AHYHA Board Meeting Agenda Monday, August 20, 2012 at 7:00 pm Andover Community Center. Ryan Conway. Bill Thoreson. John Pedersen Patti Howard

Transcription

1 Meeting Called to order at: 7:05pm Members in Attendance: AHYHA Board Meeting Agenda Monday, August 20, 2012 at 7:00 pm Andover Community Center Mark Chevalier Bernie Knox Jason Patton Derrick Johnson Jessica Stringfellow Chris Grandell Chris Markus Mark Manney Bob Kron Andrew McVay Ryan Conway Dave Johnson Jennifer Kosek Bill Thoreson Mike Clough Jason Hemp John Pedersen Patti Howard Approve July Meeting minutes Chevalier asked for a motion to approve meeting minutes. A MOTION WAS MADE BY Chris Grandell, SECONDED by Jason Patton, AND PASSED UNANIMOUSLY. Move up requests A move up petition was submitted by Leslie Brauns for her son Austin to move from the AHYHA Mite program to the AHYHA Squirt program. Leslie had a recommendation from her son s coach for the previous year stating it would be detrimental to Austin s hockey development to not allow him to play up. After board discussion and review the move up request was granted. Chevalier asked for a motion to approve meeting minutes. A MOTION WAS MADE BY Chris Grandell, SECONDED by John Pedersen, AND PASSED UNANIMOUSLY. Approve Treasurer's Report Mike Clough briefed the board, the highlights are as follows: 1) Cash flow - $32K balance in savings and checking 2) July Income a. $3,755 in Revenue from Tanner s Tent Party b. $3,800 for the month of July 3) After 15 days of registration being open as of August 20 th the association has $32K in revenue for the month. 4) Little for expenses are going out at this time Chevalier asked for a motion to approve the Treasure s Report. A MOTION WAS MADE BY Chris Grandell, SECONDED by John Pedersen, AND PASSED UNANIMOUSLY. Approve Gambling Report Dave Johnson presented the Gambling Report. July 2012 Gross Receipts were $262, less prizes paid of $222, leaving Net Receipts of $40, before taxes & expenses. Checks written for the month totaled $43, for which the board had previously approved up to $103, Allowable Expenses & Lawful Purpose expenditures at the Board Meetings. Gambling Manager, via manager s report, also submitted Expenses for September, Allowable

2 expenses were projected to be no more than $63, and Lawful Purpose Expenses requested were $3, Chevalier asked for a motion to approve the Gambling Report. A MOTION WAS MADE BY Mike Clough, SECONDED by Chris Grandell, AND PASSED UNANIMOUSLY. Volunteer Hours Mark Chevalier reviewed the volunteer budget with the board and sought adjustments and approvals to each directors volunteer needs for the season. Dan Masloski stressed the need for his estimate of 250 hours needed to support the annual S.K.A.T.E. program 261 hours were allocated for Dan s needs. Mark Chevalier discussed what the correct hours should be required for each family in the association; should it be 10 or 12 hours? It was determined that 10 hours would leave the association with a volunteer shortage and 12 hours would leave the association with a potential volunteer surplus. It was determined that 12 hours should remain the requirement. See Appendix A for the volunteer budget. Chevalier asked for a motion to approve the Volunteer budget. A MOTION WAS MADE BY Jason Patton, SECONDED by Jason Hemp, AND PASSED UNANIMOUSLY. Bylaw Change A motion to bring a bylaw change to the full association for approval at a special meeting in September was made by Mark Chevalier. The motion addressed the current bylaw requirement that states the Gambling Manager must be elected from the ranks of the existing AHYHA board. Mark s desire is to change the bylaw requirement to allow for a greater pool of candidates should there arise a need at some point to elect a new Gambling Manager. See Appendix B for the proposed bylaw change. Chevalier asked for a motion to approve the request. A MOTION WAS MADE BY Chris Grandell, SECONDED by Mike Clough, the motion passed 10 in favor and 4 opposed, the motion carried. Updates and General Content Tryout Director John Pedersen o Jerseys for Tryouts are in Equipment Director Jason Patton o Jerseys shown for traveling teams They should last 2 years Going with embroidered option Gambling Director Dave Johnson o Dave addressed questions as to where the money goes that is raised by the AHYHA raffle o It was decided to post an explanation to the AHYHA website for reference. Traveling Director Bob Kron

3 o o o o Finalizing team counts Finalizing coaches Bob brought forth a plan to offer a discount for individuals interested in still participating in fall skill development to boost attendee numbers. Goalie Camp has had a good showing and is being received well. Registration Coordinator - Jeannette DeWandeler o Jeannette briefed the board on concussion base lining. North Memorial has agreed that they will perform concussion base lining for the association. The cost would be $5 per test with the ability of the association to charge and extra $2 per test to cover the cost of the space such as an auditorium at a school. This can be scheduled at any time. Participation would be extended to those children 10 and older as this is the industry standard for a minimum age. Girls Director Jason Hemp o U14 probably has found a goalie. It was decided due to the dire need for a goalie for the U14 team that the association would assist where possible with providing equipment. Registration Director Jennifer Kosek o An inquiring came to Jennifer from the association at large as to why AHYHA did not extend discounts on registration to goalie players. It was determined that no discount would be extended nor had plans been made to do so. Mite Operation Director Bernie Knox o Registration is currently open for Jr Huskies o Coaching Staffing should be good and is being solidified. Ice Director Chris Markus o Picked up 30 additional hours of ice at the National Sports Center. o.150 hour shortage of ice for the season currently exists but normal for this time of the year. Meeting Adjourned: 9:27 Chevalier asked for a motion to adjourn the meeting. A MOTION WAS MADE BY Jason Hemp, SECONDED by Dave Johnson, AND PASSED UNANIMOUSLY. Meeting was adjourned at 9:27 pm.

4 Appendix A: Volunteer Budget Planned 2012 Budget Traveling Program (Traveling Director) 780 Girls Program (Girls Director) 360 Mite Operations (Mite Director) 480 Junior Huskies (Mite Director) 0 Player Development (Traveling / Girls) 54 Coach Development (Coach Director) 0 Tryout Director (Tryout Director) 250 Equipment (Equipment Director) 0 Ice Admin (Ice Director) 197 Registration Admin (Registration Director ) 0 Volunteer Admin (Registration Director) 0 Mite Administration (Mite Admin) 30 Gambling (President) 60 Fundraising (Fundraising Coordinator) 80 Mktg and Events (Mktg & Events Director) 50 Tournaments - Hosted (Mktg & Events Director) 497 Skate (Mktg & Events Director) 261 Financial Management (Treasurer) 12 Administration (Secretary) Executive (Executive Board) 276 Recruitment & Retention (Retention Director) 30 Total Volunteer Hour Budget 3417 Total Hours Available 3360 Surplus(Shortage) (57.00)

5 Appendix B: Proposed Bylaw Change Purpose: Enable the AHYHA board to fill the Gambling Manager position from a wider range of candidates. Section 4.1 Current Language: Gambling Manager Applicant must have served at least 6 months on the Board to be eligible. Proposed Language: Gambling Manager Applicant must have been AHYHA members in good standing for at least 6 months to be eligible. Section 5.3 Current Language: At the meeting of the Board of Directors or special meetings of the Board, each member is entitled to one vote upon each subject properly submitted to a vote. Non-board members attending these meetings are not entitled to vote. A simple majority of the Board of Directors shall constitute a quorum at any meeting of the board. Proposed Language: At the meeting of the Board of Directors or special meetings of the Board, each board member is entitled to one vote upon each subject properly submitted to a vote. A simple majority of the Board of Directors shall constitute a quorum at any meeting of the board. Non-board members attending these meetings are not entitled to vote, except on subjects pertaining to charitable gambling. Each current AHYHA member in good standing, attending the board meeting, is entitled to one vote upon each subject pertaining to charitable gambling properly submitted to a vote.

6 AHYHA CHARITABLE GAMBLING MONTHLY MANAGER'S REPORT For the Month of: Sep-12 AHYHA Monthly Board Meeting on : 20-Aug-12 PG 1 Pre-Approval: Allowable Expenses Payee or item to be paid Explain each purpose for Expense Amount: Approval each expenditure briefly Estimated or Actual Yes No Tanner's Station Rent $ 1, Pappy's Rent $ 1, MN Gaming/IRS/St MN Payroll, PR taxes & Fees $ 12, Pulltabs Plus Pulltabs $ 3, Triple Crown Gaming Pulltabs $ 2, Diamond Pulltabs $ 4, Cash Bag Drawer Reimbursement-Tanners $ 6, Cash Bag Bar Bingo Reimbursement-Tanners $ 4, Cash Bags Drawer reimbursement-pappy's $6, MN Dept of Revenue Board Fees & Taxes $ 10, Fedor's Meats Meat Raffle Prizes $ 2, ECM Newspapers/Expres Advertising/Both sites $1, Dave Johnson Office Supplies $ Patti Howard Office Supplies $ CG Made Easy Tax Return Software Program $ Various Vendors Raffle Expenses $8, Old Republic Surety Bond $ Total Allowable Expenses: $ 63, $ ItJre-Approval: Lawtul tjurpose.i::xpendltures Payee or item to be paid Explain each purpose for MN Expense Amount: Approval each expenditure briefly Cod Estimated or Actual Yes No City of Andover Monthly Taxes $ City of Andover City Fund Contribution $ 2, AHS Swim Boosters Meat Raffles-002 Tanners Wed $ IABLC Meat Raffles -002 Tanners Sat $ AHYHA Meat Raffle -005 Pappy's $ Total Lawful Purpose Expenditures: $ 3, $ - (j)/ Submitted by: rp. Date: Recording Secretary: ~J~ ~ ~, Pr/Cl~~ ' I a -'"." /L

7 AHYHA CHARITABLE GAMBLING MONTHLY MANAGER'S REPORT PG 2 Presented at AHYHA Monthly Board Meeting on : 20-Aug-12 Actual Gambling For the Month of: Operations Jul-12 Gross Receipts Less: Prizes Paid Net Receipts (222,030.00) $ 40, Physical Inventory Jul-12 $ 2, Checks Written: Total Allowable & Lawful Purpose Expenses Actual $ 43, Total Allowable & Lawful Purpose Expense Approved for this month on (103,485.00) $ (59,882.60) A hard copy of Form LG1004 Monthly Gambling Report presented & signed by Gambling Manager, along with all tax forms filed on a monthly basis and all related reports are on file with the Meeting Minutes of the above Meeting date and can be reviewed by any AHYHA member upon written request to the Board Secretary.