Nepean Girls Hockey Association
2012-2013 Board Meeting Minutes
Date: November 21, 2012
Time: 7:00
Place: Walter Baker
Present: Phil Clark, Tracy Lafreniere, Jason Corrigan, Trina Lepine, Joanne Erbach, Trish Calof, Sonya Crites, Andrew Thompson, Pat Coady, Jen Capes, Rod Embry, Jay Greco, Ali Speer, Les Banks, Dom Bueti, Monica Armstrong
Absent: Heather McEwan, Mike Doiron
Special Guests: No guests
1.0 Call to Order
· Meeting called to order at 7:08 p.m. – Chaired by Phil Clarke
2.0 Previous Meeting Minutes
· A motion was put forth by Joanne Erbach to approve the October board meeting minutes.
o 2nd by Trish Calof
o Unanimous
3.0Reports
a) President’s – Phil Clark
· Program meeting on October 29th
· Development Stream
o First practices and information sessions complete
o Teams at novice, atom, peewee and bantam
· Cornwall has novice, atom, midget
· Kanata has novice, atom, peewee
o Rosters have to be formed by December 1
· Letter to go out to parents for commitment to sign
· Will have a better idea of commitment once these come in
o Cost will be $300 – OWHA fees, ice costs
o Tournament cost will be extra
o Coaches and managers still need to be chosen
o Ice has been assigned for the next few weeks
· NGHA website
o GoalLine is likely the route we want to go with
o Hiccup with the scheduler but being looked at between Andy Thompson and Dom Bueti
· New pop-up banner needed for the IAA team
· Concussion Seminar
o Classroom session open to everyone
o On ice sessions only open for competitive but house league players are able to come out to watch in the stands as the instructor will have a microphone so that everyone in the rink can hear
· Photo Day
o Went well
o Team Photos needed from IAA, MCAA
· PRC went well – very efficient
· IIHF meetings – Phil attends them regularly
o Girls hockey weekend
· Successful
· No representation from NGHA
o School program being looked at for the World Championships
· ODWHA
o Brockville and kanata move up to B
· Golf Tourney
o Did not have one this year
o NGHA member has approached Phil to get it started again
· Volunteer appreciation Party
o Heather McEwan has done this every year
o What should we do this year? Do we do something different?
o Phil open to ideas and suggestions
· Start thinking about posting coach applications for next season
· Communication is a challenge for the association
o Keep working on it and figure out what will work
· Put out a fundraiser to help promote the IIHF
o Sold 466 tickets
o 5 teams met the criteria for selling the recommended number of tickets
o WINNER: NH6
· Teams need to do their FORM A
b) House League – Les Banks
· Season Progress
o We are just over a 1/3 into our regular season
o Overall teams are doing very well
o There are still have a couple of teams that are undefeated and a few that have yet to win a game (although most have at least a tie)
o Getting mixed feedback from the internal house league
o Discussed sort out process for next season – further discussions will happen at the Program meetings
· Discipline or Issues
o As of today, we have no major. or even mid level. concerns within the teams or between the teams
o There was one player that got a 3 game suspension in the Cornwall tournament
o There is a concern about some bullying behaviour from one of our teams
· Issue will be addressed with the parents this week
· NGHA has a zero tolerance for bullying and will follow this closely
· HC Players
o Still need to get budget impact to all teams that received an HC sponsored player
o Currently have responses from 6 teams
o Still need to decide how to pay for these teams fees - which range between $350-$450.
· Player Evaluations
o Will be putting some time into developing or investigating the development of a player evaluation system to help facilitate both player evaluations and team generation for next year
· Development Stream
o Update coming from Program Committee
c) Competitive – Jay Greco & Dom Bueti
· No issues with teams at the moment and no concerns with re-categorization
· Photos needed from MCAA, BCAA and PCAA
·
d) Fundamentals – Jen Capes
· 65 girls registered so far
· Two more girls want to join from Ringette
· Still having a few extra sessions with Hockey Canada
e) Development – Ali Speer
· Two upcoming coach development clinics
o Goalie Coach Development Clinic
o Hockey Canada Coach Stream Clinic – 22 registered
o Response has been good
o It may not have been communicated amongst all the association
o Novice and Bantam are the only levels with people registered
· There seems to be a communication breakdown with the association and notices aren’t reaching the intended audience
· Concussion Clinic – November 28th
f) Equipment – Trish Calof
· Quote for jerseys for Development Stream
· Desperate need of jerseys for the smaller sizes
· FUNdamental goalie gear – getting two sets
· Ordering extra socks $20 a pair – DEADLINE: December 3
g) Registration – Joanne Erbach
· Nothing new to report
· Still looking for a few new players
h) Ice – Andrew Thompson
· Everything going well with ice
· Lost some ice due to provincials – just getting rinks ready
· Our ice situation looks grim from February onward – Andy investigating
· We are getting ice from the city but not ideal times
i) Communications, Promotion & Social Networking – Sonya Crites
· NGHA website
o GoalLine is likely the route we want to go with
o Hiccup with the scheduler import but being looked at between Andy Thompson and Dom Bueti
o Cost is reasonable
· Business cards completed and handed out
j) Policy & Procedures – Monica Armstrong
· Still requesting the board members to submit their role/job descriptions
· Now have a concussion policy which will be going onto the website
· Other policies being drafted:
o Social networking
o Abuse & neglect
o Bullying & harassment
· Concussion Seminar - Pocket SCAT2
o Being sent several items for our concussion seminar
· Couple questions about insurance – specifically about allowing siblings on the ice during practice
o OWHA registered players ONLY are allowed on the ice
ACTION: Monica to send out the Concussion Policy for everyone to review and approve by November 28
i) Finance – Trina Lepine
· All financial information to the end of October 31st
o Need to follow up with teams on their ice invoices
· Financial assistance went out to 6 kids for a total $4350
· Hockey Canada candidates still showing up as not paid in the system
o Payment is coming
· Still accounts payable outstanding from 2011-12 for IAA & MCAA
o Phil to follow up with Jody Campeau tomorrow
· Ice credit for Team Fees has been applied – cheques are starting to come in
· Summary for our programs in the summer:
o Pre season goalie camp
· $175.50 loss
· Reason: Miscommunication about HST
o Pre season conditioning camp
· 145 girls @ $125 each
· Over $1000 profit
o Competitive skills – Peewee / Bantam
· 22 girls registered @ $175 each
· $377.50 profit
o Competitive Skill Camp – Midget
· Cancelled
· Ice sold to Jody Campeau for IAA/MCAA (still outstanding)
o Competitive tryouts
· $18,700 profit
· Offset HL sort out loss of $4734.43
· Need to work on Competitive surcharge and issue invoices to affected teams
· Bookkeeper
o Currently working on data entry until Aug 31, 2012
o She is working with the auditors to ensure accuracy and consistency and they have approved her methodology
· Will prepare quote for ongoing support services
4.0 Adjournment
Motion was made by Jay Greco to adjourn the meeting at 9:42 p.m.
o 2nd – Trina Lepine
o Unanimous
5.0 Next Meeting
· December 19, 2012 – Walter Baker