DANE COUNTY YOUTH HOCKEY COUNCIL TEAM REP HANDBOOK

Transcription

1 DANE COUNTY YOUTH HOCKEY COUNCIL TEAM REP HANDBOOK DCYHC #!& SAUK CREEK DR MADISON, WI (608)

2 Thank you for agreeing to serve as the Team Rep for your team. An organized Team Rep is vital to a successful season. This handbook was developed in order to make your initiation as a Team Rep a little smoother. Sometimes the first month may be a little puzzling, as you begin to learn the paperwork and scheduling. This booklet will be distributed to Team Reps in Dane County and should clarify most questions. After reading this, if you are still unclear on anything, please contact your organization's appropriate age -level Director. Most Directors have been Team Reps in the past. If they are unable to answer your question, they will help you find someone who can. As the year progresses you will be amazed at the number of people you meet throughout the different hockey associations. Being a Team Rep is an educational and rewarding position. You and your family can take great pride, knowing your involvement made for a positive experience for your Skaters, Parents, and Coaches. With appreciation, The Dane County Board of Directors Being a member of your Club means you are also a member of: I. USA HOCKEY (National non-profit governing body for amateur competition) 1. Established in 1937, was formerly known as AHAUS or Amateur Hockey Assoc. of the United States. In 1990, the name was changed to USA HOCKEY. 2. Coordinates all amateur competition. 3. Responsible for the selection & training of the U.S. National & Olympic teams. 4. Publishes "American Hockey Magazine" - you receive this 8 times/year. 5. Supplies the USA Hockey Insurance. You must have this to skate with the Club. 6. Distributes Hat Trick, Zero, and Playmaker awards. 7. There are 11 Districts of USA HOCKEY, Wisconsin is in the "Central District". II. WAHA: Wisconsin Amateur Hockey Association 1. WAHA governs amateur hockey in Wisconsin, in accordance with USA HOCKEY regulations. 2. WAHA conducts the STATE Tournament competition held in March. 3. WAHA is divided into 6 regions. Dane County is in REGION 4. Clubs in Region 4 are: Baraboo, Beloit, Ice Wolves, Janesville, Madison West, Madison 1 DCYHC Team Rep Handbook

3 Westmorland, McFarland, Middleton, Monroe, Patriots, Portage, Reedsburg, Sauk Prairie, Southwest, Stoughton, Sun Prairie, Waunakee, Wisc.Dells, Wisconsin Challengers & Women's Hockey. 4. WAHA has strict classification codes for STATE Tournament Play. WAHA designates a Club "1", "2" "3" or "4" based on the Club's size, tournament experience and access to ice. The purpose of this classification is to provide appropriate levels of competition for all teams involved in State Tournament. 5. Your Association should register your first team at each age level to enter State Tournament. If your 1st team (highest ranked) is not entered, the lower teams following, such as the 2nd, 3rd, teams cannot enter. 6. The State Play-off dates are: February 13th, 14th, &15th, 2004 (Fri., Sat, Sun.). III. DCYHC: Dane County Youth Hockey Council Dane County's primary goal is to provide competitive league play for the teams involved. Dane County is not locked into the rigidity that WAHA has in team classification. This means, teams are allowed, and encouraged, to play at a level in which they are competitive. Dane County Youth Hockey Membership Dane County Youth Hockey Council is made up of teams distributed within the following High School Boundaries. Baraboo: Beloit: Ice Wolves: Janesville: McFarland: Monroe: Madison Patriots: Madison Westmorland: Reedsburg: Baraboo High School District Beloit High Schools Districts Dodgeville - Mt Horeb High School Districts Janesville High Schools Districts McFarland High School District Monroe High School District Madison East, LaFollette & Monona Grove High School Districts Madison West High School District Reedsburg High School District 2 DCYHC Team Rep Handbook

4 Sauk Prairie: Southwest: Stoughton: Sun Prairie: Waunakee: West Madison Flyers: Wisconsin Dells: Sauk Prairie High School District Middleton & Verona High School Districts Stoughton High School District Sun Prairie High School District Waunakee High School District Madison Memorial High School District Wisconsin Dells High School District The following associations are also members of Dane County Youth Hockey Council but are without a specified high school district, or, are outside of the WAHA Region 4 boundaries. : (1.) Dubuque (3.) Rockford (2.) Madison Capitols (4.) Wisconsin Challengers Dane County Executive Committee The Dane County Executive Committee meets the first Wednesday of each month from August to April. The Exec. Committee consists of DCYHC officers and Age Level Directors (ALD s). At the March meeting the entire Council elects the President, Vice President, Secretary, Treasurer and Ice Scheduler. The ALD s are elected at the first general meeting in August. The Referee Representative is appointed by DCHOA. Each club is entitled to two representatives to Dane County. My Association's Rep to Dane County is Exec Committee President Sue Porter (608) Vice-president Dave Dunse (608) Treasurer Tim Fraley (608) DCYHC Team Rep Handbook

5 Secretary Bob Timmcke (608) Ice Scheduler Bill Kettler (608) Referee Representative Kyle Gasser (608) Age Level Directors Teen Director Jerry Swenson (608) Bantam Director Brian Dischler (608) PeeWee Director Steve Heumann (608) Squirt Director Glen Bostedt (608) FAX (608) Mite Director Jim Feely (608) FAX (608) In order to make the leagues competitive, Mite through Bantam teams play a 5-6 game Fun Round. In the Second Round, teams are placed based on their Fun Round performance. The intention is for all teams to compete with teams of similar ability, despite their WAHA levels. Levels are designated as Mite "1" or Mite "2" Squirt "1"...Squirt "2"...Squirt"3"...,Squirt "4"..,Squirt "5".,PeeWee "1"etc. Find out what level your Board has made your team. *Level "1" will often have teams that are the top teams from "AA" or "A" Clubs. *Level "2" may have second teams from "AA" or "A" Clubs; or, top teams from "A" or "B" Clubs. 2. The First Round runs Saturday, 10/28/2000 through Sunday, 11/26/2000. This round entails 5 weekends of play, and consists of 5-6 games. The games played during this period DO NOT count toward league standings. 3. The Second Round runs from Saturday, 12/2/2000 through Sunday, 2/25/2001. During the Second Round, final league standings are determined. Final league standings are based on the latest games scheduled, which make up a complete round robin. Points are awarded as follows: 2 points awarded for a victory, 1 point for a tie. 4. Dane County's (Region 4) State Tournament Play-off games will take place (Fri.- Sun.), February 9th, 10th, &11th, The Play-off games determine what teams from Region 4 will participate in the WAHA STATE Tournament. The 4 DCYHC Team Rep Handbook

6 Dane County Age Level Director seeds all participating teams for the State playoffs. Seeding is based on all past results in head to head competition, and against common opponents. 5. If your team is eligible, your Team Rep will notify you which weekend and where your team will be skating in the WAHA STATE TOURNAMENT. Your skater's age and level, determine the date and location of State Tournament play. 6. Individual teams must submit entry to participate in Region 4 Play-offs by 12/1/2000. Remember, the February Play-offs determine who will participate in the WAHA State Tournament. 7. For State Tournament play, teams must skate at the WAHA versus Dane County designated classification level, or higher. Squirt/PeeWee WAHA Club Classification Team AA A B C 1 AA A B1 C1 2 B2 C3 C3 C4 3 C2 C4 C4 C4 4 C4 C4 C4 C4 Mite/Bantam WAHA Club Classification Team AA A B C 1 AA A B1 C1 2 B2 C2 C2 C2 3 C2 C2 C2 C2 4 C2 C2 C2 C2 If teams desire, they can skate at a higher classification. Classification of Associations in the Dane County League "AA" Clubs "A" Clubs "B" Clubs "C" Clubs 5 DCYHC Team Rep Handbook

7 Patriots Waunakee Baraboo Monroe Southwest Janesville Reedsburg Ice Wolves West Flyers Stoughton Sauk Prairie Wisconsin Dells/Delton Westmorland Portage Sun Prairie Beloit McFarland AGE and SKILL LEVELS The following are full hockey programs offered by some Associations. Participants normally have 2 games and 2 practices scheduled every week. Travel is within the sanctions of the Dane County League, and individual team preference. There are Championship Rounds. 1. M: The Mite skater must have a birthday on or after 7/1/1991. Mites are 8 years old and younger. This is the initial full hockey program offered. 2. S: The Squirt must have a birthday between 7/1/89-6/30/91. Generally, these skaters are 4th and 5th graders, and are 9 and 10 years old. 3. P: The PeeWee must have a birthday between 7/1/87-6/30/89. Generally, these skaters are 6th and 7th graders, and are 11 and 12 years old. 4. B: The Bantam must have a birthday between 7/1/85-6/30/87. Generally, these skaters are 8th and 9th graders, and are 13 & 14 years old. 5. M: The Midget must have a birthday between 7/1/82-6/30/85. Generally these skaters are in 10th and 11th grade, and are 15 to 17 years old. SUMMARY OF TEAM REP DUTIES The following is a general outline of the basic responsibilities of a Team Rep. These tasks will be outlined in greater detail, later in this book. The initial and ongoing job is that of the Team's Communicator, or delegated spokesperson. 6 DCYHC Team Rep Handbook

8 (I). The Communicator: is the "information person" between Coach(s) and Parents, your team, your Association's Board of Directors, and other Teams within your Dane County League. (II). Records Keeper: from skater awards, ice changes to birth certificates... (III). Score Keeper: Each team is expected to supply a minor official at every game, to either "man the time clock", or record the Dane County Score Sheet. (IV). Game Scheduler: works with Coach, and other Team Reps to organize ice times. (V). Tournament Organizer: Usually the Coach and Parents will have a meeting in the beginning of the year to decide how many Tournaments, if any, they wish to play in. (VI). Season's End, Party Organizer: Season's end can be a very busy time. If jersey or goalie equipment is property of your Organization, it must be collected, assessed for damage, and returned. Often, the team requests a farewell party to thank those directly responsible for the season's coordination. This is when awards, gifts, and gag gifts, or left over funds from the year should be distributed. The Team Rep wears many hats during the hockey season. You may find you do not have the time or desire to do all of the above. Then delegate some of these duties to other team parents. The benefit of including parents you can rely on to get a job done is two fold. Not only does it lighten your load, it also makes others become responsible and makes them feel even more a part of the team. Parents who are part of an endeavor find it more difficult to offer criticism, and tend to have a more positive outlook. Team Effort, takes on meaning off the ice, too! I. Communications 1. Team Rep Orientations: Your Hockey Association most likely will hold a Team Rep orientation. At this gathering you should receive specific policies pertaining to your Organization. You will most likely be introduced to several Board Members, new and returning Team Reps, and your Club's Age Level Director. This may be the time in which you might pick up your team jerseys. You should receive the blue WAHA Book. It entails WAHA playing rules, defines regions, lists Statewide Hockey Club Classifications, and tells you where and when the State Tournament for your age level and classification will be held. It also has other very valuable hockey season 7 DCYHC Team Rep Handbook

9 information, such as a listing of all Wisconsin teams at each age level, and the phone numbers to contact teams that are not in our normal district, to set up games or scrimmages. There is a limited supply of WAHA books, be sure to get one, and read it!!!! You will then be prepared for your second orientation, hosted by the Dane County Youth Hockey Council most frequently referred to as DCYHC. My Association's Age Level Director: phone # The DCYHC will host the annual Team Rep orientation on, Sunday, Request for officials contact:. At this meeting, you will meet Team Reps from all of the other associations. In addition, important information regarding ice schedules, referees and game changes will be distributed and discussed. The November 6th from 1:00-4 P.M. at 5445 East Cheryl Drive will be referred to frequently at this meeting. You will greatly benefit from reading the WAHA book before the DCYHC's orientation. At Dane County's orientation, you should also receive the Dane County Directory. This directory outlines rules pertinent to the Dane County league, and identifies teams and Team Reps in our league. Occasionally, due to delays in receiving information from the individual hockey Associations, the Dane County Directory may not be available for a week or two following the DCYHC's orientation. If it is not available at the time of the meeting, be sure to obtain a list of all the Teams in your age level, and their Team Reps name and phone number, so you can start organizing your season. 2. Your Initial Team Meeting. Have a team meeting as soon as possible!!! Arrange for a parents' meeting with your Coach. Suggested agenda items are as follows: a. Social "get to know everyone". Name tags are helpful. b. Introduce the coach(s) and parents. c. Identify as a group how many tournaments the team wishes to enter. d. Clarify the "approximate" distance the group prefers to travel, for tournaments. e. Elect a Tournament Director, if this is a job you do not wish to handle. f. This is an excellent time to elicit "volunteers" to assist you with specific Team Rep duties, you wish to delegate. g. The coach should outline his philosophy, expectations and goals for the team. 3. Team Roster. 8 DCYHC Team Rep Handbook

10 For your records, you should compile a roster of the skaters on your team. It should include Coach(s) name(s) and phone number(s), player's name with jersey number, phone number, and parent(s) names. A copy should be distributed to all parents. At this time it is fairly easy to make a small laminated wallet copy of skater name/jersey number/and Parent(s) names to distribute to the Parents and Coach. When you compile the team roster, you may want to create and distribute a skater calling tree, in case there are schedule changes or cancellations. Please keep in mind, some of your players may come from 2 parent homes. To ensure communication, it is necessary to supply all information or correspondence to both parents. 4. Written Messages. Throughout the season you should communicate in writing whenever possible with the Parents and Coach(s) regarding schedule changes, tournaments, and any other information concerning your team. Many Team Reps keep a Team calendar, as well as a short diary on their verbal and written communications. Keep a copy of any correspondence, with your Team Parents, Coach, or other Team Reps for later use or referral. You should be reimbursed for expenses incurred as Team Rep. Keep receipts for copying or long distance calls. 5. Association Age Level Coordinator and DCYHC Age Level Director. Probably, your Club will assign a Coordinator to each age level from Mite through High School. Find out who this contact person is, and communicate with him/her often. They often are your first trouble shooters. They are available to answer your questions, or give suggestions on how to resolve minor conflicts. They normally are your first link to the Board of Directors, and should be informed of any problems or concerns ASAP! The following are my Association's Age Level Coordinators: Bantam & Midget Coordinator PeeWee Coordinator Squirt Coordinator Mite Coordinator Association's Dane County Rep 9 DCYHC Team Rep Handbook

11 Dane County also has an Age Level Director for teams at each age level. They can also assist you, and will need to communicate with you, regarding your monthly Dane County games. The Dane County Age Level Director is responsible for seeding all participating teams for the State Tournament playoffs. Seeding is based on all past results in head to head competition and against common opponents. Communication with the Dane County ALD is imperative. Find out from your Club's Age Level Director, or your President, what level of play your team has been signed up to play in, within your age level. (Example, you are first year Mites, did your Club assign you to skate at level 1,2,3,4,5,6,) This is important!!! Dane County Hockey Officials Association D.C.H.O.A. HOTLINE: Procedure for obtaining officials for hockey games in Dane County: Mail or fax a DCHOA REQUEST FOR OFFICIALS ("FORM G") to: Glen Bostedt 4681 Goodland Park Road Madison, WI Fax (608) dchoaref@aol.com Game requests should be submitted by the third Monday of the preceding month for the best chance of obtaining officials for your game. No requests for officials will be honored less than ten days prior to the scheduled date of the game. Cancellations should be made as soon as possible after you know that the game will not be played as scheduled. Any game that has been changed from a Dane County League game should have the Dane County Game canceled and a new request for officials submitted. Cancellations may be made by calling the DCHOA Hotline at Any game that is canceled at least 3 days prior to the date of the game will not incur fees for the officials scheduled to work the game. Any game canceled with less than 3 day notice will only incur fees if the officials cannot be notified of the cancellation. All Hotline calls must be followed up in writing. Any problems or unusual requests can be called in to the DCYHC Hotline. DANE COUNTY YOUTH HOCKEY COUNCIL 10 DCYHC Team Rep Handbook

12 HOTLINE NUMBER: # Team Jerseys: II. Team Files Organizations have different policies on jerseys. Some Clubs have members purchase their own jerseys upon entry into the Club. Many Clubs supply jerseys. The Rep is normally responsible for distributing, collecting, and returning the jerseys at the end of season. Find out if your association has a special mandate on jerseys. Such as, if a deposit is collected, and if mis-use assessments are to be applied. If the later is true, the Team Rep may obtain a post dated check. This check is used as a deposit, is not cashed, and is returned if the jerseys are returned in the appropriate condition at season's end. Check with your Board of Directors, or policy manual. Undoubtedly there have been Club policies established regarding jerseys, deposit amount and return. 2. Medical Release Forms: Every organization should have a Medical Release Form on all skaters. This form will list insurance, and specific healthcare needs of the individual skater. This document has a place for parent/guardian signature, authorizing emergency medical treatment, if necessary, in their absence. It is essential that a Medical Release form be kept with the Team Rep materials. It is wise to keep a second copy with the Coach, in his/her duffel bag, or in the medical kit, so this information is available immediately whenever your team is on the ice for practice or games. That way if you are not at the practice, the coach in charge of the practice/game has the information readily available. 3. Birth Certificates: You must carry a birth certificate for each player. A birth certificate for each child is a pre-requisite for any tournament. You may be asked to present all, or a specific player's birth certificate. If you can not do so, it is possible your team may be disqualified. Remember the distance, and expense of away tournaments. It is very difficult to locate and or have a child's birth certificate faxed on a weekend... Don't be caught without your Team Rep information! 11 DCYHC Team Rep Handbook

13 III. DOCUMENTATION AND ESSENTIAL FORMS Reporting, Scoring, and Necessary Forms (A copy of each form is located at the end of this handbook.) 1. Dane County Monthly Game Report "FORM A" This form will be distributed at the Dane County training session. This form MUST be completed for all games. With the exception of the Teen League, this form must be in your Dane County Age Level Director's possession on the following dates: USA Hockey Team Membership Application Deadline. Teen League Team Reps will only have two reports due, at the end of USA Player Roster Form deadline:. 2. Official Score Sheets: "FORM B" The Score Sheets will also be supplied at the DCYHC training session. These forms are to be completed for each league game or scrimmage. This is the official Dane County record which is used to determine league standings. This form is used for all games. It lists players with jersey numbers, and keeps the statistics for individual awards, penalties, and goalie saves. You will need to keep a copy of this form to submit to WAHA for Hat Trick, Playmaker, and Zero awards, and a copy of game sheets for any Defensemen awards which are sent to Dane County. It may be advantageous to have multiple game sheets filled out for your team ahead of time. Be sure to carry extra sheets with you. *All game misconducts must be reported to D.C. Age Level Director. The two participating teams must supply a "minor official". Two persons shall be stationed in the official's box, one will do the recording on the Score Sheet, and the other, in charge of the running the clock. In some rinks each team may also need to supply officials for the penalty boxes. As previously stated these people are considered Officials Of The Game, and must conduct themselves in such a manner. The Team Rep may benefit from delegating this responsibility to one or two parents who normally attend most of the games. Another suggestion is to make up a calendar of which parent is responsible to be the minor official for the week. The Team Rep should not be expected to perform this task. Often times it is necessary for the Team Rep to have the visual advantage of seeing the game from the stands in case of dispute, misconduct or other events which will require necessary documentation. 12 DCYHC Team Rep Handbook

14 ZERO TOLERANCE RULE This is a good time to discuss the zero tolerance rule. If a coach, player, parent, or spectator becomes unruly and displays verbal or nonverbal abuse, they may be ejected from the game. If the refs perceive potential, or an on going conflict, off or on the ice, they have been instructed to avoid verbal or physical attempts to communicate with the person(s), and are to call 911 for assistance. DCYHC supports the Referee game officials and will not tolerate angry words or gestures directed towards Refs from the bench or spectators. Not only is this behavior poor example to our children on how we treat authority, it also quickly lowers esteem for your Organization as a whole. Please familiarize the Zero Tolerance Rule to your Players, Coaches and Parents. Dane County Officials are having some difficulty obtaining and retaining young officials. Often times the officials are adolescents just like your son and or daughter. These officials are learning the ropes. Dane County needs young officials to progress and continue developing their referee careers. If you hear someone "Ref-bashing" pretend for a moment that Ref is your son or daughter. Inform the ignorant of the Zero Tolerance Rule. Dane County will thank you...and so will the others in the stands! 3. USA HOCKEY/ TEAM MEMBERSHIP APPLICATION: "FORM C" This form must be completed by December 30th. 4. USA PLAYER ROSTER FORM: "FORM D" The USA Hockey/WAHA Roster form is the official roster used by WAHA. This form should be completed and is due to the DCYHC President by December 1st. This form lists the individual player, birth dates, jersey number(s), address, parents, and phone numbers. All coaches for the team are required to be listed on this form. All coaches, and any player older than 8 years, must sign this form. You may find it extremely valuable to keep an extra copy or two of this form. Frequently, tournaments request you submit the USA Hockey Team Membership Roster, with your tournament entry bid. AWARDS The following are the types of patches a skater can earn in one season. Awards can be earned during any USA Hockey sanctioned game, including tournaments. A skater cannot receive duplicate types of awards in one season. A skater can win only one of each potential award during the skating season. 13 DCYHC Team Rep Handbook

15 5. WAHA AWARDS: (Hat Trick, Playmaker, Zero ) "FORM E" HAT TRICK PLAYMAKER SHUTOUT (or Zero) Player scores three goals in one game. A skater has 3 assists in 1 game. Goalie has a game Shutout. In order for the goalie to receive this award, he/she must have at least one save. You will need to submit the final Skater Award statistics for Hat trick, Playmaker and Zero/or Shutout awards to: WAHA Secretary/Treasurer: Don Kohlman P.O. Box 1509 Eagle River, WI Office (715) If your team participates in a tournament beyond this date, please send in those statistics separately. Submit Form E and a copy of the game report. Please keep a copy of this form for yourself. This will allow you to have a record available when the patches are delivered. 6. DANE COUNTY AWARDS: (Defensemen) "FORM F" Dane County awards the Defensemen patches. A Defensemen award is earned when the goalie earns a game Shutout Award, and skaters who played the ENTIRE GAME as a defensemen may earn this award. Submit your final Defense award statistics to: Dane County President: Sue Porter 2170 N. Lee Lane Beloit, WI (608) Again, keep a copy for distribution of patches. 7. DCHOA REQUEST FOR OFFICIALS: "FORM G" 14 DCYHC Team Rep Handbook

16 Please see preceding information on page 7, on how to schedule and cancel officials. All requests must be mailed on this form, even if they have been called into the DCHOA HOTLINE (# ). IV. Scheduling Games The art of trading ice, scheduling games, scrimmages and tournaments would be easy to master if you were dealing with just your own team... Normally an association allots each team, sheets of "non-league" ice. This is in no way related to your scheduled DCYHC league games. Your Coach should decide if this ice will be utilized for games, additional to the scheduled Dane County games; or, if this ice will be used for practices. The decision on how the ice is to be utilized is up to the discretion of the Coach for the benefit of the team as a whole. Any alternative or variation is a possibility. For scheduling purposes, it is essential the Team Rep know early on, how this ice time will be utilized. The FIRST GOLDEN RULE for a Team Rep to learn is: "Expect Ice Conflicts!" Due to game and scrimmage changes, Tournament acceptance of your team or a team you have been scheduled to play, the weather, or even the ice making machine, you will need to do some adjustments of game times during your hockey season. Knowing this will happen, and that every team deals with the same scheduling dilemmas, may help all parties try their hardest to resolve conflicts amicably, and with the intention that a favor may be needed by them someday, too. Work together!!!! The following is an example of a common ice conflict Team Reps will encounter: The Westmorland PeeWee AA team has a Dane County League Game against the Flyers PeeWee AA team on Dec. 8AM at MIA. It is now Nov. 30th, and the Westmorland Team has just received conformation that they have been accepted into an out of State Tournament for the weekend of Dec th. Thus, they will not be able to compete in the Dane County league game against the Flyers on Dec. 12th. It is the responsibility of the Westmorland PeeWee AA Team Rep to contact The Flyers AA Team Rep regarding this game conflict. Ensuing are 2 potential alternatives for a fair resolution to this conflict: (1). Hopefully this does not drastically upset the Flyers plans and the Rep will agree to take that sheet of ice, and use it for a "pick up" scrimmage game, or team practice. If the Flyers do accept this ice, the Flyer Rep is responsible for rescheduling the Dane County Game against the Westmorland PeeWee AA team on a sheet of their "non-league" ice. Since it is now officially the Flyer's 15 DCYHC Team Rep Handbook

17 PeeWee AA ice the Flyer Rep is responsible for contacting the Refs regarding changes in Ref levels or cancellation of Referees for the 8 AM ice on Dec. 12 at MIA. (2). If the Flyers say "No, we can't use that ice, the Westmorland Rep must trade the Dec.12th 8:00 AM ice at MIA. The first option would be to trade this sheet of ice within the Westmorland Club. The Rep can trade with any age level within an organization. If no one in their association can make a trade for that sheet of ice, it is perfectly legal and socially acceptable to call other Organizations at any level, to trade this sheet of ice. The Westmorland Rep is responsible for rescheduling a make-up Dane County league game with the Flyers, on a Westmorland PeeWee AA full sheet of "non-league" ice and arrange for any Ref changes. The Team Reps SECOND GOLDEN RULE : "Trade ice onto others, as you would wish, to have ice traded onto you." Bear in mind; next time it might be your team that desperately needs to change ice times! Summation of Scheduling: General Rules 1. Dane County will give you a list of other association Team Reps at the DCYHC orientation. 2. Have your WAHA Book reviewed and your calendar/schedule at hand. 3. If you are calling an out of town team, ask for directions and an estimate of travel time to their rink. If time permits, have them send a map, if you do not already have one. If time is a factor, you can usually obtain a city map by going to a Madison Public library. Most libraries have a large assortment of Wisconsin Telephone Directories. You can Xerox a map of the city you are traveling to and make copies for your families. 4. Be sure Parents have the correct directions, date, and time to be at Ice Rink. Experienced Team Reps have related it is essential to call the Rep of an out of town team about 2 days before the event. That way if there has been a scheduling mishap, you still have time to notify your families that plans have changed. And no one ends up taking a road trip to Rice Lake to see an empty rink! 5. Make sure when you schedule games on your non-league ice with another team, you get a return game right away! The cost of ice averages $135/hour. You are really losing money, besides ice time, if you do not get a return hour. 16 DCYHC Team Rep Handbook

18 6. DOCUMENT ALL OF YOUR TRADES, CANCELLATIONS, ETC.!!! If a team fails to show up to play a scheduled Dane County game, that team forfeits the game, and is assessed a fine of $100, plus normal share of ice cost. 7. Confirm with the other Team Rep who will contact the Refs and notify of changes. 8. If a non-league game schedule has been changed, and you will not be using the full sheet of ice for a game, but instead will be using it as a practice, it is your responsibility to notify the Referees scheduled for that game, ASAP. Canceling or changing refs is YOUR responsibility. To cancel, or change level of Refs call DCHOA. HOTLINE: Give date of ice, time, rink, your name, number & Club. Please give at least 72 hour notice of any changes. Follow up in writing with the same information on "Form G" and mail to: Glen Bostedt 4681 Goodland Park Road Madison, WI * Cancel refs as soon as there is a game change or cancellation. Due to the shortage of Refs, the Dane County Hockey Official Association's main focus will be on supplying Refs for League games. It is possible Refs may not be available for Scrimmages. 9. If you can not use a sheet of ice, it's your responsibility to trade the hour. Be sure to DOCUMENT your trade in writing. 10. You should be reimbursed for Xeroxing or long distance calls. Save receipts. 11. Remember to send in Dane County Game reports to your DCYH Age Level Director by the following dates: Nov. 13, Nov. 27, Jan. 8 and Feb. 26. Other Dates You May Want to Consider When Scheduling: It is crucial you organize your schedule/calendar so you can see practice ice, Dane County games, non-league hours, and tournament dates. Included are schedules for Madison Area High School Games at Hartmeyer and MIA, and Badger events during our skating season. You may want to attempt to avoid scheduling during certain times when a majority of parents and or Coach may not be available. No schedule can work for everyone. If you know of preferences early on, and communicate team plans in advance, your decision making will be made easier. 17 DCYHC Team Rep Handbook

19 V. TOURNAMENTS Some preliminary questions to ask your team parents and Coaches are how many Tournaments do they wish to participate in, and how far away do they want to travel? Normally parents and Coaches make a group decision regarding the number of tournaments their team will participate in and an acceptable travel distance. The preliminary question that needs to get answered immediately is...is your Coach certified? The second question is, is there a parent on the team who has active Coaching status? In 1994, WAHA made specific Coach Re-Certification requirements which remain in effect. You may enter tournaments that do not require Coach certification, but if your team has any intention of entering State Play-offs, it is imperative you have a Certified Coach on the bench. If your team won all games, but didn't have a certified Coach, you could be disqualified. Your Coaching Committee or Board of Directors should have an up to date list of all of your certified Coaches. The WAHA 1994 Re- Certification Rules are as follows: a) Coaches who have coached for 1-4 seasons need to be re-certified at an Associate Level every 4 seasons. b) Coaches who have coached for 5-8 seasons will be required to take a refresher Associate level course, or will need to take an Intermediate level course. c) Coaches who have coached for 9 plus years will be required to take an Intermediate refresher, Advanced, or Masters level course. Organizing Tournaments can be a very time consuming job. Usually, it involves collecting money to cover Tournament entry fees and the cost of Coaches Rooms. Registrations must be obtained and filled out, and motel reservations made. There are usually several conversations with the tournament organizer regarding the structure of the tournament, the identity and classification of teams which have applied or been accepted, and the seeding or schedule for your team. You will need to obtain maps to the rink, motel and area restaurants. Tournament information must be supplied to your team families ASAP, so they can mark their calendars. Tournament organizers determine who will participate by either an individual team selection process; on a first come, first serve basis; or, as in the Badger State Games, entry may be done via a lottery system. Some Tournaments may deny your application because your team may be too strong; or, not as competitive as other teams, which have already been accepted. If you anticipate that your team might not be accepted into a particular tournament, it is advisable to have an alternative tournament scheme, for the same or next weekend, so your Dane County schedule and team calendar is not drastically affected. Often times, if a tournament's primary goal is to promote competition, the tournament organizers may be slow to return an 18 DCYHC Team Rep Handbook

20 acceptance or denial of your tournament bid; because, they are scanning the abilities and classifications of the teams which have applied, in order to find the best mix, and seeding for competition. As we have mentioned, being a Tournament Director is a big job, in and of itself. Thus, as Team Rep, you may want to have another parent take over this function for you. This person should be someone you feel you can work closely with. If this sounds feasible, do so immediately, so the Tournament Director can start researching possible tournament bids. Many popular tournaments fill up early. Rationale for participation in out-of-town tournaments is to develop team unity, as well as the excitement of skating against new competition. The bonding that takes place, helps unify players, parents, and coaches, by enhancing team cohesiveness and fun. This carries through to the end of the year. Often times, when tournaments are scheduled late in the season parents will remark, "We should have done this earlier!!!" Check with the parents and coach to see if they would be interested in a Turkey Time or Holiday Time Tournament. Many of these Tournaments are located in larger cities, which offer opportunities to do different activities between games, such as holiday shopping, and sightseeing. The local Chamber of Commerce may offer additional suggestions. Tournaments should be fun. Be sure you are guaranteed playing at least 3 games. When deciding between tournaments assess the competition that has applied, the distance to travel, and the "extras" tournament organizers entice you with to come. It may help you make your choice of which tournament to sign up for. No matter what the age, all skaters love awards. Some tournaments guarantee all skaters will receive something. If your team has never been involved in an out-of town tournament, you may want to advise families that they can save money and time, if they bring healthy snacks to be used for breakfast on early game days. A good stash of "not so healthy pop and treats" are good to bring along too, as they are much cheaper when brought from home. Often times a hospitality room can be obtained without cost, or for a minimal charge. This room can be used for a pot luck, or team pizza dinner. If the tournament is late in the year, this room can be used for an end of the year party /ceremony. TOURNAMENT REMINDERS FROM THE COACH: 1. Check the edges on skate blades before you leave for tournament. 2. Tighten hardware on helmets. 3. Bring 2 sticks to each game. 4. Check tape on hockey sticks. 19 DCYHC Team Rep Handbook

21 5. Clean jerseys and socks for games. 6. Check laces on your skater's skates. 7. Make sure skaters have neck guards and mouth guards. 8. The Coach will determine the appropriate curfew on nights before games. 9. Skaters are to be in the locker room and dressed 30 minutes prior to game time. WHERE TOURNAMENTS ARE ADVERTISED Often times Wisconsin tournaments are advertised at the rinks, but there are other ways to locate tournaments, suitable for your team. Here are a few ideas. 1. Ask the previous years Team Rep which tournaments they participated in, if they would return, and what their accommodations were like. Many tournaments are repeated annually. 2. WISCONSIN ICE, Wisconsin's hockey magazine. P.O. Box 1856 Eau Claire, WI Phone: WIS ICE Fax: LET'S PLAY HOCKEY is a monthly publication you can find at most hockey sporting stores. It may be necessary to borrow a copy from a fellow team mate, or assign people to track one down, as the supply disappears quickly. This magazine predominantly lists out of state tournaments such as ones in Minnesota and Michigan. Many, but not all, of the Wisconsin tournaments are listed, too East 42nd St. Minneapolis, MN (612) It is essential that any tournament you enter be sanctioned by the hosting State USA governing body. For example if attending a tournament in Wisconsin, ask the tournament director if it is sanctioned by WAHA. If the tournament is in Minnesota, it would need to be sanctioned by MAHA. BADGER STATE TOURNAMENT & MOTEL RESERVATIONS The Badger State Games are State wide winter sport tournaments for all ages. Badger State Games take place every year during the first weekend of February. The dates of this year's games are February 2, 3, 4, 2001 (Friday, Saturday, Sunday). The BSG are fun and exciting to be in; but because the teams are picked on a lottery basis, competition sometimes can be unequal. In order to be included in the lottery draw, the Badger State Office must receive your entry form and registration fee by mail, prior to 12/6/ On Friday, 12/29/2000, a lottery draw will take place to determine what teams will compete in the Youth Hockey division. 20 DCYHC Team Rep Handbook

22 Because of State-wide interest, the magnitude of this sporting event, and the numerous sporting facilities utilized, competition for motel/hotel facilities is exceedingly stiff. If your team is interested in applying to the BSG's, we strongly advise the Tournament Director to call the BSG office (# ) as soon as possible, to locate the city your team will be playing in. Then, either go to the library and look up the hotels for that city in the local phone book, or review a AAA Wisconsin tour book to find suitable hotel facilities. Place a call to reserve all rooms needed for your team, FIRST! After you have rooms reserved, complete and mail the Badger State registration. Nothing is worse than being accepted for a tournament only to discover, there are no available accommodations!!! Believe us, it has happened! If you were not chosen to be a contestant in the BSG, simply make a phone call to the motel you had reserved your rooms with and cancel them. There will be no charge for holding a block of rooms for a reasonable amount of time. Before turning in any tournament money, always reserve the motel rooms first, even if the tournament registration states they have reserved some rooms. Be sure to reserve rooms in your block for the coach(s), and all parents. Remember, if a child has a 2 parent living arrangement, this family may need 2 rooms. It is always easier to reserve an extra room in your block, and cancel it later, than to try and find a room when they have all been booked. The rooms should be held in a block under the Tournament Director's name, and a group name such as, " Westmorland Saints" for a specific amount of time. Motels will usually do this anywhere from 2 to 12 weeks. Check with the reservation personnel how long the block of rooms can be held. Inform them, the individual families will be calling with their own credit cards to confirm their own rooms. Then notify your families and coach, that it is up to them, to call and guarantee their own rooms with their credit cards, within the "hold" dates the reservation desk gave you. Advise them, they need to do this before the time frame has expired, or their rooms will no longer be available. Most of the time you are eligible to receive a discount, due to the number of rooms you are reserving. It is best to ask when reserving the block of rooms, if there will be a discount. Do not expect you will automatically receive it. When you make your initial call to reserve the block of rooms, ask the hotel if they will send their brochure, an area map outlining the rink, eating facilities, hospitals, and areas of interest for each of your hockey families. Due to recent lawsuits, numerous establishments are forewarning "hockey groups" that they will not tolerate excessive noise, running, or hall hockey on the premises. Failure to comply may result in the individual family, or the whole group being asked to leave. When you circulate your information on the hotel to your families; include this, so everyone is aware inappropriate motel behavior is not acceptable, and can affect everyone. 21 DCYHC Team Rep Handbook

23 CALCULATING TOURNAMENT COSTS Every Hockey Association will have a different policy regarding how the Tournament Costs are paid. The following example is based on several different associations who pay for coaches overnight lodging fees. Other associations give meal expenses and mileage money also. While still other associations do not offer any reimbursement, because most of the Coaches are fathers of skaters on the team. The following example gives an idea of possible costs per family. TEAM SLUSH FUND Instead of attempting to collect money for individual expenses throughout the year, it will be easier and much less confusing for you and your families, to establish a Tournament/Team Slush Fund. Some parents may find this additional cost a hardship. In such cases, payment installments should be worked out. A note of advice, the closer to the December holidays, the tighter money becomes for everyone. Thus, it is advisable to request the Fund in late October, or early November. As previously mentioned, the Tournament Fund can also cover Outside Ice dues, parking permits, and should cover any long distance calls, or Xeroxing bills etc., assumed by you, the Coach, and or, the Tournament Director. Please keep receipts of any expenses incurred. Any remaining money is returned to the parents at the end of the year, or can be used for end of the year party/awards or gifts. Be sure to allow for these extras, when planning how much money you will need for your Fund. The Fund should be kept in a separate savings or checking account. At the end of the year, have an itemized statement of how the money was spent. Example of possible Tournament Costs Entry Fee for ONE tournament is approximately $350 to $450. One room, for one coach, approximately $68/night, if staying 2 nights it may run $136 One room, for two coaches, approx. $136/night, if staying 2 nights, it may run $272 (One tournament bid can easily run $600-$850 for the entry fee and Coaches Rooms. ) The cost per player depends on the cost of the tournament fee, hotel room charges, and the number of skaters on your team to divide the expenses. If your team is going to do two tournaments, you can roughly figure you will need a working 22 DCYHC Team Rep Handbook

24 Tournament Fund of around $1200 to $1600. Divide the number of skaters on your team into the anticipated Tournament Fund to assess the cost per family. If the coach is also a skater's father and your association states you pay for their room, only charge them what you estimate the tournament fees will be. Do not assess the "Coach/skater family", a fee for the coaches room; as the coach and an assistant coach room will be paid for, by the remaining team members. Thus, for a skater who's father is the Coach, he would owe only for his skater's portion of the tournament entry fees. Unless you know the exact cost of the tournament fees your team will be applying to, you will have to estimate the amount the "Father/Coach" will pay. Usually this amount is approximately 1/2 of what the other skaters owe. Thus, if the amount collected from each skater is $130, collect $65 from the Father/coach. Tournament Chain of Events 1. Establish how many tournaments your team will be applying for, and an approximate agreeable distance for everyone to travel. 2. Identify a Tournament Director. 3. Tournament Director will collect a Tournament Slush Fund dependent on the number of tournaments the team plans to enter. 4. The Tournament Director will establish a savings or checking account. 5. Locate available tournaments and discuss with Coach and Team Rep. You can involve parents in this decision; but, be aware it is very difficult to please everyone. 6. Have an alternative Tournament Bid if you will be applying to Badger State Games, as selection is based on lottery. 7. Call the Association's Tournament organizer to have them send you information on the tournament. Find out some of the following: a) How many teams will be playing, Who are the teams? Where are they from? b) How many games are guaranteed, c) What type of awards are given, and how many teams receive awards, d) The cost of the tournament, e)what are the names of area hotels, f) Has the organizer reserved any local hotel rooms? Is there a discount? g) Have the organizer send you maps of the town(s) along with registration information. 23 DCYHC Team Rep Handbook

25 h) Before submitting tournament bid, call the hotel and make sure there are rooms, and reserve a block of rooms for your group. Ask how much single occupancy including sales tax will be, so you will know exactly how much the coach (s) room will be. Ask what is the charge for additional people in the room. Is there a charge for children under 12? Does this facility have cots to rent? Are there non-smoking rooms? A facility that offers Continental Breakfast is especially nice for those early morning games. Remember to reserve a room for each coach, and a room for each parent of 2 parent families, if both parents are going. i) Have the hotel send you a brochure and a local map detailing their location, area restaurants, shopping, hospitals, and ice rinks. j) Submit registration along with tournament fee.(use the copy of USA Roster Form) k) Notify team family members of tentative tournament plans, so they can adjust their work, and make other child care arrangements, if necessary. Depending on how long the hotel will "hold" rooms without a charge, you might want to have each parent guarantee their room, with their own credit card now, especially if it appears you will be accepted into the tournament, and rooms might become tight. Inform the parents in writing, the information that you obtained earlier. i.e..(h). l) Once confirmation of tournament has been received prepare a packet for each family which includes, Map, Motel brochure, seeding or game dates and times, and any other significant information such as, Team meeting time or Pot luck info. m) If Tournament Fund is in a savings account, withdraw money for each Coach's room, including enough for sales tax and place in individual envelopes to give to the Coach(s). Or, if the Tournament Fund is in a checking account, ask Coach if he/she would prefer a personal check, or have the room paid for directly. n) Be sure you have a birth certificate and medical release form for every skater. o) At least one of the Coaches on the bench needs to be certified. The following are some examples of communications you may be sending to your team. TOURNAMENT FUND Our team plans to participate in 2 out-of-town tournaments this year. Entry fees range from $350 to $450 for each tournament. When registering for a tournament, the appropriate paper work 24 DCYHC Team Rep Handbook