/ GRIMSHAW MINOR HOCKEY ASSOCIATION HANDBOOK
May 2011
Page | 1HANDBOOK
Table of Contents
SECTION 1 CONSTITUTION OF THE GRIMSHAW MINOR HOCKEY ASSOCIATION
ARTICLE 1 OBJECTIVES
ARTICLE 2 GOVERNING DOCUMENTS AND CHANGES THERETO
ARTICLE 3 MEMBERSHIP
ARTICLE 4 EXECUTIVE COMMITTEE
ARTICLE 5 MEETINGS
ARTICLE 6 VOTING
ARTICLE 7 NOMINATIONS AND ELECTIONS
ARTICLE 8 ADMINISTRATION OF FUNDS AND ASSETS
SECTION 2 BYLAWS OF THE GRIMSHAW MINOR HOCKEY ASSOCIATION
1.0Structure
1.1Name
1.2Definitions
1.3Purpose
1.4Affiliation
1.5Seal of Society
2.0Membership
2.1Regular Membership
2.2Conditions of Membership
2.3Refusal
2.4Resignation
2.4.1Resignation of Exectutive Committee Officers
2.5Expulsion
2.5.1Suspension of Members
2.6Loss of Membership
2.6.1Life Members
3.0Registration / Dues
3.1Registration
3.1.1Timing
3.1.2Players
3.1.3Coaches
3.1.4Records
3.1.5Availability
3.2Fees
3.2.1Fee Structure
3.2.2Refunds
3.3Commitment to Major Fund Raising Activities
3.3.1Signing Up
3.3.2Failure to Fulfil Obligations
4.0Meetings of Members
4.1Annual Meetings
4.1.1Notice of Meetings
4.1.2Minimum Size of Quorum
4.1.3Minor Resoloutions
4.1.4Minimum Resolutions
4.2Order of Business
4.3General Meetings
4.3.1Notice of Meetings
4.3.2Minimum Size of Quorum
4.3.3Agendas
4.4Executive Meetings
4.4.1Minimum Size of Quorum
4.4.2Motions
4.5Voting
4.5.1Minor Resolotions
4.5.2Elections
4.5.3Voting Methodology
4.5.4Casting Vote
4.6Special Meetings
4.6.1Minimum Executive Committee Representation
4.6.2Notice of Meetings
4.6.3Minimum Size of Quorum
4.7Conflict of Interest
4.8Rules of Order
5.0Officers
5.1Qualifications
5.2Roles and Responsibilities
5.2.1President
5.2.2Vice – President
5.2.3Secetary
5.2.4Treasurer
5.2.5Food Booth Coordinator
5.2.6Coaches Coordinator
5.2.7Director of Coordinators
5.2.8Bingo Coordinator
5.2.9Registrar
5.2.10Referee Coordinator
5.2.11Ice Time Coordinator
5.2.12Equipment Coordinator
5.2.13Promotons Coordinator
5.3Terms
5.4Elections
5.4.1Vacant Positions
5.4.2Call for Nominations
5.4.3Eligibility for Nomination
5.4.4Requirements of Acceptance
5.4.5Returning Officer
5.4.6Presidentual Election
5.4.7Determining Elected Officer
5.4.8Election Tie- Breakers
5.5Removal
5.5.1Attendance Requirements
5.5.2Open Positions Resulting from Removal
5.5.3Removal by Resolution
5.6Resignation
5.7Presidentual Vacancy
5.7.1Other Executive Member Vacancies
5.8Remuneration
5.8.1Honorariums
5.8.2Honorarium/Wages
6.0Indemnification
7.0Executive Committees
7.1Executive Committee
7.1.1Responsibilities
7.1.2Duties
7.2Coaches Evaluation Committee
7.2.1Responsibilities
7.2.2Reporting
7.2.3Chairperson
7.3Appeal Committee
7.3.1Appeal Process
7.4Fund Raising Committee
7.4.1Responsibilities
7.4.2Reporting
7.5Investigations Committee
7.6Special Committees
8.0Complaints / Violations
8.1Investigation Reporting
8.1.1Violation of Hockey Alberta Rules and Regulations
8.1.2Reporting Channels
8.1.3Notification of Complaints
8.1.4Unwritten Notification
8.1.5Complaints and Violations
8.1.6Hockey Alberta Complaints or Appeals
8.2Presidents Authority
8.3Disciplinary Actions / Suspensions
8.3.1Disciplinary Decisions
8.3.2Disciplinary Notification
8.3.3Failure to Comply
8.3.4Player Suspension Notifications
8.3.5Coaches Suspension Notification
8.4Rights of Appeal
8.4.1Appeal Requirements
8.4.2Notification of Appeal
8.4.3Appeal Committee
8.4.4Reporting Requirements
8.5Appeal Committee Authority
8.5.1Appeal Committee Decision
8.6Court Action
9.0Bylaw Amendments
9.1Amendment Procedures
9.1.1Proposed Amendments
9.1.2Notification of Amendments
9.1.3Major Resolutions
9.1.4Approving Amendments
9.1.5Special Resolutions
9.2Coming into Force
10.0Rules and Regulations
10.1Requirements
10.2Special Rules
10.2.1Coming into Effect
10.2.2Communicating Special Rules
11.0Operating Guidelines
11.1Details
11.2Development
11.3Special Rules
11.4Ownership
12.0General
12.1Fiscal Year
12.2Budgets
12.2.1Budget Approval
12.2.2Communication of Budget
12.2.3Non-Adopted Budget
12.3Audits
12.3.1Audit Team
12.3.2Audit Schedule and Methodology
12.3.3Audit Reporting
12.3.4Auditor Statements
12.4Banking
12.4.1Bank Accounts
12.4.2Account/Payment Requirements
12.4.3Team Accounts
12.5Asset Inventory
12.6Annual Reports
12.6.1Acquisitions or Disposal of Assets
12.6.2Financial Reports
12.6.3Audit Reports
12.7Investments / Borrowing Powers
12.7.1Investments
12.7.2B orrowing
12.8Records
SECTION 1CONSTITUTION OF THE GRIMSHAW MINOR HOCKEY ASSOCIATION
CONSTITUTION
OF THE
GRIMSHAW MINOR HOCKEY ASSOCIATION
This organization shall be known as the GRIMSHAW MINOR HOCKEY ASSOCIATION (G.M.H.A.), and herein after referred to as the Association. The purpose of this Constitution, the Association's Bylaws and the Operating Guidelines shall be to confer upon the G.M.H.A. and its Executive Committee all of the powers of a fully self-governing organization within the confines of both Hockey Canada and Hockey Alberta. The operations of this Association shall be carried on chiefly in the Province of Alberta.
ARTICLE 1 OBJECTIVES
The objectives of this Association are:
- to promote, govern, and improve organized minor hockey, and to encourage participation by all interested adults and young persons in the Town of Grimshaw and immediate surrounding area.
- to operate as an Association by the authority of the Hockey Alberta Constitution & Bylaws, and in accordance with it's affiliation in the CAHA.
- to foster among its members, supporters, and teams a general community spirit of sportsmanship and good citizenship.
- to maintain and increase interest and fellowship in the game of hockey.
- to have and exercise a general care, supervision and direction over the playing interests of its teams and players, with the emphasis on equal opportunity for all players regardless of ability.
ARTICLE 2 GOVERNING DOCUMENTS AND CHANGES THERETO
The working documents of this Association shall include this Constitution, the Bylaws, and the Operating Guidelines.
Constitution:
Definition: The Constitution defines the governing objectives, membership, and general framework within which this Association shall operate. The Constitution of the Association shall not be altered except at the Annual Meeting.
Bylaws:
Definition: The Association's Bylaws establish how this Constitution, the Association's Assets, and the Association's operational activities shall be governed. The Bylaws shall not be altered except at a duly constituted Annual or General Meetings.
Operating Guidelines:
Definition: Operating Guidelines shall provide a means for capturing various processes, procedures, Special Rules, logistics, job descriptions, sample forms, agendas, notices, etc., and other reference material used by the Association to facilitate consistency and fairness in theapplication of our Constitution and Bylaws on a day-to-day and yeartoyear basis and to speed up the learning curve for new members. The Executive Committee shall be empowered to develop these guidelines and amend or add to as required during their term.
ARTICLE 3 MEMBERSHIP
All members of this Association shall comply with the requirements of this Constitution and the Association's Bylaws.
The membership of the Association shall consist of:
- all of the hockey clubs, team officials and players participating within the jurisdiction of the Association;
- the Executive Committee;
- other officers appointed by the Executive Committee;
- parents or guardians of children registered to play hockey within the
- Association, and for whom the prescribed fee has been paid;
- one representative from the major sponsor for each team within the G.M.H.A;
- any person who contributes their services voluntarily to perform such duties as may be assigned by the Association officers.
ARTICLE 4 EXECUTIVE COMMITTEE
The Executive Committee shall be comprised of the following officers: the President, Vice-President, Secretary, Treasurer, Food Booth Coordinator, Director of Coaches, Director of Coordinators, Bingo Coordinator, Registrar, Director of Referees, Ice Time Coordinator, Equipment Coordinator and Promotions Coordinator. The key responsibilities for each officer are provided in the Bylaws. A detailed job description and associated procedures for each officer shall be maintained in the Operating Guidelines.
ARTICLE 5 MEETINGS
Meetings shall normally fall within one of the following categories. Further details can be found in the Association's Bylaws.
The Annual Meeting is a meeting held once per year and is open to the general membership for the purpose of election of officers of the Association and for any amendments to the Constitution or Bylaws.
General Meetings are meetings called by the Executive Committee and are open to the general membership for the purpose of sharing information and or seeking direction in conducting the Association's day to day business as well as for the purpose of amending Bylaws.
Executive Meetings are called by and held throughout the year as required by the Executive Committee to carry out the day to day business. These meetings are open to the general membership if they would like to attend.
Special Meetings may be called by the Executive Committee at any time to deal with specific issues.
ARTICLE 6 VOTING
Each adult member present, who qualifies under Article 3 (Membership), shall be entitled to one vote at all duly constituted Annual and General Meetings of this Association. There shall be no proxy votes.
ARTICLE 7 NOMINATIONS AND ELECTIONS
All officers of the Executive Committee should be elected each year at the Annual Meeting for one year terms. As a minimum, the President, Vice-President, Secretary, and the Treasurer plus at least four (4) other officers of the Executive Committee shall be elected at the Annual Meeting. Any vacancies shall be filled in accordance with the Bylaws.
ARTICLE 8 ADMINISTRATION OF FUNDS AND ASSETS
The Executive Committee shall prepare a budget each year and present it to the general membership. The Treasurer shall present an Income Statement and Balance Sheet for the past fiscal year at each Annual Meeting. The Treasurer shall also present a summary of the Association's Inventory of Assets with any acquisitions or disposal of assets over the past year highlighted. Auditors shall be elected or appointed each year to review the Association's financial position with a report made thereafter to the general membership at the next Annual Meeting.
SECTION 2BYLAWSOF THE GRIMSHAW MINOR HOCKEY ASSOCIATION
1.0Structure
1.1Name
This organization shall be called the Grimshaw Minor Hockey Association (herein referred to as G.M.H.A).
1.2Definitions
(1) "C.A.H.A." shall mean the Canadian Amateur Hockey Association.
(2) "A.A.H.A." shall mean the Alberta Amateur Hockey Association.
(3) "Legal Guardian" shall be defined as a person who is granted guardianship of a player under the age of eighteen years by the law courts of Alberta.
(4) "Major Resolution" shall refer to any amendment, deletion, or addition to the Bylaws of the G.M.H.A.
(5) "Minor Resolution" shall refer to any motions or Special Rules adopted by the membership and/or Executive Committee in order to carry out the day to day activities of the G.M.H.A within the confines of the Bylaws.
(6) "Special Rules" shall describe those rules or motions adopted by the membership and/or Executive Committee that establish or further clarifies the required procedure, practice or conduct of the Association members within the confines of the G.M.H.A Bylaws. These rules or motions shall reside in the "Operating Guidelines". Refer to Bylaw 10.
(7) "Operating Guidelines" shall be a collection of information and Special Rules used by the G.M.H.A in order to carry out its day to day activities within the confines of these Bylaws. Refer to Bylaw 11.
1.3Purpose
The objectives of the G.M.H.A are:
(1) to promote, govern, and improve organized minor hockey, and to encourage participation by all interested adults and young persons in the Town of Grimshaw and immediate surrounding area.
(2) to operate as an Association by the authority of the A.A.H.A. Bylaws and Rules and Regulations as well as in accordance with A.A.H.A.'s affiliation with the C.A.H.A.
(3) to foster among the members, supporters, and teams of the G.M.H.A a general community spirit of sportsmanship and good citizenship
(4) to maintain and increase interest and fellowship in the game of hockey.
(5) to have and exercise a general care, supervision and direction over the playing interest of the teams and players within the G.M.H.A, with emphasis on equal opportunity for all players regardless of ability.
1.4Affiliation
The A.A.H.A. is the governing body for amateur hockey in the Province of Alberta in accordance with its affiliation with the C.A.H.A. The G.M.H.A is a member of the A.A.H.A. and therefore must abide by the Bylaws, Rules, and Regulations of the A.A.H.A. The G.M.H.A Bylaws shall not be and are not any less restrictive than the Bylaws, Rules, and Regulations of the A.A.H.A. The G.M.H.A Bylaws shall be consulted first on any issue before pursuing an issue with the A.A.H.A. or C.A.H.A.
1.5Seal of Society
The G.M.H.A does not have or use a "Seal".
2.0Membership
2.1Regular Membership
The membership of the G.M.H.A shall consist of:
- all of the hockey clubs, team officials and players participating within the jurisdiction of the G.M.H.A,
- the Executive Committee as defined in Bylaw 5.0,
- other officers appointed by the Executive Committee,
- parents or legal guardians of children registered to play within the G.M.H.A and for whom the prescribed fees have been paid,
- one representative from the major sponsor for each team within the G.M.H.A, and
- any person who contributes their services voluntarily to perform such duties as may be assigned by the G.M.H.A officers.
2.2Conditions of Membership
2.2.1 Each prospective Member, as a condition precedent to membership in the G.M.H.A, shall agree that:
1)all Members recognize the G.M.H.A as the highest authority concerning amateur hockey in the Town of Grimshaw and immediate surrounding area, subject only to the rights of appeal to the A.A.H.A.;
2)all Members shall unconditionally abide by the Bylaws and Special Rules of the G.M.H.A and any amendments thereto;
3)in order for the G.M.H.A to function efficiently, properly and to the best advantage of all Members, teams, players, coaching staff, officials, as well as the sport and game of hockey, the Executive Committee shall be the sole and final interpreter of the Bylaws, Special Rules and Operating Guidelines of the G.M.H.A and the application of the same, subject only to the rights of appeal as described in Bylaw 8.0.
2.3Refusal
The Executive Committee of the G.M.H.A shall have the sole and absolute right to accept or refuse an application for membership in the G.M.H.A.
2.4Resignation
Any Member may resign from membership in the G.M.H.A by submitting his/her resignation in writing to the Executive Committee of the G.M.H.A. Upon such resignation becoming effective, such Member shall forfeit his/her rights and privileges in the G.M.H.A.
2.4.1Resignation of Executive Committee Officers
This is addressed in Bylaw 5.6.
2.5Expulsion
A Member may be expelled from the membership in the G.M.H.A by a resolution passed by two-thirds (2/3) of the members present at a Special Meeting of the membership called for that purpose. No Member shall be expelled without just cause or without being notified of the complaint against that Member in writing from the Executive Committee or without having been given the opportunity to be heard by the Executive Committee with rights of appeal or finally without having been given a final opportunity to be heard by the membership at the aforesaid Special Meeting.
2.5.1Suspension of Members
This is addressed in Bylaw 8.0
2.6Loss of Membership
Nominations shall be submitted to the Executive Committee for consideration a minimum of 30 days prior to an Annual Meeting. Two-thirds majority vote of all Executive Committee officers shall be required to approve a life membership.
2.6.1Life Members
Life Members can act in an advisory capacity as requested by the Executive Committee and shall be eligible to vote at all G.M.H.A Annual or General Meetings.
3.0Registration / Dues
3.1Registration
a)Registration is open to all children interested in the sport of hockey whose age is or between five (5) and seventeen (17) years as of December 31st of the year in which one is registering. (Revised February 2000)
b)A family rate will apply for three or more players from same family – regular fee for first two players and half price for each subsequent player.
c)Payment Options:
- Half of the cost at the time of registration and the remainder by post-dated cheque December 01 of that year. Players are not allowed onto the ice unless fees have been paid.
- Refunds or late registration feed will be pro-rated on the following basis:
-Nov 01 – 15 80%
-Nov 16 – Dec 1550%
-Dec 16 – Jan 730%
-After Jan 08No Refunds
3.1.1Timing
Registration shall be held every fall over a minimum of two weekends with notices published in local newspapers and advertised on the local radio as a minimum by September 15. A late registration fee of $100 will apply after this date.
3.1.2Players
Registration forms for all minor hockey players shall be completed and signed by the child's parents or legal guardians. If registration is not completed, one does not become a member, and the minor hockey player shall not be allowed on the ice until the registration form is properly completed; all current dues and default charges are paid in full for that child and family; all major fund raising activities have been signed up for; and the Executive Committee has accepted the application. (Revised February 2000)
The board will make the final decision wheather a player is able to register at a higher level. Each case will be discussed independently, and voted on.
3.1.3Coaches
All coaching staff must register with the Coaching Coordinator prior to the start of the hockey season. All individulas wanting to coach must have applications submitted prior to September 01 of each year. The executive committee will make the final decision in the event of more than the required number of applications is received.
Teams will be divided equally so that all are competitivewith each other unless the league requires the teams to be tiered.
3.1.4Records
The G.M.H.A Registrar shall maintain a complete register of all its members and file all applications with the following information on each person as a minimum:
- the full name and residential address,
- the date on which the person is admitted as a member,
- the date on which any member ceases to be a member or is suspended,
- the class of membership of the person i.e. hockey player, coaching staff, Executive Committee member, parent, or a life time member.
3.1.5Availability
The register of all G.M.H.A members shall be available for inspection by any member of the G.M.H.A in good standing at any of the General or Annual Meetings or upon making arrangements with the Registrar or Secretary. Copies of this register shall not be given out for the purpose of any form of solicitation without the prior approval of the Executive Committee. A nominal charge of 25 cents per page shall be assessed for any copies requested.
3.2Fees
The Executive Committee shall have the sole responsibility in setting the annual registration fees and default charges based on expected budgetary costs, anticipated fund raising revenues and the direction received from the membership at the Annual Meeting.
3.2.1Fee Structure
The rationale for the annual fee structure shall be reviewed with the G.M.H.A membership at the first General Meeting following registration. These fees shall cover as a minimum the costs such as ice rental, referee fees, insurance, equipment purchases, tournaments, referee, and coaching clinics, and other operating expenses.
3.2.2Refunds
If a Member is not accepted, resigns, is expelled, or withdraws, a formal request in writing to the Executive Committee can be made to obtain a refund of all or part of any paid registration fees. The G.M.H.A Executive Committee shall determine an equitable refund based on the circumstances and portioning the amount of the season completed.
3.3Commitment to Major Fund Raising Activities
In an attempt to keep annual fees as low as possible, the G.M.H.A membership shall determine by means of a two-thirds majority vote of those present at the Annual Meeting which major fund raising activities (i.e. bingo, food booth, etc.) shall be compulsory for all members in the upcoming season.
3.3.1Signing Up
All major fund raising activities shall be signed up for at time of registration. Once one is signed up, it shall be that individual's responsibility to fulfill this obligation or find someone to fulfill it for them.
3.3.2Failure to Fulfil Obligations
- In the event a member fails to fulfill his/her obligation, there shall be a default charge assessed against the member in addition to any wages that may have been paid out to cover this obligation. The default charge is payable in full upon receipt of a written notice from the Executive Committee.
- The Executive Committee shall be charged with setting appropriate default charges and in setting the maximum wage to be paid another individual in fulfilling a missed obligation. The default charge shall be non-refundable. The Executive Committee shall determine if dDefault charges (3-$75 post-dated cheques) will be paid in advance, prior to commencing registration. When a member fails to meet his/her obligation, the prepaid default charges, e.g., post dated cheques will be cashed without providing written notice. (Revised February 2000)
- In the event that a member fails to meet another obligation in the second year, or refuses to pay any default charges, the Executive Committee shall have the right to suspend that member and all direct family members from participating in the G.M.H.A for a time frame the Executive Committee deems appropriate.
- All prior default charges or portions thereof not paid shall become payable no later than at the next season's registration otherwise registration may be rejected.
- The officer assigned to oversee a major fund raising activity is responsible to keep track of any missed obligations and report them immediately to the Executive Committee.
4.0Meetings of Members