OYHA BOARD MEETING MINUTES

November 22, 2008

Four Seasons

Members Present: Jay Staska, Dave Swenson, Annette Arndt, Julee Elstad,  Sara Wencl, Dave Johnson, Wendy Bogen, Sara Heyer, Brad Medvec, Colleen Rehman, Kirk Kiel, Jim VonRuden, Dan Sawyer

Members Absent: Nikki Gieseke, Steve Cochran

Guests: Will Fish, Deb Mandt, Amy Shornack, Sherry Anderson

Minutes Recorded By:  Annette Arndt

Motion to approve the October Meeting Minutes by Julee Elstad with a correction to add Colleen Rehman’s name to the list of members present, seconded by Jim VonRuden.  Approved.

GUESTS: 

GAMBLING REPORT

Amy Shornack reported that gambling was down, picking up with pool and darts starting.  The overall business is down at the bars, but the Big 10 is picking up. Dave Swenson made a motion to approve October gambling reports, seconded by Dave Johnson. Dave Swenson made a motion to pre-approve December gambling reports, seconded by Annette Arndt. Dave Johnson made a motion to the annual report for the Gambling Board, seconded by Sara Wencl.  All approved.

TREASURERS REPORT
Dave Swenson reported that there is no conclusion on the budget at this time.  The goalie lease program has been a larger expenditure to start with.  Concession stand numbers look good so far.  Watching gambling numbers due to low activity.

Julee Elstad made a motion to approve the Treasurer’s Report.  Sara Wencl seconded.  Approved.

COMMITTEE UPDATES

Concessions- Gross profits are $7113 so far.  Getting rid of the mini donuts due to poor quality product.  Need to make people aware that they may not be open for a game due to last minute scheduling.  Discussed lines and scheduling—make sure we are giving consistent responses to comments and questions on this.  Karen is doing a new family training.  Need to get Park & Rec parents to pick up their share of hours.  Have a sponsor for mugs.  Need a separate cash box for mugs and clothing sales.

Fundraising/Sponsorship-Deer/Turkey Expo is sponsoring the mugs, which we are selling for $10 each.  We may have to kick in a little for cost.  They are also sponsoring two tourneys.  Contacting Federated Insurance and other large companies for sponsorship.  Have some restaurants lined up for the dinner club.  Need to set dates for this.  Carl’s is willing to donate a TV at cost ($1000-$1500) for the raffle.  Would also purchase an Ipod for approx. $300.  Looking for someone to donate 4 Wild tickets and some rounds of golf. Would spend approx. $1500-$2000, so would need to sell about 400 tickets just to break even.

Ice- Challenged with availability of ice.  Will talk with coaches on having early morning practices.  Need to meet with coaches to remind them that they can use the dryland facility for practices also.

Equipment-Working on goalie equipment.  Selling obsolete goalie equipment.  Sara Wencl proposed a lease program for goalie equipment to cover the cost of new equipment:  $150 total for all pieces to rent or rent individual pieces for smaller costs.  If no set goalie for a team , $200 deposit will be paid by the coach and returned to them if all pieces were turned in with no damage.  Sara will take everyones comments and work on this to have ready for the 2009-2010 season.

Coaches Committee-Need a coaches meeting yet in November and have a list of discussion items for this meeting.  Jeff Ratzloff is getting the skills program finalized.  He has the ice scheduled already.  There are a couple of issues with approved adults for coaching, but not registered for USA Hockey.

ACE/ Park and Rec-Deb met with Dave Swenson and Tim Truelson  Want to use the $4530 profit from Park & Rec to purchase dividers, which will cost approx. $3072.  Amy Shornack will be receiving a check from Park & Rec. for $11,000.  Ice costs are higher than projected due to the extra ½ hour on the Monday sessions.  Park & Rec skaters will be skating at the Mankato Mavericks game on March 7.  This includes attending the game and dinner.  Still looking for a sponsor to help cover the costs of the sticks.

Registration-Insurance went down by approx $200.  It has been renewed for another year.  Make sure Squirts know they need to be mailed in to Tom Christianson.

Tournaments-All of the tournaments are full except the PeeWee C:  9 paid, 12 signed up, 16 teams needed. Squirt A tournaments needs one more team.  The PeeWee B2 team was listed in the PeeWee C tournament, but need to be removed.  Only 1  PeeWee B team is signed up for the home PeeWee B tournament, so will look into making it a 10 team tournament and contacting another team.  Squirt C will be working the PeeWee C tourney.  Cut down number of people needed for a shift.  Should be 3-4 shifts per family.  If there are families that do not fulfill there shifts, then they need to work the PeeWee C or Squirt A district tourney.  There will be no vendors, will give free slushie coupons, but concerned if the slushie machine can handle the extra amount.  Will be having a tournament training meeting.

Communication/Publicity-Will be updating the sponsor pages and working on getting the team commitments on the website.

Kick-Off/Banquet – Will do a website article with the date of the banquet and requesting pictures.  Date will be set in March.

Merchandise – The first order of merchandise has arrived, but some is backordered.  The second order will be the upcoming Saturday and Sunday.  An order form will be posted on the web site.

Pond Hockey – No Report

Sara Wencl made a motion to accept all committee reports.  Dan Sawyer seconded.  Approved

OLD BUSINESS

Need a person here early to set up for the tourney on Friday.  Julee Elstad will have a list of tournament duties at the training meeting, and will come up with a sample to follow for team check in.

Jay Staska reaffirmed that coaches are excused from all concession duties, but we may need to revisit this for next year. 

NEW BUSINESS

Pass the word to parents and players about sneaking in to the Express games without paying.  OHS Althletic Hall of Fame is asking for a donation.  Julee Elstad made a motion to donate $300, seconded by Colleen Rehman. Approved.  This will come out of the $5000 donation budget. 

Colleen Rehman proposed the possibility of a golf tournament for another fundraiser.  Dave Swenson suggested partnering with the Express or the Blue Line Club.  Colleen will keep working on this.

Re-discussed the Raffle.  Decided to put on hold until next season.

Dave Swenson made a motion to purchase two sets of dividers and four nets (package deal) funding from the Park & Rec. expense budget.  Seconded by Sara Heyer.  Approved.  Deb Mandt will work out the details for storing these.  They will be for Park & Rec and OYHA use only.

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

Next Meeting Date:  December 17, 2008