Executive Member Drive

As the teams are completing their regular season and gearing up for the playoffs, your APMHA executive is already planning the following hockey season.
 
In order to continue to offer our children hockey within the APMHA boundaries, we require an executive board.   Without an executive board, APMHA cannot exist and children who want to play hockey could be assigned to other neighboring hockey associations.  In order to maintain our association, please consider volunteering for your minor hockey association!
 
This year will be the last year of a number of APMHA executive’s members who have dedicated many seasons to minor hockey and your APMHA.  We need new parents to volunteer and take over the operational and administrative responsibilities within the many executive positions becoming open at the end of the current season.  A mentoring program is established from the current executive members to the incoming members to ease the transition and give the opportunity for a new start.

Below is the list of the executive positions who will become open and that will be voted on at the Upcoming APMHA AGM (Saturday April 6th 2013 - Almonte Old Town Hall - 1:00 PM).

> Members who are willing to volunteer should e-mail (both the APMHA President president@apmha.org and the APMHA Director of Communication dir.communication@apmha.org ) their intent to do so.  They can also contact the current executive member to know more about the responsibility of the position and even to start training through participating in the end of season wrap-up.
 
Yours in Hockey
Corinne Lalonde
President APMHA and MTK Co-Chair
 
> Executive positions that will become open (vacant) at the end of the current Hockey season:
 
1) President and MTK Co-Chair  [one current executive member has expressed interest in this position]
2) Director of Discipline and Risk Management [one past executive member has expressed interest in this position]
3) Director of Initiation Programs [one APMHA member has expressed interest in this position]
4) Director of House program [one current executive member and one APMHA member have expressed interest in this position]
5) Director of Coach Development [two APMHA members have expressed interest in this position]
6) Director of Operations [one APMHA member has expressed interest in this position]
7) Ice Scheduler [one APMHA member has expressed interest in this position]
8) Registration Coordinator [two APMHA members have expressed interest in this position]
9) Tournament Coordinator [one APMHA member has expressed interest in this position]
10) Equipment Manager [one APMHA member has expressed interest in this position]
11) Treasurer - VACANT
12) Clinic Coordinator - VACANT
13) Special Event Coordinator - VACANT
 
>Eligibility
a) Before a person can be nominated and elected as the President, the incumbent must have served for at least one year as an officer in good standing.
b) Any member of the APMHA membership can be nominated and elected as an officer to hold a position on the executive. Some positions require specific qualifications.
 
>Responsibilities
 
President
a) Represent the association in the community.
b) Preside at all general meetings of the membership, and act as the chairperson of the Executive Officers.
c) Exercise general supervision over all Association activities in accordance with the bylaws, policies, and procedures determined by Hockey Canada, ODHA, ODMHA, LCMHL, and APMHA. d) Attend all meetings of District 4, Ottawa District Minor Hockey Association (ODMHA), Ottawa District Hockey Association (ODHA), Lanark League, and report back to the Executive Officers in their monthly meetings any happenings that take place.
e) Cast a deciding vote in the event of a tie.
 
Director of Discipline and Risk Management
a) To assume the duties of Risk Management.
b) To assume the duties of the President at the request of the President or the Executive. The Director of Discipline shall have all the rights and powers of the President while acting on the President's behalf.
c) Will act as the chairperson for the Discipline Committee
d) Will be responsible, through the League representatives, Officers and Coaches, for the overall administration of discipline related to APMHA in accordance to by-law 18 Code of Conduct.
e) Be responsible within APMHA for all interpretations of the ODMHA Regulations Governing Discipline
f) Convene discipline and appeal hearings within the jurisdiction of the APMHA and inform president of such activities.
g) Be responsible for advising the District chairman, APMHA President or other league officials of any carryover suspensions prior to the beginning of the next hockey season.
h) Responsible for the creation and maintenance of objectives, policies, processes, and procedures with respect to discipline and risk management with special committees as deemed required by the APMHA executive.
i) Monitor and track all suspensions imposed on all APMHA coaches, managers, trainers, and players.
j) Be responsible, in conjunction with Mississippi Mills municipality officials, for ensuring safe playing conditions in all APMHA utilized facilities.
k) Institute a Risk Management program in accordance with Hockey Canada, ODHA and ODMHA guidelines.
l) Represent the Association at the District 4 Risk and Safety Management Committee as required.
m) Provide all members of the Executive committee with advice and guidance on risk and safety issues.
n) Responsible for collecting (with the assistance of the Director of Initiation and the Conveners for each levels ) - All proof of security clearances for all volunteers in accordance with current APMHA policies - All Player, Parents and Coaches Fair Play Pledges - All Release of Information Forms (Forms authorizing the publications of pictures and players/coaches information – such as tournament results) and responsible for ensuring the security and privacy of all information collected.
 
Director of Initiation Program
a) Exercise supervision over the APMHA Initiation Program.
b) Must have Initiation level certification and Speak-out Clinic certification.
c) Form a small committee to assist in the startup of the hockey season. The committee shall: i) Contact all Initiation players of evaluations times and processes. ii) Assist with planning and execution of on-ice only activities in the evaluations for the Initiation level players.
d) Form an unbiased committee to evaluate Initiation players for player positioning and appropriate team levels based on the evaluation criteria.
e) Act as liaison between parents, coaches, and the Association.
 
Director of House Program
a) Exercise supervision over the APMHA House League teams.
b) Must have Coaches level certification or demonstrated qualifications accepted by the APMHA executive and Speak-out Clinic certification.
 c) With the assistance of the Convener of each level, form a small committee to assist in the startup of the hockey season.
d) Form an unbiased committee to evaluate Novice, Atom, Peewee, Bantam and Midget players for player positioning on house league teams based on the evaluation criteria. (i.e.: A, B, C, Minor, Major)
e) Act as liaison between parents, coaches, and the Association.
f) With the assistance of the Director Initiation Program and a convenor for each level (Initiation to Juvenile) form a committee to assist in the startup of the hockey season. The committee shall: l) Contact all APMHA registered players of conditioning camps. m) Assist with planning and execution of on-ice only activities in conditioning camps. n) Plan for player sort-out and evaluations.
g) Responsible for the creation and maintenance of objectives, policies, processes, and procedures with respect to Programs with special committees as deemed required by the AMPHA executive.
h) Responsible for meeting regularly (at least 3 times during the hockey season) with the convener for each level and evaluating the APMHA development programs and suggesting changes when required.
 
Director Coach Development
a) Must have Coaches level certification or demonstrated qualifications accepted by the APMHA executive and Speak-out Clinic certification.
b) Exercise supervision and development of all APMHA coaches, trainers and managers.
c) Maintain a database of active, inactive, and candidate team coaches, trainers, and managers. This database shall include training details, experience, and positions held.
d) Utilize Coach Selection Policies and Processes in the selection of head coaches.
e) Utilize the APMHA Coach Development Model in recruiting, selecting, identifying development requirements, and provide ongoing mentoring and support for all coaches and volunteers
f) Ensure that all coaches of the APMHA have proper coaching certification required to coach and, if needed, send coaches to coaching clinics to obtain or upgrade to the coaching level required.
g) Ensure all coaches, trainers, managers, or other team volunteers have security clearance check as per current APMHA policies
h) Convene regular coaches meeting to keep coaches abreast of any problems within the hockey system, pass on any new information to coaches, and implement a Coach Mentoring System.
i) Act as liaison between APMHA Coach Mentor or association and all coaches.
 
Director of Operations
a) Exercise supervision over the executive positions and duties of: - Registration Coordinator - Registrar of Records - Ice Scheduler - Equipment Manager - Referee Scheduler - Tournament coordinator.
b) Represent APMHA in the Mississippi Mills ice allocation process. Collaborate with the Tournament Coordinator for Tournament dates. Submit APMHA ice allocation requirements for the upcoming season by the deadline set by the Town of Mississippi Mills.
c) Check ice invoices from Mississippi Mills with APMHA ice costs based on the summary prepared by the ice scheduler and submit to Treasurer for payment.
d) Prepare monthly ice allocation summary for Competitive Clubs (Mississippi Thunder Kings and Ottawa Valley Silver Seven) and submit to APMHA Treasurer for processing (invoices to Competitive clubs).
e) Responsible for the creation and maintenance of objectives, policies, processes, and procedures with respect to Operations with the assistance of Operations executives and with special committees as deemed required by the APMHA executive.
 
Ice Scheduler
a) Schedule APMHA Pre-Season ice allocations:
i) conditioning camps, tryouts, practices, clinics in conjunction with Director of Initiation and the Director of House Programs
ii) identify home game ice and submit to LCMHL Head Statistician
b) Schedule APMHA Regular season ice allocations
 i) home and away games, practices, clinics, tournaments
c) Schedule APMHA Playoffs ice allocations:
 i) home and away games, practices
ii) identify home playoff game ice and submit to LCMHL Head Statistician
d) Submit home game schedule (regular season and playoffs) to Referee Scheduler
e) Submit Ice allocation to competitive Clubs base on requirements validated with the Director of Operations, The APMHA Presidents and the Competitive Clubs (Mississippi Thunder Kings and Ottawa Valley Silver Seven).
f) Check ice invoices from Mississippi Mills with APMHA ice costs. Prepare summary and submit to Treasurer for payment.
g) Return any unscheduled ice to Mississippi Mills Recreation within the time allowed.
h) Responsible for the creation and maintenance of objectives, policies, processes, and procedures with respect to Operations with the assistance of Operations executives and with special committees as deemed required by the APMHA executive.
 
Registrar of Records
a) Register house players in the ODMHA database and APMHA databases.
b) Confirm entry of all players’ pertinent information into the ODMHA’s and APMHA’s databases.
c) Ensure the security and privacy of all personal information collected under the APMHA.
d) Prepare list of all players in each level for the Director of Initiation, the Director of house and the MTK Representative.
e) Prepare any required lists as requested by the coaches for evaluation, power skating, etc.
f) Ensure all insurance forms are filled out to insure APMHA players, coaches, volunteers, and ensure the Executive Officers are ODHA insured.
g) Prepare a list of players, coaches, and on-ice help that will be in each level and team in the following season as needed using the ODMHA and APMHA databases.
 
Registration Coordinator
a) Organize registration day(s).
b) Ensure all members have been notified of the on-line registration process and collect all information via on-line report. Ensure that members who do not have access to on-line registration have access to alternate registration means (i.e. printed document and remittance of fees via mail or in person); Ensure the Treasurer is given a copy on the on-line report with information related to payment processed.
c) Pre-register all players in the OHMHA and APMHA databases, entering pertinent player information
d) Ensure the security and privacy of all personal information collected under the APMHA
e) Issues the Tax receipts when required and submit to registrants
 
Tournament Coordinator
a) Act as the coordinator for all APMHA tournaments by receiving team entries, monies and directing them to Treasurer prior to each tournament dates.
b) Obtain dates from the Director of Operations in early May and submit these dates to the ODMHA in order for them to appear in the ODMHA Tournament Sanction list.
c) Act as the Chair of the Tournament Committee.
d) Purchase, with the Executive's approval, trophies, prizes, etc., required for all sanctioned tournaments run by the APMHA.
e) Shall locate teams for home tournaments.
f) The APMHA tournament Coordinator with the help of the Tournament Representative of each APMHA Team will
i. Validate the list of teams accepted in the tournament and ensure that cheques for the team accepted are given to the treasurer at least one week before the tournament
ii. Ensure that all teams non-accepted that have sent cheque have their cheque returned and receive an e-mail regarding the reason why they cannot participate in the tournament
iii. Ensure that all teams that have sent a request are answered via e-mail in an appropriate time frame (48 hours is the target).
iv. 10 days before the event: Communicate the list of teams accepted in the tournament to the hosting team coach/manager of each tournament at least 10 days before the tournament date – the hosting team coach/manager will draft the schedule based on team location (distance of travel), team standing and game variation (i.e. team should be playing team they don’t usually play when feasible)- the hosting team should always be playing the first game at 8:00 am.
v. Receive the schedule from the hosting team coach/manager and validate that the schedule is in accordance with the 8 (or 6) team format rule posted on our website and that there will be absolutely no overflow wrt to the ice time allocated to the tournament (8:00 am to 6:50 pm)
vi. One week before the event -Ensure that the schedule is communicated by the hosting team representative to all participating team at least one week before the event
vii. Ensure that the schedule is communicated to the APMHA ref scheduler.
viii. 5 days before the event - Ensure that the hosting team contact is receiving the appropriate number of gamesheet for the tournament and is given the trophies.
 
Equipment Manager
a) Distribute and collect all equipment needed for each team registered in the APMHA, such as sweaters, goalie equipment, pucks, first aid kits, and any other equipment on loan.
b) Purchase, with Executive's approval, any new equipment and sweaters when required.
c) Make routine repairs on the equipment as seen necessary.
d) Keep inventory on all equipment of the APMHA.
 
Treasurer
a) Exercise general supervision over the financial administration of the Association.
b) Ensure that full and accurate accounts of all receipts and disbursements are maintained, and accounts payable are paid within the time frame as stated on the invoice.
c) Ensure that all monies or other valuable effects in the name of and to the credit of the Association are deposited in such banks as may be directed by the Executive Officers.
d) Disburse funds in accordance with the direction of the Executive Officers.
e) Submit the books of account for audit at the close of the fiscal year and present the audited financial statements to the membership at the annual general meeting of members.
f) Present a monthly summary to the monthly Executive Officers meetings.
g) Complete all necessary paperwork required by the treasurer, i.e.: licenses, and/or applications for all fund raising activities held under the authority of the APMHA.
h) Responsible for the creation and maintenance of objectives, policies, processes, and procedures with respect to Finance with the assistance of Finance executives and with special committees as deemed required by the APMHA executive.
 i) Prepare monthly invoice for ice allocation to Competitive Clubs (Mississippi Thunder Kings and Ottawa Valley Silver Seven) and submit to Competitive Clubs Treasurer and ice scheduler.
 
Clinic Coordinator
a) Report to the Director of Coach Development
b) Search the ODMHA website for all clinics and proposed date for the APMHA Hosted clinics (Coach, Speakout, Trainer) for approval by the executives
c) With the director of Operations confirm the clinic location and dates (on and off ice)
d) Organize the registration of the Clinic with the ODMHA
e) Act Clinic Coordinator on behalf of APMHA and receive registration forms and monies from participants e) Submit all monies received to the treasurer
f) Facilitate the clinic day (registration confirmation of participants, provide equipment required by the clinic instructor, organize beverages, lunch, snacks with budget approval from the executive).