Sibley Area Youth Hockey Association

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1 Sibley Area Youth Hockey Association Team Manager Handbook

2 Table of Contents I Contacts.2 II Introduction....3 III Preseason Requirements and events. 3 A. SAYHA Manager Meeting...4 B. District 8 Head Coach Meeting....4 C. District 8 Scheduling Meetings..4 D. League Dates..4 IV Primary Manager Duties 5 A. Team Book.5 1. Team Rosters Coach Certification and Training Checklists for Coaches...6 B. Team Finances Typical team fees When to collect team fees...7 C. Jerseys/Puck Bags...7 D. Manage Team website page....8 E. Game Management Duties Stick Stats Game Day Staffing.9 3. Locker room monitors 9 4. Scorebook Report Game Results Tournaments Game Rescheduling Scrimmages...11 Referee Rates for Scrimmages Lineup Cards Concessions Association Fundraiser Additional Information Every Manager should know..14 1

3 I. SAYHA Hockey Association Contacts Position Name Board Officers President Pat Fitzgerald Director of Hockey Operations Player Development Director of Finance and Admin Assn Head Coach Board Member - Non Hockey Operations Fundraising Tournament Bantam Co- Peewee Squirt Girls Co- Girls Co- Joel Owens Ryan Shirk Dana Buell Casey Weimer Jason Bauers Jocelyn Hechtl Jason Bauers Steve Goldade Brent Nagel Tony Sylvester Stephen Haugh Brian Brunette Administration Registrar Beth Bulach joel@owensholdings.com shirkydog@aol.com danabuell@gmail.com LB @aol.com Jason.Bauers@Victaulic.com jhechtl15@gmail.com Jason.Bauers@Victaulic.com gold14@iphouse.com nagel2606@comcast.net tonysly9@gmail.com sjhaugh@comcast.net brunetteboxing@msn.com sibleyregistrar@gmail.com Ice Scheduler Curtis Cantwell sibleyice2@gmail.com Website Mgr Treasurer Manager Concessions Dibs (Volunteer Hrs) Dave Wolfe Katrina Hemauer Kim Linarte Beth Pope Stephanie Strafelda sibleyareahockey@msn.com sibleyhockeytreasurer@gmail.com Kim_Linarte@cargill.com cpope298@comcast.net Sibleydibs@gmail.com Equipment Mgr Stephen Haugh sjhaugh@comcast.net 2

4 II. Introduction A Team Manager is a volunteer who assists the coaches, players and parents. Team Managers can be responsible for absolutely anything and everything having to do with the team. The job of Team Manager is a big responsibility that allows the coaches to focus on the kids and keeps the team (coaches, players, and parents) operating efficiently. The Manager typically is the team accountant, travel agent, communications manager, scrimmage coordinator and even the social event coordinator. The Team Manager and Coach should discuss before the season starts the expectations the Coach has for the Team Manager and to discuss who is responsible for what duties. This handbook details many of the functions a Team Manager may perform. III. Pre- Season Requirements and Events Once teams have been formed and Team Managers have been identified, Team Managers must complete the following steps prior to taking over the team management responsibilities: a. Register with USA Hockey as a Team Manager/Volunteer. The registration fee is waived for off-ice volunteers. ( b. Complete a Background Screening Form with Minnesota Hockey. ( You will receive a confirmation that your screening form is complete. c. Forward your confirmation to Beth Bulach SAYHA Registrar (sibleyregistrar@gmail.com) d. Complete the USA Hockey SafeSport Training by Dec 31,2015 which is good for two years. This is a required 90 minute training that does not need to be completed in one session by all coaches, managers, and locker monitors. e. Attend the SAYHA Managers meeting Wednesday Oct 21, 7pm. WSP arena. f. Discuss with your coach if you should attend the District 8 Coaches Meeting for your level. 3

5 A. SAYHA Manager s Meeting Before the regular season kicks in to high gear, SAYHA will host an association manager s meeting. The meeting will serve as an introduction and review of the manager s duties, resources to help managers and association contacts discussing their areas of expertise. B. District 8 Head Coach Meeting Managers are welcome to attend. November 18, 2015, 7pm at South St Paul VFW - Coaches must attend either a scheduling meeting or the Coaches meeting. They must attend one event, but they do not need to attend both. Mites and Girls 8U are welcome but not required to attend. C. District 8 Scheduling Meetings Bantam AA, A and Peewee AA & A 10/12/15, 7pm Croatian Hall, South St Paul Bantam B1, Peewee B1 and Girls 12U A & B 10/26/15, 7pm Croatian Hall, South St Paul Girls 10U A & B and Squirt A & B 10/28/15, 7pm St Paul Park American Legion Squirt C 11/4/15, 7Pm St Paul Park American Legion Bantam B2 & C, Peewee B2 & C and Girls 15U 11/9/15, 7pm South St Paul VFW Mites and Girls 8U 11/18/15, 7pm South St Paul VFW D. League Dates: Bantam A & B1, Peewee A & B1, Girls 15U and 12U A&B Season 11/14/15 to 2/7/16 District Playoffs 2/14/16 to 2/21/16 (if qualify) Region Playoffs 2/26/16 to 2/28/16 (if advance) State 3/11/16-3/13/16 (if advance) Bantam B2 &C, PeeWee B2 & C, Squirt A, B & C and Girls 10U A&B Season 11/28/15 to 2/28/16 District Playoffs 3/6/16 to 3/13/16 (if qualify*) *Bantam/PeeWees must qualify on standings and desire to participate No Region or State Playoffs District Playoff Host Locations: Bantam AA/A Eagan Bantam B1 Cottage Grove Bantam B2 TBA Bantam C TBA PW AA/A Apple Valley PW B1 Cottage Grove 4

6 PW B2 Sibley Area PW C - Cottage Grove Squirt A Rosemount Squirt B Rosemount Squirt C Inver Grove Heights Girls 15U A- Eastview Girls 12U A Hastings Girls 12U B Hastings Girls 10UA Farmington Girls 10UB - Farmington Regional Host Locations: Bantam A East Regionals Woodbury Bantam B1 East Regionals Lakeville PW A East Regionals Cottage Grove PW B1 East Regionals South St Paul IV. Primary Manager Duties A. Team Book (aka The Book ) - Guard with your life! This book includes the Team Roster and appropriate player/coach forms described below. You will need this book to check your team in at tournaments or in case of an emergency. This book should also be with you at any scrimmage or game. The team book contains all of the forms for all players and coaches: Consent to Treat forms (must have parent signature) District 8 approved team roster Coach concussion training certificates Coach s CEP information (maybe required at some tournaments) Residency waivers (if applicable) 5

7 You will need to have this book with you for any tournament that your team is in. The association registrar will verify that the documents for each player, coach, and manager are in order and District 8 will certify the roster. The team book will be distributed by the SAYHA Registrar at the beginning of each season and MUST be returned to the SAYHA Registrar at the end of the season. 1. Team Rosters A roster will be generated by the SAYHA Registrar. The roster will include all players, coaches, and managers that are associated with each team. Managers are red-lined on the roster. This means they CANNOT be on the bench during games, unless they are also a rostered coach. New for 2015 Once the roster is submitted there is a 72 hour wait time or longer for approval from District 8. No scrimmages or games should can take place before the roster is completed and approved. 2. Coach Certification and Training In compliance with USA Hockey, all District 8 coaches must have t h e p r o p e r level certification: Expiring coach certifications must be updated by Dec 31st of the current year. Failure to do so results in that coach being removed from the roster. Level 4 certifications do not have expiration dates. In addition to the level certification, coaches must also take online hockey level (i.e. Squirt, Bantam) training modules for each level he or she is coaching. This rule also applies to coaches who have received their Level 4 certification. If a coach is coaching at more than one level, he/she must take each level s online training course. Current coach certification levels, expiration dates, and training modules completed can be found on the USA Hockey website. 3. Checklist for Coaches a. All coaches must have a USA hockey number for b. All coaches must complete MN screening process. c. All coaches must complete SafeSport. Certification is good for 2 years. Must have USA Hockey # to complete. First time takes 2 hours and then recertifying takes 30 minutes. d. a-c must be completed before coaches can be rostered. 6

8 B. Team Finances e. All coaching CEP s must be done by 12/31/15. Coaches will be redlined if not completed. f. Level 4 classes to be offered in Bloomington. Site TBD g. Every 3 years, coaches must complete concussion training consent to treat test. h. Any adult on the ice or bench needs to be registered as a coach at all levels. NO EXCEPTIONS i. Maximum of 4 coaches on bench for games/scrimmages j. If a person is on the ice and not registered with USA hockey they are not insured. It is highly recommended to create a spreadsheet or other form to document all monies coming in (i.e. team fees) and going out (i.e. referee fees, team party) of the account. Should parents or the association request a complete accounting of expenses, the documentation will be readily available. C. Jerseys/Puck Bags 1. Typical team fees Gate fees (confirm w/ each tourney the gate fee amt including District gate fee) Referee fees (beyond the 2 scrimmages the association will pay for) Away tournament party room rental Miscellaneous Team party Possible additional ice rental Extra tournaments 2. When to collect team fees This is up to each team and each manager, but many teams are finding it easier to estimate costs at the beginning of the year and have parents pay in full right away or in two payments the team fees. By doing this the Team Manager will not have to collect money multiple times of year from everyone on the team. Game jerseys and practice jerseys will be distributed to each team. The Head Coach and Manager are responsible for distribution to their respective players. When distributing the game jerseys you should record the number of each jersey assigned to each player. You will need this for your lineup labels and tournament rosters. Players and parents should be reminded to treat the jerseys with respect and care. Jerseys should always be transported on hangers and in a garment bag. J e r s e y c a r e & C l e a n i n g G u i d e l i n e s c a n b e f o u n d o n t h e w e b s i t e a t : h t t p : / / w w w. s i b l e y a r e a h o c k e y. o r g / p a g e / s h o w / e q u i p m e n t 7

9 Cleaned game and practice jerseys will be turned in at the end of the season. The manager should schedule a time with the Equipment manager to return the jerseys. A lost practice jersey will result in a fee of $15 and a lost game jersey will result in a fee of $95 per jersey. Puck bags must also be returned at the end of the year to the Equipment Manager. A $30 fee will be assessed for a puck bag that is not returned. D. Manage Team page on SAYHA s website Each head coach and manager will be given administrative access to edit the team s page on SAYHA s website. This is very important as most parents rely on this page for updates (including using the ical and SMS feeds). Upon selection by the head coach as to who the team manager is, the team manager must contact SAYHA s Webmaster, currently Dave Wolfe (SibleyAreaHockey@msn.com). Dave will grant you administrative access to your team page. Each team s roster will be pre-loaded by SAYHA. Once the jerseys have been handed out, the manager must update the roster with the assigned jersey numbers. All regular season D8 games will be loaded by D8 and/or SAYHA. The manager will need to add any a w a y scrimmages, tournament games, or events specific to the team. SAYHA s Ice Scheduler,Curtis Cantwell (SibleyIce@gmail.com), will add all practices and home scrimmages. 1. Optional Website Duties and Information The team manager or a designated team Website Manager is responsible for the web pages which can be very robust or very simple. There are a lot of options out there. This person typically handles all online scheduling, team statistics, photo postings, team news articles, etc. Posting team statistics is at the direction of the head coach. If the head coach chooses to post team statistics, they are compiled from the score sheets from each game. The team manager will be responsible for getting a copy of each score sheet after each game. (See scorebook section below.) Some teams may also have a team photographer. This person can also be granted administrative access to upload pictures to the team page. E. Game Management Duties Team managers are responsible for coordinating several duties and functions throughout the season. These are required in order to have an administratively smooth season. 8

10 1. StickStats As the manager you should regularly during check StickStats for game schedule changes. StickStats is the master schedule Game Day Staffing For each game on the regular D8 season schedule, each home team is responsible for providing the game day staffing. Home teams will provide someone for the book, run the clock and man the penalty box. These positions MUST be filled! The manager should setup a schedule and each family needs to volunteer. If openings do not get filled and/or families do not volunteer, the team manager should assign each family equally. It is not fair for a few families to fill all of the volunteer positions. You must have a minimum of 3 volunteers in the score bench area and the scorebook must be completely filled out prior to the game starting. 3. Locker Room Monitors USA Hockey and Minnesota Hockey now require same-sex locker room monitors. The locker room monitor is typically a parent volunteer as well. The coaches are usually too busy with game preparation to focus on this aspect of keeping our teams safe. The locker room monitor s responsibilities are to ensure: a. Game/practice preparation is controlled b. No illicit photos are taken via handheld devices (cell phones, ipads, itouch, etc.) c. Players act in a respectful, appropriate manner The Minnesota Hockey District Directors have published their complete policies and rules on the Minnesota Hockey website. The link to the complete list: Locker Room Monitoring Guidelines Minnesota Hockey. All Locker room monitors must be screened in accordance with MN Hockey Screening Policy Scorebook As mentioned above, parent volunteers are tasked with volunteering to keep the scorebook for home games. Prior to each game, the parent vo lunteer should fill in the location, time and opponent as well as complete the player and coach information on all 4 copies of the game sheet. The easiest and most efficient way to do this is to print them on labels (Avery 6572). A label template is located at the below link. One sticker must be affixed to each page. 9

11 The head coach and referees are required to sign. Once complete, the copies are to be distributed as follows: Top copy (the original): Second (yellow): Third (pink): Fourth (gold): Leave in the book Officials (or home team if requested) Home team (if don t give yellow) Visitor 5. Report Game Results All District 8 game results must be recorded by the winning team s manager/coach directly on the D8 website within 24 hours of the end of the game. In the case of a tie the home team will report. Managers must register with D8 to be granted access to their D8 team page. The link to register is below. Manager and Coach should decide whose responsibility this will be. 6. Tournaments SAYHA has pre-registered all SAYHA traveling teams for 3 tournaments. This information will be communicated at the SAYHA Manager s meeting by the Tournament and/or the level coordinators. In some cases, tournament arrangements, including hotel reservations, have been made by SAYHA for out-of-town tournaments. Upon receiving your tournament information, the team manager is responsible for contacting the tournament coordinator (from the host association) to have the contact information switched. The team manager is then responsible for communicating all game times and locations to the team as well as updating the team page on SAYHA s website. Any additional tournaments agreed upon by the coach and the team. A list of potential tournaments can be found on the Let s Play Hockey website (Tournament Listings). In the event a tournament that is out of state is selected, the manager will need to inform D8. RRakness@comcast.net 10

12 Other Tournament responsibilities: T-shirt orders most tournaments now require pre-tournament orders. Team lunch/dinners Door decorations (mainly younger teams) The team manager does not have to be responsible for everything. Ask for volunteers to help with making your tournament trip successful. 7. Game Rescheduling A. Occasionally due to weather or scheduling conflicts, D8 games must be rescheduled by either team. All game reschedules must be completed within 14 days of the originally scheduled game date. The following steps must be followed to reschedule a game: a. Contact opposing team and agree to reschedule date, time, and arena. (If it is a home game, try to work with other coaches/managers to trade ice, or try to use a solo practice time if your team has one scheduled.) Verify these items with the other manager/coach via or other written confirmation. b. Submit online rescheduling form on D8 website: c. Mail a $30 rescheduling fee to Paul Moen, th Ave S, South St Paul, MN The check should be made payable to District 8 Hockey. The District 8 game schedule will not be updated for the change until the check is received. The team is responsible, not SAYHA, for any rescheduling fees. B. Steps to take to avoid rescheduling of league games. a. As soon as teams are formed check with parents for conflicts such as school concerts and required events. 8. Scrimmages Scrimmages are used to supplement the regular season schedule. The manager should setup scrimmages based on the Coach s request. Any home scrimmage that you setup, you must schedule referees. Scheduling referees is outlined below: a. What ice time can you use for a scrimmage? When looking to host a scrimmage you should look for solo ice hours assigned to your team. These are your team s hours and can be used for a scrimmage. When looking for a scrimmage partner you can usually look at the calendars for other associations to get an idea of potential matches. 11

13 b. Requesting Referees for Scrimmage Games This is the only format used for scheduling referees for scrimmages in SAYHA. Go to the Referee Request form on the SAYHA website or use the following link: i. Fill out the online form. All requests for referees for scrimmages will be received via this online form. ii. To check on the status of your request you can view the master spreadsheet. ezjxokk8gofypoc4ahjeftc1hd4e/pubhtml c. Scrimmages out of District 8 Keep in mind each District has their own rules regarding who (home/away team) works the box, scoreboard and penalty box. When you are discussing scrimmage details for an away game make sure to also ask if they need your parents to handle any of the duties and ask that the other team to provide a score sheet. d. What team pays for what? It is customary for both scrimmage teams to share in the costs of the scrimmage. If you are hosting the scrimmage it would be customary to ask the other team to pay for the referees since you have provided the ice. A reciprocal scrimmage would mean your team covers the cost of both the ice and referees and then your scrimmage partner would host you for another scrimmage later in the year and they would cover the costs of that scrimmage. You should discuss with your coach how they would like to handle. Remember the association will pay for referees for 2 scrimmages. After those 2 scrimmages your team is responsible for referee costs. 12

14 Payment Rate for EACH REFEREE Level Game Duration Payment amount * Bantam AA, A, B1, B2 1 Hour $38 Bantam AA, A, B1, B Hours $45 Bantam AA, A, B1, B2 1.5 Hours $55 Peewee AA, B, B2 1 Hour $34 Squirt A, B, C 1 Hour $32 15U A 1 Hour $36 15U A 1.25 Hours $43 12U A, B 1 Hour $34 10U B 1 Hour $32 e. Controlled Scrimmages No game clock, refs, or score sheets A controlled scrimmage is where two teams share the same ice, with two or more coaches from each team, conducting a practice session with both teams. No officials are required, no clock is used, a score sheet is not recorded and 2 coaches must be on the ice at ALL times. 9. Lineup cards Lineup cards are a small, usually laminated, card that shows the players name and numbers with the parent s information on the back. There is a lineup template on the website at the following address: Concessions each player/parents is responsible for working concessions. The manager will assist in getting your team s parents to sign up and collecting the volunteer deposit. 11. Fundraiser manager is responsible for collecting orders and money from each family and completing a summary spreadsheet before turning into the fundraiser contacts. 13

15 12. Additional Information Every Manager Should Know The team manager should know all of the general hockey rules as well as be the go-to for special rules related to USA Hockey, Minnesota Hockey and D8 Hockey. This will help the coaching staff concentrate on teaching the kids. The team manager can step into a situation with the referees, tournament coordinators, opposing teams to address any issues without creating any disturbances on the bench. a. Who can be on the ice? Only roster players and coaches are allowed to be on the ice when a team has practice, game or scrimmage. b. Accommodations If you are traveling out of town for a tournament not pre-scheduled by SAYHA, locate a hotel/motel in the town you are traveling to and reserve a block of rooms. The block should be a minimum of 1 room per family. When making the reservation it should be setup so that all parents must call the hotel/motel directly to request their room on their own personal credit card. The hotel/motel will determine a cut-off date that all rooms must be reserved by. Call the hotel/motel 1-2 weeks before the tournament to verify who has or has not reserved their room. c. Team Pictures Saturday Nov 14 for all teams except Bantams, Mini-mites, Mites. Saturday Dec 19 for Bantams, Mini-mites, Mites and U8. d. Team book turn in At the end of the season, you will need to turn in the Team Book at the end of the season. 14

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