Policies

POLICIES OF THE EVERETT YOUTH HOCKEY BOOSTER CLUB

 

POLICY I – Not Available at this time

POLICY II – Hardship Requests for "Tuition" Assistance

1. Purpose: The purpose of this policy is to provide for a means by which individuals and families may apply to the Everett Youth Hockey Booster Club (EYHBC) for tuition assistance to pay for, based upon availability, in full, or in part, for funds to cover the cost of Everett Youth Hockey (EYH).

2. Applicability: This rule is intended as a means for EYHBC member families and individuals who would like to apply to register or are registered for Everett Youth Hockey, EYH Teams, be it Recreational, Tier, or Select.

This in no way is a guarantee.  Funds may only be disbursed if available.

3. Definitions:

A. Qualifying Organization: all Everett Youth Hockey, EYH Teams, regardless of the level, be it Recreational, Tier, or Select.

B. Tuition Assistance Awards:
Recreational up to $960
Tier II up to $1440
Tier I up to $1920
…based upon articulated need and pending fund availability

C. Complete email correspondence: Includes from, to, date, time, subject, and a conclusion. 

D. Urgent Request: Means a request that is received by the EYHBC Director prior to the next regularly scheduled board meeting but the resources requested are needed prior to that board meeting.

E. Letter of Application:

1]A Letter, from an individual or family of a registered player or player who hopes to register with Everett Youth Hockey for either a full season, addressed to the Everett Youth Hockey Board of Trustees requesting tuition assistance. This letter shall be written on the application form.

2] The letter should state:

a. why tuition employment is requested

b. any extenuating circumstances

c. what part, if any, the applicant intends to pay of tuition

d. an agreement to provide EYHBC with, at minimum of 25 hours of “service” by a family member in a hockey season [August-March]

e. past hockey history either here or in another association and how present financial circumstances jeaporadize continued involvement in the game of hockey.

3] Applicants may, BUT ARE NOT REQUIRED TO, provide accompanying documentation of financial need to include:

a. statements from Employment Security

b. bank statements

c. income tax statements

d. paycheck stubs from employers

e. any other documents the applicant sees as supportive of his/her/their request.

f. Medicade slips

If applicants choose to submit personal documentation they MUST redact personal information such as dates of birth, social security numbers, bank account numbers, and other personal identifying information. The intent here is to show need, not to infringe upon privacy. All such information will be kept confidential.

F. Reasonable means that which a reasonable person would find acceptable.  The EYHBC Board of Trustees shall decide at the end of the application period.

G. Application Periods:

            a. June 1-September 15

H. Applicants must be EYHBC members.

4. Policy

A. It is the policy of the EYHBC that all requests for Tuition Assistance from all applicants and intended applicants of Everett Youth Hockey and EYH Teams, regardless of the level, be it Recreational, Tier, or Select must be in writing and made in a timely fashion during the application period.

B. Complete email correspondence is considered “in writing.”

C. All requests so made will be considered by at least a quorum of the full board of EYHBC.

D. EYHBC Board will normally act upon such requests at the next regularly scheduled board meeting.

E. If the request is “urgent” the EYHBC Board may act upon the request via email.

F. If the Urgent Request is acted upon via email the email correspondence must be maintained and added to the minutes of the next board meeting.

G. While it is understood that hockey players often attend camps, schools, clinics, etc. it is the intention of the EYHBC Board of Trustees that “Tuition” for Hockey itself should come first.  It is expected that families applying for “tuition assistance” will exhaust whatever financial resources they can devote to tuition first prior to their application for tuition assistance.  Families’ individuals who may have expended resources on other hockey related activities may be questioned by the board, either by mail, email, or in person to explain their expenditures or how their circumstances have changed since expenditure of resources within a reasonable timeframe.

H. The board will decide if the request is “reasonable”. Reasonable requests should normally be granted.

I. Denied requests will be documented in writing.

J. Upon being awarded Tuition Assistance the applicant is committing to 25 hours of volunteer service to the EYHBC.

K. If volunteer hours are not worked; applicant is not eligible for Tuition Assistance in the future.

5. Procedure

A. Any applicant or intended applicant of Everett Youth Hockey regardless of the level, be it Recreational, Tier, or Select may make requests of the EYHBC in accordance with the policy as set forth above.

B. The Board of Trustees will consider all such requests at the next regularly scheduled board meeting or by email [as set forth above]

C. In the event the Board of Trustees rejects a request for resources the Board shall notify the requestor of its decision, in writing, at least.

D. Requests shall be made between June 1 and September 15.

E. Applicants may make application for part tuition if such is all is needed for assistance:

            a. example, applicant can pay for ¼, ½, 1/3, etc, of the year’s "tuition"

I. Other unplanned situations or eventualities

6. Availability of Funds:

a. Funds must exist in the designated “Tuition Assistance” account of the EYHBC.  No funds, no tuition assistance.

b. The Tuition Assistance funds will be funded at the discretion of the EYHBC Board of Trustees.

7. Payment of Funds:

a. Tuition Assistance funds awarded will be paid directly to Everett Youth Hockey by the EYHBC.

b. Payments will be made in 3 installments to EYH.

i. Installments will be made at the EYHBC’s discretion and completed by December 31 unless extended in mutual agreement with EYH.

c. Tuition Assistance funds can be with held or canceled if volunteer hours to the EYHBC are not being worked.

i. If volunteer opportunities are not available; this situation will be taken into account

8. Volunteer Hours:

a. 25 volunteer hours are mandatory upon receiving tuition assistance.

b. Volunteer hours must be at an EYHBC event or an agreed upon, in writing, event.

i. Coaching or managing a team. Volunteer hours at EYH events or tournaments do not satisfy the volunteer hours requirement.

ii. Working the 50/50 at Everett Silvertips games does not satisfy the volunteer hours requirement.

c. Family members can work towards the required volunteer hours

d. During volunteering the expectation is to put forth full effort for the event. The EYHBC reserves the right to dismiss volunteers who are not putting forth the effort or presenting themselves in a manner that is expected without credit for their volunteer hours.

POLICY III – Funding the Scholarship Fund

As of June 30 each year, the close of EYHBC’s fiscal year, 15% of net funds will be transferred to the scholarship fund.

100% of all funds obtained specifically for the Scholarship Fund or if the Everett Youth Hockey Booster Club is instructed by a donor that the money is for the Scholarship Fund, shall be used only for the Scholarship Fund.

 

POLICY IV – Hardship Equipment Purchases

Not available at this time

 

POLICY V – EYHBC Membership (Membership committee)

Please see the Join page for details - http://eyhbc.org/join/index/

 

POLICY VI – Business Sponsorships (Sponsorship committee)

 

Hall of Fame ($2,000)

  • Logo on all "Walkers" used at the Comcast Community Ice Rink
  • Logo on dasher board of the CCIR with other sponsors
  • Table sponsorship (1) at EYHBC annual dinner and auction
  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • 1/4 page ad in the player program
  • Two (2) business card ads in the player program
  • Business card ad in dinner and auction program
  • Plaque to display at sponsor’s business

All-Star ($1,500)

  • Logo on ten (10) "Walkers" used at the Comcast Community Ice Rink
  • Logo on dasher board of the CCIR with other sponsors
  • Table sponsorship (1) at EYHBC annual dinner and auction
  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to their business web site
  • Two (2) business card ads in the player program
  • Business card ad in the dinner and auction program
  • Plaque to display at sponsor’s business

Hat Trick ($1,000)

  • Logo on five (5) "Walkers" used at the Comcast Community Ice Rink
  • Logo on dasher board of the CCIR with other sponsors
  • Logo on "Support Our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • Two (2) business card ads in player program
  • Business card ad in the dinner and auction program
  • Plaque to display at sponsor’s business

Goal! ($750)

  • Logo on dasher board of the CCIR with other sponsors
  • Logo on "Support Our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • Business card ad in the player program
  • Business card ad in the dinner and auction program
  • Plaque to display at sponsor’s business

Assist ($500)

  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • Business card ad in the player program
  • Plaque to display at sponsor’s business

 

POLICY VII – Corporate Sponsorships (Sponsorship committee)

 

Ultimate EYHBC Sponsor - $10,000

  • Headline display at the EYHBC annual dinner and auction with a 6’ banner of your logo
  • Logo on marquee on Comcast Arena as a sponsor for the EYHBC annual dinner and auction two weeks prior to event
  • 8' Logo ad on dasher board at the Comcast Community Ice Rink
  • Logo on all "Walkers" used at the Comcast Community Ice Rink
  • Ten table sponsorships (10) at EYHBC annual dinner and auction
  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Ad on front page of EYHBC.org with link to company web site
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • Full page ad in player program
  • Two (2) business card ads in the player program
  • Full page ad in the dinner and auction program
  • Two (2) business card ads in dinner and auction program
  • Plaque to display at sponsor’s business

Platinum - $5,000

  • 4' Logo ad on dasher board at the Comcast Community Ice Rink
  • Logo on all "Walkers" used at the Comcast Community Ice Rink
  • Five table sponsorships (5) at EYHBC annual dinner and auction
  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Ad on front page of EYHBC.org with link to company web site
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • 3/4 page ad in player program
  • Two (2) business card ads in the player program
  • 1/2 page ad in the dinner and auction program
  • Two (2) business card ads in dinner and auction program
  • Plaque to display at sponsor’s business

Gold - $3,500

  • 4' Logo ad on dasher board at the Comcast Community Ice Rink
  • Logo on all "Walkers" used at the Comcast Community Ice Rink
  • Two table sponsorships (2) at EYHBC annual dinner and auction
  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • 1/2 page ad in the player program
  • Two (2) business card ads in the player program
  • Business card ad in dinner and auction program
  • Plaque to display at sponsor’s business

Silver - $2,500

  • Logo on all "Walkers" used at the Comcast Community Ice Rink
  • Logo on dasher board of the CCIR with other sponsors
  • Two table sponsorships (2) at EYHBC annual dinner and auction
  • Logo on "Support our Sponsors" banner in the Comcast Community Ice Rink
  • Logo on sponsor page of eyhbc.org with link to your business web site
  • 1/4 page ad in the player program
  • Two (2) business card ads in the player program
  • Business card ad in dinner and auction program
  • Plaque to display at sponsor’s business

 

 

POLICY VIII – P.A.S.S. Program (Academics committee)

P.A.S.S.(Players Achieving Scholastic Success) is an academic program with the idea of motivating, recognizing and rewarding Everett Youth Hockey players who have excelled in the classroom.   

The P.A.S.S. program is open to all Everett Youth Hockey players who are members of EYHBC and meet the requirements of the program. There are two levels that you may qualify for with your dedication to education.

Scholar Athlete:  All EYH players who qualify for the P.A.S.S program will be recognized by name on EYHBC.org, awarded a certificate, receive a small gift and be entered in a drawing for a prize.

Scholar Athlete of the Month:  All EYH players who qualify for the Scholar Athlete of the Monthprogram will be recognized on the front page of EYHBC.org with Photo and Biography. In addition the player will receive a Scholar Athlete of the Month plaque and be entered in a drawing at the end of the season with a grand prize of a Silvertips camp scholarship.  Each Scholar Athleteof the Month will win something.
 

 

Qualification Criteria

  • Must be a registered player of EYH
  • Must be a member of EYHBC
  • Minimum of a 3.00 GPA
  • Minimum of 3.60 GPA to qualify for the Scholar Athlete of the Month
  • Report cards will be the determining factor for a GPA
  • Weighted grades for advanced courses at all levels are allowed
  • An additional .5 will be added to a grade for an Honors Course
  • An additional 1.0 will be added to a grade for an Advance Placement or College Level course.
  • Elementary students who are being taught at a higher level will be taken under consideration by the EYHBC Academic Committee. Please submit documentation from the student's instructor.
  • Qualifying grades will be grades that mirror the EYH season
  • All grades during the season are utilized to calculate the GPA
  • Student athletes that receive an Incomplete, an “F” or any failing grade, at anytime during the season, are not eligible for the program that year.
  •  
  • If your schooling situation does not provide the grading information required, then please submit to EYHBC for review.
  • Review of grades will be done in private and will remain confidential

 

How to calculate your GPA

Four point grading system        Letter Grading System

A+   4.333                                            E     4.0

A     4.000                                            S+   3.667

A-    3.667                                            S     3.0

B+   3.333                                            S-    2.0   

B     3.000                                            NC     0

B-    2.667                                            N        0          

C+   2.333                                       NumberGrading System                                 

C     2.000                                            4     4.0

C-    1.667                                            3     3.0

D+   1.333                                            2     2.0

D     1.000                                            1     1.0

D-    0.666                                            0     0.0

F      0.000

POLICY IX – Volunteering for EYHBC

Everyone is welcome to volunteer their time to the Everett Youth Hockey Booster Club. Preferred volunteers will be actual members of EYHBC who are paid in full and in good standing. These people will be given first priority to volunteering their time. If a non-member would like to volunteer their time they absolutely must sign a waiver form prior to doing any type of volunteer work for the Everett Youth Hockey Booster Club.

POLICY X - Non-Cash Gift Acceptance

The Everett Youth Hockey Booster Club will accept contributions of unrestricted gifts, and gifts for specific programs and purposes, provided that such gifts are not inconsistent with the Everett Youth Hockey Booster Club’s stated mission, purposes, and priorities. The Organization will not accept gifts that are too restrictive in purpose. Gifts that are too restrictive are those that violate the terms of the corporate Mission Statement, gifts that are too difficult or costly to administer, or gifts that are for purposes outside the mission of the Organization. The Board of Trustees shall make all final decisions on the restrictive nature of a gift, and its acceptance or refusal.

Acceptable contributions of real property; conservation easements; closely held securities; intellectual property such as patents, trademarks, and copyrights; works of music or art; licenses; royalties; automobiles, boats, planes, or other vehicles; or collectibles of any type should be converted to cash at The Board of Trustees' earliest convenience.

Gifts of real estate, personal property, equipment and other in-kind items will be assessed at fair market value (FMV).  Documentation of gifts at FMV must be provided to comply with IRS rules and guidelines and to insure accurate records and asset control. The donor should furnish the fair market value of a non-cash gift. For gifts valued at $5,000 or higher a written certification by a qualified appraiser may be required in accordance with IRS regulations (Form 8283).
 

POLICY XI - Confilct of Interest

Whenever a member of the Board of Trustees or officer has a financial or personal interest in any matter coming before the Board of Trustees, the board shall ensure that:

The interest of such Board of Trustee(s) member is fully disclosed to the Board of Trustees.

No interested officer or Board of Trustees member may vote or lobby on the matter or be counted in determining the existence of a quorum at the meeting of the Board of Trustees, for the vote in question, at which such matter is voted upon.

Any transaction in which a Board of Trustees member or officer has a financial or personal interest shall be duly approved by members of the Board of Trustees not so interested or connected as being in the best interests of the organization.

Payments to the interested officer or Board of Trustees member shall be reasonable and shall not exceed fair market value.

The minutes of meetings at which such votes are taken shall record such disclosure, abstention, and rationale for approval.

 

POLICY XII - Requests for Resources

1. Purpose:  The purpose of this policy is to provide for a means by which organizations identified by EYHBC as qualifying may make requests of Resources to EYHBC.

2. Applicability:  This rule is intended for all Everett Youth Hockey, EYH Teams, and Coaches regardless of the level, be it House, Tier, or Select.

3. Definitions:

A.  Qualifying Organization: all Everett Youth Hockey, EYH Teams, and Coaches regardless of the level, be it House, Tier, or Select.
B. Resources:  Money, equipment, equipage, manpower, materials, or any other specific item requested.
C. Complete email correspondence: Includes from, to, date, time , subject, and a conclusion.
D. Urgent Request: Means a request that is received by the EYHBC Director prior to the next regularly scheduled board meeting but the resources requested are needed prior to that board meeting.

4. Policy

A. It is the policy of EYHBC that all requests for resources from all Everett Youth Hockey, EYH Teams, and Coaches regardless of the level, be it House, Tier, or Select must be in writing and made in a timely fashion.
B. Complete email correspondence is considered “in writing.”
C. EYHBC Board will normally act upon such requests at the next regularly scheduled board meeting.
D. If the request is “urgent” the EYHBC Board may act upon the request via email.
E. If the Urgent Request is acted upon via email the email correspondence must be maintained and added to the minutes of the next board meeting.

4. Procedure

A. Any Everett Youth Hockey, EYH Teams, and Coaches regardless of the level, be it House, Tier, or Select may make requests of EYHBC in accordance with the policy as set forth above.
B. In the event the board rejects a request for resources the board shall notify the requestor of its decision, in writing, at least.

 

POLICY XIII - EYHBC 50/50 Policy

1. Purpose:   This policy is intended to establish guidelines for the Administration of the 50/50 Raffle by the EYHBC at Everett Silvertips Hockey Games.

2. Applicability:  This Policy is intended for the EYHBC, all EYH Teams and Coaches regardless of the level, be it House, Tier, or Select, and all EYHBC members involved in the Administration of the 50/50 Raffle.

3. Definitions:

A. 50/50 Administrator: Individual appointed by the EYHBC Board to oversee and execute the Administration of the 50/50 Raffle on behalf of the EYHBC.

B. 50/50 Administrative Assistants:  Appointed by 50/50 Administrator.  50/50 Administrator may delegate powers to these people.  There may be no more than 2 such assistants at each time. 

C. Team:  Any Everett Youth Hockey Team

D. Other Entity: Any group or group of individuals granted permission to participate in the 50/50 Raffle Program [allied groups, other charitable groups] “For Profit” groups and individuals are not eligible.

E. Event: Any event in which 50/50 Raffle Tickets are sold.

 

4. Policy

A. 50/50 Administrator

1. 50/50 Administrator [Hereafter known as Admin] will be appointed by the EYHBC Board.

2. Termination:

a. The Admin may be relieved by the EYHBC Board of his/her duties with no notice given, but must be compensated for the next two games or the equivalent, upon relief/termination if no notice is given.  [If the admin is relieved of duties they get paid for two games more.  If they are relieved with no notice after the last game of the season they still get paid for two games.]

b. The Admin should be given two weeks notice in writing or by email prior to termination.

3. Responsibilities:

a. The Admin is responsible for the Administration of the 50/50 Raffle and for adherence to this policy by those compensated by the EYHBC Board.

b. The Admin must report to the EYHBC Treasurer the total receipts and disbursements to all parties within 24 hours of each 50/50 event.

c. The Admin is responsible to see that all parties with legitimate claims to 50/50 proceeds receive their proper disbursements. 

4. Compensation:

a. The Admin and his/her assistants will be paid for working each game by the EYHBC Treasurer and shall not be compensated from the direct receipts taken in.

b. The Admin will be compensated $200 per event. 

c. Up to 1 assistant may be compensated $125 per event.

5. Authority: 

a. The Admin is empowered to legally and economically make the 50/50 Raffle work and be profitable. To that end he/she may make decisions on how the 50/50 Raffle is executed to include promotions, work assignments, date assignments to participating teams, and all other such powers as to make the 50/50 Raffle economically viable. 

6. Accountability:

a. The Admin is accountable to the EYHBC Board.

b. The Admin will make themselves available and regularly report to the EYHBC Treasurer on the progress of program.

c. The Admin may exercise the powers listed in A.5.a without first seeking the approval of the EYHBC Board

d. The Admin is encouraged to consult and inform the EYHBC on reasonably important matters of program execution.

7. Intent of Section:

a. It is the intent of this section that the EYHBC Board Oversee the Admin, however the EYHBC Board should not “Micro-manage” the Admin.  The Admin will plan and execute the program and report on its progress to the EYHBC Board. 

 

B.  Team and Other Entity Participation:

1. All EYH Teams formed prior to 10-14-2013 are eligible to participate.  Allied Teams are also eligible.

a. Team manager has until 15 days before assigned game to submit roster to the 50/50 Admin or Assistant. “Fill in” players will be assigned if unable to reach 12 sellers/players and 12 supervisors/parents. Once filled in players are assigned they will not be removed

i. This is due to the fact that a guest list needs to be submitted to the Silvertips for guest services to allow entry into game, teams can trade dates if needed, but must be done 15 days before assigned game

2. Each Team choosing to participate in the program will be awarded at least one game date in which they may participate.

a. The team will be notified of their games at least 30 days in advance of the event. 

b. EYHBC will attempt to schedule all events well before the 15 day time period to submit names of parents and players.

c. Game dates may be traded as long as interference does not interfere with the submission of seller/supervisor name submittal dates.

d. Playoff games will be staffed at EYHBC’s discretion.

3.   All “Tier Teams,” and “C” Teams may all participate.  EYHBC may also be awarded dates but only after each team may be awarded at least 1 event.                                   

4. If a team opts out of participating in the fundraiser, that game will be forfeited to the EYHBC and distributed at the EYHBC’s discretion

5. Disbursement to Teams:

a. Each participating team will establish a sub-account within EYHBC.

b. The Team’s share of the event’s proceeds shall be deposited into this account. 

c. Should there be an event where a member of one team is assisting a different team; the fraction of that participant’s share will be deposited into his team’s account.

i. Ted volunteers to help Ben’s team out at a weekend game.  Ted is 1 of 12 participants that night.  Ted’s share is 1/12 of the team’s take.  His 1/12th is deposited into his team’s account.

6.  Parental Participation:

 

a. Each team participating should provide at least 12 player and 12 parents. 

b. Groups selling tickets should be 1 parent and 1 player working together as a pair.  

c. Departure from this formula will be at the discretion of the Administrator. 

7.  Conduct while at game:

a. 50/50 fund raising events requires the utmost professionalism and asks kids are supervised at all times and are dressed in clean non tattered clothing. All are required to wear nice shoes, pants and shirts. Collared is preferred. No track suits, tattered clothes, clothes with holes in them or hats are allowed.

b. Players and Parents need to arrive at the specified time designated for their particular date (for training, direction etc) If  late, without notice, a fill in will be assigned to fill vacant spot, once the  spot is filled it will not be rescinded.
 
c. Players and Parents working the event that night may not purchase tickets during the event they are working.
 

C. Disbursements:

1. Order of Disbursements: 50/50 funds will be disbursed in the following order of priority:

a. 50/50 Winner for the night in question

b. Any fees, rents, or other agreed upon claims by renting facility or Everett Silvertips

c. The Team, teams, or other group that has “worked” that event

d. EYHBC

2. Formula for disbursement [100% total]

a. Winner 50%

b. Fees:

i. Everett Silvertips

ii. The Administrator

c. Team $1200

i. Each team will be guaranteed $1200.  If at the end of the event there is not enough funds taken in to cover $1200, EYHBC will pay that team funds to ensure that the team receives $1200 for the event.

d. EYHBC Whatever is left

 i. This fund will be a “slush fund” for EYHBC to pay for shortages as outlined in “d”.  It will also accumulate money in this fund to support future costs/expenses for the 50/50 in future years.

ii. EYHBC will use these funds as it sees fit to promote Everett Youth Hockey.

3.  EYHBC will disburse funds to the individual team accounts within 30 days after the event

D. EYHBC Treasurer

a. Will establish a separate account for 50/50 proceeds deposited.

b. Will receive 50/50 proceeds from this fund and deposit them into “General Fund” 

Join Our Email List
Email:  
For Email Marketing you can trust