Policy and Procedures Manual of/for Strathroy and District Minor Hockey Association “SDMHA”
Revised and Approved by the Executive on June 12, 2024
Preface
The purpose of these rules is to enable Strathroy and District Minor Hockey Association to operate its hockey program in a manner consistent with its mission, its bylaws, the regulations of governing bodies and common sense.
Safety and fair play, on and off the ice, are critical to the success of the hockey program.
Updated September 20, 2024
Authority:
These rules and regulations are policies of Strathroy and District Minor Hockey Association as defined in the Bylaws and having been considered and approved by the Board of Directors on March 1, 2011 and implemented March 9, 2011, revised and voted upon on June 12 2024. Revised Aug 24 2024.
The Manual of Operations of the Ontario Minor Hockey Association (OMHA), including playing rules, is adopted and forms part of these rules.
Strathroy and District Minor Hockey Association - Code of Conduct
Refer to OMHA Manual of Operations
The Privacy Policy of the OMHA shall be considered a part of this Code of Conduct and will be adhered to by the Strathroy and District Minor Hockey Association and its members, coaches and volunteers.
Policy and Procedures Committee:
1. Each year the Executive Committee shall appoint a Policy and Procedures Committee. The Policy and Procedures Committee will present their recommendations to the Executive Committee.
2. Any person wishing to suggest an amendment to the policies and procedures shall submit such proposed amendment, in writing, to the President of the Association. The Policy and Procedures Committee shall review such request and shall forward same to the Executive Committee together with a report (whether verbal or written) indicating whether the Policy and Procedures Committee supports such amendment. The Executive Committee shall consider such proposed amendment at its next regularly scheduled meeting and shall invite the person proposing such amendment, to speak in favor of such amendment at such meeting.
3. Any policy contained in this manual may be varied by the Executive Committee by a simple majority vote, at any regularly scheduled meeting of the Executive Committee.
4. The Policy and Procedures Committee shall publish an updated on-line Policy and Procedures Document, available for inspection by any member of the Association.
Grievance Committee:
1. The Grievance Committee shall consist of the President of the Association and two other persons chosen by the President who are in no way related to the grievance matter or having a conflict of interest. The two additional persons shall be approved by the Executive Committee.
2. All grievances shall be in writing, signed and delivered to the President of the Association as soon as possible after the events giving rise to such grievances.
3. The complainant must state in the written complaint whether the complainant wishes to appear before the Grievance Committee.
4. The Grievance Committee will review the complaint as soon as possible upon receipt and, if the complaint is about an individual, coach or committee, the Grievance Committee shall call on that individual or the members of that committee for response.
5. The Grievance 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 way of recommendation only. Any person dissatisfied with the recommendation of the Grievance Committee may appeal such recommendation to the Executive Committee in writing.
7. If a recommendation is appealed to the Executive Committee, any members of the Executive Committee who are also members of the Grievance Committee shall be entitled to vote, however if the recommendation appealed relates to any other committee of the Association, any member of the Executive Committee who is a member of that committee shall not be entitled to vote regarding such recommendation.
Discipline and Suspension Committee:
Generally, Ontario Minor Hockey Association (OMHA) rules dictate the penalties and suspensions which may be levied against a player or Team Official for conduct on, or off, the ice. However, some types of conduct, whether on or off the ice, may warrant additional discipline or suspension. All OMHA 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 Committee shall establish a Discipline Committee consisting of the President and two other members.
2. The Discipline Committee may suspend a Team Official, player or any Association member, for any actions deemed “conduct unbecoming to the Association”. Decisions of whether “conduct unbecoming to the Association” has occurred or not, shall be at the sole discretion of the Discipline Committee. The Discipline Committee shall determine the length of the suspension up to and including an indefinite suspension of the player, Team Official or Association member.
3. If a Team Official has been suspended by the Discipline Committee, the Executive Committee may name a Team Official to take the place of the suspended Team Official for the duration of the suspension.
4. Any Team Official, player or Association member may appeal any suspension levied by the Discipline Committee, in writing, to the Executive Committee, which shall hear such appeal as soon as a quorum can be established. During the period in which such appeal is pending, the persons appealing shall be permitted to continue unless subject to any suspension which may have been levied by a game official or the OMHA. The Executive Committee shall have the power to vary the Discipline Committee suspension by increasing or decreasing such suspension.
5. In any situation where a player is believed by the members of the Discipline Committee to constitute a risk to himself or herself, other players, game officials or Team Officials, the Discipline Committee may request that the Executive Committee suspend such player for an indefinite period of time until that player is able to present to the Executive Committee 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 Committee.
6. If an indefinite player suspension occurs less than one-half way through the regular season of the team on which such player played (i.e. prior to December 15), the player or the player’s parents/guardians shall be entitled to request that the player be deleted from the roster of such team and the Association shall refund to such player or such player’s parents/guardians, as the case may be, that player’s registration fee according to the cancellation policy established by the Executive Committee.
Registration/Cancellation Policy:
Fundraiser fees are refundable up to Dec 15th under the following conditions:
1) Any lottery/draw has not started.
2) All tickets/forms are returned in their original condition.
Registration fee includes the volunteer fee cheque amount determined by the Executive Committee and communicated at the Annual General Meeting (AGM).
Late fees and NSF fees will be established and communicated at the Annual General Meeting (AGM)
Registration refunds for first time players are on a case by case basis approved by the Executive Committee
Refund requests prior to Sept 1 will be accompanied with a $25 refund fee (registration or tryout)
|
Date
|
Refund
|
|
UP to Oct 1st
|
100% of registration
|
|
UP to Oct 31st
|
75% of registration
|
|
Up to Dec 15th
|
50% of registration
|
|
After Dec 15th
|
No refunds
|
SDMHA REFUND POLICY:
Registration includes the registration fee and the volunteer fee that were determined by the SDMHA Executive and communicated at the Annual General Meeting (AGM).
Late fees and cash calendars are non-refundable. Conditioning skate fees and try-out fees are non-refundable once a player has stepped foot on the ice.
Requests for refunds must be submitted by email to the Registrar, and will be subject to approval by the SDMHA Executive based on the criteria below:
Refunds – U7 – U18
Before September 1 - full registration and volunteer fee, less a $25.00 administration fee
After September 1 - Registration Fee + Volunteer Fee (if hours not completed), less administration fee of $100 (cash calendar not refundable after this date)
October 1 – November 15 - 50% refund of Registration Fee & Volunteer fee may be considered and/or pro-rated, depending on circumstance and date
No refunds will be given after November 15
Refunds - U6 and below:
October 1 - 15 - 75% of registration refunded less the cash calendar
October 16 - November 15 - 50% of registration refunded less the cash calendar
No refunds will be given after November 15
Exceptions may be granted at the discretion of the SDMHA Executive in the event of, for example, major injury, serious illness, moving, etc. Each request will be reviewed, and a decision rendered on a non-precedential individual basis.
Coaching Committee:
1. The Executive Committee shall establish a Coaching Committee composed of not less than three members.
2. Persons interested in coaching any team shall submit an application on a form approved by the Executive Committee.
3. The Coaching Committee shall select the Head Coach for each team. The Coaching Committee will have the opportunity to conduct potential coach interviews as the Coaching Committee deems necessary. Head Coaches that have been in the organization for several years the committee may waive the interview process.
4. The Head Coach shall be responsible for selecting all other Team Officials which the Head Coach may deem necessary, subject to OMHA guidelines. The Head Coach will submit the selected persons to the Coaching Convener for approval, prior to announcing the selections.
5. Rostered Bench Staff members will have their volunteer fees returned to them once all equipment has been returned to the Equipment Coordinator at the end of the Season.
6. Once a Head Coach has been selected, any grievances regarding such coach shall be handled in accordance with the Grievance Policy.
Team Officials’ Responsibilities:
1. Team Officials include individuals approved by the Coaching Convener and registered as Head Coach, Assistant Coach, Trainer, Assistant Trainer. SDMHA will pay to register up to five carded officials for each team.
a) All Head Coaches, Assistant Coaches, Trainers, and Managers must obtain a vulnerable sector screening/police check, at their own expense, and upload a copy to their Spordle account.
b) Head Coaches must submit a current Police Check and Vulnerable Sector Screening or signed affidavit with their coaching application. If the Police Check is not submitted, the Coaching Convenor will have the right to remove this Coach from the team and unassigned.
c) Assistant Coaches, Trainers, and Managers must have their Police Checks and Vulnerable Sector Screening done by Oct 30th. It is the responsibility of the Head Coach to make sure this is done. If the Police Check is not done by this date the Coaching Convener may remove the Head Coach and the member of the coaching staff that did not comply. They will both be removed from any team involvement until the Police Check is received.
d) A Police Check needs to be done every three (3) years as per OMHA guidelines. During the two (2) years of the 3 year term, the Team Officials will sign a Criminal Defense Affidavit Declaration.
e) The Police Checks and Criminal Defense Affidavit Declarations will be kept online in Spordle for that three (3) year period, then deleted.
f) The OMHA Representative or SDMHA President will have the right to approve or disapprove coaching staff based on the OMHA guidelines.
g) The OMHA Representative may ask all questions necessary to make the proper decision.
h) Only those persons who have a questionable Police Check need an interview with the OMHA Representative. Every Team Official has the right to appeal this decision to the Executive Committee.
A Head Coach, Team Official, or SDMHA volunteers not approved for any position in SDMHA will be based on OMHA guidelines.
It should be noted that every Staff member or volunteer once accepted, is obligated to inform the appropriate Association Executive if he or she is charged, tried or convicted of any offence under the Criminal Code or under other Provincial or Federal statutes, if that offence is relative to a position of trust held by that individual.
Bench Staff Rules:
1. The Bylaws and Policy and Procedures Manual are to be strictly adhered to by all Team Officials. Each Team Official will be supplied with the link to the online copy of the Bylaws and Policy and Procedures.
2. Team Officials must be familiar with the Associations’ responsibilities and provide all necessary cooperation.
3. When a player requires medical attention other than of the Team Trainer an OMHA approved Incident Report must be completed and submitted to the OMHA Representative. A Doctor’s release is required before the player may return to practice or play. All forms are obtainable on the Association’s website or at www.omha.net .
4. All Team Officials are to ensure proper conduct of players and fellow Team Officials on and off the ice.
Additional Rules for Head Coaches:
1. Attend Coaches’ meetings as required.
2. Hold a meeting at the start of the Season with players and parents/guardians in order to make them aware of the plans and goals for the Season, explanation of Ontario Minor Hockey Association (OMHA) roster sheets, fund raising and other matters, that apply to the team. It is important to achieve consensus early as to the level of involvement in exhibition games and tournaments.
3. Ensure all unused ice time is returned to the Ice Convener at least 72 hours in advance. This includes half ice practice times. Insure the cancelling of referees/timekeepers for games is done in a timely manner. If teams do not inform the Ice Convener and dead ice results, a team will lose their next scheduled practice. Dead ice will be tabulated at the end of each Season and identified in the year-end financial reporting.
4. Local League to the extent possible, taking into account the fact that a Coach may have to attempt to balance uneven forward or defense lines, Coaches shall give all players equal playing time with the exception being, during the final five minutes of the final game, or potentially final game of any playoff or tournament.
5. For competitive teams, Coaches shall attempt to play all players equally, except during any power play, during any shorthanded situation, or part of the final game or potentially final game of any playoff series, play-down series, or tournament.
6. Ensure all Team Officials actively assist SDMHA in the various fund raising endeavors.
7. Encourage a Representative from each team to attend monthly meeting of the Executive Committee. This will assist in effective communication to the members of the Association.
8. Ensure that the team sponsor is contacted by a Team Official concerning team schedule (regular, playoffs, and play downs) and team picture date.
9. Strathroy and District Minor Hockey Association (SDMHA) fully support the proper use of the Affiliated Player (AP) list. Coaches must contact Affiliated Player’s Head Coach each time he/she intends to use this player. Coaches shall release all Affiliated Players to the requesting team if it does not interfere with games or practices of the player’s own rostered team.
10. Any coach wanting to affiliate a player within SDMHA must affiliate to the next higher team in his or her division and follow OMHA guidelines.
11. Any dispute among the Coaches regarding the application of the Affiliated Player rules will be referred to the President and Coaching Convener for a joint decision.
12. 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 Discipline Committee, who shall bring the matter to the Executive Committee.
13. Each Affiliated Player is allowed to play up to ten (10) games, players playing greater than ten (10) games must have prior Executive Committee approval. Note: Playing for an affiliate team in a tournament will count as 1 of their 10 allowable games. (Affiliated Players participating in tournaments should be included when calculating the per player payment of any entry fees). OMHA guidelines are to be followed.
Teams:
1. If within any age category there is more than one Local League team, the players not selected for Competitive teams shall be allocated according to talent among the Local League teams in order to maintain the competitive balance between such teams as high as possible. The Coaches of such teams will select the teams in a fair evaluation process. Any disputes will be decided by the Local League Representative.
2. All teams will be entered into their respective leagues on the following basis:
- Competitive A
- Competitive B (if team can be competitive as a second entry)
- Local League
Any deviations from this process must be approved by the President, Ice Convener and Coaching Convener of the Association with the understanding the secondary competitive teams are not a necessity in any age category.
3. Each team will deliver a financial statement including all sources of funds and all disbursements to the SDMHA Treasurer on or before May 1st.
Regular/Exhibition Games and Tournaments:
1. All SDMHA teams will be limited to entering four (4) tournaments throughout the Season. One of the four tournaments may be a tournament that SDMHA operates. The four tournament maximum does not include the International Silver Stick Tournament as it is on an invitational basis only.
2. Regular scheduled games shall not be changed in order to play exhibition games for any reason.
4. Any team wishing to play exhibition games must get approval from the Ice Convener. All competitive games changes to be done through the Shamrock and Local League Representatives.
5. Any team playing in an exhibition game must use an official online game sheet and certified Officials.
6. All games outside of OMHA jurisdiction must be approved by the Strathroy OMHA Representative.
International Silver Stick Fees:
SDMHA will donate up to $1,000 CDN of the International Silver Stick entrance fee, to the Competitive Team that wins their way into International Silver Stick Tournament.
Any team getting an invitation to International Silver Stick will not be eligible for a donation from SDMHA.
OMHA Championships:
Any team reaching their OMHA Championships will be eligible for a $500.00 CDN donation from SDMHA to offset the costs to the team.
Equipment:
1.The colours of the association shall be red, white and blue.
2. It is mandatory that all players under the Strathroy and District Minor Hockey Association (SDMHA) wear all the required approved hockey equipment per Canadian Standards Act (CSA), at games and practices until they leave the playing area at the end of the activity period. Failure to comply may result in suspension of the player and team officials by the Executive Committee.
3. 3rd Jerseys (baby blues) will only apply to U16-U18 A/B teams. Options to wear the 3rd jersey will continue to include the restrictions to tournaments, exhibition games and away. Will NOT be authorized to wear them at home to respect the sponsorships.
Coaches, Assistants and all on ice helpers must wear protective head gear during activities on the ice, in accordance with OMHA rules.
3. Players or team officials who accept equipment from Strathroy and District Minor Hockey must return it upon request. Any player or team official failing to return equipment upon request may be disciplined until it is returned to Strathroy and District Minor Hockey, and deemed by the Equipment Coordinator to be in satisfactory condition (normal wear) and clean.
4. Deliberate misuse of any SDMHA equipment causing damage, will result in a fine to the guilty person equal to the replacement value of the damaged article.
5. SDMHA will endeavor, to the best of its ability; will supply various sized nets, ice divider bumpers/mini boards and goalie equipment for U9 and below programs. (Various sized goalie pads, chest protectors, sticks, left and right trappers and blockers).
6. All SDMHA equipment must be returned at the completion of the SDMHA Season. If the equipment is required beyond the return date, approval must be obtained from the Equipment Coordinator. Volunteer Fees are not to be reimbursed to Bench Staff until all borrowed equipment is returned. Once equipment is returned the Equipment Manager will advise the Volunteer Coordinator and Treasurer to issue Volunteer Fee reimbursements.
Player Selection for Competitive Teams:
1. Strathroy and District Minor Hockey Association is a “no release” centre. All players residing in the Strathroy and District Minor Hockey Association jurisdiction, as determined by the OMHA, will be expected to play within the SDMHA.
2. SDMHA will not grant any permission to skate forms to a player unless the player is pre-registered with SDMHA.
3. Strathroy and District Minor Association believe players for competitive teams should be chosen by the SDMHA Tryout Procedure which is reviewed annually. Tryout procedures will be determined by the Executive Committee. Currently, the Tryout Process is on the SDMHA website. The Tryout Process document is considered a part of the Policies and Procedures Manual when it comes to altering and adhering to the tryout procedure.
4. The rationale of the Player Request to Move Up process is to provide representative level players who display exceptional skill and ability at an ‘elite' level to play up an age group provided they meet the requirements outlined below.
a. The player must be properly registered with the SDMHA prior to the 1st scheduled tryout.
b. Players trying out for more than one (1) "A" team must pay an additional tryout fee for the second team. The fee amount for the additional tryout will be 50% of the regular tryout fee.
c. The player must be eligible by residence as defined by OMHA boundaries for SDMHA
d. A "Representative Player Request to Move Up” Tryout form on the SDMHA website must be completed and submitted to the SDMHA Vice President at least 5 days prior to the teams scheduled tryout date.
e. Any player obtaining permission to tryout as an underage player will only be allowed to try out for one higher-aged team per Season
f. The SDMHA Tryout Process will be used to evaluate the player. At a minimum, the Age Group Champion and Head Coach will assess the players ranking based on the standard evaluation process.
g. An underage player may only be approved for selection to the higher-aged team on one of the following conditions:
i. is evaluated and ranked as the top goaltender (U10 to U18)
ii. is evaluated and ranked as a top 4 skater (U10 to U13)
iii. is evaluated as a top 3 forward or a top 2 defensemen based on their declared tryout position (U14 to U18).
h. The Tryout Committee & Head Coach of the higher-aged team may advise the underage athlete of his/her non-selection at any point after the conclusion of the first try-out. At this time, the player would return to the tryout process for their own age group.
i. The Tryout Committee & Head Coach of the higher-aged team will determine the underage player's eligibility for continuation in the tryout and evaluation process no later than the conclusion of the third tryout.
j. Representative teams from U10 through to U18 are allowed a maximum of two (2) underage players.
k. tryout fees will not be reimbursed once the tryout process has begun
5. At times there are circumstances that prevent a player from trying out for a competitive team. It will be the player’s/parent’s/guardian’s responsibility to inform the Tryout Committee and the potential Head Coach as to the situation. The Coaches will consult with the Tryout Committee concerning their interest in the player. If the Coach expresses an interest, a position will be left open on one of the competitive rosters to accommodate another potential player. Otherwise, the player will be placed on a Local League team.
6. At times there are circumstances that prevent a player from trying out for the competitive team. If the player wishes to try out for additional entry competitive team directly, the player must receive Executive Committee approval prior to tryouts. The decision of the Executive Committee will not be precedent setting.
SPONSORSHIP
JERSEY SPONSORSHIP
-Company name on back of home and away jersey to be worn at all home games
-company name and logo on SDMHA website and team page
-Team picture and plaque presented at the end of the season
TEAM SPONSORSHIP
- All funds collected through Team Sponsorship should be allocated and disbursed to the team as a whole and not individually.
- SDMHA is a not-for-profit organization and under no circumstances does the SDMHA provide receipts or replacement checks.
- Team Manager is to oversee the recording of all Sponsorship funds being donated and how its disbursed on a transparent Ledger/Statement that is to be distributed to all team parents and coaching staff mid-season (Christmas Break) and end of season.
-
TEAM BANNERS/TOURNAMENTS
- Teams are prohibited in approaching any, including their own jersey sponsor for any financial contribution.
- Team sponsorship checks should be made payable to either the tournament or the coach.
- Funds must be recorded by team manager on how they were received and distributed on the team ledger/statement for transparency and given to all team parents and coaching staff mid-season and end of season.
- All Team Tournament Sponsorships are to cover or help with costs of tournaments and are to benefit the team as a whole and not individually.
Fundraising:
1. All fund raising events by individual teams must be communicated to the Association Treasurer and Fund Raising Coordinator prior to the event.
2. Under no circumstances will a fund raising event be approved if it conflicts with a SDMHA run event. SDMHA carries out many fund raising events and teams are cautioned not to make commitments until their event has been duly authorized by the Executive Committee.
3. Volunteer hours are not be accumulated each Season and carried over into the next Season.
4. Team Officials (head coach, assistant coaches, trainer) with more than 1 player registered in SDMHA will qualify for a full refund of their volunteer fees paid for all registered players once it is deemed that they have fulfilled their obligations as a Team Official. Team managers qualify for the volunteer fee of the team in which they manage only.
TEAM FUNDRAISING
- All funds accumulated through team fundraising are to be allocated and distributed equally to participating players involved in the fundraising activities.
- Funds earned through fundraising should only be allocated for team purposes i.e. Tournaments, warm up gear
- Team Players who choose not to participate in team fundraising are responsible for their portion off fees/cost that fundraising would otherwise provide.
- Fundraising funds under no circumstances are to cover Player’s Registration fees or Parent/ Player hotel Accommodations cost/fee.
- The Team Manager is to oversee the recording of all funds raised and being disbursed on a transparent Ledger/Statement that is to be distributed to all team parents and coaching staff mid-season (Christmas Break) and end of season.
- All funds left over left over at the end of the season are to be equally distributed to participating players and are not to carried over to the next season.
Ice Time Policy:
The purpose of this Ice Policy is to ensure fair and equal use of ice time allotted to all teams under the jurisdiction of the Strathroy and District Minor Hockey Association (SDMHA).
1. To the extent possible, SDMHA shall attempt to allocate equal ice time to all teams, subject to playoff schedules and number of league games such team may have scheduled. Each team under the jurisdiction of the SDMHA will have one scheduled practice time and one scheduled game time per week. This will vary depending on Statutory Holidays and Black Out dates during each Season.
2. Any ice that is scheduled to a team that will not be used by that team due to conflicts with League Schedules, Tournaments or any other reason must be returned to the Ice Convener for reallocation to other teams that have lost ice due to Black Out dates. If ice is returned to the Ice Convener, it is not guaranteed a team will get ice in return. In most situations, a team that returns ice time is utilizing ice time elsewhere by playing in a tournament or a game in another center.
3. A master ice schedule will be kept on the SDMHA website www.sdmha.org. Practice ice will be used for practices and game ice will be used for games, “unless a team getting ice from the Ice Convener does not have a league game to make up, in that case it may only be used for practice ice.” No team will be permitted to play games on practice ice unless approved by the President, Ice Convener and appropriate League Representative. Certain circumstances may vary this rule. i.e.: Games cancelled due to storms, power failures, equipment failures the above parties will decide each situation on an individual basis.
4. It is the intent of the SDMHA to run its program out of the Gemini Sportsplex. By solely using the Gemini Sportsplex, there is less chance of teams or Referees going to the wrong arena by mistake. Everything under one roof ensures all parties involved of being in the right building. Also all SDMHA equipment and offices are all located here as well. The West Middlesex Memorial Arena will be used on an as needed basis.
5. There will be limited trading of ice between teams, at all times the Ice Convener is to be made aware of the changes that teams are doing.
6. A portion of Competitive Team Fees go for extra practice ice time. This ice will only be used for practices. No exhibition games will be scheduled on this practice ice unless approved by the President or Ice Convener.
7. U9 and below teams share practice and game ice. In January of each Season, the OMHA will determine when U9 Teams switch to full ice games and practices.
8. Teams can practice with a team one age group above or below.
9. In allocating practice times, players up to including U12 shall, if possible, be allocated practice times ending prior to 9 p.m.
10. Scheduling of League Playoff Games and dates must be done through the appropriate League Representative. Ultimately all playoff games should be scheduled on a team’s regular weekly game time but there are circumstances that will prevent this. Contact your League Representative. If the opposing team makes it difficult for a team to schedule a playoff game, the League Representative will help resolve the issue.
11. Any team wishing to book and pay for additional ice must do so through the Ice Convener. Any team that books additional ice will also be responsible to pay SDMHA, who will remit the payment to the Municipality of Strathroy-Caradoc.
12. Teams that do not adhere to this Ice Policy will be overlooked when ice becomes available.
13. The Ice Convener is the only authorized booking agent for ice for SDMHA with the Municipality of Strathroy-Caradoc Recreation Department.
Purchasing:
1. All purchases over $250.00 shall be approved by the Executive Committee.
2. All major purchases shall be brought before the Executive Committee for approval prior to purchasing. There will be at least two competitive bids presented to the Executive Committee before the expenditure is authorized.
3. While maintaining good financial stewardship, the Association should encourage the purchase of goods and services from local businesses and/ or businesses which are providing current financial support to the Association.
Logo Protection Policy:
The Executive Committee of SDMHA adopted the Logo Protection Policy as of January 2006. It is the intent of SDMHA to protect the use and application of the SDMHA logos and property.
All clothing apparel and merchandise will be procured through the SDMHA Executive Committee approved suppliers. Any unauthorized use of the SDMHA logos and trademarks will be dealt with. Should a member of SDMHA have an alternate source of merchandise they can bring a sample before the Executive Committee. Approval will generally be given, providing that any monetary agreements that may be in place with an authorized reseller of SDMHA apparel will have to be met by this supplier.
Social Media Policy:
The Executive Committee of SDMHA adopted the Social Media Policy as of February 2019.
1. INTRODUCTION
For the purpose of this Social Media and Networking Policy, the policy will encompass public communications through such internet mediums and websites as Email, Twitter, Facebook, MySpace, LinkedIn, Foursquare and any other social media network that allows users to communicate online.
The policy will be applicable to all members of the SDMHA, including Executive, Teams, members, parents/guardians, staff, on-ice and off-ice Officials, players.
SDMHA recognizes and appreciates the value of social media and the importance of social networking to all of its stakeholders. SDMHA also respects the right of all Teams and Association personnel to express their views publicly. At the same time we must be aware of the dangers social media and networking can present.
The purpose of this policy is to educate the SDMHA Community on the risks of social media and to ensure all Teams and Association personnel are aware that conduct deemed to be inappropriate will be subject to disciplinary action by the SDMHA .
2. SOCIAL MEDIA GUIDELINES
a) SDMHA holds all members who participate in social media and networking to the same
standards as it does for all other forms of media including radio, television and print.
b) Comments or remarks of an inappropriate nature which are detrimental to a Team, the Association or an individual will not be tolerated and will be subject to disciplinary action.
c) It should be recognized that social media comments are on the record and instantly published and available to the public and media. Everyone including Association and/or Team personnel, players, parents/guardians, corporate partners and the media can review social media communications. You should conduct yourself in an appropriate and professional manner at all times.
d) Refrain from divulging confidential information of a personal or team related nature.
e) Use your best judgment at all times – pause before posting. Once your comments are posted they cannot be retracted. Ultimately, you are solely responsible for your comments and they are published for the public record.
f) Inappropriate comments or remarks from another Association should be reported to the SDMHA Executive Committee for immediate follow-up.
3. SOCIAL MEDIA VIOLATIONS
The following are examples of conduct through social media and networking mediums that are considered violations of the SDMHA Social Media and Networking Policy and may be subject to disciplinary action by the Strathroy District Minor Hockey Association.
a) Any statement deemed to be publicly critical of Association Officials or detrimental to the welfare of a member, Team, the Association or an individual.
b) Divulging confidential information that may include, but is not limited to the following: any matter of a sensitive nature to a member Team, SDMHA or any individual.
c) Negative or derogatory comments about any member of the Team, SDMHA, League staff, programs, stakeholders, players or any member of an opposing team.
d) Any form of bullying, harassment or threats against players or Officials.
e) Photographs, video or comments promoting negative influences or criminal behavior.
f) Online activity that contradicts the current policies of the SDMHA.
g) Inappropriate, derogatory, racist, or sexist comments of any kind.
h) Online activity that is meant to alarm other individuals or to misrepresent fact or truth.
4. DISCIPLINE
The SDMHA will investigate reported violation(s) of this policy. Failure to comply with this Code of Conduct may result in disciplinary action in accordance with the Discipline Policy and guidelines of the SDMHA. Such action may result in the member losing the privileges that come with membership in the SDMHA, including the opportunity to participate in SDMHA activities.
5. SUMMARY
All members of SDMHA should remember to use the same discretion with social media and networking as they do with other traditional forms of media.
SDMHA members agree to adhere to all conditions set forth with in the Social Media Policy. It is understood that violating the guidelines set forth within the policy will lead to appropriate disciplinary action against both parents/guardians and or child/player.
Tracked Revisions:
|
Date
|
What Was Revised
|
By Who
|
|
January 17, 2024
|
Revised terminology, added U9 and below equipment
|
SDMHA
|
|
February 1, 2024
|
Effective 2024-2025 Season, all C and D Base Category Centres will be re-classified to B Base Category
|
OMHA
|
|
June 12, 2024
|
· Team officials responsibilities – removed “manager” as team official.
· Team official responsibilities - Head Coaches must submit a current Police Check and Vulnerable Sector Screening or *signed affidavit with their coaching application. If the Police Check is not submitted, the Coaching Convenor will have the right to remove this Coach from the team and unassigned.
· Fundraising - 5. Team Officials * (head coach, assistant coaches, trainer) with more than 1 player registered in SDMHA will qualify for a full refund of their volunteer fees paid for all registered players once it is deemed that they have fulfilled their obligations as a Team Official. * Team managers qualify for the volunteer fee of the team in which they manage only.
· Player selection and competitive teams - *k. tryout fees will not be reimbursed once the tryout process has begun
· Refund requests prior to Sept 1 will be accompanied with a $25 refund fee (registration or tryout)
|
SDMHA
|
|
August 27, 2024
|
- Fundraising - remove 2. Team fund raising is to be kept to a minimum. The Executive Committee will set a maximum per player as required. Currently it is set at $100/ player.
- Fundraising- addedTeam fundraising new language
- Sponsorship added category and new language for Jersey sponsorship, Team sponsorship, and Team banners/tournaments
- Equipment - added point 3. 3rd Jerseys (baby blues) will only apply to U16-U18 A/B teams. Options to wear the 3rd jersey will continue to include the restrictions to tournaments, exhibition games and away. Will NOT be authorized to wear them at home to respect the sponsorships.
|
SDMHA
|
|
Sept 20, 2024
|
Added language from refund policy page to main policy page
|
SDMHA
|
|
|
|
|
|
|
|
|
|
|
|
|
2. Team fund raising is to be kept to a minimum. The Executive Committee will set a maximum per player as required. Currently it is set at $100/ player.