EFFECTIVE 30 JUNE 2024
3.01 –Team Operations and General Policy:
3.01.01 - Purpose: The purpose of this policy is to establish the framework to manage operations of all teams affiliated with Sarnia Hockey Association (SHA). This policy encompasses Representative, Select, Recreational and Development Programs. The policy sets the foundations for team operations, financial management, scheduling, and other components of operating a hockey team within SHA. It outlines the procedures, criteria, and responsibilities to assist with effective team management ensuring consistency, transparency, and legal compliance with the established rules and regulations governing hockey at various levels.
3.01.02 - Scope: This policy applies to all teams participating with SHA. All procedures shall be used by Representative, Select, Recreational and Development Teams.
3.01.03 - Definitions:
a) Scheduler: Refers the SHA Ice Scheduler who is a member of the Board of Directors and is responsible to VP-Administration
b) Treasurer: Refers the SHA Treasurer who is a member of the Board of Directors and is responsible to the Board of Directors
c) Website: Refers to the Sarnia Hockey Association Website (Parent Site) – www.sarniahockey.com including all its Category and Team Pages (Child Sites)
d) Team Fundraising: Any time where a team seeks financial support or revenue from external public or private sources to support team activities. Team Fundraising includes business sponsorships and donations. Any team fundraising must be approved
e) Stakeholder: In the context of a SHA hockey team, a stakeholder refers to any person that has an interest or investment in the respective team's activities, success, or outcomes. For application of this policy, this only includes:
i) Players, Parents and Guardians: The athletes themselves are stakeholders as they directly participate in team activities and have a personal investment in its success; For any players under the age of 18, their parents or guardians provide support and financial resources for the team.
ii) Coaches and Staff: Any team officials who appear on the approved team roster and are directly involved in coaching, training, or managing the team.
f) Championship Event: Refers to any event sanctioned by ALLIANCE or OHF as a championship. Final Days, Playoffs and Playdowns are not included in this definition.
g) Facility Operator: Any public or private entity that owns, manages or controls an arena, building or other facility utilized by SHA
3.01.04 – General Team Operations:
a) Official Team Name: All SHA Teams shall be referred to as the “Sarnia Jr Sting” in partnership with the Sarnia Sting Hockey Club (OHL). Other identifying nomenclature such as sponsor, colour, division, and category can be used in conjunction with the official name. (ie Sarnia Jr Sting U10A, Sarnia Jr Sting U13 Bayview Chrysler Renegades, etc)
b) SHA Operations Guideline: SHA shall maintain Category Guidelines to provide added detail and clarity to team operations. Guidelines will be accessible on the Website. SHA should review the category guidelines annually. SHA shall provide and maintain:
i) Representative Operations Guideline; and
ii) Recreational Operations Guideline
c) Other Guidelines, Policy Documents, and Rule Books: Hockey Canada, OHF and Alliance policy, rules and regulations are available to the public online and accessible through their respective organization websites.
d) Internal Competition: No SHA Team shall play a game or scrimmage against any SHA team from another category (A, B, MD, SL, HL) in the same age division (U9, U11, U13, etc). For Example, U11A/AA cannot play against U11B/BB.
i) Exceptions for U9 Representative Teams can be found under SHA Representative Guideline 5.01(p)
e) Team Website and Website Access: SHA Teams can control and manage their respective team page. Access requests can be granted by SHA Website Director or Delegate upon request. Online activity shall adhere to ALLIANCE Policy 17.0
f) Off-Ice Game Officials: SHA shall arrange trained off-ice officials for all league games. Teams are responsible to arrange or request off-ice officials for exhibition games
i) Player Registration fees include the cost of off-ice officials for all league games.
ii) Teams are responsible for the additional cost of any officials for exhibition games.
g) On-Ice Game Officials: SHA shall arrange qualified on-ice officials for all exhibition and league games.
i) Player Registration fees include the cost of on-ice officials for all league games.
ii) Teams are responsible for the additional cost of any officials for exhibition games
3.01.05 – Team Finances and Budgeting:
a)
References: Refer to
SHA Policy 2.00 for SHA Financial Policy and Approved Budget Procedures
b)
Team Bank Accounts: SHA Teams that may manage team funds and transactions totaling over $2250 CAD annually require an approved business bank account and must use approved financial procedures including submitting a team budget for review
i) The following teams listed are approved to manage funds over $2250 and are required to request a bank account from the Treasurer annually:
a) Any A/AA Representative Teams
b) Any B/BB Representative Teams
c) Any MD Representative Teams
d) Any HL Select Teams
ii) Signing Authority on any SHA Team account requires:
a) Minimum of two (2) unrelated members that reside in separate households; and
b) These members must be approved by the Treasurer
iii) No Team can proceed to collect fees or revenue until the Initial Team Budget has been approved in accordance with 3.01.05(c)(i)
iv) Direct management of Team Accounts will be the responsibility of the Head Coach, Manager and approved persons with signing authority. Sarnia Hockey Association will not be held responsible for the direct handling of team funds.
v) Recreational League Teams are not permitted to manage team accounts and should consult their respective director and VP-Recreational on any money related matters
vi) Recreational League Team Head Coaches and Managers are permitted to collect money from participants to cover costs for authorized tournaments or sanctioned team activities. This amount shall not exceed $150 CAD per player over the course of the season.
c) Team Budgets and Reports: To maintain transparency SHA Teams with team accounts are required to submit:
i) An Initial Team Budget for approval by:
a) VP-Administration; and
b) Team Stakeholders
ii) Mid-Season Financial Report for review by the Stakeholders and VP-Administration between December 1 & December 31
iii) End of Season Financial Report for review by the Stakeholders and VP-Administration no later than April 16
iv) Team Account Close Out/Transfer Report to the Treasurer by April 16
d) Team Fundraising and Sponsorships: Any team fundraising activities must meet the provisions of Policy 2.00.
i) No Team Fundraising can proceed until the Initial Team Budget has been approved in accordance with 3.01.05(c)(i)
ii) Representative Teams: May raise funds through donations, sponsorships, or other commercial fundraising campaigns to help defray specific costs.
iii) Select Teams: May raise funds through donations, sponsorships, or other commercial fundraising campaigns to help defray costs.
iv) Recreational Teams: SHA actively seeks strategic sponsorships for all Recreational Teams and Divisions annually. SHA Recreational Teams must seek written approval from the VP-Recreational, VP-Administration, and Recreational Sponsorship Director to:
a) Participate in any team fundraiser; or
b) Receive any type of team sponsorship from a person or business
v) Directed Employee Volunteer Benefits: Any benefit received by SHA on behalf of a participant through an employment volunteer program (ie: Benevity) will be held in the SHA General Fund.
a) Employer donated funds from SHA Officers and Directors can be used to cover expenses described under 3.01.05(d)(vii) when coordinated and approved by the Treasurer.
b) Employer donated funds from recreational participants can be used to cover expenses described under 3.01.05(d)(vii) when coordinated and approved by the Treasurer.
c) Employer donated funds from Representative or Select participants can be routed to an authorized team account when requested in writing to the Treasurer and recorded in the team financial reports as “Fundraising Revenue”.
vi) Regulatory Obligations: All fundraising activities must be legal and adhere to ALLIANCE Regulation 9.0 Sponsorship, Advertising Restrictions, and HC Insurance Guidelines
vii) Lotteries and Raffles: Due to the onerous licensing requirements by the Alcohol and Gaming Commission of Ontario (AGCO), lotteries or raffles are not permitted for team or group fundraising under SHA.
viii) Permitted Use of Team Fundraising: Teams may use fundraising to pay for:
a) Team Tournament Entry Fees
b) Skill Coaches and Ice Time for Training
c) Coaching Software, Applications, Training Tools and Training Libraries (Coach Them!, Hudl, Drill Hub, etc)
d) Extraordinary travel expenses (or for extraordinary play down travel expenses)
e) Team Keepsakes or Team Apparel – refer to Policy 1.06
f) Team functions or parties
g) Athletic conditioning sessions that meet HC Insurance Guidelines (Pools, Gyms, Yoga Studio, etc)
h) Team building and/or developmental activities
i) Tournament accommodations for non-parent team officials; or
j) Budgeted team sundries, supplies or equipment that has a total value of $1500 or less (ie Markers, Postage, First Aid Kit, Equipment Bags, Training Aids, etc)
ix)Prohibited Use of Team Fundraising: Teams may not use fundraising for the following purposes:
a) Offsetting SHA Basic Player registration fees.
b) Offsetting SHA Representative Player assessment fees.
c) Paying any amount toward player or parent tournament accommodations.
d) Providing meals for parents or siblings at tournaments; or
e) Purchasing any electronic device that exceeds $500 in value without approval of the Category VP (ie Cameras, televisions, tablets, computers, sound equipment etc)
x) Maximum Fundraising Limit: Team Fundraising shall not to be used for the financial gain of participants or parents; therefore, fundraising cannot exceed any team budget. Failure to abide by the Team Budget Policy will result in forfeiture of ice privileges.
e) Team Loans: Some SHA Teams are eligible to request a pre-season loan from SHA provided the following conditions are met:
i) The team must have pre-season (June to September) expenses exceeding $150 per player or $2250 CAD total
ii) The team must have an approved team account
iii) The team must have an approved team budget
iv) The team can borrow up to a maximum of $8000 CAD
v) The team agrees to repay the loan to SHA by November 1st
3.01.06 – Team Ice Allotment and Facility Resources:
a) General Ice Time Allotment: SHA and the Scheduler shall determine Ice Time Allotments for all teams and programs annually in consultation with ALLIANCE and the Facility Operator(s).
i) Strategy: To manage the limited ice time available efficiently the scheduler shall develop a flexible and dynamic schedule strategy that provides each team with sufficient opportunities for practice and game play while adhering to ALLIANCE League regulations and deadlines. This strategy should take into consideration the unique needs, requirements of different teams and strike a balance between competitive, recreational or development programs.
ii) Rationale: SHA aims to optimize the utilization of available ice time and ensure that all SHA teams have the best possible conditions for player development and participation. This approach is in alignment with Hockey Canada’s player development models and insurance program while supporting the growth and success of all participating teams.
iii) Insurance: Hockey Canada has engaged with an effective insurance carrier for policy coverage in the areas of general liability, medical, dental, injury, accidental death, and dismemberment coverage. All registered participants of Hockey Canada are covered by this insurance policy while travelling to, from and participating in sanctioned activities including games or practices. Refer to HC Insurance Guidelines
iv) Risk Management: Any ice time or other facility resource not arranged by the SHA Scheduler may not be covered by Hockey Canada’s Membership Insurance Program. Any team that wishes to independently arrange for ice time or other facility resource must contact SHA’s Risk Management Officer and Category VP for information and approval.
v) Schedule Considerations: SHA and the Scheduler will use this general guideline when developing the schedule annually.
a) Representative/Competitive League Teams: Typically have access to two (2) practice times per week. Games will be scheduled through coordination with ALLIANCE
b) U6 to U15 Recreational League: Typically have access to one (1) practice time per week and one (1) game time per week.
c) U18 and U21 Recreational League: Typically have one (1) game time per week
d) Initiation and Developmental Programs:
i) Foundations Teams: Typically one (1) practice time per week
ii) Skill Schools and Groups: As determined by SHA
e) HL Select Teams: Ice time will be reviewed annually and allotted based on availability after Competitive, Recreational and Developmental schedules are released.
vi) Special Requests: Any special requests or alternative arrangements related to ice time must be submitted to the Scheduler for approval and implementation. All special requests should be made in consultation with the respective Category VP
vii) Additional Ice Time: Any team may request additional ice time. The Scheduler can approve requests as ice time becomes available. Any added costs associated with requests for additional ice time shall be borne by the requesting team unless other arrangements are made by SHA or the Scheduler. Teams will be invoiced periodically throughout the season
viii) Rescheduling by SHA: A practice or game can be rescheduled at the discretion of SHA to meet ALLIANCE League regulations and/or playoff deadlines. Teams will be notified in a reasonable timeframe through email from the Scheduler and changes will be reflected on the website
ix) Rescheduling by Team Request: Team Officials are not permitted to adjust or change schedules without providing notification to and receipt of approval from the Scheduler.
a) All game cancellations are the responsibility of the scheduler in consultation with the Team Coach or Manager – Refer to 3.01.06(c)
b) All practice cancellations must be communicated to the scheduler 72 Hrs in advance or the team could be invoiced for the wasted ice time
b) Game Scheduling: The Scheduler is responsible for posting and maintenance of all schedules on the website
i) League Game Scheduling: All SHA Teams shall have their league schedule managed by the Scheduler
ii) Tournament Game Scheduling: SHA Teams shall notify the scheduler of tournaments for blocking on Team Calendars. Teams are responsible for posting and managing their tournament schedules on the website as well as completing the correct Tournament Travel Permit (Refer to Rep Guideline 5.19 & Rec Guideline 5.01.03)
iii) Exhibition Scheduling: SHA Teams shall notify the scheduler of all home and away exhibition games for posting on Team Calendars as well as complete an Exhibition Travel Permit (Refer to Rep Guideline 5.19 & Rec Guideline 5.01.03)
iv) Travel Permit System: A travel permit is a specialized document authorized by ALLIANCE, managed by a SHA Point of Contact, and validated/signed by a SHA delegate. It authorizes a team for participation in additional competitions other than established league play. A travel permit extends player insurance to any exhibition game or tournament sanctioned under the auspice of Hockey Canada (HC).
a) Travel Permit Requirements: All ALLIANCE teams are required to use www.minorhockeyforms.com to complete and submit a travel permit document for:
i) Home Exhibition Games
ii) Away Exhibition Games
iii) Special Event Games (ie Sarnia Sting OHL Experience)
iv) Externally Run Tournaments (Not within SHA)
v) Alliance Championships (if applicable); and
vi) OHF Championships (if applicable)
b) Travel Permit Management:
i) SHA shall designate Travel Permit Manager(s) as required:
a) SHA President
ii) The Travel Permit Manager shall designate Travel Permit Delegates as required:
a) A/AA Teams Director
b) B/BB Teams Director
c) VP-Recreational
v) Schedule Changes: All schedule changes must be requested to the Scheduler with a reasonable timeframe for coordination, implementation, and re-scheduling. All requests should include:
a) Current time, location, and team details of the event to be changed; and
b) Recommended time, location, and team details of the event to be changed to
c) Change Requests can be denied at the discretion of the Scheduler
c) Game Cancellations: Team Officials are not permitted to adjust or change schedules without providing notification to and receipt of approval from the Scheduler. All SHA teams must follow respective league regulations for cancelling games
i) Emergency Cancellations: If there is an emergency and a game must be cancelled – Head Coaches or Managers should contact the Scheduler immediately by phone.
ii) Local Weather Cancellations: The Scheduler shall monitor the local weather forecast and consult facility management preemptively in an effort to minimize risk of local travel in extreme or dangerous weather conditions
a) SHA must cancel local games or practices at a facility that is closed due to weather conditions. Closure of a facility is at the discretion of facility management.
b) SHA may not cancel local games or practices based on weather forecasts if facility management deems it safe to remain open
iii) Travel Conditions: SHA encourages its members to exercise personal judgment when preparing to travel to a hockey game. Members should adjust departure times or not travel when weather degrades road conditions outside their risk threshold. It is the members’ responsibility to notify their coach/manager when they determine conditions are not safe for travel.
iv) Safety: No SHA Member can be forced or coerced into travelling to a hockey game when they feel it is not safe to do so. Any violation of this should be reported immediately to the Category VP
v) Representative Teams: Refer to ALLIANCE Structure Policy 10.0 for Game Cancellation Regulations
vi) Recreational Teams: Must contact their respective Division Director for any schedule changes. Refer to Recreational Guideline 5.00.12
3.01.07 – Championship Events:
a) Alliance Championship Events: All SHA teams that qualify for any Alliance Championship Tournament, Festival or Jamboree will be provided 50% of the ALLIANCE Fee by SHA. Fee payment and/or reimbursement should be coordinated by the respective Category VP and Directors.
i) Representative Teams: ALLIANCE will provide guidance and/or coordination for playoff/playdown qualification and championship events
ii) Select Teams: Will be responsible to register for Alliance SL Championships
iii) Cross-Ice/Half Ice Teams: Any eligible teams are responsible to register in their respective Jamboree or Festival.
iv) Recreational Teams: One (1) registered Recreational Team from each league/division that qualify [refer to 3.01.07(c)] can be registered for Alliance HL Championships. These leagues/divisions are:
a) U9
b) U11
c) U13
d) U15
e) U18
f) U21
b) OHF Championship Events: Any Representative Teams (A/AA) that qualify for the OHF Championship will be subsidized by SHA. This subsidy should be coordinated by VP-Representative
3.01.08 – Recreational League Playoffs and Final Days:
a) Recreational League - Playoffs:
i) All Recreational League teams will be eligible to participate in SHA Recreational League Playoffs.
ii) A round robin playoff will be held within each applicable league/division to determine one (1) team per division that qualifies for the Alliance HL Championship. Refer to Recreational Operations Guideline 5.02.04
iii) Only teams that obtain an ALLIANCE Approved roster are eligible to qualify for the Alliance HL Championship
iv) If teams are tied at the end of Round Robin Playoffs refer to Recreational Operations Guideline 5.02.04-.05 for the tie breaker regulations and rules.
v) If a qualifying team declines its invitation, the Division Director shall offer the invitation to the team with the second highest playoff points, then the third, fourth and so on until a team accepts.
vi) No Playoff Tie Breaker Game, U9 and above shall end in a tie.
b) Recreational League - Final Days:
i) All Recreational League and Developmental teams will be eligible to participate in SHA Final Days Games, Festival or Jamboree as applicable.
ii) Final Days format, seeding and game rules are detailed in Recreational Operations Guideline 5.02.06.
iii) No Final Days Game, U9 and above shall end in a tie.
3.01.09 – Responsibilities
a) Head Coaches or Team Managers are responsible for:
i) Completing and submitting travel permits accurately and within a reasonable timeframe to be verified and signed by SHA at www.minorhockeyforms.com
ii) Development and Management of Team Finances, including submissions required for approval or review
iii) Initiating and maintaining communications with the Scheduler for any team requests for changes to the team calendar
iv) Providing their team with communication from the Scheduler
v) Conduct of a Initial Budget Approval Meeting with Team Stakeholders – Refer to Policy 3.06.06(a)(ii)
vi) Submit Team Financial Reports in accordance with Policy 3.01.05(c)
b) Travel Permit Manager is responsible for:
i) Being the Point of Contact between ALLIANCE and SHA for all travel permit business
ii) Control and Security of the Travel Permit Management System (www.minorhockeyforms.com)
iii) Acting as backup/advisor for any Travel Permit Delegate
iv) Revoking travel privileges of any team that falsifies information on a travel permit
v) Report any instance or team(s) not using the Travel Permit System to the SHA Risk Management Officer
c) Travel Permit Delegates are responsible for:
i) Validating the information on a travel permit as provided by the respective team(s)
ii) Correcting minor errors or omissions on any submitted travel permit
iii) Verifying the opponent on the travel permit is sanctioned by HC, OHF or USA Hockey
iv) Approval any travel permits within their respective assignment or purview
v) Rejecting incorrect, inaccurate, duplicate, or false travel permits
vi) Report any instance or team(s) not using the Travel Permit System to the SHA Travel Permit Manager
d) VP-Administration is responsible for:
i) All Risk Management related approvals
ii) Administrative and organizational support for SHA. Works closely with the Treasurer regarding budget completions, compliance, etc
iii) Review and validation of all Representative Team Budgets and Reports
e) VP-Recreational is responsible for:
i) Review and validation of all Select Team Budgets in consult with VP-Administration
ii) Coordination and Registration of SHA Teams qualifying for Alliance HL Championships
iii) Coordination for all Recreational League Tie Breaker Games
iv) Coordination for all Final Days Games and Awards
f) VP-Representative is responsible for:
i) Coordination and Registration of SHA Teams qualifying for Alliance Championships
ii) Coordination and Registration of SHA Teams qualifying for OHF Championships
g) All Category VP’s are responsible for:
i) Coordinating team accounts with direction from the SHA Treasurer
ii) Providing Directors and/or Teams with training and guidance for all items under this policy
iii) Assisting the SHA Treasurer and Scheduler with communication to Directors and Teams for application of this policy
f) SHA Website Director is responsible for:
i) Coordination and management of personal profiles on the SHA Website
ii) Management of access to team and league pages for site and page administrators
iii) Annual coordination of team page roll over on the SHA Website
iv) Management of league and team page profiles on the SHA Website
g) Scheduler is responsible for:
i) Annual development of the SHA practice and game schedule
ii) Management and maintenance of the SHA Organizational Calendar on the website
iii) Attending all ALLIANCE League structure and schedule meetings
iv) Communication of any schedule changes to Directors or Coaches as time permits
v) Coordination and control of emergency or weather related game cancellation procedures – Refer to Alliance Structure Policy 10.0
vi) Coordination and Communication between SHA and all Facility Management Groups
vii) Coordination with the Director of Officiating and Referee Assignors for scheduling of On and Off-Ice Officials at Representative Team Home Games
viii) Coordination with the Director of Officiating and Referee Assignors for scheduling of On and Off-Ice Officials for all Recreational League Games
h) Treasurer is responsible for:
i) Validating and approving team account requests
ii) Validating and verifying team reps for accounts meet SHA requirements.
iii) Advising on best practices for financial management and fundraising to the executive committee
iv) Approval, issuing, tracking, and reporting of team loans
v) Reporting of team loan re-payment to VP-Administration
vi) Tracking and Reporting of Representative Team Assessments
vii) Reporting and tracking of employment sponsorship or fundraising contributions collected under policy 3.01.05(e)(vii)