TEAM MANAGERS INFORMATION GUIDE
TEAM MANAGERS INFORMATION GUIDE
Team Managers Information Package
v EXECUTIVE CONTACTS
v SMHA POLICIES
v TEAM MANAGERS GENERAL INFORMATION
v TEAM TREASURER
v 5O/50 GAMING
v GAME SHEETS & GAME REPORTS
v ADVERSE WEATHER
v SUSPENSIONS
v TOURNAMENTS
v RISK MANAGEMENT
v TEAM SAFETY MANUAL
v SMHA SPONSORSHIP PROGRAM
SMHA Executive Position / Executive Member / Contact InformationPresident / Sylvain Fradette /
Vice President - Administration / Brian Barber /
Vice President - Operations / Al Walker /
Secretary / Carol Jessa /
Treasurer / Michelle Forgie /
Registrar / Nancy Moniz /
Director of Novice / Laura Peltier /
Director of Atom / John Derrick /
Director of Pee Wee / Carolyn Hoekstra /
Director of Bantam / Kimberley Morrison /
Director of Midget / Ted Zerbin /
Director of Divisions & Team Managers / Donna Punt /
Communications,Web & Photography / Chris Stewart /
Director Of Hockey Operations / Dick Crowder /
Director-At-Large / Rob Maguire /
Equipment Manager / Luigi Guerra /
Facilities Director / Owen Skene /
Gaming & Sponsorship Coordinator / Vacant
Ice Coordinator / Trevor Livelton /
Past President / Glen McBride /
Referee-In-Chief / Derrick Holland /
Risk Management / Sheen Goode-Jensen /
Requesting Officials
Steve Marsh
Pee Wee B and above
Nancy Moniz
Pee Wee C and below
Team Manager
Role of the Team ManagerThe Team Manager is a central figure in creating the flow of communication – not only within theteam (players, parents and coaches), but between the team and all support systems such as theMinor Hockey Association (MHA), Division Managers, League Managers, other teams, referees,officials, etc.
Simplistically, a team is like a small business with the coach being the CEO and themanager being the CAO. Ultimately, the manager is responsible for ensuring all the off-ice tasksare completed. This does not mean that the manager has to do it all; he or she needs to make surethat it gets done via delegation. Also, it should be noted that some coaches will take on some ofthe activities that the manager is normally responsible for overseeing.
By taking on the operational aspects of the team, the manager enables the coach to focus onplayer development and on-ice instruction to provide the players with rewarding hockeyexperiences.
Hockey Canada Team Manager Manual
This manual provides information to aid Team Managers in the smooth operation ofthe team by discussing the need to delegate and by identifying key topics that the Team Managerwill need to address. Numerous appendices including samples, templates and a glossary of termsare included to assist the Team Manager in pre-planning and organization.
Team Information
Early in the season each team will be given a cheque for 10 games worth of officiating. The Treasurer should cash this cheque and put into envelopes the correct payment for a ref and two linesmen for each home game. Officials are paid in their room, in cash, before the game begins. At the very beginning of the season, team managers may have to pay for the officials and be reimbursed from the team funds once a bank account has been set up and team fees have been collected.
Team Bank Accounts – all teams must have a team bank account. For information look under our SMHA website > Coach & Volunteer Info>Team Treasurer>Bank Accounts
Game sheets are kept in the SMHA small equipment room next to the Coaches room. The key can be obtained from the front desk.
Novice, Atom, Peewee, Bantam and Midget teams are required to mail the white game sheet copy to their Commissioner for all home games within 72 hours of the game completion. The Game Report must be filled out and emailed to their Commissioner within 24 hours after every game. Please note that a game report must be completed for both home and away games. A game report is to be completed for every game that you play. At the very beginning of the season, it is considered to be a transition time as VIAHA has not necessarily established Division Commissioners. So during the transition time:
1) All requests for game numbers and game reports are to sent to South Island Head Commissioner Kathy Cloutier
2) All game sheets are to be sent to VP of VIAHA Mike Hanson Original game sheets must be mailed to:
Mike Hanson c/o Windsor Plywood 888 Van Isle Way, Victoria, BC V9B 5R8
Jersey deposit cheques are to be collected for each jersey ($150. x 2). They are dated March 31st of the following year. Send a team roster with first & last names and jersey #’s along with the post dated cheques to Luigi Guerra – Equipment Manager (mailbox at Pearkes).
Each player must have a Medical Information form and a Player Code of Conduct form filled out. Every parent should have a Parent Code of Conduct form filled out. The team Safety Person keeps the Medical Information forms. Submit The Code of Conduct forms into the SMHA Secretary (mailbox at Pearkes). A copy of the medical forms should be kept in the team first aid kit that is taken to the bench for practices and games.
Every team must have a Head Coach, Team Manager, Team Treasurer and a Team Safety Person.
Once your team has received their league schedule, a list of home games should be sent to Nancy Moniz or Steve Marsh (which ever is applicable). This will allow them to ensure that officials will be available for your home league games.
At the beginning of the season the team manager should set up a volunteer schedule for all parents to help with score and time keeping for all home games.
If your team is going to sell 50/50 tickets you need a gaming license from the Government. You are not permitted to sell 50/50 without the license. Under the SMHA website > Coach & Volunteer information>Team Treasurer>Role of Team Treasurer>Gaming license and how to request one.
Special Events Sanction Request Form must be completed and submitted for every organized team activity off the ice. This includes but not limited to:
Dry-land Training - even if the dry-land is scheduled to take place in the field house. List on your form the multiple dates the dry-land will occur.
Team Building Activities – Team meals, roller hockey, Wild Play outings, bowling, swimming.
Tournaments – Any activities that are organized and planned as a team activity you will be required to submit a completed form prior to leaving on your tournament.
Fundraising Activities – Bottle Drives, Royals 50/50, etc.
The form can be found on the BC Hockey website at www.bchockey.net under administration > forms> Special Event Sanction Request Form
Website: Teams are expected to utilize their web pages. Please enter contact information, team staff, team roster, all practice schedules and game schedules should be entered onto the webpage. Please encourage your parents to use the webpage as a great source of information. It is important that teams use the web page as many people seek information from it including players & parents, Division Managers, Members of the Executive, officials can verify game information and other associations wanting to request exhibition games with you.
Registration
Registration for the following season usually takes place in January. Team Managers are given a registration form for each player. They are asked to email the registration letter to all players. In this email they should give instructions for the parents to update their registration form with current information and return it to the Team Manager with a proof of address and payment. Once a registration package is collected from all players they are given to the Registrar.
Current players are encouraged to register for the following season to ensure they keep their spot. If they decide not to play hockey a full refund is given by August 15th, the date of the final installment. After that a $25 administration fee is charged to all refunds. Refund requests should be emailed to the Registrar at . The amount of refund will be reduced by $100 from October 1 – 31st, $200 from November 1 – 30th and $300 from December 1 – 31st. No refunds will be given after December 31st.
It is very important for goalies to specify that they are a goalie on their registration form. There are no goalies in Novice. There are only full time goalies in Atom, Peewee, Bantam and Midget. No players in these divisions can be a part time goalie.
New players wishing to register with SMHA should contact the Registrar. Siblings are not automatically accepted in. A wait list is started for the following season in October. Wait listed players that do not get in must submit a new form each season. We do not carry the wait list over from one season to the next.
TEAM TREASURER
SMHA Treasurer
Michelle Forgie
E-Mail:
Role of the Team Treasurer
Each team should appoint a Treasurer who will, often in conjunction with the Team Manager, handle all the financial responsibilities of the team including collecting fees, managing bank accounts, fundraising, expenses, etc. The role is an important one and some important information on Treasurer activities is found below.
· Team Bank Accounts
· Important Dates for Team Treasurers
· Team Financial Reporting Obligations
· Rep Team Assessment Fees
· Gaming Licenses How to Request One
· Need Financial Assistance?
· Income Tax Receipt Information
Team Bank Accounts
Each team will appoint three individuals who will be signing authorities for the team bank account and will be accountable for maintaining financial records and preparing the financial statements. Three individuals are required in case one person is unable to fulfill his/her duties for the entire season. Each team will have one bank account in the name of the team. Cheques drawn on the account will require TWO signatories, NO EXCEPTIONS. No team account will be held in the name of one individual.
Procedures for opening a no fee team bank account will be emailed on request. Please provide the name, full address and phone number for each signing authority, along with the Division and team number (A, B C1, C2 etc) that you represent.
Alternatively, your team is free to open an account with any financial institution of your choice. However financial institutions now require that teams have the approval of the Association Treasurer and the Team Treasurer must provide a certified true copy of the SMH Association’s Certificate of Incorporation under the Society Act document (a $47.50 cost to you) before the account can be opened.
We recommend you save yourself time and money by following the no fee account route with the SMHA recommended financial institution.
Important Dates for Team Treasurers
October 1 – All teams, as soon as your team is formed and the Treasurer appointed please Email your name and phone number to the SMHA Treasurer.
October 31 – Rep teams owe first half of the rep fees assessed. See Rep Team Assessment Fees information.
November 30 – All teams, first financial statement due. See Team Financial Reporting Obligations.
January 15 – Rep teams owe the balance of rep fees assessed.
February 28 – All teams, final financial statement due.
Team Financial Reporting Obligations
All teams will be required to keep financial records to track all funds raised and spent on team activities. A financial statement showing all funds raised and how those funds will be spent must be submitted twice a year. The statement must include the total amount of funds raised through 50/50 draws at home games. The statement is to be signed by two individuals who are responsible for preparing the information including the team name, date and contact phone numbers. The first statement is due November 30th. The second statement is due February 28th. Please place your team statement in the Treasurer’s mailbox at Pearkes Arena between the Gold and Green Rinks.
Rep Team Assessment Fees
Assessment fees are $285 per player for Atom A and B teams, and $485 per player for Peewee, Bantam and Midget A and B teams. Fees will be paid in two equal installments of half the total team assessment due October 31st and the balance due January 15th.
Gaming Licenses, How To Request One
All teams will be responsible for obtaining and accounting for their own Class D License. This means actual ordering of the Gaming license will be made by a representative (Treasurer or Manager) of the team and the license will be in the team's name. The fee per license is $10 for each class D license ordered from the Gaming Policy and Enforcement Branch.
Please read the procedures for Class D gaming licenses at http://www.pssg.gov.bc.ca/gaming/licenses/classD.htm before applying.
Gaming Event Revenue Report
This report must be completed and submitted at the completion/expiry of any gaming license that a team has obtained for 50/50 draws, Victoria Royals games, etc.
Need Financial Assistance?
KidSport,JumpStartandLet Kids Playare programs that offer financial assistance so that kids may participate in organized sports.
Income Tax Receipt Information
As of 2007 you can apply for a non-refundable tax credit on eligible amounts of up to $500 paid to register your child in an eligible program of physical activity.