BCHMHA Policy & Procedure Manual
Bayfield, Clinton, Hensall Minor Hockey Association (BCHMHA)
BCHMHA Policy #1 Coaches Committee
BCHMHA Policy #2 Grievance Committee
BCHMHA Policy #3 Playing Time
BCHMHA Policy #4 Purchasing Policy
BCHMHA Policy #5 Remuneration for Volunteers
BCHMHA Policy #6 Discipline and Suspension
BCHMHA Policy #7 Harassment and Abuse
BCHMHA Policy #8 Allocation of Ice Time
BCHMHA Policy #9 Policy and Procedures Committee
BCHMHA Policy #10 Coaches Selection
BCHMHA Policy #11 Team Selection
BCHMHA Policy #12 Affiliation
BCHMHA Policy #13 Tournaments
BCHMHA Policy #14 Equipment
BCHMHA Policy #15 Refunds
BCHMHA Policy #16 Releases
BCHMHA Policy #17 Community Service Hours
BCHMHA Policy #18 Election of Officers
BCHMHA Policy #19 Police Checks
BCHMHA Policy #20 Try-Outs
BCHMHA Policy # 21 Compensation for teams in OMHA Playdowns
BCHMHA Policy # 22 Travelling to out of town games or tournaments
BCHMHA Policy #1
Coaches Committee
The Executive shall establish a Coaches Committee composed of not less than two members that will rotate and serve a term recommended to be not more than two years.
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BCHMHA Policy #2
Grievance Committee
The purpose of the Grievance Committee is to attempt to resolve disputes as soon as possible after such disputes have arisen, without the necessity of resorting to a full Executive meeting.
1. The Grievance Committee shall consist of three members of the Executive.
2. All grievances shall be in writing, signed and delivered to the Grievance Committee Chair.
3. The complainant must state in the written complaint whether the complainant wishes to appear before the Committee.
4. The committee will review the complaint within five days upon receipt and, if the complaint is about an individual or about another committee, the committee shall call on the individual or the members of that committee for response.
5. The Committee shall make its response within two weeks of the meeting, while attempting to mediate any interpersonal disputes as soon as possible.
6. The decision of the Grievance Committee shall be by the way of recommendation only. Any person dissatisfied with the recommendation of the Grievance Committee may appeal such recommendation to the Executive.
7. If the recommendation is appealed to the entire Executive, any member of the Executive who are also members of the Grievance Committee shall be entitled to vote.
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BCHMHA Policy #3
Playing Time
BCH Minor Hockey Association is committed to the principles of sportsmanship, including and using all reasonable attempts to ensure that players receive equal opportunity to contribute towards the success of the team. All coaches shall attempt to play all players equally, including goaltenders except for the following circumstances:
(a) In the case of discipline of a player by a coach, a coach may elect not to play a player for not more than one game per occurrence. If the coach feels further discipline is required, the coach shall contact the Coaches Committee, who shall bring the matter to executive members.
(b) During the final five minutes of any regular season game, during any power play, during any short-handed situation, or part of the final game or potentially final game of any playoff series, play-down series, or tournament. This needs to be discussed with players and parents at the beginning of the season and agreed upon.
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BCHMHA Policy #4
Purchasing Policy
1. The Executive shall approve all purchases.
2. All purchases shall be accompanied by receipts, which shall be returned to the treasurer.
3. To the extent possible, the association should encourage the purchase of goods and services from local businesses and/or businesses that have provided financial support to the Association in current or past years.
BCHMHA Policy #5
Remuneration for Volunteers
BCH Minor Hockey Association is a non-profit organization. One of the requirements of this is that the Executive members serve without compensation. Our Executive Members are however entitled to honorariums. Members of the Executive and all Head Coaches shall, in each year, be entitled to receive one season’s pass that will include playoffs to any BCH Minor Hockey game.
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BCHMHA Policy #6
Discipline and Suspension
Generally, Ontario Minor Hockey Association/Ontario Women’s Hockey Association rules dictate the penalties and suspensions which may be levied against a player or team official for conduct on or off the ice. We abide by the OMHA Code of Conduct.
Some types of conduct, whether on or off the ice, however, may warrant additional discipline or suspension. All OMHA/OWHA penalties and suspensions shall be considered to be minimum penalties and any penalty set out in this policy will be in addition to such penalty.
1. The Executive shall establish a Discipline Committee consisting of the President and two other members from the Executive. This committee shall be informed of all suspensions throughout the year.
2. The Discipline Committee may suspend a team official for a period not exceeding three games for any of the following infractions:
(a) abuse of a player on the team official’s team;
(b) abuse of a player on an opposing team;
(c) abuse of another team official on the official’s own team or an opposing team;
(d) abuse of a game official;
(e) abuse of any member of the executive;
(f) engaging in any activity which, in the opinion of a majority of the Discipline Committee, would constitute a danger to any member of the team official’s team or to any member of an opposing team;
(g) any form of disrespectful conduct.
3. If a team official has been suspended under any of the preceding circumstances, the Executive may name
a team official to take the place of the suspended team official during the period of suspension, if necessary.
4. Notwithstanding the above, the Discipline Committee may recommend an indefinite suspension of a Team Official to the Executive.
5. The Discipline Committee may suspend a player’s playing privileges for a period not exceeding three games (no amount of registration refund will be considered)under the following circumstances:
(a) abuse of a fellow player;
(b) abuse of a player on the opposing team;
(c) abuse of a team official whether on that player’s team or on an opposing team;
(d) abuse of a game official;
(e) abuse of a member of the Executive;
(f) engaging in any activity that, in the opinion of a majority of the Discipline Committee, would constitute a danger to any member of that player’s team or to any member of an opposing team;
(g) any form of disrespectful conduct.
6. Any team official or player may appeal any suspension levied by the Discipline Committee to the Executive which shall hear such appeal within seven days of the appeal being filed, in writing, with the player represented at the meeting along with the accuser.
7. Notwithstanding the above, the Discipline Committee may recommend an indefinite suspension of a player’s playing privileges to the Executive.
8. In any situation where it is believed by the members of the Discipline Committee to constitute a risk to himself or herself, other players, game or team officials, the Discipline Committee may request, in writing, that the Executive suspend such player for an indefinite period of time until that player is able to present to the Executive evidence that the player no longer presents such a danger. Such evidence may be in the form of medical or psychological evidence, or proof that the player has taken steps to deal with anger management as may be deemed advisable by the executive.
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BCHMHA Policy #7
Harassment and Abuse
BCH Minor Hockey Association is a member of the Canadian Hockey Association (CHA). The CHA has developed policies and procedures on harassment and abuse of players. BCHMHA has adopted all of the policies put forward by the CHA through the Prevention Services program.
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BCHMHA Policy #8
Allocation of Ice Time
1. To the extent possible, BCHMHA shall attempt to allocate one practice and one game time per week to all teams, subject to playoff schedules and number of league games that such teams may have scheduled subject to OMHA/OWHA recommended game lengths and start times.
2. In allocating practice times, players in the Mite, Tyke, Novice, Atom and Peewee age groups shall, if possible, be allocated practice time ending prior to 9:00 PM.
3. To the extent possible, each team shall be entitled to a minimum one fifty minute ice practice per week.
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BCHMHA Policy #9
Policy and Procedures Committee
1. Executive shall appoint a Policy and Procedures Committee consisting of three members of the executive. This Committee shall meet not less than once per year to review the policies and procedures of the Association.
2. Any person wishing to suggest an amendment to the policies and procedures shall submit such proposed amendment in writing to the Policies and Procedures Committee. The Policy and Procedures Committee shall review such a request and shall forward it to the executive together with a report (whether verbal or written) indicating whether the Policy and Procedures Committee supports such amendment. The Executive shall consider such a proposed amendment at its next regularly scheduled meeting and shall invite the person proposing such amendment, to speak in favour of such amendment at such meeting.
3. All amendments made to the Policy and Procedures manual will be posted on the Minor Hockey Board for 30 days prior to being officially amended
4. The Executive may vary any policy contained in this manual by simple majority vote, at any regularly scheduled meeting of the executive following the 30-day posting.
5. The Policy and Procedures Committee shall publish annually an updated Policy and Procedures Manual available for inspection by any member of the Association.
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BCHMHA Policy #10
Coaches Selection
The objectives of the Executive for coach selection are:
(a) to choose the best available coaches for all of the players on all of the BCH Minor Hockey Association hockey teams;
(b) to ensure that coach selection does not prejudice the selection of the most suitable hockey players for all teams;
(c) the Coaches Committee acts on the premise that more than one person has shown an interest in coaching a team and a minimum of Level Coach or CHIP has been or will be obtained.
Applications for coaching and other team official positions will be available:
(a) prior to the end of the current hockey season;
(b) by contacting any member of the Coaches Committee.
(c)online from BCHMHA Website.
Completed applications are to be returned to the Coaches Committee by August 31annually. The Coaches Committee may have a discussion with an applicant relevant to:
(a) clarifying any confusing information on the application or;
(b) asking new or unknown applicants about their previous coaching history. Also, to explain the BCHMHA team selection process and philosophy regarding playing time, responsibilities of the coach during the year, guidelines and any other important information.
Only those who have submitted a written application will be considered for the position of head coach for a team.
The selection of head coaches will be determined, in no specific order, by the following guidelines:
(a) applicant’s preference to coach at a specific age level;
(b) applicant’s second choice to coach at another age level;
(c) past coaching experience;
(d) applicant’s ability to demonstrate on the ice, the necessary skills required for that age level;
(e) any additional information or knowledge that members of the committee may have regarding the abilities, skill level, experience or parent concerns;
(f) the Executive will consider a new, qualified applicant for coaching positions where a parent has been a head coach on their son or daughter’s team for two consecutive years, subject to approval.
Every attempt must be made by the members of the Coaches Committee to remove any personal bias towards any applicant. Only information or knowledge relating to the applicant’s hockey skills or attitude and behaviour on or off the ice while representing the team or BCHMHA should be discussed.
As many coaches as possible will be selected by August 31 annually. This allows the Coaches Committee time to arrange certification or refresher clinics for the selected coaches if necessary. It also gives applicants not selected an opportunity to pursue other coaching opportunities.
All coach selections are to be presented to the BCH Minor Hockey Association’s Executive for approval prior to notifying any of the applicants. Notification to the coach’s selected and unsuccessful applicants will be completed as soon as possible in writing by the Coaches Committee after the approval by the Executive.
All head coaches have the option to select the assistant coaches, trainers, manager and other team officials of interested people in that age group or from their own preferences. The Head Coach should if possible select assistant coaches or trainers from an opposite town to which they live, e.g. The head coach comes from the Bayfield area he should try to select assistant coaches from Clinton and Hensall areas . The Executive reserves the right to accept or deny any team official.
All coaches will be required to organize practices as set out by the Coaches committee. BCH Minor Hockey requires that at least 15-20 minutes of the practice follows the Nike Manual for all hockey related drills.
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BCHMHA Policy #11
Team Selection
The Executive will approve all voting on-ice instructors. Additional non-voting assistants may be assigned to conduct on-ice drills during the selection period under the direction of the on-ice selection committee. When possible, approximately one month prior to the initial try-outs, all applicants will be advised if they have been selected as the on-ice coordinator, assistant or not. Prior to commencing the team selection process, a meeting will be held with all approved on-ice instructors to discuss the team selection process.
The coordinators and their assistants, during the selection period are responsible for ensuring that all players receive an equal chance to demonstrate their skills. The co-ordinator will solicit feedback from all voting assistants regarding their choices for player selection to all teams. In all cases, every effort will be made to make teams in each age category equal in numbers. If more than one House/Local League team is entered in a specific age group, the selection committee will recommend equally balanced teams relevant to skill, ensuring all players receive the best possible opportunity to compete.
Requests to allow players to play on other eligible teams will be considered at the discretion of the Executive based on the numbers with the intent to maintain the integrity and spirit of BCH Minor Hockey.
At the end of the selection process, a completed list of players selected for all teams must be completed, signed by all voting on-ice personnel and submitted to the Coaches Committee. The selection of these players must be agreed upon by a majority of the on-ice voting personnel. Once a player has been placed on a list, his or her name cannot be removed without consultation of the parents or guardian and the Coaches Committee Members.
Once team selections have been approved by the Coaches Committee, respective coaches will attempt to notify all players in their age group of their placement as soon as possible after verification by the Coaches Committee. Every effort will be made to notify all players in an age group on the same day.
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BCHMHA Policy #12
Affiliation
1.BCH Minor Hockey Association’s primary purpose of player affiliation is to ensure that teams have sufficient available players for fair and safe play in cases of illness, injury, or other unavailability. The affiliation agreement is to fill the original compliment of players to an affiliating team. The affiliation agreement is not to be used to add to the original players signed to a team.
2. The affiliated player’s first obligation is to his/her carded (assigned) team. An affiliated player shall not be permitted to miss a regular season, playoff or tournament game with his/her carded team in order to play/practice with the team to which he/she is affiliated.
3. Affiliation is not intended to be used as a means by which the affiliated player can play on a regular basis with the non-assigned team.
4. The Executive understands and acknowledges that circumstances may exist in the case of goaltenders that may require that paragraph two or three may be adapted accordingly.
5. We understand and acknowledge that the coach requiring the use of an affiliated player shall first obtain the approval of the carded team and secondly, contact the affiliated player’s parents and thirdly contact the affiliated player. The player card shall be returned to the carded team’s coach after each game.
6. Each affiliated player must sign a Player Affiliation Agreement as well as each player’s parent and both coaches from the affected teams.
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BCHMHA Policy #13
Tournaments
BCH Minor Hockey Association has determined that each team shall be entitled to enter as many tournaments as they wish {excluding tykes who may only attend a maximum of two tournaments per year}. However, coaches cancelling regular season games due to tournaments must ensure rescheduling cancelled games are their first priority.
Cancelled games and to be scheduled games must be rescheduled by Jan 15 of each year. Eligible teams are entitled to enter into the OMHA/OWHA playdown. Tournaments are not recommended during playdowns.
Coaches are responsible for obtaining all necessary travel permits.
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BCHMHA Policy #14
Equipment
All equipment belonging to BCH Minor Hockey Association that is issued at the beginning of each season shall be returned in order and complete at the end of the season. A team official will have to sign out all team equipment through the equipment manager. This includes sweaters, water bottles, pucks, first aid kits and goalie equipment.
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BCHMHA Policy #15
Refunds
The Executive will consider refunds on an individual basis upon receiving a written request by the participant or the participant’s parents. Refunds will be granted to an injured player on a pro rated basis after three months regardless of whether or not the injury was hockey related.
Requests for injury related refunds may be made at anytime throughout the hockey season. All refunds are pro-rated over a three month period of time. {Up until December 31}
Refunds on pre-season tryouts for any player who does not wish to continue will be given upon receiving a written request. There may be a fee per skate charged to the participant.
If a player chooses to not participate for the whole hockey season, refunds will be given upon receipt of a written request and pro-rated over a three month period of time. {Up until December 31}
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BCHMHA Policy #16
Releases
The Executive will grant carded representative players an outright release under the following conditions:
(a) as a result of a legitimate change of principle residence to a non-contestable address (OMHA rule #18);
(b) as a result of signing with a higher classified team (ie. AAA or OHF).
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BCHMHA Policy #17
Community Service
BCH Minor Hockey Association may provide opportunities for carded BCHMHA players attending high school to earn community service hours. Head coaches will be responsible for ensuring the student’s fulfill the requirements provided by the school board and are granted authority to sign the student’s community involvement record book.
Any student participating in this program must be at least one complete age division higher than the players on the specified team and must wear, at a minimum, a CSA approved helmet, face mask, neckguard and gloves when on the ice.
Only players as noted above, in addition to the players of the specified team, are permitted to participate in on-ice practices.
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BCHMHA Policy #18
Election of Officers
Elections to the Executive are carried out according to the Constitution of the Affairs of BCHMHA and will be done on an annual basis at our spring open meeting.
BCHMHA Policy #19
Police Record Checks
BCHMHA requires that all carded officials and members of the Executive undergo police record check as per OMHA guidelines. A non-voting member of the Executive shall be responsible for administering all record checks.
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BCHMHA Policy #20
Try-Outs
The cost of registration does not include the cost of trying out for a team. The Executive will set this cost annually. Players will be guaranteed three ice times to be evaluated. After three ice times coaches may begin assigning players to a lower level team in their age category. After a minimum of one exhibition games the final team roster may be decided by the coach. The coach of a higher level team has the right to recall any player from a lower level team at any time up until that player’s card signing date is reached as established by the W.O.A.A. Hockey Committee. Coaches must follow the recommended number of players selected per team as set out by the Executive. The number of players will be set in accordance with registration numbers.
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BCHMHA Policy # 21
Compensation for Teams In OMHA Playdowns
Local League Teams winning their WOAA playoff series finals
Any BCH Minor Hockey Teams advancing to OMHA Semi Finals or Finals will be allowed to keep their gate receipts from the playoff series to go towards bussing requirements for away games. It is recommended that all team members ride on the bus. As well BCH Minor Hockey will purchase a Banner for any teams winning a OMHA Championship or WOAA Championship.
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BCHMHA Policy #22
Travelling to out of town games or tournaments
Any BCH Minor Hockey team that travels out of town to an away game or tournament is to act in a responsible matter and represent BCH Minor Hockey in a respectful manner.
If damage should occur to any public or private property on such an occasion it is the responsibility of the accused to pay and or replace such property before leaving.
BCH Minor Hockey accepts no responsibility for such actions and may give a suspension to any player or coach for their inappropriate actions.
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