BOARD MEETING MINUTES

April 13, 2010

 
The April meeting of the Butler County Youth Hockey Association was conducted at the Goggin Ice Center on April 13, 2010. The meeting was called to order at 6:45 PM; Board Members/Representatives present were Ron Spaulding, Jim Moffett, Sarah Persinger, Michelle Deaton, Dave Smith, David Clay, Jeff Day, Bryan Humfleet, and Greg Phillips. Board members absent were: Dave Brabender, Gabe Holt. Guests present were: Mike Bacevich, Bob Blair, Lisa Croucher, Josh Hillard, and Jason Holt.

Secretary's Report: The minutes from the March Board meeting were presented for review. A motion to approve the minutes was made and was seconded; all were in favor of approval. 
 

Treasurer's Report: The BCYHA checking account balance to date is $31,295.29 ($25,052.88 at First Merchants and $6,242.41 at Huntington). The additional ~ $300.00 from the MOBHL tournament was paid by BCYHA. A motion to approve the Treasurer’s report was made and seconded; all were in favor of approval. 
 

Equipment Report: Pennies are in, and will be used during the upcoming evaluations. Black with white EVEN numbers 2-40; Gold/Yellow with black ODD numbers 1-39; Orange with black CONTINUOUS numbers 41-60. The Huntington sponsor water bottles were brought to the meeting by Dave Smith and will be distributed during the evaluation weekend.

Coaching Coordinator's Report:  Discussion of evaluation weekend and related processes

BTHL Representative's Report:  Approximately 20 Squirt AA players were at their evaluation session; low interest to-date for BCYHA evaluation registrations, decision was made to post a notice on the website to our members that a faxed or emailed registration form will count as a preregistration with the lower associated fee to be paid at sign-in on Friday. Fax number to use is 513-757-4441 and email address of the association is to be used.

MOBHL Representative's Report: No activity

MYHL Representative's Report:  No activity

Old Business:

1. Skater Evaluations update – some actions still to be covered; Jim is out during the evaluation weekend, but Ron will fill in for him as Session Coordinator. The changed registration form to reflect the 3-day fee has been posted and the form has been modified to add in a place on the registration form to indicate travel preference. 

2. Positive Coaching Alliance / online survey for parents: still need to request feedback from board members and from organization; Ron sent emails to his SAY soccer contacts and thinks that Gabe spoke to some of the Miami Little League members. More to be presented at next meeting. 

3. Email requesting board nominations – nominations were received and ballots were sent; responses ongoing; same method as last year is being employed (ballots drawn up from nomination requests and sent out via email. The BCYHA email account is set to auto-forward the returning ballots to the email accounts of each of the individual board members who are not up for re-election – this ensures independent counting and verification of ballot results.

4. Prospective teams for next season (# of skaters at each division) – Returning 33 Bantams, 27 PeeWees and 18 Squirts

5. Coach evaluation and selection process. Coaches were evaluated by a committee consisting of Ron, Jim, Gabe and Bryan. 
 

New Business:

1. Naming of the head coaches - All applicants were accepted for coaching: Head Coach Bantam A – Steve McGrinder; Head Coach Bantam B – Dave Brabender; Head Coach PeeWee A is still open [potential for Bryan/Dean to cover the A team coaching until replacement is identified]; Head Coach PeeWee B – Fred Deer; Head Coach Squirt A - Pat Kallmyer. This last announcement was questioned by several members of the board due to knowledge of a prior incident; a secondary/alternative coach was identified as Kevin Penney; no decision was made for the final Squirt A head coach by the conclusion of this meeting. If there is to be a vote on the Squirt A coach, Dave Clay is requesting to recuse himself from the vote.

2. Final agreement/discussion of the evaluation process 

3. Brochures/flyers have been distributed; Michelle will write a BCYHA check to pay for the printing costs rather than reimburse the student PR group if they have to pay for the printing

4. The Squirt AA team is holding both weekly practices at the Goggin, any further practices could be elsewhere, but the 2x weekly practices will both be here.

A motion to adjourn was made and seconded; the meeting was adjourned at 8:00 pm. The next meeting will be held May 11, 6:45pm at the Butler Rural Electric Cooperative, 3888 Stillwell Beckett Road, Oxford, OH 45056.

June 8, 2010

The June meeting of the Butler County Youth Hockey Association was conducted at Butler Rural Electric Cooperative on June 8, 2010. The meeting was called to order at 6:50 pm. Board members present were Ben Banks, Bob Blair, Greg Phillips, Jeff Day, Michelle Deaton, and Ron Spaulding. Board members absent were David Clay, Gabe Holt, Jim Moffett and Sarah Persinger.

Guests: No guests were in attendance.

Secretary’s Report: The minutes from the May 11 meeting were presented for review and approved by all with a motion from Jeff and a second from Bob.

Treasurer’s Report: The bank account balance for BCYHA is $13,352.34. $7,005.27 at First Merchants and $6,347.27 at Huntington. As a follow up from last month’s meeting the fees of the Huntington account were reviewed to ensure reasonable rates are being applied since this account handles our credit card transactions. It was noted we incurred fees of $45.14 in a month where no activity occurred. Prior months had fees of approximately $25 and $39 in months where we did have credit card transactions. Bob was going to contact our Huntington representative to see if any fee assistance could be provided and to get a breakdown of what the fee schedules were. We are ready to begin accepting payments for the upcoming year. The payment schedules for our players will be made available to their families in the near future. It was also noted to communicate the Kroger card opportunity to our families.

Equipment Report: Score sheets still need to be ordered for the upcoming year.

Coaching Coordinator’s Report: No official report. It was mentioned coaching applications have been received for the PeeWee B team and options will be reviewed.

BTHL Representative’s Report: Ron and Gabe attended the BTHL meeting. The Midget division was being removed from the pre-season seeding tournament since there is only one division. Rosters for all teams need to be turned in by the pre-season tournament to avoid an additional $50 fee. This roster may not be the final roster but should be a good representation. Final stamped rosters must be in prior to the first game. The pre-season seeding tournament will be held on September 18 and 19. August 16 is the team application deadline. Queen City is now a full member and off probation. The end of season tournament will again be held in Cincinnati.

MOBHL Representative’s Report: Ron reported on this. The pre-season seeding tournament will be held over three weekends beginning possibly the second or third weekend in October. There should be 2 or 3 divisions depending on the mix and number of teams. Discussion was given on possible abuse of travel players participating in games at the end of the year and in the end of season tournament. David Clay was nominated to serve as the Disciplinary Chair for the league.

MYHL Representative’s Report: Ron reported on this. League fees now need to be paid up front. A desire was noted to get their web site back up and running. A breakdown of the league divisions was given with approximate numbers of teams. They are looking at possible multiple jamboree format events for their Mites. The end of season tournament will be held the first weekend in March. This will probably be at Sports Plus but options are being considered for South Metro. They are looking for nominations for their executive committee. The next meeting will be July 8.

Old Business:

1. Current roster status – The roster levels for the various teams have changed slightly. Coaches have contacted their players. The PeeWee B team players were contacted by board members. A couple of skate-up request forms still need to be obtained for the Squirt team. Evaluations also need to be conducted for a few skaters that missed the regular tryouts. Squirt A 16 total 15 players 1 goalie no change PeeWee A 16 total 15 players 1 goalie(possible backup) 15 3 2 before PeeWee B 15 total 13 players 2 goalies 16 15 1 before Bantam A 12 or 13 total 11 players 1 or 2 goalies 17 15 2 before Bantam B 16 or 17 total 15 players 1 or 2 goalies 16 14 2 before

2. Practice ice schedules for next year – The ice contract has not been signed yet but should be finalized shortly. Teams this year will have a combination of solo ice and shared ice.

3. Fundraising – A sample letter was presented for review that would solicit corporate sponsorships. Possible inclusion of dasher board options was discussed. The organization would like to have some global fundraising opportunities. The peeler card was mentioned as a successful program and possibly using LaRosa’s this year. Each team could also do their own fundraising. Separate spreadsheets would be used to track contributions. We would also like to involve parents in our fundraising planning and activities getting their input and participation on a fundraising committee. An email from Simply Functional Fundraising was presented.

4. Spiritwear – Spiritwear items through Capital Varsity will be available on-line simplifying the process and making it more efficient. An option through an Eaton business will be researched as well.

5. Uniform billing amounts – Players fees for the season should be more uniform across the teams since we do not have double rostering and special situations this year.

 New Business:

1. Pond Hockey – Summer sessions begin Friday, June 18 from 7:15 PM until 9:15 PM at a cost of $10 with goalies free. Helpers on and off the ice will be needed for these sessions. A communication will be sent to the coaches and players as a reminder.

2. Jerseys –With many new faces, new jerseys will have to be ordered.

3. Organization betterment – Discussion was given on improving our organization as a whole. This could include attracting and retaining players, families and board members. Possible board member criteria was briefly discussed. Further review of this topic will be at future meetings.

4. Positive Coaching Alliance – This program is being considered to enhance and support our Code of Conduct function. It offers on-line courses to positively reinforce proper conduct by parents, players, coaches and administrators. It would also provide support resources when situations do arise and have to be dealt with.

A motion was made to adjourn and seconded at 8:20 pm. The next meeting is scheduled for Tuesday, July 13, 2010, 6:45 pm at Butler Rural Electric Cooperative, 3888 Stillwell Beckett Road, Oxford, Ohio 45056.

Submitted by Greg Phillips

July 13, 2010

The July meeting of the Butler County Youth Hockey Association was conducted at Butler Rural Electric Cooperative on July 13, 2010. The meeting was called to order at 6:45 pm. Board members present were Ben Banks, Bob Blair, David Clay, Greg Phillips, Jeff Day, Jim Moffett, Michelle Deaton, Ron Spaulding and Sarah Persinger. Board members absent were Gabe Holt.

Guests: Dan Daikawa, coaching coordinator was in attendance.

Secretary’s Report: The minutes from the June 8 meeting were presented for review and approved by all with a motion from Michelle and a second from Sarah.

Treasurer’s Report: The bank account balance for BCYHA is $12,542.02. $6,195.27 at First Merchants and $6,346.75 at Huntington. As a follow up from previous meetings, it was noted that no fees were incurred on the Huntington account.

Equipment Report: Various items such as clip boards, water carriers, pucks, pinnies, etc. were reported to be in good condition and sufficient in numbers. There was a need for a bucket to carry the pucks plus possibly some additional water bottles. Score sheets still need to be ordered for the upcoming year. Nothing was urgent at this time.

Coaching Coordinator’s Report: Dan reported we have a coach for the PeeWee B team and he would help in getting proper assistance to him as needed for the upcoming year. He is also developing plans for upcoming coach’s sessions.

BTHL Representative’s Report: Ron confirmed the August 16 date is the team application deadline to avoid additional fees.

MOBHL Representative’s Report: David mentioned Charleston had inquired about getting into the league. This may not be accepted but their contact information would be given to each team for possible scheduling of games on their own. There is also a possibility that Athens may return to the league. No determination of either 2 or 3 divisions was decided upon. This will be decided based upon preseason tournament results. The desire was to play two games at Goggin when teams travel to Oxford to reduce overall travel. It was also requested not to schedule these games too early.

MYHL Representative’s Report: Ben reported the end of season tournament will be decided at the August meeting of MYHL. Goggin has placed a bid to hold the tournament February 25, 26, and 27 of 2011. The number of teams at each level was also reported to good.

Old Business:

1. Fundraising – No additional information was available from the previous month but will be reviewed.

2. Spiritwear – Capital Varsity’s on-line services should make purchases efficient and convenient for families and BCYHA.

3. Pond Hockey – Summer sessions have been well attended and have run smooth. The final evaluations of players are being obtained with players placed at the appropriate level.

New Business:

1. Ice schedules for next year – The ice contracts are being finalized by Goggin personnel and should be ready within a week or so.

2. Butler County club team –The former Badin club team is transitioning to the Butler County club team. Part of this transition was to close its existing bank accounts and begin fresh. Talk was given to utilize existing services/resources of the BCYHA such as collections of fees and payments of bills since these services are already in place. A contact person for the club team would need to be established to communicate and validate transactions and balances. The club team does not fall under the umbrella of the BCYHA nor would it as a result of the sharing of services. The club team would be responsible for their ice time scheduling, player evaluations, player selections, coach selection/retention, game scheduling, personnel issues, uniforms, and others. All in attendance were supportive of the sharing of services and the two organizations will move forward in working out the details.

3. Positive Coaching Alliance – Discussion was made on utilizing various aspects of the program and that it could be beneficial to the organization, coaches, parents, and players. The program teaches respect at all levels and can assist in creating a culture for all to enjoy. Existing resources/literature will be reviewed and distributed to the board where it can be properly used to educate those within our organization.

4. Team information – With teams being finalized, many of their information is being placed on the web site. It was noted to contact the Squirt AA team to get their roster information.

5. Registration process – Sarah mentioned the registrars meeting will be held the end of July. Updates will be provided at the August meeting.

A motion was made to adjourn and seconded at 7:55 pm. The next meeting is scheduled for Tuesday, August 10, 2010, 6:45 pm at Goggin Ice Arena.