Medicine Hat Minor Hockey
Association
Manager’s Information Handbook
Introduction
This manual is intended to provide information for use to managers of Medicine Hat Minor Hockey Association
teams. Included are sections dealing with day to day team activities, MHMHA policies and procedures, as well
as relevant Hockey Alberta regulations and requirements. If there are questions or issues not addressed by
this manual, please contact your divisional director.
MHMHA Purpose
To develop leaders in our community through the enjoyment of hockey.
MHMHA Vision
To be a national leader in developing life champions
MHMHA Values
Passion
Respect
Attitude
Honour
Integrity
Discipline
Teamwork
Humility
Accountability
Coachability
Work Ethic
Fearless
Section 1 – Team Guidelines
1.1 Responsibilities of the Head Coach
The head coach is expected to be responsible, adhere to and promote the directives of the MHMHA Board
of Directors and administer the team within established policies and guidelines. As the chief team official,
the head coach is fully responsible for all activities of his or her team. Delegation of responsibilities to
assistant coaches, managers and parents is necessary, desirable and encouraged. However, ultimately
responsibility for these activities rests with the head coach.
It is the responsibility of the head coach to:
 Attend the “Organizational Meeting” hosted by MHMHA for their respective league.
 Adhere to MHMHA’s priorities, which include player enjoyment and player development; all
players will be given equitable or fair ice time during games and practices to ensure that everyone
has an opportunity to develop and learn skills as well as have fun and enjoy the sport.
 Review the Alberta Hockey Association’s Coaches’ Code of Conduct (see attachment), sign and
return this form to your manager. This form is available on the MHMHA website.
 One member of the coaching staff must complete the Hockey Canada Safety Course. Information
can be found on the Hockey Alberta website.
 All coaching staff must complete the online RESPECT in SPORT COACHES course. Failure to
complete this course will result in that coach’s suspension until course completion.
 Review the Alberta Hockey Association’s Player Code of Conduct (see attachment) with the parents
and players on his or her team, ensuring all players understand, and sign and returns these forms.
These are available on the MHMHA website.
 Ensure one parent per player completes the online RESPECT in SPORT PARENTS course. Failure to
complete this course will result in that player’s suspension until the course is completed.
 Ensure proper supervision of the team before, during and after all games and practices and accept
responsibility for the conduct, safety and well-being of players.
 Develop a set of rules for the team, which are clearly communicated and enforced equally on all
players.
 All Coaches and Player Code of Conduct forms, along with Medical Forms should be given to the
Manager within one week. Failure to do so will result in coaches and/or players being unable to
participate in any on ice activities. MHMHA takes these conduct conditions very seriously and will
take swift and decisive disciplinary actions against any coach, player, or parent that contravenes
these conditions.
 MHMHA teams are expected to behave appropriately while at any arena, and to leave dressing
rooms tidy. Any damage caused to dressing rooms, arenas or arena facilities are the responsibility
of the team, and ultimately, the coach. Team jerseys are NOT to be left on the floor at any time.
They must be treated with respect and hung up when not in use.
1.2 Responsibility of the Team Manager
The team manager is expected to be responsible, adhere to and promote the directives of the MHMHA
Board of Directors and the approval of the team within the established policies and guidelines.
A helpful communication tool is the TeamSnap app. This allows Managers to efficiently communicate with
parents and team members.
The team manager is expected to attend the “Organizational Meeting” hosted by MHMHA.
The team manager is responsible for the preparation and presentation of a team budget to the parents.
The team budget must have the approval of the majority of team parents.
The team manager is responsible for opening a team bank account. The bank account must have dual
signing authority. The two signing authorities for the team should be the team manager and team
treasurer (provided they are from different families).
 Bank Accounts must be emptied of all existing team funds by March 31 of the current season.
 This applies to all MHMHA divisions.
 Any cheques or donations to the team must be made out in the team name, not an individual (eg.
Dodge Caravan makes a donation to MHMH Atom Panthers).
The team manager, with the assistance from the team treasurer, must retain all receipts of team revenues
and expenditures and provide financial updates to the team parents throughout the year. The manager
should also ensure that team fundraising initiatives are organized and comply with the team budget and
the guidelines and policies of the MHMHA.
The team manager is responsible for overseeing all administrative duties associated with the teams,
including:
 Complying and distributing team contact information
 Team budget and financial statements as per request
 Submissions of the AHA Coach and Player Code of Conduct forms
 Medical forms (see example in binder) need to distributed and filled out by parents. These forms
are to be kept by the Manager at all times.
 Arranging volunteers to run the score clock and record game sheet information (home teams only)
 Providing game sheets for all “home” games.
o Ensure all “home” game sheets are turned into your division (MHMHA office) within 24
hours of the game (or refs will take white copy).
o Pink and yellow are divided between the playing teams.
o Additional game sheets can be picked up at MHMHA office or the Hockey Hounds or Moose
Recreation Centre concessions.
 Creating team labels for game sheets
 Creating a team roster card, including parent contact information, for team families.
 Arranging team pictures
 Ensure MHMHA has a team photo by December 30 for the Medicine Hat News
 Preparing, submitting and retaining copies of all team travel permits
o These can be picked up at MHMHA office or online on the MHMHA website
o Permits must be applied for two weeks prior to travel date
o Permits are mandatory when travelling outside MHMHA zone
o When attending out of zone tournaments, tournament sanction number must be on travel
permit.
 Ensuring all major penalties and suspensions are properly reported and served
 Distributing team schedules to parents
 Pickup, proper care and return of MHMHA jerseys
o This role may be delegated to a team parent.
o Proper care instructions must be followed (jerseys MUST be hung to dry)
o Jerseys and hockey socks are provided for ATOM players courtesy of McDonalds. These do
not need to be returned to MHMHA. Teams are responsible for having player names put on
these jerseys. This is optional.
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o All other teams/players are responsible for providing their own hockey socks. These can be
purchased at Canadian Tire, Players Bench, Source for Sports, or Sport Chek.
o Rep socks can be purchased from MHMHA at the office for $16.00 a pair.
o When jerseys are returned to MHMHA, they must be washed and rehung on hangers.
o All equipment and jerseys will be signed out of MHMHA and when returned, they will be
signed back in. Contact Krista Collier or Tannis Lafferty.
Any team fundraising must have a special permit. These permits can be obtain from the AGLC
website www.AGLC.ca (see example in handbook or call MHMHA office with any questions)
Inform MHMHA office (Donna Schlosser) and any other teams you are sharing ice with, of any
changes or cancellations of ice time, one week prior. Failure to inform the proper individuals will
result in a payment covering the full cost of the ice rental ($96.92).
Booking tournaments and exhibition games.
o It is suggested each initiation, novice and atom team attend three tournaments (two away
and the home tournament) each year. Participation in additional tournaments or exhibition
games is at the discretion of team parents and coaches.
o Managers may schedule exhibition games with out of town teams in Medicine Hat.
Managers are responsible for booking and paying for ice times and game officials.
o Team Schedules will be created monthly. Cancelation of ice times needs to be done a
month prior by emailing mhmhaicetime@gmail.com. (Attention Donna Schlosser)
Please be advised that the above mentioned duties are not conclusive. Other items may arise from time to
time. If you are unsure, please consult your division director or call the MHMHA office.
1.3 Responsibility of the Team Manager at SCAHL level
 Team Staff Info – address, phone, email, coaching courses completed
 Send any team staff info to MHMHA for them to card staff with Hockey Canada
 Player/Parent Pledge and medical info forms to hand out and have completed. Player/parent
pledge sheets go to MHMHA. I copy medical sheets and keep one for myself and one for
coach/trainer.
 Print off Hockey Canada Injury Report Forms – have with you and provide for trainer.
 Team Contact List – type and email out
 Sign onto Team Bank account
 Book Busses – they should send you quotes so that you can add to the budget.
 Book Hotels – make sure to book rooms for bus driver and coaches.
 Set up and confirm refs – Tony Hasiuk at tonyhasiuk@yahoo.ca (403-581-3904)
o Should a conflict or issue arise during a game involving the refs, a write-up should be
forwarded to Tony. These write-ups are essential for ensuring referees receive proper
training and mentorship.
 Look into tournaments – reschedule any games before Oct 31st if planning to attend a tournament
 Jersey numbers and sew letters on
 Labels for game sheets
 Confirm league schedule with ice log from MHMHA and make sure that there are no changes to
any of your practices.
 Website Entry – roster and numbers need to go on before 1st league game.
 Scan and email game sheets after every game to Greg Davenport and the director. Question any
suspensions. (This is contact for SCAHL league)
 Contact News with dates of home games to publish in Today’s Line-ups
sports@medicinehatnews.com
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Call scores into radio and email into paper (403-548-8299 ext. 3) sports@medicinehatnews.com
Organize fittings for team clothing
Fundraising Chair – over sees any fundraising that takes place
Program Chair – to print programs for every home game
Meal Chair – to organize and order meals for every out of town game (eg. Boston Pizza, ordering
subs)
Treasurer - should finalize a budget for the year
Music chair – set up and play music at all our home games
50/50 Chair – AGLC number needed from previous year and then can go on website and set up
license. The license cannot be under MHMHA. Each team will need their own number. Please call
Sandy at the MHMHA office.
Manpower schedule – can be completed and emailed to everyone.
Jersey Chair or Chairs – takes care of and washes jerseys, brings to games and removes from
dressing room.
Team Social Chair – organizes any outside team functions
Trainer – parent volunteer or hire someone? This volunteer must have current first aid
certification.
Book tournaments and apply for travel permits.
Budget – complete a proposed budget and send out monthly statements to families.
SCAHL managers will receive a Manager’s Pre-Season booklet from Greg Davenport
(davstast@telusplanet.net 403-804-0385). Your director will provide this document.
Section 2 – Pre-Season Requirements
2.1 League Organizational Meeting
This meeting will be arranged by the Director of each division. A coach and team manager are expected to
represent each team. During this meeting:
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contact information will be collected and exchanged
game sheets and equipment to be distributed to all teams
team rosters to be given to each coach
up-coming meeting dates to be established for coach training
explanation of the role of the director at each level (director contact information will be provided to
each team)
Overview of Coaches and Manager expectations/role
ice schedules to be distributed
Information regarding the purchase of team clothing (allowed or not)
o Any clothing/apparel purchase must have the MHMHA logo
2.2 Parent Meeting
Teams are required to have a parent meeting as soon as possible following team formation (following the first
or second practice). The meeting agenda should cover:
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The team budget
The time commitment required by players
Gathering of contact information
Team fundraising/sponsorship initiatives
Collect initial team contributions (ex. $100/family) to start team fund (as agreed upon by parents)
Coach’s philosophy on player enjoyment and development
Team goals – short and long term
Team communication protocol and conflict resolution
Assigning team volunteer positions (jerseys, treasurer, tournaments, timekeepers, Stats, etc.)
Jersey and team equipment is to ONLY be used for MHMH games and other approved game functions.
2.3 Team Budget
The team budget should be presented to the parents as soon as possible following the initial team meeting.
Parents should have an opportunity to amend the budget. The team budget, once finalized must be approved
by the majority of parents, for review and approval. Parents should receive regular financial statements from
the team manager. Team budgets should follow Hockey Canada games and tournament guidelines.
2.4 Fundraising
Fundraising is determined by individual teams. Many fundraising options require permits. These permits are
available on the AGLC website www.AGLC.ca
o Bottle drives, liquor basket etc
Each player will be given a fundraising calendar at the beginning of the season. Calendars are $20.00 each and
funds will be collected by the team Manager. Players may choose to keep or sell the calendar. This is a
fundraiser for MHMHA, which helps keep costs down for each team. Participation is mandatory.
2.5 Criminal Record Checks
All team sheeted and/or carded Coaches, Assistant Coaches, Managers, and Trainers are required to submit a
current Medicine Hat Regional Police criminal record check as soon as they are selected for their position.
Criminal record checks should be completed and submitted to the MHMHA office no later than November 30th
of each season. These forms can be picked up at the MHMHA office or will be available at the Coaches’
Information Meeting. Failure to submit a Criminal Record Check will result in immediate suspension.
It is expected that all MHMHA volunteers do not have a criminal record. However, MHMHA realizes that there
are extenuating circumstances surrounding all situations. If a volunteer’s criminal record check reports that
there may be “files” in the Medicine Hat City Police system, then the criminal record check process will
accelerate to the next phase. A meeting with the Criminal Record Check Committee will be held and the
committee will determine the next steps. The volunteer may not assume any volunteer role until this process
is complete.
2.6 Co-Ed Dressing Room Policy
At the TimBits, Novice and Atom levels, co-ed dressing room situations may exist, provided participants in a
co-ed situation either arrive in full equipment or wear at a minimum gym shorts or long underwear as well as
a full t-shirt (no tank tops), all of which must be in good condition.
At the Pee Wee (11 years old) level and above, the following conditions will apply in all co-ed team
environments:
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Females and males will change in separate rooms
Both genders shall congregate in one dressing room fully prepared to participate in the game/practice
not more than 15 minutes prior to the scheduled ice time unless otherwise indicated (to be there
earlier) by the coaching staff.
The lesser represented gender shall depart the dressing room not more than 15 minutes after the
game/practice unless otherwise indicated (to stay longer) by the coaching staff
The gender in the majority shall not begin changing, helmets, gloves and skates excepted, prior to the
departure of the lesser represented gender.
When necessary, due to facility limitations, dressing and showering shall be done in shifts with the
gender in the majority dressing and showering first. Once the room with shower facilities has been
fully vacated the lesser represented gender may use the shower facilities.
The team coach is responsible for ensuring this policy is adhered to by all and for ensuring that the lesser
represented gender participates fully in all pre and post-game and practice talks.
Section 3 – League Games
3.1 Goal Cap
There will be a goal cap for the Initiation and Novice Divisions. Players will only be allowed to record 4 goals
per game. Any additional goals scored by a player will not be recorded on game sheets or displayed.
3.2 Rescheduling League Games
League games are to be given priority over exhibition and tournament games. If a team wants to attend a
tournament, and a league game needs to be rescheduled, then it is the responsibility of the team to first
secure an ice slot to re-schedule the league game within 14 days. Teams must contact Donna Schlosser
mhmhaicetime@gmail.com to determine available ice times. However, if the team cancels a league game in
order to attend a tournament without securing a future ice slot to play the game, then it will be the team’s
responsibility to purchase ice to make up the game, or forfeit the game.
It is the team’s responsibility to notify the referees if a league game needs to be rescheduled, and to arrange
for referees for the makeup game.
Section 4 – Additional Information
All forms mentioned in the above document can be located on the MHMHA website:
http://www.medicinehatminorhockey.com/
Any further information or questions, please contact your Director.