Thompson Minor Hockey Association Inc. Operations, Policies & Procedures
1
Table of Content
1.0 EXPULSION, ETHICS, CONFLICT OF INTEREST & PCRs...... 4 1.1Expulsion...... 4 1.2 Ethics...... 4 1.3 Conflict of Interest ...... 4 1.4 Police Record Checks...... 4 1.5 Obtaining Police Record Check ...... 5
2.0 ELIGIBILITY, REGISTRATION & INSURANCE ...... 5 2.1 Eligibility ...... 5 2.2 Registration of Players ...... 6 2.3 Player Advancement ...... 6 2.4 Fees & Refunds...... 7 2.5 Insurance...... 8
3.0 EQUIPMENT, UNIFORMS & COLOURS ...... 8 3.1 Approved Playing Equipment...... 8 3.2 General Rules ...... 8 3.3 Jerseys & Name Bars ...... 9 3.4 Return of Equipment ...... 9 3.5 Official Colours ...... 9 3.6 Team Apparel & Dress Code ...... 10
4.0 HOUSE LEAGUE...... 10 4.1 General Rules ...... 10 4.2 Fair Ice Time ...... 11 4.3 Player Evaluation ...... 12 4.4 Team Selection & Balancing ...... 12 4.5 Team (Player) Selection Procedure ...... 12 4.6 Team Balancing Meeting ...... 13
5.0 REPRESENTATIVE TEAMS...... 13 5.1 Tryouts for Representative Teams...... 13 5.2 Team Meetings...... 14 5.3 Player Movement/Quitting...... 14 5.4 player being Released from Team…………………………………………………………………………………………………. 15 5.5 Affiliate Players...... 15 5.6 Bantam Blades(Traveling Team)…………………………………………………………………………………………………… 15 5.7 Peewee Doug’s Source for Sport (Traveling Team) ...... 16 5.8 Atom Carroll Aeros (Traveling Team) ...... 16 5.9 Novice Teams ...... 17 5.10 Female Teams ...... 17 5.11 Midget Teams...... 17 5.12 Exhibition Games ...... 17 5.13 Practices...... 17
2
5.14 Financial Policies...... 18 5.15 Fundraising Policies ...... 19 5.16 Photographs ...... 21 5.17 Parent Reports ...... 21 5.18 TMHA Reports...... 21 5.19 Year-End Reports...... 21 5.20 TMHA Tournaments...... 21 5.21 Hosting Provincials...... 22 5.22 Penalties...... 22
6.0 CONDUCT & DISCIPLINE...... 22 6.1 Complaints & Sanctions ...... 22 6.2 Suspensions...... 22 6.3 Disciplinary Policies...... 23 6.4 Alcohol...... 25 6.5 Twenty-Four (24) Hour Cool Down Rule...... 25 6.6 Dressing Room Policy...... 26 6.7 Releasing Children from Supervision...... 26 6.8 Travel Policies ...... 26 6.9 General Appeals...... 27
7.0 COACHES, SAFETY & MANAGERS ...... 28 7.1 Clinics...... 28 7.2 Selection of Representative Team Officials ...... 28 7.3 Responsibilities of all Team Officials...... 28
8.0 COMMUNICATION ...... 29 8.1 Methods of Communication ...... 29 8.2 Communication Protocol ...... 29
9.0 ON & OFF ICE OFFICIALS ...... 30 9.1 Timekeepers...... 30 9.2 Referees...... 30 9.3 Pay Rates...... 30
10.0 SUBSIDIZATION...... 30 10.1 Board Of Directors ...... 30
11.0 FUNDRAISING ...... 31
11.1 ASSOCIATION ...... 31
12.0 SPONSORSHIP ...... 31 12.1 Sponsorship ...... 31
13.0 BANQUET, AWARDS & SCHOLARSHIP...... 31 13.1 Banquet ...... 31
3
13.2 Awards ...... 31 13.3 Scholarship...... 32
14.0 GENERAL OPERATION OF THE ASSOCIATION ...... 32 14.1 Insurance...... 32 14.2 Regular Board Meetings ...... 32 14.3 Rules of Ranking ...... 33 14.4 Changes to the Constitution and Bylaws ...... 33 14.5 TMHA List of Available Forms ...... 33
15.0 JOB DESCRIPTIONS ...... 33 15.1 House League Team Coach ...... 34 15.2 House League Team Assistant Coach ...... 34 15.3 House League Team Parent Manager...... 35 15.4 Competitive Team Coach...... 35 15.5 Competitive Team Assistant Coach ...... 36 15.6 Competitive Team Safety/Trainer ...... 36 15.7 Competitive Team Manager...... 36
16.0 TOURNAMENT GUIDELINES ...... 36 16.1 General Overview...... 36 16.2 Tournament Committee ...... 37 16.3 Tournament Job Descriptions ...... 38
4
1.0 EXPULSION, ETHICS, CONFLICT OF INTEREST & PCRS
1.1 Expulsion: a) TMHA reserves the right to reject membership in such a case where previous record of behaviour unbecoming a member of the TMHA has been documented. b) Membership may be revoked at any time to an individual who has been deemed by the Board of Directors to be in contravention of the Constitution & Bylaws or has demonstrated behaviour unbecoming a member of the TMHA. c) Such action shall only result after a fair hearing of the disciplinary committee as per 6.3 Disciplinary Policies.
1.2 Ethics: a) No player, coach or official shall be penalized for missing games or practices when the reason for their absence is to attend religious services. Any coach or manager putting pressure on any player to attend a game or practice instead of attending a religious service will be subject to disciplinary action. b) There will be no regularly scheduled ice time for House League play on Sunday mornings from 9:00 am to 12:00 pm. Only Special Events such as tournaments, tryouts, etc. will be scheduled during that time.
1.3 Conflict of Interest: a) Members of the TMHA are required to declare a conflict of interest in matters where their vote could potentially result in their own personal benefit - financially or otherwise. This includes, but is not limited to, potential financial gain or personal involvement to an extent that judgment could be influenced. Personal involvement includes, but is not limited to, a team that his or her child plays on, a team or division on which a family member is part of the coaching staff, or any situation with which they or members of their immediate families are involved. Members shall not vote in such instances b) The Board will make a ruling where the question of a conflict of interest arises.
1.4 Police Record Checks: a) Police record checks are mandatory for volunteers of TMHA who fill the following positions:
Board of Directors Head Coaches Assistant Coaches Trainers Managers Safety Person b) These Police Record Checks cannot be more than four (4) months old when accepted by TMHA and must be original copies. A new Police Record Check will be required every 3 years, starting September 2015. Board members are to have their PRC completed by October 1st and all other volunteers must have a Criminal Record Check completed or processed after evaluations/tryouts are completed and before first scheduled team ice time. (Sept. 2018) c) Failure to submit a Police Record Check (PRC) by the dates noted above may result in immediate suspension from ALL team activities (games, practices, dressing rooms, etc.) until the appropriate documentation has been received. d) Police Record Check Criteria: Individuals with outstanding Criminal Code convictions or charges pending for the following offences will not be accepted to volunteer in any of the above positions. No time exclusion for any of the criteria with the exception of criminal offences related to bona fide occupational requirements where the time exclusion window will be up to ten years (i.e. fraud - treasurer’s position).These offences include, but are not limited to the following…
Physical or sexual assault
5
Current prohibitions or probation orders forbidding contact with children under the age of 14 Indictable criminal offences for child abuse Any violent offence against children Outstanding convictions or charges pending for any violent offences, whether or not it involved weapons Any offence relating to children that the Association deems inappropriate Individuals with outstanding convictions, (within last ten (10) years) for criminal offences related to bona fide occupational requirement or qualification may be excluded from a position of trust depending on the circumstances (i.e. fraud) e) Every member or volunteer, once accepted, is obliged to inform the President of TMHA if he/she is charged, tried or convicted of any offence under the criminal Code or under other federal or provincial statutes if that offence is relative to a position of trust held by the individual. f) Appeal Process: Applicants who are rejected as a result of the Police Record Check process have the right to know why he/she is being refused. They may appeal to the Board of Directors in writing within ten (10) days of official receipt of notification. Letters are to be addressed to the President of TMHA and will be dealt by the discipline committee.
1.5 Obtaining Police Record Check: a) Applicant to go in person to the local Police Department with a Request for Criminal Reference Check form from TMHA. (Available on the website) b) Once you have obtained your PRC, you are to place the ORIGINAL copy in a SEALED envelope and label it “PRC Confidential”, along with your Name & Team and give it to your House League Director or mail it to: Thompson Minor Hockey Association, Box 506 Thompson, Manitoba R8N 1N2. c) Submission of the receipt from the police department for the police check does not constitute police record check clearance. TMHA must receive the actual record check to clear a potential volunteer.
2.0 ELIGIBILITY, REGISTRATION & INSURANCE:
2.1 Eligibility: a) All players must reside in the City of Thompson unless they have been properly approved through Hockey Manitoba. b) New players (residing in the City of Thompson) previously registered in another minor hockey association must request a transfer with the TMHA Registrar and receive approval by Hockey Manitoba. c) All teams must have an approved roster prior to on-ice functions. d) All players and team officials, in all divisions and categories, must be registered on an official roster and approved by Hockey Manitoba prior to participating in any league game. e) Rosters must be submitted to the appropriate Program Director immediately after team selection. f) All players must have a completed Player Registration Form, which includes parent/guardian signature, in order to be added to a roster.
g) All team officials must have a completed registration online with Hockey Manitoba.
h) No rosters shall be submitted later than December 1st, as per Hockey Manitoba.
6 i) If in the opinion of the Board of Directors, a minimum roster must be set for a TMHA team so as to not adversely affect the rest of the teams in the grouping, they will do so and inform the affected coach before tryouts commence. The affected team will not be allowed to operate below this minimum roster without approval of the Board. j) No player may participate in Association activities unless he/she is registered in good standing. A player is registered when a completed Player Registration Form has been filed with the TMHA and registration fees have been paid in full. k) Where a player by reason of size or ability is capable of playing at a higher level than his/her age designates or incapable of playing at his/her age designates, provided that the player, parents and TMHA approve, then such player will be allowed to play at a different level. l) If as per item k) above, a player is considered capable of playing at a higher level than his/her age designates, then policy item 2.3 Player Advancement is to be followed. m) If as per item k) above, a player is considered incapable of playing as his/her age designates, then approval for an overage player must be obtained as per Hockey Manitoba.
2.2 Registration of Players : a) The Board shall set registration dates and fees by June for the following hockey season. Registration procedures will be organised and co-ordinated by the Registrar as per Hockey Manitoba requirements using the Hockey Canada Registry. b) Satisfactory proof of birth will be submitted with all new player registrants. c) The Divisions and Ages are governed by Hockey Canada and Hockey Manitoba. The following ages are as of December 31st .
Pre-Novice 5 & 6 Novice 7 & 8 Atom 9 & 10 Peewee 11 & 12 Bantam 13 & 14 Midget 15,16, & 17 d) All females will be registered and play in their respective House League Division.
2.3 Player Advancement Criteria: a) Player advancement is only applicable from Pre-Novice (IP) to Novice and from Novice to Atom and atom to peewee and peewee to bantam. b) The Thompson Minor Hockey Association Board of Directors must approve all player advancements. c) The parent requesting a player to be moved up a House League Division is required to fill out a Player Advancement Form prior to the first evaluation date of the league to which the player is requesting advancement. d) The registration form must be accompanied with a $60.00 fee to pay for the extra ice time the player will receive and for administrative costs. e) If a player is advanced and wants to try-out for an “A” team they are still responsible to pay all other tryout fees. f) A player applying to move up a division must be six (6) years of age for Pre-Novice and eight (8) years of age for Novice and (10) year of age for peewee and (12) years of age for bantam as of December 31.
7 g) Evaluators will assess the player applying for advancement at the level to which they are applying. The player will be scored under the following assessment guidelines:
5 = Excellent (1st round draft selection) 4 = Above average (2nd or 3rd round draft selection) 3 = Average (a mid round draft selection) 2 = Below average (a late round draft selection) 1 = Developmental (a last round draft selection)
a. If a player is being assessed in a higher age division, he or she must be rated as a 5 - Excellent in the first year evaluations of that division. Any player assessed below a 5 will be placed in their age appropriate division.
b. Although the Evaluators’ scores will be used to determine the skill level of the player, the Thompson Minor Hockey Association reserves the right to place a child in their age appropriate division due to social and physical considerations. e) If a player is advanced they are only allowed to tryout for an “A” team. They are still responsible to pay all other tryout fees. Parents may come to the board to request for their child to tryout an “AA” team. The board will make the decision whether the player is allowed to try out for an “AA” based on evaluations.
2.4 Fees & Refunds: a) All registration fees are to be paid in cash or by cheque. b) Any person whose cheque is returned by the bank for any reason will be notified and the player will be forbidden to take part in any minor hockey activity until the registration fee along with an additional $25.00 fee is paid in full. c) For families registering 3 or more players; the youngest player’s fee is half price. d) Any player registering up to December 1st shall pay full registration fee. Any player registering after December 1st shall pay 50% of the full registration fee. e) No registrations shall be taken after February 10th as per Hockey Manitoba. f) A refund may be requested by filling out a form available on TMHA website and submitting it to the VP Administration up until December 31st of the current hockey season. g) Applications for a refund due to a major injury may be accepted after December 31 for consideration by the Board of Directors, in cases where the incident occurred before the end of the year and the player is unable to return for the balance of the season. h) Refunds will be granted according to the date the form is received by the VP Administration. Note: Hockey Canada insurance, Hockey Manitoba registration, and NRMHA registration portions of the total TMHA registration are 100% non-refundable, once a player has taken part in any TMHA activity. i) If a player has participated in any TMHA activity, a refund will be granted as per the following table.
Prior to September 30 80% of the registration fee is refunded October 1-31 75% of the registration fee is refunded November 1-30 50% of the registration fee is refunded December 1-31 25% of the registration fee is refunded j) If a player has not participated in any TMHA activity and a refund is requested prior to September 30th , 100% of the registration fee less a $25.00 administration fee is refunded.
8 k) There will be no registration refunds for any players under suspension from the TMHA and/or banned by the City of Thompson. l) No refunds will be approved for representative players until all fundraising, team monthly fees, etc are up to date and accounted for. m) To receive a refund on tryout fees, you must submit a request form to Vice-President Admin no later then two weeks after tryout date. Unless a medical note is provided.
2.5 Insurance: a) The Thompson Minor Hockey Association and its agents, undertake no responsibility for player injuries or any other liabilities whatsoever. This shall be stated on all player registration forms. b) The insurance program described by Hockey Manitoba shall cover all players and officials of TMHA.
3.0 EQUIPMENT, UNIFORMS & COLOURS:
3.1 Approved Playing Equipment: a) All players are required to provide and wear full hockey equipment which will be current CSA approved and per current Hockey Canada regulations. b) Coaches must advise players or parents of players improper fitting or illegal equipment. c) Any player not suitably outfitted will not be allowed on the ice. d) Required equipment: helmet, mouth guard, neck guard, shoulder pads, elbow pads, pants, socks, jock or jill, gloves, shin pads, hockey skates, stick.
3.2 General Rules: a) No one shall buy equipment, including jerseys in the name of TMHA or its teams without consent of the Equipment Manager, as stated in the Constitution. b) No one shall lend TMHA equipment without the approval of the Equipment Manager. c) TMHA will provide all necessary goaltender equipment to all Novice & Atom teams. Equipment pieces are to include pads, glove, blocker and chest protector. Some goal sticks may also be available. All other pieces are the responsibility of the individual player. d) Each team within TMHA will be supplied with team jerseys and practice pucks. Individual quantities will be left to the discretion of the Equipment Manager. ALL items will be returned to TMHA at the conclusion of the hockey season. e) Competitive teams will be supplied with two sets of jerseys, home and away, along with two (2) garment bags. ALL items will be returned to TMHA at the conclusion of the hockey season. f) All equipment, including jerseys, provided by the Association is not to be used by the individual for any activity that may lead to damage (for example, playing street hockey). g) All equipment is to be properly cared for and returned to the Association in reasonable condition, subject to normal wear and tear, at the end of the season. If not, the player and coach are responsible for the replacement costs to be paid before registration is accepted for the following year.
9 h) Any goalie equipment or jerseys requiring repair should be repaired promptly and as needed. Please contact the Equipment Manager if you have any damaged equipment.
3.3 Jerseys & Name Bars: a) All jerseys (including those donated by sponsors) will remain the sole property of the TMHA, unless stipulated by the sponsor. b) All TMHA jerseys must have stop signs on the back as per Hockey Manitoba Constitution, Regulations & Rules of Competition. c) All TMHA jerseys shall be numbered sequentially 1-21 plus numbers 29, 30 or 31 for a total of 22 jerseys per team. Exception to the total number of jerseys purchased per team is given to Midget AA for a third goalie if there is not an “A” team. d) With the exception of the Pre-Novice & Novice teams, Atom (Timbits and Atomic Jerseys), ALL jerseys (House & Competitive teams) are to be collected after every game and kept in storage. At no time may players take the jerseys home. Rep and HL coaches are responsible for jersey number selection and handing out of jerseys. e) Team officials are responsible to wash and hang to dry (do not dry in dryer) TMHA jerseys on a regular basis. Care should be used in maintaining the jerseys. f) No player names are permitted on any TMHA House League jerseys, unless approved by the board and sponsor. g) Player name bars and Sponsor name bars shall be 2” block lettering, white lettering on black bars for black jerseys and black lettering on white bars for white jerseys. h) Player name bars and Sponsor name bars will be sewn on the back of representative team jerseys and must be done with care. A long stitch should be used to prevent damage to the sweater when the bars are removed. At no time may a “STOP” sign be obstructed.
3.4 Return of Equipment: a) Team officials for each team are accountable and responsible for the prompt return of all equipment to the Equipment Manager prior to the year-end banquet/wind-up. b) When returning jerseys, team officials are responsible to…
Ensure that name bars (if applicable) have been carefully removed; and That all sweater sets are complete (none missing); and That the jerseys have been carefully washed or dry-cleaned and are ready for storing.
3.5 Official Colours: a) Representative team jerseys and socks will be black with white and orange and white with orange and black. (Proper coloured socks must be worn with the appropriate coloured jerseys) b) TMHA recommends that hockey gloves, pants and helmets worn by TMHA representative team players be black.
3.6 Team Apparel & Dress Code: a) The King Miner Logo is the private property of the Association. The logo and the “King Miner” name may be used by
10 representative teams for team apparel when purchased locally and letterhead. Any other products must be approved by the TMHA with respect to design (copyright) and colour prior to the order being placed. b) Dress Code - Representative Team
Representative players and team officials at all levels are to be dressed presentably at all tournaments. Team officials are responsible to set the specifics for their own team dress codes, along with deciding whether or not to purchase team apparel such as team jackets. Dress codes will apply to all home and away tournaments including Provincials.
4.0 HOUSE LEAGUE:
4.1 General Rules: a) The Program Directors (henceforth will also be known as House League Director) will govern each league. b) The Directors will be responsible to recruit individuals for coaching positions. c) Any concerns are to follow 8.2a) of the Communication Protocol. d) All House League coaches must report to the House League Director. e) Certified and rostered coaches are required to be on the bench or the game will be cancelled. (Refer to the Hockey Manitoba website as to the proper certifications needed.) f) If a player misses more than three (3) consecutive games or practices, the coach will notify the House League Director, who will investigate the reasons. g) All teams get equal number of house league games per year within their Division, as best as possible. h) The schedule for house league games for all teams will be evenly distributed between the two arenas within their Division, as best as possible. i) The schedule for house league games for all teams will be evenly distributed for each of the allocated days of play for the respective Divisions as best as possible. j) League points will be two points for a win and one point for a tie. There will not be overtime in league play. League standings are to be determined by the point system. In the event of a tie at the end of league play, the "win-loss" record will be the determining factor. k) All house league teams will be comprised of a minimum of seven (7) players. If seven (7) players are not present ten (10) minutes after the scheduled start time, the game is cancelled and two (2) points are awarded to the full team. If both teams are short, then the game is tied. The time shall be used as a practice or exhibition game by those two teams. l) The skill development/practice ratio for House League teams will always follow the current guidelines set by Hockey Canada. m) Two (2) house league teams in the same division may practice simultaneously on each ice surface during practice times. n) House League Format will be as follows:
1) All AA teams will remain in their respective house leagues and will be divided up amongst the house league teams as per team selection and balancing policy 4.4 9
11
2) It is the position of TMHA to allow any player who makes an AA team to have the option to advance to the next highest level, in house league. The decision is to be that of the parent/player. At no time will there be any interference from coaches that would influence a player’s decision. Players will advance as individuals, to be dispersed amongst house league teams
3) To fill the void of a team in Atom HL due to numbers lost when the players move up (and to further develop), 2nd year Novices will play as a team in a weekly exhibition game up in the Atom HL. Based upon numbers, there may be more than one (1) team. In any case, all 2nd year Novice players will get an opportunity to play on the Novice team up in Atom HL.
These Novice players will still be involved in the Novice program and will practice, play games and travel to tournaments with their regular Novice team. This is not a “AA” program and is to be treated as development and an introduction to level of play they will be involved with next season.
All Novice head coaches will be involved in coaching (ie. take turns or paired up, etc.) these weekly exhibition games in Atom HL.
To be done only at the Novice level, not the Pre-novice (Initiation) level. o) All TMHA teams, House League and “AA” representative teams qualify and play in playoffs however the AA Rep teams cannot play for the league championship trophy. p) All House League Coaches are expected to at least provide their information in the form of a handout to all their parents. q) ALL Coaches must inform their parents that all TMHA policies and procedures are available online at www.thompsonminorhockey.ca. r) There shall be a minimum of 2 house league coach's per team throughout the season. In the event there is not a minimum of 2 approved coaches then the team numbers will reflect that accordingly. In the event there are not enough approved coach's for any given league than that division will be on hold until appropriate amount of people are in place. At all times there will be a minimum of one certified coach per team for games and practices; if the approved team safety has the proper coaching qualifications then they would be permitted on the bench or ice (for practice). (May 26, 2015)
4.2 Ice Time: (As stated in the Constitution) a) Coaches will provide all players, regardless of ability, with an equal opportunity to participate in both regular season and playoff games. All Coaches are strongly urged to maintain the following rotation schedule.
15 Skaters - 3 forward lines, 3 defense pairs
14 Skaters - 3 forward lines, 5 defense rotated (1,2) (3,4) (5,1) (2,3) (4,5)
13 Skaters - 3 forward lines, 2 defense pairs or 3 pairs of wingers, 2 rotating centers, and 5 rotating defensemen
12 Skaters - 2 forward lines, 3 defense pairs or 3 forward lines, alternating centers, 2 defense pairs
11 Skaters - 2 forward lines, 5 defense rotated or 2 forward lines, rotating centers, 2 defense pairs
10 Skaters - 2 forward lines, 2 defense pairs
9 Skaters - 2 forward lines, 3 defense rotated
8 Skaters - fair and equitable rotation
12
7 Skaters - fair and equitable rotation
NOTE: The word Skaters as used above does not include goaltenders. b) The House League Director, after one warning, has the authority to request that the referee assess bench penalties, remove the Coach or player from a game, and may recommend further action by the Disciplinary Committee, including suspension, should the rules above be ignored by a Coach or player.
4.3 Player Evaluation: a) The House League Directors are responsible for overseeing the evaluation of house league players in order for balance teams to be formed. This will be done at evaluation ice time in September of the next season. b) Representative team coaches run the on-ice sessions as follows… “AA” coaches run the Major (2nd year) players session and the “A” coaches run the Minor (1st year) players session, in their respective divisions. c) For record keeping purposes, Directors are to hand in a copy of the evaluation forms to the VP Administration after the teams are formed.
4.4 Team Selection & Balancing: a) Teams will be drafted according to the skill level of the players as determined during Division preseason evaluations, under the direction of the House League Director. b) Team balancing should be done by December 1st. If further balancing is required, it must take place prior to January 9th. The House League Directors will participate at these meetings. c) A bi-weekly check of league standings will be made by the House League Director in order to monitor the success of the balancing method. d) All changes to team rosters shall be communicated to the Registrar.
4.5 Team (Player) Selection Procedure: a) Player selection into teams is a group process to be handled by the coaches of a division and overseen by the House League Director. b) Each team to be selected is given a number. c) Players are evaluated and given a rating between 1 and 5, with five being the highest level Representative caliber players and 1 being very weak players. The goal is for each team to have an equal number of players from each category i.e.: 1 - five, 2 - fours, 6 - threes, 3 - twos and 1 - one. The total score when adding up the player rating numbers for each team should be very close. (38 is total for above) d) Player names are placed into groups, according to rating. e) Coaches draw for team name. f) Coaches draw a number for sequence of player selection. The draft will begin with team one down to the last team and back up and so on. (Eg. Team one thru five, then five back to one) g) Goalies will play on a team UNLESS there are more goalies then teams, then goalies will rotate teams on a equal ice basis. If a coach has a son or daughter goalie see (J).
13 h) Siblings will play on the same team, unless sibling is a goalie and policy (G) applies i) If goalies want other options they can ask to be brought to the board and explain a different plan (must follow proper channels and policies when coming to board); j) If a Coach’s son/daughter is in the rating group being selected, he/she will automatically be assigned to that team and that Coach will miss his next pick for that rating group unless he or she is a goalie and will go under goalie team selection. k) Coaches will keep selecting players per rating group until all players are selected. l) Coaches will then draw a team by number and adjust for Coach’s child (within same group). m) Final team determination is subject to any changes, which may be directed by the Program Director and/or the Board of Directors. n) Players will be contacted by their respective coaches. o) House League Directors are to provide the team player lists to the Registrar within 24 hours of selection of teams.
4.6 Team Balancing Meeting: a) The House League Director should meet or at the very least communicate with all the coaches for discussion regarding balancing following the first 8-10 games of the regular season. b) There should, if at all possible, be a unanimous decision as to the balancing to be done. If a unanimous decision is not reached, the House League Director shall decide on the balancing. c) If there is disagreement by anyone, the matter may be referred to the Vice-President Technical for a decision. If further disagreement results, the matter may be referred to the Board of Directors for a final decision. d) The coaches losing the player(s) must then contact and communicate the move to the player(s) and parent(s).
THE GOAL IS A BALANCED, COMPETITIVE DIVISION IN WHICH ALL TEAMS ARE CAPABLE OF WINNING, THOUGH WINNING IS NOT THE PRIMARY CONCERN.
5.0 REPRESENTATIVE TEAMS:
5.1 Tryouts for Representative Teams: a) All players wanting to play on a representative team must try-out for their own age group. b) There is a $60.00 fee for try-out ice time for every try-out you go to. c) Representative Fees will be paid to TMHA as a team fee, this fee covers the cost of ice time for the team’s weekly practices starting in October of the season until their scheduled provincials, excluding weekends they are out of town for either tournaments or exhibition games. It also covers the cost to register the teams, along with their coaches and manager through Hockey Manitoba. If no provincials are available for a team, weekly practices will cease as of March 1st. d) Midget, Bantam, Peewee and Atom King Miners “AA” tryouts are held in early fall and then immediately followed by the other representative teams, if required.
14 e) The Representative Coaches are responsible for conducting all AA and A tryout sessions. It is recommended that to assist with choosing players, each coach will arrange for a panel of not less than three (3) persons to attend tryout sessions. With the exception of the coach, none of the above mentioned shall be a parent or relative of a prospective player. f) TMHA does not guarantee more than one (1) icetime prior to getting cut. It is totally at the discretion of the coach at which icetime he cuts his players. The "AA" coaches have the option to hold spots open until the "A" tryouts. This should be worked out between the two coaches (AA and A), however the "AA" coach should make their decision no later than the 2nd "A" icetime, if not the 1st.
Formats are open to options such as...
Sessions...
#1 - All skate and cuts may or may not happen at this time
#2 & #3 - May choose not to have top players skate in one of these sessions
#4 - Inter-Squad Game g) All representative team coaches (all divisions) will not post a final roster as a way of finalizing team rosters. h) Coaches will speak directly to all players who tryout for these teams telling them verbally if they made the team or not, and outlining why. i) Once a team player list has been submitted to the Registrar, TMHA is to be notified before any player is cut from a representative team. j) As per Hockey Canada, teams will have no more than 19 players; however, rep teams within TMHA will strive to consist of 14 – 17 players (12-15 + 2) for the Atom and Peewee levels, and 16 – 19 players (14–17 +2) for the Bantam and Midget levels. Coaches wishing to deviate from these guidelines (more or less) will require permission from the Board prior to the team’s final selections. During the team selection, the coach will determine the team size by a consistent and relatively uniform level of skill of the players. The coach and VP Technical should also consult on an appropriate team size, taking into consideration the amount of players that will be available for other rep teams within the same league. The objective is to have a consistent level of skill on each rep team, as well as having as many players in rep hockey as reasonably practical. (Changed May 2016)
5.2 Team Meetings: a) All Representative Coaches are required to hold a parent meeting at the beginning of the season to outline team philosophy, discipline, expectations, rules and any fundraising (see 5.13 Fundraising Policies), tournaments or other plans b) ALL Coaches must inform their parents that all TMHA policies and procedures are available online at www.thompsonminorhockey.ca. c) Coaches are strongly encouraged to hold another meeting at mid season and if needed, another just before playoff time.
5.3 Player Movement/Quitting: a) It is the position of TMHA that any player wishing to leave a representative team during the season will give 14 days written notice to the coaches of the team. They will leave the team free and clear of all debts, claims and obligations up to and including the 14th day of notice. Should any fundraising remain to cover the expenses up to that date they will be used to cover said expenses. Should there not be enough fundraising funds to cover the expenses, then the parent/guardian of the player is responsible to make sure that the account is at a zero balance at time of leaving the team.
15 b) In the event that a player is suspended from play for the remainder of the season, the 14 day period will follow that date of suspension. c) In the event that a player is being moved from one representative team to another, it is the position of TMHA that the player will leave the prior team free and clear of all debt up to and including the date of notification of the transfer to the prior representative coach and parent. d) Remaining parent payments will be refunded at the end of the year to the player/family unless the player is moving away in which case it will be refunded at the time of the move. e) Remaining fundraising in a player’s account is to be dispersed at the discretion of the player/family to either:
1. The entire team in an equal fashion as to not put a player account into surplus
2. A player on the team as delegated by the player/family. f) In regards to player accounts left with a shortfall, the player will not be allowed to register with TMHA or any other association (as per Hockey Manitoba) until the account has been paid in full.
5.4 Player Being Released From Team: a) Coaches must talk too the player about their concerns. b) If no changes the coach must talk to parents about their concerns and let the director know. c) If still no changes, coaches must put in writing to parents what their concerns are. The letter must also be sent to the director of the player’s league and VP Teach. At this time the parents are notified their child may be dismissed from the team if the behaviours do not change. d) If issues continue the coach with consultation with his/her director may dims the player from the team. e) Parents can appeal the decision to the TMHA board following the appeal guidelines. f) Monies will be dealt with as stated in policy 5.3 Player Movement/Quitting.
5.5 Affiliate Players: a) Any team wanting to use an affiliate player must follow said procedure: contact the player’s coach, contact player’s parents, contact player. b) Any team not following procedure will be subject to disciplinary action. c) Affiliate player rules as per Hockey Manitoba. http://www.hockeymanitoba.ca/wp-content/uploads/2013/02/Constitution- Regulations-Rules-ofCompetition.pdf
5.6 Bantam Blades (Traveling Team): a) If numbers warrant, provisions will made to select players for the Bantam Blades team following the “A” tryouts and no later than November 15th, and will play in the Don Maclean home tournament. The number of players willing to play on this team will determine whether or not a tryout format is needed. Emphasis is to try to accommodate all players wanting to play. b) This team must participate in two Norman Region Tournaments (excluding their own) in order to leave the Region for any other tournaments, which must be approved by the Board of Directors.
16
5.7 Peewee Doug’s Source for Sport Warriors (Traveling Team): a) If numbers warrant, provisions will made to select players for the Peewee Doug’s Source for Sport team following the “A” tryouts and no later than November 15th, and will play in the Prince/Berscheid home tournament. The number of players willing to play on this team will determine whether or not a tryout format is needed. Emphasis is to try to accommodate all players wanting to play. b) This team must participate in two Norman Region Tournaments (excluding their own) in order to leave the Region for any other tournaments, which must be approved by the Board of Directors.
5.8 Atom Carroll Aeros (Traveling Team): a) If numbers warrant, provisions will be made to select players for the Atom Carroll Aeros team following the “A” tryouts and no later than November 15th. The number of players willing to play on this team will determine whether or not a tryout format is needed. Emphasis is to try to accommodate all players wanting to play. b) This team is able to participate in tournaments such as the Grub Box Tournament in The Pas and will play in the Atom and/or Munn Cup home tournament. c) This team must participate in two Norman Region Tournaments (excluding their own) in order to leave the Region for any other tournaments, which must be approved by the Board of Directors.
5.9 Novice Teams: a) All Novice house league teams will participate in the Jack Burden Novice home tournament. b) Any Novice house league team with approval from the Board of Directors may travel to two (2) other tournaments in the Norman Region. c) Teams may also be combined if the numbers are too low for participation. All players must be asked to participate. d) If teams are combined, a minimum of two teams must travel to the same tournaments. e) Team selections will be coordinated by the Program Director with emphasis on the teams travelling being as evenly matched as possible in numbers and ability. f) Teams will wear house league jerseys. g) Each team is responsible to organize and pay for the cost of the trip. h) Money raised from the previous year’s Jack Burden Novice home tournament, will be used to pay the registration fees for the approved tournaments, provided sufficient funds are available. Any shortfall will be the responsibility of the players travelling. i) Extra costs over and above the tournament registration fee(s) for approved tournaments subject to H) above, are the responsibility of the players participating. j) Parents are not obliged to pay any coaches’ costs. k) Novice program will follow the Novice Half-Ice Guidelines. As set out by Hockey Manitoba.
5.10 Female Teams: a) All female travelling teams shall be known as the Thompson Tigers.
17 b) Application for coaches will be done in the spring with the other representative teams, as per Coaching Selection Process. c) Any females wanting to play on a competitive team known as the Thompson Tigers will make it known at the time of registration. d) Once all registration numbers are tallied, the Female Director along with the Executive will decide on how many teams will be formed, if any. e) The number of players willing to play on these teams will determine whether or not a tryout format is needed. Emphasis is to try to accommodate all players wanting to play. f) Only Atom age and up will be allowed to play for Thompson Tigers teams. g) Thompson Tigers teams will have one practice per week. h) If a female player makes a King Miner team, the King Miner team will be her #1 commitment over the Thompson Tiger team (ie. conflicting tournaments). i) Thompson Tiger teams will follow the same rules and regulations as any other representative team.
5.11 Midget Teams: a) In the event that no Midget A King Miner team is formed, the Midget AA King Miner team shall roster a minimum of 17 players.
5.12 Exhibition Games: a) TMHA will endeavour to schedule exhibition games for representative teams, when requested by the coaches and ice time permits. b) Costs associated with exhibition games over and above regular scheduled practice/House League ice time are the responsibility of the team requesting the ice time.
5.13 Practices: a) The Ice Operations Director is the only person authorized to book ice and/or any team event (dryland, parent meetings etc) using the TRCC facilities for any TMHA team b) All requests must be made through the Ice Operations Director. The City of Thompson’s recreation department is aware of this policy and has been instructed not to deal directly with any team. c) All representative teams will get one practice time per week, which is included in their representative player fee. d) Any extra practices and/or any team event (dryland, parent meetings etc) using the TRCC facilities must be booked through the Ice Operations Director and paid for by the respective teams. e) The Atom “AA” and Peewee “AA” team practices will be on Saturdays (a.m.) and the Atom “A” and Peewee “A” practices will be on Sundays (a.m.). Teams will alternate rinks from one weekend to the next. This allows “A” players to be AP’d onto “AA” teams for practices. f) The Carroll Aeros team, Peewee Doug’s Source for Sport team and Tiger team practices will be on the regular ice practice schedule once the teams are formed.
18
5.14 Financial Policies: a) All representative team bank accounts are set up at the TD bank. b) All teams must submit their signing officers’ names to the Fundraising Coordinator, who will then provide them with a letter to be brought to the bank at the beginning of the season. c) The Fundraising Coordinator will also provide the left over cheques and deposit book from the previous year’s team. d) Accounts are to have three (3) signing officers, one (1) being the team manager and the other two (2), parents/coaches from the team. e) Teams must vote on the option of the Manager using a team account debit card to pay for their expenses. f) All representative teams shall submit their year’s budget with team travel plans by the second Friday in November or a minimum of three (3) weeks prior to their first road trip to the Fundraising Coordinator, who will then present it to the Board for approval. g) Any changes to the budget must be approved by the Board. h) Individual teams that raise funds for their team, must abide by the fundraising policies during the season and the off-season. i) Parents are only obliged to pay for four (4) team officials’ expenses. Any teams carrying more than four (4) will need a team vote to pay for the extra official(s). j) Monthly parent payments will be decided by the Manager of each team in consultation with the parents on that team. k) It is highly recommended that parent payments be paid and collected in the form of post-dated cheques at the beginning of the season. l) Each player will have the required amount to cover expenses in their player account 7 days prior to going on a trip. If a player does not have the required funds to cover the trip expenses and is allowed to participate, it will be the responsibility of the team officials to cover the player’s expenses. The expenses are not to be covered by the other players unless approved by all other parents/guardians. m) If a player does not participate in a road trip/tournament, due to illness, injury, vacation, etc. and it is the intent of the player to remain a rostered player on that team for the remainder of the season, it is the expectation that the player/parent will provide the team with 14 days’ notice of absence from a tournament unless the player will be absent due to injury or acute illness. The expenses that the player is still responsible for are the bus transportation and/or gas consumed on the road trip, bus driver’s hotel room, tournament registration, and team officials’ hotel and per diems. The player does not pay for the player’s hotel and meals, as the team does not incur these costs because the player was not there. If the team picks up an A/P player to replace them, then the A/P player will be responsible for all the costs, unless other arrangements have been worked out between the regular and AP player such as shared costs. n) Travel expenses shall be reimbursed and/or paid out as follows.
Bus transportation or with official receipts 25% gas consumed per player on road trips for the transportation of players, coaches and manager, if vehicles are used instead. A $25.00 per diem for meals is allocated for team officials while on road trips.
With official receipts or paid directly by the managers; lodging will be provided for the team officials on road trips based on a double occupancy rate, along with the Bus Drivers’, when applicable.
Team officials have the option to get their reimbursements credited to their player account, if applicable.
19
Parents have the option to get their reimbursements credited to their player accounts.
Team meals (those who choose to go on their own and not with the team for scheduled meals are responsible to pay for their own).
All players’ hotel rooms are based on 25% of the cost of the hotel room for each player. All players are to pay equally for the total cost of the hotel rooms. If teams so choose (most do)… parents/chaperones can pay for hotel rooms on behalf of the team and receive a credit on the player’s financial report.
Those teams (Bantam and Midget) that have chosen not to have chaperoned rooms, will pay for as many rooms as necessary to accommodate the team and then the total amount will be divided equally amongst the players. As an option, drivers for these teams will have their rooms paid for by the team, but this is to be voted, on a trip-to-trip basis by the team.
o) All player accounts shall be closed out by April 30th.
5.15 Fundraising Policies: a) No fundraising projects may be conducted nor donations of any kind solicited in the name of TMHA except by approval from the TMHA Fundraising Coordinator. b) All teams must receive approval before team fundraising events may take place. c) Written requests for fundraising are to be submitted to the Fundraising Coordinator for approval. d) In any case where a fundraising proposal may appear to be in conflict with the accepted practices of the TMHA, the Fundraising Coordinator will refer the proposal to a regular TMHA meeting for approval by the Board of Directors. The decision of the Board is final. e) Any team, whose fundraising proposal is turned down by the Fundraising Coordinator, may appeal that decision to the Board. The decision of the Board is final. f) A draft of the year’s planned fundraising events is to be drawn up and handed into the Fundraising Coordinator. Only (3) three fundraising events will be approved at the beginning of the year in order to give the “B” teams a chance to plan their years’ events. Any subsequent events can be request to the Fundraising Coordinator after all teams have approved fundraising plans for the season. g) DO NOT go forward with any part of your fundraising until permission is given. h) Teams cannot stray from the original fundraising outline for which they were given permission. i) You may require a license from the City of Thompson for your fundraising event. If this is the case, you must obtain a letter from the Fundraising Coordinator authorizing the approval from TMHA. j) The maximum amount that individual representative team players may fundraise is 100% of their team expenses, not including their sponsor bar total (Example; $1000 budgeted cost - $500 sponsor x 100% = $500.00). k) No one person shall profit from fundraising. l) If a team fundraises over the allotted 100%, the amount over will be turned over to the Thompson Minor Hockey Association. m) If a player fundraises over the allotted 100%, the player may disperse the amount over to another player on the team, the entire team equally or to the Thompson Minor Hockey Association. The player is not entitled to these funds the following year.
20 n) All fundraising and sponsorship money is to be used for team expenses only, team travel, tournament registration fees, administration costs in support of team activities, ice costs, team meals during home tournaments, first aid kits and sponsor photos. o) Fundraising and sponsorship money cannot be used for the purchase of clothing, parties, team pictures, tickets to sporting events or any other item that is above and beyond the costs for the team to operate; these items must be paid with parent payment money. p) Board approval prior to the event taking place is required to host any fundraising event that involves the sale of alcohol, which requires a liquor license by a team representative. q) Only one (1) fundraising project per team may take place at any time. r) Female players playing on a Tigers team and a co-ed representative team may fundraise to the maximum allowable as per these policies for both teams. s) AP players may fundraise to the maximum allowable limit as per these policies for those expenses applicable to the games played for both teams. t) Cash Calendars:
1) All “AA” teams are eligible to use cash calendars for fundraising.
2) The Midget Team will sell the first month (October for November Draw) followed by Atom (November for December), Peewee (December for January) and then Bantam (January for February).
3) No businesses shall be approached for this fundraiser.
4) All prizes are to be paid out by the team.
5) Selling of calendars can begin no earlier than one month prior to the date of the calendar draws, (e.g. Selling for the month of November can begin as early as October 1st).
6) A letter from TMHA (Fundraising Coordinator) giving approval for the sale of the cash calendars must be presented to the City of Thompson in order to get a license to sell the calendars.
7) If a team is unable to sell calendars during its month, they must give notice to TMHA at least one (1) week prior to the month they have been allotted to sell the calendars. This gives another team the opportunity to then sell the calendars. u) Doug’s Source For Sports Calendars: 1) Any “A” team wanting to sell Doug’s calendars must approach him directly. v) Sponsor Name Bars: 1) All representative teams are responsible to solicit their own sponsors. 16
2) Each player is limited to one name bar sponsor.
3) Minimum sponsorship is $200.00. 4) A list of name bar sponsors who have agreed to participate this year shall be given to the Fundraising Coordinator within one month of the team being chosen. w) Any representative team wishing to approach Calm Air for donation for fundraising purposes must submit written request to the Fundraising Coordinator directly and not to Calm Air. The requests will be reviewed after all representative teams are formed and will be awarded in a fair and equal manner.
21
5.16 Photographs: a) Photographs shall be taken of all representative teams. Managers are responsible for all arrangements and organization of the photographs. b) All Player Sponsors shall be given a team picture in appreciation for their sponsorship.
5.17 Parent Reports a) All parents are to receive a copy of the Financial Report and an updated Budget/Trip Report on a monthly basis.
5.18 TMHA Reports: a) A fundraiser report with copies of receipts must be handed in to the Fundraising Coordinator one (1) week after each fundraiser has been completed. b) After each trip has been completed, the following must be handed in prior to the next TMHA board meeting or before the next road trip, whichever comes first. The only exception is for any teams who are in a league situation, they will be required to hand in the following on a monthly basis…
An updated Budget/Trip Report along with copies of receipts
A Financial Report
A copy of your most recent bank statement
5.19 Year-End Reports: a) All final reports must be handed into the Fundraising Coordinator prior to the Annual General Meeting, along with all of the bookkeeping and bank documents. b) Submit them in an envelope labeled with the Team name, Manager’s name and the year.
5.20 TMHA Tournaments: See 16.0 Tournament Guidelines for details on the work required to host a tournament. a) Hosting of Tournaments is a financial partnership between the Host Representative Team and the Board. This format will ensure a successful financial venture by teams; those that do well will reap the rewards of the efforts put forward. b) All revenue earned including silver collection and fundraising will go towards the expenses of running the tournament before profits are realized for the team(s). c) Any profits realized after all expenses have been paid will go to the hosting team(s) and split evenly. d) Any losses realized will be split equally between the host team(s) and the Board. e) A budget indicating registration fees and estimated expenses shall be presented to the Board for approval prior to invitations being sent to other organizations. f) Parents may opt out of volunteering and just pay a pre-determined amount towards the expenses based on the budget and adjusted once actuals are known.
22 g) The TMHA Treasurer shall provide the host team(s) with the actual costs for on-ice officials, ice fees and tournament room rentals. h) All representative teams will participate in their respective tournaments, giving each team the opportunity to participate in one tournament.
5.21 Hosting Provincials: a) Hosting Provincials will be as per 5.20 TMHA Tournaments. b) The Manitoba Hockey Provincial Hosting Guidelines will be adhered to. c) No registration fees are collected. This is to be considered when developing the tournament budget. d) Hockey Manitoba provides the gold and silver medals. This is to be considered when developing the tournament budget.
5.22 Penalties: a) TEAMS WHO DO NOT FOLLOW THESE POLICIES WILL BE DENIED PERMISSION TO TRAVEL. b) OTHER PENALTIES WILL BE UP TO THE THOMPSON MINOR HOCKEY ASSOCIATION AND ALL DECISIONS WILL BE FINAL.
6.0 CONDUCT & DISCIPLINE:
6.1 Complaints & Sanctions: a) Complaints or questions regarding the operation of the Association must be submitted, in writing to the President and it must be signed or they will not be accepted. b) Written complaints and questions received shall be included in the agenda of the next meeting of the Board. c) Complaints/questions should be submitted at least one (1) week prior to the next Board Meeting to allow sufficient time for an investigation before the meeting. d) Upon receipt of a complaint, and depending upon its severity, the President may defer to the Disciplinary Committee to investigate the complaint and present recommendations to the Board. e) For issues of a serious nature, the President may call a Special Meeting of the Board to ensure prompt resolution. f) Discussions of complaints of a sensitive or personal nature at a Board Meeting will not be open to the general membership and shall be kept confidential.
6.2 Suspensions: a) All match misconduct and major penalties will be reported as per Hockey Manitoba, Norman and TMHA regulations. Match penalties involving officials will be handled as per the Hockey Manitoba Constitution, Regulations and Rules of Competition. b) House League Directors will notify Coaches of any automatic suspensions incurred by members of their team as soon as possible following the game in which they have been assessed. c) The Coach is responsible for notifying the player.
23
6.3 Disciplinary Policies: a) All game protests must be submitted, in writing and accompanied by a ten dollar ($10.00) retainer, to the Disciplinary Committee within forty-eight (48) hours after the end of the protested game. The retainer is to be returned only if appeal is successful. b) The TMHA Disciplinary Committee may discipline a player (whether or not the player is disciplined by Hockey Manitoba) upon consultation with the team coach and manager; and
A player is suspended until the decision of the Disciplinary Committee is made; and
A copy of the TMHA decision is to be sent to the Norman Regional Director. c) The TMHA Disciplinary Committee may discipline any member of the Association for actions in contradiction to the governing documents of the TMHA. d) Any decisions made by the Disciplinary Committee may be appealed within forty-eight (48) hours. The appeal board shall consist of the TMHA Board of Directors; and
The appeal shall be in the form of a written letter, along with a one hundred dollar ($100.00) retainer (refundable if appeal is successful) and shall be given to the President; and The appeal shall be dealt with in a reasonable length of time; and During the appeal, players, coaches or managers will not participate in TMHA ice time activities; and Any decision may be appealed to Hockey Manitoba if the individual is not satisfied with the TMHA ruling. e) Discipline for Hockey Canada and Hockey Manitoba and Norman infractions shall be handled as set out in the regulations. f) Players involved in match infractions shall be suspended until a decision is rendered. A player is suspended from the day of infraction until the hearing is completed. Regularly scheduled house league, playoff and tournament games missed during this time count toward the suspension. Match penalties involving officials will be handled as per Hockey Manitoba Constitution, Regulations & Rules of Competition. g) Any suspensions dealt out in house league play shall be carried over to representative team play as well as vice versa. h) Players consuming or displaying alcohol immediately prior to or during a trip will be dealt with by the Disciplinary Committee. i) Coaches, managers or trainers consuming or displaying alcohol immediately prior to or while traveling or during the day when a game is played and after the last game of the day while they are around any player or still at the host arena will be dealt with by the Disciplinary Committee. j) Should any player(s) or team officials wilfully damage any property or equipment at any rink, all costs for such repairs etc. shall be borne by the team concerned. k) It is the responsibility of the coach and manager to control the team. Failure to control the team will result in the coach and/or manager being suspended. l) Any team scheduled for ice time that is not cancelled by the due time will be responsible for paying for that ice time. Teams that owe for ice time not cancelled will not be able to obtain any extra ice until the bill is paid. m) The TMHA will designate from their Board of Directors, a chairperson, which is the Vice-President Technical, (unless they are in conflict of interest) and five (5) additional members to form the Disciplinary Committee as stated in the Duties of the Board of Directors.
24 n) The Committee's function will be to hear and determine all matters requiring discipline as a result of violations by individuals of policy and regulations set by the Hockey Canada, Hockey Manitoba, Norman and TMHA and meet as required to resolve all such matters. o) The Disciplinary Committee may suspend a team player, coach, other team official for unbecoming conduct by such a team or person on or off the ice. p) The Disciplinary Committee may in its discretion, impose such terms and conditions as it considers desirable with respect to the future conduct of the person or team including, for example, placing a person or team on probation requiring attendance at clinics, making restitution, giving apologies or providing undertakings. q) The Disciplinary Committee shall sit at such times and such places as are necessary to deal with suspensions on a timely basis. r) Reasonable notice of a hearing shall be given as follows:
If a team is subject to discipline, then notice shall be given to the Coach, House League Director and TMHA President; and If a member, coach, manager or other team official is subject to discipline, then notice shall be given to the individual concerned and TMHA president; and If a player is subject to discipline, then notice shall be given to the player concerned, to his coach, his parent and TMHA President; and If a game official is subject to discipline, then notice shall be given to the game official concerned and to the Referee-in-Chief. s) The Disciplinary Committee may request any member, player, coach, manager or other team official or game official to appear before it. Failure to attend without reasonable excuse, to appear at the time and place indicated may result in disciplinary action against the person failing to attend the hearing. t) Notice of any hearing by the Disciplinary Committee may be given in person, by telephone or by letter addressed to the person to be notified or his next of kin, place of work or school he/she is attending. u) The Disciplinary Committee will ensure that reasonable time limits will be given to all parties requested to attend a hearing. v) Notice of the decision of the Disciplinary Committee shall be given to all persons to whom notice of the hearing was required to be given, first by phone followed up by a letter. w) The Disciplinary Committee shall retain on file with TMHA, copies of all documentary evidence considered and record names, addresses and telephone numbers of persons having given evidence to the Committee. x) A suspension based on a number of league or playoff games, shall prohibit the suspended person from participating in any tournament or exhibition games during the suspension period and such suspension shall be enforced from one playing season to another. A violation of this rule may result in further suspension. y) The rules regarding suspensions are intended to extend to conduct of players, coaches, managers or other team officials during exhibition games or tournament games. z) The chairperson of the Disciplinary Committee shall report to the Board of Directors, the particulars of:
The suspension of a player; and The suspension of any team; and Where relevant, the reinstatement of any player or team. aa) A suspended player may continue to practice with his/her team.
25 bb) Any player, coach or executive member who falsifies his birth date, place of residence or a signature on a registration form or player card with Hockey Manitoba, or any coach or manager certifying such form, shall be automatically suspended indefinitely until a hearing is held by Hockey Manitoba. cc) Any player, coach, manager or game official who falsifies a game report sheet shall be automatically suspended until a hearing is held by the Disciplinary Committee. dd) Any player or team official assessed a gross misconduct penalty for making a travesty of the game shall be automatically suspended until a hearing is held by the Disciplinary Committee. ee) Any player or team official assessed a match penalty for threatening or molesting a game official shall be automatically suspended until a hearing is held by the Executive of Hockey Manitoba. ff) Any player assessed a game misconduct penalty for directing at a game or team official, opposing player or spectator, any obscene, profane or abusive language; or who is assessed a match penalty shall be automatically suspended until the matter has been dealt with by the Disciplinary Committee. gg) Any player assessed a penalty for engaging in fighting or fisticuffs shall be automatically suspended until the Disciplinary Committee has dealt with the matter. hh) Any team using an ineligible player shall forfeit all games in which such player was used and the Discipline Committee shall automatically suspend the coach from further competition until a hearing is held by the Disciplinary Committee. ii) If coaching staff withdraw a team from the ice or not continue the game the coach and manager will be suspended until dealt with by the Disciplinary Committee. jj) If a player receives a suspension from Norman Hockey, they will also be suspended from TMHA house league and events immediately pending disciplinary committee review.
Guidelines for Suspensions: See Hockey Manitoba Constitution, Regulations & Rules of Competition.
6.4 Alcohol: a) The use of alcoholic beverages or drugs by team officials or players prior to or during TMHA related activities in any arena home or away are strictly prohibited. b) Coaches, managers or trainers consuming or displaying alcohol immediately prior to or while traveling or during the day when a game is played and after the last game of the day while they are around any player or still at the host arena will be dealt with by the Disciplinary Committee as per 6.3 Disciplinary Policies. c) A suspension will be levied for failing to observe rule 6.4.
6.5 Twenty-Four (24) Hour Cool Down Rule: a) All TMHA Team Officials and Parents are to abide by the 24 hour cool down rule. b) Any issue that arises as a result of such things as team discipline, ice time or game situations are not to be addressed until 24 hours has passed and each party has had time to reflect on it.
6.6 Dressing Room Policy: a) TMHA and its members are responsible for the reasonable safety and well being of all minor athletes under the age of majority according to provincial and territorial legislation.
26 b) In Manitoba the age of majority is 18 years old. c) Players are to be supervised at all times. d) No minor aged player shall be left alone in a room with an adult who is not the player’s parent or guardian. e) When an adult presence is required in a closed room (i.e. dressing room) there shall always be at least two adults present at all times. f) At the Peewee level and above, females shall not be permitted access to a dressing room occupied by players and or coaches unless they themselves and all players and team officials are fully clothed. g) Female players at the Peewee level and above shall change in a separate room alone or under the supervision of their own parent(s) or Guardian(s). h) Cell phones, video or photography equipment should never be allowed in the shower/dressing rooms while players are undressed or changing. i) Where special events i.e. team picture, championships lend themselves to equipment (noted in item H), the players must be appropriately clothed. j) The privacy and dignity of the players is the first priority. k) The team officials and parent/guardian representatives of every team shall ensure that the dressing rooms door remains closed while players and coaches are changing. l) Damage to dressing rooms will not be tolerated whether on our home rinks or while visiting rinks. Any individuals or teams found guilty of such an offence will be required to make full financial restitution and will face a further disciplinary action by TMHA. m) At the Atom age (9 & 10 yrs old) and up only team officials and players are allowed into the dressing rooms used by TMHA both for home and away games. n) In special circumstances a parent and/or guardian may be in the dressing room area but only with the coach’s permission. o) The coach, trainer or manager (team officials) shall be the last person to leave the dressing room at all times. p) The last responsible team official to leave the dressing room shall ensure that it is left in a neat and tidy condition.
6.7 Releasing Children from Supervision: a) Players are under the supervision of coaching staff 30 minutes prior to their scheduled ice time and until the player has left the dressing room at the conclusion of that ice time.
6.8 Travel Policies: a) All rules and regulations governing TMHA players and team officials also apply to road trips. b) All team travel out of town including exhibition games must have prior approval of the Board of Directors. Submissions must be received two (2) weeks prior to the travel date. c) Travel out of region will follow procedures as per Hockey Manitoba.
27 d) An expense travel report and game sheets must be received by the Fundraising Coordinator before the team may travel again. e) For transportation of teams out of town, it is the responsibility of the Manager and the Safety of the team to ensure the following.
Arrange for appropriate mode of transportation i.e. charter bus, rental van or personal vehicles. Consideration must be given to the distance traveled, the number of players making the trip and their safety and comfort.
Give priority on the buses for seat assignments to one parent per child, excluding the team officials.
Ensure that when rental vans or personal vehicles are used that the drivers are properly licensed for the vehicle they will be driving.
Cancel a trip if highway or police reports indicate unsafe road conditions. Teams should be prepared to spend an extra night in the town visited if travel conditions are poor when scheduled to return to Thompson.
Travel together (at least in pairs) so that assistance is available in case of car trouble.
For players not travelling with the group, prior arrangements are to be made between the parent/guardian and the Manager to ensure safe arrival.
Prior arrangements should be made regarding the "rest stops" while on long trips.
Vehicles travelling together should be accounted for at each stop before proceeding.
Parents/Guardians should make every effort to have players travel together on the bus to promote team spirit. f) Each room must be chaperoned individually for all teams traveling and staying in hotels up to and including the Peewee level. Parents should have first choice to chaperone extra players and then the team officials. The Bantam and the Midget teams (coaches and parents) may vote for different options. g) Players are not required to stay in a hotel if they have arrangements to stay with their parents with family or friends. A player shall not be penalized by the coaching staff in any way for this. h) All representative teams must have a First Aid Kit when traveling. Funds for the equipment of the kit should be budgeted by the team. Recommended content is as follows: good quality scissors, eye cleansing solution, band aids, gauze and telfa pads - various sizes, adhesive tape, antiseptic ointment, Hydrogen Peroxide, Vaseline, elastocrepe bandage, sling (2), safety pins.
6.9 General Appeals: a) Any member wishing to file an appeal on any matter not applicable to Discipline Committee rulings, Police Record Checks, fundraising proposals or where already addressed within these policies, may have its request processed by the TMHA in accordance with the procedures as outlined below. b) The appeal must be submitted in writing to the President. c) The appeal must outline all particulars of the case. d) The submission must be accompanied by a one hundred dollar ($100.00) retainer (refundable if the appeal is successful). e) The appeal shall be brought before the next regular Board meeting. No details of the appeal shall be disclosed to the Board. f) An Appeal Committee shall be established from the Board of Directors consisting of no less than five members.
28 g) The duties of the Appeal Committee shall be prescribed and approved by the Board of Directors. h) The ruling on the appeal, whether by Board approval or prescribed to the Appeal Committee shall be final. Any further appeals on the subject shall be addressed to the Norman Regional Minor Hockey Association.
7.0 COACHES, SAFETY & MANAGERS:
7.1 Clinics: a) The TMHA will attempt to hold a coaching clinic in the fall to promote certified coaches. b) All coaching levels of the Hockey Canada will be made available, if possible.
7.2 Selection of Representative Team Officials: a) The call for applications for coaching positions for the upcoming season will be advertised in the paper and on the TMHA website. b) The Representative Teams Selection Committee shall develop a schedule for the selection of coaches that ensures it is completed by the AGM and is executed in accordance with the Coaching Selection Process. c) The appointed Head Coach is responsible for the selection of assistant coaches, safety and team manager which must be approved by the TMHA Board. To avoid any perceived conflict of interest, he/she must have selected his/her team before he/she makes those decisions. d) The coaches will present suitable names for approval by the Board of Directors for the remaining team officials, at minimum Assistant Coach, Manager and Safety, to the President within two weeks following their team tryouts. Coaches will be notified of the Board’s decision immediately following their next meeting. If parents and coaches of the team request, more coaching staff may be approved. e) All coaches, assistant coaches and trainers must be certified in accordance with Hockey Manitoba. f) TMHA reserves the right to make team official changes, including removal, at any time, with justifiable reason. For this purpose a committee will be formed to include the President, the Program Director for the age group involved, plus one other Board member. Recommendations from the committee shall be brought before the Board for approval.
7.3 Responsibilities of all Team Officials: a) Team officials are accountable to the Board and Association for their conduct and that of their players, before, during and after games and practices both at home and away. b) Team officials are expected to set a good example in conduct, language, dress and sportsmanship. c) Team officials shall become familiar with and enforce all rules, regulations and procedures of the Thompson Minor Hockey Association, Hockey Manitoba and Hockey Canada. d) The coach and manager shall consult with parents regarding problem behaviour in players. e) The Coach and Manager shall follow the TMHA policies on major disciplinary problems and report such incidents to TMHA in writing.
29 f) The team coaches and managers shall be responsible to supervise the behaviour of players on the ice, in the dressing rooms and on out-of-town trips.
See 15.0 JOB DESCRIPTIONS for detailed job descriptions of all team officials.
8.0 COMMUNICATION
8.1 Methods of Communication The TMHA relies on several communication Medias: Website, Notice board and Newspapers. a) TMHA Website (www.thompsonminorhockey.ca):
The web site is to act as the key communication vehicle for the TMHA whereby information can be made available to our members.
All Board members shall be accountable to update their portion of the web site as per Use of the TMHA Website.
All additions and/or changes to the web site are to be directed to the Board member accountable for the information.
The TMHA Webmaster shall provide the overall maintenance of the web site. b) Notice Boards:
Posting of information to Notice Boards where available in the Arena will be the responsibility of the Publicity Director.
8.2 Communication Protocol: a) A communication protocol exists, which extends from Program Director to coaches to parents. All concerns or issues regarding teams shall follow the protocol listed below.
Coach/Manager Program Director President Vice-President Technical/Discipline Committee Board of Directors b) Any team issue or concern brought forward to the Board which has not gone through this protocol will be redirected in that manner. c) When an issue or concern has remained unattended to, it is then deemed appropriate to contact the next level of responsibility in a respectful and constructive manner. d) Should the issue reach the VP Technical, then if necessary the Discipline committee may be convened to address the situation. e) Any issue reaching this level must be reported to the Board at the next meeting.
9.0 ON & OFF ICE OFFICIALS
30
9.1 Timekeepers: a) Timekeeping is performed voluntarily for all house league and exhibition games. b) During House League and exhibition games, the Home Team shall provide two (2) mature individuals to perform all duties related to timekeeping.
9.2 Referees: a) The TMHA will attempt to hold a refereeing clinic in the fall to recruit and maintain certified referees. b) First year Bantam players are strongly encouraged to attend a refereeing clinic to (1) gain an appreciation for rules and (2) consider taking up refereeing as an activity. Associated clinic costs for first year Bantam players will be funded by the TMHA. c) Referees should be at least two (2) years older than the players of the game they are refereeing. d) House league games will use a two-man system. Tournament and exhibition games will use a system suitable for the level of play. The refereeing system will be determined by the On-Ice Official Coordinator.
9.3 Pay Rates: a) Referee and Linesman rates are based on the league being refereed and will be paid as follows: b) The fee structure can be reviewed every year at the end of the season. (Rates effective June 2018)
League Two-Man system or Referee(s) in Linesman Three-Man or Four-Man system Novice/Atom League $25 $20 Novice/Atom Tournament $30 $25 Peewee League $35 $25 Peewee Tournament $40 $30 Bantam League $40 $30 Bantam Tournament $45 $40 Midget League $45 $35 Midget Tournament $45 $40
10.0 SUBSIDIZATION
10.1 Board of Directors: a) Upon approval from the TMHA, any member traveling to meetings on behalf of the TMHA shall be reimbursed for travel, reasonable hotel accommodations and $50.00 a day for meals. b) A proper expense report along with required receipts must be submitted to the Treasurer, as stated in the Constitution. c) Board members may be reimbursed for out of pocket expenses such as long distance charges, computer cartridges, postage etc.
11.0 FUNDRAISING
11.1 Association: a) Any fundraising the Association may endeavour will be deposited into the general account towards the overall registration fee of each player.
31 b) Munn Cup revenue will be listed as restricted funds on the TMHA financials to ensure funding is available to host the tournament. c) When a large sum in excess of the anticipated expenses required to host the Munn Cup exists in Munn Cup restricted funds, the excess will go into general funds for the purchase of required equipment (may include sweaters, development equipment, etc.). d) Novice tournament revenue will be listed as restricted funds on the TMHA financials to pay for out-oftown Novice tournaments’ registration fees the following year. e) When a large sum in excess of the anticipated registration fees exists, the excess will go into general funds to help offset the registration fee charged at this level.
12.0 SPONSORSHIP
12.1 Sponsorship: a) TMHA shall arrange for sponsorships for house league teams. b) Only TMHA Board members may approach a sponsor for financial assistance either directly or indirectly unless otherwise approved by the Board. c) Sponsorship of a team does not entitle a representative of the sponsor to any official capacity with the team.
13.0 BANQUET, AWARDS & SCHOLARSHIP
13.1 Banquet: a) TMHA will hold an annual banquet/wind-up for Novice, Atom, Peewee, and Bantam divisions. b) Pre-Novice will consist of a year-end mini tournament wind-up. c) Midget will consist of a year-end wind-up best suited to the players. The cost of the wind-up will be limited to the value in the approved annual budget. d) These events are held within three (3) weeks following the end of the House League Season.
13.2 Awards: a) Awards are presented to every player in the Pre-Novice, Novice, Atom, Peewee, Bantam and Midget divisions. b) Esso Awards for Most Sportsmanlike, Most Improved and Most Dedicated are given to every Novice and up team (all house and representative teams). c) Memorial Keepers Awards are presented as follows…
Ken Burak Memorial Award - Most Sportsmanlike in Atom House League Elaine Dymeterko Memorial Award - Most improved defenseman in Peewee House League Earl Thomas Dolyniuk Memorial Award - Best goaltender in Peewee House League Clifford Duchesne Memorial Award - MVP at Peewee "AA" Provincials Blaine Prince Memorial Award - Scholastic achievement for grade 8 student (1st year Bantam) Ted Larson Memorial Award - Most sportsmanlike in Bantam House League
32
Kevin Scaddan Memorial Award ($350.00) - Best Display of Skill, Sportsmanship and Academics in Thompson Minor Hockey TMHA Midget League Award – Exemplary display of sportsmanship and leadership through respect for their fellow players d) All players are eligible for the Memorial Keeper Awards within the league of play. That is, AA players are eligible within the higher league.
13.3 Scholarship: a) A $500.00 Scholarship is given to a Graduating RDPC Student with the following criteria (when warranted).
A Grade 12 student who played or officiated in the Thompson Minor Hockey Association this year and at least one other previous year. Going to a School of Higher Learning. Has shown good Sportsmanship and Attitude. b) This person is chosen by an RDPC committee and TMHA presents the award at their award ceremonies via a letter of congratulations. The letter is also to indicate the contact information to allow the recipient to pick up the cheque.
14.0 GENERAL OPERATION OF THE ASSOCIATION
14.1 Insurance: a) The Board of Directors shall maintain insurance on all TMHA jerseys, hockey equipment, office equipment and any other equipment in an amount sufficient to cover possible losses.
14.2 Regular Board Meetings: a) As per the TMHA Constitution & Bylaws, the TMHA holds regular bi-weekly Board meetings. Such meetings are open to all interested parties. b) A portion of the meeting may be held “in executive session” to discuss confidential matters. c) General discussion held in executive session shall not be documented. All motions arising during executive sessions shall be documented. d) Members are invited to attend Board Meetings to raise and discuss specific issues provided that such items are placed on the agenda in advance as delegates. The first 15 minutes of the agenda will be dedicated to this portion of the meeting. e) It is inappropriate for general Members to fully participate in other unrelated agenda items. f) The board shall have the authority to revoke a board member’s position in the event that he/she is absent for three (3) consecutive meetings, unless excused by the President or designate. A board member’s position may be so revoked by majority vote of a duly constituted board meeting.
14.3 Rules of Ranking: a) TMHA is governed by the following rules, ranked as listed. (as per Robert’s Rules of Order)
Articles of Incorporation Hockey Canada Constitution and Bylaws (when in conflict with our own)
33
Hockey Manitoba Constitution and Bylaws (when in conflict with our own) TMHA Constitution and Bylaws TMHA Policies and Procedures Robert’s Rules of Order Past Practice
14.4 Changes to the Constitution and Bylaws: a) As per the TMHA Constitution & Bylaws, requests for proposed changes to the Constitution and Bylaws shall be advertised a minimum of 45 days prior to the Annual General Meeting.
14.5 TMHA List of Available Forms:
The following is a list of TMHA forms available from the TMHA website at www.thompsonminorhockey.ca.
Coaching Application Form Coaching Application Information Sheet Confidentiality Waiver (Board of Directors) Equipment Sign-Out Form (House Teams) Equipment Sign-Out Form (Competitive Teams) Hockey Canada Injury Report Police Check Consent Form Registration Form (Player) Registration Form (Rep Team Tryouts) Registration Refund Request Form Competitive Team Budget-Trip Report (Sample) Competitive Team Financial Report (Sample) Competitive Team Fundraising Report Competitive Team Medical Information Form for Players Competitive Team Tournament Working Sheet (Sample) Rosters (Official) Rosters Adds/Deletes
15.0 JOB DESCRIPTIONS
The responsibilities of coaches include teaching their players the fundamentals of hockey and how to play together as a team. Coaches are expected to be positive role models for players, given that children learn by example. Whether the team wins or loses, the positive contributions that each player makes to the game must be emphasized. This fosters the development of confident players and boosts self-esteem.
The coach is solely responsible for all hockey related aspects of the team including activities and promoting appropriate conduct from Assistant Coaches, Managers, Parents, and players during team related activities.
Coaches must maintain communication with the Board, to ensure the Association can assist in the resolution of difficulties at an early stage, and improve overall hockey program on an ongoing basis.
15.1 House League Team Coach:
34 a) Teach the necessary hockey skills for the age group, using the proper progression and understandable language, as outlined in the NCCP Coaching course b) Select assistants who will provide maximum benefits to the Team c) Establish seasonal goals and objectives for the Team d) Establish rules for the team (sample copy provided) and oversee the supervision of the players e) Plan, implement and control pre-game preparation and communication with the team f) Design the practice plans in consultation with the assistant coaches g) Coach the team in all games and practices h) Ensures that all players receive fair play as per Fair Ice Time policy i) Ensures that all players are treated fairly j) Promotes team play k) Models/encourages appropriate conduct for parents during the games l) Gives priority to the safety of the players m) Show respect to the Referees… PLEASE REMEMBER… The referees are learning too n) Ensures that players are aware of proper equipment requirements o) Ensures that all players know and play by the rules p) Obtains and returns jerseys and goal equipment (if applicable) to the Equipment Manager q) Ensures that all players are aware of game and practice times r) Supervises players in the dressing room prior to and after games and practices s) Attends coaching clinics t) Reports player Injuries (In practice and games) to the Board u) In conjunction with the Program Directors, coordinate player evaluation and team selection v) If applicable in your division; Coaches are responsible for player selection for Player of the Game Awards. Player selection should be based on a player who had “their” best performance during the Game. The intent is that each player be named the player of the game once during the season. Coaches will be provided with the specifics by their Program Directors.
15.2 House League Team Assistant Coach: a) Carries out the Coach’s duties in his/her absence b) Assist with player evaluation and the team selection process c) Assist with planning, organizing and conducting practices d) Assist with pre-game preparation
35 e) Assist with the operation of the team during the games f) Assist with the supervision of players off and on the ice g) Assist with the formulation of the game plan h) Report to the Head Coach
15.3 House League Team Parent Manager: a) Responsible for communication between the coach and the parents/players b) Responsible for schedule distribution to players and informing them of any changes c) Scheduling (2) parents to timekeep per home game d) When required, will be the liaison between coach and parents e) Responsible for contact between the Team and the Program Directors for information relating to the parents f) Novice Division:
1) Responsible for organizing out-of-town tournament travel, etc.
2) Making sure there is proper team representation (as required) on the home tournament committee
15.4 Competitive Team Coach: a) Serve as the official spokesperson on behalf of the Team b) Coordinate the delegation of responsibilities to the assistant coaches and manager c) Plan on and off-ice activities in consultation with the assistant coaches d) Participates in all round table coaches meetings e) Organize parent meetings to inform them of the yearly activities f) Plan, implement and control pre-game preparation and communication with the team g) Design the practice plans in consultation with the assistant coaches h) Coach the team in all games and practices i) Establish rules for the team (sample copy provided) and oversee the supervision of the players j) Teaches hockey fundamentals and game strategies k) Supervises players In the dressing room prior to and after games and practices l) Ensures that all players are aware of game and practice times m) Chooses players for the team, giving all players of an appropriate skill level, the opportunity to tryout for the team n) Supervises the on Ice and off Ice behavior of players during road trips
36 o) Reports player Injuries (In practice and games) to the Board p) At the discretion of the coaching staff and in conjunction with the parents, ensures that the players uphold their academic standings
15.5 Competitive Team Assistant Coach: a) Carries out the Coach’s duties in his/her absence b) Assist with planning, organizing and conducting practices c) Assist with pre-game preparation d) Assist with the operation of the team during the games e) Assist with the supervision of players off and on the ice f) Assist with the formulation of the game plan g) Report to the Head Coach
15.6 Competitive Team Safety/Trainer: a) Responsible for player safety b) Implement Safety program following Hockey Manitoba Safety program
15.7 Competitive Team Manager: a) Acts as the team’s spokesman in liaising with the Board and parents b) Provides team budgets, financials and fundraising to the TMHA Fundraising Coordinator c) Makes arrangements for traveling team’s meals, accommodations, travel, chaperones etc d) Responsible to collect player medical information required when traveling e) Monitors team fundraising and spending f) Provides all parents with the player & budget to-date account summaries on a monthly basis g) Submits tournament results to the paper h) Assists the coach as required
16.0 TOURNAMENT GUIDELINES
16.1 General Overview: a) Tournaments are combined… “AA”, “A” and “B” Divisions (if “B” team exists). b) Each team selects a Chairperson and Coordinators that work together on each committee.
37 c) In order to have a successful tournament, the Committee needs to meet at least six (6) weeks prior to their scheduled tournament. d) All cheques are made payable to the Thompson Minor Hockey Association. e) Tournament Chairpersons together with the Coaches are responsible for inviting visiting teams. f) Co-Chairs and Co-Coordinators should divide all duties between them prior to, during and after the tournament. g) There are some exceptions with Munn Cup, see 16.3
16.2 Tournament Committee: a) The following personnel are required to host a Tournament…
1) Chairpersons
2) Coaches
3) Team Managers/Financial - For Peewee/Bantam/Midget levels
Financials for Novice – as delegated (could be parent managers from teams) Financials for Munn Cup – as appointed by the Munn Cup Committee (preference is to have the TMHA Treasurer in this position, if possible). Note: this position will directly report to the TMHA Treasurer.
4) Awards Coordinators
5) Door Coverage Coordinators
6) Dressing Rooms/Equipment Coordinators
7) Fundraiser Coordinators
8) Opening Ceremonies Coordinators
9) Program Coordinators
10) Signage/Decorations Coordinators
11) Timekeeper Coordinators
12) Social Coordinator (for Munn Cup)
13) Souvenirs Coordinator (for Munn Cup)
14) Fun Night Coordinator (for Munn Cup)
15) Pancake Breakfast/Brunch (Munn Cup): done in past by King’s hockey club
16) Alumni Game
38
16.3 Tournament Job Descriptions: a) Chairpersons:
1) Ensure that the overall organization/preparation of the tournament is conducted in a prudent, organized, and efficient manner.
2) Select Committee and Schedule Meetings (TMHA rep must attend the first meeting).
3) Work with the TMHA Tournament Director to…
Establish Budget for Board Approval.
Assemble a Tournament Invitation Package. (See Sample #2)
Tournament rosters must be sent in and approved before date to have Tournament sanctioned. (3 weeks prior to Tournament date or you get fined $100.00)
Decide on what rules should be enforced as per M.A.H.A. Rule Book. (These rules should be posted in the Arena Lobby alongside the Draw) (See Sample #3)
Promote Tournament through local media. (Ensure all Tournament information is listed on the TMHA, Norman and Manitoba Hockey websites.)
Provide information to Hockey Manitoba for Tournament Sanction. 4) Work with the Coaches…
Have them hand out Tournament Invitation Packages to other teams at the Tournaments they are attending and email or mail the rest out.
Photocopy rosters for the coaches to have and to help confirm eligibility of the players.
Assist with Draw and Schedule. Delegate task out to someone.
5) Follow-up phone calls to teams invited to confirm participation.
6) Copy team rosters to Timekeeping, Program and Decorating Coordinators as soon as they come in.
7) Ensure Committee Members are on track with their responsibilities and assist where required.
8) Inform TMHA On-Ice Officials Director of times for Referees (arrange lunch for refs each day; can be solicited).
9) Inform TMHA Ice Operations Director of scheduled ice times so the Recreation Department is contacted.
10) Submit a request letter to the TMHA Fundraising Director for the fundraising that will take place during the Tournament. You will then receive a letter from the TMHA and this is to be taken to the City of Thompson to purchase a Lottery License. Revenue cannot be more than $3000.00, or a Manitoba Lottery Licence is required. 50/50’s may go over this for some tournaments like Munn Cup, so 2 licenses are purchased to cover upto $2500.00 each based on the days the draws are held (split them up). License(s) is to be posted during the Tournament. (See Sample #4 & #5)
11) Arrange for someone to play music for the whole weekend if possible and contact Shaw Cable to broadcast the Thompson games.
12) Communicate Tournament Details to TMHA.
13) Just Prior to the Tournament…
39
Request a discipline Committee for Tournament. (Which usually consists of (3) members of the TMHA Executive.)
Work with Decorating Coordinator to put together the Coaches/Team Packages.
Print Name Tags for Committee Directors to wear during the Tournament. (See Sample #6)
Have a receipt book available during the weekend as some teams come with cash in hand.
Have the Registration Lists on hand during the Tournament.
Arrange for advertising of tournament, paper/radio slots for the kids, (the citizen normally does a 2 page ad, the costs is covered by sponsor advertisements with the citizen, this is done as a courtesy of the citizen). **2010 – the Citizen sponsored a pizza shoot out.
14) During the Tournament…
Make sure you have a Rule Book on hand at all times... VERY IMPORTANT
Bring Pens, Calculator, Page Covers.
Give the Referees a set of rules to post in the Referee room.
Hand out Coaches/Team Packages upon arrival and/or at a Coaches’ meeting.
Communicate any additional information to coaches at the beginning or during the Tournament.
Arrange for the Manager’s to handle all the cash collected, as well as floats during the Tournament. (All money must be collected, counted and signed off by two people (i.e. the person handing it in and the person collecting it.)
Be accessible and communicative on all problems/concerns that occur.
Presentation of medals and trophies.
15) After the Tournament…
Ensure final game sheets are given to the TMHA Tournament Director.
Submit a Thank you Ad to Sponsors in the Newspaper. (See Sample #7)
Send out any Thank You Letters.
Request Post-Tournament Report from all the Directors and submit them to the TMHA Tournament Director. (See Sample #8)
Ultimately the success of the Tournament is on the shoulders of the Director(s); to manage and mitigate problems effectively will lead to success. b) Coaches:
1) Responsible for…
Working with the Chairperson in distributing Tournament Invitation Packages.
40
Work with delegate if required, in making up the Draw and Schedule. (Time must be given to the Pre-Novice division to play. Usually they are scheduled to play in the G.B during Opening Ceremonies.) (See Sample #10)
Note… Allow more time in between the final games for medal presentations & pictures.
Printing of the big draw schedules & results board for the Arena.
C)Team Managers:
1) Responsible for…
Overall financial control and reconciliation.
Ensure floats for 50/50 ticket sale, raffle sale, door, etc.
Collect proceeds from the above throughout the weekend
Submit a Tournament Financial Report to TMHA. (See Sample #9)
Submit Financial Statement to the City within (30) days and a copy to Fundraising Coordinator. (City provides Statement Form)
The exception to above, will be Munn Cup, TMHA Treasurer will coordinate financials. d) Awards Coordinators:
1) Work with the TMHA Tournament Coordinator to decide on what medals, etc. are to be obtained. (TMHA supplies the Gold, Silver and Bronze King Miner Medals in each division, when warranted and the fourth place medals in the Prince-Berscheid.) (See Sample #13 & Note Certificates were Plasticized)
2) Canvass Sponsors for… (Obtain the previous year’s list to see what is usually given out for your specific Tournament)
Game Star Awards
Hat Trick Awards
Shut Out Awards
MVP Glove Awards
Peewee “A” Prince/Berscheid Cup & Landers Cup
Peewee “AA” Doug’s Source for Sport Cup
Bantam “A” ?? Cup 29
Munn Cup Trophies:
Atom “AA” Munn Cup & Lamontagne Cup
Atom “A” Crockett Cup & Mintenko
41
Atom “B” Timmons Cup & McMunn & Yates Cup
Munn Cup Awards:
Most Sportsmanlike Team
MVP
Most Sportsmanlike Coach
All-Star Team Awards
Game Stars Awards
Hat Trick Awards
Shut Out Awards
3) Bring main trophies to engrave previous year cup winners prior to Munn Cup (if not done)
4) Determine what needs to be ordered; order all trophies and plaques 6 weeks before Munn Cup.
5) Deliver Cups and individual trophies to all finals
6) Return cups to trophy case after each final
Do the following early enough to give time for the Sponsors to order their prizes, especially if they are getting them printed or lettered.
7) Have timekeepers, coaches or a committee pick the game stars. Make sure it is known ahead of time who is responsible.
8) Select an MVP picking committee, if awarding. (Try to choose people who are not involved with the Tournament.)
9) Make sure all awards are brought to the time boxes for presentations.
10) Have Sponsors presenting awards, if possible.
11) Pick up key from Rec. Office for trophy case, to be cleaned on Thursday night when teams are there to decorate.
12) Three (3) sticks for medal presentations are available. (Tournament Room) e) Door Coverage Coordinators:
1) Responsible for running a silver collection and selling the Programs. Exception is Munn Cup, there is a cover charge to get in.
2) Obtain Tournament schedule.
3) Schedule people as required.
4) Obtain a box/container for silver collections.
5) Munn Cup sells buttons for door admission, order in enough buttons to cover this.
42
6) Provide Buttons to major sponsors prior to tournament starting.
7) Obtain a float from the Team Manager, or in the case of Munn Cup, from the TMHA board member in the tournament room.
8) Signs for door. f) Dressing Rooms/Equipment Coordinators:
1) Canvass sponsors to supply juice boxes and or bottled water. (Previous donors are R.A. Distributing, Shoppers Drug Mart, Wal-Mart, Giant Tiger, Sobeys, Safeway)
2) Find out how many games prior to soliciting, this helps to know what you are needing from the Vendors.
3) Responsible for getting the juice/water/oranges (Munn cup) to each team in-between 2nd & 3rd period.
4) Organize for an Equipment room to store out-of-town teams’ hockey equipment. (Only if absolutely required, as we do not want to be held responsible for stolen property.)
5) Munn Cup – Contact supplier for oranges and gum for the participants
6) Cut oranges and deliver to each team for every game (usually during flood) g) Fundraiser Coordinators:
1) Silent Auction…
Canvass for donations.
All sweater sponsors could be approached to donate something.
Teams may purchase the items themselves and would suggest that families could pool their money to purchase larger items such as a DVD player, IPod, PS games, etc.
Make signs for the merchandise.
Need cans to collect draw numbers.
Tickets available and sold for $5.00 per card. (Tournament Room)
2) Purchase a Hockey Stick for the Loonie Stick Draw. (Canadian Tire has sponsored this in the past)
3) Make up a pick a player board. (Any unsold players can be sold in the stands)
4) 50/50 draw…
Purchase 50/50 tickets. (Doug’s Source for Sport have donated them in the past)
Bucket, Aprons and Jerseys available. (Tournament room)
Schedule at least (2) people; (1) to go into the stands and (1) at the table.
5) Organize any other fundraisers. (Pre-ordering clothing could be an option.)
43
6) Make schedules for silent auction table, 50/50 draws, etc. Determine number and times of draws – communicate to everyone so it is known (have listing in tournament room).
7) Obtain floats from the Team Manager, Munn Cup would be TMHA Treasurer.
8) Use one Cash Box for Silent Auction, Loonie Stick, Player Board and any other items that have a set price and is easy to figure out as to how much was sold (eg... the amount of loonies taped to the stick, the amount of players crossed off on the player board and the amount of silent auction cards sold is your profit for each fundraiser and should balance with the amount in the cash box less your float) and a second Cash Box should be used for 50/50.
9) Post the Lottery License at all times. h) Opening Ceremonies Coordinators:
1) Arrange a time to coordinate with draw.
2) Arrange for MC.
3) Arrange for someone to sing O Canada and give them Flowers.
4) Contact VIP’s (Mayor, T.M.H.A. President, etc.).
5) Invite the families (Prince, Berscheid, Landers for Peewee and MacLean for Bantam, cup sponsors for Munn Cup) a minimum of two weeks prior to the tournament.
6) Type out a program for the MC
7) Arrange for carpet for ice surface for guests to stand on.
8) Obtain pucks for ice surface, so the sign carriers know where they go to.
9) Arrange for Novice players to be sign carriers. Sign carriers will walk across centre ice and remain on the ice until Opening Ceremonies are completed. (Signs are in the Tournament Room)
10) Have the two Teams playing right after the Opening Ceremonies on the ice, ready to go.
11) Have the Teams not playing in their Jerseys only lined up on ice or (optional - sitting in the stands and recognized during the Ceremonies).
12) Make a plan for line up both on and off the ice. Also set up a place for all sign-carriers to meet prior to ceremonies. (See Sample #11)
13) Obtain a prize for players' draw to be made at opening ceremonies. (All players in Tournament are put in the draw.) Prince/Berscheid Tournament Only.
14) Purchase Flowers to give to the (3) Mothers and make sure the (3) Fathers’ Hats are available to give out (ET Blades donates these) for Peewee and Flowers for the MacLean Family for Bantam. (Safeway has donated flowers in the past)
15) Opening Ceremonies should run no longer than 20-30 minutes. (See Sample #12)
16) Munn Cup: historically has had Safeway donate cupcakes for participants after the opening ceremonies
44 i) Program Coordinators:
1) Design and print programs. (See Samples From Previous Years)
2) Make sure the Prince/Berscheid “Friends Forever” Logo is used for the Peewee Tournament.
3) Obtain team rosters to insert in program, also greetings, sponsors, draw, tournament guidelines, etc.
4) Make sure TMHA Sponsors are acknowledged (Obtain a current list from the VP Admin).
5) Sell ads in program (Optional). (Weigh the costs associated to printing the programs verses getting ads as this creates a thicker book which costs much more to print, especially if in color.)
6) Print approximately 200 Programs (Dependant on the number of teams registered). j) Signage/Decorations Coordinators:
1) Form a committee to work on decorations, canvassing of coupons for Team packages and printing of Signage for the lobby.
2) Prince-Berscheid “Friends Forever” Banner is to be hung up. (Tournament room).
3) Decorate lobby the night before Tournament. (Inform all teams to participate.)
4) Make up Coaches/Team Packages that are given to each coach. This will include gathered information from other committees such as Welcome-letter, Tournament format, Tournament schedule, List of Coordinators and Program… along with city pins, coupons for players, etc. (Suggest you stuff them the same night you decorate as you should have plenty of Volunteers on hand.)
5) Organize a tear down committee to remove decorations after finals. k) Timekeeper Coordinators:
1) Obtain Tournament schedule.
2) Schedule people as required and have a timekeeper orientation for all parents, prior to the Tournament, if needed.
3) Obtain Game Sheets and Pucks from the TMHA Equipment Manager. Very Important!!
4) Ensure there are pucks in a bucket of snow at all times and available for each game. (Pucks must stay cold!)
5) Ensure there are Tournament rules posted in each time box.
6) Obtain the list of awards for game prizes and have them in the boxes.
7) Get timesheets from Minor Hockey and have them all numbered, team names and what Arena the games are in. All completed game sheets are to be kept in the Arena Lobby office. (Create sticker labels with team rosters on them to affix to the game sheet, faster than writing them down one by one. Coaches for each team reviews and signs.)
8) Collects the timesheets after every game and updates the draw board.
45
9) Responsible to keep the scoreboards updated at all times and workout the playoff percentage for final ranking of teams for playoffs. l) Social – Munn Cup:
1) Book Legion Hall 677-1650, ($250 deposit required at booking), holds 320 comfortably
2) Legion supplies bartenders, pop, ice, cups etc, corkage price is 1.50 per person.
3) Legion sets up and takes down tables, they supply 2 secuity people as well for a fee.
4) Book music (need cordless mics included for skits)& food (light lunch, Safeway has a social platter available, includes buns)
5) Apply for liquor licence, (done a minimum 2 weeks prior to event)
6) Solicit gift in kind sponsorships if possible
7) Social Tickets - Determine design layout and print;(sell price has been $15.00/ea)
8) Buy liquor and return any unused amounts (normally nothing left over)
9) Contact Greyhound for a courtesy bus for transportation
10) Arrange MC for skits and any prizes (if solicited)
11) Table cloths (optional) purchased by us.
12) Need a stamp for the door, and tickets for drinks
13) Need judges arranged for skits (or selected by audience applause)
14) Need a group to do coat check. (they keep all tips they make)
15) Need people to clean tables at the end.
16) For the light lunch, need margarine, plastic knives, small foam plates and some forks.
m) Souvenirs (optional)– Munn Cup:
1) Conduct inventory of stock
2) Order additional stock
3) Develop and fill booth schedule (coordinate with door schedule)
4) NOTE**Clothing is historically the most expensive part of the souvenirs, it can be pre-ordered based on team orders prior to the event, this guarantees sales, and maybe just having a few items for at the table if required. Most tournaments pre-order clothing so stock isn’t left over and a loss not taken.
5) **Most siblings who buy stuff can be ordered within the team orders. n) Fun Night (optional) – Munn Cup:
46
1) Normally looked after by the Aero team.
2) Review previous year’s activities
3) Determine number of events to be held and what resources are required
4) Send letters to McDonalds restaurant for sponsorship
5) Organize and hold appropriate events
6) Individual grab bags, solicit sponsors for prizes. o) Pancake Breakfast (optional) – Munn Cup:
1) Conduct inventory of previous year
2) Determine the amount of supplies needed then place an order.
3) Grills for cooking.
4) Contact Stittco for propane.
5) Organize help. p) Alumni game: (optional)
1) This has historically been done by Thompson Lacrosse the night before Munn Cup starts.
2) Beer Gardens may be hosted and run by Thompson Lacrosse.
47