Manager Roles and Duties
Redwater Minor Hockey Association Team Managers are directly responsible to the Head Coach who shall be responsible for delegating specific duties. In general, team managers should assume responsibility from most of the office organizational and administrative tasks, thus allowing the coach to concentrate on instruction and player development.
BEGINNING OF THE YEAR:
- ensuring every player has a Hockey Medical completed and kept on hand at every game.
- It is suggested to ask at the beginning of the year, how many socks will need to be purchased, collect a list and payment and forward it to the RMHA Equipment manager and he will ensure you get the socks needed. Rush socks can be purchased for $15 a pair. All 1st year players receive their first pair of socks for free.
- Team list and ensure your coach and call parent have a copy.
- Every player has a copy of the schedule when it comes out and is aware of practices and exhibition games. Can be posted on the website, if forwarded to the webmaster by email in the format you would like posted.
Contact your 1660 Governor (on 1660 website) to get your teams username and password. Enter your team Roster and Coaching Staff info onto the website. This will ensure you receive 1660 tiering and game information. Contact RMHA registrar and forward a copy of your teams HCR to your tier governor. Keep a copy for the team, you may be asked to prove that players are on your team.
EACH GAME:
Managers fill out the game sheet, get the Head Coach to sign it for every game. For home games you are responsible for using our game book and taking it to the other team to fill out and sign, then take it to the time box.
Game Sheets - Managers are to fill out the game sheet prior to each game, make sure all information is filled out, including the game number, cross out any players that will not be on the ice that day. A Coach must verify each game sheet by signing below the names. Please put the following letters beside the appropriate player if it applies - Affiliated player - AP, Overage player -OA.
It is the managers responsibility to ensure game sheets are filled out properly with all goals, assists, shots on net (Atom and higher), change of goalie, correct time and offence for penalties etc.
Game sheets must be faxed or emailed to League Governor 48hr after each game, and game sheet information inputted on to the 1660 website. If suspensions are issued or issues arise during a home game, make sure the information on the game sheet (penalties etc) and Referee's Incident Report are done correctly before faxed to your 1660 Tier Governor.
1660 Game sheets are to be used strictly for LEAGUE GAMES only. For tournaments please use the old Elk Island game sheets, which are located in the equipment room. For a sample of how a game sheet is to be filled out- http://www.1660.ab.ca/default.aspx?p=forms
Game Change - If a league game needs to be changed, a Notice of Game Change sheet must be completed, phone in to your governor and faxed or emailed in. Failure to fill out form will be penalized by the 1660 Hockey League. Your team can be denied attending tournaments if league games have been cancelled and not rescheduled. 1660 forms can be found http://www.1660.ab.ca/default.aspx?p=forms
Change of Scheduled Ice Time - It is the managers responsibility to talk to other managers and negotiate and swap practice /game times. Once both parties are in agreement, then email the Ice Scheduler ice@redwaterminorhockey.ca , CC the other manager with the change. If an email of the change is not received by the Ice Scheduler and RMHA is charged for unused ice time THE TEAM initiating the change will be responsible will be billed for the unused ice. Then fill out 1660 Change of Game form if needed
Specific Tasks:
Hockey Alberta cards or team sheets
gathering of reluctant player history data (medical forms) - ensuring they are keep on hand and accessible at every game
obtaining travel permits, sanctions for any event outside of zone 2
organization of parent meetings
supervise and monitor collection of money and fundraising
present financial statement to the Parents and RMHA if requested
arrange for additional ice and officials for exhibition games
notify ice scheduler a minimum of 5 days prior to any ice changes,
book and confirm officials for home games
confirm scheduled away games
Overseeing the Call Parent, Jersey Parent, 50 / 50 parent, Time box and penalty box parent for scheduling, or a manager can choose to fulfill these task on their own.
Referee Incident Reports - Referee Incident Report book is located in the Ref Room, they are confidential, including coaches.
Please assist our young referees to ensure the referee ID number is located on the form, rule offence numbers are added and all information corresponds correctly to the game sheet.
****All teams are requested to keep game sheets from tournaments and regular league play for one year******
BEGINNING OF THE YEAR:
- ensuring every player has a Hockey Medical completed and kept on hand at every game.
- It is suggested to ask at the beginning of the year, how many socks will need to be purchased, collect a list and payment and forward it to the RMHA Equipment manager and he will ensure you get the socks needed. Rush socks can be purchased for $15 a pair. All 1st year players receive their first pair of socks for free.
- Team list and ensure your coach and call parent have a copy.
- Every player has a copy of the schedule when it comes out and is aware of practices and exhibition games. Can be posted on the website, if forwarded to the webmaster by email in the format you would like posted.
Contact your 1660 Governor (on 1660 website) to get your teams username and password. Enter your team Roster and Coaching Staff info onto the website. This will ensure you receive 1660 tiering and game information. Contact RMHA registrar and forward a copy of your teams HCR to your tier governor. Keep a copy for the team, you may be asked to prove that players are on your team.
EACH GAME:
Managers fill out the game sheet, get the Head Coach to sign it for every game. For home games you are responsible for using our game book and taking it to the other team to fill out and sign, then take it to the time box.
Game Sheets - Managers are to fill out the game sheet prior to each game, make sure all information is filled out, including the game number, cross out any players that will not be on the ice that day. A Coach must verify each game sheet by signing below the names. Please put the following letters beside the appropriate player if it applies - Affiliated player - AP, Overage player -OA.
It is the managers responsibility to ensure game sheets are filled out properly with all goals, assists, shots on net (Atom and higher), change of goalie, correct time and offence for penalties etc.
Game sheets must be faxed or emailed to League Governor 48hr after each game, and game sheet information inputted on to the 1660 website. If suspensions are issued or issues arise during a home game, make sure the information on the game sheet (penalties etc) and Referee's Incident Report are done correctly before faxed to your 1660 Tier Governor.
1660 Game sheets are to be used strictly for LEAGUE GAMES only. For tournaments please use the old Elk Island game sheets, which are located in the equipment room. For a sample of how a game sheet is to be filled out- http://www.1660.ab.ca/default.aspx?p=forms
Game Change - If a league game needs to be changed, a Notice of Game Change sheet must be completed, phone in to your governor and faxed or emailed in. Failure to fill out form will be penalized by the 1660 Hockey League. Your team can be denied attending tournaments if league games have been cancelled and not rescheduled. 1660 forms can be found http://www.1660.ab.ca/default.aspx?p=forms
Change of Scheduled Ice Time - It is the managers responsibility to talk to other managers and negotiate and swap practice /game times. Once both parties are in agreement, then email the Ice Scheduler ice@redwaterminorhockey.ca , CC the other manager with the change. If an email of the change is not received by the Ice Scheduler and RMHA is charged for unused ice time THE TEAM initiating the change will be responsible will be billed for the unused ice. Then fill out 1660 Change of Game form if needed
Specific Tasks:
Hockey Alberta cards or team sheets
gathering of reluctant player history data (medical forms) - ensuring they are keep on hand and accessible at every game
obtaining travel permits, sanctions for any event outside of zone 2
organization of parent meetings
supervise and monitor collection of money and fundraising
present financial statement to the Parents and RMHA if requested
arrange for additional ice and officials for exhibition games
notify ice scheduler a minimum of 5 days prior to any ice changes,
book and confirm officials for home games
confirm scheduled away games
Overseeing the Call Parent, Jersey Parent, 50 / 50 parent, Time box and penalty box parent for scheduling, or a manager can choose to fulfill these task on their own.
Referee Incident Reports - Referee Incident Report book is located in the Ref Room, they are confidential, including coaches.
Please assist our young referees to ensure the referee ID number is located on the form, rule offence numbers are added and all information corresponds correctly to the game sheet.
****All teams are requested to keep game sheets from tournaments and regular league play for one year******
Managers Helpers
Ice Scheduling - The Town has set up a "Master Ice Schedule" that will be online for us to reference to. The town will a lot Minor Hockey a block of time eg- Monday 6 - 1030pm. It is up to the Minor Hockey Ice Scheduler to control the ice slots within allotted time.
Rescheduling of Ice Times - RMHA advises that all coaches and managers wanting to swap ice with another team go directly to the other teams manager. Once an agreement has been made with both teams, and email to the ice scheduler, and cc the manager of the other team involved (for tracking purposes) advising them of the change. The ice scheduler will then adjust it on the RMHA Calendar.
Ice Cancellations - RMHA advises that all ice cancellations be emailed to the ice scheduler as soon as you are aware. ALL ICE CANCELLATIONS must be in at least 5 days prior to cancelled date. Any ice slots not cancelled WILL BE charged back to the team. Weather is the exception.
Keep in mind with any ice scheduling changes for your teams games you will probably need to advise the ref co-ordinator as well.
Ref Co-ordinator - As soon as the new schedule is released the ice scheduler will start arranging the referee's that are needed.
If you plan on changing any of you league home games, or booking an exhibition game, please let Amber know so she can reschedule the referee's accordingly.
50/50 Parent - For the squares, we are just going to have to number each square 1 – 200 for the yearly board and 1 – 100 for the monthly boards and draw that number for the winner. Each team's 50/ 50 Parent will be responsible for filling out the information on the tracking spreadsheet and on the board. They are also going to be responsible for doing the bank deposit or leaving the deposit in the office in the safe with the rink attendant and I will pick it up and take to bank.
Equipment / Jersey Parent - The Jersey Parent is responsible for both home and away jersey's, and jersey bags. If you team chooses to split this role between 2 parents then they are both equally responsible for the set of jersey's in their possession. Please ensure jerseys are washed and if repairs are required, bring it to the attention of the RMHA Equipment Manager. Please wash in cold water, turned inside out and hung to dry or dried on a cool cycle.
Please do not make alterations to jersey’s (eg: number, size) without contacting the RMHA Equipment Manager.
White Jerseys are for home, and Black are for away, it is the home teams responsibility to change.
Time Box / Penalty Box Parent - A schedule for two parents to work the time clock, score sheet and penalty box is suggested for all home games.
Rescheduling of Ice Times - RMHA advises that all coaches and managers wanting to swap ice with another team go directly to the other teams manager. Once an agreement has been made with both teams, and email to the ice scheduler, and cc the manager of the other team involved (for tracking purposes) advising them of the change. The ice scheduler will then adjust it on the RMHA Calendar.
Ice Cancellations - RMHA advises that all ice cancellations be emailed to the ice scheduler as soon as you are aware. ALL ICE CANCELLATIONS must be in at least 5 days prior to cancelled date. Any ice slots not cancelled WILL BE charged back to the team. Weather is the exception.
Keep in mind with any ice scheduling changes for your teams games you will probably need to advise the ref co-ordinator as well.
Ref Co-ordinator - As soon as the new schedule is released the ice scheduler will start arranging the referee's that are needed.
If you plan on changing any of you league home games, or booking an exhibition game, please let Amber know so she can reschedule the referee's accordingly.
50/50 Parent - For the squares, we are just going to have to number each square 1 – 200 for the yearly board and 1 – 100 for the monthly boards and draw that number for the winner. Each team's 50/ 50 Parent will be responsible for filling out the information on the tracking spreadsheet and on the board. They are also going to be responsible for doing the bank deposit or leaving the deposit in the office in the safe with the rink attendant and I will pick it up and take to bank.
Equipment / Jersey Parent - The Jersey Parent is responsible for both home and away jersey's, and jersey bags. If you team chooses to split this role between 2 parents then they are both equally responsible for the set of jersey's in their possession. Please ensure jerseys are washed and if repairs are required, bring it to the attention of the RMHA Equipment Manager. Please wash in cold water, turned inside out and hung to dry or dried on a cool cycle.
Please do not make alterations to jersey’s (eg: number, size) without contacting the RMHA Equipment Manager.
White Jerseys are for home, and Black are for away, it is the home teams responsibility to change.
Time Box / Penalty Box Parent - A schedule for two parents to work the time clock, score sheet and penalty box is suggested for all home games.
Thank you for taking on a leadership role within this community, without volunteers such as yourself the minor hockey program in Redwater could not operate. Your time and efforts required for the upcoming season are very much appreciated.
Team Finances
Team Financial Responsibilities - ***please have all team accounts showing a zero balance as of 01May11
• Each Teams Manager is accountable for the management of team funds. The responsibility for the bookkeeping can be delegated to a person designated as the team treasurer. The information contained in this document should be communicated to all parents on teams.
• Each team will be given a team bank account, in the team name, separate from any personal funds of anyone on the team.
• Each team must have two signing authorities, who cannot be spouses of each other.
• Each team must maintain a set a set of financial records.
• Bank accounts should be reconciled on a monthly basis.
• Details of 50/50’s, raffle and tournament prize winners must be kept and submitted at year end to the Treasurer.
• Any issues or concerns over team finances should be communicated in writing as soon as possible to the President or Treasurer for investigation.
· Teams must establish a team budget in order that the appropriate amount of fund raising can be achieved. For reference prior teams income/expense statements should be made available.
Team Fund Raising:
Any fund raising done by team participation (i.e. bottle drive, 50/50’s, square boards, tournament profits) is to be considered team funds and need to be allocated equally to each players account.
Employer Contribution/Sponsorship:
RMHA encourages corporations, business and organizations to become sponsors of the RMHA program.
Tournaments:
Through out the current season teams may hold a tournament to raise funds for their team. RMHA requires $500 to go to RMHA and the remainder of the profits are to be divided and used equally for all players on your team.
Disbursements of Funds at End of Season:
No rebates will be issued until all disbursements have been made relating to the teams’ year including post-season tournaments, final ice bills, referee changes, team windups, etc. Total team expenses must be equally distributed per player. These expenses are deemed to be paid from fund raising money (team plus individual) first and then from out-of-pocket.
If there is an excess of funds after all team expenses have been paid, the following will apply:
• In no case will a refund be given to an individual for more than the actual out-of-pocket cash contributions that they have made to the team
Funds in excess of out-of-pocket cash contributions will be donated to RMHA for a designated purpose i.e. arena fund, facility improvements.
Team Forms
Included in this package are templates of:
• Player Medical Form. This must be completed for all players and available at all team functions. The form should be sealed and kept private and is intended to accompany the player if they are required to seek medical attention away from the arena. Coaches and Managers must keep all forms on hand at home and away games.
• Hockey Canada Injury Report. In the event of an injury this form must be completed in its entirety and then returned to the MSA office. The form is then forwarded to Hockey Alberta. These forms should be kept with you at all team functions.
Travel Permits
Travel permits are required for any tournament or exhibition game that your team plays in that are outside of our zone; this includes pre-season games and tournaments. Our zone is Zone #2. Zone #2 does not include Sherwood Park, Edmonton, or St. Albert.
Travel Permits are not required for league games or Provincial games.
To apply for a Travel Permit go on-line to the Managers Page and click on the required form.
Permit applications must be received at least 2 week prior to the game or event to ensure that they can be processed in time. The Request for Travel Permit must include the date and location of the game, and the number of games and tournament sanction number if applying for a tournament.
A copy of the Travel Permit must accompany the team when traveling and a copy of the game sheet(s) must be faxed to Hockey Alberta upon completion of the game(s).
Special Events Permits
Special Events Permits are required for any event the team wishes to participate in, including:
• Dry-land Training
• Team Building Functions
• Team Fundraising Functions
For information as to what is considered a sanctioned and non sanctioned event go to the Hockey Alberta website
****All forms are available on the Managers page
When applying for a special event permit please ensure that the event description includes as much detail as possible.
Ice
Short Notice Ice
From time to time ice becomes available throughout the season on short notice. The RMHA Ice Scheduler, does his/her best to provide as much notice as possible of the extra ice and it will typically be on a first come first serve basis. The Ice Scheduler does reserve the right to allocate this extra ice as fairly as he/ shesees fit.
Ice Returns
It goes without saying that Ice is of a premium.
Teams are expected to make every effort to use the ice allotted to them. If it is not needed please try and give the ice scheduler as much notice as possible. RMHA is requesting aminimum of 5 days notice, otherwise 100% of the cost will be invoiced to the team.
No-Shows
Teams leaving ice open without proper notice (3 business days - Tuesday evening for weekend games) will be charged the entire cost of the ice, including referees if applicable.
Weather related issues will be considered.
Game Re-scheduling
If it is necessary to reschedule league games for tournaments, or provincial play, It is the managers responsibility to talk to other managers and negotiate and swap practice /game times. Once bothe parties are in agreement, then email the Ice Scheduler ice@redwaterminorhockey.ca , CC the other manager with the change. If an email of the change is not received by the Ice Scheduler and RMHA is charged for unused ice time THE TEAM initiating the change will be responsible will be billed for the unused ice.
Please do not leave these to the end of the season, reschedule as soon as possible.
Booking away tournaments at the end of January and into February is highly discouraged as make up games at this time of the year are extremely difficult to re-schedule as the available ice is limited due to playoffs and Provincials.
Ice Times on the Website
Every effort is made to keep the Ice Schedule up to date on the Town of Redwater website but it is not always 100% accurate as changes tend to happen frequently. E-mail confirmation of your team ice allocation and changes will be the most up to date information on your specific teams’ schedule.
Uniforms/Equipment
Responsibilities:
• Coaches/managers are responsible for goalie equipment, sweater bags, extra team jerseys, first aid kits, pucks and game sheets being returned. This can be requested by RMHA’s Equipment Manager. Please give him as much notice as possible, as he is not always available.
• all team uniforms are provided by RMHA, and remain the property of RMHA, under the direction of the Equipment Manager. These are to be used for all league, playoff and exhibition games. These items are not to be used as practice equipment.
• uniforms and equipment will be assigned to each coach in accordance with established procedures. The Coach/Manager is responsible for in season care and return at season’s end. Any needs or concerns regarding equipment/uniforms are to be brought to the attention of the Equipment Manager.
• the official uniform shall be Redwater Rush home and away colours,
Equipment maintenance:
• If you have sweaters, bag or goalie equipment that is in need of repair, and cannot be repaired by someone on your team, please contact the Equipment Manager.
• Please ensure sweaters are washed prior to taking them in for repairs.
• Please have all sweaters washed in cold water turned inside out and repaired prior to summer storage.
• Please do not make alterations to sweaters, (i.e. number changes, size alterations), without first contacting the equipment manage.
Officials
Guidelines for Contacting Officials
All games that are to be assigned officials come to the referee coordinator through the ice Coordinator. Teams are not to be contacting assignors directly in regards to assigning officials as this may lead to confusion between what the ice allocator has sent and what teams may be sending. This will allow the coordinator to effectively manage the assignments if the information is only coming from one source.
Be aware of cancellation policies for games. The coordinator require 48 hours notice to cancel games, so you may want to give the coordinator notice 72 hours before the game to be cancelled as so it travels the proper channels to the coordinator.
Failure to give 48 hours notice will result in your team being charged for officials as assigned.
NOTE: This is not in effect for playoffs as the next scheduled game may be inside that 48 hour time frame. In playoffs we only ask that as much notice is given as possible.
Guidelines for Concerns Regarding Officials
If you have any questions, comments or concerns about officials in RMHA, please contact the RMHA Referee coordinator directly through the email address posted on the RMHA website. The RMHA Referee coordinator will follow through with your email with the appropriate action.
Please let it be known that there are both supervision programs in place to ensure that officials are developing at an appropriate rate and that they are working assignments within their capability, and accountability measures in place for officials who are deemed to be breaking the Officials Code of Ethics.
We ask that you do not voice your opinions during the game to the officials, but that you contact the RMHA Referee coordinator with your concerns and the RMHA Referee coordinator will respond to your concerns in the appropriate manner.
Please remember that minor hockey is also for developing officials as well, so just like players and coaches, officials may make mistakes at times as well.
Guidelines for Hockey Alberta Concerns
Coaches, and any team staff member or parent are not permitted to contact any Zone 2 or Hockey Alberta officials directly. The normal protocol is to notify your RMHA Referee coordinator of any issues and they will bring them to the attention of the appropriate Zone 2 or HA reps. This is at the request of Hockey Alberta in order to keep phone calls and e-mail to them manageable.
Communications
It is extremely important to keep lines of communication open between players and parents throughout the season. It is recommended that every coach has a minimum of 2 formal communication meetings during the season. One at the beginning of the season and one mid season.
It is also recommended to use your Team Manager to provide a means of communication to occur with parents who are uncomfortable communicating directly to the coaching staff.
The Team Manager role is to present the parents’ concerns to the Head Coach and schedule a meeting between the Head Coach (and members of the staff if warranted) and the parents at least 24 hours after the incident occurred. This allows both parties to cool down, so that the problem can be dealt with rationally. For highly emotional issues the 24 hour rule is the recommended first step.
Every attempt to resolve the issue at the team level is encouraged with good communication. If not seek guidance from your RMHA executive.
