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Action ItemsOwnerItemDue DateChris Herrman, Don AldridgeAdd the following items to June agenda: Review of 2020-2021 budget and finances, update on waiver of the ice center storage fees, development camps and costs, fund raising ideas and updates (john deer classic, Applebee’s, Fund Raising Dinner), consider proposals for coaches stipend, discuss social media plans,06/18/20Don Aldridge, Compile a list of surrounding area school’s for flier distribution06/18/20Doug KentIdentify opportunities for off ice development06/18/20Doug KentTransition responsibilities for Squad Locker web site as well as Dick’ Sporting Good’s Grant writing, and Amazon Smile to Director of Fund Raising06/18/20Rachael CremerTransition fund raising responsibilities over the new Director of Fund Raising including Flip Give Account06/18/20Leigha AdelsbergerLook into using social media accounts to ask the girls how they are dealing with covid, and what they are looking forward to about hockey?6/18/20The meeting of Central Illinois Girls Hockey Association (CIGHA) was held on May 21, 2020 via teleconference. President Chris Herrman called the meeting to order at 7:02 p.m.Meeting MinutesSecretary Don Aldridge distributing the May meeting minutes to be reviewed electronically. The status of the previous action items is:OwnerItemDue DateStatusDoug KentUpdate on discussions with the Quad Cities girl’s hockey program03/31/20Outstanding. Will be added to the June agendaChris Herrman, Todd Ashby, Andy Rice, Becky Hicks, Leigha AdelsbergerWrite short (5-6) sentences biography to be published on the CIGHA website and email it to Secretary Don Aldridge03/31/20Outstanding. Will be added to the June agendaTreasurer’s ReportTreasurer Rachael Cremer indicated funds will need to be transferred from the reserve account to the main account to pay for additional May and June charges. Fees could include storage fee, po box and Hockey Share subscription (Hockey Share is tool coaches use to write practice plans and drills and its purchased as a group subscription for all the head coaches to see other head coaches' drills and plans.)Coaching background checks will need to be completed for all coaches.President Chris Herrman has requested a waiver of the June and July Ice Center storage fees which are currently $100 per month.Team Accounts:The 19U team account still has outstanding payments to players for reimbursement for a tournament and to St. Jude for the cost of the play-in game.The other team accounts have been finalized.Fiscal YearThe 2019-2020 fiscal year ended on March 31st. Treasurer Rachael indicated that the organizations taxes are being worked on and a charge for this will be forth coming.CIGHA is started the 2020-2021 fiscal year with a balance of $8,045.74.In comparison, started 2019-2020 at $10,267.13 and 2018-2019 at $10,384.04.Hockey DirectorHockey Director Doug Kent had no update on task to talk with Quad Cities, will have an update at the June meeting.Development:No updates currently until we have available ice time for summer camps. Unable to project cost of camps at this time. Will evaluate plans at our June meeting once the State of Illinois has announced plans for reopening the state under COVID-19 concerns. If our area moves to Phase 3 this may begin to open opportunities for smaller groups to gather such as 3 on 3 drills or stations conducted by coaches. Off-ice development could be done at the Soldiers and Sailors home which has ample space. Andy Rice pointed out the practices would not be allowed by the state until we moved to Phase 4 (Groups up to 50 people). The Vice President asked if we needed to consider any other guidelines. The President indicated that other hockey organizations are stalled as well and until the situation becomes more solid, we can’t firm up our plans. Hockey Director Doug Kent was in agreement; once were allowed as we must follow state guidelines.Development camp will begin once ice availability has been given. The President, Chris Herrman indicated that the Olsen Ice Arena is undergoing significant renovations and may be unavailable until August 1st.Try-outs:Try-outs for the 2020-2021 season will be August 15th.At the early part of the season consideration may be given to playing in tournaments outside the state. Todd Ashby pointed out that Iowa is opening June 1st without any restrictions.Rules & EthicsNo new grievances have been filed.President Chris will be the interim committee head until teams are formed in the fall.New Rules and Ethics representatives for each team will be determined at the September board meeting.Director of Fund RaisingMeet with candidate for Director of Fund Raising, Madeline Herrman who is the daughter of the current President. Madeline highlighted her personal history with CIGHA for many years as well as her current position as the Director of Public Policy for the Champaign Chamber of Commerce. She has been working in the Public Relations field since the age of 16. She discussed past participation in March Meltdown and opportunities for our organization to fund raise and monetize sponsorship.She outlined a strategy to involve sponsors from local restaurants (dine to donate), sports organizations, hockey celebrities, group sponsors, company donations, and other revenue sharing models.She was nominated for the position of Director of Fund Raising, seconded by Andy Rice and unanimously approved.The current Treasurer, Hockey Director and Director of Marketing & Public Relations will begin to transition associated fund-raising responsibilities to Madeline Herrman.Northern Illinois Hockey League (NIHL)The May NIHL meeting was postponed due to COVID-19.June: The next meeting is scheduled for June. Date TBD once they release their 2020-2021 calendar. This could also be cancelled/postponed due to COVID-19. Treasurer Rachael Cremer will attend the June meeting if there is one.July\Aug:Board Member Andy Rice volunteered to attend the July meeting if there is one. Secretary Don Aldridge volunteered to attend the August meeting.Future:Secretary Don Aldridge indicated he would create a Sign-up Genius to track who will attend the monthly NIHL meetings once their calendar is updated.Representation will be needed at the monthly Central Illinois Hockey League (CIHL) meetings if CIGHA has a 10U team. Representation at the CIHL meetings will be determined once teams are formed in the fall. Director Andy indicated he is often in the Chicago-area for work if we run into scheduling conflicts or difficulties.Around the RoomDirector of Fun-Raising Madeline Herrman asked about current fund-raising ideas.Treasurer Rachael Cremer indicated that Squad locker has face masks for sale. We get a portion back from each sale of spirit wear. Hockey Director Doug Kent will transition the Squad Locker account and Dick’s Sporting Goods grant writing over to the new Director of Fund Raising. John Deer Classic- no update at this time due to technical difficulties. Update will be forth coming.Find ways to leverage the natural talents of our members to help fund raising.Go Fund Me- Director of Marketing and P.R. pointed out that we can setup an account and may have to define a financial goal. This would be low overhead for the organization, and we may be able to link to our social media accounts. We currently have about 500 people following the organization and we could have opportunities to link birthday donations once we have an account.Amazon Smile- Doug Kent says we have it already. It just needs to be advertised and communicated better to our organization, as it is set up to direct deposit to our main account when it hits a?$5?total. It is searchable by anyone on Amazon Smile.Fund Raising Dinner- Todd Ashby is putting a presentation together which he was not able to show at this board meeting due to technical difficulties. This will be rescheduled.Todd indicated we need to decide on a couple dates for this event and put together a location and strategy for it. Under the current health emergency this isn’t possible. This discussion on date and time was tabled until our next board meeting in June. In the meantime, the President was going to look into a potential location for holding it.Madeline provided her contact info to the board. Doug Kent will set up her CIGHA email to use for all email concerning board activities.Director of Media and Public Relations Leigha Adelsberger reviewed her plans for continued engagement during the COVID-19 lockdown. Her plans include:Coach Brian Ludy can show case off ice training for use on our social media to create positive buzz.Launching a “spirit week” where the players/parents/coaches showcase their Revolution and hockey spirit to get everyone excited for the start of the season. Tentatively set for June or July.Current plans are once we have a start date to begin blasting communications out.The President suggested using social media to ask the girls “how they are dealing with Covid?” to get communication flowing. Also “What are you looking forward to about hockey?”Suggestion for the idea of using zoom calls with teams to get the girls excited.Print- looking at ways to get into “Neighbors” local paper.Director of Fund Raising asked about press releases for big events.Doug Kent will get Madeline the contact information for Matt Hawking at the Normal Visitors Bureau.Press Release guidelinesLeigha asked if we needed to have updated press releases for participants. The board indicated that one is signed at the start of each new season when joining CIGHA. Until then we are covered under the last release that is signed by the participant family.Plans to use live feeds on Facebook to stream our games this season.Director of Hockey Development:Under current conditions can’t hold any camps but we could run camps into August once ice is available.There should be no crunch for ice time just because we didn’t have ice in the summer. Doug has turned over our ice requirements for August to Mike HernbrottDoug will reach out to Quad Cities about their plans for girl’s hockey and ways that we can assist them.More to follow after the June 1st Quad Cities Hockey Association (QCHA) board meeting.The Quad cities is currently holding a pre-registration drive prior to the June board meeting.Doug will provide updates at the next board meeting in June.Treasurer Rachael Cremer Several fund-raising ideas were discussed and will be transitioned to the new Director of Fund Raising to develop a strategy around.The board will discuss fundraising in more depth at the June meeting. Rachael and Leigha had come up with a list of ideas that they will discuss with the Director of Fund Raising.Rachael has updated several things on the CIGHA website as of the morning of the meeting under Board Members. She will locate the how-to doc and provide to the Secretary for future updates.Flip Give- we also have that account. Rachael will see if there's a way to get that transferred from the Treasurer email to Maddie's fundraising email account.Vice President Melissa DeSantyAt the end of July their will be a magazine article on CIGHA in Blo-no Sports by Best Version Media. This magazine highlights different sports organizations.This will be in the August edition of the magazine and the board members have seen an advanced copy of the article that was written.President Chris HerrmanIndicated his philosophy to build the organization from ages 3 and up for long term sustainable growth.Director of Hockey Development Doug Kent indicated that we have sent fliers into schools and there is a process for it. That responsibility did not transition well but now we have a Director of Recruiting we can revisit. President asked the Secretary Don Aldridge to compile a list of schools in our surrounding areas so that we can attempt to restart this.Coaching StipendsThe board discussed the pros and cons of a stipend for coaching volunteers who do a lot of great work for our organization. The discussion included distribution, potential forms of stipends such as sponsoring coaching clinics. The board is supportive but also wants to balance with keeping costs down for families and looking at alternatives for not adding fees to families. The Director of Hockey discussed ways in which this has impacted similar organizations and wants to refrain from driving up costs that could lower participation. Suggested instead of a fee that it could be done as a donation. The President added that the stipend does not have to be monetary in nature. The board considered other options such as breaks for the coaches, celebrating our volunteers, and parent donations.After discussion no decision was reached at this meeting. The President suggested that someone can submit a proposal for a Coaching Stipend and that we can review it at our June board meeting. The board voted to table this until our next meeting.Director of Recruiting:Becky would like to get a list of local events such as parades that would provide us an opportunity to showcase our organization.Becky and Leigha are working to identify recruiting opportunities and how to leverage media.The Secretary Don Aldridge motioned to adjourn the meeting at 8:29 p.m., Board Member Todd Ashby seconded the motion, and the motion was approved. The meeting adjourned at 8:30 p.m.AttendanceElected OfficersPresident Chris HerrmanPresentVice President Melissa DeSantyPresentTreasurer Rachael CremerPresentSecretary Don AldridgePresentHockey Director Doug KentPresentDirector Andy RicePresentDirector Todd AshbyPresentSpecial AppointmentsDirector of Recruiting Becky HicksPresentDirector of Marketing and Public Relations Leigha AdelsbergerPresent ................
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