Thompson Minor Hockey Association Inc. Operations Policies & Procedures. (Previous Nov. 5, 2015) Revisions up to Sept.

Transcription

1 Thompson Minor Hockey Association Inc. Operations Policies & Procedures (Previous Nov. 5, 2015) Revisions up to Sept. 18, 2016 in Red 1

2 Table of Content 1.0 EXPULSION, ETHICS, CONFLICT OF INTEREST & PCRs Expulsion Ethics Conflict of Interest Police Record Checks Obtaining Police Record Check ELIGIBILITY, REGISTRATION & INSURANCE Eligibility Registration of Players Player Advancement Fees & Refunds Insurance EQUIPMENT, UNIFORMS & COLOURS Approved Playing Equipment General Rules Jerseys & Name Bars Return of Equipment Official Colours Team Apparel & Dress Code HOUSE LEAGUE General Rules Fair Ice Time Player Evaluation Team Selection & Balancing Team (Player) Selection Procedure Team Balancing Meeting Representative TEAMS Tryouts for Representative Teams Team Meetings Player Movement/Quitting Affiliate Players Bantam Blades(Traveling Team) Peewee Doug s Source for Sport (Traveling Team) Atom Carroll Aeros (Traveling Team) Novice Teams Female Teams Midget Teams Exhibition Games Practices Financial Policies Fundraising Policies Photographs Parent Reports TMHA Reports Year-End Reports TMHA Tournaments Hosting Provincials Penalties CONDUCT & DISCIPLINE Complaints & Sanctions Suspensions Disciplinary Policies Alcohol Twenty-Four (24) Hour Cool Down Rule Dressing Room Policy Releasing Children from Supervision Travel Policies

3 6.9 General Appeals COACHES, Safety & MANAGERS Clinics Selection of Representative Team Officials Responsibilities of all Team Officials COMMUNICATION Methods of Communication Communication Protocol ON & OFF ICE Officials Timekeepers Referees Pay Rates Subsidization Board of Directors FundRaising Association Sponsorship Sponsorship BANQUET, AWARDS & SCHOLARSHIP Banquet Awards Scholarship General Operation of the Association Insurance Regular Board Meetings Rules of Ranking Changes to the Constitution and Bylaws TMHA List of Available Forms JOB DESCRIPTIONS House League Team Coach House League Team Assistant Coach House League Team Parent Manager Competitive Team Coach Competitive Team Assistant Coach Competitive Team Safety/Trainer Competitive Team Manager Tournament Guidelines General Overview Tournament Committee Tournament Job Descriptions

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 2 years, starting September Board members are to have their PRC completed by October 1 st and all other volunteers must have a Criminal Record Check completed or processed after or before evaluations/tryouts are completed and before first scheduled team ice time. (Sept. 2016) 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 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) 4

5 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 1 st, as per Hockey Manitoba. 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 31 st. Pre-Novice 5 & 6 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. 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 as of December 31. 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) h) 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. i) 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. 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 1 st shall pay full registration fee. Any player registering after December 1 st shall pay 50% of the full registration fee. e) No registrations shall be taken after February 10 th 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 31 st 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 % of the registration fee is refunded November % of the registration fee is refunded December % 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 30 th, 100% of the registration fee less a $25.00 administration fee is refunded. k) There will be no registration refunds for any players under suspension from the TMHA and/or banned by the City of Thompson. 6

7 l) No refunds will be approved for representative players until all fundraising, team monthly fees, etc are up to date and accounted for. 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, 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. 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. 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 (Timbits 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. 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. 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 7

8 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 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 (hence forth 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 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), 2 nd 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 2 nd year Novice players will get an opportunity to play on the Novice team up in Atom HL. 8

9 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 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) Ice Time as stated in the Constitution s) 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 7 Skaters - fair and equitable rotation NOTE: The word Skaters as used above does not include goaltenders. t) 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. 4.2 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 (2 nd year) players session and the A coaches run the Minor (1 st 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. 4.3 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 1 st. If further balancing is required, it must take place prior to January 9th. The House League Directors will participate at these meetings. 9

10 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. 4.4 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 calibre 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) 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. h) Coaches will keep selecting players per rating group until all players are selected. i) Coaches will then draw a team by number and adjust for Coach s child (within same group). j) Final team determination is subject to any changes, which may be directed by the Program Director and/or the Board of Directors. k) Players will be contacted by their respective coaches. l) House League Directors are to provide the team player lists to the Registrar within 24 hours of selection of teams. 4.5 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. 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. 10

11 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 players ( ) for the Atom and Peewee levels, and players ( ) 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 5.14 Fundraising Policies), tournaments or other plans b) ALL Coaches must inform their parents that all TMHA policies and procedures are available online at 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. 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 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. Competition.pdf 11

12 5.5 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. 5.6 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. 5.7 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. 5.8 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. 5.9 Female Teams a) All female travelling teams shall be known as the Thompson Tigers. 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. 12

13 5.10 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 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 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 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 13

14 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. 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 30 th 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. 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. 14

15 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. 2) Each player is limited to one name bar sponsor. 3) Minimum sponsorship is $ ) 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 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 Parent Reports a) All parents are to receive a copy of the Financial Report and an updated Budget/Trip Report on a monthly basis 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 5.18 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 TMHA Tournaments See 16.0 Tournament Guidelines for details on the work required to host a tournament. 15