GBAYHA
MANAGER MEETING
October 13, 2015
Carolyn Jazgar
cjazgar@yahoo.com
920-265-7152
GBAYHA Manager Meeting Oct. 2011
Welcome
Why are we here tonight?
• To inform you about your role, duties and obligations
as the team manager and to answer any questions
you may have concerning the team manager’s duties
and responsibilities.
Introductions• Name, Team, Family Names, Experience
PLEASE SIGIN IN WITH CONTACT INFORMATION
GBAYHA Manager Meeting Oct. 2011
What does the Manager Do?
• The Team Manager is a parent volunteer in charge of
the team's administration.
• You work in close cooperation with the team's coach,
with team parents, GBAYHA members, referees,
tournament directors, opposing teams' managers,
arena managers, manager coordinator.
• The manager is the most important link between
the GBAYHA Board of Directors and your team.
• For more details, see WAHA Manager Handbook (on
GBAYHA website/Team Managers)
GBAYHA Manager Meeting Oct. 2011
Manager Resources on Website- Newly
formatted page
GBAYHA Manager Meeting Oct. 2011
Communication Expectations
Email
• Team Information  Parents
• Team Newsletters are great sources of information for the parents,
players and coaches. Recommended to send these out weekly on Sunday.
You can also include notable performances on the ice over the last week!
• GBAYHA  Coaches and Managers
• Managers  GBAYHA
Website
• GBAYHA news and updates posted regularly – check it often!
• Every team has a series of pages.
• Work with Coach to decide format of your team page, specifically if
and how statistics are updated and displayed on website
GBAYHA Board Meetings – 2nd Tuesday of Month @ 7pm
GBAYHA Manager Meeting Oct. 2011
Communication Expectations
You are the primary point of contact for your
team
Team Meeting During First Few Weeks of Practice
• Parent contact info- phone and email. Suggest laminated cards for
each family with contact info.
• May have to reach out to skaters/parents first few practices for
information. Hand out notice for meeting.
• Make sure you have one parent point of contact.
• Collect missing documentation/forms
• Review dib requirements
• Coach to review expectations for the season, practice schedule,
willingness to “pick up” games, B-9 sessions
• Review volunteer requirements for each game, sign up
GBAYHA Manager Meeting Oct. 2011
Communication Expectations
You are the primary point of contact for your
team
Team Meeting During First Few Weeks of Practice
• Utilizing the website for practice and game schedule changes
(google.docs was recommended to use on site for game volunteers)
• Posting pictures on the website only with parent permission
• Make sure families have directions to away games and time to be
at rink.
• Discuss away tournament scheduling- number of tournaments
• Discuss home tournament and volunteer requirements
• Calendar raffle information
• Team picture dates
• Use ical for your skater and/or the NGIN app
GBAYHA Manager Meeting Oct. 2011
Communication- use ical
GBAYHA Manager Meeting Oct. 2011
Communication- use ical
GBAYHA Manager Meeting Oct. 2011
Team Web Page
GBAYHA Manager Meeting Oct. 2011
Team Web Page
• Email for access must be the site log in email.
• I will send an initial list for access.
• Make sure Coach and Manager contact info is on the
team home page for opponents to easily confirm games
and contact the team.
• Update of game results- OPTIONAL
• Use for team communication.
• Refer to 2015/2015 PeeWee team pages for good
examples.
GBAYHA Manager Meeting Oct. 2011
Team Documentation
Requirements
• Get a large 3 ring binder!
• All forms must be kept in team binder & at every practice and
game.
• Make sure the binder is passed along to a parent/coach if unable
to be at game.
1. USA Hockey Team Roster (ADVISE REGISTRAR IF
TOURNAMENTS ARE SCHEDULED PRIOR TO 12/1)
• Must keep an official roster in your binder.
• Skater must be on your official USA Hockey Roster to skate with your
team.
• Registrar will provide your team roster once the following is completed:
- all your coaches USA Hockey bar code registration are provided
(not
the coaching card number.
- your USA Hockey manager registration bar code (must go on
website to register) is provided
• Registrar’s Email: gbayharegistrar@gmailcom
GBAYHA Manager Meeting Oct. 2011
Team Documentation
Requirements
2. Consent to treat form- need to collect from each skater
3. Birthday verification form- from team members new to WAHA, will
be noted on roster as required
4. Concussion form- need to collect from each skater
5. Code of Conduct form- need to collect from each skater
6. Jersey forms- collect and kept until jerseys are returned
7. Jersey form deposits- received from Registrar, kept by manager,
returned at end of season to skater
NOTE: MAKE SURE THEY ARE COMPLETE, SIGNED DATE, SOME ARE
NOT
GBAYHA Manager Meeting Oct. 2011
Safe Sport
Safe Sport is a USA Hockey program for on and & off
safety. They have systems to protect participants from
physical abuse, sexual abuse, bullying and other
misconduct. WAHA and USA Hockey have a ZERO
TOLERANCE for abuse and misconduct.
• Background checks required for managers as part of
Safe Sport.
• Training- Required coaches training, manager training
TBD.
• Locker Room Supervision Policy
GBAYHA Manager Meeting Oct. 2011
Background Checks
• WAHA requires background checks be done (every 2
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yrs) on any coach or manager working in our GBAHYA
organization.
Failure to comply results in forfeiture of State
Tournament play.
Complete this on line from WAHA website (click on
background check link).
Pay the $8.95 fee and once results are received by
GBAHYA president (sent automatically and
confidentially) you will be reimbursed.
Remit receipt to Treasurer, GBAYHA office.
GBAYHA Manager Meeting Oct. 2011
Locker Room Supervision
• Per WAHA policy an adult must be in the locker room
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before and after practice to chaperone
Chaperones must be of the same gender as players
Typically these are parent volunteers
No chaperone should EVER be in the locker alone with
only 1 player unless it is their son/daughter
Rotating volunteers do not require a background check.
One volunteer for the season requires a background
check.
Add to your weekly list of game volunteers, required for
practices and games.
GBAYHA Manager Meeting Oct. 2011
Jerseys
• Jersey distribution to be scheduled by equipment
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managers.
They will coordinate with coaches.
Equipment managers will size each skater.
Jersey numbers cannot be promised.
Each manager will receive an extra set of jerseys for
game day for skaters that may forget the jerseys.
Will receive after all skater jerseys distributed.
Each skater is responsible for the care of jerseys.
Managers keep jersey condition forms.
Managers will receive jersey deposit checks to return
at end of season if jersey is returned in good
condition.
GBAYHA Manager Meeting Oct. 2011
First Aid Kits
• GBAYHA provides one kit per team.
• Kit should be at all practices, home and away games.
• Coaches take the kits.
• Check the kits if first aid is used to replace supplies.
• We have extra supplies, contact equipment manager
if you need anything.
• Return kit to equipment manager at end of season.
• Information on concussions has been given to
coaches and will be in the first aid kit.
• A doctor note is required to return after a concussion.
GBAYHA Manager Meeting Oct. 2011
Credits
• Each skater’s family required to complete 4 credits (2 for Mites)
• Cost for 1 credit is $100.00
• Many Credit Opportunities Available!
• Concession Stand Shift (4 hrs) = 1 Credit
• Gambler 50/50 Raffle = ½ Credit
• Credited Positions- notify DIBS coordinator of coaches and
manager positions
• DIBS – sign up early!
Send your families periodic reminders, include in weekly
newsletter
GBAYHA Manager Meeting Oct. 2011
Calendar Raffle
• Managers must collect calendar money and give to
Beth Ribar
• Calendars distributed- Manager meeting, October 13
• Raffle proceeds collected- date TBD
• Each skater must sell $100 of tickets, maximum 20
tickets $200 for multi-skater families.
• Collect from one designated parent as your contact.
GBAYHA Manager Meeting Oct. 2011
Team Pictures
• Scheduled for TBD. Rich Roberts is the coordinator
and will advise when it is scheduled.
• Teams should be dressed and ready 10 minutes prior to
scheduled time.
• Black team jerseys, black socks
 Order forms
 Picture distribution
GBAYHA Manager Meeting Oct. 2011
Scheduling
• Current practice & game schedule on website
• Changes may/will occur, look often (ical tool)
• Practice times vary, days will be the same
• IMMEDIATELY check for any conflicts.
• B9 scheduling by coach or manager. Must be adult
supervised. Only coaches/manager can sign out key in
Zamboni Room.
• Team managers will work with the rink scheduler for
game additions and deletions after coach’s approval.
• Team managers and coaches are not allowed to
call and cancel home games; this must be done
through the rink scheduler (Don Chilson).
GBAYHA Manager Meeting Oct. 2011
Scheduling
• All game confirmations are the manager's
responsibility.
• Call the team that you are scheduled to play or check their web
site at least three weeks prior to a game (home or away).
• Reconfirm each game again 48 hours before play.
• If there is a problem with a game, call the rink scheduler
immediately and they will work with you to get the problem
resolved.
• Make sure families know the rink directions for away games
and time to be at rink.
• Check for home referees: www.ggbhr.org. Request a
login for access to your team’s game schedule.
Scheduled two weeks in advance.
GBAYHA Manager Meeting Oct. 2011
Game Day Activities
Bring first aid kits, extra jerseys and manager binder.
Make sure coach has game pucks.
Off-Ice Officials
• At every home game, the home team must provide three - four
people to staff the off-ice officials’ positions:
1.
2.
3.
4.
Scorekeeper
Timer
Penalty Boxes (2)
Sound/Music (optional.
• The off-ice officials must remain neutral (i.e. no coaching or
cheering from the individuals who staff these positions).
• Each manager will facilitate volunteers - try not to schedule
coaches families if possible.
• Must be at least 16 years old and wearing a helmet if 18 & under.
HINT: Use the Website/Google Docs or Sign Up Genius- For
a sign up sheet.
GBAYHA Manager Meeting Oct. 2011
Game Day Activities
Score Sheets- volunteer required (experience preferred)
• You will receive 15 (for all your home games).
• The score sheet must be completely filled out.
• Give a copy to the opposing team’s manager.
• Keep other copies. Referee may take a copy.
• A white 2”x4” label (Avery 8163) works well for showing the team’s
roster, coaching info (number & level), and managers telephone
number (template found on website). Put roster on all 4 pages of
score sheet.
Sound System
• Each manager will receive a key to the sound system and be
responsible for the use and training of parents to use the equipment
for their team.
• See sound system handout for rules.
• You can bring your own ipod/playlist or music will be available.
• Keep key and handout with your binder.
• PLEASE RETURN KEY TO CORNERSTONE/DON CHILSON AT
END OF SEASON.
GBAYHA Manager Meeting Oct. 2011
Game Day Activities
Clean up after ourselves!
• Locker rooms and arena seating
Player & Parent Conduct
• Teach & lead by example good sportsmanship in good conduct.
• Monitor locker rooms, know who can be on the ice with the kids,
appropriate conduct in the stands or anywhere around the rink
& be a good representative of GBAYHA.
GBAYHA Manager Meeting Oct. 2011
Home Tournaments
• Squirt, PeeWee, Bantam A
Dec 4 – 6
• PeeWee C
Jan 29 – 31
• Squirt C, Girls U10, 12U, 14U
Feb 5 – 7
• Squirt, PeeWee, Bantam B
Feb 19 - 21
GBAYHA Manager Meeting Oct. 2011
Home Tournaments- Details
GBAYHA Manager Meeting Oct. 2011
Home Tournaments
• Tournaments are a fundraiser for GBAYHA.
• We have a solid reputation for providing a
positive player/parent/coach experience
thanks to all of our volunteers.
• All parents must work 6+ hour shift during
their tournament weekends – manager may
be asked to work with tournament
coordinator to schedule of workers.
• $100 fine for no volunteer participation.
• Raffle baskets from your team can provide
additional income. Be creative!
GBAYHA Manager Meeting Oct. 2011
Away Tournaments
• Work with Coaches to identify and schedule
• www.waha-hockey.com has list of sanctioned tournaments.
Must be sanctioned tournaments.
• Managers are responsible for any arrangements that need to be
made for an away tournament
• Sending deposits (usually paid up front) and player rosters
• Negotiating hotel rooms and rates for the entire team (some
hotels will not take hockey teams)
• Meeting room for team, potluck meals
• Collecting tournament fees from players
• Try to schedule on open weekends – difficult to reschedule
HOME games
• Reminder: You and your team represent GBAYHA. Behavior
(good and bad) at tournaments (including hotels) may affect
future opportunities for other GBAYHA teams.
GBAYHA Manager Meeting Oct. 2011
Play Downs and State Tournament
• All teams will have some type of play down – no
guaranteed trip to State
• Regional play downs scheduled: Feb. 12-14 weekend in
Appleton
• State Tournaments: second or third weekend in March
– check WAHA website and notify parents of date
early.
• March 5 – 6: Bantams, Squirts, U10 & U14
• March 12 – 13: PeeWee, U12
GBAYHA Manager Meeting Oct. 2011
End of Season Activities
• Order Patches & Distribute- Hat Tricks, Playmaker,
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Shutouts
Return sound key to Cornerstone/Don Chilson
Team Party- Decide with coach and families.
• Parent Scrimmage
• Pizza Party at Rink
• Restaurant
• Slide Show
Gifts for Coaches- OPTIONAL, decide with families.
Awards for Players- OPTIONAL, decide with coach and
families.
GBAYHA Manager Meeting Oct. 2011
Sani Sport- Equipment Cleaning
• GBAYHA and Tom Reese (owner of “The Penalty Box”) have
partnered to bring Sani Sport technology onsite to
Cornerstone. The simple mission is to address the health hazards
posed to our skaters by their equipment.
• The patented Sani Sport technology has been scientifically proven
to eliminate between 99 and 100% of the dangerous bacteria that
can be found in protective equipment. This includes MRSA,
general staph infections, E Coli, and a variety of influenza
organisms. Sani Sport's ozone cleaning agent is up to 3000 times
faster acting and up to 150 times more powerful than chlorine
bleach. The process takes about 15 minutes and uses no chemicals
and no water. Ozone is a natural gas with strong oxidizing
properties. O3, as it is often referred to, opens sports equipment
fibers to penetrate the bacteria.
• Sani Sport is used by 27 professional NHL teams and 15 NHL
teams including our own Packers.
GBAYHA Manager Meeting Oct. 2011
Equipment Cleaning
• Conveniently now located in the Penalty Box by Rink 3.
• Equipment cleaning available all season, any time.
• Association provided financial support for the equipment
in exchange for discounted pricing for our association
members.
• Single cleanings for $15 vs. $25 per cleaning for non-
members.
• Punch card offering to purchase 6 cleanings for $75
($12.50/cleaning).
GBAYHA Manager Meeting Oct. 2011
Other Interesting Information
• Scrip Program
• Scrip is a great way to lower your fees. Help promote & guide
parents were information is located to get them started
• Puck Program
• Help reinforce the Puck Program. Any person returning a puck
to the concession stand will receive a sucker or other piece of
candy as available. This simple gesture helps save the
association in equipment cost.
• Name Plates
• Always in Stiches
GBAYHA Manager Meeting Oct. 2011
What’s Next?
• Get your Binder!
• Meet with Coach to discuss website ideas, tournament
opportunities, and expectations for each other.
• Meetings with your teams.
• Get your team website up and going. There is a link on
the Team Manager page to request access.
GBAYHA Manager Meeting Oct. 2011
TO DO LIST
Documentation
• Register at USA hockey as a manager
• Go to WAHA website and do background check unless
done last year
• Send manager bar codes to registrar; she will then send
you your official team roster
• Suggested- Laminated cards for parents with team
roster, parents names and contact info
• Collect/complete forms to be kept in binder.
GBAYHA Manager Meeting Oct. 2011
TO DO LIST
Website
• Obtain access to your team web site from the web master
(there is a link and instructions on the team manger page).
• Talk to your head coach and decide on web site format and
what stats are to be posted.
• Set up a system for organizing game day volunteers.
Fundraising
• Distribute calendars to parents and then collect money and
give to Calendar coordinator (Beth Ribar).
• Notify DIBS coordinator (Dawn Jenquin) how your team
credits will be divided and who are your assistant coaches.
GBAYHA Manager Meeting Oct. 2011
TO DO LIST
Game Scheduling
• Confirm all away games with opposing team managers
• Confirm referees for all home games
• Assign parent workers for home games and
tournaments
• Bring first aid kit, team binder and extra jerseys to all
games
• Make white team labels for score sheets
GBAYHA Manager Meeting Oct. 2011
TO DO LIST
Tournaments
• Discuss tournaments with head coach and book hotel
blocks early.
• Name tags or fun away tournament goodies,
OPTIONAL
• Coordinate home tournament volunteers.
• Coordinate team tournament basket, OPTIONAL
• Notify parents early of Play down and State
tournament dates.
• State tournament hotel blocks, if applicable.
GBAYHA Manager Meeting Oct. 2011
TO DO LIST
Weekly
• Team newsletters
• Confirm practice and game schedules
• Confirm game day volunteers and referees
• Distribute score sheets
• Keep track of hat tricks, playmakers, shut outs for patches
End of Season Activities
• Order patches
• Distribute patches
• Return sound key to Cornerstone/Don Chilson
• Return first aid kits
• Collection of jerseys
• Return jersey deposit checks with equipment manager approval
• Optional end of season activities
GBAYHA Manager Meeting Oct. 2011
Questions? Concerns?
GBAYHA Manager Meeting Oct. 2011