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Policies

 

WYSA Policies

 

 

Contains Approved & Proposed policies

 Click on a section for details

Policy

Revision History

Policy revisions

Nov 2011 - Approved

Playing Rules policy

Dec 2014 - Approved

Game cancellation / postponement policy

Draft copy - Unapproved

Standing Committees, Agents and Special membership policy

July 1999 – Directly from pre-2003 Bylaws

Waiver policy

Draft copy - Unapproved

Call-up policy

April 2015 - Approved

Tryout policy

February 2014 - Approved

Generic Roles & Responsibilities of the Board

Draft copy - Unapproved

Duties of Officers - Secretary

July 1999 – Directly from per-2003 Bylaws

Duties of Officers -Treasurer

July 1999 – Directly from per-2003 Bylaws

Duties of Officers - Vice-President

Draft copy - Unapproved

Duties of Officers - President

Draft copy - Unapproved

Duties of Remaining Board members

Draft copy - Unapproved

Duties of DirectorsInstructional Mite, Mite, Squirt, Peewee, Bantam, and Midget Directors

Draft copy - Unapproved

Duties of the District 10 Representative

Draft copy - Unapproved

Duties of the Coaching Coordinator

Draft copy - Unapproved

Duties of the Fundraising Chairperson

Draft copy - Unapproved

Duties of the Equipment manager

Draft copy - Unapproved

Duties of the Purchasing Agent

Draft copy - Unapproved

Duties of the League Representatives

Nothing posted yet


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.

 

 

Policy revisions

1. A policy may be revised, amended or eliminated at regularly scheduled Board meetings providing that;

 

      a. The proposed change is presented in writing to the Board and discussed.  Following this discussion there will be a vote to move the topic to the next meeting and advertise as described.

 

      b. Following the first meeting it will be advertised that a policy change will be reviewed and voted on at the next regularly scheduled meeting.  Advertisement to be for not less than three days prior to the meeting in the local paper. 

 

      c. At the subsequent meeting the policy change will be reviewed and discussed again and voted on by the board members present.  A 2/3 majority is required to pass a policy change.

 

2. Association members in attendance that are not board members will have the opportunity to voice opinions and discuss the change. 

 

3. Any policy changes become effectively immediately

 

4. Any policy that contains information that is out of date (names, dates, fees, etc.) can be revised as part of a regular Board meeting and does not require advertising and a second meeting. 

 

 


Playing Rules Policy

 

  1. To the best of the coach's ability, all ice time is to be as equal as possible based on the game situation.  

  2. Coaches will not have power play or penalty kill lines and will put out the next line up regardless of the situation.  This does not apply to playoffs or tournament play.

  3. For all games the coach is not restricted to equal ice time as stated in #1 in the last 3 minutes of the 3rd period and the last 3 minutes of any overtime period.

  4. Goalies must split games as determined by the coach.

 

 

Game cancellation / postponement policy

 

  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.

 

 

Waiver Policy

 

  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

 

 

Call-up Policy (April 2015 revision) 

  1. Call-ups will not be made unless there are 10 or less players and 1 goalie expected to play.
  2. Call-ups should be done to fill a need on an upper team and give as many players on a lower team the opportunity to play up.
  3. League rules must be followed when determining the team and player to call up.
  4. The head coach of the team needing a player will work with the lower team coach to determine the appropriate player.  The lower team coach should make a recommendation on whom to pull up based on their recent play and the ability to play up.  All second year players will have an opportunity to play up before a first year player.  Playing up is optional for all players.
  5. The age director will be made aware of all call ups.  Any issues with choosing a player will be worked out by the age director, with the director making the final decision.
  6. It is the intent of this policy to give as many second year players as possible the opportunity to play up, so the same player should not be called up for consecutive games.  The maximum number of games a lower player can play up is six. 

Note:

a.) Call-up policy does not apply to Tournaments – Thanksgiving / Xmas / Feb Vac etc.

b.) Call-ups are not allowed for District 10 Play-downs 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 Valley League Playoffs

 

Tryout Policy  (February 2016 revision)

To be held in late March following the evaluation system for ratings utilizing evaluator scores as well the current head coach evaluation.

A. Tryout process and evaluation

Tryouts will generally be held in mid-to-late March. Tryout numbers will be issued on the first night of tryouts. Numbers will be issued by division starting with the lowest number as follows; returning division players from the “1” team, “2” team, and ‘”3” team.  The next lowest set of numbers will go to players moving up to the division by team, “1” team, ‘2’ team, “3” team, etc.  Within each team the numbers will be issued by date of birth, starting with the oldest player. Players new to the association will receive the next available number following those players returning to the division for which he/she is trying out. All goalie numbers will be issued by age regardless of the division/team for which they currently play.

Evaluators: There will be a minimum of three (3) evaluators per division. One of the evaluators should be an outside evaluator (defined as someone that doesn’t have a player participating in the tryout he/she is evaluating). Evaluators cannot discuss ratings and must turn in rating sheets to the appropriate director immediately after each tryout.

Evaluators will turn in their evaluation forms to the appropriate director at the end of each tryout session.  The director will return the same form to the evaluators for each subsequent tryout until complete.  Evaluators turn in one (1) completed evaluation form to the director at the conclusion of the tryouts.

Goalies will be evaluated using a scoring system more appropriate for their position. Goalies can be selected by the head coach and approved by the age director. An outside evaluator may be used if deemed necessary by the head coach and or director.

B. Current Head Coach Evaluation

A standardized evaluation form will be issued by the coaching coordinator to the head coaches during the season and should be returned before tryouts. Scoring:  15 point scoring system is used:

            4 points – skating/skills           4 points – ability to take and follow direction

            4 points – game play               3 points - attendance  

Note – All scoring to be kept strictly confidential and used for the sole purpose of placement of players for the following year. A designated tryout committee member will compile the scores with the age directors. The evaluator’s scoring sheet will be destroyed once teams are finalized.

 

C. Team Selection Process

  1. The first step in the team selection process is to form a committee comprised of coaches who coached the players during the most recent season.
    1. The committee should consist of no less than 3 coaches.
    2. Any head coach who coached a player during the current year is eligible for the selection committee. Assistant coaches can participate in the event a head coach is unavailable.
    3. If known, the incoming head coach is required to participate.
    4. Age directors need to identify the coaches that are eligible to participate for each team's selection process. The age director is responsible for notifying each of these coaches as to the time and place of the selection meeting.
    5. Age directors will chair the committee.
  2. Coach evaluations and Tryout scores will be made available to only the head coach and the age director participating on the selection committee. In an effort to limit the number of people who have access to the tryout scores and coach's evaluations, the coaches discussing the players will be given an alphabetical list of the players being discussed.
  3. The head coach will have the final decision in player selection. In the event the head coach is not defined, the player selection will be the responsibility of the age director.
  4. Team selection will be determined by the following:
    1. Team selection will begin with the tryout scores as a guideline to start the selection process. Tryout scores will not include coach evaluation scores (because the coach's evaluations are not normalized across the entire division of players, the coach's evaluations will be used for the purpose of providing supplemental information to further qualify a player's ability, potential and placement).
    2. The range of players to be eligible for selection to a given team is determined by (1) the tryout scores and (2) team size. Using the tryout scores, coaches will select players from a range that is 1 ½ the size of the team roster. This is referred to as the “selection range”. For example, if a team is to roster 12 players, the selection range will be from the top 18 remaining players based on the tryout scores.
    3. Using the selection range defined in section 4b, the top 50% of a given team is determined by the tryout scores. This is referred to as the “50% rule”. For example, if a team is to roster 12 players, the top 6 players will be placed on that given team. For rosters with odd numbers (i.e. 13 players), the 50% rule will always round up. For example, a team size of 13 players means the top 7 players qualify for placement on that given team.
    4. Coaches will be required to select all players from the selection range with the exception of 1 player who can be outside the selection range. This player is called a "committee pick". The intention of the committee pick is to allow flexibility in the event a player does not score well due to illness, injury, attendance and/or any other circumstance that prohibits a player's ability to be showcased during his/her associated team tryout. All committee picks must be approved by a board appointed committee (see section 6 for details).
    5. A player will not be allowed to drop more than one team below his/her tryout score within his/her age group unless approved by a board appointed committee (see section 6 for details). For example, a team with a 12 player roster, any player whose tryout score is in the top 12 would be required to be placed on no less than the # 2 team and any player that finished within the 13 – 24 range would be required to be on no less than the # 3 team and so on.
  5. Selection Committee Board (SCB) – a 3 person board will be created that consists of 3 members of the board of directors that will review each team's selections.
    1. Head coaches will need to present the SCB justification for any and all picks including the committee pick.
    2. All rosters must be approved by this board.
    3. The SCB has the right to reject any pick.
  6. Tryout placement is for one (1) year only. All players must tryout and make a team each year; downward placement within a division can occur.  If following the placement process a player returning to a division (2nd year player) is being placed on a lower team, the age director will bring this recommendation to the board for approval.  Approval by the board will by a simple majority.  An exception to this rule is when a division expands and there are more teams than the previous year.
  7. If second (2nd) year players are needed or requested to fill an upper division, they will be placed on the lowest level team in that division unless approved by the WSYA Board as recommended by the age director.

 

D. Attendance

Tryouts cannot be missed for tournaments or other hockey tryouts – i.e. Select /Club teams, other towns

  • Unexcused absence: 25% reduction in total tryout evaluation points for any unexcused missed tryout(s)
  • Excused absence: Player must notify the age director, in writing, of any planned vacations, other commitments, and or injuries in advance of tryout sessions.

Excused absences will not impact the evaluation results. 

  • Medical absence: Player must provide a Doctor’s note to the age director of that division immediately following the missed tryout.
  • Emergency absence: Any missed tryouts for any other reason will be dealt with on a case by case basis.  A written note of explanation must be provided to the age director immediately following the missed tryout.

 

E. Player joining WYSA that did not tryout

The WYSA Board will determine if there is room within a division for the player.  The player will be placed at the lowest level team for the first practice and be evaluated. The player may then be moved to the next higher team to practice and play a maximum of three (3) games. At that point, the new skater or another player may be moved to that team for the remainder of the season.  Upward movement will be limited to the “2” team unless approved by the Board as recommended by the age director.

 

F. Teams

Teams will be considered filled / frozen after tryouts, unless a division is directly effected by the “excused” absences.

Dropouts after tryouts and prior to the first payment due will be filled from the evaluation results, assuming movement is needed, and movement is approved by the Board.

Dropouts after August 15th will be filled by the head coach submitting a player for Board approval within 2 weeks of the start of the season, or the next eligible player based on the evaluation results, will be added to the team, assuming movement is needed and approved by the Board.

 

G. Tryout / Registration fee

There is a $200 per player fee. Following tryouts and placement, this fee will be applied to the total tuition cost. The registration fee is non-refundable if a player attends any of the tryouts (except instructional mites). Refunds for instructional mites will be allowed for skater who are dropping out of hockey, but not allowed for instructional mite skaters who will be playing for another hockey program outside of Wakefield Youth Hockey. All other refunds will be handled on a case by case basis as recommended and identified by an age director and approved by the Board. There will be a family tryout fee cap of $600 per family.

 

TRYOUT History

 

 

Season

 

Method

 

# Players

 

Comments

 14-15, 15-16

Evaluation & picks

 200+

 14 players or less, 2 picks; 15 or more players, 3 picks chosen by head coach if Director agrees

03-04  to 13-14

Evaluation and up to 6 picks

219

First 9 players are by evaluation – balance of team can / may be chosen by head coach if Director agrees

02-03

Evaluation +2 Picks

224

2 Picks at Squirts - Bantams

01-02

Evaluation +2 Picks

220

2 Picks at Squirts - Bantams

00-01

Evaluation +2 Picks

210

2 Picks at Squirts – Bantams, Survey Result changed policy to add to picks if coaches see games.

99-00

Evaluation

210

100 % Evaluation – last year of $15 tryout – 2 Open slots

98-99

Evaluation

197

100% Evaluation – No open slots

97-98

Head Coach

202

Proposed evaluation – changed at last minute – Head Coach picked teams. Mite division rated by evaluation,
2 Open Slots on "A" team

96-97

Head Coach

174

No open slots

 

 

Generic Responsibilities of the Board

 

  1. Attend all the meetings – regular and special
  2. Know / have a copy of the By-laws, Policies of Valley League, Mass Hockey 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.
  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.).

 

Unique Duties

 

  • 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)

 

Treasurer

  

  • 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.

 Unique Duties

 

  • 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 30th.
  • 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)

  

Vice-President

Overview of Responsibility

  

  • The VP coordinates activities under the direction of the President.
  • The role of the VP of Operations is to be active in all decisions connected to those areas of the program related to the annual try-outs, team commitments to each of the conferences, player placements, and coach selection. The VP works in conjunction with each of the level directors and the Coaching Coordinator in the execution of their individual responsibilities. The VP shall have and may exercise all the powers and duties of the president during the absence of the president or in the event of his inability to act.

 

Unique Duties

 

  • 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)

 

President

Overview of Responsibility

  

  • 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.

 

Unique Duties

 

  • 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 and the Valley 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)

 

Duties of Remaining Board Members

 

  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.

 

Summary of Director's Responsibilities

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.

 

Mite Director  

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 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 2nd year Pee Wees at least one week prior to the first Bantam tryout.

 

Bantam Director & Midget 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.

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


District 10 Representative

Overview of Responsibility

 

  • 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 – 2nd 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

Overview of Responsibility

 

  • 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.

 

Unique Duties

 

  • 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.

 

Fundraising Chairperson

Overview of Responsibility

 

  • 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.

 

Unique Duties

 

  • 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.

 


Equipment Manager

Overview of Responsibility

 

  • 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.

 

Unique Duties

 

  • 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.

Purchasing Agent

Overview of Responsibility

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 agent will need official approval on a purchase is over $300.00 or when the total year to date purchases runs over $600.00

 
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