Ashburn Xtreme Player Handbook

TABLE OF CONTENTS

I. About The Xtreme

  A. Ashburn Xtreme Overview/Mission

  B. Xtreme Directory

  C. Governance of the Ashburn Xtreme Hockey Club

II.  Xtreme Policies

  A.  Xtreme Codes of Conduct

     1.  Players

     2.  Parents

     3.  Coaches

  B.  Xtreme Game Scheduling Policy

  C.  Xtreme Grievance Procedure

  D.  Xtreme Inclement Weather & Special Events Policy

  E.  Xtreme Operating Code & Philosophy

  F.  Xtreme Participants & Commitment

  G.  Xtreme Player Development Plan

  H.  Xtreme Player Obtainment Policy

  I.  Xtreme Sponsorship & Fundraising Policies

  J.  Xtreme Substance Abuse Policy
K.  Xtreme Bus Policy

III.  Xtreme Financial Aspect

  A.  Xtreme Head Coach Stipend

  B.  Xtreme Player Fees

  C.  Xtreme Team Assessment Fees

IV.  Xtreme Team Rules

  A.  Xtreme Team Rules

V.   Xtreme Administration

  A.  Xtreme Executive Director Job Description

  B.  Xtreme Hockey Director Job Description

  C.  Xtreme Volunteer Positions

      

I.  ABOUT THE XTREME

A.  The Ashburn Xtreme Mission Statement

      The Ashburn Xtreme is a travel-only youth hockey program focused on skill development and high-level competition. The club will inspire a commitment to sportsmanship within the individual, the team and the community. 

      The Ashburn Xtreme was founded in 2002 by a group of interested hockey people. This group desired to create a club in which hockey players could concentrate on becoming better players and better people.

      On the ice the Xtreme players focus on fundamental skills.  Coaches work to keep current with the USA Hockey Coaching Education Program, in addition to other training regimens, in order to provide innovative and dynamic coaching techniques.  The Xtreme will place a heavy emphasis on making sure practice sessions are both productive and professional.  The Xtreme operates under the premise that hockey players improve during practice, therefore one of the club’s trademarks will be to focus on this area.

Xtreme teams are put together by player birth year and this is a team composition that will be consistent.  The Hockey Director, who is a non-partisan club official with ice hockey experience, will be the person who provides judgment and helps guide teams, coaches and players through the Xtreme hockey development philosophy.  The club will also have a third team at each age group, Squirt, Pee Wee, Bantam and U 16 which act as a feeder system for the Birth Year Teams. 

      The Xtreme is set up to help each individual player achieve or exceed his/her potential as a hockey player and as a person.  The Xtreme does not put together teams with the sole objective of winning league championships or qualifying for USA Hockey District or National Tournaments.  The Xtreme views winning as a byproduct of doing things correctly within its own framework.  Winning is fun but it will not dictate individual player development philosophy.

The Xtreme is committed to providing a safe and positive environment for all participants regardless of race, religion, national origin or sexual orientation.  The Ashburn Xtreme believes that all of the players, coaches, volunteers and officials within our hockey community deserve respect.

      Through the above methods and philosophies it is hoped the Xtreme becomes more than simply a hockey club.  The Xtreme can become a close-knit community in which players and families become friends and learn how to prosper together – on the ice and off the ice.

                                                                                                     

B.  XTREME DIRECTORY

Executive Director
Gary Pouliot
ashburnxtreme@hotmail.com

Hockey Director
Troy MacCormick
tmaccormick@ashburnice.com

Head Coaches
U 18 AA  Gary Pouliot  

U16 AA 1  Gary Pouliot

U16 AA 2  Ben Adams

U16 A 3  Gil Egan

BANTAM AA (06)  Alex Guerere 

BANTAM UA (07)  Bryan Reel

BANTAM UA (Mixed Birth Year)  

PEE WEE AA (08)   Troy MacCormick

PEE WEE UA (09)   Nate Lauterstein 

PEE WEE (Mixed Birth Year)  Scott Lynn

SQUIRT AA (10) Troy MacCormick    

SQUIRT UA (11)  Mark Konchar

SQUIRT LA (Mixed Birth Year)  Lee Johnston

Mite A (1,2 Teams)  Eric Brandenburg

Club SCHEDULER

Troy MacCormick   AshburnXtremeScheduler@gmail.com

 C.  CLUB GOVERNANCE - BOARD OF DIRECTORS

     To be successful, every top youth travel hockey club needs and expects the cooperation of its members, who must understand and embrace the Club’s mission, share its core values, and fully support its goals, philosophy and governance structure.  When joined by a common set of beliefs and purposes, the Club and its members form a powerful team, in the true sense of that word, with far-reaching and positive effects on the youth that participate, on their families and the entire community.

     Working together, parents, coaches, and Club officials exert a strong influence on the players to become better hockey players; they also help them to mature as individuals by modeling adult working relationships based on civility, honesty and respect.

     In practice, the greatest impediment to effective teamwork between coaches, Club officials and parents grows out of misunderstandings about Club decision-making processes: Who makes decisions in the Club?  How are these decisions made?  Clubs like ours must communicate their procedures to parents, who must, in turn, share the important responsibility to become informed members of the Club.

THE BOARD OF DIRECTORS

     As in most volunteer organizations that have been formed into not-for-profit corporations, decision-making authority at the highest level resides in a volunteer Board of Directors whose membership includes parents as well as professionals.  The Board of Directors does not, however, intervene in the daily affairs of the Club, such as team selection, game and practice scheduling, etc.  Instead the Board focuses on three areas critical to the success of the Club: it selects, evaluates and supports the Executive Director and Hockey Director, to whom it delegates authority to manage the Club; it develops broad institutional policies that guide the Executive Director and Hockey Director in running the Club and its teams; and it is accountable for the financial well-being of the Club.  In the conduct of its official business, the Board acts only as a whole; individual Directors, including the Board Chair and Club President, have no authority to act unless specifically authorized to do so by the Board acting as a whole.

-     Members with concerns about the Club or decisions made by the Executive Director, Hockey Director or coaching staff are encouraged to inquire about them and, where appropriate, use the Club’s grievance and review procedures; but they should not expect the Board of Directors to act as an appeals panel.  In a competitive Club like ours, Directors and Officers often interact with other members at practices and games and hear concerns about the daily operations of the Club and its teams.  As a matter of good practice, these concerns are reported to the Executive Director or Hockey Director; but again, members should not expect the individual Director or Officer or the Board of Directors to become involved in resolving issues that have been entrusted to the management of the Executive Director, the Hockley Director or the individual team coaches.

-     In situations where a member of the Club has been recommended for expulsion, the Board of Directors shall be the final ruling authority on the matter. 

THE EXECUTIVE DIRECTOR, HOCKEY DIRECTOR AND TEAM COACHES .

     The day-to-day operations of the Club are managed by the Executive Director, while the teams are directed by the Hockey Director and individual coaches.  Nevertheless, parents play a uniquely essential and positive role in the life of a competitive travel hockey program.  Not only are parents advocates for their children, their membership dues support the Club and they also support the management and coaching staff through contributions of time and extensive volunteer services on committees and in fund raising and special events.

     The relationship between parents, players and the Club is formally governed by the Club’s written membership contracts and handbook in which our procedures are spelled out.  When parents choose to permit their children to try out for one of the Club’s teams, and to accept a place on a Club team if selected, they agree to subscribe to the Club’s mission, follow its rules and abide by its decisions.  However, most parents, coaches and Club officials would agree that trust and mutual respect are the most essential underpinnings of effective working relationships.

-     The Club encourages members to work productively with team coaches and Club administration by staying informed about their child and important team events, by reinforcing the team rules and attendance at practices, games and other Club events.

-     Parents best support the Club’s climate of trust and respect by communicating any concerns openly and constructively to the coaches and the Executive Director and Hockey Director.  Behind the back criticism and complaint, undercutting of  coaches and team discipline or other efforts by parents to lobby other parents is counterproductive.

-     While parents may not agree with every decision by a coach, team or the Club, in most cases there will be enough common ground to continue a mutually respectful relationship.  In the extreme case, however, an impasse may be so severe that the parent and player cannot remain a constructive member of the Club.  In such cases, both the parent and the Club should consider whether severing the relationship is in the best interests of all involved.  Fomenting internal dissent and disruption is counter to the Club’s stated philosophy and developmental goals and is unacceptable. 

 

MEMBERS OF THE CLUB

     The parents as constructive Club members are a vital and much-appreciated element of the Club’s structure and governance.  Because the members are so important, the Board of Directors has taken the following steps to structure and clarify the members’ role.

-     The Board of Directors, in consultation with legal counsel and the Club’s hockey professionals has developed a set of written By-laws for the Club and approved a handbook which make clear the Club’s procedures and the role of the members. 

-     The Clubs By-laws and handbook clearly state the Club’s mission and governance structure to achieve its goals and provide for annual meetings of members along with certain voting and inspection rights and committees to which members are encouraged to belong.

-     The Club further encourages the active participation by its members in all Club activities and welcomes suggestions and feedback.

 II.  XTREME POLICIES

  A.  XTREME CODES OF CONDUCT

         1.  PLAYER CODE OF CONDUCT

1.  Always be a good sport and set a positive example for others, particularly younger players.

Respect coaches, teammates, parents, opponents and officials.

Demonstrate mature behavior on and off the ice.   Restrain from emotional outbursts such as stick-slamming, throwing equipment, or other aggressive acts. 

Never argue with an official’s decision.

Learn to win and lose with the same amount of sportsmanship and dignity.

Participate, with grace, in end of game hand-shake line.  

Respect and act accordingly in all ice rink facilities, including public areas and locker rooms.  

Any behavior that reflects poorly on the team during any official team function will result in disciplinary action as decided by the coaches and/or Executive Director.

Unexcused lateness or absence may result in automatic benching.  Communicate any schedule needs with your coaches in advance.

Understand that winning is desirable, but winning at any cost defeats the purpose of the game.

Understand that in hockey, as in life, you should treat others as you would have others treat you.

Demand a drug- and alcohol-free sports environment for your team and abide by the Xtreme’s Substance Abuse Policy.

I will abide by the Ashburn Xtreme Policy of Zero tolerance of any language that is offensive, hateful or discriminatory in nature anywhere in the rink before, during or after the game.  

Any social media communications by a player that involves participation on any Ashburn Xtreme team or activity will be free of any offensive, hateful or discriminatory language or comments regarding teammates, parents, coaches, volunteers, opponents or officials.

I UNDERSTAND THAT A VIOLATION OF THIS CODE OF CONDUCT OR ANY ACTION WHICH IS DETRIMENTAL TO THE CLUB MAY BE BROUGHT TO THE EXECUTIVE DIRECTOR OF THE CLUB FOR ACTION AND MAY RESULT IN MY SUSPENSION OR TERMINATION FROM ANY OR ALL ASHBURN XTREME ACTIVITIES.

 

Signed:______________________________Date:_________

Printed Name:_____________________________________

Adapted from USA Hockey Code of Conduct, April 2002

 

      2.  PARENT CODE OF CONDUCT

If you enjoy the game, learn all you can about hockey – and volunteer.

Encourage your child to play by the rules.

Do not embarrass your child by yelling at him or her, other players, coaches or officials.

Support your child and his/her teammates by providing encouragement and showing interest in his/her team.

Understand that winning is desirable, but winning at any cost defeats the purpose of the game.

Recognize the importance of volunteer coaches and support them.  They are important to the development of your child and the sport.

Leave the coaching to the coaches and do not coach from the stands.

Understand that in hockey, as in life, you should treat others as you would have others treat you.

Demand a drug- and alcohol-free sports environment for the players.  Uphold the Xtreme’s Substance Abuse Policy.

Demand that players avoid any language that is offensive, hateful or discriminatory in nature anywhere in the rink before, during or after the game. 

I UNDERSTAND THAT A VIOLATION OF THIS CODE OF CONDUCT OR ANY ACTION WHICH IS DETRIMENTAL TO THE CLUB MAY BE BROUGHT TO THE EXECUTIVE DIRECTOR OF THE CLUB FOR ACTION AND MAY RESULT IN MY SUSPENSION OR TERMINATION FROM ANY OR ALL ASHBURN XTREME ACTIVITIES. 

Player Name: __________________________________

Signatures of both parents or guardian required (if applicable):

 

Signed:______________________________Date:_________

 

Printed Name:_____________________________

 

Signed:______________________________Date:_________

 

Printed Name:______________________________________

Adapted from USA Hockey Code of Conduct, April 2002

 

     3.  COACHES CODE OF CONDUCT

 

Adhere to USA Hockey governing rules, regulations, policies and procedures, as well as rules, policies and procedures as determined by the Ashburn Xtreme Hockey Club.

 Care more about the child than winning the game.  The No. 1 priority as a coach is to help each player achieve his/her maximum potential.

 Ashburn Xtreme will focus on skill development with an emphasis on educating skaters how practice and skill development will make them better hockey players. 

 Never verbally or physically abuse a player or official.

 Accept the referee’s call with respect and maturity.

 Do not criticize players publicly. 

 Remember that you serve as a role model for players and your attitudes are often exhibited on and off the ice.

 Be concerned with the overall development of your players.

 Be generous with your praise when it is deserved. 

 To play the game is great … to love the game is greater.  Remember:  It is only a game!

 Strive to be an effective communicator and coach.

 Organize practices that are fun and challenging for your players. 

 Provide instruction in a way that motivates and challenges players; develop the player’s self respect, self-confidence and self-discipline.

 Do not ask anything of your players, other coaches, administrators and parents that you do not ask and expect of yourself.

 Maintain an open line of communication with your players’ parents. 

 Work to be the best coach possible.

 Never use alcohol before a practice or game.

 Demand a drug- and alcohol-free sports environment for the players.   Uphold the Xtreme’s Substance Abuse Policy. 

 I UNDERSTAND THAT A VIOLATION OF THIS CODE OF CONDUCT OR ANY ACTION WHICH IS DETRIMENTAL TO THE CLUB MAY BE BROUGHT TO THE EXECUTIVE DIRECTOR OF THE CLUB FOR ACTION AND MAY RESULT IN MY SUSPENSION OR TERMINATION FROM ANY OR ALL ASHBURN XTREME ACTIVITIES.

 

 Signed:__________________________________Date:____________

 

 Printed Name:_____________________________________________

 

 Adapted from USA Hockey Code of Conduct, April 2002

 

 B.  XTREME GAME SCHEDULING POLICY

 

         The Xtreme will designate a Club Scheduler prior to each season.

         The Club Scheduler with guidance from the Executive Director and Hockey Director will compile the Master Schedule for all teams.  

         Prior to securing a tournament entry during the year, a team must first declare the proposed dates as “blackout” dates and confirm availability with Club Scheduler.   Likewise, any other proposed “blackout” dates for a team should be submitted to and confirmed by the Cub Scheduler prior to September 1.

      Games should be scheduled in the following order or priority:

(1)  League Games

(2)  Tournaments

(3)  Non-league games vs. Tier I or high-level competition, which is acceptable during the league regular season but should be limited to two games per team per weekend.

(4)  Non-league games, which shouldn’t be scheduled within the league regular season until all league scheduling is complete.

     Tournaments and non-league games vs. Tier I competition will count as “blackout” dates, the same as dates that coaches request “blackouts” for other reasons.  Each team should not declare more than four blackout dates during the season.  Thanksgiving and Christmas tournaments will not count as “blackout” dates because league play is suspended during those holidays.

     The Club will aim to have each team play a number of total season games, with the target being the following range:

 Mites 30-45

 Squirts 40-55

 Pee Wees 40-60

 Bantams 40-60

 Midgets 40-60

     The game number limits for each team (above) are the result of adding CBHL games, EJEPL games, non-league games and tournament games.  The Club Scheduler will attempt to keep each team as close as possible to the game limits.

     AXHC teams will take off either Christmas or Thanksgiving holidays.  If a team plays over Thanksgiving Weekend it shall not play non-league games or a tournament over Christmas holiday (week between Christmas and New Year’s).

     AXHC seasons will end the weekend of the CBHL tournament unless a team advances in Southeast District or USA Hockey championship competition.  A team can build a post-season tourney into its schedule, if they advance to this level.   This post-season tournament has to be approved by both the Hockey Director and the Executive Director.

 

 C. XTREME GRIEVANCE PROCEDURE

     The Ashburn Xtreme will adhere to the following procedures to settle grievances that may arise during the season regardless of the parties involved in the conflict.  The Ashburn Xtreme encourages the proper handling of grievances in order to get problems out in the open and taken care of as quickly as possible.  Should you have a problem during the season that cannot be settled one-on-one please follow the steps below to help solve the problem.

     There is a strict “24-hour rule” in relation to all Xtreme grievances.  All persons wishing to lodge a grievance must write a detailed letter (signed) or e-mail (in which it is made known from whom the e-mail originated) that spells out the grievance.  The letter or e-mail should be sent to the Team Manager or Executive Director, as indicated below, who will facilitate the investigation and communication in regards to the matter. The Team Manager or Executive Director shall also notify the person against whom a grievance is being lodged and provide an opportunity to respond.

     Per the Xtreme Codes of Conduct, grievances and conflicts shall not be handled in front of Xtreme players or in public settings.

1.  Grievance With a Coach: 

 Should a parent or participant feel the need to lodge a complaint against an Xtreme coach, the directions in paragraph two of this policy should be followed.   AT NO TIME SHALL A COACH BE APPROACHED BEFORE, DURING OR IMMEDIATELY FOLLOWING A GAME.  If there is a major problem the Executive Director will immediately suggest of mandate action to be taken.   

2.  Grievance With A Parent or Player: 

 If an Xtreme parent or participant would like to lodge a complaint against an Xtreme parent or player, the directions in paragraph two of this policy should be followed and the letter be delivered to the Executive Director.  If there is a major problem the Executive Director will immediately suggest or mandate action to be taken.

 

D.  XTREME INCLEMENT WEATHER & SPECIAL EVENTS POLICY

     During the season, CBHL and non-league games and practices can be cancelled or postponed because of hurricane, tropical storm and blizzards.  Because we live in the Washington, D.C., area it is not out of the realm of possibility that a AXHC evening or weekend event may be affected by security or a function of government.

     In ALL cases where adverse weather or special events may affect an AXHC game or practice, you must consider your own safety first.  Even if a game or practice is still “on,” but you don’t feel safe traveling to the appropriate venue, you must make your decision based upon safety first.  A player or family will not be held responsible for rules pertaining to punctuality and attendance when weather or a special event is a concern.

     Generally speaking the Xtreme practice slots will take place if the Ashburn Ice House’s doors are open.  We have contracted for the ice and it is ours to utilize if the AIH doors are open.  A coach and or team manager will cancel a practice if he/she feels it is necessary. The club will still be in possession of the ice for Xtreme players to utilize if the AIH is still open.  Proper equipment and supervision will always be required if players utilize ice that opened because of cancellation of a practice or game.

     Should a CBHL or non-league game be affected by weather or special event, safety must still be the first order by which to judge whether or not you travel. If you don’t feel safe, don’t do it.  A game is a game but traffic and other accidents affect lives.  A AXHC non-league or CBHL game will not be cancelled without approval of the Executive Director and/or CBHL scheduler.  As many of you know, hockey games are sometimes played at 7am on Sunday mornings and there may not be time or means to appropriately communicate whether or not a game is “on.”  This is where you must invoke the safety-first policy when making a personal decision.  The club will always make every attempt to communicate postponements and cancellations but it will not always be possible.

 

E.  XTREME OPERATING CODE & PHILOSOPHY

OPERATING CODE

     To operate a club that adheres to the Xtreme’s Mission statement at all times.

     Establish dedication, discipline, commitment and high ethical standards as key club values.

     To operate a club that allows the individual player to develop to the best of his/her ability.  The players supply the work ethic and the club will supply the environment to achieve or exceed potential.

     To help participants grow as people and as players.  When the time comes, assist players in making a transition to playing hockey at the next level (juniors, college club or college varsity).

     Publicize and conduct formal tryouts for all interested players.

     There are many personal benefits to being a member of a hockey team – sportsmanship, teamwork, camaraderie and friendship are just a few.  The Xtreme will provide an environment in which one can take advantage of everything that hockey as to offer.

     Encourage off-ice activities such as team outings, off-ice or “dryland” training, presentations about various aspects of hockey and hockey history, fund-raising activities and mandatory community service.

     Keep the cost of the program in line with what similar programs in the CBHL are offering.

     Work within the league to share and gain ideas on how to make each club stronger.  Assist the league in its endeavors and work with new clubs to help them become established.

     Seek sponsorship and create marketing opportunities to help undercut the cost of the program to its participants.

     Participate in a strong non-league schedule to include Tier I tournaments.

     Find and cultivate coaches who will uphold the Xtreme’s mission, code of conduct and philosophy, as well as bring their own talents and abilities to the club.

     Cultivate and maintain relationships with junior and college programs to help assist Xtreme players get a chance at the next level.

     Assist coaches in player selection during tryouts by establishing an unbiased panel.  Ensure that neither parents nor the administrative staff has a say in final team selections.

     Build on our success and learn from our mistakes to enable the club to improve and grow stronger each year.

PHILOSOPHY

     Recreation and enjoyment are the two most important reasons to play hockey.  Realizing the benefits outlined in the Xtreme’s mission statement is in addition to recreation and enjoyment.

    Games are fun but practice is where one becomes a better hockey player.

     Winning is a consideration, but not the only one and certainly not the most important one.  The development of individuals as hockey players and people is far more important than winning games.

     Individual ice time during games is important.  Individual ice time during practices is much more important.  This philosophy should narrow as kids grow with the Xtreme.  Mites should lean more toward the philosophy of equal ice time during games and midgets should be more concentrated on ability serving as the guide for ice time.  Non-league games should always see coaches utilize full benches.

     The Xtreme exists to allow each player to reach or surpass his/her potential as a hockey player and as a person.

     Winning hockey games is a byproduct of having other aspects in order, such as solid coaching, solid work ethic, good gameplans, etc.


The Xtreme will not actively recruit players to join the club from other clubs.  The club’s web site, word of mouth and actions during the year will serve as its public relations campaign.

F.  XTREME PARTICIPANTS & COMMITMENT

     The Ashburn Xtreme Hockey Club asks its participants to commit to the following values:

     Enjoying hockey and enjoying the experiences offered within the Xtreme.

     Finishing what you start and doing it with the best of your ability.

     Being the best person and best family member you can be.

     Being the best hockey player you can be.

     Staying as healthy as you can by developing positive nutrition and exercise habits.

     Working as hard as you can for yourself, your team and your teammates.

     Staying involved with sports - hopefully hockey - and avoiding detrimental substances and situations.

     Respecting your coaches, referees, parents and teachers.

     Respecting your teammates AND opponents.

 

G.  XTREME PLAYER DEVELOPMENT PLAN

     The Ashburn Xtreme’s player development plan is simple but effective.  Its structure allows the player to insert his/her work ethic while the coaching staff inserts its knowledge in order to form a system in which the following objectives can be met:


1. Everyone reaps the most important benefits of youth hockey – enjoyment and recreation.

  2. Each child is put in a position that he/she can reach or surpass his/her potential as a hockey player.

  3. Each child is given the opportunity to master the fundamental skills of ice hockey.

  4. Each child is put in a position to learn the benefits and lessons associated with teamwork.

     In order to achieve the above four objectives, the Ashburn Xtreme will implement the following policies.

Practices and Games

     Hockey players improve themselves and teams improve overall play by practicing, not by playing in games.  Games are fun and they have their part in the development process, but mastery of fundamentals can only come during on-ice practices.  One benefit the Xtreme has to offer is a third practice slot each week for each team.  This slot will be used for fundamentals, individual skills, power skating, etc.

 

H.  XTREME PLAYER OBTAINMENT POLICY

1. Allow the Xtreme web site, word of mouth from Xtreme members and our actions during the course of the season serve as the methods of player obtainment. 

2. Publicize tryouts on the CBHL and Xtreme web site and within the Xtreme’s home rink.

3. Players who are trying out with the Xtreme sign waivers and pay fees to become members of the club.  If players are trying out at another club, Xtreme coaches and team officials will communicate with the player only about the Xtreme program.  It is possible that a player may be a temporary member of two or more clubs at the same time because of tryouts.

4. Allow the families to make decisions based upon what the Xtreme has to offer.  Xtreme coaches or team officials should offer to correct misinformation about the Xtreme program but not comment upon from where or from whom that information originated.

5.  Xtreme coaches will not proactively communicate with players from other clubs.  Should players from other clubs contact the Xtreme during the off-season they should be given Xtreme information (i.e. pointed to the web site) and notified of tryout dates.

6. Coaches or team officials who receive communication from players in other clubs during the season (October – March) should notify the families that it’s against Xtreme policy to communicate during the season and please contact the club again after the season if still interested.

7. Should a former Xtreme member, who has left for another club, want to return to the Xtreme please notify the Hockey Director and the Executive Director.  This practice will be discouraged unless a player has made an attempt to play Tier I and would like to return to Tier II.  Club-hopping within Tier II is a practice in which the Xtreme will not participate.

 

I.  XTREME SPONSORSHIP & FUNDRAISING POLICIES

     The Ashburn Xtreme Hockey Club recognizes that fundraising and sponsorship individual, corporate and philanthropic will be very important facets of the program.  In an effort to keep costs of the Xtreme at a manageable level the club, the Executive Director will appoint a Sponsorship and Fundraising individual who will be in charge of coordinating and maximizing club-wide efforts to raise money.

     The Xtreme separates fundraising and sponsorship with the following definitions:

Fundraising: Any activity or idea that is implemented by the Club or a team in order to raise money for its activities.  Fundraising will generally include the team members performing an action in order to raise money.

Sponsorship: Any solicitation of corporate, individual or philanthropic monies on behalf of the club.  Sponsorship money is generally given as a gift and in return the sponsor is generally eligible for a tax deduction and recognition of gift if interested.


In order to protect its members, the Xtreme’s reputation and its non-profit status the following general policies will be followed at all times:

Club/Team Fundraising

1.   The Ashburn Xtreme’s Fundraising should be set up fundraising activities that require action of the entire club or Team, depending on the activity.

2.   Club fundraising proceeds will be directed to offset club-wide expenses including Southeastern District Tournament entry fees, off-ice conditioning planning and oversight, USA Hockey Coaching Education Program (CEP) fees and expenses, coaching education opportunities and any other future programs implemented by the club.

3.   Fifty percent of club fundraising monies will go to the AXHC’s general fund and 50 percent will be distributed to each team based upon participation in the fundraiser.

Corporate, Individual or Philanthropic Sponsorship

1.   All solicitations for corporate, individual or philanthropic sponsorship money shall be coordinated with the Ashburn Xtreme Hockey Club’s Sponsorship Individual.

2.   Sponsorship money knowingly collected without the knowledge of the Ashburn Xtreme Hockey Club’s Sponsorship Individaul will result in disciplinary action for those involved.

3.   Sponsorship money, for which the sponsor expects acknowledgment of a tax-deductible donation, shall be split in equal portions with the club.

4.  The club, from the end of one season until tryouts have been completed for the following season, will not accept sponsorship money from any parent, relative or close acquaintance of a potential Xtreme player for the upcoming season.  Approval of the Executive Director, will be the only method of waiving this clause.

5.  Each sponsor will formally read and sign the document on the proceeding page in order to receive the club’s acknowledgment of the gift and a copy of the club’s 501c3 status.

6.  All sponsors will receive a letter of thanks from the club’s Executive Director, the team’s head coach (if applicable) and the team’s manager (if applicable).  It will be the policy of the Ashburn Xtreme to have everyone affected by the gift write a letter of thanks.

7.  The club is encouraged to communicate during the season with each sponsor and make invitations when appropriate.  A team photo or other small token of appreciation is suggested.

Acknowledgment of Gift To The Ashburn Xtreme Hockey Club

I ______________________ hereby submit a gift valued at _______________ to the Ashburn Xtreme Hockey Club.  This gift is being given with no expectations that it will ensure the membership of anyone to or within the club; alter the direction of the club from its stated mission and philosophy; or upgrade my status within the club.

I also acknowledge that the Ashburn Xtreme Hockey Club has represented itself in a professional manner and has provided me with proof of its IRS 501(c)(3) status (documents attached).

Signed by sponsor: ________________________________________________

Date: __________________________________________________________

Signed by Ashburn Xtreme Hockey Club Representative: ____________________

Ashburn Xtreme Hockey Club 501(c)3 Number:___________________________

 

 J.  XTREME SUBSTANCE ABUSE POLICY

     The Ashburn Xtreme Hockey Club, as a matter of policy, strictly adheres to and adopts as policy the provisions of Policy E as outlined in the Annual Guide of USA Hockey, Inc., concerning the consumption/use/abuse of mood altering substances as set forth below.

     For purposes of this policy, the words “mood altering substances” shall include the following:

1.  Intoxicating substances, including but not limited to alcohol.

2.  Non-prescription or prescribed controlled substances.

3.  Prescription or prescribed controlled substances when used to an excess in violation of doctors' orders, or to produce the state of intoxication in the participant.

     The Club will not tolerate any violation of this policy.  Accordingly, any alleged violation of this policy by a participant shall be brought to the attention of the Executive Director who shall investigate the alleged violation within 14 days of the notice.  If upon a review of the circumstances it is found that a violation occurred, the participant shall be suspended from active play or participation for a period of at least 14 days.  The participant shall also be required to perform at least 8 hours of Community Service as approved by the Executive Director.  The Executive Director has the right to make arrangements for other acceptable conditions being met, either in addition to the community service or in lieu of.   During the period of suspension, he/she must participate in team practices and attend any home games unless determined otherwise by the Executive Director.

A participant who is found to have violated this policy a second time, in the same or subsequent years, shall be suspended from further participation in the club for a period of one year.  After a period of one year the participant must formally request re-admittance to the club and must present the steps he/she has taken to address the substance use problem. 

 Agreement for Players

     It is known that the consumption/use/abuse of mood altering substances is detrimental to a healthy state of mind, body and spirit in an athletic participant.  This is especially true for those participants aspiring to develop their talents in the furtherance of their playing, coaching or officiating careers in the sport of ice hockey.  Therefore, with the best interests of its participants in mind, the Club prohibits the use by any participant of mood altering substances during active participation in its programs.  Upon discovery of any violation, the Club shall take action to remove the participant from participation in the program for a reasonable period of time (see below).  In order to maintain the health of our athletic participants, the integrity of our programs and the eligibility of our competitors for nationals, international and collegiate competition, this policy is to be strictly enforced.

     For players, “program” extends to not only active ice hockey contests, but to any travel to or from, or intervening stay for the participation of Club sanctioned games, camps, tryouts, clinics, practices or other events.

Agreement for Coaches, Parents & Team Officials

     The enjoyment of youth sports is something that can be damaged by the use of mood altering substances.  Therefore, the use of alcohol by parents before, during or after an AXHC practice should be in moderation.  Alcohol-related incidents at the rink will not be tolerated.  Coaches will not use alcohol before games or practices.

     In order to maintain our integrity within local rinks, the Capital Beltway Hockey League and USA Hockey, AXHC parents, coaches parents and team officials will not use alcohol before or during AXHC games at the Ashburn Ice House or on the road.

     Furthermore, the Club will not tolerate any substance-related incidents that arise during Club functions.  When an Xtreme team is traveling to play games the coaches, parents and other adults involved shall remember they represent the Club from the time they leave for the trip until the time they return, and proceed in a responsible manner with their actions.

 

AXHC Substance Abuse Policy Acknowledgment

_______________________________(Participant) and

_______________________________(Parents/Guardians of Participant)

acknowledge having read and understood all information in the above SUBSTANCE ABUSE POLICY and, in consideration of allowing the Participant to play and/or participate for the Ashburn Xtreme Hockey Club, do hereby accept the conditions of said policy and agree to be bound thereby.

Participant’s Signature:      Participant’s Printed Name:

 

__________________________     ____________________________

Parents’/Guardian Signatures:      

__________________________      ____________________________

Parents’/Guardian Printed Names:

K.  XTREME BUS POLICY

If a AXHC Head Coach/Team decides to take a bus to a tournament, the Xtreme Policy is very simple and clear. The amount of the bus is divided by the amount of players on the team. Each player is allow at least one parent to accompany him/her on the trip. The remaining seats are divided up in some type of fair way.

If a player can't make the trip for some reason, he is still charged his player share for the bus.

If a family has two players on the SAME team, he is charged for one and half times the player share.

If a family has two players playing on DIFFERENT TEAMS that are going to the same location, the club treats it as two separate bus trips and each player/family is responsible for his full share to each team.

 III.  XTREME FINANCIAL ASPECT

A.  XTREME HEAD COACH STIPEND

     A stipend will be provided to all Ashburn Xtreme head coaches as a measure of gratitude for their dedication and commitment to our teams and children.  This stipend is set up to help defray the personal costs of serving as a head coach and to help encourage participation by those whom the Xtreme feel are excellent candidates.  It will be the goal of the Xtreme Hockey Director and Xtreme Executive Director to use the head coach stipend, in conjunction with the Xtreme Mission Statement, to help secure high-level coaching personnel.

1.  A stipend is provided to all AXHC head coaches, by the Ashburn Xtreme Hockey club, regardless of whether or not they have a child on the team.  For the 2020-21 season the stipend will be $5,000 for all Coaches. 

2.  This amount will be payable March 1 of each season.

3.  This amount will be subject to review prior to each season.

 

B.  XTREME PLAYER FEES

     The following Player Registration Fees and membership categories will apply during the 2018-19 season:

Mites (2012s & 2011s)                                        $2,475

Squirts Birth Year  (2010s & 2009s):               $2,825
Squirts Mix (2010s & 2009s):                           $2,625

Pee Wees Birth Year (2008s & 2007s):           $3,000
Pee Wees Mix (2008s & 2007s):                      $2,800

Bantams Birth Year (2006s & 2005s):            $3,000
Bantams Mix (2006s & 2005s):                       $2,800

U 16 Midget Teams (2004s & 2003s):            $3,125

U 18 Midget Team (2002s & 2001s):              $3,125


The annual player registration fee includes ice time for team practices, skill development, games socks, practice jerseys, home game ice slots, referee fees, stipends for AXHC head coaches, and administrative costs.  All Pee Wee and Bantam teams, will have two weekly off ice workouts which will be supervised by the Ashburn Ice House Professional Staff and will take place at the Inside Edge Gym located on the second floor of the Ashburn Ice House.  All Xtreme teams except the Mites, will also play in the EJEPL league.

     In addition to the annual player fee, each player/family will be assessed a team fee which is described in the Xtreme Player Handbook document titled “Xtreme Team Assessment Fees.”

     Required player equipment and uniform are the individual expense of the player/family.  All players in the club are required to purchase home/away uniforms, hockey pants or shell with logo, equipment bag, black helmet, black gloves and a team warm up.

     The following player registration discounts will apply during the 2020-21 season:

 1st Sibling (2nd child in program) $200 discount

 2nd Sibling (3rd child in program) $400 discount

 3rd Sibling (4th child in program)  $600 discount

     Only one discount per player will apply.  In situations where a family is entitled to one or more sibling discounts, that family will pay a full player registration fee for its oldest child, so discounts are applied to the younger sibling(s).

 

C.  XTREME TEAM ASSESSMENT FEES

     Each Xtreme team member will be charged a team assessment fee to cover the following expenses for his/her team:

1.  Tournament Fee Expenses

- Tournament entry fees in accordance with Xtreme guidelines.  League or USA Hockey postseason tournament fees, if applicable, are excluded from this rule.

2.  Coaches Travel Reimbursement

- Head coach (without child on team):

        a.  Travel costs to include mileage (50 cents per mile), hotel (room and tax) and per diem of $50 for each day of travel during an overnight trip.  No per diem is to be paid for day trips. (leave and return on same day with the exception of 200-mile round trips)

        b.  Airfare to be reimbursed when flying is an inexpensive alternative to driving or necessary to get coach to the games in a timely manner.

c.  Car rental when airfare is utilized.

d.  Mileage (50 cents per mile) when traveling to any rink which has a round trip greater than 200 miles from the Ashburn Ice House.

e.  Airport parking.

- Head coach (with child on Team):

       a.  Travel costs to include hotel (room and tax) and per diem of $50 for each day of travel during an overnight trip.

* The figures in this reimbursement policy will be subject to review prior to each season.

* Please note that head coach stipend of $5,000 comes out of the Ashburn Xtreme general budget.

3.  Team Activities

- Team or family special events within reason.

- Extra ice time, special clinics or other hockey-related functions

- Team-building exercises or outings

- Fitness programs and off-ice conditioning considerations

     Xtreme teams are encouraged to keep their team assessment fees focused on the items above.  The Xtreme’s Executive Director must approve each team assessment fee before it is passed along to the team members, regardless of at what point in the season the assessment is being requested.

IV. XTREME TEAM RULES

1. It is considered mandatory that team members are expected to attend all games, practices, meetings, training sessions, skills sessions and public service events. All team members are expected to be punctual in their attendance at the aforementioned events.  Absences, besides sudden illnesses and emergencies, should be cleared with head coach prior to event.

2. All team members will display respect and good sportsmanship toward all coaches, teammates, opponents, officials, parents, and arena staff.

3. All team members will be well behaved and polite while representing the Ashburn Xtreme hockey club.

4. All team members will follow the dress code, Xtreme warm up, to all games played by the Xtreme.

5. Team Members are only allowed to play for the Xtreme during the season.  No player is allowed to be rostered on another team.  The exception to this rule, is that Team Members are allowed to play for the school they attend.

6. No parents will be allowed in the dressing room at any time (Peewee level and above only).  All interactions with players in the dressing room must first be cleared with the team’s head coach prior to taking place.

7. All team members and spectators must adhere to the principles and guidelines as established by the Ashburn Xtreme hockey club, USA Hockey, and the league.

* Please note that each team may have additional team-specific rules.

Discipline Procedures

     All team sanctions will be dealt with on an individual basis by each team’s coaching staff.  If the coaching staff feels that the parent, Executive Director, or Hockey Director needs to be notified, they will do so. All coaches will document incidents of the above rules being broken for future reference.  Failure to comply with the Ashburn Xtreme Team Rules could result in loss of playing time, suspension from the team, and/or expulsion from the Ashburn Xtreme Hockey Club.

 

V.  XTREME ADMINISTRATION

A.  XTREME EXECUTIVE DIRECTOR JOB DESCRIPTION

     The Executive Director shall serve as the chief executive officer of the club, and shall have general supervision and management of the affairs of the club.

     The Executive Director shall oversee the Hockey Director and communicate on a regular basis with him/her to ensure the club’s mission and philosophy is being adhered to during practices and games.

     The Executive Director shall form solid relationships with rink management to help ensure the Xtreme’s standing as a good client.

     The Executive Director shall head the club’s volunteer committees and ensure that each committee is working toward its stated goals and keeping in line with the club’s mission statement.

     The Executive Director shall appoint Chairmen of such committees and shall serve ex officio as a member of each committee.

     The Executive Director shall work with the Hockey Director each season to appoint head coaches for each Xtreme team; set up Xtreme tryouts and coordinate Xtreme player registration within the club and via USA Hockey.

     The Executive Director shall serve as the Xtreme’s main contact for USA Hockey, the Capital Beltway Hockey League and any other league or organization to be joined by the Xtreme.

     The Executive Director shall serve as the club’s administrator of discipline when needed.  The Xtreme’s bylaws, operating principles, mission, philosophy and Player/Parent/Coach Contracts shall serve as the parameters for behavior and actions that are expected.

The Executive Director will act as the Cheaspeake Beltway Hockey League (CBHL) representative for the club and have final say on all CBHL votes.

 

B.  XTREME HOCKEY DIRECTOR JOB DESCRIPTION

     The Hockey Director shall serve as the Head Coach for the Ashburn Xtreme Hockey Club.  The duties shall include, but are not limited to:

1.  Serving as the arbitrator of hockey-related issues that deviate from the Xtreme’s mission and philosophy, including birth-year teams.

2.  Devising a consistent set of drills and systems for all Xtreme teams.  These drills and systems will not be mandatory for Xtreme teams to use, but rather help form a familiarity as Xtreme players move up the age brackets.

3.  Detailing monthly skill or system assignments for each team to work on during the season.  These assignments will focus on individual and team skills.  The Hockey Director will supply a list of drills and other instruction for the implementation of these monthly assignments.  Xtreme head coaches can work the assignments into their practices over the course of the month at their own pace.

4.  Serving as a resource for head coaches during the season as they address specific problems, concerns and opponents.

5.  Handling, arbitrating and mediating all hockey-related situations that arise during the course of the hockey season.

6.  Helping Xtreme coaches adhere to the policy that the club’s No. 1 priority with respect to players is helping them achieve or exceed their potential on the ice.

7.  Serving as the club’s USA Hockey Association Coaching Education Coordinator (ACE).  The duties of the ACE Coordinator can be found at www.pvahacoaching.org .

 

C.  XTREME VOLUNTEER POSITIONS

     The Executive Director will appoint an Individual to oversee the following programs which will take place during the season.  Below is a brief description of the program.  

1.  Sponsorship Program

-Solicit donations to the AXHC on behalf of all the teams. Skills required:  positive selling outlook, creativity and high energy, and the ability to work on behalf of all teams.

2.  Fundraising Program

-It will be recommended that each team appoint an individual to be in charge of a fundraising event.  This is recommended, but not required.  Any money raised by the team will  be split 50/50 with the Ashburn Hockey Club.  The money raised by the team will offset their team assessment fee.  Teams should concentrate on “event-type” of fundraisers where AXHC players offer their creativity, planning and labor as opposed to fundraisers that require AXHC players to sell items.  

3.  Uniform & Apparel Program

-Coordinate uniform and apparel orders for team.    Skills required:  organization and tabulation skills and a keen eye for style.   

4.  Team Manager

-Manage multiple aspects of team function including schedule, traveling, team apparel, game responsibilities.   Each team will have a manager and He/She will be the communication link internal within the team and the link to the Excutive Director.   The managers will share information and be the main distributor for information to the team families.   Skills required:  strong communications, willingness to work with all team families, and the ability to manage high volume requirements and meet deadlines.   Team Managers will be selected by the Club. 

5.  Recognition & Events

-This individual will be appointed by the Executive Director and be in charge of the annual Xtreme Banquet held at the end of every season.   Skills required:  creativity, fairness, organization. 

6.  Community Service

-This individaul will lead and coordinate any Community Service projects the club is involved in during the season.    Skills required:   quest for inclusive involvement, ability to identify links and establish relationships in the community.