December 2008 Board Meeting Minutes

OYHA BOARD MEETING MINUTES

December 17, 2008

Four Seasons

Members Present: Jay Staska, Dave Swenson, Annette Arndt, Sara Wencl, Dave Johnson, Wendy Bogen, Colleen Rehman, Jim VonRuden, Dan Sawyer, Nikki Gieseke

Members Absent: Steve Cochran, Julee Elstad, Sara Heyer, Brad Medvec, Kirk Kiel

Guests: Will Fish, Deb Mandt, Amy Shornack

Minutes Recorded By:  Annette Arndt

Motion to approve the November Meeting Minutes by Dave Swenson, seconded by Sara Wencl.  Approved.

GUESTS: 

GAMBLING REPORT

Dave Swenson made a motion to approve November gambling reports, seconded by Jim VonRuden. Dave Swenson made a motion to pre-approve December gambling reports, seconded by Dan Sawyer. All approved.

TREASURERS REPORT
Dave Swenson reported that there we are $7000 below on gross gambling revenue.  Expenses for the concession stand are up about $3000.  Last year’s average gross margin was 60%, this year is about 40%.  They are open more, but not increased revenue.  Asked the concessions committee to look into these things. Dave Johnson made a motion to approve the Treasurer’s Report.  Jim VonRuden seconded.  Approved.

COMMITTEE UPDATES

Concessions- Park & Rec parents are not aware they need to work hours.  Need to get the message to those parents.  Will be cutting out hours during Park & Rec times for now.  Wants the board to sign up for some non-filled hours.  Workers are closing before the games are ending.  Other issues in the concession stand were discussed.  Discussed training new people and communicating the need to stay until the game is over and the closing procedures.  Brought in $3000-$4000 each of the last two tournaments.

Fundraising/Sponsorship-Got $1300 from the Iceman’s Club.  Will send another letter  to them.  Having a fundraiser at the Elks during the girls tournament, serving pork sandwiches.  Will get more details for next meeting.  Will begin working on getting the dinner club fundraiser going.  Verified sponsors on the website.  Annette will follow-up with Federated Insurance.

Ice- January is no on the schedule yet.  Morehouse is open on Friday and will encourage teams to use it.  Should be a lot of ice available in February.  The policy is that when the season is done, they cannot have any more practices unless they are going to districts and regions.  Dave S. will ensure this is enforced.  Looking for ideas to utilize the ice time in February and keep kids skating, i.e. clinics.

Equipment-Sara W. has not received any feedback on the goalie equipment rental program, so committee will get together and make some decisions.  Colleen is setting up fittings for the Park & Rec second season.

Coaches Committee-No Report

ACE/ Park and Rec-Deb is asking for help sending letters for stick donations.  She has the letter prepared. They are also $309 short on jersey money.  Two Park & Rec coaches donating their pay received back to the program.  Deb doesn’t think all parents are subscribed to the web site to get information.  Deb is working with them on this. She is also trying to get them to sign up for concessions stand hours.  She will do a printed flyer to hand out to all parents.

Registration-One registration needs to be refunded because the player made the high school team.  Will refund the portion paying for Dec, Jan, & Feb, which is ¾ of the fee, but not the pancake ticket cost.

Tournaments-PeeWee B/Bantam B went will with a few incidents from a parent & a players fight.  Talked about comments and complaints.  The PeeWee C is not filled so we will do a 10 team round robin tourney.  Dave S. is working on changing the ice scheduling.

Communication/Publicity-Added a link to the website to email all 4 persons for the game notifications.  Updated sponsors on the web site.

Kick-Off/Banquet – No Report

Merchandise – The second order is done, just needs to get delivered.  Will report profit at January meeting.

Pond Hockey – No Report

Jim VonRuden made a motion to accept all committee reports.  Dave Johnson seconded.  Approved

OLD BUSINESS

None

NEW BUSINESS

Jim Terrones has indicated that OYHA parents are sneaking into the high school and Express games without paying. Need to put a message on the website.  Dave S. asked Will Fish to check into selling season passes at the gate as they are inconvenient to buy right now.

Girls players approached the board to donate $300 for Skate with the Huskies Night.  A motion was made by Dave Swenson to donate $300, Nikki Gieseke seconded.  Approved.

Making a change to reinstate drinks for referees at tournaments.  Al Bednar will take care of having them available.  OYHA will also provide 6 waters for refs at high school boys games and 3 waters for refs at high school girls games.

Getting questions from parents why they have to work the PeeWee C tournament when they do not have their own home tournament.  Need to reinforce this if for fundraising.  Will have a letter drafted to address these concerns.  Also some discussion as to why PeeWee B2 not in the home PeeWee B tournament.

Will be losing 5 key board members in June.  Need to be thinking about quality individuals to fill the vacancies.

The high school boys team has priority to use the dryland facility on weekdays because they set it up.  Girls high school team has asked to use it in between times.

Sara Wencl made the motion to adjourn.  Dave Johnson seconded.  Approved.

Next Meeting Date:  January 21, 2009