DATE & TIME: Tuesday, January 15, 6:45 PM Called to order at 6:58
LOCATION: Goggin Ice Center, Room 227
Board Members/Representatives Present:
x Ron Spaulding, President. x Bruce Gray. x Steve McGrinder
x Egon Kraan, Vice President. x Josh Hillard. X John Mihalik
x Michelle Deaton, Treasurer. x Gabe Holt
x Kristen Schwind, Registrar. x Kelly Hubbard
[ ] Dwight Huddleston, Secretary. [ ] Jen Lehman
Guests: Tom Wolfe, MYHL Rep
Secretary's Report:
Treasurer's Report: $8588.96 @ Huntington, $49087.82 Merchants.Fall ice bill is due.Fees are grossly outstanding.Statements have not been sent out, but treasurer gives information on fees regularly.36 families have made no payment at all. President will send an “all” email on payment statement.
Team Fees Grossly behind: as of 1/13. $72,548.20 in outstanding fees:
·
SQ A1: $8,274.50
SQ A2: $8,980.80
PwB: $6,874.80
Pw Mixed: $7,376.00
Pw Minor: $8,332.50
Pw Major: $8,109.60
Ban B: $7,722.00
Ban A: $16,878.00
Statements will go out to families who have made no payment on ice fees at all.IRS changes causing non profits to file taxes.BCYHA has contracted with Kirsch CPA group for auditing.
Equipment Report:
Score sheets should arrive tomorrow.New pucks are marked “BCYHA”
Registrar's Report:
Decision outside board meeting to allow addition of player to BCYHA Peewee A Mixed team.Player evaluated and permitted to play.His addition at this time prohibits him from play in league games due to missed roster deadline of 12/31/12.Bantam B given a paper waiver of liability form to get more players on the ice trying out hockey and potentially adding to the team, one of these potential players is a “skate down”.Website problems with authenticating some log-ins, problem has been researched and should be corrected soon.
Coaching Coordinator's Report:
Most lose ends with Coaching Education requirements and USA Hockey Certifications wrapped up.No coaches with expired coaching certifications should be permitted on the bench until current.Coaching Coordinator will follow up with any outstanding requirements.Call for 2013-2014 Head Coaches will go out.Looking at preliminary player numbers to establish need for coaches.
Health/Safety Report:
Safe Sport Handbook/policies overview.Will need a Safe Sport Coordinator for 2013-2014
BTHL Representative's Report:
No Updates
Bantam A team had player misconduct and opposing team coaches were ejected.
MYHL Representative's Report:
BCYHA hosting MYHL tournament at Goggin February 23rd & 24th pewees and squirts all playing @ Goggin.Trophies and medals are partially ordered, will add an MVP award for each team for opposing coach to give each game. Brackets are done.Looking for community info and discounts to give out at tournament.Need volunteers.
Old Business:
New Business:
Blue Jackets hosting Mite Jamboree in March, Egon will gather details and forward to Jr. Redhawks
Blue Jackets Spotlight Night: Need to pick new date.
Will provide CBJ with preference for March 16th, March 23rd, April 7th
Blue Jackets Shootout Showcase filming on January 21st, selected goalie and shooters are from Squirt A2 team
Teams/Individuals ordering from Capital Varsity under BCYHA
Non BCYHA items mixed in with invoices from Capital, all orders need to go through Michelle Deaton.
No longer register teams for tourneys or "Extra" ice until Mgr collects and provides checks to Michelle. Same with warm-ups and other items.
The February meeting of the Butler County Youth Hockey Association was conducted at Goggin Ice Center on February 12th. The meeting was called to order at 6:47 p.m. Board members present were: Michelle Deaton, Gabe Holt, Kelly Hubbard, Dwight Huddleston, Egon Kraan, Jen Lehman, Kristen Schwind & Ron Spaulding. Not present were: Bruce Gray & Josh Hillard. Other Representatives present: Steve McGrinder (Coaching Coordinator), John Mihalik (Goggin Representative) and Tom Wolfe (MYHL Representative)
Guests: None
Secretary's Report: The minutes from the January 15th, 2013 meeting were presented and approved with motion to approve by Dwight and seconded by Kristen.
Treasurer's Report: The bank account balance for BCYHA is $71,484.32 broken down as $55,758.17 at First Merchants and $15,726.15 at Huntington Bank. Have ice bills of $55,638 to pay: $1,944 HS Club game ice, $4,212 HS Club practices, $13,806 BCYHA Games, $35,676 BCYHA Practices, $648 Goalie Clinic thru December.
Still owe Capital Varisty $7,000, Paid MYHL fees of $13,000. Owe Sports Plus $3,990.
Ice fees are starting to come in and are looking much better. Approx $34,700 still outstanding. Suggestion was made to set up a non-profit PayPal account at little to no cost to accept team fee payments in the future. Also looking to purchase QuickBooks to make statement generation and tracking process more streamlined.
Equipment Report: 83 pucks left. Ron to grab numbered pinnies and get them organized for tryouts. Good shape on score sheets. Kevin was to order score sheets for MYHL tournament. Tom to confirm with Kevin.
Registrar's Report: 2 roster issues in last month; one continuing, one new. Goalie for squirt team broke ankle. Backup goalie unable to play but had enough notice to contact MYHL and Buckeye Travel to get permission to make roster change.
Ongoing…issues with Bantam B. Looking at adding an over age player. USA Hockey denied roster. Trying to figure out how to do this with MidAm. We were granted an exception as of this afternoon. Still TBD if team will roster as Bantam or Midget. Login issues with www site have been resolved.
Coaching Coordinator's Report: Call for coaches email went out. Received 11 replies. All positive and want to come back. A couple were dependent upon number of kids and teams. Looks like 3 bantam teams next year (40+ skaters, possible age specific + mixed + B teams). PeeWee (69 skaters, solid 4 teams)
Health/Safety Report: Nothing New
BTHL Representative's Report: Tournament brackets are up on www site. Coaches should check site and determine where/when they are playing.
MYHL Representative's Report: Brackets and game times set in stone. Changed MVP medals to Player of The Game. Phone call today, all trophies and medals are done and ready for pickup. Working on filling spots for volunteers for off ice officials. Had several Bantam players asking to volunteer. Their participation is encouraged. Jobs would include: music, runners for score sheets, penalty box attendants, etc. All team scores sent to myhockeyrankings.com.
Old Business:
* BlueJackets Spotlight Night: Need to pick new date. (Contemplating postponement to next season)
* Team Fees Grossly behind: as of 1/13. $72,548.20 in outstanding (Outstanding fees cut in half over past month)
* Teams/Individuals ordering from Capital Varsity under BCYHA. (Taken care of)
* No longer register teams for tourneys or "Extra" ice until Mgr collects and provides checks to Michelle. Same with warm-ups and other items.
New Business:
* BlueJackets Spotlight Night: Need to finalize details on ice distribution, autographed items, suite raffle. Since Blue Jackets have a game the next day at Nashville no players will be able to participate in an autograph session. Suggesting delaying date until next year.
* End of season tournament prep issues. (MYHL good, BTHL good)
* Tryouts for next season (Dates on www site. April 12 & April 27. Room 227 scheduled for team placement mtg. John to line up evaluators. Need to dust off spreadsheet doc, assign tasks, etc.)
* Off season activity planning, pond hockey, etc. (Ice schedules for pond hockey dates should be out in the next week or so. FCA is interested in coming back. Looking at tentative dates. Looking at bring your buddy program for this year. Hoping to capture more kids at the older age groups by not conflicting with High School sports that start early August. Pond hockey is good. Freestyle hockey to continue thru April. Monday's thru Mid March then will start Tuesday's at that point. Tue and Thur through April. Need to plan for Pond hockey supervision better this year.)
* Feb is call for new board members. (Members up for re-election are: Egon, Michelle, Dwight, Gabe & Kristen. As registrar Kristen can't run the process. Look into email alias to facilitate vote. Gmail alias that will forward to multiple addresses. Dwight to set this up.)
* Goggin planning an August pre-season camp.
A motion was made to adjourn by Dwight and seconded by Michelle at 8:59 p.m. The next regular meeting is scheduled for Tuesday, March 12th, 6:45 p.m. at Goggin Ice Center Rm 227.
The March meeting of the Butler County Youth Hockey Association was conducted at Goggin Ice Center on March 12th. The meeting was called to order at 6:55 p.m. Board members present were: Gabe Holt, Kelly Hubbard, Dwight Huddleston, Jen Lehman, Kristen Schwind & Ron Spaulding. Not present were: Josh Hillard, Michelle Deaton, Bruce Gray & Egon Kraan. Other Representatives present: Steve McGrinder (Coaching Coordinator), John Mihalik (Goggin Representative)
Guests: Rich Bohan, Mitch Mahoney
Rich made a request to ask Chris Sharon to show up next month to discuss standards of play.
Secretary's Report: The minutes from the February 12th, 2013 meeting were presented and approved with motion to approve by Jen and seconded by Kristen.
Treasurer's Report: The bank account balance for BCYHA is $32,342.28 broken down as $28,550.15 at First Merchants and $3,792.13 at Huntington Bank. Have paid fall ice bills totaling $56,286.00. Check was written for $50,130.00 and used the card for the remaining $6,156.00. Final balance with Capital Varsity in the amount of $3,152.29 was paid with the card. The only obligations not paid are the HS Club coaches fees and we're waiting to hear from Allan Kleve on that. There are still 3 families that have not made contact regarding fees. Michelle will contact them directly by email. There are a few still making payments but for the most part all is good.
Equipment Report: Puck bucket is full now. Backup jerseys and loaner pucks should be returned to BCYHA locker. Need to implement inspection for all kids equipment for proper fit and fitness. Maybe have a rep come to practice to inspect kids for improperly fitting equipment. Solicit families for extra equipment that can be donated for other kids that may need it. Start with equip donation day during power skating in August.
Registrar's Report: A few coaches have requested roster additions for post season tournaments. We as a board need a standard way to deal with these requests. Proposed guideline is: "The first thing that needs to be done is coaches and team managers need to inform team parents and solicit objections. Once approved by team, approach board with request for approval." Note: roster changes with USA Hockey take time and should not be expected to take less than 2 weeks. Rosters MUST be complete, correct and approved before any and all games played. Players must have new USA Hockey numbers before they can register for try-outs. Anticipate USA Hockey registration will open in early April.
Coaching Coordinator's Report: Every coach needs a BCYHA handbook/FAQ. Intent is to put it together and make available before next season. May see a larger influx of kids from other associations. Need to plan for that.
Health/Safety Report: Nothing to report. No movement on SafeSport initiative. State of Ohio passed and signed into law "The return to play law." Goes into effect the day before our final eval. As such, we will have the concussion requirement on our registration again this year. Players will not be allowed to return to the ice without Doctor's permission.
Goggin Representative's Report: Goggin has added a new program that begins Thursday March 21st and runs for 5 weeks. This program is offered to players that will be playing Squirt, Peewee or Bantam next season. The intent for this program is to prepare the players for try-outs in April. All three age groups will be on the ice together but will be competing against their own age group during the practices. Since there will be three different age groups on the ice, there will be limited spots available so please make sure that if you are interested, you sign up soon! John emailed brochures and registration is open now in the skate shop.
BTHL Representative's Report: Pretty successful tournament. Good seasons for most teams.
MYHL Representative's Report: Did fairly well at most levels. Squirts and Peewees both made it to semi's and lost in shootouts.
Old Business:
* BlueJackets Spotlight Night: Need to pick new date. (Cancelled)
* End of season tournament prep issues?
* Tryouts for next season.
* Off season activity planning, pond hockey, etc. we have 7 dates for pond hockey. Will be published later.
New Business:
* Board Member Election: Have ballot drafted. 6 people on the ballot for 5 available slots. Candidates: Beth Akers, Michelle Deaton, Dwight Huddleston, Egon Kraan, David Marado, Kristen Schwind.
* Call for Coaches
* Sponsorship: Sweat Xtreme. Ship 4 to box. Bottles are 45 fl oz. Does 45 loads of wash. If we sell it, thru www site they take care of mailing. We get $2 per bottle.
A motion was made to adjourn by Dwight and seconded by Gabe at 9:16 p.m. The next regular meeting is scheduled for Tuesday, April 9th, 6:45 p.m. at Goggin Ice Center Rm 227.
The April meeting of the Butler County Youth Hockey Association was conducted at Goggin Ice Center on April 9th. The meeting was called to order at 6:47 p.m. Board members present were: Michelle Deaton, Bruce Gray, Kelly Hubbard, Dwight Huddleston, Egon Kraan, Jen Lehman, Kristen Schwind & Ron Spaulding. Not present were: Gabe Holt, Josh Hillard. Other Representatives present: John Mihalik (Goggin Representative)
Guests: Dr. Jim Stearns
Dr. Stearns is assisting Izzy Smith, a Miami Club Hockey player in her effort to start a special needs hockey program at Goggin. USA Hockey has grant money available and Izzy needs a 501 c3 affiliation and would like to use BCYHA as the sponsoring organization. Izzy has experience doing work for special needs kids in the Chicago and hopes to continue her efforts here. Goggin is onboard and will support it. They are planning 7 weekend sessions starting in the fall. BCYHA is happy to help out and Izzy and Dr. Stearns will seek more information on the USA Hockey requirements, registrations and associated expenses and report back to the board.
Secretary's Report: The minutes from the March 12th, 2013 meeting were presented and approved with motion to approve by Bruce and seconded by Kelly.
Treasurer's Report: The bank account balance for BCYHA is $39,313.79 broken down as $34,418.52 at First Merchants and $4,895.27 at Huntington Bank. Everything is paid in full with only Spring ice yet to be paid. $9,317 in fees still outstanding yet to be collected.
Equipment Report: Need to sort pinnies for tryouts. We have full buckets of pucks ~130.
Registrar's Report: Registration is open and working fine. Kids need to get fitted for jerseys and have orders placed by Aug 1st in order to have them by the seeding tournament. Jen to include this is newsletter. Sunday April 28 at 2:00 pm - 6:00 pm tentatively set for team selection meeting.
Coaching Coordinator's Report: Bantam A & B and HS Club teams are still open for coaches. Some strong possibilities may materialize in the next week. Tryouts will be same format as last year. 1st session completely objective. Still looking for 9-10 HS Hockey kids to help with 1st session. Second day, still looking to John to secure evaluators. Steve will be on the ice at all times.
Health/Safety Report: Return to play law goes into effect this month. Need to make sure we're observing the law for tryouts and make sure all coaches are trained.
Goggin Representative's Report: All set with 6 evaluators for tryouts. Also will have clipboards etc.
BTHL Representative's Report: Typically has a May meeting either first or second Saturday of May.
MYHL Representative's Report: We're currently in the lull for MYHL. Conf call tomorrow to wrap up season. Tom did a great job this year and hope he will do it again next year.
Old Business:
* Board Member Election: Have ballot drafted. 6 people on the ballot for 5 available slots. Candidates: Beth Akers, Michelle Deaton, Dwight Huddleston, Egon Kraan, David Marado, Kristen Schwind.
* Call for Coaches: Great progress.
* Sponsorship: Sweat Xtreme. Ship 4 to box. Bottles are 45 fl oz. Does 45 loads of wash. If we sell it, thru www site they take care of mailing. We get $2 per bottle. Yes, we will do this.
New Business:
* Election Results: 6 names were on the ballot. Schwind, Kraan, Deaton, Huddleston & Akers were elected.
* BCYHA 2013 Tryouts & Planning: Addressed
* Off season activity planning; anything else need to be done? Dates for Pond Hockey sessions to be published.
* May meeting location? Dwight to contact
to see if we can get community room for summer meetings.
A motion was made to adjourn by Dwight and seconded by Ron at 9:35 p.m. The next regular meeting is scheduled for Tuesday, May 14th, 6:45 p.m. at the Butler Rural Community Room.
The May meeting of the Butler County Youth Hockey Association was conducted at Goggin Ice Center on May 14, 2013. The meeting was called to order at 6:46 p.m. Board members present were: Michelle Deaton, Bruce Gray, Kelly Hubbard, Egon Kraan, Jen Lehman, Beth Akers, Kristen Schwind & Ron Spaulding. Not present were: Dwight Huddleston, Josh Hillard. Other Representatives present: John Mihalik (Goggin Representative), Steve McGrinder (Coaching Coordinator)
Guests: Rich Bohon, David Marado
Secretary's Report: The minutes from the April 9, 2013 meeting were presented and approved with motion to approve by Kristen and seconded by Beth.
Treasurer's Report: The bank account balance for BCYHA is $44,335.93 broken down as $39,907.02 at First Merchants and $4,428.91 at Huntington Bank. Spring Ice bills have arrived and Michelle will pay these bills. Outstanding fees as of this date $4,392.75. Michelle asked for approval to purchase a Quickbooks program and also to close the Huntington Bank account. Both matters were approved.
Equipment Report: We are going to try to plan an “equipment swap”with a tentative date of August 9 which is the last session of pond hockey. The BCYHA locker need to be emptied out next week (wk of 5-20) Rich Bohon offered to take everything out for cleaning and get everything back in.
Registrar's Report: Registration is open for those who will be evaluating at pond hockey and for BC High School Club team.
MidAm has come out with their ruling on Mite skate up requests. It was originally thought that Mites were not going to be permitted to skate up to Squirts – but the decision has been made and Mites will, in fact be permitted to skate up. Egon was going to touch base with Greg Moore regarding this decision.
Coaching Coordinator's Report: Bantam A has a definite head coach – Gary Mcallister has taken that position. Big need for coach on the Bantam A2 team – Melanie Fisk has indicated she is willing to be an assistant coach but does not feel like she can take the head coaching position. Zach Sens has shown a great interest in coaching the third Bantam team. John Mihalik is going to touch base with David Shook and see where he stands as helping either Melanie or elsewhere. All coaches will be required to take a concussion module. Steve will contact them regarding this and all other requirements of them.
Ethan Spada has not fully committed to coaching the BC High School Club team. His concern is time commitment. If Ethan is unable to commit we do have a backup that is willing to commit to three years as coach. John Mihalik is willing to help with practices as is Frank Guggenbiller. Steve was going to reach out to Kevin with regard to any possible interns coming in this fall. Bruce is going to reach out to his son Patrick, as well.
Health/Safety Report: Bruce Gray was appointed as “Safe Sport Coordinator” we will talk more on this next month.
Goggin Representative's Report: John informed it was time to clean out the locker, also will be on the lookout for coaching prospects.
BTHL Representative's Report: Ron reported there is a conference call scheduled for June 2 from 7 until 9 pm. Beth Akers was appointed BTHL rep.
MYHL Representative's Report: We're currently in the lull for MYHL. Tom Wolfe was not present to report. There was a conference call and the topics were getting a website established for the league and the possibility of holding a seeding tournament.
Old Business:
Board Member Election: Schwind, Kraan, Deaton, Huddleston and Akers were elected
Call for Coaches: Still searching.
New Business:
Josh Hillard resignation: David Marado was offered the spot on the board vacated by Josh Hillard – David accepted.
Election of Officers: President: Ron Spaulding Coaching Coordinator: Steve McGrinder
VP/Ice Scheduler: Egon Kraan SafeSport Coordinator: Bruce Gray
Treasurer: Michelle Deaton Fundraising: Kelly Hubbard
Secretary: Dwight Huddleston BTHL Rep: Beth Akers
Registrar: Kristen Schwind MYHL Rep: Tom Wolfe/David Marado
Communications: Jen Lehman
The board would like to reach out to Greg Phillips to see if he's interested in being our liaison with the Cincinnati HS Hockey Association.
Pond Hockey: Dates and times to be posted along with evaluation dates and times during those sessions. Kristen and Steve were going to coordinate and head this up.
A motion was made to adjourn by Bruce and seconded by Ron at 8:59 p.m. The next regular meeting is scheduled for Tuesday, June 11, 6:45 p.m. at the Butler Rural Community Room.
The June meeting of the Butler County Youth Hockey Association was conducted at the Butler Rural Electric Community Room. The meeting was called to order at 6:49 p.m. Board members present were: Beth Akers, Michelle Deaton, Dwight Huddleston, Egon Kraan, Jen Lehman, Kristen Schwind & Ron Spaulding. Not present were: Bruce Gray, Kelly Hubbard, David Marado. Other Representatives present: Steve McGrinder (Coaching Coordinator)
Guests: Rich Bohan: Requested Chris Sharon to show up at coaching meeting to talk about standards of play. Can we add board meeting dates to calendar? Requested 4 tournaments at average of $900 to be added to his PeeWee team fees.
Secretary's Report: The minutes from the May 14th, 2013 meeting were presented and approved with motion to approve by Kristen and seconded by Michelle.
Treasurer's Report: The bank account balance for BCYHA is $8910.24 broken down as $4,523.28 at First Merchants and $4,386.96 at Huntington Bank. Everything is paid in full including Spring ice. Still have approximately $4,000 in outstanding team fees from last season. Haven't yet purchased the QuickBooks program.
Equipment Report: Locker was emptied, cleaned and restocked. Same locker, lock and combination. Leaning toward an allocation of pucks for each team to begin season. Also likely to recommend home teams supply all warm-up pucks. Last day for jersey sizing is July 26th (last night of Pond Hockey) and payment due at time of order.
Registrar's Report: All security profiles for board members are in place. Everyone should check to make sure their administrative rights are correct. Master password also reset. WWW site has ability for new players to register. HS Club registration is very slow, only 5 players registered so far. Pond Hockey starts next week. Received our new rostering software from USA Hockey. They are looking to have www based software for 2014-2015 season. As a benefit of this new system players will no longer have to sign rosters. Goal this year is to have all player birth certificates verified by beginning of the season. MidAm meeting on June 22nd. Asked for more detailed information but have not received it yet.
Coaching Coordinator's Report: Steve has strong prospects for coaches for 3rd Bantam team. Should know more by end of week. Still no head coach for 2nd Bantam team. Ethan has committed to applying for the HS Club team coaching position and board is in favor of having him as head coach if he will accept. Health/Safety Report: N/A Goggin Representative's Report: N/A
BTHL Representative's Report: Mtg on 2nd (last Sunday) neither Beth nor Ron were able to attend. All board positions have been established. Andy Pokupec is managing the tournament. Fair Play points are going to stay. 90 second penalties will continue for lower levels. Sept 14-15 for pre-season tournaments to be held at Goggin and other Cincinnati area arenas. Divisions to be posted on or before Sept 23rd. Petitions due by Sept 24th. Year end tournaments to be held on Friday Feb 21st - 23rd. League games must be completed by 10:00 pm. Associations must offer option of both games in the same day. Team apps due by Aug 10th. Rosters are due with app. Stamped rosters due by pre-season tournament.
MYHL Representative's Report: MYHL is looking at some changes but nothing confirmed yet. Expect things to look very much like it did last year. Old Business:
Hilliard resignation: Accepted May meeting
Election of Officers: Done
Team Selection: Status and lessons learned
Off season activity planning; pretty well set with Pond Hockey, still need to chat about fund raising activities.
Davd Marado accepted open board position.
New Business:
Equipment Swap: finalized for August 9th? Yes, let's go ahead and publish as Aug 9th. Details on how it will be run need to be discussed with John.
Pond Hockey & Tryouts for newcomers. Dates finalized & published. Need to have pre-printed eligibility lists for Pond Hockey sign-up. All skaters must have valid USA Hockey numbers or sign a waiver. We also need to coordinate board participation at Pond Hockey sessions to provide adult supervision.
Call for coaches, open positions? Addressed above.
FCA Clinic: Chris Adkins-Lamb needs volunteers to assist with clinic. August 10 is the Clinic Date.
A motion was made to adjourn by Jen and seconded by Egon at 8:48 p.m. The next regular meeting is scheduled for Tuesday, July 9th, 6:45 p.m. at the Butler Rural Community Room.
The July meeting of the Butler County Youth Hockey Association was conducted at the Butler Rural Electric Community Room. The meeting was called to order at 6:49 p.m. Board members present were: Michelle Deaton, Bruce Gray, Kelly Hubbard, Dwight Huddleston, Jen Lehman, David Marado & Ron Spaulding. Not present were: Beth Akers, Egon Kraan, Kristen Schwind. Other Representatives present: Steve McGrinder (Coaching Coordinator)
Guests: Rich Bohan
Secretary's Report: The minutes from the June 11th, 2013 meeting were presented and approved with motion to approve by Bruce and seconded by Michelle.
Treasurer's Report: The bank account balance for BCYHA is $3,120.55 broken down as $2,733.59 at First Merchants and $386.96 at Huntington Bank. We owe an additional $7,218 for HS Club Spring Ice.
Equipment Report: Good on pucks. Jerseys for sizing are at Goggin in the locker.
Registrar's Report: Kristen said registrar's meeting was quite lengthy. Much discussion on SafeSport program. Conversation about inspecting equipment. Helmets missing stickers are going to be illegal. Biggest change in MidAm is rule change to adopt: boarding, charging and incidental contact to head penalties are an automatic 2 & 10. Major penalties are now additive for the season. 1 you're fine, 2 you get a letter, 3 you get a game and 4 you're in trouble.
Coaching Coordinator's Report: HS Club position still open and multiple candidates are being considered. Bantam 3 is only team with no coaching candidates at the moment. Health/Safety Report: SafeSport addressed above. Goggin Representative's Report: John is ready to start taking warmup orders in August. He's also holding another preseason hockey camp that begins August 19. John will send everyone information on the program.
BTHL Representative's Report: Team fees and prelim rosters due Aug 9th. We will need to get all that together and work with the coaches.
MYHL Representative's Report: MYHL is looking to go to the same point system as the BTHL. This was brought up due to the conduct and play of some teams last year. Next conference call is Wednesday where it will be discussed further. Old Business:
Equipment Swap: finalized for August 9th? Ron to discuss with John to understand limitations.
Pond Hockey & Tryouts for newcomers. Dates have come and gone. Next date is Aug 9th. No players will be added to rosters unless tryout completed.
Call for coaches, open positions? Addressed above.
FCA Clinic: Chris Adkins-Lamb needs volunteers to assist with clinic. August 10 is the Clinic Date. Would still like to get a few more folks to volunteer.
New Business:
Canadian Professional Hockey Schools to be held at Northland in Cincinnati. Will be forwarded to association members.
Indy Ice Registration and Skate-up policy. We should review and put similar policy in place. Ron to send out to full board.
Discussion of Pond Hockey breakdown by skills. Approved.
A motion was made to adjourn by David and seconded by Kelly at 7:58 p.m. The next regular meeting is scheduled for Tuesday, Aug 13th, 6:45 p.m. at Goggin Ice Center, Room 227.
The August meeting of the Butler County Youth Hockey Association was conducted at the Goggin Ice Center. The meeting was called to order at 6:53 p.m. Board members present were: Beth Akers, Bruce Gray, Kelly Hubbard, Dwight Huddleston, Egon Kraan, Kristen Schwind, Jen Lehman, David Marado & Ron Spaulding. Not present were: Michelle Deaton. Other Representatives present: John Mihalik (Goggin Representative)
Guests: None
Secretary's Report: The minutes from the July 9th, 2013 meeting were presented and approved with motion to approve by Bruce and seconded by David.
Treasurer's Report: We only have one account now at Merchants in Oxford with a balance of $1,923.94. BTHL registrations in the amount of $7150.00 are paid and our hosting fee of $450.00 has been paid. As of right now there are no outstanding debts. No additional past due fees have been collected. We have heard from 2 of the people but no payments as of yet. Letters will go out to debtors on Monday indicating their skaters cannot go on the ice for the 2013-2014 season until paid in full. Board members will be copied on all letters.
Equipment Report: Jerseys have been ordered. If teams want to order warmups John is ready to place orders. The price is the same as last year.
Registrar's Report: Two big meetings to report on…. MidAm mtg in Columbus and the registrar training meeting. This year some changes have been made that require SafeSport training + in Ohio we must have concussion certs for coaches. Every coach, on ice assistant, team mgr, locker room supervisor and board member must have: 1. USA Hockey Number appropriate for their position. 2. Current background screen. 3. Complete the online SafeSport training module on USA Hockey www site. 4. State of OH requires concussion training. (either CDC or National Federation of High Schools. BCYHA is strongly recommending NFHS)
No rosters will be submitted until all coaches and mgrs have turned in all 4 docs. USA Hockey will not approve roster until we can prove compliance. USA Hockey is eliminating need for players to sign roster this year. Player must now be on roster 24 hours before being able to play with team. Kristen will process rosters only on Monday evenings and changes must be received by 9:00 pm on Mondays. Anyone serving as an off ice official should be encouraged to get all 4 items as well. Jersey numbers have been assigned. USA Hockey has instituted a locker room policy. No photograph taking devices should ever be in a locker room. If we ever end up playing an out of country ( most likely Canadian) team, the traveling team must complete and submit a travel permit form.
We have skate up forms not yet signed. Ron will handle. Need to target 8/28 or 9/4 Wednesday evening 7-9 pm for managers mtg. Dwight to contact Rhonda to reserve Room 227 for Managers Meeting.
Pond hockey attendance: We more than broke even for High School sessions. For next year we need to come up with a better way to prevent players who haven't paid from getting on ice. Still need to tally attendance to see if we broke even on other age groups.
Coaching Coordinator's Report: Level 1, 2 & 3 Coaching Clinics to be held at Goggin on Sept 21st. Referees clinic for level 2 & 3 to be held the day after. Still need to confirm coach for HS Club. Squirt B team still has no coach. A couple of prospects for both teams are being considered.
Health/Safety Report: SafeSport Certifications currently only kept locally within the association. Kristen noted that we need to brief players and parents on SafeSport program. Bruce to research and report back.
Goggin Representative's Report: Let John know the sooner the better on warmups. Pre-season hockey still has spots avail. Flexible on date for submission. App says Friday but will accept as late as Monday 19th if openings are avail. 5 sessions Mon-Wed for 2 weeks then on Labor Day week only on Wednesday. Messier concussion helmets bought out by Bauer. Can still get them in but they are Bauer now. Some older Jr Redhawks equip may be made avail. Oct 8th, we were going to bring tables with equipment for swap.
BTHL Representative's Report: 7 teams registered in BTHL, all have paid: Bantam AA Bronze, A Silver, A Bronze. Peewee has 2 A Gold teams and an A Silver. Squirt team is A Bronze. All teams have coaches and managers. Seeding tournament is 9/13-9/15.
BTHL needs signed, stamped rosters by 9/2/13. Kristen said this won't be a problem if coaches have paperwork done. Tournament schedule will be posted by 9/6/13.
MYHL Representative's Report: Conf call held 8/21. Peewee B and Jr. Redhawks Squirt B travel play in MYHL; 3rd Bantam team may join MYHL based on BTHL seeding tournament results. Concern over Cincinnati (CAHA) having such a large presence in MYHL.
Old Business:
* Blue Jackets fundraiser: Oct 20th v. Vancouver in Columbus; each player receives a ticket and then sells tickets to raise money, part of funds got to BCYHL. BCYHL to get 3 hours of ice time at Nationwide to use as we see fit. Also, a suite will be avail to auction off and memorabilia will be avail for auction. Board agreed on the date as a "kick-off" to the season. Board is open about what to do with the suite. Ice time to be awarded to teams based on incentives including tickets sold and amount of BCYHL ice-time paid.
* Indy Ice Registration and Skate-up policy. We should review and put similar policy in place. Ron to send out to full board. "Solid Line" for skate-ups is the concern of this policy. BCYHL has: 5 mite to squirt skate-ups, 2 squirt to peewee and 1 peewee to bantam.
* Discussion of Pond Hockey breakdown by skills went well. There were lesser numbers for earlier sessions; players were either unaware of guidelines or ignored them. Also, players didn't know what team they were on and this caused confusion.
New Business:
* How to more effectively structure summer ice for 2014. Jen Lehman suggested a clinic-like approach to summer ice where players pre-paid for all the sessions and could attend or not as they pleased. The board liked the idea but also liked the flexibility of the drop-in approach.
* Policy for unpaid team fees for 2013 season: New software will generate statements to members who need to pay. Until then we will rely on monthly email to contact unpaid members and stress the payment schedule already on the www site. BCYHL needs to tighten up on collections. Michelle Deaton is working on this and we will get her input on this issue next month.
* 2013-2014 season is here: Next season players will be notified within a week after evals with team assignments to avoid confusion
*
* per McGrinder (via Ron) coaches will keep "running" season-long evals of players to help with placement decisions.
* Rostering took way too long and caused some problems this year. Going forward coaches will meet individually with the board on roster assignments as opposed to the marathon group sessions.
* One player still has yet to evaluate.
A motion was made to adjourn by Bruce Gray and seconded by Egon Kraan at 9:07 p.m. The next regular meeting is scheduled for Tuesday, Sept 10th, 6:45 p.m. at Goggin Ice Center, Room 227.
BCYHL meeting minutes 9/10/2013
Call to order @ 6:55
Present: Ron Spaulding, Beth Akers, Kristen Schwinde, Kelly Hubbard, Michelle Deaton, Bruce Gray, David Marado
Not present: Egon Kraan, John Mihalik, Steve McGrinder, Dwight Huddleston
Guests: Stacy White
Secretary’s report
August minutes were approved in absentia
Treasurer’s report
· $5,153.74 in bank
· Tax filing: Jill at Kirsch CPA, Michelle Deaton will sign it
· Thinking of a new supplier for jerseys, socks as well
· Squirts tournament 9/14-9/15: all paid for
· Michelle received her copy of Quickbooks Pro to do league accounting; the software will generate statements so league members can pay dues
· Hockey Time registration 2-for-1 savings will be put toward hotel bill for Poetters and Zens; board approved (Kelly suggested protocols for hotel; Kristen suggested asking team parents to help pay)
· HS registration bill coming; Ron will get breakdown from Egon so we can send statements
Delinquent Ice Fees: One player has not paid from the last season, communication has been made but no payment has been offered. The board decided that if the player wants to play, the family must pay 600 this month and 300 each month until the debt is paid.
Equipment Report
Jerseys will be ready soon $9-$10,000. Coaches are getting their equipment
· Stacy White PT @ McCullough-Hyde Hospital on Impact Test concussion assessment
· BCYHL to purchase software, parents to pay $20 dollars per child to have a base-line assesment
· $350 gives us 75 base-line pre-tests and 25 post-tests
· Ron asked if Dr. would come to Goggin to do the tests, Stacey will confirm this
· If league purchases the software, players have to get the base-line assessment done
Registrar’s report
· Paperwork is trickling in from coaches.
· Rosters are approved for the 9/16 tournament
· Kristen had a successful team manager’s meeting; she LOVES the team managers
· Ron requested digital copies of Buckeye Travel teams’ rosters to assure there are no issues when the game come about.
· Peewee one roster shrunk when a skater moved; Ron and Steve have to clear the roster change with Buckeye Travel
· Coaching education report has yet to be submitted
· Steve McGrinder will take on a bigger role in evaluation and is “implementing an evaluation process on the same criterian as we do with the April evaluations.
Coaching Coordinator’s report
· Jim McCargish is the new coach for the high school team, he brings two new coaches with him
· All teams have coaches
· Steve McGrinder will coach the bantam 3 team
· Jack Spaulding will help Bantam 2 and 3
· Mark Wolfe will help Bantam 3
· Steve McGrinder created a document for checking out equipment
· Officials will be checking helmet to see if they have expired, if a child’s helmet doesn’t have a sticker, he or she cannot skate
Health and safety report
Running late, Bruce Gray had to leave, so no report
Goggin Rep. Report
John Mihalik not present, so no report.
Buckeye Hockey Travel League report
Seeding tournament this weekend. Schedules are set
MYHL Representative report
· David Marado and Tom Wolfe are co-reps
· Evaluations are due 9/15
· Next call is 9/25
· Scheduling meeting is 9/28 1pm @ Goggin
· Allowing an older “ill” player to play down
· Clean Play has come up for a vote
· Bantam tournament is in Troy
Old Business
· Pond hockey discussion tabled
· Unpaid team fees; new software loaded, we can get statements out by the end of September; goal is everyone paid by end of September
· Evaluations: with in a week players will be notified to give the time to think through their decision—rostering took too long; player who didn’t evaluate given an exception (??)
New Business
· High school rostering issues with Mainus solved
· Blue Jackets spotlight 10/20, 6pm; autograph session afterward. Communication needs to start on this; how will we do ice time? Team that sells most tickets; shootout showcase will have squirt and peewee divisions; rosters due 10/11; contest to see who gets to go
· Jr. Brotherhood: the board won’t comment on this. Programs and outside activities that parents can bring to a team to enhance their hockey experience is welcome; if parents want to do something, let the board know.
The October meeting of the Butler County Youth Hockey Association was conducted at the Goggin Ice Center. The meeting was called to order at 6:51 p.m. Board members present were: Beth Akers, Bruce Gray, Michelle Deaton, Kelly Hubbard, Dwight Huddleston, Egon Kraan, Kristen Schwind, Jen Lehman, David Marado & Ron Spaulding.
Guests: Rich Bohan: Travel Peewee double roster issues. All Peewee teams looking for permission to double roster. Anyone who rosters up or down has obligation to their primary team. Limit of 3 skaters and 1 goalie max per team. Roster changes must always abide by Monday 9:00 pm rule.
Secretary's Report: The minutes from the Sept 10th, 2013 meeting were presented and approved with motion to approve by Bruce and seconded by Jen.
Treasurer's Report: Summer ice bills paid. $5,749.54 in bank account. Silver Sticks registration being processed at $900 each. Ice Fees established at: Squirt $1,250, Peewee 1 1,630 P2 $1,300 P3 $1,210 P4 $930 B1 $1,770 B2 $1,340 B3 $1,570 HSC $1,630. 2 families still not paid up from last year.
Equipment Report: Jerseys are in. We have extra socks. Extra jerseys are in locker.
Registrar's Report: Bantam 2 team short on players due to injuries. 4 Bantam 1 players double rostering with Bantam 2 for PIttsburgh tournament. Petitioning BTHL to allow 4 skaters instead of 3 skaters and 1 goalie. Hope to take 2 Bantam 1 and 2 Bantam 3 to minimize schedule conflicts. Coaches paperwork trickled off but still have coaches with no paperwork. Suggestions on how to handle?
BTHL Representative's Report: Had some games….went well. All rosters loaded. Negative feedback all around on scheduling con call. Suggest we make the master ice schedule avail for scheduling.
MYHL Representative's Report: Scheduling meeting via conf call. Everything is scheduled. MYHL Bantam coaches encouraged to provide ice to our Bantam 3 team.
Old Business:
* High school rostering issues with Mainus solved.
* Blue Jackets spotlight 10/20, 6pm; autograph session afterward. Ticket requests are coming in.
* Jr. Brotherhood: the board won’t comment on this. Programs and outside activities that parents can bring to a team to enhance their hockey experience are welcome; if parents want to do something, let the board know.
New Business:
* Locker Room Issues: At least one behavioral issue to be discussed. Is there sufficient adult monitoring? We need to improve.
* Peewee 1 Roster/Double Rostering: Already addressed
* Fundraising communications: Team Book. Jen and Kelly will evaluate and report.
* Team pictures: No date yet. Shoot for Nov 11 & 13.
A motion was made to adjourn by Bruce Gray and seconded by Egon Kraan at 9:08 p.m. The next regular meeting is scheduled for Tuesday, Nov 12th, 6:45 p.m. at Goggin Ice Center, Room 227.
The November meeting of the Butler County Youth Hockey Association was conducted at the Goggin Ice Center. The meeting was called to order at 6:49 p.m. Board members present were: Beth Akers, Michelle Deaton, Bruce Gray, Kelly Hubbard, Dwight Huddleston, Egon Kraan, Jen Lehman, Kristen Schwind, David Marado & Ron Spaulding.
Others present: Steve McGrinder (Coaching Coordinator)
Guests: Jeanette Shires/Steve McGrinder: Board heard proposal to merge Bantam 2 & 3 teams and play at the bronze level. Board approved proposal subject to BTHL approval.
Secretary's Report: The minutes from the Oct 8th, 2013 meeting were presented and approved with motion to approve by Michelle and seconded by Bruce.
Treasurer's Report: $16,312.53 in bank account. Ref fees from past weekend are the only outstanding bills. Everyone should have tournaments booked. Sent out statements yesterday. A few bounced due to bad email addresses, etc. Need to learn how to apply credits, reimbursements and prior payments in QuickBooks. Have not heard from Kroger with a statement or a check in over 6 months. Still have not purchased concussion testing software but plan to do so. Stacy White will purchase and we will reimburse her for the amount.
Equipment Report: HS Club team has their jerseys. Bags were ordered. Pucks are starting to run low. We need to refill bucket. Helmet stickers have been ordered.
Registrar's Report: Waiting for 3+ weeks to get back last round of rosters and supplementals. Apparently there is a family member issue that is causing delays. 5 rosters outstanding out of 10 teams. Waiting on head registrar to send them back. Affecting all teams in western Ohio region.
Coaching Coordinator's Report: Coaching situation is that everybody that needs to be certified and on the bench has done so. Others will be notified this week to get it done by EOY due date. Most everyone is done. No known coaching issues.
Health/Safety Report: Coaches should be doing equipment checks on their own. Still a couple of people need to complete SafeSport.
Goggin Representative's Report: N/A
BTHL Representative's Report: Nothing new.
MYHL Representative's Report: Nothing new.
Old Business:
* Locker Room Issues: At least one behavioral issue to be discussed. Is there sufficient adult monitoring? We need to improve. Discussed.
* Peewee 1 Roster/Double Rostering: Already addressed. Proposal in the works.
* Fundraising communications: Team Book. Jen and Kelly will evaluate and report. David to investigate possibility of leveraging English dept as a project.
* Team pictures: No date yet. Dec 11th is the only Wed avail. Holding date for us.
New Business:
* Skater Exception Form: To be used for exceptional cases on an as needed basis.
* Double Rostering: New injuries for Bantam 1, Bantam 2 and 3 teams still struggling. Board heard and approved motion to merge B2 & B3 teams.
* Players practicing with other BCYHA teams. Official policy? Addressed with Exception Forms.
A motion was made to adjourn by Michelle and seconded by Bruce at 9:34 p.m. The next regular meeting is scheduled for Tuesday, Dec 10th, 6:45 p.m. at Goggin Ice Center, Room 227.
The December meeting of the Butler County Youth Hockey Association was conducted at the Goggin Ice Center. The meeting was called to order at 6:49 p.m. Board members present were: Beth Akers, Michelle Deaton, Kelly Hubbard, Dwight Huddleston, Egon Kraan, Jen Lehman, Kristen Schwind & Ron Spaulding. Not present were: Bruce Gray, David Marado Others present: John Mihalik (Goggin Rep)
Guests:
Secretary's Report: The minutes from the Nov 12th, 2013 meeting were presented and approved with motion to approve by Kelly and seconded by Michelle.
Treasurer's Report: $43,142.33 in bank account. Doing better this year than past couple of years with collections. Next round of invoices will be going out this week.
Equipment Report: Fred Deer needs a copy of the BC logo for track suits to be embroidered.
Registrar's Report: Lag times for roster changes have gotten better. B2/B3 roster changes are done. Medical waiver approved for Bantam player to play as Peewee. MYHL approved and granted request. May have to be explained at all tournament games to the tournament director. Seenberg was added to Peewee 1 roster. Hoover added to Bantam 1 roster as part of merger.
Coaching Coordinator's Report: Still a few coaching modules not complete but they have been notified of EOY deadline. Health/Safety Report: Are we going to do concussion testing? We had to have a physician’s name attached to the order. Need to talk to Stacy White for status. Goggin Representative's Report: Hockey school registration opening on Jan 20th. Brochures done. Mailings will go out soon. May do a spring 3 on 3 for Squirt, Peewee and Bantam. Might have players sign up individually and place them on teams. Probably 4 different teams, student coaches on bench and student refs. May be once a week on weekends. Schedule TBD. Kelly picking up track suits tomorrow morning.
BTHL Representative's Report: There were 2 bantam suspensions over the weekend on B2 team.
MYHL Representative's Report: Peewee MYHL team doing well. Old Business: Skater Exception Form: To be used for exceptional cases on an as needed basis. Need to post on www site. Double Rostering: New injuries for Bantam 1, Bantam 2 and 3 teams still struggling. Letter to be drafted to document B2/B3 merger and communicate to parents. Players practicing with other BCYHA teams. Official policy? Exception form addressed this. New Business: for next meeting, call for coaches, call for board members, review old bylaws and refine. A motion was made to adjourn by Michelle and seconded by Jen at 9:05 p.m. The next regular meeting is scheduled for Tuesday, Jan 14th, 6:45 p.m. at Goggin Ice Center, Room 227.
