Meeting Minutes: April 2020

May 7, 2020

PDF

OLD BUSINESS
1. Previous Meeting Minutes
MOTION to approve March meeting minutes made by Phil Costello; second by Terry Picicci;
motion carried by unanimous vote.
MOTION to approve Dustin Donaghy as Director of Player Development made by Terry Picicci;
second by Jeremi Delcampo; motion carried by unanimous vote made on April 4th, 2020 via
virtual Zoom meeting.
2. Outstanding Items
• Rink Improvements Update from Eagles LLC – Denny Larue
o Rink has created an improvement plan during COVID-19 closure
▪ Scrubbing walkways/pulling up mats and scrubbing and bleaching both
▪ Scrubbing Bleachers in both rinks with bleach
▪ Lobby bathrooms, painting, replacing mats, replacing countertops,
cleaning and fixing toilets
▪ Rink 1: replacing scuff plate at bottom of boards

▪ Shampooing carpet
▪ Cleaning boards in both rinks and player boxes
▪ Cleaning glass in both rinks.
▪ Cleaning snack bar area and painting shelves
▪ Removing toilets and replacing gaskets
o HVAC/AC Unit Bid Update – Phil Costello
▪ Steelhead Mechanical Bid
❖ Tabled until next board meeting due to waiting for electrical
bid.
• CenterPlate at the Spokane Arena
o Nothing at this time.
• Puck #3 Update – Fundraising Committee – Denny Larue
o Rink Board Advertising Update
▪ Spokane Hyundai – suspended all funds until May 4
th
▪ Zamboni Wrap Update – suspended all funds until May 4
th

• Policy & Procedures
o Locker Room Policy – Kelli Jones
▪ New policy will need to define what an acceptable base layer is; will
need to have full tops & bottom, no sports bras.
▪ When gender specific locker rooms are available those must be used.
▪ When there are no gender specific separate locker rooms players will
use the same locker room but not at the same time.
▪ Locker room monitors must be same sex.
▪ Kelli will make appropriate changes to current policy & send to BODs for
review & vote.
o Return to Play Policy
▪ Neil will work with Pete to create this policy & forward to Sarah to
formalize into a policy.
o 1
st Aid/CPR Coaching Policy
▪ We will work on this policy over the summer to present for the 20-21
season.

3. Old Business
• Mid-Season Survey Results – Amanda Kendall
o Current board needs to review results & bring any recommendations to new
board.
o SafeSport & Discipline Directors should to be advisors to the coaching
committee to assist in the selection process. These positions will help educate
the coaching committee as to whether a coach has a problematic history with
Safesport & Discipline.

▪ These directors will also advise the BODs when voting on coaching
selections.

• Annual Eagles Board Meeting Agenda Items Discussion
o Tentatively set for April 30th
o Sarah will create a Google doc for the board
• 14U/16U Tryout Dates – Neil Runbeck & Terry Picicci
o Neil talked to Robin & canceled May tryouts
o Players will need to be allowed for approximately a month prior to tryouts
o Rink 2 will be down at the end of July/beginning of August
o Tryouts will be pushed back to August due to rink & stay-at-home order
uncertainty.

• Reimbursement to Non-Parent Coaches – Denny Larue
o Tyson Azevedo is requesting a $1,600 reimbursement for coaching expenses
▪ Tyson advised that he spent approximately $3,600 & has an outstanding
balance of $1,600.
▪ Tyson requested coaching expenses in the fall & he was told no because
these funds were not in the budget.
▪ Phil & Danielle will contact Tyson & conduct an audit of his receipts.
o Denny & Neil will consult with other non-parent coaches regarding out of
pocket expenses. BODs will consider creating an expense structure moving
forward.
▪ 19-20 Non-Parent Coaches
❖ 3 House coaches – Possible $200
❖ 2 Selects coaches – Possible $500
❖ 1 Rep – Provide receipts

4. NEW BUSINESS – Agenda Items
• Spring/Summer Programming Discussion
o Spring Programming will have tentative dates of May 11th – July 2
nd
o Summer Programming will have tentative dates of July 6th – August 6th
▪ BODs will allow sign-ups without payment to confirm interest
▪ BODs will consider allowing payment plan options, if needed for families
due to COVID-19
▪ Neil & Danielle will come up with a couple alternative plans in case we
are not able to get onto the ice in May.

• NBT Coaching Assignments Discussion
o Due to uncertainty still ahead, BODs will discuss in future meetings.
• Board of Directors Positions 20-21 – Denny Larue
o There were 5 open positions. Only 2 positions were applied for & those people
were unopposed.

o BODs have decided to allow this BODs to expire & as of May 1st will begin
interviewing for the open 3 positions as according to our by-laws.
▪ By consensus, the BODs agreed to budget to fund for SafeSport &
Discipline Coordinators in the 20-21 season.

5. Director’s Reports
• Treasurer’s Financial Report – Phil Costello
o $807.17 in outstanding player fees

▪ Letters will be sent out to families extending grace period due to COVID-
19.

o Still have some outstanding ice fees but remaining bills have all been paid.
• Public Relations Director – Amanda Kendall
o Not present at the time of presentation.
• Disciplinary Director– Jeremi Delcampo
o Nothing to report.
• SafeSport Director – Kelli Jones
o 2 outstanding reports
▪ Center for SafeSport compliant is moving forward
▪ PNAHA has requested SAYHA follow up on locker room issues & update
this policy.
▪ A member has contacted the BODs & would like to address the board in
person regarding a season concern he has but chose not to bring up
during the season as to not disrupt the season.
❖ Denny will contact this member & report back to the board so
we can decide how to proceed.

• Community Development Director – Ben Nelson

o Not present
• Eagles LLC Rink Reports – Jim Ewers
o Not present

MOTION to adjourn made by Terry Picicci; second by Leon Henry; motion carried by unanimous vote.
Meeting adjourned @ 8:13 pm

Meeting Agenda: April 2020

April 7, 2020

PDF

 

1. Previous Month Meeting Minutes: Review/Approve
2. Outstanding Items Updates
o Rink Improvements from Eagles LLC – Denny Larue & Phil Costello
▪ Heater Repairs & Timers Project Update
▪ Heater/AC Unit Bid Update
o CenterPlate at Spokane Arena – Denny Larue
o Puck #3 Update – Fundraising Committee – Denny Larue
▪ Spokane Hyundai Rink Board Update
▪ Zamboni Wrap Update
o Policy & Procedures
▪ Locker Room Policy
▪ Return to Play Policy
▪ 1
st Aid/CPR Coaching Policy

3. Old Business
o Mid-Season Survey Results Discussion
o Annual Eagles Board Meeting Agenda Items Discussion
o 14U/16U Tryout Dates Discussion
4. New Business
o Spring/Summer Programming Discussion
o NBT Coaching Assignments Discussion
o Board of Directors Positions 20-21 – Denny Larue

5. Director’s Reports
o Treasurer’s Financial Report – Phil Costello
o Public Relations Director – Amanda Kendall
o Disciplinary Director – Jeremy DelCampo
o SafeSport Director – Kelli Jones
o Community Development – Ben Nelson
o Eagles LLC Rink Reports – Jim Ewers
6. Closed Session

Meeting Minutes: March 2020

April 7, 2020

PDF

OLD BUSINESS
1. Previous Meeting Minutes
MOTION to approve March meeting minutes made by Phil Costello; second by Terry Picicci;
motion carried by unanimous vote.
MOTION to approve Dustin Donaghy as Director of Player Development made by Terry Picicci;
second by Jeremi Delcampo; motion carried by unanimous vote made on April 4th, 2020 via
virtual Zoom meeting.
2. Outstanding Items
• Rink Improvements Update from Eagles LLC – Denny Larue
o Rink has created an improvement plan during COVID-19 closure
▪ Scrubbing walkways/pulling up mats and scrubbing and bleaching both
▪ Scrubbing Bleachers in both rinks with bleach
▪ Lobby bathrooms, painting, replacing mats, replacing countertops,
cleaning and fixing toilets
▪ Rink 1: replacing scuff plate at bottom of boards

▪ Shampooing carpet
▪ Cleaning boards in both rinks and player boxes
▪ Cleaning glass in both rinks.
▪ Cleaning snack bar area and painting shelves
▪ Removing toilets and replacing gaskets
o HVAC/AC Unit Bid Update – Phil Costello
▪ Steelhead Mechanical Bid
❖ Tabled until next board meeting due to waiting for electrical
bid.
• CenterPlate at the Spokane Arena
o Nothing at this time.
• Puck #3 Update – Fundraising Committee – Denny Larue
o Rink Board Advertising Update
▪ Spokane Hyundai – suspended all funds until May 4
th
▪ Zamboni Wrap Update – suspended all funds until May 4
th

• Policy & Procedures
o Locker Room Policy – Kelli Jones
▪ New policy will need to define what an acceptable base layer is; will
need to have full tops & bottom, no sports bras.
▪ When gender specific locker rooms are available those must be used.
▪ When there are no gender specific separate locker rooms players will
use the same locker room but not at the same time.
▪ Locker room monitors must be same sex.
▪ Kelli will make appropriate changes to current policy & send to BODs for
review & vote.
o Return to Play Policy
▪ Neil will work with Pete to create this policy & forward to Sarah to
formalize into a policy.
o 1
st Aid/CPR Coaching Policy
▪ We will work on this policy over the summer to present for the 20-21
season.

3. Old Business
• Mid-Season Survey Results – Amanda Kendall
o Current board needs to review results & bring any recommendations to new
board.
o SafeSport & Discipline Directors should to be advisors to the coaching
committee to assist in the selection process. These positions will help educate
the coaching committee as to whether a coach has a problematic history with
Safesport & Discipline.

▪ These directors will also advise the BODs when voting on coaching
selections.

• Annual Eagles Board Meeting Agenda Items Discussion
o Tentatively set for April 30th
o Sarah will create a Google doc for the board
• 14U/16U Tryout Dates – Neil Runbeck & Terry Picicci
o Neil talked to Robin & canceled May tryouts
o Players will need to be allowed for approximately a month prior to tryouts
o Rink 2 will be down at the end of July/beginning of August
o Tryouts will be pushed back to August due to rink & stay-at-home order
uncertainty.

• Reimbursement to Non-Parent Coaches – Denny Larue
o Tyson Azevedo is requesting a $1,600 reimbursement for coaching expenses
▪ Tyson advised that he spent approximately $3,600 & has an outstanding
balance of $1,600.
▪ Tyson requested coaching expenses in the fall & he was told no because
these funds were not in the budget.
▪ Phil & Danielle will contact Tyson & conduct an audit of his receipts.
o Denny & Neil will consult with other non-parent coaches regarding out of
pocket expenses. BODs will consider creating an expense structure moving
forward.
▪ 19-20 Non-Parent Coaches
❖ 3 House coaches – Possible $200
❖ 2 Selects coaches – Possible $500
❖ 1 Rep – Provide receipts

4. NEW BUSINESS – Agenda Items
• Spring/Summer Programming Discussion
o Spring Programming will have tentative dates of May 11th – July 2
nd
o Summer Programming will have tentative dates of July 6th – August 6th
▪ BODs will allow sign-ups without payment to confirm interest
▪ BODs will consider allowing payment plan options, if needed for families
due to COVID-19
▪ Neil & Danielle will come up with a couple alternative plans in case we
are not able to get onto the ice in May.

• NBT Coaching Assignments Discussion
o Due to uncertainty still ahead, BODs will discuss in future meetings.
• Board of Directors Positions 20-21 – Denny Larue
o There were 5 open positions. Only 2 positions were applied for & those people
were unopposed.

o BODs have decided to allow this BODs to expire & as of May 1st will begin
interviewing for the open 3 positions as according to our by-laws.
▪ By consensus, the BODs agreed to budget to fund for SafeSport &
Discipline Coordinators in the 20-21 season.

5. Director’s Reports
• Treasurer’s Financial Report – Phil Costello
o $807.17 in outstanding player fees

▪ Letters will be sent out to families extending grace period due to COVID-
19.

o Still have some outstanding ice fees but remaining bills have all been paid.
• Public Relations Director – Amanda Kendall
o Not present at the time of presentation.
• Disciplinary Director– Jeremi Delcampo
o Nothing to report.
• SafeSport Director – Kelli Jones
o 2 outstanding reports
▪ Center for SafeSport compliant is moving forward
▪ PNAHA has requested SAYHA follow up on locker room issues & update
this policy.
▪ A member has contacted the BODs & would like to address the board in
person regarding a season concern he has but chose not to bring up
during the season as to not disrupt the season.
❖ Denny will contact this member & report back to the board so
we can decide how to proceed.

• Community Development Director – Ben Nelson

o Not present
• Eagles LLC Rink Reports – Jim Ewers
o Not present

MOTION to adjourn made by Terry Picicci; second by Leon Henry; motion carried by unanimous vote.
Meeting adjourned @ 8:13 pm

Meeting Minutes: February 2020

March 13, 2020

PDF

MEETING CALLED to ORDER @ 6:02pm
Sign-in sheet distributed and included as part of these meeting minutes
SAYHA Officers, Directors, Staff, and guests in attendance…
Role Name Attendance
President Denny LaRue ✓
VP of Hockey Operations Terry Picicci ✓
VP of Hockey Administration Leon Henry ✓
Secretary Sarah Stevens ✓
Treasurer Phil Costello ✓
Public Relations Director Amanda Kendall Not Present
Disciplinary Director Jeremi DelCampo ✓
SafeSport Director Kelli Jones ✓
Community Development Director Ben Nelson ✓
SAYHA Business Manager Danielle Hunt ✓
SAYHA Hockey Director Neil Runbeck ✓
WKMHA Representative Chris Florko Not Present
Guests
Barbara DelCampo Nicole Adams Tyrell Trout
OLD BUSINESS
1. Previous Meeting Minutes
MOTION to approve January meeting minutes made by Phil Costello; second by Jeremi
DelCampo; motion carried by unanimous vote.
2. Outstanding Items
• LIVE Barn Cameras & Plan – Neil Runbeck
o LiveBarn installed the internet service needed to provide consistent live video
feed.
o Installers were in the rink today (2/12/20) for a site survey. Plan is for them to
be up & running within a couple weeks.
o Denny & Terry are listed as the emergency contacts.
• Rink Improvements Update from Eagles LLC – Denny Larue & Phil Costello
o Heater Repairs & Timers
▪ Approved & should be repaired & timers installed soon.
o Zamboni Wraps

▪ SAYHA may have sold 1 Zamboni wrap but working out all the details as
the wrap costs approximately $3,600, which is a bit more than
expected.
o HVAC/AC Unit Bid for SAYHA Office
▪ Zone Mechanical bid was $7,183 plus taxes & permits
▪ Jeremi will research a 2nd bid from Steelhead Mechanical
▪ We will research if party room could be added to the bid & share
financial expenses with the rink.
o Lockers near back doors are SAYHAs & our responsibility to paint. This can be
something we organize a committee to complete.
o Jim wants an improvement list from SAYHA for projects.
• CenterPlate at the Spokane Arena
o Nothing at this time.
• Puck #3 Update – Fundraising Committee – Denny Larue
o Rink Board Advertising Update
▪ SAYHA sold 1 board to Spokane Hyundai.

3. Old Business
• Puck #1 Update – Discipline & Travel Policies – Sarah Stevens, Jeremi DelCampo & Kelli
Jones
o Discipline Policy – MOTION to adopt the Discipline Policy as written made by
Kelli Jones; second by Terry Picicci; motion carried by unanimous vote.
o Travel Permission Policy –
▪ Kelli would like to add, “It is the Applicable Adult’s responsibility to
verify that the parent/guardian signing this permission has completed
SafeSport parent or certified training. Failure to do so will result in the
coach being suspended until a hearing is completed.”
▪ Applicable Adults are identified as SAYHA coaches or other adults in
supervisory positions.
▪ This policy would allow for coaches to transport players.
❖ MOTION to add Kelli’s amendment & adopt the Travel
Permission Policy made by Phil Costello; second by Jeremi
DelCampo; motion carried by unanimous vote.

• 14U/16U Tryout Dates – Neil Runbeck & Terry Picicci
o The goal is for dates to be confirmed in time for the next newsletter.
• SAYHA Employee Handbook Update – Nicole Adams
o Associated Industries provides guidance on handbook policies & has the ability
to draft a handbook for SAYHA.
▪ This would allow the BODs to set expectations and ensure SAYHA staff
are applying policies.

▪ Approximately $750 per year & can help with creating employee
contracts.
▪ MOTION to contract with Associated Industries made by Jeremi
DelCampo; second by Phil Costello; motion carried by unanimous vote.

4. NEW BUSINESS – Agenda Items
• SAYHA 2020/21 RFPs – Terry Picicci
o Current SAYHA RFPs are for jerseys, dryland, Detailz, & tournament apparel.
▪ The only RFPs needed for next year will be jerseys & dryland.
o Hockey Ops will be responsible for contacting & providing dryland options.
▪ This RFP will be needed for next year’s budget.
▪ We might need to consider changing the location due to toll it puts on
the condition of the conference room.
• End of the Season Awards Banquet – Terry Picicci
o Plan for the week of March 23-27 & Neil will identify exact day that week.
o Neil will discuss rink reservations with Robin.
o Banquet budget is $3,000, including awards.
▪ Legacy Awards – would like to contact previous winners to help with the
presentation & announce all players who were nominated.
o Neil & Denny will plan to present awards & represent the coaches & BODs.
o We need to work on improving the sound system issues from last year. Jeremi
will work to see what is needed to improve this.
• Mid-Season Survey Results – Amanda Kendall
o Neil will get the results & send to the BODs

5. Director’s Reports
• Treasurer’s Financial Report – Phil Costello & Nicole Adams
o Budget continues to look good.
o Final Rep payments were received this month.
o We are down in total revenue from last year – some of this was planned with
modified scheduling.
o Investments funds are starting to make money & being reinvested.
o The Rink was reminded of the March deadline for ice costs. They asked SAYHA
to provide info regarding our projection of ice purchases for next season
(increased, decreased or stay the same).
▪ SAYHA anticipates to remain the same for next year, with possible
increase.

• Public Relations Director – Amanda Kendall
o Not Present
• Disciplinary Director– Jeremi Delcampo
o One incident last month that included our logo. Kelli & Jeremi resolved.
▪ Since this involved our logo, Jeremi reached out to Spokane Chiefs to
ensure there were no problems with them.

▪ It seems like we are down in incidents from last year & incidents are
being resolved faster due addition help from investigators.
▪ SAYHA failed its goal of zero coaches & parents being kicked out of a
game.
• SafeSport Director – Kelli Jones
o 12u House incident – on going investigation & more information for the closed
session.
o 14U Rep is for closed session.
o Meeting planned with females in the association with Nicole Adams to create
bonds & leadership opportunities.
o Coaching boys & girls are different & we need to add some coaching
education for our coaches this summer.
▪ We would like to consider bringing in outside educators to assist with
this coaching education training.
▪ We would like to see more hockey moms attend CEPs to be present &
available on the benches to assist coaches.
• Community Development Director – Ben Nelson
o All Winter Raffle tickets are due today (2/12/20) & drawing is tomorrow
(2/13/2020).
o Prizes from Play-It-Again Sports & Laurie Bowen – each donated their fees
back to SAYHA.
o We need to review the ticket checkout process for next year’s raffle.
• Eagles LLC Rink Reports – Jim Ewers
o Not present.

MOTION to add Danielle Hunt to SAYHA Washington Trust signature card made by Phil Costello; second
by Leon Henry; motion carried by unanimous vote.
MOTION to adjourn made by Terry Picicci; second by Leon Henry; motion carried by unanimous vote.
Meeting adjourned @ 7:37pm
6. Closed Session

Closed session adjourned @ 9:43pm

SAYHA Schedule