ARCTIC LIONS HOCKEY ASSOCIATION ASSOCIATION GUIDELINES Revised August 8, 2007, updated August 26, 2010

ARCTIC LIONS HOCKEY ASSOCIATION ASSOCIATION GUIDELINES Revised August 8, 2007, updated August 26, 2010 INTRODUCTION The goals and objectives of the A...
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ARCTIC LIONS HOCKEY ASSOCIATION ASSOCIATION GUIDELINES Revised August 8, 2007, updated August 26, 2010

INTRODUCTION The goals and objectives of the Arctic Lions program is to provide the student athlete with the opportunity to develop a high level of competitive hockey skills and training, while stressing sportsmanship and team concepts. Through competition in the game of hockey, student athletes are taught the life skills necessary to become successful, contributing members of the community in which they live.

COMMITMENT The Coach of a competition team expects dedication and hard work from each player. The Coach needs and expects the support and cooperation of every parent and player. This effort will lead to the best possible development of skills for each player. 1.

Players and parents must be prepared to make substantial commitment to the team in both time and money.

2.

Parents are expected to do whatever is necessary to: a. communicate and cooperate with the Coach and Managers; b. see that their player is on time for all practices and games; c. ensure that the player has safe and proper equipment mandatory per USA Hockey; d. help whenever needed and participate in fund-raisers undertaken by the team and the association; FUND-RAISING IS A TEAM EFFORT!!; e. meet all financial obligations;

3.

Throughout the season there will be parent meetings called by the team Manager or Coach. Each player must have at least one parent or guardian in attendance. Important information for parents and players is put out at these meetings.

4.

Parents are discouraged from pulling players on and off a team as a means of parental discipline. This affects the entire team and creates hardships for the Coach.

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SUPPORT The Coach runs the team. The Coach’s decisions concerning the game of hockey, i.e., positions, playing time, and team conduct are final. If his rules are broken the Coach may suspend a player from the team. Decisions regarding team travel and other team activities should and will be made with the team’s best interest in mind. Discussions with the Coach will be at his convenience and under calm and reasonable circumstances.

TEAM RULES 1. PLAYER ATTENDANCE: Each player is required to go on all road trips and attend all practices, games and tournaments, unless excused by the Coach. 2. PLAYER BEHAVIOR: Players are expected to show respect and maturity at all times when representing the team whether on or off the ice and while traveling. Failure to comply with the Coach’s expectations could result in suspension from the team. If a suspension occurs while traveling, the player may be sent home at the parent’s expense. Each player and parent is expected to sign the “Code of Conduct” form. NO ONE under age 18 can be on the bench or ice without helmet and full gear. 3. PLAYER AGE GROUP: No player may try-out at a higher level than their USA Hockey designated division without the consent of the Vice President of Youth Hockey, both coaches from respective teams, and their parents. 4. DRUG TESTING POLICY AND PROCEDURE: 1. All Arctic Lions players are subject to drug testing up to and including random testing, blanket testing, and testing of individual players upon a request by the team Coach or the designated Officer of the Association. 2. Testing shall be conducted by a licensed agency or physician according to that agency's or a physician’s standard procedures. 3. Selection for random testing shall be conducted by a licensed agency according to that agency's standard procedures. 4. Testing may be for any illegal drugs or alcohol.

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5. Testing done through a licensed agency at the request of the Association shall be paid for by the Association. 6. The licensed testing agency shall notify the Association's legal counsel of the players selected. The Association's legal counsel shall notify the team Coach of the players selected. The team Coach shall make a request for testing either through the player to the player's parent or directly to the player's parent. 7. The player's parent shall facilitate the test and be responsible for having testing completed properly. 8. The selected player is required to take the test within 24 hours of notification and provide a clean test result to the Association's legal counsel within five (5) business days of the first date of notification of selection for testing. 9. The Association's legal counsel shall report any failure to comply with the Association’s drug testing policy to the team Coach and the designated Officer of the Association. 10. Failure to comply with the Association’s drug testing policy shall result in immediate suspension from the team and the Association. 11. Following a suspension for failure to comply with the Association’s drug testing policy, a player may return to play only as follows: a. The player must present a drug free test result at his own expense before returning to play; and b. the player's Coach must consent to the player's return; and c. the player shall be subject to drug testing at his own expense every 30 days following reinstatement to the Association. 5. CHAPERONS: Payment for “team” rooms will be divided equally among all players on the team. When traveling there will be one adult chaperon per four players accompanying the team. In hotels, one adult chaperon will be in each room that players are in. There must be a minimum of two players in the chaperon’s room to qualify as a “team” room. Parents traveling with the team but not as chaperons are responsible for their own travel expenses.

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6. NON-TRAVELING PARENTS’ RESPONSIBILITIES: Parents and/or guardians not traveling with the team are required to make arrangements with the Coach and Manager traveling with the team to accept full responsibility for the player. This includes ensuring the player has adequate money for the trip. 7. TEAM LODGING AND TRANSPORTATION: All players must stay at the same hotel as the Coach. Hotel, van rates and Coaches expenses will be based on the “total” number of players on the team and will be shared equally by all members of the team. It will be the responsibility of the team’s financial coordinator to collect all fees prior to departure. A check will then be written (for all team travel expenses) from the team account. Additional rooms for non-chaperons and siblings will be the responsibility of the individual family. The Arctic Lions Association will not subsidize the cost of transportation. Transportation arranged for the team as a unit is for players, chaperons, and a designated driver. 8. TEAM FINANCES: It is not the responsibility of the team to subsidize individual players. FAILURE TO PAY MONIES DUE THE TEAM WILL RESULT IN SUSPENSION OF THE PLAYER. All team members must pay their share of team expenses (i.e. ice fees, Coaches fees, all transportation arranged for the team as a unit, other expenses determined necessary by team and/or Coaches). Passed by the Arctic Lions Board on May 23, 2007

“No player shall be eligible to play for an Arctic Lions team in any state championship tournament if that player is not current with their financial obligations to their team including having paid in full all prior cash calls issued by the team’s financial manager. In addition, no player shall be eligible to participate in any practice or game if any cash call is unpaid for more than 30 days.” Per the Alaska State Hockey Association (ASHA), all players’ financial obligations must be met prior to the end of the season. A release of financial obligation will not be given to a player to play hockey the following season in any member association if the player owes money for the previous season. 9. FEES/REGISTRATION: 1.

A try-out form signed by a parent or guardian, and a NON-REFUNDABLE tryout fee must be paid prior to the first team try-out. This fee is the same regardless of the number of try-outs the player attends (if any) at every division. All players, including players joining the team during the course of the season, are expected to pay these fees. 4

2.

A registration fee (to include insurance) is due on June 1. All players, including players joining the team during the course of the season, are required to pay these fees.

3.

Comp fees are $400. If players are selected to play on the team, the first half ($200) of the comp fee is due on July 1. The second half ($200) of the comp fee is due on August 1. For players who join the team late, the first half of the fee is due 15 days after that player’s starting date and the second half is due 30 days following that players starting date.

4.

The Arctic Lions Coaches are almost all paid Coaches. Each player is responsible for making a monthly payment to the Financial Coordinator in the amount to be announced at the first team meeting. This financial obligation remains for the number of calendar months the player is with the team. The Coaching fee may be paid in full at any time.

10. TEAM FUNDS: ARCTIC LIONS TEAM CONTRIBUTIONS: • • • •

Pay USA Hockey team registration for all teams. Purchase one jersey for each player (minimum of a $75 value) Provides fund-raising opportunities for the teams. Money is set aside to help pay for any team advancing to the national tournament in their division. • Pay expenses for scheduling • Other expenses that occur • Pay for the Christmas Party Any monies remaining in an I.P.A. at the end of the season cannot be refunded to the player. All monies remaining in I.P.A.’s at the end of the season will be transferred to the Association. 1.

Player Sponsor: Each player is responsible for soliciting a player sponsor. The amount of the player sponsor fee is $250. This fee is due no later than September 1st. Each player is responsible for getting a sponsor or paying the $250 fee by September 1st. Players starting late have thirty days from joining the team to solicit for a player sponsor or pay the $250 fee themselves. Any necessary exceptions to the payment schedule stated should be communicated to and reviewed with the Manager and Financial Coordinator on an individual case-by-case basis.

2.

Team fund-raisers are essential to cover team and individual player expenses. If a team decides to hold a fund-raiser, each player will be required to participate in each fund-raiser, or contribute a “designated 5

minimum” to the team fund. The team may choose to have any percentage of the monies raised “beyond the designated minimum” placed in individual player accounts (IPA’s), as outlined below. Working at the Ice Dog games is considered a TEAM fund-raising effort and ALL players and parents are expected to participate. 3.

The Treasurer of the Arctic Lions Hockey Association must approve all team fund-raisers.

4.

Team funds are designated for the following: a. b. c. d. e. f. g.

games and practice ice fees; tournament entry fees; game officials; one Coach and one Assistant Coach’s meal per diem of $50; each day air and ground transportation (1 car) for Coaches; lodging for Coach and Assistant Coach (1 room); miscellaneous team expenses including water bottles, pucks, first aid supplies, team gear bag, etc.; h. Coach, Assistant Coaches, and Manager team jackets and/or warm-up suits. If the team account is depleted, it will be the parents’ responsibility to cover their player’s and teams expenses as needed. 5.

If a player transfers to another team outside of the association, all expenses owed the team must be paid in full, or the player will not be released.

6.

If a player chooses to transfer to another team within the Association during the season the following guidelines will apply: a. Player fee, comp fees, travel expenses, ice/ref fees, Coaches fees, & misc. team expenses must be paid to the current team through the end of the calendar month of the separation; b. IPA money may be transferred AFTER all expenses incurred by the player have been paid to current team; c. A new $250 player sponsor fee must be paid to the new team; d. Prorated comp fees, Coach’s fees, game and practice ice fees will be due to the player’s new team beginning the first month the player is part of that team. The season runs from September through March.

7.

If a player separates from the team, voluntarily or involuntarily, all monies due up to the end of the calendar month of separation must be paid. No refund of monies will be made.

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11. INDIVIDUAL PLAYER ACCOUNTS (IPA’s): 1.

What is an Individual Player Account? Monies received by the individual players through designated fund-raisers, and personal contributions. Some examples are individual player sponsorships, contributions from relatives, incentives earned from sales of raffle tickets, or other fund-raisers.

2.

I.P.A money can be used to cover the following expenses: a. b. c. d. e.

air and ground transportation for players; lodging for players; Player meal per diem in the amount of $50 on all out-of-town trips (request must be made to the Financial Manager a minimum of 5 days prior to the trip); Coaching fees, ice fees, comp fees; fees owed but not yet paid by a designated deadline will be transferred from the players IPA account to the team account by the Financial Manager.

3.

I.P.A. money cannot be used for the purchase of tape, miscellaneous hockey equipment, or hockey gear (I.R.S. RULE).

4.

All money in the IPA account will revert back to the association at the end of the hockey year.

12. ISSUANCE OF CHECKS: Per Alaska Statutes for non-profit organizations, all funds raised must be used for programmed services. Accordingly, all checks issued, including those issued against I.P.A.’s will be issued upon “proper receipt” of expenses incurred, as outlined above (i.e. airline tickets, hotel accommodations, and gas). Checks may be issued prior to travel, but can only be made payable to hotels, travel agencies, airlines, etc., with the exception of per diem. Checks will be made payable to PLAYERS only. Proper receipts must be turned in following the trip. You are not required to keep receipts for the $50 per day meal allowance.

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COACHES 1. Must have appropriate level USA Hockey Certification. 2. Must pass Alaska State Hockey Association background screening. 3. Assign assistant coaches. 4. Head coaches shall ensure their team exhibits appropriate behavior during all on and off ice activities. When traveling, head coaches will be fully responsible for the team from the time they leave Fairbanks until their return. 5. A head coach or asst coach must attend the monthly coaches meeting. Noncompliance could result in the coach being fined a monetary amount designated by the coaching committee. This amount will be deducted from his compensation. 6. Become a Lions Club member; complete membership application. The team will pay for dues. 7. Coaches shall ensure that their team will not participate in any tournament scheduled at the same time as the Alaska Selects Team try outs. 8. All coaches will receive a 1099 at the end of the year. 9. Comply with the Alaska State Hockey Association’s rules and guidelines, Section VII – Team Guidelines, Responsibilities – Coach.

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TEAM MANAGER 1. Act as a liaison between parents and the Coach. 2. Work with the Coach and the Arctic Lions Ice Scheduler (Karin Wolfe, 457-5810, e-mail at [email protected]) regarding your ice schedule (conflicts and/or changes). All changes in the schedule must be made within 72 hours of receipt of the ice schedule. 3. Work closely with the travel coordinator, financial coordinator, fund-raising coordinator and the Coach(s). 4. Facilitate parent and/or team meetings and keep the meeting on task. 5. Attend all team Managers’ meetings. 6. MAINTAIN ALL TEAM PAPERWORK RECORDS. This includes ALL game score sheets; birth certificates, USA Hockey forms, medical release forms, and Arctic Lions hockey registration forms; team roster; travel permit info and any other team related records. 7. Keep credentials book (with all the paperwork listed in #6 above). Make a copy of credentials book for Arctic Lions Registrar. 8. Delegate the responsibility for arranging for score-keepers, timekeepers and penalty box attendants for each game. 9. Get all practice ice and game ice schedules to the Team’s public relations coordinator (PR Coordinator) for distribution to players and families. 10. Work with team PR Coordinator to get player names and sponsor names on jerseys and the internet website (e-mail website information to [email protected] ). 11. Schedule through www.oswebs.com/iahoa/organizations or call ice officials (referees) at least 3 days prior to scheduled games to verify that referees are scheduled. Verify the rink and game time. Make sure you call the Officials (with as much notice as possible-minimum of 3 days) to let them know of any changes to the schedule or to schedule refs for pick-up games. Verify game times and rinks with the Anchorage teams as well.

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12. Apply for any necessary travel permits for the team prior to travel out of state. If you have any questions on obtaining a travel permit, please contact the organization registrar. 13. Attend any required credentials meetings prior to tournaments. 14. Send necessary entry forms and fees for tournaments the team will be participating in. 15. Be available for questions to everyone on the team; Coaches, travel coordinator, financial coordinator, fund-raising coordinator, team PR coordinator and parents. 16. Arrange team photographs. If possible, coordinate “picture day” with other teams. Be sure to order enough team photos for major and/or corporate team sponsors. The team should pay for major and corporate sponsors’ team photos. 17. Coordinate with team PR person regarding team sponsor banners. 18. Call scores in to the Fairbanks Daily News-Miner newspaper following each game (456-8333), or e-mail to [email protected] . 19. Work with team PR person to fax articles to the News-Miner periodically regarding the accomplishments and/or progress of the team. (i.e. tournament highlights and results; out of state trips; State and/or Regional tournament highlights and standings; etc.) This is a community PR effort. 20. Follow up on delegated jobs to make sure they get done. 21. Other duties as assigned by the Coach.

MANY OF THE JOBS LISTED HERE CAN BE DELEGATED TO PARENTS ON THE TEAM

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FINANCIAL COORDINATOR 1. Set up and maintain team checkbook. 2. Collect monies due; comp. player fees, ice expense fees, travel expense, money earned for IPA, fundraising money, Coaches fees, cash calls, etc. 3. Set up records and maintain a file on each player. Set up IPA accounts for each player on the team. 4. Set up budget and keep parents informed on a monthly basis (i.e. a spreadsheet to the parents on a monthly basis). a. financial team report to parents of all players on a monthly basis. B. submits a monthly spreadsheet and end of year financial team report to the Arctic Lions Treasurer. 5. Include finances in your team meetings. 6. Coordinate with travel coordinator on all expenses for team travel. 7. Coordinate with fund-raising coordinator on all expenses and income related to fund-raising. 8. Submit disk, checkbook and related paperwork at year end to the Arctic Lions/ Treasurer in a timely manner. 9. Pay team bills: ice bills, tournament fees, hotel, vehicle, etc. 10. Communicate with team Manager on delinquent accounts. 11. Coordinate with Arctic Lions Treasurer on Release of Players no longer playing for Arctic Lions.

ALL ACTIVITIES WILL BE COMMUNICATED THROUGH THE TEAM MANAGER 11

TRAVEL COORDINATOR 1. The Travel Coordinator is responsible for booking hotel rooms, vans and Coaches cars. a.

To the extent possible, ensure that the team sits together on the airplane and rooms together in the same area of the hotel when traveling.

2. Work directly with the team Manager and financial coordinator. 3. Seek input concerning team travel and departure times from the Coach. Discuss with the Coach his requirements for travel. 4. Communicate with parents. a.

Obtain frequent flyer mileage numbers for the Coaches, players and parents.

b.

Obtain credit card numbers from parents that are using that method of payment.

c.

Pick up tickets two days prior to each trip and take them to the airport in advance to facilitate check-in for the team.

d.

Collect all monies seven (7) days prior to travel date.

5. Vehicles that are rented for and/or by the team MUST purchase separate insurance from the rental agency. 6. Other duties as assigned by the Manager.

ALL ACTIVITIES WILL BE COMMUNICATED THROUGH THE TEAM MANAGER 12

CHAPERONS The Coach is ultimately responsible for the control of the on and off-ice behavior of the team. The duties and responsibilities of the chaperons are as follows: 1. The Coach and Manager will approve chaperons. Chaperons must complete ASHA background screening requirements. 2. 3. Chaperons are responsible for players assigned to their room. 4. Chaperons are responsible for all players in the absence of the Coaches. 5. Chaperons will follow Coach’s instructions regarding bedtimes, meals, wake-up calls, free time, game and/or practice times. 6. Chaperons will not have alcoholic beverages in their rooms if the team pays for the room or if there are players in the room. 7. Chaperons will not provide or allow the use of any controlled substances (alcohol, drugs, etc.). 8. Chaperons in charge of the vehicles provided for the team will make known to all players of extra curricular activities requiring the use of the vehicles. If these duties are not carried out in a responsible manner, the parent/adult will not be involved in chaperon duties for future travel. Players not following the rules may be in jeopardy of being suspended from the team. The Arctic Lions reserves the right to suspend any parent from chaperon duties for not following the above guidelines.

ALL ACTIVITIES WILL BE COMMUNICATED THROUGH THE TEAM MANAGER

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FUND-RAISING COORDINATOR 1. Form and Chair a fund-raising committee consisting of team parents to come up with fund-raising ideas to help finance the team expenses. 2. Communicate with the team Manager and financial coordinator in fund-raising plans and ideas. 3. Solicit participation by parents and team players in all fund-raising activities. 4. The Treasurer of the Arctic Lions Hockey Association must approve all team fund-raisers. 5. Assist in lining up volunteers for team fund-raising functions at ICE DOG games. All teams must be committed to their fund-raising opportunities at ICE DOG games.

*** NOTE: Fundraising is a TEAM effort ***

ALL ACTIVITIES WILL BE COMMUNICATED THROUGH THE TEAM MANAGER

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TEAM PUBLIC RELATIONS COORDINATOR 1. Inform team families of sponsor promotion plans and provide guidance to team families for extending thanks to all individual sponsors and especially major individual sponsors (player sponsors and up). Remind them to order team and/or individual player photos as needed for their sponsors. 2. Distribute and collect sponsorship information forms ($50 and over). 3. Publish lists of all team sponsors ($50 and over, in kind or cash) in as many ways as possible. A. b. c. d. e.

list sponsors on monthly practice/game calendar Make a flyer to post at sponsors’ businesses Display a list of sponsors at all team events Coordinate team banner effort (sponsorship of $50 or more) Actively encourage team families to do business with team sponsors whenever possible f. Post sponsor list on website 4. Thank team sponsors a. Invite sponsors to home games b. Publish a letter in the Daily News-Miner Applause column c. Thank team sponsors at the end of the season 5. Other duties as assigned by Coach or Manager

ALL ACTIVITIES WILL BE COMMUNICATED THROUGH THE TEAM MANAGER

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BENCH MANAGER 1. Duties as assigned by the Coach. 2. Must be USA Hockey certified. 3. Intermediate Coaching card mandatory at Bantam level and below. Advanced Coaching card mandatory at Midget level. Follow USA Hockey requirements if more stringent 4. Must pass a background check

ALL ACTIVITIES WILL BE COMMUNICATED THROUGH THE TEAM MANAGER

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ARCTIC LIONS HOCKEY ASSOCIATION 2007 - 2008 BOARD MEMBERS Position

Name

Phone No.

President

Jack Tragis

452-7246

Vice President-Youth Hockey

Mike MacDonald

451-0002

Vice President-Player Development

Wayne Sawchuk

452-3683

Secretary

Dorothy Laiti

457-5662

Treasurer

Darlene Tragis

452-7246

Lion Tamer

John Canoy

490-4849

Tail Twister

Dave Flory

455-6339

Fundraising/PMIC

Yumi McCulloch

978-2627

Membership

Jeff Clifton

978-1617

Public Relations

Tina Henne

474-3421

Risk Management

Jimmie Ricks

488-4103

Nominations for Board seats are typically presented in February. New board members are voted into office by April. Installation of Officers takes place in June and new board members assume their duties in July.

Without the Fairbanks International Association of Lions Club, we would not be here. Thank you Lions! Although you are not required to join the Lions Club for your son or daughter to play for an Arctic Lions team, we urge you to consider membership. The Lions is a great organization that contributes to the community in many ways. We invite you to get involved and make a difference. Complete the membership application form in the back of this booklet and submit it to the Board Secretary. 17