Transcript Travel Team Manager Training

Travel Team Manager Training
Beth Battina
Intro
Thank you
• For coming today and the work you’ll
do this season.
Confirm
contact
info
• Please check the contact info on the
sheet being passed around or on the
TTM website
• Make sure your info is correct
Intro Beth Battina
ACYHA
bio:
•Currently ACYHA
Board Secretary
•Mom of one skater:
•Mac is a 2nd year
Squirt
Intro
Introductions
• Name
• Team
• Skater(s)
• Managed before
• Anything you are hoping
to get from today
Intro - Guests
Derek
Olson
• Ice Scheduler
• Web Administrator
Eric Berns
• Treasurer
Crissy
Ginther
• Registrar
Intro - Guests
Bob
Sticha
•Boys’ Traveling
Coordinator
•Girls’ Traveling
Jerry
Mlekoday Coordinator
Registrar – Crissy Ginther
Rosters
Manager
Books
Background
Screen
• 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
• Roster, Coach CEP card copies
• Player Consent to Treat
• Player Insurance Info
• Collect locker room supervisor (parent) and manager(s)
background screen receipts and forward to Crissy via email
([email protected])
Ice Scheduling – Derek Olson
Communication/
Scheduling
Scrimmages
• 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.
• 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.
Web Administration – Derek Olson
Access
• You should have access to team’s website
• Contact Derek if you do not have access
([email protected])
NGIN
• Contact NGIN using their Help information
on the website.
Treasurer – Eric Berns
Team
Accounts
• $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
Treasurer – Eric Berns
Statements
• Obtain account balance from TCF when you are put onto the
account
• Balance account monthly and provide written verification to Eric
([email protected])
• 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
Tax-Exempt
Status
• 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
Treasurer – Eric Berns
Tournaments
Gate Fees
• Association has paid for tournaments on
behalf of your team; 1 out of town, 2 intown
• Some payments include both registration
and gate fee
• Your Level Coordinator or Traveling
Coordinator will provide you with this
information
• Gate fees are to be repaid to the
association, via Eric, from your team fees
• Please budget team fees accordingly
Equipment – Kirk Anderson
Equipment
• 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
Jerseys/Socks
• 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)
Protocol/Contact
• 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
Locker Room Supervision
Purpose
Screening
Forms
•
•
•
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USA Hockey Requirement
Safety from non-hockey individuals
Eliminate bullying
Supervision of behavior
Maintain cleanliness of locker room
Not to coach
• 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
Locker Room Supervision
Screen
Process
• 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
Locker Room Supervision
In the
Locker
Room
• 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)
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.
2.
3.
4.
5.
6.
7.
8.
9.
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.
“Responsible adults” should be of sufficient maturity (an early twenty- something is not mature enough to supervise a bantam locker room).
All locker room monitors must be screened in accordance with the MN Hockey Screening Policy. Screening involves no cost to the affiliate.
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.
The locker room monitors must be gender correct.
“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.
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.
All recording devices should be banned from the locker room, including cell phones and cameras.
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
Vendors
• Lettermen – website ready to go
Guidelines
• Prefer navy apparel for consistent association image
• Use approved logo
• Not required by ACYHA
Timing
• See websites for order deadlines and delivery dates
SKATE
Purpose
Volunteer
• Reward skaters for academic achievement
• Valuable prizes
• 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
Manager Tips & Tricks– Beth Battina
D3 Meeting
Info:
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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
Primary Goal
• Communicate accurate,
concise and helpful
information
•
If
you
communicate
Communication
information well one
time, you’ll avoid being
asked the same question
12 times over
Pre-Season
D3 Manager & Coach
Meetings - Mandatory
• 7:00 – 9:00 pm, Brooklyn Park Community Center
• 11/20 Squirt ABC, U10 AB
Code to Youth Hockey • 1 2 4
• Mailboxes for board and teams
office
Team contact info
Background checks
• Gather and share with head coach; SKATE rep;
Team, Emergency contacts (see TTM page)
• MANDATORY for coaches, managers,
locker room supervisors
Pre-Season
Website
Parent/Player meeting
with head coach
Team apparel
Equipment
• Get access from Derek Olson
([email protected])
• 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
• Coach expectations
• Team-related volunteer expectations
• Locker room expectations
• Determine team preference
• Work with Beth Battina
([email protected])
• Track distributed jerseys (game and
practice)
• Get equipment to coaches
Pre-Season
Parent volunteer
roles
• Allocate game day duties
• See template and cheat sheets on TTM
page
Scorebook Labels
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•
SKATE rep
Cheer cards
Jersey #, Name
Coach CEP #s
Head coach signs all labels
See template on TTM page
• Solicit and secure
• Share tournament information with rep
• Prepare and distribute
• See template on TTM page
Templates
On
Travel
Team
Manager
page:
• 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
Binder
Notebook
• Provided by Registrar, Crissy Ginther
• Return docs in original binder at end of season
Must have
• Bring to every game, esp. tournaments
Personalize
• May want a binder with a handle that holds
scorebook, cheat sheets, required player and
coach info, ice schedule, and contact info
Binder
Tabs
• 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 (?)
Binder
Pocket
Folders
Misc.
• Score sheet labels
• Historical score sheets/stat sheets
• New stat sheets (Shots on Goal, etc.)
• Scorebook
• Checkbook
• D3 Info
• D3 Rules
Team Website
Getting started:
• 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
Communication
Redundancy
• Post on website
• Email if families/you prefer
Team Website
Info
should be:
Calendar
updates
• Easy to find
• Concise
• Current
• Helpful
• 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
Team Website
Buttons
• Roster
• Schedule
• Stats – confirm desire to post with
coach before entering
Updates
• Encourage families to check often
Team Website
Ideas/
Creativity
Able to create
buttons at
left:
• 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.
• Parent Volunteer Page
• Educational Info
• Coach’s Comments Page
Ice Scheduling
Ice
Scheduler
• Derek Olson
Practice
Schedules
• Will receive roughly each month
Game
Schedule
• Distributed late-October for Bantams/PeeWees/U12s
• Distributed early-November for C-League/Squirts/U10s
Scrimmages
Ice
• Use solo practice ice time already scheduled
Referee
• Arrange for referee; use link on TTM web page
Hosting
• If AC is hosting, notify arena so both teams have locker
rooms
Cost
• 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 fund
Gatherings
Early-Season
• Parent/Player meeting with coaches
Mid-Season
• Parent party, hosted by family(ies)
• Player party, pizza, pancake breakfast
Tournament(s)
• 1 dinner for out of town tourney (make sure budget allows)
• Make reservations, Order by number
• Pot luck okay, secure space with hotel
End-of-Season
• Yearbook party
Post-Season
• Team banquet
• Coaches’ gifts
• Distribute yearbooks
Budget
ACYHA Treasurer
• Eric Berns
Team checking
account
• $100 start/return
Team Fees
Consider:
• 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
•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)
Tournaments
Registration
• Done by Level or Girls’ coordinator
Get from
coordinator:
• 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)
Research
tournament
• Search host association website for tournament details:
• Roster requirements, tournament brackets, rules, arena
address
• Is apparel available by pre-order?
Tournaments
SKATE
Schedule
Family dinner
• Work with SKATE rep/hotel to secure study
space at hotel
• Establish pre-game/game/swim schedule
w/head coach
• Coordinate a team/family dinner
(pizza/restaurant/potluck)
Door Tags
• Seek volunteer to create and make door tags
for each player (no last names please)
Communicate
• Post dates/details on website as soon as you
have it
Parent Volunteers
HOME 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
Locker
room
Referees
Paperwork
Every Game:
Know who your
volunteers are
Score/Time/Penalty
Off-ice Officials: no
cheering
Away Games:
Get locker room key to
parent volunteer
Home Games:
Ensure refs are on-site 20
min. before game
Every Game:
Away Games:
Home Games:
Exchange labels
with opposing team
manager
Scorebook/cheat
sheets to parent
volunteer
Time clock cheat
sheet to parent
volunteer
Game Day: Post-Game
Away Games:
Locker room
Paperwork
Get locker room
key from parent
volunteer
Home Games:
Away Games:
Get score sheet
from opposing
team manager
Give score sheet
to opposing
team manager
Home Games:
Get time clock
cheat sheet
from parent
volunteer
Within 24 hours of
League Game or Scrimmage
Score
sheet
Stats
Get score sheet to D3
Administrator;
Only for D3 games
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
D3 District • Squirts/U10s – season record
not used to determine play
Tournament
Regional
• Team may be asked to pay
registration fee
Tournament
State
• ACYHA hosting U14A
tournament March 15-17
Tournament
End of Season
Awards
• Finalize player stats
• Order Hat Tricks, Playmakers, and Zero
Awards (see TTM page)
Team banquet
ideas
• 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
Coaches’ gifts
• Favorite: framed matted photo of team
with player signatures
End of Season
Equipment
• 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 Manager
Yearbook
(optional)
• 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
Questions
Thank you