Hockey Eastern Ontario Minutes October 20 th, 2014 Ottawa, Ontario

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1 Hockey Eastern Ontario Minutes October 20 th, 2014 Ottawa, Ontario Roll Call: Chair: Mike Depratto Raymond Renaud Ron McRostie Ted Ward Ian McRae Hubert Seguin Bruce Baskin Les Matthews Denis Dumais Gerald Beauman Ian Henderson Bill Vakeeken John Hill Steve Sleigh Kevin Abrams Ron Thompson Debbie Rambeau Absent with excuse Richard Waldroff Jeff Steele 1. President s Remarks Mike mentioned that the Board gifts were at the back for the members. 2. Approval of Agenda Motion to approve the agenda Les Matthews seconded by Ron McRostie 3. Approval of Last Meeting s Minutes Motion to approve the minutes Denis Dumais seconded Hubert Seguin 4. Business arising from the minutes No new business arising from the minutes 5. New Business a. Motions Ron McRostie stated that he had two motions that were sent out previously to the Board Motion: That the ten (10) bursaries of $1,000 each for scholastic advancement to be offered by the HEO Development Committee to hockey players within the Branch be assigned names of past/present HEO members.

2 - Bill Vankeeken mentioned that according to the Development budgets there was only $5,000 allocated towards bursaries. Ron McRostie stated that there should be 10 and not 5. There was also discussion on where to receive this information regarding the criteria and when to expect the information on the website. It was noted that the criteria would be the same as our other bursaries we had previously and it would get on the website but it was noted that individuals won t be applying until later in the New Year as they are just getting their marks in January/February to apply to University. Debbie is to get the information on the website. - Friendly amendment to change from ten (10) bursaries to five (5) Motion: That the five (5) bursaries of $1,000 each for scholastic advancement to be offered by the HEO Development Committee to hockey players within the Branch be assigned names of past/present HEO members. Ron McRostie seconded by Raymond Renaud Motion: In the case where health concerns are pertinent to the individual case, the standing one-year waiting period before nominations for life members may be offered and considered by the HEO Board of Directors may be waived and the normal vote proceed at the next schedule meeting of the HEO Board of Directors and, if the vote is successful, the candidate(s) can be notified without further delay and the respective presentation may proceed without further delay. Ron McRostie seconded by John Hill Motion: That Dwaine Barkley become a life member of Hockey Eastern Ontario Ron McRostie seconded by Les Matthews 6. Executive Director No Report 7. Councils and Committees a. Finance and Administration Raymond Renaud stated that information was circulated to the finance committee. The financial information which is included tonight to the board consisted of the following; Spreadsheets (comparison actual vs. budget) for Branch, Development and Risk Management. At the moment all departments reflect more expenses compared to revenues as this is the start of the season, the other handouts were Balance Sheet as at September 30 th, 2014, Investments as at September 30 th, 2014, Bank Accounts as at September 30 th,

3 2014 A/R as at September 30 th, 2014 as well as Mentorship funds at the end of September 30 th, There was one concern brought up by Debbie. There was no budgeted amount for either ODMHA or HEO supervisions in the budgets passed at the AGM. Bill Vankeeken asked where the supervision monies came from before and it was mentioned that it came from Development. Motion: That supervision monies for ODMHA and HEO come from Mentorship. Audit Questions The KPMG auditors felt that the questions supplied to them were questions that are internal management questions and need to be determined by the group and a meeting with KPMG could be set up at a later date to tell them the direction that needs to be followed. There was a lengthy discussion regarding the questions which Board/Finance members had and the following are motions being brought forward. Bill Vankeeken would like to see the money go back to Development to help those like coaches etc. Ron Thompson indicated that the Finance committee wanted to go this way because of programs being cut. 1. Motion: That the Development and Risk & Safety Budget for the season produce revenue neutral budgets and any such surplus or deficit from the actual numbers for the year are to be included in the Branch general funds. 2. Motion: That the fit-up for the new building be written off in the year. - Bill Vankeeken indicated that this is not general practice. Mike Depratto mentioned that we are non profit and can t write off and are looking at having a clear balance sheet. 3. Motion: That any furniture etc. for the new building be written off in the season.

4 4. Motion: That the mentorship funds be recorded as restricted funds. Ron Thompson Amendment Motion: To defer the motion regarding mentorship funds being restricted Ron Thompson seconded by Ted Ward It was mentioned that Mentorship was always restricted but not deferred. Bill Vankeeken stated that if Mentorship funds are restricted then they should be separated from the Development budget. Another topic of discussion at the meeting was regarding reserves and how much the branch should have on hand in case HEO ceases to exist. Debbie is to review information and bring back actual numbers to the next Finance meeting for discussion. KPMG will be contacted to review the recommendations which HEO has regarding the Financial Statements to discuss if any issues will arise. It was suggested that starting at the next Finance meeting that there be an abbreviated cover sheet attached to the financial information given at meetings. This may help alleviate confusion and interpretation of the information. The other topics at the Finance meeting included a discussion of where to hold the AGM. Debbie is to look into a couple of possibilities for the next Finance meeting. Debbie asked as in previous years if the HEO office could be closed for a Christmas break. The staff would use time off as well as would check their on a regular basis. 5. Motion: That the HEO office be closed starting December 24 th and re-open on January 5 th, b. 1 st VP Report Ron McRostie indicated that there was a Governance Committee meeting held on October 7 th, 2014 and the following was discussed:

5 - Letters drafted by the OHF to municipalities and hockey associations concerning the rental of ice to non-sanctioned teams were considered for distribution by HEO; however, Ron Thompson reminded those present that the Competition Bureau of Hockey Canada has already decreed that it will not support the issuance of such letters and, therefore, it was decided that HEO would not distribute similar letters of concern. - The committee discussed the five steps to a strategic plan as well as questions that should be considered when developing a strategic plan and concurred with the direction provided by same. - The committee discussed the 20-point draft strategic plan developed by Ron McRostie and assigned the responsibility and target completion dates for each 18 topics; as two topics consumed much discussion, it was agreed that these two topics would be discussed once again at the next meeting. - The draft vision and mission statements for HEO were also discussed - The committee members are to review the revised draft strategic plan and consider the addition of more topics that they feel are warranted and these will be discussed at the November meeting of the committee. - Ron McRostie and Debbie Rambeau have re-commenced the work on the Not for Profit. c. Minor Denis stated there have been concerns that there are too many policies around the Branch and there needs to be a clear policy for Abuse and Harassment as well as Risk and Safety, which seem to be different. These policies need to be up to date and look also at what Abuse of Power entails. Motion: That Jeff Steele review the two policies and get back to the Board by the next board meeting with any changes etc. Denis Dumais seconded by Ron McRostie - Denis mentioned that a Midget Committee has been created and will be looking at all midget hockey in the branch. He wants to see how other parts are doing and what they are doing and compare them. - d. Development No Report e. Junior - Kevin Abrams indicated that he has been involved in a subcommittee with Minor and working towards solutions. - The three leagues are up and running f. Rules and Officials

6 Steve indicated that he is pleased to report that David Borden has been selected by Hockey Canada to officiate as a Referee at this year s World Under 17 tournament to be held in Sarnia, Ontario from October 31- November 9 th, 2014 Mathieu Charest, Zach Brandt, Christina Mahaffy and Stephane Desjardins represented HEO at the Ontario Program of Excellence Seminar which was held in London Ontario from October th, As part of the program, the officials participated in rigorous fitness and skating testing. They were also supervised while officiating hockey games in a local Midget tournament. g. Risk and Safety No Report h. Ron Thompson - Ron Thompson mentioned that he is looking for nominations for the Ontario Volunteer awards. If any suggestions to please let him know Adjournment Motion: To adjourn Ron McRostie seconded by Ron Thompson 9. Next Meeting: January 2015