WINCHESTER YOUTH HOCKEY ASSOCIATION MINUTES OF BOARD OF DIRECTORS MEETING Monday, October 10th, 2003 ATTENDEES: Denis O Donnell, Terry Brennan, Rich Whalen Glenn Mills, Tom Troiano, David Hennessey, Greg Kelley, Bob Andrews, Ed Ducharme George Chalas, Scott Fusco, Ron Martignetti, Tim Smith, Jim Spry, Mark Robinson, Ed O Donnell, Hugh Mullin, David Bertochi, Fred Cammon, Nick Mitropoulos, Don McCarthy, John Cianciarulo, Richard Graham President Denis O Donnell opened the meeting at 7:03 PM. By poll of WHY Board of Directors members present, it was determined that a quorum was present to allow for the transaction of business. MINUTES OF September 8, 2003 BOD MEETING: On reading of the Minutes of the Board of Directors Meeting of September 8, 2003, no corrections or changes were noted. A motion to accept the Minutes of the September 8, 2003 BOD Meeting was made by David Hennessey, seconded by Ed Ducharme. The motion was unanimously approved and the Minutes of the Board of Directors Meeting of September 8, 2003 were entered into the record. TREASURER S REPORT: WYH Treasurer Tom Troiano confirmed WYH cash balance of $153,236.99 as of October 27, 2003. Tom Troiano confirmed revenues of $60,753.64 in September and expenses of $113,120.92. October month to date revenues and expenses were approximately $55,000 and $72,000, respectively. Tom Troiano also reviewed the revised budget for the 2003-2004 hockey season. The budget calls for about $389,000 in revenues and expenses. To date we have collected approximately $261,000 with $128,000 still to be collected. $48,000 remains delinquent and uncollected from prior years. 37% of the budgeted expenses for the season have been paid. The remaining expenses will be paid as the season progresses. Tom Troiano then presented a summary of a financial review of WYH for 2000, 2001 and 2002 conducted by Tom and Hugh Mullin. A copy of that presentation is attached to and included in these minutes. The review was done to determine what the organization s historical finances were and what needed to be changed and improved in the future. The review included a complete analysis of all checking account and CD bank statements,
treasurer reports, checks, tax returns and select deposit slips for the 2000-02 years. The review also looked at certain merchandise sales during the period. The review concluded that the financial information presented to the Board by the former treasurer was not an accurate representation of WYH finances for the 2000, 2001 and 2002 calendar years. The review determined that the organizations cash balance was reduced by approximately $73,000 from December 31, 1999 to December 31, 2002. The cash reduction resulted from poor billing and collections, expense overruns and inadequate tuitions for the last two seasons. Tom Troiano detailed how systems have been put into place to prevent this from recurring and move the organization s finances forward in a positive manner. WYH has a detailed budget for the 2003-04 hockey season and tuitions have been set at levels consistent with our expected costs. Efforts to collect the delinquent revenue are ongoing and our online tuition system is enabling accurate and timely tuition collections. The assistant treasurer s role has been expanded to encompass an audit/controller function and financial statements will match the bank statements on a monthly basis. There were numerous questions and comments regarding Tom s presentation with Don McCarthy, Jim Spry, Rick Graham and Greg Kelly inquiring about details of fundraising activities, the timing of expense payments, collection processes and future pricing adjustments which were all discussed and answered by Tom, Hugh and Denis O Donnell. Ron Martignetti also discussed the actions of the former treasurer and expressed his feelings on the situation. Denis O Donnell suggested that Treasurer Tom Troiano and Assistant Treasurer Hugh Mullin should continue to recommend enhancements to the financial process as we move forward. A motion to accept the treasures report was made by Ron Martignetti, seconded by Tim Smith and approved by a unanimous vote of the board. REGISTRATION: No report was given. EQUIPMENT: Hugh Mullin commented that were no issues with equipment and the Tri City/Little Rink coaches would be issued jerseys and goalie equipment in the near future. COACHES COMMITTEE: Ron Martignetti discussed an incident which occurred on September 17, 2003 regarding a WYH coach/ board member and a child in the program. This incident was reported to the coaches committee on the evening of September 17, 2003. On the night of September 17, 2003 the coach/board member in question verbally resigned from his coaching and board positions. After an initial investigation the coaches committee decided to remand the investigation to Massachusetts Hockey and the District 9 Registrar given the seriousness of the allegations and the fact that the incident involved a WYH board member. The coaches committee was told by the District 9 representative that Mass Hockey would
take over the investigation. After several weeks of no communication Ron Martignetti received word from Mass Hockey District 9 Registrar, Stephen Palmacci that, after further review, Mass Hockey District 9 would not be running the investigation. Ron Martignetti stated that a hearing, run by WYH, would occur over the next 7-10 days and that WYH Vice President David Hennessey would serve as the non-voting moderator of the hearing. Ron Martignetti said that the coaches committee will hear testimony from all the witnesses and parties involved. Shortly thereafter the committee will issue a written notice of findings. A discussion clarifying Mass Hockey s role in the process and the procedures for appeals followed Ron s description of the hearing and incident. Tom Troiano made a motion to accept Jim Aiken s verbal resignation from the Board which was seconded by Tim Smith. A discussion regarding the resignation occurred during which it was determined that, according to WYH bylaws, a director must resign from the board in writing. Since Jim Aiken has not given written notice of resignation it was determined that his verbal resignation is invalid. The motion to accept the resignation was subsequently withdrawn by Tom Troiano. Dave Bertochi discussed the September 17, 2003 incident detailing how difficult and unsettling the incident has been for him and his family. Dave asked for a better understanding of the hearing process and events surrounding the inaction to date. Ron Martignetti gave a thorough explanation of the coaches committee investigation, Mass Hockey s involvement and the expected hearing process. Ron assured Mr. Bertochi and the entire board that the coaches committee will examine all the facts of the case and settle the matter. Fred Cammon then detailed another on ice incident involving another coach/board member where the person in question was verbally abusive to a player. The situation was brought to Fred s attention and Fred stated that he was upset by the conduct of the coach in question and apologized to the players family. VALLEY LEAGUE: Tim Smith reported that parity round was complete and the round one schedules were up on the Valley League website. A new list of coaches for teams in all divisions will be distributed to all WYH coaches in the next day or two. DUAL STATE LEAGUE: WYH Dual State League Co-Representative David Hennessey commented that it was time to pass along any requests for divisional upgrades/downgrades to him so he could forward the requests to the League. David discussed the process for team movement and explained that the final decision for realignment was made by the League. Schedules for the second round of the Dual State League are expected to be issued at the conclusion of the parity round. TRI CITY LEAGUE:
Scott Fusco said that we have selected three Tri City teams and have approximately 30 children for the small rink program. Scott felt that 30 children was a large number for the small rink program and the coaches at that level needed to be thinking of effective ways to handle such a large group. The Tri City League meeting is scheduled for October 29, 2003. LEARN TO SKATE: Terry Brennan informed the board that LTS would begin the first Saturday in November. Once again this year we have retained the services of Patti Perrigo and her staff to teach the LTS program. Terry Brennan and Tom Troiano would be at the Flynn rink on the fist day of LTS to register children in the program. GIRLS HOCKEY: Glenn Mills, Director of the WYH Girls Program, reported that the Girls program was operating well and that there was a need to reduce the game schedule slightly in order to adhere to the financial budget for the season. USA HOCKEY: Chris Goodyear reported that all rosters and play down applications were sent in to USA Hockey. ICE COMMITTEE: No report. FUND RAISING: No report. NEW BUSINESS: Denis O Donnell reported that he had received a written letter of resignation from Director Joe Gehrig. WYH bylaws require the Board to appoint a new director to fill any vacant board seat. After some discussion it was determined that the directors would vote to fill the vacated board seat at the next scheduled board meeting on November 17, 2003. WYH will post a notice on the website informing interested candidates of the vacancy and the board is encouraging all interested persons to contact a board member prior to that meeting.
Fred Cammon then made a motion to accept Joe Gehrig s board resignation, prohibit him from coaching any WYH team and prohibit him from representing WYH in any manner. Ron Martignetti seconded the motion and the motion carried. Mark Robinson asked for a clarification of the process to remove a coach from the program and if this process was followed with respect to Joe Gehrig. Denis O Donnell, Ron Martignetti, Nick Mitropoulos and others then discussed and described the process and the involvement of the coaches committee. After much discussion Ron Martignetti made a motion to set aside the former motion with regards to Joe Gehrig. This motion was seconded by Tim Smith and unanimously approved by the board. Ron Martignetti then made a new motion to accept Joe Gehrig s resignation and prohibit him from coaching or representing WYH in any manner due solely to his role as former Treasurer of WYH. The motion was seconded by Tim Smith and the motion carried. A discussion regarding the procedures for reporting coaching incidents and the process the coaches committee must follow then ensued. Terry Brennan, Rick Graham and Fred Cammon all presented their views on the subject and the matter was discussed. Don McCarthy asked a question regarding the WYH bylaws and any other rules that govern WYH. Don presented a letter to Ron Martignetti regarding certain procedures and asked if they were being followed. Ron Martignetti said that while this was a nice historical document the Board never voted to accept the recommendations in that letter. After another discussion Chris Goodyear suggested the organization put together a handbook detailing the bylaws, rules etc that WYH operates under. The board decided to table this subject for now but to investigate the issue further at a later date. ADJOURNMENT: Tom Troiano made a motion to adjourn the meeting, seconded by Terry Brennan, and the meeting was formally adjourned at 9:15 PM. The next scheduled meeting of the WYH Board of Directors is scheduled for Monday, November 17 th, 2003 in the cafeteria at the WINCHESTER HIGH SCHOOL, Winchester, Massachusetts at 7:00 PM.