Minutes from each board meeting will be posted after they are approved during the following monthly meeting.

Contents:

 (Updated January, 2010)

● Dec/Jan meeting held January 19, 2010
     ... Minutes will be posted after February meeting

● November 18, 2009 Meeting

● October 22, 2009 Meeting

● September 17, 2009 Meeting

● September 17, 2009 Special Association Meeting

● August 2009 Meeting (held Sept. 1)

● July 30, 2009 Meeting

● June 25, 2009 Meeting

● May 21, 2009 Meeting

● April 23, 2009 Meeting

● April 23, 2009, ANNUAL MEETING

Archive:

2008-2009 Season Board Minutes

2007-2008 Season Board Minutes

2006-2007 Season Board Minutes

Grantsburg Hockey Association Board Meeting

November 18, 2009

Members Present:  Rick Quimby, Michelle Lee, Angie Bonander, Jason Johnson, Jeff Linke

Members Absent:   Kim Jensen

Guests:  none

Rick called the meeting to order at 7:20pm

I.        Treasurer’s Report

a.       Nothing exceptional to report.

b.      Michelle will remind people who owe registration money to pay by Nov. 30 or they will need to have a payment plan in place and receive a $5 monthly invoicing charge.

c.       We need to make sure that the Board is aware (and approves) any costs before people incur them.  We need to avoid situations where we suddenly have a bill and there was no prior approval.

d.      Bills for locker rooms (supplies, etc.) will be paid in first part of December.

Jason motioned to approve the November treasurer report. Jeff seconded.  Report passed.

II.      Board Minutes

a.       Minutes from last month were reviewed; no changes were noted.

Jason motioned to approve the October Minutes. Angie seconded.  Report passed.

III.   Old Business

a.       Matting – need to order more.

                                                               i.      Michelle: look up old invoices (2007/2008) for matting company so we can find the same product for locker rooms.

b.      WIAA business

                                                               i.      Discussed where we are with bills.  Michelle hasn’t seen the invoice yet for last year’s costs still owed.

                                                             ii.      For the High School games scheduled the same weekend as our Jr. Gold tourney, we’ll make sure to plan for the stands to be cleared between the Jr.Gold/HS games so we collect entry fees from everyone attending the High School game.  The policy will be that if there are other GHA games or a tournament coinciding with a High School game, GHA will clear the stands of all fans.  Then all people attending the High School game (except WIAA game-specific workers) will need to pay admission (including people who worked the previous non-High School game.)

IV.   New Business

a.       Work Weeks

                                                               i.      Michelle will set the schedule.  We need to make sure whoever has the work week takes care of rented ice (zamboni, etc.) Jeff will talk to Grant and Rick will talk to Tim so the Varsity teams will expect to be assigned a week.

b.      Junior Gold tourney: work schedules

                                                               i.      Varsity games scheduled during the Jr. Gold will have coverage by the Blue Line club for the game duties (timeclock, etc.) but GHA will cover door blockers, zamboni, concession, etc. 

                                                             ii.      We’ll update the sign-up sheet to have each team “own” a block of time to have scheduled.

c.       Other

                                                               i.      Work at the rink: we’re all reminded to encourage people to help out at the rink.  Especially for new families… to help set the expectation that it’s ok to just dig in and help out… you won’t always be “asked” to do things.

8:07pm… Jason moved to go into closed session for a specific item involving players.  Rick seconded. 

8:22pm… Returned to open session.

The next board meeting will be Wednesday, December 16th at 7pm at the hockey rink.

Michelle made the motion to adjourn.  Angie seconded. Meeting adjourned.

Grantsburg Hockey Association Board Meeting
October 22, 2009

Members Present:  Rick Quimby, Michelle Lee, Angie Bonander, Jason Johnson, Kim Jensen

Members Absent:  Jeff Linke,

Guests:  none

Rick called the meeting to order at 7:10pm

I.        Treasurer’s Report

-          Treasurer’s Report for September 18 thru October 21 was reviewed.

-          No update on refinancing options.

-          Michelle will create invoices for corporate sponsors (signs), and give to Rick so we can review before distributing.  We’re hoping to get a few more “big” signs this year.

-          DR Tech has been paid off in full.

-          We found out we still owe some money for the WIAA program from last year (about $2,800).  Michelle will follow up with Sheila so that is paid.

Jason motioned to approve the September treasurer report. Angie seconded.  Report passed.

II.      Board Minutes

The minutes for the September board meeting were reviewed.  Angie motioned to approve September minutes.  Jason seconded.  Minutes passed.  Minutes from the special Association meeting held in September were also reviewed.  Rick made a motion, to approve the minutes from the Special September meeting.  Angie seconded. Passed

III.   Old Business

a.       Lawn Mowing

                                                               i.      After review with a few other service providers, we have decided that $75 is a fair fee for us to reimburse people. (estimates ranged from $50-$80 to do the job.)

IV.   New Business

a.       Ice Rental

                                                               i.      Expect to have ice November 1^st.

                                                             ii.      St. Croix Falls has already rented ice throughout November. We’ve guaranteed that with a 4-hour block, we’ll provide someone to zamboni after 2 hours.  We’re going to give St. Croix Falls a key to open the rink.  We’ll also have someone lock up and walk through the rink when the session is complete so they can verify everything is in good order before our skaters use the rink next.

                                                           iii.      We’ll create some kind of ice-rental invoice so they can sign it to verify the hours used and then turn it in to Michelle for billing.

b.      Team Reviews

                                                               i.      Mini-mites are ok; coaches are in place. (Jason Johnson, the other Jason Johnson, and Rick Danielson.)

                                                             ii.      Mites – need a coach still. We’re trying to recruit.  We’ll probably do a light schedule for Mites, and try not to have too much travel.  We’ll try to schedule some teams like Pine City or Burnett more than once.

                                                           iii.      Squirts are ok; coaches are in place. (Rick Quimby, Brad Jones, and Josh Watt.)

                                                           iv.      Peewees – Grantsburg kids are going to skate with Siren. We’ll collect the Grantsburg registration fees and forward the registration info to Siren (just like with the Bantams.)  It’s not a co-op agreement.  Families still provide their work hours to GHA.  There are going to be an A team and a B team skating.  A-team coaches are Greg Norman and Mike Alderman; B team is Benton Jensen plus one more TBD. They will be the home team for our Peewee tournament.

                                                             v.      Bantam co-op is finalized.  Burnett is the lead Association for this one. Preston Curtis and Jim Meldahl.

                                                           vi.      Girls co-op is finalized. Still looking for a coach.  GHA is the lead association for this one.

                                                         vii.      High School has hired a coach; Grant Nicoll came from Pine City.  Tim Bennet is coaching Girls again. 

                                                       viii.      All co-op teams and HS teams will skate two-week stretches at each rink.

c.       Coach’s meeting

                                                               i.      Rick will set up a coach’s meeting early in November.

                                                             ii.      At the coach’s meeting, we’ll review the PPC, Manager roles, codes of conduct, and all of the other requirements.

d.      Board Position

                                                               i.      We still have one open board position. Curt Lee has expressed interest.  Jason motioned to table this until later in the season (December meeting); our goal now is really to have someone from a “new” family so we get some new perspectives in.

e.       Other

                                                               i.      None.

The next board meeting will be:  Wednesday, November 18^th at 7pm at the hockey rink.

Kim made the motion to adjourn.  Angie seconded. Meeting adjourned.

¦     Treasurer’s report:  Nothing much to report.  We can expect some bills to start again soon (insurance, etc.).  Jason Johnson moved to accept the report, and Jeff Linke seconded.  Approved.

¦     August Minutes:    Rick moved to accept the minutes.  Jason seconded.  Approved.

¦     Lawn mowing:  We wanted to verify if the $75 we are crediting families who mow is realistic. Rick got a bid from B&B lawncare, for $50 per time. We’ll still get a few more bids for comparison purposes.  But unless we get a few bids that are much higher than $75, we’ll keep the $75 credit to families the same.

¦     Ice rental:  We will go with same prices as last year.  River Valley has asked for a key, and would open the rink themselves and then we would have a GHA member close it.  They will also need a zamboni after 2 hours.  Kim will send info out to a few interested associations so we can start renting.

¦     Associate Member fee & policy: We need to set the fee for 2009/2010.  Decided fee is $50 plus 10 Watercross fundraising hours (or $10/hour.)

¦     Registration:  DoniJo, Jeff, Rick, and Michelle will be there next Tuesday. 

> Michelle will send out reminder email and ask people to bring any bag-tags, equipment, or jerseys they have lying around.  People should also bring birth certificates so Doni Jo can verify.

¦     Butter Braids:  Colleen Roberts is coordinating this for the year.  Selling will be November 16-November 30, and delivery will be around 12/14… before Christmas!

1.      PPC Committee – Every team will have will have a PPC member before they are allowed to practice.

a.       Discussion was around reestablishing the role of the PPC committee.  Members were informed that each team must assign a PPC member prior to the first practice.  Shortly after all PPC members are named, there will be a PPC committee meeting early in the season to orient everyone.

Discussed changes.  A summary of changes was distributed at the meeting.  Most of the changes were updates or clarifications to points that were missing from the current book.  Items in the handbook that were not “policy” (e.g. procedures for the concession, or contact name lists) have been removed and will be maintained in a “handbook” that does not require a vote when changed. The code of conduct was changed & simplified to make expectations, penalties, and escalation process much clearer.

a.       A question was asked about High School players.  Unless they are registered with GHA, they just follow the High School code of conduct.  But our policy does state that WIAA rules would be enforced if a High School player is involved with an infraction.

b.      A question was asked about Rostering Up of players.  We will add to the handbook “If mediation is needed to determine what the “best interest” is, this would fall to the ACE coordinator.”

c.       A question was asked about policies around the number of games.  We don’t have a policy around this, but teams should look at USA Hockey guidelines and plan accordingly.  Part of The ACE Coordinator’s role is to help teams plan the most effective practice & game schedule.

d.      Angie Bonander made a motion to approve the new policy book as amended, Kim Jensen seconded.  After no further discussion, this was passed.

If we are going to make ice off-peak (which saves a lot of money), we need more people.  It’s from about 8-10pm, and then again 1-3am.  We’d like “teams” (groups of 3-4 people) that can commit to various nights.  Once we know how many teams we have, we can schedule nights.  Anyone that can help with this should let Rick Quimby know.

Next one is scheduled for Friday/Saturday the 25^th/26^th.  A lot of progress has been made in the past few weeks.

Registration is next Tuesday 9/22.  Anyone who registers and pays in full on this day will be entered in a Prize Drawing.  We strongly encourage everyone to register right away so we know how the rosters look for the season.

Members Present:  Rick Quimby, Michelle Lee, Jason Johnson, Jeff Linke

Members Absent:  Angie Bonander, Kim Jensen

Guests:  DoniJo Johnson

a.    The minutes for the July board meeting were reviewed.  One change was made.  Jeff motioned to approve July minutes as amended.  Jason seconded.  Minutes passed.

                                                 i.      Many outstanding bills were paid thanks to Watercross funds being available

                                               ii.      Still need to discuss refinancing with the Bank

                                             iii.      Expecting some additional costs to come in for finishing the locker room

                                            iv.      We need someone to take charge of sponsorship signs.  This should happen in September

                                                 i.      Policy was proposed to Watercross.  Watercross will bring us recommendations/options prior to next year for our approval.

                                                 i.      Changes made after last meeting have been incorporated.  This final version will be brought to a special Association meeting for a vote.

                                                             i.      Want to make this available at registration: if people want to add an extra amount to their fee they can do this during registration. We’ll add a blank line to their form for this.

                                                           ii.      Once we have money in the fund, the board will decide disbursements.

                                                 i.      This season we will require full payment, or a signed payment plan, by December 1^st. Payment plans can extend through March 31, no later.  A $5 per-month installment fee will also be assessed.  Invoices will be created on the 15^th of the month.  If the agreed amount is not paid by the 30^th/31^st, then the skater cannot participate in any games starting on the 1^st of the following month.  Only the head coach will be notified of these circumstances.

                                                             i.      Need to have letters from school really focusing on the FREE learn-to-skate, SCHOLARSHIPS, etc.

                                                           ii.      For printing back-pack letters, Michelle will design.  Jeff and DoniJo offered to help with printing, etc.

                                                         iii.      Idea: see if Bernick’s will print a big Hockey Registration sign that we can post on the Highway.

                                                             i.      Ceilings are done on the south end (walls go all the way to the ceiling.)  Wayne Lake donated the labor for this.

                                                           ii.      Still need to finish a few things, including doors. We’ll schedule work days on 9/11 & 9/12, 9/25 & 9/26. (Friday 4-8pm and Saturdays 8am to 4pm.)

                                                         iii.      Concession area painting needs to be finished.  Going to ask the High School team to do the new locker rooms.

                                                        iv.      Probably starting ice end of October (turning the chillers on.)

                                                          v.      Clay Trittelwitz offered to finish cleaning up the remains of the outdoor rink.

                                                             i.      Michelle is sending DoniJo tourney budget from last year so she has something to go from this year.

                                                           ii.      DoniJo is going to look at putting together options for apparel so we can take orders at registration.  We’ll also bring any “old” apparel to registration and sell it at a marked-down price.

                                                         iii.      Looking at doing a fundraiser with a coupon card using local businesses that we can sell for $10.

                                                             i.      Received from: Mike Alderman (Peewees), Ben Jensen (Peewees), Rick Quimby (Squirts), Brad Jones (Squirts), Jason Johnson (MiniMites)

                                                           ii.      We need: Bantams, Girls, Mites

                                                         iii.      Practice times: might have Squirts/Peewee practices overlap.  For Co-op teams, will try to have two weeks here, two weeks there, etc.

                                                             i.      Refs: Ben Jensen is going to schedule.  Need to make sure the coach’s understand they are responsible for managing changes after the original schedule is done (securing ice time, refs, cancelling, etc.)  Jeff Linke is willing to work with any kids (ages 13+) interested in becoming a ref.

                                                           ii.      Lawn mowing: currently it’s at $75 and takes about 4 hours.  It was asked if this could change based on changes in gas prices. We should get some bids to see what’s realistic for next year.  Jeff will get one bid (from whoever does McNally.)

Members Present:  Rick Quimby, Michelle Lee, Angie Bonander, Kim Jensen, Jason Johnson, Jeff Linke (via phone)

Guests:  Michelle McEvers

a.    The minutes for the June board meeting were reviewed.  Jason motioned to approve June minutes.  Angie seconded.  Minutes passed.

a.    Income & expenses this month as expected.…

                                                 i.      Fundraising income from Watercross will help pay outstanding bills.

                                               ii.      Report note: money is shown as transferred from General Operations into a new WIAA fund; this will help show income and out-go more clearly.

                                             iii.      We plan to give the hardware store a list of “approved chargers” and ask that only these people can charge.  Everyone is reminded to make a note on the invoice to show what the cost is for.

                                            iv.      We still need to recover the money from the Moose Lake HS game where the gates were collected by Siren.

b.    Angie motioned to approve the July Treasurer report. Kim seconded.  Report passed.

a.    Code of conduct

                                                 i.      A few more changes were made to the document that was reviewed at the June meeting. See Michelle’s notes for details.

                                               ii.      Also need to make sure we post our “Zero Tolerance” sheets throughout the rink (inside & out).  Michelle M. offered to laminate if needed.  Need to show “Tobacco Free.”

b.    Locker Room

                                                 i.      Hope to have much of the work done in the next few weeks.

a.    Watercross shuttle bus

                                                             i.      Michelle McEvers brought forward an issue from the Watercross event, where we received notes from visitors that the bus driver should have received tips.  Information was shared about the different policies and contracts we have will all of our vendors.  This issue will be brought to the Watercross committee for further response.

b.    Review Watercross work hours policy

                                                 i.      Part of GHA’s intent in running the Watercross event is that all GHA families will help with the event so we can maximize the benefit to the skating program. We recognized that some families may also encourage other groups to help where GHA families can’t staff something; and that it is fair that some of their hours could go to this group instead of to GHA when the family is involved with this other group.  But we didn’t have a clear policy on this.  After discussion, a policy has been proposed to the Watercross board. 

                                               ii.      We should consider a few other notes for next year:

1.    Set a minimum of 20 hours of WATERCROSS hours for summer fundraising specifically with Registration.

2.    Ask that the committee to budget out which shifts they EXPECT to be covered by Hockey families vs. other groups.  Then we can be more aggressive about asking Hockey Families to fill those slots (some families said they would have worked more if they had known it was being covered by other groups.)  It also gives us a better idea of how much will be paid out to other volunteer groups when budgeting.

c.     Review PPC and set guidelines and expectations

                                                 i.      We will require 1 representative per team be assigned prior to the first practice.  The following will be added to the handbook:

1.    Each team shall assign a Parent/Player/Coach representative prior to that team’s first practice.  That person shall serve on the PPC Committee to address any conduct or complaint issues during the season.

2.    The volunteer for PPC representative should NOT be a board member, team coach, coach’s spouse, or team manager. If it is not possible to find someone meeting this requirement, the GHA board must approve any exception after a volunteer has been brought forward.

3.    Volunteers from each team will be assigned as the PPC Representative for a partner team as follows:

a.    MINI MITES and GIRLS PROGRAM

b.    MITES and PEEWEES

c.     SQUIRTS and BANTAMS

4.    GHA shall post the names of the PPC representatives at the rink, provide the names for the initial team meetings, and include the list in the handbook placed at the concession stand.

5.    During each team’s first meeting, they should review expectations with the PPC so they can clarify guidelines.

d.    Set new registration date

                                                             i.      No change in Registration fees from last year.

                                                           ii.      Same Incentives as last year

                                                         iii.      Decided to require the following:

1.    Winter Fundraising: 15 hours (except Mini Mites which is 5 hours).  This would be Jr. Gold Tourneys and Ice Bowling.

2.    Watercross Fundraising: 20 hours

3.    Work Hours: 25 hours (except Mini Mites which is 15 hours).  This is rink clean-up and non-Jr. Gold tourneys.

                                                        iv.      Registration Dates: Plan on Tuesday 9/22 at the rink, from 6pm to 8pm. 

e.    Set Learn to Skate dates and policy to incorporate skaters into GHA

                                                             i.      Plan on Tuesdays & Thursdays in November from 5:30pm – 6:30pm:  11/3, 11/5, 11/10, 11/12, 11/17, 11/19

f.      Send out emails to inform coaches of letters of intent to coach.

                                                             i.      Ask for coach’s letters by September 1^st to Rick Quimby.

g.    Set next meeting date and major agenda item, also, association meeting to inform parents of changes to policies etc.

                                                             i.      August meeting should cover Scholarships and Payment Plans.

                                                           ii.      Plan for an all-Association meeting on Thursday Sept. 10^th at 7pm at Woodlands.  Agenda will include new policies.

h.    Other

                                                             i.      We should send out an “Important Dates” email and possibly a postcard with the GHA-Member meeting, Registration date, and Coach’s Letter Date.

                                                 i.      Profit was about $500; lower than hoped.  We should consider raising the price next year on brats.  We are also thinking about putting a softball field on the rink property and having a corporate tourney next year during Big Gust days (in the afternoon) and sell brats there.

b.    The Treasurer’s Report for May 22 – June 23 was reviewed.  Angie motioned to approve the June Treasurer report. Jeff seconded.  Report passed.

a.    The minutes for the May board meeting were reviewed.  Michelle motioned to approve May minutes.  Angie seconded.  Minutes passed.

                                                 i.      No one has offered to do any of the projects listed in the newsletter. 

                                                 i.      Rick has talked to do Wayne Lake and he has committed to donating the labor.  We just need to make sure we have materials. 

                                                 i.      Board Appointments:  We still have a vacant spot due to Tammy Thoreen’s resignation. Michelle motioned to appoint Jason Johnson to carry out Tammy Thoreen’s term (through 2011.)  Angie seconded.  Jason accepts.  Motion Carried.

                                               ii.      Bill Cordell submitted resignation via phone.  Need to fill his position next month.

                                                 i.      Doni Jo has been appointed Tournament Director.  She is going to check with Colleen on the value of putting ads in Let’s Play Hockey.  We probably need the Jr. Gold tourneys there; do we need the other levels? 

c.     Setting Tourney Dates:  the group decided on what tournaments we will hold and preliminary dates.  Doni Jo has the details. 

                                                             i.      Jr. Gold (2 tourneys)

                                                           ii.      Squirt, Peewee, Bantam, U14 tourneys

                                                         iii.      Mite Day (Sat/Sun) + Mini Jamboree (Saturday only)

                                                             i.      We’re working with Sterling bank on options.  We would like to refinance and possibly take out some equity to pay off other short & long term debts and possibly capital improvements (e.g. locker room) and roll it all into one payment.  The goal would be to keep the monthly out-go about the same.  We will try to get between $12k and $30k additional principal, as long as the monthly budget doesn’t change.

                                                             i.      The board reviewed the current codes of conduct for players, parents, and coaches.  They are being re-written to clarify expectations and the process for dealing with infractions.  Michelle has the notes on this.  Later this summer we will have an Association vote on changes.

                                                           ii.      Next meeting we will cover the PPC roles, and we plan require PPC reps be assigned before first practice (probably get volunteers at each team’s first meeting.)  Also, we’ll encourage coaches/managers to follow the agenda USA Hockey gives for a first meeting.

                                                             i.      We’ll talk about PPC guidelines and payment policy.  Should also set fees.  Also need to talk about work hours and how to log them (e.g. maybe have them on-line?) Another idea is to have cards with 25 lines for 25 hours and they check off every hour & date it.  Have a “count-down” instead of a “count-up.”

                                                             i.      The Treasurer’s Report for April 1 through May 21 was reviewed.  We received some income and caught up on a few bills.  However, we held payment on Electric & Mortgage.  We are working with the mortgage bank to look at options on a refinance and rolling in other long term debt and possible capital improvements. Angie motioned to approve the April/May Treasurer report. Jeff seconded.  Report passed. 

                                                             i.      The minutes for the April board meeting (which followed the Annual Association Meeting) were reviewed.  Michelle motioned to approve April minutes.  Angie seconded.  Minutes passed. 

                                                 i.      We need to get some rink work done this summer.  We’ll schedule one clean-up day this spring.  Then we’ll start more projects with a fall deadline and have a specific person assigned to each project and they can recruit a team. Projects might include painting and tearing down the outdoor rink.  Rick will start the list - - Email Rick if you have other ideas for projects.

                                               ii.      The spring clean-up day will be Saturday June 13 from 9am to 4pm.  Lunch will be provided.  People should also turn in equipment (donations or borrowed or trades) and/or jerseys this day.

                                             iii.      If anyone just has time and wants to help, they can contact Rick for ideas on what they can do.

                                                 i.      We discussed if we will be able to get this done with only volunteers; probably not. We’ll want to get bids on this, and ask for flexibility on payment.

                                               ii.      Rick will write up the Request for Bid and ask for responses by a certain date from multiple builders (including all GHA carpenters.) If Rick bids, he’ll remove himself from the decision process.

                                                 i.      This was denied.  They are switching their focus to providing equipment to needy families.  We may re-apply if we want just equipment.

                                                 i.      There will be an informational meeting next week with the Webster AD for hockey board members, reviewing the status of the High School coach for the 2009/2010 season.

                                                 i.      A few members have been approached.  We currently need to appoint one member.  Rick will contact one candidate this week and hopefully we will fill the position soon.

c.     Co-op Board Meeting with Burnett.  Rick will schedule something at the end of June.

d.    State Tourney director for Squirt 3A tourney needs to be named. Jason Lee will be asked to do this.

e.    Items from the annual meeting:  We’ll address items from the annual meeting in future meetings:

                                                 i.      Code of conduct: Need to have this done before registration, and it needs to clearly show infractions & consequences.  (“If THIS happens, then THIS is the consequence.”)  Schedule this topic for our JUNE board meeting.

                                               ii.      PPC:  Need to get guidelines for the reps.  Need to enforce that every team has one representative (not a manager or coach) or the team can’t begin practice.  Schedule this topic for our JULY meeting.

                                             iii.      Payment Policy: address this in the JULY meeting.  Need to clarify that previous season dues must be paid up.  New fees need to be paid, or a payment plan must be agreed to prior to the start of the season. The SCHOLARSHIP fund will also be discussed in July (7/23 meeting.)

                                            iv.      Associate positions:  Need an ACE coordinator.  Ben Jensen will do the Ref coordinators.  Jodi will do the Concession but needs an “assistant.”  Rachel will do equipment.  Need to address any gaps in AUGUST.

                                                 i.      Jeff Linke is going to sponsor summer dry-land events to give kids a chance to do some drills & conditioning.  First one will be June 13^th from 9am to 10am.  Depending on interest, we could hopefully do it every Saturday or some Sundays.  All ages welcome.

                                               ii.      Newsletter: We’ll do an electronic newsletter.  Goal is to have it ready the 2^nd week in June.

1.    Rick: Message from the Pres, Note on Stickhandling fundraiser, Liberty Mutual survey.

2.    Jeff: Off Season Training; WAHA Cup achievements.

3.    Michelle: Pictures on Ice Bowling, State champions (U14/ Bantams)

4.    Other Content: Watercross – save the dates, reminder on summer fundraising hours; Coaching – letters to the board by July 31^st; June work day; Preliminary list of projects;

5.    Also, Rick will contact newspapers to see if they will run articles on the WAHA Cup achievements.

                                                 i.      Kim’s got it under control.  She will need volunteers.  Everyone will be asked to bring baked goods.

• Michelle is now the secretary and treasurer

• Rick was voted as president

• Jeff is vice-president

Bank Account Signers:

• A motion was made by Rick Quimby to remove Tori Bowman as a signer on the Watercross bank account.  Michelle seconded the motion.  Motion carried.

• A motion was made by Rick Quimby to add Mike Alderman as a signer on the Watercross bank account (as Asst. Executive Director.)  Michelle seconded the motion.  Motion carried.  So the official signers for the Watercross account shall be Duke Tucker, Executive Director, Sheila Meyer, Watercross Treasurer, and Mike Alderman, Asst. Executive Director.

Grantsburg Hockey Annual Board Meeting 

*** DRAFT - To be approved at 2010 Annual Meeting  ***

April 23, 2009

Board Members Present: Kim Jensen, Rick Quimby, Michelle Lee, Jeff Linke, Angie Bonander, Brad Jones

Association Members Present: Craig Johnson, Kim Johnson, Darren Lien, Curt Lee, Rachel Trittelwitz, Mitch and Sherry Ryan, Arlen Jensen, Duke Tucker

Meeting call to order: Rick called the meeting to order

Reminder to have members sign in:

Review 07-08 Annual Minutes:

-          Craig wants the minutes from the meeting emailed to association members.

-          Craig asked for clarification if our Tournament Director didn’t want to do it last year. He said she does a nice job doing it.  We hope she will continue.

-          Michelle made the motion to approve the updated version of 07/08 minutes. Jeff Linke seconded. Motion carried.

Review 08-09 Treasure’s Report:

-          Michelle discussed the 08/09 budget. She said that income was down this year. Michelle said we did receive the $2,500 check from the city for the public ice today. The expenses paid were lower than budgeted, and that helped, but we still owe some establishments.

-          The budget for the 09/10 season is pretty flat so we can catch up on what we owe and getting money that is owed to us. We are going to be more aggressive collecting the money that is owed to us.

-          Michelle said we have around $4,000 of operating expenses each month off-season.

-          The tournaments, especially the Junior Gold, really benefit our association. Rick said to note that the tournaments that were full do a lot better than the ones that aren’t. Rick said as coaches, we need to try to fill our own tournaments.

-          Ice bowling was a little down this year but the Winter Sports Day helped us. Craig Johnson made the recommendation of selling beer for a broomball tournament. Rick said we need to check on how many picnic licenses we can get.

-          Rick said compared to this time last year, we are doing better but we need to make sure we are working toward the rink paying for itself 12 months out of the year rather than just 7 months.

-          Registration income is down because we haven’t been able to collect but the number of skaters is down as well. We had a good turnout for the learn-to-skate program but we need to grow the mini-mite and mite programs.

-          Mitch Ryan asked why the WIAA program shows a shortfall (budget vs. actual.) Michelle said it was a fluid amount where the shortfall is made up from the Blue Line Club. Jeff said we use some of those finds throughout the year. Jeff will update later on the discussion of whether the WIAA parents will be responsible for the WIAA program.

-          Craig Johnson asked how the off-peak electric hours helped. Mitch gave a quick estimate of $1,300 in savings. Jeff felt it helped us earlier on but once the high school varsity and junior gold games started, we had to kick on the compressors earlier, which wasn’t as cost-efficient. 

Angie made the motion to approve the 08/09 Annual Treasurer report. Kim seconded. Motion carried.

Old Business:

1. Work days—Locker Rooms, Clean up, and general maintenance

- Rick said we need to schedule days during the summer to pick things up. He said we have a serious leak between the two buildings that needs to be fixed. Rick wants to schedule workdays in August. He wants to get the south end cleaned up but we really need to fix that leak. Rick said if you see things that need to get things done, just go do it.

2. Water Cross Update—Duke Tucker

- Rick said one of the new things for Water Cross is in the Memory Lake campground; there will not be any outside beer/liquor allowed. Vehicles entering the campground will be searched. If people don’t want their vehicle searched, they can go to the campground south of town. The reason for this is to get people to buy their beer from the association rather than other establishments on the highway. This will keep the money in the association.

- Rick reminded everyone that we need ALL of our families to work because that money needs to stay in the association.

-Duke said the reason for going to the “no outside beer/liquor” is as a fundraiser for our association.  It is a common practice - - he couldn’t find any outside event like this that allowed camping and also allowed outside beer/liquor.

-Rick said on behalf of the board, we appreciate the work that Duke has done with organizing this event.

3. Ice Bowling Update and Review—Rick Quimby

- Rick felt that with there wasn’t as much beer sold as last. Next year at the north end, instead of the games, there will be a DJ/Dance that will start at 8-9PM that will go until midnight.

-The main night for bowling is going to get switched back to a Friday night to attract more people. Family day may be Saturday or Sunday - - still undecided.

-Rick said there was great help at the event. He said it’s a pretty good night where we raise anywhere from $3,000-$4,000.

4. Jr . Gold Tournaments—Colleen Roberts and Jeff Linke (12 Team Jr. Gold for WIAA fundraiser)

-Jeff is proposing a 12 team Jr. Gold tournament as a WIAA fundraiser and having it at both the Grantsburg and Burnett Rinks. Part of the funds would go to the association rinks and the other funds would benefit the WIAA teams. This is in addition to our two own Jr. Gold Tournaments. Both boards need to approve this in order to make it work.

5. Other

- There are lawn-mowing opportunities for people who want to raise funds to go towards their registration cost.  Email Craig if you’re interested in getting scheduled to mow the rink property.

-Craig said we need more people to learn how to make ice and he’s willing to show others how to make the ice.

New Business

1.       New code of conduct will be written and signed by parents, players, and coaches before a player or coach is allowed on the ice. New code will lay out penalties for 1^st infraction, 2^nd and so on.  Situational examples will be written into the code to be interpreted by the PPC reps.

2.       GYHA will be expanding the PPC.--One parent from each team. The board will not be hearing any disputes that have not gone through the PPC representative first.  If a team does not have a representative there will be a penalty until that team appoints one. (No practice times or no home games, etc. need suggestions.)  PPC rep will have authority to impose penalties to player, coach or parent based on new code of conduct. PPC rep will also have authority to call meetings with all PPC reps to help determine solutions to issues.

-          Rick said this process would allow the board to do a better job at what a board is supposed to do. Our board has taken too much time trying to settle conflicts between parents and coaches. Teams need to assign at least one person from each team to be on the PPC board. If teams do not have a representative, they will not be allowed to practice. If there is an issue the PPC makes a recommendation to the board and the board has the final say.

3.       New payment policy.  Growing problem of unpaid funds.

-Rick said there is a credit card machine up at the rink. People can pay their registration with this. We are also looking into a way people can go to the website and pay their registration fee.

-Rick said we have a growing problem of people not paying for their child to play. Sometimes there are two years worth of registration and fundraising funds.

4.       Scholarship program.  Voluntary donations at registration.

- Last year we had 2 people that played due to the scholarship program. Mitch said we should utilize a 501.3C certificate. Michelle confirmed that anyone donating funds to the association can ask her for a receipt that will acknowledge our 501.3(c) status for tax purposes.

5.       WIAA program update—Jeff Linke

Jeff said right after the season, there was discussion with the Burnett association to look at the WIAA program and how to improve upon the success. There is a possibility of being able to use the Grantsburg School van for the WIAA program. Using the vans for transportation for games, etc will save the program immensely in transportation costs.

-Jeff said the new league the boy’s team is in is going to benefit our association because it will cut down on travel costs, allow JV games, plus many of the teams in the league want to play their away games against the Blizzard in Grantsburg.

-Jeff said they are looking at increasing the skate-sharpening fee for the varsity players to $50 in order to help generate some funds. We would like to charge a towel fee but the Grantsburg School Board will not allow it. (As of now, the varsity players are getting off pretty easy without having to pay fees or be association members compared to other high school hockey programs throughout Wisconsin and Minnesota.)

-Jeff said the parents coming up would be more receptive to the WIAA program.

-Jeff said we NEED to get those varsity locker rooms done this year. Duke is concerned that the volunteer aspect didn’t work.  Rick said we need to get a big crew for 5, 8-hour days. He said we probably need another $5,000 to finish the locker rooms. Michelle said there is a $2,700 outstanding bill we owe a supplier for the lumber for the locker room. Duke said he was going to look at the Watercross budget again to see what we can do.

-Dryland training will be offered starting the middle of May in Siren. Jeff would like to offer a shooting, exercise, dryland training opportunity in Grantsburg and to offer it to the younger level as well.

-As of right now, Greg Sears is coming back to coach the varsity. Jeff Linke has offered to coach as the JV/assistant for the boys teams.

6.       Co-opperative teams for next year. 

-Rick said as of right now, both Grantsburg and Burnett associations are short players from the mite levels on up. Rick said we will do our best to offer a Grantsburg team first, then a team through co-op and at worst case scenario, we will not offer a team. The best option is to co-opt with Burnett but if not, River Valley is an option as well. At the mite level, we are looking at offering an “in-house” mite program and co-op with Burnett for a “traveling” mite team that is optional.

7.       Review appointed Associate Board positions—We will be only reviewing theses positions.  The board will discuss these positions at a later date and approach proposed applicants.  We will take applicants at the annual meeting but the decisions will be made at a later date.

-          Rick said our available positions are: mite director, girls director, rink director, tournament director, ace coordinator, advisor, web master, ref scheduler, game scheduler, registrar, watercross director, concessions coordinator, web master.

-          Darren feels we need a District 10 director

-          Darren Lien wants to stay on as girls director

-          Jodi Cordell wants some help as concessions coordinator

-          Duke is given the watercross director

-          There will also be a new associate board member position for equipment position.

8.       Election of new board members (Three positions available)

Our handbook only allows for three positions to be elected each year.  We will then appoint a fourth to fill the vacant position. 

- Josh Watt and Brad Jones have said they will not renew their board positions. Michelle Lee would like to renew.

-With only 8 association members present for this meeting, the question was raised if we should try to fill those three positions now.

-Rick asked if we should drop the number of board members to 7 instead of 9 – considering 9 members comprises almost 20% of association families.

Duke made the motion to drop to 7 board members to serve 3 year terms. Darrin seconded the motion.  Motion carried. The board agrees to review the number of board members on a year-to-year basis.

Darrin nominated Michelle Lee to fill Michelle’s position. Angie seconded the motion. Michelle retains her position.

9.       Other

Handbook Changes

-Right now the handbook has both policies and general info on GHA. We need to have a separate handbook about the association that describes what the association is about. This needs to be updated, but changes would not be “voted on;” instead the “owner” would have authority to change anything (e.g. concession or tournament information.) Then we need a separate policy book that describes the policies that the board will follow and vote on.

- The board will put together a policy book and handbook and will have the association vote on it in the fall.

Kim made the motion to create a committee to make a new policy book and a handbook as two separate books to be voted upon by the association by September 10^th. Angie seconded the motion. Motion carried.

Adjourn annual meeting.

Brad makes the motion to adjourn the annual meeting. Angie seconded the motion. Meeting adjourned.