FMMHA Policy and Directives

Our bylaws guide the board's operations and can only be changed by a majority vote at the AGM or a Special Meeting. As a member of Hockey Alberta, which is part of Hockey Canada, our bylaws align with those of Hockey Alberta to ensure consistency and uphold the standards of the sport.

• • Hockey Alberta Bylaws and regulations
  • Fort McMurray Minor Hockey Association
  • Wood Buffalo Ice Hockey Athletic Club
  • Wood Buffalo Competitive Hockey Development Society 

• Hockey Canada Insurance Program
• Insurance for Catholic Schools
• Insurance for Public Schools
• Insurance for Facilities are with the arenas and members should not need a copy.

Budget Line Items: All fundraising activities must be listed as separate line items in the budget. This allows for clear tracking and accountability of each fundraising initiative.

Fundraising Expenses: Any costs associated with fundraising, such as prizes or shipping, should be categorized under fundraising expenses. This ensures that all related expenditures are appropriately accounted for within the fundraising budget.

All proceeds from fundraising must be properly accounted for and can only be spent on the following team expenses:

• Ice Rental
• Referee Fees
• Dry-land Training
• Youth Development Programs
  • Specialized FMMHA Approved Vendors
• Tournament Entry Fees
  • Separate budget required
• Team Travel
  • Bus rental
• Food & Lodging
  • For players and team officials (not parents or family members)
• Program-Related Equipment & Supplies
• Accounting Expenses
  • Account charges, checks, etc.
• Clothing Items
  • Tracksuits, jackets, dry land gear, etc.

Proceeds from fundraising shall NOT be used for:

• Individual equipment retained by players or team officials at year-end
• Travel, meals, or lodging for parents and supporters (Parents may ride free on the bus if space is available)
• Admission to non-hockey-related events (e.g., NHL game tickets, movies)
• Reimbursement of excess team funds to parents at season's end (Excess funds are returned to minor hockey for volunteer appreciation, scholarships, and coach supplies)
• Gift cards for equipment, merchandise, or clothing stores

Approved Fundraising Activities

1. Collection of Refundable Bottles/Bottle Drive
   • Approval Process: No pre-approval needed
   • Team Maximums: No Maximum
   • Restrictions on Funds: No Restrictions
2. Sales of Grocery Certificates or Other Sales Programs (e.g., Purdy's)
   • Approval Process: No pre-approval needed
   • Team Maximums: No Maximum
   • Restrictions on Funds: No Restrictions
3. Volunteer Work for Financial Contributions (e.g., Delivery of Catalogues)
   • Approval Process: Written approval from Division Director
   • Team Maximums: No Maximum
   • Restrictions on Funds: No Restrictions
4. Raffles Under $20,000
   • Approval Process: As per AGLC requirements
   • Team Maximums: Maximum of $10,000 Profit
   • Restrictions on Funds: Must be used for hotel, bus costs, food/team building, development, tournament fees
5. 50/50 Raffles
   • Approval Process: As per AGLC requirements
   • Team Maximums: Maximum of $10,000 Profit
   • Restrictions on Funds: Must be used for hotel, bus costs, food/team building, development, tournament fees
6. Corporate Sponsorship
   • Approval Process: No pre-approval needed
   • Team Maximums: 25% of total expenses
   • Restrictions on Funds: Agreement with Sponsor
7. Pay to Play - Parent Contribution/Player Commitment Fees
   • Approval Process: No pre-approval needed if within FMMHA recommendations
   • Team Maximums: $250/player per season - must be agreed at parent meetings
   • Restrictions on Funds: No Restrictions
8. Volunteer Grants
   • Approval Process: Follow employer's approval processes
   • Team Maximums: All Teams – No maximums
   • Restrictions on Funds: Must be used for hotel, bus costs, food/team building, development, tournament fees
9. Bus Grants
   • Approval Process: Follow employer's approval processes
   • Team Maximums: All Teams - No maximums
   • Restrictions on Funds: Must be used for bus costs & accommodations for driver
10. Event Sales (e.g., Paint Night, Pub Nights)
    • Approval Process: Written approval from Division Director
    • Team Maximums: Maximum of $10,000 Profit
    • Restrictions on Funds: Must be used for hotel, bus costs, food/team building, development, tournament fees
11. Silent Auctions
    • Approval Process: Written approval from Division Director
    • Team Maximums: No Maximum
    • Restrictions on Funds: No solicitation of donations (Can accept from friends and families)
12. Donations
    • Approval Process: If at max sponsorship, written approval required from Division Director
    • Team Maximums: No Maximum
    • Restrictions on Funds: No solicitation of donations (Can accept from friends and families)

Raffles Guidelines

Teams can run individual raffles but must secure their own AGLC license and follow all guidelines precisely.

• 50/50 Raffles, Squares Raffles, and Raffles under $20,000 require specific AGLC reporting processes that must be followed by the team.
• These activities are the sole responsibility of each individual team and do not fall under the FMMHA AGLC accounts.
• The decision to submit AGLC paperwork indicates a team’s willingness to comply with AGLC requirements.
• The Raffle Chairperson identified in the AGLC paperwork will be the point of contact for AGLC follow-up requirements.

Application Steps:

1. Decision to Run a Raffle:
   • Team decides to run a raffle under the AGLC $20K and Less raffle terms and conditions.
2. Eligibility for Raffle License:
   • Team completes the Eligibility for Raffle License form:
     • Eligibility for Raffle Licence - $20,000 and Less
3. AGLC Approval:
   • AGLC approves the request and provides a short-term AGLC number.
   • This number expires on May 1 of each year, making it an annual process.
4. Operating Account:
   • Team uses their general operating account for raffle proceeds and expenses with appropriate tracking.
5. Reporting and Accountability:
   • Team is responsible for all reporting, account closing, and maintenance of applicable evidence for AGLC.

Raffles over $100,000 are reserved for use by FMMHA for program development and enhancements.

See AGLC for specific guidelines.

1. Acknowledgment and Understanding of Treasurer position:
   • Upon accepting the position of Team Treasurer, you acknowledge receipt of the relevant policies and agree to understand and adhere to them. Any questions or concerns should be directed to the Division Director.
   • Determine which bank account will be used for team funds and complete meeting minutes to set up any new accounts if necessary.
   • Request User name and password for team budget and file
2. Begin Budget Planning:
   • Facilitate a discussion with the coaching staff to determine the team’s budget requirements.
   • Complete the team budget template accordingly.
3. Parent Meeting:
   • Organize a meeting with parents to present the team budget and seek approval through a vote.
   • Complete notes and add to Team Budget google file.
4. Budget Submission:
   • Submit the finalized team budget and meeting minutes to the WBHL Finance Committee for review. This includes the WBHL Budget Chair, Division Director, VP Operations and VP Finance.
5. Budget Updates:
   • Update the budget as the season progresses, with a minimum of three updates per year. Suggested updates include after major fundraisers or tournaments.
   • Share these updates with parents and be available to respond to any requests.
6. Financial Management:
   • Follow proper financial procedures to ensure the security of team funds. Deposit all team revenues into the appropriate team accounts.
   • Document and maintain all expenses with original receipts (e.g., hotels, restaurants, bus companies, referees, equipment stores). Keep records up-to-date at all times.
7. Fundraising and Reporting:
   • Ensure compliance with association guidelines on fundraising and required reporting.
   • Complete and submit Raffle Reporting as required.
8. Final Report:
   • Submit a final budget closing report to the Budget Director, including all receipts and a copy of the email sent to parents and coaches with the final budget.
9. Responsibility for Shortfalls:
   • The team officials and members are responsible for any budget shortfalls. FMMHA will not cover losses. Any losses will be recouped from team officials, member payments, forfeiture of deposits (e.g., volunteer, jersey), or other available means.