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Annual General Meeting of the Stittsville Minor Hockey Association 20 April 2002, 1000- 1200 hrs Stittsville Community Center Agenda Welcome Minutes of AGM (2000-2001) Business arising from the minutes President and Committee reports Finance Report New Business Break

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Annual General Meeting of the Stittsville Minor Hockey Association20 April 2002, 1000- 1200 hrsStittsville Community Center


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Agenda

  • Welcome

  • Minutes of AGM (2000-2001)

  • Business arising from the minutes

  • President and Committee reports

  • Finance Report

  • New Business

  • Break

  • Amendments to Constitution

  • Election of Officers

  • Wrap-up

  • Adjournment


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Minutes of AGM (2000-2001)-Motion to adopt the minutes, Seconded by?-Errors or Omissions-Business arising from the minutes-Vote on the Motion to adopt the minutes.


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President and Committee reports

  • President Report

  • Support Services

    • Registration

    • Tournaments

  • Hockey Programs

    • RAMS

    • House

    • Initiation

    • Development

  • Operations

    • Ice Allocation

    • Equipment

  • Finance

    • Finance Report

    • Sponsorship

    • Fundraising and Events

  • Objectives for 2002-2003


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President’s Report

  • Year in Summary

    • 5% Growth, 821

    • Fielded 58 teams (55 in 2000/01)

    • 5 of 11 competitive teams finished in top 3 of their division.            3 Season Champs/2 Playoff Champs/2 playoff finalists.

    • 20 of 31 house teams had a 500 or better season. 2 league champions, 1 playoff champion

    • 16 Initiation Teams

    • 80 hours/week of ice (5 more than last year)

    • Practice to Game Ratio Average for House: 1:1 (up by .3)

    • New executive structure

    • Hockey Development program was kicked off: over 15 development Clinics

    • Atom C

      • 5 team division folded at the last minute at LC. 2 Stittsville team played with Kanata league.

      • Plan to have Atom C back at Lanark-Carleton (LC) next year.

    • Many complaints about consistency with LC Referees. Was discussed at length at LC and District meetings.

    • Finance: Deficit of $9K (High Equipment cost/ no reduction on ice cost)

    • City of Ottawa Ice Allocation Policy.

      • In Draft

      • No change for 2001-2002. Ice cost will remain the same.

    • Events: Yuk Yuks, 67 game, Photo day, Initiation Big Social, Alumni Face off, Novice Rink of Dreams


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President’s Report

  • Goals achieved

    • Bigger and better House league Coaches/Managers kit

    • Secured more ice

    • 2 conditioning sessions for all house players

    • 26-28 practices for every House team. (2-3 practices before LC started)

    • New Web site, includes all team pictures, news, links, hockey schedules

    • Emphasis on impartiality for RAMS tryouts

    • Drafted a new RAMS constitution (to be approved next year)

    • Nike Development handbooks distributed to Coaches

    • 10 new sets of jerseys, water carriers, teams are well outfitted

    • First mail out in May 2001

    • Smooth registration

    • Streamlined Executive – works well

    • Secured a Hockey Office (not being utilized for now)

    • Did not have to Cap


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President and Committee ReportsSupport Services - REGISTRATION

  • Membership


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President and Committee ReportsSupport Services - REGISTRATION2001-2002 Rates 2002-2003 Rates2002-2003 rates will be raised by 5% to eliminate account for higher ODMHA Assessment fees.Membership rates have not increased in three years. Capping is a possibility. It will be up to the new executive to impose capping guidelines.

All Prices include CHA Insurance

On or Before Dec. 31

Initiation 1993/1995 $ 300.00

Novice 1991/1992 $ 360.00

Atom 1989/1990 $ 360.00

Pee Wee 1987/1988 $ 370.00

Bantam 1985/1986 $ 390.00

Midget 1983/1984 $ 410.00

Juvenile 1982/? $ 195.00

Multiple Child Family – 3 or more – $900.00

All Prices include CHA Insurance

On or Before Dec. 31

Initiation 1995/1997 $ 315.00

Novice 1994 $ 380.00

Atom 1992/1993 $ 380.00

Pee Wee 1990/1991 $ 390.00

Bantam 1988/1989 $ 410.00

Midget 1986/1987 $ 430.00

Juvenile 1985/? $ TBD

Multiple Child Family – 3 or more – $945.00


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President and Committee ReportsSupport Services - REGISTRATION

  • With added dates for registration and segregation of returning/new, far less interactive house calls.

    • Most calls and meetings were due to affiliations etc. Acceptable.

  • First registration – June 2001 – Last February 10 2002

  • Focus for 2002-2003

    • Need a mail drop point for coaches to obtain league information, team lists etc..

    • Need for Fax and Printer for registrars use. Team lists and affiliations.

    • Hockey Management System (HMS) S/W Database acquired for Stittsville to join all of Lanark Carleton data, team list creation, access to records by district registrar. No longer require player signature. Tournament and league play team lists will be on line.

    • Continued focus on business approach to registration.

    • Continued registration focus on returning player appreciation – advanced registration over new players.


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President and Committee ReportsSupport Services - REGISTRATIONRegistration 2002/2003 - Coming year

  • Registration dates – All dates – 7PM till 9PM

    • Wed June 12 Stittsville Community Centre Returning Players ONLY

    • Tuesday June 18 Stittsville Community Centre Returning players ONLY

    • Thursday June 27 Stittsville Community Centre OPEN to ALL players - first come

    • Tuesday August 13 Stittsville Community Centre OPEN to ALL players- first come

  • Advertised in newspaper and mailing.

  • Required information for registration

    • Birth certificate (new players only)

    • Proof of residency (Stittsville district)

    • Parent or guardian signature

    • Previous Association release forms for new players

    • School player is attending. To determine actual guardian residence


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President and Committee ReportsSupport Services - TOURNAMENTS

  • 4 SMHA hosted tournaments held at the GRC in 2001-2002

    • Peewee A (March 9th)

    • Novice C (March 13th)

    • Novice B (March 15th),

    • Initiation Fun Day (March 17th),

    • All tournaments had eight participating teams except for the Canadian Tire Initiation Fun Day which featured 12 teams.

  • 6 other SMHA / RAMS tournament sanction applications were submitted to the ODMHA Hockey Office but had to be withdrawn due to a lack of response.

  • Applications will need to be submitted much earlier in the season in order to ensure appropriate responses and participation.


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President and Committee ReportsSupport Services - RISK AND SAFETY

  • Roles

    • Provide guidance

    • Enforce policies

    • Communicate concerns

    • Education/ clinics

    • Address complaints

    • Ensure a safe environment for all participants

  • Trainer’s Clinics

    2001/2002

    • Four clinics

    • 100 new certifications

      2002/2003

    • Five clinics planned

    • To include trainers for all IP level teams


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President and Committee ReportsSupport Services - RISK AND SAFETY

  • 2001/2002 Speak Out

    • Four clinics held with approximately 125 attendees

    • Approximately 70 % of all head coaches have participated

    • All attendees are listed in the ODHA web site

    • See ODHAweb site for upcoming scheduled clinics

  • 2002/2003 Speak Out

    • Anyone wishing to coach must attend a clinic prior to the September 1, 2002 deadline to be eligible

    • All new coaches (14 years or older) will be covered at a planned October 2002 clinic


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President and Committee ReportsSupport Services - RISK AND SAFETY

  • Police Checks

    • All 2001/2002 house league head coaches have been reviewed-no problems

    • Going forward our plan is to run checks on all assistant coaches, managers, trainers and executives from both the SMHA/Rams organizations

    • Part of existing ten step screening process

    • Redone approximately every three years

  • Insurance/Risk/Liability

    • As an organization we must do everything possible to ensure the safety of our kids

    • Coaches assumes a huge responsibility for the safety of our kids

    • Eliminating potential hazardous situations will reduce the risk and hence our liability

    • Anyone participating in sanctioned activities must have ODMHA insurance


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President and Committee Reports Hockey Programs – Competitive, RAMS

  • Best Year Ever: “3 league Champions and 2 Playoff Champions”

    • Administration under the Goulbourn RAMS Hockey Club

      • Rob Knight, Steve Gibson(RRMHA), Shawn Sullivan(SMHA)

    • Cooperative Selection and placement effort between Stittsville and Richmond Reps

    • New Web site

  • Teams (11)

    • Novice: B(2) 1st & 2nd in their division!

    • Atom: Major A (Season & Playoff Champs), Minor A,  B

    • Peewee: Major A, Minor A (Season & Playoff Champs), Major B

    • Bantam: Major A, Minor A

    • Midget: Major A 


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President and Committee Reports Hockey Programs - RAMS

  • Administrative changes for 2002-2003

    • Ratifying a new RAMS hockey club constitution

      Concept has been approved in principle by SMHA and RMMHA executives

    • Formalize a Board of Directors(SMHA/RMMHA) and Operations Group

    • Segregating RAMS finances in order to capture all revenue and cost associated with the program

    • Procedures for Registration fee transfer, Budget approval, meetings, Transfers, Ice allocation, team placement, Tryouts, Carding fee..etc..

  • Board of Directors

    • Presidents, Director Competitive, Finance Director from Both association

  • RAMS Operations (projected staffing , looking for volunteers

    • Fundraising

    • A League Representatives

    • B League Representatives

    • Equipment collection & distribution

    • Ice time scheduling

    • Referee assignments

    • Competitive team carding representative

  • Competitive Novice will be eliminated. (Voted at ODMHA)

  • Some teams may be added (TBD): Minor Midget A (15year old), Bantam B



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President and Committee Reports Hockey Programs - HOUSE


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President and Committee Reports Hockey Programs - HOUSE


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President and Committee Reports Hockey Programs - HOUSE


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President and Committee Reports Hockey Programs - INITIATION

  • Year in Review

    • 230+ players on 16 teams

    • Future Stars (5 year olds) plus full Chrysler A, B, C, D Canadian Hockey Association system implemented, 4FS, 4A, 2B, 4C, 2D

    • 4 near full time goalies developed, extra goalie gear purchased

    • C and D level teams participated in Tournaments, fun days and exhibition games

    • Internal fun days for all levels, hosted Canadian Tire Fun day

    • D level focus on basics plus off-sides, positional play, passing, breakouts

  • Focus for 2002-2003

    • Rapid development WITHIN the Initiation program. Continue with ABCD Chrysler system

    • Goalie development at Level 3

    • Group into 2 team pairs for full ice practice planning

    • Run full ice clinics to reduce ice time demands

    • Encourage use of Canskate program.


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President and Committee Reports Hockey Programs - JUVENILE

  • 4 players signed up

  • Program was not offered in Stittsville

  • Program was offered in Richmond

  • Will consider offering Juvenile if interest is secured during registration


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President and Committee Reports Hockey Programs – HOCKEY DEVELOPMENT

  • NIKE Development

    • All coaches Atom, Peewee, Bantam and Midget provide Nike program books

  • Clinics

    • Bodychecking, 3 Clinincs (Peewee)

    • Goaltending: 3 Clinics

    • On Ice Coach Development: 3 Clinics

  • Coach Certification

    • Coach Clinic: 7-8 Sep

    • Intermediate Clinic: 14-15-16 Sep

  • On Ice Assitance

    • On ice coaching assistance was provided to coaches, assisting with practices, setting up conditioning program etc.


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President and Committee reports Hockey Programs – HOCKEY DEVELOPMENT

  • 2002-2003 objectives:

    • Publish the Process for Placement and Evaluation on the SHMA Web site

    • Initiation

      • Provide an information session to Initiation coaches and potential staff going up to Novice.

      • Work with the new coaches at initiation level as many will be just coming into program

    • Novice and Atom

      • Establish criteria for placement and evaluation of Novice and Atom levels to make "A" "B" "C“ house league

    • Peewee and Bantam (TBD)

      • Major/Minor approach. Minor = B, Major= A

      • Rational: Size difference of kids, contact hockey, Development is reduced because of the fear of contact.

      • Adjustment between level will be made if necessary.

    • Additional “coach the coach” clinics as they were well received this year.

    • Mid-Season coach meeting. This was performed in 2001 and proved to be valuable. This will be re-instated next year.


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President and Committee ReportsOperations - ICE ALLOCATION

  • Ice Scheduling

    • Use of the Goulbourn Rec Complex , Stittsville Arena and Almonte.

    • Added 2 conditioning sessions and additional practice times before start of LC league.

    • 80 hours/week was allocated to SMHA, up 5 hours from last season

    • Anticipated reduction in ice rate because of City Ice rate still at $101.65. The city has not harmonized rates yet.

    • Attended City sponsored Facilities Allocation policy committees trying to make sure that minor hockey keeps its ice position.

    • Web access to Game and Practice schedule

  • House league practice allotment

    • Novice A – 25-26

    • Novice B – 25-26

    • Novice C – 28-30

    • Atom A – 25-26

    • Atom B – 25-26

    • Atom C – 30-31sd

  • Peewee A – 25-26

  • Peewee B – 25-26

  • Bantam A – 25-26

  • Bantam B – 25-26

  • Midget A – 25-26

  • Initiation – Lost 29 ½ hours due to special occasions but gained 41 hours of extra ice for practices and fun days.


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President and Committee ReportsOperations - ICE ALLOCATION

  • Focus for 2002-2003

    • City of Ottawa will not harmonized ice rate for 2002-2003. We have one of the highest rates in the city.

    • Try to acquire additional ice from the township to eliminate Almonte ice.

    • Eliminate late Friday and Saturday night ice times and replace with times in the evening during the week.

    • Try to have complete practice schedule online 1-2 weeks after the season schedules have been finalized.

    • Better search and look up capabilities on the Web site.


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President and Committee ReportsOperations - EQUIPMENT

  • Jerseys/Socks

    • Updated 10 set of jerseys. Most of the house league has had jerseys updated to 1-3 year old range.

    • Future updates will be at a rate of 3-4 sets/year.

    • Socks provided from Kobe last year were not as good a quality as had been in previous years. Will not be buying Kobe socks again.

    • Trying to get 4-5 years out of each jersey. Need to encourage keeping jersey on a hanger. A set of jerseys for 1 team costs around $1100.00.

  • Additional team Equipment

    • New for 2001-02: Supplied water bottle/puck carriers to all house teams with (4) bottles.

    • Upgraded Initiation goalie equipment (part of the funding donated by Ron Tugnutt)

  • Focus for 2002-2003

    • Reduce equipment cost.

    • Supply Initiation teams with coaches kits. (Small pylons, tennis balls, clip board etc…)

    • Keep on top of all equipment and repairs to reduce new purchasing.


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President and Committee ReportsFinance – TREASURER

  • Net Operating Loss of 9.3K

    • Revenue 293.8K

    • Expenditures 302.1K

  • Revenue Breakdown

    • Registration 270K

      • Initiation 58K

      • Novice 69K

      • Atom 53K

      • Peewee 49K

      • Bantam 28K

      • Midget 18K

      • less family discounts (5K)

    • Sponsorship/Signage 15K

    • Fundraising 7.2K

    • Other 1.6K


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President and Committee ReportsFinance – TREASURER

  • Expenditure Breakdown

    • Equipment 32.6K

    • Referees 20.9K

    • Ice 201.7K

    • Program Clinics 7.9K

    • Insurance 19.3K

    • League Fees 2.9K

    • Transfer to RAMS 14.2K

    • Miscellaneous 2.6K


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President and Committee ReportsFinance – TREASURER

  • Major Factors Affecting Performance

    • Equipment - Replacement and Growth Driven - costs have nearly doubled in two years

  • Healthy Balance Sheet - 40.8K Cash and A/R

  • Looking Ahead to 2002-03

    • Managing the costs of growth-majority of costs are non discretionary

    • Eliminate the deficit for 2002/03

    • Maintain not for profit focus

    • 5% increase to the current fee structure (to cover operational costs and increase to ODMHA fees)

    • Focus on two major fundraising events only (Alumni game and 67’s tickets)

    • Canteen options



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President and Committee ReportsFinance – SPONSORSHIP

  • Thank you to all 48+ Sponsors.

  • Names will be published in the newspaper

  • Names are published on our Web site.

  • See last pages of this presentation to sign up your company as a sponsor.


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President and Committee ReportsFinance – FUNDRAISING AND EVENTS

  • Initiation “BIG Social”.

    • Early Feb. All Initiation Program Parents and Friends.

    • Opportunity to “break the ice” with faces you will see around the rink for the next 8 years!!!

    • Purpose: Raise funds for Trophies, Year end party, etc.

  • Yuk Yuk

    • 10 Nov 2001

    • Approx 170 in attendance

    • Raised $1500

  • Ottawa 67 Minor Hockey Night

    • Over 300 participated


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President and Committee Reports Finance – FUNDRAISING AND EVENTS

  • Senator Alumni “Face Off”

    • 23 Feb 2002. Opened to all. Good attendance

    • Stittsville Coaches vs Senator Alumni followed by a Social, live band

    • Raised $4.5K.

    • Purpose for future years: Fundraiser for SMHA, Staff appreciation, Replacement for loss revenue from canteen.

  • Staff Appreciation Night

    • Not held, will be combined with Alumni Face off game in 2003. We will add a “coach’s all star game” prior to the Sens Alumni game.

  • Novice “Rink of Dreams”

    • Dec-Feb(4) Ottawa Senator Rink of Dream

    • 8 Novice teams enjoyed the Corel center experience


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President and Committee ReportsPresident’s Update

  • Notable Changes or Objectives for 2002-2003

    HOCKEY

    • Age Change. Brackets moving down one year. Initiation remains the same (5,6,7), Novice(8), Atom(9,10),Peewee(11,12)

    • Introduction of Non Contact Hockey is being considered.

      • Surveyed 150 families, 50% would commit to placing child in Non-Contact/recreational hockey

      • Non-Contact at LC is being considered at Stittsville’s request. 5 of 8 associations are in favor

    • Changes at Lanark Carleton

      • League improvement committee will meet over the summer. (SMHA is part of the committee)

    • Atom C to be part of Lanark Carleton

    • Evaluation process at House level will be well documented (on the Web possibly)

    • Mouth Guards ( will be presented at ODMHA AGM, Kingston)


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President and Committee ReportsPresident’s Update

  • Notable Changes or Objectives for 2002-2003

    ADMINISTRATIVE

    • New RAMS Administrative Model approved in principle by SMHA and RMMHA. Club constitution to be finalized in 2002-2003

    • SHMA Administrative Instruction placed on the Web, FAQs

    • New CHA/ODMHA Sponsored Registration Software . District 4 is part of a pilot project. Free of Charge (value of $350USD)

    • Drop off boxes to constructed and be placed in Arenas.

    • Registration cost will be raised by 5% to cover increase cost of ODMHA assessment fees, and to increase reserve fund.

    • Possibility of Bringing back Canteen. City of Ottawa will give SMHA right of first refusal. No intention to have a Canteen sign up.

    • Not plan so many things for the fall (Yuk Yuks, 67 night, Rink of Dreams too close together)

    • Trophy Case Clean up at the Stittsville arena


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New Business

  • Capping

    • New executive will look at Ice allocation vs #kids to manage growth

    • We don’t expect the same growth as last year. House development slowed down in the past year.

    • There is no indication that a new arena will be built at the GRC in the near future

    • Early registration for returning players is essential

  • Mouth Guards

    • Motion at ODMHA to have all children registered with ODMHA were a mouth guard starting 2002-2003.

      (update June 2002: Motion was not presented at ODMHA AGM)


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New Business

  • Motion:

    • That the members of the Board of Directors (Executive) be allowed to participate in the role of coach, assistant coach, trainer or manager of a team in the 2002-2003 hockey season.

    • Moved by ? seconded by ?

    • Discussion

    • Vote

  • QUESTION Period

  • BREAK


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Election of Officers

  • Thank you to our departing members

  • Ken Norris Finance

  • Mark Cobbold Initiation Director

  • Sally Hodgson Fundraising

  • Dave Mills Referee- in-Chief

  • Helena Heroriak Treasurer

  • Jim Bradley Equipment

  • Brad Wigney Communications


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Election of OfficersOrganizational Structure


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Election of Officers Nominees(1) term expires April 2003(2) term expires Aril 2003, incumbent resigned


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Election of Officers

  • Nomination and Voting Procedure

    Nomination

    • For the position of : “position”, do we have a nomination?, seconded by?

    • (to the nominee). “name” Do you accept the nomination?

    • (to the membership). Are there any other nominations?

    • (anyone can nominate another person or themselves)

    • (to the new nominee): “name” Do you accept the nomination?

      Voting

    • (If there is only one nominee) By acclamation “name” is elected to the position of “position”.

    • (If there are more than one nominee, each nominee will be asked to address the membership and present themselves and their qualifications)

    • (the Membership will be asked to use an election ballot to vote, the votes are collected by the secretary and counted).

    • By majority vote “ name” is elected to the position of “position”


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Final Remarks

Questions?

Motion to Ajourn


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Subject:

Comment:

Suggestion/Comment Form:


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Volunteer Form:

I am interested in being a Volunteer

Position:

Not Sure:

I am interested in being a Sponsor of

Stittsville Minor Hockey

My Company may be interested in being a Sponsor of Stittsville Minor Hockey

Name:

Phone (H):

Phone (W):

Address:

Email:

Comments:


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Suggestion/Comment Form:

Subject:

Comment:


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Volunteer Form:

I am interested in being a Volunteer

Position:

Not Sure:

I am interested in being a Sponsor of Minor Hockey

My Company may be interested in being a Sponsor of Stittsville Minor Hockey

Name:

Phone (H):

Phone (W):

Address:

Email:

Comments:


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Election of OfficersVoting BallotPosition: Nominee: