Travel Team Manager Training

Beth Battina

Intro

• For coming today and the work you’ll do this season.Thank you

• Please check the contact info on the sheet being passed around or on the TTM website

• Make sure your info is correct

Confirm contact

info

Intro Beth Battina

• Currently ACYHA Board Secretary

• Mom of one skater: • Mac is a 2nd year

Squirt

ACYHA bio:

Intro

• Name• Team• Skater(s)• Managed before• Anything you are hoping

to get from today

Introductions

Intro - Guests

• Ice Scheduler• Web Administrator

Derek Olson

• TreasurerEric Berns

• RegistrarCrissy Ginther

Intro - Guests

•Boys’ Traveling Coordinator

Bob Sticha

•Girls’ Traveling Coordinator

Jerry Mlekoda

y

Registrar – Crissy Ginther

• You will receive two originals• Have players sign both; coaches initial both• Make NO marks, NO corrections; Notify Crissy of any discrepancies• Return both originals to Crissy via arena mailbox

Rosters

• Roster, Coach CEP card copies• Player Consent to Treat• Player Insurance Info

Manager Books

• Collect locker room supervisor (parent) and manager(s) background screen receipts and forward to Crissy via email (superginthers@gmail.com)

Background Screen

Ice Scheduling – Derek Olson

• Ice scheduled is automatically uploaded to team calendars.• DO NOT delete or manipulate ice times on the calendar. This

will delete it from other team’s schedule if sharing ice.• Items such as locker room assignments, should be added to

team calendar as an event, separate from the ice time.• As ice is scheduled or updated, it will replace previous item

and your changes will be lost.• Send potential conflict info (i.e. school events/concerts) as

soon as you are aware.

Communication/

Scheduling

• Use solo ice scheduled whenever possible.• Notify Derek if you schedule a scrimmage and

if you are using solo ice or need to purchase another hour. Confirm that one of you will notify the arena to arrange a locker rom for opponent.

• Ref and ice fees come out of team budget.

Scrimmages

Web Administration – Derek Olson

• You should have access to team’s website• Contact Derek if you do not have access

(dolson84@hotmail.com)

Access

• Contact NGIN using their Help information on the website.NGIN

Treasurer – Eric Berns

• $100 balance in account at beginning of season• Return account with $100 balance at end of

season• May request debit card for account; Eric prefers

managers to use card, but welcome to use checks.

• Do not reimburse self with a check; submit receipts to Eric and he will reimburse you from your account

• ALWAYS get a receipt – even if on a napkin; e.g. referee name, date, sign, reason, amount

• Keep receipts for season, turn in at end of season• Documentation is important• Write 1-2 word memo on all checks• Return checkbook/debit card to Eric at end of

season

Team Account

s

Treasurer – Eric Berns

• Obtain account balance from TCF when you are put onto the account

• Balance account monthly and provide written verification to Eric (eberns65@hotmail.com)

• Statements will be mailed to manager homes; cannot have access to online; Only Eric has electronic access to statements

• Request a PDF of your account statement from Eric if you want it

Statements

• Obtain MN Tax-Exempt Notice from Eric• Present to vendors when making purchases to avoid

paying sales tax• Receipts submitted should not have tax if at all

possible• Cannot use for food purchases

Tax-Exempt Status

Treasurer – Eric Berns• Association has paid for tournaments on

behalf of your team; 1 out of town, 2 in-town

• Some payments include both registration and gate fee

• Your Level Coordinator or Traveling Coordinator will provide you with this information

Tournaments

• Gate fees are to be repaid to the association, via Eric, from your team fees

• Please budget team fees accordinglyGate Fees

Equipment – Kirk Anderson

• Critical: take good inventory at beginning of season• Get from Kirk and give to head coach: first aid kit, pucks/puck

bag, and an extra set of jerseys (home/away)• Helmet stickers: birds fly forward; Falcons goes across front

Equipment

• Practice/Home/Away game jerseys (light = home; dark = away) • Game socks (not to be worn at practice; keep at end of season)• Jerseys are NOT worn off ice• Use garment bag; NEVER store in bag with skates; Replacement

fee: $75 per jersey• Return 3 clean jerseys at end of season (practice, home, away)

Jerseys/Socks

• Equipment Manager: Kirk Anderson (kirk_anderson56 @hotmail.com)

• NO game jerseys to be ordered with out approval from Kirk.• Do NOT leave any equipment in the youth hockey office• End of season: return clean practice and game jerseys , first aid

kits, pucks/puck bags

Protocol/Contact

Locker Room Supervision

• USA Hockey Requirement• Safety from non-hockey individuals• Eliminate bullying• Supervision of behavior• Maintain cleanliness of locker room• Not to coach

Purpose

• Located on ACYHA website: • Coaches’ Corner• Travel Team Manager• Locker Room Supervision tab on Teams page

• Collect receipts electronically from parents/manager, send to Crissy Ginther via email

Screening Forms

Locker Room Supervision

• Required of coaches, managers, board members, and supervising adults

• Every eligible parent (men/boys’ teams – women/girls’ teams) is to take part in locker room supervision

• Parents complete online screening; print summary receipt and give to you/Registrar

• If someone declines the screening, keep this info strictly confidential and respect their wishes

Screen Proces

s

Locker Room Supervision

• REQUIRED OF ALL TEAMS AT ALL LEVELS• Be present while skaters dress for practice/games, 45 – 60 minutes

before ice time.• 3 people should be in locker room at all times; okay to leave 1 skater in

locker room if you are posted outside the door. Stay if 1 coach wants a 1:1 with a player.

• Arena respect – any skater(s) found defacing the locker room may subject each team family to a sanction (i.e. additional 5 hours of volunteer time, cleaning the locker room, community service time at rink, monetary fine).

• Cell phones/iPods/cameras, etc. – NO photos are to be taken in locker room at any time.

• Skaters to keep devices in hockey bags until EVERYONE is suited up or dressed.

• At Supervisor’s okay, skaters may use devices.• Games/tournaments – may involve a key which could involve a deposit,

be aware of the resurfacing schedule; unlock 3 minutes before break, lock afterward, unlock again after game, lock upon exit.

• Report any issues to Travel Coordinator (Bob Sticha or Jerry Mlekoday)

In the Locke

r Room

MN Hockey Locker Room Supervision Guidelines

Background: In June 2010 the USA Hockey Board of Directors with a nearly unanimous vote adopted a policy mandating locker room monitoring for all USA Hockey youth teams, including teams of all USA Hockey affiliates. The policy originated with the Coaching Section and the Risk Management Committee, and was supported by the Legal Council. The rule simply provides that teams “…have at least one responsible adult present directly monitoring the locker room during all team events….” USA Hockey 2010-11 Annual Guide, p. 35. The details of how to implement the rule were left to the affiliates and the teams to determine.

Suggested Policies and Rules: This policy has given rise to numerous questions and possible interpretations. The MN Hockey District Directors recommend that the rules adopted by each local association or team include the following provisions:

1. The “responsible adult” can be the coach, but it might be more practical to add the team manger and/or selected team parents. Coaches have many tasks, and are not always in the locker room. Suggest choosing several parents to be certain every team event is covered.

2. “Responsible adults” should be of sufficient maturity (an early twenty- something is not mature enough to supervise a bantam locker room).3. All locker room monitors must be screened in accordance with the MN Hockey Screening Policy. Screening involves no cost to the affiliate.4. The locker room monitors should be carefully chosen, and understand that their role is strictly supervision of the locker room. The non-coach locker room

monitors are not coaches and should not attempt to be such.5. The locker room monitors must be gender correct.6. “All team events” means both games and practices, and monitoring is required whenever players are in the locker room. The staff must come early and

stay late.7. The locker room monitors must be physically in the locker room. One cannot supervise from the hallway. This applies even if other parents are in the

locker room to assist a player with his or her equipment.8. All recording devices should be banned from the locker room, including cell phones and cameras.9. At a minimum the locker room monitors’ specific duties should include:

a. Responsibility for locker room security, including allowing only team- authorized persons to enter the room and locking the room when the team is on the ice.

b. Responsibility for the locker room key.c. Collecting and safeguarding any cell phones or other recording devices brought by players.d. Being in the locker room at all times when a coach is in the room with a single player.

Apparel – Beth Battina

• Lettermen – website ready to goVendors

• Prefer navy apparel for consistent association image• Use approved logo• Not required by ACYHA

Guidelines

• See websites for order deadlines and delivery datesTiming

SKATE

• Reward skaters for academic achievement• Valuable prizesPurpose

• Each team must have one SKATE Rep, it can be shared

• Receive 10 volunteer hours total per team• Must attend SKATE meetings• Arranges and supervises travel tournament study

hall• Collects team report cards, family cash donations,

communicates SKATE info to families

Volunteer

Manager Tips & Tricks– Beth Battina

• Wednesday, Nov. 20• 7:00 – 9:00 pm• Brooklyn Park Community Center• Mandatory; separate meetings for head

coaches and managers• As we go along, please share anything you

learned at the D3 meeting that might be new

D3 Meeting Info:

Primary Goal

• Communicate accurate, concise and helpful information

• If you communicate information well one time, you’ll avoid being asked the same question 12 times over

Communication

Pre-Season

• 7:00 – 9:00 pm, Brooklyn Park Community Center• 11/20 Squirt ABC, U10 AB

D3 Manager & Coach Meetings - Mandatory

• 1 2 4• Mailboxes for board and teams

Code to Youth Hockey office

• Gather and share with head coach; SKATE rep; Team, Emergency contacts (see TTM page)Team contact info

• MANDATORY for coaches, managers, locker room supervisorsBackground checks

Pre-Season• Get access from Derek Olson

(dolson84@hotmail.com)• Add information, esp. contact info• When adding roster info, use first name and last

initial of players only• Determine if coach wants stats maintained on site

Website

• Coach expectations• Team-related volunteer expectations• Locker room expectations

Parent/Player meeting with head

coach• Determine team preference• Work with Beth Battina

(bethbattina@gmail.com)Team apparel

• Track distributed jerseys (game and practice)

• Get equipment to coachesEquipment

Pre-Season• Allocate game day duties• See template and cheat sheets on TTM

page

Parent volunteer roles

• Jersey #, Name• Coach CEP #s• Head coach signs all labels• See template on TTM page

Scorebook Labels

• Solicit and secure• Share tournament information with repSKATE rep

• Prepare and distribute• See template on TTM pageCheer cards

Templates

• Contact list• Equipment inventory• Emergency contact list• Parent volunteer schedule• Score sheet labels• Cheer cards• Budget/check register• Cheat sheets: Score keeper; Time

keeper NHIA and PIC; Elapsed time to game time conversion

On Travel Team

Manager page:

Binder

• Provided by Registrar, Crissy Ginther• Return docs in original binder at end of seasonNotebook

• Bring to every game, esp. tournamentsMust have

• May want a binder with a handle that holds scorebook, cheat sheets, required player and coach info, ice schedule, and contact info

Personalize

Binder

• Schedules (ice times – practice ice/game schedule)• Contact info and rosters

• Ref No-Show #• Parent Volunteer• Tournaments• Team Budget/Equipment• Events (party/banquet info)• Communication • Coach and Player info

• Roster• Coach CEP cards (?)

Tabs

Binder

• Score sheet labels• Historical score sheets/stat sheets• New stat sheets (Shots on Goal, etc.)

Pocket Folders

• Scorebook• Checkbook• D3 Info• D3 Rules

Misc.

Team Website

• See TTM button on ACYHA Home page• Provides complete instructions for website

administration• Robust ‘Help’ function, esp. re: stat entry• Login

• Click on Edit button to make changes

Getting started:

• Post on website• Email if families/you prefer

Communication Redundancy

Team Website• Easy to find• Concise• Current• Helpful

Info should

be:• Triple check your entries

• RSS Feeds – each entry sends an email to those subscribing to RSS or iCal

• Reminder: Do NOT remove or update ice times; add a new event if necessary

Calendar updates

Team Website

• Roster• Schedule• Stats – confirm desire to post with

coach before enteringButtons

• Encourage families to check oftenUpdates

Team Website

• If you intend to use material from another AC team, please ask the manager if you can use some of their webpage content; don’t ‘steal’ it. Flattery will get you everywhere.

Ideas/Creativity

• Parent Volunteer Page• Educational Info• Coach’s Comments Page

Able to create

buttons at left:

Ice Scheduling

• Derek OlsonIce

Scheduler

• Will receive roughly each monthPractice

Schedules

• Distributed late-October for Bantams/PeeWees/U12s• Distributed early-November for C-League/Squirts/U10s

Game Schedule

Scrimmages

• Use solo practice ice time already scheduledIce• Arrange for referee; use link on TTM web

pageReferee• If AC is hosting, notify arena so both teams have locker

roomsHosting• Offer to split cost of ref with other team• Don’t agree to the “we’ll pay next time” plan because it is tough to reconnect• Ref and/or additional ice time must be paid from the team fundCost

Gatherings

• Parent/Player meeting with coachesEarly-Season

• Parent party, hosted by family(ies)• Player party, pizza, pancake breakfastMid-Season• 1 dinner for out of town tourney (make sure budget allows)• Make reservations, Order by number• Pot luck okay, secure space with hotel

Tournament(s)

• Yearbook partyEnd-of-Season• Team banquet• Coaches’ gifts• Distribute yearbooks

Post-Season

Budget• Eric BernsACYHA Treasurer

• $100 start/returnTeam checking account

• Budget well; ask once• +/- $200 is reasonable• Budget template on TTM web page• All families contribute to team fees; no exceptions• Okay to offer installment payment option

Team Fees•Non-parent head coach hotel stay•Tournament gate fees (pre-paid tournament entry) – Get this from level coordinator

•Pre-season party•Dinner at out of town tournaments•Scrimmage ice and referee costs•End of season team party•Coaches’ gifts•Yearbook (optional)

Consider:

Tournaments

• Done by Level or Girls’ coordinatorRegistration • Tournament name/location• Dates• Hotel • # blocked rooms• Name on block• Reservation cut-off date• Non-parent head coach room paid by team or comped by hotel?

• Gate Fee/Entry Fee (budget into team fee, may have to repay association)

Get from coordinator:

• Search host association website for tournament details:• Roster requirements, tournament brackets, rules, arena

address• Is apparel available by pre-order?

Research tournament

Tournaments

• Work with SKATE rep/hotel to secure study space at hotelSKATE

• Establish pre-game/game/swim schedule w/head coachSchedule

• Coordinate a team/family dinner (pizza/restaurant/potluck)Family dinner

• Seek volunteer to create and make door tags for each player (no last names please)Door Tags

• Post dates/details on website as soon as you have itCommunicate

Parent VolunteersHOME GAMES AWAY GAMES

Timekeeper Scorekeeper

Penalty box Penalty Box

Locker room supervisor Locker room supervisor

Photographer Photographer

Game day volunteers do not receive association volunteer hour credit for these jobs. It is expected that parents fulfill these roles to support the team.

Game Day: Pre-Game

Parent Volunteers

Every Game:Know who your volunteers are

Score/Time/Penalty Off-ice Officials:

no cheering

Locker room

Away Games:Get locker room key to

parent volunteer

RefereesHome Games:

Ensure refs are on-site 20 min. before game

PaperworkEvery Game:

Exchange labels with opposing team

manager

Away Games:Scorebook/cheat sheets to parent

volunteer

Home Games:Time clock cheat sheet to parent

volunteer

Game Day: Post-Game

Locker room

Away Games:Get locker room key from parent

volunteer

PaperworkHome Games:

Get score sheet from opposing team manager

Away Games:Give score sheet

to opposing team manager

Home Games:Get time clock

cheat sheet from parent

volunteer

Within 24 hours ofLeague Game or Scrimmage

Score sheet

Get score sheet to D3 Administrator;

Only for D3 games

Stats Log stats on team webpage

if coach approves

Flag hat trick, playmaker (3 assists),

and zero award (goalie shut out) stats

for award order

End of Season

• Squirts/U10s – season record not used to determine play

D3 District Tournament

• Team may be asked to pay registration fee

Regional Tournament

• ACYHA hosting U14A tournament March 15-17

State Tournament

End of Season

• Finalize player stats• Order Hat Tricks, Playmakers, and Zero

Awards (see TTM page)Awards

• SkyZone followed by pizza at Davanni’s and award presentation by coaches

• Pizza party at Davanni’s followed by award presentation by coaches

• Broadway Pizza Crystal• If weather permits, grill out at New Hope Golf Course

Team banquet

ideas

• Favorite: framed matted photo of team with player signaturesCoaches’ gifts

End of Season

• Collect and track clean game and practice jerseys• Collect first aid kit, pucks/puck bag, banner from coaches/parent• Return jerseys and equipment to Equipment ManagerEquipment

• Solicit coaches’ comments on players• Use Sports Star or upload photos to team accessible site where

families can upload photos• Individuals print photos of their choice• Parent or skater creates one page for their skaters• Lead parent(s) create other pages, prints, team fees cover cost of

printing/binding

Yearbook (optional)

Questions

Thank you