Meeting Minutes Mar. 3, 2009

Hockey Association of the Arts

Good Times Hockey League of the Arts

Communications meeting

 

Date: 3 MAR 2009

Time: 6 PM to 8 PM

 

Attending	Affiliation
Sal Sarah Knox	Blackhearts
Tom Goodwin	HAA/GTHLA
Julie Martin	Twisted Sister

 

AGENDA

 

1) Roll call

2) New agenda items?

3) Set meeting date for third meeting out

4) Review website mockup

5) Review Newsletter mockup and logistics

6) Other action items progress from last meeting

7) List action items going forward

 

 

~~~~~

 

1) Roll call : done

 

2) New agenda items: NONE

 

3) Set meeting date for third meeting out:

 

Wednesday, March 25

Tuesday, April 21

Tuesday. May 19

 

4) Review website mockup

 

We reviewed the website mockup provided by Robyn.

 

1) maybe include an "about" button near the HAA logo so it is part of every page?

2) maybe move the headlines up from the bottom left to the top right?

 

 

Next steps:

 

ACTION SK post web site mock-ups on google.docs, with the current look and feel, create a preamble and get comments by 2 weeks from posting

ACTION SK once feedback re web site mock ups is in, Robyn to update to prepare for creation

ACTION TG to speak with Eric about the web site design, to see if it is possible and then report back

ACTION TG to ask Yellow Pencil, when and what do they need

 

5) Review Newsletter mockup and logistics

 

Reviewed mock up of the newsletter.

 

ACTION TG and SK to figure out how to put the newsletter content on the site

ACTION ALL members to get more interesting content

ACTION SK newsletter deadline 13 mar to go out week of 25^th

ACTION SK newsletter to asses long term benefit (cost, convenience etc) re Constant Contact, to be decided by April meeting

 

 

 

6) Other action items progress from last meeting

 

Websites	Tom	11/02 TG – to talk Yellow Pencil, make sure they are good to go on creating our website especially with the added features we want, maybe with a view to completing the migration etc by April? What would they need from us? 03/03 Carried forward	03 03 2009	ACTION
Websites	Sal	SK – to work with Robyn and provide something to the group for review. Decide how to get additional feedback at the next meeting.	11-Feb-09	Done
Newsletter	Sal	SK – to try and get content and layout the template in tine for a March release	11-Feb-09	Done
Newsletter	Adam	AE – to help sal chase content	11-Feb-09	Done
Newsletter	Sal	11/02 SK – to talk to Jeff Waye about using Etienne about translating, 03/03 or maybe just french content	03 03 2009	ACTION
Newsletter	Tom	TG – to teach Sal how to use mail merge to deliver email	11-Feb-09	Closed (not required with Constant Content
Newsletter		one pager version of the newsletter to go out to non-participant audience	11-Feb-09	Parking Lot
Websites		adding online store and broadcasting to HAA website	11-Feb-09	Parking Lot
Websites	Tom	11/02 TG - to discuss list of items with Eric of Sporticus (re presentation of league sites), discuss the feasibility and report back to committee 03/03 Carried forward	03 03 2009	ACTION
Websites	Tom	11/02 member ship database TG will talk with Eric and Paul of Yellow4 Pencil 03/03 Carried forward	03 03 2009	Parking Lot
Logos	Sal	SK – to organise a time for TG, RS, SK to meet to	11-Feb-09	Done
Logos	Tom	TG – to create a list of logos that the league has/needs	11-Feb-09	Done
Print materials	Tom	TG – to talk to Aaron about the Yearbook concept moving forward, just to put a bug in his ear, to be further developed after Summit	11-Feb-09	Done
Promotion	Julie	JM – to maintain bulletin board with stats and events etc. not locked	11-Feb-09	Done
Promotion	Tom	TG to bring promotional ideas forward one at a time	11-Feb-09	Parking Lot

 

 

7) List action items going forward

 

Websites ACTION SK post web site mock-ups on google.docs, with the current look and feel, create a preamble and get comments by 2 weeks from posting

Websites ACTION SK once feedback re web site mock ups is in, Robyn to update to prepare for creation

Websites ACTION TG to speak with Eric about the web site design, to see if it is possible and then report back

Websites ACTION TG to ask Yellow Pencil, when and what do they need

 

Newsletter ACTION TG and SK to figure out how to put the newsletter content on the site

Newsletter ACTION ALL members to get more interesting content

Newsletter ACTION SK newsletter deadline 13 mar to go out week of 25^th

Newsletter ACTION SK newsletter to asses long term benefit (cost, convenience etc) re Constant Contact, to be decided by April meeting

 

 

 

 

Addendum:

 

Newsletter – Jeff to send Sal samples of newsletter

Jeff suggested speaking with Constant Contact to find out about offering advertising on our newsletters

 

Meeting Minutes – Jan 14th, 2009

Hockey Association of the Arts

Good Times Hockey League of the Arts

Communications meeting

 

Date: January 14^th, 2009

Time: 8 PM to 10:00

 

Attending	Affiliation
Sal Sarah Knox	Blackhearts
Tom Goodwin	HAA/GTHLA
Jeff Waye	Montreal
Brent Oliver	Edmonton
Mark Abernethy

 

 

The goals of the meeting were to figure out:

 

• what needs to be accomplished by the committee to further the mission/vision of HAA and all the rest (tasks)
  
• what we already have and how it fits
  
• who will do what to move it forward
  

 

 

1) go around and introductions

 

2) reviewed the Communications Doc

 

<insert link to file here>

 

it made sense to everyone, no changes requested

 

3) Discussed what we have already and how it fits

 

3.1 Discussed consolidating brands – Streamline all the site addresses and have everything off the main address. Groups could also follow the same naming convention. Retire all the old addresses.

everyone agrees

 

3.2 Discussed the division of the team sites into regions, pros and cons of regional brand vs teams/leagues

 

BO - leans towards listing the leagues listed off the top page, no regional distinctions

JW - Either would be fine… Regional could be OK but it must be easy

MA – a map would be good and help establish the context for the whole league

 

Decision made to just list the leagues and individual teams off the top HAA site

 

 

 

3.3 Discussed the model for communication

 

Everyone agrees with the model.

Everyone agrees the tools should be as integrated as possible so that across Canada everyone can see what others are doing, the site and web 2.0 apps should support this.

 

4) Who will do what to move it forward

 

Task 1) consolidate the sites

We need somebody to consolidate the sites

ACTION - > SK to try and find someone

 

Task 2) architecture and look and feel

We need someone to help vision the architecture of the site to connect all the pieces

Map

Create a hierarchy for the page

ACTION - > SK to try and find someone to help vision the architecture (maybe Robyn C) to try and look at the HAA pages to see how that can be improved promote HAA and all the league and teams, visual hierarchy

 

 

Task 3) groups and blogs

Do we need to promote?

A more central place to discuss

Blogs?

ACTION - > blogs and groups to be carried over until site is re-visioned

 

 

Task 4) HAA newsletter

Quarterly would be good

Pre-tourney scouting report

Use a template is best, recognizable

Content? Stats are good, what different teams have done,

JW - Once a month they send out an update on penalty minutes to promote the Year of beer prize. How long to compile? 5 minutes. Content easy to get? Yes… everyone is trained to provide.

ACTION - > JW to send SK his template and to be discussed next meeting

 

 

 

Task 5) calendar

We will start to promote the use of the calendars to participate in league business and events

ACTION - > To be carried over, once we have the site sorted out

 

 

General

JW - People want to be involved, they need discernable tasks that are simple and quick

TG - Our goal should be to help people get involved, develop a foundation so that people can help, people often don't have anything specific

 

Next meeting:

JW – not around Feb 16 week

MA – around all the time

 

ACTION - > SK to schedule meeting (maybe FEB 4^th?) at 6pm Toronto time, week nights

ACTION - > SK to send minutes

 

 

Action Items

 

Who	What	Status
Sal	SK to try and find someone who can consolidate the sites
Jeff	JW to send SK his newsletter template	Done
Sal	SK to try and find someone to help vision the architecture (maybe Robyn C) to try and look at the HAA pages to see how that can be improved promote HAA and all the league and teams, visual hierarchy
TBD	blogs and groups to be carried over until site is re-visioned
TBD	Calendar use and promotion to be carried over until site is re-visioned
Sal	SK to send minutes
Sal	SK to schedule meeting

Program Guide Meeting, Jan. 30

Tom, here are the minutes as a cut and paste and as a WordPerfect attachment.

Marc

Meeting - Wednesday, January 30, 2008
Attendance - Tom
Skype: Aaron, Brent, Patti, Jen, Marc

1) Editorial
Cover is waiting on the Patches for Cribben
Under Construction/ Waiting on the following
The Official “Tom G” Page/State of the Union
Fair Play and Rules Page
Vancouver Page
Completed Articles
Cavalcade of Champions Trophy Story
Uniform Pages
Montreal, London, Patch, GTHL Kids Reports
Carlton Cup
Whiskey Robber Submissions
Superstitions Article
Hoot Schedule
Games Schedule
Summit Activities and Divisions
Nothing to Report / No Recent News / In Limbo
NYC Tournament
Halifax Report

2) Design
Sample Roster Pages have been sent out for perusal from some on the committee
Plenty of Kid Shots are in (15 - 20)
Jen will double check with Ray to make sure everything is in
Tom will double check for all Logos for Jen
There are additional photos at a Flckr group through HAA Webpage

3) Ad Dept
2 Weeks for deadlines for Ads, including payment.
Confirmed Ads were discussed (Currently at 3 pages)
Continue to plug away and network.
- status of back cover ads

4) Tourney Harmonizing
# of Teams Entered - 35 Teams are currently in (we need another to make it even, if we can’t make it 35, we have to say “No’ to the last team to make it 34.
Schedule - will be finalized once the teams are confirmed...Ray is working on this as well as all the spin-offs (Rink Rock, Hootenanny, Time Keepers, etc.)
Hootenanny this year is at the El Macambo

Events
Easter Egg Hunt, Skills Challenge, Kids Game, Family Skate. - Ray and Tom will meet shortly to organize this.
Walter Ostinak will play, Book Sign-ings are planned, Rent-A-Goalie Cast are planning something.

6) Next Meeting

Email check in by next week between major contacts
General Meeting will be Wednesday, February 13 @ 6:30

Program Guide Meeting Jan. 17

Thursday, January 17 Meeting

Attending: Tom, Graham
Skypeing: Marc, Jen, Aaron

Aaron Reports:
Most of the Regional Stuff is in.
New York, Edmonton, Halifax still outstanding.
Everything else is in and is being copy edited.
First batch of content will be in.
Trophy section has been assigned to Graham
Teams and Rosters-Ray will update on Friday, January 18.
Art work in coming shortly.
Andrew Marriot is working on photos of teams from last year.
Jen will contact Andrew directly to facilitate this more efficiently.
Enough back and forth contact is occurring, there seems to be no need for concern at this time.
All editorial content must be in by February 13th to match ad deadline for organization.

Jen Reports:
Roster Page Layouts are set
Jeff Lamire is doing some small sketches and may be interested in doing sketches on the schedule page (the centerfold of the guide).
Is there additional interest in sketches or illustrations for the corners of the pages.
Emails can be sent out to anyone interested in contributing sketches, art work, pictures that are guide-appropriate and can be reduced to a small size.
Jen will put together an email and Tom will send it out to Team Captains for them to solicit their team members.
Roster information is almost complete on the exclaimhockey.ca website

Tom Reports:
Steve Stanley confirmed with Tom that the files sent to Metroland will be compatible.
He will convert files to PDF to help facilitate this.
Advertising & Sponsors Report
Brent Oliver in Edmonton will take on much of this challenge.
Diana Olsen and Jeff Waye in Montreal will assist.
Patches on the Front Jersey could be offered at a cost to advertisers for additional exposure.
Ninja Tune ad has been sold already.
Tom is optimistic about the direction of advertisements.
20 pages allotted for advertising as agreed at last meeting.
Deadline for ads is February 13th.
Paying Ad sponsors are the priority
Contributors who are to be recognized with ad space are reserved to ½ a page.
(Ex: If 7 Contributors are being recognized, 7 logos appear on the ½ page.)


Harmonizing with the Tournament

If Teams have all their stuff in and have paid, the layout department can begin.
At this time - Chart Attack, Humiliation, Black Hearts, Morningstars - Have everything in.
As teams get everything in to Tom and Ray, the green light will be given to allow the layout work to begin.
Tom will set this up by way of a closed email list.
Proofreading is underway - 3 Proofreaders are working through the first package now.

Next Meeting

6:30 - Thursday, January 31st. (Tom’s Place and Skype)

New Test Homepage

We're working on the new homepage at http://hockeyaa.net/wordpress/

Website Task Outline