EDEN PRAIRIE HOCKEY ASSOCIATION BOARD MEETING MINUTES Monday June 8th, 2009 (Approved)
I.
CALL TO ORDER:
President Chris Blackowiak called meeting to order at 7:00pm Attendance: o All Board Members Present except Chad Wells, BJ Perkins o EPHA Staff: Joel Klute and Ken Eddy present
II.
APPROVAL OF MINUTES:
Minutes submitted and motioned to approve online
III.
PRESIDENT REPORT—Chris Blackowiak:
We will be hosting District B2/C Playoffs and Championship Weekend. Our web site has been switch to authorize.net payment systems. Online coaching application on the web Any P n P changes need to be brought up for discussion in the secretary's report so please have them e mailed out ahead of time so board members can read them.
IV.
TREASURER REPORT—Mike Casey:
Monthly Financial Statement submitted for review. Report submitted online. Motion to approve 09-10 budget – Motion passed
V.
COMMITTEE REPORTS (summary):
Update provided-- no outstanding issues Player Development Coordinator – Ken Eddy General update provided
Ice Coordinator – Joel Klute Registration – Chris Howes
Attended the registrars meeting on May 28th. Online registration through USA Hockey is being encouraged but is not mandatory this year. It will likely be mandatory for the 2010-2011 season. Discussed with Chris B. and recommend that EPHA continues our current registration process for this year. I have the access to download the new version of Cybersport and would like do that on the EPHA laptop that has the existing database. This year Minnesota Hockey will no longer require the managers’ book to maintain copies of birth certificates
District 6 – Tim Guilfoil
Please read the recommendations for the region/state playoff tournaments. We need to discuss since these items will be voted on at the next D6 meeting (Tim provided a copy of the MN Hockey Tournament committee proposed changes). The rec league is moving forward but it will be administered by the districts or MN Hockey. The proposal to have Squirt A and AA was voted down at the D6 meeting.
(Copies will still need to be presented with the roster for sign off but are not required in the team book). This is accepted by USA Hockey and teams traveling to out of state tourneys should be fine as notice has been sent to all states letting them know that Minnesota and Alaska teams will not be required to have copies of birth certificates. We were informed that the Qwest Tour (Women's Team USA and Women's WCHA all stars) will be playing three games in Minnesota and they are looking for girls’ teams to do some volunteer work. There may be opportunities to do fundraising if one of our teams is selected to do something like sell programs or run chuck a puck. I recommend that we express interest now and pass it on to the girls’ team coaches / managers.
Coaches Coordinator – Todd Cocallas
With the resignation of Noel Rahn as PeeWee A, this has been the primary search focus for a head coach. We have received several inquiries and have conducted a few first interviews with these candidates. Two other top candidates will be interviewed next week. Also, looking to fill other non-parent positions. Still in search of a candidate for the 14U A position. Ken Eddy and possibly Dan Kodatsky (EP parent and metro goalie coach) will be discussing other options for goalie training for next year.
VP/Tryouts – Dave Richter
Commissioners - all positions filled contact info is posted on website. Scheduling of Tournaments - to do provide a spreadsheet to commissioners, for recording tournament info for 2009-2010 season. Document is attached - to be used moving forward - recording tournaments EPHA participates in - broken out per age group, level, team. Suggestions-revisions welcome, we want this to be as user friendly as possible.
Volunteer Coordinator–Scott Proudfit
Letters sent to families that did not satisfy their requirements. In the process of following up on those letters Volunteer hours estimated 2009 – 2010: ~3,400. Added: 16U tournament and we will be hosting District B2/C Playoffs and Championship Weekend. Golf Fundraiser: Volunteer hours for EPHA will be posted within two weeks. Mites having a requirement to volunteer? Discussion.
Equipment/Pictures – Barrie Jacobson
I will bring ideas for new jersey design provided by Gemini. Also like to discuss socks as equipment jersey option?
Girls Coordinator – Chad Wells
Communications – Rob Zweber
All requests and changes have been made to date, but will work with BJ on updating our Tournament Page, and Julie on Sponsors. Home page changes have been made to guide first timers once they hit our site. Content will be added after fees are finalized Monday. Golf Registration is Open, and I'm working with Mike from Mystify on a few issues. Currently, golfers can only register as foursomes, and he is going to see if he can change that, as far as payment goes. I still need to get with Julie and Chad on promoting ephockey, as time is running out.
Online--Nothing new to report at this time.
Mite Coordinator – Mark Christianson
Finalizing the ice schedule. Thinking about have a mite parent meeting in the next month to talk about the changes to the UM program. Give parents an opportunity to ask questions and get feedback. Open to your thoughts.
Tournaments – BJ Perkins I have worked with Joel/Chris/Dave to finalize the hockey tournament dates and fees for next year. In order to accommodate a tournament at every level along with expansion of some levels we have had to change some dates around. This was also difficult to do with the high school hockey teams holding double headers, therefore not being able to schedule tournaments on 3 weekends this year. Provided a list of tournament dates Now that this has been finalized, I will set up a meeting with the commissioners to go over their expectations on running the tournaments and to do lists. I have submitted the above information to Let's Play Hockey and the ad will run in the June 11th Issue. Follow up with Mac to discuss finances for the tournament, budget for ref snacks and refreshments; player gifts; tournament expenses.. etc. I also want to come up with procedures on handling money during tournaments etc. Follow up with Rob to work on setting up the tournament page, team registration, roster uploads, t-shirt orders, bracket uploads..etc. Follow up with Julie on hotel sponsorship, merchant sponsorships, player packages/coupons etc.
Sponsors – Julie Maruska
Met with sports marketing company that works with Land O Frost regarding current contract and other sponsorship opportunities for their company. Need 8 back and front team pics by Dec 31 showing Land O Frost logo on jerseys. $2400 commitment to sponsor 8 mite teams. When I send pics in Dec I will also request they sponsor our other mite teams. They will sponsor player teams under 10 years old for $300/team. Met with Bob Lanzi at EPCC to discuss sponsorship opportunities and financials at EPCC - dasher boards, zambonis, score board, sponsor banners and ads, locker room ads, etc. EPHA has a glass sponsorship cabinet in Rink 3. I will be putting ads and brochures from our sponsors in there. I will work with the new white board company, Speed Pro, and discuss pricing to add a second advertising piece that would go down the side of those boards. We will be adding a sponsorship banner in rink 3 that lists all of our sponsors. I am going to talk to Fast Signs to see if they'll sponsor us and do that banner for free. No opportunities for food with sponsorship at the EPCC. They have contract agreements in place. REACH is the company that handles the ads for the plasmas and provides the plasmas for free. Sports Display does the ads as you enter rink 1. Rink 3 --we can do with it as we please as far as sponsorship. There was a non sponsorship part of Bob Lanzi and my discussion... We discussed trophy cases... I would like to take the center section of Rink 3 trophy case, put black felt behind and add all the team pics next season. We also need to create a system for trophies.. what stays, what goes. I am happy to lead this effort with some help from a few of you Completed my sponsorship letter and sponsorship levels that will get mailed and distributed to the community. Please review the attached and give me your thoughts on Monday. I would like to do this mailing in the next week or so. If any of you can help with mailing, distributing or contacting, let me know. I know you all have lots of contacts within the community. This is a great opportunity for the EPHA to get some great
Fundraising – Chris Morton
There is discussion that we will not conduct a main fundraiser but supplement the dollars through a few other smaller fundraising events. A vote will be posted on the website to get a larger perspective from the membership. We are considering selling EP logo Grandma Pants and quick action is necessary on Monday night. We are researching the raffle idea and looking into a joint effort with a licensed organization. I am still looking into gas and or grocery cards as well.
VI. VII.
donations. Sponsorship payments - will be centralized, tracked and followed up on. Please be sure to email me if you get a sponsor. There will be follow up calls made if payments are not received by Nov 1. Made contact with Gemini regarding our sponsorship placards. They like to produce them all at once - it is cheaper for them. That is difficult considering I will get sponsors throughout the entire season. This may create delays in getting sponsor placards. This is why we need to hit sponsorship hard BEFORE the season starts so that I can get those placards printed and on the kids' jerseys early in the season. This has been a problem in the past. Gemini will sponsor Pee Wee A for $1,600 Need to get letter and sponsorship levels on web site once it is all finalized.
Old Business: None New Business Discussed Items:
None
VIII. Motion/Second/Pass: M/S/PMotions to approve 09-10 budget — motion approved
M/S/PMotions to approve grandma pants promotional item—motion approved
M/S/PChris Blackowiak motions to adjourn the meeting- Motion Approved. Meeting adjourned 9:50pm