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Consent to Treat Forms.General oversight of teams ensuring they are being managed effectively, volunteer roles (coaches &managers) have what they need.Act as the initial escalation point for the resolution of disputes, concerns and complaints fromcoaches, parents and players.4.5 End-of-Season Program Oversight Ensure any end-of-season assessments are performed (HEP)Assist the Equipment Manager with the sign out of equipment, the gathering of deposits and thereturning of this equipment.4.6 Role Reporting Requirements As-applicable: Provide Update on any ongoing program issues or member complaints As-applicable: Communicate periodic in-season updates of team results (W-L records, programdevelopments)5. Mite Level Director RoleVoting: YesElected: Odd YearsExemptions: Volunteering, FundraisingAttends Board Meeting: Yes5.1 Registration, Rostering & Pre-Season Planning Assist the Registration Director and Rostering Coordinator with obtaining all paperwork related tomeeting necessary District 10 rostering deadlines.Assist the Rostering Coordinator in ensuring that all coaches have appropriate CEP certificationOversee assistant mite director role(s)Be available for pre-season on-ice sessions and coordinate parent instructors for on-ice pre-seasonconditioning sessionsAssist the Equipment Manager in ordering supplies and/or training aids for the Mite program Ensure any on-ice parent instructor has submitted his/her USA Hockey Consent-to-Treat form Analyze player registration data, determine and declare team competition levelsPromote youth hockey in the ERYHA community and be diligent in finding new ways to recruitplayers and get them registered. 5.2 Mite Assessment and Team Formation Organize and facilitate HEP/tryout assessments Schedule non-mite volunteer timekeepers, scorers and skill evaluators for evaluationsUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 8

Schedule and coordinate HEP drills and scrimmages used for player assessments Ensure HEP assessment scores from on-ice evaluators and are delivered to President, Vice-Presidentand/or Secretary Work with the President and Vice President to assign coaches to teams5.3 In-Season Program Oversight Oversee and manage the overall operations of the Mite program ensuring that all coaches,managers, players and parents adhere to the policy and procedures of ERYHA, District 10 andMinnesota Hockey.Provide coaches and instructors with practice plans and assist them as neededOversee the coach's sign up process and select coaches, assistants and helpers for teamsMonitor the groups and teams throughout the season, providing assistance when needed, andresponding to questions, concerns and problems.Conduct parent meetings, explaining the overall hockey operations, answering questions and layingout the rules and procedures.5.4 Manage End-of-Season Mite/U8 Jamboree Plan, staff and oversee the running of the end of the season jamboree Coordinate the Mite Jamboree with mandatory participation for all Mite/U8 teams Put together volunteer needs that are required to run the Mite jamboree Oversee the selection and ordering of T-shirts and awards for the end of the season jamboree5.5 End-of-Season Program Oversight Ensure End-of-Season HEP Assessments are performedAssist the Equipment Manager with the sign out of equipment, the gathering of deposits and thereturning of loaned association equipment.5.6 Role Reporting Requirements As-applicable: Provide Update on any ongoing program issues or member complaints As-applicable: Communicate periodic in-season updates of team results (W-L records, programdevelopments)6. TreasurerVoting: YesElected: Even YearsExemptions: Volunteering, FundraisingAttends Board Meeting: YesUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 9

6.1 Financial Administration Monitor PO Box and arena mailbox for bills and invoices.Work with all board members to process all fees and checks.Make all necessary deposits and transfers involving ERYHA accounts.Assist other board members in ensuring that all outstanding bills are paid.Set up and oversee payment plans as authorized by the boardCollects any and allWorks with collections agencies to submit6.2 Association Financial Oversight Oversee Association finances and maintain financial records.Work closely with accounting firm and present monthly reports to the boardProcess all invoices and pay bills, taxes and employees, including, but not limited to payrolltaxes, ice fees, insurance policies, licenses and license fees, Gambling Director and associationpurchases.Submit Non Profit status due every year 12/31Maintain communication with IRS and the State of Minnesota as needed.Ensure that reconciliation reports are sent to accountant for monthly reconciliation of Generaland Money Market accounts.Ensure and track payments for tournaments ERYHA hostsWork with accountant to ensure that all the needed information on paid persons is obtainedand processed to generate IRS 1099's when requiredObtain authorization if necessary of President or Vice President on outgoing payments, invoicepayments and/or documentsAssist the President with the budget setting process6.3 Assist with Awards & Scholarships Assist with the selection of candidate for Hardship Scholarship fundAssist with the selection of Twaddle and McLaughlin award winners6.4 Role Reporting Requirements As-applicable: Communicate Board to any unpredicted expenses or new year-over-yearexpenses Monthly Report: Check of General Fund checking account is performed and communicated tothe ERYHA board Monthly Report: Report monthly spending and budget update Annual Report: Provide registration summary to President, Vice President and Secretary forcompilation in Annual Report membership reportUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 10

7. SecretaryVoting: YesElected: Even YearsExemptions: Volunteering, FundraisingAttends Board Meeting: Yes7.1 General Administration Manage and maintain ERYHA meeting minutes and ongoing documents as necessaryCommunication via web & email to membership as needed by board members & our authorizedsolicitors (city of ER, ERHS, sponsors)Manage and maintain ERYHA office area and suppliesCoordinate Office Depot Net30 Acct, report invoices to Treasurer for paymentCoordinate Twaddle & McLaughlin applications/distribution & return to President for decisionmaking, coordinate trophies & work with Ice Arena & ERHS Hockey teams to present awardWebsite Webmaster Role Posts important communications to website Ongoing creation of registrations as needed for ERYHA Maintain Home Page, Teams and Resources sections on the ERYHA website7.2 Manage Tryout Administration Secures board member work area spaces, coordinates with arena Creates jersey number sheet and coordinates with Volunteer and Equipment Coordinators toassist with jersey assignment Prepares skater evaluation scoresheets and evaluator binders Manages player bench sheets and helps coordinate volunteer assignments Manages tryout score recordkeeping (electronic transcription) Posts final tryout pool players selections and team selections7.3 Manage Team Picture Night Organize and manage the process for all team pictures upon completion of tryouts.Coordinate the board’s selection of a photographer and/or renewal of the photographer’scontract renewal7.4 Association-wide Communication, Website Administration and Social Media Manages website security rightsUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 11

Manages All Member CommunicationsManages Social Media communication via website, Facebook, Twitter7.5 Manage Board Meeting Logistics Work with President to prepare monthly board meeting agendaDocument and type general and gambling board minutes, copy minutes to President for review,copy board members with minutes, provide website with minutes for association review andmaintain past and present board minutes.Maintain record of keys for ERYHA office located at the Elk River ArenaReserve meeting space for monthly board meetings and schedule and reserve space andclassrooms as needed7.6 Manage Tournament Administration Assists Treasurer in securing and managing payments for tournaments identified by leveldirectors8. Registration DirectorVoting: YesElected: Even YearsExemptions: Volunteering, FundraisingAttends Board Meeting: Yes8.1 Manage Player Online Registration Schedule registration dates and provide board members with these dates by the May meeting.Maintain Registration section on the ERYHA websiteCreate and configure NGIN online player registration in time for the for the May MeetingMaintain registration section on the ERYHA websiteProvide President, Vice President, and Level Directors with registered players and goalies at eachlevel prior to tryoutsAssist other board members with duties as they apply to the overall player registration process.Ensure compliance with NGIN player registration payment plans and send out reminders to familieswith delinquent accountsTrack unpaid balances for board reportingIn coordination with Rostering Coordinator, load all team rosters in websiteCommunicate Ice Fee signup process and ensure member signup complianceCreate and configure Team payments for the October MeetingEnsure compliance with Team fee registration payment plans and send out reminders to familieswith delinquent accountsEnsure President, Vice-President, Secretary, Treasurer, Fundraising, Volunteer and EquipmentUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 12

Coordinators have necessary access to annual ERYHA Player Registration with in sportsengine withlist and names of all registered players.8.2 Assist with Annual Budget Assist with the annual budget setting processPresents registration projections based on prior-season information8.3 Assist with Awards & Scholarships Assist with the selection of candidate for Hardship Scholarship fund8.4 Facilitate Travel Team Managers Meeting Oversee and manage the annual travel team manager’s meeting with the Rostering CoordinatorCoordinate with Secretary to secure meeting spacesCoordinate with Secretary to print and present the ERYHA Manager’s GuideCoordinate with Rostering Coordinator to deliver roster books to managersCoordinate with Equipment Director to turnover team equipment bagsCoordinate with Fundraising Coordinator to present any Personal or Team Fundraising opportunitiesto ream managers8.5 Monthly Reporting Requirements As-applicable: Any registration due dates/deadlines As-applicable: Communicate a high-level summary of any outstanding of overdue or unpaidbills/accounts (numbers, no names) Annual Report: Provide registration summary to President, Vice President and Secretary forcompilation in Annual Report membership report9. Fundraising DirectorVoting: YesElected: Odd YearsExemptions: Volunteering, FundraisingAttends Board Meeting: Yes9.1 General Fundraising Oversee and manage the association's fund-raising activitiesUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 13

Maintain Fundraising section on the ERYHA websiteAttend all registration dates and assist in the registration processSeek out and obtain team sponsors to offset the costs for all association teamsSeek out and obtain sponsors to offset the costs for all association membersEnsure fundraising and buyout information is up-to-date and correct in annual player registration9.2 Manage Annual Mandatory Fundraiser Organize and facilitate the mandatory fund-raiser (calendar raffle) for ERYHA and oversee thisprocessCreate and oversee profitable fund-raisers to help offset the costs of hockey for individual familiesSeek out, support and facilitate the use of national youth hockey sponsors as listed by MinnesotaHockey and USA Hockey9.3 Manage Personal Fundraiser Organize and facilitate personal fund-raiser for ERYHA members and oversee this processCoordinate with Registrar to present personal fundraising options to team managers at annualtravel team managers meeting9.4 Manage ERYHA Program Marketing Advertise hockey registration including, but not limited to emails to ERYHA members, ads in papersand announcements on the website.Promote youth hockey in the ERYHA community and be diligent in finding new ways to recruitplayers and get them registered.Provide lists or our membership data to partner programs such as Boys and Girls High School HockeyPrograms, Blue Line Club and City of Elk River to help market local programs of value to ourmembers9.5 Monthly Reporting Requirements As-applicable: Any fundraising due dates/deadlines As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollectedfundraising accounts (numbers, no names) Annual Report: Provide registration summary to President, Vice President and Secretary forcompilation in Annual Report membership report10. Rostering CoordinatorVoting: NoElected: AppointedExemptions: Volunteering, FundraisingUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 14

Attends Board Meeting: Yes10.1 Manage District Rostering Meetings Oversee the player registration process ensuring that all necessary forms and documentation arecollected and completedObtain team declarations from Level DirectorsEnsure Player and Coach USA Hockey Consent to Treat Forms are completed and collected fromevery playerEnsure SafeSport Training Requirements have been met for every rostered adult on a team (coaches& team manager)Provide Elk River Arena staff with team coach/manager contact informationProvide District 10 staff with the required team and coach contact informationEnsure that all coaches and managers attend the Mandatory District 10 meetingEnsure Proof of Age Verification (Birth Certificates) has been submitted and collected where neededEnsure President, Vice President, Secretary, Treasurer, Fundraising, Volunteer and EquipmentCoordinators have access to a master list of all players, coaches and managers, list of all players bylevel and a copy of all team rostersEnsure Level Directors have access to a list of all players, managers and coaches at their designatedlevels and a copy of all team rosters as the designated levelsProvide District 10 with any required information by posted deadlines.Communicate any redlined individuals (Coaches, Assistants, Managers) to President and VicePresident10.2 Manage Travel Team Preparation & Rostering Meeting (November) Prepare/Plan for any possible upper level team early rostering needsEnsure collection of all Travel Team Fees have taken place – any team with missing team feeregistrations should not be rosteredPrepare for District Travel Team Rostering MeetingAttend mandatory Roster Sign off meetings to get all travel team rosters signed by D10 – See D10Activity Schedule for date10.2 Manage Mite/U8/Jr Gold Travel Team Preparation & Rostering Meeting(December) Prepare for District Mite/U8/Jr Gold Rostering MeetingEnsure collection of all Mite/U8 Team Fees – any team with missing team fee registrations shouldnot be rosteredAttend mandatory Roster Sign off meetings to get all Mite/U8/Jr Gold rosters signed by D10 – SeeD10 Activity Schedule for date10.3 Monthly Reporting Requirements As-applicable: Any rostering due dates/deadlinesUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 15

As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollectedrostering information accounts (numbers, no names)11. Volunteer CoordinatorVoting: NoElected: AppointedExemptions: Volunteering, FundraisingAttends Board Meeting: Yes11.1 Manage ERYHA Volunteering Planning Manage the ERYHA volunteer contractPlan and work with board members to put together the annual volunteering hour estimate whichprojects the number of hours needed for special events, tournaments and other volunteeringfunctionsEnsure there will be enough volunteering opportunities available for familiesEnsure volunteering and buyout information is up-to-date and correct in annual player registration11.2 Manage ERYHA Volunteering Activities Obtain a list of all parents and players from the Rostering CoordinatorKeep record of all volunteer hours needed during the season to report to ERYHA board whilemaintaining record of all volunteer hours worked during the season.DIBS (in coordination with Secretary, set up volunteer page)Keep track of all deposit checks collected during registration in order to match hours worked at theend of the season for deposit.Be available be email or by phone to answer any questions from ERYHA membersCoordinate volunteer times for tryouts, tournaments and district playoffs for the association.Work with level directors, Fundraising, Equipment Manager, Registration and Secretary to getopportunities for volunteer times needed.11.3 Monthly Reporting Requirements As-applicable: Communicate a high-level progress summary volunteering hours (families complete,hours still outstanding, etc.) (numbers, no names)12. Equipment CoordinatorVoting: NoElected: AppointedExemptions: Volunteering, FundraisingUpdated 8/22/17Elk River Youth Hockey Association – Policies and Procedures Manual 16

Attends Board Meeting: Yes12.1 Manage Equipment Room Oversee the appointed Assistant Equipment Room ManagerOversee and maintain the ERYHA Equipment Room, keeping it clean and organized, maintainingdiligent record of all equipment and maintaining all equipment inventories.Oversee the process of removing old or unnecessary equipment from the stores and supervising thesale or disposal of such equipment.12.2 Mid-Season Equipment Needs Work with ERYHA coaches and team managers during the season ensuring teams have theequipment they need including jerseys, pucks and any other training aids12.3 Manage Annual Mite/Learn-To-Skate Equipment Loan Program Work with the Mite/LTS Director with the sign out and return of all team equipment and playerrental equipment.Work with the Mite/LTS Director in ensuring that all team and rental equipment is available and inworking order, making necessary repairs and ordering new equipment as needed.Oversee the upkeep and renting of equipment for the Mite program.Oversee the checkout and loaning of goalie equipment for the Mite program.12.4 Manage Team Equipment Handout and Collection Determine needed sizes and numbers of tryout jerseys and player socks and order these items.Maintain team jerseys and order new ones as needed.Maintain first aid kits for all ERYHA teams.Maintain coaches and managers bags for all ERYHA teams.Maintain hockey puck supply and order as needed.Maintain goalie equipment and goalie sticks and replace and repair these items as needed.12.5 Monthly Reporting Requirements As-applicable: Any new equipment, training aid need

Elk River Youth Hockey Association - Policies and Procedures Manual 6 Notify the general membership of the policy and procedure for coaches to apply and oversee this process Manages communication associated to any ERYHA Policy and Procedure manual in -season changes . 3.5 Manage Coaching Resources