Lake Melville “Xtreme” Minor Hockey Association

Revised May 2014

LAKE MELVILLE XTREME

MINOR HOCKEY ASSOCIATION

CONSTITUTION

Revised May 2014

"The Outcome of the child is infinitely more important than the outcome of the game."

LAKE MELVILLE XTREME MINOR HOCKEY ASSOCIATION

CONSTITUTION

INDEX

ARTICLETITLE PAGE

A-1Name2

A-2Mission and Objectives2

A-3Meetings3-4-5

A-4Elections6-7

A-5Fiscal Year8

A-6Executive8-9

A-7Duties of Executive Members9-13

A-8Amendments and Alterations14

A-9Membership15

A-10Policy and Procedures Manual15

Lake Melville “Xtreme” Minor Hockey Association

Revised May 2014

CONSTITUTION

ARTICLE A-1

NAME

A-1.01The name of this organization shall be the Lake Melville Xtreme Minor Hockey Association (hereto known as LMXMHA).

ARTICLE A-2

MISSION AND OBJECTIVES

MISSION

A-2.01To provide a safe and fun filled environment for all players and to foster, encourage and promote the development of minor hockey in Lake Melville and the Province.

OBJECTIVES

A-2.02To offer a program that is affordable to any person wishing to participate;

A-2.03To offer a program which encourages equal opportunity for all participants;

A-2.04To foster interest and participation in the program by its members, supporters and

teams;

A-2.05To provide supervision and direction for all members, supporters and teams;

A-2.06To offer a program that will provide the essential skills and leadership so that the

participants can compete at a level suitable to their skills and needs;

A-2.07To offer a program that is geared to the person participating and not to their ability.

CONSTITUTION

ARTICLE A-3

MEETINGS

ANNUAL GENERAL MEETING

A-3.01The annual general meeting shall be held annually, during the month of May.

SPECIAL GENERAL MEETING

A-3.02Special general meetings may be called by the president at any time or shall be

called by the president upon the written request of ten parents, coaches,

coordinators and/or executive members of the LMXMHA, stating the subject(s) to

be discussed and such subject(s) shall be placed on the agenda by the president.

EXECUTIVE MEETINGS

A-3.03Executive meetings shall be held regularly as ordered by the president, at a date and time agreed upon by a majority of the executive members.

SPECIAL EXECUTIVE MEETINGS

A-3.04Special executive meetings may be ordered by the president or by a simple

majority of the executive at any time.

NOTIFICATION OF MEETINGS

ANNUAL GENERAL MEETINGS

A-3.05 The secretary will give notice of annual general meetings by advertising with all media sources within the boundaries of LMXMHA, stating the time, date, place and purpose of such meetings and by posting a notice in the public areas of all arenas in which games are played by teams governed by the LMXMHA including the time, date, place and purpose of such meetings. Such notices are to be dispersed initially not less than twenty-one days prior to such meetings.

SPECIAL GENERAL MEETINGS

A-3.06The secretary will give notice of any special general meetings by advertising

with all media sources within the boundaries of LMXMHA stating the time, date, place and purpose of such meetings and by posting a notice in the public areas of all arenas in which games are played by teams governed by the LMXMHA including the time, date, place and purpose of such meetings. Such notices are to be dispersed not less than seven days prior to such meetings.

EXECUTIVE MEETINGS

A-3.07The secretary shall advise all executive members, both present and not present,

of the time, date and place of the next regular executive meeting.

SPECIAL EXECUTIVE MEETINGS

A-3.08The president shall advise the secretary who will advise the executive members of

the time, date, place and purpose of any special executive meeting by the most

expeditious means available.

QUORUM REQUIREMENTS

A-3.9No executive meeting shall be convened unless a quorum consisting of a simple majority of those executive members currently serving is present. All currently serving executive members must have been notified prior to such meetings.

AGENDA FOR THE ANNUAL GENERAL

A-3.101.Check the voting powers and credentials of all present.

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  1. President’s welcome address.

3.Reading of the minutes, by the secretary, of the previous annual general meeting and all special general meetings held since the last annual general meeting.

4.Business arising from these minutes.

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  1. Reading of outstanding correspondence.
  1. Annual report of the past president and secondary duties held.
  1. Annual report of the parent’s committee.
  1. Annual report of the directors and secondary duties held.
  1. Annual report of the registrar and secondary duties held.
  1. Annual report of the secretary and secondary duties held.
  1. Annual report of the treasurer (a copy of the financial statement shall be made available to all present).
  1. Annual report of the vice-president and secondary duties held.
  1. Annual report of the president.
  1. Old business.
  1. Election of executive members.
  1. Official handover from the old executive members to the new executive members.
  1. New business.
  2. Adjournment.

ARTICLE A-4

ELECTIONS

NOMINATIONS

A-4.011.A nominating committee of at least three members of the LMXMHA

shall be appointed by the president prior to the date of any annual general meeting.

The president shall also appoint one of the nominating committee members, as chairperson.

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  1. Nominations may be made from the floor at any annual general meeting, provided the consent of the nominee is obtained at that time.
  1. A person can only nominate one person for each position.

VOTING

A-4.021.Every person who is present at an annual general meeting shall have a vote for

each elected office contested. No proxy votes shall be permitted. Refer to A-9.01

for voting eligibility.

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  1. The nominating committee shall prepare ballots for the elections. The chairperson of the nominating committee shall act as the returning officer and two committee

members shall act as scrutineers. If so requested, any person nominated on a ballot

may request to have a scrutineer of their choice present at the count but shall not

replace the committee members.

  1. Elections shall be by secret ballot. Except for the office of president, the nominee

obtaining the greatest number of votes shall be declared elected.

  1. For the office of president a nominee shall be declared elected only if that person

obtains more than one-half of the votes cast. In the event a nominee obtains

one-half or less of the votes cast, the nominee obtaining the least number of votes shall be removed from the ballot and a further election shall immediately take place. This procedure is to be repeated as many times as required until one nominee obtains more than one-half of the votes cast.

  1. In the event that only one person is nominated for any office that nominee shall be

declared elected by acclamation.

  1. The executive members shall be elected in the following order:
  1. President
  2. Vice-President
  3. Treasurer
  4. Secretary
  5. Registrar
  6. Directors (two)

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g. Division Coordinators

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  1. Referee-In-Chief
  2. Chairperson Parents Committee

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  1. A nominee not elected to any office may, if nominated, run for election for any

remaining office.

  1. No person may be elected to more than one office.

9.Ballots cast for each elected office shall be counted and the results announced

before proceeding with the election for the next office. In the event of a tied vote

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another vote will be held. If still tied only the executive members present will vote

(the president will only vote in this instance if an even number of executive

members are present). No executive member may vote at this time if his or her name is on the ballot.

10.All ballots cast shall remain in the custody of the nominating committee until all

elections are complete. The chairperson will then raise the motion to destroy all

ballots.

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ARTICLE A-5

FISCAL YEAR

A-5.01The fiscal year shall be a twelve-month period commencing June 1 and ending

May 31 of the following year.

ARTICLE A-6

EXECUTIVE

A-6.011.The executive shall consist of the following members:

  1. President
  2. Past-President
  3. Vice-President
  4. Treasurer
  5. Secretary
  6. Registrar
  7. Directors (two)
  8. Parents Committee Chairperson

i.Division Coordinators

j. Referee-In-Chief

k.Technical Director

REPLACEMENT OF EXECUTIVE MEMBERS

A-6.021.The office of any elected or appointed executive member who has failed in the

proper discharge of his/her duties may be declared vacant by a motion approved by a two-thirds majority vote of those executive members present at any properly constituted regular or special executive meeting.

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  1. The executive shall have the power to appoint a replacement to any executive

office that may become vacant for any reason by a motion approved by a two-thirds majority vote of those executive members present at any properly constituted regular or special executive meeting.

  1. The replacement member shall hold office only until the next annual general meeting or special general meeting, whichever occurs first.
  1. If the next meeting after such an appointment is a general or special general

meeting, any and all such appointments shall be confirmed or defeated by a simple

majority vote of the executive members present. The only exception is that of the position of president at which time Article A- 4.02 paragraph 4 shall come into effect.

5.No executive member, with the exception of the president, which will be a two-year term, shall hold office beyond the date of the next annual general meeting unless nominated and elected or acclaimed to his/her current or other office.

6.All elected and appointed executive members present at any properly constituted

regular executive or special executive meeting shall be entitled to one vote, with the

exception of Article A-4.02 Paragraph 9.

ARTICLE A-7

DUTIES OF EXECUTIVE MEMBERS

PRESIDENT

A-7.011.The president shall preside at all meetings of the LMXMHA when available.

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  1. The president shall be an ex-officio member of all standing committees.
  1. The president shall perform all duties that naturally fall within the boundaries of the office.
  1. The president or an appointed delegate shall be the official representative of the LMXMHA.
  1. The president shall oversee the operation of the LMXMHA and ensure that the association operates in a functional and operational manner.
  1. The president shall be one of the signing authorities of the association.
  1. The president shall ensure that an annual financial statement is completed.

PAST PRESIDENT

A-7.021.The past president shall act as an advisor to the president and the executive.

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  1. The past president shall perform other duties as assigned by the executive members.

VICE-PRESIDENT

A-7.031.In the absence of the president or in the event of his inability to act, the

vice-president shall exercise all powers of the president.

2.The vice-president shall be a liaison between the executive and the disciplinary committee.

  1. The vice-president shall perform other duties as assigned by the executive.

TREASURER

A-7.041.The treasurer shall maintain an accurate record of all monies received and disbursed by the association.

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  1. The treasurer shall consolidate committee budgets and submit final budget for approval of the executive.
  1. The treasurer shall submit complete written/typed statements at each regular meeting.
  1. The treasurer shall deposit all funds with a recognized financial institution.
  1. The treasurer shall be a full voting member of any committee or sub-committee that disburses association funds.
  1. The treasurer shall perform other duties as assigned by the executive.

SECRETARY

A-7.051.The secretary shall maintain accurate records of the proceeding of the association.

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  1. The secretary shall notify the executive of the time and place of meetings.
  1. The secretary shall publish the notice of the annual general meeting at least twenty-one days prior to the meeting.
  1. The secretary shall maintain a filing system pertinent to the association.
  1. The secretary shall maintain a current fiscal year file for use by the executive.
  1. The secretary shall be the custodian of all books, papers records and documents belonging to the association.
  1. The secretary shall perform other duties as assigned by the executive.

REGISTRAR

A-7.061.The registrar shall keep an updated list of all players in the LMXMHA.

2.The registrar shall provide coordinators with a complete list of all players within each division.

3.The registrar shall ensure that all registration fees and dates are suitably advertised.

4.The registrar shall ensure that the advertised registration locations are staffed with people to accept registration on time.

5.The registrar shall turn over all funds received to the treasurer.

6.The registrar shall ensure that all Hockey Canada and HNL registration fees and deadlines are met.

7.The registrar shall perform all other duties as assigned by the executive.

DIRECTORS (TWO)

A-7.071.There will be two directors on the LMXMHA executive committee each having one vote on all voted issues. Directors shall be responsible for the development and operation of hockey programs within the LMXMHA as well as performing other duties as assigned by the executive.

PARENTS COMMITTEE CHAIRPERSON

A-7.081.The parent’s committee chairperson shall represent the parents

committee at all meetings of the LMXMHA.

  1. The parent’s committee chairperson shall have one vote on all voted issues.
  1. The parent’s committee chairperson shall perform other duties as assigned by the executive.

COORDINATORS

A-7.091.The coordinators shall enforce all disciplinary action for the house league and all-star program and shall liaise with the disciplinary committee on all matters involving their division.

2.The coordinators shall implement player movement within their division of the LMXMHA on the recommendation of the technical committee and approval of the executive.

3.The coordinators shall request schedule changes as per the by-laws.

4.The coordinators shall approve tournament entry requests as per the by-laws.

5.The coordinators shall approve exhibition game requests as per the by-laws.

6.The coordinators shall ensure a smooth and efficient operation within their respective division.

7.The coordinators shall ensure fair and equitable selection of players by the coaches.

8. The coordinators shall distribute all game and practice ice time fairly and equitably amongst all teams in their division.

9.The coordinators shall have one vote per division on all voted issues.

10.The coordinators shall perform other duties as assigned by the executive.

REFEREE-IN-CHIEF

A-7.111.The referee in chief shall be responsible for arranging the training, supervising and evaluating all officials in the LMXMHA.

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  1. The referee-in-chief shall be responsible to ensure that there are an appropriate

number of qualified officials to adequately officiate all scheduled games of the

LMXMHA and other games whether scheduled or in exhibition as requested by the

LMXMHA or its representatives.

  1. The referee-in-chief shall report monthly to the treasurer of the LMXMHA the total amount of money due to all officials.
  1. The referee-in-chief shall interpret any rule as laid down by the Hockey Canada rule book as requested by the executive members, coordinators or coaches within the LMXMHA.
  1. The referee-in-chief will be a member of the association’s disciplinary committee.

TECHNICAL DIRECTOR

A – 7.121.The technical director shall be an appointed member of the LMXMHA executive

2.The technical director shall have one vote on all issues.

3.The technical director shall be chairperson of the technical committee.

4.The technical director shall arrange all training required for coaches.

5.The technical director shall periodically observe, all coaches of the LMXMHA to ensure that practices are constructive and progressive and to offer assistance when required.

6.The technical director shall periodically conduct meetings with coordinators and coaches to review the coaching program in the divisions and to offer any assistance when required.

7.The technical director shall provide a report at the LMXMHA executive meetings.

ARTICLE A-8

AMENDMENTS AND ALTERATIONS

CONSTITUTION AND BY-LAWS

A-8.01No amendments or alterations shall be made to the constitution or by-laws except

at a general or special general meeting. Amendments or alterations shall

require two-thirds majority vote of those executive members present for approval,

except as described in Article A-8.02 herein.

EXECUTIVE AMENDMENTS AND ALTERATIONS TO THE BY-LAWS

A-8.02Amendments and alterations may be made to any by-law by motion approved by

two thirds majority vote of those executive members present at any properly constituted

regular or special executive meeting. These amendments and alterations shall have

force only until the next general or special meeting whereby said changes are to be

tabled.

EXECUTIVE AMENDMENTS AND ALTERATIONS TO THE PLAYING RULES

A-8.03Amendments and alterations may be made to any playing rule if approved

by a simple majority vote of those executive members present at any properly

constituted regular or special meeting. Amendments or alterations are not permitted if they are in direct contradiction of HC or HNL rules and regulations. Amendments or alterations shall have force only until the next general or special meeting whereby said changes are to be tabled.