Team Treasurer Information and Bank Management Guidelines in SGMHA

SGMHA TEAM TREASURER INFORMATIO N

Bank Information Form E Transfer/Team Bank Cards Deposits Payments Risk Management Returning Your Team Bank Account

BANK INFORMATION Signer Change Over Form Requirement SGMHA requires each team use the designated team bank account set up by the association at Servus Credit Union in Spruce Grove. To ensure complete transparency, all team funds are to flow through the team account for cash calls, fundraising, team expenses, etc. Once the forms and letter from SGMHA have been forwarded to the bank, the bank will set up the required forms for signing and both the team treasurer and manager will be forwarded a docusign from the bank to sign. Once the docusign forms have been completed by both parties, the bank will inform the SGMHA office of the completion of the paperwork and an email will be sent to you to arrange to pick up your team s cheque book and deposit book. Each team requires two signatories - the Team Treasurer and a second signatory (the Team Manager). The two signatories should not have a personal relationship or reside within the same household. The segregation of duties ensures that no single person is responsible for a transaction from start to finish. In order to have your name added to the team account for signing authority, please complete the Bank Information Form below and forward it to the office (office@sgmha.ca), please put in the subject line your team and the team you will be treasurer on for the current season, the office will then forward the Bank Document Form from you and the manager along with a letter from SGMHA to the bank for approval for your name to be added to the team for signing authority. In the interim, while you wait for the paperwork to be processed, if you have any expenses that need to be paid or cheque deposits, please contact the office. A cheque will be issued from your team account (provided there are funds in the account) or any cheques/cash can be dropped off at the office to be deposited into your team account to avoid any delays with team transactions.

Bank Information Form

E TRANSFER/TEAM BANK CARDS E transfers for payments are not available through the team account and bank cards are not allowed to be issued on the team bank account. This is to ensure there are two approvals for every team expense paid for from the team account. E transfers can be used for families or donations to forward any funds to the team as required (either a cash call or for fundraising). Please have the family use the below format when forwarding funds by E transfer if for a cash/seed pmt or for fundraising . Send E transfers to: office@sgmha.ca Security question: put their child's first and last name here + seed, or type of fundraiser(ie John Smith - Seed, John Smith - Wilhauk) Security answer: put the association issued team name + cash call or fundraising (all lower case, ie sg503cash or u7- 2fundraising). If their bank institute will not allow this type of answer, please tell them to send the E transfer, followed by an email to the office informing them of what answer they used for their E transfer.

E TRANSFER/TEAM CARDS CONT. Information required to process an E transfer for a tournament: E transfers can be used for families or company donations to forward any funds to the team as required (either a cash call or for fundraising). email of where the E Please have company's use the below format when forwarding funds by E transfer if for a sponsor or donation to the team . transfer is to be sent to name of the recipient Send E transfers to: office@sgmha.ca amount of the E transfer Security question: put the team name + sponsor (ie SG402 sponsor) name of the tournament Security answer: donation (all lower case) If their bank institute will not allow this type of answer, please tell them to send the E transfer, followed by an email to the office informing them of what answer they used for their E transfer. any security question or answer that is to be used any information that is to E transfers can also be issued from the office to pay for tournaments ONLY on behalf of the team. If you need to forward payment for a tournament, please email the office with the following details and ensure both the Team Manager and Team Treasurer are included in the email. Funds will then be withdrawn from your team account, the E transfer processed and a confirmation will be sent back to you to record on the team's financials. be listed in the memo section of the E transfer

DEPOSITS Any cheques written to a team for deposit are to be made out to the team's SGMHA name (ie SG407, U7-3, U15AAA) When funds are received from a family on the team, a receipt is to be issued. The receipt should have the following information: Date of when the funds were received Type of funds received - cash or cheque Amount of the funds received Team Name the funds were issued to Signature and name of person receiving the funds (**PLEASE NOTE: if you have a fundraiser person collecting funds, they should have their own receipt book to issue funds received, and then when they forward the funds to the Team Treasurer to be deposited, they should receive a receipt for the funds they gave to the Team Treasurer). Deposits can be made using the night deposit or in-person through a bank teller. All funds received must be deposited as soon as practicable. A deposit book will be supplied and should be used for all deposits being processed (it is recommended that if cash is being deposited, on the copy kept by the team, a breakdown of the funds is listed, ie family name, amount and purpose).

PAYMENT Cheques written from the team bank account require two signatures. When writing a cheque, please fill out the description line and, if one is available, write the invoice number on the memo line. Cheques ARE NOT to be made out to cash. Ensure receipts are obtained or a copy provided for all transactions. In general, receipts should be numbered for easy tracking and should contain the following information: Date of transaction Service rendered/purpose of payment Amount Who payment is to be made to

RISK MANAGEMENT The SGMHA Team Financial Guidelines & Policy found in the SGMHA Policy Manual (section 4.12) are intended to meet the accounting standards of our governing bodies, to reduce the risk of fraud and susceptibility to phishing scams, to ensure that all transactions cannot be redirected into an account at another bank, and to ensure that all transactions are traceable in the event of an audit. Therefore: Use of personal bank accounts is NOT permitted Interact e-transfers are NOT permitted for payment of expenses Cheques are NOT to be made out to cash In situations where payment is CASH ONLY (for example officials for games), a detailed and signed invoice or statement must be kept containing the relevant payment information.

RETURNING YOUR TEAM BANK ACCOUNT At the end of the season, once all team activities have concluded the following process is to be followed: All final team expenses are to be paid out and recorded on the team financials. Please do not mail out any cheques at this time so there is no delay in them being processed and clearing the team bank account. If a cheque needs to be mailed, please contact the office for other options. Ensure that all player accounts have a zero or some funds in their player account with the team. If a player account is in arrears, please collect the funds from the parent to clear up any outstanding amounts. Forward the final team financials to the office for review, and arrange to drop off the team cheque book and deposit book to the office. Team financial back up is to be kept for 6 months as of the end of the SGMHA fiscal year is May 31 (June - December). If you do not want to keep the team financials, please forward them in an envelope marked with your team name when dropping off the cheque book and deposit book. Once the final review is completed by the office an email will be sent by the office to the team for final approval, and the funds transferred from the team account to SGMHA to close out the account for the season. Once all families have responded, any funds remaining in a players account will be disbursed by the office either to the family or SGMHA Financial Assistance Fund in support of players in our league who are struggling to meet the financial demands of hockey. Refunds back to families is only up to the amount of funds received directly by the family to the team, extra fundraised funds are not refunded back or carried forward as these funds cannot be used towards personal gain.

SGMHA requires one (1) individual per team to assume the role of team treasurer. Duties of the Team Treasurer include but are not limited to: Operate the team financials within established SGMHA policies, guidelines and regulations. Maintains all invoices and receipts (not AGLC related) for a period of 6 months FOLLOWING the end of the hockey season (May-October). AGLC related paperwork is to be kept on file, as mandated by AGLC. Is one (1) of two (2) required signatures for the team bank account. The other signature required is from the Team Manager. Signatories cannot be connected in any way, such as, but not limited to: spouse, direct relation to, or residing within the same household. In conjunction with the Team Manager and Head Coach, the Team Treasurer will develop a team budget and forward it out to the team for approval. Team Budgets need to be approved by 85% of the families on the team. Provides copies of team financials, budgets, etc to the SGMHA Administrator and/or SGMHA Chair of Finance as requested. Collect, communicate and manage team funds. Must maintain team financials that are current and up to date to within a week of any deposits or cheques/withdrawal transactions occurring. Must email individual player summaries to each family after the Dec & Feb review has been completed by the SGMHA Administrator. Respect the use and access of team email addresses. It is required that BCC: is used when emailing families as a group; unless ALL families agree otherwise. Retain AGLC files and licenses; as regulated and mandated by AGLC. Issue cheques as required, for approved expenses and is responsible for all team deposits. Oversee all fundraising events to ensure they are following the SGMHA fundraising policies, guidelines, regulations.

Team budget guidelines Proposed budget detail (Some items to consider when developing the budget) Cash call guidelines (end of season) Cash management and reporting requirements Unbudgeted expenses Team financial templates

TEAM BUDGET GUIDELINES The following outlines how the Head Coach, Team Manager and Team Treasurer should build out a proposed budget for a team. The objective is to remain consistent, fair and to protect parents and players from excessive or extreme situations. Your budget is only a proposal and must be approved by the entire team. It is important to understand that not all parents have the same financials resources. Some parents may have difficulty affording hockey and need to fundraise. It's is also unlikely a parent will publicly complain about costs in a team meeting - please be sensitive to this. Not all parents have the same commitment level for extra team activities. It is also recommended that the timing of fundraising activities is consider to ensure you have funds available to pay for team expenses as they arise. Receipt booklets should be purchased by the team for the Team Manager/Fundraiser Co-ordinator to be able to issue receipts for any funds received directly from parents. This ensures there is not issues regarding funds received, if there is no proof for funds received then it will be assumed that funds have not been received and are still outstanding.

PROPOSED BUDGET DETAIL Each team must prepare a budget for the upcoming hockey season. On the Team Financial Templates there is a tab where the budget details are to be entered. Examples of costs may include, but are not limited to: Additional ice time above the ice time allocated by SGMHA Tournament Fees (for Tiered Teams and the U11 HADP Team, please include a cost of approx $150 for EMHW Registration Fee, participating in this event is Association wide and decided during the season if the Association will have their teams participate or note. Also cost for the registration of this event is not known until end of Dec beginning of Jan) Team Apparel Team Social Events Travel Costs Player Development (ie dryland training etc) Misc Expenses (year end gifts, receipt books, office supplies)

PROPOSED BUDGET DETAIL CONT. Some items to consider when developing the budget: Ice costs fluctuate depending on the facility and time that you may be looking at booking (ie morning ice at the TLC/Agrena are approx 1/2 the price of prime time ice at these facilities, prime time open ice picked up through the association is charged out at a blended rate which is determined annually, please contact the office for the amount. Ice booked by the team through outside facilities such as RQB, Calahoo, River Cree, etc will generally run between $200-$350 per hour booked). Ref costs for exhibition game are based on Hockey Alberta Referee Rates and not league rates (see referee tab for the current seasons rates). Extra practices for tiered teams are not to exceed 10 hours during the regular season, unless approved by the Chair of Finance. Teams are scheduled for 1 practice each week up to the end of February, with the exception of the Christmas Break where no scheduled practices are booked. If a team would like practices during the Christmas Break or once Playoffs commence (during the month of Mar), please ensure you include those costs in your budget so that you have the funds to pay for any ice picked up. Teams can book dryland as required, once again it is important to solicit feedback from parents so the team can agree on a commitment level. It is recommended that teams only opt to participate in no more then two tournaments (1 home and 1 away). Costs for tournament entry fees can range anywhere from $800-$2500 depending on the level of play. Also keep in mind that families will need to cover costs of hotel, meals etc for any away tournaments which would be outside of the team budget costs. It is recommended that teams if purchasing apparel do so in the form of hoodies, practice jersey's or toques. Keeping the costs reasonable. Team Jackets, tracksuit, can add up in costs as well families may not want to spend extra for a jacket or tracksuit that the player may only wear for 1 season. Your proposed Budget Detail must be provided to the SGMHA office by Oct 31 of the current season as follows: An email that identifies your team and provides confirmation that the attached budget has been approved by a minimum of 85% of parents. (ie a copy of signatures or approval, or stated that the Team Treasurer has emails on file of 85% of approval). Also email a PDF of the Budget Detail Tab on the Team Financial Template.

CASH CALL GUIDELINES The intention of a cash call is to provide immediate cash flow for a team's operations and activities. The amount of a cash call should be appropriated for the budget. Cash calls should not be made in the absence of an approved team budget. Oct 31st is the deadline for an initial budgeted cash call to be paid to the team and is recommended to be a min of 1/3 of the teams approved budget. Where a cash call is a financial hardship, the Team Treasurer and/or Team Manager should discuss options in private with the family for payment arrangements to be made either bi-weekly or monthly and/or additional fundraising opportunities that can be used for the family to generate the funds needed. Any arrangements for payment should be signed off by both the Team Treasurer and family. While payment arrangements are on a case by case basis, the aim should be to have the full anticipated budgeted funds paid to the team by Dec 31st (either by way of fundraised money or direct payment by the family). End of Season Any non fundraised funds remaining at the end of the hockey season will be reimbursed back to the family by the SGMHA Administrator upon review and approval of the final team's financial review. Any extra funds raised through fundraising from a family during the season will be forwarded to SGMHA financial Assistance Fund, to be used to provide financial support to families in need throughout future hockey seasons.

CASH MANAGEMENT AND REPORTING REQUIREMENTS Team Treasurers must keep a detailed record of all cash calls, fundraising revenue and team expenses. This detailed record must be kept up to date, with all deposits and withdrawals recorded on the team financial spreadsheet either at the time of the transaction or at a minimum of once a week to ensure that an up to date balance of the bank account is available to ensure their are funds in the account when an expense is paid to avoid any NSF notices. The team's proposed budget for the season and approval from the families must be forwarded to the office by Oct 31 of the current season for review. Approval of the budget can be done by email, and requires a min of 85% approval by the team to be accepted. (If the budget is approved by email and not by way of signature, the emails need to be kept on hand for the season by the treasurer in the event there is an issue during the season. When forwarding in your team s budget, just make a note on the email stating that approval was done by email with over 85% approval received). The team financial spreadsheet is to be submitted to the SGMHA office three (3) times during the season - as of Dec 1, Feb 1 and following the end of the teams season, no later than April 15. Upon review and confirmation of the financials at Dec 1 & Feb 1 by the office, the Team Treasurer will forward individual player summaries to each family (teams can opt to forward monthly or bimonthly individual summaries to families, however a min of two times during the season is required). At the end of the teams season, once all financial revenue and expenses have been accounted for, the team's financial spreadsheet is to be forwarded to the SGMHA office for review, once reviewed the office will email out to the whole team for approval of the team financials. Once all families have approved, any applicable refunds in player accounts will be done through the office, teams are not to issue refunds back to families for any excess funds in their accounts unless approval has been issued by email to the team treasurer and team manager from the office.

UNBUDGETED EXPENSES Any additional expenditures that arise during the year that a team wishes to participate in should be discussed with the parents and a vote taken to confirm interest. If there is 85% interest then ONLY the families interested in participating in the activities are then allocated the costs associated to the activity.

TEAM FINANCIAL TEMPLATES Below are the required team financial templates that are to be used by all Tiered teams registered with SGMHA for the current season (U11 HADP and PAC Teams will be forwarded their team financial templates to be used once a Team Treasurer has been determined). Please click on the appropriate template based on the number of players you have registered on your HCR Roster. Any questions, issues, or suggestions with the below, please email the office at office@sgmha.ca If there is not a Team Financial Spreadsheet listed below for the number of players listed on your team, please email the office with your team name and the number of registered players. One will be emailed out to you.

BUDGET TEMPLATES 16 player budget 13 Player budget 17 player budget 14 Player budget 18 player budget 15 player budget 19 player budget

Budget Summary Parents name on top Players name in GREY CELLS ONLY NO WHITE CELLS Sheets are linked to all the pages Players name alphabetical to the last name NOT the first name Tier teams: any of your base costs are in your registration fee, so your league home games, your ref and ice costs, and 3 playoff games. You do not have to record it in your expenses because that money was in your base registration fee. Registration fees cover 3 refs and 3 games for playoffs, if more is needed, add to expenses. Every team is allowed 5 bench staff, anything over or above will be an extra $75, which can be added to either additional training or expenses. The only time that you may be able to add more coaches on and not get charged for it, is if they were already registered to another roster, first team to register them are the first to pay for them. PAC is paid directly (do not worry about the expenses) Apparel: based on team Per player paying Has to be majority of team (1 or 2 that don t is fine) If a parent doesn t want the apparel they will not get charged (only ones that order) Tournaments: add bussing, black out weekends, game scheduling Black out $100 (tier only) Game rescheduling is $50 (tier only) Team Building and socials: if your renting a room its a fixed cost, if its laser tag for year end its variable (per player). Misc expenses: U13 and higher book own team pictures. Proposed income: show parents how you are thinking of paying for everything.

IMPORTANT TREASURER FORMS Budget Summary Tab Product Fundraiser Tab Budget Detail Tab Raffle Fundraiser Tab Bank Reconciliation Tab Pub Night Fundraiser Tab Expense Tabs Misc Revenue Tabs

SGMHA Fundraising Policy Team Sponsorship/donations Fundraiser Processes Fundraising with Raffles Other fundraising

SGMHA does not restrict the type of costs that a team may incur. Parent oversight and good judgement will be the overall deciding factor when it comes to determining what extra activities the team agrees to. Teams are permitted to raise funds through their own fundraising efforts. Fundraising activity also needs to be planned & budgeted and can include, but are not limited to: Silent Auctions Bottle Drives Product Sales Raffles Donations The amount and type of fundraising activities is determined by the parents of each team. There is not a requirement to do any fundraising (parents can opt instead to pay directly to the team their anticipated players portion of the teams budgeted costs), however fundraising will reduce costs to the parents to cover their players portion of the team expenses. Fundraising options can be adjusted throughout the season according to the financial needs of the families, and need to abide by SGMHA Fundraising Policy and process for recording any revenue and expenses associated with the type of fundraiser. It is important to consider the time of fundraising activities to ensure funds are available in the players account to cover the cost of expenses as they arise. Please make sure your parents have read and understand SGMHA's Fundraising Policy. SGMHA FUNDRAISING POLICY Not all fundraisers are handled the same way. Please see below for how specific fundraisers are to be accounted for on the team financials and if there is an AGLC component required. If there is a situation below that is not listed, or if you are unclear on the process please email the SGMHA office for assistance prior to starting a fundraiser.

TEAM SPONSORSHIP AND/OR DONATIONS If a sponsor has been assigned to your team they have already graciously donated funds to the Association to keep the great sport of hockey alive in Spruce Grove . We ask that you do not request any more funds from your team sponsor; however we do ask that you take the time to thank them for their donation in an email or letter. A team photo should be presented to them, we also ask that you give them the recognition deserved by always making sure the following is done: You enter your team in tournaments with your sponsors name IE: " Spruce Grove (sponsors name) Atom SG(team no.)" Encourage your parents to support the sponsor's business. Approaching companies that are not LMHA sponsors is the discretion of the team. Please check the home tab for SGMHA to see company sponsors for the season so that you do not contact them for further sponsorship. Team s are not to submit requests for funds that are in conflict with any of SGMHA Policy. Any requests from teams for funds that are found to be in contrast with any of SGMHA policies, the funds will be returned back to the sponsor. There if a donation requires one of the following for the funds to be received by the team, the team is not to accept the donation: the team is to have the company logo attached to their Team Jerseys the team will need to forward at any time third party offers to their families from the sponsor the sponsor has the right to use Spruce Grove Minor Hockey Associations name or logo in any of their advertising or promotional offers

FUNDRAISING PROCESSES Depending on the type of fundraiser, there are specific requirements to how they are recorded, and AGLC requirements. Below are some of the examples, if you are participating in a fundraiser that does not fit into one of these categories, please email the office for assistance. FlipGive Fundraisers: These type of fundraisers are allocated per player. These fundraisers need to be closed out by Feb 1 to ensure funds are received in time for the end of the season.

FUNDRAISING WITH RAFFLES General Information Prior to running a raffle, families need to understand how the cost will be allocated, and agree to the process prior to running the fundraiser. (ie families need to be informed of what the cost will be for the raffle fundraiser, what the min amount of tickets that need to be sold based on the families participating to ensure they understand that if they do not sell enough tickets to cover the cost of the prize they will still be allocated the cost for the raffle to their player's account and may end up with a negative amount for the fundraiser). A team will require a min of 85% of the team's participation to run a raffle fundraiser. The initial amount of tickets available for sale are to be evenly distributed to all families participating with a date that all cash, ticket stubs, and unsold tickets are to be returned. Any unsold tickets are to be evenly distributed to any families that are requesting extra tickets to sell. If a raffle (ie 50/50, raffle for prizes etc) is planned as a team fundraising activity, the team is required to operate as a properly licenced raffle as per AGLC (Alberta Gaming, Liquor and Cannabis Commission) regulations and requirements. In order to obtain a raffle licence, a team must complete the form Eligibility for Raffle License which can be obtained at http://aglc.ca. Application must include your team name and the contact address and phone number should be the person completing the application. Approval is normally received from the AGLC in 3 to 5 business days. A team only needs to apply for eligibility one time. Once the team receives its AGLC identification number, the team can apply to obtain a raffle licence for any raffle activity planned (done online via AGLC or at any Alberta registry agent). TEAMS WILL NOT BE ABLE TO USE SGMHA s AGLC ID # TO OPERATE TEAM LEVEL RAFFLES.

FUNDRAISING WITH RAFFLES CONT. It is important to ensure that the Team Manager and/or Treasurer are familiar with the AGLC requirements for operating a raffle, and that all licencing and record keeping and reporting requirements are met. A summary of your raffle fundraising must be sent to the AGLC using a prescribed reporting form within 60 days of your raffle event. Failure to do so will jeopardize SGMHA s own status with the AGLC and may affect our ability to fundraise as an association in the future, including our own raffle license and casino fundraising. For further information : https//aglc.ca/gaming/charitablegaming PLEASE NOTE: If you are planning a raffle that requires tickets to be printed, do not order the tickets until you have the licence from AGLC. All printed tickets, whether you are creating them yourself or ordering from a company, are required to have the specific AGLC information printed on them prior to being dispersed. For 50/50, Square Boards, Cash Raffles For 50/50, Square Board raffles done during league games: net funds are allocated among the whole team under the Misc. Revenue tab. For 50/50 raffles done with a set amount of tickets to sell (ie not done during a league game): each family is allocated 50% of the revenue received, and the cost of the tickets is allocated evenly among all families participating (each family is to be allocated an even amount of tickets initially to sell). A set deadline to return either unsold tickets and revenue needs to be determined, any unsold tickets can then be offered to families looking to sell more tickets, and any extra tickets are to be disbursed equally among all requests). For Cash raffles done with a set prize payout and amount of tickets to sell (ie not done during a league game): the total cost of the prize payout and the cost of the tickets is allocated evenly among all families participating (each family is to be allocated an even amount of tickets initially to sell). A set deadline to return either unsold tickets and revenue needs to be determined, any unsold tickets can then be offered to families looking to sell more tickets, and any extra tickets are to be disbursed equally among all requests). I

Bottle Drives: Can be recorded on the Misc tab or on the Product tab. Only players that participate in the bottle drive are allocated equal amounts of the funds earned. (Do not worry if the total amount on the tab is out a couple of pennies from the actual amount, all players that participated are to be allocated the same amount). Sponsorship and Donations: Donations are recorded on the Misc Tab with the full amount of the donation allocated among all players on the team. (**Sponsorships and Donations may also take the form of a good or service (ie the company purchased an item and gave it to the team where the revenue and expense did not go through the team bank account).It is recommended that all sponsorships and donations to a team be acknowledged by some form of thank you note or letter of appreciation to the doner. Product Fundraisers: Allocation is done based on the product ordered under each players account (revenue and expenses are to be recorded separately and not a net amount entered). Revenue - funds received by the family for product ordered is recorded in the revenue section for the product fundraiser Expense - actual cost of the product paid to the supplier is allocated under the revenue section for the product fundraiser Delivery cost - If delivery is a fixed costs regardless of what is ordered, then the amount of delivery is allocated among all families participating in the product fundraiser. If the delivery is a variable cost, based on the size of the order, then the cost of delivery is prorated among the families that participated based on their order. Detailed records should be kept of how much funds are received from each family, with a receipt issued each time they forward funds to the team from funds received by the family directly or the email from the office for any E transfers received kept as backup). If a combined group sale and individual sale is done, records need to be kept as to who participated in the group sales, and how much product was sold during the group sales, along with accounting for what individual families sold on their own.

FAQ: Do we need to submit a team budget by a certain date, and what is the process? Yes, by Oct 30 all teams need to submit a team budget (with the exception of the elite teams, as there team budgets are determined by the director and coach in the spring. The Head Coach/Manager/Treasurer should meet prior to the first team meeting and decide on what they would like to do during the season (ie # of tournaments, extra ice slots, exhibition games, dryland, apparel, players gifts, team socials, etc). Once that is determined then the treasurer needs to put in the approximate costs for each item, it is then reviewed again with the Head Coach & Manager, and at the first parent meeting, the families would vote on the budget items (it is suggested to maybe send the budget detail to the families prior to the meeting so they have time to review. There needs to be 85 % approval for the budget, and you would require the approval by email or signature from each family for back up. Once approved the Budget Summary and Budget Detail tab are PDF d and forwarded to the office for review, if approval is done by signature please make sure the signatures are on the Budget Summary Tab, if by email, then you just need to keep the emails till May 15 of the current season and just state that approval was received by emails and you have a copy of the emails if required. Do all teams automatically participate in EMHW? All tiered teams U9 U18 participate in EMHW (including U11 HADP). The cost to participate has been included in the registration fees for the season, the team/families are responsible for the EMHW Button purchase to enter the arenas (previous cost was $5 per person to attend any games during the tournament, except for players there is no cost to them to enter).

FAQ CONTINUED: How do I get money for the referees? For Tiered teams a referee float for league and playoff games has been deposited into your team account for the season. A cheque has been issued from the team back account for the first 6 league games to the manager to have cash on hand for the refs at each game. For the remaining games and playoffs it is recommended that a cheque is issued either to the manager or treasurer at the beginning of each month for any league/playoff games for the upcoming month so that no one is out of pocket for the expense. An envelope for each game should be done up with the amount of cash due to the refs, please make sure the cash is in various denotations so that the refs can divide it up accordingly (ie if your are a U15 tier 2 team, each team at the game would give $64, make sure there would be proper denotations to ensure once both teams funds are added together, it can be divided up to the following three amounts $52, $38, $38 for the ref and linesmen to receive their correct amount). You should receive a receipt for each game from the ref, however it is recommended that the Head Coach, has a sheet of paper with each game listed and a spot to sign for cash received in the event no receipt is issued. I am receiving money towards a banner that we are creating as sponsorship/donation for our team. Where do I record this? The funds received would be recorded on the Misc Revenue Tab (bottom section), the cost would go under the Misc Expense Tab

FAQ CONTINUED: Who do we pay for a blackout weekend/game rescheduling? When the manager submits the request for a blackout weekend/game rescheduling, they will have to pay at that time through the league website. Once paid, take a print out of the payment and the Treasurer will issue a cheque for reimbursement upon receipt of payment. If a sponsor or family wants to pay by cheque for a donation, or their seed who do they make the cheque payable to? Cheque would be made payable to the team name listed on the cheques (ie SG506, U15AA Green, U7-3). What is an appropriate amount for a coach gift from the team? Coach Gifts should be approximate $50 gift card, or maybe a team hoodie, custom coffee cup, etc. What is a appropriate amount for a player gift at the end of the season? Player Gifts should not be more then $75, the purpose of the sport is not to cause extra expenses for parent to buy players items, but to have them enjoy to sport of hockey.

FAQ CONTINUED: If we have to pay for our apparel, can the office E-transfer the funds on our behalf? E-transfers are only done for Tournament Fee payments on behalf of a team, all other expenses are to be paid by the team cheques. A family can pay for an expense directly by E-transfer and then submit the invoice for the expense and verification of the E-transfer to be reimbursed, depending on the amount the cheque can be issued and deposited first and then paid by E-transfer so the family is not out of pocket, however ensure that you have both the invoice and confirmation of the E-transfer as back up for the cheque issued. Can a sponsor or family forward funds by E-transfer to be deposited into the team account? Yes please follow the guidelines on the Treasurer slides 5 & 6, for where to send the E-transfer to, the security questions and answer that are to be used. How do we distribute funds from a pub night fundraiser? Ie if someone donates an item for auction/raffle but doesn t sell tickets or attend the pub night do they get a share of the proceeds. Ticket sales for a pub night are allocated to the family that sold the tickets. For any Raffles, 50/50, auction, etc if a family cannot be at the pub night due to work /family commitments, then they should be assisting with the preparation for the pub night in order to receive credit from the raffles, 50/50, auction,etc.

FAQ CONTINUED: We have funds left over in our budget, due to expenses not being as high as expected, can we use the funds for an exhibition game, or team social that was not planned on the original budget? Any new expense that was not listed on the team budget at the beginning of the season, needs to be voted one, and 85% of the team needs to participate in the event. Only the families that participate in the event are allocated the new cost. Our team held a team social, and the day before one of the players notified us that they would not be coming, are they still allocated the cost for the event or food? If the event has any fixed costs they would be responsible for any of the fixed costs, if there are any variable cost, they would not be allocated those costs. (ie if the cost is for a room rental, they would be allocated that cost as it is fixed and does not change regardless of the number of people in attendance, if there is food being purchased that would be a variable cost only if it was not purchased prior to the notification that they would not be attending, if the food was already ordered or picked up prior to them notifying that they would not be in attendance, it has now become a fixed costs so they would still be charged for it.

FAQ CONTINUED: We are having a team social and there will be siblings in attendance, how do we allocate the cost for the food? If you are having a team social and ordering food, set an amount that families will have to pay for any extra siblings, parents in attendance (ie the amount of food covered by the team would be for 1 player and 2 guardians, any extra guardians or siblings would be at a cost of $5 per person (or some set amount), and let the families now before hand so they can advise if they will have more in attendance so food can be ordered to cover the number in attendance). Our team is ordering apparel and some families want to order for a sibling or themselves, how is this allocated on the financials? The cost of apparel for the player is allocated on the Apparel Tab, any extra costs are allocated as a neg under the Misc Revenue Tab, top section where seed money is recorded. This is to ensure that non team expenses are paid by direct funds and not fundraising funds.

FAQ CONTINUED: Can extra fundraised money be refunded back to the families at the end of the season? No, if there are funds left over in a players account at the end of the season, a refund back is limited to the amount of seed money paid by the family, any extra money left over after their seed money is refunded back is forwarded to the SGMHA Financial Assistance Fund. Fundraised money can only be used for expenses on the team it was raised on, any other use is considered use for personal gain and is not allowed.