Annunciation Hockey Club
Annual General Meeting
April 16, 2014
7:00
AttendanceBrenda Oliver / Shannon Connolly / Myrna W
Aimee Rusnell / Linsey Walker / Angela Hodgson
Misty Stewart / Terena Honey / Justin Macdonald
Becky Gould / Kristine Angeles / Bill Knox
Jean Evans / Lori-Ann Haberstock / Dean McCarthy
Jeff Way / Nicole Spence / Chantal Beland
Nikki Glennie / Al Hopwood / Jerry Emmanual
Scott Glennie / Niels Wesselink / Roberta Spence
Shirley West / Derrick Fayant / Shirley Spence
Christine Rowles / Lance Rieter / Greg Bowen
Shawna Susut / Eric Morin / Darcy Anhorn
Tyler Neilsen / Sheldon Spence / Brandy Poorman
Terry Langford / Derek W / Jodi Howard
Rene Demeulle
1.0 Call to Order
Meeting called to order at 7:01 pm by Mark Shymko.
2.0 Adoption and Reading of Minutes from April 18, 2013
Tyler Neilsen motions to accept the minutes. Terry Langford seconds motion. All in favor, motion carried.
3.0 Adoption of Agenda – April 16, 2014
Shannon Connolly motions to accept the amended agenda. N seconds motion. All in favor, motion carried.
Tyler motions that all adults present be voting bar members. Terry Langford seconds motion, all in favor. Motion Passed
4.0 Guests bringing concerns to the Table
None
5.0 Unfinished Business
6.0 Reports
Parish Manager
Overall Season Assessment
Presidents Report 2014/15
As I reflect back on this past year I first off want to thank all the players. K.c. West hockey club would not be here without you. Your dedication and excitement to the sport of hockey is inspiring and a joy to observe. Second, I want to thank the parents for all that you have done in getting your children to the rink during snowstorms at six in the morning, working with our players on the car ride home and reminding them that it is not about wins and losses but having fun. Your dedication and sacrifice to your children is something to be admired. Next I would like to thank all our coaches. Your planning and excitement for the game has moved our players closer to becoming great players and people for the emerging generation of our society. I would also like to thank our volunteers at the team level, you have made this year for our players fun and a joy to come to the rink each week. Lastly I would like to thank the members of the executive as you have helped create positive culture and have been a catalyst for creating vision as well as building a great foundation on which our club to grow.
I would like to congratulate all the teams on great play this year, every team was filled with champions in both our player and coaches. You all did great at representing our brand well.
Final thoughts:
Although this has been a great year there is always room for improvement. K.C. West Hockey Club could not run without the quality volunteers that we have, and we would love for you to be a part of that! As we continue to move forward we need you to be involved wether at the team level or at the executive level. You have an opportunity to be involved in forming the positive culture that your child will be exposed to week in and week out. See you at our next executive meeting!
VP (Hockey Operations) Report
Novice - Teams were all tiered well and this was apparent with the city finals. KC042 won the city championship, KC043 made it to the final, KC044 played 3 games in championship.
Atom - KC068 played some of their best hockey in the playoffs but ran into tough goaltending losing 2 games in overtime and out in 3 games. KC069 lost both playoff games by only 1 goal, KC070 made it to the final
Peewee - KC103 won the city championship but were probably tiered a little low. Lots of high end kids but due to size of team tiered a little low. KC104 had a very challenging year with issues within the team which showed up in the playoffs as well with a player leaving the bench during the last game before the end of the game. A minimum 2 players did not pay their dues on this team either.
Power skating - I have budgeted for 30 sessions next year but unless the city pairs up our club on all half ice practices it will be difficult to find enough ice. I will continue to use 200 Hockey for next year. We may have 10 teams next year so the goal is 2 to 3 sessions per team.
Goaltending - Everybody was very happy with the sessions but also due to not enough ice availability we still have 3 sessions paid for that will be moved into 2015/16 season. Ian Gordon will be hired for goalie evaluations for 2015/16 season for Atom and Peewee and also 8 to 10 sessions during the year. If Novice have more than 1 goalie he will also evaluate Novice goalies.
Dry land - this did not go well with little turnout. Recommend funds be transferred to 2015/16 season if available for coaches training and seminars including ice rentals.
Practices/Games for 2015/16 season - At EMHA meeting it was rumored that we move from 22 half ice practices for Novice/Atom and to 18 and games also reduced from 20 to 18. Games go from 4 exhibition and 8 regular season for round 1, 8 for round 2 to 6 in round 1, 6 in round 2, and 6 in round 3. We voiced are displeasure with this reduction in ice for both game and practices. Also rumored to move Peewee to some half ice in 2016/17 season.
Recommend extra ice to be purchased throughout the year during the week if possible to supplement little ice throughout the year. Play with idea to charge back to the teams who are interested in extra ice.
Treasurer
Detailed financial statements have yet to be finalized. We have spent the last two seasons catching up on our yearend financial statements for CRA for 2011 and 2012. The bookkeeper is currently working on the 2013 statements. Our year end is in September. Once we are caught up, our goal is to improve our accounting practices to provide quarterly reports and to accurately separate revenue and expenses by hockey season, because overlap does occur. This will help us project revenue and expense targets for more accurate budgeting by hockey season, rather than financial year.
Starting Account Balances:
General: $37,554 (March 2013)
Casino: $17,246 (April 2013)
Bingo: $54,566 (April 2013)
Income 2013-2014 (to date):
General: $60,560
$53,260 Registration fees
$7300 Jersey Party
Casino: $0
Bingo: approximately $32,000 to $36,000 (~$3000/month x 12 months)
Expenses 2013-2014 (to date):
Total: $133,430
General: $61,964
$44,000 Registration fees paid to KC
$3300 Flyers
$5000 Dryland training
$1450 Track suits
$1300 Pictures
$500 Novice IP team (unable to take it from Bingo account)
$363 Bookkeeping
Casino: $16,933
$16,933 EMHA ice
Bingo: $54,532
$10,000 KC ice and advertising
$21,358 EMHA ice (2012-2013)
$24,000 60%EMHA ice (2013-2014)
Account balances once the year end checks have cleared:
General $34,811
Casino $316.72
Bingo $40,527
Bingo
All reporting and registration was completed on time to ensure AHC’s gaming license was maintained. This affects our eligibility to work both bingos and casinos.
We averaged 1 bingo each month and attended the AGM & semi-annual meeting for Castledowns. Bingo’s were well attended with what seems to be fewer no-shows than in past years, likely in part due to the fact that all bingos were full throughout the year and families didn’t have options to reschedule.
There are still a number of families who have not contacted me to sign up for their mandatory bingo for the 2014/15 registration year or that have cancelled and no cheques – I will be contacting these families in the upcoming month to make arrangements to have their requirement completed before they can register for the 2015/16 season.
I will also be working with Brenda as there will be liens put in place on these players until these requirements are met.
Thank you to everyone who continues to support the bingos. These bingos are a vital part of our Club’s funding.
Registrar
As we brought on the new KC West name we seen a vast increase in Registrations from the 2013 season to the 2014 season, We registered 57 Initiation Players, 37 Novice Players, 41 Atom Players and 38 Peewee Players. We submitted an I1 team, 3 I2 teams, 3 Novice teams, 3 Atom Teams and 2 Peewee teams through HCR.
PlayerAtom / Initiation / Novice / Peewee
KC WEST HOCKEY / 2013 / 30 / 41 / 31 / 14
2014 / 41 / 57 / 37 / 38
We have 13 Peewee graduating to the Bantam level.
We have the potential for the following registrations in the 2015 Season should all players return:
Peewee 50 (3 Teams)
Atom 54 (3 to 4 Teams)
Novice 39 (3 Teams)
Initiation 34
Looking at these numbers I would suggest we continue focus on building the Novice and Initiation numbers as we always have to continue growth into the higher divisions.
We do have 8 members with outstanding fees to date from the 2014-15 season those accounts have been placed on hold and will not be able to register their children in any other hockey programs Canada wide without paying the fees owing first. I will be continuing to contact and collect the due amounts until collected if possible. Over the summer I will work with the Bingo Director to have holds placed for those who did not work bingos or had payments for unworked bingos come back insufficient funds before the upcoming season.
Overall the year was successful we did multiple events and I met with several families outside those times to provide parents with multiple options to register their children. We offered many options for parents to pay for the fees (Cq, cash, CC by Square, Money orders) we have recently been able to set up email money transfers I think this could be a huge asset when doing registration in the 2015-16 season as the money is immediate and we do not have to wait for cheques to clear this could be a great option to almost eliminate the cheque method as we did have a few come back insufficient funds. We would just need to set up a solid process before moving forward as it does have the potential to become confusing if not organized properly. We also supported several third party funding options for many families (Kidsport, Jumpstart, EMHA) and we invoiced out to multiple First Nations for many of our families.
Ice Allocator
Hello, this year we purchased ice for summer conditioning, tiering, extra practices and development. We also arranged for conditioning sessions with RVX as dryland training and arranged goaltending sessions throughout the latter part of the season. Ice allocation was a lot more hectic this year as EMHA has a new ice allocator. The EMHA was also implementing a new ice allocation system couple with major changes on how the City of Edmonton distributes ice to its user groups caused a great deal of frustration with when ice was allocated to the clubs. There are several improvements coming this year and EMHA is taking a proactive approach to trying to get these disruptions minimized for the coming season.
The greatest challenges this last season revolved around how and when ice was released to the clubs so it could be distributed to the teams. EMHA has decided to stagger portions of the season at each category level so that tiering will not impact it as greatly as this season. There will always be some concerns with short notice on ice around the tiering changes because ice cannot be distributed till the category and divisions have been tiered. The other great challenge is getting practice ice outside of our allotted ice because every club is also vying for that same extra ice. We were successful in getting some ice this year but next year we will be pursuing more if it is within our budget. Ice costs are the single largest expense to the club and we try to maximize its use.
This year marked the first time that EMHA mandated Novice and Atom teams to all half ice practices. Although this allowed the teams to get more ice times (22) it did not allow for the flexibility of getting more of our teams on to share the full ice we have had in past years. It is expected that in the coming year that Novice/Atom levels will continue to share ice but it will now be with only same club teams(only KC teams). The peewee level had the majority of full ice practices this year and that ice was only very occasionally shared except for the purchased ice Friday nights 9-10 pm where we optimized the use of that ice wherever possible. One of the biggest challenges that the clubs and EMHA faces is that there is a lot less availability of weekday ice for our teams because of the very short window of ice availability Monday to Friday, typically 6-8 pm, and there are several other user groups trying to get the same ice from the city.
Dryland training was underutilized as parents seemed to believe that it was not mandatory for their children to attend. I assure you that any training that our club arranges and pays for is to benefit your child. In the coming year we hope to arrange training closer to the beginning of the year so that it can be a regular part of training for our kids. Goaltending and Power Skating sessions were arranged by our Director of Hockey Operations, Kevin Lacza and the goal next year is to have them start earlier in the year and possibly get a specific time/day to consistently book these sessions.
Summer ice is already booked and details for the sessions are located on our website. Pre-season ice should be decided in the next month or so. Overall, the year went as well as could be expected given all the changes this season. There were only 2 sheets of ice that could not get used or sold because of Minor Hockey Week and one half-ice sessions was given to another club because of a conflict.