ILDERTON MINOR HOCKEY ASSOCIATION (IMHA)

Policies and Procedures Manual

Revised April 2006

Table of Contents

1. Coaches Committee
2. Grievance Committee
3. Playing Time
4. Purchasing Policy
5. Remuneration for Volunteers
6. Discipline and Suspension
7. Harassment and Abuse
8. Allocation of Ice Time
9. Policy and Procedures Committee
10. Coaches Selection
11. Team Selection
12. Affiliation
13. Tournaments
14. Equipment
15. Refunds
16. Releases
17. Community Service
18. Election of Officers
19. Police Record Checks
20. Age Restrictions
21. Try-Outs

IMHA POLICY #1

Coaches Committee

The Board of Directors shall establish a Coaches Committee composed of not less than two members that will rotate and serve a term recommended to be not more than two years.

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IMHA POLICY #2

Grievance Committee

The purpose of the Grievance Committee is to attempt to resolve disputes as soon as possible after such disputes have arisen, without the necessity of resorting to a full Board of Directors meeting.

1. The Grievance Committee shall consist of three members of the Board of Directors, who are not on any other committee, selected by the President.
2. All grievances shall be in writing, signed and delivered to the President of the Association or mailed to IMHA Box 369 Ilderton, Ontario N0M 2A0 as soon as possible after the events giving rise to such grievances.
3. The complainant must state in the written complaint whether the complainant wishes to appear before the Grievance Committee.
4. The committee will review the complaint within five days upon receipt and, if the complaint is about an individual or about another committee, the committee shall call on the individual or the members of that committee for response.
5. The Grievance Committee shall make its response within two weeks of the meeting, while attempting to mediate any interpersonal disputes as soon as possible.
6. The decision of the Grievance Committee shall be by the way of recommendation only to the Board of Directors. Any person dissatisfied with the recommendation of the Grievance Committee may appeal such recommendation to the Board of Directors.
7. If the recommendation is appealed to the Board of Directors, any member of the Board of Directors who is also a member of the Grievance Committee shall be entitled to vote. However, if the recommendation appealed relates to any other committee of the association, any member of the Board of Directors who is a member on that committee shall not be entitled to vote regarding such recommendation.

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IMHA POLICY #3

Playing Time

Ilderton Minor Hockey Association is committed to the principles of sportsmanship, including and using all reasonable attempts to ensure that players receive equal opportunity to contribute towards the success of the team.

All coaches shall attempt to play all players equally, including goaltenders except for the following circumstances:

1. In the case of discipline of a player by a coach, a coach may elect not to play a player for not more than one game per occurrence. If the coach feels further discipline is required, the coach shall contact the Coaches Committee, who shall bring the matter to the Board of Directors
2. During the final five minutes of any regular season game, during any power play, during any shorthanded situation, or part of the final game or potentially final game of any playoff series, play-down series, or tournament.

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IMHA POLICY #4

Purchasing Policy

1. The Board of Directors shall approve all purchases exceeding $500.00.
2. All cheques issued by Ilderton Minor Hockey Association require two signatures including the Treasurer and 1 other Executive Member.
3. All purchases shall be accompanied by receipts, which shall be returned to the treasurer.
4. Payments of all expenses are subject to approval by the Board of Directors.
5. To the extent possible, the association should encourage the purchase of goods and services from local businesses and/or businesses that have provided financial support to the Association in current or past years.

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IMHA POLICY #5

Remuneration for Volunteers

Ilderton Minor Hockey Association is a non-profit organization. One of the requirements of this is that the Board of Directors serve without compensation. Our Board of Directors are however entitled to honorariums. Members of the Board of Directors shall, in each year, be entitled to receive one family seasons pass and five fundraising credits. IMHA has adopted a credit system for fundraising. Every registered player provides a $60 contingency fee, equivalent to five credits, posted dated to the end of the hockey season. Opportunities are provided throughout the year to earn credits. However, the system requires that all five credits be earned to avoid cashing of the cheque. Uncashed cheques will be destroyed and not returned. Each Head Coach shall be given ten credits to disburse at his/her discretion to any member of IMHA who has helped the team. The coach may retain no more than five of the ten coach’s credits. Members of the Board of Directors and other volunteers shall not be entitled to any other remuneration, other than reimbursement for expenses passed by the board.

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IMHA POLICY #6

Discipline and Suspension

Generally, Ontario Minor Hockey Association/Ontario Womens Hockey Association rules dictate the penalties and suspensions which may be levied against a player or team official for conduct on or off the ice. We abide by the OMHA/OWHA Code of Conduct. Some types of conduct, whether on or off the ice however, may warrant additional discipline or suspension. All OMHA/OWHA penalties and suspensions shall be considered to be minimum penalties and any penalty set out in this policy will be in addition to such penalty.

1. The Board of Directors shall establish a Discipline Committee consisting of the President and two other members of the Board of Directors.
2. The Discipline Committee may suspend a team official for a period not exceeding three games for any of the following infractions: a) abuse of a player on the team official’s team; b) abuse of a player on an opposing team; c) abuse of another team official on the official’s own team or an opposing team; d) abuse of a game official; e) abuse of any member of the Board of Directors. f) Disregard of the IMHA Policies and Procedures. g) engaging in any activity which, in the opinion of a majority of the Discipline Committee, would constitute a danger to any member of the team official’s team or to any member of an opposing team; h) any form of disrespectful conduct.
3. If a team official has been suspended under any of the preceding circumstances, the Board of Directors may name a team official to take the place of the suspended team official during the period of suspension, if necessary.
4. The Discipline Committee may suspend a player’s playing privileges for a period not exceeding three games under the following circumstances: a) abuse of a fellow player; b) abuse of a player on the opposing team; c) abuse of a team official whether on that player’s team or on an opposing team; d) abuse of a game official; e) abuse of a member of the Board of Directors; f) disregard of the IMHA Policies and Procedures g) engaging in any activity which, in the opinion of a majority of the Discipline Committee, would constitute a danger to any member of that player’s team or to any member of an opposing team; h) any form of disrespectful conduct.
5. Notwithstanding the above, the Discipline Committee may recommend an indefinite suspension of a Team Official or player to the Board of Directors. In such cases all Registrations paid may be forfeited.
6. Any team official or player may appeal any suspension levied by the Discipline Committee to the Board of Directors, which shall hear such appeal within seven days of the appeal being filed, in writing, with the team official or player represented at the meeting along with the initiator of the action. During the period in which such appeal is pending, the players shall be permitted to continue playing (subject to any suspension which may have been levied by a game official or the OMHA/OWHA), and the Board of Directors shall have the power to vary such suspension by increasing or decreasing such suspension, as the Board of Directors may see fit.
7. In any situation where a player is believed by the members of the Discipline Committee to constitute a risk to himself or herself, other players or game or team officials, the Discipline Committee may request, in writing, that the Board of Directors suspend such player for an indefinite period of time until that player is able to present to the Board of Directors evidence that the player no longer presents such a danger.

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IMHA Policy #7

Harassment and Abuse

Ilderton Minor Hockey Association is a member of the Canadian Hockey Association (CHA). The CHA has developed policies and procedures on harassment and abuse of players. IMHA has adopted all of the policies put forward by the CHA through the Prevention Services program. IMHA requires all players, parents and Team Officials to sign an IMHA Code of Conduct form annually. These forms will be collected, maintained and kept on file for the season by a Team Official of each team.

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IMHA POLICY #8

Allocation of Ice Time

1. To the extent possible, IMHA shall attempt to allocate equal ice time to all teams, subject to playoff schedules and number of league games which such team may have scheduled subject to OMHA/OWHA recommended game lengths and start times.
2. In allocating practice times, players in the Mite, Tyke, Novice, Atom and Peewee age groups shall, if possible, be allocated practice time ending prior to 9:00pm.
3. To the extent possible, each Peewee team and above shall be entitled to one fifty minute full ice practice per week. Up to and including Atom, each team is entitled to share one fifty-minute practice per week. This includes all OWHA teams.

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IMHA POLICY #9

 Policy and Procedures Committee

1. The Board of Directors shall meet not less than once per year to review the policies and procedures of the Association.
2. Any person wishing to suggest an amendment to the policies and procedures shall submit such proposed amendment in writing to the Board of Directors for review. The Board of Directors shall consider such a proposed amendment at its next regularly scheduled meeting and shall invite the person proposing such amendment, to speak in favour of such amendment at such meeting.
3. All amendments made to the Policy and Procedures manual will be posted on the Minor Hockey Board for 30 days prior to being officially amended
4. The Board of Directors may vary any policy contained in this manual by simple majority vote, at any regularly scheduled meeting of the Board of Directors following the 30 day posting.
5. The Board of Directors shall publish annually an updated Policy and Procedures Manual, available for inspection by any member of the Association.

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IMHA POLICY #10

 Coaches Selection

 The objectives of the Board of Directors for coach selection are:

(a) to choose the best available coaches for all of the players on all of the Ilderton Minor Hockey Association hockey teams;

(b) to ensure that coach selection does not prejudice the selection of the most suitable hockey players for all teams;

(c) the Coaches Committee acts on the premise that more than one person has shown an interest in coaching a team.

Applications for coaching and other team official positions will be available:

(a) prior to the end of the current hockey season;

(b) in the Minor Hockey room; on the IMHA Board or on the IMHA website

(c) by contacting any member of the Board of Directors Completed applications are to be returned to the Coaches Committee by May 31 annually.

The Coaches Committee may have a discussion with an applicant relevant to:

(a) clarifying any confusing information on the application or;

(b) asking new or unknown applicants about their previous coaching history. Also, to explain the IMHA team selection process and philosophy regarding playing time, responsibilities of the coach during the year, guidelines and any other important information. Only those who have submitted a written application will be considered for the position of head coach for a team.

The Board of Directors will hold a series of meetings in order to select all coaches.

The selection of head coaches will be determined, in no specific order, by the following guidelines:

(a) applicant’s preference to coach at a specific age level;

(b) applicant’s second choice to coach at another age level;

(c) past coaching experience;

(d) applicant’s ability to demonstrate on the ice, the necessary skills required for that age level;

(e) any additional information or knowledge that members of the Board may have regarding the abilities, skill level, experience or parent concerns;

(f) a new, qualified applicant will be considered for coaching positions where a parent has been a head coach on their son or daughter’s team for two consecutive years, subject to approval by the Board of Directors.

(g) In addition, a minimum of Level Coach, CHIP, or Recreation / Developmental 1 and Prevention Services and a Police Record Check has been or will be obtained.

Every attempt must be made by the members of the Board to remove any personal bias towards any applicant. Only information or knowledge relating to the applicant’s hockey skills or attitude and behaviour on or off the ice while representing the team or IMHA should be discussed. As many coaches as possible will be selected by July 31 annually. This allows the Coaches Committee time to arrange certification or refresher clinics for the selected coaches if necessary. It also gives applicants not selected an opportunity to pursue other coaching opportunities. If a pre-selected coach’s son or daughter is not selected for that team by the on ice selection committee then they can apply to be reconsidered for another coaching position. All head coaches have the option to select the assistant coaches, trainers, manager and other team officials of interested people in that age group or from their own preferences. The Board of Directors reserves the right to accept or deny any team official.

 

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IMHA POLICY #11

Team Selection

When possible, approximately one month prior to the initial try-outs, all coaching applicants will be advised if they have been selected as the on-ice coordinator, as an assistant or not selected, required in writing. Prior to commencing the team selection process, a meeting will be held with all approved on-ice instructors to discuss the team selection process. The coordinators and their assistants, during the selection period are responsible for ensuring that all players receive an equal chance to demonstrate their skills. The coordinator will solicit feedback from all voting assistants regarding their choices for player selection to all teams. Players will be rated on a player assessment form provided by the Coaches Committee. In all cases, every effort will be made to make teams in each age category equal in numbers. If more than one House/Local League team is entered in a specific age group, the selection committee will recommend equally balanced teams relevant to skill, ensuring all players receive the best possible opportunity to compete. Requests to allow players to play on other eligible teams will be considered at the discretion of the Board of Directors based on the numbers with the intent to maintain the integrity and spirit of Ilderton Minor Hockey. At the end of the selection process, a completed list of players selected for all teams must be completed, signed by all voting on-ice personnel and submitted to the Coaches Committee for approval by the Board of Directors. The selection of these players must be agreed upon by a majority of the on-ice voting personnel. Once a player has been placed on a list, his or her name cannot be removed without consultation of the parents or guardian and the Board of Directors. Once team selections have been approved by the Board of Directors, respective coaches will attempt to notify all players in their age group of their placement as soon as possible after verification by the Coaches Committee. Every effort will be made to notify all players in an age group on the same day.

 

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IMHA POLICY #12

Affiliation

1. Ilderton Minor Hockey Association’s primary purpose of player affiliation is to ensure that teams have sufficient available players to fairly and safely play in cases of illness, injury, or other unavailability. The affiliation agreement is to fill the original compliment of players to an affiliating team. The affiliation agreement is not to be used to add to the original players signed to a team.
2. The affiliated player’s first obligation is to his/her carded (assigned) team. An affiliated player shall not be permitted to miss a regular season, playoff or tournament game with his/her carded team in order to play/practice with the team to which he/she is affiliated.
3. Affiliation is not intended to be used as a means by which the affiliated player can play on a regular basis with the non-assigned team.
4. The Board of Directors understand and acknowledge that circumstances may exist in the case of goaltenders which may require that paragraph two or three may be adapted accordingly.
5. In exceptional circumstances and with the permission of the Board of Directors permission may be granted on a case-by-case basis for OMHA/OWHA affiliation crossovers and exception from paragraph three.
6. We understand and acknowledge that the coach requiring the use of an affiliated player shall first obtain the approval of the carded team and secondly, contact the affiliated player’s parents and thirdly contact the affiliated player. The player card shall be returned to the carded team’s coach after each game.
7. Each affiliated player must sign a Player Affiliation Agreement as well as each player’s parent and both coaches of the affected teams.

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IMHA POLICY #13

Tournaments

Ilderton Minor Hockey Association has determined that each team shall be entitled to enter as many tournaments as they wish. However, coaches cancelling regular season games due to tournaments must ensure rescheduling cancelled games are their first priority. Cancelled games and to be scheduled games must be rescheduled by Jan 15 of each year. Eligible teams are entitled to enter into the OMHA/OWHA playdown. Tournaments are not recommended during playdowns. Coaches are responsible for obtaining all necessary travel permits and documents necessary for tournament entry.

 

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IMHA POLICY #14

Equipment

All equipment belonging to Ilderton Minor Hockey Association that is issued at the beginning of each season shall be returned in order and complete at the end of the season. A team official will have to sign out all team equipment through the equipment manager. This includes sweaters, water bottles, pucks, first aid kits and goalie equipment. Equipment borrowed during the off-season will require a $500 Deposit. Equipment not returned or returned damaged shall be subject to full replacement charge to the signee.

 

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IMHA POLICY #15

Refunds

The Board of Directors will consider refunds on an individual basis upon receiving a written request by the participant or the participant’s parents. Refunds will be granted to an injured player after three months regardless of whether or not the injury was hockey related. Requests for injury related refunds may be made at anytime throughout the hockey season. All refunds are pro-rated over a seven-month period of time. Refunds on pre-season tryouts for any player who does not wish to continue will be given upon receiving a written request. There may be a fee per skate charged to the participant. If a player chooses to not participate for a portion of or for the whole hockey season, refunds will be given upon receipt of a written request and pro-rated over a seven month period of time. They will be subject to a minimum retained registration fee of 50% unless a written request for consideration is received, approved and accepted by the IMHA Board of Directors.

 

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IMHA POLICY #16

Releases

The Board of Directors will grant carded representative players an outright release under the following conditions:

(a) as a result of a legitimate change of principle residence to a non-contestable address (OMHA rule #18);

(b) as a result of signing with a higher classified team (ie. AAA or OHF).

The Board of Directors may grant carded representative players an outright release under the following conditions:

(a) by application in writing to the Ilderton Minor Hockey Board of Directors at which time the application will be considered by the Board of Directors. Factors to be considered include but are not limited to age, residence, team size, and any other extenuating circumstances.

(b) a player released under (a) forfeits any automatic right of re-registration and may re-register only upon written application to the Ilderton Minor Hockey Association Board of Directors which will be considered by the Board of Directors in the same fashion as (a) above.

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IMHA POLICY #17

Community Service

Ilderton Minor Hockey Association may provide opportunities for carded IMHA players attending high school to earn community service hours. Head coaches will be responsible for ensuring the students fulfill the requirements provided by the school board and are granted authority to sign the student’s community involvement record book. Any student participating in this program must be at least one complete age division higher than the players on the specified team and must wear, at a minimum, a CSA approved helmet, face mask, neck guard and gloves when on the ice. Only players as noted above, in addition to the players of the specified team, are permitted to participate in on-ice practices.

 

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IMHA POLICY #18

Election of Officers

Elections to the Board are carried out according to the Constitution of the Affairs of IMHA and will be done on an annual basis at our spring open meeting. Individuals wishing to serve on the Board of Directors must be nominated at the annual meeting when vacancies exist. All nominated individuals and Directors wishing to renew their terms must be elected or reelected by ballot. Parties interested in letting their name stand for nomination must either be present at the open meeting or indicate in writing their willingness to serve

 

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IMHA POLICY # 19

Police Record Checks

IMHA requires that all carded officials and members of the Board of Directors undergo police record check as per OMHA guidelines annually. A non-voting member of the Board of Directors shall be responsible for administering all record checks.

 

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IMHA POLICY #20

Age Restrictions

IMHA requires that players be a minimum of four years old by December 31 of the current season.

 

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IMHA POLICY #21

Try-Outs

 A $50 Competitive Team Try-Out fee will be charged for any player who wishes to try out for the competitive team. The cost of registration includes the cost of trying out for one team. If a player wishes to try-out for more than one eligible team, a $50 additional try-out fee will apply. For eligibility refer to Policy #11, Team Selection.

 

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