Team Manager (Powassan Hawks Minor Hockey)

PrintTeam Manager

Firstly, thank you for your commitment to the PMHA this season. If not for volunteers, such as yourself, this organization wouldn't run.  Please find enclosed a guideline/information package to assist with your upcoming season.

This year with everything going on with HOCKEY CANADA the NOHA is focusing on maltreatment within minor hockey. Our maltreatment officer Jodi Tuffy will be coming to each team and reviewing the code of conduct with all parents. Please reach out to Jodi to arrange a time for this to be completed. For the older teams we will need to review this with the players as well. 


Executive Members 
 
President –           Doug Thompson                        [email protected]
Vice President 1 – Jake Major                                [email protected]
Vice President 2 – Dean Harrington                        [email protected]
Registrar –           Stephanie Walton                       [email protected]
Treasurer –          Heather Rueck                           [email protected]
Secretary –          Erin Thompson                           [email protected]



Coach and Team Manager Contacts
 
Communication Is Crucial!! We are always available to help, so should you have any problems, questions or concerns, please do not hesitate to contact your designated representative:

 

U7, U9 and U11 Teams

your contact is Dean Harrington             [email protected]  

 

U13, U15 and U18 Coaches
your contact is Jake Major.                    [email protected]

                         

Appointed Directors


Apparel Coordinator - Susie Clugston and Kelsey Ellis [email protected]

Equipment Manager - Susie Clugston and Kelsey Ellis [email protected]

Maltreatment Officer - Jamie MacMillan
                                             
Ice Time Scheduler - Derek Rueck [email protected]

                          Time Keeper Scheduler- Heather Rueck [email protected]
Municipality Recreation Committee Rep - Kirsten Pederson

NDHL Rep - Jodi Tuffy

NOHA Rep -Doug Thompson  [email protected]

Past President - Derek Rueck/Nathan Stewart 

Referee In Chief - Danny Davis

Travel Permit Coordinator - Jodi Tuffy [email protected]
 
Tournament Coordinator- Grace Walton
Voodoos 50/50 Coordinator - Kelsey Ellis

Website Coordinator - Susie Clugston



NOHA Website
 
 
Please familiarize yourself with this website. It will provide you with the information you need to run your team:

 

  • various forms for printing
  • a list of coaching clinics
  • NOHA contact information

 

With respect to coaching clinics, please ensure your selected coaching staff EACH have the required certification (see attached).  It is mandatory that attendance at courses be approved by PMHA executive first, in order to eliminate clinic costs for unneeded staff.  Upon completion of the required clinic, attendees must submit a receipt to the PMHA treasurer for reimbursement. Only those who have been approved by the PMHA will be reimbursed, so please follow the proper channels.  The clinics tend to fill up quickly, so the sooner you deal with this, the better. 

 

Please note: should you have ANY NOHA concerns, contact your NOHA Rep.   Do NOT contact the NOHA office directly, as the PMHA has, in the past, been assessed a fine for not following proper protocol.  Should a team not follow proper procedure and the PMHA be assessed a fine, the team will be responsible for payment and not the association. 

NDHL Website 

This website has a lot of information that you may find useful. 

For important dates in our area 

http://ndhl.ca/page.php?page_id=112745


PMHA Website
This is our association’s home website, providing a variety of information, including: 

 

  • a list of our executive members 
  • a list of appointed directors
  • upcoming events
  • forms
  • individual team info pages

 

Each coach/manager will be issued a username and password to login to the website, allowing access to inputting/updating such items as schedule, team news, stats, etc.  Utilizing the website is not mandatory; however, is a very helpful tool for all teams.  Also located on our website is a LINKS tab, providing you with websites you will likely use over the course of the season.   Once again, please familiarize yourself with this website.

All important Covid 19 related information and return to hockey plans are under the coaches corner tab please ensure you review all items


Scheduling

 

As each team is responsible for scheduling their own games, please ensure that a minimum of one of your team staff is on hand to attend the appropriate scheduling meeting:

 

  • Rep teams – TBA 
  • House League -TBA  

 

The ice time scheduler will be at the meetings to provide you with ice time slots and assist you through the process.  Some useful pointers for scheduling meeting:

 

  • show up early
  • bring a second person with you for assistance
  • bring a list of your team’s important dates (i.e. - tournaments, etc.)
  • you will be given some ice time for double headers (two slots in one day)........it is HIGHLY recommended you approach the teams involving the furthest travel and book them in these time slots ASAP.

 

If you find it necessary to change to a regularly scheduled game (move it or reschedule due to weather, etc.,) it is the team’s responsibility to notify: the arena, referees, opposing team and both the league’s scheduler, the PMHA scheduler at [email protected] and the time keeper scheduler at [email protected]. Rescheduled times are to be approved 14 days in advance of game day.



Practice Times 

 

The PMHA allots each team 40 ice times (including games), with payment of any additional ice times the responsibility of the team.  It is also the responsibility of each team to cancel any unneeded/unwanted ice.  If, for instance, you learn the majority of your team cannot make a given practice and you want to cancel it, you must give the arena at least 14 days cancellation notice, in order for it not to be counted as a practice time.  As it happens sometimes, cancellations may be required after the 14-day time frame has passed.  In such cases, contacting other PMHA teams to switch times, may be a viable option.  If switching works, be sure to notify by e-mail, both your designated contact (see Coaches’ Contacts above) and arena management, Rob Giesler at [email protected]

Team Staff
 
Each team is allowed to have five staff rostered to the team which, is to include the team manager and any on ice helpers. 

Any extra staff will be subject to an additional fee to cover the increased cost of insurance. The fee for the season per additional staff member is to be paid to the PMHA Treasurer. 

All team staff is to be rostered with the Registrar by November 1st of every year. Please use the form listed in the link below.

Team_Lists


All Bench Staff require a valid Vulnerable Sector Screen Police Check

Vulnerable Sector Police checks are to be completed every two years 


 Please see the link below to determine what qualifications are needed.


Team Socks Purchase
 
Every year each team has the opportunity to purchase Powassan Hawks Socks for their team. Team Managers are to get the tally of socks needed and collect the money from the parents. Once this is completed the total socks needed is to be emailed to the PMHA Equipment Manager and they will arrange a time to meet with the socks. 

**NEW** Due to a change in vendor at the Source for Sports the hawks colour socks have altered slightly and will not match the previously used socks. 
For Older teams Peewee and up please order your socks directly from the Source for Sports. U7 to U11 teams can still purchase the remaining socks from the Equipment manager*** 



Team Jerseys 

 

Each team receives two sets of team jerseys for the season (black & white). Name bars are allowed on the jersey and are to be placed on by Kings Sportswear. You will receive an email in regards to team jerseys and name bars at the beginning of the season. The equipment manager is the contact person for requests regarding jerseys. 

 

Second year players are to select their jersey number first and then the first-year players select theirs.



Fundraising


g) Team fundraising: 

1) Team requiring additional funds must outline an estimated season budget and proposed fundraising activities for the upcoming season. Team budgets must be approved by the PMHA Executive prior to try-outs, or September 1st (whichever is sooner), for rep teams and prior to October 1st for house league teams. 
2) All team fundraising must be approved by a majority of team parents at a start of season team meeting. 
3) If a player leaves the team, all fund raised during the time with the team shall stay in the teams funds.

Fundraising is encouraged by the PMHA and is a vital tool to help with costs of tournaments, extra ice time, etc. The PMHA executive asks that all fundraising ideas be brought to the executive before going ahead with the fundraising. This is to ensure that the PMHA is aware of all fundraising being held by PMHA representatives and to ensure that there are no issues. Lottery based fundraising is not allowed due to restrictions with the lottery licensing at the Municipality of Powassan. 

 

The NOHA website has a lot of great ideas listed for team fundraising. On the PMHA website is a link to FlipGive which a great way for teams to fundraise should they decide to use the app. 

 

The use of ad spaces on PMHA jerseys is allowed with conditions. The ad must be sewed on and removed by Kings Sportswear only. The PMHA executive has a letter for sponsors, to receive one please contact the executive members. 



Team Finances 

a) Teams are required to open a bank account in the team name, by October 31st of the current season, with a recognized banking institution or credit union. Team accounts must be closed by April 15th of the current season. 
b) Signing authority for the account shall be the manager and one team parent. These two persons cannot be members of the same family, unless approved by the Executive Committee. 
c) Teams will be required to provide to team parents and the PMHA Executive two financial reports. The first report, for the period of August 1st to November 30th, shall be due December 15th. The second report shall be due at seasons end, but no later than April 15th. If reports are not provided, practices for the team may be suspended until such a time as the report is submitted. The second report on April 15th must include a copy of all receipts for team purchases. 
d) Interim financial reports may be requested at any time by team parents or the PMHA Executive. The report must be provided within 7 days of the request. 
e) All financial records should be kept safely for three months after the season has concluded and be made available upon request. Receipts should be obtained for all cash transactions. 
f) Surplus funds shall be disbursed in the following manner: • Moneys collected through sponsorship or fundraising activities must be used directly for team costs- player development, ice-time, tournament fees, name bars, etc. Any unused fundraised or sponsorship moneys are to be remitted to the PMHA, to be used for association player development.
• Only funds provided directly to the team through parent fees may be remitted back to the parents at the conclusion of the season. 
 

Powassan Voodoos 50/50 
 
The Powassan Voodoos give our PMHA league the opportunity each year to volunteer to run the 50/50 tickets sales. They give the remaining money from the 50/50 to the Powassan Hawks and it is a huge fundraiser for our league. 

 

Each team is given a list of games to fill by the parents of their team by the 50/50 co-ordinator. The schedule is emailed out at the beginning of the season. 

 

It is your responsibility to ensure these dates are filled by two parents and two players. If your team is unable to attend a date, you can check with other teams to exchange that date with another. If you change dates with another team you are to send email to the 50/50 coordinator advising of the change. 

 

Once you have determined your schedule for the 50/50 the list of volunteer names is to be sent to the 50/50 coordinator. 

 

How you decide to fill your commitment is up to you. Some managers fill in the schedule and advise the parents of the dates and others ask for volunteers. 

It does not matter if it is the same set of parents as long as they want to volunteer for more than one game. 

 

It is advisable to remind your parents before the game. A copy of the duties for 50/50 volunteers has been added to this package as well it is taped to the 50/50 box in the main arena office. 



Time Keeping 

The PMHA will be paying for time keepers this year. For any changes to game times and dates please make sure to email Heather at [email protected] to advise of changes. 


Executive Meetings
 
Executive meetings are held once a month and the dates are listed on the Powassan Hawk’s website calendar. Everyone is encouraged to attend these meetings and we ask that team staff encourage the parents to attend. 

 

The meeting agenda is posted to the website before the meeting. If you would like to add anything to the agenda you need to send a request no later than three days before the meeting to the PMHA Secretary. Any requests that are of an urgent manner (safety risks) can be brought to the attention of the Executive at any time. 



Complaints Process 
 
The PMHA has a compliant process in place and the guideline is posted on the website. We encourage that you review the process to familiarize yourself with the guidelines.

 

All parents are encouraged to speak with Team Staff regarding team issues before bringing it to the executive. 



Affiliation 
 
Affiliation is a tool that many teams use.  One player can affiliate to one team of a higher category- be it competition level or age. There is a chart in the NOHA Constitution and on their site that you may find useful to use.

 

For affiliation inside of the association, both coaches, the parents and, most importantly, the player, must agree to the affiliation. No forms are required, but the Association needs proof of these agreements (email is preferred).

 

Affiliation between Associations (eg. ENip to Powassan) requires the affiliation form to be filled out and approved. All affiliations need to be added to the HCR Rosters prior to the AP playing any games with the higher team.

 

In the case of joint custody both parents must agree to the affiliation
 
 
 
Travel permit 
 
All travel permits for tournaments must be submitted to the Travel Permit Coordinator [email protected] at least two weeks before the tournament. Any submissions after that are subject to a $50.00 late fee. 



Exhibition Games 

Exhibition Game request are to be forwarded to the travel permit coordinator at [email protected]. Please include Heather at [email protected] so that she can book timekeepers for the game. 
At exhibition games previously the team paid the referee in cash at the game. The new process is for the time to be invoice to the league. When you book an exhibition game an email needs to be sent to the PMHA Treasurer for tracking. Once the invoice comes in it will be forwarded to your team for payment. 


Black and Gold Hawkey House/Rep Tournaments 
 
House League-  December 1-3, 2023
Rep League    -  February 2-4, 2023

Black and Gold Hawkey Tournaments are a huge in house tournament for our teams. Everyone is required to volunteer time to run the different positions needed for the tournament. House league teams are required to assist with the Rep league tournament and Rep league teams are required to assist with the House league tournament. 

 

The tournament coordinator will send an email to you before the tournament. 


Powassan Family Hockey Tournament 

The Powassan Family Hockey Tournament, PMHA’s major fund raiser, is TBD.  All PMHA parents are required to volunteer. Please remind your team parents of this commitment and watch for emails from the executive for further details.

 


Website Issues 

 

Any website issues or login issues can be directed to the website coordinator.


Scotiabank Sponsorship 

 

If Scotiabank provides the PMHA with a donation towards our teams, Two teams will be picked by the PMHA and the money is split 50/50 between the U7 and U18 teams. Scotiabank request as part of the donation that we place their Scotiabank patches on the team jerseys for the recipient team. The team is to use part of the donation money to pay Kings Sportswear to place the patches on the jerseys. 


Notes/Reminders
 
  • Photo release and medical forms can be found on the Powassan Hawks Website under Forms and Documents. These need to be completed at the beginning of the season. 
  • Team pictures are the responsibility of the team. Once you have team photo please forward to the secretary so that we can update the PMHA wall.  
  • The collection and handling of team monies is the responsibility of each team. All fundraising and tournament ideas require PMHA executive approval.  We need to know what's going on with all our teams.
  • All Powassan Hawks clothing must be purchased through PMHA and our apparel sponsors.  Use of the Hawks logo for any other reason must be presented to the executive for approval.
  • Approval forms giving permission to publicize pictures for the association/team website or newspaper publication must be signed by all parents prior to them being utilized.  Do not post any pictures until the form has been signed by all parents.
  • In case of emergency: trainers are required to have each player’s medical information form on hand at games.
  • Team jerseys are to be worn during games ONLY, NOT practices. Should wearing team jerseys be needed for anything other than games, please contact your designated coaches’ contact, for approval. Rules for team jersey care include designating a team representative to bring jerseys to games, players are NOT to take them home and cleaning them in accordance with the washing instructions found on the attached label.  Hanging them to dry as opposed to using a dryer tends to lengthen their life. 

 

Please be sure to check your email and the Hawks website regularly for updates on procedures and additional information from the executive.  These are our main sources of contact for such a large group.

 

 

Once again thank you for your commitment and have a great season!!!!

 

 

PMHA Executive