Kanata minor hockey association policy and procedures manual



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KANATA MINOR HOCKEY ASSOCIATION POLICY AND PROCEDURES MANUAL

2015-2016



Kanata Minor Hockey Association
100 Charlie Rogers Place, Box 3
Kanata, ON
Canada
K2V 1A2


Table of Contents


Record Of Amendments 3

SECTION 1 - INTRODUCTION 5

SECTION 2 - KMHA Management and Operations 6

2.0 organization overview 6

2.1 KMHA minor hockey affliations 8

2.2 KMHA corporation 9

2.3 KMHA board of directors 10

2.4 KMHA volunteers 13

SECTION 3 - KMHA HOCKEY OPERATIONS 17

3.0 KMHA hockey operations & registration 17

3.1 ice scheduling & equipment 19

SECTION 4 – KMHA hockey programs 20

4.0 competitive programs 20

4.1 house programs 25

4.2 affliation 26

4.3 team staff 29

SECTION 5 - KMHA finances 34

5.0 finance overview & responsbilities 34

5.1 House League team budgets, fees & expenses 35

5.2 COMPETITIVE team budgets, fees & expenses 37

5.3 non-parent coach expenses 39

5.4 team finances & bank accounts 40

5.5 fundraising & sponsorship 41

5.6 clinic reimbursement 42

5.7 finance administration 44

SECTION 6 – KMHA risk and safety 45

6.0 RISK AND SAFETY OVERVIEW 45

6.1 volunteer screening 46

6.2 RISK AND SAFETY CERTIFICATIONS AND QUALIFICATIONS 48

6.3 SAFETY POLICIES & GUIDELINES 51

6.3 Information Privacy Protection 54

SECTION 7 – KMHA DISCIPLINE AND APPEALS 55

7.0 D&a OVERVIEW 55

7.1 iNCIDENT MANAGEMENT AND REPORTING PROCEDURES 56

7.2 Hearings and appeals 58

SECTION 8 – KMHA ADMINISTRATION 59

8.0 KMHA administration 59

appendices, forms and links 62






Date

Who

Change

Approved By




































































































































Record Of Amendments


CAUTION

Maintaining revision control of this document will be difficult as there can be numerous copies of this document in circulation. As a result, the KMHA office will maintain the official (most recent) version of the document on file at all times. Also the official (most recent) version of the document will be posted on the KMHA website. The table below will track the various revisions and will be used to identify the actual revision of printed copies.



Document Tree
Figure - KMHA Document Tree

SECTION 1 - INTRODUCTION


  1. Authority. The Kanata Minor Hockey Association (KMHA) shall have the authority to make rules and regulations governing such matters as registration, procedures and fees, the administration of playoffs, the rules governing competition and playing of hockey and any other relevant matters, provided such rules and regulations are in no way repugnant to, or modify the By-laws and Governance of the KMHA. Proposed new rules and regulations or changes thereto shall be introduced at any meeting of the Board of Directors of the KMHA. Such proposed amendments shall require a simple majority vote of the Board members personally present to carry.




  1. Emergency. In the event of an emergency situation that is a matter which is not covered by other rules and regulations, or where a lack of time does not permit normal provisions to apply, the President of the Association may take appropriate action consistent with the objectives of the KMHA. Such action shall be ratified at the next regularly scheduled meeting of the Board of Directors the KMHA.




  1. Confidentiality. The KMHA will release information it has obtained regarding any player, volunteer, or official only on a “need to know” basis. All other requests for information will not be released unless a letter is received from the person it pertains to authorizing its release.




  1. Conflict of Interest. Any member of the KMHA Board of Directors directly involved in an issue that requires a vote to be taken will not be allowed to vote.




  1. Policy Development and Changes. KMHA Policy and Procedures Manual will undergo review and assessment annually or as required.




  1. Manual Precedence. This manual supersedes all previous polices. Where other information may contradict (KMHA Website) the Policy and Procedure manual shall take precedence. If information is similar but different between this manual and other directives, please consult with KMHA for clarification. In the end – if all else fails, please use common sense. This manual is meant to assist and not impede your ability to operate within KMHA.





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