AGM Directors' Reports, News (Ajax Minor Hockey Association)

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AGM Directors' Reports
Submitted By DirMarket on Wednesday, June 11, 2014
Below are the Directors' reports for the 2013-2014 season as presented at the AGM:


Vice President's Report - Colleen Ruber
It has been my pleasure to of had the opportunity to volunteer as the Vice President for Ajax Minor Hockey for the past 4 years. I have been an AMHA volunteer for the last 11 years in various roles. I was also the Chairperson for the AMHA Fair Play Committee. I truly believe in the AMHA and hometown hockey spirit. I can assure you that this organization has produced a very solid product for your children to grow with.
I had always pursued the on-going inquiries about our ice user surcharge that we have been paying to the Town of Ajax for the last 13 years. I am pleased to announce that the Town of Ajax has removed the ice user surcharge for all ice users. This was a fantastic opportunity for AMHA to pass savings on to our membership. Thank you to the Town of Ajax.

  • Attended AMHA board meetings
  • Attended Town of Ajax Ice users meetings in May and June.
  • Continued to maintain a healthy partnership with the Town of Ajax Facilities and Recreation. My sincere appreciation on behalf of AMHA to : Christine Williams, Debbie Nickerson, Greg Booth, Rob Carpenter & their outstanding crew, for your continued support and flexibility with our programs. We are fortunate to have such a solid working partnership.
  • Contracted and confirmed AMHA 2014-2015 season ice.
  • Obtained insurance from OMHA to provide to the Town of Ajax for our season ice, tournaments and clinics.
  • Contracted and confirmed ice for both our Christmas 2014 and March 2015 tournaments.
  • On behalf of AMHA, I was able to contract enough ice from the Town of Ajax to make sure all existing development programs remain in place.
  • Will continue to supply an ice slot for our “New to Hockey Program”

Together with Herb Watson, we were able to scrutinize our ice requirements and have established that the AMHA is in a solid position moving forward.

I would like to acknowledge and thank my dedicated working partner Herb Watson. Herb has continued to take the ice I have contracted on behalf of AMHA and work his magic with all of the schedules. Thank you Herb for your time expertise with all of our AMHA ice schedules.

I would also like to express a sincere thank you to Brenda Budai and her dedication to making sure that the AMHA administration continues to run efficiently.

Our Fair Play committee was once again a successful unit and I thank the committee members: Debbie Timpson, Jana Komisar, Murray Coutts and Todd Smith for their commitment and time to this mission.
I strongly believe that the success of any organization would not be possible without the time and dedication of volunteers.
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Sponsorship Director - Jennifer Mugford
Well, another successful year.

A huge THANK YOU to all my sponsors.

You certainly help contribute to the success of each player.

This year I brought in McDonald’s and their AtoMc program and have heard nothing but wonderful comments about them from coaches parents and players. We have already secured our spot with them for the 2014/2015 hockey season.

It is with mixed emotions that I will be ending my term with
Ajax Minor Hockey Association this year as I have accepted a position with the Lakeshore Hockey League starting in the fall.

I have had a tremendous amount of fun serving on your Board of Directors.
I wish Ajax Minor Hockey Association nothing but great success in the years to follow.

Vote Wisely!
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Director of OMHA Officials - Mark Sliwowicz

  • 9 new officials hired, 7 of whom went to the 3-day Trenton Referee School
  • Mentoring program continued in its 5th year, with mentoring done 50 times in the season: experienced officials shadow/help brand new officials with positioning and fundamentals in games
  • New this season was combining the Ajax and Pickering staff, sending officials from both centres to games in Ajax/Pickering
  • Each rep team generally only saw same official 2 to 3 times maximum, all season
  • Ajax officials sent out-of-town for over 150 playoff games including OMHA and OHF All-Ontario Finals
  • Over 120 supervisions done on Ajax officials
  • One official, Connor Laviolette, was chosen to attend a Leafs/Canadiens game in January, where he was able to skate the warm-up with the NHL refs, and was interviewed by CBC on Hockey Night in Canada
  • Two officials sent to Level 4 clinic.
  • Only two officials missed assignments, in all of HL and rep, for whole season. No games cancelled due to missing refs.

--------------------------------------------
Director, Major House League - Murray Coutts
Major house league divisions for this season were comprised of 6 Peewee, 6 Bantam, 4 Minor Midget and 6 Major Midget/Juvenile teams The number of our teams were unfortunately down from previous years however the excitement was  definitely not!

Many thanks to all of the conveners who did an amazing job running the day to day operations, ensuring that games ran smoothly, on time and without incident.

I personally would like to thank our Peewee Conveners Brenda and Susan Hopper, at the bantam Division Mark Creswell, Denise Cassidy at the Minor Midget level and Ed Vit our Major Midget/Juvenile convener, Thank you all of you for your time, effort, dedication as without you this season simply would not have
been possible.

To the many coaches thank you very much for all of your time and all of your efforts. As a coach you have led your teams, developed individual skills, teamwork taught good sportsmanship and respect in sport. Congratulations to all of you and know that your efforts really do make a difference.

Please enjoy a safe summer and we will see you at the rink in September

-----------------------------
Director, Minor House League - Debbie Timpson
Participants
Timbits – 100
Tyke – 97
Novice – 90
Atom – 95
Several new to hockey in all divisions – approx. 8-9 in Atom

Sahir Malhotra – Most Improved Minor HL Player of the Year

Timbits

  • Timbits celebration to end the season
  • All participants received a trophy & Timbits donated from Tim Horton’s
  • 91 Ajax Knights Timbits participated in the Oshawa Generals/Tim Horton’s Timbits jamboree

 Players Announcement and Music

  • Introduced pre-game player announcements & music between plays in early January
  • Will continue in 14/15 season – music to start at beginning of the season, player announcements after
    any team balancing
  • Looking for volunteers! Please see the Director of Volunteers if you or a family member would like to volunteer!

 Playoffs

  • All teams participate in the playoffs:
    5th & 6th compete for the Contender Cup
    3rd & 4th compete for the Challenger Cup
    1st & 2nd compete for the Champions Cup
    Medals handed out – Gold for winner/Silver for runner-up – big hit with the players – just like the
    Olympians!

    • Several teams participated in tournaments outside of Ajax – 2 championships in Atom

    • All minor HL teams participated in the Ron Sharpe tournament with the exception of one Novice team

Olympic Day

  • Hosted an AMHA Olympic event on February 16th

    • Bell provided a Fibe TV feed free of charge to view the event

    • St Louis Bar & Grill provided finger foods, prizes and their mascot “The Chicken”

    • Stickers/tattoos, colouring pages, “Go Canada Go Good Luck from the Ajax Knights” sign for the kids 
    to autograph

Marlie Event

  • AMHA Marlie Day held on April 5th
  • Tyke – Polak McKay Hawkshaw on the ice with the Marlie for the anthem after selling the most tickets
    to the event
  • 188 Ajax Knights members in attendance
  • 1 hour ice time before the game for an AMHA Family Skate
  • 14/15 event to be scheduled early in the new hockey season

 

Skills Competition
14/15 season --- planning a skills competition for Tyke, Novice and conjunction with the NHL All-Star weekend (if possible)
-------------------------------------------

Director, Equipment - Joe Bray
The AMHA faced many challenges with delivery of all the apparel ordered for its rep and house league programs. The best way to describe the problems is by saying ‘too much too soon’. Our apparel provider (Bauer) did not appear to be prepared to deliver as requested do to the timeframe and volume of apparel ordered not only for the AMHA but also for many other organizations. We eventually did see all orders completed and delivered.

We met with Bauer after the 2013/14 season ended and agreed that they would again be supplying apparel to the AMHA for the 2014/15 season. The only difference being, Bauer started production of our jerseys soon after they heard the relationship would continue for the coming season. Bauer has promised that next season the AMHA will not see the same delays and errors we experienced the past season.

Source for Sports, our local apparel service provider did an outstanding job in assisting in the completion of orders last season to get the jerseys and various other items into the hands of players, parents and teams as quickly as they could. I have said this before and still believe that Source for Sports is an outstanding business partner for the AMHA and we owe them our thanks for the job they did last year.

Watch out for future special promotional events designed specifically for the AMHA at Source for Sports. These special events will be posted on our AMHA website

----------------------
Director, Marketing - Dave Stevens
This year we continued to proactively communicate with the membership through the website and enewsletters with great success:

Website
In 2 years we have increased our daily visits from 1900 per day to 5200 per day hitting a peak of 11K visits on a single day in March
Overall our traffic has increased 300% over the past 2 years
We have introduced contests and photo galleries to provide better exposure to our members as well as digitizing many of the processes through online forms improving productivity.

eNewsletter
We have sent out nearly 20 email blasts this year and nearly 60 over the past 2 years. These newsletters have highlighted members, teams and their accomplishments as well as proactively communicating major association news and events including Marlies Day, Team Canada Viewing Party, Tryouts, AGM, Coach Selections and Generals games.

Our average open rate is 46% which is twice as high as industry average
Our click through rate is 8% which is double industry average

Marketing Efforts
This year we leveraged Search Engine Marketing and traditional print advertising as well as a strong PR plan to gain exposure for the AMHA, this also kept our marketing costs relatively low to come under budget.
We spent approximately $1500 on SEM this year and based on user response (according to Google Analytics) it generated approximately $10K in revenue meaning a 7x return on investment.

We received exposure in the Toronto Sun, Durham Region News (Ajax Advertiser), Hockey Now Magazine, OMHA.net, Rogers TV and CHEK Television. We built good relationships with these media outlets that will hopefully continue into the future.
We also ran a print ad for our tryouts in the Sporting Scene tryout edition in April. This resulted in great out of area response to our rep tryouts with an approximate 3X return on investment.

A special thanks to Marvin Trim for all his help with the website over these past two years.

----------------------------
Director, Volunteers - Maureen McGifford
I have thoroughly enjoyed my two seasons as the Director of Volunteers and I would like to extend my thanks to the board of directors and administrative office for their support.

The volunteer program enables the high school students of Ajax to earn their community hours and in return the Ajax hockey association receives the valuable contribution of community service and spirit.

Each volunteer gets to see first hand just how much work, organization and dedication is required to produce all the events and programs within the AMHA.

From getting up at the crack of dawn for the September house league evaluation weekend, to working late hours at our two Ajax hosted house league & Rep tournaments, raising funds by selling raffle tickets, or weekly on ice sessions helping the little Timbits experience their exciting first start into Ajax hockey.

It takes many hours of commitment from a large contingent of people all working together to create a successful hockey organization. We cannot do it without the volunteers!

Over these past 2 years I have had the pleasure of meeting, and working with, over 50 of our best and most dedicated young volunteers and I thank them all for their hard work.

Although my son's and my hockey experiences have now come to an end after 12 years with the Ajax hockey association, we have made many lasting friendships within our 'hockey families' that will continue long into the future.

I wish everyone a successful season in 2014 / 2015.

Go Ajax!

---------------------
Treasurer's Report - Oonagh Bradshaw

The financial statements for the fiscal year ended April 31, 2014 have been provided in draft. Results show an increase in revenue despite a loss in AMHA Dec 2013 Tournament. Net profit for 2013/14 is estimated at $23,934

Items of note include the following:
Christmas tournament revenue, which we forecast at breakeven, resulted in a loss of was approximately $11,462.94. The Spring tournament reduced this loss to $3,022, in comparison to profit of $33,287 in 2013

A new Cell Phone Policy has been implemented and Cell Phone Costs have decreased 46% from $9594.30 June 1 2013 to $5202.40 in June 2014

Ice costs, our largest expense (approx. 68% of 2013-14 total expenses), decreased by approximately 4% year over year. (2012-13 was $813,640, 2013-14 was $796,172)

Ice costs for 2014/15 have been reduced and this has allowed us to pass on this savings to the association members through lower registration fees.

The 2013-2014 financial statement Audit is currently underway by Gord Peters of TMG Professional Corporation.

Appointment of Auditors
Before December 31, 2014, the Board will put forward a motion to appoint the auditor of the Ajax Minor Hockey Association for 2014-2015 fiscal yr.


Other items to report
This year we continued with the “team audit” whereby we reviewed the interim financial statements of all rep teams. Of those, some were selected for full audit, and others were asked to provide additional information. (Note: Teams where an AMHA board member has a child receive a mandatory full audit) No significant issues relating to the accounting and reporting of team revenue and expenses were identified through the review process; however a number of suggestions and best practices were identified to facilitate the effectiveness of the team manager/treasurer’s role. These best practices will be documented and shared on the AMHA website over the summer and an information session will be held in August incorporating the Treasure role as part of the Coaches and Managers meeting (materials will also be provided in the meeting). A treasurer binder with information specific to the position will be provided.

Additional Notes:

Consistent with good business practices, and to ensure the long-term viability of the Association, we maintain an appropriate reserve, reflected in our member’s equity, of approximately 22% of operating expenses. This is consistent with practices at other organizations of our size, and necessary to protect the AMHA against declining revenue flows or unexpected increases in expenses in a given year.

We continuously evaluate our controls in place to ensure the long-term financial strength of the AMHA.

If you have any questions about the AMHA financial processes, or would like to learn more, please contact the AMHA Treasurer at [email protected]




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