REVISED June 16, 2007

PORT COLBORNE MINOR HOCKEY ASSOC. INC.

REGISTRATION POLICY AND PROCEDURES

MINOR PROGRAM

1.                  Port Colborne Minor Hockey Association Inc. is a member of the Ontario Minor Hockey Association, the Niagara District Hockey League, the Niagara District Local League, and may be a member of other league’s or groups, and will obey by all rules, regulations and policies of these organizations and their representatives as they apply.

2.                  Members of the Registration Committee will be the Secretary (Chairperson), Treasurer (Vice Chairperson), 2^nd Vice President (operations), the chair of the Hockey Program committee, other individuals as appointed by the Executive.

3.                  Any situations not covered by these policies will be resolved by the President and/ or 2^nd Vice President and is subject to ratification of the Executive.

4.                  Complaints regarding the registration process must be put in writing to the Secretary, who will bring it to the attention of the Registration Committee and or the Executive for appropriate action or response.

Participation

5.                  All players applying for registration with P.C.M.H.A. Inc. for the upcoming season are subject to acceptance by the 2^nd Vice President Minor Hockey Operations and chair of the Hockey Program Committee. (all decisions are subject to ratification of the Executive).

6.                  The President and or Executive reserves the right to refuse or terminate registration of any player at any time (President’s decisions are subject to ratification of the Executive).

7.                  Individuals are eligible to apply for registration as per Ontario Minor Hockey Association residence policies/rules under the following:

a)      Home Centre Residents:  Individuals which live within the boundaries of the City of Port Colborne

b)     Right of Choice: Area as outlined by the Ontario Minor Hockey Assoc.

c)      Non Residents:  Who live outside P.C.M.H.A. Inc. O.M.H.A. designated residential boundaries.  These individuals are restricted to house league play and may face other fee’s and or restrictions as per O.M.H.A. and or P.C.M.H.A. Inc. policies/rules.  These individuals may apply for registration at all dates (and receive applicable discounts) but will be accepted on a first come priority basis after the 10^th day of September providing space is available.

8.                  Players must register for his/her own age group.  A player may try out for the next older age group representative team as outlined in O.M.H.A. rules.  If this player is successful he/she will be responsible for any additional fees.  A house league player may request to play in the next older or younger age group.  Application must be made to the house league director explaining the rational for the move and is subject to the Hockey Program Committee Chair’s approval.  The House League Director at the request of the Executive’s Hockey Program Committee may move a player to the next older or younger age division.  In all cases the players will be credited or charged for any difference in fees.

9.                  The player/parent must provide all signatures, documents, payments, and any other information required by P.C.M.H.A. Inc. before their application for registration will be considered for approval.

10.              No player will be permitted to participate in any P.C.M.H.A. Inc. practice, game, or other function without being on the approved registration list.

Representative team TRYOUTS – and AAA

11.              Players trying out for AAA or Junior team(s) must register with P.C.M.H.A. Inc. and receive a try out form (see try out form policy).

12.              Players accepted to a AAA or Junior team will receive a full refund.

13.              Players trying out for P.C.M.H.A. Inc. must pre-pay the try-out fee or pay in cash before the try-out session (this applies to all players).

14.              Before any player will be accepted to a representative team the appropriate fee(s) must be paid (submitted) in full.  Post-dated cheques to be submitted by Oct 1^st to the Travel team convenor, or Treasurer.

FEES

15.              The Executive will at the recommendation of the Budget Committee set all fees pertaining to registration (including try out fees) no later than the 10^th day of July each year.

16.              The Executive will at the recommendation of the Registration Committee set three dates, times and locations in the month of July and August to accept applications for registration for the upcoming season, no later then the 10^th of June each year.

17.              The Executive will at the recommendation of the Registration Committee set one date, time and location in the month of September for late application for registration for the upcoming season no later than the 10^th day of July each year.

18.              The Executive at the recommendation of the Budget Committee will review and amend if necessary the following payment plan for the upcoming season prior to July 10^th each year.

Registration fees may be paid:

a)      In full at time application for registration is made.

b)     With post dated cheque of 50% the first Friday of September and 50% the first Friday in November submitted at time application for registration is made.

Representative team fees may be paid:

a)      in full at time of player selection.

b)     50% by Oct 1^st and 50% post dated cheque dated December 1^st.

Associated player fees must be paid

- in full at the time of player selection prior to Oct 1^st.

19.              To be eligible to pay by cheque the individual must be in good financial standing with P.C.M.H.A. Inc. (see no sufficient fund cheque policy as outlined in #34 -#38).  Individuals not in good financial standing are not eligible for payment plans and must pay by cash, money order or certified cheque at time of application for registration

LATE FEES AND DISOUNTS

20.              A late fee and or a discount for early application for registration will be administered at the discretion of the Executive.

21.              If for any medical reason a player must not continue playing for the remainder of the season (injury or otherwise), a refund based on the percentage of season played (October 1 to March 28) will be issued upon the parents request and written confirmation from the player’s doctor. NO refund after February 1^st of the season.  Appendix: TABLE A 

22.              If a player decides to discontinue participation in the program the following refund schedulewill apply (including representative (travel team) fees and respecting the amount paid either early registration fees, regular registration fees, late fee etc. as recorded on receipt).  This does not apply to situations outlined in other sections of this policy.

Prior to September 6th            100%

September 23%           90%

October 9^th                 80%

October 28^th               60%

November 18^th            40%

           December 30^th              20%

After December 30^th     Nil

Notification must be in writing from player/parent to the treasurer, refund will be set at the date written notification is received.  Refunds will not include any fund-raiser or tournament fees (fund-raisers are non refundable) but do include travel fees paid. Suspensions must be fully served before the refund date is set. 

23.              Any player registering after the start of the season will pay fees as set by the Executive and outlined in Appendix TABLE B.  (Registration plus late fee minus pro rated discount).

REGISTRATION PROCESS

24.              The Executive will at the recommendation of the Hockey Program committee set the maximum number of players accepted in each age division for the upcoming season prior to the 10^th of July each year. Players placed on a waiting list must be notified at time of registration. Players will be accepted on a first come priority (as per #7and #27).

Role of the secretary

25.              The Secretary will mail out to the players from the previous years registration list a newsletter with the following information:

-  dates, times and location of application for registration

-  information pertaining to the mail-in registration process

-  all information required from the player/parent

-  cost and payment plan

-  telephone number if any further information is required

Also a copy of this registration policy will be available at request.

26.              The Secretary will advertise (local newspapers, sign at arena, etc.;) in advance the date, times, and location of all the application for registrations including late application for registration.

27.              The Secretary will be responsible for ensuring all necessary information required for each applicant is compiled and entered onto the OMHA registration site. Members of the registration committee will mark each registration form with the date (year/month/day) and time (military time) of acceptance of each applicant to chronologically list applicants.

28.              The Secretary will enter and update the data on the OMHA registration website after each registration date for all registered players.  The data entry will include the players first and last name, address (including house number), municipality, postal code, telephone number, player identification number and date of birth. The secretary will provide upon request of an executive member, a printed list, divided in groups of year born and titled with the eligible division for the upcoming season (e.g. novice minor, atom major, juvenile major), and in alphabetical order.  The list will be dated and properly identified.  Also a similar list compiled with the P.C.M.H.A. Inc. players participating on AAA zone teams.

29.              The secretary will submit the complete registration list to the chair of the Hockey Program committee after each registration date for approval.  

Role of the Treasurer

30.              The Treasurer will ensure all payments are collected at registration, and will inform the executive (2^nd vice, house league director and travel team director) not to accept any applicant who has not completed the registration process and paid in full.

31.              The Treasurer will prepare and provide each applicant with a detailed receipt for payments received.  This receipt will include if payment was in cash or cheque, and if in cheque the name of the person holding the account, the date or dates.  Also which division and player(s) the payments apply to.

32.              At the October meeting, the Secretary will upon completion of registration provide the Executive with the approved registration list and any additions to or deletions from that list as they occur.

33.              At the October meeting, the Treasurer will provide a detailed summary of all funds collected at registration including the breakdown of registration monies, representative tryout fees collected, and travel fee collected and from then on, any updates as they occur.

Financial and Non Sufficient funds cheque policy

34.              First occurrence of a cheque returned from P.C.M.H.A. Inc. financial institution for reason of non sufficient funds the following action will be taken:

a)      The issuer will be notified by the Treasurer and must pay P.C.M.H.A. Inc. the full amount of the cheque plus a $25.00 charge.

b)     A second occurrence:

The individual will not be a person is good financial standing and therefore no cheque will be accepted without Executive approval (a minimum penalty of two years from the date of the last non sufficient fund cheque will be applied).

In all cases the $25.00 fee will be charged, and the payment must be made by cash, money order or certified cheque.  This policy applied to all payments made to P.C.M.H.A. Inc. from any individual for any reason.

35.              The Treasurer will notify the individual of the returned cheque and arrange for repayment.

36.              The Treasurer will notify the Executive of any outstanding amounts.  In such cases the Executive will set a due date and notify the individual involved in writing.  If payment is not received by this date all ice time will be removed for the player whom the payment was submitted and will be treated as a non-registered person until the matter is resolved to the satisfaction of the Executive.

37.              Prior to the upcoming season registration dates, the Treasurer will submit a list of all individuals who are financially not in good standing to the Executive, and any additions or adjustments as they occur.

38.              The Treasurer will not accept any payment by cheque from any individual who is not in good financial standing with P.C.M.H.A. Inc.

INJURED PLAYER refund table A

APPENDIX- TABLE B

Late registration FEES 

Late registration are pro rated registration cost to represented a portion of season ice use and the applicable portion of the overhead per player