The Role of Convenor

The Role of Convenor:

The Convenor is responsible for the daily operation of the house league program, ensuring compliance with KMHA directives, code of conduct and any applicable discipline and appeals decisions or ODMHA regulations. The Convenor takes direction from the VP of Hockey Programs.

The Convenor is expected to be available for both KMHA Executive meetings and Hockey Program meetings and be prepared to contribute to the management of the hockey program as a whole.

Before sort-outs:

The Convenor will receive the list of players from the KMHA Registrar in August and will begin preparing for sort-outs. In Atom through Midget a number of players will be removed from the house league list following competitive team try-outs. The Convenor will communicate with the players and their families to welcome them to the program, to describe the program, and to make them aware of the sort-out schedule. The Convenor should begin to recruit volunteers to help with the sort-out process, as many will be required.

Sort-outs:

The Convenor will use the ice allocated to determine the correct level for each house league player. For 2011-2012 this is anticipated to include 6 hours of ice over a 3 week period for each player (for IP this will be done in a single weekend of 2 hours per player). Week one is to establish tentative levels according to fundamental skills. Week two is to confirm the levels through inter-level exhibition games. Week three is to establish ability within each level to assist in balancing teams. To assist in the sort-out process the Convenor will select a group of volunteers to perform duties such as welcome desk helpers, on-ice help, and evaluators (convenors may provide coffee/juice/snacks for volunteers and submit receipts to the VP of Finance for re-imbursement – generally $100-150 is acceptable, but no alcohol). The Convenor may ensure the sort-outs are unbiased and fair. The Convenor will be expected to provide explanations to parents seeking to understand why their child has been placed at a certain level. Unresolved conversations can be escalated to the VP of Hockey Programs. Unreasonable complaints can also be directed to the VP of Hockey Programs, or to KMHA Discipline and Appeals. The Convenor will balance teams within each level to the best of their ability and not permit groups of players or other cliques to be a potentially create an imbalance.

After Sort-outs:

The Convenor will select a head coach for each team no sooner than the end of the second week of sort-outs. The Convenor will submit the list of coaches to the VP of Hockey Programs for verification. The Convenor will attempt to place qualified assistant coaches, trainers and managers on each team list, and ensure that head coach fills these positions. The Convenor will hold a coaches meeting with the VP of Hockey Programs in attendance to discuss the requirements and expectations of the season.

Other duties throughout the season:

The Convenor will allocate game and practice ice from the allotment given from the Ice Scheduler. Each team should have two appearances per week, though due to scheduling issues, teams may occasionally have one less or one more, but should average two. The Convenor will ensure that unfavourable ice is equally distributed to all teams over the course of the season. Unless otherwise indicated, the Convenor is responsible for the regular season and playoff game schedule for their teams. The Convenor will also maintain and have an avenue to publish up-to-date standings for each division.
The Convenor will ensure that games sheets are completed correctly, and review and monitor game sheets for bench penalties and major penalties, ensuring there are no negative trends in any team.
The Convenor will ensure each team is making use of their TeamPages site (essential due to KMHA use of TeamPages for league wide communication), and keeping the schedule and stats current and up to date.
The Convenor will arrange with equipment manager for equipment pick-up for each team.
The Convenor will ensure rosters are completed fully and submitted on time to the KMHA Registrar.
The Convenor will ensure each team completes a budget according to the guidelines from the VP Finance, and verify that updates are shared with the VP Finance and all parents for each team according to a pre-determined schedule.
The Convenor will ensure that all team officials requiring course certification (coach stream, trainer1, speak out, etc) complete the courses early in the season.
The Convenor will support and help administer KMHA programs such as player and coach development programs, player affiliation, coach mentorship, coach surveys, etc
The Convenor will be the second escalation step for any team issues raised by a player, parent or coach, after the head coach / parent step, and will forward any unresolved issues to the VP Hockey Programs.
The Convenor will schedule and ensure coaches attend occasional meetings for head coaches, and will be available to answer questions and otherwise assist coaches understand their role and deliver the appropriate program to their players.
The Convenor will communicate with all of their teams on a continual basis throughout the season to ensure that all players, families and team officials have a positive, enjoyable experience to the best of our ability.

Season end:

The convenor will ensure that all equipment is returned, bank accounts closed, and any other year-end wrap-up duties are performed.

The Convenor should document the season in terms of process and scoring used for sort-outs, and any other information that would assist volunteers that will be in the same Convenor role. The information is the property of KMHA and should be recorded.

The Convenor will select a coach of the year for each level, and one volunteer of the year for their division, and prepare a summary of the season to the VP Hockey Programs prior to the Annual General Meeting.

Some Comments:

The time commitment for the Convenor peaks in late August through the end of September, and is very significant. After that time, once the teams are formed and running smoothly, the time commitment of the Convenor remains steady as the Convenor remains involved, but is not nearly as busy as the start of the year.

The Convenor may choose, and is strongly encouraged to select assistants to manage various aspects of the role of Convenor, such as scheduling, affiliation, mentoring, etc.