KMHA: Policy # KJR - 08
Title: Team Budgets
Policy Statement:
Each team is responsible for their operating budget during the season. The costs to run a team can include such items as tournament entry fees, travel permits, lodgings and meals during tournaments for non-parent coaching staff, first aid supplies, postage, stationery, telephone, long distance telephone charges, practice equipment, non-parent staff travel allowance, bus travel etc. Travel and accommodation allowance is only available to non-parent coaching staffs* as outlined below. Receipts for accommodation must be attached to an expense form and submitted to the team treasurer for re-imbursement.
A draft of the proposed budget must be forwarded to the Director of Rep prior to a budget meeting.
Budgets are presented after the parents are given a 3 day period of which to review it. The parents reconvene and the budgets are voted on by secret, written ballot, by one parent per player, in the presence of a K.M.H.A. Rep. A 2/3 majority of votes constitutes approval of the proposed budget.
Once the budget is approved, it is the responsibility of the Head Coach to uphold the financial requirements as set down in the budget. Team financial arrangements are an agreement between the staff, and the parent(s) of the team. This is completely separate from the K.M.H.A. funds, and therefore if you have any disagreement regarding the disposition of team funds, it would be a matter between the parent(s), the team treasurer and/or the Head Coach. If financial concerns are not addressed by the team staff or treasurer, the respective Convenor should be contacted for assistance. Any significant change to the budget throughout the season requires another formal budget presentation and parent vote in the presence of a KMHA Representative.
Bank accounts in the name of the team shall be established at the beginning of each season. These accounts must have a minimum of two (2) signing officers including at least one (1) parent officer.
The Head Coach shall ensure that monthly financial statements are distributed to team parents and a final reconciled financial statement is filed with the Director of Rep by April 15th.