Volunteering, Deposits, & Frequently asked questions

CMHA needs your help!!

Interested in volunteering for CMHA?! Please email volunteer@coqmha.org

Volunteer Policy Overview

At CMHA, we place great value on the contributions of our parent volunteers. We sincerely acknowledge and appreciate the vital role they play in running our program for the benefit of our children. Without the generous support of our parent volunteers, it would be challenging to maintain the quality and success of our organization.

The fulfillment of our mission and the positive experience of our members depend significantly on the dedication of our volunteers. To ensure an equitable distribution of responsibilities, CMHA has instituted a volunteer deposit system. This system has been instrumental in ensuring that various positions are adequately filled, preventing any shortage of support that could potentially hinder a child's participation in our program. By relying on volunteers, we can effectively manage the costs associated with maintaining a well-run association, eliminating the need for substantial expenses related to paid staff.

The volunteer deposit program has a proven track record of success in more established sports organizations, as it guarantees a sufficient number of volunteers to support the association's activities while fairly distributing the workload across multiple families. The value assigned to the CMHA volunteer deposit aligns with those of comparable local sports groups, ensuring consistency within our community.

Volunteering Policy & Hours Grid

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FAQ: Volunteering

Why is Volunteering Mandatory with CMHA?

The mandatory volunteering policy at CMHA is rooted in the history of our association's operations. Previously, a significant portion of the responsibilities, both at the organizational level and within divisions, was managed by the Executive Board and a small group of dedicated and reliable parents who consistently stepped up to assist. However, serving on the Executive Board demands a substantial time commitment, often reaching up to 20 hours per week during busy periods.

To address the workload distribution and ensure fairness, the board decided to seek support from our member families. The mandate for volunteering is driven by the desire to encourage active participation from all member families. By having a clear and organized allocation of tasks, we can maximize efficiency in managing the work and planning various activities.

We acknowledge that each family faces unique challenges that may make volunteering challenging to fit into their schedules. Nevertheless, our collective efforts ensure that the necessary work is accomplished, benefiting the entire CMHA community and enhancing the experience for our young athletes.

Are the Required Volunteer Hours per Family or per Parent?

The required volunteer hours at CMHA are based on a per-family basis, not per parent. This means that the total number of association hours required remains consistent regardless of the number of children a family has in the association. The goal is to promote a sense of shared responsibility within each family unit.

While the number of children does not affect the association hours, we do expect all families to volunteer their time for the teams and tournaments that their children are part of. This collective involvement ensures a cohesive and supportive environment, enriching the overall hockey experience for everyone involved.

My life is so busy, I don't have time to volunteer. What do I do?

We understand that many parents in CMHA lead busy lives with numerous commitments. However, it is essential to ensure that the necessary work is accomplished for the association's smooth functioning. Volunteering is a vital aspect of our organization, and every member's contribution is crucial. We encourage all members to make an effort to participate in volunteering opportunities, even if it means dedicating a limited amount of time. Every small contribution makes a significant difference in supporting our young athletes and fostering a vibrant hockey community.

Are there any exceptions allowed for special circumstances?

Yes, CMHA understands that special circumstances may arise, making it challenging for some families to volunteer. In such cases, exceptions may be considered on a case-by-case basis, specifically for the following reasons: medical issues, diability, or financial hardship. Families facing these challenges can request an exemption at the end of the season after reconciliations have been completed. The exemption request will be reviewed by the executive board to ensure fairness and understanding in handling unique situations.

How does CMHA make sure that the cheques are being correctly cashed?

CMHA has implemented a thorough and multi-step process to ensure that all cheques are correctly deposited into the Foundation Fund. The steps involved in this process are as follows:

a. Volunteers cross-reference the master registration list with the volunteering reports to identify any discrepancies. b. Names not associated with volunteering are sent to the respective division coordinator for review and confirmation. c. Families with unrecorded volunteering hours receive an email notification, allowing them the opportunity to present any unreported volunteer hours for consideration. d. If discrepancies still remain, the families in question are presented to the executive board for approval to deposit the cheques. At this stage, any exemption requests are also addressed.

Who’s idea was this anyway?

The policy of mandatory volunteering is a common practice in many amateur sports organizations and private schools. It is also prevalent among several local groups that utilize a similar system to ensure sufficient volunteer support. While some organizations may opt for an upfront fee, CMHA has chosen a more moderate approach by requiring a deposit instead. The decision to implement the volunteer policy was voted on and approved by the membership during the Annual General Meeting in May 2017.

FAQ: Deposits

Why do I have to submit a deposit?

We require a deposit for the volunteer requirements for the same reason we request deposits for returning jerseys - to ensure the fulfillment of commitments. The executive board considers the deposit as a reminder of the importance we place on parents sharing the workload of volunteering. It eliminates the need for constant follow-ups or chasing parents who haven't signed up for volunteer opportunities. It is essential to emphasize that the deposit is not a fee; rather, it is a post-dated cheque, due on April 1st.

What happens to my cheque once I complete my hours?

Can I opt-out of all volunteering and just have my cheque cashed?

No, opting out or paying out is not allowed. The policy is designed to ensure that all parents share the responsibility of volunteering. By allowing opting out, the workload would fall disproportionately on those who cannot afford to pay the fee. The primary goal of this policy is to encourage active participation from all parents in running the association. We highly value your help and support more than the money!

Can I donate goods in lieu of volunteering my time?

What happens if I don't submit a deposit?

I did all my hours before the season started. Do I still need to submit a deposit?

What if I don't complete my hours?

FAQ: Filling Shifts

How many hours are required?

We focus on the effort put into volunteering rather than a specific number of hours. CMHA values the commitment and dedication of our parents, and we appreciate any amount of time you can contribute to support the association.

What if there aren't enough jobs to fill my hours?

If, upon review, the volunteer director finds that all available jobs were filled, and every family signed up for a volunteering opportunity, then the requirement will be considered fulfilled, and you will not be penalized. CMHA takes responsibility for ensuring adequate sign-ups to fulfill the necessary volunteer hours. We do not put maximum limits on some events, allowing for an unlimited number of volunteers. This approach ensures that there are ample opportunities for parents to contribute their time.

I chose a job tracked hourly. How will I know when and where to show up for it?

Hourly jobs are typically scheduled during evaluations and try-outs. The sign-ups for these jobs will be available to claim sometime in August and will include specific dates and times in two-hour chunks. If you have signed up for an hourly job and have not received communication, it is your responsibility to follow up. Please ensure you are aware of the schedule and details related to your chosen volunteering opportunity.

How is my association volunteering tracked?

The volunteer director utilizes various methods to track association volunteering: a. Cross-referencing tryout/evaluation check-in sheets; b. Gathering names from the Tournament Coordinator for their committee members; c. Gathering names from each CMHA event from the PAC Chair; d. Cross-referencing the Team Official Registry Form.

Names of volunteers who have completed their association hours are removed from the master list. Those remaining on the list are considered to have outstanding association hours to fulfill

Can I sign up for more than one spot?

I didn't sign up during evaluations, but somehow my name was added to the volunteer schedule. Why was I added without being consulted first?

If your name was added to the volunteer schedule without prior consultation, it may be because your Division Coordinator required additional help. In some cases, evaluation volunteering opportunities are to be determined (TBD) and must be assigned based on releases or player reassignments, resulting in changes to the pool of parents available to volunteer. These schedules must be released, sometimes on the day of the next batch of sessions. While there may not be time for individual consultation, it is assumed that parents will be at the rink with their child, making it convenient for them to participate in these additional tasks.

FAQ: Volunteering Obligations

What are "association" hours?

"Association" hours refer to volunteer activities that directly assist CMHA in its day-to-day operations. It's essential to understand that these volunteering hours are in addition to any tournament shifts you may be assigned and any team-based duties such as time-keeping, score-keeping, or other tasks requested by your team's manager. Fulfilling your association hours obligations does not replace your responsibility to fill tournament shifts and support your team. There are only three roles that fulfill all three levels of volunteering obligations (association, tournament, and team): Coach, Manager, and Executive Board Members.

Can I use time-keeping, score-keeping, or running the music at my child's game as my association volunteering hours?

No, these specific tasks related to your child's game cannot be counted towards your association volunteering hours. The reason is that these tasks directly impact your child's ability to play. Association-wide volunteering involves activities that may have a less direct effect on your child's playing opportunities. We encourage parents to look beyond their team's tasks and participate in association-wide volunteering. Please refer to the charts below to understand what qualifies as association volunteering.

I volunteered during tryouts/evaluations, and now the Division Coordinator is asking me to cover another task.

I signed up for something, but was never contacted and did not complete the sign-up. Why is my check is getting cashed!

The volunteer directors are responsible for providing sign-ups and reporting on the hours at the end of the season. Due to the large number of families in CMHA, it is not feasible to follow up with every family's obligations throughout the year. Therefore, it is your responsibility to ensure that if you sign up for a task, you complete the hours. If you were not contacted or did not receive information about the task, please email the volunteer director with a CC to your Division Coordinator. If there is no record of this attempt before the end of the season, your cheque will be contributed to the Foundation Fund.

Will my manager find volunteer spots for me?

My manager said that _____ job qualified for association hours. Why is my cheque being chased?

FAQ: For Managers

I'm the manager on my team. A parent is saying they refuse to score-keep or time-keep, participate in activities, volunteer their time, etc., because they fulfilled their “hours” during tryouts. What should I do?

If a parent has completed their association hours but refuses to fulfill team-based duties such as tournament shifts or other team-related activities, addressing this situation falls under the discretion of the Team (Coach/Manager). As per the policy, potential actions to address such cases include applying to the Executive Board to suspend player eligibility, withholding team fees refunds, or imposing additional fines levied by the team.

If I am a coach or manager, does my family still need to complete additional volunteering hours?

I'm a manager and having to chase people for their deposit cheques is a pain. Why is this being added to my workload?

The only aspect of the policy that requires the Manager's assistance is the collection of deposit cheques. These cheques, due at the same time as jersey deposits to CMHA, are to be submitted together. It is not your responsibility to chase parents for their association volunteering or enforce the policy. If a volunteering cheque from a family is not collected, alternative methods of policy enforcement will be employed. Your role does not extend beyond this collection.

I'm a manager, and I have unfilled positions on my team. Parents are saying they will be a _________, but I have too many of those, and yet have other important jobs that need to be filled. What should I say?

I have an Executive Board Member on my team, and they tell me they are exempt from tournament shifts and box duties. Is this true?

Yes, it is true that Executive Board Members (EMBs) are exempt from tournament shifts and box duties. EMBs carry out an extensive amount of work throughout the season, including during the spring and summer months. They dedicate significant hours to Board meetings alone, not to mention their contributions during tryouts and evaluations. Considering their substantial volunteer commitment to the association (oftentimes exceeding 400+ hours per year), EMBs are granted this exemption. While it may seem unequal, their extensive contributions to CMHA warrant this privilege.

Further Questions

If you have read through this FAQ thoroughly and still have a question, please contact our Volunteer Coordinator through the contact form below. If you have not read through the FAQ, please take a look to see if your question has already been answered.