Hopkins Youth Hockey Association Minutes of the February 15, 2016 Board of Directors Meeting Roll Call: Officers: Winter, Brodersen, DeGiulio, Prohofsky Directors: Reece, Hoffman (arrived at 7:30), Tim Greeley, Janal Petersen, Hoscka, Witte, Anderson, Landschoot, Carl Peterson, Lichty, Finn, Quale, Melcher At-Large: Goldenberg, Hymanson, Martin, Davis, Sweeney, Pat Greeley, Myers, Hatzung, Tompkins, Swenson Non-Voting: Cory Peterson, Erickson Guests Present: None. Call to Order: Ms. Prohofsky called the meeting to order at 7:05 p.m. New Business: Dan Tompkins, At-Large Director and current Mite 4 Lead Coach, reminded the board about the Team Tucker Go! fundraiser that HYHA is facilitating on Mite Day February 20 th. He also asked some questions about the process for a mite eligible skater to request to play up to Squirts next year. He was pointed to the Travel Policy, which provides for this both in the provision that allows for a request for an exception to be made before July 31 and also in the provision that states the Association can ask final year mites to try out for Squirts if the numbers are such that some additional skaters would be helpful. Charitable Gambling Report Tuttle s site had gross receipts of $116,875.00 and net receipts of $20,147.00. Actual allowable expenses were $11,253.00, plus taxes of $7,936.00, for a realized net gain of $958.00. Payouts decreased from 85.84% in December to 84.72% for January. Mainstreet site had gross receipts of $280,153.00 and net receipts of $40,491.00. Actual allowable expenses were $14,489.00, plus taxes and fees $14,279.00, for a realized net profit of $11,723.00 Payouts decreased from 87.39% in December to 85.55% in January. The combined approved expenses were $47,959.00 (allowable expenses plus taxes). March estimated expenses are as follows: Compensation (2 pay periods) 12,000 Accounting/consulting Fees 1,000 Gaming Purchases 7.800 Gambling Taxes & Fees 23,000 Site Rental 3,500 Monthly Storage Site Fee 572 Misc Expense & Bank Charges 2,000 Total $49,872.00
Cash balance checking account as of January 31, 2016 $133,268.61 (before taxes paid on 02/20/16) Cash Balance 01/31/2015 was $ 113,134.14 Copies of the January tax return, as well as supporting documentation, available upon request. There was a motion and a second to approve the actual January Charitable Gambling expenses. Ms. Prohofsky called for discussion. There was no discussion. Ms. Prohofsky There was a motion and a second to approve the estimated March Charitable Gambling expenses. Ms. Prohofsky called for discussion. There was no discussion. Ms. Prohofsky Approval of Prior Meeting Minutes There was a motion and a second to approve the January 18, 2016 meeting minutes as written. Ms. Prohofsky called for discussion. There was no discussion. Ms. Prohofsky New Business Update on PAV remodel project Ms. Prohofsky reported on Mr. Winter s efforts to gather support and funding for the PAV Expansion, where the current rink is transitioned to year-round turf and a new ice sheet is constructed to the north, with an improved lobby in between, new locker rooms, improved Central Park amenities, etc. The PAV expansion would be a completely inclusive community-based facility for: soccer, lacrosse, rugby, ultimate, and hockey, as well as an improved Central Park as a community activity and gathering point. Since the last meeting, there have been PAV meetings with: Hopkins AD Dan Johnson and Asst. AD Joe Perkl; Hopkins Mayor Molly Cummings; and National Sports Center COO Steve Olson and Administrator Mark Erickson. Mr. Winter attended a Hopkins City Council Working Session on Feb. 9 th, along with Jill Prohofsky and Don Olson. This session was also attended by Hopkins/Minnetonka Rec Director Dave Johnson, Public Works Director Steve Stadler, and Parks & Streets Superintendent, Jay Strachota all of whom are interested in the remodel project. A pro forma about revenue and cost savings with the more energy efficient facility is in the works, but it is estimated that a new facility would result in more annual revenue for the City of Hopkins. The issue is coming up with the capital to build the facility. We have been trying to make corporate contacts, have applied for a grant, and have made inquiries to some foundations. The next step is to meet with the Hopkins School District to figure out what part they are going to play in the project.
Revised Board Job Descriptions Ms. Myers led a discussion about the revised board job descriptions, noting some changes in the Youth/Boys Travel Coordinator position, ACE Coordinator position, and Vice President job description. This was mainly done to structure how those people will work with the Player Development Committee. There was a motion and a second to approve the Revised Board Job Descriptions. Ms. Prohofsky called for discussion. There was no discussion. Ms. Prohofsky called for a vote. The motion passed unanimously. Officer Reports President Bill Winter No separate report - see above. Vice President/D3 Rep Nicole Brodersen Ms. Brodesen reported about the recent D3 meeting she attended and about the winding down of this season. Treasurer Anthony DeGiulio Secretary Jill Prohofsky Ms. Prohofsky reported that she is working on revising the bylaws, to be consistent with the updated job descriptions and our new understanding about the City s charitable gambling requirements with respect to board numbers. Those will be noticed at least 2 weeks before the next meeting (3/21). Ms. Prohofsky also discussed the upcoming election. The following positions are up for election (or re-election): President (Mr. Winter has expressed an intention to run for reelection) Vice President (Ms. Brodersen has expressed an intention to run for election) Registrar Volunteer Coordinator Girls Travel Coordinator Boys/Youth Travel Coordinator ACE Coordinator Tournament Coordinator Ice Coordinator Recruitment Coordinator (Mr. Licthy has expressed an intention to run for reelection) Board members are to think about who to recruit to run for election and a general request for nominations will go out to HYHA members in the next newsletter. Mr. Winter has asked Ms. Prohofsky to be the contact person for inquiries and nominations.
Director Reports Fundraising Carl Peterson Mr. Peterson reported about the recent Pizza Luce fundraiser, and about an idea regarding an online equipment swap. He is also going to be submitting a Kraft Hockeyville entry for the PAV. Hockey Recruitment Coordinator Matt Lichty Not present. Volunteer Coordinator Anne Finn Not present. Prior to the meeting, Ms. Finn reported that the concession stand will close for the season after activities at the Pavilion have concluded on Feb. 20. Ms. Finn will ask the concession managers for their assessment of the season and will share their feedback with the Board at the March meeting. In spite of numerous opportunities and reminders, several families did not sign up for in season concession shifts. She will get in touch with the Treasurer after all shifts have been credited and will give him a list of families that forfeited volunteer deposits. Mite Coordinator Janal Petersen Ms. Petersen reported on the upcoming Team Tucker Go! Fundraiser. She also reported on optional spring and summer mite ice, as well as raising some questions about games and scrimmages for the following year. Tournament Director Nicole Brodersen Working on finalizing the accounts. Communications Director Julie Reece Not present. If you have an item for the upcoming newsletter, please send it to Julie. Ice Coordinator John Hoffman All remaining ice times have been loaded into the calendar. Outdoor Ice & Special Projects Coordinator Tim Greeley Equipment Coordinator John Landschoot Safesport & Analytics Coordinator Brian Witte Mr. Witte reported that he has a lead on a new mouth guard provider for next season and will follow up. ACE Coordinator Bob Anderson
Girls Travel Coordinator Mike Hoschka Not present. The meeting adjourned at 8:35 p.m.