May 17, 2017 Board of Directors Meeting Start Time: 7:00pm Call to Order/Roll Call Meeting began at 7:04 p.m. Board Members present: Steve Armstrong, Peggy Costello, Rich Tuzinsky, Joel Yates, David Ford, Rhonda Ford, Drew Denzin, Sue McDowell, Shawn Schaefer, Stefan Chmielewski Guests: Jennifer Malloy, Mike Malloy, Tim O Brien, Carrie Kiel, Theada Joffe, Phil Sanborn, Rod Jacobs, Cathy Sanborn. Matthew and Cameron Cook, Shazard Patterson, Craig Stoller, Bev Bowman, Art Rosen I. Member Comments; 5 minutes maximum per speaker (suggested limit of 4 speakers/meeting) a. Carrie Kiel presented her proposal to the Board. See full content below under old business. b. Craig Stoller presented his request for a 2 nd 06 team. See content below under old business. c. Mr. Malloy requested that the Board give him guidance on what type of organization AAAHA is and how the organization defines development. R. Tuzinsky responded that AAAHA is a grass-roots, member-based youth sports organization, volunteer run. We are here to provide a great youth-hockey experience that runs the gamut house to Tier 2 travel. We are not a Tier 1 organization the number of these allowed across the state is limited by USAH/MAHA. We look to provide a fun, high-quality experience that will last a lifetime. II. III. Review of Agenda, including Additions and Deletions Review and Approval of Prior Meeting Minutes (sent via email) a. DRAFT Minutes of the AAAHA Annual Board of Directors Meeting held 19 April 2017 https://drive.google.com/a/aaaha.org/file/d/0b8rjmodzoyckquvxbkpjd2e tt1e/view?usp=sharing Motion made to approve the minutes: R. Tuzinsky, 2 nd : D. Ford Decision: Approved
IV. Treasurer s Reports a. Documents were distributed to all prior to the meeting. b. Operational cash $17K surplus at the end of the fiscal year. c. We do have significant cash in the bank accounts. d. We need to have a safety net that is a defined function of some activity, e.g., having enough to be able to sustain programming in an emergency. We should also have a goal/plan for what to do with the capital cash. ($300K). Motion made to adopt Treasurer s Report D. Denzin 2 nd. R. Tuzinsky Decision: Approved IV. Committee/Director Reports a. Executive Committee (Schaefer) new group has begun meeting. Discussed recommendations that will be presented under Old Business. b. MAHA Rep and Executive Director Report (Costello) i. Summer MAHA meeting will be July 13-16. Recent election for D6 Directors. See the MAHA website for results. ii. Peggy was able to get clarity around multiple teams at a single birth year. MAHA strongly suggests that 30% of your association kids are under 8U. If that s in place, you can field any# of travel teams per birth year. MAHA discussion about removing district boundaries for youth teams has failed. iii. Registrar all rosters approved. iv. AAAHA has submitted one-goal grant request for a total of $1860.00. Notification of award will be in September. v. Executive Committee met with D. Wilson and J Soames of the Cube. AAAHA will have our first draft of the ice schedule from the Cube by 6/1. Turn around should be 7/1. c. House Program Report (Costello) Talking to interested mite coaches to make those determinations as son as possible. d. Reviewing Carrie s proposal Peggy will distribute this to the Board and put this on the agenda as new business for June. e. Instructional Program Report (Costello) Ron just completed last session. Wants to come back next year and continue working with them. f. Peggy has been working with MAHA to figure out how to do a C team a house+ option. Peggy will come to the June meeting with concrete idea/plan. Looking for ideas for each program level. g. S.T.A.R. Representative Report (Costello) nothing to report h. Girls Program Report (McDowell) Spring is wrapping up. Fall tryouts for 14UT2 and 12UT2 are posted. We are reaching out to HS-aged girls across Washtenaw County to try to form a USAH HS team. i. Travel Report (Tuzinsky) Spring season is wrapping up. We re offering 8 boys teams; 2 girls teams for Fall. Coordinated with JOG for jerseys and socks. There ll be a fitting after tryouts. Working with teams to get summer ice in to Jordan. Summer, small-area game development skates interest at the 12U and 14U level.
j. Referee Liaison - Stefan to connect with Dan Cabello as we haven t seen an April invoice. k. Merchandise, Uniforms and Apparel Report (R. Ford) - Jerseys working on getting good numbers so vendors can give us a quote. We need more blank spares. We need ability to return product. Also please remind families to support Perrani s AAAHA gear. l. ACE Director Report (D. Ford) Information about strength and conditioning was presented at a recent D6 meeting. David will be sharing with coaches soon. Also talking to Brian about holding coaches clinics in Ann Arbor this Fall. V. Old Business a. Vacant Director Positions i. Executive Committee suggestions: https://docs.google.com/a/aaaha.org/document/d/1xqrkqml_1nv- TznV3XUgB5EGTeIa8q9l6kYuqgkGOwM/edit?usp=sharing Motion to approve recommendation of the Executive Committee - S. Schaefer 2 nd S. Chmielewski Limited discussion. Vote: unanimously approved Motion to seat Art, Theada and Bev to the Board - S. Chmielewski 2 nd S.Schaefer No discussion. Vote: unanimous approved b. Team Fundraising Policy - Chmielewski i. https://drive.google.com/a/aaaha.org/file/d/0b8rjmodzoyckqkfcynvre HBiWG8/view?usp=sharing Motion to adopt the policy subject to clarification on the processing fee - R. Tuzinsky 2 nd - J. Yates No discussion. Vote: Approved c. AAAHA Ice Scheduler Policy - Tuzinsky/Schaefer i. https://docs.google.com/a/aaaha.org/document/d/1rlxrmssmh2nz1pycba C9-zhx6-vhvcnGHo0rKD7d1UU/edit?usp=sharing Rich presented the policy as it was developed by the committee last yet. Motion to approve this policy - D. Denzin; 2 nd D. Ford. Limited discussion around availability and cost of ice. Vote: Approved d. Spring program fee adjustment Tuzinsky
Motion to refund the travel teams and seek monies back from the 05 team for the Spring 2017 season - R. Tuzinsky; 2 nd : D. Denzin Discussion: Concern expressed about setting precedence. Also that new Board may not have depth of experience to recognize seasonal variations when working with budget to actual costs. Also concerns about House program are not addressed. Clarification that this motion covers only travel team adjustments. Vote: 6 in favor, 5 against, 1 abstention (S. McDowell). Motion Passes. e. Committee/Director appointments i. Recommended Directors : appointee from meeting listed 1. Referee Liaison RIC is Dan Cabello Art Rosen 2. House Coordinators: 8U, 10U, 12U, 14U, 16U not necessarily Board Members 3. Ice Scheduler Joel Yates 4. IP Director non-voting member of the Board. Shawn Schafer to coordinate the materials/management of the group. To be filled by, ideally, the parent of a 4 year old. 5. House Director Theada Joffe 6. Travel Director Rich Tuzinsky 7. Girls Director Sue McDowell 8. Coaching Direction David Ford (Drew Denzin willing to assist) 9. STAR representative/off ice Shawn Schaefer 10. Merchandise/Apparel Rhonda Ford ii. Recommended Committees 1. Ice Scheduling Committee Joel Yates, Chair; S. Chmielewski,R. Tuzinsky, P. Costello (Schaefer, McDowell and Armstrong willing to assist). 2. Finance/Budget Committee Stefan Chmielewski, Chair; J. Yates, P. Costello, S. McDowell, T. Joffe, D. Ford, and B.Bowman 3. Hockey Weekend Committee Peggy Costello, Chair; B. Bowman also interested in helping. Rest of committee left open until Fall season starts. 4. House Draft Committee Peggy Costello, Chair; Carol German, Theada Joffe 5. Board Governance Committee Art Rosen, Chair, Eric Cude, Michael Godwin, S. Chmielewski 6. Rules Committee Shawn Schaefer chair; B. Bowman, D.Denzin, D. Ford 7. Website/Communication Committee Blaine Roderick, S. McDowell, P. Costello 8. Unofficial role: Team Manager Contact Shawn Schaefer is willing to fulfill this again this year. f. Craig Stoller request for 2nd 06 team i. Inserted earlier in the agenda so Craig was able to present while guests were available.
ii. Craig has 8-10 families interested in this opportunity. Would like to see a team with comparable talent so they can support one another and play appropriate competition. One goalie identified. iii. Guests in attendance spoke in favor of Craig s proposal. None in opposition. Board determined they would discuss in close session after the rest of the meeting was concluded. g. Carrie Kiel presentation Carrie presented her proposal for improving AAAHA skill set with skating. This would offer 6 sessions of treadmill for every AAAHA player. Allows the family to schedule when it s best for them. Action: Peggy will distribute the proposal to the Board members and it will be considered at the June meeting. h. Update on Board Meeting Days - 2017 (S. Schaefer) no shift of date needed. June meeting is June 20 th. i. Update on Steve McGregor s Research Project (R. Tuzinsky) engaged with Rich s team. ½ the team is participating. They ll roll it into the Fall season. j. Operating Plan - update (S. Armstrong) distributed materials to us all. No one responded. Action: Tabled to June meeting. Steve to review prior to the next meeting. k. Recruiting/using associate members Action: Tabled to June meeting l. Board retreat Steve connecting with Cheryl Eliot about a possible event this summer. m. Equipment Needs/Purchase Action: Tabled to June meeting VI. New Business a. Communication on urgent matters between BOD meetings Executive Committee has the right to make decisions on behalf of the Board if something is time critical. Board members should start the subject line of the email with URGENT if they need immediate consideration. If your contribution to the email thread is not germane to the original topic, please start a new thread. b. AAAHA Hockey Weekend Date Action: Tabled to June meeting c. Budget surplus discussion Action: Tabled to June meeting d. Coaching Roster Review (S. Schaefer) Action: Tabled to June meeting Motion to close the open portion of the meeting S. Chmielewski; 2 nd B. Bowman No discussion. Vote: Approved. Board went into closed session to review the current policy for a 2 nd 06 team and to discuss C. Stoller s request. The Board expressed concern about supply/demand for a 2 nd team at this birth year. Determined that Coach Stoller needs to present data that indicates who
these players will be. We cannot commit $27K to a team that may not have committed families. Board discussed its decision with Coach Stoller and J. Sanborn before adjourning. R. Tuzinsky to follow up with Coach Stoller and Current 06 coach. If it s determined there are sufficient numbers for a 2 nd 06 team we will move forward with the request. Motion to adjourn - S. McDowell; 2 nd R. Tuzinsky Vote: Unanimous Meeting ended at 11:49 p.m.