POLICIES AND PROCEDURES
(1) Liaison - between parents, coaches and Highlander executive.
(2) Registration Fees - Collected by the team manager or their appointed agent, due in two sets of payments to the Highlander treasurer. The first being September 15 and the second being November 01. Any affiliation or administration fees will be due no later than March 30 at season's end.
Note: Hardship cases will be dealt with on an individual basis. Parents facing monetary difficulties should, in confidence, telephone the 2nd Vice-President to make the necessary financial arrangements. The 2nd Vice-President will notify and discuss financial arrangements with our treasurer.
(3) Signings - Players to be signed to a Highlander roster will be given the appropriate OMHA Offer of Commitment form that must be completed and a copy submitted to the Registrar.
- The Highlanders Triple A executive strongly recommends that all players roster with teams in their own age group. Any players aspiring to play in a category above his or her own age group sould first consider the "affiliated player" alternative.
(4) 50/50 Tickets/Timekeepers/Referees- Schedule parents to sell 50/50 tickets at each game. Schedule timekeepers for each home game. Proceeds of 50/50 to be used to pay officials and timekeepers. Timekeepers to receive $10.00/person, maximum two people ($10.00 for one person doing the job). For OMHA play-downs and SCTA play-offs have someone at the gate to collect admission fee for PeeWee and below. Play-off gate receipts and play-off referee expense sheets must be turned into the 2nd Vice-President no later than March 30 at season's end.
(5) Payment of Referees - Each team will receive an allotted dollar amount at the start of September, set by a budget committee each season, for referee payment. A record of game official tranactions must be kept for accounting to team parents at season's end, no later than the Highlander Banquet.
(6) Permission for Affiliate Players - A completed and signed affiliated players OMHA and Highlander roster form and must be forwarded to the Registrar prior to December 31st of the current season. Our Registrar will in turn forward this to the OMHA REM before January 15th of the current season for approval. Your AP roster must be approved by the OMHA before any AP Players can participate. As well you are required by the OMHA to receive permission each time from the home centre before an AP Player participates in any on-ice activity.
You may affiliate up to 19 affiliated players....all from within our zone.
Managers must also record and collect a fee from participating affiliated players of $10.00 per practice and $20.00 per game (or per day if a team has a double-header---$20) in order to approximate the cost to a rostered player. Players who are requested to AP for a tournament should pay the same per game fee as the rostered players. The AP revenue is to be kept by the team and used against team expenses such as referee costs and practice ice. A statement reflecting revenue from AP's must accompany your team's final budget which is due March 30th of each year. A copy must be forwarded to all parents on your team and the 2nd Vice-President.
(7) Tournament Accommodations - Book motel rooms for tournaments and away games, if necessary.
(8) Exhibition Games - Contact the ice convenor to notify her/him of all exhibition games scheduled both home and away. Also it is extremely important that you fax our Registrar a list of players and officials that will participate in each pre-season competition. She/he in turn is obliged to forward this information (for insurance purposes) to our OMHA REM. Please don't leave this request to the last minute as referees will need to be scheduled for home games. Furthermore, exhibition games taking place outside of our zone or held in centres not governed by the OMHA may require a travel permit. Please check with the Registrar. If required, the association will cover this fee of approximately $10.00 per Exhibition Game or $20.00 per Exhibition Tournament. The teams are to reimburse the association for these fees.
Home Games - The ice convenor will notify our referee-in-chief who in turn will provide game officials and she/he will also advise the arena manager to make sure of flooding between periods, as well as make sure that the snack bar is open.
Away Games - The ice convenor must also be advised of "away games" so as not to book practice or league games in that time slot.
League Games - No one but the ice convenor has the authority to cancel or re-schedule league games, practices or playoff games. Furthermore, the ice convenor is our only Highlander representative designated to officialy conduct business with the arena managers and ice schedulers that represent other teams in our SCTA league. The only exeption will be last minute emergency changes, such as weather, power failures, etc., and only when the ice convenor is unavailable.
- From Minor Atom up to and including Major PeeWee, the 1st period will be 10 minutes stoptime and the 2nd and 3rd periods will be 15 minutes stop time. Any potential flood between the 2nd and 3rd period will have to be stated on the game sheet. There will be a 1 hour and 20 minute curfew. Please review your OMHA Manual under Game Regulations for further information.
All three periods in a Minor Bantam, Bantam and M.Midget game will be 15 minutes stop time with a one hour and 50 minute curfew. OMHA rules state that the arena manager is the only official person that has the authority to curfew a game if the time that Highlanders purchased has expired. Please review your OMHA Manual under Game Regulations for further information.
- All game sheets must be faxed to our ice convenor @ 519-924-3024. In addition, we will supply you with the address of your SCTA Convenor and envelopes to give to the referees after each game. Referees will notarize these and forward by mail to the appropriate OMHA minor and major convernors.
- Contact local media such as newspapers, radio and television with schedule and game results. Our Highlander Promotional Chairperson, Cindy Gilbert, will advise you of the proper procedure.
(9) Tournaments - Contact our Registrar for tournament approvals. Send her/him your Travel Permit so that she/he can fax it to the OMHA for approval. When the Registrar/Ice Convenor approves a tournament application, she/he will refrain from booking ice for your particular team in this time period. In certain cases, eg. out-of-zone tournaments or tournaments hosted by governing bodies other than the OMHA, the Registrar will need to aquire an OMHA travel permit and this charge of approximately $20.00 will be paid by your team.
During your parents meeting discuss Tournaments (maximum 3 per season) and the entry costs, as well as any additional budgeted expenses, which are over and above the Highlander registration fees. These costs will be set, collected and paid by the team.
Keep in mind that OMHA play-downs take precedence over tournaments. This conflict would most probably occur in early March.
- Type up a list of all players (including AP's), coaches, managers, trainers and parents/guardians. Please include their telephone numbers, home centre etc. and distribute internally amongst your team.
- Prepare a proposed budget and present this to your parents at your first parent meeting. Submit to the 2nd Vice-President and to parents on your team no later than October 15 of current season.
(10) Final Budget - Document all financial transactions made throughout your entire season. Submit to the 2nd Vice-President and to parents on your team no later than March 30 of current season. If you require additional support with the preparation of your final budget our treasurer will be available to assist.
Please include your parents in these budget decisions. It's up to the manager and coach to call a parent's meeting two or three times throughout the season to discuss financial matters and any other situations that you deem worthy.
Phone Expenses - Based on history, the Highlander organization strongly sugests that a maximum of $10.00 per player be charged to parents to cover the team phone bills and photocopies. Any amount in excess of $10.00 per palyer must be accompanied by back-up documentation which should be attached to the team's year end budget which should be sent to the executive and your parents.
Note: Your head coach will not receive any monies toward reimbursable expenses until the following have been submitted to the 2nd Vice-President by March 30 of any season:
A) Year End Budget
B) Team Banner
C) 50/50 Revenue - Regular Season and Playoff with Backup
Note: Each Coach will be paid a gift of $1500 over and above the honourarium of $500 received from the Grey Bruce Highlanders Association to cover the expenses incurred throughout the year.
(11) Team Rules - These are to be set by the coaching staff and presented to players and parents at your first parent meeting. Any puntive actions will be assessed by the coaching staff and according to the action(s) of the player(s).
(12) Complaint Procedure Form - Should an issue arise between a player/parent and coach, we encourage the coach and player/parent to meet privately to address any issue and hopefully arrive at a mutually acceptable resolution. We strongly suggest a 24-hour cooling off period take place prior to this meeting. If the player/parent is still not satisfied with the outcome of this meeting, an official complaint form can be obtained from the manager or a board member and a grievance can be initiated against the coach.
Note: Copies of the Highlander complaint procedure should be distributed to each parent on your team.
- Trainers who have obviously completed their hockey trainers certification program were given a package by the OMHA that contained useful medical information. Trainers should take this information and produce a team medical form that profiles each player eg. Allergies, health card number, date of birth, legal guardian, etc. It is the responsibility of the trainer to make sure that this completed form is present at each and every game (as Team Manager it becomes your responsibility to make sure that your team trainer is aware of the aforementioned expectations).
In addition, each team manager is responsible for bringing the OMHA case reports and hockey injury claim forms to each and every game.
(13) Clothing (Apparel) - Our 1st VP has commissioned a retailer within our Grey-Bruce region to market our Highlander apparel. The 1st VP will forward a list of available items and other relevant information to all managers by Septemer 1st. Furthermore, anyone contravening this policy or infringing on our Highlander logo, may be subject to prosecution.
Note: Failure to comply with any of the above policies and procedures will result in suspensions to the offending manager and possibly the teams and coach.
Let's do our best to work together, to experience an enjoyable and successful upcoming hockey season. We consider you, the managers, an extension of our executive.
Sincerely yours,
The Grey-Bruce Highlander Executive
Please download and sign this form as a confirmation that you understand and agree to abide by the above aforementioned policies and procedures of the Grey-Bruce Highlander AAA Minor Hockey Association.