ETOBICOKE HOCKEY LEAGUE (ETOBICOKE BULLDOGS) CLUB POLICY MANUAL
All Rights Reserved
ETOBICOKE HOCKEY LEAGUE (ETOBICOKE BULLDOGS)
OFFICIAL POLICY MANUAL
2021-22
COACHES ARE RESPONSIBLE TO DISTRIBUTE THIS OFFICIAL POLICY MANUAL TO ALL PARENTS / GUARDIANS OF PLAYERS SELECTED TO THEIR TEAM. EACH PARENT/GUARDIAN MUST SIGN THAT THEY HAVE RECEIVED IT AND ARE RESPONSIBLE FOR READING AND ABIDING BY ITS POLICIES.
Club Policies and Rules of Operation
SECTION 1: MISSION STATEMENT
Our mission is to prepare and develop our players for success throughout their minor hockey career and beyond, helping them to learn important life skills on and off the ice while ensuring that all children have an equal and fair opportunity to play hockey. Great emphasis is placed on encouraging our players to realize their full potential as both athletes and students. In order to achieve our goals we strive to provide quality hockey training programs while creating a positive environment that promotes fair play and leadership skills so as to develop self confidence in all of our players. The Etobicoke Hockey League (Etobicoke Bulldogs) will provide a positive atmosphere to all kids, coaches and parents.
SECTION 2: THESE RULES OF OPERATION
These rules of operation are intended to set out the current policies of the Club which will be applicable to the Teams and its players during this period. While they are intended to be comprehensive, the Rules and policies are not exhaustive and the Club reserves the right, in its discretion, to make such changes and additions from time to time as it deems appropriate. Notice of any changes and/or additions will be given to Team officials and, when appropriate, directly to parents/guardians on a timely basis.
SECTION 3: THE CLUB
3.1 Incorporation
The Etobicoke Hockey League (Etobicoke Bulldogs) are incorporated as a not-for-profit corporation operating in the province of Ontario. As a not-for-profit corporation the Club adheres to all Government regulations as well as the rules and by laws as set forth in the Greater Toronto Hockey League (GTHL / NYHL).
3.2 Club Directors and Officials
The Club is governed by a Board of Directors, some of whom also act as Club Officials.
Club directors are primarily responsible for reviewing the general performance of the Club and its teams from time to time. This includes reviewing and approving:
· The Club’s budget
· Significant Club operating policies, and
· The Club’s Officials performance of their duties and responsibilities.
Club Directors have no direct responsibility for liaising or interacting with Team Officials and parents/guardians and do not deal directly with Team affairs.
Club Officials, including the General Manager, are responsible for administering the day to day operations of the Club and its Teams and all other matters in any way relating to the GTHL / NYHL, its members, other hockey organizations and governing bodies.
3.3 Teams Registered within the GTHL / NYHL
a) The Club is proud to be a long standing member of the GTHL / NYHL competing at the HL & Select level.
b) For the 2021-2022 season the The Etobicoke Hockey League (Etobicoke Bulldogs) had 24 HL Teams & 10 NYHL Select Teams.
Under no circumstances will the Club be responsible for any obligations, financial or otherwise, incurred by a Team, unless such obligation is approved in writing and contained in a document signed by the President and at least one other authorized officer of the Club.
3.4 Club Organization
(a) Powers: The directors of the Corporation may administer the affairs of the Corporation in all things and make or cause to be made for the Corporation, in its name, any kind of contract which the Corporation may lawfully enter into.
(b) The duties of the GTHL / NYHL recognized Club President shall be to preside at all meetings and to oversee the affairs and operations of the Corporation.
(c) The duties of the Treasurer shall be to keep full and accurate accounts of all receipts and disbursements. The GM will attend GTHL / NYHL hearings, and work as a liaison between the GTHL / NYHL and the Club.
(d) The club is set up similar to other not for profit organizations where salaried employees, independent contractors or management corporations are paid or compensated for their involvement. Such compensation is at the sole discretion of the Club’s board. The club may reimburse its GM, coaches, independent contractors or staff for expenses as the Board sees reasonably fit.
(e)The directors, who are appointed, shall receive no remuneration for acting as such other than their legitimate expenses incurred in the fulfillment of their duties. However, as allowed by law, our club will pay a director if he or she dedicates their time and commitment above and beyond that of a volunteer position, acting as an administrator or GM to ensure that our club is run in a professional efficient manner. The club reserves the right at the sole discretion of its board to hire and pay administrative staff. Each administrative staff may earn up to $3000 per month per administrator plus bonuses and expenses. Bonuses and expenses may be equal to but not exceed such salaries or equivalent to their billings.
3.5 Registration Fees, Equipment Fees and Team Sponsorship
From U9 to U21 registration fees for the 2021-22 season are based on 15 players per team. Cost is $1400.00 per player registration. Unless otherwise agreed upon.
Club name & logo
There shall be no usage of any kind whatsoever of the club logo or name by any person without the prior written approval of the club. All logoed merchandise must be purchased from suppliers approved by the club.
3.6 Payment of registration fees to the Club shall be as follows:
$1400.00 per player upon signing and paid to the Organization due immediately. Postdated cheque given at signing in the amount of $1400.00 post-dated no later than sept 20/2021. Parents should make cheques payable directly to the The Etobicoke Hockey League (Etobicoke Bulldogs) Hockey Club. All NSF cheques are subject to $50.00 service fee. Team Managers are responsible for full accounting of team funds, for more details please see Section 14. No player will be considered registered to play until these fees have been paid in full. This payment will be made by the Team to the Club directly. If these fees are not paid by that date, all practice ice given to the team will be suspended until such time as the fee is paid in full, or other payment arrangements have been made. The cub fees of $1400.00 will also include 1 hour of practice ice by the club.
3.7 Summary Financial Statements
Summary financial statements are filed with the GTHL / NYHL at the conclusion of the financial year end.
3.8 GTHL / NYHL Assessed Team Fines
All teams are responsible for any and all damage done by their team to any GTHL / NYHL game arena or any practice facility. If a team does not pay said fines, all players and coaches will be suspended at year end until fines are paid in full as per GTHL / NYHL rules.
3.9 Tournaments
As per GTHL / NYHL rules all teams may participate in up to 2 tournaments per year, excluding preseason early bird tournaments and Xmas tournaments (for the 2021-22 season, the Xmas tournament will be considered as 1 of the 2 tournaments allowed to participate in).
3.10 Unpaid Player Fees
(a) The Club is NOT responsible to reimburse teams for player fees not paid to their team by any player on said team. The team is responsible to pay all fees due to the club on time. It is the team’s responsibility to ensure proper financial planning (budgeting) and revenue generation. Each team is also responsible for collecting all fees from parents as they come due and securing team sponsorships.
(b) As per GTHL / NYHL rules at the conclusion of any given season, any player that still owes funds to the team or the club will be placed on the GTHL / NYHL suspension list. Once funds have been collected the suspension will be lifted and these fees will be distributed to the team.
3.11 Coaches certification, trainer’s certification, abuse and harassment training
All coaches, trainers, managers and team officials must have proper NCCP accreditation. Coaches coaching Minor Atom-Peewee may have Level 1 “Coach level” certification. Head Coaches coaching Minor Bantam and up must have Coaching Level 2 “Intermediate Level” prior to the start of every season.
Every team must have a certified trainer.
Every team may card up to five officials being: A Head Coach, One or Two Assistant Coaches, A Trainer and a Team Manager. All carded officials must take their abuse and harassment training course. Each team is responsible for all costs relating to these certification programs. The Club will reimburse one member of the officials for the cost of the course after the completion of 3 seasons with the club.
3.12 Club Colours & Equipment
(a) The Club may change its uniforms colours prior to any season at its sole discretion.
(b) Every player and Team officials are required to wear official club uniform. No outside product including Hats / toques or jackets to be worn on the bench. Head coaches will be provided a mandatory jacket with Club logo and all other team official may choose to purchase this jacket or any other approved jackets from Club provider. Coaches may where club toques or baseball caps with club logo only.
(c) We do not recycle and issue players used uniforms or unsafe, worn hockey equipment. All uniforms issued to our players are brand new.
(d) Authorized Club apparel is available for purchase.
TEAM OFFICIAL MATTERS
SECTION 4: Team Official’s Code
4.1 Definition of Team Officials
Team officials are defined as any GTHL / NYHL carded Team staff member that has been properly carded by the Club and the GTHL / NYHL. Specifically they are to be known as the Head Coach, Assistant Coach(s), Trainer and Team Manager. Team officials shall not number more than five.
4.2 Team Officials Duties
(a) The duty of the Head Coach is to ensure the Club Mission Statement is being upheld. As such they are responsible for the day to day running of the Team. The Head Coach is hired by the Club General Manager or Club President and is responsible for the hiring of all Team staff members. Final approval to card all Team Officials is that of the Clubs General Manager or President. The Head Coach reports directly to the Club General Manager.
(b) The duty of the Assistant Coach is to ensure the philosophy of the Head Coach is passed on and enforced with the players. Each team may card up to 2 Assistant Coaches.
(c) The duty of the Team Manager is to be a liaison between the Coaching Staff and the Team parents. The Team Manager shall take responsibility for developing the team budget in conjunction with the coaching staff communicating the budget to the parents. They will collect and deposit funds to the team account and disburse payments as required (also see articles 12, 13, 14 and 15). As well, the team Manager will complete and submit tournament approval forms to the Club GM and ensure payments are made for game sheets and that the roster is properly completed. The Team Manager shall work closely with the Club GM ensuring that he is kept up-to-date on all issues that affect the Team.
(d) The duty of the trainer is to ensure each player is properly cared for in the event of an injury sustained while playing or practicing on the team and that those players do not return from injuries too soon. Trainers are responsible to ensure that players who have suffered serious injuries such as concussions do not resume practice or play unless the club has received written consent from a physician.
(e) All Team Officials must show respect for each player, parent or guardian at all times.
(f) All Team Officials are considered representatives of the Club and as such are expected to set a positive example both on and off the ice.
(g) Coaches and carded Team Officials agree NOT to sue parents or players for unpaid fees. The Club will follow GTHL / NYHL procedures, rules and regulations that deal with player suspensions for unpaid fees.
(h) If a coach or parent is involved in a lawsuit where the Club must attain legal representation. The parties involved agree to pay all of Club’s legal fees.
(I) Coaches will NEVER shower with players. Coaches who do not comply with this policy will be reported to the authorities.
(j) Coaches cannot force players to fully undress and shower after games. If coaches mandate a shower rule, players may wear undergarments or bathing suits as they see fit.
(k) Coaches are not allowed to meet with an individual player alone in a team dressing room. Any meetings with players or parents should include at least one other carded club or team official.
(l) Female players (at their or their parents’ discretion) may dress in a separate dressing room away from their male team mates. Females may enter the dressing room only when all male players are decent. This rule especially applies to players who reach or are nearing puberty. Parents, players and coaches are asked to use their discretion and common sense in this matter.
(m) All carded officials MUST obtain a Police Check prior to being registered for the upcoming season at their own cost.
4.3 Sanctions Against Team Officials
It is the responsibility of each Team Official to learn the Clubs policies and procedures. All policies and procedures are expected to be followed at all times. Failure to do so may result in suspension, the length of which will be determined by the Board, or termination for those individuals found to be in severe default.
PARENT/GUARDIAN MATTERS
SECTION 5: Parent /Guardian Code
5.1 Parent and Guardian Responsibilities
(a) Parents and guardians have an obligation to remain positive and show respect towards all Club Officials, Team Officials and all players at all times.
(b) Any disagreement between a parent or guardian and the Club or a Team official shall be dealt with as per Club Dispute Resolution Process outlined in Section 10 of this document.
(c) Under no circumstances are parents of our club allowed to verbally abuse or physically harass any player, referee, coach or fellow parent on one of our teams.
(d) If any carded team official suspects physical or mental abuse of a child they are instructed to contact the Club GM or President and police immediately. Such abuse may include parents that drive children to and from arenas while intoxicated.
(e) All parents agree to pay all registration and team fees in full and on time as outlined in this policy manual
(f) If any legal costs are incurred by the club due to the actions of a registered players parent or guardian, that parent or guardian agrees to reimburse the club for all costs incurred.
(g) Any parent who violates our Parent or Guardian Code may have their child suspended or they themselves may be banned from arenas which may include being banned from attending team games and/or practices.
5.2 Use of Affiliated Players
It is understood and agreed that when your child joins the Club that they are in fact joining an organization and not just an individual team. For clarification purposes, this means that when your child’s participation is required by their affiliated team, the team directly above them, in either a practice or a game, that you make your child available, so long as that by doing so your child would not have practiced or played more than three days out of four.
5.3 Family Vacations
Families must give the Head Coach a minimum of thirty (30) days’ notice of their intention to take their child on a family vacation that would have them miss any game or practice, unless permission otherwise has been granted by the Head Coach in writing.
5.4 Sanctions Against Parents or Legal Guardians
It is the responsibility of each Parent or Legal Guardian to learn the Clubs policies and procedures. All policies and procedures are expected to be followed at all times. Failure to do so may result in your Childs suspension from the team, the length of which will be determined by the Board, or outright release for those individuals found to be in severe default.
5.5 Parents agree not to sue the Hockey Club for matters that may be settled or presented to the GTHL / NYHL.
If any issues or problems are not satisfactorily dealt with within the Club’s resolution process parents may approach the GTHL / NYHL. If they are not satisfied with the GTHL / NYHL decision they may appeal the decision through the Ontario Hockey federation. Should a parent launch a lawsuit against the Club, the Parent hereby agrees to pay all of the Club’s legal costs.
PLAYER MATTERS
SECTION 6: Player’s Code
6.1 Player’s Responsibilities
(a) Players are expected to abide by all Club and Team rules.
(b) Players are expected to be courteous at all times. Players must be aware that they represent the club. By representing the club they must insure that they always conduct themselves in a respectable manner.
(c) Player’s must conduct themselves in a sportsmanlike manner both on and off the ice.
(d) Players agree to respect coaches, assistant coached, trainers, managers, fellow players and the referees.
(e) Players agree to respect the property of their teammates. They also agree to respect all rules and regulations relating to use of arena dressing rooms and other facilities that they may come in contact with while representing our club.
(f) Bullying other players or teasing players on your own team will not be tolerated.
(g) Racial slurs or bigotry will not be tolerated. Violations of this policy will be reported to the GTHL / NYHL.
(h) Drug or alcohol usage will not be tolerated. Violations of this policy will be reported to the GTHL / NYHL.
(I) Dressing Room Violence or Locker Boxing or Buckets and Gloves will not be tolerated. Violations of this policy will be reported to the GTHL / NYHL. Immediate suspension of player from team will follow.
(J) Players that do not adhere to our Club’s Strict Player Policy Code may be suspended by the Head Coach or the Club. They may also face suspension by the GTHL / NYHL.
SECTION 7: CLUB MATTERS
7.2 Use of Affiliated Players
It is understood and agreed that when you join the Club that you are in fact joining an organization and not just an individual team. For clarification purposes, this means that when your participation is required by your affiliated team, in either a practice or a game, that you make yourself available, so long as that by doing so you would not be practicing or playing more than three days out of four.
7.3 Returning From a Concussion or Other Serious Injury.
If you have received a concussion or another type of serious injury, either in a game or a practice, you may only return to play or practice with written permission from a medical Doctor. This permission is to be faxed or emailed to the following addresses: [email protected] before you commence practice or game play. As well, the medical clearance must be supplied to your team trainer prior to play.
7.4 Sanctions Against Players
It is the responsibility of each player to learn the Clubs policies and procedures. All policies and procedures are expected to be followed at all times. Failure to do so may result in your suspension from the Team, the length of which will be determined by the Board, or outright release for those individuals found to be in severe default.
7.5 Team practice Ice
(a) The Club will issue each team their weekly practice ice slot. The vast majority of our ice is rented through private facilities. If a team cannot use their practice time slot (due to GTHL / NYHL games or tournaments) the Team may trade or sell that ice slot and keep all funds received from such ice rentals. This rule does NOT apply to city ice.
(b) If a team is unable to utilize a practice ice slot scheduled on city ice the coach or team manager will notify the club’s GM who will make a best efforts attempt to trade that time slot with another team from our club.
(c) City of Toronto Ice can NEVER be sold. City Ice rentals must remain in the hands of Toronto Shamrocks teams only.
SECTION 8: House League & Select Refund Policy:
8.1 Providing a release is granted, refunds will be prorated (+ admin fee). Absolutely no refunds will be given after November 30th. A $100 non-refundable administration fee applies to all cancellations (refunds). Releases are subject to approval.
SECTION 9: Equipment Provided by the Club
(a) Socks with excessive holes must be replaced by the Team at the team’s expense.
(b) Damaged Team sweaters must be replaced by the Team at the team’s expense if they cannot be repaired.
(c) The club will provide each player with new jerseys. These jerseys will include a club crest or logo. Players may choose whatever numbers they desire as long as it does not conflict with an existing team member’s sweater number.
(d) Teams may not place sponsor crests on uniform (jersey) shoulders or the front of any game jersey without the approval of the Club.
SECTION 10: Ice Time
10.1 Final Decisions Concerning Ice Time.
The Head Coach has the final say on the ice time a player receives in any game.
10.2 Explanations Regarding Lost Ice Time
Any player denied significant ice time must have that reason explained to them before they leave the dressing room at the conclusion of the game, unless circumstances prevent such explanation from being given.
10.3- 24 Hour Rule
(a) Our club adheres to a strict 24 hour rule. Parents that may be upset with their child’s playing time or other game related issues (excluding abuse) must wait 24 hours before contacting Carded team officials.
(b) If after the 24 hour Cooling Period has elapsed and the player’s parent or Guardian is still upset or concerned, he /she must first approach the team manager. The Team Manager will address any concerns and relay them to the Head Coach who is expected to deal with the matters at hand.
(c) If the Head Coaches response is not satisfactory the Player’s Parent or guardian may discuss the matter with the club GM.
(d) If the Club GM cannot satisfy the Parent or guardian’s concerns the Parent may refer to our Dispute Resolution procedure.
SECTION 11: Use Of Affiliated Players (AP’s)
11.1 Affiliated Players and Games
Team affiliations will be submitted to the GTHL / NYHL by October 1, 2021.
The club will work with the coaches to determine the best affiliation for his or her team by this date.
The Club reserves the right to change or alter the above team affiliations as per GTHL / NYHL rules and deadlines. If teams in our Club prefer different affiliations the head coach of each team must contact the club GM immediately.
11.2 Affiliated Players/Practices & games
The philosophy of the Club allows us to encourage your child to practice with their affiliated team. Call ups / APS are to be arranged between the head coaches of each team. Players cannot contact coaches above them and ask to be call ups without approval of their own Head Coach. Players who are suspended in league play as (AP) must serve their suspensions in their own age groups. Players cannot play for any other team other than the team that they are affiliated with.
11.3 Procedure of Coaches Concerning The Use of Affiliated Players
The affiliated team requesting the use of a player or players shall contact his affiliated team’s head coach to request the use of such players. Before that request will be granted, the Head Coach must provide a compelling reason for the need for such player or players; further, with this request, the player or players requested must not be playing or practicing more than three times in four nights. If both criteria have been satisfied, the Head Coach of the Team below must honour the request that he direct the player or players to report to play or practice with their affiliated team. However, if the Head Coach of the Team below can provide a compelling reason as to why the player or players asked for should not be called up, replacement players will be sent. Any issues or problems that may arise due to injuries or suspensions that may not allow the use of call ups must be cleared through the club GM or President.
SECTION 12: Dispute Resolution Procedures
12.1 Complaints against the Club or Team
(a) Complaints against the Team are to be presented in writing to the Team Manager, a copy of which is to be sent to the Club GM by the parent.
(b) Any complaint received by the Team Manager against the Team is to be discussed with the General Manager or Club President within 24 hours, unless such complaint is received on a weekend, at which time it shall be brought to the Clubs GM or Club President’s attention on the first business day of the week. If a complaint is filed during a publicly recognized holiday, the complaint shall be brought to the Club GM’s or Club President attention upon the first business day following the conclusion of such holiday. A complaint shall be deemed “officially received” once it has been received as per the above requirements. All complaints deemed not to require a face-to-face meeting will receive a minimum of a written reply within 72 hours of official receipt of such complaint. However upon review of the complaint, the GM or Club President may choose to facilitate a face-to-face meeting with all parties concerned, where possible, within five (5) days of official receipt of such complaint. Within 72 hours of the face-to-face meeting, the GM will provide in writing his decision and such decisions to be deemed delivered by email.
(c) Complaints against the Club are to be made in writing and mailed or delivered to the attention of the GM or Club President.
(d) Any complaint received by the Club against the Club is to be discussed with the Board within 24 hours, unless such complaint is received on a weekend, at which time it shall be brought to the Clubs GM’s or Club President’s attention on the first business day of the week. If a complaint is filed during a publicly recognized holiday, the complaint shall be brought to the Club GM’s or Club President’s attention upon the first business day following the conclusion of such holiday. A complaint shall be deemed “officially received” once it has been received as per the above requirements. All complaints deemed not to require a face-to-face meeting will receive a minimum of a written reply within 72 hours of official receipt of such complaint. However upon review of the complaint, the Board may choose to facilitate a face-to-face meeting with all parties concerned, where possible, within five (5) days of official receipt of such complaint. Within 72 hours of the face-to-face meeting, the Board will empower the GM or Club President will provide in writing his decision and such decision to be deemed delivered by email.
SECTION 13: Financial Assistance
13.1 Requests for Financial Assistance
The Club will consider written requests for financial assistance as it relates to player registration fees only. However, any parent or guardian granted financial assistance by the Club will be required to volunteer their time at Club Tournaments. All financial assistance must be matched by the Team.
SECTION 14: Management of Team Finances.
14.1 Financial Disclosure
Each Team must provide financial disclosure and financial controls with respect to the funding of the Team’s activities in accordance with this GTHL / NYHL Rule 5.11. Pursuant to this Rule, each Team shall:
(a) provide an estimated budget for the Team to each player (which for this purpose, where the player is under 18 years of age, shall include at least one of the player’s parents or legal guardians) prior to or at the time he signs a Registration Certificate, which estimated budget shall be in reasonable detail and shall specify in reasonable detail the things (such as practice ice, tournaments, on-ice skills instructors, etc.) on which Team monies will be spent and how it is proposed that they will be paid for;
(b) except for items that were clearly indicated as being reasonable estimates and subject to finalization, no material adjustment shall be made to such budget or to the program described in such estimated budget without the prior concurrence of the Team Officials and a majority of the parents of players;
(c) provide interim financial updates on or about Nov 15, December 15 and January 15 regarding the Team finances and the approved budget;
(d) provide a final, year-end statement of Team revenues and expenses within four weeks of the last Team event for such Team;
(e) require that there be at least three signing authorities for each Team bank account including at least one Team Official and at least two parents who are unrelated to and independent from any Team Official or Club Official;
(f) require that at least two signatures be necessary for each Team cheque or withdrawal, including the signatures of at least one of the parent representatives referred to in (e) above;
(g) require that the season-end financial statement referred to in (d) above be signed by at least two of the signing authorities, including at least one of the parent representatives referred to in (e) above; and
(h) require that any surplus funds remaining with the Team at the season-end from normal operations be dealt with in accordance with the Club’s stated Policies.
14.2 Estimated Budgets
(a) All estimated Team budgets for the upcoming season must first be presented to the Club for approval prior to presentation to Team parents. Once approval has been given by the Club, estimated Team budgets are then to be presented to the parents or guardians before they sign their Child’s player card. Their approval and acceptance of the team budget is to be in writing.
(b) Parents must sign official Club forms that acknowledge that they have read, approve and consent to both the Club Policies and the Team Budget.
(c) If the team budget is to be materially increased during the season due to additional programs (i.e. off ice training, power skating, goalie development, video analysis), extra clothing or extra ice rentals etc… all parents must unanimously agree to the extra charges and sign off in writing on an official Club form. This form outlining changes must accompany a revised budget that must be submitted to the Club.
(d) The club is not responsible and will not be held accountable for any additional team budget expenses authorized or unauthorized. All expenses are to be handled by the team’s manager working in conjunction with parents and the Team’s carded officials.
(e) Officials that abuse the system will be reported to the GTHL / NYHL at once. Such transgressions will be dealt with according to GTHL / NYHL rules.
14.3 Team Budget Limits
The amount each team is allowed to budget is at their own discretion and is not capped by the Club, but the Team Budget must be approved by the parents of each team prior to signing a GTHL / NYHL player card.
SECTION 15: Disclosure of Payments to Team Officials
15.1 Payments to Team Officials
(a) Payments to a Team Official by a single individual, individuals or corporations are allowed, so long as both the identification of the payer and the sums being paid is known by each to each parent, prior to card signing. This disclosure is to be made in written form and signed by each parent indicating that they acknowledge and agree with such payments being made.
(b) Payments to a Team Official that involve the entire team must be approved by each team parent in writing. The coaches are to be paid as independent contractors contracted directly with the team, not the club.
(c) When a paid non-parent coaching staff is involved with a team within the organization, the remuneration for any such arrangements may not commence under any circumstances prior to August 23 in any season and shall be paid in no fewer than 7 equal monthly installments on that same day each month. Paid coaches will be paid monthly in full as long as all commitments have been fulfilled; any scheduled practices, games or other events missed will result in an automatic deduction of $100 per game, practice or team event. As in all budgetary decisions the GM and club must be final sign off.
SECTION 16: Team Bank Accounts
16.1 Access to Team Bank Account
(a) The team must open and maintain a TEAM BANK ACCOUNT. If requested, the Club President or GM will issue the team manager a letter authorizing your bank manager to open the team account. Please provide the club with the names of the three designated signing officers. This bank account should be listed as follows: The Etobicoke Bulldogs 2009 (or your team’s birth year and category).
(b) The Club requires that there be at least two signing authorities for each Team bank account including at least one Team Official and at least one parents who are unrelated to and independent from any Team Official or Club Official;
(c) the Club requires that at least two signatures be necessary for each Team cheque or withdrawal, including the signatures of at least one of the parent representatives referred to in (b) above;
(d) Team officials may not use debit cards for their accounts.
(e) Team Managers are responsible for handling all cheques, and monthly bank reconciliations.
(f) All cheques must have 2 signatures, one of which must include the team manager.
(g) After bank accounts are opened it is the responsibility of the Team Manager to supply the club with all banking details. This includes outlining name and address of bank, account number and full names of the two signing officers.
(h) The Club is NOT responsible for any misappropriation of team funds. The manager is accountable for adhering to figures in the original budget given to parents prior to signing.
(i) Teams that rent ice must ensure that the arenas understand that it is the carded team officials’ personal responsibility to ensure all bills are paid. All teams must pay all their debts before the season ends. If the team have NOT honored its commitments and team bills remain unpaid all players will be suspended until all debts are paid.
(j) All team managers are responsible to keep accurate bank records. Teams should have all canceled cheques, bank statements and revised budgets available when requested for review by the Club or the GTHL / NYHL.
(k) If any Team is found to have disregarded the above policies, those involved will be subject to disciplinary action by the Club and potentially the GTHL / NYHL.
(l) If team funds have been misappropriated or abused by the team officials the Club may refer the situation to the local police department.
(m) Parents should make all cheques payable to their teams. Teams will issue cheques to the Club on behalf of the Team on or before payment due dates.
(n) The Club shall never be held liable or responsible for use or misuse of any teams Sponsorship Funds or fees collected from parents or guardians for the use of any particular team.
(o) All team bank accounts must be closed at the end of every season unless otherwise approved by the Club. The team manager must provide all players and the Club a closing bank statement. Requests to keep bank accounts open for the following year must be submitted in writing prior to March 1st 2022 with their case and will be review by Club officials for approval.
SECTION 17: Team Financial Statements
17.1 Estimated Team Financial Statements
Estimated Team financial statements are to be made available for review prior to card signing. Team parents or guardians must sign a declaration (club form) indicating they have reviewed and have agreed with the estimated Team Financial statement/budget.
17.2 Financial Statements for Review
(a) Financial statements are to be handed out to parents three times per year as follows: October 15, November 15 and January 15. It is the team manager’s responsibility to ensure that copies of these statements are delivered to the parents and the Club as scheduled.
(b)Final Statements are to be delivered within one week of the last scheduled team function, at which time any account balances will be returned to all families on an equal basis.
SECTION 18: Team Meetings
Teams are expected to hold a minimum of three Parental meetings that coincide with the handing out of team budgets. Those meetings are to be held prior to card signing, on or about October 30th and January 15th.
SECTION 19: Team Rules
Individual Teams may have their own Team rules, provided they do not override the Club Rules of Operation. These Team rules are to be presented to the General Manager or President prior to their presentation to your parents. Team parents or guardians must sign a declaration (club form) indicating they have reviewed and agree with the Team Rules.
SECTION 20: Releases From Ongoing Cards
All players are released automatically at the end of each season. Unless their financial commitment to the club and/or team has not been fulfilled. Then a financial hold will be placed by the club to the GTHL / NYHL will be submitted by March 31st.
SECTION 21: Use Of Club Logo
No unauthorized use of the Club logo is permitted. All items with the Club logo must first be authorized in writing by the Club prior to its production. Failure to adhere to this will be considered a violation of Club policy and will be dealt with accordingly.
SECTION 22- Team Protests
Teams that wish to protest games or suspensions are responsible to pay GTHL / NYHL directly for costs associated with such protests. The Club is not responsible to reimburse teams for such fees. All protests must go through the GM first.
SECTION 23- Team Funding
(a) Teams are responsible for their own funding.
(b) All funds raised by a particular team are to be used entirely by that particular team.
(c) The Club does not want and does not take any percentage of funds raised by the teams. All money raised by the team is the team’s to keep.
(d) Teams may at their own discretion, use various forms of fundraising such as: bowling nights, Car Washes, team banquets, Casino Rama or Casino Niagara trips, entertainment book sales, yearbook sales. Banner sales, team calendar sales, bake sales etc..
(e) Teams may not sell chocolate bars.
(f) Teams may not do raffles without consent of the club. Raffles require special licenses from the Government.
(g) The Club assumes no responsibility for any funds raised and used by each team.
(h) If a team folds the club is not responsible for sponsorship fee reimbursement to sponsors, player, parents or guardians in any way. Once funds are received by a team they will remain the property of that particular team. If any player is released that player is not entitled to any refund of sponsorship that they may have brought to the team.
SECTION 24- GTHL / NYHL RULES AND REGULATIONS
(a) All Teams must follow and abide by all GTHL / NYHL rules and regulations without exception.
(b) Contact with the GTHL / NYHL must be done through the Club GM or President. Teams may not contact the GTHL / NYHL directly with protests or questions or enquiries. All coaches and managers must follow proper procedure and direct correspondence through the Club. The Club GM or President will present your request to the League.