YARMOUTH COUNTY MINOR HOCKEY ASSOCIATION
HANDBOOK
OF
POLICY AND PROCEDURES
Revised Aug 15, 2006
INTRODUCTION
This handbook has been prepared by the Yarmouth County Minor Hockey Association to be used as a guide to the YCMHA Board in the management and delivery of the Minor Hockey Program in Yarmouth County.
It should be noted that the Yarmouth County Minor Hockey Association is a member of the Hockey Nova Scotia Minor Council (HNSMC) and Hockey Canada (HC) and must follow the various regulations; policies and procedures as defined by the HNSMC and HC. This handbook has been developed to address the various policies and procedures that are specific to the YCMHA.
This YCMHA Handbook shall be updated as needed and be made available upon request to any person with a vested interest in the YCMHA program. This includes parents or guardians; players; officials; etc.
Any motion that is passed by the Board on policies and/or procedures should be incorporated into the handbook at the next update.
REGISTRATION
1. The registration fee for all players in the YCMHA shall be as described:
Initiation 1 (Timbits)
Initiation 2 (Novice)
Atom
PeeWee
Bantam
Midget
A ‘Registration Fee’, plus an additional ‘Recoverable Fundraising Fee’ shall be established and made public by the YCMHA prior to Player Registration for each year. There is a set ‘Family rate’ for any family registering 3 or more children in Minor Hockey in any YCMHA year.
An additional fee may be established for any player registered on a competitive team.
2. Anyone registering after the annual ‘registration’ weekend(s) of any year will be charged the normal ‘Registration Fee’ and ‘Recoverable Fundraising Fee’, as well as a $20.00 late registration fee. The ‘Recoverable Fundraising Fee’ will not be levied after December 15th.
3. The Registrar will be responsible for co-ordinating the annual "registration" weekend including the ordering of all the pertinent forms.
4. All registration inquiries after the "registration" weekend(s) should be forwarded to Yarmouth Leisure Services, located in the Town of Yarmouth to ensure consistency in addressing the inquiries.
5. "Sponsorship" requests shall be forwarded to the Registrar and/or Special Projects Coordinator for review who will act on the behalf of the Board in deciding their acceptance or rejection. All requests shall be handled in a professional and confidential manner. They shall report their decisions (# of sponsorships, not names) to the Board at the monthly meetings. In order to accomplish this, it is recommended that the various service clubs in the community be approached with the intent of sponsoring one youth each. The recommended number of sponsorships, per year by the YCMHA, shall be set at six (6).
6. To register a child in YCMHA programs the child must have reached the age of five (5) by December 31 of the current hockey season. As an example, for a child to register for the 2006/2007 season the child must be at least 5 years of age on or before December 31, 2006
7. A child may only be register in one group within any division.
8. All minor hockey players must be registered in the appropriate group according to their ages. Any player wanting to play in a group or level below their age level must have the consent of the parent and the YCMHA. In this case the Review Committee will act on behalf of the Board in granting or disallowing the movement of the player to another division. If any player is moved down in any division because of abilities he or she may do so providing the movement only occurs in the “house” part of our Association. Any player movement shall be consistent with the rules of HNSMC. HNSMC restricts player movement from Novice to Atom and Atom to Pee Wee.
9. If a Minor Hockey player withdraws from the YCMHA program the following procedures are to be followed:
· within 30 days from the start of the program - an 80% refund, less fees as below,
· between 30 & 60 days - a 50% refund, less fees as below,
· between 60 & 90 days - a 25% refund, less fees as below,
· greater than 90 days - No Refund
Note: The “start of the program” is defined as the first day of minor hockey after the completion of the fall hockey school. If no hockey school is held, the date shall be established by the YCMHA Board.
Note: The "recoverable fund-raising" and HNS fees shall not be included in the refund.
YCMHA HOUSE AND “REP” HOCKEY SYSTEM
1. "Initiation 1" (Timbits) Division shall be comprised of players ages 5 - 6.
2. "Initiation 2” (Novice) Division shall be comprised of players aged 7 & 8.
3. "Atom" Division shall be comprised of players aged 9 & 10.
4. "PeeWee" Division shall be comprised of players aged 11 & 12.
5. "Bantam" Division shall be comprised of players aged 13 & 14.
6. "Midget" Division shall be comprised of players aged 15 & 17 (inclusive).
7. "Minor Jr." Division shall be comprised of players aged 18 & 19.
8. The Yarmouth County Minor Hockey Association in its endeavour to promote female participation at all levels. Rep teams are dependant on registered player numbers being sufficient to ensure teams.
9. It shall be the intent of the Yarmouth County Minor Hockey Association to ensure that all (“Rep” & House) coaches, at each respective level of hockey shall review and plan their practices and game strategies according to the information provided by HNSMC and HC, for the positive advancement of the players.
10. Initiation 1 and 2 Levels: The coach shall use the Initiation Workbooks that are provided with the Initiation Programs at these levels as per HNSMC Regulations.
11. Atom Level: The YCMHA strongly encourages the coach to use the Coaches Workbook that is provided by the Coach Certification Program.
12. Peewee Level: The YCMHA strongly encourages the coach to use the Coaches Workbook that is provided by the Coach Certification Program and drills that do not include Body Checking.
Note: Checking clinics should be introduced to the PeeWee “Rep” Teams when needed, as per HNSMC and HC.
13. Bantam/Midget Levels: The YCMHA strongly encourages the coach to use the Intermediate Workbook that is provided by the Coaching Certification Program, exerts from the Nike Peewee Seasonal Plan (note: the Nike Peewee seasonal Plan will be used until the YCMHA receives the Bantam/Midget Seasonal Plan once it is published by the HC). Also, the Atlantic Centre of Excellence Workbook, Introduction to Checking and the A.C.O.E. Under 16 Curriculum will be available.
Note: Coaches are encouraged to use these resources that are available to them. If a coach would like additional material they may contact the Coaches Coordinator and/or Coach Mentor.
14. The YCMHA will follow the HNSMC official policy on the training needed and levels to be attained by the volunteer coaches within its system.
15. All potential Coaches at the ”Initiation 1 and 2" and “Novice" levels, must agree to take the "Intro Coaching" course offered by the HNSMC at the first available opportunity.
16. All Coaches at the Atom level and above must agree to take the "Coaching" level course offered by the HNSMC at the first available opportunity, consistent with HNSMC policies.
17. All Minor Hockey players in the House league shall be given "equitable" playing time during each game including tournament play.
18. A Division Director cannot serve as a coach or assistant coach within his or her division, except under extraordinary circumstances and with the approval of the Review Committee.
19. Coaches of House League teams should try and obtain additional games for their respective teams outside of the House League schedule so as to provide opportunity for all players to meet players from outside of the Yarmouth County Minor Hockey Association. These additional games are not to interfere with the House League Schedule,
"REP" TEAM SYSTEM
1. The YCMHA shall advertise via the local media for all coaches prior to each hockey season. The Board will decide on the successful candidates based on the information contained in each resume and/or interview process.
2. All “Rep” Coaches are to ensure all players on their respective teams receive "equitable” playing time over the course of the season except where deemed necessary to gain competitive advantage in tournament play; provincial play-downs and/or playoffs. (Note: This section should not interfere with the coach’s ability to form power play units; penalty killing units; etc.)
3. Each "Rep" team shall supply the YCMHA with a detailed financial statement at the conclusion of each season at least two weeks before the Annual General Meeting.
4. All monies remaining in the “Rep” team’s account at the completion of the season must be re-distributed to the parents/guardians who had previously ‘fundraised’ to help secure the funds initially.
5. At the beginning of each season the Yarmouth County Minor Hockey Association may advance funds from the YCMHA “Rep” Team account to the team account at the discretion of the “Rep” Treasurer.
6. If any "Rep" Coach wants to recruit outside of the Y.C.M.H.A. as per the HNSMC policy the coach shall obtain permission through his/her division director and the Review Committee to do so, this is for AAA only.
7. As in the House System, Division Directors cannot serve as a coach or assistant coach within his or her division, except under extraordinary circumstances and with the approval of the Review Committee.
8. Due to additional costs incurred by Yarmouth County Minor Hockey Association, each “Rep” Team shall pay the following additional fees to the Association:
a) A total of $100.00 per player, payable on or before November 1 of each year,
b) All Rep players must sell, at a minimum, one (1) book of YCMHA 50/50 tickets, per week.
c) Failure to pay the $100.00 in full by November 1, of the hockey year, and/or failure to sell 50/50 tickets are grounds for the “team” to suspend the player until the payment(s) are received in full.
9. “Rep” Teams fundraising will be established by the Review Committee, and additional fundraising by individual teams must have the approval of the Review Committee.
10. In any hockey season, a flat fee of $40.00 per player is due and payable, to the team Coach at the second try-out, prior to a player participating in further try-outs. The cost of the first team try-out will be covered by YCMHA.
11. Team Selection: All players must try-out for the highest level team designation in their respective division.
12. Released Players: If there are a sufficient number of players in any division to form a lesser designated “Rep” Team, then the player released from a higher designated team would be eligible to play on this team or on a House League team in that division.
13. If a player is chosen for a top designated team in a division and refuses to play on that team, that player must play in the House League of his or her Division, exceptions subject to Review Committee decision.
14. If a player misses the top team try-out in a division, he/she must play in the House League of that Division, exception subject to Review Committee decision.
15. If a player does not participate in all “Rep” Team try-outs, for the division he/she in registered in, a “player release” to play for another team will not be authorized by the Board.
COACHES RESPONSIBILITY
1. The Coach will report to the Division Director of the respective level
2. The Coach will keep YCMHA informed of the progress or regress of his/her team by communicating with the Division Director.
3. The Coach and the Division Director should work with the Coaches Co-ordinator and Coach Mentor to review and suggest new strategies in the development of his/her players.
4. The Coach should be involved with the annual YCMHA Hockey School.
5. The Coach will continue to upgrade and/or review his/her coaching level.
6. The Coach will respect the rights of the individual hockey player and provide a positive image to the player.
7. The Coach at the Bantam and Midget levels shall involve the players in goal settings and game strategies.
8. The Coach shall keep players and parents informed of upcoming games or events and any concerns that may arise.
9. The Coach shall follow the guidelines for Development of Hockey Players as outlined by the HC and adopted by YCMHA.
10. YCMHA will supply coaches with 20 pucks at the beginning of each season and these are to be returned at the end of the season. If pucks are lost, the coach is responsible for replacing them.
11. Coaches and Team Officials will be required to have a Police Records Check and Child Abuse Registry Check upon acceptance into the YCMHA system and subject to HNSMC Policy.
12. All Coaches and Team Officials will comply with all directives of YCMHA and HNSMC.
SPONSORS
1. The fee for sponsoring a Yarmouth County Minor Hockey Association House League Team shall be $500.00 per season.
2. The fee for sponsoring a Yarmouth County Minor Hockey Association Rep Team shall be $1000.00 per season.
3. There shall be only one sponsor per team. Dual sponsorships in the case where two companies request such an arrangement (i.e. Pepsi/Greco) will be considered by the Board.
CODES OF DISCIPLINE
1. The Yarmouth County Minor Hockey Association shall follow the Hockey Nova Scotia Minor Council “Code of Discipline” for all infractions that are called by the Officials. When an infraction does occur the following action should be taken:
a) Official informs the Coach of the player involved of the infraction.
b) Official writes up an “Incidents” report and forwards to HNSMC Suspension Co-ordinator.
c) HNSMC informs the President or Designated Alternate, who in turn informs Division Directors.
d) The Division Director then informs the player &/or parents/guardians and the Coach of the length of the suspension.
e) The Hockey Nova Scotia Minor Council faxes or e-mails a copy of the suspension to the Yarmouth County Minor Hockey Association.
2. For all off-ice problems, “a” through “d”, it is recommended that the problems be dealt with in the following manner:
a) verbal abuse of coach by any player,
b) fighting between players off ice,
c) physical abuse of coach by player,
d) destruction of property.
e) or any other action
The following may be considered as a guide:
1st Occurrence - Warning by Coach
2nd Occurrence - 1(one) Game suspension
3rd Occurrence - Written Report to be forwarded to Division Director who shall bring it to the attention of the Review Committee for the appropriate action.
NOTE: In the case of “Destruction of Property”, the Arena Staff shall be notified if the property is part of the Arena Complex.
3. The Review Committee may also discipline any player or coach as it deems fit to preserve the integrity of minor hockey.
FUNDRAISING GUIDELINES
All teams and participants have a responsibility to project a positive image of the team, our Association and Minor Hockey.
At all times the public image of the YCMHA membership conduct and appearance must be above reproach.
From time to time, parents and players will be expected to make direct contribution to meet a teams expense and also through fund raising efforts. Any fundraising effort must have the consent of the Review Committee and HNSMC under the event sanctioning policy.
1. Direct public support can be requested through activities such as candy sales, car washes, 50/50 draws (under $100.00), etc., provided that they are in good taste.
2. All fundraising programs must be well supervised and controlled.
3. Fundraising programs should be carried out within our Association boundaries.
4. All plans for team fundraising must be discussed and approved at a team meeting. The Review Committee has the right to verify amounts raised and to refuse fundraising events.
5. Team management is responsible for ensuring that Association guidelines and Municipal bylaws are followed.
6. Teams may plan, budget and fundraise only for the following purposes included:
Tournament team registration fees.
Team hockey socks, one away and one home set.
The cost of a hotel/motel room or rooms for coaching staff at any away games or tournaments if they are not parents of players on the team.
Additional ice time.
Referees for exhibition games.
Team articles such as pylons, pucks and first aid kit.
Other team expenses such as faxes, phone calls and correspondence.
Fundraising for any other items not mentioned above must be approved by the Y.C.M.H.A. Board.
7. Under no circumstances can teams raise funds for items such as the following:
Team equipment bags,
Any personal hockey equipment,
Team meals,
Team and individual photographs,
Team or individual travel expenses other than the aforementioned coaches accommodation,
Tickets to sporting events or other entertainment.
These items should be purchased by players/families on an individual and personal option basis. The purchase of any other items not mentioned above must have the approval of the Review Committee.
APPEALS
The ‘Review Committee’ acts on behalf of the Board to discuss and settle issues that arise during daily operation of the YCMHA and the execution of their duties, as spelled out in these documents. Appeals to the Board of YCMHA will be entertained, only after a contested decision has been vetted by the ‘Executive of the YCMHA’. A written report from the ‘Executive’ will be presented to the Board prior to distribution to the plaintiff.
The Board may respond to the report or accept it as is, their decision being final. At no time shall the YCMHA be in conflict with the dispute settling methods set out by HNSMC and HC.
MISCELLANEOUS
1. In the case of “stormy” weather it shall be the responsibility of the President in consultation with the “Ice Scheduler” to decide on whether or not to cancel. If a cancellation does occur the arena and the appropriate Division Directors are to be notified, as well as the media.
2. The “Coaches” Co-ordinator shall not be a coach, assistant coach or trainer, except under extraordinary circumstances and with the approval the YCMHA Board.
3. Only minor hockey players registered within the YCMHA are permitted to play on any of the YCMHA teams.
4. For all tournaments hosted by either the YCMHA or one of its teams or divisions, the respective YCMHA treasurer shall be the treasurer of the “Tournament Committee”.
5. All “net” profits from any and all tournaments hosted by the “Rep” teams (except tournaments held as a part of fundraising for the team) shall be divided at a ratio of 50/50 between the YCMHA and the team. For all other tournaments such as house tournaments all profits are to go to the YCMHA. Conversely, if any tournament happens to expend more than the amount of revenue obtained the YCMHA will help the “Tournament Committee” in meeting its need to balance its commitment.
6. The Yarmouth County Minor Hockey Association fully adopts the HNSMC “Harassment” policy.
7. All House Division teams will have a team party at the end on the YCMHA year. (Usually March) All teams will receive $50.00 in gift certificates towards the party.
REVISED August 15, 2006
IMPORTANT NOTES:
Added October 11, 2006
YCMHA will reimburse $60 to any YCHMA player who successfully completes the first year of that player's "Yearly Referees Course".