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Managers Info

Milwaukee Winter Club Team Manager Information

Thank you for taking on the role of Team Manager. We appreciate your contribution to making this season a successful one for your childs team. Managers act to support the efforts of the coaches by facilitating communication with parents and other team managers, coordinating the teams schedule and tournaments, and organizing parent volunteers. We hope that you will find the information below helpful.  If you have any questions or concerns, please contact our Manager Coordinator, Lynn Meissner.

The tasks of a team manager can be easily divided into two distinct components, and therefore some teams will choose to have co-managers, i.e., a team manager and a scheduler. Further, many parents are happy to help, so please delegate!

Lynn Meissner

Manager Coordinator

Team Management:

The first few weeks after team selections are usually the busiest for the team managers. Setting up the foundation immediately makes for a much smoother season. We have created the following checklist to assist you.

Managers Checklist

First weeks

  • Complete manager registration with USA Hockey and MWC
  • Schedule 2-3 tournaments- see tournaments
  • Begin scheduling games- see game scheduling
  • Organize Team Binder The first item you should secure is a 3-ring binder for all the team information. It should include the items listed below:
    • USA Hockey roster (will be sent by Registrar)
    • MWC team roster (template below)
    • Parent contact information
    • Team schedule, see team page
    • Game labels (template below) printed up on 2 x 4 labels such as Avery#8163. You will need to obtain all CEP numbers and expiration date of CEP certification for coaches.
    • Pencil pouch for extra pens and a scissors.
  • Schedule Team Meeting At the discretion of the team coaches, managers may schedule a team meeting at the onset of the season to not only outline the coaches expectations but to also confirm parent contact information and volunteer needs.
  • Check with your team parents regarding any current medical conditions for their player and share information with coaches.

Team Scheduling:Tournaments and Games

Your Schedule and Finding Ice: When scheduling, the first thing to understand is how to check your current games, your allocated ice, and any available ice. At the start of the season, each team will have some games pre-scheduled as well as allocated ice for you to use to host other teams. All this information is listed on the website calendar. You can "tag" your team so that only your team information shows on your personal calendar. You can also print just the months so you see who and when you are playing and if you have allocated ice.  The ngin app can also be set to stream schedule information to your phone, but it works off of the "tags" on the main calendar.  If there is a discrepancy between ngin information and the club's website calendar, check the "tag" associated with event.

Tournaments- Register ASAP

Managers will register for 2-3 tournaments using their budget from the club. Tournaments fill up quickly, so do this at the start of the season before game scheduling. The complete listing can be found at, under invitational tournaments. Consider choosing an open weekend on your calendar. Otherwise, you'll need to reschedule any existing games in conflict. Register and pay for the tournament. Our club treasurer will reimburse you or can send payment to the tournament director. In addition, managers reserve a block of hotel rooms for the team and coordinate a Saturday night team dinner.

Scheduling/Canceling Games: The first rule of scheduling is that every time you use a sheet of ice for a home game, you must get an away game in return. Otherwise we are subsidizing ice for other clubs. Home sheets of ice are your most valuable asset for scheduling. Use them wisely. At the beginning of the season, you may trade in game ice to get new ice. 

Tom Slocum is our master scheduler. Email him to exchange ice and when you make any changes and additions to your team schedule (new games, rescheduling, tournaments). Tom will put it all on the master schedule. If a cancellation occurs, also let Tom know immediately for ice management.

Number of Games: The club expects each team to adhere to the ADM-model number of games for their respective level. Check your manager materials to see your game targets and maximum number of games allowed for each level. Tournaments are included in this number but playoffs and State Tournament are not.

Most of our teams play in three tournaments with 3 to 4 games each. The remaining games should be an even mix of home and away games. To reach the targeted level of games at each level, you must get an away game for each home game you schedule.

Officials- Scheduling Refs

If you make a last minute scheduling change within one week of the game date, you MUST notify the Officials Coordinators directly (Mike Hester). The officials' schedule is planned in advanced based on the club calendar. They will not know about a cancelled game that occurs after that but the refs will be paid if they show up  game or not. Likewise, if you get a game to work out last minute, let them know to find you refs. Do this immediately and confirm with them prior to game time that officials have been secured! As the manager you must make telephone or text (preferred and most reliable) contact or get an email acknowledgement that the change (either cancelled game or added game) has been noted on the officials schedule. Phone numbers for contacts will be sent to you.

Ice Management (and this is IMPORTANT!): In the past, there have been times when teams do not use their allocated ice at the last minute. If you have a schedule change or cancellation please contact Tom Slocum immediately so that another team may use the ice. After the season gets going, any available ice within the upcoming two weeks can be requested by teams. 

Other considerations: Be careful of the caliber of the competition you play. Make the experience challenging, yet fun for the skaters. Consult with your coaches to determine suitable opponents. Please make note that all divisional games that will be used for seeding purposes must be played on or before the January deadline set by WAHA. All scores must be reported a week prior. The deadline for the current season will be in the manager materials. The Division 1 clubs in Region 5 are Arrowhead, Fond du Lac, Ozaukee, SHAW, Waukesha, and Winter Club.

Prior to First Game

  • Organize Volunteers
    • Home games All home games require a scorer and timer to run the game. Additionally all levels above Mites need two volunteers to cover the penalty box. It works well to have seasoned scorers/timers train newer parents at the beginning of the year to broaden your base of parents who know how to run the clock and keep score. Create a schedule/sign up to cover all home game operations. Everyone is expected to volunteer for their share. It is important for all families to share in these responsibilities so that a few parents arent doing all the work. Parent coaches already have a volunteer at ice level for every game, so those families are usually exempted from the clock and scoring duties.
    • Culture Keeper Players sign a code of conduct at the beginning of every season. The culture keeper helps skaters and fans put the code of conduct into practice. The manager or his\her designee has an important role to play in helping every skater feel included as an integral part of the team, by managing team culture. Each individual does this in his\her own way - some by gentle distraction, others by direct guidance. Duties include monitoring locker room behavior, keeping eyes on skaters when they are at the rink before or after games\practices and letting skaters know when behavior is inappropriate. This also includes setting a positive example when supporting the team during games, and helping fans in the stands who may be tempted to criticize refs or individual calls. Milwaukee Winter Club recognizes that team play and sportsmanship are central to the development of each skater. Culture keepers (and this role can be shared by as many willing parents as a team has) help both skaters and fans keep the sport in perspective, continuing a proud tradition of developing not just great hockey players but good people.
  • Distribute Jerseys It is the managers responsibility to hand out and record the jersey size and number for each player. Jerseys are currently located in the storage room, with each teams set of jerseys carefully marked. We ask that you retrieve only the jerseys for your teamplease do not swap out jerseys from another teams set in order to meet sizing needs. If practical, you may allow players to submit their top three choices for specific uniform numbers. The jerseys need to be bagged and returned to the rink at the end of the season but they do not need to be washed. Game socks and warm ups are ordered online by parents.
  • Add roster information to teams page Once youve registered as a manager, you will be given Editing access to your teams webpage on the Winter Club site. Enter each player and jersey number. At the request for privacy, we recommend using first names with last initials only.
  • Create Team Kit Please talk to your coach to see if they want to carry an emergency kit for the team or if you should. We recommend having a bag with an extra set of jerseys and socks, scissors, tape (for changing the number on a jersey if needed) and several instant or chemical ice packs. Include all emergency contact information and a complete roster.

Game Day

  • Distribute Rosters At the beginning of the first game of the season (or earlier if possible), give each parent a roster of the team with names, jersey numbers, and telephone numbers for parents. Many managers find it helpful to make small-sized pocket rosters. You can do this by shrinking an edited version of your excel roster or by using this credit card-sized template and laminating at Office Max using our discount code of 8888-0001-0637-2515-96. The SportsEngine app also has an electronic roster feature.
  • Score sheets: Pick up 15-20 score sheets at the managers meeting for the season. Extras are in the rink manager's office. Plan to have a score sheet ready for each home game (for away games, the opposing team will be responsible for providing the score sheet). At least 20-15 minutes before the game, meet up with the manager of the opposing team and affix the game labels in the appropriate area of the score sheet. Plan on printing enough stickers for all three or four sheets of the score sheet for away games. Our club is only using two sheets out of the four. You keep the white copy and give the opponent the pink copy. If you do not have game labels, you can write in the names of our players. Be sure to make any changes in the roster if you have absent players. For away games, you will need only to retrieve the pink sheet. Two tips: 1) keep extra blank score sheets in your binder, 2) bring a clipboard to make score keeping easier on your parent volunteer.
    NOTE: It is important to discuss with your coach at the outset who will be responsible for keeping the team
    s copy of each score sheet. Save them until the season is over.
  • Report Scores Report the scores of your weekend games and tournaments via the Winter Club website. You must be in Edit mode in order to make these entrees.
  • Report Score of League Games to WAHA For A and B teams, report the scores of the first two (one home and one away) league games against divisional opponents (Arrowhead, Fond du Lac, Ozaukee, SHAW and Waukesha) via the WAHA website. These scores will be used to seed playdowns. The scores for C teams do not need to be reported to WAHA as playdowns for C teams are not seeded.


  • Communication While each team will develop a style of communication that works best for the coaches, manager and parents, we have found the following to be useful:
    • Weekly emails A weekly email with the schedule for the week, including practice times, game times and locations, along with directions to the rinks, are often helpful. Your coaches may or may not want to include specific information, but always give your coaches the option of addressing the team and parents in this communication.
    • Group chats and messaging It's helpful to use an app for team texting and group chats. SportsEngine has this feature on it's app. During the course of the season, it is helpful to be able to communicate last minute issues to the team, including delays or cancellations. 
    • Locker room Supervision This falls under the role of the Culture Keeper described in the volunteer section, but deserves repeating. Please ensure this policy is being followed: there must be an adult present with the team at all times including in the locker room. It will be left to the coach to decide on how he/she wants to ensure coverage. They can decide if parents will be used to help spread the responsibility. Parent volunteers need to complete the USA Hockey SafeSport training. It's a free, online tutorial at Putting your gear on in the hall at the Kern would not qualify under this provision. *This is mandatory at USM and strongly suggested everywhere else as it is easier to just become part of your routine.*
    • Locker Room Rules- Our club utilizes the base layer rule. The use of cell phones for video, photography or recording is prohibited in all locker rooms. 
  • Emergencies First Aid Kits will be checked and restocked on a monthly basis, but if you use up most of a supply (e.g. Band-Aids) or notice that something is running low, please let Jason Woods know so the item can be replenished right away. In addition, there are twelve ice bags in the freezer in the snack bar. You can find a first aid kit in any of these three locations around the Winter Club rink:
    • Under the scorer's table
    • In cabinet above the sink in snack bar (marked with red cross on door)
    • Hanging on door of AED machine in lobby (soft sided with red cross on kit)
  • Allergies Please be aware that there may be players on your team that have life-threatening food allergies. We ask that you please discourage players and parents from eating and snacking in the locker rooms.  
  • Rink Stewardship The cleanliness of the rink is a reflection on the club and as a team manager, you can help. PLEASE encourage your team to pick up after themselves. Parents are not allowed to drop off their skaters earlier than required by their team. 

Again, thank you for contributing your time and talents in making this a great season of hockey for your child's team.

Go Wildcats!