted with a 4:00 Friday start at Campion. Volunteer sign up is posted. Jim says there is confusion with the parent reps about volunteer sign ups. The word was out late and not clear. Maddy says that it was first sent still saying January Thaw and people deleted without reading. Ahmad will send out another email to everyone asking for help. Reminder that must be 16 yrs old or older to run the penalty box, score sheet, or clock because it is a regional tournament. Anthony Shaw will ask his senior players to help out. Ads must be to Scott by Wednesday for the program. Everything else is all set. Don is trying to reach Steve from the snack bar, if this is not open we will need to coordinate food. Don says he would like to see every board member there to help out.
B. Vice President Report: no report at this time
C. Treasurer Report: Maddy went over the P&L statement. Year end disbursements to be made: $700 for the Midgets state tournament, $140 to each team for their team banquet. Mites went to an invitational tournament which they paid for, then did not make states. They are requesting reimbursement for the invitational tournament. Don says he cannot ever remember a team being paid back as it is something usually approved in advance.
~Steve makes motion: motion to reimburse the mite team for their tournament since they did not make the states.
Anthony Shaw says he believes approval was not asked for in advance as there was still a chance at the states, and still another invitational tournament they were intending to go to. Ahmad says there are 3 Mite parents on this board and asks whether they should vote on this. Jon Singleton says he sees no conflict and Don agrees.
~motion passed – voted and passed – 5 yes with Tammy Daley abstaining from the vote.
Maddy projects an end of year balance to be an estimated $50,000. This is a higher amount than was
projected at the beginning of the season due to aggressive fundraising and good investments such as
CD’s and Sweep checking done by Maddy.
D. Secretary Report: Tammy reports there are 9 members currently on the ballot with two possible candidates at this meeting who are considering running for election. At this time Tammy has received no proposed by-law changes. Ahmad states that he has 2 verbal proposed changes. First one being proposed is to have no games on Sundays before 12:00 because of religion. Second being that there should be consequences imposed on a travel player who does not show to a game or practice unless really sick. By- law changes are required to be in writing and had to be in by tonight for board approval. There have been no written requests made. Ahmad would like to make motion to stagger the terms of board members. Discussion follows. Most agree that this would be a good idea but are unsure how to proceed with this on the ballot. Ahmad suggests having the candidate state whether they want election for 1 or 2 years. But what if someone wanted to vote for them but not for the time they wished?? Ahmad withdraws his thought of a motion because of time.
E. Volunteer Coordinator Report: Dawna is not present tonight but has reported a total tag day collection of $2142.46 with an average of about $100/hr/location. This is about 1300 less than last year but a shorter amount of hours was done this year. Dawna has sent a letter to the editor of the Valley News giving a thank you to all the businesses who allowed us to use their location. She has also sent a thank you letter to all parent reps to be sent to all players and their families. We need to recruit someone to fill this volunteer coordinator position as this will be Dawna’s last season. She is willing to help train her replacement.
F. Coaching Coordinator Report: Steve has not received a lot of responses to the year end evaluations on the coaches. Squirt parents are saying they have not been received. Ahmad will re-send to everyone.
Discussion on whether this board wishes to include the Girls U12 for the most improved and directors award – the U12 is an * team, not a “true” travel team.
~Jim Damren makes motion: motion to include the Girls U12 to receive most improved and directors awards.
~motion approved: voted and passed unanimously
A board member distributes the directors award so team party information is needed.
G. Registrar Report: report not available at this time
H. Tournament Coordinator Report: Volunteer information for the regional tournament to be relayed to Scott Sanborn. Ahmad asks why there is no one pushing the selling of ads for the program. Don sys Ahmad had volunteered to do this. Ahmad says he does not recall volunteering for this. Jon recommends that at the beginning of the season 2 parents for each team are picked and begin working on the program ads right away.
I. Equipment Manager Report: We are out of pucks. Pucks are needed for the regional tournament. Don will purchase a bucket of pucks tomorrow. We will also need some new equipment for next season. Jon singleton makes offer to help with purchasing and fitting of goalie equipment. Jerseys need to returned with name tags and sponsor tags removed. Reminder that name tags are kept by players but sponsor tags must be returned. Coaches are to get first aid kits and any remaining pucks to Kristi.
J. Website, Media & Communication Coordinator Report: Ahmad has collected some feedback on the tryout process. This feedback to be included with these minutes. Ahmad will send another annual meeting reminder to all as well as the reminder to please do coach evaluations.
K. Scheduler Report: report not available at this time
L. Girls Coordinator Report: Don reviews the proposal plans on the merge with Hartford for Reed. Plans for an end of March clinic that Hanover is running with. Reed has agreed to participate.
M. In-House Coordinator Report: no report at this time
Fundraising & Promotion Committee: Jon has letter ready to send to businesses asking for donations of 1 hour of ice. This board has decided to hold off on sending this letter until the beginning of the next season.
Discussion about business banners at the rink. Campion does not allow banners advertising businesses at the rink. Jon believes that Hartford bylaws also do not allow for this type of advertising. Believe that if this bylaw could be changed it would be a huge money maker. Businesses could make a yearly donation without being solicited many time throughout the season. Jon Chestnut says he is involved in fundraising for Chad at the hospital and is interested in helping to raise money for GLYHA.
Skill Development Committee: Feedback from Dave Reece was good. He was very enthusiastic about this year and is looking forward to continuing. Anthony Shaw says a problem is the skating skills are not there at the coach level – it is difficult to make the kids do these drills correctly if the coaches are not participating. Don says our # of coaches is a problem. We need to find more coaches with knowledgeable skills. Ahmad says the basic skills are lacking from our players and need to be taught. He believes we need to manage the cost and the ice better and run clinics. Don says we need to find qualified hockey people to participate and help out even with occasional practices. Jim suggests Dartmouth players – especially the women’s team who like to help out with the kids. Jim also suggests sending letters to the alumni list to get former high school players to help. Anthony Shaw has this list. Ahmad says we have 50,000 in the bank, there are people who are paid to do clinics and we want to go “ask” people to help out. He says there is NO REASON not to hire and pay for the skills are players are lacking. He is lobbying for the ability to put the money aside now and set up these skill clinics to start in the beginning of September BEFORE the season starts. Anthony Shaw says there should be player report cards so each player knows what they do well and what they need to work on. Ahmad says Cep would like to sit down with Dartmouth players and create a syllabus.
Annual meeting: March 22, 2007, 6:30 at Hypertherm
Next meeting: April 2, 2007, 6:30 at Hypertherm
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