Vaudreuil-Dorion minor hockey association

Written by Manon Desrochers Translated by Kathy MacCuaig

Note: The masculine gender has been used for simplicity’s sake only.

Version 4: September 30, 2008

Vaudreuil-Dorion Minor Hockey Association

Congratulations! You have accepted the mandate of becoming manager of a hockey team. The first thing to do is to ask a parent to help you. The experience of being a manager will be all the more enjoyable if you share the workload with an Assistant Manager.

THE ROLE OF MANAGER The Manager’s workload consists for the most part of taking responsibility for the administrative details of the team and acting as a liaison between the parents and the coaches. Preferably the Manager will have access to a computer and photocopier. The job also entails that the Manager: Provide information as required (for example, to the Registrar) concerning the players and coaches of the team Prepare the team binder Prepare and lead the parent meetings Manage the team budget Organize team financing Keep the parents informed about the team’s activities (practices, tournaments, games, etc.) Manage the team web site Register the team in tournaments and follow-up on correspondence Prepare the social activities such as the Christmas party, end-of-season party, etc. Ensure open communication between the parents, coaches and players Ensure the communication is bilingual Support the coach administratively In short, the Manager is the link between the parents, players and coaches.

CORRESPONDENCE WITH THE REGISTRAR The AHMVD’s mailbox is located at the Cité des Jeunes Arena by the Pro Shop. If you have documents for the Registrar or any other member of the association, you should leave them in the mailbox. As well, if the Registrar has documents for you, she will leave them in the mailbox.

REGISTRATION FORMS Once teams are formed, each Manager must complete the Registration Form for the team (Appendix A) with the following information for each child: Full name Jersey number Telephone number Date of birth (date format: DD/MMM/YY – e.g.: 15/DEC/93)

Version 4: September 30, 2008

2

Vaudreuil-Dorion Minor Hockey Association

The full name, complete address, telephone number and the date of birth of the Coach, Assistant Coaches, Manager, Assistant Manager and the trainer (if applicable) must also be supplied. Once the document is completed, it must be sent to the Registrar by e-mail or left in the AHMVD’s mailbox. The Registrar will prepare and give you the original Team Registration Form (Form T112) which must be signed by the players, Coach, Assistant Coaches, Manager, Assistant Manager and Trainer (if applicable). Once the document has been signed, you must send a copy to the Registrar. It is important to bring the original document with you to each game as well as each tournament.

PARENT MEETING The success of any team depends a great deal on team spirit. It is important to foster team spirit among the parents as well. It may be the most important as well as the most demanding task for a Manager. It is important that all decisions be agreed to by the parents, especially with regard to finances. To achieve this objective, the Manager and Coaches should: 1.

Meet with the parents on at least three occasions: at the beginning of the season, at the end of December and at the end of the season. The subjects for discussion could be, among others (Appendix B): Introduction of Coaches and explanation of their coaching philosophy Team rules Team budget o Parents must be advised that they will have to pay an additional amount for team expenses (i.e. tournaments, ice time, photos, end-of-season party, cleaning of jerseys, etc. o It is important to keep in mind when you are putting together the team budget that all parents do not have the same income. When you present the team budget, keep in mind that parents have already paid for the registration, new equipment, hockey sticks, etc. Fundraising; o If parents wish, fundraising efforts can be organized to help lower-income parents Tournaments (local and out-of-town) Purchase of extra ice time for practices Exhibition games Team photos Trophies Social activities Documents to be handed in Provide a paper copy of the regular season game schedule and send it to the parents by email as well Emphasize that it is important that all parents participate equally to make the season enjoyable for everyone

2.

Ask for help from some parents so they may be more involved. This will simplify your work and will help avoid criticism. Social activities (Christmas party and end-of-season party)

Version 4: September 30, 2008

3

Vaudreuil-Dorion Minor Hockey Association

Fundraising activities (i.e. 50/50) Snacks after games Statistics Make reservations at hotels, etc. for out-of-town tournaments Etc. Although asking for help may seem unnecessary, it encourages parent participation and fosters team spirit.

MISCELLANEOUS DOCUMENTS There are different forms that parents must fill out so the team binder will be complete. Take advantage of the parent meeting to hand out the following documents which must be filled out for each child. The Medical Form (Appendix C): It is important to know about food allergies, respiratory problems, etc. Web site Authorization (Appendix D): You must receive approval from each parent before putting any personal information on the web site. Web site Info (Appendix E): If the parents authorize you to put personal information on the web site, they must complete this form. You will have to enter the information on the web site using the account number and password you would have received from the www.ahmvd.ca webmaster. General Information (Appendix F) (parents’ names, address, telephone number, email address, languages spoken, etc.). Once this document has been completed, you will be able to put together a contact list for the whole team (Appendix G). Recommended reading for parents: Supervising players http://www.ahmvd.ca/en/AHMVD_-_Supervision-Eng.doc Code of conduct http://www.ahmvd.ca/en/AHMVD_-_Code_de_conduite__Eng_.doc As well, you must inform the parents that you will need a copy of the child’s health insurance card (RAMQ) and a recent photo.

ORGANIZATION OF DOCUMENTS Once parents start to give you documents, it is important to keep them organized (Appendix H). This document will help you easily keep track of the documents.

SCORE SHEETS During the meeting with the Registrar, you will receive several score sheets which you should always carry with you.

Version 4: September 30, 2008

4

Vaudreuil-Dorion Minor Hockey Association

The receiving team is responsible for initiating the score sheet. Write the following information on the score sheet: Place Date Game number League name Team name Prepare the stickers with the following information: Players’ names (place a “G” beside the goalies’ names, “C” beside the captain’s name and “A” beside the Assistant Captains’ names) Coach and Assistant Coaches’ names (coaches who go behind the bench must be registered on the T112 form) Affix a sticker to each of the five sheets of the score sheet and have it signed by the Coach. The score sheet is then given it to the Manager of the visiting team who will in turn complete the sheet. Note: The template for the stickers can be found at http://www.ahmvd.ca/en/AHMVD__Etiquettes.doc. There are 10 stickers per page. If the score sheet is not correctly filled out, a two-minute minor penalty for delay of game could be assessed by the referee to the receiving team. If you have a suspended player, you must write the name of the player and the number of games the player has not played versus the total number of games suspended in the top corner of the score sheet (for example, if the players was suspended for 3 games and has already sat out 2 games, you would write: player’s name: 2/3). At the end of each game, the timekeeper will give you a copy of the score sheet which you should always keep with you. You should take note of suspensions and advise the Governor (Rouby Roussel). Note: If you use an affiliated player, do not forget to add him to the score sheet.

PARTICIPATION IN TOURNAMENTS Before the parent meeting, discuss with the Coach which tournaments he would like to participate in. During the parent meeting, discuss with the parents, or preferably have the parents’ vote, on how many and which tournaments you would like to participate in (maximum 4 tournaments). If you are participating in 4 tournaments, one of them must be local. Once confirmation has been received that the team has been accepted in a tournament, the Manager must immediately advise the Registrar and the Scheduler, preferably by email, the Registrar will obtain the

Version 4: September 30, 2008

5

Vaudreuil-Dorion Minor Hockey Association

tournament permits and will distribute them to the teams. All tournaments require a permit. If you do not have a permit for a tournament, you will not be able to participate in that tournament. The day of the tournament, you should arrive 1 to 2 hours prior to the game to ensure you have all the necessary documentation. The tournament registrar will give you a form which each participant will have to sign before every game. You will also be given everything else you will need (passes for the players and Coaches, coupons for draws, schedule changes, etc.). Procedure to follow to register your team in a tournament: Using the list of tournaments found on the Managers page of www.ahmvd.ca site, call the contact person at the tournament which interest you, as soon as possible. An application form will be sent to you. If your team is accepted, you must follow the tournament procedures. For example, sending a copy of the T-112 form. You must complete and return these forms as soon as possible including a photocopy of the tournament permit and the tournament fees. Once confirmation has been received, the Manager must immediately advise the Scheduler that the team has been accepted in a tournament. As well, once the tournament has started keep the Scheduler informed as to your progress (i.e. if you are in the finals) in case you have a conflict with a regular season game. You must provide your Team Binder (“cartable de vérification”) at each tournament. The Team Binder: A Team Binder is required to participate in a tournament, festival or championship. It is one of the Manager’s responsibilities to complete the binder and to keep it up to date. In general a one-inch 3-ring binder is used to hold the following documents: The approved Team Registration form (always keep 5 copies in the binder) The regular league game schedule (the original without changes) The original tournament registration form (T-112) The score sheets (5 most recent games including the end-of-season playoffs) Proof of Coaches and/or Assistant Coaches’ certification (if applicable) Confirmation of acceptance into the tournament This binder is given to the tournament registrar at the beginning of the tournament. It is your responsibility to pick up your binder as soon as your team is eliminated. Don’t forget that you must leave a copy (not the original) of the tournament registration form (T-112) at the tournament. NOTE: You should reserve as soon as possible as tournaments fill up quickly.

Version 4: September 30, 2008

6

Vaudreuil-Dorion Minor Hockey Association

BUDGET In order to avoid embarrassing situations and to be ready to answer parents’ questions at any time, it is imperative that you update the budget on a weekly basis (examples can be found under http://www.ahmvd.ca/en/AHMVD_-_Budget_d_equipe.xls). You must keep all receipts, invoices, bills and any supporting document for any income or expense for at least 2 years. The parents must sign the proposed budget at the beginning of the season and the final budget at the end. For purposes of transparency, you should send a copy of the updated budget to parents on a monthly basis.

OPENING A BANK ACCOUNT You may open a team bank account for the team’s money. You may ask the manager at your own bank if they will open an account for you without any fees. It is possible that the bank may not be able to do so. If you must pay banking fees for the team account, include these fees in your team budget.

FUNDRAISING During the parent meeting at the beginning of the season, you will have established how many fundraising activities you would do as well as the type of activity. In order for fundraising to be successful, all parents must participate. However, some parents may prefer to give an amount equivalent to the fundraising objective. You can ask for ideas from the parents. Here are some popular examples of fundraising activities: Tickets for “Jouer pour jouer” 10/49 (based on 6/49) Bagging at Canadian Tire, Zellers, Super C Bowling in Pincourt Selling bottles of wine Selling chocolate bars

SPONSORS In order to help the team raise more funds, you can provide a letter requesting a sponsor to the parents (see Appendix I). The parents then provide the letter to their employers, etc. The Manager will issue a receipt for all monetary sponsorships. To avoid conflicts, the donations should be made out in the team’s name.

WEB SITE One of the manager’s responsibilities is managing the team web site. You will be responsible for entering the players’ personal information (if parental permission was given). You must also keep the game and

Version 4: September 30, 2008

7

Vaudreuil-Dorion Minor Hockey Association

practice schedule up to date; ensure the game changes were entered in the schedule; enter the statistics after each game as well as all important news (i.e. tournaments, etc.).

JERSEYS People in charge:

Andréanne Cyr (450) 424-4896 (jerseys, socks, pucks) Nathalie Roussel (514) 448-0868 (Goaltender equipments) Jocelyne Robidoux (450) 455-5847 (promotional items)

These people can also be reached by e-mail. See the Directory page of the association’s web site. WE ARE VERY PROUD OF OUR COLOURS!!! In order to prolong the life of our equipment, it is FORBIDDEN to wear the game jersey during practices. A player caught wearing a game jersey will be thrown out of the rink without warning. A $100 CASH deposit will be required at the time the jerseys are handed out to the Coach or Manager. The deposit will be returned at the end of the season if all the jerseys are returned in good condition. The replacement cost of an AHMVD jersey is $75. All equipment provided by the Association must be returned by the Coach or Manager on the dates specified by the coordinator. Prior returning the jerseys, they must be sent for cleaning to Mr. Stephan Ciarlo (514-886-7755 or [email protected]) even if there are no nametags to be removed. In order to sensitize the parents to keeping the jerseys in good condition during the season, the Manager must have the parents sign an agreement form at the beginning of the season (Appendix K). Teams wanting to have nametags on their jerseys must contact Mr. Stephan Ciarlo by phone at (514) 8867755 or by e-mail at [email protected]. The cost of the nametag, sewing it on and having it removed including the cleaning at the end of the season is $8.00 plus taxes per jersey. If you already have a nametag, the cost is $3.00 plus taxes for sewing, removing the tag and $1.00 plus taxes for cleaning. You must allow 7 days for the nametag to be sewn on. Please send a list of player to Mr. Ciarlo prior sending the jerseys. The cleaning of jerseys by Mr. Ciarlo is mandatory. It is a good idea to have discussed this expense at the parent meeting at the start of the season. Only the person in charge of promotional items for the Association is authorized to order promotional articles with the Association’s logo. Teams wanting to purchase ball caps, jackets, etc. with our logo must contact this person. ATTENTION - ATTENTION The jersey must NEVER go in the dryer.

Version 4: September 30, 2008

8

Vaudreuil-Dorion Minor Hockey Association

AFFILIATED PLAYERS When the affiliated players have been selected for the team, you must complete the document “Formulaire d’identification des joueurs affiliés” (Appendix L). The players and a person responsible for their respective home teams must sign the document. Once the Coach has signed the document, it must be given to the Registrar. The Registrar will give you Page 2 of Form T-112 which you will have to have signed by the players. Once it has been signed by the players, you must send a copy to the Registrar. Affiliated players cannot be signed after January 15.

TEAM PHOTOS Parents appreciate having a souvenir of their child’s season. More and more parents have good quality digital cameras and can print superior quality photos. You may choose a photographer from the region that someone may recommend. This is a subject which you could discuss at the parent meeting.

TROPHIES Players (especially the younger players) appreciate receiving trophies and medals. The template of our logo is available at Trophées & Promotion Louise. The person responsible is Mrs. Louise Sauvé, telephone (450) 424-3950.

Version 4: September 30, 2008

9

Vaudreuil-Dorion Minor Hockey Association

QUESTIONS If you have questions, you may communicate with one of the three people mentioned below. Don’t forget to mention to the parents to consult the web site www.ahmvd.ca where they will find important information and documents as well as your team’s web site. Registrar

Jeanie Harbour

[email protected]

Hockey Director

Yves Bergeron

[email protected]

(450) 452-2510

Head Coach

Steve Matish

[email protected]

(450) 424-7019

Convenor Director

Sylvain Périard

[email protected]

(450) 452-2503

Equipments

Andréane Cyr Nathalie Roussel

[email protected] [email protected]

(450) 424-4896 (514) 448-0868

Scheduler

Sylvie Marsan

[email protected]

Manager’s Guide

Normand Thibault

[email protected]

(450) 455-5847

Governor

Rouby Roussel

[email protected]

(514) 448-0868

Please note that the appendices mentioned in the text can be found at www.ahmvd.ca/en/html/managers. The appendices are to be used as guides only. You may use these documents and/or create your own.

Version 4: September 30, 2008

10

Vaudreuil-Dorion Minor Hockey Association

ANNEX A TEAM REGISTRATION Category: Level Team Name: LIST OF REGULAR PLAYERS (Please identify the goaltenders with a “G” to the right of their name)

Name

Version 4: September 30, 2008

Jersey #

Telephone

Date of Birth (DD/MMM/YY)

11

Vaudreuil-Dorion Minor Hockey Association

COACH: 101 NAME: ADDRESS: CITY: POSTAL CODE: TELEPHONE: DATE OF BIRTH: ASSISTANTS: 102 NAME:

104

103

NAME:

ADDRESS:

ADDRESS:

CITY:

CITY:

POSTAL CODE:

POSTAL CODE:

TELEPHONE:

TELEPHONE:

DATE OF BIRTH:

DATE OF BIRTH:

NAME: ADDRESS: CITY: POSTAL CODE: TELEPHONE: DATE OF BIRTH:

MANAGER(S) 105

NAME:

105

NAME:

ADDRESS:

ADDRESS:

CITY:

CITY:

POSTAL CODE:

POSTAL CODE:

TELEPHONE:

TELEPHONE:

DATE OF BIRTH:

DATE OF BIRTH:

Version 4: September 30, 2008

12

Vaudreuil-Dorion Minor Hockey Association

ANNEX B

(Sample Agenda) (Team Name) Order du jour / Agenda Date

1. Introduction 2. Philosophie / Philosophy 3. Mesures disciplinaires / Disciplinary measures 4. Règlements d’équipe / Team rules 5. Budget : - Révision du budget / Budget review - Cotisations Parents / Parent contributions - Commandites / Sponsors - Activités / Activities (levée de fonds / fund raising) - Volunteer / Volontaire pour « moitié moitié» 6. Divers / Misc. : - Noms sur les chandails / Name tags -Photocopie carte médicale & photo + fiche médicale / Photocopy of Medicare card & photo + medical sheet 7. Tournois / Tournaments 8. Autres / Other business

Version 4: September 30, 2008

13

Vaudreuil-Dorion Minor Hockey Association

ANNEX C

PLAYER MEDICAL INFORMATION Name: _____________________________________________________________________ Date of Birth: Day _______ Month _________ Year _________ Address: __________________________________________________________________ Postal Code: ______________________ Telephone: _______________________________ Medicare Number (RAMQ): _________________________________________________ Mother’s name: _________________________ Father’s Name: _______________________ Work Telephone Number: Mother: __________________ Father: __________________ Contact person in case of accident or emergency if the parents are not available: Name: ______________________________ Telephone: _____________________________ Address: __________________________________________________________________ Doctor’s Name: ___________________ Telephone: ______________________________ Dentist’s Name: ____________________Telephone: ______________________________ Please circle the correct response with regard to your child: Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No

Concussion Fainting spells during exercise Epileptic Wears eyeglasses Are the eyeglasses unbreakable? Wears contact lens Wears dental appliances Hearing problems Asthma Breathing problems during exercise Heart problems Diabetic Had an illness which lasted for more than one week during the past year Takes medication Allergies Wears a “Medic Alert” bracelet or necklace Does your child have a health problem which could prevent his full participation on a hockey team? Operation during the past year Went to the hospital during the past year. Had injuries which required medical attention over the course of the past year Is presently injured

Please provide details if you answered “Yes” to any of the questions above. Version 4: September 30, 2008

14

Vaudreuil-Dorion Minor Hockey Association

__________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Please use another sheet if necessary.

Medication: ______________________________________________________________ Allergies: __________________________________________________________________ Illness: ___________________________________________________________________ Recent Injury: __________________________________________________________ Most recent tetanus injection: _____________________________________________ Any information not mentioned above: __________________________________________ __________________________________________________________________________ __________________________________________________________________________ Date of the last complete medical exam: ________________________________________ * Any illness or problem related to an injury must be verified by your doctor before participating in a hockey program. I understand that it is my responsibility to advise the team management of any change in the information above as soon as possible and, if the parents are not available, the team management will bring my child to the hospital or a doctor, if necessary. I hereby authorize the doctor or medical personnel to examine and proceed with the necessary treatment for my child. I also hereby authorized that pertinent information be provided to the appropriate personnel (coach, doctor) when judged necessary.

Date: _____________________ Parent or Guardian’s Signature:________________________

Version 4: September 30, 2008

15

Vaudreuil-Dorion Minor Hockey Association

ANNEX D

Autorisation Site Web www.ahmvd.ca www.ahmvd.ca Web Site Authorization

Ceci autorise l’affichage d’informations personnelles qui concerne mon enfant _____________________________ sur le site web www.ahmvd.ca

Signature du parent

Date

This is to authorize the posting of personal information concerning my child ________________________________ on the website www.ahmvd.ca

Parent’s Signature

Version 4: September 30, 2008

Date

16

Vaudreuil-Dorion Minor Hockey Association

ANNEX E

Fiche d’information pour le site web www.ahmvd.ca Information sheet for the www.ahmvd.ca website

JOUEUR/PLAYER:

_______________________________________________

POSITION:

_______________________________________________

DATE DE NAISSANCE/ DATE OF BIRTH: ___________________________________ TAILLE/HEIGHT:

_________________________________________

POIDS/WEIGHT:

_______________________________________________

TIR/SHOOTS:

_______________________________________________

Version 4: September 30, 2008

17

Vaudreuil-Dorion Minor Hockey Association

ANNEX F

INFORMATIONS GÉNÉRALES / GENERAL INFORMATION (Nom de l’équipe/Team Name) Nom du joueur/Name of player : Date de naissance/Date of birth : Nom des parents/Name of parents :

Adresse/Address :

Téléphone/Telephone : Courriel/e-mail : Langage préféré/Preferred language :

Version 4: September 30, 2008

18

Vaudreuil-Dorion Minor Hockey Association

ANNEXE G LISTE CONTACT/CONTACT LIST

L’Équipe/Team : (Nom de l’équipe/name of team) #

Joueurs / Players

Version 4 : September 30, 2008

Tel./Tél.

Adresse/Address

Parents:

French/ English

Courriel/Email:

19

Vaudreuil-Dorion Minor Hockey Association

ANNEX H Tabulation des documents/Tracking (entrez le nom de l’équipe/enter team name)

Nom/Name

Version 4 : September 30, 2008

Carte médicale/ Medicare Card

Photo

Fiche médicale/ Med. Info

$$$ Chandail/ Jersey

$ Parentale / Parental $

Jouer pour Jouer (Billets/ Tickets)

Aut. site web/ Web Site author.

Levée de fonds/ Fundraiser. 1

Levée de fonds/ Fundraiser. 2

20

Vaudreuil-Dorion Minor Hockey Association

ANNEX I Commandites Sponsors

Bonjour, Notre équipe de hockey, les (nom de l’équipe et niveau) est présentement à la recherche de commandites pour la saison 2006-2007. Nous demandons l’appui de tous. Tout genre de contribution, autant matériel que monétaire, serait grandement apprécié. Reçus disponibles. Aidez-nous à rendre cette saison des plus agréables pour nos enfants. Merci de votre support!

**************************

Hello, Our hockey team, the (name of team and level) is currently looking for sponsors for the 2006/2007 season. Any contribution whether monetary, products and/or services would be greatly appreciated. Receipts are available. Help make the most of this hockey season for our children. Thank you for your support!

Nom de la Gérante/Name of Manager : XXX courriel/email: XXX

Version 4 : September 30, 2008

21

Vaudreuil-Dorion Minor Hockey Association

ANNEX J REÇU POUR COMMANDITE RECEIPT FOR SPONSOR

Date: (insérer la date/insert date here) Notre équipe de hockey, les (nom de l’équipe) avons reçu une commandite au montant de: (insérer le montant) $ Our hockey team, the (name of team) received a donation in the amount of $(insert amount).

De la part de / From: (Insérer le nom du commanditaire/Insert name of sponsor) Merci de votre appui, Thank you for your support,

_________________________________ (Insérer votre nom/insert your name) Gérante/Manager

Version 4 : September 30, 2008

22

Vaudreuil-Dorion Minor Hockey Association

ANNEX K (Nom de l’équipe/Team name) (Niveau / Level) Je m’engage à retourner le chandail de hockey fourni à mon enfant par l’association de hockey mineur de Vaudreuil-Dorion dans le même état qu’il lui a été remis. Advenant la perte ou la détérioration anormale, j’assumerai les coûts de remplacement du chandail. I undertake the responsibility to ensure the return of the hockey sweater provided to my child by the Vaudreuil-Dorion Minor Hockey Association in the same condition as was provided to her/him. In case of loss or damage beyond regular wear and tear, I will assume the cost of replacing the said sweater.

#

Nom/Name (joueur/player)

Version 4 : September 30, 2008

Nom/Name (parent)

Signature

Date

23

Vaudreuil-Dorion Minor Hockey Association

ANNEX L JOUEURS AFFILIÉS/AFFILIATED PLAYERS JOUEURS AFFILIÉS À L'ÉQUIPE/PLAYERS AFFILIATED TO THE TEAM:

NOM DU JOUEUR/NAME OF PLAYER

CATÉGORIE/ÉQUIPE DE PROVENANCE /HOME TEAM & CATEGORY

SIGNATURE JOUEUR/PLAYER’S SIGNATURE

SIGNATURE ENTRAINEUR ÉQUIPE DE PROVENANCE/HOME TEAM COACH’S SIGNATURE

501 502 503 504 505 506 507 508 509

Version 4 : September 30, 2008

24