Annual General Meeting
Our annual AGM will be on May 13th @ 6:30pm in the curling ring lounge.
The Ponoka Minor Hockey Association is currently seeking dedicated and passionate individuals to join our Board of Directors. We have nine board positions available for the upcoming season and looking for volunteers who are eager to support and grow minor hockey in our community.
Serving on the board is a great opportunity to contribute to the development of our athletes, support our coaches and families, and help share the future of hockey in Ponoka. Whether you have previous board experience or are new to volunteering, we welcome individuals with a variety of skills, perspectives and a strong commitment to teamwork.
Available Positions Include:
- U11-U13 Coaching Coordinator
- U15-U19 Coaching Coordinator
- Secretary
- Registrar
- Female Coaching Coordinator
- Equipment Director
- Ice Scheduler
- Fundraising and Tournament Director
- Public Relations
If you are interested in becoming more involve or would like additional information about any of the roles, please contact us directly.
Mike Wildeboer -President- pmhamike@hotmail.com
Megan Pankewitz -Vice President- vpponokaminorhockey@outlook.com
We encourage all members to consider stepping forward, your involvement makes a meaningful difference in our association and community. Our Annual AGM will be held on Wednesday May 13, 2026 at 6:30pm in the Curling Rink Lounge to nominate and vote on these positions. There will also be a 10% discount code provided in attendance of the AGM for the 2026 PMHA registration fees.
Included is each role descriptions below.
Thank you for your continued support of Ponoka Minor Hockey
U11 - U13 DIRECTOR • Voting position • Send out welcome package to parents which includes: expectations of players, coaches and parents, as well as all the roles needed to be filled for the teams • Set dates and times for pre skates and evaluations in collaboration with the ice scheduler • Organize evaluators for evaluation skates • Responsible for finding appropriate on-ice help to run each tryout session • Be available to field questions and comments about the evaluation process • Collect evaluation forms after each evaluation session. • Will be responsible for the final calculations of the player rankings and collecting all evaluators scoring sheets and notes at the end of the each evaluation skate, in collaboration with other board members • Recruit to fill the coaching positions and assist them to fill out the application form • Collect player pledges at beginning of season • Communicate with coaches and managers throughout the year on information brought forward by the board • Provide support to managers, coaches, parent captains regarding conflict that may arise that cannot be resolved at the team-level • Be aware of player suspensions for age division and ensure players are following suspension details including missing games and when eligible to play again • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
U15 - U18 DIRECTOR • Voting position • Send out welcome package to parents which includes expectations of players, coaches and parents, as well as all the roles needed to be filled for the teams • Set dates and times for pre skates and evaluations in collaboration with the ice scheduler • Organize evaluators for evaluation skates • Responsible for finding appropriate on-ice help to run each tryout session • Be available to field questions and comments about the evaluation process • Collect evaluation forms after each evaluation session. • Will be responsible for the final calculations of the player rankings and collecting all evaluators scoring sheets and notes at the end of each evaluation skate, in collaboration with other board members • Recruit to fill the coaching positions and assist them to fill out the application form • Collect player pledges at beginning of season • Communicate with coaches and managers throughout the year on information brought forward by the board • Provide support to managers, coaches, parent captains regarding conflict that may arise that cannot be resolved at the team-level • Be aware of player suspensions for age division and ensure players are following suspension details including missing games and when eligible to play again • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
FEMALE DIRECTOR • Voting position • PMHA CAW representative • Attend and chair CAW Board meetings, attend PMHA Board meetings, attend LMHA Operating Committee meetings, attend BMHA fundraising meetings, attend RMFHL meetings • Declare number of teams and tier to the RMFHL prior to League meeting in September • Declare if we are a Drop Clock community to the RMFHL • Submit teams HCR to the RMFHL • Attend the LMHA coach/manager meeting at the start of the season • Be familiar with the RMFHL and the LMHA bylaws, operating regulations and guidelines, policies and procedures and handbooks • Assist in developing and maintaining positive relations among board committees, staff members and Member Associations • Assist with seasonal plan detailing critical dates. • Recruit skaters, goalies, and coaches. • Share registration list with CAW board and work together to form teams. • Contact other association female directors regarding player numbers and movement • Confirm which players are trying out for elite teams • Attend and organize all tryouts, spring and fall skates • Provide communication to parents pertaining to tryouts • If overageing players, organize player skill assessments and paperwork • Review Head Coach applications - facilitate head coach selection interviews as needed • Share Association and League info with coaches, managers and parents • Communicate with coaches and manager throughout the year on information brought forward by the Association and the League • Direct coaches, managers, parents to the correct LMHA person to contact if further information is needed • Attend teams’ first meetings and any further team meetings as needed or upon request • Affiliates - share list of possible players to affiliate with LMHA registrar and the head coaches • Be second signature for CAW for cheques and review budget and account • Track suspensions and penalty minutes • Report information to the 3 Associations as needed • Promote and advertise the Central Alberta Warriors female hockey program • Apply for Female Hockey Day grant • Help plan Female Hockey Day • Help with CAW fundraising activities • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
FUNDRAISING / TOURNAMENT DIRECTOR • Voting position Tournament Director 15 • Be the initial contact person listed on Hockey Alberta Tournament website • Contact division tournament coordinators and share the following info with them: - Emails from teams wanting more information - Dates and ice time for their home tournament - Inform team tournament coordinators of CAHL deadline for team blackout dates. Teams should be selected for the home tournament before this date - Information package - PMHA ice schedular, Treasurer and Ref Director contact info • Review Tournament application information and registration fees before it is sent out • Be available for PMHA division tournament coordinators to answer questions • Join division tournament meetings as needed • Update PMHA tournament information package as needed Fundraising Director • Organize and plan all fundraiser(s) for the PMHA season • Apply for the casino, plan raffle prizes, or look for sponsors • Apply for grants as applicable • Coordinate meeting with team fundraiser reps regarding the details of the years fundraising • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
EQUIPMENT DIRECTOR • Voting position • Organize PMHA supplied equipment • Evaluation support • Take inventory of jerseys and equipment at the conclusion of each season. • Ensure training equipment is stocked and in good condition (e.g. pucks, pylons, coaching boards, goalie gear for U9, etc) • Repair/replace equipment as required • Ensure safety kits are stocked for each team at the beginning and throughout the season as required • Communicate with coaches and directors on availability of equipment and location of • equipment • Work with recurring sponsors that supply jerseys (Tim Hortons U7 and McDonalds U11) • Ensure all PMHA jerseys are in good condition and order replacements as required • Organize apparel night • Set/maintain equipment locker combinations and maintain a spreadsheet with locker assignments • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
PUBLIC RELATIONS • Voting position • Responsible for the promotion of PMHA. its members, players and volunteers • Organize and ensure PMHA participation in events, such as parades etc. • Responsible for co-coordinating all advertisements for PMHA meetings, events, and activities • Coordinate distribution of the Sponsors photos to the Team Managers for presentation to their team sponsor. • Ensure all PMHA communications are delivered in a timely manner to the Association members • Maintain the website and ensure the site is functioning properly. Responsible for website management and updating/removing content from PMHA website. This also includes but is not limited to external publicity, association photo day, internet presence, periodic newsletters, and bulletin boards • Coordinate social media involvement by posting content, photos and videos • Responsible for marketing the PMHA Stampeders brand via community events and media • Ensure that all team sponsors are promoted / thanked publicly for their support • Attend events and games at the arena, take photos and post to PMHA social media accounts and PMHA website • Request and receive pictures via text messages and emails from team managers for away games and post to PMHA social media accounts and PMHA website. Make arrangements with all team managers when teams are travelling out of town to have team managers submit the results of playoffs and tournaments to be posted on website and social media the same day • Ensure that all Association activities are published on the website and social media • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
REGISTRAR • Voting position • Attend policy revision meetings, and disciplinary meetings as required. • Ensure PMHA Executive Contact Information is correct for Hockey AB / CAHL • Set up a registration system each year • Track all registrants, ensure they have RIS Parent completed • Facilitate and request all transfers and needed documentation as per PMHA and HA requirements • Be one of two HA signing authorities regarding player movement • Be familiar with HA and PMHA policy regarding releases and transfers and assist parents to navigate processes • Provide the board with updated registrant lists (in the spring and summer, every few weeks), in fall, almost daily • Provide each division director with contact information for all parents in their divisions, updated with each new registrant as they occur • Communicate with other associations’ registrars re: team numbers, releases, oversized teams • Along with the board, determine, based on the number of registrants, how many teams at each division we will have • Guide and assist coaches into booking courses for their qualifications, as well as ensuring that each team has the appropriate coaches with qualifications met to be approved by HA • Put the team order into HA • Register and ensure approval of all teams within HCR • Put in the team order to CAHL • Provide all coaches and managers with rosters • Provide the league with contact info for PMHA and update it as we bring on new coaches / team staff / players • Provide the league with all needed rosters by deadline and provide updates as they occur • Attend HA and league meetings that pertain to registration • Coordinate affiliation forms, add APs to rosters; provide coaches and managers with AP related policies and guidelines; assist with affiliation requests as needed • Registrar must be up to date on HA and CAHL policy and deadlines and be able to guide the board regarding questions • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
ICE SCHEDULER • Voting Position • Coordinate ice times for all Ponoka Minor Hockey Association teams • Be familiar with the CAHL, RMHL, Hockey Alberta and Hockey Canada Bylaws and Regulations • Once teams have been registered, organize a season-long schedule for the respective teams ensuring a balance of ice allotment from team to team • Responsible for the acquisition and scheduling of ice times as it relates to tryouts, games, tournaments, practices, and clinics • Report/track and approve any ice usage to the PMHA Treasurer via spreadsheet • Work in conjunction with all managers and coaches to ensure available ice is used. • Ensure a schedule of games and practices is posted on the PMHA website • Responsible for all PMHA ice scheduling for practices, special events, tournaments and for communicating all such scheduling to the team and managers and others as directed by the Executive Board • Responsible for scheduling ice with the Town on behalf of the Ponoka Minor Hockey Association, according to the ice purchase objectives set forth by the Executive Board • Attend ice user meetings as scheduled by the Town • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
SECRETARY • Voting position • Provide reminders to board members prior to board meetings. • Prepare monthly board meeting agenda • Record monthly board meeting minutes • Provide the Public Relations Director with copies of the approved meeting minutes for the PMHA website • Keep organized records of all meeting minutes, agendas, approved coaching staff • Notify and communicate with team managers re: sanctions applications / approvals • Apply for sanction/permits (tournaments, exhibition games, travel permits, off season events) • Provide letters and guidance to all coaches and on ice helpers regarding how to obtain Criminal Record Checks and Child Intervention Checks. • Collect and record coaches/on ice helpers record checks and update the PMHA board; provide reminders to coaches as needed • Answer and/or redirect any general questions emailed to the PMHA secretary • Provide a copy of meeting minutes from the previous year’s AGM. • Prepare the agenda for the AGM • Record meeting minutes for the AGM. • Sign checks for PMHA • Book and organize annual team photos • Attend PMHA Board Meetings • Carry out other duties as assigned by Executive Board • Assist with tasks and events as needed (parades, Awards Banquet, etc.)
