Policies & Procedures
Duffield Sports Club
Policy & Rules Handbook
2012 - 2013
Table of Contents
Section 1 Introduction
Section 2 Club Governance
Section 3 Club Registration Costs
Section 4 Team Official (s) Code
Section 5 Parent or Guardian Guide
Section 6 Player Code
Section 7 Refund Policy
Section 8 Players Releases
Section 9 Dispute Resolution Procedure
Section 10 Dress Code
Section 11 Equipment Overview
Section 12 Ice Time
Section 13 Use of Affiliated Players
Section 14 Official Team Budget
Section 15 Disclosure of Team Payments
Section 16 Team Bank Accounts
Section 17 Team Financial Statements
Section 18 Private Lessons
Section 19 Coaches with Player’s on Their Teams
Section 20 Team Meetings
Section 21 Team Rules
Section 22 Permission to Skate
Section 23 Use of Club Logo
Section 24 Official Club Website
Section 25 Police Checks
Section 1: Introduction
On behalf of the Duffield Board of Directors, we would like to welcome you and thank you for joining our club for the upcoming hockey season.
Duffield Sports Club was formed in 1957 (as a non profit organization) and provides a wide range of competitive levels of hockey … GTHL "A & AA”, House League and Select. The club is run by an elected (9) member board of directors who are responsible to the membership for all aspects of running the club. Duffield is based out of Downsview Arena (Jane & Wilson) and offers excellent programs on player development /coaching mentoring within a highly positive community based environment. The focus of the club has always been on the positive development of each player based on their own unique talent and skill level. The goal is to develop each player to the best of their ability in an environment that teaches: fair play, respect for the opposition, coaches and all officials, commitment, hard work, teamwork and most of all having fun.
Our organization is committed to offering an overall excellent hockey experience that is second to none and fully meets your needs. With this in mind, our organization prides itself on offering the following:
1) Positive, excellent coaching staffs that emphasize skills development, team building and creating a fun environment while creating a winning attitude.
2) One of the lowest registrations costs in the city. Our commitment has always been to make hockey as affordable as we can to all players.
3) Yearly clubs events (i.e. dinner dance and club trip to watch a junior hockey game) to bolster club’s community spirit.
Over the years, Duffield’s strength has always been the hundreds of volunteers (parents, coaches, sponsors, executives) which have dedicated their lives to better our community and provide our kids a safe, fun place to develop their athletic and life skills. As a club we could not have achieved our success to date without this level of commitment and support from all of the past and present Duffield members. As a group, we will continue to do everything possible to promote: respect, fair play, sportsmanship & most importantly fun among our young people and to assist them in the very difficult task of growing up to become good citizens.
Again, thank-you for joining the Duffield organization…. we wish you much success in the upcoming season……Go Devils Go !!!!
Section 2: Club Governance
In order to achieve our goals we strive:
2009/10 Board of Directors
Position Name Phone
President Frank Carbone (416) 566-5477
Secretary/ John Maroney (416) 782-2955
Treasurer 95 Glen Long Ave. Fax (416) 784-0302
Vice President Betty Ann Marchese (905) 893-4281
GTHL GM Brian Tavares (416) 303-3656
Fax (905) 850-2387
House League Dir Primo Rapini (416) 450-6676
Select Director Felix Guglielmi (416) 433-0277
Directors Richard Consentius
2.5 Club Organization
(d) The duties of the secretary will be to attend all meetings; record all facts and minutes; give notice as required and be custodian of the seal of the Corporation.
(f) The duties of the General Manager will be that of the day-to-day running of the hockey operations on behalf of the Duffield Sports Club. Specifically he/she shall make themselves available to all parents, players and Team officials and become involved in all matters and issues as they relate to the care and function of the Club.
Section 3: Club Registration Costs
3.1 Registration Fees
Duffield GTHL Registration fee for the 2011-2012 season is $1300 per player. Registration fees cover the cost of one hour practice ice per week (September through the end of the regular season), GTHL registration & insurance, home and away Jerseys, home and away socks, year end banquet, individual & team pictures & equipment bag.
Over and above the Duffield registration fee, individual teams are responsible (through sponsorship & fund raising) to fully cover the following expenses; GTHL games sheets, 2nd practice ice, tournaments, player apparel (jackets, track suits etc), individual instruction ( i.e. power skating) and any team related expenses. Individual team budgets outlining these costs will be prepared and shared with all parents prior to signing with the organization.
Please Note: House league & Select registration cost will be finalized & published by August 2011.
Section 4: Team Official’s Code
E) All Team Officials that participate with any on ice activities must wear CSA approved helmets….no exceptions.
4.3 Restriction on Team Officials Changing Clubs
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.
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.
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 fifteen (15) 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 School Hockey
While the playing of school hockey is encouraged, your sons/daughter commitment to the Club must come first. Specifically, your child is not to play or practice in a school game or practice on the day of a scheduled league game, unless permission otherwise has been granted by the Head Coach in writing.
5.5 Hockey Schools and Other Hockey Development Programs
While participation in hockey schools and other hockey development programs is encouraged, they are not to be attended on the day of a scheduled league game, unless permission otherwise has been granted by the Head Coach in writing.
5.6 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 son’s 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.
Section 6: Player’s Code
6.1 Player’s Responsibilities
Players are expected to abide by all GTHL, Club and Team rules.
6.2 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.
6.3 School Hockey
While playing of school hockey is encouraged, your son’s commitment to the Club must come first. Specifically, you are not to play or practice in a school game or practice on the day of a scheduled league game, unless permission otherwise has been granted by the Head Coach.
6.4 Hockey School and Other Hockey Development Programs
While participation in hockey schools and other hockey development programs is encouraged, you are not to attend them on the day of a scheduled league game, unless permission otherwise has been granted by the Head Coach
6.5 Returning From a Concussion
If you have received a concussion, 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 delivered in writing to the Duffield General Manager through the team manager.
6.6 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.
Section 7: Refund Policy:
7.1 Refund Policy Up To Midnight November 15th
If registration fees and additional monies have been paid to the Club and/or Team and that player is released or leaves the team for any reason, any time up to and including midnight November 15th, that player shall receive a pro-rata rebate calculated as follows: A charge of fifty dollars ($50.00) will be charged for each practice or off-ice training session that the Team held from the day of card signing to the day the release was granted, regardless of who may have run any of the sessions or if you were present or not. In addition, the team will also charge the player his/her proportionate share of any and all activities and expenses incurred by the team that can be verified in the team budget. The cost for the GTHL player insurance ($35) will also be deducted from any refund total.
7.2 Refund Policy after Midnight November 15th
If a player is successful in securing a release from the GTHL after November 15, no refund of registration fee will be provided. This includes GTHL, Houseleague & Select fees.
7.3 Refund Request – any refund request must be made in writing to the President of the Duffield Sports Club for consideration.
Section 8: Player Releases
8.1 Player Movement
- Signed players from Minor Peewee and below, will not be allowed to be released by the coaching staff. You signed the player, you develop them.
- For Peewee and above, any player releases must be approved the Duffield General Manager in writing.
8.2 Any player that chooses to leave the team or organization without a valid reason will not be granted a release or receive any refund.
9.1 Complaints against the Club or Team
Within 72 hours of the face-to-face meeting, the Board will empower the GM will provide in writing his decision and such decision to be deemed delivered by email.
Section 10: Dress Code For Players and Team Officials
10.1 Nature of Code
The dress code outlines the standard of dress to which you and your team are expected to adhere to while representing the Club in all league, playoff, tournament and exhibition games. Dress codes set a positive image for the organization.
10.2 Coaches Dress Code
All coaches shall be dressed in Club winter jacket, dress pants, dress shoes or boots, Club Turtleneck or Club sweater.
10.3 Trainers Dress Code
All Trainers shall be dressed in Club tracksuits with suitable boots or running shoes.
10.4 Players Dress Code
All players shall be dressed in Club winter jacket. Further dress code requirements (i.e. dress pants, dress shoes or boots etc) are left to the discretion of each team coaching staff.
10.5 Sanctions Against Dress Code Infractions
If the General Manager finds that a carded Team Official or player is in violation of the Club policy regarding dress code, he may choose to warn the offender or suspend the offender for a period to be decided upon by the Board.
Section 11: Equipment Provided by the Club
a) Teams must ensure that only black helmets are used by every player at the start of the season……no exceptions.
b) Team will be allocated equipment for only the number of players they have signed. (i.e. 15 players …you will only get 15 sweaters, socks & bags). Additional equipment will be provided as new players are signed.
c) Any team request to purchase sweaters or bags must be approved by the Duffield board. Please contact Club GM if you would like to submit a request.
d) All equipment provided by the Club must be used by the player, unless a suitable explanation is provided to the Club in writing, prior to its use.
e) Socks with excessive holes must be replaced by the Team at their expense.
f) Damaged Team sweaters must be replaced by the Team if they can not be repaired.
Section 12: Ice Time
12.1 Final Decisions Concerning Ice Time
The Head Coach has the final say on the ice time a player receives in any game.
12.2 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.
12.3 If a parent is concerned with their child’s ice time… Please discuss your concern with the coaching staff. If the parent is not satisfied with the response, please use the Dispute Resolution Procedure referenced in section 9.
Section 13: Use of Affiliated Players (AP’s)
13.1 Affiliated Players and Games
13.2 Affiliated Players and Practices
13.3 Procedure of Coaches Concerning The Use of Affiliated Players
Section 14: Official Team Budgets
14.1 Estimated Budgets
14.2 Team Budget Limits - The amount each team is allowed to budget (minimum & maximum) is completely open
15.1 Payments to Team Officials
Duffield Sports Club is strictly a non-profit volunteer community based group….. It does not pay any of its directors or team officials.
16.1 Each team must open a yearly bank account under the team name (i.e. Duffield Atom A)
16.2 Access to Team Bank Account
16.3 All accounts must be closed at the end of each season with a $ 0 balance. Any remaining funds must be spent on the players or refunded proportionally to the parents.
17.1 Estimated Team Financial Statements
17.2 Financial Statements for Review
Section 18: Private Lessons
No player under any circumstances shall be made to participate in “private lessons,” if a fee is to be charged. Any coaching staff that forces (directly or indirectly) will be suspended or terminated at the discretion of the Duffield Board of Directors.
Section 19: Coaches with Children on their Team
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 September 15th, November 15 and January 15t
Section 21: 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 prior to their presentation to your parents. Team parents or guardians must sign a declaration indicating they have reviewed and agree with the Team Rules. This would include team discipline policy such as consequence of missing practices or tardiness.
Section 22: Permissions to Skate
22.1 Permissions to Skate with Other GTHL Teams
Section 23: 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 General Manager prior to its production. Failure to adhere to this will be considered a violation of copyright and will be dealt with accordingly.
Section 24: Official Club Website
24.1 Official Club Website
Section 25: Police Checks