Team Finances
Registration fees that are paid to the club cover your team's ice allocation and officials for regular season and playoff games. All other expenses incurred by the team throughout the season are the responsibility of the team and should be collected and managed by the Team Manager.
The following is a non-exhaustive list of expenses that your team will probably incur over the course of the season. (Prices listed are for example purposes only)
- Officials for Practice Games: ($40-$80 per game, per official)
- Tournament Entry Fees: ($1,000-$2,000 per tournament)
- Jamboree Fees (8U/6U only): ($250-$900 per Jamboree)
- Travel Permits ($12-$50 per out-of-town tournament)
- Athletic Trainer if/when required by league
Coaches' Expenses
Travel Expenses (non-parent coaches only)
Teams are responsible for paying the travel expenses for out-of-town tournaments for non-parent coaches.
These expenses include:
- Food Per Diem ($65/day per diem for up to 2 non-parent coaches)
- Hotel Costs (if not comped by tournament)
- Mileage for travel (one car per team per tournament)
Coach Reimbursement Funds
Affton Hockey provides each team with an allotment of funds for coach & team expenses.
These expenses include:
- Coaching Clinics
- Coaches' USA Hockey Registration
- Coaches' Background Checks
- Team Supplies: pucks, whiteboards, cones, etc
To receive reimbursement, email receipts to the office manager, Angie Bigogno. Reimbursements will be paid either directly to the coach or to the team treasurer for disbursement. Please collect all receipts and send in one email per season.
Paying for Officials
Affton Hockey pays for officials for regular season games. Individual teams are responsible for paying for officials for practice games or any other non-league game that requires the team to schedule officials through MIHOA.
At the end of each month your team participates in a game that requires the team to pay for officials, please contact office manager, Angie Bigogno, to coordinate payment.
Managing Team Finances
Parents/guardians put their trust in the team manager/treasurers that funds will be spent appropriately. It is best to be transparent and proactive when it comes to questions regarding team fees/funds. These are just some of the basic expectations of Team Managers on how to best manage their team's finances.
Financial Statements
Best practices include sharing financial statements with the head coach and providing details as requested by the parents. Individual player finance information should only be shared with the players family and/or head coach.
Finance Tracking
Keeping track of fee payments, expenses and budget status is a vital part of treasurer duties. The use of tracking sheets or Excel files is a best practice.
Here is a template you can use for a starting file:
Fundraising
Your team may decide to do a team-wide fundraiser. Participation in these events is voluntary, and the money raised (minus expenses), must be applied evenly to ALL player's ledgers, whether they participated in the fundraiser or not.
Although Affton is a 501c3, individual teams are restricted from using the organization’s status for their team's fundraising efforts.
Team Voting
There may be times where coaches or managers want to vote on decisions for the team. In these instances, coaching staff retain the authority to make final decisions for the team within the guidelines of this handbook and many other matters.
Below are details regarding when voting should or should not be used related to financial management.
Items that require no vote for the use of team fees including:
- Purchasing of basic office supplies needed for running team (up to $50)
- Reimbursement USA Hockey registration for up to 3 coaches
- Fees for refs
- Travel expenses for non-parent coaches
- Fees to open accounts or buy checks
Items that require 75% percent vote:
- Anything that requires every team member to make a purchase (e.g. third jerseys)
- Note: third jerseys MUST also be approved by the Hockey Director.
- Player goody bags
- Team outings/parties
- Coaches' gifts
- Note: coaches' gifts should not be built into the budget. If funds are available, then no vote is needed. If money must be collected, you may simply ask parents for donations and each family may choose what they would like to give.