Volunteering, Deposits, & Frequently asked questions
CMHA needs your help!!
Interested in volunteering for CMHA?! Please email vo*******@****ha.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.
DEPOSIT FOR THE 2025-26 SEASON IS $300 PER FAMILY.
NEW IN 2025-26!
We will be using signup.com for the tracking of all association volunteering (except rostered team officials). Please check out their FAQ page for how this system works! We will post links to sign up starting in August.
Please click on the + icons below to learn more
FAQ: Volunteering
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.
The required volunteer requirements at CMHA are based on a per-family basis, not per player. This means that the total association volunteering 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 volunteering requirements, 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.
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.
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.
CMHA has implemented a thorough and multi-step process to ensure that all cheques are correctly deposited. 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 receive an email notification, allowing them the opportunity to present any unreported volunteer 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.
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
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.
Once you have completed your volunteer hours, your cheque will be destroyed, similar to the process with jersey deposits. It serves as proof that you have fulfilled your volunteering commitment.
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!
While we genuinely appreciate donated goods for tournaments and events, not all parents may have the ability to do so. To maintain fairness and equal opportunities for all parents, we rely on time as the currency to fulfill volunteering requirements. However, if you wish to donate your professional services, that can be considered as fulfilling your requirement.
Failure to submit a deposit and not completing the required volunteer hours will result in a $150 assessment added to your account. All assessments must be paid during the registration for the following season, and the funds will be directed to the CMHA Foundation Fund.
Yes, despite completing your hours early, you are still required to submit the deposit. Due to time constraints at the beginning of the season, cross-referencing completed hours becomes challenging, and the deposit ensures that everyone remains accountable for their commitments.
If you fail to complete your volunteer hours, your cheque will be cashed and used for association operational costs, as outlined in the deposit policy. It is essential to honour the commitment to volunteering to support the association's operations and the positive development of our young athletes.
FAQ: Filling Shifts
Instead of having a set number of hours, 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.
This will never happen because we do not place maximums on volunteers at our year end events.
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.
It is YOUR responsibility to ensure your volunteering is recorded!
The volunteer director utilizes two methods to track association volunteering:
- Signup.com reports
- Cross-referencing HCR reports for rostered team officials
Names of volunteers who have completed their association requirements are removed from the master list. Those remaining on the list are considered to have outstanding association volunteering to fulfill.
No, we request that each parent sign up for one spot only, as it will likely involve several hours of work. This ensures that all parents have access to volunteer opportunities and enables a fair distribution of tasks among our community members.
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
"Association" volunteering refer to volunteer activities that directly assist CMHA in its day-to-day operations. It's essential to understand that these volunteering tasks 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.
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.
The association hours represent the minimum volunteer commitment. If your Division Coordinator requires additional help, they have the right to request it. Consider this as an opportunity to contribute more to the association. Managers, coaches, executive board members, and tournament coordinators also exceed the minimum level of obligation.
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 cashed.
No, it is your responsibility to use CMHA's sign-up page to register your volunteering requests.
It is your obligation to ensure that the task you sign up for is approved for fulfilling association requirements. If the task is not listed in the approved activities, it does not qualify. If you are unsure, please check the provided grid for reference.
FAQ: For Managers
If a parent has completed their association volunteering 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.
Coaches and Managers, along with their family members or spouses, are exempt from tournament shifts and have fulfilled their association, tournament, and team-based volunteering requirements for that division. If there are additional children in other divisions, the family still must help with their team and tournament volunteering.
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.
If there are unfilled positions on the team, figure out how many openings exist for each role, including the _________ positions. The individuals who signed up first for those specific roles can fill those openings. For the remaining parents, they will need to choose from the other available unfilled roles.
Yes, it is true that Executive Board Members are exempt from tournament shifts and box duties. EBMs 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), EBMs 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.
