HALTON FIELD HOCKEY CLUB ANNUAL GENERAL MEETING Wednesday, November 14, 2007 (rescheduled from August 15, 2007) Minutes Call to Order Meeting was called to order at 7:25 pm. Chaired by Diane Huneault. Everyone was welcomed. Candice Gibbs volunteered to record minutes. Directors In attendance – Candice Gibbs, Diane Huneault, and Jennifer Hafenbrack Apologies – Nicole Pereira, Cheryl Jamieson, Tamara Stock and Kathy Batycky In Attendance: Sara Kozak Tim Dennis, also representing Jill Keith Penny, also representing Taylor Delia McPhail Carmen Deleanu Jennifer Hafenbrack Candice Gibbs Diane Huneault Phillipa Hetherington for Alexandra Jenny Kosar for Anne Marie Jessica McClure Justin Warner, coach, also representing Georgina and Charlotte Those by proxy: Carried by S.K. (Sara Kozak), C.D. (Carmen Deleanu), DH (Diane Huneault) Sarah Langdon (S.K.) Sarah Pate (S.K.) Gisele Murdoch for Caroline (C.D.) Anita Tewari (C.D.) Rachelle Horton for Charlotte (C.D.) Melissa Kennedy (C.D) Katy Joyce (Sarah Willis-Joyce) (C.D.) Lacy Joyce (Sarah Willis-Joyce) (C.D.) Michelle Mattiacci (DH) Tamara Stock (DH) Kathy Batycky (DH) Sarah Melanson (DH) Meaghan Toth (DH) Meaghan Sheffield (DH) Alyssa Ricci (Angela) (DH) Sarah Watson (DH) Heather Curry for Sarah Curry (DH) Laura Wellstead (DH) Kelly Rotar (DH) Emina Ceivanovic (DH) Acceptance of the Previous Meeting Minutes: 2006 AGM Motion to Accept: Tim Dennis Second: Jennifer Hafenbrack. Motion carried. Business Arising from the Minutes: No business arising. Directors Reports: Please see attached Presidents Report: (attached) Geoff Sheppard is involved in encouraging umpire development. Workshop Dec 3, 2007 in Milton (E.C. Drury) in hopes of getting these individuals out in the spring with mentor umpires for community hours necessary to receive full qualifications. Secretary’s Report: (attached) prepared and presented by Diane Huneault Senior League: Unable to attend, but report (attached) was read. Cheryl will be stepping down this year Treasurers Report: Annual report for 6 months w/in fiscal year, 2 statements provided. Receipts for Children’s Fitness Tax Credit are available and will be given at indoor, all others will be mailed. Have met with auditor and suggestions will be in place for next year. Promotion and Development: It was brought up that cost for U18 Thrashers team is low and that perhaps increased fees would increase commitment. Also discussed the idea of using contracts to make girls accountable to the team. Possibility of having another coach in future (Robyn Leslie) to assist in team development. Also talked about having former players come back to and to give back to the league (may have to provide some compensation for their time). Junior League Report: Attached. Director – Youth Programs Report: Sara will be stepping down but will work closely with newly elected executive to see that the league runs smoothly. Jennifer Hafenbrack will be continuing with this position Indoor Hockey Report (attached) By-Law Amendments: Attached Article 1: Membership year to be changed to September 1- August 31, to align with Field Hockey Canada. Effective September 1, 2007. Motion to accept: Keith Penny Second: Delia Carried. Article 2: Governance: to allow for director-at-large that will allow for more representation in club. Motion to accept: Candice Gibbs Second: Tim Dennis Carried. Article 3: That the annual budget forecast shall be prepared prior to March 31 for the next fiscal year. Also changes of the annual review of the financial records by auditor, accountant, or audit committee. Motion to accept: Carmen Deleanu Second: Jennifer Hafenbrack Carried. Article 4: Membership at meetings: AGM shall be held within 2 months of the conclusion of outdoor season, as well as to reduce required attendance at AGM for quorum from 10 to 5%. Motion to accept: Candice Gibbs Second: Jessica McClure Carried. Election of Directors: President: 2 year term Jennifer Hafenbrack nominated Keith Penny Jessica McClure seconds Keith’s nomination Keith Stands Secretary: 2 year term Diane Huneault nominates Candice Gibbs Carmen Deleanu seconds Candice’s nomination Candice Stands Director –Senior Programs: 2 year term Sara Kozak nominates Jessica McClure Carmen Seconds Jessica’s nomination Jessica Stands Director-at-large: Carmen Deleanu nominates Sara Kozak Tim Dennis seconds Sara’s nomination Sara Stands Appointment of Auditors: No one lined up as of current date. Will discuss at future meetings. Any other business: FHO General Meeting Saturday at Durham College. We have the largest club in Ontario, but not the largest amount of votes as we have many players under the age of 18. There are many changes in place for the future, we will keep members informed. Delia interested in attending directors meetings, will email re: meetings 10. Adjournment Meeting was adjourned at approximately 9:00 p.m. Attachments: President’s Report Secretary’s Report Treasurer’s Report Director – Promotion & Development Report Director - Senior Programs Report Director - Junior Programs Report Director - Youth Programs Report Indoor Hockey Report By-Law Amendments HALTON FIELD HOCKEY CLUB PRESIDENT’S REPORT – AGM 2007 15 Aug 07 Halton continues to be the largest Field Hockey Club in Ontario and leads the way in grass roots development of the sport as a recreational activity for girls and women. This year saw another 20% increase in player registrations. Our Youth (U14) and Junior (U18) leagues are strong and the all-Halton Senior League with 65 registered players was a new milestone. Congratulations to our competitive teams: U18 Thrashers team and coach Carmen Deleanu on their silver medal performance at the Provincial Club Championship tournament this past weekend. This followed a close second place finish in the FHO U18 League season over the 9 game schedule. U16 silver medal winners at Provincial Indoor Club Championship U14 Heroes and coaches Sara Kozak and Jen Hafenbrack, bronze medal winners at Provincial Club Championship tournament this past weekend Other highlights of the year of which we are proud: Several Halton girls were selected to Provincial teams in the U14, U16 and U19 age categories Coaching Clinic held in conjunction with FHO and the Coaching Association of Ontario as a Coaches Week activity in April – 8 of our members along with some local high school coaches received their Community Coach certification A combination team of Junior and Senior players competed at the Provincial Recreational Grass Tournament in Kitchener in July A combination team of Junior and Senior players hosted the visiting Kennet schoolgirl team from England for an exhibition match at the end of July at Glen Abbey Field Tim Dennis, our Equipment Manager, was elected to the Board of Directors of Field Hockey Ontario as Director of Membership Services The quality of playing facilities continues to be one of our biggest challenges, especially with respect to grass fields. Hope is on the horizon, as the City of Burlington has proposed the inclusion of a field turf field (a joint venture with Burlington Youth Soccer and largely funded by BYSC) in their capital budget for 2008. We have been participating on Burlington’s Playfield User Group Committee to support this development, which would be permitted by the City Parks & Recreation for the Spring/Summer season. Another constant challenge is the development and retention of quality Umpires. We have supported the development of the Halton Field Hockey Umpires’ Association spearheaded by Geoff Sheppard this year. It will see the introduction of an on-line Umpire Scheduling program this fall for the local high school season and we hope can be adopted for our spring /summer leagues next year. It also aims to provided training and development opportunities for Umpires throughout the year. A Clinic is scheduled for the evenings of August 28 and 29 for Burlington for those wishing to start on the certification process or upgrade or re-certify. Submitted by: Candice Gibbs HALTON FIELD HOCKEY CLUB SECRETARY’S REPORT – AGM 2007 15 Aug 07 2007 Registration 245 players and 10 Coach/Umpire/Associates registered with FHO Our Club numbers also include 5 who are registered with FHO through another Club. Affiliations renewed with Oakville CORE (Community Organizations for Recreation and Education) and Oakville Sports Council. Board Meetings - 6 held during the year HALTON FIELD HOCKEY CLUB TREASURER’S REPORT – AGM 2007 14 Nov 07 Attached are the audited financial statements and the Auditor’s Report covering the 2 partial financial years January 1 – July 13, 2006 prior to incorporation, and July 14, 2006 to March 31, 2007, as the financial year was changed for the incorporated club. Previously the financial year was the calendar year. The split up year does not allow a side-by-side comparison of financial numbers for 2005 and 2006. However, in putting together the reports, I have done an analysis of the 2006 calendar year that shows a Net Income of -$153, versus $3,413.07 in 2005 when we still had net Bingo income of just over $5,900. This gives me confidence that we have managed well the transition from reliance on Bingo funds to an increase in membership fee rates in order to achieve a balanced budget. Of particular note, we did not renew the GIC that matured in November 2006, opting instead for a high interest Business Savings Account with ING that allows us to earn interest on all of our money that is not needed to cover immediate expenses. This will show up in next year’s report as significantly higher interest income. Receipts for the new Children’s Fitness Tax Credit for the Spring/Summer leagues have been prepared, and parents who have not already received these may pick them up this evening, and the remainder will be mailed. Respectfully submitted, Diane Huneault Treasurer Halton Field Hockey Club INCOME STATEMENT - JANUARY 1 - JULY 13, 2006 Revenue Membership Dues $ 25,200.00 Sponsorship & Donations $ 650.00 Uniform Sales Tournament Fees $ 778.00 Interest $ 86.50 Other $ 80.00 Total Revenue $ 26,794.50 Expenses Affiliation Dues $ 8,354.00 Administative $ 496.57 Insurance $ 243.00 Advertising/Promotion $ 30.00 Development $ 200.00 AGM & League Finales $ - Facilities $ 2,898.94 Equipment $ 3,389.07 Uniforms $ 1,733.63 Umpires $ 2,185.00 Tournament /Exhib. Fees $ 2,175.00 Bank Charges $ 70.16 Miscellaneous $ 155.00 Total Expenses $ 21,930.37 Net Income $ 4,864.13 BALANCE SHEET Bank Account Cash - January 1, 2006 $ 10,280.76 GIC - January 1, 2006 (Mature November 24, 2006) $ 6,018.12 Total Assets, January 1, 2007 $ 16,298.88 Net Income $ 4,864.13 $ 21,163.01 Bank Account Cash - July 13, 2006 $ 16,666.16 Payables - July 13, 2006 $ 1,521.27 Net chequing Acct assets July 13, 2006 $ 15,144.89 GIC Balance - July 13, 2006 $ 6,018.12 Net assets - July 13, 2006 $ 21,163.01 Note 1: Uniform expenses include socks, coach shirts, special order shirts Note 2: In addition to monetary sponsorship reported here, AKPro donated uniform T-shirts for all Leagues in 2006 (estimated value ~ $2000). Note 3: Miscellaneous refers to Provincial Incorporation fee. Halton Field Hockey Club INCOME STATEMENT - JULY 14, 2006 TO MARCH 31, 2007 Revenue Membership Dues $ 8,425.70 Sponsorship & Donations $ 209.00 Tournament Fees $ 1,011.00 Interest $ 69.60 Other $ 40.00 Total Revenue $ 9,755.30 Expenses Affiliation Dues $ 1,473.00 Administative $ 636.06 Insurance $ - Advertising/Promotion $ 515.06 Development $ - AGM & League Finales $ 2,111.02 Facilities $ 4,440.28 Equipment $ 344.76 Uniforms $ 25.65 Umpires $ 1,008.75 Tournament /Exhib. Fees $ 950.00 Bank Charges $ 122.61 Miscellaneous $ 48.75 Total Expenses $ 11,675.94 Net Income $ (1,920.64) BALANCE SHEET Net Bank Assets July 13, 2006 $21,163.01 Net Income -$1,920.64 $19,242.37 Bank Balance March 31, 2007 $20,482.76 Payables - March 31, 2007 $ 1,265.39 Receivables - March 31, 2007 $ 25.00 Net assets - March 31, 2007 $19,242.37 Note 1: July 14, 2006 is date of Provinvial incorporation as not-for-profit corporation. Financial year of incorporated Club is April 1 to March 31. Previous Note 2: financial year was calendar year. Note 3: Miscellaneous refers to Provincial Incorporation expense. HALTON FIELD HOCKEY CLUB SENIOR LEAGUE REPORT – AGM 2007 15 Aug 07 This year the Halton Senior League was comprised of 4 teams, all from the Halton Field Hockey Club. At the end of July the standings were as follows: 1. Red – 19 Points 2. Grey – 18 Points 3. Green – 16 points 4. Blue – 16 points This has been a great season in Halton, with many close scoring games. I have had mentioned to me a number of times that there were a lot of well played games, and that it has been a real pleasure watching the Senior teams take the field. I would like to thank all of the players from the Senior League this year making this such an enjoyable league, for the players, the umpires and the executive. A special thanks to those members who took on the additional load of organizing/coaching their respective teams this year. I would like to thank the executive for their support and encouragement through out the year. Also, to AK Pro for providing uniforms for the Senior league. I am now sad to report that this was will be my final year as Director of the Senior League. It has been a pleasure working with the Executive and having a chance to step on the field with so many wonderful players over the years. Thanks to everyone for another season and the best of luck to all of you as you continue through your Field Hockey years. Sincerely, Cheryl Jamieson Director – Senior Program Junior Recreational Field Hockey Report 2007 Submitted by Nicole Pereira What an exciting season of field hockey action! There was a lot of skill and development being demonstrated by our tremendously talented club. I look forward to seeing the returning players next year, as well as the new faces. A special thank-you to all of our coaches this year! Our league cannot run without our dedicated coaches who spend countless hours running and organizing their teams. Thank-you to all of the coaches that jumped in at the start of the season when we were desperate for coaches. Our coaches are one of the reasons why we are the biggest club in Ontario. I encourage everyone to consider coaching again next season. Thank-yous go out to Harry Wallage, Tamara Stock, Keith Penny, Cassie Chambers, Rachel Spekking, Michelle Mattiacci, Emma Mattiacci, Lisa Brown, Sarah McCutcheon, Tara Zuber and Susan. A big congratulations to this year’s champions the Pixies. This year also brought back the banquet, which was well attended by players and parents. Another congratulations goes out to the individual team awards, which were given out at the banquet this year at the Hilton Garden Inn. We hope next year to expand upon the banquet and to keep improving on what we have started. Finally, I encourage everyone to help out in the league in some way next year, whether by coaching or helping a coach or being part of the executive. Our league is made up of volunteers and we need volunteers to keep this group going! Thanks again to everyone, including our umpires and sponsors for a great season!!!!! PROMOTIONS/DEVELOPMENT UPDATE By Carmen Deleanu It has been determined by the executive that we will require all coaches to submit a criminal record check for the 2007 season. This information will remain on record for a two year period. A form submitted by Candice Gibbs will be implemented and revised for the 2008 season. Compliance for obtaining the criminal record checks has been unsatisfactory to date, as I am still waiting for about 95% of the records to be handed over to me. Still need to get them from the youth and junior co-ordinators. COMMENTS in the process of researching some grants of federal/provincial/municipal levels for community coaching organizations. One is from General Motors and another from Bell. Submission applications are due by the end of September, so just working on the submission letters Have attended several meeting in regards to the expansion of the turf field at Sherwood Forest. The proposal has been approved to the next stage and we are awaiting budgetary allocations from the city before Burlington Soccer is to start on the project as the main financial contributors. Halton Field Hockey Club has submitted a letter of support for the project. Hopefully with this facility we will be able to increase our skill level and keep some talented player s playing in Halton and become more competitive Very preliminary talk about fundraising and private support to convert Glen Ashton field into the field hockey turf – a distant project 2007 FHO U18 Developmental League - THASHERS This has been a developmental year for the thrashers. The season started out with a great deal of uncertainty, particularly in terms of coaching assignments, field availability and recruitment of potential players. I started out with a list of 25 players generated from the first practice and lack of commitment filtered it down to 16 players as the final roster. The practice facilities were partial turf surface at Sherwood Forest outdoor turf and Sherwood Forest indoor gym. Attempts were made to practice at Glen Abbey field, but field conditions made it frustrating for the players and myself to achieve any kind of progress, in fact it was a hindrance. Practices were held on a weekly basis which included Sunday mornings from 8-10am at Sherwood Forest turf and Tuesday evenings from 5:30-7pm at Sherwood Forest gym. The thrashers participated in the following venues: Two friendly games. One against the Grand River Panthers in Guelph and the other against the Dragons in Waterloo. Day tournament at Lamport stadium in Toronto. Turf surface Day tournament in Guelph. Grass surface Weekend tournament in Napanee. Grass surface Weekend tournament in Oakville. Turf surface See attached ranking sheet for standings prior to the Oakville tournament. Team members were charged an additional $50.00 for their participation and involvement with the U18 developmental squad. See treasurers’ report of rental fees for practice facility. As well as, the cost of a new playing jersey. The final jersey amount that was purchased from AK Pro is $43.32. Two additional 2 goalie jerseys were purchased on behalf of Halton Field Hockey Club at $26 + tax = $29.64, which will remain in the club inventory. A grand total of $752.40 for all uniforms related to the 2007 season. Some of the jerseys are faulty, as such the price for the playing jersey has not yet been finalized. Participants were also given the option of purchasing game socks for an additional $7.70 per pair. COMMENTS ON THE 2007 SEASON attempted to obtain practice time at Appleby College in preparation for the final tournament, unsuccessful. I was told that you need to book a minimum of 8 practice times and that turf rental for a few hours was not feasible. Contract needs to be signed for insurance and liability issues was very disappointed in the running of the final tournament at Appleby College, hosted by the Toronto Titans. The schedule was distributed on Wednesday morning before potential Friday afternoon games. As it turned out, and contrary to previous information, we were only playing Saturday and Sunday. The dates of the tournament were established in May and registration on until July 28 th. Only 3 other teams were present, where as I was told that there would be 6 teams in this tournament skill level of the players was a major focus. Most of the practices were spent on developing the basics. Little time was devoted to a better understanding on game play/flow commitment from players was also issue. At any practice we only had a maximum of 8-10 players. It was difficult to develop team dynamics and work on strategy for offensive and defensive play. SUGGESTIONS it was commented by parents that they would be willing to pay extra for the next season if we were able to get Appleby College turf as our practice turf more promotion for the U18 development squad to attract more players host of our own tournament on turf to showcase Halton talent some fundraising projects to keep the registration cost down and attribute to team bonding allow in the budget for some class room sessions. Able to do some board/video coaching allow in the budget for a coaching honoranium to cover coach expenses in regards to travel/food/accommodation HALTON FIELD HOCKEY CLUB INDOOR HOCKEY REPORT – AGM 2007 15 Aug 07 Our Indoor Hockey season continues to gain in popularity. This past year we had a Youth (U14) program on weekends (7 in the fall and 7 in the winter) and an Open Recreational program that ran from mid-October to end of March on Monday evenings at the Sherwood Forest Park gymnasium in Burlington. The Open Recreational season saw approximately 40 high school and senior players participate in a 4 team House League format. The season was divided into three 6-week sessions with teams reassigned for each session. The sessions were run informally with no results kept. Halton entered a Junior team under the coaching of Sara Kozak in the U18 Division of Titans Scarborough Indoor Cup in early December. For many of our players it was their first introduction to a full-sized Indoor facility and the real excitement of the full Indoor game. The girls did not win games but learned well, and many of the same participants were part of the U16 team entered into the Provincial Indoor Club Championship tournament in Kitchener in February where Halton earned the silver medal. Well done, girls! Halton also entered a team in the Open Division of the Pantherfest (3’rd annual) Tournament run by the Grand River Panthers Club and held at RIM Park in Kitchener, and several of our women joined with a team in the Toronto Women’s Indoor League during the winter. There is potential interest for Halton to enter our own team in that League for the coming year. We are looking for volunteers to co-ordinate the Open Indoor program for the coming season – please indicate your interest to me or any member of the Board. Respectfully submitted, Diane Huneault Halton Field Hockey Club By-Law Amendments as proposed by the Board of Directors on July 10, 2007 and October 17, 2007, to be presented to the membership for acceptance at the 2007 AGM. In each case the intention is to replace the strike through text with the bolded text. Article 1 – Membership Section 4 - change membership year (is currently April 1 to March 31) Amend to read The annual fees for each membership category and program shall be set by the Board each year for the Membership Year which shall be April 1 to March 31September 1 to August 31, or as determined by the Board and subject to approval of the membership at a General Meeting. Rationale: Field Hockey Ontario, to whom we pay our affiliation dues, changed their membership year to these dates at the May 2007 AGM in order to align with Field Hockey Canada. This change is effective September 1, 2007. Article 2 – Governance Sections 2, 4, 5, and 9 – Add provision to increase the number of Directors on the Board, and change the quorum requirement for conducting business from a simple majority to 50%. Amend to read 2. The Board shall be comprised of the Directors of The Club. There shall be a minimum of seven (7) Directors elected or appointed. Fifty percent A simple majority of the members of the Board shall constitute a quorum for conducting the business of The Club. The Directors of The Club shall be include: a. President b. Secretary c. Treasurer d. Director – Promotion and Development e. Director – Senior Programs f. Director - Junior Programs g. Director – Youth Programs Additional Directors-at-large may be added to the Board at the discretion of the Board if deemed beneficial to the operation of the Club. Directors shall be elected for a two year term with the terms of President, Secretary,and Director – Senior Programs and Director-at-Large elected in alternate years to Director – Promotion and Development, Treasurer, Director – Junior Programs, and Director – Youth Programs. If more than one Director-at-Large, terms shall be in keeping with election of half of the Directors each year. Election shall be by majority ballot at the Annual General Meeting (AGM) of Club members. The term begins immediately after election and lasts until the AGM two years hence, or until a replacement is installed. No Director may serve in the same position for more than five consecutive terms, and an interval of two years must pass before the person is eligible to serve in that position again. 9. H. Director(s)-at-Large shall: a. Perform duties as assigned by the Board. Rationale: As the Club grows it may be necessary to have more people to share the workload. It is also advisable to have representation on the Board from the various communities in which our programs operate. Directors-at-Large will provide this flexibility. Article 3 – Administrative and Financial Affairs Section 4 – Change the wording of section 4 re timing of annual budget presentation. Amend to read An annual budget with revenue and expense forecasts shall be prepared by the Treasurer with input from Board members and presented to the Board for approval prior to March 31 of eachfor the next financial year. Rationale: This reflects the intention that the annual budget shall be prepared and presented prior to the start of the financial year – the current wording indicates that the budget needs to be presented by the last day of the financial year. Section 5 – Include a qualified accountant as an option for the annual review of financial records. Amend to read Financial records of The Club shall be subject to review annually at the completion of the financial year by a qualified auditor, accountant or audit committee elected at the Annual General Meeting. Rationale – Suggested by our 2007 auditor, to provide flexibility. There are specific credentials for ‘auditors’ that are more stringent than necessary for an organization of our size. Article 4 – Meetings of the Membership Section 1 – timing of the Annual General Meeting (change from ‘at conclusion of the outdoor playing season’ to ‘within 2 months of’ the conclusion of the outdoor playing season’. Amend to read An Annual General Meeting of the membership of The Club shall be held atwithin 2 months of the conclusion of the outdoor playing season at a time and place decided by the Board. The purpose of the meeting shall include receiving Board reports, receiving feed-back from the membership on Club programs, and electing the auditors and the Directors that are up for election. Rationale: This provides flexibility. With the Senior league now playing until the end of August rather than completing play in July, waiting until the end of the outdoor season would push the meeting out until September – at which time it is difficult to attract attendance. Last year we had real difficulty getting quorum for the meeting when it was called for late August, then September and finally October. Section 4 – Reduce the required attendance at the AGM for quorum from 10% to 5%. Amend to read 4. A minimum of 10 5 % of the membership in person or by proxy constitutes a quorum for conducting business at any General Meeting. Rationale: Each year we consistently have problems meeting the required quorum even though adequate notice has been given to the membership. This results in much wasted time and effort by our volunteers in order to reschedule.