Agenda

• Long Term Schedule – Town Hall, Member Meetings, Etc
• Social and Sponsorship – Review Budget
• Team Roster Review
• Apparel Update
• Schedule Next Board Meeting

Long Term Schedule

• Town Hall – January 10, 2017 – 7-9 PM – Place TBD
  • Open to all MGHA participants
    • State of the league
    • Financial update
    • Upcoming affairs
    • Membership
    • Bylaw updates
    • Open forum
  • Special meeting of the members
    • Immediately before Town Hall (6:45 PM)
    • Voting in new members
• Member Meeting – January/February, 2017
  • Special meeting of the members
    • Bylaw review / change possibilities
    • Advanced call for agenda items – method TBD
    • Voting in new members
    • Open forum
• Both will be led by K8

Social and Sponsorship – Review Budget

• Review of items on social team list
• Sponsorships should cover requested amount
• Agreed on social team’s allocated spending plan

Team Roster Review

• Hockey Ops provided draft of teams on Monday
• Hockey Ops explained process used to draft teams
• Board reviewed and approved

Apparel Update

• We have apparel
• More sweatshirts are coming
• Bandannas are here
• T-shirts are being printed and will be available for pickup likely by Sunday
• Jerseys are being printed
• Anticipating jerseys and socks for captains by Sunday
• Bandannas, hoodies, winter hats, and scarves will be available for purchase
  • Currently: Pay by cash, check, or credit card at the rink
  • Future: Website will be updated to handle orders

Schedule Next Board Meeting

• Wednesday, November 16 – 6:30 PM – Tim’s House

Agenda

• Review Previous Board Meetings for Missed Things
• Social Update
• Sponsor Update
• Review / Approve Team Reveal Night
• Review Newsletter
• Review Bylaws for Membership Rules
• Long Term Schedule

Review Previous Board Meetings for Missed Things

• Outstanding: Talk to Sebastian about Pucks – Shelly

Review / Approve Team Reveal Night

• Night Schedule:
  • 4:40 PM: Beginner
  • 5:50 PM: Intermediate
  • 7:00 PM: Team Reveal
    • Captains Introduced
    • Players and Teams Announced (30 minutes)
    • Team Bonding (30 minutes)
  • 8:10 PM: Advanced
• Libs will Send Email to HOps to Follow Up

Review Newsletter / Social and Sponsor Update

• Libs Showed Upcoming Newsletter
• HOps Will Provide Libs More Details
• Sarah Bottjen Sponsor Account Manager

Review Bylaws for Membership Rules

• K8 Took Notes and Will Write Up Proposed Changes / Questions
• Discussed Required Annual Meetings

Long Term Schedule

• Meeting (December)
  • Could Be Both Town Hall and Member Meeting Same Night
  • Voting In New Members
  • Electronic Voting Resolution
• Annual Meeting (May)
  • Board and Members
• Board Meeting (May/June)
  • Board Only
  • Selection of Roles

Schedule Next Board Meeting by Resolution

• Wednesday, October 19th at 6:30 PM

Hello again, MGHAers!  We’re full steam ahead into the hockey season with clinics starting in less than two weeks!  We had another board meeting on Tuesday of this week and while it wasn’t as long as last time, it was a productive meeting.  We learned one very important thing from that meeting… Randi is magic!

Agenda and meeting minutes are below.

-Tim

Agenda

• Recruiting and Mentoring Update
• Review Membership Page and Application
• Review Sponsors Page and Application
• Review Sponsor Packages
• Hockey Ops Update
• Jerseys and Socks
• Orientation
• Financial Update
• Financial / Gear Aid
• Play With Requests
• Outreach Annual Awards Banquet

Recruiting and Mentoring Update

• We’re Full, Including Goaltenders
• Wait List – One Open Invitation Left
• Almost All New Players Matched with Mentor
• Mentor Meetings Have Taken Place

Membership Page and Meeting

• Website Application Looks Good
• Working to Schedule a Member Meeting for Fall
  • Tentatively Looking at Mid November
• Email to ‘Announce’ Asking for Member Applications Should Be Sent

Sponsors Page and Application

• Sponsor Page Preview Given to Board
• Recommended Changes
  • Move Map Under Announcements
  • Sponsor Logos Move Up
  • Could Add Sponsor Logos to Side of All Pages in Smaller Form

Sponsor Packages

• Spreadsheet of Packages Preview Given to Board
• Recommendations
  • Do Not Promise a Certain Number of Fans
  • Be Careful With Promises
  • Create Package Page for Website
  • Create a Footer Graphic to Attach to Emails with Sponsors
    • This should be updated with all current sponsor logos when they change.
  • Who Manages This?

Hockey Ops Update

• 19 of 20 Captains Signed Up (Update – 20 Now!)
• Plan Out Talking Points for Captain’s Meeting
  • Will Work with Board and Recruitment
  • Planned for 9/18
  • Mark Nessel is the Captain Wrangler
• Working with Hartmeyer – Ice Time is Confirmed – Awaiting Contract
  • New Leadership
• Team Forming
  • HOps Meets to Draft
  • Presents to Board
  • Board Tweaks (if Necessary)
  • Final Approval Given by Board
• Formalized Clinic and Evaluation Processes

Jerseys and Socks

• Sebastian Will Be Helping
• Plan is Similar Colors to 2015-2016 Season
• Tim Would Like Royal Blue and K8 Would Like Socks With Stripes
• Due Dates Assigned
  • October 23rd – Acquire Jerseys
  • October 30th – Assign Sizes / Numbers at Team Practice
  • October 31st – Deliver Jerseys to Shop

Orientation

• Orientation Meeting – Tentative Plan
  • Recruitment: September 11, 2016 at 5 PM
  • Hockey Ops: September 11, 2016 at 6 PM
  • Snacks! (Shelly Will Take Care of This)
  • Conference Room at Hartmeyer? (Tim Will Take Care of This Once Confirmed)
  • Topics
    • League Culture
    • Pronouns / Identity / Interpersonal Communication
    • Race
    • Hockey

Financial Update

• Filed Annual Report (WI Government Obligation)
• Dana Working on Taxes
• Justin and David Ryan-Sukup Got Married and Registered MGHA Contributions for Gifts
  • Making a Donation to the League
  • CONGRATULATIONS!!
• Declaration of Non-Profit Supposedly Expired
  • Instructions Followed on IRS Website to Get Updated Documentation
  • Have Tried Calls
  • Needed for a Grant

Financial / Gear Aid

• Most Players Have Paid Deposits Except for Financial Aid Recipients
• Gear Aid Available on Case-by-Case Basis

Play With Requests

• Deadline: Friday, October 7, 2016
• Honored as Best as Possible
• Need to Create Form on Website
• “Randi is magic.”

OutReach Annual Awards Banquet

• Friday, September 23, 2016 – 5 to 9 PM
• Monona Terrace
• Table Captain Needed (Libs Will Find This)
• Cost: $70/ticket, $120/pair, $60/each additional
• Deadline: Wednesday, September 14, 2016
• Limited Income and Sliding Scale Available

Next Meeting

• Tentatively Scheduled for Wednesday, September 28, 2016 at 6:30 PM (Contingent Upon Schedules of Other Board Members)
  • Meeting Will Focus on Bylaws and Scheduling Necessary Meetings Through Season (Long-Term Planning)

“We do not have any fortune cookies tonight.”
Fortune Cookie Generator says: “Open my cookie.”

The board met and had a lot to discuss on Monday, August 8, 2016.  We had the entire board in attendance and the meeting was held at Tim’s house.  The meeting lasted over 4 hours… I told you we had a lot to talk about!  We’re looking forward to getting everyone on the ice soon.

–Tim

Agenda

• Financial Update
• Board of Directors Insurance
• Survey
• Disco Balls
• Beginning of Season Timeline
• Drive and Website Docs
• Sponsorship / Fundraising / Social
• Jerseys
• Maintaining a Safe Place – ‘Missing Stair’ Theory
• Advocate for Issues
• Captains Progress Update
• Madison Capitols – Scrimmage Nights + Tickets or Fundraising
• UW Women’s Tickets
• Hockey Ops Recap

Financial Update

• Loss for 2015-2016 Season
• Plenty of Cash but Model Needs to Change
• Discussed Fiscal Years for MGHA
• Budget Drafted for 2016-2017
• Financial Assistance Discussed – Needs Documentation
• What Happens When People Don’t Pay?
• Communication and Fees
  • Payment Goes Live on Website
  • Balance $200 Unless Special Arrangements
  • Due By September 30 (Paying Early Is Appreciated)
  • Payment Plan: Email Shelly
• Sweatshirts: Shelly Follows Up with Sebastian
• Email Update to Follow

Boards of Directors Insurance

• Recommended to Get the Following:
  • Insurance: Board Gets Sued Because of Discrimination
  • Insurance: Insurance Covers Other Money Scenarios
• Full Proposal To Come

Survey

• Overall Positive Results
• Board Reviewed Results
• Making Some Adjustments / Setting Goals Based on Feedback
• Website Will Be Updated With Goals and How We’re Working to Fix
• Email Update to Follow

Disco Balls

• Dana Had Disco Balls
• What Do We Do With Them?
• Donation To Buy Them?

Beginning of Season Timeline

• Kickoff (Social) / Orientation
• Gear Swap – Invitation Email Has Been Sent
• MGHA Website Calendar Up-To-Date

Drive and Website Docs

• Overall Aim to Use MGHA Website
• Other Tools May Be Used, Especially If Timely
• Part of Board Onboarding to Train WordPress (MGHA Website Host)
• Back Up Documents As Necessary In New Google Account

Sponsorships / Fundraising / Social

• Will Need Help of Somebody(s) Outside of Board
• Ideas
  • Sunday Social Sponsors – Restructuring Based on Feedback
  • Front-End Sponsors – Provide Food / Drink at Beginning of Night
  • In-Kind Donations for Door Prizes, Etc.
  • Social Pot-Luck Nights
• Form Developed to Pass Out to Leads

Jerseys

• No Logos on Jerseys or T-Shirts
• Last Year’s Colors / Styles Worked Well
• Sell Throwback Jersey (White with Old Logo)
  • Sebastian Working To Get Info
  • Fan Jersey (Nicer)
  • Scrimmage Jersey (Cheaper)

Maintaining a Safe Place / ‘Missing Stair’ Theory

• Be Aware and Work to Fix ‘The Missing Stair’ – Person Who Can Be Troublesome But Everyone Just Ignores or Overlooks Them
• Pronouns Are Important
• Review Code of Conduct – Adding Sexual Harassment Section

Advocate for Issues

• Representative Not on the Board
• Could Fall on a Mentor or Captain
• Representative Will Add Anonymity to Your Issue
• Take it to the Board

Captains Update

• Some Confirmed – Waiting for Replies
• No Assistant Captains – Going with Co-Captain Model
• Will Discuss Further at HOps Meeting Next Week

Madison Capitols

• Scrimmage Again?
• $15 / Person and Includes a Ticket to Game
• Must Have at Least 20 Tickets
• WIll Be Tabled Until Next Meeting on August 30

UW Women’s Hockey Tickets

• Season Tickets
• Allocating Some Funds Possibility
• Will Follow Up Next Meeting on August 30

Hockey Ops

• Scorebox
  • Expectations
  • Staying the Same
  • Posted at Rink Each Week
  • Schedule Posted For Year In Advance, If Possible
  • Inputting Info – Electronic?
  • Mentor Helps Mentee  – Shows Ropes
  • Cleaning Out Orange Box
• Sub Desk
  • Kelli Martino Working on New System
  • Players Required To Submit Absense by Noon on Sunday
  • System Automatically Sorts Based On Level, Number of Times, and Need
  • Reviewed by HOps
  • Will Be On MGHA Website
  • Goal Is Balanced Games
  • Mandate to 11, Optionally More if Balanced Teams
  • Last-Minute Issues Address Prior to Gametime
• Clinics
  • 1st: First Hour is New Players, Second Hour is Anyone
  • 2nd, 3rd, 4th: Anybody Entire Time, Early Skill Development
• Hockey Ops Will Meet Monday, August 15
• Reach Out to Set Up Captain First Aid Session

Returning Alumni Process

• Board Will Accept Responsibility for These Situations as They Arise

“Ignorance never settles a question.”
Lucky Numbers: 15, 18, 19, 20, 28, 55

The new board is well on their way for the upcoming season.  We recently met to discuss several items for the 2016-2017 season.  Here’s a recap of the topics from our meeting.

Website Changes

The website has been updated and is looking great.  Big thanks to Randi and team for putting in the work.  We are working on rolling out updated sections and a resource section based on your role within the league.  In addition, we’re making some tweaks to the recruiting page.  The calendar, which links to the official MGHA Google Calendar, is updated with the dates for the upcoming season.

Staying Organized with Trello

In an effort to get and stay organized, we’re continuing to use Trello as our utility of choice on the board.  We took an informal survey and everyone seems to think it’s working well.  We now utilize multiple boards within the application.

Recruitment, Potential Returning Alumni Discussion

We are continuing our discussion of the processes for how alumni return to the league.

Creating a Safe Space

As a board, we talked about the need to be open and accessible for players within the league.  We want you to feel that you can approach us at any time if any issues arise.  We have a plan to create a safe space policy in an effort to ensure that the league is and remains a safe space.  We also tossed around the idea of an anonymous website form to help in this regard.  In addition, we, as a league, should strive to focus more on pronouns.  Captains and mentors should lead the charge.

Sub Policy and Hockey Ops

Hockey Ops had a meeting a couple of weeks ago and we discussed the sub desk policy.  During that meeting, we talked about the old policy along with plans for a new policy.  Basically, we’re going to prioritize toward a competitive balance while still trying to make sure that open spots get filled each week.  We’re in the process of setting up the website to capture absences and spit out appropriate subs based on who has signed up.  It’s a work in progress.  More to come on this later.  We also discussed players who ‘ghost’ us midway through the season and how to fill those spots.  In addition, there was a discussion of rankings, clinics, and evaluations and how we’re going to improve the process this season.

Old Document Recovery

We had a brief discussion about recovering some of the older documentation about the league, as well.  This will be followed up on and eventually pulled into our Google Drive documentation.

The next board meeting is planned for July 27, 2016 at 6:00 PM.

New Board and Roles

The new board worked to establish their new roles along with a basic breakdown of responsibilities. We figure the bulk of items will be covered by these areas. If others spring up, we’ll tackle them on a one-by-one basis.

• K8 Walton – President
  • Legal
  • Alumni Relations
• Christina Libs – Vice President
  • Structure
  • Member Relations
  • Sponsor Relations
  • Social / Building Engagement
• Shelly Kennedy – Treasurer
  • Finance
  • Apparel and Collection
  • Fundraising
  • Sponsorships
• Tim Tender – Secretary
  • Secretarial Duties
  • Internal Communication (Weekly Emails, etc.)
  • PR
• Randi Hagen
  • Website Management
  • Mentorship / First Year Experience
• Matthew Dorris
  • Recruitment
  • Assistant Hockey Ops
  • Captain’s Liaison
• Brian Bischel
  • Hockey Ops / Commissioner
  • Gear Management Liaison

FruitFest

We’ll be there and will be using a special online form to collect contact information for recruiting.

Getting Organized

We’ve decided to use Trello to keep the board organized and on task. Hopefully this will help us stay on task and keep the season running smoothly.

Website and Social Media

• Look for the new website coming soon! Randi gave an update on this.
• We discussed list-serv email addresses and who can post to which ones.
• The new board received access to our social media accounts. Be sure to follow us @madgayhockey on Twitter!

Upcoming Season

A lot of crucial information will be figured out during the workgroup on Sunday, June 5th. We’ll work through a lot of hockey operations items during this session.

Essays

A winner of the essay contest will be chosen soon. Stay tuned!

End-of-Season Survey

Watch your inbox for the end-of-season survey. We’re working on some final touches and will be getting that out soon.