New Sarepta Minor Hockey Association
April 19, 2016
AGM Meeting Minutes
7:00pm @ New Sarepta Agriplex
Start @ 7:08
Chaired by: Jeff Laberge
Minutes by: Ashley Rouncville
Attendance Sheet
Abraham, Baehler, Baldwin, Barranoik, Beaton, Woinaroski, Boland, Bowler, Brandt, Brown, Burdinsky,
Charette, Fell, Demchuk, DeWitt, Dowson, Edgerly, Fedorchuk, Flynn, Galenza, Gross, Hartt, Hetman, Hinkle,
Irvine, Jones, Kellert, King, Kohut, Laberge, Langille, Lauer, McLean, McIntosh, Newman, Nessler, Nickoleff,
Noble, Nordstrom, C.Nordin, S. Nordin, Paul, Perry, Polei, Powers, Prafke, G.Preston, R.Preston, Ross,
Rouncville, Schmidt, Schreiber, Smith, Spence, Springer, Stang, Tu’ugasala, VanHerk, Wenzel, Wesenberg,
Whiting, Wickenheiser, Welda, Winland, Woods
Opening Remarks
- Welcome everyone. Please ensure that all have signed in at the front.
- Purpose of the SPRING AGM
- To share with membership past season review, immediate goals and planning toward next year.
- review membership motions and update bylaws and/or policies and procedures
- Board elections, to give membership equal opportunity to join the board and assist in the future direction and
running or the association.
Review Agenda: Corrections
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Fall AGM addition: none
Accept/Adopt Agenda, Seconded
Call for motion to accept the agenda as presented, Paul Polei 1st
Second Wes Nessler
Old Business
1. Review Minutes of last AGM: Fall AGM Sept. 15, 2015
 Correction, Errors or Omissions:
 Accept/Adopt Fall AGM Minutes, Seconded
Call for motion to accept the minutes as presented, First Jennifer Charette
Second Shawn Lauer
New Business
1. Presidents Report
 Intro
I would like to introduce your 2015/2016 executive. Please stand up when your name is called:
Vice President Derrick Spence
Secretary Ashley Rouncville
Registrar and Ref Assignor Cindy Lauer
Treasurer Kim Gross
Atom and below Director Darren Demchuk
Peewee and above Director Rachel Gregor-Stang
Coach Development Director Matt Nordstrom
Player Development Director Wes Nessler
Past President Andy Kellert
Fundraising Rep Jen Charette
Ice Allocator Trish Galenza
Website/Communications Tom Noble/Trish Galenza
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Atom and below Equipment Vicki Jones
Peewee and above Equipment Vanessa Laberge
1660 League Rep Shawn Lauer
Referee in Chief Darryl Holt
Thank you for all you’re hard work this past season.
 Year in review
a. Concerns from 2015/16
o Larger numbers on teams
Last season we were faced with larger teams at some levels. This is a good problem to have. We had 16 Pre Novice, 17
Novice, 14 Atom B’s, 14 Peewee B’s, 14 Bantams and 16 Midgets to start the season. The coaching staff did a fantastic
job with those larger teams as far as trying to make equal ice time for everyone. The issues start to arise when we begin
splitting those larger teams into 2 small teams, while it most definitely benefits the kids as far as ice time, it hurts the
association financially. We need to add extra ice time for games and practices and add referee costs to those games all
without adding any extra registrations fees to cover these additions. That would be upwards of an additional $7000-$9000
for the season per team added. We have a luxury of having tonnes of ice time for our kids but don’t have the numbers to
cover all of the costs. Looking to next season we will be examining different ways of keep the teams smaller with the
same amount of ice time offered.
It costs a lot of money to put extras teams on the ice to keep team numbers low, ideal is 15/team….
o Tiering within 1660 league
Last season was a bit of a challenge when it came to tiering with the 1660 league. The league expects the association to
do as much as they can to project where they will fit in in terms of tiering. While the tiers the Executive places our teams
at the beginning of the season are merely projections based on previous year’s team stats and skill levels, the teams
themselves need to be diligent in where they should be placed. The executive wrote many letters expressing our
displeasure with how the league tiers teams and our association Executive have put in place a tiering request form for our
coaches to review, fill out and give to the NSMHA 1660 league rep to take to the tiering meeting. Hopefully this will help
our teams be more competitive in their respective tiers
We are working with this issue as we realize this was hard on some teams…..one team was able to move after the
deadline, the other was not which made their year not as successful.
o Fundraising
Fundraising is an important part of our hockey program. In order for us to continue to keep registration fees at a
reasonable level, cover ice costs for more player and goalie clinics, purchase jerseys etc.… we need to continue to be
diligent and fundraise as much as we can. As we move forward we are facing higher ice costs each year with no increase
in registrations. That really puts a strain on the association’s bank account and the ones who suffer are the families of the
association. The Executive will start exploring new and innovative ideas to raise funds but that doesn’t work without the
commitment of you, the membership. You are the ones that have to buy and sell the tickets and attend the functions. You
are the ones that have to help out with association functions because we cannot keep running a deficit each year.
Eventually the money will run out and the fees will have to cover the costs so please dedicate yourselves as much as your
Executive members dedicate themselves and we should all be able to enjoy our experience at the rink.
This year we were informed that there will be an ice fee increase(18.5%). We tried to negotiate without success. All
associations/mens teams saw an even larger increase, we saw the least. Our ice went from $97/hr to $115/hr.
b. Accomplishments from 2015/16
o NSMHA Policies and Procedures manual completed
We now have a completed policies and procedures manual ready for the 2016/2017 season. While the Executive had
been working with some aspects of this manual last season, I am proud to announce it is ready to be presented to the
membership for approval. This is an important piece for the Executive as this shows how we manage through all aspects
on the day to day workings of this association. A very special thanks to Andy Kellert, Rachel Gregor-Stang, Tom Noble
and the Executive members for working long hours and late nights to get it completed for this season.
For the membership to gain knowledge as to how the association is worked, it’s a document that all membership has right
to have input on.
o We had teams at every level
Very happy to see we had good numbers at all levels this year. First year in a while we could have a midget team with all
New Sarepta players. We did end up getting a few kids from Millet which helped with numbers also. Nice to see all levels
are healthy. Would like to see an increase in registration next season.
o
AA program success
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Thanks to a well-run AA program in Beaumont we saw 4 of our kids have success there. 3 were with the Bantam AA team
who won both their league championship and Provincials, and one at the Atom AA level who went to the Provincial finals.
We also had one who was affiliated to the Peewee AA team over the season. All the kids involved, the ones trying out and
the ones making their teams, represented our association well and we look forward to continuing with this program in the
future.
All positive feedback from both sides, looking forward to our 2nd year working with Beaumont.
c. Future goals
o Continue to look at ways to increase membership (boundaries, etc)
Currently we are in talks with the Beaumont Executive looking at ways to help alleviate their ice shortage issues by
offering some shared clinics in our rink and increase our player pool by extending our boundaries. There will be more
information to come throughout the summer months as we work on this.
Hoping to move boundaries to increase our registrations.
o Offer more clinics with the help of Beaumont
We would like to offer more goalie and player clinics with the help of Beaumont. Because of the size of their association,
Beaumont is able to offer clinics for more players at a better rate and we are hoping that by teaming up with them we can
take advantage of this.
o Pond Hockey Program
We are still trying to come up with a program to get more kids playing hockey. With the help of Hockey Alberta we would
like to offer a once a week ice slot specifically for those who do not want to participate in the normal hockey program and
all the costs that come with it. We understand that it is very expensive to play hockey and hopefully with this program it
will allow kids to play just to play. It is really just another form of Shinny hockey but a little more structured. With that we
will also need a Director to help in the operations of this program which is included as one of the open positions in the
upcoming elections.
o Sponsorship Opportunities
We would like to work on creating a program for sponsors to help alleviate costs associated with some of our programs. If
you or your company would like to sponsor a tournament, any goalie or player clinics or even help with jersey sponsorship
and purchase a set of jerseys for one or multiple teams, we would like to put a program in place to do so.
We’ve had a couple of companies approach to sponsor buying jerseys, their name would be on them….Helps us to save
money.

2015/2016 Suggestion Forms Received
We had one suggestion form received this year. The suggestion was with regard to how we form our teams and allow
player movement. By adopting our Policies and Procedures manual that should help to explain how we go about the
process.
This concern is addressed in the policy & procedure manual.

2015/2016 Survey
The surveys help us understand how the season went for the membership and where we can improve. We had 11
surveys submitted, this year was lower than last season’s 28. 2 Atom A, 1 Atom B, 4 Peewee A, 2 Peewee B and 2
Midget. Judging by the response of surveys entered it would seem all things are going well. One of the questions on the
survey was “If ice costs were to go up substantially next season, how acceptable is it to you that registration fees increase
to cover some of the cost”? Out of the 11 respondents, 60 % said they agreed with the increase, 20% disagreed and the
remainder were neutral.

Volunteer Sign-up sheets (at front)
a. June 3-5 – Concession
b. Sept. 11 – Demo Derby
c. Casino 4th quarter of the year
2. Treasurer Report
 Association Finances
a. Current accounts balances (handout)
o GIC, Investments
Currently have $25,000 GIC
Casino typically makes $19,000, which will be a huge help.
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2015-2016 season Balance of Negative of $14,790, still have to pay awards
costs, and hockey alberta fees
b. Review Proposed Budget 2016/2017 (handout) – (Membership approval)
Next year projected to be a negative balance of $29,000.
Motion to accept with 1 change to ice rental fees to $70,000
1st Rachel Stang-Dempsey, 2nd Matt Nordstrom
c. Association Audit of 2015/2016 books – to be done for Fall AGM

Team Bank Accounts (June 1, 2016 deadline)
Reminded teams of this
3. Registrar Report
 Final #’s from 2015/2016 season (players/families)
IP-5, PreNovice-16, Novice-17, Atom A 13, Atom B 14, PeeWee A 13, PeeWee B 13, Bantam
14, Midget 16 =Total 122
 Predicted teams & #’s for 2016/2017 season
If everyone comes back:
PN 12, Novice 20, Atom 24, PeeWee 23, Bantam 21, Midget 18
 Launch of Online 2016/2017 Registration – opening date
a. In Person Registration dates & times
May 1st online, June 15th in person at arena
 Next Season Registration fee’s (handout) - (Membership approval)
4. Motions
Process for Motions:
 Motion will be read
 Speaking to the motion will be read
 Seconded called for – with no second, the motion will fail

Discussion
 “Question” after reasonable discussion, should “Question” be called by any member of the association,
the discussion will cease
 Review of the motion
 Chair Summary
 Vote
 Any discussion arising around the motion will be deferred to the next AGM
 1 – Jacket Policy Change
Submitted by Michelle Spence
Speaking to the motion: Derrick Spence
Call for Second: Annette Winland
Discussion: For any black jacket to be used: lululemon, under armor, ect.
The idea around the original policy of only having one jacket was so that people didn’t need to
repurchase a new style, ect every year. Whenever you went to any rink, people would know who you
were. Solidifying our identity. Keep jackets we have but add in a solid black jacket.
-Amendment to the motion: The letterman style jacket is specific to the midget team.
Review: Motion is to change policy by allowing any solid black jacket, except for the letterman style
jacket for individuals to purchase
Vote: Opposed: None, Abstained: 7. Motion approved.
Motion to change the Jacket Policy by allowing a solid black jacket as an option for teams to purchase.
 2 – Motion to Adopt NSMHA Policies and Procedures Manual
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Submitted by NSMHA Executive
Speaking to the motion: Andy Kellert
Call for Second: Darren Demchuk
Discussion: Changes need to be updated, & then must be adopted at following AGM. This document is
more on the operational side of things, all info on how the association is run is available in this
document so if anyone ever has an inquiry, they can refer to this manual.
All other minor hockey associations have this posted for their membership.
Review: Adopt Policy & Procedures Manual
Vote: Motion to accept: 1st Corey Nordin, 2nd Derrick Spence, all in favor
Opposed: none, Abstained none. Motion is approved
I make a motion that NSMHA Membership adopt the New Sarepta Minor Hockey Association Policies
and Procedures dated April 19, 2016. NSMHA has had many Policies and Procedures developed over
the years but they have never been collected and combined into one document. This document has
been a working copy over the last few years and it is time that we adopt and post for our Membership
to use and operate under. It will act as an operational reference for both the Executive and teams for
all hockey operations. It will be a living document that can be revised and edited as required by the
Executive but all changes must be adopted by the Membership at an AGM to be valid.
Highlights:
 Program organization (minor, Pond&
Referee)
 Registration of players
 Team formation
 Team staff/officials
 Player/coach development
 Team play
 Officials/referees
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Code of conduct
Discipline and appeals
Complaint handling
Executive committee
Association fundraising (Demo derby
profit handling change)
Website
Association & Team awards
 3 – Motion to revert the year end date back to May 31st of each year
Submitted by NSMHA Executive
Speaking to the motion: Jeff Laberge
Call for Second: Vicki Jones
Discussion: Was changed last year but it’s a lot of work for the treasurer to change. Reverting back to
the old date will make it simple for all future/current treasurers.
Review:
Motion to revert the current year end date of the association back to May 31st of each year. At the last
spring AGM a motion was presented and accepted by the membership to change the date from May
31st to April 30th. In order to complete the change we need to also file with Revenue Canada Agency
which requires a lot of work on the part of our Treasurer.
Vote: Motion to accept: 1st Rachel, 2nd Wes Nessler, all in favor.
Opposed: none, Abstained: none. Motion is approved.
5. Elections
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Voting Process:
- Receive Nominations (1st call, 2nd call, 3rd and final call)
- Close Nominations
- If more than 1 person nominated, nominees will be asked to leave the room and vote by show of
hands or ballot
-if only one nomination and that person nominated lets there name stand for the position, then they
will be in by acclimation
Executive positions up for election (2 year terms):
Board (voting)
Vice President-1st call: None 2nd call: Greg Baldwin nominates Derrick Spence, 3rd call: Heather
nominates Derrick, final call. Derrick accepts.
Registrar- Cindy nominates Shelly Boland, 2nd Derrick, no other nominations, 3rd call: none.
Shelley accepts.
Coach Development- Trish nominates Matt Nordstrom, 2nd Shelley Boland, 2nd call: none, 3rd call: none.
Matt accepts
Peewee and Above Director- Shelley nominates Rachel Stang, Rachel accepts
Associates/Representative (non-voting)
Treasurer- Rachel nominates Kim Gross, no other nominations Kim Gross accepts
Peewee and Above Equipment Manager- Vicki nominates Vanessa Laberge. 2nd:Trish Galenza
nominates Jodi, no thanks. Vanessa accepts
Ice Allocator- Kim nominates Trish Galenza, 2nd Shelley Boland nominates Trish, Trish accepts
League Rep- Derrick nominates Shawn Lauer, 2nd Rachel nominates Shawn, Shawn accepts.
Website/Communication Coordinator- Derrick nominates Tom, who accepts for website, Cindy Lauer
nominates Sherry McIntosh, Sherry accepts for communications
Ref Assignor- Sherry McIntosh nominates Cindy Lauer, Cindy accepts
Pond Hockey Coordinator- Shelley Boland nominates Gail Hetman, she accepts, 2nd Vicki Jones
nominates Greg Baldwin, accepts. Greg/Gail work together.
Welcome all new members to the executive. I look forward to working with you. To all of those leaving the
Executive thank you very much for all your hard work.
6. Other important dates.
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1. Raffle Draw for FREE Registration
Winner: Shawn Baehler
April 24 – HA Zone 7 Meeting @ 11:00am Edgeworth Centre-Camrose
May 1 – 2016/17 Online registration begins
May 7 - 1660 AGM @ 10am DOW Centennial Centre Fort Sask – Lions Pride Room.
June 3-5 – Sarepta Fair
June 15 – In person registration night at the New Sarepta Agriplex 6:00 to 8:00pm
June 15 – Early Registration Ends…..$200 late fee will apply to late registrations after this date
Sept. 11 – Demo Derby (NSMHA Major Fundraiser)
Sept. 13th – Fall AGM
Sept. 17 – Proposed start of Minor Hockey 2016/2017 Season
Nov. 15, 2015 – Coaching certification deadline for 2016/2017 season
October 13th -Picture Night
October 15th or 22nd- Ref Clinic
Motion to adjourn: Darren Demchuk 1st, Wes Nessler 2nd
Meeting Adjourned @ 8:22
Next Meeting: Fall AGM Tuesday, September 6th at 7pm (New Sarepta Agriplex)
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