GLYHA BOARD OF DIRECTORS
Meeting Minutes
September 18, 2006
Present: Don Morong, Steve Liebold, Jon Singleton, Annmarie McDonagh, Jim Damren, Maddy Goodell, Tammy Daley, Brad Whitaker, Ahmad Haidair, Ernie Gour, Bob Ceplikas, Peter Gariepy, Reed Bergwell
Meeting Topics:
Fundraising: Decision made to hold off on the previous idea of sending out letters to the Chamber of Commerce businesses until we finish phone calls to businesses who have previously sponsored. Jon to send out the acceptance contract to everyone – reminder to all to send any and all responses/contacts to Don. Jon to add tax id # to form before sending to everyone. Ahmad says the businesses he has contacted need a request in wiring before deciding. Steve says Hillside Motors is helping to pay for the Dave Reece clinic. Jon is hoping to set a meeting with Dawna Pidgeon and Melissa Kiernan for Friday. Tracy expects merchandise ready by Friday to finish catalog. Tracy expressed his interest in still sponsoring a team – in addition to any fundraising he helps with. Jim to send letter to Don for placement in the Valleynews. Jon still believes a letter for 1 hr ice or $150 should still be send. Target amount Jon is looking for is 10,000 of donations in 2 years. Ernie has spoken to Grizzaffis towing, they will make a donation for January Thaw and expect his wife’s business to match what he donates. Comfort Inn is expected to give a good deal on rates ($55) for the tournament weekend. Will look for restaurants (AJ’s) to make similar offer. Jon is to include Ernie and Scott Sanborn on all fundraising emails since they are running all 3 tournaments. Stateline cannot do a team sponsor – will do ads in programs and will continue to donate equipment for raffles. Suggested that someone speak to Katherine Gaudette for donations of drinks for the tournaments. Last year the price for Jan Thaw was $700. Discussion about raising the fee? Moving the location? Don says to leave price at $700. Ernie will get it sanctioned. Squirt Tier 1 Regional Tournament – Don has packet of info, will pass to Ernie. Bantam Tier 6 – no set time for tournament. Looking at mid February? Brad Whitaker says KUA is very interested in hosting a tournament. There is no concession there but we could provide our own for our profit. Ahmad would like to see GLYHA set up for credit card payments. Maddy will talk to her neighbor that works in the Mascoma Bank office. If she needs assistance with this Jim has offered to help as he is on a board for Mascoma.
September 9 State Mtg report: Bobee has emailed a report from the meeting to everyone.
HYHA/GLYHA meeting: a meeting will be held tomorrow night to finalize everything such as #’s, finances and the trout process. Steve and Don will attend, Brad Whitaker may be able to attend and it is suggested that Maddy be there if possible to be included in the billing decisions.
Final Registration: Mites – 13, Squirts – 26, Peewee – 20, Girls U14 – 16, Girls U12 – 17. 2 girls on U12 must petition the board because of age. Reed says he cannon support the petition until he sees the girls skate. VM – 10 (Hanover also had low #’s), LTS – 30, LTP – 21, Midgets – 16, Bantams – 13. Ahmad suggest another registration for in-house programs. Don says definitely – October?
Low #’s maybe a result of the no mailing, it was done by email this year. Bob Ceplikas says that mailing needs to be a priority in the future. Some had concerns over the way final registration was done. Suggestions for future include: Maddy to be the first person to see, refreshments, amount owed at each table by team – Don sees this as a problem as non board members should not be discussing amounts owed. Little donations of equipment for the used sale. Brad Whitaker has everything that did not sell and will hold in his garage, if anyone is in need of equipment they should contact him. It is suggested that there be another used equipment sale at the 2nd in house registration with more advertising. Brad thinks that may be more trouble than it is worth and may be easier for those in need of something to just contact him.
Selection Process: 3 teams are co-tryouts with Hartford. 2 evaluators needed for each and coaches on the ice to run drills. We also need to provide candidates for the unbiased person to be at each evaluation. Steve is suggesting: Bantams- Webber and Cullinane with Ceplikas on ice. Morong and Grout for evaluators. Unbiased candidates to include: Dave Peters, Dick Dodds, and Keith. Last Don knew Hartford had 1. Jim suggests Dave Reece but most do not think he could be available for all 3 nights of a tryout.
Names discussed for neutral candidates include Roger Dimmin – Annmarie will speak to him.
Peewee – Morong and Sanborn on ice, Cullinane and Gariepy evaluators. Squirts – Whitaker and Barbour on ice, Bergwall and Sanborn evaluators. Girls- Dutell and Bird on ice, Ceplikas, Carter, Bergwall, and Morong evaluators. 5th to be named for draft choice: Andy Mckinnon? Mites evaluation – Whitaker and Gariepy on ice, Singleton, Gour, and Liebold evaluators. Alternates include: Jim Damren, Tom Barbour, and Jon Singleton.
Lebanon is to provide jerseys for all tryouts.
~Steve makes motion: motion to accept the evaluation committee
~motion approved: voted and passed with Ahmad abstaining from vote
Final selection on all levels is submitted to board and needs board approval. Must have a board meeting after every last tryout.
Squirts – Saturday, October 14 @ 12:30
Peewee – Sunday, October 8 @ 12:30
Bantams – Tuesday, October 10 @ 9:20 pm
Girls – Saturday, October 14 @ 2:50
Change to procedure of having a board meeting with all members present after every last? Discussion follows. Board approval is to protect the volunteer committee. Don would like 2 board members at each level- level not to be ones own child’s team.
Peewee – Brad Whitaker and Jim Damren
Squirt – Don Morong and Ahmad Haidair
Bantams – Steve Liebold, and Maddy Goodell
Girls – Annmarie McDonagh, and Tammy Daley
These board members should be at Campion for final tryouts to make board approval to the final team selections.
Coordinator Reports:
A)Treasury report: Maddy review P&L statement
~Brad Whitaker motion to approve software purchase at the $99
~motion approved: voted and passed unanimously
The laptop was purchased from Red River for $349 with a 3yr warranty. Laptop is registered to GLYHA with Don Morong’s name. The administrator password is GLYHA (not case sensitive)
B)Coaching Coordinator:
C)Girls Coordinator: Review of registered girls. Bob Ceplikas say it looks like the lowered fees for the U12 girls made a difference. The large # of registered players makes up for the lowered fee. Don wonders if we should make the U12 a GSL team and make a 3rd team in house. Reed says he is hesitant to do this. He says there is a paltry amount of true U12 teams in GSL anyway. Wants the team experience for the older girls.
Discussion about capping the U12 team.
~Tammy Daley makes motion: motion to cap U12 at 18 girls.
~motion approved – voted and passed unanimously
Reed wants to know who is at the state meetings. He says that the state women’s VP has a problem with nothing ever coming back from those meetings about the girls programs. Bobee does attend and there is not a lot of discussion about the girls programs at the meetings.
D)Registrar: Software has been loaded on computer. Annmarie has been acquainting herself with this program and when her contact returns she will fill Annmarie in and she can get started.
E)Scheduler: Brad says that Thompson is having a problem with Midgets being on the ice at the early times. They feel it does not look good for them. Brad suggests moving girls to that time slot but that will mean that the Midgets will be travelling more. Ceplikas says if we do not it may create problems with Thompson providing those time slots in the future. Don believes that Dartmouth’s marketing issues are not our concern that youth hockey is. Brad has changed the schedule and has put the girls at Thompson at all times possible. Brad will send updated schedule to Don who will distribute. Games are 80% scheduled. Scrimmages to start the last week of October, first part of November. Ahmad would like to review the game schedules. He does not think we should be scheduling away games on every Sunday. It was explained that that is the only time possible for most away games and our biggest problem is that we do not have our own rink.
The entire practice schedule through Christmas should be posted to the website after tomorrow’s Hartford meeting.
F)Equipment Manager: Kristi has told Don there are 10 sets of goalie equipment. Don will tell Kristi that when a call for goalie equipment comes in she is to call Ernie – he will meet them there and help separate and distribute the correct sizes – then they will decide what to do with whatever is left.
G)InHouse Coordinator: Annmarie has coordinators for all inhouse programs: Heather Roberts has backed out of the LTS coordinator but will be replaced with Ann A. LTP coordinator is Melissa Kiernan, and VM will be Janna Fleury and Amy Hall. There is still a need for an overall in house coordinator. Don urges all members to help recruit someone for this position as Annmarie will be assuming all Registrar duties. Melissa Kiernan is suggested as a possibility – Don will contact her.
H)Volunteer Coordinator: see above
I)Tournament Coordinator: see above
Committee Reports:
A)Ice Committee report: nothing new to report, ice is still looking good.
B)Fundraising & Promotion Committee: Jim says he is concerned about the Liberty Mutual arrangement that was discussed and approved at our last meeting. Jim is wondering if it legal. He has voiced his concerns to Peter Bickford at LM. And spoke with state insurance department requesting permission to proceed with this. He should hear back in the next couple of days if this arrangement is legal or not. We are to table distributing any information to members until further notice.
C)Skill Development Committee: The goalie clinic will be 1 hour. That is the amount of time Bob Gaudette can provide. It will be held on October 3 or 4. Ahmad is waiting for Bobee to provide him with a final date. There will be a cap of 20 kids.
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