Willmar Hockey Association

(Revised 11/08)

CONTENTS:
MISSION
GOALS
RESIDENCY POLICY
HISTORY
STRUCTURE
MEMBERSHIP HOCKEY LEAGUES
TEAMS
FINANCIAL
EQUIPMENT AND UNIFORMS
TOURNAMENTS
GRIEVANCE
COACHES
PARENT VOLUNTEERS
GUIDING POLICIES

I: MISSION

The purpose of Willmar Hockey Association (WHA) shall be to provide a healthy, competitive environment to develop hockey playing skills and game knowledge in which the ideals of good sportsmanship, honesty, and fair play are utmost.

II. GOALS

• To create a fun experience for all participants in the Willmar Hockey Association program, including players, coaches, and parents;
• To foster a strong relationship between WHA and the Willmar High School Hockey program;
• To prepare skaters with the skill and knowledge to play at a higher level, if the player so desires;
• To promote the sport of hockey for youth in the Willmar area and the surrounding communities.

III. ELIGIBILITY POLICY

WHA complies with MINNESOTA HOCKEY policies and will give every Willmar resident the opportunity to participate in WHA programs. WHA determines residency using MINNESOTA HOCKEY and District 5 policy as guidelines. Each disputed case will be handled on an individual basis, and may be, if deemed necessary, brought in front of the Board of Directors for a decision.

An open enrollment policy is allowed by District 5. The policy allows a youth to participate in the district in which the youth enrolls in school, in place of a waiver, with a statement of enrollment from the School District.

If a member or a potential member has a disagreement with the policy, they may bring their disagreement to the WHA Board of Directors meeting which is held the first Monday every month, but must first notify the WHA president to be put on the agenda. If the president is not notified in advance the disagreement will not be acted on at that meeting, and will be put on the meeting agenda for the next month. Each case will be handled on an individual basis..

IV. HISTORY

The Association was formed in 1967 when the city recreation program included hockey. Approximately 50 boys ages 7-14 participated. The number increased, and by 1969-70, the program reached 150 skaters. Other communities experienced similar growth and the Central Minnesota Hockey league was formed in 1970. Members in this league included Alexandria, Willmar, Litchfield, Hutchinson and two St. Cloud teams.

By 1971 there were about 175 boys in the program. The Willmar High School started the Varsity Boys program in 1972 and the Association added Bantam B and Pee Wee B teams. In 1991 a Squirt team was added and grew to include a Squirt B team the following year.

The growing interest girls had in hockey led to the formation of a 12 and Under team in 1995. A 15 and Under team was added in 1996. Willmar High School began a Girls Varsity Hockey program in 1998. In 2003 a 10 and Under team was added to the Girls program and age eligibility requirements changed the other team classifications to "12 and Under" and "14 and Under." A girls JV program was added in 2006.

V. STRUCTURE

A) The Board of Directors manages the business affairs and property of the WHA. Members of the Association elect fifteen board members to staggered three-year terms. Directors are encouraged to not serve back-to-back terms in order to develop continuity and share responsibility of running the organization with many of the members.

• The Board is accountable to the members.
• Eligible Participants - any boy or girl who meets the eligibility policy shall be eligible to play on a team.  Once eligible, dues must be current to maintain eligibility.
• Members - a member shall be any individual who is eighteen years or older and either: 1) a parent of a participant, or 2) a director of the Association. There shall be no other requirements for individual members.
• Voting - each member shall have one vote to elect the Board members at the annual meeting. At the election of the Board of Directors, the voting shall be by ballot.
• Elections and Appointments - The members at the annual meeting elect new Directors. In case of a vacancy on the Board, the remaining Directors, by a majority vote, may elect a successor to hold office for the unexpired term.
• Meetings of the Board of Directors are open to all members and are held the first Monday night of each month unless a holiday. Then the Board will set an alternative meeting. If you want to present to the Board, contact a Director to be put on the agenda. The annual meeting of the members is held, usually n March, at a public place designated by the Board.
• Executive Board shall consist of the President, Vice President, Secretary and Treasurer.
• Committees- Each Board member shall be assigned to one of the various committees: Fundraising, On Ice Activities, Operations, Public Relations - Special Events or Tournament, or other as designated by the president.
• Officials - Support the Referees and Coaches by trusting their judgment and integrity.

VI. AFFILIATIONS IN HOCKEY LEAGUES

• USA Hockey is the national governing body for amateur ice hockey in the United States.
• Minnesota Hockey is the organization to which the Willmar Hockey Association belongs.
• The WHA is part of District 5 which includes teams from Buffalo, Cold Spring, Crow River, Hutchinson, Litchfield, MAML, Mound, Paynesville-New London­Spicer, St. Michael-Albertville and Sartell.

VII. TEAMS

• Registration - Each team is registered in District 5 of Minnesota Hockey.
• Tryouts - Skaters are chosen for each team on the basis of skills including: skating, shooting, passing, stick handling, checking, team skills, positional play, and attitude.
• Team Selection - Selection of the team members will be made by the coaches. They will announce the Team Roster no later than the last day of the try-out period.

Playing Up Policy

1. It is the policy of the Willmar Hockey Association that all skaters play on the team where they are age-eligible. However, exceptions to this policy may occur when:

• On Ice Committee and Board of Directors determine it would be beneficial to move players up to fill a small team (i.e. Mites to Squirts).

In this case, players must receive an invitation from the On Ice Committee to participate in tryouts of the higher level team after the Coaches have carefully evaluated the skaters and recommended them to the On Ice Committee. Players and Parents/Guardians may decline the invitation if they so choose.

• The Coaches and Parents/Guardians of a player feel that he or she cannot find comparable competition at his or her age level and the move would not adversely affect the numbers of either team involved. In this case, Parents/Guardians may petition by either an informal written notice to and/or a meeting with the On Ice Committee to communicate their desire to have their skater considered for playing up a level no later than one week after the first scheduled practice.
• Peer Grade Registration:  See separate policy below.

2. If one of the preceding exceptions occurs, then the following process will be implemented:

• All players must begin the season skating with their age-eligible team, at which time Coaches will evaluate them. The On Ice Committee will notify Coaches of any petitions received.
• Coaches may recommend players to the On Ice Committee for invitation to the tryouts of a higher level team. Upon approval, Coaches will extend an invitation to the appropriate skaters and inform them of the times for those tryouts.
• Players accepting the invitation will then skate with that team for a tryout period that will allow the Coaches to further evaluate the skater at that level of play. Invited players will not be allowed to participate in practices or tryouts of the higher level before the fourth day of WHA tryouts unless specific permission is granted from the On Ice Committee.
• A skater's acceptance to the team will be based on the Coaches' determination of his or her maturity and abilities to succeed at that level. Careful consideration will be given to insure that each player matches the appropriate skill and maturity levels for maximum development, safety and enjoyment of the game. Receiving an invitation or participating in the petition process for a skater to play up shall not be construed as a guarantee that the player will be placed on the higher level team.
• If the player is chosen to join the team, he or she will be notified by their Coaches after tryouts and after being approved by the On Ice Committee and the Board of Directors.
• The Parents/Guardians will be responsible for any increase in dues or fundraising responsibilities required as a part of their player joining the team.
• WHA will follow the District 5 policy that any player moving up early must play at the lowest level of that team during the season. (i.e. B vs A, C vs. B or A).
• There will not be any age-appropriate player cut to allow a younger player to participate at any level of traveling hockey.

3. All inquiries should be directed to the On Ice Committee.

Peer Grade Registration:

WHA enforces a policy of placing all participating skaters in the level of play associated with their age/birth date. However WHA also supports giving players the opportunity to play with their “peer grade” when appropriate.  For the player that is not eligible for the level of the “peer grade” per the birth date parameters, they may have the opportunity to play up a level. This policy affects skaters who are young relative to their grade in school, as follows:

Player not eligible
(per birth date) for:              But Entering:
Squirts/U-10 Girls                     4th grade
Pee Wees/U-12 Girls                6th grade
Bantams/U-14 Girls                  8th grade

These players will have the opportunity to request a move-up at the time of registration or prior to try-outs.  The player then must stay at that level for try-outs and play with their assigned team.  Additionally, a skater electing to move up via peer group status will only be allowed 2 years at each level for the Squirt / U10 level and the Peewee / U12 level.  In other words, this is a one time decision and that skater will remain with their peer group until completing the Peewee / U12 level and entering the Bantam / U14 level.  Once the skater has entered the Bantam / U14 level, he or she may petition to play the potential 3rd year (10th grade) if desired.  The intent of this is to not deny opportunity to those that may desire further development prior to moving to the next level beyond youth hockey.

Minnesota Hockey and WHA will not allow players to “play down” a level.

• Players should always register for their age group Division.
• All move-up requests are subject to final approval by the WHA Board of Directors.
• All players who are approved to move-up are required to pay any adjustments in registration, fundraising, and team fees at their new level of play.
• All players who are approved to move-up are required to sign a waiver. It is the responsibility of the player’s legal guardian(s) to sign a waiver each consecutive move up year (1st year PeeWee, 1st year Bantam).

VIII. FINANCIAL

• The Board of Directors will determine all general expenditures.
• The fiscal year of the Association shall be from May 1- April 30th.
• Player financial aid is available through the Blue Line Club Financial Aid  Program. Requests are confidential and forms are available on the website www.willmarhockey.com.
• Player dues, fundraisers and business sponsorships finance the hockey program. It is the intent of the WHA to keep dues as low as possible. We depend on our fundraisers and volunteer efforts to accomplish this. All members are asked to participate in the assigned fundraisers. If a player does not participate or chooses to buy out of the fundraiser, their dues will be increased as follows:

Raffle Sales          $200 per player, $360 per family
Green Sales          $300 -- All players

• Each player is expected to sell $500 in evergreens. Families with two skaters are to sell $975.  Families with three or more skaters shall sell $1025. For each additional $100 worth of greens sold over the minimum ($500/975/1025), $25 will be subtracted from their hockey dues.
• These dollar figures are subject to change, pending Board of Directors approval.  Additional fund-raisers may be added. 
• WHA will also attempt to draw tournaments to Willmar.  This will provide more opportunities for our skaters to play close to home an/or to help bring hockey derived revenue to the arena and area. Parents are required to work at these tournaments when asked.

No fundraisers, solicitations or donations may be sought without prior Board approval.  The purpose of this is to manage our fund raising base and not cross paths with related hockey fund raising events.

Dues for 2008-2009

• Bantams and Girls 14U     $ 435.00
• Peewees and Girls 12U     $ 360.00
• Squirts and Girls IOU     $ 285.00
• Mites     $ 90.00 W/free equipment rental on a $50 refundable check deposit

Payment of dues may be paid in three equal installments with the first payment due at registration. Invoices will be sent out for the final two payments on November 1st and January 1st and you will have 30 days to pay. Dues not paid will result in the player not skating until dues are paid unless special arrangements are made with the Board.

• Dues are not refundable for any reason after the start of the season.
• Dues should be mailed to:

WHA
P.O. Box 445
Willmar, MN 56201

IX. EQUIPMENT AND UNIFORMS

Players represent themselves and their community, whether in uniform or not.

• Each traveling team will be furnished with jerseys. It is the responsibility of the player to care for the jerseys properly and return them to the Team Rep at season's end.
• Red helmets are part of the traveling team uniform.
• Goaltending specific equipment is available through the WHA. Bantam, Pee Wee and  14U goalies must furnish their own gloves and blockers.
• Hockey players other than mites and goalies shall furnish all equipment.
• Mite equipment (other than skates, stick, mouth guard and neck guard) will be provided free, as long as a $50 refundable deposit has been made.
• Required equipment for all players includes:
• skates
• red helmet ( red preferred)
• face mask
• mouth guard
• neck protector
• shin pads
• stick
• supporter and cup/ pelvic protector
• gloves
• shoulder pads
• red breezers (red preferred)
• elbow pads

X. TOURNAMENTS

Each team will host one home tournament. There are no gate fees for players and parents for the home tournament. Parents shall share in the work of the tournament equally.

Each team will be scheduled for two away tournaments. WHA will pay entry fees up to $400 for a single tournament for Mites and $900  for 2 tournaments for all other teams. All other expenses are the responsibility of the parents. Parents shall pay for one double room and each coach shall receive $30.00 per weekend for meals for out-of-town tournaments. The team Tournament Director will calculate these amounts, collect from the parents and disperse the money to the coaches. Coaches with a player on the team will not be eligible to receive reimbursement for out of town tournament meals, lodging, or travel expenses.

Participation in any extra away tournaments will be decided by 90% agreement of the parents and coaches of the team.  All entry fees and expenses are paid by the players and parents for these tournaments, Teams may also participate in post-season district, regional and state organized tournaments provided by MINNESOTA HOCKEY. All expenses for such games are paid by players and parents.

Tournament Travel: (“playoff” tournament travel is exempt from the below)…

• Squirts, and 10U teams are to schedule no tournament over 100 miles from Willmar.
• PeeWee and 12U teams are to schedule no more than 1 tournament over 100 miles from Willmar.
• Bantam and 14U teams are unrestricted.

XI. GRIEVANCE PROCEDURES

If you have a problem with a coach or game situation, please wait until the next day to address the issue. Players, coaches, and parents all tend to get caught up in the moment, and it may be wise to let things cool down before making an approach. Discuss issues with the coach first. If a satisfactory solution is not reached, contact the On-Ice Committee for a review of the matter. Prepare a description of your concern in writing for the On-Ice Committee review.

If the parent or player does not get a satisfactory conclusion to their concern from the On-Ice Committee, they may contact any member of the WHA Board of Directors for further review. The Directors will investigate the issue independently. The course determined by the Board will be communicated to all affected parties in a confidential manner.

MINNESOTA HOCKEY has a Grievance Committee that will hear complaints regarding any player, team or incident arising from participation in WHA events. The party must file a complaint in writing. All complaints arising out of game situations or occurrences must be postmarked no later than 48 hours after the game time. All grievances will be handled by the Grievance Committee within 7 days. See MH Handbook for additional information.

XII. COACHES

• Recruitment - Recruitment of the coaches is the responsibility of the Board of Directors, who bases selection upon past coaching experience, knowledge of hockey, leadership skills, and coaching philosophy. Coaches are recommended by the On-Ice Committee and approved by the Board.
• Expense Reimbursement - Bantam/G14U Head Coach $700, 1st Asst. $400, 2nd Asst. $400, Peewee/G12U Head Coach $600, 1st Asst. $300, 2nd Asst. $300, Squirt/GI OU Head Coach $500, 1St Asst. $200, 2nd Asst. $200.

1) Mites Head Coach $400, up to 4 assistants at $100 each, Goalie Head Coach $250.

• Accountability - Coaches are accountable to the On-Ice Committee and Board. The Board reserves the right to cancel the privilege of coaching at any time and for any reason deemed actionable by the Board.. This includes but is not limited to improper conduct, defined as behavior detrimental to the philosophy and objectives of the Association, as well as any action which produces detrimental results to any team or individual player.
• Responsibilities - The coach is responsible to:
• Attend try-outs, evaluate and select the team (or designate to the On-ice committee a candidate to fill this role, and where this has been specifically approved by the committee in advance);
• Instruct players in hockey fundamentals, rules of the game, sportsmanship and team work;
• Insure fair and equitable ice time for players throughout the year;
• Enforce the Code of Conduct;
• Be knowledgeable of rules and regulations for games and playoffs;
• Attend the first Parent/Team meeting after Try-outs and select the Team Representative, Team Tournament Director, Statistician, and Fundraiser Coordinator, Callers and Transportation Coordinator.
• Schedule out-of-town tournaments with the Ice Scheduler;
• Maintain responsible behavior of their team during practice and games, including pre­ and post-game;
• Ensure that full equipment is worn by the players at all times, including neck guards; and mouth guards.   Maintain a first aid kit.
• Abide by the Two Adult Rule at all times. The Two Adult Rule requires that two adults be present with team and individual players at all times. There should never be an instance of an adult alone with a player in an unobserved place.
• Attend every game and practice or select a qualified substitute. If unable to fulfill coaching duties, a coach will be expected to resign and notify the Board of Directors immediately.
• Expand their knowledge of hockey and their role as coaches by using material provided. Basic skills will be taught according to a pre-determined plan by the Coaches and On-Ice Committee. Coaches will be reimbursed for mileage to attend one District 5 Coaches Clinic per year.
• Game Sheet Submissions.  In accordance with D5 policy, Game sheets must be submitted on-time and complete.  Fines for not following D5 direction will be issued and will be the responsibility of the Head Coach:
• Abide by any other rules and responsibilities as directed by the On-Ice Committee or Board of Directors.
• Return all WHA equipment to the Equipment Manager within 2 weeks of season end.

XIII. PARENT VOLUNTEERS

A. Team Representative - This individual is invited to attend monthly board meetings. Responsibilities include:
1. Completion of "Team Red Book" and maintenance at all games. The "Team Red Book" contains the following information:

• copy of original birth certificate for each player;
• copy of WHA insurance company name and policy number;
• signed Code of Conduct
• completed Parent's Permit and Health Questionnaire
• medical treatment Consent Form
• authorization for release of information
• authorization for publications
• final Team Roster which will include player's name, address, phone, parents, position and jersey number.
• Work with the head coach to ensure the game sheet information is handed in in compliance with D5 requirements, and that no fines are forthcoming.

B. Team Tournament Director - This individual will be asked to attend at least one Tournament Committee meeting. The Team Representative can also act as the Team Tournament Director.  Responsibilities include:

• Coordinate tournament work schedule, decorations, and chuck-a-puck.
• Meet with the Tournament committee prior to their hosted tournament to finalize plans.
• Manage the home oturnament weekend.
• At Squirt/10 and 12U, arrange a session where a tournament committee member will give lessons on running the clock and tournament/game rules.
• Schedule away tournament group hotel reservations and collect for coaches lodging and meals.
• Fundraiser Coordinator - it is the responsibility of this individual to distribute fundraising materials, insure participation, and to collect all funds (including buy-outs) and turn into Fundraiser Chairperson.
• Statistician - This individual is responsible to keep the statistics at games as requested by the Head Coach. Game sheet information should be turned into the West Central Tribune (info@wctrib.com) and www.willmarhockey.corn within 24 hours. Team Sponsors should be noted.  The statistician may be required to submit D5 information and should confer with the Team Rep prior to the start of the season to make sure this gets done.
• Transportation Coordinator if the team decides not to utilize a bus for away games, then the coaches will be reimbursed for one vehicle at current IRS mileage rates, currently 58.5 cents per mile (changing to 55 cents per mile effective January 1, 2009) , not including tournaments, divided equally among the players. The Transportation Coordinator will calculate these amounts, collect money from the parents and disperse the money to the coaches. Coaches with a player on the team will not be eligible to receive additional reimbursement for travel expenses.
• Ice Scheduler - will coordinate ice time for each team.

XIV. GUIDING POLICIES 

A. Player Rules.

• Players must abide by the Code of Conduct.
• Safety - Jewelry is not permitted during practices or games. Full equipment is to be worn at all times.
• Attendance - If you are unable to be at practice or a game, you must call one of your coaches in advance and explain. Failure to do so may result in suspension. Coaches will have their own requirements for attendance and other issues, and these must be followed.
• Have fun! Make this an enjoyable experience for yourself and those around you.

A. Parent Rules.

• All parents are required to read the Code of Conduct, then sign Form A along with their player and return it to the Team Representative.
• Parents are expected to participate in WHA fundraisers and work the home tournament and assist in any Regional or State tournaments being held in Willmar.
• Because WHA is a volunteer organization, parents are required to put in volunteer hours. This is the only way our teams will stay organized and function well. Please cooperate with your Team Rep (again, a volunteer) who will keep you informed about the volunteer activities of your team.
• Display good sportsmanship. Respect players, coaches, and officials.
• Cheer in a positive manner and encourage fair play; profanity is not tolerated.
• Be supportive after the game, win or lose. Recognize good effort, teamwork and sportsmanship.
• Ensure responsible behavior of child/player during practice and games, including pre and post games.
• Parents-Have FUN!