Board of Directors Minutes

MINUTES 3/23/22
CCYHA Special Board Meeting: End of Season Motions
 
Wednesday March 23, 2022 6:00 PM
 
Present: Board Members: Kirby Brownfield, Laurie Gammons, Trista McConegly, Matt Robinson, Duane Twining, Leslie Twining , Rob Cunningham
 
Other Members: Ashely Courier, Bridgette Remillard, Ashley Baire, Dave Novotny
 
Call to Order: The president called the meeting to order at 6:30 pm
 
End of Season Motions:
 
President made a motion that the CCYHA adopt a policy that all travel players' jerseys and socks match during official game play in accordance with USA Hockey Rule 203. Registrar seconded. Players may wear whatever they choose during practice and scrimmages. Discussion centered around the difficulty of getting players to follow uniform guidelines. Vote passed 5-1.
 
President made a motion to adopt red camouflage socks only. And put in player contract. Registrar seconded. Vote passed 5-1.
 
Coaching Director made a motion to adopt term durations for the CCYHA Directors. Each seat will serve (2) years with the exception of Treasurer (3) due to tax documents. Directors may be reelected to consecutive terms but must be placed on the ballot. President seconded. Vote passed unanimously.
 
President made a motion that we adopt the rule and amend the bylaws stating: No relatives, spouses or people living in the same household can serve on the CCYHA Board of Directors at the same time. Registrar seconded. DIscussion centered around the fact that the intent and purpose of this motions was covered under the previous motion. Vote failed 1-5.After the vote it was asked that the minutes reflect that with a change in bylaws, the full membership will be able to vote on directors with turnover every 2 (or 3 for treasurer) years and that this will ensure no concentration of power to one household.
 
President made a motion to amend the bylaws to allow the President voting rights. Registrar seconded. Discussion centered around why this was not the case to begin with. Also, most other organizations have the President vote. One concern was that 5 votes would be necessary for a ⅔ majority. Motion passed unanimously.
 
Coaching Director made a motion that all coaches will be reimbursed their coaching certification fees within 14 days of submitting all required documentation and being validated by Coaching Director. Treasurer seconded. Vote passed unanimously.
 
Coaching Director made a motion that Head Coaches have 48 hours to provide the Board of Directors the results from tryouts. BOD then has 24 hours to inform the association members of the results. President seconded. Vote passed unanimously. This vote included lengthy discussion with 3 parents at the meeting regarding their personal experience with prior tryout results as well as the 12U head coach who helped craft the process.
 
President made a motion for CCYHA to develop a House contract for Game Beast for start of season registrations. Treasurer seconded. Vote passed unanimously.
 
Meeting adjourned at 8:45 PM by the President. Secretary seconded.
MINUTES 3/22/22
CCYHA Special Board Meeting: End of Season Motions
 
Tuesday March 22, 2022 8:30 PM
 
Present via Zoom and WebEx: Board Members: Kirby Brownfield, Laurie Gammons, Trista McConegly, Matt Robinson, Duane Twining, Leslie Twining , Rob Cunningham
 
Call to Order: The president called the meeting to order at 8:30 pm
 
End of Season Motions:
 
President made a motion to amend the CCYHA bylaws for the 2022-23 season by August 1st, 2022. Registrar seconded. Discussion centered around the need to update the bylaws for clarity. Also, there are positions in the By-Laws that no longer exist. Motion passed 4-1-1 with the one abstention concern being the lack of clarity of what we are amending.
 
President made a motion that all CCYHA discounts that include but are not limited to sibling, military and goalies are paid by the CCYHA and not team budgets. Discounts may not be stacked: only one discount per family. Registrar seconded. Vote passed unanimously.
 
President made a motion that all BOD Officer duties are analyzed and updated due to association enhancements by August 1st, 2022. Registrar seconded, 4-2 motion passes.
 
Coaching Director made a motion to allow up to $5000 to be spent in the off season, no later than August 31, 2022, for on and off ice equipment and storage. Advanced notice to the BOD for comment is required prior to making a purchase . This will include but not limited to foam pads, storage, and net suspension. Treasurer seconded. Vote passed unanimously.
 
President made a motion that the CCYHA Coaching Director meet monthly with all House and Travel Head Coaches to determine the needs of the team and that certifications/COC have been completed. This needs to take place 1 week prior to scheduled board meetings. Registrar seconded. Discussion centered around the fact that coaches would find it difficult to attend another meeting and the CCYHA Leadership GroupMe, which includes all head travel coaches and BOD,was developed to address this issue. Vote failed 0-6.
 
President made a motion to increase the travel dues by level of play. Example: (B) & (A) $1800, Upper A: $2000 and AA: $2400. This is to ensure there is enough ice and practice available to compete at a higher level. Registrar seconded. Discussion centered around whether there was available ice. Ice was determined to be available early in the morning or late at night. Directors believe this is a decision to be made on a team by team basis. Vote failed unanimously.
 
President made a motion to expand the CCYHA offerings matrix to include (3) in-season clinics offered to all players. (1) travel Power Skating (1) house Power Skating & (1) skills clinic. Registrar seconded. Discussion centered on the need to have these offerings but BOD does not want to add to the matrix because of coaching advance commitment needed and more volunteer time required in a season as well as out of consideration for players unable to attend. Vote failed unanimously.
 
President made a motion that all end of season coaching surveys need to be distributed by the end of February and findings presented to the BOD by March BOD meeting each year. Registrar seconded. Vote passed 5-1 with the Nay vote due to the fact no one was designated as responsible for the survey.
 
President made a motion that all Head Coaching applications must be completed and submitted by March 1st each year and available for BOD vote by April BOD meeting. Youth Hockey Coordinator seconded. Vo-te passed unanimously.
 
President made a motion that the CCYHA develop a form for all registrations that asks for volunteers. Once volunteers are established, the CCYHA gives a credit towards dues. This would include BOD members, committee chairs, team managers etc. There was no second and therefore no vote on the motion.
 
The meeting was adjourned at 10:00 PM by the President. Seconded by the Secretary.
MINUTES 3/8/22
CCYHA Regular Board Meeting Tuesday March 8, 2022 6:15 PM
 
Present: Board Members: Kirby Brownfield, Laurie Gammons, Trista McConegly, Matt Robinson, Duane Twining, Leslie Twining
 
Members: Ashley Baire, Steve Clymer, Wesley Grose, Casey Longobardi
 
Call to Order: The president called the meeting to order at 6:55 pm
 
Approval of Prior Meeting Minutes: GroupMe used to approve October 21, December 21, and January Jan 22 minutes. President made a motion to approve February 22 minutes. Vice President seconded. Vote passed unanimously.
 
Officer Reports:
 
Treasurer
 
EOS Balance expected to be around $40,000. This money was discussed as needed for summer ice and potential use on equipment improvements and Storage
 
President made motion to approve the 12U coach request for a $1,000 travel voucher for the Knoxville tournament. Vote passed 5-1 (VP dissenting).
 
Treasurer made a motion to give a $100 travel voucher for the Athens Tournament to the 10U team. President seconded. Vote passed unanimously.
 
Coaching Director
 
Head Coach Applications for the 10U team were sent to the Board for review. Scott White and Chris Mehltretter are the applicants. The vote will take place in the April Meeting.
 
Coaching Director has talked to coaches individually to determine their intentions for next season. Some coaches remain and CD took action to talk to them ASAP. Registrar plans to issue a survey to see where coaches would prefer to be placed.
 
Registrar
 
EOS survey went out to all members and so far we have received 35 responses. Registrar will send a reminder. The members have until next week to share their viewpoints and opinions. Registrar will share the results after the deadline.
 
Youth Hockey Coordinator - None
 
V. Miscellaneous:
 
President announced he was submitting his resignation on Wednesday March 9; it will be effective April 12, 2022. Vice President will check if nominees accept the nomination. Vice President to be the interim president until a replacement is found.
 
Next Regular Board meeting will be held April 5, 2022 at 6:00 PM
 
VI. Adjournment: President made a motion to adjourn at 8:05. Secretary seconded.
 
MINUTES 2/16/22
CCYHA Regular Board Meeting Wednesday February 16, 2022 6:00 PM
 
Present: Board Members: Kirby Brownfield, Rob Cunningham, Laurie Gammons, Trista McConegly, Matt Robinson, Duane Twining, Leslie Twining
 
Members: Bridget Remillard, Ashley Courier, Steve Clymer
 
Call to Order: The president called the meeting to order at 5:54 pm
 
Approval of January Meeting Minutes: The January 2022 minutes were not approved as the Coaching Director requested time to review. Approval was tabled until the March meeting.
 
Coaching DIrector Report: Head Coaching Applications were received for 10U level. We will have to vote. Coaching Director to look for possible coaches to field second teams at the 10U and 12 U level if necessary. Vote for the head coach to take place in March or April prior to tryouts in May.
 
March 24-28 is nationals Can start making calls after that to other players in other organizations to see if they are interested in tryouts.
 
Coaching Director to have a Head coach manual ready by next month. It will include the responsibilities, how to run tryouts, expectations, practice plans etc. Coaching Director interested in working with FAP to create an off- ice training area. Junior Organization not interested in helping pay for it at this time. We are working to see who will pay for the build and where it will be located.
 
Storage is needed to adhere to fire codes. Nets, Boards, and pads are all in the hallway and need to be in a storage container. Coaching director to look into storage containers, possibility of hanging nets on the wall and other possibilities.
 
The Coaching DIrector is recruiting 3 new coaches, some with interest inLTP and LTS. Any new coaches are always welcome.
 
End of Season Parent meeting for rising 8U and 10U parents to be held March 8 before the Regular Board Meeting to inform parents of the travel program. Registrar to make a pamphlet for this meeting.
 
Registrar and Coaching Director to work on a survey to see what went well this season and how we can improve the program for families.
 
Registrar discussed the desire to get families to register a month before so we know who is coming. The board discussed a lower fee in April which would increase in May. Registration for tryouts was set to April 4 which is 7 days past Nationals, hoping that this was enough time to get early notice of player interest without “recruiting” per tampering rules
 
The President made a motion to vote to raise rental equipment fees to $50 for the season. Treasurer seconded. Vote passed (how many?). President made a second motion to vote to charge $25 for each LTP session. Treasurer seconded. Vote failed (how many?). Registrar made a motion to vote to raise the fee to $35 for a season for all from August to August. THe rationale was to keep the prices the same as players could be fluid between the programs in a season. Secretary seconded. Vote passed 5-1.
 
The President made a motion to vote on a tryout date of May 14. Youth Hockey Coordinator seconded. Vote passed unanimously.
 
Other Officer Reports:
 
Treasurer
 
Budget Review- Treasurer explained some confusion in the budget matrix and how to find certain line items. Referee cost $990 for January, The organization is on budget.
 
FAP will be raising ice prices in June. CCYHA does not know the exact amount but we are hoping to learn next week. Treasurer ran some possible scenarios with ice times and tuition. Much is dependent on the number of players on a team.
 
Youth Hockey Coordinator
 
End of Season Parent meeting for rising 8U and 10U parents to be held March 8 before the Regular Board Meeting to inform parents of the travel program. Registrar to make a pamphlet for this meeting.
 
Third THFF not possible this season due to tournaments and end of season activities.
 
LTP next session - not enough registrants for spring season.
 
Scheduling Spring Hockey events - 79% of those surveyed wanted Bear and Cub League, 47% skills and drills, 30% specific skill clinics (goal, defense, shooting, checking). Power skating was ranked last. Youth Hockey Coordinator made a motion to vote to start Cub and Bear League April 6 Cub will be from 6-7 and Bear 7-8. League will run for 8 weeks until May 25. No ice cut. Cost $150 and we can accommodate 36 players (32 skaters, 4 goalies) for Cub, 32 players (30 skaters, 2 goalies) for Bear. Registrar seconded. Vote passed unanimously.
 
V. Miscellaneous:
 
Equipment Manager to apply for a grant for equipment and will be looking into prices from Pure Hockey. President to investigate vendor assistance from the Juniors Team.
 
Vice President to email parent name regarding discipline hearing with VP, CD, and one neutral party.
 
Greenville and Charleston Associations want to create a SC version of a tier one Tournament only team consisting of South Carolina players. Coaching Director to keep us informed.
 
Vice President suggested improvements to our goalie support and training to include more one-on one training on a weekly basis. More discussions to be had on this topic prior to next season.
 
VI. Adjournment: Secretary made a motion to adjourn at 7:30. Treasurer seconded.
MINUTES 1/11/22
CCYHA Regular Board Meeting Minutes 1/11/2022 6:00 PM
 
I. Call meeting to Order: 6:40 pm
 
II. Approval of December meeting minutes: Secretary made a motion to vote to approve the minutes, Treasurer seconded. Vote passed unanimously
 
III. 2020/21 CAHA Grant Updates Treasurer agreed to take an action to submit receipts to Coaching DIrector who volunteered to work with CAHA rep to complete last season grants. Grants are for advertising (Trotter outdoor, Columbia Mom) and ice bill for THFF. President to check with officer that handles grants for CAHA.
 
IV. 2021/2022 CAHA Grant Needs Equipment Manager sent a list to all board members of items that need to be ordered for replenishment in equipment room. Equipment Manger is asking the Vice President and Coaching Director to recommend sizes for elbow pads. Organization will purchase in advance of the current season grant award. Equipment Manager asked what company they usually purchase from and who usually does the ordering? Some mentioned pure hockey as a vendor.
 
Grants also being considered for new hard sided boards and carts and THFF 2022.
 
Coaching Director was confident that he submitted grants for equipment and THFF by the deadline this season, but took an action to confirm. If not he will work with CAHA rep to try to get them in.
 
V. Officer Reports:
 
Treasurer
 
1. Budget Review - Dues still coming in from LTP to House and House to Travel transfers. Treasurer explained how GameBeast breaks down payments automatically. Our account is currently $87,000 plus $3,671.93 on Venmo. Treasurer to check rosters for clinics to make sure all paid.
 
2. Annual Tax Filing and Annual Secretary of State filing were mentioned and Treasurer is working on both.
 
3. A motion was made to assess a $30 fee for any ATP player participating in more than 4 Friendly or Tournament games without joining the team and paying Travel fees. Registrar made the motion to discuss and the Treasurer seconded. BOD wants to ensure all players are paying for the ice they use and that the pricing is equitable. Some ATP players received more games than contract allows. The contract does not state anything about how many games are allowed for ATP (Registrar sent everyone the contract in your emails). There was discussion of charging retroactively for games over the 4 game agreement, but the majority agreed that was not necessary? Treasurer made a motion to charge ATP players $30 after 4 games since 12/31, Secretary seconded. Motion passed 4-1 (Coaching Director - nay). President to reach out to coaches who will inform parents of the fee prior to inviting.
 
Coaching Director
 
1. All coaches are reimbursed for their coaching certification costs except those pending the signing of the Cyclones Code of Conduct.
 
2. Hallway photos - Photos are almost done with a few more to print.
 
3. Treasurer ordered coaching jackets, President will arrange to get embroidered here. We will order more as needed.
 
4. 2022-23 Season – Many eligible coaching options. Others suggested doing an early pre registration for tryouts to gauge interest in travel vs. House. Suggestion that coaches will have 72 hours to select a team and then the Board will communicate offers was popular. Another suggestion to plan an Acceptance day the week after acceptance to order jerseys and gear etc.
 
Registrar
 
1. 8U T1 Roster for Home Jamboree - The two rosters are almost done. Coach Bryan Moore has to finish CEP. Must confirm with Terri Mills (CAHA registrar). Bryan has emailed USA and Terri Mills.
 
2. Sanctioning Application an adult league player injured himself on the ice. First adult to make a claim with USA Hockey. Registrar just sends a form to injured player and they submit to insurance company and Treasurer to look into process.
 
Youth Hockey Coordinator
 
1. House Player Team photos - day 1 complete. There was much positive feedback about the photographer.
 
2. THFF • Spring 2022. Move discussion to GroupMe in the interest of time.
 
Miscellaneous:
 
President envisioned a fundraiser called “Make Me Famous” where we would sell tickets for the chance to have your child’s 2x3 poster hung up on the wall in the locker room hall. Youth Hockey Coordinator to price posters and President to speak to Flight management for approval.
 
VI. Adjourn - 8:00PM
MINUTES 12/15/21
1805 call to order
 
Past meeting minute approval deferred until final versions (after comments) available for review.
 
Motion to vote on FAP contract (CD), seconded (T). Waiting for prints to be provided by FAP.
 
LTP dates – 8 weeks minus 2/5. No further discussion. Starts 1/8/22, ends 3/5/22. Suggested to start running LTP in the spring and summer. CD to firm up coaches under the same agreement for Winter and possibly Spring/summer sessions.
 
Feedback for gamebeast to provide information on income, like an itemized receipt. Numbers alone aren’t enough to determine what has been paid for due to discounts, prorations, etc. Rob provided some details about how he reviews the data and is satisfied with how it is presented.
 
Discussion about travel team budgets.
 
-Response to 14U coach. Is head coach responsible for budget? ANSWER was YES! Can they spend how they like? Answers varied- from NO to within reason, as long as benefiting team, and provide receipts for purchases. CD/T to develop wording to make sense of these positions and respond to 14U coach.
 
-Motion (P) to reserve 2 hours of ice Tuesday 12/21 and 12/28 for coaches to run skills clinics, 1 hour for 8/10U and 1 for 12/14U, max of 20 skaters, paid for from surplus of travel team funds, with priority for travel players, subject to coach approval. VP 2nd.
 
-Motion to charge ice cost fee to players if head coaches do not agree to cover with team funds. CD 2nd
 
-Vote on 2 motions, passed 5/5
 
-Motion (YHC) to table discussion and finalize details on groupme prior to advertising camps. Many seconded.
 
Discussion about purchasing budgeted items. Equipment room, jerseys, coaching jackets all are budgeted items. Bylaws require board vote to spend >$250. Motion to vote on funds for these items via groupme (P). Seconded (VP).
 
Treasurer:
 
Discussion on how to register, (T) to develop workflow changes in registration process. Issue with incorrect registration and lack of registration for 12U player.
 
Budget was reviewed in advance. No questions asked during the meeting. Discussion on where to spend some of the money at the end of the season.
 
Coaching Director:
 
Status update on certs (1 coach doesn’t have CEP), but rest are 100%. ~40% reimbursements paid. Code of conduct reminder will be sent out.
 
All other items are in progress, nothing complete tonight. ATP discussion. Motion (T) to allow head coaches to pick and choose ATP participation in travel events through the end of the season at no additional cost beyond 12/31. Second (CD). Vote in favor 5/5. CD to communicate to head coaches.
 
There was discussion about purchasing new boards and better more sturdy foam boards once expenses are paid.
 
Registrar:
 
No additional roster red flags.
 
Continued discussion about registrations when players move from LTP to house.
 
Parents should not be able to sign up in gambeast without a USA hockey#
 
When children enter the organization after season has started, Coaches need to tell parents to contact Registrar with USA # hockey. If they don't want to do that the coaches or team mangers can pass # along to Registrar
 
Youth Hockey Coordinator:
 
Team photos scheduled for 1/11, 1/12. Team photos at first 5 min of practice on ice.
 
Miscellaneous:
 
Fundraising chair – bylaws change to add to bylaws. Motion (P), Second (YHC). Vote in favor 4/5.
 
Equipment manager – provided a list of equipment requests: helmets, shin guards, bags, possible elbow pads.
 
Discussion on house move-up policy implementation and development of players moving up to a travel team. There was alot of discussion about move up: the benefits, troubles it potentially causes, and how to make it so head coaches are not overwhelmed with the extra kids. In years past it never seemed an issue but the organization is growing and there are more kids on the ice in addition to the non moving up players from travel, house, ATP.
 
Presidential recruiting – just reminded to keep in mind that we need to recruit and start shadowing.
 
There was discussion about 10u Travel coaches for next season. We do not currently have one identified and parents are already asking. CD to discuss with potential coaches and see if we have any interest or if we need to recruit.
 
Motion to close the meeting (CD), Second (T) at 2019.
Emergency Meeting Minutes 11/23/21
CCYHA BOD Emergency Meeting Minutes November 23
 
rd 2021 5:00 PM
 
Present: President Kirby Brownfield, Vice President Matt Robinson, Treasurer Rob Cunningham, Secretary Laurie Gammons and Registrar Trista McConegly At 5:00 pm on Tuesday November 23, 2021 the President made a motion to use the GroupMe platform to discuss and vote on two upcoming motions. The motion was seconded by the Secretary.
 
Discussion ensued regarding a 10U Cyclones travel player requesting to play aa Thanksgiving weekend tournament with the Carolina Rage Hockey Club. The parent of the player stated that they were directly requested by a parent associated with the Rage. Approaching a player from another organization is a clear tampering violation.
 
At 5:15 the President made a motion to escalate the tampering issue to CAHA for review. If the motion passes there is a $250 fee to the Director of Disciplinary Actions that is refunded if the review is not unfounded. Action taken by CAHA could include fines, inability to play in CAHA tournaments or removal from the league depending upon severity. Motion was seconded by Secretary. Motion passed unanimously. President then made a motion to vote on the temporary release of the 10U player to the Carolina Rage for one tournament over Thanksgiving Weekend. Registrar seconded. Motion failed 2-4. 10U player will not be released to play for the Rage over Thanksgiving weekend.
 
President to alert the Carolina Rage board and the 10U parent.
 
CCYHA will post the process on the website and create a form for future transfer requests such that they can be done without violating USA Hockey rules.
 
Meeting was adjourned at 5:50PM on November 23, 2021.
MINUTES 11/9/21
CCYHA BOD General Meeting Minutes November 9th 2021 6:30 PM
 
Board Members Present: President Kirby Brownfield, Vice President Matt Robinson, Treasurer Rob Cunningham, Secretary Laurie Gammons (late) and Registrar Trista McConegly Others present: R. Petz, Jason Hughes
 
I. Call to order - President Motion to approve prior meeting minutes (President) and seconded (Treasurer) Vote passed 5/5.
 
II. Priority Discussion Discussion of 12 coaches and coaching evaluation with respect to ordering jackets. 6 coaches are good to order and 6 are currently under evaluation. Duane explained the evaluation process, for example, he is looking for people that engage with kids to balance coaches with deep hockey knowledge. A status update for all coaches was provided: Only 3 not fully certified. Waiting on background checks. Otherwise set.
 
III. Ocer Reports
 
○ Treasurer
 
○ Current account balance is $93,643.89 as of 11/9/2021.
 
○ Treasurer’s report states that there are 100 actual players in our organization compared to the forecast 95. Thus revenues are up and we are expected to be able to cover anticipated costs for the season.
 
○ Discussion on the LTP graduation process was requested. The result was that the YHC sends recruits to the Treasurer who develops a prorated cost based on when they expect to start the house program. It was stated that it would be preferred to include that cost on the player evaluation form but also stated that flexibility was needed for timing.
 
○ Treasurer is actively working to collect missing payments via GameBeast and by directly contacting the few who have not yet paid tuition and fees.
 
○ President requested a prorated House season price for anyone starting the program late after LTP. Treasurer estimated the cost at $27 per week.
 
○ Jerseys will be sold to LTP players by Treasurer or Equipment manager in order to prepare them for House or Travel teams.
 
○ Treasurer made a motion to discuss funding scholarship budget via locker room fees. President seconded. Discussion ensued around use of scholarship funds, amount of money in scholarship funds and our cash flow situation. President made a motion to vote to continue funding the scholarship fund through locker room fees. Registrar seconded. Vote passed unanimously.
 
○ Treasurer made a motion to discuss teams paying for the August Play In tournament in Raleigh since we now know they will have funds. Youth Hockey Coordinator seconded. DIscussion centered around fairness and whether the organization and the teams had the money to pay. The Coaching DIrector made a motion to vote to reverse prior ruling and make coaches and teams pay their fair share of the pre-season tournament. Youth Hockey Coordinator seconded. Motion failed 2-4. The organization will pay for the play in tournament this year and revisit who pays for next year’s budget.
 
○ Treasurer made a motion to assess a per player association fee for the 21-22 season budget. President seconded. Discussion. President made a motion to vote on extracting $35 per player out of each travel team budget. Secretary seconded. Motion failed unanimously.
 
○ President made a motion to vote on association dues for 22-23 season. Registrar seconded. Vote passed unanimously but discussion was tabled to a future meeting in the interest of time.
 
○ Vice president
 
1. THFF tIme slot was good according to Equipment Manager. Very successful based on attendance and feedback..
 
2. Youth Hockey Coordinator has a lead on a photographer to take new team pictures for the season. These are the ones on the wall. She will work with the Vice President and the House and Travel coaches to arrange dates and times for team pictures for the current season.
 
3. There was a disciplinary meeting to address the 8U Bulletin Board damage as well as the damage to the old Mite Team Picture. Vice President will reach out to the 8U team manager to make sure letters were written and sufficient. Recommendation is to have boys involved considered that their punishment would be time served and log the issue.
 
○ Registrar
 
4. 14 and 12U team rosters successfully submitted for Nashville tournaments. The CAHA Registrar (Terri Mills) provided assistance.
 
5. Still working on liability with adult league coverage. She discussed with the Plex to determine how they handle players arriving to play adult league. Treasurer will contact our insurance to discuss what liability we have.
 
○ Youth Hockey Coordinator
 
i. discussed the CCYHA LTP and House hockey end of session party for December. House managers to organize. 8U Manager to run a team store there. It will be held one Saturday In December after scrimmage.
 
○ Coaching Director
 
i. Working with Ryan Petz to develop checking clinics. This is a direct feedback item from a house parent meeting. Ryan armed the need for checking clinics since the game is a faster game than when he started hockey. He will communicate some dates to the Coaching Director.
 
ii. Coaching DIrector looking for some equipment to be fixed or purchased
 
a) The rail on the cart that holds the boards needs to be welded or reattached. Currently looking for a welder who can weld aluminum (TIG or MIG spoolgun welding.)
 
b) Coaching Director inspected the foam barriers and indicated that they have long term repairs using duct tape. Also looking into a storage and transport device to abide by a rink manager request to stack them neatly and to reduce wear and tear from setup/teardown. Will look into getting a grant to purchase foam dividers and a way to store them. In the meantime we will fix what we have with Duct Tape. Ryan indicated that the foam has been on-site for around 15 years. He also indicated that the hard dividers were a grant purchase with 50% funding from CAHA, 25% from rink management, and 25% from CCYHA.
 
IV. Old Business
 
1. Jerseys have shipped from Verbero with tracking number. We will switch back to OTE for future orders. Also plan is to order jerseys in June and not August to ensure on time arrival. This will be discussed at a future meeting.
 
2. Parent meeting resulted in a few follow ups:
 
a. request for more checking and power skating clinics. Coaching Director to hold first checking clinic Sunday 11/14/2021 and plan more for the new year.
 
b. Coaching Director to keep up communication on Saturday scrimmages so we can provide an appropriate experience for all of our players. He will be in communication with travel teams and Fusion coaches to ensure attendance.
 
c. ATP parents will communicate with Coach to determine games and tournaments they will be eligible to participate in.
 
V. New Business
 
○ ATP last day with travel teams will be 12/31/2021.
 
○ Each travel team is planning at least three tournaments. One of them will be the March tournament in Knoxville. March 31, 2022 will be the last day for tournaments.
 
○ President indicated his intention to resign at the end of the season and that the board should begin searching for a replacement.
 
President made a motion to adjourn the Meeting at 8:17, Treasurer seconded. Meeting
 
adjourned.
MINUTES 10/14/21
1806 Call to Order
 
Priority Items
 
motion to vote on Trista McConegely for registrar position, DT, RC second
 
vote passed 4/4
 
briefed trista on ongoing issue with rostering adult players
 
motion to vote on Laurie Gammons for secretary position, DT, MR second vote passed 5/5
 
motion to vote on interim VP, Matt Robinson as VP, DT, LG second
 
vote passed 5/5 MR abstained from vote
 
Action - DT to start conversation for VP turnover for google accounts
 
Action - TM to upgrade board members access to gamebeast
 
Treasurer update
 
Update on finances provided.
 
Coaching Director update
 
DT provided an update on the quote for rink dividers that was sent via email. Some questions about purchasing more foam dividers:
 
who owns the foam dividers? do other associations use it? How much do we actually need for replacement and for expansion?
 
4-6 blue dividers was agreeable based on the quote and discussion of needs.
 
DT agreed to put some more thought into the exact need and provide an update to the BOD for a future vote. DT also agreed to look into a storage/transit system for moving. this would also protect the investment and reduce wear and tear.
 
coach certification update provided, 21 fully certified (one has expiring background in Feb 22 and is aware)
 
coaching reimbursement calculated except for age modules as the year completed is difficult to track
 
coaching jackets counted and budgeted. DT to get order with sizes and embroidery.
 
discussion on other orders through team store and embroidery options. Rob leading.
 
need to find a coach for 10/24 stick and puck (930)
 
discussion on referee scheduling. Wesley is handling referee scheduling to ensure that referees look at our schedule and not one that we do not control. If there is a scheduling issue and our schedule is up to date and provided to them, we will not be liable.
 
Youth Hockey Coordinator update
 
THFF - Sat 11/6
 
USAH account, login was incorrect when registering but is being resolved between RC and LT.
 
940 LTP and 8U
 
1040 THFF 1/2, 10/12/14 house only scrimmage 1/2 - no travel
 
11/6 is final LTP session, THFF recruiting is perfectly setup for next LTP session
 
MR interested in running try goalie for free. had some ideas about using quick change gear to get a rotating station on ice.
 
second LTP session for 4 weeks (2 weeks november, 2 december), third session would be january-February.
 
LT motion for holiday LTP (11/13,20, 12/4,11) for $65. MR second
 
vote passes 6/6
 
discussion on try goalie for free
 
Registrar update
 
prior discussion on turnover, adult player rosters, and THFF signup already covered
 
Secretary update
 
No discussion
 
Vice President update
 
DT to start discussion on Morales reinstatment. MR on disciplinary committee and will ask Stephanie Lantz to be third member.
 
MR to discuss prior board member personal attacks leading to resignation. Information presented will be discussed by board to determine if any actions are needed considering the risk of opening old wounds.
 
Other discussion points
 
further discussion on jerseys. agreed that we will make one final update from verbero and kirby. we will provide a drop dead date where if jerseys are not delivered, we will request a refund and order from another supplier. we will wait for kirby to return from vacation for this final update.
 
Action - DT to setup conference call with Kirby and Verbero.
 
future actions with vendors will require at least 2 board members and a full board vote before establishing a new vendor relationship or making a large purchase.
 
need to fit kids for jerseys and gear on commitment day (after tryouts). many different ideas and options to prevent this issue were discussed.
 
Discussion about prior house Saturday scrimmages. Parents complaining about coaching in stands. Need a dedicated house coach for Saturdays. Need to reach out to house parents as well as non-travel coaches for more volunteers.
 
MR volunteered to help out from 10/24 on until a dedicated team is set. DT to figure out which dates before then.
 
Suggestion to put board member pictures somewhere publicly. Suggestion to find a way to get feedback from parents as the existing methods are not working.
 
Motion to close at 2017, RC. Second LT
MINUTES 7/21/21
1934 call to order
 
12U discussion CD and 12U HC discussed prior meeting about options for 12U team larger roster allows for a longer season with more games. could additional players get us some lower level games to help the ATP players?
 
GGHA has 9 skaters and would not be sending any to us. The option to send some to them is NOT dead and needs to be run to ground. HC discussed negative impacts of having a kid on the team that isn't able to keep up.
 
Need to provide each parent a path forward. HC will communicate with all 6 families this week/weekend about 1-2 roster spots available for hard workers, as well as the option to partner with another association. CD has action to provide HC with contact information.
 
HC requested a list of HC responsibilities including tryouts prior to tryouts. Board took this as an action.
 
8U discussion
 
Honor the game presentation. Looking for approval to implement. Looking to incentivize parent involvement. Themes and promotional materials designed to inspire younger players and keep them playing longer.
 
HC wants to improve the handoff from LTP to house. Will work with CD to see who the coaches are going to be for LTP. CD has action to secure coaches for motion to change LTP to 8 weeks. motion passed motion to vote on changing LTP to 8 weeks. motion passed. vote to change LTP to 8 weeks. Vote failed.
 
motion to change LTP to 8 weeks and adjust the price from 150 to 120 per session.
 
Kirby motioned,Tracy 2nd. motion to vote on LTP 8 weeks and $125. motion carried. vote approved 4/4
 
CAHA grants were discussed. grow the game grant submitted for rental equipment (shin guards and helmets). THFF submitted for 3 hours at $300/hour of ice. board accountability discussion tabled to future meeting motion to start quarterly meetings focused on strategic planning. motion passed.
 
discussion on bylaw revision and job description tabled. CD suggested that we each develop writeups and share with the board for discussion and vote once agreement is obtained.
 
Fusion is requesting inclusion of their 16U players. Concern about coaching when travel teams are away as well as too many players when travel teams are in town. motion to provide feedback to Fusion that CCYHA is open to the concept but needs to discuss details as they materialize. motion carried.
 
discussion from 8U HC will be reviewed by board for later approval.
 
Discussion on when to open house registration. Suggested that it should stay closed until specific details are available (start date, weekly schedule, etc.)
 
ATP registration will be cancelled and restarted at full fees. Currently it's set to $200 as the addition for house.
 
next official board meeting 8/3 at rink. secretary applicants to be interviewed. start time set at 1800.
 
meeting adjourned 2005.
MINUTES 9/16/21
1802 call to order. Treasurer, YHC, Pres, CD present
 
Added Ryan Petz to meeting via phone to discuss ice scheduling history and process. Ryan did not understand why we are having issues scheduling weekend games. He asked us to talk to Chris again and we pushed back stating how recently we were denied. Ryan agreed to talk to Chris on our behalf. CCYHA is considering scheduling fewer home games and more tournaments since ice scheduling is a large challenge.
 
Registrar update - Rob
 
Liam Lingenfelter needs birth certificate and statement of good standing from prior team
 
Rob will provide FAP staff with roster of entire association to check FAP waivers.
 
Treasurer update - Rob
 
New budget format was explained and line items were explained in depth. Finances are good. Lengthy discussion on how costs are allocated between house/travel programs. Currently there is a lot of confusion on why travel budgets have significant margin and house has a significant shortfall.
 
Discussion about Saturdays where multiple travel teams are home without games. The biggest challenge is finding ice on Saturday when everyone is home. Agreed on buying as much ice on 9/18 as rink will allow. Managers will get an accurate count to determine how many kids will be attending. If we can't buy ice, playing time will be low but will be a learning situation. Rink authorized 1 additional hour during the meeting. Crisis averted but there are many dates in the future that we need to address. YHC has the dates and will work with Ice Schedule to purchase ice.
 
Coaching Director - Duane
 
Get code of conduct out to all coaches to read and sign.
 
LTP coach - 3 options
 
Pay nick cockerel $20/hour to lead LTP Beg the 8U coaches to share time instead of the 8U scrimmage Something else?
 
Lots of support for option 1 with the warning that the communication needs to be excellent.
 
CD Motion to pay Nick Cockerell $20/hr to lead the LTP program for the 1st 8 week session. Treasurer seconded. 4/4 voted in favor.
 
Further discussion on how to communicate to coaches/parents continued. Optics, transparency are a huge concern as we don’t want to upset other volunteer coaches.
 
Motion to adjourn (pres), second (CD). Adjourned 1957.
MINUTES 8/3/21
1803 call to order
 
Secretary candidates have been notified about the election results. Chris Powell was not able to attend the board meeting on short notice.
 
Treasurer
 
Budget update
 
Projections had been removed from the budget spreadsheet. It was requested to restore that for planning purposes
 
The history of the scholarship program was discussed. VP requested permission to approach FFF to get scholarship as a blank check to the CCYHA versus money direct to the applicants. This is better for FFF as this would be a contribution to a 501c3 entity and better for the CCYHA to have control of the awards.
 
Tryouts were charged for 2 ice cuts. Just FYI
 
Week 8 of bear league did not have an ice cut and the treasurer will make sure it is not included in the final bill.
 
Registrar
 
Travel roster status is good for all 3 teams. There are 3 players/coaches needing a new USAH number and only 1 birth certificate still needed.
 
There was discussion that if girls didn't make the 12U team, could they play on the 10U team. We found out the answer was "no".
 
A discussion was held about players committed to other teams (especially competing organizations) participating in non-travel events. The board was mostly comfortable with this and no action will be taken.
 
Youth Hockey Coordinator
 
It was suggested to get a table of like 4 laptops for the first house event so that we could literally walk parents through the registration process instead of asking them to handle it themselves. Some house registrations have been successfully entered. The board recommended the YHC push the house and LTP registration links via ALL current communication platforms.
 
The Webmaster position description was read and discussed. A number of issues with the current website need to be addressed.
 
It was suggested to prioritize the updates so that the Webmaster is not overloaded.
 
Rob volunteered to work with head coaches and team managers to enter game and schedule data, to allow the webmaster to work on the website
 
Pages that are less important or significantly out of date should be turned off until core pages are updated
 
A new position was suggested by the VP, content manager. This person would be a single point to control all of the media communications (gamebeast, website, facebook, the spin, etc.) under direction of the board of directors as a whole. This person would review media suggestions and uploads and control the content. Questionable content would be provided to the board for a decision on posting or not.
 
A motion was made to create the content position separate from the webmaster. CD – 1st, YHC 2nd
 
A motion was made to assign Johnny McConnegly as the Webmaster. CD – 1st, YHC 2nd
 
A vote was held on this motion. 5/5 votes in favor.
 
Coaching Director
 
Discussion on major equipment purchases was deferred to a later meeting.
 
The Ice Scheduler position description was read and discussed. No adjustments to the draft were identified.
 
A motion was made to have the Ice Scheduler report to the Treasurer. CD – 1st, YHC 2nd
 
A vote was made to assign Wesley Grose as the Ice Scheduler. 5/5 votes in favor.
 
Discussion about the lack of pucks identified a recommendation to change the locks on the equipment box. CD will purchase new locks and provide new codes to the head coaches. Pucks will be purchased and distributed directly to head coaches for travel practices and will be returned at the end of the season.
 
A motion was made to purchase coaching equipment discussed via email (colored line jerseys, white boards, pucks, and a bag). Pres 1st, Registrar 2nd
 
A vote was held on this motion. 5/5 votes in favor.
 
Coaching Director took an action to obtain specific colors and quantity for jerseys.
 
Additional items
 
A motion was held to discuss the weekday schedule. Pres 1st, CD 2nd
 
The schedule proposed is as follows:
 
Monday 6:30-7:30 10U Travel, 7:30-8:30 12U Travel
 
Tuesday 6:15-7:30 8U/10U house
 
Wednesday 6-7 14U Travel, 7-8 12U/14U House
 
A motion to adopt this schedule was made. Pres 1st, Registrar 2nd
 
A vote to adopt the motion was passed, 5/5 in favor.
 
CD took an action to determine weekday goalie coach schedule.
 
A motion to discuss the weekend schedule was made. Pres 1st, Treasurer 2nd
 
The schedule proposed is as follows: Saturday 9:40-10:40 LTP, 8U scrimmage
 
Saturday 10:40-11:40 10/12/14U house scrimmage
 
A motion was made for the following: Saturday 1040-1140 will be a challenge if all 3 travel teams are home on a given Saturday.
 
We will continue to allow travel teams to participate in the house scrimmage unless it will reduce the ice time of the house participants significantly.
 
Attendance will be managed based on travel schedule.
 
If no travel teams are home, the number of participants available may prompt cancellation of the ice purchase.
 
A vote on this motion was passed, 5/5 in favor
 
Discussion on the draft 8U parent communication. The communication was read aloud.
 
Discussion on parent player game resulted on liability concerns as parents do not have USAH hockey numbers which gives them liability insurance for on-ice injury. VP took an action to get a quote for insurance for these events. VP also took an action to look into drafting a liability waiver for the CCYHA
 
Discussion on reserving every other Sunday 1400-1500 for the 8U+ practice was supported. This is a new time slot available after some FFF schedule changes to open skate.
 
Allowing the 8U+ team to purchase the travel jerseys was discussed. A motion to vote on allowing 8U+ to purchase travel jerseys was made. Pres 1st, Treasurer 2nd
 
A vote on this motion was passed, 4/5 in support.
 
Motion to close the meeting at 2002 was made. Pres 1st, Treasurer 2nd.
MINUTES 3/17/2021

CCYHA Board of Directors meeting on 3/17/2021 was called to order at 1807.
President
At the prior meeting, a proposed code of conduct was read.  It needs to be sent out to the board again for final review and vote.  KB motioned to review final code of conduct and vote via groupme.  TK seconded the motion.
Treasurer
The current bank account balance should support coach certifications.  That said, the 12U coach is looking for tournaments.
We discussed refunds for 10U due to covid cancellations.  All preferred to find hockey by end of March or send remaining funds to CCYHA general fund to cover future expenses for the benefit of the organization.
The ice rink locker room fees were all paid for 2020, but took 7 months to collect.  This supports our scholarship program.  The total in 2020 was $2864.
Flight is considering managing locker room fees to send CCYHA scholarship money.  Also interested in covering house coach certifications with CCYHA covering travel coaches.
Taxes - filed through 2020.  2018 fed fine dropped.  2019 pending.  2018/19 pending at the state level as they only look after federal is solved.  All have been requested for reduction.  Maximum fine of $6000 remaining.  It was recommended to keep this accountant on retainer for future years.  According to the accountant, the 2018 issue started because they were not involved in that filing.  Duane and Kirby filed 2019 based on 2018 which was in error.
TK suggested that after a certain date in future years (3/31 for example) that all money from team budget goes back to CCYHA that can be requested for specific purposed.
Kirby will ensure that 12U team party and finances include 12U dev and standard team party budget covers food, drink, etc.  10U will stay within budget or make a specific request to Treasurer and/or President for anything beyond.
Registrar
84 players are claimed in USA hockey rosters plus 13 adults (travel coaches, team managers).  Coaching director will send Katie list of all coaches with USA hockey registrations to increase that number.
There was a lengthy discussion on registration issues with USA hockey and learn to play.  Shayna to check and see if CCYHA can collect fees for all future registrations and CCYHA send funds and names for rink employees to check names.  Shayna agreed to test this with power skating this spring.
YHC
Spring league can go up in numbers based on relaxed COVID restrictions (>50 on ice).
Bear league is alraedy popular with many asking about schedule for 2021.  In 2020 the rink took the risk on the ice.  There was discussion on CCYHA purchasing ice for bear league and considering a "cub" league for younger kids. 
We should expect and increase in ice costs to $300/hour after May.
Discussed numbers, cost, jerseys, etc. to run this league.  6 weeks in June/July, 1 hour per week.  June 8th.  Proposed $150 for the league. 
Power skate starts 4/12, right after spring break.
Coaching Director
Gamebeast - no presentation tonight based on time. This is a competitor to SportsEngine which has had issues this season with the phone app, notifications, scheduling, and RSVPs.
Head coach applications will be due 4/30.  KB motioned, DT seconded.  DT to communicate to coaches.  The purpose of this is to have the board approve coaches prior to tryouts which are expected in early June.
KB motioned to set travel deposits after tryouts a $400, due 14 days after tryouts. 
Shayna suggested that for rising 10U players that the CCYHA prep the parents for the tryout process and travel hockey as it is different than other sports.
TK recommended that all players that make the team are required to pay the tryout fee regardless of if they show up to tryouts.  KB motioned that all players that attend or that make the team but did not attend, pay the same tryout fee. TK seconded.
YHC and Shayna to determine final date.  1 hour per team, 3 hours to purchase.
Spring Leagues has 4 coaches registered, 3 of which are certified.  Coaching Director has the action to recruit.
Vice President
disciplinary committee follow-up.  For this issue, it was by the book.  We reported to incident to police (RCSD) immediately.  It is expected that the accused will be charged as the investigator considers the complaint substantiated.  The accused once denied but then admitted the accusation to police.  It is expected to result in counseling and will be determined by a judge.  USCSS (safesport) needs to be notified.  CCYHA will not take any action at this point and the player remains suspended from all CCYHA activites.  Flight is following CCYHA and continuing to suspend from the facility.
CCYHA will look at adding locker room monitors as volunteers to help prevent this in the future.  We need to work on this before the next season starts.
CAHA grants- DT to finish grow the game grant.  KB/RC to finalize advertising and THFF grant submissions.
TK will resign if we find a good replacement before he leaves or will stay until leaving the area.  We recommended resigning in April meeting for adequate turnover.  There are two current applicants that will need to be considered by the membership.
Player award patches.  RC motioned to limit placement of patches to right sleeve below numbers.  DT seconded.  Players may also put these awards on their warmups.  KM has the action to file with USA Hockey for award patches.  These awards are for players achieving a hat trick, playmaker, or shutout at any point in the season. 
Laundry list
Development program discussion.  When the dev program was initiated we didn't have the problem of >25 kids on the ice for travel practice.  There has been much discussion and ideas about how to support the development program without hindering the travel program.  All board members need to think and strategize on their own, then present ideas at April meeting. 
There is the potential to take over house program from flight.  Flight might be willing to incentivize takeover of house program to reduce their liability and keep all youth hockey with the CCYHA.  There was a discussion about adding an 8U team to the CCYHA and the impact on jamborees, player fees, and practice schedule.  Having all youth hockey managed by CCYHA has pros and cons to be discussed further.  First the finances must be established where CCYHA can purchase approximately 10 hours of ice per week during the season.
KB motion to close meeting at 2112, TK seconded.
A motion was made by KB on GroupMe 3/19/2021 to allow GroupMe to be a forum for a vote for a price per team of year end gifts/Party. Seconded by KM
KB made a motion on GroupMe to cap team party/gift funds @ $250. Motion passed  
 

MINUTES 1/12/2021

1/12-2021 CCYHA board meeting minutes
 
Tommy Kreitzer motioned to begin the meeting at 1806.  Leslie Twining seconded.
Kirby motioned to review the bylaws, specifically the wording of the disciplinary committee.  Tommy seconded the motion.  After review, Tommy motioned for a vote with Katie Manning seconding.  Vote passed unanimously (secretary absent)
 
Tommy motioned to adopt the disciplinary procedure (not part of the bylaws).  Duane seconded.  Tommy motioned to hold a vote on adopting the disciplinary procedures.  Leslie seconded.  Vote passed unanimously (secretary absent).
 
Rob Cunningham provided an update on the budget and financial accounts.  A question was asked as to how many practices remained for each of the teams.  Rob took an action to provide the board and team managers with an update as to the specific team budgets.
 
There was a discussion on how to pay for tryout ice.  It was mentioned that some preferred an approach where travel ice was not paid by the participants when some don’t attend and some attendees don’t make the team.  This discussion was tabled for later.
 
Two applications for the referral program were discussed.  Caleb Kreitzer recruited Austin Clymer and Aiden Hughes recruited Braedon Crittenden.  After discussion of each recruitment and the application based on travel or development team of the recruited player, Duane motioned to vote for a 25% recruitment discount to Caleb Kreitzer for his development team dues and a 10% discount to Aiden Hughes of his Travel team dues.  The second was not recorded.  The vote passed unanimously (secretary absent).
 
Registrar update was provided by Katie.  The 10U team roster was submitted to CHL for vote and approval to add 2 female players to the team that were unknowingly treated differently than the male players and did not make the final roster by 12/31/2020.  Duane submitted this issue to the chair of diversity and inclusion at USA Hockey.  Discussion of the 14U roster and new additions resulted in an agreement that some redundancy to the process of recruiting and rostering players needs to be added.  It was discussed that a formal offer to all players, from tryouts and move-ups from dev team, is expected for the entire season.  Communication from head coaches and team managers should include both the registrar and treasurer.
 
Registration of the upcoming Try Hockey for Free event on 2/20/2021 with USAH is complete.  It was noted that we should get volunteers setup more in advance than we did on 1/2/21.
 
Youth Hockey Coordinator update was provided by Leslie.  Skate-a-thon was pushed to March due to very busy schedules in January and February.  At that time it was noted that the CHL season was to end on 3/14/21.  It is expected that this will be extended.  The results from the 30 participants in THFF were 9 registrations for LTP and at least 3 registrations for LTS.  YHC requested coaches to evaluate players in LTP prior to the start of the anticipated spring league.
 
Coaching Director update was provided by Duane.  Actions noted included gathering pictures of new coaches for the wall.  6 of 8 coaches were photographed and blank frames were obtained.  Pictures will be printed after gathering the remaining 2 or 1 week has passed.  A player development committee request for Henry Manning (2011) to participate in the Monday 12U practice as a goalie was reviewed and unanimously supported by the committee.  The schedule to provide the development team their own ice was reviewed and determined to be a challenge until the CHL season ends in mid March.  Training for the coaches was discussed with Ryan Petz who put on a clinic Thursday 1/21/21.  Reimbursements for our non-parent 14U coaches travel was discussed.  Duane took an action to communicate that hotel costs would be reimbursed as long as the coaches stayed in the same hotel as the team (reasonable cost).  Duane completed this action after the meeting.
 
A motion to adjourn occurred at 2002.  The person motioning and the person seconding the motion were not recorded.

MINUTES 12/15/2020
The meeting was called to order at 1830.
 
Tommy made a motion to vote on Robert Cunningham for treasurer. Duane seconded. Vote passed unanimously.
 
Treasurer Update
 
Ice bill and ref bill to be paid this week.
 
Still tracking that we paid for an hour of ice that was unused by CCYHA. Established that no 1150-1250 Saturday will be responsibility of CCYHA unless a board member requests it in writing.
 
Coaching Director to deliver prorated cost for Faith Remillard. Sibling discount will apply. Action completed on 12/15.
 
New family from CT (Parker Gammons) prorated cost was developed and communicated to the family.
 
Authorized purchase of hockey tape for equipment room at request of Equipment Room Manager (Trista).
 
Bank account balance and budget status was discussed.
 
SC Secretary of State issue provided to Treasurer to resolve.
 
Youth Hockey Coordinator Update
 
Signed picture from Carolina hurricanes provided to YHC to be used for fundraising.
 
THFF –
 
best date for participation is 1/2/21 at 0940 bring a friend promotion
 
National date 2/20/21 and the rink will play for ice.
 
Final date, shoot for April, last week of house is 3/22/21. Before tryouts.
 
No house until 1/9/21
 
Skate-a-thon
 
shoot for Sunday and pay for ice out of grow the game grant money.
 
1/10, 17. 1/17 everyone is home except 8U. 12U is looking for a tournament this weekend. Only date that works. Look for noon or as late possible before adult league.
 
Coaching Director Updates:
 
Ryan Petz did not attend but provided this update:
 
Coaching clinic to be classroom style, focus on the game for our coaches that haven’t played (parents). Kirby wants to push this. Kirby will contact Ryan about pushing this. Tommy wants to include disciplinary committee and will talk to Ryan if we have a meeting. This could be a time for CD to piggyback stuff for coaches. Duane talked to Ryan on Friday (12/11/20) and took the action to determine a date. 1/3/20 was proposed. Ryan will attempt to secure some ice so there is off and on-ice activities.
 
Non-parent coaches requested certification reimbursement. There is enough money in budget to cover, and at this rate we expect to cover all coach fees this season. Two coaches were granted reimbursement without needing a vote.
 
Schedule during holiday house break was discussed. Head coaches have complete authority for December practice ice and the funds come out of team budget. Duane and Lou to discuss half ice for these practices. Both coaches agreed to practice on off weeks (12/16/20 and 12/30/20).
 
Player development committee meeting 2100 Monday to discuss the development program. Coaches requested dev-only ice purchases. Will update the board. This meeting was moved to 1900 and ended approximately at 2030. Duane took two actions.
 
Determine if finances allow additional ice time to segregate travel and dev players into 3 hours instead of 2. Determine the amount of ice that can be provided and report back to the coaches to determine the specific time/date and logistical plan.
 
Determine the communication strategy to parents about potential changes to the development and travel programs.
 
NC mask mandates. CHL supports swapping games to play where ice is available and in SC where there are no mask mandates. Board should push team managers to schedule ice at Plex.
 
Duane discussed the status of the FFF request for certification information on coaches. Duane also took an action to send an updated coaching certification status. This action was completed 12/14/20.
 
Fusion safesport complaints were discussed. Kirby to discuss with Fusion coach. Multiple rule violations on behalf of Fusion were discussed. Kirby took the action to address this issue. CCYHA did not see any actions needed on behalf of the house program to address.
 
Coaching Director needs to get the coaches pictures updated. CD should do BOD pictures at the same time.
 
Coaching Director to get inventory of gloves to get proper order.
 
Vice President Updates:
 
Disciplinary committee, development / move-up, and volunteer documents need to be uploaded to website. VP to status discipline docs, CD to status dev / move-up docs, CD to status volunteer program and get it back on track. Get votes on all of these before holidays.
 
Pictures. Leah Hughes will find dates everyone is available to choose from and report to Tommy.
 
Need to get some volunteer time to put equipment together, specifically helmets. Need to get as many working helmets as we can muster. Then determine what parts we need to get more in service.
 
Registrar and Secretary did not have any specific updates.
 
The meeting was adjourned at 2000.
MINUTES 11/10/2020

CCYHA Board of Directors meeting November 10, 2020
 
Kirby Brownfield (president), Tommy Kreitzer (VP), Leslie Twining (Youth Hockey Coordinator YHC), Duane Twining (Coaching Director CD), Jason Hughes (Secretary SEC), Rob Cunningham, Ashley Baire, Justen Novotny, and Dave Novotny were present for the meeting.  
 
The Registrar was present over phone.
 
The Board was called to order by the VP at 6:25 PM
 
- Kirby provided a financial update, noting that the CCYHA was in good standing going into the spring but, significant fundraising efforts should be made to carry us through the rest of the season.
 
- Kirby Provided a fund raising update.  He noted that we are far from our fundraising goal due to constraints with the COVID environment and our ability to fund raise during games.  We will negotiate with the Fit, Flight n Fun management to allow for bake sale/cook out type events in the future.  He noted that there has to be an understanding between donations to our organization (we do not owe Fit,Flight n Fun a cut of this) and fund raising on Fit, Flight n Fun property.  
 
-Kirby introduced Rob Cunningham father of 12U Travel Player Brady Cunningham who has volunteered for the CCYHA Treasurer position. Mr. Cunningham gave his background and answered various questions from the BOD.  Mr. Cunningham was then excused and the BOD discussed what was talked about.
 
-The VP motioned to vote Rob Cunningham in as the interim CCYHA Treasurer.  The motion was provided a second by Duane.  The vote passed unanimously.  
 
-The YHC provided an update on the Lexington Christmas Parade which the 8U will be present for.  Kirby directed Leslie to ensure we pay for a good parade spot ASAP to better promote our organization.
 
- YHC expressed the need to conduct the Skate-a-thon fundraiser in January/February on a weekend when all travel teams are home. 
 
-YHC provided update on the rescheduling of the 10/8U house practice that was canceled due to COVID exposure.  The House practice ill be rescheduled for December 9th, 2020 at the regular time.  The scrimmage makeup is TBA.
 
-The Coaching Director motioned for a vote on Head Coach applications and was given a second by the VP.  The motion passed  unanimously.
 
- The CD led a discussion on the way forward for the mite jamborees given the changes that COVID constraints have forced CAHA to deviate from well established norms. The discussion based around financials as the 8U team does not have a budget and how to pay for a jamboree.  The BOD calculated several figures on what to charge in coming teams to play in the mite jamboree.  The figure of $220 per team was motioned for a vote by the VP and given a second by the YHC.  The motion passed.  For our home jamboree we will charge $215 per team entry paying for our home team to play. 
 
- The VP provided a Disciplinary Committee update: 1 formal hearing was conducted since the last meeting with a favorable outcome, 1 informal hearing was conducted with a favorable outcome.
 
- The VP directed Leah Hughes to conduct planning with the photography agency used from the previous season to lock in dates for January/February for team and individual pictures.  This will allow all call ups to the dev teams, new players, and moves to occur and include the maximum number of players in this event. 
 
-The VP recognized the organizational efforts of equipment manager Trista Mcconnlley for excellence in preparing for the Try Hockey For Free event and proposed a gift to her and her family in the way of a gift card.  This did not require a vote and was agreed upon by the BOD.
 
- The VP noted that there is no update on the equipment room expansion due to it being a low priority at the Fit, Flight, n fun corporate level.
 
-The VP led a discussion on the Disciplinary Committee hearing and guidance procedures.  Multiple members provided updates and revisions.  These updates were collected by the Secretary and will be consolidated to sync multiple documents, nest them with the bylaws, and publish to members.  This will require some revisions to the bylaws which will be drafted and voted on in future meetings.
 
-The president discussed developing play up policies and protocol in the interest of player development, organizational best interests, team best interests, and family interests.  Much debate occurred about this very complex subject.  The general consensus was that these play up situations are handled on a case by case basis keeping player development as the key issue.  This situation occurs only at the 10U playing up at 12U level. 
 
Emphasis was put on providing clarity to all parents involved, communication between coaches, and a decision based upon the priority of CHL games of the rostered team, Tournament games of the rostered team, Exhibition games of the team at the play up level, and then exhibition games of the rostered team. 
 
The meeting was called to a close by the VP at 8:47 PM and given a second by the Interim Treasurer.
 

MINUTES 10/13/2020

CCYHA Board of Directors meeting 10/13/2020
 
The meeting was called to order by the Vice President and the Youth Hockey Coordinator provided a second to the motion at 6:39 PM.
 
In attendance was the President, Vice President, (VP) Youth Hockey Coordinator (YHC), Secretary (SEC), Registrar, Casey Longobardi, and Ashley Baire.  The Coaching Director was not in attendance due to Coaching Education Program Training.
 
Updates:
 
- The President (acting Treasurer) provided a budget update.  Of note the shooter tutor training aid ordering is on hold pending the outcome of the federal tax filing dispute.
 
- The president provided an update on CAHA grants and specifically a marketing grant from CAHA.  The president is working with CAHA and various USC marketing students to on how best to effectively spend the grant to market for the CCYHA to bolster hockey awareness and recruitment in the greater Midlands.  The grant for squirt/pee wee sized hockey gloves came in and the Coaching Director was given guidance to prepare to order gloves.
 
-The Registrar provided T1 roster updates: All T1 rosters are submitted pending coaches CEP (Coaching Education Program Training) which must be completed by December 31, 2020.
 
- The Vice President motioned to discuss to discuss the process of how a non CCYHA member joins a travel team mid season which was given a second from the Youth Hockey Coordinator.
 
A proposal was suggested to allow for players that have "extenuating circumstances" that do not allow the player to travel for travel team games to play home games only.  
 
-The Youth Hockey Coordinator called for a vote to approve a "home game only option" for players in this scenario.  The vote passed with Votes in favor from the VP, YHC, SEC, and Registrar.
 
-The VP motioned for a vote on a proposal that would allow the CCYHA to roster players for CHL play from other organizations, allow them to practice with our travel teams as long as they provide a personal check of at the amount of $1,000.00, agree to try out for a CCYHA team for the next season, and pay a drop in fee to Fit, Flight, and Fun for practice ice times.  If the player makes the CCYHA team at the next available tryout then the $1,000.00 check would be cashed and put towards the next season's travel fees.  The proposal passed with the VP, YHC, SEC, and Registrar in favor. 
 
-The YHC provided an update on the 7 NOV 2020 Try Hockey For Free event.  The board discussed COVID-19 mitigation procedures, availability of volunteers, and the provided "Exit Ticket"
 
- The VP motioned for a vote which was given a second by the YHC on the use of the "Exit Ticket".  The vote passed with unanimous approval.
 
- The YHC then provided a Coaching Director update on his behalf.  The YHC motioned to discuss the procedures on borrowing travel jerseys the organization had purchased earlier in the season which was given a second by the VP.  The board discussed the matter.
 
-The YHC motioned for a vote on taking a check for the full amount of the borrowed travel jersey and socks and returning the check upon turn in of the jersey and socks in serviceable condition and the returning of the check to the borrower which was given a second by the VP.  The vote passed with unanimous support.
 
- Casey Longobardi provided a Soda City Invitational update on behalf of the 10U Travel team.  Fundraising, signage, roles and responsibilities, and expectations were discussed.
 
- The meeting was called to a close at 7:57 PM by the VP and given a second by the SEC
 

MINUTES 9/15/2020

CCYHA Board of Directors Meeting 9/15/2020 Minutes 
 
ATTENDANCE: All board members were in attendance. Ryan Petz, 8U, 10U, and 12U team managers were also present.
 
- The Meeting was called to order by the Vice President at 5:52 PM and seconded by the YHC.
 
-The president started out with addressing slight scheduling modifications for the upcoming week related to practices.
 
- Discussion was had on how to best prepare for home hockey games on Saturdays and manage multiple teams, locker rooms, and in's and out's of players, families, staff with locker room time constraints and warm ups. Communication occurred between team managers at the 8U/10U and 12U levels and an agreement was reached to have 8U and 10U scrimmage players bring their bags to the bleachers after changing in order to free up locker rooms for arriving teams.  Warm ups and team pre game chat will occur outside prior to the 12U home game. 
 
- The president gave a financial update for the organization:
 
* We are in good financial standing
 
* The team store made money on the "Welcome Back to Hockey" event
 
* Numerous sets of practice jerseys are being sold reducing our inventory and working towards paying off that expenditure.
 
* Travel U10 & U12 payments are taken thru SE on the 15 of each month ending on 12/15
Rec U14 payments are taken on the 30th of each month ending on 12/30
Dev payments are taken on the 15th of each month ending on 11/15
 
* We are expecting a CAHA grant update next week
 
 
- The Coaching Director gave an update on Bantam registrations (9) as of the board meeting.
 
- The Coaching Director motioned for a vote to purchase 2 sets of YM and YL travel jerseys for players that arrive mid season and are selected for the travel team.  The motion passed with the YHC and the Secretary voting in favor.
 
- Ryan Petz (Flight Ice Scheduler) gave an update on the CHL schedule.  The schedule was released as of 9/15 with slight revisions that were made that day.  Game times are TBD until organizations work that with their rink's ice schedulers.
 
* Team managers should contact Ryan and Shayna Brannon at Flight for all game scheduling
 
* schedule 2 games in a day for best results 
 
* Saturday home games should be scheduled at 1140-1240 slot and then immediately after public skate ends 5pm-6pm.
 
* The 10U and 12U managers need to start planning a 5 team "Soda City Invitational (SCI)".  10U will be 17-18 OCT with a participating team price of $1,000.00 The 12U will plan for after the New Year.  The purpose of this is to fund a travel tournament out of the region for each team and to compete with local teams for a banner.
 
 
-The registrar gave an update on the T1 roster and reminded team managers that all rostered players birth certificates are due NLT 19 September.  Those that do not comply will not be able to participate in on ice events until in compliance.
 
* All travel coaches must provide their USA Hockey # to their team managers who will then consolidate the numbers and send them to the registrar for rostering as well. 
 
-The President addressed CCYHA COVID-19 Protocol.  A one stop document will be developed by the President consolidating COVID-19 Protocol from guidance, policies, and ordinances given from Richland Co, SC, USA Hockey, and Flight, Fitness, Fun (The Plex).  This document will be enforceable by the BOD and all CCYHA members.  The Protocol will be designed to safe guard players and families and play the sport of hockey within the constraints in the COVID-19 operating environment. Once developed this document will be distributed through an organization wide email, The Spin publication, and posted in the rink for viewing.  
 
-The VP discussed the Disciplinary Committee and enforcement for this season.  Final revisions will be made and voted at the next board meeting.
 
The meeting was called to a close at 7:00

MINUTES 9/8/2020

9/8/2020 CCYHA Board of Directors Meeting Minutes

-The meeting was called to order by the Vice President at 6:32 PM and given a second by the Youth Hockey Coordinator. All Board members were present for the entirety of the meeting.

-The BOD conducted SportsEngine training led by the President. All Board Members have full rights and edit access to SportsEngine.

- The Registrar explained that she needs digital or hard copy birth certificates from the team managers to build the T1 roster with USA Hockey.

- The Coaching Director motioned for a vote on having all birth certificates (travel and developmental players) consolidated by the team managers and sent to the Registrar no later than September 19th. The Registrar seconded the motion and the motion passed.

-The board engaged in discussion on ice scheduling, practice times, negotiations with Flight, Fit, and Fun (formerly known as The Plex), coaching grievances, CCYHA member feedback, and COVID-19 operational concerns and how to best address these issues. The board agreed that an email from the President and the Vice President with a redundant mention in "The Spin" publication would address concerns from CCYHA members and share the many positive results from this last summer's events.

-The Youth Hockey Coordinator raised concerns with team photos and the quality of the vendor for the 19-20 season.

-The president motioned to close the meeting which was seconded by the Youth Hockey Coordinator at 8:08 PM

MINUTES 8/4/2020

Call to order at 6:06 pm
Leslie to get on the TD account and setup square.
cancel THFF 8/29, replace with HPC, same format as July. - August 29th HPC camp
Push the Spin out and get it up and running
Push House Jerseys
Develop a plan for COVID for THFF november, lean on USAH since this is the sanctioned event.
HPC, add a bring a friend event where we grab some ice at the end of the event for friends to THFF and hang with their friends. need to keep separate from the HPC and leave coaches unencumbered. also need to work timing to do hockey and hotdogs.
Established Tryout times
DMT to email THFF pdf plan from google drive to Jason Hughes. Jason will write up a plan for THFF after the HPC (bring a friend half hour).
Tabled house discounts for recruitment until approved by plex
FInancial update
10700 bank account
8420 after july ice bill
spring league 130 loss
HPC 542 profit, could go up if less travel players than assumed.
Monday 9/14 House season starts, skip thanksgiving, end 11 weeks in early december
Travel Fees DT motioned for $1700, failed
Travel Fees TK motioned for $1800, DT seconded. voted 4/6 (all 4 in attendance), motion passes.
Dt motioned for 250 registration to reserve roster spot. LT seconded, 4/6 voted in favor.
travel offers need to be handed out on saturday, in person. emails to follow. other communications need to attend.
get rid of the plex discounts until we get an answer from them.
Kirby to call IRS about tax situation. Duane recommended hiring an accountant to get us back up to date. Tommy suggested he might find a volunteer.
KF Motion to Approve Travel Discounts: Military, Multi Sibling at 10%. Motion passed, 2nd by KM
Meeting adjourned 7:35 pm

MINUTES 11 FEBRUARY 2020

CCYHA Board Meeting Minutes 02/12/2020
Meeting was called to order by Kirby Brownfield at 6:28 p.m Attendees included Duane Twining, Jason Hughes, Lauren Koehler, Ann Blodzinski, Brittany Rohling, Ryan Petz, Katie Manning and Katie Moore.
Secretary. Ann Blodzinski submitted her resignation to Kirby Feb. 11, 2020. Kirby motioned to approve the resignation. Duane seconded. Katie Moore attended the meeting interested in possibly filling the position. Ann will continue as fundraising chair and marketing until departure.
Treasurer. Brittany emailed out an updated budget prior to the meeting. Giving For Good money should be in our account soon.
Fundraising/Cyclone Store. Skate-A-Thon raised roughly $1450 and 21 skaters were on the ice. Combining with Three Little Loggerheads to provide merchandise at events with a 25% profit to CCYHA from Katie Moore the owner. New hats, more trucker hats and more beanies have arrived.
8U Jamboree. No issues.­
CAHA Jamborees. Mar. 8, 2020 8U and Mar. 9, 2020 10U Jamboree. Mini goals have arrived and need to be put together.
Try Hockey For Free. Feb. 22, 2020.
Spring House League. Mar. 30, 2020-May 18, 2020, Mondays, 6:30-7:45 pm.
End of Year. $200 approved for each travel team party. Estimate 25 medals/food/drinks will be purchased for current House League ending.
House Jerseys. Kirby has found a decent priced jersey to move forward with the new house jersey plan. More to follow.
Spring Power Skate. Coach Petz, Mar. 31, 2020 to May 12, 2020 (No session Apr. 14), 6:30-7:30pm, $75, All ages (Mites need prior approval by Coach Petz).
Spring U12/U14 Game League Wednesdays. Mar. 31, 2020 to May 26, 2020 (No session Apr. 14), 7:45pm, 1 referee, 8 weeks, $120 players, $75 goalie, $60 coaches discount.
Travel Try Out Dates for 2020-2021 Mar. 16, 2020, 9:45-1245
Coaching Update. Reiterate to all players and families we are a volunteer organization and explain who is on the ice assisting and coaching.
Kirby motioned to adjourn the meeting at 7:56 p.m. Seconded by Lauren.
Next board meeting is scheduled for Mar. 10, 2020, 6:30pm at the Plex.

MINUTES 14 JANUARY 2020

CCYHA Board Meeting Minutes 01/14/2020
Meeting was called to order by Kirby Brownfield at 6:40 p.m Attendees included Duane Twining, Jason Hughes, Lauren Koehler, Ann Blodzinski, Brittany Rohling, Ryan Petz, Kim Storfer and Katie Manning.
Registrar. Kim submitted letter of resignation. Kirby motioned for Katie Manning to come in as the new registrar replacing Kim Storfer. Duane accepted the nomination. Lauren seconded the nomination. All approved. 10U and 12U rosters have been approved. No redlines. Kim did training with Katie after the meeting. Next year T1s need to be shared by head coaches with team managers. T1s are the roster head coaches get showing their USA Hockey roster. It will show them any red lines which means a player or coach has not met all the requirements for USA Hockey to be rostered.
Treasurer. Brittany sent updated budgets via email and that budget was reviewed. Continuing on the current track and with upcoming fundraisers we anticipate being in a good place at the end of the season.
8U Jamboree. Feb. 15, 2020. 3:45-6:45pm with check-in at 2:45pm. 4v4 with Goalies. Half ice. A and B teams. Invites have been sent and marketing is on Facebook and a handout is complete.
10U Travel Team Nashville Tournament participation cancelled. Replacement options in discussion.
Coaching Update. Coaching Certification Reimbursement spreadsheet set up in the budget by Brittany, needs to be populated. SBS fundraiser could go towards these costs. Jason would like to look at refunding all costs when able. Ryan said this is not typical. Kim agreed she hasn’t seen this typically. Final thoughts would this would be a nice goal when we have more of a budget to work with. Definitely a continued conversation.
Exit Survey. Lauren provided a copy of the updated version of the exit survey. A great product and ready to go. Lauren is creating an end of year survey next. Ann will add a flow chart on the Cyclone wall.
Photos. Individual and team photos were taken by All American Imaging Jan. 4, 2020 set up by Leah Hughes. POC was the owner, Trey Love, [email protected] or (803) 414-1530.
Fundraising. Fundraising committee has been established: Ann Blodzinski, Ashley Baire, Melonie Reynolds, and Leah Hughes. Waiting on checks to come in from GivingTuesday, should arrive mid-February. FlipGive check should arrive by end of January. Ann will go ahead and work new t-shirts and hoodies for the Cyclone Store. Also requested often are baseball hats and beanies. Looking into Pure Vida bracelet fundraiser. Working with Ann Fink at Brand Buzz for more profit. Lauren will start sign-ups for SBS.
Skate-a-thon. Jan. 18, 2020. Donation sheets were emailed and posted on Facebook. Facebook also has a donation button for online giving. Donations are due to Lauren by Jan. 25, 2020. Ice is during House, so there is additional budget expense for ice.
Try Hockey For Free. Feb. 22, 2020.
Winter Learn To Play. Jan. 11, 2020 – Mar. 14, 2020 Saturdays 9:40-10:40 am. $125, rent gear for $25. Posted to Facebook, flyers at the Plex and posted on the Cyclone wall.
Spring House League. Mar. 16, 2020. Running 8 weeks.
Spring Power Skate dates TBD.
Spring U12 Game League Wednesdays. More details to work out.
Body Checking Clinics under discussion with Ryan as possible coach for U12 and U14 ages.
Travel Try Out Dates for 2020-2021 TBD.
End of Year Travel Team Parties. 10U and 12U travel teams will have two separate end of year parties. Funding for gifts out of the budget can be discussed but funding is not authorized for food and beverages at this time due to budget constraints.
Disciplinary Committee. Lots of board email traffic has covered all 10 minute penalty information, reviewed by members and continued discussion of long-term continuity of reviews.
Concussion Protocol and Recurring Training. Links to video training were sent out by email. After viewing, an email is sent confirming completion. Information has been also posted to a folder on Facebook.
Kirby motioned to adjourn the meeting at 8:07 p.m.
Next board meeting is scheduled for Feb. 11, 2020, 6:30pm at the Plex.

MINUTES 10 DECEMBER 2019

CCYHA Board Meeting Minutes 12/10/2019
Meeting was called to order by Kirby Brownfield at 6:33 p.m Attendees included Duane Twining, Jason Hughes, Lauren Koehler, Ann Blodzinski, Brittany Rohling and Ryan Petz.
Registrar. Turnover to Katie is going well, no issues to report.
Treasurer. Need to fundraise and watch spending closely. Start charging 3% fee on square reader purchases.
Property Damage. Puck damage to ice skaters backgrounds. Need to make this up to the ice skaters. Extremely limit people upstairs.
Jamboree. Duane is working dates and details. Ryan will look into securing ice.
Lexington Christmas Parade. Successful outreach and worth doing more for the future.
Storage. Continue working the expansion of storage upstairs. Ryan suggested USC may donate funds to finish window area.
Coaching Update. 11 coaches added this season. Jason provided a handout with details on certifications. Coaching clinic in Jan.
Exit Survey. Lauren provided an example exit form. Looks great. Will finalize with Jason.
Tournament. Possibility of holding a tournament. Lauren is working details.
Fundraising. Continue fundraising and grow Cyclone Store. Ann will work on an official committee.
Skate-a-thon. Estimated date Jan. 18, 2020.
Learn To Play. Winter Learn To Play scheduled to start Jan. 11, 2020. Need to start advertising.
Disciplinary Committee. Need to formalize protocol and document better. Create log sheet for penalties. Jason will work on this.
Concussions. Educate everyone to better assess for concussions.
Lauren ended relationship with Event Connect. All agreed upon criteria was not met and therefore the partnership is dissolved.
Kirby motioned to adjourn the meeting at 8:00 p.m.
Next board meeting is scheduled for Jan. 14, 2020.

MINUTES 12 NOVEMBER 2019

CCYHA Board Meeting Minutes 11/12/2019
Meeting was called to order by Kirby Brownfield at 6:34 p.m Attendees included Duane Twining, Jason Hughes, Lauren Koehler, Ann Blodzinski, and Brittany Rohling.
Treasurer. Kirby motioned to hold a vote for Brittany Rohling as treasurer. All in attendance voted in favor.
Bi-law Review. Tentative bi-law review in March 2020.
U18 Jerseys. Need to see if the adult players will buy them or sell them in the Cyclone Store.
Equipment. Encourage donation of equipment to the Cyclones program. Planning continues for the equipment room expansion. Working expanding box in rink for gear with new lock. Trying to get materials donated/budgeted for the upgrade to the equipment room.
THFF. Very successful. 50 kids participated. Next event Feb. 22, 2020.
Handouts. THFF cards to let parents know next steps for their child’s level and handouts for newcomers to understand the progression of moving up in hockey.
Spin. Going well and growing.
CHL Round Robin hosting went fantastic.
8U/10U Jamboree dates still TBD.
Skate-A-Thon date TBD. Facebook Live the event?
Budget. Brittany will go through the budget as part of treasurer turnover. Keep fundraising.
Taxes. Still discussing completing them in house without outside assistance.
Fundraising. Next Cyclone Store sale Nov. 23, 2019 at the Plex. Chipotle fundraiser will be pushed hard the next 30 days. Possible Dominoes fundraiser started by Joe Shea. Need to put up a banner for Distinctive Dentistry soon. Need to order items from the Nov. 9 sale. Giving Tuesday Dec. 3, Brittany working on Facebook setup for donations.
Hallway Updates. Ann will move all prior year’s displays to the front room. Ripped posters are removed and new USA Hockey posters are being laminated to put up. Development team photo being taken Nov. 13, 2019.
Google Calendar. Keep feeding dates to the shared Google calendar.
Coaching update provided by Jason via email.
Kirby motioned to adjourn the meeting at 8:00 p.m. Ann agreed. Lauren seconded.
Next board meeting is scheduled for Dec. 10, 2019.

MINUTES 14 OCTOBER 2019

CCYHA Board Meeting Minutes 10/14/2019
Meeting was called to order by Kirby Brownfield at 6:33 p.m Attendees included Duane Twining, Jason Hughes, Lauren Koehler, Kim Storfer, Ann Blodzinski, Alexis Hutto from Plex and Ryan Petz via telephone.
House Hockey Update. Sponsor possibility to fund all next year’s house hockey jerseys. Need confirmation if end date for 1stsession is 7 Dec. Also need confirmation if 2ndsession is 6 Jan-16 Mar. Possible Power Skate session in December on Tuesday nights.
Try Hockey For Free (THFF). Next event is 9 Nov 2019 9:40-10:40 a.m. Leslie Twining will send out Sign Up Genius invite to recruit volunteers to support. Equipment room is still running smooth and the station concept is working well. Goal is to build up number of Mites for future growth as an organization.
Travel. Need to confirm 26 Feb as the last travel hockey date and possibly schedule a parents versus kids event on that date.
Outreach and Recruitment. Big push for the next THFF. Flyers were handed out to board members and the Plex will be posting them. Yard signs were made for THFF and will be utilized in key areas. Future ideas included trunk or treats, schools, and more social media.
Media. Ann will draft up some designs for a Winter Classic logo. Need sponsor banners/vinyls that leverage income versus impact for sponsor. 6 foot Cyclones banner will be placed in the bench area of Plex over the team photos. Kirby and Lauren continue to get great feedback on The Spin newsletter. Photos need to continue to be posted on Facebook for use. Need more 12U travel team photos. Ann can help lead up individual and group photos for purchase later in the year with Duane. 10U travel group photo and most of coach’s photos are updated. Need 12U travel and developmental teams group photos next.
Coaching Development. Continue to explore reimbursement or partial reimbursement for coaching certifications. There is no intent to schedule friendly games with Rage.
Budget. Planning for next tax cycle not using outside assistance and saving money due to the easy process of submitting our taxes. More to follow. Kirby gave an overview of current budget.
Fundraising. Lauren working on multiple ideas. Ann working with Chipotle for possible 10 Dec USA Hockey backed fundraiser. Discussed moving Skate-A-Thon earlier in the year but finding a date is difficult.
Registrar. Kim would like to show the board the details of how Webex works for our understanding and would like the next registrar to start learning from her so she can pass it on next season.
Board Development. Use Google calendar to consolidate and communicate full schedule? All board members should have a gmail account in order for this to work smoothly and keep everyone alike. Board meetings will be held the 2ndTuesday each month at 6:30 p.m. Meetings will be held at the Plex, Room 2. The next meeting will be held 12 Nov.
Kirby motioned to adjourn the meeting at 8:04 p.m. Ann seconded.

Minutes 26 SEPTEMBER 2019

CCYHA Board Meeting Minutes 9/26/2019
Meeting was called to order by Kirby Brownfield at 8 p.m. via teleconference. Attendees on the line were Duane Twining, Jason Hughes, Lauren Koehler, Danielle Maggert, Ryan Petz and Ann Blodzinski.
Danielle Maggert was voted in as Treasurer. Duane Twining was voted in a Vice President. Lauren Kohler was voted in as Youth Hockey Coordinator. Ann Blodzinski was voted in as Secretary.
The Roche family was voted in as honorary Cyclones members. This is defined as having voting ability at group meetings.
Budget. The budget was up to date and sent out to board members prior to the meeting by Kirby Brownfield. Kirby gave a detailed overview of the multi sheet Excel product being used. Leslie Twining has done a fabulous job catching up fees for equipment rentals. Jason Hughes noted the need to pay couches for their certification costs be added to the budget in the future. Look into changing uniforms next season with possibilities of less expensive jerseys, one logo and other options to be discussed further in the future. Possibly bulk order jerseys through different vendor next year.
Tryouts Lessons Learned. Smooth out process of offering team positions at the beginning of tryouts. The goal is to keep everyone on board to play and build up the teams.
U18 team was officially disbanded due to lack of players. Funds were returned to players that did not violate their contracts and jerseys are being bought back. Members violating their contract were not issued a refund. All communication and actions were handled by Kirby Brownfield.
Group display pictures are scheduled for 7 and 9 October at the Plex. 12U will provide jerseys for 10Us that do not have jerseys yet for photo purposes.
New newsletter, The Spin, has gotten positive feedback.
Outreach. Media meeting with Lauren Koehler and Ann Blodzinski will happen in the near future to discuss advertising, upgrading graphics in the Plex, increased social media, and Ann assisting as webmaster.
Discipline. Coaches will reiterate to parents and teams expectations and the process for disciplinary actions.
Soda City Invitational. Expectation is 12U host Soda City annually and 10U host Winter Classic annually. Jason is confident everything is good to go.
Board meetings will be held the 2nd Tuesday each month at 6:30 p.m. Meetings will be held at the Plex, Room 2. The next meeting will be held 8 Oct.
Kirby motioned to adjourn the meeting at 10:10 p.m. Ann seconded.

Minutes 31 AUGUST 2019

CAPITAL CITY YOUTH HOCKEY Special BOARD OF DIRECTORS MEETING MINUTES
CCYHA Board Meeting Minutes 8/31/2019
Meeting called to order at 0845. Attendees include Kirby Brownfield, Duane Twining, Kim Storfer, Joe Shea, Jason Hughes.
The first order of business is to discuss the recent announcement that the U18 team is being released. Kirby provided the background. The first practice was held and 3 or 4 players decided to abandon their contract and join another team. Without these players, there are not enough left to field a team. The decision to release the remaining players from their contracts was communicated to the parents earlier in the week. Obviously the parents were upset at this decision. There were requests for refunds, and to go after the players who abandoned them.
Refunds of 100% of the team registration fee, including deposits were sent to the parents in good standing. Some have asked for reimbursement of funds spent on jerseys and clothing with team logos. The CCYHA required each player to purchase a jersey and socks. The team manager advised parents to purchase other clothing that is not fully understood by the board. The following items were discussed in detail:
• Refunding parents for jerseys and socks.
• Refunding parents for other clothing.
• Waiving all non-refundable amounts per the player contract and also waiving transaction fees.
• Requiring jerseys and socks to be collected by the CCHYA prior to a refund.
• Reuse of jerseys and efforts needed to remove or replace customization.
• Using funds in excess of the U18 team fees paid to the CCYHA to fully refund jerseys and socks.
• Responsibility of other team clothing and whether the CCYHA should provide any refunds.
After discussion a motion Duane motioned that the board vote to use any funds obtained from the families not in good standing to reimburse families in good standing for jerseys and socks. Kim seconded; Jason and Joe voted in favor.
Duane motioned that the jerseys and socks be refunded up to the point at which all money collected by the CCYHA was used for refunds. Refunds would be disbursed after jerseys and socks were received by the CCYHA for use in future seasons, noting that some effort would be needed for customization. Kim seconded, Jason and Joe approved. Kim suggested that a shipping tracking number be recommended to parents such that they understood that they were responsible until jerseys and socks were received by the CCYHA. All agreed.
Kim motioned that the CCYHA offer a full refund for jerseys and socks, using CCYHA funds to cover the amount in excess. Duane seconded. Jason and Joe approved.
Duane motioned that no additional refunds be provided for clothing purchased in excess of CCYHA requirements. Kim seconded, Jason and Joe approved.
Kirby took the action to communicate the board decisions to the U18 parents after providing all board members opportunity to review the communication language.
The next order of business was the resignation of Joe Shea as Youth Hockey Coordinator. Joe is moving and will not be able to support the board in that capacity. The board accepted his resignation effective immediately. Joe agreed to turn over the email account password.
Jason made a final request to purchase on and off-ice equipment for coaching. Since the budget has been passed, he did not need a vote, but wanted the board to review his proposed purchase. Duane took an action to review and update the budget with actual numbers. All members took an action to review the equipment request before the end of the labor day weekend.
Duane took an action to setup the elections for all the interim board members and other applicants.
Kirby sent the board the current financial status of the association and provided a brief summary.
Kirby motioned to adjourn the meeting at 0930. Kim seconded.
MINUTES 27 SEPTEMBER 2018
COLUMBIA CYCLONES BOARD OF DIRECTORS MEETING MINUTES
September 27, 2018 7:00PM PLEX
Attendees: Julia Frank; Pat Gilchrist; By Proxy Vote Mike F. provided by Pat Gilchrist; Ryan Petz; Steve Brochu; Reggie Salazar; Jessica Burgoyne; Kirby Brownfield; Thomas Jonell
1. Start Time 7:12PM
2. Welcome – Discussion over last years supply of USA Hockey Scorecards and Equipment Room. Board Meeting Dates thru November 8, 2018 were provided along with Board Roster Information in hard copy.
3. Equipment Update and Discussion on Tasks: Equipment room is now handled by our board on rotation. Julia, Reggie, Jessica and Pat rotate regularly to put away equipment and address the needs of the program in this capacity. Jessica let everyone know that Chris had promised to do outreach for more equipment and Adult gear to boost our supply as well as provide the sale of hockey supplies such as mouth guards, tape, neck guards and socks.
4. SafeSport Update and Concussion Testing will be handled by Reggie. He will work with the Bantams first to determine time and process and then move to a practice or Saturday to address the other teams. We discussed neck guards and conduct in locker rooms.
5. Team Photo Discussion – This is a fundraiser that will be conducted by Leah Hugues. She will set a date soon. A brief discussion on dates and logistics occurred.
6. Pee Wees – Wilmington Update – Provided by Thomas Jonell- Stated that the rink ice was melted and being re-iced due to the Hurricane. Thomas alerted us that the roads were challenging and that practices had not happened with the combined team due to the storm. We all agreed to provide whatever assistance we could. Ryan said he would investigate extra ice time if needed.
7. High Performance Camp(s) Reflection and Discussion – All agreed the HPC weekends were a big success. Ryan wanted us to prepare to have our dates ready by December for the coming season.
8. Treasurers Report – Christina sent an email report. We reviewed the report.
9. Hockey Director Update- Ryan discussed the weekend schedule and the locker rooms for the weekend. He updated us on Chris aiding our process with the snack bar this season. Discussion was held on USC volunteers being cultivated for Monday ADM. An update on the team status was given for our Youth League House and Travel alike. All are solid for the season. CHL dates were discussed. Ryan made an expenditure request for scoresheets, blue pucks, helmet parts, coaches whistles and mouth guards not to exceed $300.00. An e-vote is needed due to loss of quorum. Please see e-vote certification attached.
10. Registration Update from Registrar for 2018/2019 Season – Steve reported success in registration of all of our teams for the 2018/2019 season. He provided a brief CCYHA update and alerted us that if we need to roster a child for the weekend it would need to be completed on Tuesday in order to be applied to the roster in time. Steve gave an update on our teams and stated that we had solid lines and players this season.
11. Committee Reports/ Update: Travel Coach Coordinator – Report Provided Jersey Committee Update and Discussion – Everyone seemed pleased with the Jerseys for the season. Comments have been made by parents and players alike that we provided good branding this year with our Travel teams. Discussion occurred regarding Jerseys on Saturdays and House Player Combined Days. We need to revisit his topic to provide consistency. ACE Update – Pat gave an update on coach’s progress and training with goalies and additional drills being offered. Discussion was had on practices and coaches and participation. Website/Marketing Update- The website is up and running and discussion was had surrounding S.E and parent chats. Squad Locker is launched, and Jessica reported good traffic and orders. This is also a fundraiser. Julia discussed the bake sale and process for the coming games. Fundraising Committee Update- We discussed Amazon Smile account and Kirby suggested a thermometer of our goals for the parents to see and engage in all efforts. Kirby presented a sponsorship packet to engage local businesses. He provided us with a new vendor that sells logo style material. We agreed to vote on 100 Yeti style cups with Cyclones Logo and sell them for $20.00. An e-vote is needed. Please see E-Certification attached. Discussion occurred on Wrap-A-Coach, Skate A Thon, Jessica to send form, Golf Tournament was discussed. Ryan threw out suggestions for more efficiency this season. Hockey Youth Update – Julia requested 5 House Jackets for Coaches totaling no more than $500.00. We require an e-vote regarding same due to loss of quorum. See E-Vote Certification attached. Maris provided report as well.
New Business:
1. Other Discussion We discussed that someone had taken an interest in the Secretary position and it was discussed that we offer her the Golf Committee Chair and other committee work.
Next Meeting Date: October 11, 2018 at 7:00 Via Teleconference
Adjourn: 9:16PM

MINUTES 27 SEPTEMBER 2018

COLUMBIA CYCLONES BOARD OF DIRECTORS MEETING MINUTES
September 27, 2018 7:00PM PLEX
Attendees: Julia Frank; Pat Gilchrist; By Proxy Vote Mike F. provided by Pat Gilchrist; Ryan Petz; Steve Brochu; Reggie Salazar; Jessica Burgoyne; Kirby Brownfield; Thomas Jonell
1. Start Time 7:12PM
2. Welcome – Discussion over last years supply of USA Hockey Scorecards and Equipment Room. Board Meeting Dates thru November 8, 2018 were provided along with Board Roster Information in hard copy. 
3. Equipment Update and Discussion on Tasks: Equipment room is now handled by our board on rotation.  Julia, Reggie, Jessica and Pat rotate regularly to put away equipment and address the needs of the program in this capacity. 
Jessica let everyone know that Chris had promised to do outreach for more equipment and Adult gear to boost our supply as well as provide the sale of hockey supplies such as mouth guards, tape, neck guards and socks.  

4. SafeSport Update and Concussion Testing will be handled by Reggie.  He will work with the Bantams first to determine time and process and then move to a practice or Saturday to address the other teams.  We discussed neck guards and conduct in locker rooms. 
5. Team Photo Discussion – This is a fundraiser that will be conducted by Leah Hugues.  She will set a date soon.  A brief discussion on dates and logistics occurred. 
6. Pee Wees – Wilmington Update – Provided by Thomas Jonell- Stated that the rink ice was melted and being re-iced due to the Hurricane.  Thomas alerted us that the roads were challenging and that practices had not happened with the combined team due to the storm.  We all agreed to provide whatever assistance we could. Ryan said he would investigate extra ice time if needed. 
7. High Performance Camp(s) Reflection and Discussion – All agreed the HPC weekends were a big success.  Ryan wanted us to prepare to have our dates ready by December for the coming season. 
8. Treasurers Report – Christina sent an email report.  We reviewed the report. 
9. Hockey Director Update- Ryan discussed the weekend schedule and the locker rooms for the weekend.  He updated us on Chris aiding our process with the snack bar this season.   Discussion was held on USC volunteers being cultivated for Monday ADM.  An update on the team status was given for our Youth League House and Travel alike.  All are solid for the season. CHL dates were discussed. Ryan made an expenditure request for scoresheets, blue pucks, helmet parts, coaches whistles and mouth guards not to exceed $300.00. An e-vote is needed due to loss of quorum. Please see e-vote certification attached.
10. Registration Update from Registrar for 2018/2019 Season – Steve reported success in registration of all of our teams for the 2018/2019 season.  He provided a brief CCYHA update and alerted us that if we need to roster a child for the weekend it would need to be completed on Tuesday in order to be applied to the roster in time.  Steve gave an update on our teams and stated that we had solid lines and players this season. 
11. Committee Reports/ Update: Travel Coach Coordinator – Report Provided 
Jersey Committee Update and Discussion – Everyone seemed pleased with the Jerseys for the season.  Comments have been made by parents and players alike that we provided good branding this year with our Travel teams. Discussion occurred regarding Jerseys on Saturdays and House Player Combined Days.  We need to revisit his topic to provide consistency.  
ACE Update – Pat gave an update on coach’s progress and training with goalies and additional drills being offered.  Discussion was had on practices and coaches and participation.
Website/Marketing Update- The website is up and running and discussion was had surrounding S.E and parent chats.  Squad Locker is launched, and Jessica reported good traffic and orders. This is also a fundraiser.  Julia discussed the bake sale and process for the coming games.  
Fundraising Committee Update- We discussed Amazon Smile account and Kirby suggested a thermometer of our goals for the parents to see and engage in all efforts.  Kirby presented a sponsorship packet to engage local businesses. He provided us with a new vendor that sells logo style material.  We agreed to vote on 100 Yeti style cups with Cyclones Logo and sell them for $20.00.  An e-vote is needed.  Please see E-Certification attached.  Discussion occurred on Wrap-A-Coach, Skate A Thon, Jessica to send form, Golf Tournament was discussed.  Ryan threw out suggestions for more efficiency this season.  
Hockey Youth Update – Julia requested 5 House Jackets for Coaches totaling no more than $500.00.  We require an e-vote regarding same due to loss of quorum.  See E-Vote Certification attached.  Maris provided report as well.  

New Business:    
1. Other Discussion We discussed that someone had taken an interest in the Secretary position and it was discussed that we offer her the Golf Committee Chair and other committee work. 

Next Meeting Date: October 11, 2018 at 7:00 Via Teleconference
Adjourn: 9:16PM