Nepean Girls Hockey Association
2013-2014 Board Meeting Minutes
Date: January 15, 2014
Time: 7:10
Place: Walter Baker
Present: Tracy Lafreniere, Jason Corrigan, Bob Weber, Phil Clark, Trina Lepine, Joanne Erbach, Trish Calof, Dom Bueti, Sonya Crites, Ian Forbes,
Absent: Dean O`Brien, Andrew Thompson, Ali Speer, Jen Capes, Les Banks, Monica Armstrong,
Guests: Jim Pears, Keith McEwan
1.0 Call to Order
· Meeting called to order at 7:40 p.m. – Chaired by Phil Clarke
2.0 Previous Meeting Minutes
o A motion was made by Phil Clarke to approve the minutes for November 2013
o 2nd - Joann Erbach
o Unanimous
3.0Reports
a) President’s – Phil Clark
announce AA coaches - end of February
· February 4-6 & 11- 13 – coaching interviews – need Seniors room for these meetings
· Feb 17 - hand out reg pkgs to all the teamsMarch 25th – tryout database opening
· End fo february – announce AA coaches
· March 1 –bursary notice go out
· March 7th – registration pkgs need to be returned
· March 16th – registration open
· March 24th – registration opens
· March 30 – change website – champ day for ODW
· April 11-13 – Provincials
· April 16 – need meeting rooms for parents for AA – halls C&D at splx (100)
· April 18-21 – Easter
· April 22 – spring tryouts
· May – Equipment returns
· May 1 – bursary submissions due
· May 10 – OW agm
· May 30 – NGHA golf
· June 11 – Agm
· House league play offs – dates needed
· Goalies
o In house league – challenge at midget level as there is not enough of them
o Atom B – goalie has broken ankle
§ Goalie from atom c is being called up
· Atom BB
o Jason and phil attended a parent meeting
o Lack of wins for the team
o No other teams in their division, locally
o Fielded the extra team at atom level to allow more kids the opportunity to play at a more competitive level
o Some things to consider - next year would be to remove one of the atom teams and then fields two DS teams. And then, re-adjust Peewee
· Atom C – working out an issue from a game
· January 20 – owe the PW with our committement to the league
o No objections from the board – will proceed
· Walter Baker showcase – update before the tourney
OPEN ITEM – ask les about the photographers pictures
· Phil will follow up with board with their commitment to the board for next year
· Key dates to be posted to the website
ACTION: Tracy to book meeting rooms for Coach interviews and parent meeting
b) House League – Les Banks
· Submitted final house surveys
c) Competitive – Dean O`Brien & Dom Bueti
· Competitive surveys have been submitted, summarized and given back to coaches
d) Fundamentals – Jen Capes
· FUN continues to roll smoothly and without issue.
e) Development – Ali Speer
· Cost of coach certification was approx. $142 per coach
f) Equipment – Trish Calof
· Will work out the key dates for equipment returns
g) Registration – Joanne Erbach
· Joanne emailed Paul Brennan and he will print out the tax receipts
· Invoices for extra staff
· Invoice for OWHA for running the course – not paying it
· DOB needed for all volunteers for the OWHA
· TD bank meeting – need to get with Andy
o Keith checking into some online payment options
· Check into whether we add the permission and legal can be incorporated into the online form
ACTION: Phil to talk with Mary Lou to see what the future of the website is
g) PWHL – Ian Forbes
· Would like more ice
· Nothing new to report
h) Ice – Andrew Thompson
· Each competitive team will have 3 weekday slots and two slots on the weekends with a total of 11 game slots for playdowns – from the weeks of feb1 – March 1 (standard format – single round robin)
· May have to overlap with playoffs
· The OWHA will know this weekend which teams will be given a buy to Provincials
· Playdowns – Feb. 1 – March 9
· Playoffs – Feb. 1 – March 24
· Playoff ice submission required by the OWHA on February 1
· Summer ice allocations – Andy has this
· Winter ice allocations – March
· Tryout ice from city is booked – Bell Sensplex has not yet been booked
· TD bank has a program for a finite amount of time for online payments
i) Communications, Promotion & Social Networking – Sonya Crites
· Article being written for a publication about girls hockey
· Twitter doing well
· Facebook is not taking off as well as expected
j) Policy & Procedures – Monica Armstrong
· Not present – nothing new to report
·
k) Finance – Trina Lepine
· Trina reviewed comparative income statement
o Bingo income not included
o Rental income – very few outstanding
o Registration is almost all collected – chasing a few NSFs
o Equipment – came in under budget
o Socks - came in under budget
o Fundamentals paid every two months – going fine
o Tournament money submitted on Monday
o All financial assistance and bursaries paid out
· Forecasts for next year’s budget
o Look at programs to see how they are financially in order to prepare for next year
1. Summer programs
2. Fundamentals
3. Competitive tryouts
o Equipment
l) Fundraising and Sponsorship – Bob Webber
· Suggested that the NGHA become part of the Nepean Chamber of Commerce
o Allows for networking
o Cost is $250 per year
o Meetings once a month
· Rona cards
o no cheques have come in yet
o Not sure if anyone is using them yet
o Email should have gone out to the teams with a pdf and a card to print out
M) Miscellaneous
· Tournament
· All things on track
· Baskets are in
· Program being created
· Games sheets were given (more ordered)
· DS teams going well
· Novice had exhibitions games in Kingston (Kingston and Whitby)
· Atom has a 25 person roster
· Bantam has 18-19 person roster
· Few teams have asked for sanction permits to travel to the states
· Playdowns – email to go out to remind coaches that 10-10-10 format
4.0 Adjournment
Motion was made by Joanne Erbach to adjourn the meeting at 8:45 p.m.
o 2nd – Trina Lepine
o Unanimous
5.0 Next Meeting
· February, 2014 – Walter Baker Sports Centre