HANNA AND DISTRICT MINOR
HOCKEY ASSOCIATION
Policy and Procedures Handbook
April 30, 2014
Version 4
Handbook Table of Contents
Handbook Table of Contents ................................................................................................................2
1.0
ASSOCIATION GOVERNANCE ...................................................................................................3
2.0
FREEDOM OF INFORMATION AND PRIVACY PROTECTION ACT (FOIPPA) ..................................4
3.0
DIRECTORS AND OFFICERS OF THE HMHA ..............................................................................4
4.0
RESIGNATION OF AN EXECUTIVE COMMITTEE MEMBER...........................................................7
5.0
REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER .................................................................7
6.0
HMHA BOUNDARIES ...............................................................................................................7
7.0
HMHA CODE OF CONDUCT AND ETHICS ..................................................................................9
8.0
HMHA CONFLICT OF INTEREST ............................................................................................. 11
9.0
HMHA FINANCES .................................................................................................................. 11
10.0
HMHA PURCHASING (HMHA Equipment, Uniforms, Consumable Supplies, etc.) ........................ 13
11.0
HMHA ICE ALLOCATION AND RENTAL ................................................................................... 14
12.0
HMHA REGISTRATION PROCESS ........................................................................................... 15
13.0
HMHA REGISTRATION REFUND POLICY ................................................................................. 17
14.0
HMHA INSURANCE POLICY .................................................................................................... 17
15.0
HMHA PLAYER EXTERNAL MOVEMENT POLICY ....................................................................... 20
16.0
HMHA PLAYER INTERNAL MOVEMENT POLICY ....................................................................... 20
17.0
HMHA PLAYER SELECTION POLICY ........................................................................................ 20
18.0
HMHA COACH SELECTION POLICY ......................................................................................... 21
19.0
LOGO, EQUIPMENT, COLOURS AND INSIGNIA ....................................................................... 21
20.0
PLAYER DRESS CODE ............................................................................................................ 21
21.0
PLAYER TRANSPORTATION POLICY ....................................................................................... 22
22.0
ASSOCIATION FUNDRAISING ................................................................................................ 22
23.0
TEAM FUNDRASING AND FINANCIAL ACCOUNTS .................................................................... 23
24.0
ADDITIONAL TEAM OPERATION FINANCIAL RESPONSIBILITIES ............................................. 24
25.0
TEAM PARTICIPATION IN HOCKEY ALBERTA PROVINCIALS .................................................... 27
26.0
TEAM VOLUNTEER ROLES AND RESPONSIBILITY ................................................................... 27
27.0
EXAMPLE OF TEAM RULES..................................................................................................... 29
28.0
PROTESTS AND APPEALS ...................................................................................................... 31
29.0
MEMBER SENTIMENTAL REQUESTS ....................................................................................... 31
30.0
ASSOCIATION MEETINGS OF INTEREST ................................................................................ 32
Document History ............................................................................................................................. 33
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1.0
ASSOCIATION GOVERNANCE
The Hanna and District Minor Hockey Association (also referred to as the HMHA in this
document) is incorporated under the Societies Act of Alberta and operates under the governance
of its Objects and By-Law document registered with the Province of Alberta Registries and this
Policy and Procedures Handbook in conjunction with any League affiliated Memberships, Hockey
Alberta and Hockey Canada guiding requirements.
As stated in the HMHA approved by-laws, the by-laws of the Association may be rescinded,
amended, altered, or added to by a majority vote of the members present at any annual meeting
or a special general meeting called for that purpose. All new by-laws must be presented in
writing to the Executive prior to the Spring General Meeting for discussion and voted on at the
Fall General Meeting. Voting must be in person and proxy voting representation will not be
allowed. In the event a player is over the age of majority he/she will have the voting power of
their membership, but only they or their parents/guardians may exercise that voting power at
any one time.
As the Executive Members are nominated / elected from and by the Members of the HMHA the
decisions of the Executive Committee are considered as though they are speaking for the whole
association and will be supported by all members. Any member(s) who do not agree with the
decisions have the option to Appeal the decision in writing to the executive, recommend a
solution and have it brought forward at the next Executive meeting for discussion and review. If
no reasonable solution is provided or able to be easily found, the executive may refer the matter
to the next general meeting or special meeting called for the Association Membership.
This HMHA Policies and Procedures Handbook will be reviewed by the President and Two other
Association members at a minimum every year with any changes / updates communicated to the
membership by mail, or email, or posted announcement (Arena during the season or Newspaper
during the off season) or other normal communications methods.
Should there be discrepancies between this handbook and the official associations minutes, the
contents of this book will be superseded by the official minutes of the HMHA. In the event of any
discrepancies between this Handbook and the Associations Bylaws, the Bylaws will supersede the
contents of this handbook.
Members can recommend changes or additions in writing to the HMHA Executive Committee at
any time but the discretion to complete the policy update and forward to the association for
review and approval lies with the Executive Committee. It is expected that no sections of this
document will be reviewed and changed at any critical times during the association’s processes.
For example, a request to change the Registration procedure would not be considered for review
until after Registrations have been completed unless brought forward at a time that allows the
process to be completed and approved before the registration process begins.
The Association Membership will have 30 days to review and comment on the changes to the
Policy and Procedures Handbook. At the end of the notice period the executive will approve the
change if no one objects. All objections must be expressed in writing to the President and will be
reviewed by the executive. If valid objections occur - the Executive will review the changes
requested and may choose to send a revised item out to the association membership for review
after additional changes or address the concerns and manage the changes at a next general
meeting.
All association documentation will be stored for 3 years or as required for reporting purposes
either in an electronically or paper formats. This includes but is not limited to, meeting minutes,
historical documents, letter of complaints, results of any disciplinary actions, liability sensitive
incidents.
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2.0
FREEDOM OF INFORMATION AND PRIVACY PROTECTION ACT (FOIPPA)
The FOIPPA of Alberta identifies that all personal information from all members will not be shared
for any other reason than purposes required for the HMHA organization. When a Parent or
Guardian signs the Registration form the player is registered with the HMHA and parental or
guardian permission is granted to the HMHA to allow organizational and promotional activities
associated with HMHA activities.
All personal information shared by a member with team volunteers will be managed as per the
separate Information Management Policy mandated by Hockey Alberta. This policy will be posted
on the Association Website for all members to access. Any comments, questions or concerns will
be forwarded directly to the Association President. They will be ultimately responsible for all
aspects of Privacy Policies. The President may delegate this role to a volunteer Privacy Officer but
they will be the designate as required by the separate Association Policy.
3.0
DIRECTORS AND OFFICERS OF THE HMHA
The Association shall be managed by a committee of members who shall be known as the
Executive and shall consist of the following officers and directors: Past President, President, Vice
President, Secretary and Treasurer. Directors as necessary to manage the ice scheduling,
equipment, public relations, Ways and Means, Referee in Chief, Coach Coordinator and Registrar.
In addition, the Executive shall have not less than three (3) Directors and not more than ten (10)
Directors.
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One member may hold the combined office of Secretary/Treasurer.
The officers and directors shall be elected annually at one of the Two Annual General
Meeting of the Association.
Any officer or director who absents themselves without cause from three consecutive
Executive meetings shall ipso facto vacate his office.
The Executive Committee may fill any casual vacancies occurring in the Executive.
No officer, director, or member, shall receive any remuneration for his service, except
that an officer, director, or ordinary member may be paid for special and specific
duties. If the payment is approved by a majority of the members voting at any
Annual General Meeting, or at a special meeting, held prior to the performance of
service.
All Organization Volunteers shall train, orient and mentor their successor
PRESIDENT:
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The President is responsible for supervising the organization, planning, administration
and management of the club, provide leadership and oversee the smooth operation of
the Association.
Acts as the chairperson for all club meetings.
Establishes committees and appoints chairpersons as necessary. He/She must also
liaise regularly with the chairpersons to monitor their activities.
Liaise with the League, Provincial and National Associations
Ensures the smooth flow of information from members to the board and vice versa.
VICE PRESIDENT:

The Vice President is to assist the President as required, and be capable of fully
assuming his/her duties in the event of the President’s absence.
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SECRETARY:
 It shall be the duty of the Secretary, or Secretary/Treasurer, to attend all meetings of
the association and of the Executive, and to keep accurate minutes of the same.
He/She has the charge of the seal of the Association, which seal when ever used shall
be authenticated by the signature of the Secretary or Secretary/Treasurer and the
President, or in the absent of either, by the remaining one, and the Vice President. In
case of the absence of the Secretary, his/her duty shall be discharged by such
member of the Executive as may be appointed by the Executive. The Secretary shall
also keep a record of all members of the Association, their addresses and send all
notices of the various meetings as required.
TREASURER:

The Treasurer or Secretary Treasurer shall receive all monies paid to the Association
and shall be responsible for the deposit of same in such recognized financial
institution as the Executive may order. He/She shall properly account for all the funds
of the Association and keep such books as may be directed. He/She shall present a
full detailed account of the receipts and disbursements of the Association to the
Executive whenever requested, and shall prepare for submission to the annual
meeting a statement duly audited as hereinafter set forth of the financial position of
the society, and submit a copy of the same to the Secretary for the records of the
Association.
ICE SCHEDULER:

It shall be the duty of the Ice Scheduler to attend all meetings of the association and
of the executive and to schedule all game and practice times for HMHA teams. He/She
shall follow up on ice use by teams and ensure full utilization, as well as distribute
extra available ice fairly among minor hockey teams. The Ice Scheduler shall follow
up on complaints by ice users and reports to the President.
WAYS AND MEANS DIRECTOR:

The Ways and Means Director shall co-ordinate all fund raising functions for HMHA
(raffles, casinos, provincial tournaments). He/She shall also arrange for temporary
volunteers to assist with HMHA projects. He/She shall arrange for HMHA team
photos, assist with grant applications, co-ordinate concession support staff and
reports on concession issues. Reports to the President.
PUBLIC RELATIONS DIRECTOR:

The Public Relations Director shall ensure hockey constantly remains in the public eye.
He/She shall create a website and/or maintain the content of the HMHA website. In
addition he/she shall co-ordinate all advertising for HMHA which may include:
registration, annual general meetings, special meetings and special events. He/She
shall also post relevant articles on the website and arena bulletin board and
encourages the teams to post current statistics. Reports to the President.
REFEREE IN CHEIF:

The Referee-In-Chief shall ensure proper accreditation of HMHA referees, perform
routine assessments on Hanna referees and provides constructive feedback. He/She
shall arrange referee clinics, investigate referee incidents and complaints and assign
referees for all HMHA games. The Referee-In-Chief may recruit and assign additional
assignors to help with the scheduling of games. Reports to the President.
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COACH COORDINATOR:
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The Coach Co-coordinator shall set up and organize team tryouts which will include
recruiting of player evaluators, working with the ice scheduler to setup a schedule and
working with the coaches to determine their player change if required. He/she shall
be a member of the coach selection committee and will also be the “report to” for
parent liaisons. Any issues reported by the Parent Liaison process will be forwarded to
the President and detail actions that will be taken. The coach co-coordinator shall
participate in the coach/manager meeting at the beginning of the season. Reports to
the President.
REGISTRAR:
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The Registrar shall keep a record of all members of the Association and their
addresses.
Shall collect and receive the annual membership fees levied by the Association, such
moneys to be promptly turned over to the Treasurer or Secretary/Treasurer of the
Association for deposit in a recognized financial institution as hereinafter required.
Shall maintain an updated registration list during the fall registration period. This list
must be sorted by division and made available by email to the President and Coaching
Coordinator as it changes.
Shall coordinate the registration of all teams with Hockey Alberta and Hockey Canada.
Shall be responsible for all data entry into the Central Alberta Hockey League
registration web by the league deadlines.
Shall be responsible for requesting travel permits, tournament sanctions and all
Special Event Permits from Hockey Alberta.
EQUIPMENT MANAGER:
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The Equipment Manager is responsible for all equipment matters of the HMHA. They:
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Shall monitor the HMHA equipment inventory providing feedback to the President for
planning and budgeting replacement inventory as needed.
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Shall coordinate all equipment related purchasing for the HMHA.
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Shall identify equipment that needs to be repaired and manage the repair process.
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Shall work with equipment suppliers to ensure that any equipment that has been
ordered is delivered as requested and on time.
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Shall manage the security processes of the storage facilities for the HMHA and will
assign lockers and locks to each Team as required.
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Shall distribute, maintain and collect all equipment; water bottles, pucks, puck bags,
cones, first aid kits, etc. to and from assigned Coaches or Managers only for all HMHA
activities.
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Shall maintain a record of equipment distributed to all teams.
BOOTH CO-ORDINATOR:
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The Booth Co-coordinator (1 or more) shall be in charge of the ordering and pricing of
food and drink in the concession. He/She shall review monthly income statements to
ensure profits to the association. Reports to the Ways and Means Director.
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PARENT LIAISONS:
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4.0
The Parent Liaisons will be selected at each coach/parent meeting at the beginning of
the season. The Parent Liaisons will attend the executive meetings to give oral
reports on their team. It is the responsibility of the parent liaison to deal with team
issues at the team level. He/She shall forward concerns from a parent/player/team
official to the appropriate personnel. Parent Liaisons shall be non-carded members of
the team. If resolutions cannot be resolved at the team level it is the responsibility of
the Parent Liaison to report to the Coaching Co-coordinator.
RESIGNATION OF AN EXECUTIVE COMMITTEE MEMBER
Members of the Executive can resign their position by providing the President and
Secretary with written notice of their resignation. The effective date of the resignation
shall be 30 days after the President receives the resignation, so that the Executive will
have an opportunity to elect or appoint a replacement.
5.0
REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER
A member of the Executive Committee shall be relieved of their duties and removed as a
member of the Executive Committee upon a 75% of majority vote of the Executive on
the basis that the Executive member is doing an unacceptable job that can not be
corrected, or bringing HMHA into disrepute. The individual will be given the opportunity
to resign prior to this vote being completed as per section 4.0.
6.0
HMHA BOUNDARIES
The boundaries of the HMHA are established through negotiation with all adjacent Associations,
all affiliated leagues and approved by Hockey Alberta. The currently approved boundaries will be
posted on the Association Website in the Operations Handbook (see following page).
The executive of the HMHA will manage and interact with these entities as required to secure a
place for all registered players to play.
Negotiation of multiple association combined teams will be considered as a solution to low team
registration numbers for the HMHA.
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7.0
HMHA CODE OF CONDUCT AND ETHICS

All members and participants, involved in any and all HMHA activities and events, shall
conduct themselves in accordance with standards of behavior set out in the HMHA Code of
Conduct and Ethics and as mandated by Hockey Alberta and Hockey Canada.

The Executive reserves the right to reject membership in such cases where a previous
record of behaviour unbecoming a member of the Association has been evident.
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Membership in the HMHA is a privilege not a right and may be revoked at any time to any
individual who has been deemed by the Executive to be in contravention of any of the
code of conduct policies or any abusive verbal or physical behaviour towards another
member of the HMHA. Such action shall be initiated at the President’s discretion or as a
result of recommendations of the Executive Committee after a majority vote of the
Executive Committee.
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Any suspended Member can ask the Executive Committee in writing to be reinstated after
120 days from the start of the suspension.
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The HMHA will have a “Zero Tolerance” position towards harassment, initiation rites or
hazing and bullying as per the Hockey Alberta and Hockey Canada Policies. The HMHA
Members, Players and Team Volunteers will act immediately upon witnessing this activity or
receiving a complaint. Once confirmed, any Player, Team or Association Volunteer having
been party to shall be automatically suspended. The suspended individuals will not be
allowed to participate in any hockey activities until the suspension is dealt with at the next
Minor Hockey Executive Meeting.
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The HMHA will have a “Zero Tolerance” position towards the use of drugs or alcohol during
any of its activities. Therefore the HMHA does not consent to the use of drugs or alcohol
before, during or after any activity by any player. As ambassadors for the Town of Hanna
and the Hanna Minor Hockey Association good behaviour is expected whether at home or
on the road. The HMHA and Team Volunteers will act immediately upon receiving a
complaint of incompliance. Any player that has consumed drugs or alcohol will be
suspended immediately and will not be allowed to enter any dressing room, players’ bench,
or penalty bench, and may be asked to leave the arena altogether. If the parents are at
the event, the player will be turned over to their care or they will be contacted to arrange
for supervised care of the player. The suspended player will not be allowed to participate in
any hockey activities until the suspension is dealt with at the next Minor Hockey Executive
Meeting.
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Any team fundraising or other team function that requires the purchase of a liquor licence,
must exclude any and all players as mandated by Hockey Alberta policy.
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All participants will ensure that any electronic devices or portions of a device that are
capable of taking digital or photographic still pictures, sound or video recordings (I-pods,
cameras, cell phones, etc.) are not used in the dressing rooms at any time. Any abuse of
this policy will result in a review by the Executive Committee for further actions /
suspensions and possibly turn over the complaint to the RCMP for further review.
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In order to participate in Hockey Alberta and League activities the HMHA Membership
agrees to honour and support any governing body policies, procedures or suspensions that
apply to any members of the HMHA. The HMHA Executive will review any reported
incident(s) involving its members; but will not take any permanent action against any
member until such a time as all governing bodies have ruled. This includes any Hockey
Alberta, Associated Leagues rulings or police agency investigations. The HMHA Executive
Committee reserves the right to review and temporarily suspend any member under review
and after the review to apply additional penalty or suspension for any incident during a
sanctioned event.
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Any parent having a complaint about the coaching and or treatment that a child is
receiving shall report this to the Parent Liaison of their team and try to resolve the issue.
If this cannot be resolved within the Parent Liaison’s abilities refer to section #28; Protests
and Appeals for proper routing of problems.
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No member of the HMHA will publicly, in a direct or indirect manner, criticize players,
Coaches, Officials, Volunteers and Parents in any setting print publication or electronic
media avenue (blogs, social media sites, etc.). Doing so may result in suspension of
membership rights until it is addressed at the next Executive Meeting.
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Parents and Guardians will communicate promptly and completely with the Team Manager
and Head Coach regarding diagnosis by registered medical practitioners treatment and
management of the athlete’s medical and psychological problems. Consider the athletes’
future health and well being foremost when making decisions regarding a time frame for
return to playing or training.
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Parents and Guardians will let the Team Volunteers manage their child’s team on and off
ice activities. Organized League hockey is competitive and exciting. Coaches must have the
latitude to make decisions for the best interest of the team without fear of reprisals from
parents. The HMHA Executive supports each Coach’s Philosophy and presented team rules.
The Coach has the responsibility of running his or her game strategies and managing the
overall individual and team development for the season.
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If concern or problem develops the HMHA Executive allows parents to respectfully address
their concerns with the Parent Liaison and the Team Volunteers. Follow the 24hr rule and if
the Parent does not get a satisfactory response they have the option of putting it in writing
and deliver it to the Parent Liaison. No problems will be addressed further under unless
they are received in writing first. If resolutions cannot be resolved at the team level it is the
responsibility of the Parent Liaison to report to the Coaching Co-coordinator and then the
President and Vice President.
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When female and male players are playing on the same teams then there will be a process
to manage pregame, game and post game dressing and hygiene needs of the team players
in accordance with Hockey Canada’s recommendations. Whenever possible all female
players will dress and shower in their own designated areas. If this is not possible, there
will be a planned process for respectfully managing the changing and showering needs of
the team’s players. If at any time a female player will use the shower facility in the
common dressing room, then there will be a woman, preferably from the player’s
immediate family to supervise this process. Other alternatives can be considered as long as
one gender is not supervised during team activities by an opposite gender team volunteer.
This process will be clarified, addressed and/or managed in each team’s rules documents.
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8.0
HMHA CONFLICT OF INTEREST
Any Executive Member and all other Members of the Association are required to declare a
conflict of interest in matters where their vote could potentially result in their own personal
benefit - financially or otherwise. Any possible conflict of interest will suspend the voting rights
of the effected member for that item of business in such instances. The Executive shall make a
ruling where the question of a conflict of interest has been declared or arises.
9.0
HMHA FINANCES
The HMHA shall maintain a bank account(s) and an electronic accounting ledger. The following
is the intent of the association management of expenses:
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Whenever possible all expenditures shall be paid by cheque directly to the invoicing
supplier or reimbursed by cheque to the individual who completed the purchase with
the submission of an acceptable record of purchase and the completion of the HMHA
expense form. The approved form is included on the following page of this document.
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The President or their designated representative of the HMHA will be reimbursed for
travel and actual costs of additional expenses associated with meetings or training
sessions that are mandatory for the operation of the association. These will be
approved in advance by the President. These events will include but not be limited to –
all mandatory League, Hockey Alberta, Hockey Canada sessions and other sessions
deemed by the President as vital to the operation of the HMHA (examples - meetings
with adjacent associations, Executive / Team Volunteer Training and On Ice Officials
Training Sessions). All expense claims must be submitted with acceptable receipts
where applicable and with complete detailed descriptions on the HMHA Expense form
and submitted to the Treasurer for reimbursement.
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It is expected that usual signing authority for the HMHA Financial account(s) shall
reside with the President and Treasurer. All executive committee members can be
authorized to have signing authority as the executive committee chooses. In any case
any two of the above mentioned can authorize issuance of a payment.
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The HMHA Treasurer and the Ways and Means Director shall manage the Arena
Concession income and outstanding invoices with the assistance of the Booth
Coordinator and members at large as they require. They will report to the President
regularly with ongoing status updates.
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The financial accounts and records of the Treasurer shall be examined at least once
each year by 2 members of the association with adequate accounting knowledge to
complete an assessment. A complete and proper statement of the standing of the
books for the current year shall be submitted at the Fall General Meeting of the HMHA.
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All financial records will be stored by the Association for 7 years or as required for all
reporting requirements.
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10.0
HMHA PURCHASING (HMHA Equipment, Uniforms, Consumable Supplies, etc.)
The objective of the HMHA is that all purchases are preapproved at an executive committee
meeting or by the President and one other Executive Committee Member prior to any order
approval is provided to a supplier.
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The intent with respect to the purchasing activity is to obtain goods and services required
at the lowest possible cost consistent with quality and delivery requirements of sound
business practices. Factors to be considered in determining source of products and
services will include but not be limited to:
 Purchase Costs;
 Firmness of price (e.g. fixed or otherwise);
 Terms of payment;
 Length of warranty or period of free maintenance;
 Operating costs (e.g. spares, consumable items, fuel, water, electricity);and,
 The likely resale or disposal value of purchase.
 The benefits of utilizing the local suppliers
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With respect to payment, HMHA policy is that no payment shall be made in advance of
receiving the goods or services being purchased without specific executive committee
approval in advance of the order being placed with the supplier.
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Notwithstanding above, in recognition of the support extended to HMHA by businesses in its
community, HMHA shall support, to the extent of financially practical, those businesses
operating within its boundaries (local supplier). However, the competitive bid or price
solicitation process shall not be solely limited to such businesses. In any process it is
expected that the local prices may be greater than other quotes. That will not solely affect
the benefits of purchasing locally.
Additional considerations:
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Competitive quotations/prices must, be obtained for all purchases having an estimated
expenditure of $1,000.00 or greater whenever practical. Competitive quotations should be
obtained for purchases less than $1,000.00 to the extent practical.
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Quotations/tenders must be kept for at least thirteen (13) months after the end of the
financial year of purchase and the action taken (with reasons) must be documented by the
person undertaking the procurement.
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Any individual transaction having an estimated expenditure in excess of $3,000.00 shall
involve a motion at one of the two yearly general members meetings or special general
meeting called for that purpose. If required, additional technical expertise specific to the
purchase may be consulted, prior to any quotation or bid being solicited as deemed
necessary by the executive committee.
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The HMHA will not undertake to accept liability for the payment of any invoice where the
provisions of the procedures described in this policy have not been fully followed. In such
instances, individuals ordering the goods and/or services may be responsible for the payment
of the goods and/or services in question.
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All organizational purchases will be managed as identified in this section of this document
unless otherwise approved by the membership at any general meeting.
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11.0
HMHA ICE ALLOCATION AND RENTAL
The HMHA Ice Scheduler will manage and schedule ice access for all members of the HMHA.
The HMHA will, whenever possible, coordinate the ice schedule with the Town and Hanna and its
other users by the end of the current season for planning of the following season. Ice Scheduling
meetings need to happen prior to April 15th and September 15th each year to allow effective and
coordinated management of the ice scheduling planning and budgeting process.
He / She will ensure that each of the teams receives an equal opportunity for ice time for
practices and coordinate game times with the league schedulers as requested.
Weekly practice schedules will be established at the beginning of the year in cooperation with the
Town of Hanna and other ice users. Once confirmed it is expected that the schedule will be in
effect unless impacted by other users identified in advance by the Town of Hanna or calendar /
school holidays as communicated by the teams to the Ice Scheduler.
All planned activities for each weekend must be confirmed by each weekly deadline, usually no
later than Wednesday Mornings at 10:00. This is necessary to allow the Ice Scheduler time to
provide confirmed schedules to the Town of Hanna Recreation Department. Any cancellations to
the submitted schedule after that time may result in the HMHA being charged for that ice
anyway. Teams who cancel ice bookings or do not utilize their assigned ice after it has been
submitted will be responsible to reimburse the HMHA for the costs that result from the
cancellation at the discretion of the Executive Committee.
It is expected that one Member of each HMHA Team is responsible for arranging home ice
activities in coordination with the HMHA Ice Scheduler. Therefore only Team Managers and Head
Coaches of HMHA Teams are able to arrange additional practice ice or game times with the
HMHA Ice Scheduler. The HMHA Ice Scheduler will hold a planned Game but it must be
confirmed within three days or by the weekly deadlines that apply. In order to book the game
slot the expected team opponent must be identified at the time of booking. To Be Announced
teams will not be accepted to hold game slots.
Practice times may be cancelled or rescheduled in the event of tournaments, League Playoffs and
Provincial Playoffs at the discretion of the President and the Ice Scheduler.
One tournament for each division will be hosted yearly for Pee Wee, Atoms, Novice and Mite
divisions. The dates for the various annual tournaments will be identified as early as possible in
the season. Bantam and Midget teams may request dates for possible tournaments from ice
remaining after the league schedule is completed.
Renting of out of town ice for members of the association will be permitted for the following:

HMHA Executive Committee Members or as delegated will arrange and pay for two
conditioning ice sessions as available in adjacent communities for 2 weekends in the 3 –
4 weeks prior to the ice being available in our local arena. When requested by team
volunteers, ice sessions will also be considered for 1 week after ice is no longer available
if the team is scheduled into further games or tournaments.
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Out of town Ice for practices and / or games may also be considered if there is no ice
available locally and timelines do not allow delaying of the game. It would require
approval from the President prior to this being acted upon and would be considered if
Referees were available for the games.
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Any team volunteer or member booking ice directly with the Town of Hanna or any other
facility will be responsible for the costs associated with that booking. This may be waived
at the discretion of the HMHA Executive Committee.
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12.0
HMHA REGISTRATION PROCESS
Subject to registration numbers, the following levels of player divisions will be operated by the
Association:
Age as of
Levels
December 31st
Initiation Program(Mites)
Novice
Atom
Pee Wee
Bantam
Midget
4, 5 & 6 years of age
7 & 8 years of age and under
9 & 10 years of age
11 & 12 years of age
13 & 14 years of age
15, 16 & 17 years of age
The 8 and under program will be known as the Initiation Program and the players and teams at
this age level shall participate in the program as outlined by Hockey Canada. The Mites level will
be divided at the discretion of the President and Vice President. The preference is to divide the
players into 2 equal teams and participate in a town house league if feasible. If sufficient 6 year
old players are registered, then the recommendation of separate groups (4 and 5 yr olds in one
group and the 6 yr olds in the other) will be followed. The children at this level will play a
minimal amount of games (maximum of 10 - 12) in any season and there will be 3 - 4 practices
to each game scheduled. The emphasis at this level is fun and learning skills.
In an effort to encourage local Initiation Level Hockey, the Mites Division may request that the
fees for the Ice costs for one day home tournament be considered by the Executive Committee.
It may be approved at the discretion of the Executive Committee based on the financial status of
the association when the request is submitted.
The novice age players will play a maximum of 25-30 games per year. They will practice 2 - 4
times for every game, and the emphasis for the year again will be to have fun and learn skills.
The HMHA reserves the right to manage player numbers to maintain effective team sizes and the
safety of the players with in the recommended boundaries allowed by affiliated league and
Hockey Alberta policies / approvals. Parental or Guardian requests for player movement will be
considered but may not be able to be honoured based on safety or player numbers impacts to
the teams of the HMHA.
Registration fees shall be set by the current HMHA Executive and approved by majority vote at
the spring meeting of the association for the following season.
In the event that an alternate Registration Period is approved by the membership, the HMHA
Executive will recommend the future fees for approval at a General Meeting immediately before
the new Registration Period.
It is intended that Registration fees and fundraising efforts shall cover the costs of associations
operation in the current year and increases in yearly registration fees shall reflect the changes
operating costs and reductions in the fundraising amounts for the previous year.
The following process will be followed for player registration:

The time and place of registration and other necessary information will be advertised at least
one (1) week prior to registration in local media and regular communication routes used by
the HMHA.
15

The deadline for player registration is September 10 or as otherwise announced by email or
published by the HMHA Executive Members.

Payment in full must be made at the time of registration. Arrangement for post dated
payments may be made that are acceptable to the Treasurer and President as long as full
payment is completed by no later than December 31.

Any registrations made after September 10 or the announced deadlines will not be accepted
unless approved by the executive. Players that have a history of registering late risk not
being accepted.
There will be a non-refundable $100.00 late fee added to all registrations after September
10th and any late registrations must be paid in full with NO post dated cheques allowed. All
KidSport Registrations will be exempt from this late fee Policy.
Any mid season or late registrations, due to players moving into the Hanna Minor Hockey
area, will be looked at on an individual basis for approval by the executive, which may also
waive the late fee if they choose to.
If a cheque for registration fees is returned for Not Sufficient Funds, the parents have five (5)
Business days from notification to pay in full or make other payment arrangements or the
child may not be allowed on the ice until the fees are paid. A $25.00 fee will be added to
cover the banks charges for the NSF process.
If payments on an NSF cheque and/or outstanding balance are not made and the money is
not received in full before the season end (March 31) of the previous season, the family will
not be allowed to register for the next season until full payment is made. Registration for the
following season will be CASH only, in full, at the time of registration.
No child will be denied the opportunity to play hockey because of an inability to pay. The
Town Of Hanna and the HMHA shall supply and honour Kidsport applications. KidSport shall
consider all requests for fee assistance and guarantee confidentiality.





In the event that an alternate Registration Period is approved by the membership the HMHA
Executive will identify:

The time and place of registration and other necessary information will be advertised at least
one (1) week prior to registration in local media and / or regular communication routes used
by the HMHA.

The deadline for player registration will be announced by email or published by the HMHA
Executive Members.

Any registrations made after the Registration deadlines will not be accepted unless approved
by the executive. Players that have a history of registering late risk not being accepted.

There will be a non-refundable $100.00 late fee added to all registrations after the
Registration deadline must be paid in full with NO post dated cheques allowed. All KidSport
Registrations will be exempt from this late fee Policy.

Any mid season or late registrations, due to players moving into the Hanna Minor Hockey
area, will be looked at on an individual basis for approval by the executive, which may also
waive the late fee if they so choose.
16
13.0
HMHA REGISTRATION REFUND POLICY
The HMHA Executive will consider refunds as per the following policy





Any player choosing to quit must do so in writing and email is acceptable.
Any player quitting before the first day of tryouts will receive a refund of their registration
fee, excluding late fees and any fees paid by HMHA on the player’s behalf.
Any player quitting between the start of tryouts and December 31 will receive a refund of
fifty percent of their registration fee, excluding late fees and any fees paid by HMHA on the
player’s behalf.
Any player quitting after December 31 will receive no refund of their registration fee.
Players who are suspended are not eligible for refunds.
14.0
HMHA INSURANCE POLICY
It is not acceptable for the HMHA Executive, its Team Volunteers or its members to assume
liability risks during our activities so the following rules will be followed by all members and
guests.
All team volunteers, players and Guests must be registered with the HMHA so they will have
insurance under the Hockey Canada and Hockey Alberta program. Anyone who is not listed as a
team volunteer or a player will not be allowed to be involved in any on ice activity with the
exception of On / Off Ice Officials or guests that have completed the Guest Registration form and
paid the suggested donation that is identified on the following page.
Sanctions will be requested by the individual team managers from the HMHA Registrar for any
travel outside of the league or Hockey Alberta Zone area. Sanction numbers will be obtained for
all tournaments, special events or non league approved games. An exception to this is for a
parent / player game; sanctions will not be granted for this event and all participants must accept
that they have no liability or additional medical/dental insurance during these events. No forms
are required for a Parent / Player Game.
Players wishing to try out for elite stream teams or attend conditioning camps will need
permission to do so as per Hockey Alberta policy to insure all insurance requirements are met.
Players who are not playing with there team due to injury may take part in Players Bench
activities during games as long as they are in full equipment. No Exceptions will be allowed.
17
GUEST REGISTRATION FORM for the HANNA MINOR HOCKEY ASSOCIATION (HMHA)
This form is for any Player currently registered with Hockey Alberta / Hockey Canada that wishes to practice with a
Hanna Minor Hockey Association Team during a practice session. The following form must be completed and
approved by the Head Coach in charge of the practice session. The team officials may also ask for a medical
information form to be completed as per Hockey Canada Safety Program recommendations at their discretion.
We ask that a one time per season donation of $25.00 towards the ice costs be made for/by this participant. This
donation is payable to Hanna Minor Hockey Association with the completion of this form. If a Guest attends more than
4 Practice sessions further fees will apply. Any further questions please contact the Association President.
PARENTS OR GUARDIAN’S NAME
Mailing Address
TELEPHONE AND CELL PHONE NUMBER
EMAIL ADDRESS
/
PLAYER’S NAME
Players Current Registered Team/Association
AGE
BIRTH DATE
Day/Month/Year
Players Coach
Assumption of Risk Waiver & Release of Liability Requirements
In consideration of being allowed to participate with Hanna Minor Hockey Association team activities the Participant
and/or their Parent/Guardian acknowledges, appreciates, and agrees that:

The Guest Participant is registered in an Association Program that is recognized and approved by Hockey Alberta
/ Hockey Canada and has been identified with and assigned a unique Participant Number in the Hockey Canada
Registration System.

The Guest Participant and their Parent / Guardian hereby certify that the participant is not recovering from or has
no known injuries and/or medical condition(s) which would prohibit them from participating in the sport of ice
hockey.

The risk of injury from the activities involved in this sport is significant, including the potential for permanent
paralysis and death, and while particular rules, equipment, and personal discipline may reduce this risk, the risk of
serious injury does exist. I willingly agree to comply with all rules and requirements of Hockey Canada and Hockey
Alberta during these activities and all customary terms and conditions required for participation.

I knowingly and freely assume all risks both known and unknown, even if arising from negligence of others and
assume full responsibility for my participation in these activities.

I, for myself and on behalf of my heirs, assigns, personal representative and next of kin, hereby release and hold
harmless the Hanna and District Minor Hockey Association, their officers, officials, agents and/or other
participants, with respect to any and all injuries, disabilities, death, loss of income caused by injury, or loss or
damage to person or property, whether caused by my participation or the negligence of others.
I have read these Waiver and Release from Liability / Assumption of Risk statements. I fully agree, fully understand the
terms of my participation and understand that I give up substantial rights by signing this form. I sign this form freely,
voluntarily and without any inducement.
X ______________________________ ___________________
Participant’s Guardian’s Signature (unless over 18 years of age)
X _________________________________ Date Signed: _____________________________
HMHA Team Coaches Signature
Completed form and payment is to be returned to the Association President prior to taking part
15.0
HMHA PLAYER EXTERNAL MOVEMENT POLICY
The HMHA President will, when requested by the parent or guardian of an eligible player, provide
an approved permission to try-out form for all interested parties. In addition to this an approved
player release form will be provided to players eligible to play in the Elite hockey stream, as
identified by Hockey Alberta. (Currently the elite stream does not include the “AA” hockey Level).
Therefore when the player numbers locally would be affected by a player departure to any “AA”
program the executive can exercise the right not to release the player.
Any member of HMHA requesting a release to any level of play not identified as the Elite hockey
stream will only be considered by written application stating the reasons to the President and will
only be granted upon a favorable vote (51% or more) of the Executive of HMHA. It will not be
granted if the Division of play (Pee Wee, etc) the player wishes to move to is available within the
HMHA and if granting of the request or release to the player leaves HMHA with insufficient
numbers at the player’s age division.
At the end of each season, the HMHA Registrar will take part in the recall process for all residents
playing out of town within the Hockey Canada Registration system. This is mandated by Hockey
Alberta and Hockey Canada.
16.0
HMHA PLAYER INTERNAL MOVEMENT POLICY
Parents or guardians of players registered in a division may apply in writing to the HMHA to play
as overage players in a lower division in accordance with the Hockey Alberta Policy for Overage
Players.
They may also apply in writing to the Association to play in a higher division. The letter or email
will detail the reasons for the move request and must be received by the President not later than
September 24th to allow the HMHA Registrar time to meet the deadlines required by any
associate league, Hockey Alberta or Hockey Canada. Any correspondence received after that time
will be considered but may not be possible after the deadline.
The HMHA Executive Committee shall make the final decision on any players assigned to any
team other than their registered division and may utilize information from the players previous
play and recognized abilities to make their decision.
17.0
HMHA PLAYER SELECTION POLICY
When more players are registered in a division than are allowed on one team, then the selection
of players shall be done on an unbiased basis (e.g. numbers on sweaters, pinnies, etc.). The
players will be chosen by a selection committee appointed by the Coaching Coordinator based on
Hockey Canada and Hockey Alberta recommendations. Once the selection process has been
completed the recommendations will then be reviewed and approved by the President, VicePresident and Coaching Coordinator.
The placement of players will be based upon Hockey Canada and Hockey Alberta
recommendations for skating skills, stick handling, overall performance, and all around
knowledge and attitude towards the game. When there is more than 1 team in a division, the
higher level selected Coach(s) of the division may request the following:

When a parent coach is selected to coach a team they may utilize one player change per
team after the tryouts have been finalized or;

When a non-parent Coach has been selected to coach a team, the non-parent coach may
utilize 2 player changes per team after the tryouts have been finalized.
After tryout selection, approval and the Coaches allowed move(s) has been used or waived; the
players will be called at their home residence and informed of what team he/she will be playing
on by the coach or team manager assigned to that team. No information will be shared directly
or indirectly during notification calls about any other player’s status as it is confidential until all
notifications have been completed.
18.0
HMHA COACH SELECTION POLICY
A committee of 5 persons consisting of the President, Vice President, Coach Coordinator, and 2
members at large (Volunteers or Elected nominees) shall be formed at the each Fall General
Meeting for action following players selection assignment to teams. This committee will meet
and select head coaches for each team from applications prior to the start of the season. Head
Coaches will choose Assistant Coaches, Trainers, Team Managers and Parent Liaisons as
required.
If possible the Coach Selection Committee may be formed at the Spring General Meeting to
allow for Coach Assignments to be made sooner and in this situation a Coach Application
Deadline would be announced accordingly.
19.0
LOGO, EQUIPMENT, COLOURS AND INSIGNIA
The HMHA has branded the association teams as the Colts and high quality logo’s are available
from the association website for print and publication use.
Uniforms for each team are provided by HMHA, and remain the property of the association
under the direction of the Equipment Manager and Team Volunteers. Team Volunteers are
responsible for the management and washing of the uniforms. When getting assistance from
Team Parents please ensure they understand proper washing and drying requirements for the
uniforms.
The HMHA Uniforms are to be used for all league, playoff and exhibition games. These are not
to be used as practice equipment and they are not allowed to go home with the players.
Members are responsible for supplying the socks for the uniforms. They will be made available
for purchase at the Arena Concession.
All team uniform jerseys will consist of 1 set of white with gold and black trim and 1 set of black
with gold and white trim for use as listed above. Home and Away uniform statuses will be
managed by Tournament Directors and Affiliate Leagues.
Team First Aid Kits, water bottle holders, pucks and goalie equipment will be assigned to each
Team in accordance with established procedures. The Coach/Manager is responsible for inseason care and return at season’s end. Any needs or concerns regarding equipment/uniforms
are to be brought to the attention of the Equipment Manager as soon as possible.
All players are required to provide and wear full hockey equipment that will meet or exceed
current CSA, Affiliate League, Hockey Alberta and Hockey Canada approvals. All Association
Members and Volunteers must advise players or their parents of improper fitting or illegal
equipment. It is expected that on ice volunteers identify any player not suitably outfitted and
they will not be allowed on the ice until the deficiency is corrected.
Goalies providing their own equipment will be entitled to reimbursement of the costs of two Goal
Sticks to a maximum of $250.00 per season. The receipts can be forwarded in the HMHA
expense process as identified in this manual for reimbursement.
20.0
PLAYER DRESS CODE
All players will endeavour to dress appropriately for all team activities as per the team rules
provided at the beginning of the year from the Team Volunteers or the HMHA game dress code
that will consist of a collared shirt, tie, dark pants, and dark shoes. For practices players should
come prepared for dry land training in tracksuit, t-shirt and runners if required as part of their
team program or casual, inclement weather appropriate clothing may impact this dress code.
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21.0
PLAYER TRANSPORTATION POLICY
It is expected that all Players, Parents and Team Volunteers will travel to games in a safe and
timely manner. Teams are encouraged to car pool or use available larger multi passenger
vehicles for out of town travel including but not limited to the Town of Hanna Community
Services Vehicles or Commercial Bus providers.
While it is covered under the Standard Hockey Alberta Insurance and Travel Sanctions, it is not
recommended that players drive themselves to out of town games. In the event of an injury
there is no guarantee that the players vehicle will be returned easily to their residence. Hockey
Canada mandates that any registered participant will not be allowed to drive after any game
activities where they are injured. The HMHA and Team Volunteers will not be responsible for a
player’s vehicle under any circumstance.
22.0
ASSOCIATION FUNDRAISING
To maintain lower registration fees and maximize coordinated fundraising efforts the HMHA will
utilize the following list of activities. The HMHA Executive Committee will use other sources /
methods of fundraising as the opportunities are presented to them:

The Hanna Arena Concession - Every member shall be required to work assigned times.
There will be no exceptions, the Executive and team volunteers will also be required to work
the booth times assigned. The Ways and Means Director will assign the booth duties by
team and the Team Manager will divide the hours of coverage equally as possible with all
team members during the assigned durations. Once Booth schedule times are approved by
the Executive Committee only the Ways and Means Director in consultation with the
President can alter the start and end times of the schedule. Teams are responsible for
providing Booth volunteer coverage for any team event that is outside the scheduled times.
For example: A team has a tournament planned and will start the first game prior to the
scheduled start time of the Booth Volunteers. In that case then the Team hosting the
tournament would be responsible for making the arrangements, opening the Booth and after
the scheduled Booth Volunteers arrive helping at busy times of the day. It is expected that
teams provide 2 team volunteers over and above the regular schedule for all tournaments.
The Last Booth Volunteer of the Day is responsible for getting the Booth Cash box daily
envelope duties completed and then make arrangements to get the box and keys to the first
person working the next shift in the following day. The Treasurer will be responsible for
picking up the envelopes and invoices for processing and deposits.

Casino Fundraising License – When scheduled the Casino events have the ability to cover 1
year of additional expenses to the membership. It is expected that members volunteer their
time for this event and they will be reimbursed for the costs covered for their travel costs,
accommodations and meals as per the guidelines authorized by the Alberta Liquor and
Gaming Commission.

Provincial Hosting Bids – The Ways and Means Director will manage the event with a
committee formed by the members of the Association as directed by Club Executive. All
association members will be responsible for working an equal allotment of the required
volunteer slots that are required to make these events successful - No exceptions will be
allowed.

Any member(s) that refuse to participate as required in fundraising events will risk being
assessed a financial penalty of up to equal the benefit they would receive. This would be
decided by the HMHA executive on a case by case basis.
22

Non-Profit Grants sources will be utilized as the HMHA is eligible to participate at the
discretion of the Executive Committee.

Any funds made available by Employers that are intended to be credited as per the
‘Employer’s Policies’ will be deposited to the HMHA general account to allow for proper
receipts to be issued for the donation.

Corporate and Local Business Sponsorship requests will come from the Ways and Means
Director or designate only. Usually only major events or projects are supported by this type
of support and sponsorship.

All equipment purchased or donated by a sponsor shall become the sole property of HMHA
and subject to all Policy and Procedures of the HMHA.

No sponsor will pay any money directly or indirectly to any team nor may sponsors directly or
indirectly provide equipment or other benefits to a HMHA team, without the expressed
consent of HMHA President.

All monies, equipment, etc. from sponsors must be payable to HMHA unless otherwise
authorized by the President.
23.0
TEAM FUNDRASING AND FINANCIAL ACCOUNTS
The HMHA recognizes that fundraising is an integral part of the individual team’s activities and as
such has implemented the following policy that teams will follow.
Each team shall have 2 members managing the teams account and it will be held in a local
financial institution of the participant’s choice. All transactions shall require authorization of both
members with one of them being a member of the Teams Volunteers preferably the Team
Manager.
No Team Fundraising efforts will actively pursue donations by way of soliciting any business in the area that
HMHA members reside or do business. Arms length business donations will be allowed to go directly to
team accounts and if necessary the HMHA will issue a donation receipt to those businesses. Consult the
HMHA President for approval of arms lengths donations directly to team accounts.
Methods of fundraising (i.e. Skate-a-thons, calendar sales, sand bags, telephone book delivery,
bottle drives, 50/50’s, square boards, tournament profits, sports pools, Colts support posters or
stickers, etc), will be left at the discretion of the teams and their members. Executive Committee
will be notified of any ideas being used are that not listed above.
In the event of any complaint regarding team fundraising or team finances, any hockey team
operating under the authority of the HMHA shall, upon the request of the Executive, provide their
financial statements and make available receipts of payment of all transactions on the account.
Disbursements of Funds at the end of season shall be done after all team costs are covered
including the windup of the team activities. The members of the team will have the option of a
cash return equal the remaining amount divided by the number of players on the team or may
chose to leave the funds for the next season if they are still likely on the same team.
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24.0
ADDITIONAL TEAM OPERATION FINANCIAL RESPONSIBILITIES
In order to protect and ensure proper storage and security of Hanna Minor Hockey Assets the
following process will be used for Locker Storage Management.
The Hanna Minor Hockey Association will have a locker security process and each team will
provide a performance bond to compensate for any costs associated with the operation of the
storage lockers. The Bond amount will be set each year based on the costs associated with the
policy by the HMHA Equipment Manager in consultation with the HMHA President. For example
the program replacement costs in the 2013 – 2014 season were set at a Bond of $100.00.
The Equipment Manager will provide a lock and 4 keys to each team and in return a team bond
will be provided for the season at an amount decided by the President and the Equipment
Manager.
If the lock is lost (in that case both users share costs if it does go missing unless otherwise is
identified) or if all 4 keys are not returned the team bond will not be refunded and will be used to
cover the costs. At any time a portion of the bond is used the team or teams in question need to
top up their bond again to the identified amount except if it is at the end of the season.
At the end of the year the bond will be returned to the team after the lockers have all personal
items from the teams removed and all requirements have been met. The Equipment Manager will
use a standardized tracking form for documenting the delivery and receipt back of the keys and
the conditions of the agreement. All financial requests will be made by an invoice to the team
from the Treasurer or Equipment Manager. See the Equipment Manager or President for further
details of this process.
In Addition:
The following costs are not part of the normal costs covered by the HMHA and will be covered by
the individual teams. If a team chooses to host a home tournament, the team will be responsible
for any costs associated with the event, ice costs and the costs of on Ice Officials.
In order to make the ice scheduling and league activities go as smooth as possible the HMHA
expects that all teams participate in all league and other scheduled activities in good faith and as
arranged. All Team Coaches and Managers must be aware of the league game cancellation
process and in the event of inclement weather advise the President of any problems that are
developing regarding the completion of games.
Any invoiced costs forwarded to or fines levied against any HMHA Team or any team actions that
result in the HMHA being assessed fines or fees will be paid by the team causing the infraction.
The HMHA Executive Committee reserves the right to review each event in question and when
warranted adjust or waive the associated costs at their discretion. Any team receiving reduction
in the fines or levies will be notified in writing the costs that the HMHA Executive will be covering
on their behalf.
24
Locker Security Management Form
Please see Handbook Section 24 for additional details
This Locker Security Program and this form will be used to ensure the proper storage and security of Hanna Minor Hockey
Assets in the arena Storage Lockers.
The Equipment Manager will provide a lock for each locker and 4 keys to each team and in return a refundable team
bond will be provided by the users for the season at an amount decided by the President and the Equipment Manager.
The following are the User Responsibilities toward the equipment security and management of our Arena Storage
Lockers. Each user will:

Agree to this process and provide a Team bond to cover any costs related to restoring this program back to
its original state

Will share any costs in the event a lock is lost or otherwise is missing

Will jointly be responsible for a storage locker for the season and its security

Will ensure that the storage lockers are locked at all times when the team is not present

Will not allow any equipment/supplies to be used for any activities not identified in the HMHA programs

Will maintain a reasonable level of housekeeping within the storage locker

Will not store any additional Player Equipment in the lockers but are approved to store the Coaches and
Managers equipment and supplies as long as they do not interfere with the other user of the locker

Will return all the keys at the end of the year after a clean up is completed and all personal items are
removed from the lockers
For the _______________ season the Locker Security Management Bond amount is $____________ and will be
invoiced to the Team after the keys have been received
I agree and will abide by the above responsibilities:
Date: __________________ Team Name: _____________________________________________
Team Representative Name: ___________________________ Signature: ____________________________
Key Numbers Issued: _________________________________
Log Section to be completed by the Equipment Manager:
Date
Description
Initials
25.0
TEAM PARTICIPATION IN HOCKEY ALBERTA PROVINCIALS
All teams within the HMHA are expected whenever possible to take part in the Hockey Alberta Provincials
Program. If a team wishes to not participate then they must notify the President prior to the Provincials
organizational meeting. This meeting is usually held at or near the beginning of December each year.
As Hockey Alberta’s Provincial Playdowns / Tournament participation requires additional commitment and
effort the HMHA will provide any team that is awarded a Gold or Silver Medal at a Provincial Level
Tournament with the financial assistance to ensure a Photo collage is completed and displayed in the Arena
Lobby. The collage will as closely match as possible the ones currently displayed and will be allowed to
include special pucks, medals or other memento’s as approved by the President of the HMHA.
In addition to this, when financially able to do so, the HMHA will consider a gift to the team players of any
team that wins a Gold Medal at the Provincial Tournament. This token of appreciation will take into
consideration any potential sentimental value and other items that will uniquely recognise the importance
of the event.
26.0 TEAM VOLUNTEER ROLES AND RESPONSIBILITY
HMHA Head Coaches are fully responsible for all of the activities of their team. Delegation of
responsibilities to Assistant Coaches, Trainers, Managers and parents is necessary, desirable and
encouraged. However, ultimate responsibility for these activities rests with the Head Coach. Supervision
over delegated responsibilities is a necessary function of the Head Coach. In addition to these Head
Coaches are expected to:
 adhere to the Code of Conduct and Ethics listed in this document;
 respond to directives of Hockey Alberta, Hockey Canada and the HMHA. Then operate the team
within established Policies and Procedures;
 respond to the needs and skills of individual players, ensuring that each player has the
maximum opportunity to develop to their potential;
 recognize their responsibilities as leaders, educators, and role models for young players;
 conduct towards players, parents, officials and other people should be based on mutual respect
and be fair and reasonable;
 be sensitive to parent concerns, and prepared to respond cordially when warranted;
 establish regular communication with parents via the Team Manager on games, practices,
schedules, fund raising, etc;
 recognize that, while hockey may be the major winter activity of the player, it is not the only
activity. In priority, it comes after family and educational responsibilities and reasonable
accommodation of these situations may be needed;
 have a development plan for the season for each individual and the team by committing
themselves to the continued development of all players for the full season, once players are
selected to a team;
 deal fairly with players at all times. Rewards or considerations to players or parents should be
those reasonably available to all members of the team. Coaches should not accept gifts,
favours, or other consideration from players or parents or place themselves in a situation
where their actions may be compromised because of such considerations;
 ensure proper supervision of the team before, during and after games and practices and accept
reasonable responsibilities for the conduct, safety and well-being of their players;
 develop a set of rules for the team which are clearly communicated and enforced equally on all
players;
 encourage and motivate their players toward enjoyment of the game, team concept, and skill
development;
 comply with normal administrative directives by holding a beginning of season parent meeting;
discuss the team volunteers philosophies and seasons planned activities;
 ensure that the team has adequate support personnel.
Team Managers are selected by and directly responsible to the Head Coach, who shall be responsible for
delegating specific duties. In general, Team Managers should assume responsibility for most of the
organizational and administrative tasks, thus allowing the Coach to concentrate on instruction and player
development. In addition to these Team Managers are expected to:

respond to directives of Hockey Alberta, Hockey Canada and the HMHA. Then assist with the
operation of the team within established Policies & Procedures;

ensure financial requirements of the team are fulfilled;

assist the Head Coach in monitoring off-ice conduct by team members and team followers to
ensure that the team’s role as a community ambassador is maintained;

establish, maintain, and enhance communication with league Governors, other Associations’
teams and Executive Members of the HMHA.
Specific Tasks:
While the following is not a comprehensive list of all duties for Managers, it may serve as a guide for tasks,
which the Head Coach may delegate:
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prepare and organize established team schedules and supply those schedules to all team players,
parents and coaches; a Team Distribution List will greatly facilitate his/her duties;
assist coaching staff in arranging exhibition games;
maintain copies of game reports; submit them as required by league and Hockey Alberta policy
ensure that all accident medical reports and records are complete after any injury. This should be done
in conjunction with the Team Trainer and Coaches if necessary;
confirm and report all suspensions issued to players on HMHA teams to the Local President and League
Contact as applicable, as soon as possible after the event but within twenty-four (24) hours of the
suspension taking place;
gathering of relevant player history, and establishment of a medical treatment permission waiver;
delegate duties such as Parent Liaison, emergency contact, etc., prior to the start of the season and
ensure the procedures are followed;
organization and running of parent meetings;
organize and manage parents or parent committees as may be required for fund raising, tournament
committees, etc;
organize parent volunteers for concession duties as assigned by the Ways and Means Director;
participate in formulation of team objectives and rules;
preparation of team budget (together with team treasurer) as required;
supervise and monitor collection of money and fund raising;
arrange team transportation, accommodation and subsistence;
arrange for extra ice as required;
confirm all scheduled games with opposing managers and local ice scheduler for home games;
submit any sanction and Travel Requests (for other than League play) in accordance with the rules as
identified by Hockey Alberta to the local Registrar for processing;
act as team co-ordinator for the Hockey Alberta Provincial competition;
train and ensure off-ice officials are available for all home games and as required for out of town and
tournament games;
All responsibilities normally carried out by the trainer when the role is not assigned.
The Assistant Coach positions are to be filled by the Head Coach. Duties are assigned by the Head Coach
to assist in the operation of the team. The HMHA Executive will, when requested by a Head Coach, appoint
Assistant Coaches and other Team Volunteers.
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The Team Trainer’s (when utilized by a team) primary responsibility is to ensure that safety is the first
priority at all times during all hockey-related activities, both on and off the ice. The Trainer must play a
leadership role in enhancing and managing the safety of players and all others involved with amateur
hockey events. In addition to this the team Trainer will assist with:

maintaining confidential and accurate medical history files on all players and bringing or making these
available for the coaches to all games and practices;
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maintain a fully stocked First Aid Kit and bring it to all games and practices;
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implement an effective Emergency Action Plan with their team and practice it to ensure all involved
understand their roles;
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recognize life-threatening and significant injuries;

manage minor injuries (to the extent qualified) and according to the basic injury management
principles and referring players to medical professionals when necessary;

recognize injuries, which require a player to be removed from action, referring players to medical
professionals and coordinating return to play;

promoting a healthy lifestyle with all hockey participants by being a good role model while educating
participants regarding hygiene, nutrition and hydration;

complete a facility inspection in the first week of the season and ensure that the Arena Safety Checklist
recommended by Hockey Canada has been completed. Forward any concerns to the President
The Team Data Entry Person(s) is a mandatory position required from each team to ensure the home
game data is entered as required by the Leagues Regulations. This person will report to the Team Manager
and will complete these duties as per the League Regulations. Failure to complete this on time could result
in fines being assessed from the League. The HMHA Executive will review each situation and if they find the
situation could have been avoided the Team may be responsible for the costs of the fines.
27.0
EXAMPLE OF TEAM RULES
All teams within the HMHA are expected to have team rules based on the philosophies of its Team
Volunteers. The following is an example to assist Team Volunteers.
The following List of rules may vary depending on level of play, Team Volunteer philosophies and other
situational impacts. They can be modified as required and when completed forward them to the Coaching
Coordinator and the President for review and comments. The Executive Committee will support
Coach/Player/Parent Contracts if they are documented in the approved team rules. Each Association
member must follow these rules regardless if they are in a separate format or not.
This review is meant to gain support for the Team Volunteers and the rules they have selected for their
Team. It is not intended to unduly scrutinize the Team Rules document.
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1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Hanna Colts - Team Rules (sample)
Hockey is a team sport. As such, Players are expected to attend all team functions (practices, games
or meetings when called). If you cannot attend, you are expected to contact the Coach or Manager
ahead of time giving sufficient notice by phone or e-mail.
This team is going to be as competitive as we can. It is expected that you are giving your best effort
every shift or the Coaches may chose to adjust your playing time accordingly.
When the Coaches or Manager are talking, you are to listen.
If you are injured, tell the Coaches or Manager immediately. Complete the Hockey Alberta reporting
forms for your injury (if it is hockey related) and communicate with the Coach or Team Manager
regarding injury diagnosis results, treatments and playing status by registered medical practitioners
You are responsible to have all of your equipment. The team does not carry spare equipment, it is
your responsibility to ensure you have all of your equipment or you will not play unless replacement
equipment is obtained.
Players must show up to games dressed in semi formal attire. No dirty or worn out clothing, coats or
footwear. Example, black jeans or dress pants, long sleeve collared shirt with appropriate footwear
and jacket.
All players need to arrive at the Arena 45 minutes prior to practice start times and 60 minutes prior
to game start times. The last 10 – 15 minutes of this time is for the Coaches to address the Team.
Last 10 - 15 minutes prior to practice or game time (in dressing room) are for players & coaches only
(this is to review game plans and strategies). Players must be dressed except for your helmet and
pregame stretching in progress or completed.
Immediately following the game the dressing room is off limits to parents until the Coaches have
reviewed the game with the players without any distractions. Players are not to continue to get
undressed while the Coaches or Manager are talking. You can continue getting undressed when the
meeting is completed.
The locker room, showers, and rest room will be clean before leaving. All tape/trash is to be
properly discarded prior to the last Captain or Assistant Captains departure.
The Captain and Assistant Captains are responsible for the Team’s behavior. It is expected that they
assist the Team with keeping Dressing Room behavior acceptable at any time the Coaches or
Manager are not present.
In the event of problems happening during team activities when the Coaches or Manager are not
present, the following process will be used to resolve the problem. Initially the entire team will be
asked to explain what happened and individuals involved step forward. If this does not happen then
the Coaches will speak to the Captain and Assistant Captains. If this does not resolve the issue the
Coaches will deal with it at their discretion.
The Captain and Assistant Captains are responsible for the distributing the jerseys at all Home
Games and preparing the water bottles for all practices and Games.
14.
Music can be played in the dressing rooms, but must be kept at a level that is not disruptive to the
facility and must be turned off when the Coaches or Managers are in the room unless otherwise
mentioned.
15. All statements, digital media postings (Facebook, Twitter, etc.), text messages, etc. that are critical
of players, the team, its Volunteers, Officials or Parents are not acceptable. These issues will be dealt
with by the Coaches at their discretion.
16. All team members will ensure that any electronic devices that are capable of taking digital or
photographic still pictures or video recordings (I-pods, cameras, cell phones, etc.) are not used in the
dressing rooms at any time. Any abuse of this policy will result in a review by the Executive
Committee for further actions / suspensions and possibly turn over the complaint to the RCMP for
further review.
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28.0
29.0
PROTESTS AND APPEALS
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All Members will honour the 24 hour respect rule. All parents and players must wait a full 24
hours prior to contacting Team Managers, Parent liaisons or HMHA Executive.
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Issues shall be addressed in the following manner: to the parent liaisons, if no resolution then in
writing to the Coach Co-ordinator, Vice President and President, if no resolution written to
President, then to HMHA executive, each in their turn.
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Any person, player or team who disagrees with a decision of the Coach Co-ordinator or President
may lodge a written appeal with the executive within seven days of the decision of the incident in
question.
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The HMHA Executive committee will rule on any written protest or appeal within seven days of
receipt in writing.
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The executive members are to exclude any people who may be in a conflict of interest on any
matter for voting privileges.
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Any decisions made by the President of the HMHA may be appealed to the HMHA Executive if a
Member chooses to do so. If the person wishes to appeal the decision they may do so in writing
directly to the President. This would be forwarded for review by the Executive Committee who
will provide a final answer in no later than 7 days.
MEMBER SENTIMENTAL REQUESTS
At times during a players Minor Hockey career there are opportunities and accomplishments that take
place. Players and their Parents / Guardians may wish to arrange for a memento of those occasions and
when the HMHA President receives those requests they will review each one on a case by case basis with
the Executive Committee. When financially capable the Executive Committee will make arrangements to
approve / allow these requests. In the event these request result in financial impacts to the HMHA, the
Executive Committee may or may not choose to cover any or all of the cost for such requests.
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30.0
ASSOCIATION MEETINGS OF INTEREST
In addition to the Spring and Fall General meetings, all executive and external meetings, the Executive of
the HMHA will endeavour to create effective communications and clear understanding of organizational
expectations. Each season requires consideration of the following meetings:
 New Association Member Orientation Meeting – The President will endeavour to host a new
members meeting to answer questions and provide information on the operations of the HMHA and
the interaction with outside entities. This will be completed between the registration period and the
start of the on – ice activities. When called it is a mandatory meeting for all new Association members
and voluntary for any other Members who wish to attend.
 Team Coach and Manager Meeting – The President will consider to host a separate Coaches and
Managers meeting to relay information to the teams, answer questions and clarify expectations and
our Association mandate. This will be completed between the registration period and the start of the
on – ice activities or at any time the Executive feel it is required.
 Parent Meetings – At the President’s discretion, they will determine if separate parent meetings for
each division is required and can add this information into the Fall General meeting if they chose.
 Information and conflict meetings – As required the Executive will meet with teams, divisions or
the membership to resolve any information and any conflict with outside entities. These meetings may
be mandatory if the executive are investigating complaints, concerns or other issues with groups within
the HMHA.
 Sub-Committee Meetings – The HMHA President has the authority to assemble a committee for any
additional Associations activities they feel is required. This would include preparations meetings for
events and any delegated work the Associations may have need to complete.
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Document History
Original approval
Review history
This document was originally issued by – Terry Siverson December 2010
This document shall be reviewed annually by the President and 2 members of the association.
The following identifies the reviews and all revisions that were completed for the last 36 months.
Date
Reviewed by
Comments
Dec 22, 2010
T. Siverson / All Members
Initial implementation of handbook
August 7, 2011
T. Siverson / Danny Povaschuk/ Gerard Hollman
Annual Review
August 14, 2012
T. Siverson / Danny Povaschuk/ Leanne Doig
Annual Review
Nov 10, 2013
T. Siverson / B. Voltner / D. Veno / B. Moench
Annual Review
April 30, 2014
T. Siverson / B. Voltner / D. Boos / B. Moench
Annual Review
Revision history
Date
Membership Approval
Date
Version # 1
February 17, 2011
Description of changes
Initial implementation of Handbook
Section 1.0 – Clarified when a player that becomes 18 during the
season can use their Member’s vote
Section 3.0 – Clarified the President is the league liaison and that the
Registrar is also responsible for obtaining special events permits
Section 7.0 – Updated paragraph that HMHA members will honour
Policies and Procedures of governing bodies not just suspensions and
clarified the complaints procedure must be in writing to proceed
Section 8.0 – Clarified all members must declare conflict of interest
including the executive members
Version # 2
October 4, 2011
Section 10.0 – Clarified local purchasing benefits and quoting
requirements.
Section 11.0 – Updated ice confirmation cut off to Wed morning as per
TOH we will still try to complete Tuesday.
Section 12.0 – Clarification of registration deadline process
Section 14.0 – Clarification of insurance conditions and requirements
for guests and the Association membership.
Section 15.0 – Clarified the “AA” level is not recognized as elite by
Hockey Alberta and the requirements to recall all resident players at
the end of each season as per Hockey Alberta
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Section 16.0 – Adjust the date deadline that internal player movement
letters of application need to be submitted to the executive to meet
deadlines easier
Section 17.0 – Clarify who can assist with the contact of players of
team assignments after tryouts and addition of a non parent coach
selection player change rules
Version # 2
changes
continued
Section 19.0 – Added the current practice of reimbursing goaltenders
for sticks when they provide their own equipment.
Section 20.0 – Clarified wording around player dress code
Section 25.0 – Clarified the recognition portion of provincials for the
Gold / Silver Medalists collage and the potential request for mementos
of the occasion for Gold Medal Winners and Association members.
Section 29.0 – New section to clarify Executive considerations for
player sentimental requests.
Section 1.0 – Updated the duration of the Review period before
documents become approved from 45 days to 30 days.
Section 6.0 – Clarified where the HMHA Boundaries where identified
and added a graphic of the HMHA Boundaries that was submitted to
Hockey Alberta Aug 23, 2011.
Section 7.0 – Clarified code of conduct wording.
Section 12.0 – Clarified and updated the Mites registration and team
creation methods based on the recommendations of Hockey Canada.
As well the of consideration of the ice cost for the Mites Division
tournament.
Version # 3
Approved Dec 31, 2013
Section 14.0 – Clarified equipment required by an injured player to be
on the bench when not playing.
Section 24.0 – Added the Locker Lock policy and form to the Team
Financial Responsibilities section. Implemented the fall of 2013.
Section 26.0 – The addition of the team data entry person(s) for each
team as mandated by the League Regulations.
Section 28.0 – The addition for clarity of the complaint process and
that any President’s decision can be appealed to the executive
committee following the Appeals process.
Section 30.0 – Added this section to identify what meetings will be held
to orient new HMHA members and teams to the current year’s
activities.
Version # 4
April 30, 2014
Section 24.0 – Modified the Locker Lock policy and form to allow yearly
use and Bond amounts adjustments with costs in the Team Financial
Responsibilities section.
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