2016 TEAM MANAGER MANUAL
ABBREVIATIONS
ALA
Abbotsford Lacrosse Association
TBR
To Be Re-scheduled
LMMLC
Lower Mainland Minor Lacrosse Association
BCLA
British Columbia Lacrosse Association
CLA
Canadian Lacrosse Association
AGM
Annual General Meeting
WLA
Western Lacrosse Association
WEBSITES
Abbotsford Lacrosse Association
http://abbotsfordlacrosse.com
LMMLC
http://www.lmmlc.ca/ (game schedules are posted here)
BCLA
https://bcla.imeetcentral.com/bcla/
Player/Parent Guide (CLA)
http://cla.pointstreaksites.com/view/cla/parents-and-players-guide
How to complete a Scoresheet
http://www.lmmlc.ca/boxla_scoresheet_demo/index.html
BCLA Doorperson Certification
http://www.lmmlc.ca/doorperson.html
ePACT Admin APP – How to
https://epactnetwork.zendesk.com/hc/en-ca/articles/206423086-How-to-usethe-Admin-App-Video-
Table of Contents
Getting Started
Team Meeting
Team Funds
TeamSnap Tips and Tricks
EPACT
Other Manager Duties
Team Information
Tournaments
Exhibition Games
Player Movements
Important Dates 2016 Lax Season
Checklist for Re-Scheduled Games
Contacts:
2016 ALA Executive
2016 Division Coordinators
2016 Commissioners
Forms:
ALA Medical Information Form
ALA Code of Conduct Form
ALA Team Jersey Sign-out
Team Roster
ALA Team Balance Sheet
Form 100B Team Information Form
ALA Release for Use of Images Form
Baseline Concussion Testing Information Sheet
GETTING STARTED
The purpose of this manual is to provide backup documentation, resources and a step-by-step guide to assist new and
returning managers in handling their team throughout the season.
First Things First
 Prepare a team roster complete with parent names, contact (cell if possible) numbers and email addresses
(see Forms section or download excel spreadsheet from website)
 Check out available tournaments for your team – Write a list of dates, locations and costs to present as options.
(see Tournaments section)
 Set up TeamSnap
o TeamSnap is an invaluable tool for organizing your team during the season
o Automatically notifies players/parents of upcoming practices/games
o Allows coaches/managers to track player availability for games and practices
(This comes in very handy for games, so you know how many players you have showing up or if you need to
call in more players from a lower tier)
o Great system for team communication through system Message function
o Cost is minimal and should be covered by the team fund
(see TeamSnap Tips section)
 Set a date for your first team parent meeting
o Call it a MANDATORY MEETING for parents/coaches ONLY
(Players can work on some drills or do some team bonding while you are talking with parents)
o Usually good to do this after or during one of the first few practices.
o Cover the important points you will need your parents to know for the season
o Write an agenda for your team meeting
 Keep the meeting on track and make sure you don’t miss anything
 Send your draft agenda to your coach for input
 Team Deposits
o This year a deposit will be REQUIRED (via post-dated cheque) for:
 Jerseys = $100 (to cover cost of replacement of any jersey not returned or damaged)
 Volunteer Hours = $50 (all families required to participate in team volunteer duties
(Ie. Score/timekeeping)
 Team Tote Deposit = $100 per team (to cover cost of equipment provide to team – please add to
your Team Fees)
TEAM MEETING




Running a team parent meeting is essential for the smooth operation of your team’s season.
When you send out the time for the Team Meeting, declare that it is a MANDATORY MEETING and that at least one
parent per player must attend.
The main purpose of this meeting is to set expectations for the coming season and fill some needed volunteer
positions for the team. Suggested positions include:
o Treasurer
 Collects all team fees
 Keeps track of team funds (see excel spreadsheet on ALA website, Manager Tab)
 Recommend that this person provide a statement of money collected and fees paid mid-season and
end of season. This can be emailed out through TeamSnap
o Emergency Coordinator
 Has access to ePACT information for team players and any copies of paper medical forms for any
player not on ePACT (brings to each game/practice)
 Has access to a cellular phone and calls 911 for an ambulance when instructed to
 Knows address of arena or box location to give to the 911 operator
 Waits for ambulance at entrance and directs the personnel to the injured player
o Game Day Coordinator
 Responsible for filling out score sheet with team roster and coach information
 Hands out score sheet to visiting team manager for home games and for away games be available at
the arena to receive score sheet from the opposing team manager
 Ensures that the parents assigned to time and score duties are there and know how to fill out the
score sheet properly
 For games the your team wins, the game day coordinator is responsible to take a photo or scan of
score sheet and email it to the division commissioner within 24 hrs. They must then mail the white
copy to them (manager will provide you with the address and email required)
o Fundraising Coordinator(s)
 Organizes all fundraising opportunities
o Tournament Coordinator
 Applies/books tournaments online if not already done by manager
 Gets cheque from team treasurer and mails in with roster and t-shirt sizes (if requested) to confirm
booking with the tournament host
 Book a block of hotel rooms at a team rate for out of town tournaments
 Email team through TeamSnap with hotel information and deadline date for parents to book their
room at the team rate
Other optional volunteer roles:
o Social Coordinator
 Organizes year end wrap up and any other get together social events throughout the season
 Recommend a pot-luck activity at the beginning of the season for families to get to know each other
and for the players to meet outside of the arena. This is often coordinated with a bottle drive or
other fundraiser event.
o Jersey Parent
 Responsible for collecting, washing and bringing jerseys for each game
o








Hydration Coordinator (if the coach wants team water bottles)
 Responsible for collecting, washing and bringing team water bottles to each game
Other IMPORTANT volunteer roles:
o Door Personnel
 Needed behind the bench to open an close the doors for line changes
 Novice divisions and below must complete the door personnel online course
http://www.lmmlc.ca/doorperson.html
 ALL door personnel for Peewee divisions and above must be a certified coach
 NOTE: it is the coach’s responsibility to select Door Personnel but the Team Manager needs to know
to add them to TeamSnap and Form 100B
o Score and time keepers (typically rotated through all parents)
 Works the clock and fills our score sheet during home games
Remind parents that “many hands make light work” and that the kids do notice parents working together, which
brings the whole team together for a more positive season
Explain how TeamSnap and email will be used for communication. Stress the importance of parents checking their
emails and filling out their availability for upcoming games on TeamSnap
Have parents verify or add to roster that you have prepared, making sure that all the contact info is correct and they
have given their preferred email and contact number.
Print out copies of your agenda and hand out the parents so they can follow and makes notes as you go through the
points
Make sure the coach is aware that there will be a portion of the meeting where he should address the parents to
discuss team goals, expectations, rules etc.
Make sure that you takes notes as you go, writing down who has volunteered for each position and other important
info
After the meeting add your notes to the agenda (maybe in red) and email out to the parents so they have a record
of what was discussed
TEAM FUNDS




Throughout the season the team will encounter costs that parents are responsible for paying. These fees can either
be paid by a nominal fee per player, fundraising or a combination of both.
Some of the costs you can expect for the team are:
o Team Tote Deposit $100/team (to cover costs of team equipment provided)
o TeamSnap monthly cost (roughly $8 USD/month, for 3-4 months)
o Tournament Fees
o Officiating Fees for exhibition games (if applicable)
o Floor time fees if additional arena practices above and beyond your schedule if requested by the team
o Non-Parent Coaches (if applicable) – see ALA Operating Policies for expectations
o Warrior wear (matching shirts, jackets, etc. can be ordered as a Team Order through Extreme Thread link on
the ALA website)
o Season wrap-up party/coaches gifts
Your fundraising coordinator would be in charge of organizing fundraising events
Some fundraising options might include:
o Bottle drives
o Pub night
o Goal Pig


It is recommended to collect team fees per player up front to cover the essential costs such as tournament fees,
TeamSnap, provincial playoff fees (if applicable). Then if the team chooses to fundraise, that money can go towards
extras such as Warrior wear or social events. In otherwise words don’t rely on fundraising to cover necessary costs.
Tournament fees are required very early in the season so make colleting the team fees a priority.
TEAMSNAP TIPS AND TRICKS
One of the first things the Manager should do is set up the TeamSnap site for their team. TeamSnap is a very easy way
to keep the team connected and up-to-date.







Sign up at www.teamsnap.com
Choose a Plan – The Basic $7.99 USD/month plan is recommended. Email reminders and Availability functions are
two great features that make this price very worthwhile!
Enter basic the player information (name, email, phone number, jersey number) into TeamSnap, and parents can
then add any extra emails, phone numbers and photo by using the player edit function.
Once you have added your players into your roster, make sure to invite them to the team. There is usually a prompt
that comes up for this
Use the Schedule feature to add all practices and games as they are booked
o To use the map feature be sure to add the correct address of the arena in the location section
o This is easily done by going to the LMMLC website arena links page and then copy and pasting the address
into the add new location area
o Always click the Notify Team box at the bottom when adding events. This will send out an email notification
to your parents and then there are no excuses for not knowing about an event
Let parents know how they can use TeamSnap
o They need to accept the TeamSnap invitation and create an account (free for parents)
o Edit their own player’s profile (add extra email, phone numbers, photo, etc)
o Remind them to always mark player availability for games and practices. Warn them of imminent
harassment from you if this is not done regularly
Use the email feature to email the team, or individual players and let parents know they can also use the email
feature to send out messages to the team or individuals, in case they need to arrange carpooling or have lost some
equipment, etc.
ePACT System
This season ALA is going paperless and has implemented the ePACT system to maintain all Emergency Contact and
Player Medical information. ePACT is an on-line, highly secure emergency system that can provide accurate, up-to-date
and legible information in an unexpected situation. ePACT maintains the same level of security and privacy as online
banks to ensure the safety of information, while limiting access to only authorized administrators.
As a Team Manager – you will be provided access to your team’s player information, along with the coaches.
Information will be accessible through an APP available on your phone or tablet. Please access the short video on how
to set up the APP (https://epactnetwork.zendesk.com/hc/en-ca/articles/206423086-How-to-use-the-Admin-App-Video-.
OTHER MANAGER DUTIES
In addition to all the jobs that you can have parents help with there is always more that need to be done throughout the
season. Here is a list of some typical extra duties for you to be aware of. More things may come up, but this is a good
general LIST








Oversight of Team Duties
o Make sure the duties you have delegated to other parents are getting done
o This does not mean you need to “micro-manage” or give constant reminders, but check in with them and
have them cc you on important info emails
Form 100B Insurance Form completion
o You will need to gather the relevant information from your team coaches, managers, door personnel, etc.
to complete the Form 100B for the team (See forms section)
o Form 100B information MUST BE to the ALA Secretary by April 22, 2016. (see ALA Executive Contact list)
Commissioner Communication
o A Commissioner from the LMMLC will be responsible for your Division
o They will send you an e-mail with league information and where to send the game sheets
o They must be notified when games are being scheduled/rescheduled
o You should also notify your Commissioner as soon as you confirm your attendance at a tournaments
Team “Cheer” Cards
o Create wallet size cards with player info (name, number, contact info, parents names)
o This is especially helpful for younger teams, so parents have a cheat card to remember each other’s names
o You can ask around to see if another parent would do this job
Time and Score Schedule
o For all home games the team is required to supply a time and score keeper
o You should assign all team families to this job on a rotating basis (except coach and manager families, they
have enough responsibility already). This facilitates families contributing to their volunteer expectations.
o Remind parents that it is their responsibility to find a replacement if they cannot make their schedule
game
Opposing Team Communication
o At the start of the season, the League Commissioner will send you a contact list of all the teams in your
division. Use this to communicate regarding TBR/conflict games. Many commissioners also ask that you
confirm the games with the other team in advance, and a quick email is always good just in case
TBR/Game Conflict Rescheduling
o Once the game schedule comes out, you may see some “TBR” (To Be Rescheduled) games
o If it is a home game, it is YOUR responsibility to contact our Floor Allocator/Scheduler for some open floor
time slots that you can offer to the visiting team (see Contacts section)
o If the visiting team cannot make any of your suggested time slots and you have made a reasonable effort
to accommodate (usually three different times) the commissioner may step in to facilitate a resolution
o Once a new game time is agreed upon, make sure to notify the Commissioner, the Scheduler and the
Referee Coordinator (see Contacts section)
TeamSnap Maintenance
o Adding/changing practices, games, team events
o Emails to the team for various situations/events
o Checking player availability for practice and games, and letting the coach know how many players are
coming


Communication with Coach
o The ultimate responsibility for the team lies with the head coach, so it is a good idea to discuss with them
everything you plan to do with the team
o Have clear communication as to how much/how little info or input he/she wants into the daily running if
the team
o Always check TBR and conflict scheduling with the coach first to make sure they can make the proposed
times
Conflict Resolution
o If parents have questions/issues regarding the team, the coach or other players they should typically come
to you
o Some coaches prefer parents to come to them directly, so discuss this with your coach ahead of time, and
communicate the team’s protocol at the team meeting
o Parents should be reminded of the “24 hour” rule. Before discussing or proceeding, they should wait a 24
hour “cooling off” period to think about the issue
o When parents come to you with an issue, relay it to the coach and they can decide how to proceed.
o If it is an issue about the coach and you are not comfortable discussing it with them, please contact the
ALA Head Coach (see Contacts section)
TEAM INFORMATION




Once you have your updated roster list (from the Team Meeting) from your parents and your jersey numbers are
assigned, please send the list to the ALA Registrar (see Contacts section)
Include on the roster a list of the team officials (head coach, assistant coaches, manager)
This is very important information that will be forwarded by the registrar to the BCLA to register your team. If
there are any disputes during the season or in provincials regarding which players are assigned to your team, this
is the information they will have on their record.
See Forms section for an example!
TOURNAMENTS







A tournament schedule will be provided by BCLA (it can be found on BCLA’s website at:
https://bcla.imeetcentral.com/bcla/doc/1935882/w-Boxtournamentsbc)
Provide a list of tournament options for the parents and coaches to decide upon. Find out the head coach’s
preference (top 3) first and keep in mind that for PeeWee and above divisions there are provincial playoff
tournaments in July that may be out of town
Email list of potential tournaments to parents and ask them to be prepared to discuss and choose at the team
meeting
Teams are responsible for funding their own tournament entry fees, travel costs, etc. so make sure to build these
into your team fee plan
Tournaments can book up very quickly, so be sure to apply/book online as soon as possible for all the ones you think
your team may be interested in
Once you or your tournament coordinator have booked online, those associations typically contact you with a
request for entry fee payment to secure your spot
Once you have confirmed your tournaments, contact ALA Floor Allocator/Scheduler ASAP with the dates, as you
may need floor time to reschedule league games that may be missed while at a tournament
EXHIBITION GAMES

If you would like to arrange an exhibition game for your team, you should:
o Contact the ALA Floor Allocator/Scheduler who will advise you of any available floor time
o Contact the ALA Referee Coordinator as you will be required to have properly carded referees
o NOTE: Your team will be responsible for covering the cost of the floor time and the referees
PLAYER MOVEMENTS





Only registered players may participate in ALA games and practices. Athletes not yet registered are not allowed on
the floor or in the outdoor box until officially registered by the ALA registrar.
Please direct any interested new potential players to the ALA Registrar to answer any questions
This also applies to registered players that wish to withdraw from your team. They may contact the Registrar or ALA
Treasurer to enquire about refunds.
Sometimes throughout the season it becomes necessary to “borrow” a player from another team. There are several
rules surrounding this as set out by the BCLA. Here are the basics:
o With the permission of their coach, players are allowed to play up in their own division as follows
 A2 players may play for an A1 team
 B players may play for an A1 or A2 team
 C players may play for any higher caliber team
o With the permission of their coach, players are allowed to play up one division as follows
 A players can only play for an A team in the division higher
 B players may play for A, B or C teams in the division higher
 C players may play for A, B, or C teams in the division higher
o NOTE: Once a player has played five games up, he/she is not eligible to return to his/her original team
during that season. The player will remain with team they played their fifth game with for the balance of
the season
Any player movements should be coordinated by your coach. You will need to:
o be aware to make sure they get added to the game sheet if they are joining your team
o keep track of how many times any particular player has played up
o NOTE: you don’t want to lose a player from your team because it went unnoticed that another team has
called them up five times.
IMPORTANT DATES - 2016 LACROSSE SEASON
Date
April 2nd, 2016
April 11th, 2016
April 22nd, 2016
May 1st, 2016
May 7th, 2016
May 9-15th, 2016
May 12th, 2016
June 12th, 2016
June 13-26th, 2016
June 20th, 2016
June 21-July 3rd, 2016
June 26th, 2016
June 27-July 10th, 2016
July 6-10th, 2016
July 16-20th, 2016
July 20-24th, 2016
July 21-24th, 2016
July 7-16th, 2016
September 2016
Oct 14-16th, 2016
Nov 22nd, 2016
Event
2nd Annual ALA Association Bottle Drive Fundraiser
Season Starts (all divisions)
Deadline for Form 100B information to ALA Secretary
Deadline for ALA to submit Form 100B’s/Fees to BCLA
Deadline for player transfers between teams at the same division
TIERING BREAK (all divisions except Mini-Tyke, Tyke, Female
ALA Team and Individual Photo Night at MSA 6pm (schedule to follow)
Regular season ends (Midget)
Midget Playdowns
Regular season ends (Bantam)
Bantam Playdowns
Regular season ends (PeeWee)
PeeWee Playdowns
Midget Provincials – Coquitlam
Bantam Provincials – Vancouver
PeeWee Provincials – Richmond
BC Summer Games – Abbotsford (Midget)
U19 Men’s World Championships - Coquitlam
ALA Annual General Meeting
BCLA Annual General Meeting
LMMLC Annual General Meeting
CHANGES TO GAMES/PRACTICES & TOURNAMENTS
TEAM
PRACTICES
X
FLOOR
ALLOCATOR
X
REFEREE
COORDINATOR
OTHER TEAM
DIVISION
COMMISSIONER
* if you don’t use
your time, can be
given to another
team
TBR GAMES
(Home Team)
X
X
X
X
X
*Need to find
anther game space
and release
conflict time
* Need to find new
refs and cancel
conflict game refs
*Provide them
with new time slot
and location
* Advise of changes
TBR Games
(Away Team)
X
X
* Let team know
about new time
and location
*Advise if new
game conflicts with
a practice time
space can be given
to another team
(Home team
should be advising
Commissioner)
Prior to Games
X
*Confirm time and
location – best to
do for both home
and away games
Tournaments
X
X
X
X
X
*Let team know
times and
locations
* If you are not
using your practice
slot it can be
released
*Only if you need
to cancel a HOME
game due to a
conflict
*If you need to
TBR a game since
you are in a
tournament
*Advise
Commissioner or
tournament
locations and dates
ALA Executive Contact List
Executive Position
President
VP (PeeWee-Midget)
VP (MiniTyke-Novice)
Treasurer
Secretary
Registrar
Floor Allocator/Scheduler
Referee Coordinator
Head Coach
Assistant Head Coach
Equipment Manager
Name
David Goulet
Rick Kampf
Craig Campbell
Kia Hamilton (acting)
Leslie Allan-Reed
Kia Hamilton
Clare Ellison
Heather Gray
Dean Rasmussen
Ian Levings
Stacey Cap
Phone
604-614-4160
604-340-8943
604-374-0478
778-908-0598
604-897-6439
778-908-0598
604-614-5094
604-615-1174
604-851-5648
604-309-4628
E:Mail
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
ALA Division Coordinators
Division
Mini-Tyke to Novice
PeeWee to Midget
Name
Craig Campbell
Rick Kampf
Phone
604-374-0478
604-340-8943
E:Mail
[email protected]
[email protected]
2016 LMMLC Division Commissioners
Division
Head Commissioner
Midget A1/A2
Midget B/C
Bantam A1/A2
Bantam B
Bantam C
PeeWee A1/A2
PeeWee B
PeeWee C
Novice A1/A2
Novice B
Novice C
Tyke (in League)
Tyke (in House)
Mini-Tyke (in League)
Mini-Tyke (in House)
Name
E:Mail
Mary Clare
Sandy Pace
Gord Miller
Trish Keizer
John Duncan
Laurie Wortley
Ceayon Johnston
Graham Ahara
Jim McIntosh
Victoria Hatch
Mike Ortutay
Rose Van de Leur
Tamara McMinn
Clare Ellison
Ginette St. Amaud
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
FORMS SECTION