WSYHA Changes

  • General meeting procedures changes:
  • Minutes read from prior meeting and approved
  • Treasurer report – at minimum cash flow totals and balances since last meeting
  • Association information distribution:
  • Officially change to EMAIL (with mail back up for those without and special circumstances).
  • All meeting notification should be sent, via EMAIL, one week in advance of all meetings to Association members (board, coaches, managers, etc.) and should be posted to web site.
  • These meeting notifications should also include items that will be the agenda for the meeting. Board members should also receive a separate agenda for that portion of the meeting that will take place.
  • Any information or actions that could affect the Association should be conveyed, via EMAIL, to all executive board members as soon as possible. This could be done through a single source (such as the secretary) or be placed as a responsibility to each of the members of this board.
  • Minutes of the general meeting should be distributed to all members, via EMAIL, within one week of the meeting (could also be posted to the web site – as non-approved until the next meeting).
  • Minutes from the general board meetings should be distributed to the board members in the same manner (but not posted to the web site – or with restricted access).
  • Minutes from executive board meetings should follow the above with distribution only to the members of that board.
  • Board meeting changes:
  • We need an agenda for each meeting. EMAIL can be used by board members to submit agenda items up to 10 days prior to the meeting (to a designated board member). This way the agenda can be set and sent out one week prior to the meeting.
  • All activities and money issues need to reviewed in a timely fashion and should be part of the meetings at their appropriate time. Items include:
  • Coaching selection process – set time each year with an early opportunity for discussion and decisions.
  • Size of the organization – how many travel and house teams, where to get the ice.
  • Purchase of equipment – jerseys, capital improvement actions, large scale supplies and inventory items.
  • Fundraising – How much, by who, and for what purpose (this includes tournaments, travel issues and booster club).
  • Miscellaneous items – player banquets, trophies, yearbook, board parties & expenditures