Aaha board meeting 6/11/2007

AAHA BOARD MEETING 6/11/2007
Attendees: Dave King, Tom Reese, Debbie Goodchild, Heidi Kozlowicz, Mike Larabell, Chris Henwood
Absent: Tom Heenan, Mike Goodchild, Amy Sternweis, Pam West, Tony Pudlo
Guest: Todd Schmidt and Gregg Anderson
Todd and Gregg will assume the role of ACE coordinators. ACE coordinators will establish coaches’ ciriculium, guidelines, and expectations for coaches and skaters. They will also establish one, three, and five year goals. ACE coordinators will report directly to the AAHA board
Todd can be reached at T.Schmidt [e-mail] and Gregg, SGAnderson @tds.net.
President: Dave King
Dave met with several directors to confirm plans for 2007-2008 season and WAHA changes that were passed at the WAHA board meeting.
WAHA has elimanted the high school JV state tournament. Girls will only be permitted to skate on one WAHA team within their age group.
Girl’s co-op teams will have combined fees. Any U19 skater will be offered a waiver to skate with Green Bay. Due to the lack of U19 skaters the U19 team would not be a co-op team this year. This does not mean it will not be a co-op team in the future.
High School team must have 15 skaters per team with a minimum 1 goalie per team.
Final ice scheduled is not complete yet for 2007-2008 this is still in process with Neil Anderson.
Goalie equipment is being collected. Skaters and goalie rental equipment must be cleaned before the beginning of the next season.
Secretary: Debbie Goodchild
Any electronic proposals, approvals, or motions must be 100% approved. Any proposal, approval, or motions during a board meeting must be majority.
Motion to approve the 4/23/07 board minutes made by Mike Larabell and second by Tom Reese. Motion to approve minutes approved.
Registrar: Heidi Kozlowicz
As of today’s date there are 256 skaters registered. Bantam and High School will do a full season. There were not enough skaters who elected the optional season.
Travel Director: Chris Henwood
Coaches’ applications have been received. Coaches’ meeting is scheduled for July 11, 2007 at 7:30pm. Chris will notify all potential coaches.
House Director: Tom Reese:
AAHA is in need to two additional smaller nets for the cross ice and learn to skate program. Tom will ask Neil Anderson if AFIC would purchase these nets, if not AAHA will purchase.
Treasurer: Amy Sternweis
Amy was unable to attend the meeting but submitted the following report:
The checking account has been balanced for April and May. The balance in the account as of May 31^, 2007 is $34513.33. $33.60 went into the scholarship fund from Script proceeds in April and $20.65 went into the scholarship fund from Script proceeds in May. The bill from Insta Print Plus that I received was paid May 9^th.
Profit and Loss for April shows income of $1903.29 and expenses of $390.00 for a Net income of $2293.29
Profit and Loss for May shows income of $22,100.05. Skater registration fees were $21,687.00 and script income was $413.05. Expenses were $114.04 (Insta print check) for a net income of $21,986.01.
Member Services: Mike Larabell

1. 
   Volunteer Billing.
   
2. 
   Jersey Purchase
   
3. 
   2007-2008 Volunteer Changes
   
4. 
   WHSEL
   

1. 
   Billing- Need to have reviewed by the board so it can be billed immediately.
   

First Name	Last Name	CREDITS NEEDED	CREDITS COMPLETED	Billed
KIERAN & SEAN	BROSNAN	6		$240
JOSHUA	CAMPBELL	5		$200
DERRICK	DECKER	5	2	$120
THOMAS	FELTON	5		$200
CASSY	FRANK	5		$200
JAMESON-MITCHELL-NICHOLAS	GENIESSE	7		$280
MICHAEL	HAMM	5		$200
MATTHEW	HEADLEY	5	2	$120
GRIFFIN	JOY	2		$80
BENJAMIN	KELLER	5		$200
TATE	LAMBERT	5		$200
WYATT	LEESER	2		$80
DANIEL	LOPEZ-CAVAIANI	2		$80
VICTORIA	MARRAZZO	5	2	$120
SETH	MARTINSON	2		$80
REID	MASAK	5	3	$80
ANDREW	MENDOLLA	5	1	$160
JOHN	MERRITT	2		$80
NOAH	MITALA	2		$80
TIMOTHY	OMEARA	5		$200
EMMET	RAICHLE	5		$200
ALEC	ROLAIN	5		$200
BRANDON & SHAUN	SABATINI	6	1	$200
MADISON	SCHULTZ	2		$80
RYAN	STEVENS	5		$200
JOHN (JACK)	SWANSON	5		$200
BRETT & ZACHARY	ULMAN	6		$240
CADEN & CARVER	WATSON	6	?	$240
GARYN	WILCOX	2		$80
TIMOTHY & TYLER	WILLMER	6		$240
		133	11	$4,880

2. 
   We are looking to replace all White Jerseys for PeeWee, Bantam and High School.
   

Notes:

1. 
   We will replace Girls U12, U14, Mites and Squirts in the 2009-2010 season.
   
2. 
   I don't have U19 Jerseys factored in at this point as I am assuming we won't have a U19 team for a few years. 
   
3. 
   U10 jerseys are not factored in as we have numerous extra small and medium jerseys that are NEW. 
   
4. 
   We have around 15 Goalie Jerseys that are new or like new so we will be using those first.
   
5. 
   We can order a minimum of 12 jerseys for any future order so adding will be much easier. CCM required a minimum of 60.
   
6. 
   Considering the elimination of Jersey Coordinators and having the kids take care of there own jersyes????
   

Item	Qty	Cost	Embroidery
Jersey SM-XL Adult	157	$25.50	$4,003.50
4 Color Logo "A"	157	$14.00	$2,198.00
4 Color Wizard Patch	157	$5.00	$785.00
1 Color Numbers 10"	314	$6.00	$1,884.00	***Times 2 for double digit numbers on Embroidery only
2 Color Stop Sign	0	$4.00	$0.00	I have 250 and EJ's will sew on for free
Sleeve Numbers	628	$2.00	$1,256.00
Total			$10,126.50	Total
Additional Cost
Jersey 2X or 3X	7	$3.00	$21.00
Goalie	0	$6.00	$0.00
			$10,147.50	Total
			100	Old Jerseys
			$20	Price to purchase old Jersey
			$2,000	Profit from old Jerseys

JV (1 set) VAR (1 set) Bantam (3 sets) PeeWee (4 sets)

M -20

L -7 L -6 L -18 L -44

XL-8 XL-8 XL-31 XL-8

XXL-7
Total :M -20 L -75 XL -55 XXL- 7

Total=157

3. 
   Volunteer Changes:
   

The reason for the changes are based on my perception of volunteer support dropping this year and the added need for support of Frigid Frolic and additional AFIC support as the rink ages.  Last year we had a little over 2000 credits completed and my tracking was average, this year I've tracked much better and we have only 1400 credits completed. 

Cliff Notes for 2007-2008 changes:

1. 
   Credits needed moved from 5 for the first skater plus 1 for each additional skater to 10 per family.
   
2. 
   All positions involving large responsibilities moved to 10 credits.
   
3. 
   Team Frigid Frolic Basket coordinator will receive 5 credits if all they do is put the basket together.  To receive 10 credits they need to be an active participant of FF.
   
4. 
   I would like to leave the buyout at $40 per credit which means a $400 buyout for all families except Mini/Monster Mite only families which will pay $160.
   
5. 
   All members will be required to write out a check in Sept/Oct to there team manager for the entire volunteer amount dated Feb 10^th. The amount required will be $400 for all families except families with only a Min/Monters Mite in which case the fee will be $160.
   
6. 
   Sponsorship refund will be held until volunteer credits are completed to offset buyout payment.
   

Long Version for 2007-2008 changes:

Membership Work Policy
Purpose: To ensure AAHA continues to function as a non-profit organization that strives to improve and increase the opportunities for families to participate in ice hockey.
General: As with all non-profit sports organizations the membership must contribute both financially and with their time to ensure the organization continues to strive. This is achieved through annual membership and team fee(s) and required work hours. These categories ensure all the tasks of the organization are completed. With the hard work and dedication of all the associations’ members AAHA will continue to grow and ensure hockey is enjoyed by all participants.
Committee: Member Service Director, Vice President, Treasurer and Registrar
Work Hours:

1. 
   Each family is responsible for 5 10 Credits per family per year . Exception is for Mini and Monster Mite programs. These programs require only 4 credits if this is the only skater in AAHA. If older skaters in AAHA then family policy applies.
   

2. 
   Season time span is April through March.
   

3. 
   The AAHA Board has set a buy out fee of $40 per Credit allowing families to pay the fee instead of performing work credits.
   

4. 
   Work credits must be completed, scheduled (i.e. tournament, Frigid Frolic volunteers), by the WAHA Play Down weekend. All members will be required to write out a check in Sept/Oct to there team manager for the entire volunteer amount dated Feb 10^th. The amount required will be $400 for all families except families with only a Min/Monters Mite in which case the fee will be $160. Sponsorship reimbursements will not be paid until volunteer credits are completed and will be used to offset volunteer fees.
   

Tracking Credits:

1. 
   Work credits will be recorded and must be turned in on the appropriate form no later than two weeks after volunteering. These sheets can be placed in Mailbox #5 or mailed to the Member Service Coordinator.
   

2. 
   Volunteer forms are located in the hallway shelves at the AFIC and on the website. If there are no forms in the shelves, please contact the Member Service Director or go online to http://www.aahahockey.com/board/docs/volunteer reporting.pdf.
   

3. 
   When there is one person responsible to coordinate an event such as Frigid Frolic, team evaluations, or a tournament. The coordinator may submit a work sheet listing all who volunteered and the credits completed.
   

4. 
   Members are responsible for scheduling their own work hours. Events and coordinators are usually posted on the wall of the AFIC, on the website and/or on AAHA Hotwire.
   

5. 
   When signing up for hours please PRINT or write in a clear and legible manner. If your name or hours cannot be read, you will not receive credit. Please use the skater and team name of your youngest skater. Make sure FIRST and LAST names are recorded. We have several families with the same last name.
   

Membership Work Policy

Authorized Positions:

1. 
   There are certain areas in AAHA that have preset Credits.
   

1. 
   All Board Positions -10 credits
   

2. 
   Board Members & Coordinators will place a credit count on each Volunteer Duty.
   

1. 
   Committees: Coaching Committee, Fund Raising, Frigid Frolic, Tryout, Tournament, and Picture Committee. Committee chairpersons needs to submit names to Member Service Coordinator
   

Volunteer Opportunities:

Elections (February) – 5 credits
Tournament Coordinators including State and Playdowns(Each Coordinator/Coordinators over see 1 Tournament, Mite State Tournament in March , Play Down Coordinator even years only) – 6 10 credits
Home Tournaments - 1 credit per game worked

Penalty Box (2 people)

Scorekeeper

Clock Operator

Chuck a Puck (Chuck a Duck or Chuck a Chix)

Activities

Raffle Table

50/50 Tickets

Setup

Cleanup

Music

Announcing

Frigid Frolic Chairperson (February) –10 credits

Event Chairperson 10

Donations Chairperson 10

Donations Member 5

Donation Collection Chairperson 5

Donations Collection Member 5

Registration Chairperson 5

Registration Member 5

Setup Chairperson 5

Setup Member 5

Team Basket Chairperson 5

Team Basket Member * 5

Flyers/Banners Chairperson 5

Flyers/Banners Member 5

Program Chairperson 5

Setup Chairperson 5

Setup Member 5

Cleanup Chairperson 5

Cleanup Member 5

Auction Chairperson 5

Auction Member 5

Payment Collections 5

Emcee 5

Data Entry/Mailings Chairperson 5

Data Entry/Mailings Member 5

Frigid Frolic Sub Chairperson 5

Tryout Coordinators (September) - 5 credits
AAHA Merchandise Coordinator) –10 credits
AAHA Jersey Coordinator (Oct to hand out Jerseys, March to collect Jerseys) - 10 credits
Jersey Inspection (Assist Jersey Coordinator in March ) – 3 credits
AAHA Scheduler – 10 credits
WAHA Coaching Clinics (One time, will happen sometime Aug to Oct ) – 3 credits
Fund Raising (Presently Limited, could be expanded if members were willing to participate) - credits determined by Sponsor Coordinator
AAHA Scholarship Coordinator (All year with minimal work) - 10 credits
AAHA Newsletter Coordinator –10 credits
AAHA Picture Coordinator –10 credits
AAHA Press Committee –10 credits
AAHA Mailings – 2 credits (Based on workload can be increased pending workload)
All Board Positions – 10 credits
Coaching Committee – 5 credits

AFIC Volunteer- Credits assigned based on function completed. Year round Rink maintenance, skate rental on peak days, concession stand assistance during high volume times like Ice Dogs and United games. Clean-up after large events like tournaments, Ice Dogs and United games. Zamboni drivers and AFIC Board.

Team Manager – 10 credits (Can be split but only between two people and split 5 credits each)
Coach and Assistant Coach – 10 credits (Maximum of 4 coaches per team but 3 is the standard, request for the 4^th coach must be approved by the coaching committee)
AAHA Team Manager Coordinator –10 credits

2. 
   Team Positions: Coaches and Manager as mentioned above. Completing Team duties is the responsibility of each skater’s family. Team Managers will delegate major duties at the beginning of each year.
   

Buy Out

1. 
   Members may buy out of Work Credits. The buy out must be determined and paid at time of registration.
   

2. 
   Membership privileges will be suspended if the buy out fee or the appropriate amount of work credits are not completed or scheduled by the WAHA Play Off weekend.
   
   
   
3. 
   No matter how many members of a team buy’s out of the work credits. The team is still responsible to ensure all off ice operations are completed. The minimum positions to ensure a game is completed are: score keeper, timekeeper, two penalty box operators, team manager and uniform coordinator.
   

• 
  Each Team is required to assign four people from the team as the Frigid Frolic designee. The Teams Frigid Frolic Basket Member is responsible for coordinating the basket in order to receive 5 credits. If you also attend Frigid Frolic meetings and help where the Frigid Frolic Coordinator designates you can obtain additional credits.
  

Mike attempted to contact all people who are to be billed for volunteer credits by email.

Motion to purchase New jerseys in Member Services plan proposed by Tom Reese and second by Heidi Kozlowicz. Motion to purchase new jerseys passed.
AAHA board began preliminary discussion of the above proposed changes. The board agreed to continue with the jersey coordinator for each team. Due to the time that would be needed for discussion of other proposals, the board will table this discussion until the next board meeting.

Motion to adjourn meeting by Chris Henwood and second by Dave King.

Next meeting July 9, 2007 at 9:30 at AFIC.