Travel Team Manager Training Beth Battina Intro Thank

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 2 nd year Squirt

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 (superginthers@gmail. com)

Ice Scheduling – Derek Olson Communication/ Scheduling • 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. Scrimmages • 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 (dolson 84@hotmail. com) 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 (eberns 65@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 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_anderson 56 @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 • • • 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/i. Pods/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 D 3 Meeting Info: • • 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 D 3 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 D 3 Manager & Coach • 7: 00 – 9: 00 pm, Brooklyn Park Community Center Meetings - Mandatory • 11/20 Squirt ABC, U 10 AB Code to Youth Hockey • 1 2 4 • Mailboxes for board and teams office Team contact info • Gather and share with head coach; SKATE rep; Team, Emergency contacts (see TTM page) Background checks • MANDATORY for coaches, managers, locker room supervisors

Pre-Season Website Parent/Player meeting with head coach Team apparel Equipment • Get access from Derek Olson (dolson 84@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 • Coach expectations • Team-related volunteer expectations • Locker room expectations • Determine team preference • Work with Beth Battina (bethbattina@gmail. com) • 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 • • 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 • D 3 Info • D 3 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 i. Cal • 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/Pee. Wees/U 12 s • Distributed early-November for C-League/Squirts/U 10 s

Scrimmages Ice • Use solo practice 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/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 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 Locker room Away Games: Get locker room key to parent volunteer Referees Home Games: Ensure refs are on-site 20 min. before game Paperwork Every Game: Exchange labels with opposing team manager Score/Time/Penalty Off-ice Officials: no cheering Away Games: Scorebook/cheat sheets to parent volunteer Home Games: Time clock cheat sheet to parent volunteer

Game Day: Post-Game Locker room Paperwork Away Games: Get locker room key from parent volunteer Home 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 of League Game or Scrimmage Score sheet Stats Get score sheet to D 3 Administrator; Only for D 3 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 D 3 District • Squirts/U 10 s – season record Tournament not used to determine play Regional • Team may be asked to pay Tournament registration fee State • ACYHA hosting U 14 A Tournament tournament March 15 -17

End of Season Awards Team banquet ideas Coaches’ gifts • Finalize player stats • Order Hat Tricks, Playmakers, and Zero Awards (see TTM page) • Sky. Zone 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 • 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