ST. ALBERT MINOR HOCKEY

OPERATIONAL

POLICIES, RULES & GUIDELINES

TO DATE:Feb, 2013

TABLE OF CONTENTS

1 SAMHA in General:...... 5

1.1PREAMBLE...... 5

1.2VISION...... 5

1.3MISSION STATEMENT...... 5

1.4PHILOSOPHY...... 5

1.5VALUES...... 5

1.6SAMHA...... 6

1.7BYLAWS...... 6

1.8COMMUNICATION...... 6

1.9EXECUTIVE COMMITTEE...... 6

1.9.1 Executive Committee Operations...... 7

STANDARDS OF CONDUCT

1.1PLAYER ELIGIBILITY AND BOUNDARIES

2OPERATION AND GUIDELINES:

2.1 REGISTRATION AND PAYMENT OF FEES/WITHDRAWAL & REFUND POLICY/RELEASES

2.2PURCHASING POLICY

2.3ADVERTISING IN THE MEDIA

2.4LOGO, COLOURS, SUPPLEMENTARY CLOTHING

2.5EQUIPMENT...... 20

2.6SPONSORS

2.7FUNDRAISING

2.8SPECIAL PROGRAMS

2.9MIDGET SCHOLARSHIP PROGRAM

3HOCKEY OPERATIONS

3.1HOCKEY OPERATIONS COMMITTEE

3.2DIVISION ORGANIZATION (CATEGORIZATION)

3.3LEAGUES

3.3.1 REPRESENTATIVE DIVISION – ATOM and PEEWEE

3.3.2INTERLOCK NOVICE TO MIDGET LEAGUES

3.3.3DEVELOPMENT LEAGUES INITIATION TO ATOM

3.4SAMHA GOVERNED LEAGUES AND RELATIONSHIPS WITH OTHER ASSOCIATIONS

3.5ICE ALLOCATION

3.5.1REPRESENTATIVE LEAGUE ICE ALLOCATION

3.6LEAGUE GAMES

3.7GAME SHEETS

3.8TOURNAMENTS

3.9TRAVEL PERMITS

3.10TEAM OPERATIONS

3.10.1DUTIES OF DIVISION HEADS

3.10.2 DUTIES OF COORDINATORS

3.10.3DUTIES OF COACHES

3.10.4 DUTIES OF MANAGERS

3.10.5DUTIES OF TREASURERS/MANAGING TEAM FINANCIAL ACCOUNTS

3.10.6DUTIES OF PLAYERS

3.10.7PARENT & FAN RESPONSIBILITIES

3.10.8ST. ALBERT MINOR HOCKEY DRESS CODE & TEAM RULES...... 40

3.11PLAYERS

3.11.1 PLAYER EVALUATIONS

3.11.2ASSIGNMENT OF PLAYERS TO TEAMS (DRAFT)

3.11.3General Procedure for Drafting Teams into the Same Divisions (Equal Draft)

3.11.4General Procedure for Drafting Teams Sequentially

3.11.5AFFILIATION

3.11.6PLAYER RELEASES...... 50

3.11.7CANADIAN HOCKEY ASSOCIATION (CHA), HOCKEY ALBERTA, AFFILIATION, SPECIAL TEAMS, PROVINCIALS

3.11.8UNDER AGE PLAYERS

3.11.9PLAYER ICE TIME

3.12COACHES

3.12.1COACH SELECTION

3.12.2COACH DEVELOPMENT

4DISCIPLINE

4.1RISK MANAGEMENT

4.1.1INJURY REPORTS

4.2CODE OF CONDUCT, ZERO TOLERANCE POLICY

4.3INCIDENT REPORTS

4.3.1OFFICIATING INCIDENT REPORTING POLICY

4.3.2COACHES AND OFFICIALS SHARED RESPECT INITIATIVE

4.4ISSUES, CONCERNS, AND GRIEVANCES

4.4.1EVALUATION ISSUES CONCERNS AND GRIEVENCES

4.5DISCIPLINE

1 SAMHA in General:

1.1PREAMBLE

POLICY

These Operational Policies, Rules & Guidelines outline the regulations under which The St. Albert Minor Hockey Association conducts hockey operations. Notwithstanding any item contained in these Operational Policies, Rules & Guidelines and the Tryout/Evaluation and Team Selection Guidelines of The St. Albert Minor Hockey Association, all participants (individuals and teams) in St. Albert Minor Hockey, all members of the Association, including player, parent, coach, team official, or team, follower and fan, are bound by the Bylaws, Operational Polices, Rules & Guidelines and regulations of the Association, Hockey Alberta and the Canadian Hockey Association (CHA). The following interpretations apply. Policy is a definite course or method of action selected from among alternatives and in light of given conditions guides and determines present and future actions. Rules are guides for conduct or action. Guidelines are an indication or outline of policy or conduct.

1.2VISION

POLICY

The vision of the St. Albert Minor Hockey Association shall be to be recognized as the premier minor hockey association in Alberta, and be the hockey association after which other associations are modelled.

1.3MISSION STATEMENT

POLICY

The mission of the St. Albert Minor Hockey Association shall be to provide a full-ranged hockey program to enhance the abilities of participants at all levels.

1.4PHILOSOPHY

POLICY

The philosophy of the St. Albert Minor Hockey Association shall be to provide a hockey program, which encompasses fun, development, competitiveness and challenge for all participants

1.5VALUES

POLICY

The St. Albert Minor Hockey Association shall value the game of hockey and strive to operate under a set of bylaws, rules and policies which ensures a fair, equitable and enjoyable hockey program that provides for the development of participants at all levels. The St. Albert Minor Hockey Association shall value its volunteers and staff. The association shall value a committee approach to the operation of the association and value open communication to members. Decisions shall be made by the membership subject to executive approval under the current bylaws, rules and policies of the association. St. Albert Minor Hockey Association shall apply the bylaws, rules and policies of the association consistently.

1.6SAMHA

POLICY

The St. Albert Minor Hockey Association shall be referred to in this document as SAMHA or the Association.

Rules & Guidelines:

  1. SAMHA has an office located at the front of Akinsdale Arena 66 Hebert Road in St. Albert
  2. The office telephone number is 459-4052; the fax number is 459-4996. Email is
  3. SAMHA’s mailing address is:

St. Albert Minor Hockey Association, Box 47, St. Albert, Alberta T8N 1N2

  1. SAMHA employs a full time administrator. Office hours are available by phoning the SAMHA office, are posted at the office entrance, and on the web site.
  2. Hockey Alberta is the governing body of hockey in Alberta. Hockey Alberta has a web site at SAMHA’s website is
  3. Hockey Canada is the governing body of hockey in Canada and will be referred to in this document as HC and has a web site at
  4. BYLAWS

POLICY

The Bylaws of SAMHA shall be available at the SAMHA office for perusal by any member of the association. Bylaws can only be changed or amended by vote as outlined in the Bylaws at the annual general meeting of the association.

1.8COMMUNICATION

POLICY

Our main form of communication and mode of disseminating information is thru SAMHA’s website.

1.9EXECUTIVE COMMITTEE

POLICY

The current positions on the Executive Committee of SAMHA and the responsibilities of the positions shall be described in the Bylaws, the positions are:

PRESIDENT
VICE PRESIDENT OF ADMINISTRATION
VICE PRESIDENT OF HOCKEY OPERATIONS
SECRETARY
TREASURER
REGISTRAR
REPRESENTATIVE DIRECTOR
JUNIOR AND MIDGET DIRECTOR
BANTAM DIRECTOR
PEEWEE DIRECTOR
ATOM DIRECTOR
NOVICE DIRECTOR
INITIATION DIRECTOR
FEMALE DIRECTOR
EVALUATION DIRECTOR
PERSONNEL DEVELOPMENT DIRECTOR
EQUIPMENT DIRECTOR
SAMHA ADMINISTRATOR (NON VOTING MEMBER)

The Executive Committee (also referred to as the Board of Directors) consists of the following positions: President, Vice-President of Administration, Vice-President of Hockey Operations, Secretary, Treasurer, Representative Director, Midget Director, Bantam Director, Peewee Director, Atom Director, Novice Director, Initiation Director, Female Director, Personnel Development Director, Registrar, Equipment Director, and Evaluation Director.

The names and phone numbers of the persons currently holding the above positions are available from the SAMHA office and on the web site.

1.9.1 Executive Committee Operations

POLICY

Executive Committee shall ensure that the business and affairs of the Association are conducted in accordance with the Societies Act, Association Bylaws, and the Operational Policies, Rules & Guidelines that may be enacted by the Executive Committee from time to time. In general, the Executive Committee supports a position of open access by its members and shall give full consideration to the affairs brought to its attention by any officer or member.

RULES & GUIDELINES

  1. Administrative Powers and Duties:

Executive Committee shall:

1.1Determine the general policies with respect to the organization, administration and operation of the Association

1.2Operate the hockey programs at all levels

1.3Provide for the development of players, coaches and officials

1.4Make policy rules & guidelines respecting the enrolment of players and their access to programs operated by the Association on a fee for service basis

1.5Consider questions brought before it, with dispatch, and with due consideration of the opinions of petitioners

  1. The Responsibilities of the positions on the Executive of SAMHA are described in the Bylaws.
  1. Conduct of Meetings

3.1Order of Business

3.1.1The items of Business at any regular meeting of the Executive Committee shall address in accordance to the most current version of Roberts Rules of Order shall be as follows:

  1. Reception of visitors
  2. Approval of Agenda
  3. Minutes of previous, regular or special meetings
  4. Correspondence
  5. Treasurers Report
  6. Old Business
  7. New Business
  8. Disciplinary Committee Report
  9. Hockey Operations Committee Report
  10. Director Reports
  11. Adjournment

3.1.2If there are agenda items which require specific members to be present, and they are not present, the Director shall immediately have those items tabled to the end of the meeting. If at the end of all other business, those members are still not present, those items shall be tabled until the next meeting.

3.2Guests

Executive Meetings are open to any SAMHA Member upon 24 hours notice to the SAMHA Office. This will give the SAMHA membership the opportunity to audit the meeting without making a presentation. There will be a 15 minute period, minimum at the Executive Meeting for questions from the General Membership.

3.3Minutes

3.3.1The minutes of Executive Committee meetings shall include a record of visitors received, motions considered and their disposition, reports received either explicitly or as attachments and shall be distributed to members as soon as possible and at the latest prior to the onset of the next regular meeting.

3.3.2Minutes shall be presented for ratification at the next scheduled executive meeting.

3.3.3The executive committee shall make minutes available 10 days after ratification.

3.3.4Minutes from executive meetings held within 30 days prior to AGM shall be ratified and made available 10 days prior to scheduled AGM.

3.4Voting

3.4.1Every executive member present shall vote on every matter unless excused by resolution of the Committee from voting on a specific motion, or unless disqualified from voting by reason of a conflict of interest as contemplated pursuant to subsection 3.4.3 below.

3.4.2At all meetings of the Executive Committee every question shall be decided by a majority of the votes cast on the question, except in the case of adoption or amendment to policy. In the case of an equality of votes the Chairman of the meeting shall not be entitled to a second or casting vote in addition to his ordinary vote, and the question shall be declared defeated. In the case of a 2/3 majority rounding will always occur to the next higher whole number.

3.4.3Members of Executive Committee shall not vote on any question:

a)Affecting a private company of which they are shareholders

b)Affecting a public company in which they hold more than one percent of the number of shares

c)Effecting a partnership or firm of which they are members

d)A contract for the sale of goods, merchandise, or services to which they are a party

e)On any question in which they have direct or indirect pecuniary interest, except questions of general benefit to a class of which they are by statute necessarily members

f)Any question directly effecting the placement or discipline of any player to whom they are directly related

Any member excluded by virtue of the above, shall so declare before discussion of the question and shall not participate in the debate and shall be deemed absent for that specific question.

3.4.4No absentee or proxy voting shall be allowed

3.4.5Recording: a member may request his vote to be recorded in the minutes

3.4.6Where the executive committee has determined that an electronic vote is deemed appropriate or necessary such will be conducted and will be ratified at the next scheduled Executive Committee Meeting.

3.5Motions

3.5.1Each member shall have the privilege of proposing motions for consideration by the Executive Committee with no requirement of a seconder.

3.5.2Chairman shall rule on the validity of any question in terms of order. If a motion is ruled “out-of-order” by the Chairman, it shall be so recorded in the minutes along with the reasons stated for the ruling.

3.5.3On any questions, members shall observe parliamentary courtesy. The proposer of any motion shall have the right to open and close debate; however, closure shall not take place until every member choosing to speak has had an opportunity to do so.

3.5.4No executive member shall speak more than twice to the same question (only once to a question of order) or no longer than ten (10) minutes at one time. No member shall speak a second time to a question until every member choosing to speak has spoken.

3.5.5A proposer shall not speak against a motion, even though he shall have the privilege of casting a vote against.

3.5.6Where the right to speak on a question is itself a matter for debate, the Chairman shall poll each executive member to ensure opportunity has been granted.

3.5.7A proposer has the right to withdraw the motion at any time, in which case it shall not be recorded in the minutes and business shall proceed as if the motion had never been proposed.

3.6Amendments

3.6.1Each executive member shall have the right to propose amendments to a question under consideration, providing the amendment enhances the intent of the original motion, and does not attempt to contradict its application.

3.6.2An amendment, if accepted by the proposer of the original motion, becomes part of the motion, and is not recorded separately in the minutes.

3.6.3When the proposer of the original motion does not accept an amendment, all debates shall be confined to the merits of the amendment, unless it is of such nature that its determination practically decides the main question.

3.7Decorum

3.7.1In debate, an executive member shall confine comment to the question, and shall not reflect on any act of the Committee, unless to give notice of intent to rescind a previous motion.

3.7.2The nature or consequences of a motion may be stated or condemned in strong terms. However, a member shall not arraign the motives of a proposer or other member during debate.

3.7.3A speaking member shall respect the Chairman’s right to speak or recognize a point of order or information. The speaking member shall defer to the Chairman on such points.

3.7.4Calling for the previous question may be ruled out of order by the Chairman if, in his opinion, the motion is being made in a frivolous manner, or in an attempt to suppress normal debate.

  1. Meetings by Telephone

4.1An executive member may participate in a meeting of the Executive Committee by means of telephone or other communication facilities that permits all persons participating in the meeting to hear each other, and the member participating in such a meeting by such means shall be deemed to be present at the meeting.

  1. Signed Resolution

5.1A resolution signed by all members of the Executive Committee, as such, shall be as validated effectual as if it has been passed at a meeting of the Committee, duly called and constituted, and shall be held to relate back to any date therein stated to be the date thereof.

  1. Expenses

6.1All members of the Committee shall be entitled to reimbursement for reasonable expenses incurred while engaging in business approved by the Committee. All invoices are signed off as follows:

Expense accounts

President’s is signed by the VP and Treasurer

VP is signed by the President and Treasurer

Pres/VP/Treasurer (one of) must sign all other expense accounts

  • Expenses under $200.00 are singed by the Administrator/Directors
  • Expenses over $200.00 are signed by the VP or Pres and the office administrator. The only exception is items that have went out for tender or are approved by the executive only need to be signed by the office administrator.

6.2Expense claims for the Treasurer or President shall be approved by the executive committee

6.3An individual having a cheque issued to them personally cannot sign the cheque

6.4SAMHA cheques will not be issued without a detailed receipt

6.5All officers are authorised to make purchases in an amount not to exceed $100.00 or not to exceed $200.00 per month for miscellaneous items required for the operations of their respective program not covered by the budget. Purchases in excess of that amount require approval of the Executive Committee at a regular meeting. When representing SAMHA in an official capacity, mileage expenses will be reimbursed in accordance with the current government of Alberta reimbursement rate as posted on the Government of Alberta website. Mileage will be paid per driver, per vehicle.

STANDARDS OF CONDUCT

POLICY

These standards of conduct shall apply to all officers of the Association, whether elected or appointed, and shall specifically apply to Members of Executive Committee, Division Heads, and Subdivision Coordinators. This statement does not attempt to define all items of acceptable conduct. These items are minimum standards of behaviour which officers are expected to observe. Violation of the standards by an officer may lead to a review by the Executive Committee and/or the Discipline Committee for subsequent exoneration, reprimand and/or expulsion.

RULES & GUIDELINES

  1. In relation to the Association:
  2. The Officers shall adhere to Association policy and seek to change such policy through the proper channels of the Association.

1.2The Officers shall maintain the integrity of the Association at all times, and do not initiate or participate in any activity that will place the Association in ill repute.

1.3The Officers shall honor commitments made on behalf of the Association.

1.4The Officers shall not divulge to members of the general public any item raised at Executive Committee while in Committee of the Whole.

1.5The Officers shall resign from their position immediately if they become unable to fulfil the duties or obligations of the position.

  1. In relation to colleagues (other officers):

2.1The Officers shall not criticize the sphere of operation of another officer except to that Officer or the President. Criticism or reports to the President shall only be made after the Officer has been made aware of the nature of the criticism to be levelled.

2.2The Officers shall not comment, render opinion or decisions, with respect to operations not under their control, to members of the general public.

2.3The Officers shall refer to appropriate Association Officer’s issues arising in the community with respect to their sphere of operation.

2.4The Officers shall not undermine the confidence of Association members in other offices.

  1. In relation to the membership:

3.1The officers shall fulfil the duties and obligations of their position to the best of their ability, always serving the best interests of all participants registered with the Association.

3.2The Officers shall treat members with dignity and respect and are considerate of their circumstances.

3.3Officers shall not use their position for personal profit, or for the profit of immediate family members.

3.4The Officers shall not use their position to influence the placement of any players.

3.5The Officers shall not use their position to influence the selection of any coach or team official.

1.1PLAYER ELIGIBILITY AND BOUNDARIES

POLICY

The Association shall provide programs for players, aged 4 to 21 years of age, resident in the City of St. Albert and its associated service areas. Non-resident players are only admitted to the program under special rules established by leagues for “import” players in the Midget AAA category and under specific direction of the Executive Committee.

RULES & GUIDELINES

  1. Resident player: In order for a player to be eligible to register as a member of SAMHA, play or practice with a team or participate for tryouts – both the player’s parent/s and player must reside within the boundaries of SAMHA.

Current Players: all players MUST have a copy of their Alberta Health Care card or proof of other acceptable medical coverage – as well as a copy of their birth certificate on file.