Source: http://cambridgeyouthhockey.org/Page.asp?n=38312&org=CAMBRIDGEYOUTHHOCKEY.COM
Timestamp: 2019-04-20 08:24:57+00:00

Document:
v0.06, April 7, 2008: Ideas from Coed Coaches Meeting [Josh Fournier, Winnie Stopps, Bob McCallum, Frank Donovan, Frank Connelly, Sam Wolfe, Pete Traversy, Ed Poirier, Michael Centauro, Michael Steigman, Paul Maciejewski, Jack Hatch, ... , Derek Rayside].
v0.05, April 7, 2008: Past Executive Directors. [Jim Coleman]. Financial Aid Committee. Team Manager Training meeting. [Derek Rayside].
v0.02, March 31, 2008: Expanded and clarified Secretary's duties. Added Kinds of Meetings table. Other minor edits. [Derek Rayside] Team Manager job description [Robin Parker].
Cambridge Youth Hockey (CYH) is governed by the statutes of USA Hockey, Mass Hockey, US federal law, Massachusetts state law, Robert's Rules of Order, and by our own CYH organizational bylaws. However, none of these sets of rules gives a practical and comprehensive overview of how to manage CYH: that is the purpose of this document. If this document is found to be in conflict with any of the aforementioned statutes, rules, and regulations that govern CYH, then this document is considered to be in error.
This is a working document, and it is expected to evolve over time.
Historically, there has been a large degree of overlap between Administrators and Legislators: almost every Administrator has also been a Board Member (ie, Legislator). However, the Bylaws only require the four Executive Officers to be both Legislators and Administrators. CYH would greatly benefit from having more Administrative volunteers who are not necessarily on the Board. There would also be some benefit to having Legislators who are not also Administrators.
The Programme/Coaching Director positions have, historically, often been filled by volunteers who are not on the Board.
Of course, the main kind of meetings in CYH are practices and games — but these are athletic meetings, and this document focuses on governmental meetings.
The CYH Articles of Incorporation and Bylaws identify four Executive Officers: President, Vice President, Treasurer, and Secretary. This document views these positions from a variety of angles. All four are both Legislators (ie, Board Members), and Administrators .
The President serves as overall leader of CYH, as well as specifically leading the Legislature and the Executive.
The President is ultimately in charge of external affairs, including corresponding with USA Hockey, Mass Hockey, District 10, FMC, GBYHL, MYCGL, and any other external bodies. In practice, many of these external relations are delegated to other volunteers. For example, CYH usually appoints a Distract 10 representative who attends monthly D10 meetings on behalf of the President.
The President is not the head of the Judiciary: CYH has an independent Judiciary.
The President is ultimately responsible for coordinating the Administrative and Athletic dimensions of CYH. However, the President does not set Athletic direction: that is the responsibility of the individual column heads (see matrix in §5.1).
The Vice President serves as the head of the Administration. This is depicted in the matrix structure in §5.1: the Vice President coordinates all of the "row people" (ie, the civil service), and serves as the volunteer of last resort for administrative tasks.
Past Executive Officers (President, VP, Treasurer, Secretary) are invited to serve in an advisory role for two years after their term expires.
Typically, the President and the Treasurer have signing authority on the CYH bank account. In practice, the Treasurer writes the vast majority of the cheques.
The Board of Directors is CYH's legislative body. As such, their role is to vote on legislative matters at Legislative Meetings. The President acts as the Chair of Legislative Meetings. In the President's absence, the Vice President acts as Chair.
Each Director gets exactly one vote: all Directors have equal power.
The Acting Chair of a Legislative Meeting should make an effort to maintain an air of impartiality, and so may choose to refrain from voting and making motions. This restraint is a general guideline, rather than a hard rule. The CYH Board is a small assembly, and so are there will be times when the Acting Chair's vote will affect the result, and in such circumstances the Acting Chair is expected to vote.
CYH Legislative Meetings are run according to Robert's Rules of Order.
Operational Status Matters: CYH Bylaws §5.K.ii states that "six votes must be necessary for any change in the status of operational issues of the organization."
Normal Business Matters: CYH Bylaws §5.K.i states that "all proposals concerning the business of the organization must be approved with a majority vote of the quorum."
Administrative Matters: Matters that clearly fall within the administrative mandate of a named position do not require Board approval.
The CYH BOD endeavors to run the CYH program in a manner consistent with the values, goals and wishes of its member families. We would also like to make this process as open and transparent as possible. Towards this end, we will endeavor to make all of our activities public, to the extent that this is possible. We plan to post most of this information on the web site (www.CambridgeYouthHockey.org). This will include providing advance notice of board meetings, posting minutes of previous meetings, providing financial statements and providing other information, as appropriate.
In addition to providing you with this information, we would also like to encourage you to become involved in the process. There are many ways to formally and informally interact with your board.
Directors are often at the rink, and available for informal conversation with members. It is helpful for the Board to hear the thoughts of the members on matters of importance to CYH. Please note, however, that an individual Director cannot make a decision on behalf of the Board during an informal conversation -- official decisions of the Board must be made at official board meetings.
Suggestions, comments and questions can be directed to any Director. Our contact information is on the website.
As required by USA Hockey and our bylaws, the CYH Board will schedule four general meetings per season, roughly on a quarterly basis. These meetings are primarily to give members a chance to discuss issues of importance with the Board, although some official business may also take place. For example, the bylaws require the Board to present financial statements at the September general meeting, and one of the general meetings will be the Annual Meeting at which Board elections take place.
CYH Board of Directors legislative meetings are held at least monthly, and possibly more frequently. These meetings are where the Board makes official decisions. The time, place, and agenda of these meetings will be posted in advance on the website, and the minutes will be posted afterwards.
Please provide several days notice that you plan to attend. This can be done by email or by contacting any of the Directors. This request is an unfortunate consequence of the fact that CYH has no official office space and we often scramble to find a room big enough in which to meet.
Please respect the fact that there may be items on the agenda regarding matters of personal privacy. To protect the privacy of others, you may be asked to leave the room for portions of the meeting. The personal details of these portions of the meeting will not be recorded in the minutes.
Members are invited to suggest items to be discussed on the agenda but must follow the same protocols as do Directors. Proposed agenda items are to be submitted to the Secretary, in writing, at least three days in advance. Proposals must include an organized discussion of a particular issue together with suggested actions to be taken. These proposals will be circulated to all Directors prior to the meeting in order to give time for others to consider the proposals. We have found that this prior knowledge of topics helps to facilitate a productive dialogue at the meeting. Please also understand that proposed agenda items are not automatically added to the agenda. The Board has the often difficult task of prioritizing the topics. There are occasions when time constraints do not allow for discussion of all issues.
As specified in the Bylaws, only Directors may vote on agenda items.
The Judicial branch of CYH government has two subdivisions: Personnel Development, which is concerned with the behviour of CYH Members; and the Compliance Committee, which is concerned with the Executive, Legislative, and Administrative following the appropriate rules.
This section is under development by Josh Fournier, Kiley Clapper, Larry Childs, and Derek Rayside. Other contributions welcome.
Ombudsman: a non-board member, and non-coach, appointed by the Board.
Citation: documented praise or criticism of some Member (parent, player, coach, director, etc).
Bad behaviour may lead to sanctions. Good behaviour may lead to awards.
Every month, Ombudsman makes a posting to the main CYH blog summarizing good behaviour. At end of season, Ombudsman shares positive citations with Coaches and Coaching Directors, for them to take into consideration for allocating awards.
Ombudsman keeps all citations on file.
Coach makes disciplinary decisions below some low threshold. Higher matters require a decsion from a Coaching Director. Even higher matters require a Hearing chaired by the Ombudsman. Lower decisions may be appealed to the Ombudsman.
1. These rules are considered in effect for all members (players, parents, guardians, coaches and volunteers) at all times anywhere in the Simoni Rink during CYH activity times, and at all times in other rinks and activity locations while CYH teams are visiting for games or other CYH organized activities.
2. CYH's Zero Tolerance Policy is as follows: (HERE QUOTE SOMEONE ELSE'S ztp - TO BE RESEARCHED).
3. Any player engaged in fisticuffs during CYH activities, whether in play or earnest, will either be benched for one game by her or his coach without a hearing, or, if the coach or member witnessing the occurrence evaluates the event to be a fight, be brought to a Disciplinary Hearing. A coach ignoring this rule shall be in violation of CYH's ZTP and shall be brought to a Disciplinary Hearing and subject to suspension or expulsion.
4. Any player who refuses to follow directions from his or her coach or acts repeatedly in a disruptive manner during team activities may be benched for one game by his or her coach without hearing. A player who is documented on a Behavior Report Form (SEE LARRY CHILD's FORM) by a coach or other member to be disobeying her or his coach or acting in a disruptive manner during team activities more than three times shall be brought to a Disciplinary Hearing for discipline that may include suspension or expulsion.
5. Any member in violation of the ZTP where the occurrence is not covered by the above rules, shall be brought to a Disciplinary Hearing.
Absentee parents represent a risk to CYH, and therefore absenteeism needs to be actively addressed. Absentee parents do not form friendships on the team, tend to treat CYH like a babysitting service, and do not respect volunteer time and effort. Consequently, as soon as something goes wrong, or is perceived to have gone wrong, the absentee parent will lash out at anyone and everyone associated with hockey. This behaviour appears to be consistent regardless of the race, religion, education, or socio-economic status of the absentee parent.
Coaches, or other parents, should make a pro-active effort to identify absentee parents and help them to become more involved, to form friendships, to understand hockey, and to become part of the community. The Personnel Development Committee may also become involved in this process of socializing absentee parents.
Properly socialized parents will have more fun in CYH, have a better understanding of their child's activities, and will have established support networks to help them constructively cope in the unfortunate event that something goes wrong.
The Compliance Committee is part of the CYH team working towards greater regulatory compliance, transparency, and internal controls. The purpose of the Compliance Committee is to help CYH maintain compliance with all of the external and internal laws, bylaws, regulations, policies, and customs that apply to it. The Compliance Committee serves in two capacities: (1) to remind the BOD of compliance activities that must be done, and (2) to report to the membership, at General Meetings, on the completion status of the CYH's compliance activities. The Compliance Committee is not charged with completing the compliance activities: that is the responsibility of the BOD. Furthermore, the Compliance Committee does not assume any legal responsibility or liability.
The Compliance Committee is granted full access to all CYH records and documents.
Membership on the Compliance Committee is open to any CYH Member in good standing, and any other individuals invited by the BOD.
The Administration is the part of CYH Government that does the day-to-day work of running the organization. By historical convention, most of the Administration are also Directors; however, this is not strictly necessary in most cases: only the Executive Officers (President, Vice President, Treasurer, and Secretary), are required by the CYH Bylaws to also be Directors.
The CYH Administration has a matrix structure, as depicted below. Individual positions are considered either "row" or "column" positions. Column positions lead a specific division of CYH. Row positions provide some kind of service to each column. For example, the Treasurer provides accounting services to each division/column.
Chairing Administrative Meetings. The VP should be meeting with some volunteers every week, to ensure they have the help they need to accomplish their objectives. An Administrative meeting does not require all of the volunteers, and will typically be somewhere between two and six volunteers: whoever has upcoming deadlines.
Coordinating the activities of the other members of the administration, so that the Administration acts in a unified and consistent manner.
Ensuring that the other members of the Administration have the resources and assistance that they need to accomplish their objectives. This may involve coordinating Auxilliary Volunteers, using outside services, or acting as a volunteer of last resort: whatever it takes to get the job(s) done.
Following up to ensure that tasks get completed.
Making executive decisions about task priorities and resource allocation.
i. In conjunction with the ACE Director formulate and implement on ice programs and activities.
ii. Have the overall responsibility for the on ice program.
iii. Develop, with the ACE Director and coaches, an effective on ice program and rules of play guidelines for all teams and present it to the board for approval.
iv. Conduct coaches meetings and training sessions for the betterment of the on ice programs.
v. With the coaches, establish team rules in conjunction with the organizations Discipline Policy.
vi. Review the disciplinary actions of the Head Coaches and present serious infractions to the board for approval.
vii. Widely solicit applications from individuals for the position of Head Coach of traveling teams and present all candidates for such positions for board approval for the next season, together with a recommendation or ranking of each candidate based on level of hockey experience, depth of general coaching experience, coaching experience with specific teams, coaching effectiveness, respect for League and USA Hockey rules, and communication skills with players, parents and other coaches.
viii. Conduct tryouts in the spring for the following years traveling teams and establish rosters with the Head Coaches.
ix. Review and approve rosters and changes with the Head Coaches and the Registrar.
x. Be responsible for establishing on ice schedule for all practices.
NOTE: If the Coaching Director is on the BOD, he/she may not participate in the Coaching Director selection except in the role of candidate.
xi. Solicit applications from individuals for the position of Head Coach as stated in Article 7, section B, vii.
xii. Conduct tryouts in the spring for the following years traveling teams as stated in Article 7, section B, viii.
See duties above for Co-ed Coaching Director. To be conducted in cooperation with outside entities, as necessary.
See also Girls Committee Charter below.
Primary function: All financial matters.
Secundary function: Filing all forms for IRS, State, and Secretary of State.
Receive paper trail for bank statements: three with Citizens bank (MMA, checking, and web); two with Cambridge Savings bank (MMA, Checking); and the scholarship account which is in Cambridge Trust.
Receive all other paperwork such as bills, statements, checks, etc.
Receive office supplies such as stamps, enveloppes, ink-stamps, etc.
Receive last official forms (may be with secratary). See below for official forms.
Setup meeting with CPA who has done tax filings for the last year (currently Steve Sousa).
Change banking info such as online banking and bank card for all bank accounts.
Verifying financial database with registrar's database for accuracy. Then, if needed, adjust entries and refund money or send out new invoices.
Annual Review. Needs to be done by CPA. Note: "Review" when gross Support and Revenue is $100,000 and $500,000. "Audit" when gross Support and Revenue is more than $500,000.
Treasurer will NOT send statements or invoices to any IH or LTS.
Treasurer will only send refunds for IH and LTS from the IH or LTS BOD coordinator and will cc the president on each transaction.
Treasurer on one side, and IH and/or LTS BOD coordinator on the other side, need to reconcile accounts and members on a regular basis.
The Treasurer chairs the Scholarship Committee. The Scholarship Committee must also have at least two other members, appointed by the Board.
Notifying the Membership of Legislative and General Meetings.
Notifying Mass Hockey of the results of the Annual Meeting.
Minutes for Legislative and General Meetings.
Scheduling Legislative and General meetings.
Preparing the Agenda for Legislative and General Meetings.
Reconciling Registrar's, Treasurer's and Coaches' records.
Maintaining CYH Governance Guidelines (this document).
Transcribing voice mail into email.
Send Informational mailers to the Membership.
Legislative Meetings should be posted on the Master Calendar, and at the rink, if possible.
CYH Bylaws §4.G. require notice of General Meetings be posted at the Simoni arena at least two weeks prior to the General Meeting.
CYH Bylaws §4.H. stipulate that Mass Hockey be notified about the results of the CYH Annual Meeting (particularly election results).
The Secretary is responsible for scheduling meetings. One useful tool for this task is www.Doodle.ch. Phone calls may also be necessary.
The Secretary is responsible for preparing the agenda for all Legislative and General meetings. For Legislative meetings, the agenda will largely be derived from wiki pages that accumulate thoughts from the Board email list — see notes on moderating the Board email list below.
The Secretary is responsible for maintaining CYH's organizational archives. These include the Articles of Incorporation, the Bylaws, annual reports, meeting minutes, etc, etc. Hopefully we can have all of these scanned in, so that the archives may be easily read by others.
The main internal control in a youth hockey organization is having separate records for the Registrar and the Treasurer. Keeping, and reconciling, independent sets of records helps to ensure that everyone pays their fair dues.
The Secretary is responsible for periodically reconciling the records of the Registrar, Treasurer, and Coaches, and reporting anomalies to the Board. Note that anomalies are expected due to honest bookkeeping hiccups: the purpose of reporting to the entire Board, rather than just to the Registrar and Treasurer, is organizational transparency. This reconcilliation should happen in August, November (after submitting official rosters to USA Hockey), January, and March.
The Secretary is responsible for incorporating updates to this document from various parties.
The Secretary is responsible for listening to voice messages left at the general CYH voice mail box, transcribing the voice message into email, and forwarding it to the appropriate party.
The CYH general voice mail box number is 617-300-8165, and it is hosted by CallCentric.com. When someone leaves a voice message, an MP3 recording of that message is emailed to the Secretary.
The general criteria are to let through messages that are (a) from a CYH member, and (b) contain real information content. Most replies-to-all fail the second criterion, and should be discarded.
Sometimes messages will be sent from a legitimate CYH member, but from an email address that was not previously in the CYH system. Inform the Registrar of such addresses, so that they may be added to the CYH system.
New subject for discussion Let's change the goalie discount policy Let the message through, and create a wiki page for the developing discussion.
My two cents on issue X I think goalies should play for free Incorporate the ideas into the wiki page for this topic. Do not let the message through.
Meeting scheduling I can make Tuesday 7pm, but not Wednesday Incorporate this information onto a Doodle poll. Do not let the message through.
Somebody should do something The coaches' room is a mess! Someone should clean it up! Notify the Vice President of the task. Do not let the message through.
Congratulations Great job Jim! Let the message through.
The agenda for upcoming meetings will largely be the wiki pages that have accumulated from the email discussions in the weeks preceeding the meeting. The Secretary's role is to help the Board and the Administration make decisions efficiently by gathering up relevant pieces of information and organizing them in a cohesive and comprehensive manner. The content of wiki pages to be discussed at upcoming meetings should be emailed out to the Board/Administration a few days before the meeting, to allow for another round of comments.
The Secretary is responsible for sending informational mailers to the Membership, or to specific subsets of the Membership (eg, Coed Travel), as necessary. Understanding all of the various subsets of the membership is the key intellectual challenge of this task. It is important to note that the Treasurer does not have all of the necessary addresses to send informational mailings: for example, the Treasurer will not have addresses for for non-parent volunteers, since the Treasurer has no reason to send bills to such people.
The content for these informational mailers is to be generated by other volunteers: the Secretary is just responsible for delivery.
Informational mailings do not include bills. The Treasurer is responsible for mailing bills.
The Secretary is responsible for reconciling the FMC ice contract and monthly bills with the master calendar. The Secretary is also responsible for reconciling league bills with data about the actual number of games played by each team. These reconcilliation actions are necessary to ensure that CYH pays for only the ice we actually use. Consider that even a 1% billing error on ice is worth over $1000.
The master calendar records all practice times, tournament games, special events, legislative board meetings, resold ice, etc: everything except league games. The Secretary's role here is to keep the information on the master calendar current.
The Secretary is not responsible for making ice allocation decisions, nor for reselling ice. The Secretary is just responsible for accurately recording the decisions made by others.
Every hour of ice on the master calendar is classified according to Vendor, Collector, and User. At this time, the Vendors and Collectors are: FMC, CTown, MassHockey, and Other. The Users are: CoedRegular, CoedMidget, GirlsRegular, GirlsU19, LTS, IH, Overhead, MYCGL, External, and Unsold. The description field of the event in Google Calendar must have a line such as "Vendor:FMC Collector:CYH User:External". In the case where the Vendor and the Collector are the same, the Collector field may be elided: eg, "Vendor:FMC User:CoedRegular". The event description may have other text on other lines, as long as that text does not include a colon (the ice summary report generation program looks for the line in the description with a colon to parse out the Vendor/Collector/User tags).
Recording resold ice: It is usually the case that the Vendor collects payment for the ice. However, in the case where CYH has to resell ice, CYH often ends up having to do the collections.
Here is an example ice summary report table, with Vendors organized by rows, and Users organized by columns. A summary report like this is produced for every month, as well as for the entire season. Usually the cells will have numbers in them, indicating how many hours a particular User used from a particular Vendor over the stated time period. However, this example table instead shows what kind of hours go into each cell.
Having a working knowledge of CYH bylaws, Mass Hockey Bylaws and USA Hockey Bylaws. All of these Bylaws are posted on the websites of the respective organizations. You will also be given 20+ copies of the Mass Hockey Bylaws/ USAH Bylaws and Rules of Hockey at the first District 10 meeting. These should be given to appropriate BOD and coaches.
Attendance at monthly District 10 meetings. The schedule of these meetings will be announced in advance, usually over the summer. Attendance is mandatory. ($55 fee/missed meeting). It might be appropriate to post minutes of these meetings to the BOD. I did it sporadically, only when there was information to convey that was new.
Get coaches and players registered with USA Hockey. Players (or their parents) and coaches must do this on the USAH web site. They must then send you the 14 digit registration number. USAH gives an actual e-receipt that can be emailed or printed. This contains a bar code that can be useful if you are using the scanner (see below). (You can get this information directly from the USAH web site if the parents forget, but this is a hassle.) Unfortunately, this has to be done by September 1st and should be completed before kids or coaches are allowed to skate. This means that it has to be done substantially over the summer. This is not easy.
Send out weekly emails in August reminding parents to register the kids.
I would recommend identifying team managers on each team. I would give team managers a list of players not yet registered during the last week of August. Let them call their fellow parents.
Unfortunately, the Registrar will need to be at the rink during the first week of practice with a laptop. Parents can register for themselves. It is handy to have a credit card, however, in case the parent does not have one. They can pay you in cash. If you are uncomfortable using your own credit card, CYH can buy a check card.
I would recommend a zero tolerance policy. If a kid is not registered, he should not go on the ice. In the past, we have been lax about this. I feel that this is too big a liability.
There is typically a coaches meeting (or two) over the summer. Bring a laptop. Since CYH reimburses, the coaches, the fees can be put on a CYH check card.
Send a mailing to the coaches.
Send emails to the coaches.
Construction of the rosters is also a crucial part of the Registrars job.
Rosters begin to take shape after tryouts. Coaches and team managers and players should be included. The identification of team managers is crucial. Teams without managers are much harder to deal with. Email lists should be created.
Send out a preliminary list to coaches with the names of their players, fellow coaches and team managers. It is imperative that coaches understand that they can not move kids to a different team or invite new kids/coaches on the ice without notifying the Registrar and Treasurer. This player movement created substantial disruption and confusion in 2007-8.
Players must be entered in Dabble.
Players must be entered in cybersport as soon as the USAH numbers are received. Cybersport is a proprietary computer program that is updated each year. You will get a copy from District 10 over the summer. USAH numbers can be entered manually or with a scanner.
Once all the USAH numbers are entered, rosters must be created in cybersport. Rosters must be signed by all players and coaches and managers. These rosters must be submitted to District 10. The deadlines are published by District 10. Because there is a fee for roster changes, it is usually the best strategy to get them in right before the deadline. Note that the Midget deadline is much sooner than the other deadlines. Two copies of the roster are needed (with and without addresses.) You will get back a copy of the roster with an official District 10 stamp. Save these. Teams can need them if they go in a tournament.
Rosters must be sent to GBYHL.
Team application for each team. This is a form created by District 10. It is not posted on any website. It is basically a tool to extract a $15 application fee. This form will be handed out at a District 10 meeting.
Playdown application. This is on the Mass Hockey website. The form must be downloaded and given to each coach to sign. Deadlines vary. The dates of the playdowns will be announced by District 10 and must be conveyed to the coaches.
Cori forms. District 10 will provide you with a list of coaches that have already been CORId. You only have to do it once. It renews every year. Coaches that have not been Corid need to fill out the form and have it witnessed by the Registrar. The form is available on the Mass Hockey web site. Cori forms must accompany the rosters.
Injury reports. These are filed as needed. It is a good idea to remind coaches about this before the season. Periodic reminders are also useful.
CYH runs a combined program with Charlestown. Registrar duties are more restricted compared to the Co-ed teams since Charlestown takes the lead.
CYH players need to be registered with USAH as above. (Only one registration is necessary per player.) Charlestown players are not our responsibility.
The Registrar should make rosters in dabble. The Treasurer will need this roster information for billing purposes.
The Registrar does not have to enter any of this information in cybersport or handle team applications or playdown applications. This is handled by Charlestown. Teams are Registered in District 1. I recommend confirming this information to be on the safe side.
These kids need to be enrolled with USAH. In the current year, IH kids registered themselves. LTS kids were registered by CYH because of the perceived aversion of these kids to be affiliated with USAH. Kids under 6 do not have to pay a fee. All LTS parents must sign a paper copy of the USAH waiver since they will not be doing this online.
The main job of the Ice and Facilities Coordinator is to sell ice that FMC forces CYH to buy, but that CYH does not want. The main technique for doing finding buyers is sending email to one or more of the following email lists. Different kinds of buyers are interested in different things: for example, other town programs are more likely to be interested in Saturday morning ice; adults without kids are more likely to be interested in hours that occur during school holidays.
Once a buyer is found, then both the CYH Secretary and the FMC Ice Scheduler (Patrick Furze) need to be notified. FMC and the CYH Secretary will jointly decide if CYH or FMC is going to bill the specified hour(s).
Keeping the domain name registrations current.
Keeping the web hosting contract current.
Keeping the DabbleDB contract current.
Managing user accounts on the web host.
Creating and redirecting email addresses on CYH domains.
Creating new email lists (both Mailman and Google).
Ensuring that the proper addresses are subscribed to the proper email lists.
Maintaining the Ice Summary report.
Derek Rayside has volunteered to perform these duties until 2012. However, he is willing to pass these duties on before that time if someone else is interested in them.
Auxilliary Volunteers are people who are willing to help out with administrative tasks on an as-needed basis. The Vice President coordinates the Auxilliary Volunteers, and connects them with the other volunteers who need assistance at a given time.
Get a copy of the team roster from the team web page.
Confirm the information (emails, phone numbers, address, etc) on it with the parents and players.
Determine which families prefer phone calls in addition to, or instead of, emails.
Send corrections to the Registrar.
Distribute copies of the updated roster to all parents on the team, by both email and hard-copy. Tell parents to keep a hard-copy in the car, so they have access to the phone numbers when they need them.
Assist the CYH Registrar in getting signatures on USA Hockey roster forms.
I also print out a little card that includes players name, number and parents names. These are especially helpful in the beginning of the season, when not everybody knows everybody else.
A few days before each game, send out an email with the date, time and location of the game; also, what time the player is expected there and a reminder to let me know if a player will miss the game (relay info to the coach). Include directions to the rink if it is an away game. The address of the team email list is on the team web page. Rink directions can be found at ArenaMaps.com and MassHockey.com/Rinks.
Phone families who requested phone notification.
Post information on team blog (on team web page).
Direct players/parents to locker room.
Help everyone get to games and practices, by identifying people who need help with transportation, and ensuring they get the necessary assistance.
Notify the league about game results (different leagues do this in different ways).
Help Coach re-schedule games (contact the appropriate league).
Answering questions from the league about rosters, games played, etc.
Answering questions from the CYH Secretary about games played.
Storing game jerseys between games.
Transporting game jerseys to games.
Attaching sponsor names to jerseys.
Attaching player names to jerseys.
Ensuring that there are fresh water bottles at every practice and game.
Some coaches prefer to let the players hold on to game jerseys in between games. Other coaches prefer for the team manager or coaching staff to collect the jerseys after every game.
Help the coach get rink dividers, extra nets, and other equipment on to the ice efficiently so that practice can start on time.
Locate and book tournaments, working with familes on player availability.
Collect money, as necessary: eg, for tournaments, presents for coaches, etc.
Ballot: a piece of paper that lists all candidates.
Vote: a clear mark on a ballot that indicates a particular candidate.
Cast Ballot: a ballot on which votes have been marked.
Under-voted Ballot: a cast ballot on which less than the expected number of votes have been placed.
Over-voted Ballot: a cast ballot on which more than the expected number of votes have been placed.
Spoilt Ballot: a cast ballot that has been ruined by over-voting or some other means.
Ballots should be counted by a mixed group of people, including current Board members, coaches, parents, etc. Candidates in the election should not be actively involved in counting, but may observe.
Each step of the counting procedure should be verified by at least two people.
Count the number of ballots cast.
Count the number of over-voted ballots.
Count the number of otherwise spoilt ballots.
Remove over-voted and otherwise spoilt ballots from further consideration.
Count the number of votes missing from the under-voted ballots.
Compute the total number of expected votes by multiplying the total number of good cast ballots by the number of open positions (usually five or six), and subtracting the number of votes missing on the under-voted ballots. This number will be used to check the result of the candidate-specific vote counting process.
For each candidate, divide the good cast ballots into those that voted for the candidate, or did not vote for the candidate. Count the number of ballots in each pile (for and against). Confirm that the size of the for and against piles sum to the total number of good cast ballots. Record the number of votes for the candidate under consideration. Repeat for the next candidate.
Add up the votes allocated to each candidate. This sum should equal the number of expected votes, computed preivously above.
If two candidate have almost the same number of votes, and it looks like this could affect the result of the election, consider recounting the votes for those candidates.
Completing the appropriate waivers and paperwork for your child to play hockey.
Ensuring that your child is present and punctual for games and practices.
Meeting other parents and players on your child's team early in the season.
Parents who have been involved in hockey for years understand the game and probably already know most of the people on their child's team. Parents who are new to hockey are strongly encouraged to personally attend and observe a minimum of one third of their child's practices and games, in order to develop friendships on the team and a better understanding of the game.
Athletes, and growing children, need an old-fashioned balanced diet that includes carbs, protein, fat, and vegetables — in balanced proportions, and reasonable amounts.
Sugar before a game will make cause your hockey player to run out of energy in the third period.
Yelling at hockey games is part of a long tradition of the game. As a coach, I often feel that I'm not doing my job if I'm not yelling sometimes. However, every fan can make choices about what they yell and when they yell it, and these choices can have a positive or negative impact on the performance of their team.
The players on the ice cannot hear what you're yelling. The people who hear what you're yelling are those in the stands and on the bench. The acoustics of hockey rinks are such that you cannot effectively communicate instructions to players on the ice from the stands.
What everyone in the rink can hear is the tone of your voice. Are you angry? frustrated? dissapointed? anxious? happy? encouraging? Everyone in the rink will know how you feel, and your feelings will influence their feelings. But they won't be able to hear the actual content of what you say.
The main choice you face as a fan is the following: are you going to yell anxious instructions before the play happens? or, are you going to yell congratulations after the play happens? The players on the ice can't hear your instructions. They can hear your anxiety. Anxiety does not help players perform well.
The final three minutes of close games (a one goal differential), where the outcome of the game is in jeopardy.
CYH has traditionally offered a number of discounts, such as to families with multiple children enrolled in CYH. This policy describes these discounts and how they are applied and accounted for.
A player registered on two CYH competitive teams is billed the full tuition for each team, less a $275 discount off of each team's full tuition.
There is no discount from CYH for players registered on one CYH competitive team and another team in another organization.
Players who are registered on a CYH "B" team, but are occasionally "called up" to play a game on the CYH "A" team are not considered to be registered on two competitive teams, since they will only be listed on the USA Hockey roster for the "B" team. Consequently, they are not required to pay tuition for a second team, and also do not receive this discount.
Every team needs a goalie, and goalie equipment is more expensive than player equipment, so every hockey organization offers substantial discounts to goalies. To qualify for a goalie discount, a player must have demonstrated commitment to being a goalie and must have been selected as a dedicated goalie. If a player is granted a goalie discount, then that player is expected to serve as a goalie for the majority of the season to which the discount applies.
The CYH goalie discounts increase with age, to reflect the increasing cost of goalie equipment as players get older, and the decreasing amount of goalie equipment CYH provides for older players. The discount is expressed as a percentage, which is to be applied to the tuition for the team on which the player serves as goalie, after other discounts have been applied. The discount rates are: 25% for goalies on Squirt/U10 competitive teams; 50% for goalies on Peewee/U12 competitive teams; and 100% for goalies on Bantam/U14 (and older) teams.
Special case on how goalie and sibling discounts interact: The sibling discount will be applied to the non-goalie team for players who meet the following criteria: registered on two CYH competitive teams, plays out on one team and goalie on the other, and has at least one sibling on a CYH competitive team.
The tryout fee is used to cover the costs of running tryouts, and so is not refundable after tryouts have started. At the time of this writing, the tryout fee was $50.
Regular tuition may be refunded in full before the season starts (ie, Labour Day).
Between Labor Day and Columbus Day, monies paid in excess of 50% of the regular tuition for participation on the affected team will be refunded.
There are no refunds for regular tuition after Columbus Day. By this point in the season CYH is already committed to, and has already paid a substantial portion of, ice rentals and league fees.
Everyone should start with a straight stick: you won't know which way you shoot until you get out on the ice. Just because you're right-handed doesn't mean that you'll shoot right. In fact, if you're right-handed, there's a good chance that you'll shoot left, because when you shoot left your right arm will be the top arm on the stick. Use a straight stick for at least a month until you figure out which way you shoot.
If you're really good, like Mr Hockey Gordie Howe, you'll be able to shoot both ways, and will continue to play with a straight stick. Most of us aren't that good, and end up playing with a curved stick and shooting only one way.
Some Boston Bruins in the Hockey Hall of Fame who shot left include: Bobby Orr, Johnny Bucyk, Phil Esposito, Ray Bourque, and Brad Park. Twelve out of the top twenty all-time scorers in the NHL shot left: Wayne Gretzky (L), Mark Messier (L), Gordie Howe (L+R), Ron Francis (L), Marcel Dionne (R), Steve Yzerman (R), Mario Lemiuex (R), Joe Sakic (L), Jaromir Jagr (L), Phil Esposito (L), Ray Bourque (L), Paul Coffey (L), Stan Mikita (R), Bryan Trottier (L), Adam Oates (R), Doug Gilmour (L), Dale Hawerchuk (R), Jari Kurri (R), Luc Robitaille (L), Brett Hull (R).
Wood makes good hockey sticks: they have the best puck control.
Wood sticks are not that durable for adults. For an adult skating three times a week, a wood stick will last for only one or two months. However, children weigh less than adults, and therefore put less stain on a stick. A wooden stick can last a child an entire season.
There is no hockey reason to play with an expensive composite stick.
Picks: Figure skates have picks on the toes; hockey skates do not. The picks are supposed to be used for certain jumps and spins. Beginners sometimes use the picks to pull themselves along, instead of pushing off from their inside edges (which is considered proper form on both kinds of skates).
Heels: Figure skates have raised heels; hockey skates do not.
Blade Length: Figure skates (and speed skates) have longer blades than hockey skates. Specifically, the tail end of a figure skate blade sticks out past the heel of the boot. On a hockey skate, the blade is the same length as the boot.
Blade Width: Figure skates have wider blades than hockey skates.
Rocker: Hockey skates are obviously rockered, figure skates (and speed skates) are almost flat. Look at the blade from the side: a hockey skate blade will look like a small part of a large circle. Rockered blades make it easier to perform quick, agile movements. Flatter blades make it easier to perform fluid, elegant movements.
D.2.1 Transitioning from Figure Skates to Hockey Skates: Bend your knees!
When you switch from figure skates to hockey skates, you may feel as if you're about to fall over backwards (and indeed you may fall backwards!). This is because hockey skates have a shorter blade, more rockering, and a flat heel. To compensate, bend your knees , as if you're downhill skiing, and lean slightly forward.
The way you skate will be determined by the length of the blade and whether you have picks or not. When you go to the rink, watch how the figure skaters stand and move as compared to those on hockey skates.
Using hockey skates, you have to always bend your knees. Because of the shorter blade and the rounded ends (rockering), there is a lack of stability if you do not remember to keep your weight forward as in skiing. This means you have to be balancing on the front of the foot and bending your knees at all times. You propel yourself by turning the push off foot and using the balls of your feet. You turn and stop by applying pressure to the edges of the skate blade, instead of using the picks.
Skating with hockey skates reminds me of skiing - especially on the shorter parabolic skiis.
One tip a member of Canada's Olympic team gave me is to put a shim between the blade and the boot, or insert a heel pad to help ensure that the knees are bent, and the front of the ankles are pressing on the tongue of the skate.
Protection: Goalie skates offer much more protection to the foot than regular skates do. This is not that important for young children, because they cannot shoot very hard.
Blade Width: Goalie skates have wider blades than regular player skates.
Rocker: Goalie skates are flatter (ie, less rockered) than regular player skates.
Sharpness: Goalie skates are duller than regular player skates, because goalies move mostly side to side, whereas regular players move mostly forwards or backwards.
The committee shall be known as the Joint Girls Committee.
The Joint Girls Committee shall consist of six members, three from each town. The Girls Program Director for each town will be automatically included as one of that town's committee members. The other two committee members for each town are to be appointed by that town's board from among coaches, parents, and other interested volunteers. Each town will appoint at least one committee member who is a parent and does not coach a team governed by this committee.
The Joint Girls Committee shall be jointly led by the Girls Program Directors from each town.
Committee meetings are called by one of the Committee Leaders. At least one Committee Leader must be present for the meeting to be considered official.
Official committee decisions are to be made by a vote at an official committee meeting. A simple majority of the committee (ie, four votes) are needed to approve a decision.
Each season, the committee shall widely solicit applications coaches of girls traveling teams. Coaching applicants are to be evaluated by the committee on the basis of hockey experience, depth of general coaching experience, coaching experience with specific teams, coaching effectiveness, respect for League and USA Hockey rules, and communication skills with players, parents and other coaches. The committee is generally expected to select at least one coach from each town for every team.
The committee shall make all final decisions about team composition. The team selection process may involve tryouts and/or registration, organized and administered by the committee. Some challenging team selection matters that the committee is expected to make decisions about include: whether girls may play above their age level; whether friendship, family, transportation, or hockey considerations are to be considered primary when placing a player on a particular team; whether one team should be made more competitive at the expense of another team; finding a goalie for each team, etc. It is hereby acknowledged that these are difficult matters, and sometimes need to be approached differently in girls hockey than in boys or coed hockey.
The committee will coordinate with the USA Hockey / Mass Hockey Representatives from each town to ensure that all of the girls teams and individuals, including players and coaches, are properly registered with USA Hockey. The committee is also charged with making decisions about which Mass Hockey District each team is registered in. At the time of this writing, Charlestown is in Mass Hockey District 1, and Cambridge is in Mass Hockey District 10.
The committee is charged with enforcing player and coach eligibility requirements, whether from USA Hockey, Mass Hockey, or the Board of each town.
The committee is charged with managing player and coach disciplinary matters in a manner consistent with the policies and practices of USA Hockey, Mass Hockey, and each town.
The committee is responsible for maintaining relations with the league(s) in which its teams play. This may include: dates when teams are unavailalbe to the league(s), such as tournament dates; finding timekeepers for games; notifying the league(s) and opponents about unforeseen rink closures, etc.
The committee is responsible for making decisions about hiring external skills instructors, pending financial approval from the Board of each town.
The committee may pursue fundraising activities, in coordination with the boards of each town.
The committee will make decisions about how expenses are to be shared between towns. There are different approaches that may be taken, including but not limited to: splitting all expenses 50/50; splitting expenses proportional to the number of players from each town; allocating specific expenses to specific towns; etc.
The committee shall actively recruit new players and coaches, and shall do so in coordination with the general recruiting and training efforts in each town.

References: §5
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v. 
 §4
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