Nepean Girls Hockey Association
2008-2009 Board Meeting Minutes
DATE: June 18, 2008
TIME: 7:00 p.m.
PLACE: Food Court Board Room - Walter Baker Center
PRESENT:Cathy Devenny, Gordon Powers, Alex Kincaid, Heather McEwen, Joanne Erbach, Pat Walsh, Vicki Marcille, Pat Coady, and Ann Scharf.
ABSENT: Judy Ramm, Mary Lou Zywicki, Lynda Rozon, Janet Diotte, Paul Brennan, Phil Clarke, and Allan Marcille.
GUESTS: Tim Newton and Chris McKillop
1.0 Call to Order
- Meeting called to order at 7:08 p.m. – chaired by Cathy Devenny
2.0Review Previous Minutes
- Motion was made by Vicki Marcille to approve the minutes of the April 29, 2008 meeting.
2nd – Joanne Erbach
Unanimous
3.0Reports
a) Publicity – Janet Diotte absent – no update.
b) Equipment - Alex Kincaid/Vicki Marcille
- Vicki presented the information she received on the “Goalie Band” (www.goalieband.net) to the Board
- it teaches a goalie how to properly position themselves in the goal crease when facing a shooter by gently reminding them when they are backing up too far into the crease
- Alex suggested that we include the cost for one of these in our application for the Trillium Grant (cost is approx. $500.00)
- we are in need of new goalie equipment this year due to sizing changes, and we also need to replace some of the goalie equipment that is worn out and no longer in use
c) Registration – Joanne Erbach
- registration is on track, and is going well
- some changes occurring within the summer hockey program and the competitive skills camp registration
- the paperwork is in for the fall/winter season
- high registration for Midget goalies, Joanne is to let Pat Walsh know if she get’s any more registrations at this level
d) Ice – Tim Newton/Pat Coady
- attended meeting on May 28, 2008 with City of Ottawa to review last years allocation of ice time
- next meeting on Wednesday, June 25th with the City of Ottawa to go over preliminary ice allocations for this year
- will discuss the merger of the Kanata and CAAP’s programs
- we have seen an increase in registration since the demise of the CAAP’s program and expect 15-20 players from the CAAP’s program to join our teams
- Allan will be attending the first hour of this meeting, and will brief Tim on the history before the meeting
- Tim to discuss the fact that we have 3 new teams over and above our ice submission (12 competitive teams, 23 house league teams, and 3 new teams – for a total of 38 teams)
- we would like to understand what happened to the CAAP’s ice, how it was re-allocated
- willing to hire two students to do data entry to enter all ice time for the year
- ice contracts finalized mid July
- Action: Pat Coady to provide ice schedule to Pat Walsh and Vicki for competitive try outs and house league sort outs in August/September, also provide schedule to Phil Clarke for pre-season development for house league
- Action: Pat Coady to get time with Jon Zywicki to make updates to website
- will be running mandatory training sessions for IMS for individual team’s ice contact in early August
- Action: Pat Walsh to provide Pat Coady with black out dates for the competitive program and Vicki to provide Pat Coady with the black out dates for house league
e) Program – Gord Powers
- Motion was accepted via e-mail to accept Dave Shuttleworth as a Bantam coach
- Coaches meeting is scheduled for August 18, 2008 in room 202 at WBC.
f) Finance – Lynda Rozon absent
(i) Financial Report
- Lynda sent the financial report to Cathy, and Cathy forwarded the report to the Board
- Cheques received to date have been recorded as revenue
- Lynda will be transferring funds into the mutual funds account
- Accountant fees is negative because the audit cost less than expected
- Ice rental is for some of the summer ice, more to be added
- the bank needs to be contacted to make the change to two mandatory signatures
(ii) Grant from Capital Sports Management
- NGHA will be receiving approximately $1300.00 - $1500.00 from Capital Sports Management
- Discussion around how we should use this money
- Suggestion was made to put it in the bursary account, which also supports Rogers House
- Other suggestions?
(iii) Giant Tiger Sponsor
- Giant Tiger has approached NGHA to be the headline sponsor ($5,000.00) of our hockey tournament this year
g) Safe & Fun Hockey
- Cara MacMillan proposed an implementation plan for the roll out of the Safe & Fun Hockey Program
- this included a video link on the NGHA website, program review at House and Competitive Manager’s meetings, and booklets to be given out to parents
- Possibility of running Pilot Program
- Board was enthusiastic and will meet with Cara to move forward with it in the fall
h) Golf Tournament – Vicki Marcille
- spots still available, there is room for 144 participants, and we have 103 registered
- Phil and Vicki met with Cedarhill
- the minimum for shot gun is 110 participants, and at the moment there is not enough so we will have to pay the difference if we don’t reach the 110 minimum
- we are in need of table gifts
- Giant Tiger provided starter kits
- Tournament was advertised on the radio station “The Team”
4.0 Ontario Trillium Foundation – Chris McKillop
- Chris provided some background information on the Ontario Trillium Foundation
-it’s funded by the charity casinos in Ontario
-they provide grants under various categories, including Sports and Recreation
-submission deadline is July 2, 2008 at 5:00pm
-the applications are reviewed fairly quickly, and we could hear back in as early as 6 weeks
- Chris did a walk through of the grant application, and gathered information from the board members as needed
-Cathy will be the contact on the application form
-the board provided a list of three references and their contact details
-Chris suggested we submit an application for a 2 year timeframe
-administration of any grant money received would be administered by the Treasurer
-purpose of the grant application is to strengthen our organization, to improve player development and build and strengthen our volunteer support.
-the following items were agreed upon to be included in the Work plan
1. Replacement Jersey’s for 8 teams
2. Trainer Kits
3. Coaches Kits
4. Player Development Program
5. Goalie Training
6. Enhancements and Training Program for Ice Management System
7. Coach Development
8. Dry land Training
9. Goalie Equipment
10. Renovate Equipment Room
- Chris will prepare the first draft of the application and send it to Cathy, who will then send it out to the Board of Directors.
- Cathy is empowered to accept and agree to submit the application to the Ontario Trillium Foundation
Actions: 1. Alex to get quotes/information to Chris on cost of goalie equipment
2. Lynda Rozon to provide financial information to Chris i.e.: copy of budget for 2008-2009, audited financial statements for the last two years, and a copy of articles of incorporation.
3. Joanne to provide Chris with a listing of board members and their contact details.
4. Pat Walsh to provide Chris with copies of past goalie training invoices, and a quote for the renovation of the equipment room.
5. Cathy to get quote from Jon Zywicki for enhancements and training program for IMS.
6. Gord to get two quotes for Dry land training and provide to Chris.
** Chris needs quotes by Tuesday, June 24th you can fax them to 613-
728-2396 or scan and send by e-mail**
5.0 Next Meeting
- Wednesday, August 13, 2008 – 7:00 pm
6.0 Adjournment
- Motion was made by Pat Coady to adjourn the meeting at 9:50 pm.
2nd – Joanne Erbach
Unanimous