Nepean Girls Hockey Association
2010-2011 Board Meeting Minutes
DATE: Wednesday, October 20, 2010
TIME: 7:00 p.m.
PLACE: Variety Room West, Walter Baker Center
PRESENT: Jay Greco, Joanne Erbach, Phil Clarke, Patrick Coady, Trish Calof, Lynne Carroll, Alex Kincaid, Rod Emby, Michael Doiron, Tracy Lafreniere, Trina Lepine, & Steve Wolfe
ABSENT: Cathy Devenny, Heather McEwan, Jason Corrigan
1.0 Call to Order
· Meeting called to order at 7:10 p.m. – Chaired by Phil Clarke
2.0 Previous Meeting Minutes
· The minutes of the September 22nd board meeting were reviewed.
o A motion by Rod was tabled to approve the minutes
o seconded by Pat
o Unanimous
3.0Reports
a) President’s Update – Phil Clarke
· MOGHL
o A new novice team was added in Gloucester within the Piper Division
o Nothing else new to report
· Photo Day - completed
· Two divisions within ODWHA will only have three teams – Atom Tier 1 and Novice Competitive
· Walter Baker 30th Anniversary
o We were contacted and asked to have a table set up for the day to showcase the NGHA and bring awareness to the community about girls hockey
o Lynne Carroll to coordinate our information table
o Sunday, November 7 from 10 am – 4 pm
o Trish volunteered to create a schedule for the day
o Need to get volunteers to work at the table
o Reach out to Fay to get information on her team and also highlight the Fundamental program
· First Aid Kits
o Pat Coady ordered several more kits
o It has been decided that next year, we will phase out the kit rentals and teams will have to purchase their own
· The Bell Sensplex has contacted us and asked that we always refer to their complex as the “Bell Sensplex” in all our communications, including out schedules.
ACTION: Phil to follow up with John to see if it can be entered into our computer system -
· NGHA Pins
o After several requests for pins for the girls to take to tournaments, NGHA will purchase an initial allotment (approximately 2000) for teams to purchase for $1 each
o Belinda Aurora has generously offered to manage this project for us
MOTION: A motion was put forward, by Joann Erbach, to order pins on behalf of our NGHA teams
o 2nd – Lynn Carroll
o Unanimous
· NGHA MarketPlace on Website
o There was a suggestion at the possibility of adding a section to our NGHA website to allow for the sale of used equipment
o which we could have expire every 30 days
o Need to find out what would be involved and if it is possible to do
ACTION: Phil to reach out to Mary Lou with the suggestion of adding a MarketPlace on the NGHA website and what would be involved
· NGHA Wear
o A discussion was had regarding whether or not we standardize our NGHA apparel
o Other teams like Kanata, or the Nepean Raiders do this and it allows for a consistent look across all teams and players and also provides for a rebate from the supplier to the NGHA, which could be used to reduce costs and registration fees
ACTION: Jay to investigate the options/benefits of going with a single supplier to see if this is a feasible option
· ODWHA
o Nothing new to report
· OWHA
o New rules for 2010/2011 season – to be distributed to all coaches
o New Referee case book should also be coming out
b) Program report – Pat Coady
· Program meeting took place on October 14 – Minutes from that meeting as follows:
Ø League Play Update
o Recent registered Midget player to be placed on a HL team
o Thanksgiving weekend play went OK except one Atom HL team, which was short a few players
o CSM – Thanksgiving weekend had very poor attendance
o Jason took action to review the remaining dates of CSM contract and next year to return any holiday dates that will be difficult to use.
o Non-parent coaches – assist them with the parents as to the inclusion of their expenses in the team budget
o The non-parent coaches must recognize that they need to keep roles on the team open for parents to have involvement if requested.
o Jen Capes, FUNdamentals is looking for instructors to help. Posting on the NGHA website
o Phil Clarke took action to write up a summary policy for goalies to describe Part-time and full-time. Once written we should have the “definition” pop-up as part of the registration system.
o Pat took action to send a message out to HL coaches asking them to review their schedules inclusive of their black-out dates for areas where it will be difficult to schedule practices between games. Note that the earlier part of the season should have a higher heavier weighting of games to pre-January.
o OWHA requires all teams to complete Form A detailing all games played including the details of why the team won.
o Jay took action to email all competitive teams to give them the details of how the forms should be completed, key dates and the fact that no team should challenge another team without first having it approved by the Competitive Director
o Coach Survey – Steve took action to review the questions of the survey and we are targeting November 15th for the issuance of the survey using Survey Monkey and to close them off November 30th – Jay, Trina and Heather to administer the survey
o Joanne mentioned that convenors have been emailed asking them to pick up the OWHA books for each of the teams from her home.
o The Program Committee tabled the idea that the CSM ice could be turned over from being team development into individual training
o Continuation of Steve / Jason’s goalie session is needed since the development sessions for the goalies at CSM are light.
o The Program Committee is also considering whether the ice used for summer shiny hockey should be turned into an optional development program.
o Joanne took action to revisit the wording associated with Pat Walsh’s motion related to the change in policy as to when a player may return to NGHA after requesting a release.
Ø Discipline
o MCA – a suspension for cross checking
o IAA – a few suspensions, typical levels
o MCBB – incident with another team; Heather Malette has been made aware of it and she is going to monitor that team
o An individual who wishes to be on the bench that had some issues last year will be asked to sit out this season
Ø Ice
o September invoices have been sent out
o Burnt Ice report from the system (plus ice from Sept 1 that was burnt and not in the system – Team Norway night) is needed
o IAA – looking to see if they can get their 2hr on Tuesday evening in November and December
o Action was taken to organize a session with Jon Zywicki to review the features of IMS so that other members of the program committee can assist with certain aspects of the ICE allocation process
o Mike, Pat, Phil, Steve and Jason took action to push to get the next three months of ice issued with IMS over the next three weeks.
o Action was taken for having all teams must to submit any revisions to their black-out dates including Christmas period and out to Feb. 3rd by October 23rd.
o Jay took action to send a note to the competitive teams emphasizing that the issuance of ice (practice or CSM) takes priority to dry-land training.
Ø Equipment
o Alex has sent teams an email for ordering black socks
o Pat took action to purchase 20+ first aid kits on-line from Costco for Alex to provide to the teams
o IAA – have received their new jerseys; Fay to introduce Phil to the suppler in Drummonville
Ø Finance
o Financial statements needed
o Follow-up on any NSF cheques
o Financial assistance applications are due Oct. 15
o We will be implementing a fee for a release (other than a Midget aged player that is no longer of age to play within the NGHA)
Ø Trillium Fund
o Pat to complete the Trillium Fund application – target next round Nov. 1st
o Ideas:
· Goalie development
· Web solution for posting results of try-outs (password protection)
· Drill Draws
· Scheduling enhancements
· Chantal had requested modifications from a timekeeping perspective
· Follow-up with Trina if there is any thing from a financial perspective
c) Registration – Joanne Erbach
· Bantam team had a late withdrawal that resulted in switching two players
· Midget division still has a few spots available
· Rosters due from house league teams as well as payment
· Fundamentals
o 60 players registered
o Jen looking for some Midget players to come and help out with coaching the Fundamental girls
MOTION: A motion was put forward, by Trish Calof, introduce a $50 fee for player releases for all divisions, effective Spring 2011.
o 2nd – Joanne Erbach
o Unanimous
d) Ice – Mike Doiron
· 3 hours of ice to get rid of - Saturday, October 24: 5:30 p.m.; 8:00 p.m.; 8:30 p.m.
· Most of November ice complete; can be released by Monday, October 25th
· Ice is divided equally among ALL NGHA teams, but, some teams will purchase extra ice on their own
e) Development – Jason Corrigan
· Half of the league’s goalies signed up to NGHA Goalie Clinics with Greg Bowles as the instructor
· Skating clinics – mostly house league players and some players came out to multiple sessions
· Debating whether or not to add more clinics
f) Equipment – Alex Kincaid
· As mentioned, Pat purchased 25 First Aid kits
· There are a few goalies that are looking for equipment
· Deadline for sock orders is October 21 – only 7 or 8 have responded with orders
· It has been stated that going forward, that an equipment inventory list to be sent out to teams with a breakdown of what the teams owe and then the team book-keeper can issue a single team cheque to Trina – NGHA Treasurer in order to alleviate the time it takes for her to reconcile the account. This will also apply to all SOCK orders that teams make – a single cheque from the team should be issued.
· Alex is to complete a spreadsheet detailing the amount that is owed by each team
g) Finance – Trina Lepine
· We are breaking even on the development clinics
· All monies received from tryouts
· Referee fees are up-to-date across the Association (ODWHA; OWHL; MOGHL)
· At the end of every months, Trina now pays the outstanding ice balances/contracts
· ALL program withdrawals now have to be done through the registration system or no refunds will be issued
· NSF Cheques
o 10-15 NSF cheques being tracked
o Issues with the Treasurer mailbox which may have delayed some notices going out to persons with NSF issues
o All outstanding funds need to be paid by October 31 – which trina will send a notice for
· Next month, Trina will have a budget update
· All but one bursary has been sent out
· Trina to set up bursary account this month
· Note that timekeeper rates for IAA are different than all other divisions
h) Competitive Report – Jay Greco
· It has been addressed that ice time is a priority over dry-land training – therefore, if a team receives some ice time on the same night as they have their dryland scheduled, teams take the ice time
· A couple of key items of interest:
o ICE: our most valuable resource must be a priority over all other activities…. CSM provides NGHA with 150 hours of ice. NGHA needs this and all ice to be maximized, due to the shortage we all face.
o Blackout Dates: If you have them submit them through IMS, ASAP cut-off is Tuesday Oct 26
o A coaches meeting for a round table discussion in the near future. Please try to fill out the survey so I can tabulate some feedback.
o We are working on the schedule and hope to have it available much farther in advance, in order to do this we will need everyone’s help and patience.
o Jersey deposit is due please ensure you have the team cheque for $500.00 made to NGHA prepared.
o Dryland : please ensure you submit all requirements as stated on the OWHA form
o Insurance info booklet attached
o OWHA re-classification
· I have received calls in regards to OWHA reclassification and the process. In a nutshell you can request to be moved up a level, another team can request you be moved up a level or you can request another team be reclassified.
· Prior to requesting a reclassification of your team and or another team through OWHA please ensure you submit your request to the NGHA President, VP, or Competitive Director a minimum of 14 days before the OWHA deadline.