gbayha manager meeting oct. 2011 gbayha manager meeting october 13, 2015 carolyn jazgar...

GBAYHA Manager Meeting Oct. 2011

GBAYHA MANAGER MEETINGOctober 13, 2015Carolyn [email protected]

mailto:[email protected]


WelcomeWhy are we here tonight?• To inform you about your role, duties and obligations as the team manager and to answer any questions you may have concerning the team manager’s duties and responsibilities.

Introductions-• Name, Team, Family Names, Experience

PLEASE SIGIN IN WITH CONTACT INFORMATION


What does the Manager Do?• The Team Manager is a parent volunteer in charge of the team's administration. • You work in close cooperation with the team's coach, with team parents, GBAYHA members, referees, tournament directors, opposing teams' managers, arena managers, manager coordinator.• The manager is the most important link between the GBAYHA Board of Directors and your team. • For more details, see WAHA Manager Handbook (on GBAYHA website/Team Managers)


Manager Resources on Website- Newly formatted page


Communication ExpectationsEmail• Team Information Parents• Team Newsletters are great sources of information for the parents,

players and coaches. Recommended to send these out weekly on Sunday. You can also include notable performances on the ice over the last week!

• GBAYHA Coaches and Managers• Managers GBAYHA

Website• GBAYHA news and updates posted regularly – check it often!• Every team has a series of pages.• Work with Coach to decide format of your team page, specifically

if and how statistics are updated and displayed on website

GBAYHA Board Meetings – 2nd Tuesday of Month @ 7pm


Communication ExpectationsYou are the primary point of contact for your

teamTeam Meeting During First Few Weeks of Practice• Parent contact info- phone and email. Suggest laminated

cards for each family with contact info.• May have to reach out to skaters/parents first few practices

for information. Hand out notice for meeting.• Make sure you have one parent point of contact.• Collect missing documentation/forms• Review dib requirements• Coach to review expectations for the season, practice

schedule, willingness to “pick up” games, B-9 sessions• Review volunteer requirements for each game, sign up


Communication ExpectationsYou are the primary point of contact for your

teamTeam Meeting During First Few Weeks of Practice• Utilizing the website for practice and game schedule changes(google.docs was recommended to use on site for game volunteers)• Posting pictures on the website only with parent permission• Make sure families have directions to away games and time

to be at rink.• Discuss away tournament scheduling- number of

tournaments• Discuss home tournament and volunteer requirements• Calendar raffle information• Team picture dates• Use ical for your skater and/or the NGIN app


Communication- use ical


Team Web Page


Team Web Page• Email for access must be the site log in email.• I will send an initial list for access.• Make sure Coach and Manager contact info is on the team home page for opponents to easily confirm games and contact the team.• Update of game results- OPTIONAL• Use for team communication.• Refer to 2015/2015 PeeWee team pages for good examples.


Team Documentation Requirements

• Get a large 3 ring binder! • All forms must be kept in team binder & at every practice and

game.• Make sure the binder is passed along to a parent/coach if unable

to be at game.

1. USA Hockey Team Roster (ADVISE REGISTRAR IF TOURNAMENTS ARE SCHEDULED PRIOR TO 12/1)• Must keep an official roster in your binder.• Skater must be on your official USA Hockey Roster to skate with your team.• Registrar will provide your team roster once the following is completed:

- all your coaches USA Hockey bar code registration are provided (not the coaching card number.

- your USA Hockey manager registration bar code (must go on website to register) is provided

• Registrar’s Email: gbayharegistrar@gmailcom


Team Documentation Requirements2. Consent to treat form- need to collect from each skater

3. Birthday verification form- from team members new to WAHA, will be noted on roster as required

4. Concussion form- need to collect from each skater

5. Code of Conduct form- need to collect from each skater

6. Jersey forms- collect and kept until jerseys are returned

7. Jersey form deposits- received from Registrar, kept by manager, returned at end of season to skater

NOTE: MAKE SURE THEY ARE COMPLETE, SIGNED DATE, SOME ARE NOT


Safe SportSafe Sport is a USA Hockey program for on and & off safety. They have systems to protect participants from physical abuse, sexual abuse, bullying and other misconduct. WAHA and USA Hockey have a ZERO TOLERANCE for abuse and misconduct.• Background checks required for managers as part of Safe Sport.• Training- Required coaches training, manager training TBD.• Locker Room Supervision Policy


Background Checks• WAHA requires background checks be done (every 2 yrs) on any coach or manager working in our GBAHYA organization. • Failure to comply results in forfeiture of State Tournament play.• Complete this on line from WAHA website (click on background check link).• Pay the $8.95 fee and once results are received by GBAHYA president (sent automatically and confidentially) you will be reimbursed.• Remit receipt to Treasurer, GBAYHA office.


Locker Room Supervision• Per WAHA policy an adult must be in the locker room before and after practice to chaperone• Chaperones must be of the same gender as players• Typically these are parent volunteers• No chaperone should EVER be in the locker alone with only 1 player unless it is their son/daughter• Rotating volunteers do not require a background check.• One volunteer for the season requires a background check.• Add to your weekly list of game volunteers, required for practices and games.


Jerseys• Jersey distribution to be scheduled by equipment managers.• They will coordinate with coaches.• Equipment managers will size each skater.• Jersey numbers cannot be promised.• Each manager will receive an extra set of jerseys for game day for skaters that may forget the jerseys. Will receive after all skater jerseys distributed.• Each skater is responsible for the care of jerseys.• Managers keep jersey condition forms.• Managers will receive jersey deposit checks to return at end of season if jersey is returned in good condition.


First Aid Kits• GBAYHA provides one kit per team.• Kit should be at all practices, home and away games.• Coaches take the kits.• Check the kits if first aid is used to replace supplies.• We have extra supplies, contact equipment manager if you need anything.• Return kit to equipment manager at end of season.• Information on concussions has been given to coaches and will be in the first aid kit.• A doctor note is required to return after a concussion.


Credits• Each skater’s family required to complete 4 credits (2 for

Mites)

• Cost for 1 credit is $100.00

• Many Credit Opportunities Available!• Concession Stand Shift (4 hrs) = 1 Credit• Gambler 50/50 Raffle = ½ Credit• Credited Positions- notify DIBS coordinator of coaches and

manager positions • DIBS – sign up early!

Send your families periodic reminders, include in weekly newsletter


Calendar Raffle• Managers must collect calendar money and give to Beth Ribar

• Calendars distributed- Manager meeting, October 13

• Raffle proceeds collected- date TBD

• Each skater must sell $100 of tickets, maximum 20 tickets $200 for multi-skater families.

• Collect from one designated parent as your contact.


Team Pictures

• Scheduled for TBD. Rich Roberts is the coordinator and will advise when it is scheduled.

• Teams should be dressed and ready 10 minutes prior to scheduled time.

• Black team jerseys, black socks

Order forms

Picture distribution


Scheduling• Current practice & game schedule on website• Changes may/will occur, look often (ical tool)• Practice times vary, days will be the same• IMMEDIATELY check for any conflicts.

• B9 scheduling by coach or manager. Must be adult supervised. Only coaches/manager can sign out key in Zamboni Room.• Team managers will work with the rink scheduler for game additions and deletions after coach’s approval.• Team managers and coaches are not allowed to call and cancel home games; this must be done through the rink scheduler (Don Chilson).


Scheduling• All game confirmations are the manager's responsibility. • Call the team that you are scheduled to play or check their

web site at least three weeks prior to a game (home or away).

• Reconfirm each game again 48 hours before play. • If there is a problem with a game, call the rink scheduler

immediately and they will work with you to get the problem resolved.

• Make sure families know the rink directions for away games and time to be at rink.

• Check for home referees: www.ggbhr.org. Request a login for access to your team’s game schedule. Scheduled two weeks in advance.

http://www.ggbhr.org/


Game Day ActivitiesBring first aid kits, extra jerseys and manager binder. Make sure coach has game pucks.Off-Ice Officials• At every home game, the home team must provide three - four

people to staff the off-ice officials’ positions: 1. Scorekeeper 2. Timer 3. Penalty Boxes (2) 4. Sound/Music (optional.

• The off-ice officials must remain neutral (i.e. no coaching or cheering from the individuals who staff these positions).

• Each manager will facilitate volunteers - try not to schedule coaches families if possible.

• Must be at least 16 years old and wearing a helmet if 18 & under.

HINT: Use the Website/Google Docs or Sign Up Genius- For a sign up sheet.


Game Day ActivitiesScore Sheets- volunteer required (experience preferred)• You will receive 15 (for all your home games).• The score sheet must be completely filled out. • Give a copy to the opposing team’s manager. • Keep other copies. Referee may take a copy.• A white 2”x4” label (Avery 8163) works well for showing the team’s

roster, coaching info (number & level), and managers telephone number (template found on website). Put roster on all 4 pages of score sheet.

Sound System• Each manager will receive a key to the sound system and be responsible

for the use and training of parents to use the equipment for their team.• See sound system handout for rules.• You can bring your own ipod/playlist or music will be available.• Keep key and handout with your binder.• PLEASE RETURN KEY TO CORNERSTONE/DON CHILSON AT END OF

SEASON.


Game Day Activities

Clean up after ourselves!• Locker rooms and arena seating

Player & Parent Conduct• Teach & lead by example good sportsmanship in good

conduct.• Monitor locker rooms, know who can be on the ice with the

kids, appropriate conduct in the stands or anywhere around the rink & be a good representative of GBAYHA.


Home Tournaments• Squirt, PeeWee, Bantam A Dec 4 – 6

• PeeWee C Jan 29 – 31

• Squirt C, Girls U10, 12U, 14U Feb 5 – 7

• Squirt, PeeWee, Bantam B Feb 19 - 21


Home Tournaments- Details


Home Tournaments• Tournaments are a fundraiser for GBAYHA.•We have a solid reputation for providing a positive player/parent/coach experience thanks to all of our volunteers.• All parents must work 6+ hour shift during their tournament weekends – manager may be asked to work with tournament coordinator to schedule of workers. • $100 fine for no volunteer participation.• Raffle baskets from your team can provide additional income. Be creative!


Away Tournaments• Work with Coaches to identify and schedule• www.waha-hockey.com has list of sanctioned tournaments.

Must be sanctioned tournaments.• Managers are responsible for any arrangements that need to

be made for an away tournament • Sending deposits (usually paid up front) and player rosters• Negotiating hotel rooms and rates for the entire team

(some hotels will not take hockey teams)• Meeting room for team, potluck meals• Collecting tournament fees from players

• Try to schedule on open weekends – difficult to reschedule HOME games

• Reminder: You and your team represent GBAYHA. Behavior (good and bad) at tournaments (including hotels) may affect future opportunities for other GBAYHA teams.

http://www.wahahockey.com/Sinvites.php

http://www.wahahockey.com/Sinvites.php


Play Downs and State Tournament• All teams will have some type of play down – no guaranteed trip to State

• Regional play downs scheduled: Feb. 12-14 weekend in Appleton

• State Tournaments: second or third weekend in March – check WAHA website and notify parents of date early.

• March 5 – 6: Bantams, Squirts, U10 & U14• March 12 – 13: PeeWee, U12


End of Season Activities• Order Patches & Distribute- Hat Tricks, Playmaker, Shutouts• Return sound key to Cornerstone/Don Chilson• Team Party- Decide with coach and families.• Parent Scrimmage• Pizza Party at Rink• Restaurant• Slide Show

• Gifts for Coaches- OPTIONAL, decide with families.• Awards for Players- OPTIONAL, decide with coach and families.


Sani Sport- Equipment Cleaning

• GBAYHA and Tom Reese (owner of “The Penalty Box”) have partnered to bring Sani Sport technology onsite to Cornerstone. The simple mission is to address the health hazards posed to our skaters by their equipment.

• The patented Sani Sport technology has been scientifically proven to eliminate between 99 and 100% of the dangerous bacteria that can be found in protective equipment. This includes MRSA, general staph infections, E Coli, and a variety of influenza organisms. Sani Sport's ozone cleaning agent is up to 3000 times faster acting and up to 150 times more powerful than chlorine bleach. The process takes about 15 minutes and uses no chemicals and no water. Ozone is a natural gas with strong oxidizing properties. O3, as it is often referred to, opens sports equipment fibers to penetrate the bacteria.

• Sani Sport is used by 27 professional NHL teams and 15 NHL teams including our own Packers.


Equipment Cleaning• Conveniently now located in the Penalty Box by Rink 3.

• Equipment cleaning available all season, any time.

• Association provided financial support for the equipment in exchange for discounted pricing for our association members.

• Single cleanings for $15 vs. $25 per cleaning for non-members.

• Punch card offering to purchase 6 cleanings for $75 ($12.50/cleaning).


Other Interesting Information• Scrip Program• Scrip is a great way to lower your fees. Help promote &

guide parents were information is located to get them started

• Puck Program• Help reinforce the Puck Program. Any person returning a

puck to the concession stand will receive a sucker or other piece of candy as available. This simple gesture helps save the association in equipment cost.

• Name Plates• Always in Stiches


What’s Next?• Get your Binder!

• Meet with Coach to discuss website ideas, tournament opportunities, and expectations for each other.

• Meetings with your teams.

• Get your team website up and going. There is a link on the Team Manager page to request access.


TO DO LISTDocumentation• Register at USA hockey as a manager• Go to WAHA website and do background check unless done last year• Send manager bar codes to registrar; she will then send you your official team roster• Suggested- Laminated cards for parents with team roster, parents names and contact info• Collect/complete forms to be kept in binder.


TO DO LISTWebsite• Obtain access to your team web site from the web

master (there is a link and instructions on the team manger page).

• Talk to your head coach and decide on web site format and what stats are to be posted.

• Set up a system for organizing game day volunteers.

Fundraising• Distribute calendars to parents and then collect money

and give to Calendar coordinator (Beth Ribar).• Notify DIBS coordinator (Dawn Jenquin) how your team

credits will be divided and who are your assistant coaches.


TO DO LISTGame Scheduling• Confirm all away games with opposing team managers• Confirm referees for all home games• Assign parent workers for home games and tournaments• Bring first aid kit, team binder and extra jerseys to all games• Make white team labels for score sheets


TO DO LISTTournaments• Discuss tournaments with head coach and book hotel blocks early.• Name tags or fun away tournament goodies, OPTIONAL• Coordinate home tournament volunteers.• Coordinate team tournament basket, OPTIONAL• Notify parents early of Play down and State tournament dates.• State tournament hotel blocks, if applicable.


TO DO LISTWeekly• Team newsletters• Confirm practice and game schedules• Confirm game day volunteers and referees• Distribute score sheets• Keep track of hat tricks, playmakers, shut outs for patches

End of Season Activities• Order patches• Distribute patches• Return sound key to Cornerstone/Don Chilson• Return first aid kits• Collection of jerseys• Return jersey deposit checks with equipment manager approval• Optional end of season activities


Questions? Concerns?

gbayha manager meeting oct. 2011 gbayha manager meeting october 13, 2015 carolyn jazgar...

Documents

gbayha manager meeting

team team meeting

gbayha coaches

team page

gbayha members

team parents

manager resources

manager coordinator