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Why a Policy and Guide Book?

1. Policies can change as situations and circumstances change.
2. Policy violations are less severe than Bylaw violations
3. Many of the items contained in the pre 2003 Bylaws should have been policies – player placements, Board duties, committees, etc.
4. Bylaws require a formal procedure to update. If a bylaw violation occurs the Board is required to form a disciplinary committee and determine some level of punishment.
5. There are often questions regarding who does what, and what does being a member of the Board or a rep involve. This document may help answer some of those questions.

1. Any policy may be revised, amended or eliminated at a regularly schedule Board meeting providing that an announcement is placed in the Daily Item not more than 14 days, but no less than 3 days prior to the next meeting
   
2. The policy review will be part of the planned agenda and discussed at the Board level. Once the Board has fully defined the proposed policy change the membership will be allowed to participate.
   
3. Members in attendance, excluding Board members, will be allowed to voice opinions and vote – a simple majority shall determine the outcome.
4. If the membership in attendance approves the change the Board of Director’s shall then vote. A 2/3’s vote shall determine if the outcome.
   
5. Any policy changes become effectively immediately
   
6. Any policy that contains information that is out of date (names, dates, fees,etc..) can be revised without formal notification, but must be done as part of a regular Board meeting.

1. All ice time is to be equal. Teams can adopt rules for powerplay or shorthanded situations providing ¾ of the teams’ parents agree and approve. If no individual rules are adopted the coaches are required to maintain equal ice time regardless of situations. This policy applies to all games, including tournaments.
2. The head coach is not restricted to equal ice time the last 1-minute of the 3^rd period and the last 1-minute of any overtime period of any game.
   
3. A policy for shootouts must be adopted at the team level providing ¾ of the teams’ parents agree and approve.
   
4. Goalies must split games.
   

1. Games shall not be cancelled. The team staff should review their schedules for conflicts between league, tournaments, Playdowns, etc and reschedule games. Notify the leagues 6 weeks ahead of known conflicts to allow them to reschedule.
2. This policy exists to eliminate the expense of having to pay for the entire cost of a cancelled game and provide ice and referees for a make-up game. Limited "extra" ice prevents easy solutions to this issue.
3. As a last resort try to switch practice ice to eliminate the expense of an additional sheet of ice.

Standing Committees, Agents, and Special Memberships
The Board of Directors shall be empowered to provide for as many committees as they deem necessary to perform operations consistent with the objectives of the association.
The Board of Directors at their Annual meeting shall appoint the following committees and agents and grant membership as described below:

Nominating Committee:
The nominating committee shall consist of a minimum of two (2) members of the association and a non-officer member of the Board of Directors. It shall be the duty of this committee to submit a report with a suggested list of Officers and Directors of the Association for the coming year to the Secretary, who shall forward a copy of their report to each member as provided for in Article IV, Subsection A.

Kirk Committee:
The Wakefield Youth Skating Association should appoint an individual to head the selection committee or group.                          
- Said individual should choose at least three individuals familiar with the athletes and the Wakefield High School varsity games to be in a position to adequately assess each senior's effort during the season
- This group should, prior to the season be informed of the seniors eligible to receive the Kirk Trophy.  
a.) must be a member of the varsity team and
                b.) player must have played in the youth hockey program in Wakefield

At the end of the varsity season (to include all tournament and state tournament games) the group should meet to select the one individual who best meets the criteria established for the winner of the Kirk Trophy. That player being the one who has shown the most improvement in his high school hockey career at Wakefield High School.

The group should keep the selection results confidential and report the award winner's name to the President of the Wakefield Youth Skating Association.

Arrangements should be made for:
a.      the proper inscription to be added to the perpetual trophy,
            b.     obtaining the individual trophy to be presented to the winner, and
            c.     establishing the specifics regarding the presentation ceremony.

The Board of Directors shall be empowered to provide for as many committees as they deem necessary to perform operations consistent with the objectives of the association.

Purchasing agent:
The purchasing agent shall be appointed by the President and approved by the Board of Directors
It shall be the duty of the purchasing agent to be responsible for all purchases and also have the duty of procuring bids on all purchases that are necessary to maintain the association. The purchasing agent must always procure 2 bids and submit these bids with his receipt of purchase. The only time the purchasing will need official approval on a purchase is over $300.00 or when the total year to date purchases runs over $600.00

Special Membership

High School Coach Membership:
The current Wakefield High School Hockey boys and girls coaches shall be members of the Association and invited to act as advisors working in conjunction with the Coaching Coordinator and division Directors to assist in developing a teaching method for the coaches. General Membership privileges will be extended each year by the invitation of the Board of Directors at their first meeting.

1. Waivers will be granted out of WYSA to any member.
2. Waivers into WYSA will be limited to the number of open slots within a Division if the player can be properly placed and has submitted a waiver letter from their current association

1. Call-ups will not be made unless there are 10 or less players and 1 goalie expected to play.
   
2. Call-ups will be limited to 5 games in Dual State and 5 games in the Valley League
   
3. Head coach / team manager will call the head coach / team manager of the team directly below, requesting 2^nd year players 1^st –must go alphabetical completely around the roster of 2^nd year players.
   
4. If no 2^nd year players can / will play – 1^st year players will be called – again, must go alphabetical completely around the roster of 1^st year players.
   Note: The call-ups start with 2^nd yr players and continue to the 1^st year players. There is no going back to 2^nd yr players who could / would not play for whatever reason.


Example:

Abbott – 2^nd yr player – called first – no - had school project to finish – goes to bottom of list
Brown – 2^nd yr player – called second – no – cannot make game at that time – goes to bottom of list
Carr – 2^nd yr player – called third – yes – then goes to the bottom of the list
Devin – 2^nd yr player – called fourth – yes – then goes to the bottom of the list
Evans – 2^nd yr player – Will be the next player asked to play for the NEXT call-up game
Friend – 2^nd yr player – does not want to play up – excluded from rotation until parents contact Director.
Goodwin – 2^nd yr player – will be the second player called for the NEXT call-up game
Apple – 1^st year player – will be the 3^rd player called for the NEXT call-up game

Coaches / Directors must exhaust the entire roster before returning to "Abbott"


5. If players are not available from the team directly below, the head coach / team manager can call players from 2 teams below, including the division below – following item #’s 3 & 4 from above.
   
6. The head coach / team manager, along with the coaching coordinator and director may identify potential safety issues in which case they may contact the parent / guardian of the player involved and discuss. In such an event, if in the opinion of the coaching coordinator, coach and director the safety of the player may be compromised, the player may be bypassed from call-ups.
   
7. The head coach / team manager supplying players and Director of that division must maintain a list of who has been called / who has played / who has refused / and what League they played in.
   
8. If the head coach / team manager of the team needing players cannot get enough call-up players, the game must be rescheduled, swapped, or cancelled.
   
9. If a team needs players and the team directly below has a conflict the head coach / team manager must go to the team 2 levels below. Teams must play together and eliminating the team concept from a lower level team to support an upper level teams destroys the team concept message.
   
10. The Board understands that very short notice and emergency situations may differ from the letter of the above policy. The coaches / Director must make note such situations to ensure a fair call-up policy for all members of the association.

Notes:
a.) Call-up policy does NOT apply to team sponsored Tournaments – Thanksgiving / Xmas / Feb Vac etc.
b.) Call-ups are not allowed for District 10 Playdowns or State Tournaments – Roster changes are required to allow players / goaltenders to play in District / State games for a higher level team.
c.) Call-ups are not allowed for Dual State or Valley League Playoffs (unless a team is going to forfeit.)

Tryout Policies (Dec 2002 revision)
Tryout process – To be held the last 2 weeks of March using a modified evaluation system:
40 max points** for tryouts – 10 for skating skills, 10 for puck skills, 20 for scrimmage play**
15 max points from current coach – 9 for attendance, 3 for game play, 3 for "coachability".
**Scrimmage play will be 30 points in the Peewees and 50 points in the Bantams.
The evaluation process will place the first 9 players and Head coaches may* pick the balance of the team including goaltenders, regardless of age level and team size. (*providing games have been watched and they want the picks)

1. Evaluators – regardless of # of teams / skaters - minimum of 3 evaluators per division – cannot be from the same 02-03 team
   – cannot evaluate their own child – their child’s score will be the average of other scores
   - evaluators can't discuss ratings at all, must stay apart during tryouts, and rating sheets turned in to director immediately after tryout
   - Maximum of 4 evaluators, Board must approve all evaluators and may add a 4^th or 5^th evaluator as an independent evaluator
   
2. Placement of players: - determined by ratings (in case of a tie – 2^nd yr. player gets the slot) and head coaches’ picks.
   - Goalies are to be evaluated by an outside evaluator (if deemed necessary by the lead coach, director, etc.) – evaluator’s recommendation to be given to the coaches within that division. Final decision will be made by the head coach. In the case of single goalie on a team during 02-03 does not guarantee only 1 goalie on that team for 03-04.
   – there will be no downward movement for the 03-04 tryouts within an age division. This means that if a player is on the "2" team in a 2 team division (lowest team) and ends up on the "3" team (lowest team) of a 3 team division the player has not been moved down. At all times, the safety and self-esteem of a child will be of primary concern. If there are any issues, parents will be contacted prior to placements being announced.
   – if 2^nd yr. players are needed to fill an older division they will play on the lowest level team in that division
   
3. Attendance –Tryouts cannot be missed for Tournaments or other hockey tryouts (Metro / CDL, other towns, etc.)
   – Unexcused absence: 0 points for any missed tryout(s)
   - Excused absence: - Must notify the Board, in writing, of any planned vacations , other commitments, or injuries at registration
   - Medical absence: Must provide a Dr.’s note to the Director of that division within 5 days of missed tryout(s)
   - Emergency absence: Any missed tryouts for any other reason will be dealt with on a case by case basis. A written note must be provided to the Board within 5 days explaining the emergency.
   
   – Missed tryouts because of relocation – player will be placed at the lowest level team for the first practice and be evaluated. The player may be moved to the next higher team to practice and play at no more than 3 games. At that point, the new skater or another player may be moved to the next higher team for the remained of the season. The rosters will be considered "open" for players moving into Wakefield, after tryouts, unless there are more than 14 skaters and 2 goalies on any team.
   
   – Missed tryouts. A player that had an opportunity to tryout for WYSA and chose not to, then wants to be added to the program after the tryouts will be charged a $150 late fee that is not part of the 02-03 tuition. That player will then be placed on the lowest level team for the 1^st practice and be evaluated. Upward movement will depend on openings on upper rosters. If there are no open slots the player will be considered an alternate at the lowest level team. Upward movement is limited to the "B" or "2" team level.
   
   In the case of an "excused" absence the player MAY be placed on the team agreed to by the current evaluators, current head coach, Director and approved by the Board. In all cases the Board will make every effort to treat a child fairly. If a child is a "bubble" player, they may be placed on the lower level team for the first 3 weeks of the new season. The upper team head coach must add the most qualified player to the team at the end of the 3^rd week of the 03-04 season.
   
4. Teams – teams will be considered filled / frozen after tryouts (unless a division is directly effected by the "excused" absences)
   – any dropouts after tryouts and prior to the first payment being due will be filled from the evaluation system.
   – after the first payment is due and a child drops out, the head coach must submit a player’s name for Board approval within 1 week or the next player on the evaluation rating sheet will be added to the team.
   
5. Registration fee - $150 per child or $300 maximum per family. Non-refundable. In the case of 3 or more children, the $300 fee will be divided equally between the children as a $100 per child non-refundable charge.
   

Payments – All bills must be paid per the financial contract (including fundraising portion)
Any requested change to the financial contract must be submitted, in writing, to, and approved by, the Board of Director’s prior to the first payment being due.
– if payments are late, including those with requested payment plans, the skaters involved (prior to the start of the season)
- will be removed from their current team and placed on lowest level team
– if payment it not received within 5 days , the head coach must pick a replacement player from the team below.
(if season is underway) player must sit for 1 game and 1 practice for every 5 days payment is late, after 5 days the player is suspended for a minimum of 1 month regardless of when payment is received. Why this policy? All the members of the Board are unpaid volunteers who do not want to chase people or get into battles over collecting money for a sport that a parent or guardian freely signed their child up to participate in. The simple, common courtesy, of a phone call, or a note will eliminate a majority of the issues. The Board will make every effort to work with any kind of situation / issue regarding ice payments. Raffle tickets, however, can be sold by parents / guardians / or players in a supervised fashion, and cannot modified or delayed.
* Mites to Bantams

TRYOUT History

1. Attend all the meetings – regular and special
   
2. Know / have a copy of the By-laws, Policies, Dual State, Valley League, North Suburban, and Stoneham league rules.
   
3. Make sure you have access to all board members and coaches
   
4. Make sure the coaches have the League reps and D10 rep’s phone numbers / emails
   
5. Make sure that league reps give schedules to you in addition to the coach.
   Keep a master copy of all schedules, and all other info you give out as well. It is important for reps to give you the schedules so you know when games are being played, in case of a conflict, or call-up issue, or game swap issue, or schedule change. If they give them only to coaches you do not have this info. Valley League Schedules are paper copy & web based, Dual State are paper copy only.
   
6. Make sure to see a few of your division’s games and practices of all teams year.
   
7. Talk to coaches often to see if any issues, or problems, and to see how things are going. Mediate problems between coaches and parents to ensure team rapport only AFTER a parent / guardian has spoken directly to the coach. Notify the Board to intervene, if needed.
   
8. Keep a copy of all rosters - leagues, and USA.
   
9. Be aware of the D-10 playdown schedule and any tournaments your teams are involved in.
   
10. Communicate all activities to parents, coaches and players.
    
11. Provide a monthly report to the Board of Directors on matters concerning the assigned level’s overall status including successes, challenges, problems, disputes, individual team activities (tournaments, etc.).
    
12. Enforce all program policies, rules and procedures including the collecting of outstanding financial obligations, on-ice insurance regulations and mandatory coaches’ clinics.
    
13. Pursue qualified coaching applicants, receive and review all applications and make recommendations to the board for all coaches and assistant coaches
    
14. Have copies of all game and practice schedules and related materials.
    
15. Ensure that each player at the assigned level is being given equal opportunity to progress, to learn the game of hockey, and be treated fairly and equitably in regard to playing time and practice.
    
16. Work in conjunction with coaches / coaching coordinator to enhance and improve practice sessions.
    

Duties of the Officers
Secretary

• The Secretary coordinates activities under the direction of the President and VP.
• The Secretary shall be the clerk of the association and record and maintain records of all proceedings of the Board and its members. The Secretary shall maintain and provide to the board and membership a current listing of the board of directors including positions, addresses, and telephone numbers. The Secretary shall coordinate notification of board meetings, provide minutes of previous board meetings and maintain copies of minutes for inspection by the membership. The Secretary shall work with the Registrar and the Treasurer to facilitate the registration process at all league registrations and for all try-outs held by the program. In addition the Secretary shall assist, as needed, the level directors in the processing of authorized paperwork (CORI, Liability, Consent to Treat forms, etc.).
  

• Type the agenda for each board meeting based on pre-discussion with the President of the program, copy and distribute said agenda to all board members prior to start of regular meetings.
• Notify the President of the program of any members or other persons requesting to be placed on that meeting's agenda and the reason for such a request immediately after the request is made.
• Maintain an up-to-date listing of all board members, their current phone numbers, addresses, email addresses and board position responsibilities for general membership or other inquiries.
• Maintain an up-to-date copy of the program by-laws (available to the general membership)
• Reserve a meeting room at the Civic Center for monthly board meetings.
• Notify all board members and the general membership of any changes in board meeting dates, times or locations via phone calls/letters to board members and signs posted at Hockeytown for the general membership.
• Assist District 10 Rep in the processing of paperwork mandated. This includes, but is not limited to, CORI forms, Waiver of Liability forms, and Consent toTreat forms.
• Be present at all league registrations and try-out sessions as needed.
• Make monthly report to board.
• The Secretary shall give notice of all regular and special meetings, shall keep a permanent record of the minutes of such meeting and take care of communications pertaining to the association. The Secretary shall be the custodian of all official records of the association, shall keep attendance and active membership lists.
  (taken – directly from Article XI – Duties of Officers)
  

• The Treasurer coordinates activities under the direction of the President and Vice President and work with the Finance Chairperson.
• The role of the Treasurer is to be active in all decisions related to the financial portion of the program. This includes setting the annual budget, league fundraising, accounting paperwork, expense analysis and budget compliance. The Treasurer's duties are further extended to the reviewing contracts for ice and other association related acquisitions and ensuring the association is in compliance with state gaming laws. The Treasurer ensures receipts; arrears listings and program bills are dealt with in a timely manner.

• Update program accounting database with member information from registration records and mail payment books to said members directly.
• Pick up mail from PO box and disperses it to authorized parties in a timely manner.
• Input receipt of member payments into accounting system immediately upon receipt of said payment.
• Keep books in balance at all times working with all association banking institutions to handle any disputes or discrepancies.
• Provide to each level director, once per month, or as needed, a list of all players registered at their level and their payment status.
• Monitor rink bills for ice rental to ensure proper billing and timely payments.
• Work closely with President regarding payments to leagues for games, mandatory practice ice and additional conference expenses to ensure proper billing and timely payments.
• Make monthly report to board that includes: payment of bills, unbudgeted expenses, projected decreases in revenue (members dropping from program) and any other issues or concerns related to the league's finances.
• Establishes the league's annual budget no later than April of the preceding year.
• Recommends player fees for the upcoming year based on past league history, the annual budget and number of projected players.
• Analyze program expenses compared with the budget on a monthly basis making necessary adjustments for over- and under-expenditures.
• Prepare state filings for 501C3 Non-Profit Charitable organizations Form 990EZ prepared on the calendar year.
• Prepare paperwork for the CPA for the Attorney General filing through the CPA three months after the close of the fiscal year ending on April 30^th.
• Communicate with those board members whose areas of responsibility require an annual budget for purchases, services and related expenses before submitting proposed budget.
• Remains in close contact with the Fundraising Chairperson
• Negotiates payment plans for members unable to commit to the league payment schedule ensuring confidentiality and remaining within acceptable guidelines.
• Advises board on policy regarding collection of unpaid bills and works with level Directors to ensure said policy is carried out.
• The Treasurer shall issue notice of payments and be responsible for the collection thereof, submit notices of sponsors’ payments, keep the books of the organization, disburse funds at the direction of the Board of Directors, and shall report in detail at the Annual meeting and at such other times, as directed, on the financial conditions of the association.
  (taken – directly from Article XI – Duties of Officers)
• The Treasurer with the approval of the Board of Directors may appoint assistants to act as the Treasurer of competitive teams and the Treasurer of clinic. These assistant Treasurers shall be responsible for the collection of monies of said programs and turn those collections and reports over to the Treasurer.
  (taken – directly from Article XI – Duties of Officers)

• Oversees player movement between teams, communicates with league reps required and ensures all USA Hockey, Mass Hockey, District 10, and WYSA rules are being adhered to.
• Designs and updates the format for the league Coaching Application, Player Evaluation and Bi-Annual Coaching Survey in conjunction with the Coaching Coordinator and all level directors.
• Receives reviews and forwards copies to all level directors any coaching applications relevant to their level.
• Ensures that any tournaments or other extra-curricular activities any teams are contemplating do not interfere with league games. Work within the conference framework to alleviate any conflict.
• Sets the agenda and presides over the annual and semi-annual program coaches' meetings.
• Supports level director in resolving conflicts, which occur between parents and coaches.
• Educates coaches on how to evaluate their players in a manner that will be useful to level directors in the future placement of players and to be used in conjunction with try-out results.
• Receives and reviews bi-annual coaching surveys with Coaching Coordinator and level directors prior to the level directors review with coaches and assistants.
• The Vice President shall preside at the Board of Directors meetings in the absence of the President and will also work with the President on such affairs as membership, finances, public relations, publicity and team sponsorships.
  (taken – directly from Article XI – Duties of Officers)

• The President coordinates all activities in conjunction with and with the support of the board.
• The President is the chief executive officer of the association and shall have general charge and supervision of all the affairs of the association. The President is in charge of leading the board in its execution of policy and directives ensuring proper function of the program. The President shall be involved in and conferred with in all matters concerning the financial and operational activities of the program. The President is responsible for good public relations, the promotion of the program and actively seeding ways to increase enrollment. The President is not allowed to vote on any issue except in the event of a tie vote for which the President must break the tie.

• Preside at all monthly board meetings
• Review proposed budget with VP before presentation at board meeting seeking approval.
• Oversee the registration process working closely with the Registrar to ensure all program policies and guidelines are adhered to.
• Communicate board meeting agenda to Secretary prior to meeting date.
• Promote the program in the town community through good public relations.
• Promote the program in the hockey community through better relations with each of the leagues, District 10, Mass Hockey and USA Hockey.
• Actively work to increase the enrollment in the program through better services and lower overall costs.
• Support board members in their endeavors to perform their responsibilities and job functions as outlined for the program.
• Keep open communication with the parent members of the program.
• Work closely with the Fundraising Chairperson on all league promotions and activities.
• Review annually the functions of each board member, make recommendations for improvement and seek board approval for it.
• Review annually the functions, policies and procedures of the program, make recommendations and suggestions for improvement and seek board approval for it.
• Review by-laws of program, offer recommendations or suggestions for review to general board, formulate clear and concise changes (if needed) and prepare for general membership meeting to seek approval.
• Notify town clerks office of the current year's Board of Directors complete with names, addresses and phone numbers directly after election and update as needed.
• Uphold the rules and regulations of WYSA, Mass Hockey, USA Hockey, the Valley and Dual State League in all aspects of the operation of the program.
• Retain the right, in all matters concerning a vote, to make the determination if the vote is by raise of hands, yes or no, or done by secret ballot.
• Attempt diplomatic solutions to problems, issues and concerns between the general membership and the board of directors.
• Provide a monthly overview at each board meeting which consists of highlights or past month's activities, meetings, problems and issues of concern which must and need to be addressed either immediately or at some future time.
• The President shall supervise the Association’s affairs and activities, shall make an annual report to the general membership and shall be Chairman of the Board of Directors presiding at all meetings. The President shall appoint an accountant to examine the Association’s financial statement annually.
  (taken – directly from Article XI – Duties of Officers)
• The President may participate but may not vote on any standing committee. The President may also appoint a single Board member to participate on the President’s behalf.
  (taken – directly from Article XI – Duties of Officers)

1. The immediate past President shall serve as a member of the Board of Directors. Duties shall include advising the Board on matters concerning policy and administration. He shall enjoy all rights and privileges accorded other members of the Board of Directors
2. The Director’s of the Clinic, Instructional Mite, Mite, Squirt, Pee Wee, Bantam, and Midget divisions, along with the Coaching Coordinator shall serve as members of the Board of Directors.
3. Each Director shall coordinate tryouts with the Coaching Coordinator and division coaches / evaluators. The Director and Coaching Coordinator shall insure an equal opportunity for each youth to make a team.
4. Each Director with the Coaching Coordinator and coaches / evaluators with develop tryout drills and scrimmages that will insure a well-planned tryout for all players. The Director and Coaching Coordinator will review the tryout plan with the Board within four (4) weeks of tryouts
5. The Director will have direct supervision over the filling of a spot on all teams within their division once teams are announced. If a vacancy exists after tryouts it is the Director’s responsibility to insure a fair placement. This may include a previous tryout, practice ice, or game play. If game play is to be used the player will be placed for a tryout on the lowest level team. The Director, after review with the Coaching Coordinator and coaches will suggest the player’s placement to the Board of Directors for final approval.
6. The Director must report to the president who will inform the Board of the decision on the player’s placement before the player is informed.
7. All changes to teams must be submitted in writing to the Board by the Director.
   

A Director coordinates activities under the direction of the Coaching Coordinator, VP and President.

The role of the Director is to manage a specific age level and provide support to parents, coaches and players. The Director will coordinate all day-to-day activities and enforce all rules and regulations pertaining to the WYSA program, Mass Hockey, USA Hockey, and all Leagues.

Duties of Directors

Clinic Director - The role of the Clinic Director is to manage the first part of the introductory skating program under the direction of the President, VP and Coaching Coordinator and work together with the Instructional Mite and Mite Directors to establish the foundation of WYSA. The Director will coordinate all day to day activities and enforce all rules and regulations pertaining to the WYSA program, Mass Hockey, and USA Hockey.

Unique Duties

Runs or delegate on-ice portion of the Learn to Skate hour held once per week.

Pursue enough qualified instructors from the WYSA program and the LTS parents to adequately assist with on ice learning sessions at the recreational level.

Pursues qualified instructors and assistants to work exclusively with Learn to Play / Hockey Skills group.

Determine appropriate groupings of each recreational skater based upon personal observation and on-ice helper input before the end of the second week of LTS.

Ensure that each Learn to Skate participant is being given equal time to progress, to learn basic skating skills, and to gain confidence on the ice.

Ensure that each Learn to Play / Hockey Skills player is being shown the rudimentary skills of hockey as well as basic skating skills.

Instructional Mite Director - The Instructional Director coordinates activities under the direction of the President, VP and Coaching Coordinator and works together with the Clinic Director to establish the foundation of WYSA. The role of the Instructional Director is to manage the second part of the introductory skating program and provide motivational support to parents, coaches and players. The Director will coordinate all day to day activities and enforce all rules and regulations pertaining to the WYSA program, Mass Hockey, and USA Hockey.

Unique Duties

Assist the Learn to Skate Director in advertising registration for both the Learn to Skate and Learn to Play / Hockey Skills programs.

Work in conjunction with the Mite Director on pulling up qualified candidates from Instructional to Mites to fill empty slots on Mite teams – starting at the Valley Buzzer level.

Split total instructional players into equal teams based on tryout results, personal observation and age. Eight and nine year olds will be pushed ahead of 4, 5, 6, and 7 year olds, unless a safety issues exists.

Educates coaches on importance of position rotation (inc. goalies) for all players to the future development of the league.

Work in conjunction with Instructional Director on pulling up qualified candidates from the instructional level to fill empty slots on Mite level teams- starting at the Valley Buzzer level.

Squirt / Pee Wee Director

Unique Duties

Maintain awareness of Valley and Dual State league conflicts with each other and conflicts with the District 10 playdowns. Work with coaches to ensure adequate game coverage.

Coordinate a checking clinic with the Coaching Coordinator and the 2^nd year Squirts at least one week prior to the first Pee Wee tryout.

Unique Duties

Maintain awareness of Valley and Dual State league conflicts with each other and conflicts with the District 10 playdowns. Work with coaches to ensure adequate game coverage.

Maintain awareness of high school/town league conflicts and works with coaches to ensure adequate game coverage.

• The Registrar coordinates activities under the direction of the President.
  
• The Registrar shall conduct all member registrations required by Mass / USA Hockey
  
• The Registrar is responsible for inputting all membership information into the league membership database and forwarding this information to the proper Mass / USA Hockey officials.
  
• The Registrar is responsible for producing and distributing membership registrations and team rosters to authorized parties, maintaining player information files (registration cards, liability forms, insurance information, etc.) and having this information readily available for review by board members.
  

Unique Duties

1. Provide a comprehensive listing of all registered players, names, addresses and phone numbers, playing level and parental information to the Board as soon as possible after registration
2. Do the on-line registration using CyberSport software application provided by USA Hockey. This database program allows you to generate USA Hockey Rosters, IMR's (Individual Member Registration), and Payment Transmittals required by Mass & USA Hockey.
   Needs to be done at least twice. Once for teams and a second time for the Learn-to-Skate Clinic
3. Produce electronic transmittal file and hardcopy for MASS/USA Hockey membership registration.
4. Work with level directors for names and team affiliation of members using this information to produce authorized team roster forms.
5. Acquire player/coach / parent signatures on team roster forms.
6. Coordinate the consolidation of team membership forms, electronic files, IMR fees and team rosters under the direction of the president for distribution to District 10.
7. Provide registration forms and information to any potential members who desire to register with program at any time during the year.
8. Provide team rosters (completed / updated) to VPs, President and level directors.
9. Attend monthly District 10 meetings during the regular season. For the 01-02 season these will be on the first Monday of every month @ 7PM @ the Americal Civic Center in Wakefield.
10. Provide a report to the Board of Directors at each monthly meeting – 2^nd Monday of every month.
11. Responsible for distribution of USA Rosters to all WYSA Coaches for Player and Coaches signatures. Must submit signed rosters to Howie Aborn (Dist 10 Registrar) for certification (District 10 Stamp). KEEP COPIES OF ALL SIGNED ROSTERS THROUGHOUT THE SEASON!
    These will be needed by teams for tournament, District 10 Playdowns and State Championships.
12. WYSA Point of Contact for all District 10, Mass Hockey and USA Hockey issues including rules interpretations, suspensions, registration, rosters, payments, tournaments etc.
13. Attend the State Championship Meeting (usually late February early March time frame) for all final instructions, rules review and schedules for Mass State Championship. (only if Wakefield teams make States).

Responsible for reporting league related injuries to appropriate parties and insurance groups.

Coaching Coordinator

• The Coaching Coordinator coordinates activities under the direction of the President and Board.
• The Coaching Coordinator conducts activities pursuant to the development of players and coaches. The Coaching Coordinator provides technical assistance to the coaching staff through one-on-one discussions, or open sessions designed for the interchanging of views and philosophies. The Coaching Coordinator monitors the progress of teams and players by various means such as viewing practices, attending games and conferring with coaches, assistant coaches and parents. In addition, the Coaching Coordinator is responsible for reviewing the on-ice portion of the try-out process, and to work in conjunction with the Board of Director, Head Coaches and / or Evaluators to formulate, update and revise the try-out procedure as needed.

• Work with the Board in the design format for the league Coaching Application, Player Evaluation and Bi-Annual Coaching Survey.
• Attends at minimum two practices per team per season review with head coaches.
• Attends at minimum four games per month (averaging three/season/team) and reviews with head coaches.
• Provides on-ice technical assistance to any coach desiring the assistance at a practice hour suitable to both.
• Holds technical hours on league ice as dictated by the needs of the program (e.g. goalie clinic, checking clinic, etc.).
• Hold 5 meeting with coaching staff to exchange viewpoints and coaching ideas.
• Workout the on-ice drill/scrimmage portions of the try-out process staying within the established guidelines of the try-out process.
• Makes monthly report to board.
  

• The Director of Fundraising coordinates activities under the direction of the Treasurer and the President.
• The Director of Fundraising is responsible for all fundraising activities. These activities are coordinated with the assistance of a volunteer committee comprised of the general membership of the league and are designed to fiscally benefit the youth involved in the association. The Fundraising Chairperson is responsible for establishing and coordinating team sponsorships, raffles, scholarships, league pictures, mandatory fundraisers, and any other promotions or activities which benefit the program while maintaining compliance with Mass Hockey/USA Hockey guidelines.
  

• Advertise and pursue parents and coaches from the general membership for the formation of an on going 'booster club'.
• Investigate future fiscally advantageous promotions for WYSA to pursue, which will draw membership support and community goodwill while raising funds to offset the cost of running the program.
• Select those promotions or activities that will best serve the needs of the program and present it to board for approval and support.
• Establish a scholarship fund for members needing assistance earmarking one fundraiser for such a purpose.
• Establish a mandatory annual fundraising activity (e.g. raffle), which involves all members of the program at every level.
• Pursue team sponsorships through local area merchants and corporations and establish cost and type of such sponsorship.
• Receive and store all donated raffle items as required and designate how such items will be raffled, dispersed or otherwise handled.
• Sign all contracts for fundraising activities after review of it with President and Treasurer.
• Forward all proceeds from fundraising activities with itemized accounting to the Treasurer.
• Make monthly report to board.

• The Equipment Coordinator coordinates activities under the direction of the Board.
• The Equipment Coordinator is responsible for the acquisition, distribution, storage and repair of all WYSA equipment. This equipment includes, but is not limited to, game jerseys, pucks, water bottles, goalie equipment, puck bags, shirt bags, medical kits, etc. The Equipment Coordinator is responsible for the inventory of the WYSA equipment and should know at all times who is in possession of said equipment and work directly with each of the level directors at the beginning and end of the season in the distribution and receipt of league equipment. In addition, this position requires communication with the Board and the Treasurer during budget review to establish enough monies for future needs in this area.

• Receive and sign-in all league equipment from level directors and coaches documenting it.
• Completely inventory all league equipment at end of season.
• Ensure all equipment is marked with the program name and a serial number (if practical) for tracking purposes.
• Establish a database of equipment ownership including description, type, size and condition.
• Repair all useable equipment at the most reasonable cost to the league.
• Store all league equipment in a safe and secure storage area for length of term.
• Communicate and get input from the Board to establish projected needs for next season.
• Projects cost of future equipment needs and communicate this cost to Treasurer for use in budgeting.
• Purchase needed equipment at best cost to program and staying within budget guidelines in a time frame conducive to the beginning of the season.
• Allocate equipment to level directors for their teams' use taking the necessary steps to ensure responsibility is taken for said equipment, (signatures).
• Make presentations to board for purchases of equipment above and beyond that which is budgeted but for which a need is established.
• Communicate non-compliance of equipment returns and damages to the Board for follow-through.
• Make end-of-year estimates for following year's budget.