Managing Hockey Season

Transcription

1 Managing Hockey Season To be used in conjunction with: MAHA Annual Guide (available at USA Hockey Annual Guide (available at Revised August 26, 2015

2 Table of Contents Contacts / Useful Links... 4 Plymouth-Canton Hockey Association... 5 General Membership Meeting Voting Eligibility Parent/Team Issues & Complaints PCHA Communications City of Plymouth Arena & Hockey Operations PCHA Fundraisers Beginning of Season... 7 Team Manager Player Registration LCAHL League and Scheduling I275 League and Scheduling Roster Jerseys/Socks Goalie Gear Mailboxes Pictures Team Volunteers Team Communication Parent Meeting Team Website Team Schedule Player Cards Arena Maps Finances Team Checking Account Team Budget Ice Bills/Payments Monthly Financial Statements Team Fundraisers Sponsors 2

3 Schedules / Games Ice Schedule League Schedules Districts Scrimmages Referees Game Log / Score Sheets Score Clock at PCC End of Season Parties/Gifts Year End Finances Return PCHA Goalie Gear Team Sponsorship Financial Sheet (Addendum i) Sponsor Letter (Addendum ii) PCHA Reimbursement Form (Addendum iii) How to Run the Score Clock at PCC (Addendum iv)

4 Contacts / Useful Links Association website: Board of Directors: President: Colleen Pobur Vice President: Jeff Scannell Treasurer: Terri Anderson Secretary: Laurie Birchler Director of Coaches: o Gordon Bowman o Matt Zink Little Caesar s Amateur Hockey League (LCAHL): Michigan Amateur Hockey Association (MAHA): MAHA District 4: USA Hockey: Plymouth Cultural Center (PCC) Arena & Hockey Operations: Ron Baase (iceman5@live.com); (734) ext 312 Tracey Moran (tmoran@ci.plymouth.mi.us) (734) ext 314 City of Plymouth Parks & Recreation: 4

5 Plymouth Canton Hockey Association (PCHA) General Membership General Membership meetings for all members of PCHA are held bi-monthly during the hockey season at PCC. Meetings will be posted on the website and reminders are ed to coaches/managers for each team. All teams must send a representative or be fined $100. It is required that a representative from each team be in attendance. It is recommended that the parents from your team attend, as there are many issues discussed and voted on that ultimately affect everyone. Voting Eligibility One Parent and/or legal guardian of all PCHA players shall be granted one vote for each child properly registered. However, each family shall be allowed a maximum of two (2) votes regardless of the number of players registered. Any person who has been registered as a member of the PCHA for five (5) days or more and who has attained the age of 18, and who is not an active player in the PCHA, shall have voting privileges. Coaches and/or managers who are listed on the MAHA roster and members of the Board of Directors are also granted voting privileges. Parent / Team Issues & Complaints The head coach is ultimately responsible for his/her team. Any issues or complaints from parents on the team should be brought up with him/her. No parent or guardian may interfere directly or indirectly, in any way with the coach, manager, referee, or players. If the team needs to seek advice, resolve issues, or obtain PCHA related information, please contact the Arena & Hockey Operations office at PCC or a member of the Board of Directors. The coach is responsible for making sure the staff is familiar with the USA Hockey coaching ethics agreement, and all MAHA and PCHA rules. Any questions should be directed to the Director of Coaches. Any PCHA issues/concerns should be discussed first with the coach or manager. If the issue cannot be resolved internally, any of the following may be contacted: Director of Coaches Board of Directors PCC Arena & Hockey Operations 5

6 PCHA Communications To help you with any questions you may have, the following is a list of the PCHA Board positions and what that person does involving the PCHA teams. These job descriptions are not all inclusive. Secretary: Keeps minutes from all PCHA General Membership meetings. Treasurer: Oversees sponsors and fundraisers for teams, issues reimbursements to teams for miscellaneous items approved by the Board (addendum iii), collects sponsor fees, schedules PCHA fundraisers, double checks teams financial sheets, tracks sponsorship monies for 501c3, and collects teams financial sheets for sponsors. Director of Coaches: Discusses issues with coaches (ethics, practice plan helps, etc.) when warranted, schedules/runs coach s clinics (at least one per year), SafeSport coordinator, helps to resolve problems/complaints from Coaches/parents. City of Plymouth Arena & Hockey Operations The following is handled by the City of Plymouth Arena and Hockey Operations office: PCHA Player Registration Rosters / Credential Data form required for Districts Ice schedules and ice billing Procurement of equipment (jerseys/socks, end-of-year team banners) Handles lending of PCHA goalie equipment to mite teams Promotion of Hockey Operations, including USA Hockey special events Coordination of required MAHA tournaments PCHA Fundraisers When a parent registers his/her child s membership, they agree to participate in any PCHA fundraiser or pay the monetary amount expected to be raised by the fundraiser, or they lose their membership. 6

7 Beginning of Season Team Manager The head coach should meet with the manager to clearly define duties and expectations. The manager should be prepared to deal with all off-ice business activities including roster, finances, scheduling of games/scrimmages and referees, league team registration, maintaining paperwork for District credentials, parent communications, team web page and calendar, ordering of jerseys and spirit wear, coordination of off-ice team events, tournament entry and hotel reservations and other duties as needed. The team manager is responsible for these duties but is encouraged to delegate some activities to parent volunteers. Many parents are happy to lend a hand. As a reminder, the team manager or treasurer cannot be the spouse or significant other of the head coach of the team. Player Registration Every PCHA player is required to be a registered member of PCHA for the regular season (September 1 st through March 31 st ). The registration fee covers the cost of jerseys/socks, a portion of league fees, District fees, and administrative costs required to run the Association. On-line registration is handled by the City of Plymouth Recreation Department at In order to use the on-line registration system each family needs to have a household account with the City of Plymouth. Note: setting up a household account with the City of Plymouth does not register, nor commit, a player to PCHA. Preregistration for house teams takes place on-line in the spring. During this period returning PCHA players will be accepted to teams based on their registration date, followed by players that did not play for PCHA during the previous regular season. To ensure that kids are placed on a Plymouth team and not wait listed, house players are encouraged to register as early as possible. Open/Regular registration for house teams begins in summer and continues through the start of the season. During this period, players will be accepted to teams based on their registration date, as space allows. Note: A draft skate takes place mid- August to place pre-registered house players on a team. Registration fees are non-refundable, unless PCHA is unable to place the player on a team in their age division. 7

8 Travel players will need to register once they have been accepted to a team for the season. Travel players are selected by the coaching staff of each individual team. Players should not pre-register as a travel player unless they know for sure that they have a position on the team. LCAHL League and Scheduling PCHA teams (squirt and older) compete in the Little Caesar s Amateur Hockey League (LCAHL). Please refer to the Little Caesar s website ( for the latest information on scheduling dates, deadlines and contact information. At the beginning of the season, you will need to register your team on-line with LCAHL before the deadline listed on their website. The fee for participating in the league is initially paid to LCAHL by the PCHA. Your team is responsible for a portion of this fee ($275 for the Season) and will be billed on a subsequent ice bill. Each team will receive a binder and LCAHL score sheets. You are required to use a LCAHL score sheet for league games. You may use PCC score sheets for Districts and scrimmages. Once LCAHL publishes divisions, the head coach or manager will be responsible for scheduling games. As soon as your games are scheduled, your home games must be ed to both the PCC Hockey Operations office (tmoran@ci.plymouth.mi.us) and the Referee Schedulers (kjungquist@gmail.com and mzink10@comcast.net) so that referees can be obtained. Send the name of your head coach, date and time of the game, arena, and opponent s name. If you have a change to your schedule, it is imperative that you contact the PCC Hockey Operations office and Referee Scheduler so that game officials can be rescheduled or the team will pay the costs incurred. I-275 League and Scheduling PCHA teams (U6 and U8) compete in the I-275 League. The fee for participating in the league is paid by the PCHA. Teams will be provided with the league s rules and regulation at the beginning of the season. Roster The process to obtain a team roster may change each year. Information on rostering a team available from the PCC Hockey Operations Office and is ed to head coaches/managers at the beginning of the season. Important: The team cannot play in any scrimmages or games until your roster is approved by the District Registrar AND you have received a stamped certified roster. 8

9 Jerseys / Socks The vendor that supplies jerseys and socks is selected by the City of Plymouth and the PCHA Board of Directors. Information on placing your order will be forwarded to the head coach, and manager if known, at the beginning of the season. Orders for jerseys and socks need to be placed as soon as possible after the team is formed. The cost for two jerseys and socks (home and away) is included in the PCHA registration fee. If the team elects to have player names added to the jersey, there is an additional cost that is the responsibility of the team to cover. Goalie Gear Mite sized goalie gear may be borrowed from the PCHA for the season. Distribution of PCHA gear is handled by the City of Plymouth Hockey Operations office. There is a $350 deposit (payable to the City of Plymouth) which will be refunded when the goalie gear is returned at the end of the season. Gear may be picked up from the PCC during normal business hours. Mailboxes The PCHA Association and team mailboxes are located in the Arena & Hockey Operation office at PCC. The coach has the responsibility (unless he authorizes the manager) for checking his mailbox weekly. Pictures Each year a photographer will be recommended by the PCHA Board. It is at the team s discretion to use whatever photographer they want, or if they even want pictures. Whatever is decided, it is up to the team to contact the photographer, make arrangements and provide payment. If team pictures are done, ensure that extras are ordered for any sponsor plaques that may be needed. Team Volunteers A coach cannot run a team alone. Each team needs the participation of its parents. Volunteering is requested from everyone no matter how small it is. Following are some typical volunteer positions: Team Manager: See the Team Manager section for a description of duties. Team Treasurer: See the financial section of this manual for a description of duties. Assistant Coaches: Help the coach on-ice during practices and on the bench during games. Assistant coaches must be included on the roster and registered with USA Hockey. Timekeeper: Run the game clock for home games. 9

10 Scorekeeping: Record game scores and penalties on the score sheet for home games. Event Coordinator: Plan and organize off-ice events and get-togethers for parents and players. Typical events may include a fall kickoff party, holiday party and end-of-season party. Tournament Coordinator: Scheduling of tournament and coordinating required paperwork. May include completing required paperwork and submitting payment to tournament organizer, making hotel room reservations for the team, and organizing team activities (e.g., team dinner or afternoon laser tag outing). Sponsor Coordinator: Maintain list of sponsors and responsible for sending a team thank you (typically a thank you plague and team picture). Follow up with the PCHA Financial VP and file any necessary paperwork for the team. Fundraiser Coordinator: Plan and track any team fund raisers; making sure they are approved by the PCHA Board as defined by the by-laws. Yearbook Coordinator/Photographer: Take photos at games and team events throughout the season. Responsible for coordinating the yearbook for the end of season party. Website Coordinator: Maintain an accurate and up-to-date website for the team. Goal Jug (optional): Bring goal jugs to games and account for all monies in goal jug. Snack Coordinator (optional): Coordinate snack/drink sign up for games. 10

11 Team Communication Parent Meeting Team communication is important for everyone so that there are no misunderstandings. An informational meeting discussing the upcoming season should take place as soon as possible after the draft (for House teams) or final tryout (for Travel teams). This can be held right after a practice at the rink in the lobby, in the locker room, or off site at another location. The coach should run this meeting; preferably this would be for adults only. The coach should speak to the parents about expectations from them and the players, goals for the year, team rules and discipline procedures, tournaments, and ask for parent volunteers. The team manager should explain how the finances of the team will be conducted, ice bills/payments, and anticipated extras (e.g., spirit wear, parties/events). If the coach and manager have not already secured the necessary information to roster the team, this might be a good time to do it. Team Website A team website is great for maintaining the team schedule. There are various sports websites available on line. Simple websites are often free. The team can pay an annual fee for a site with more capabilities or one without advertisements. Many sites can be password protected. Team Schedule Calendars with all the team s practices and games/scrimmages should be published throughout the season as soon as the information is available. This way, families can plan other activities, vacations, and school events. Player Cards A small laminated wallet card with the team roster, player numbers, parent names and phone numbers is very handy. It is easy to do using the business card template in most computer software programs. The parent can use this card to call someone if they will be running late to a game, get lost, needs to carpool, or if their player will be absent. Arena Maps Arena location information is necessary for new families and younger teams. You can find maps to almost any ice rink in North America at Make sure to include arena addresses in your team s. 11

12 Finances Team Checking Account Your team s checking account needs to be setup as soon as possible and has to be separate from any personal checking accounts. Its use is for the hockey team only. It is suggested that you clearly define your team name on the account as there are likely to be several Sharks or Stingrays teams banking at your institution. Choose an account name like Great White Sharks- Frader or Plymouth Sharks-Anderson to prevent mix ups with other teams. A minimum of three team officials should be able to sign the checks (this would include the manager and the head coach). The head coach is ultimately responsible for his team s funds. To setup a team account, you will need to obtain an EIN number from the IRS ( The EIN number is then given to the financial institution and allows you to setup the account as a not-for-profit youth sports team. While you can choose any financial institution, some are not as easy to deal with as others. Many teams have successfully used the local Community Federal Credit Union located on Harvey Street in downtown Plymouth. (Note: You do not need, nor are you permitted to use the PCHA s tax ID number to set up team accounts.) House team checking accounts should be closed at the end of the season after all checks cleared. Team Budget A budget should be published at the beginning of the season. Include all expected expenses, a small amount for unexpected expenses, and anticipated monthly payments due from each family. Possible expenses to consider: Contracted ice cost. PCC ice is $270/hour ( Season). Unexpected expenses, (e.g., extra ice). Referee fees for home league games, district games, and scrimmages. League fees. Tournament fees. District fees if team should advance to the 2 nd round. Equipment (e.g., pucks and water bottles). Other (score sheet labels, laminated player cards, checking account fees, website fees, try out ads for travel teams, player names on jerseys). Fees for specialized coaching (e.g., goalie coach, skill development coach). Off-ice team events (e.g., holiday party, end of season party). End of season team yearbooks. 12

13 Equipment deposit for Mites or teams using PCHA goalie gear. The deposit of $350 will be refunded at the end of the season to the team provided all equipment is returned. Ice Bill / Payments Each hockey team in the PCHA is billed monthly by the City of Plymouth for ice. Payment is due by the 15 th of every month. A late fee of $100 will be assessed for each late payment. Your team is responsible for payment of the entire ice bill due to the City of Plymouth, as stated on your original ice bill. If your team is due an ice credit, you will receive a revised invoice for the month. Do not deduct anything from your ice bill without authorization. If you sell or trade ice, it is your responsibility to collect any payments from the transaction. The ice bills for September through January include a prepayment for March ice of up to $700. February s ice bill includes all ice for February and March, less prepayments made. The reason for this is that ice is contracted for the entire hockey season. Each team is required to pay their full season s ice billings even though the team might disband in early March. Do not let a family get behind in their monthly ice bills. If this occurs, the player should be suspended from further play until full payment of arrears is received or their membership would be terminated with the PCHA. Note: the coach is ultimately responsible for all the team s unpaid bills. Monthly Financial Statements A team financial statement must be done each month and needs to include the beginning balance, income and expenses for the month. Financial statements are due by the 25 th of each month. If late, a fee of $25 will be assessed for each occurrence. It is mandatory that monthly Financial Statements are given to each family and the PCHA. This is done by sending a group to the team and copying the PCC Hockey Operations office (tmoran@ci.plymouth.mi.us) with the attached monthly financial statement. Team Fundraisers A team may raise money by holding fundraisers. Team fundraisers are approved annually by the PCHA Board (in the Spring/Summer for the following season). Approved team fundraisers are usually candy sales, bottle drives, car washes, goal jug, squares, and Red Wing Hockey seconds. Raffles or baskets of cheer (liquor) are not allowed. DO NOT use the name PCHA or Plymouth-Canton Hockey Association with your team fundraisers. All events need to be under the team name. The majority of the team should agree on the fundraiser, as they would be the people selling the items. The proceeds should be designated toward a tournament fee, team equipment, team apparel or skating pro fee. The team needs to decide in advance whether the fundraiser is mandatory or optional, and how the benefits from the funds raised are distributed. 13

14 Sponsors The PCHA has a 501c3 status. This means that any corporation, company or individual may donate money and it will be fully tax deductible. Checks from a company must be made payable to Plymouth- Canton Hockey Association II, not the team. The check will be cashed by PCHA and the team issued a check for the amount of the donation. All teams receiving sponsorships must submit a separate financial sheet showing how the money was used to the PCHA Financial Vice President (see addendum i). This financial sheet is required for IRS purposes. The PCHA Financial VP will send a letter to the team sponsor with our Tax ID # to be used as a receipt. A team may secure sponsors on their own. A sample letter to use is attached (see addendum ii or download from the PCHA website). You may obtain any monetary amount. The letter suggests an amount of $250 or more be donated because if a lower amount is suggested, that is typically what a sponsor will donate. A sponsor may designate what the money for the team is to go towards (e.g., hockey bags, spirit wear, a tournament). 14

15 Schedules and Games Ice Schedule Ice schedules are handled by the Hockey Operations office. As a courtesy, if you trade or sell your ice, please the coordinator so that the arena knows what teams to expect on the ice. Note: your team is responsible for payment of the entire ice bill due to the City of Plymouth, as stated on your original ice bill. If you sell or trade ice, it is your responsibility to collect any payments from the transaction. League Schedules PCHA teams (squirt and older) compete in the Little Caesar s Amateur Hockey League (LCAHL). Please refer to the Little Caesar s website ( for the latest information on scheduling dates, deadlines and contact information. PCHA teams (U6 and U8) compete in the I-275 League. Information pertaining to scheduling will be available to teams at the beginning of the season. Districts Two teams from each Division, squirt and older, participate in Districts. If there are more than two teams in any Division (e.g., squirt B), round robin games are played to determine the top two teams. PCHA files with MAHA the intent to enter Districts and pays the entry fee in November. Each team is responsible for assembling any paperwork that may be required for District Credentials. In addition, two representatives must attend the District Scheduling meeting that takes place in January. Refer to for requirements and dates. If your team is not represented at the scheduling meeting, you will not participate in Districts. There will be no exceptions. Teams are responsible for any costs associated with semi-final and final games. If teams advance to States, the cost is covered by PCHA. Scrimmages Scrimmages can be setup as the team schedule allows. Remember to contact the Referee Scheduler at least five days in advance to schedule game officials. It is your responsibility to verify that any team you play has a USA Hockey roster. This is especially important early in the season. Know the maximum number of games your team is allowed to play (MAHA Annual Guide at and do not exceed this number of games. 15

16 Referees Scheduling of referees for league, District and playoff games is coordinated by the Hockey Operations office. For scrimmages, each team must contact the Referee Scheduler to obtain officials at least 5 days in advance. Teams must pay referee fees prior to all games. Current fees can be found on our website. For the season, the following fees apply for each referee: Mites $16/hour Squirts $20/hour Pee Wees $24/hour Bantams $28/hour Midgets $32/hour For longer games, compute the appropriate fee (i.e., a bantam 90 minute game would be $42 for each referee). If your game is canceled, please contact the Referee Scheduler as soon as possible to cancel your referees. If you neglect canceling officials, you will be responsible for their compensation. Score Sheets / Game Log The home team is responsible for the score sheet. It needs to be filled out and signed by coaches prior to the start of the game. It is helpful to create score sheet labels for the team including player numbers, player names, and coach information (name, CEP number, level and expiration date). Use 2 x4 white, repositionable shipping labels (e.g., Avery #55163 or #58163) for good results. Microsoft Word has predefined templates for formatting. If you do not have labels, the information will need to be hand written on the score sheet. When filling in the score sheet information, remember to specify that PCC is a curfew arena for league and scrimmage games. After a game, do not leave the arena without first securing a copy of the score sheet. Teams are responsible for maintaining a game log and copies of score sheets for every game played during the season. Score PCC The home team is responsible for running the game clock. Instructions for running the clock at PCC are attached (addendum iv). 16

17 End of Season Parties / Gifts Many teams have an end of the year party to close out the season and announce individual accomplishments and awards. Awards should be of little monetary value to be kept in amateur hockey status. Year End Financials Before the team disbands for the season, the manager should ensure all ice and any miscellaneous bills are paid. Any leftover money in the checking account (with the exception of the opening balance) should be divided equally and returned to each family. If the coach intends on carrying a team for the spring or for the upcoming fall season, the account may be left open. Make sure to leave a minimal amount of money in the account so that it will remain open and any monthly fees that may be imposed can be deducted. If the team is disbanding, the account should be closed. An end of season financial statement should be provided to each family and the PCHA Treasurer. Return PCHA Goalie Gear (Mites) The coach is responsible for returning any PCHA goalie equipment to the PCC Hockey Operations office by the end of March. The team will be refunded their equipment deposit of $350 if nothing is missing or damaged. If goalie equipment is needed for a spring team, it must be rented and checked out again, if available. 17

18 Addendum i Team Sponsorship Financial Sheet ( Year) Coach: Team Name: Division/Level: Sponsor Amount Donated Dollars Spent On XYZ Company $500 $500 Little Caesars Tournament ABC Company $1,000 $625 Glacier Christmas Tournament $375 Hats/supplies for Players Christmas Party (This financial sheet must have a zero balance..all sponsorship monies spent by the end of the season) PLYMOUTH-CANTON HOCKEY ASSOCIATION 18

19 Addendum ii Plymouth Canton Hockey Association 525 Farmer Street Plymouth, MI August 1, 2015 For over 40 years, we at the Plymouth Canton Hockey Association have been working hard to provide our young people with the opportunity to grow and develop. Not only are we developing good hockey players, but we believe we are developing a spirit of camaraderie, fair play, self-confidence, sportsmanship and cooperation. The Plymouth Canton Hockey Association cannot make it on hard work alone. We need your help. We believe we can provide a positive experience for these kids and with your support we can continue. For a donation of $250 or more your business will receive: Your business name on our website ( Your business name posted on the Sponsor Board at the Plymouth Cultural Center Thank you letter with our Tax ID # for use as a receipt for tax purposes. We are a 501(c)3 non-profit corporation and all monies are fully deductible. Donors may deduct contributions to the "Plymouth Canton Hockey Association" as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to the Plymouth Canton Hockey Association or for our use, are deductible for federal estate and gift tax purposes if they meet the applicable provisions of Code sections 2055, 2106, and Contribution deductions are allowable to us only to the extent that the contributions are gifts, with no consideration received. The donation you contribute to our hockey association is used to buy equipment (pucks and goalie equipment). The rest enables our team to play in a tournament, buy team equipment, and helps defray ice costs to the players. As you know, hockey is a very expensive sport but a very enjoyable one to talented young players. Without your help, many kids could not afford to play. Thank you for your support! Please submit this bottom portion with your contribution: Checks payable to PCHA II Sponsor -- Business Name: Business Contact Person: Address: Donation: Date: Team/Coach: 19

20 Addendum iii PCHA Reimbursement Form (Other than Ice) Submitted By: Team: Division: Coach: Date: Amount: Manager: Phone: Reason for Refund: PCHA Treasurer Use Only Receipts Attached? Approval: PCHA Treasurer s Signature: Date: 20

21 How to Run the Score Clock at PCC Addendum iv The following instructions are a guide to operating the score clock control unit used at PCC. Many arenas in the area have control units that have similar operations. Turning on the Clock 1. Turn on the clock. The switch is on the back of the control unit. 2. The unit will ask if you d like to continue the previous game. Press <Clear> to start a new game. (Note: press <Enter> to resume the previous game.) 3. If not displayed, type the code 4401, press <Enter>. Setting the Game Time 1. Press <Set Main Clock>. 2. Type the time using the keypad. 3. Press <Enter>. Setting the Period 1. Press <Period +1>. OR, 1. Press <Edit>. 2. Press <Period +1>. 3. Type the period on the keypad. 4. Press <Enter>. Setting the Score For the appropriate team (Home or Guest) 1. Press <Score +1> to add one to the current score. 2. Press <Score -1> to remove one from the current score. Managing Penalties When adding or removing a penalty, watch the LCD display on the control unit. It will show you which penalty you are dealing with. To Add a Penalty 1. Press <Player Penalty> for the appropriate team (home or guest). 2. Type the player's number on the keypad. 3. Press <Enter>. 4. Type the length of time for the penalty (primes to a default of 2:00). 5. Press <Enter>. 21

22 To Remove a Penalty 1. Press <Delete Penalty> for the appropriate team (home or guest). 2. Use the arrow keys to select the penalty you want to remove. 3. Press <Enter>. Turning Off the Clock Turn off the clock using the switch on the back of the control unit. Suggestion: Practice! Practice!! Practice!!! Take some time to practice operating the score clock. A good time to do this is during a team's practice. It is best to familiarize yourself with the operations of the score clock before doing it in a game situation. 22