LCIHA BOD Meeting Minutes
Time/Place:
Present: Chris Burnham, Chris Christeson, Cynthia Clark, Pat Coughlin, John
Jacobs, Tom King, David Rockstraw, Hugo Vilchis Jr., Patty Walters.
Minutes:
v The following proposed by-law changes and additions were discussed and
voted on:
Proposed changes
to the LCIHA By-laws:
1. Article 5, section 2, paragraph 2:
Strike the 2nd to last sentence –
“For Board of Director meetings a quorum shall be a majority of the elected members of the Board.”
This sentence is in direct conflict with Article 5, section 4, Quorum paragraph –
“The
presence in person or by proxy of one-third of the Board Members shall be
necessary to constitute a quorum at a Board of Directors meeting.”
After
discussing this further, the BOD felt that it was best to strike the second to
last sentence in Article 5, section 2, paragraph 2. Moreover, they felt that the "or by proxy" phrase in
Article 5,
section 4 should be deleted. The new Quorum paragraph (Article 5, section 4) shall
read:
“The presence in person of one-third of the Board Members shall be necessary to constitute a quorum at a Board of Directors meeting.”
A
motion was made to accept this change, was seconded and passed unanimously.
2. Article 7, section 2. President
Modify paragraph 7 from
“executes all contracts or agreements as authorized by the
Board of Directors.”
to read:
“executes
all contracts or agreements as authorized by the Board of Directors. This shall include, but not be limited to,
(a)
ensuring that the LCIHA stays in good
standing with the USAHIL (sanctioning agreement) (see Article 9, section 1)
(b)
monitor and ensure currency in the
Directors and Officers Liability insurance policy is in effect and renews on an
annual or bi-annual basis
(c)
fulfills the
A motion was made to accept these
proposed changes verbatim, was seconded and passed unanimously.
3. Article
7, section 3. VP
Add the
following paragraph
“Responsible
for obtaining and distributing team and individual awards at the end of each
LCIHA season. Awards must be approved by a majority
vote of the LCIHA Board of Directors. Awards are to
include, but are not limited to,
a.
Team sportsmanship for all youth
divisions
b.
1st and 2nd place
awards to end of season tournament champions and runners up
c.
Individual awards in each division (O17
optional) for
i.
Total points
ii.
Goals
iii.
Assists
iv.
Best goalie save percentage
v.
Most saves by a goalie
A motion was made to accept these
additions/clarification of Vice Presidential duties to the by-laws. The motion was seconded and passed unanimously.
4. Article
7, section 5. Treasurer
Add the
following paragraphs
“Attend
the annual Financial Training seminar required by the City of Las Cruces Parks
and Recreation Department as relevant”
“prepares the following annual reports unless LCIHA retains
the services of an accountant whereby these reports would be produced by said
accountant:
a.
a non-profit corporate report and submits to the New Mexico
Public Regulation Commission by the 5th month after the tax year end
date of 6/30.
b.
Prepares the tax return for LCIHA and
submits to the IRS by the 5th month after the tax year end date of
6/30.
A motion was made to accept these
changes as written. The motion was seconded and passed
unanimously.
5. Article
7, section 6. League Manager
Add the
following paragraphs
a.
“monitors the City of
b. “keeps
a list of all youth players and the PAYS training dates for their
parents/guardians”
c.
“provides a list of players to individual coaches who require PAYS training
completion by their parents/guardians a month in advance of the PAYS expiration
date”
d.
“ensures that all players participating in LCIHA events are PAYS compliant.”
e. “has
the authority to declare a forfeit for any team who plays an ineligible player
(one whose PAYS training has expired)
Dave Rockstraw pointed out that
duties a-c involve manipulation of our database, which is logically a function
of the Registrar. He suggested adding these
responsibilities to the Registrar's job (Article 7, section 9). Once the Registrar has provided these reports to the
League Manager, the League Manager can enforce the rules (duties d and e as
listed above). A motion was made to accept Dave's
proposed changes, was seconded and passed unanimously.
6. Article
8, section 1. Head of Referees
Change
paragraph 2 under “The Head of Referees shall:” to read O17, replacing 16O
All this does is use the proper
terminology for this age classification, based on our current brackets. A motion was made to accept this change, was seconded and
passed unanimously.
7. Article
10, section 7. Fiscal Year
Change
the paragraph:
“The
fiscal year of the Local League shall begin on the first day of August and
shall end on the last day of July.”
To
“The
fiscal year of the Local League shall begin on the first day of July and shall
end on the last day of June.”
The reason Tom King asked for
this change is because the New Mexico Public Regulation Commission has on their
books that the LCIHA fiscal year end is 6/30. This got
in there somehow during the initial filings of the non-profit corporate reports
during the LCIHA’s first year in existence. It would be a big hassle to get it changed with them. Kevin McNelis (former Treasurer
for the league) said that getting the change in to the IRS will be less painful
and he’ll handle it when it comes around. A motion was
made to accept this proposed change, was seconded and passed unanimously.
8. Article
11. Team Formation
Change
the division brackets to match our new age divisions:
10U
changes to U10
12U
changes to U12
14U
changes to U14
17U
changes to U17
17O
changes to O17
Add
in the O17w division as:
“17
years of age and over, women (O17w)”
Again, all this does is match the
bracket terminology in the by-laws to match what we are currently doing. A motion was made to accept these changes, was seconded
and passed unanimously.
9. Add the following to Article 7, Section
7 --League Commissioner:
"Conducts
abuse screening as mandated by USAHI for all coaches, referees and adults that have contact with the youth of
our league."
A motion was made to accept this addition
to the by-laws, was seconded and passed unanimously.
v Cyndy Clark reported that she had done some research and that $17/hr. was the
federal standard for the value of an in-kind volunteer. It
would behoove the league to track the hours of our volunteers, because it is
beneficial to show the value of this support when applying for grants, etc. Moreover, it may be of personal benefit to each volunteer
as a tax write-off. We will look into ways of
implementing a tracking system during the Spring season,
perhaps by having a volunteer sign-in area on the Website that will perpetuate
to a database.
v Whether or not to have a pre-Spring season Fun Tournament was discussed. It was decided to have one with at least a skills
competition, and perhaps some games if there is enough interest.
v Some ideas for improving our referee pool were discussed. We have lost some refs because they did not turn in their
tests for (re)certification. Chris Christeson
suggested that the league start to recoup the money they have paid for referees
to take the tests and get certified if they do not follow through. The concept of multiple "deputy" head of refs
was again brought up. Whatever structure is ultimately
decided upon, there will need to be greater attention paid to the
administrative responsibilities inherent in the Head of Refs position. There will be a USAHI sponsored Ref Clinic in January of
2004.
v At this point the BOD Meeting was adjourned, and the General Membership
Meeting convened.
LCIHA General Membership Meeting Minutes
Time/Place:
Present: Owen Boberg, Chris Christeson, Cynthia Clark,
Pat Coughlin, Caitlin Flynn, Sean Flynn, Wendy Hamilton, John Jacobs, Tom King,
Michele Marshall, Nancy Peckham, Jeffrey Rabe, Hugo
Vilchis Jr., Patty Walters, Peter Whitney, Steve Whitney, Jill Williamson,
Philip Zakahi.
Minutes:
v
Tom King introduced the
Board and Officers present to the rest of the league attendees.
v Nancy Peckham briefly presented the Registrar's Report.
We currently have 180 individual members of the LCIHA, about 30-35 new
members. This is a total of about 10 more members than
we had in the Spring 2003 season. There are 23 teams.
v The Treasurer's Report up through
v Possible dates for the Spring season were discussed. Tentatively,
February 21st through May 8th will be the regular season, with a couple of
weekends off for Spring Break and the Gus Macker
tournament. That will leave us two weeks in May for
our tournament once the regular season concludes. We
will need to take as much care as possible not to conflict with end-of-year
school field trips or outside hockey tournament opportunities.
v Tom ran down the list of possible new facilities. They
are:
o A site on the
o NMSS, a proposed private facility to be housed in the old Hayden's
Hardware building on
o We can continue to play on the slab at Meerscheidt and build our
membership and financial base until we are able to build our own facility.
v The league is always looking for volunteers to help with the running of
our league, including the numerous organizational & administrative details. We are always in need of coaches as well as members
willing to help in fund-raising (perhaps someone to set up and Chair a Fund
Raising Committee). Additionally, it always helps to
have new faces and points of view among the Board and Officers of our league.
v Tom King reported that Sonya has put in a work order to acid wash and
repaint our slab, and hopefully this will happen during the break between our
Fall and Spring seasons. We will also be taking out
the buttressing boards at the ends of the court to enlarge the court a bit.
v Jeffrey Rabe brought up the possibility of
going to a draft for team formation. Although this is
certainly an option, many issues will need to be addressed before a draft will
be viable. Some of these concerns include how to
assess the capabilities of new members, kids who won't play unless they can
play with their friends, parents who are set in carpools with other team
members' parents, etc. We must continue to look at new
ways of team formation that meet the needs and goals of the league while still
taking into consideration the needs of individual members and their families.
v It was suggested that the league needs to be a little more diligent in
recognizing and giving credit for assists. This can be
accomplished by talking to the refs, coaches, and Holly (our scorekeeper).
Respectfully Submitted: Patty Walters,
Secretary, LCIHA