Blackfoot Hockey Association

Tips for Treasurers

Blackfoot Hockey Association's Bylaws and Procedures call for Team Funds to be controlled by a "committee" of at least one team official and one responsible team parent.

These individuals are required to submit a written financial statement to Blackfoot Hockey Association, through its' Treasurer, twice a season - once as of December 31st of the current season and once following the end of team affairs, no later than May 31st - which is the formal BHA year end for Societies Act purposes.

To meet the foregoing requirement, it is critical that team's elect or appoint a Team Treasurer as soon as practical and also find another team parent to act as a JOINT signing officer on the team bank account. Should your bank of choice require a formal letter of introduction, this may be obtained via email to treasurer@blackfoothockey.com

Do's

Open your bank account in the designated team name

e.g. Blackfoot Hitmen Chiefs (White), Blackfoot Peewee Hawks

Blackfoot Bantam Eagles

Be sure to add the playing year to the team name when applying for a raffle or 50-50 license from Alberta Gaming e.g. Blackfoot Atom Braves 2010-2011.

Deposit and pay all team funds through the bank account and maintain a record in the same way you would a personal cheque book.

Obtain both a Hockey Calgary Special Event Sanction and an Alberta Gaming License for all team raffles and 50-50s. Most team “fundraisers” will require the Hockey Calgary form but maybe not the Alberta Gaming one e.g. silent auctions, bottle drives. Note: Blackfoot Hockey Association does not consider internal raffles for alcohol of any kind appropriate for a youth sports’ team

Ensure that all donations to the team for more than $100.00 from any one donor are reported to the Blackfoot Treasurer so that proper acknowledgement or recognition can be arranged on the website. Please remember Blackfoot Hockey Association is not a registered charity so donations to it or its teams are generally NOT tax deductible. If the team offers advertising in some fashion to the donor (“bum bars”, shoulder patches, tournament program ad, etc), a letter can be issued by the TEAM acknowledging the advertising payment which then does make it deductible for business purposes. Always advise the donor to consult with their accountant on this.

Complete the Referees Chit Sheet when paying referees in Hitmen, Atom and lower Pee Wee where Blackfoot community refs and linesmen are utilized. Click HERE to download a copy of the form.

These should be turned into the Blackfoot Treasurer for reimbursement of seeding and league games only.

Prepare the "income and expense" statement which has to be turned in twice yearly to Blackfoot. Click HERE to download a sample of a team financial statement. It is a good idea to start this statement right away so that it is also available for team parent meetings, etc. The statements sent to Blackfoot must be signed by the Team Treasurer and at least one other team parent outside her/his household but it is not a bad idea to have all parents sign the original copies.

A more detailed excel spread sheet can be kept to help you keep track of day to day expenses.

Click HERE for a sample of an excel team template.

Click HERE for a sample of an excel team financial statement.

Remember to submit your "Final" season end statement to the Blackfoot Treasurer. You will not receive your $500.00 ($300.00 for TimBits) Equipment Deposit refund until you do.

Contact the Blackfoot Office Manager for Blackfoot Hockey pins, these items are not free to teams but they are inexpensive.

Contact the Blackfoot Treasurer should you have any questions or problems dealing with the financial side of team affairs: treasurer@blackfoothockey.com

Don'ts

Pay out cash if you can possibly avoid it. If you do, ensure you get a receipt from the party paid. It is important for your records and protection. All stationery stores carry inexpensive receipt books.

Conduct raffles or fundraisers as a team without first ensuring you have the Hockey Calgary Special Event Sanction and, if necessary, Alberta Gaming license. "Illegal" or unlicensed fundraising could jeopardize the gaming licenses sought by other teams and Blackfoot, itself, each year. If in doubt, the matter should be referred to the Blackfoot Treasurer or Board of Directors.

Accept cash without giving a receipt so that you are always clear on who gave you what and what for.

Involve Coach or Assistants in the financial management of the team as they are busy enough.

FLAMES FINANCIAL ASSISTANCE PROGRAM

Thanks largely to the support our title sponsor - the Calgary Flames Hockey Club - Hockey Calgary has given away more than $500,000 to 1,438 children from economically disadvantaged families in Calgary since 1998.

To apply for financial assistance, click here. Please note the form MUST be completed in full and all supporting documentation must be attached or the application will be returned. Once the applicant has completed all relevant sections, the form should be given to a representative from the Association they are registering with - they will complete their section and submit it to Hockey Calgary.

Hockey Calgary would like to acknowledge the following for their continued support of this program:

Calgary Flames Hockey Club

MHAC Charity Golf Tournament

KidSport Calgary

Calgary 55+ Hockey Association

For the Junior category only, the Junior Chiefs do not require a travel permit for games played in Airdrie.

Oct 4, 2005 update:
Any person can request a travel permit using the web form available on the MHAC website link below.

After supplying all the necessary informatin and clicking SUBMIT, the following message appears on the screen:

"Thank you for your submission. Your Travel Permit will follow by email. This permit may be revoked at the discretion or your hockey association or any MHAC official in the event game sheets from previously issued Travel Permits have not been received in a timely manner or due to disciplinary or team conduct issues."

A copy of the Travel permit is sent electronically to the email address provided by ther person requesting the permit. A copy is also sent to MHAC. The permit is also sent to the Association President, the Association Ice Scheduler, the appropriate MHAC Director and the Divisional League Chairperson. It is the League Chairperson's responsibility to follow up on the game sheet submissions.

Click here for a link to MHAC's web site for a copy of a travel permit.

You will need Adobe Acrobat Reader to read this file. Click here for a free copy of Reader

Acadia Recreation Center Public Address system for Tournaments
If you are planning a tournament at the Acadia Recreation Centre please feel free to use the public address system. The

system ownership is shared with the Buffalos, the BHA and the ARC. It is for our use.

However, we would ask that the person who will be announcing and controlling the system, from the host team, contact ROSS or CRAIG at the ARC 255-1252, ahead of the tournament, to set a time when they can come in for instructions on its use. This is an expensive system and proper care and use will ensure that it will benefit all teams over the long term. Thank you.

“An individual is considered to be displaying unacceptable behaviour if they are verbally or physically harassing and/or abusing a game participant (player, coach or official).”

Please submit the completed form to the Blackfoot Hockey Association or the MHAC office as follows

MINOR HOCKEY ASSOCIATION OF CALGARY
fax: 228-0578, Email: mhac@hockeycalgary.com, Mail: 1711 10 Ave S.W. Calgary T3C 0K1

BLACKFOOT HOCKEY ASSOCIATION
fax: 252-6253 Email: bhainfo@telus.net Mail: 240 90 Ave S.E. Calgary T2J 6P6

Any complaints regarding referees' calls or other "on-ice" issues are not considered “Turning Point” incidents and will not be investigated by the BHA Turning Point Coordinator. Complaints regarding referees' calls or other "on-ice" issues should be directed to the Central Zone Referee Association or to the Minor Hockey Association of Calgary.

Note: If a Turning Point report is submitted directly to MHAC, the MHAC will forward it to the BHA for resolution. The BHA may want the MHAC to be involved, at their discretion.

TURNING POINT INCIDENT REPORT FORM (pdf format) click here

FORMS