GRAND LAKE MINOR HOCKEY ASSOCIATION (Grand Lake Minor Hockey Community Club) OPERATIONS MANUAL (As of May 2016 Annual General Meeting)
Page 2 of 15 GLMHA OPERATIONS MANUAL AS AMENDED: May 2016 TABLE OF CONTENTS SECTION 1 INTRODUCTION 3 SECTION 2 EXECUTIVE 3 2.0 President 2.1 1 st Vice President SECTION 3 MANAGERS 3 SECTION 4 COACHES 4 SECTION 5 TOURNAMENT COMMITTEES 6 SECTION 6 PUBLIC RELATIONS COORDINATOR 7 SECTION 7 APPEAL BOARD & FORMAL COMPLAINTS 7 SECTION 8 PLAYER MOVEMENT & TEAM FORMATION 8 SECTION 9 TRANSPORTATION 9 SECTION 10 TELEPHONE 9 SECTION 11 EQUIPMENT 9 SECTION 12 GAMES 11 SECTION 13 DONATIONS 11 SECTION 14 AWARDS 11 SECTION 15 NO SMOKING POLICY 12 SECTION 16 GUIDELINES FOR PUTTING PERSONAL NAMES ON SWEATERS 12 SECTION 17 LATE REGISTRATION POLICY 13 SECTION 18 GLMHA CONDUCT CODE 14 SECTION 19 SOLICITATION POLICY 15 The Following are found on the GLMHA s website www.glmha.ca as well as HNB s website www.hnb.ca GLMHA Constitution & By-Laws NBMHC Fair Play Policy NBMHC Operations Manual NBMHC Constitution & By-Laws NBHMC Minimum Standards of Discipline Hockey Canada Co-ed Dressing Room Policy NBMHC Zone and Provincial Championship Regulations NBMHC Community Hockey Guidelines Safety Requires Teamwork & Safety for All
Page 3 of 15 SECTION 1 INTRODUCTION GLMHA OPERATIONS MANUAL AS AMENDED: May 2016 1.0 The purpose of this manual is to present in a condensed form much of the policy which will be followed by those involved in Grand Lake Minor Hockey. 1.1 It is expected that the contents of this manual, amendments made by the Grand Lake Minor Hockey Association (herein after referred to and operated as Grand Lake Minor Hockey or Grand Lake Minor Hockey Community Club) on May 8, 2002 will be followed by anyone involved in the operation of Minor Hockey. SECTION 2 EXECUTIVE (Duties in addition to those provided in the By-Laws) 2.0 PRESIDENT a. Call meeting to investigate complaints or deal with appeals with reference to the Grand Lake Minor Hockey Conduct Code (SECTION ) b. Ensure the enforcement of the Conduct Code. c. Shall implement a Flow Chart. d. Shall ensure that Tournament Committees are formed by November 15. e. Shall be responsible for the appointment of a public Relations Coordinator. 2.1 1 st VICE PRESIDENT a. Shall carry out the duties as exercised by the President in his/her absence. b. Shall look after areas of the Flow Chart as delegated by the President. SECTION 3 TEAM MANAGERS 2.0 Along with the coach shall be in charge of his/her team. 3.1 Shall be the liaison between parents and coaches, and between parents and the Executive. 3.2 Shall assist in the drawing up of the ice times required by his/her team. 3.3 Should attend all Grand Lake Minor Hockey meetings and, when asked, to special meetings called by the Executive or the Board of Directors. The
Page 4 of 15 Team Manager may appoint others to attend these meetings, provided that written notice is given and that the appointee is directly involved with the team as a coach or parent. The appointee(s) shall be allowed to single vote on any motions presented while they are acting as the Team Manager s representative(s). 3.4 Shall make sure the Conduct Code is adhered to by the coaches and players on their team. 3.5 Upon request of the coach(s), shall arrange or help arrange games. 3.6 Shall control the transportation budget allotted to his/her team. 3.7 Shall advise the Treasurer of the manes and amounts of money due for transportation. 3.8 Shall collect funds as required for all fundraising activities from players on their team and keep an accurate written record by issuing receipts from a numbered receipt book. Collected funds shall be converted by the Team manager to large denomination bills, if possible, before handing over to the fundraising Chairperson. The Fundraising Chairperson shall count this money and then issue a receipt to the Team manager from a separate numbers receipt book. 3.9 Shall provide to the President or designated person within 24 hours any information regarding penalties or incidents that may cause suspensions. 3.10 All home teams will be responsible assisting tournament committee as needed to arrange and run home team tournaments. Failure to do so could result in no home tournament for that season. SECTION 4 COACHES 4.0 Shall posses the Coach Level certificate or be willing to advance to this certificate by attending coach s clinic during the year of their appointment as a coach. 4.1 Shall abide by Grand Lake Minor Hockey s Constitution, By-Laws, Policy Manual, Regulations, in addition to the Hockey New Brunswick and NBMHC Rules and Regulations. 4.2 Ensure that the fundamentals of good play and conduct are displayed by he/she and his/her players at all times.
Page 5 of 15 4.3 Ensure that all complaints are directed to their Team Manager. 4.4 Ensure that each child is registered by using the registrar s list of registration slips or receipts used by the registrar. 4.5 Make sure each child is fully equipped as specified by the C.H.A., Hockey New Brunswick, NBMHC, and Grand Lake Minor Hockey. 4.6 Shall meet with the Team Manager or Executive when called upon to do so. 4.7 Advise players to leave the arena as soon as feasible after practice or games, unless they have paid attendance for another event or are accompanied by a parent or guardian. 4.8 The coach has the right to restrict entrance to his/her dressing room. 4.9 Take responsibility for, and ensure proper care and use of dressing rooms and equipment belonging to Grand Lake Minor Hockey. 4.10 During practices, coaches, assistant coaches and on-ice volunteers shall not skate with excessive speed or shoot pucks with excessive force in a manner which could potentially cause injury to a player. Reported violations substantiated by other witnesses shall lead to disciplinary action by the Executive. 4.11 On-Ice Volunteers of any age must have speak-out before stepping on the ice. 4.12 Coaches shall have the authority to suspend or bench a player for up to one (1) game for any or all of the following, missing practices without good reason, for any poor performance at any game which can be attributed to a consistent and sustained lack of effort, for bullying on/or off the ice, or for unsportsmanlike behavior on/or off the ice. 4.13 During the application procedure the following Guidelines will be followed by the Executive members (This applies to Coaches, managers, etc.) If more than one Application for any position (Coach, Assistant Coach, Manager, On-Ice Helpers) we will go through these steps to the select the best suited Applicant Step One (1): Do all Applicants have clean records with the Association/Minor Hockey;
Page 6 of 15 Step Two (2): Compare Qualifications Are all qualifications meant to perform the task, Ex. Do the Applicants already hold the Certificates to perform the task, do not have to obtain a certification (if all qualifications are meant for the position, continue on to Step Three (3)) Step Three (3): Who has more experience (examples of following page), (if there is still a tie between applicants, continue on to Step Four (4)) Step Four (4): As an Executive if you have gotten to this step you may either call in all Qualified Applicants for an interview or you may proceed with a vote. If you have called in all applicants and still do not have a decision you will have to end the tie in the voting of the Executive with all members voting. Step Five (5): If a tie still remains the past president will be asked to cast tie breaking vote. EXAMPLES: (STEP THREE (3)) 1) Coach A Coached for 3 years, Assistant-Coach for 2 years VS Coach B Coached for 4 years, Assistant Coach for 2 years *** Coach B has coached longer, Coach B is best suited for the position *** 2) Coach A Coached for 3 years, Assistant-Coach for 3 years VS Coach B Coached for 3 years, Assistant-Coach for 2 years *** Coach A and Coach B both have same qualifications for Coaching, but Coach A has one more year in assisting, Coach A is best suited for the position *** SECTION 5 TOURNAMENT COMMITTEES 5.0 Shall be formed no later than November 15. 5.1 Arrange at least one (1) tournament at home per team. 5.2 Discuss with the Team Managers and coaches the dates and times of tournaments so that they do not conflict with arranged games.
Page 7 of 15 5.3 Arrange for sponsorships, trophies or awards, and invitations. 5.4 Advise the necessary officials of the tournament. SECTION 6 PUBLIC RELATIONS COORDINATOR 6.0 Shall contact the newspapers, local Cable TV, and radio with the schedules and results of special games and tournaments. 6.1 Shall arrange for team photographs to be used for publication as soon after registration as possible. 6.2 Shall have a Grand Lake Minor Hockey write up in the Grand Lake Mirror bi-monthly. 6.3 Shall utilize the letter to the editor section of papers for special reports. 6.4 Shall be responsible for the Bulletin Board at the arena(s). SECTION 7 APPEAL BOARD & FORMAL COMPLAINTS 7.0 APPEAL BOARD a. Three members, independent of Grand Lake Minor Hockey shall be appointed to the Appeal Board by the Executive prior to the commencement of each season. The Appeal Board: b. Shall not be members of Grand Lake Minor Hockey. c. Shall hear appeals of decisions made by the coaches or Executive on accordance with the Grand Lake Minor Hockey Conduct Code and as stated in By-Law 5. d. The decision of the Appeal Board is FINAL. 7.1 FORMAL COMPLAINTS a. A complaint made by a parent/coach towards a member of a coaching staff or an official, must be first addressed to the team manager within 72 hours of a specific incident. b. If the incident is a coaching issue and cannot be resolved within the team, then the complaint must come to a member of the executive in writing within 48 hours of the team addressing the issue. c. The Executive (President) will contact the person(s) that the complaint is being made within 72 hours of receiving the letter.
Page 8 of 15 d. All complaints will be handled according to the By-Laws of HNB complaints section of the HNB Constitution within 72 hours of contacting the person(s) involved and they will be notified of any action/decision. e. Complaints against officials must be made in writing directly to GLMHA Executive who will notify Referee in Chief. If a resolution cannot be agreed upon, the complaint will be forwarded to HNB Referee in Chief for further consideration. This process must also happen within 72 hours of the initial incident. SECTION 8 PLAYER MOVEMENT & TEAM FORMATION 8.0 On or before November 30 of each year, where numbers permit, players in each provincial registered division of Grand Lake Minor Hockey shall be designated and registered as a Competitive (COMP) or a Recreation (RC) player. However, players may be asked to move between these categories in equal exchange which may not exceed a total of ten (10) games. After the tenth (10) game, the player must return to original Rostered team. 8.1 Requests to play in a division other that the one permitted by the player s age must be made in writing to the Executive. The Executive, after consultation with parents/guardians, Team Managers, and Coaches of each team, will decide whether to allow move. 8.2 It shall be the policy of grand Lake Minor Hockey that registered players younger than the Novice age group shall be divided up into at least two (2) groups, either according to age or player ability, as seen fit by the Executive and Coaches and as registration numbers allow, with the aim of giving younger or beginning players an opportunity to develop without being intimidated by older and more skilled players. Available weekend ice times shall be allocated equally to each team formed at this age group, while ice-time during the week may be shared by the two (2) teams at the same time. Any beginning player whose skills level develops during the year to the level of the senior team(s) shall be given the opportunity to play with a senior team whenever possible. 8.3 It shall be the policy of Grand Lake Minor Hockey that Mites and Novice teams shall follow the Hockey New Brunswick Initiation Program/Novice Hockey Model Program, as outlined in the New Brunswick Minor Hockey Council s Constitution. By-Laws and Regulations. The program has specific limits for practice/scrimmage ratios and the maximum number of games that may be played per year. Hockey New Brunswick has set out severe penalties which may be applied to Associations who violate these requirements.
Page 9 of 15 8.4 The Executive shall decide on all matters relating to team formation and Player Movement, after consulting with team coaches and team manager before a decision on the matter is rendered. SECTION 9 TRANSPORTATION 9.0 The Team Manager and Coaches should encourage, where possible, a sharing amongst parents or guardian for the responsibility of transporting their son s/daughter s team to out of town games. SECTION 10 TELEPHONE 10.0 Only persons authorized by the Executive may make long distance calls on behalf of Grand Lake Minor Hockey. Phone bills must be submitted monthly to the Treasurer for reimbursement, and shall be approved by the Executive prior to payment. SECTION 11 EQUIPMENT 11.0 As Equipment Manager will be appoint for each season. 11.1 All equipment belonging to Grand Lake Minor Hockey will be stored in the equipment. 11.2 A sign-out sheet will be used for any equipment that would remain with the player for the season. 11.3 All sweaters, and any other equipment will be used for Grand Lake Minor Hockey game use only. 11.4 Personal names of players shall be allowed on sweaters belonging to Grand Lake Minor Hockey, providing guidelines set out by the Executive are followed. 11.5 An inventory of all equipment belonging to Grand Lake Minor hockey shall be made in September and again at the end of April seasonally. 11.6 The Equipment Manager shall give the Executive a report on the difference of the two inventories and measures taken to retrieve any missing equipment. 11.7 The Equipment Manger shall purchase all equipment needed for Grand Lake Minor Hockey subject to Executive approval.
Page 10 of 15 11.8 The purchasing of jerseys shall be on a need only basis and shall be decide by the Executive with the advice of the Equipment Manager. The team logo shall be chosen by the Board of Directors after consultation with the Team Manager, Equipment Manager and/or sponsor. 11.9 Players are responsible for the transportation, caring, and cleaning of Grand Lake Minor Hockey sweaters assigned to them for the season. 11.10 At the beginning of the hockey season, all players shall be obligated to purchase two (2) pair of socks, to be worn at all games, with the colors matching the team s home and away jerseys. The Team Manager shall collect the necessary funds and then coordinate the ordering and delivery of these socks. At the discretion of the Team Manager, socks which become unsightly during the season must be repaired or replaced. The intent of this policy is to ensure that our players and teams properly present themselves on the ice, helping to leave a positive impression that enhances each player s self image and which ultimately reflects on our image as an Association. 11.11 If the issued jersey had not been returned by the banquet date, or if the issued jersey had been returned damaged, the player will be charged the replacement cost of the jersey. Should such payment not be received, the replacement cost shall be added to the following season registration and the child will not be permitted on the ice until the payment is made. 11.12 GLMHA has passed to retire the #19, no player playing for Grand Lake Minor Hockey Association for any reason shall wear this number. 11.13 Under the discretion of GLMHA association, the Atom team will be able to keep one set of jerseys at the end of the year every second year beginning year end 2018. This will continue to be as long as it does not cause hardship with the association and as long as MacDonald s continues to sponsor the Atom division and gives one set of jerseys annually to the association. 11.14 At the beginning of the hockey season 2016-17, the GLMHA will now be collecting a deposit of $50.00 per jersey, monies will be collected by manager before passing out jersey s. Monies to be collected will be in the form of cash or cheque (No post-dated cheques). This money will be returned to the player by manager at the end of the season once jerseys are returned and in same condition.
Page 11 of 15 SECTION 12 GAMES 12.0 The Team Manager or Coach will do the following after arranging a home game: a. Arrange for Minor Officials. b. Notify the Referee-in-Chief. 12.1 The same procedure should be followed if a game cancellation is necessary. SECTION 13 - DONATIONS 13.0 All donations made to Grand Lake Minor Hockey should be recorded with the Treasurer, be they financial or otherwise. 13.1 A thank you letter shall be forwarded as soon as a donation is recorded by the Treasurer. 13.2 It will be the Policy of Grand Lake Minor Hockey to donate a wreath each Remembrance Day to both Minto and Chipman Royal Canadian Legions, and be placed by one of the Executive Members. 13.3 It will be the Policy of Grand lake Minor Hockey to donate a memento annually to all major sponsors of tournaments. SECTION 14 AWARDS 14.0 trophies shall be awarded in the Atom, PeeWee, Bantam, Midget & Juvenile divisions for the Most Sportsmanlike Player, Most Improved Player, Most Dedicated Player, and Grand Lake Minor Hockey Clutch Award, These will be presented at the Annual Banquet, or the end of the year celebration. 14.1 All of the above awards shall be selected by the Coach(s), Assistant Coach(s) and Team Manager. 14.2 No player is to receive more than one (1) annual award. 14.3 The selection of team awards for each team shall take place between March 1 st and 15 th of each year. 14.4 Tournament awards and the method of choosing the recipients shall be determined by the Tournament Committee.
Page 12 of 15 14.5 All other annual awards not referred to in this Section shall be decided upon and awarded by the Executive, except for established team special awards which shall be decided upon by the particular team s Coaches and Team Managers. The Executive shall have the right to present one-time special awards, and may accept new annual awards donated by businesses or individuals. The Executive shall decide on any proposed Minor Hockey purchases of new annual awards. Teams shall not present special awards of any kind at the Awards Banquet unless approved by the Executive. 14.6 Annual trophies shall be returned to the Equipment Manager by January 1 st of the season following receipt of the award. SECTION 15 NO SMOKING POLICY 15.0 The No Smoking or Vaping Policy states that no one shall smoke within 9 meters of any entrance or exit of any arena. 15.1 When transporting players from one place to another there is to be no smoking or Vaping in the vehicle while transporting players. SECTION 16 GUIDELINES FOR PUTTING PERSONAL NAMES ON SWEATERS 16.0 Only surname to be put on sweater. 16.1 In Case of identical surname, initial(s) may also be added. 16.2 All letters are to be black, 2 ½ in height and sewn or heat treated on while backing. 16.3 Backing strip with name to be sewn on sweater. 16.4 No individual letters to be put directly on sweater. 16.5 All regular members of team MUST have names of their sweaters. 16.6 All names to be put on at the same time. 16.7 Responsibility of the Team Manager to ensure policy is followed. 16.8 Cost of putting names on sweaters must be incurred by the individual. 16.9 At season s end it will be the responsibility of each player and/or their parent, to have the backing strip removed without damaging the sweater.
Page 13 of 15 SECTION 17 LATE REGISTRATION POLICY 17.0 Any player wishing to register with Grand Lake Minor Hockey after November 15 of any year must apply in writing to the Registrar and adhere to the following guidelines: 17.1 There must be an Opening within a Team or Division a. Team Opening would be less than 19 players 17 skaters and 2 goalies. b. Division Opening would be less than 38 players 34 skaters and 4 goalies. 17.2 Applicant must state at what level (Competitive or Recreational) he/she wishes to compete at. 17.3 Applicant will only be accepted at the Competitive level if an opening exists and no player is involuntarily dislodged to the Recreational level. If the Competitive level is full and no player wishes to move to the Recreational level, the applicant may play at the Recreational level if an opening exists. 17.4 If the player applies to play at the Recreational level and no opening exists, he/she may apply (if an opening exist) to play at the Competitive level. The late register agrees to have an independent player evaluation. The evaluator will be selected by the Executive of Grand Lake Minor Hockey. Upon completion of the evaluation a decision will be made by the Competitive Coaching Staff and Team Manager after consulting with the Executive of Grand lake Minor Hockey. However, if the Coaching Staff of both the Competitive & Recreational levels agree, another player may be moved up in order to accept this player, provided the player to be moved up agrees to play at the Competitive level. 17.5 Registration Fee to December 31: - No charge current registration fee, After December 31: - Insurance & Registration fee due to the NBAHA, plus 50% of current Minor Hockey registration fee. 17.6 A fifty (50) dollar late fee will be added to the cost of registration for anyone who registers after the final registration date. Exceptions will only be allowed with Executive approval. 17.7 Any dwelling who had three (3) or more children registering to play Grand Lake Minor Hockey, will only pay the minimum registration fee for the third child and beyond regardless of the division the child is registered to play in.
Page 14 of 15 17.8 Players applying for supplement funding from outside organizations (ex. Kidsport/Jumpstart) must submit copy of their approval with their Grand Lake Minor Hockey registration form with the remainder of their registration fee. If the approval letter is not submitted at Grand Lake Minor Hockey registration all funds will need to be paid in full or an arranged payment plan with the Executive until the Executive has received your approval letter at that time a reimbursement cheque will be issued. SECTION 18 GLMHA CONDUCT CODE 18.0 All Players, Coaches, and anyone having any official capacity in Grand Lake Minor Hockey will adhere to this Conduct Code. 18.1 Players that violate the Conduct Code will first be dealt with by his/her Coach in accordance with the Conduct Code. 18.2 Coaches and officials will be dealt with by the Executive in accordance with the Conduct Code. 18.3 If players and/or Officials are not satisfied with the decision of the Coach or Executive, an appeal can be made in writing to the Appeal Board which is set up to deal with appeals, a. Fifty ($50) dollars will accompany any appeal in writing and will be returned if the appeal in upheld. The fifty ($50) dollars will be deposited to Grand Lake Minor Hockey General Funds if appeal is rejected. 18.4 Grand Lake Minor Hockey Conduct Code is to be consistent with the current NEW BRUNSWICK MINOR HOCKEY COUNCIL MINIMUM STANDARDS FOR DISCIPLINE GUIDELINES. 18.5 Players must conduct themselves properly while using the dressing rooms at the Minto & Chipman Arenas and while visiting outside Arenas. Actions such as kicking doors, damaging and leaving the rooms in a unclean manner will not be tolerated. 18.6 Mites, Novice, Atom, and Peewee Players must participate in Grand Lake Minor Hockey Fundraising events, following the guidelines that the Fundraiser Chairperson has provided. If you choose not to participate in the Grand Lake Minor Hockey Fundraising events you must pay the amount highlighted on the Registration Form. This amount is offered ONLY at registration. 18.7 Players, Coaches, Team Managers, as well as Parents/Guardians must realize that when teams are playing away games they are representing Grand lake Minor Hockey and as such must conduct themselves so as not to reflect poorly on Grand Lake Minor Hockey.
Page 15 of 15 18.8 The use of Alcohol or Drugs, or being under the influence thereof, by and player, Coach, Manager, or team Official during any Grand lake Minor Hockey team activity is strictly prohibited. Any violation will be dealt with by the Executive and Board of Directors. 18.9 Any Midget Rec player that receives suspension for fighting, will be reviewed by the Executive. Under the discretion of the Executive, the player may receive an additional 3 game suspension from our Association In addition to the HNB suspension. SECTION 19 SOLICITATION POLICY TO ALL COACHES, TEAM MANAGERS, TEAM PERSONNEL, AND PARENTS OF MINOR HOCKEY PLAYERS 19.0 It is the policy of Grand Lake Minor Hockey that any and all soliciting must be approved by the Executive and Board of Directors. 19.1 Individual and Team soliciting is not permitted. 19.2 Any request for team items (ex. Sweaters, socks, pucks, sweater bags, goalie equipment, etc) is to be made to the Equipment Manager. 19.3 Sponsorships for uniforms, tournaments, etc, must be brought to the Executive and Board of Directors for approval. 19.4 It would cause many problems to Grand Lake Minor Hockey if individuals, or individual teams, made solicitations on their own without prior knowledge or Approval of the Executive and Board of Directors. 19.5 All soliciting and Fund Raising will be governed by the Executive and Board of Directors.