COLD LAKE MINOR HOCKEY ASSOCIATION BYLAWS
NAME
1. The name of the society shall be the “Cold Lake Minor Hockey Association”, hereinafter also referred to as “the Association” or “CLMHA”.
MEMBERSHIP
2. Membership shall be open to all residents of the City of Cold Lake and surrounding area provided:
a)they are guardians of a child in minor hockey and remain in good standing by paying a fee for that child, within a set time limit, as stipulated by the membership and approved at a general meeting;
b)they observe and conform to the rules and regulations set by membership;
c)they agree that the Association shall not be responsible for any damages, injury or loss of property to any player, member or to guests taken to the arena premises;
d)they are coaches or other team officials of hockey teams registered with Hockey Alberta through the Cold Lake Minor Hockey Association;
e)they are members of the community who are 18 year or older and interested in participating in the work of the Association and the promotion and achievement of its objectives, and that they have submitted a membership application to the Association providing their name, address and reasons for becoming a member.
3. Members wishing to withdraw from membership may do so at any time upon written
notice to the Secretary of the Association. The effective date of withdrawal will be the date of which written notice of such withdrawal is received by the Secretary. Members in arrears for any fees or assessments at the end of the operating year shall automatically have their membership withdrawn as of that date, and shall, thereafter, not be entitled to any membership privileges in the Association until reinstated. Any member may be expelled as a result of actions by that member which may be deemed to be clearly detrimental to the interest of the Association, or in violation of the By-laws or Regulations of the Association.
PRESIDENT
4. The President shall be responsible for the overall operation of the Cold Lake Minor Hockey Association and shall be the liaison between the CLMHA and Hockey Alberta. The President shall be an ex-officio member of all committees. He/she shall, when present, preside at all Executive and General meetings of the Association. In his/her absence, a Vice President shall preside at any such meetings. In the absence of both, a Chairperson may be elected at the meeting to preside.
BOARD OF DIRECTORS
5. Executive Committee shall mean the Board of Directors of the Association.
6. The Executive Committee shall, subject to the Bylaws or directions given it by majority vote of the membership, at any meeting properly called and constituted, have full control and management of the affairs of the Cold Lake Minor Hockey Association. Meetings of the Executive Committee may be called as often as may be required, but no less than once per month, and shall be called by the President. Meetings of the Executive Committee shall be called by 10 days notice by email.
7. A person elected or appointed as an officer or a director becomes an officer or a director if they are present at the meeting when being elected or appointed, and did not refuse the appointment. They may also become an officer or a director if they were not present at the meeting but consented in writing to act as officer or director before the election or appointment, or within 10 days of the election or appointment, or if they acted as an officer or director pursuant to the election or appointment.
8. Any officer or director, upon a majority vote of the Executive Committee members, may be removed from office for any cause which the Association may deem reasonable.
SECRETARY
9. Executive Assistant shall mean the Secretary for the Cold Lake Minor Hockey Association.
10. It shall be the duty of the Executive Assistant to attend all general meetings of the Association and of the Executive Committee, and to keep accurate minutes of the same. He/she shall have charge of the Seal of the Association, which whenever used shall be authenticated by the signature of the Executive Assistant and the President, or, in the case of the death or inability of either to act, by the Vice President. In the case of the absence of the Executive Assistant, his/her duties shall be discharged by another officer, or director, as may be appointed by the Executive Committee. The Executive Assistant shall have charge of all the correspondence of the Association and be under the direction of the President and the Vice-President in charge of Business and Administration.
11. The Executive Assistant shall also keep a record of all the members of the Association and their addresses, send all notices of the various meetings as required, and collect and receive the annual registration dues levied by the Association. Such monies shall be promptly turned over to the Treasurer for deposit in a bank, Trust Company, Credit Union or Treasury Branch as required.
TREASURER
12. The Treasurer shall receive all monies paid to the Association and be responsible for the disposal of same in whatever bank, Trust Company, Credit Union or Treasury Branch the Executive Committee may order. He/she shall promptly account for the funds of the Association and keep such books as may be directed. He/she shall present a full detailed account of receipts and disbursements to the Executive Committee whenever requested, and shall prepare for submission to the Annual General Meeting a statement duly audited of the financial position of the Association, and submit a copy to the Executive Assistant for the records of the Association. The Office of the Secretary and Treasurer may be filled by one person if any annual meeting for the election of Officers shall so decide.
AUDITING
13. The books, accounts of the Secretary and Treasurer shall be audited at least once per year by a duly qualified accountant, or by two members of the Association for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the Cold Lake Minor Hockey Association. The fiscal year of the Association in each year shall be 1 September to 31 August.
14. The books and records of the Association may be inspected by any member of the Association at the Annual Meeting, or at any time upon giving reasonable notice and arranging a time satisfactory to the officer having charge of same. Each member of the Executive Committee shall at all times have access to such books and records.
MEETINGS
15. An Annual General Meeting of the Association shall be held as required, but not less than once per year. This meeting shall take place in March or April of each year. The Annual General Meeting shall be advertised, at least four weeks in advance, on the local radio station, in the local newspaper and posted on the Cold Lake Minor Hockey website. At this meeting there shall be elected a President, two Vice Presidents, Treasurer and Registrar. Elected Officers will agree to a two year term, unless agreed upon in writing prior to election. Any person seeking election as the President must be a member of the Executive Committee, and must have served at least one full hockey season on the current Executive Committee. The remaining Directors are appointed positions, and shall be appointed by the current Executive Committee from volunteers, or elected if more than one volunteer applies. A quorum is deemed valid if 5% of the Association membership is present and proper notification for the meeting has been made. Should a quorum not be present, the President may declare the meeting valid for the purpose of elections, appointments and time sensitive issues.
16. An Executive Committee meeting shall be held as required but no less than once per month. A 50% quorum of the Executive Committee must be present to conduct an Executive Committee meeting. The President may determine a quorum if 75% or more of the Executive Committee members were informed of the meeting. Members of the Executive Committee will be notified of the monthly meeting by an email to each member no later than 10 days before the meeting. Executive Committee meetings are open to any member in good standing of the Cold Lake Minor Hockey Association, who may attend as observers only, unless they have made prior application to discuss or present an item of business.
17. A special meeting shall be called by the President upon receipt of a petition signed by one third of the Association members in good standing, setting forth the reasons for calling such meeting. A special meeting shall be advertised, at least two weeks in advance, on the localradio station, the local newspaper and posted on the Cold Lake Minor Hockey website. A quorum is deemed valid if 5% of the Association membership is present and proper notification has been made. Minutes will be taken at this meeting by the Cold Lake Minor Hockey Association’s administrative assistant and will be sent out and filed in accordance with Cold Lake Minor Hockey Association regulations.
VOTING
18. Any member in good standing of the Cold Lake Minor Hockey Association shall have the right to vote at the Annual General Meeting of the Association. Such votes must be made in person and not by proxy or otherwise.
19. Any member in good standing of the Cold Lake Minor Hockey Association shall have the right to vote at a special meeting. Such votes must be made in person and not by proxy or otherwise.
REMUNERATION
20. Unless authorized at any meeting and after same shall have been given, no Officer, Director or member of the Cold Lake Minor Hockey Association shall receive any remuneration for his/her services.
BORROWING POWERS
21. For the purpose of carrying out its objects, the Association may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures. This power shall be exercised only under the authority of the Association, and in no case shall debentures be issued without the sanction of a special resolution of the Association.
DISSOLUTION CLAUSE
22. Upon dissolution of the Cold Lake Minor Hockey Association, any assets remaining after paying debts and liabilities, are to be disbursed to eligible charitable or religious groups, or purposes as approved by the Executive Committee, or transferred in trust to the City of Cold Lake until such time as the assets can be transferred from the municipality to a charitable or religious group or purpose, as approved by the Executive Committee.
BYLAWS
23. The Bylaws may be rescinded, altered or added to by a “Special Resolution”.
1/5CLMHA Bylaws Nov 23 09.doc