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Ice Bill Policy

To All Coaches and Managers,

Please review the following important guidelines concerning the proper handling of team ice bills, as there have been some important updates.

Association Contracts

The APHA enters into an agreement with the City of Allen Park and the City of Lincoln Park to contract its ice time for the upcoming playing season.  Ice time is purchased through these contracts in blocks of time prior to the start of the playing season.  Ice is billed out by the city each month throughout the current playing season according to the terms defined within each contract.  Ice bills received from both the City of Allen Park and the City of Lincoln Park are due immediately upon receipt from the APHA.  Therefore, it is extremely important that ALL teams follow the guidelines as outlined below and get their payments in by the dates indicated.

Master Ice Schedule

  • At the beginning of the current playing season, each team is given the opportunity to review and approve its ice schedule for the upcoming season; this then becomes what is referred to as the Master Ice Schedule
  • Once the Master Ice Schedule is finalized, all team ice bills for the current playing season are billed per the Master Ice Schedule
  • Please note:
  • Each team is responsible for ALL hours assigned to them
  • It is the responsibility of the team to sell or trade ice that cannot be used
  • If a team needs to sell or trade ice, you may send an email, contact other teams directly, or send an email to [email protected] and request that a mass email be sent to all teams in the association
  • Teams may sell or trade ice with a non-association party, but must have any outside party sign an independent agreement with the rink regarding the rental.  This will remove the team and APHA from any other liabilities regarding the ice rental
  • It is the sole responsibility of the teams to ensure that any ice that is sold or traded is paid in FULL to the APHA
  • Any deviations from the Master Ice Schedule that are outside the control of the team (i.e. ice taken back for tournaments, by the rink, by the APHA, lost ice due to scheduling conflicts etc.) must be communicated in writing to the APHA Treasurer immediately so that the team’s ice bill can be adjusted accordingly

Monthly Ice Bills

  • Ice bills will be distributed by the 10th of each month for the current month’s ice charges per the Master Ice Schedule and will be emailed directly to each team
  • Ice bills will contain the amount due for that month as well as a detailed list of ice hours being billed
  • It is up to each team to verify that the ice bill received matches your team’s schedule – any discrepancies should be reported to the APHA Treasurer in writing immediately
  • Ice bills are due on the 25th of each month for the current month’s ice charges
  • Payments are to be made payable to APHA and should reference your team name and ice bill(s) being paid
  • A grace period of 5 days will be given, however, it is expected that all ice bills for the current period be paid no later than the 25th of the month
  • Payments received after the grace period may be subject to a $25 late fee
  • Mail payments to the address indicated on the ice bill

Reminders

  • Each team is responsible for the entire amount listed on the ice bill
  • Each team is responsible for collecting the necessary monies from each team member prior to the ice bill being due
  • Team payments to APHA should not be withheld from APHA due to non-payment from individual team member(s).  If an individual will be late on their payment, on your team’s remittance details, please list the name of the player(s) and their guardian(s), as well as their contact information, the amount owed, and a timetable for payment
  • If  you encounter difficulties collecting from team member(s):
    • Keep clear records in the unlikely event that a problem cannot be resolved without legal action
    • Remind team members of the financial agreement that was signed/agreed to when they joined the team
    • Try to resolve the issue internally
    • If a collection problem arises or persists, contact an APHA Board Member, the APHA Treasurer, or the APHA President for support

 

Thank you for your support and cooperation in this matter.

John Kamph
APHA Treasurer