Charlottetown Minor Hockey Association

Revised May 1997 

TABLE OF CONTENTS

ARTICLE 1.00 ELECTION OF EXECUTIVE COMMITTEE

ARTICLE 2.00 APPOINTMENT OF DIRECTORS

ARTICLE 3.00 APPOINTMENT OF COACHES

ARTICLE 4.00 DUTIES OF GOVERNING BODIES 

ARTICLE 5.00 DUTIES OF EXECUTIVE OFFICERS 

ARTICLE 6.00 DUTIES OF MEMBERS OF BOARD OF DIRECTORS

ARTICLE 7.00 DUTIES OF DISCIPLINE COMMITTEE

ARTICLE 8.00 DUTIES OF COACHES

ARTICLE 9.00 REGISTRATION 

ARTICLE 10.00 OPERATIONS 

ARTICLE 11.00 DISCIPLINE 

ARTICLE 12.00 MEMBERSHIP FEES 

ARTICLE 13.00 ORDER OF BUSINESS 

ARTICLE 14.00 MOTIONS AND RESOLUTIONS

ARTICLE 15.00 AMENDMENTS 

ARTICLE 16.00 AUDITORS

ARTICLE 17.00 HEAD OFFICE

ARTICLE 18.00 EXECUTION OF DOCUMENTS

ARTICLE 19.00 CORPORATE SEAL

ARTICLE 20.00 DISSOLUTION OR WINDING UP 


ARTICLE 1.00 ELECTION OF EXECUTIVE COMMITTEE

1.01

A nominating committee, chaired by the Past President, shall be named by the Executive Committee at least one month prior to the annual meeting of the Association to prepare nominations for each position on the Executive Committee. 

1.02

At the annual meeting, additional nominations shall be called for by the Chairman of the Nominating Committee for election to the Executive Committee. When more than one nomination is made for a position, an election shall be held by ballot and the candidate securing more than one-half the votes cast by the members present shall be declared elected. 

1.03

If more than two candidates are nominated, and no candidate receives more than one-half the votes cast in the first ballot, the candidate who receives the least number of votes in the balloting will be dropped from the list of nominees and voting will continue until a candidate is elected by
receiving more than one-half of the votes cast. 


2.00 APPOINTMENT OF DIRECTORS

2.01

Subject to the approval of the Executive Committee, the President shall appoint all members of the
Board of Directors other than the members of the Executive Committee. 

2.02

In the event that the Executive Committee does not approve any nominee submitted by the President, the President shall call for nominations to such position, and shall then proceed as in Section
l.01 and l.03. 

3.00 APPOINTMENT OF COACHES

3.01

The Division Directors shall, subject to the approval of the Executive Committee, appoint head coaches for each team in the B Leagues. 

3.02

The Executive Committee shall appoint head coaches for each of the CMHA representative teams. 


4.00 DUTIES OF GOVERNING BODIES

4.01

The Board of Directors shall be responsible for determining the general policies and procedures of the Association, for approving guidelines covering the expectations of the Association in the conduct of the hockey program, and for generally overseeing the hockey program and standards of the Association. 

4.02 

The Executive Committee shall assist the President in enforcing the Constitution, Bylaws, and guidelines of the Association, and in conducting the business of the Association, and more particularly shall: 

a) approve all expenditures from the Association funds; 

b) authorize all fundraising projects; 

c) be responsible for ensuring insurance coverage for all players and officials within the Association; and 

d) provide to all members of the Association in attendance at the annual meeting a full accounting of the activities of the Association since the last annual meeting. 


5.00 DUTIES OF EXECUTIVE OFFICERS

5.01

The President shall enforce the constitution, bylaws, and rules of order of the Association, and without limiting the generality of the foregoing, shall:

a) preside at all meetings; 

b) exercise the powers of the Executive in case of emergency, subject to the requirement that all decisions so taken be brought to the next following meeting of the Board of Directors for ratification; 

c) suspend directors or coaches subject to ratification at the next following meeting of the Executive Committee; and

d) assign special responsibilities to other executive officers, directors, or members of the Association as necessary.

5.02

The President shall make no motions or amendments nor vote on any question or motion, except in the case of a tie vote, in which case he shall cast the deciding vote. 

5.03

The 1st Vice-President shall: 

a) have and exercise all the powers of the President in the absence of the latter or in the case of his inability to act; 

b) be the Registrar for the Association; 

b) have responsibility for policy development and long-term planning; and 

c) perform such other duties as may be assigned to him by the President which do not fall within the responsibilities of other members of the Executive Committee or Board of Directors. 

5.04

The 2nd Vice-President shall 

(a) serve as Public Relations Director for the organization, and in that capacity shall:

i) establish relationships with sports reporters in the area so as to get adequate media coverage
for the CMHA program;

ii) ensure that team rosters, coaches and schedules are published in Charlottetown newspapers at
the appropriate times;

iii) advise the membership of the Association through newsletters or press releases of significant matters pertaining to the CMHA program; 

iv) exploit all possibilities to promote a positive attitude towards the game of hockey on the part of the children and their parents, and the general public. 

b) serve as coordinator of special events; and

c) have general responsibility for the Spud and other tournaments and for the recognition of Minor Hockey Week, including the nomination of Chairpersons for those events. 

5.05

The Secretary shall:

a) keep an accurate record of the proceedings of the Association;

b) be responsible for all trophies owned by the Association; 

c) notify the Executive Officers and Board of Directors of the time and

place of meetings; 

d) arrange for advertisement of annual, special and general meetings, in accordance with the terms of the CMHA Constitution; 

e) be responsible for all books, papers and documents of the Association; 

f) perform such other related duties as shall be necessary for the good operation of the Association. 

5.06

The Treasurer shall:

a) prepare an annual budget for consideration and approval by the Board of Directors; 

b) have custody of all funds, and shall bank all monies at a recognized financial institution in the name of the Association; 

c) keep an accurate account of all income, expenditures, accounts payable and accounts receivable;

d) report on the financial status of the Association to the Board of Directors at least once per month; 

e) make all payments by cheque and produce an exact account of all financial transactions; and 

f) present a financial statement to the membership at the annual meeting. 


5.07

The Referee-in-Chief shall be responsible to: 

a) maintain an inventory of persons qualified and interested in refereeing; 

b) encourage, through providing training sessions or referral to other training sessions, the upgrading of qualifications of referees; 

c) ensure that referees are assigned to all games except those assigned by the PEI Referees Association; 

d) receive and review all Referee Game Reports and forward immediately to the President, with appropriate comments, all Game Reports in cases of match penalties, game misconduct penalties, or other infractions requiring disciplinary action; 

e) be the liaison between the Referees and the members of the Executive Committee and Board of Directors, and as such will be the person through whom all contact with the referees must be made;

f) establish with the Board of Directors a fee schedule for CMHA Referees, and arrange with the Treasurer for a method of payment for all game assignments. 


6.00 DUTIES OF MEMBERS OF THE BOARD OF DIRECTORS

6.01 Division Directors 

Directors of the various age divisions shall be responsible for:

a) ensuring that the constitution, bylaws and policy guidelines are made known to coaches and enforced within their divisions; 

b) assisting the Treasurer in obtaining registrations for their respective divisions; 

c) assigning registrants to teams; 

d) recommending coaches to the Executive Committee for approval;

e) drawing up game schedules; 

f) approving all divisional games on behalf of the Association; 

g) distributing equipment to the various teams and submitting requests for additional or replacement equipment to the Equipment Manager;

h) assisting the equipment manager to rationalize the equipment inventory at the end of the hockey season;

i) collecting game reports and compiling divisional statistics;

j) ensuring that each team management provides the opportunity for all team members to improve their skills and knowledge of hockey, while emphasizing good sportsmanship and citizenship; and

k) encouraging team coaches to upgrade their coaching skills. 

6.02 Equipment Manager

The Equipment Manager shall: 

a) identify equipment required by the minor hockey program which should be provided by the Association; 

b) be responsible for identifying possible sponsors and for getting CMHA approval of recommended sponsors; 

c) assist directors in procuring uniforms and equipment on the request of directors; 

d) assign equipment to Divisional Directors for distribution to teams; 

e) ensure that each Director maintains a record of assigned sweaters for recovery at the end of the hockey season, or when a player discontinues play;

f) monitor the maintenance of equipment so as to ensure that it is maintained in the best possible condition; 

g) arrange for replacement of damaged or obsolete equipment; 


i) ensure that all sponsors are acknowledged by CMHA and appropriately thanked for their contribution to minor hockey; 

j) maintain a master record of equipment assigned to Directors; and 

k) prepare recommendations to the Executive Committee from time to time on matters pertaining to equipment procurement and maintenance. 

6.03 Hockey Development Director 

The Hockey Development Director shall: 

a) undertake such projects or programs as he/she deems useful for improving the skill of coaches in the CMHA program; 

b) work in cooperation with Technical Officers of the PEI Hockey Association in carrying out their responsibilities; and 

c) promote an interest on the part of coaches in improving their skills. 


7.00 DUTIES OF DISCIPLINE COMMITTEE

The Discipline Committee, under the direction of the Chairman, shall: 

a) decide upon all disciplinary matters arising out of game reports referred to it by the Referee-in-Chief; 

b) conduct such hearing as may be necessary to ensure a fair disposition of game reports; 

c) ensure that disciplinary measures imposed by Directors are consistent with the rules of hockey and with the guidelines approved by the Association; and 

d) advise the Board of Directors on such corrective action as it considers appropriate in order to maintain emphasis on sportsmanship and skill development within the CMHA hockey program. 


8.00 DUTIES OF COACHES

Team Coaches shall be responsible for: 

a) cooperating with Directors in ensuring that the Constitution, By-laws and Guidelines of the Association are followed by their teams and by team management; 

b) providing the opportunity for all players assigned to their teams to improve their skills and knowledge of hockey, while emphasizing good sportsmanship, good citizenship and fair play; 

c) maintaining in good repair the equipment assigned to their teams. 

9.00 REGISTRATION

9.01

All players must be registered before participating in minor hockey activities. 

9.02 

The Treasurer shall arrange an annual registration of players at least three weeks prior to the commencement of the hockey program. 

9.03 

Registration of players after the final registration date will be termed as late registration and will be accepted only with the consent of the Board of Directors, and may be subject to late registration fee.

9.04

Return of registration fees to any player for any reason may only be made with the consent of the Board of Directors. 


10.00 OPERATIONS

10.01

All players registering must play in the appropriate age division as established by the Canadian
Hockey Association and the CMHA, unless authorized by the Divisional Director to play in a
different division, and subject to ratification by the Board of Directors. 10.02

Any player who has been selected for a Representative team is not eligible to play on a House League team, except in the case of goal tenders, unless he/she has been re-assigned to the House League by agreement between the Directors and coaches concerned, and later ratified by the Board of Directors. 

10.03

The organization of teams from players registered in the Association, other than those sanctioned by the Board of Directors, and which is detrimental to the conduct of the CMHA hockey program, may result in the suspension or dismissal of those players. 

10.04

Equipment provided by the Association may not be used by any player for purposes other than those approved by the Executive Committee. 

10.05

All team managements must report to the appropriate Director within forth-eight hours of such incident, any incidents of misbehavior by team members while under their control, such as physical assaults, destruction of property, or any conduct unbecoming to the Association, and the Director shall forthwith take such disciplinary action as is within his authority, or shall consult with the President for direction. 

10.06

Any CMHA team may be obligated to forfeit scheduled icetime to accommodate special activities approved by the Board of Directors. Games or practice sessions so affected will be rescheduled where possible. 

10.07

Team managements shall advise their respective Division Directors in advance of all activities regarding visiting team games, and shall also obtain prior approval for trips to other areas for exhibition games and/or tournaments. 


10.08

Expenditure of funds provided to teams by sponsors may be spent in accordance with the wishes of the sponsor, subject to the approval of the Board of Directors, but should be used primarily for equipment purchases, tournament registration fees, and payment for referees and/or extra icetime. 

11.00 DISCIPLINE

11.01

The Board of Directors may empower Division Directors to suspend or to otherwise discipline players in accordance with the approved guidelines. 

11.02

Any suspension of more than two games imposed by a Director on any player must be reported to the Discipline Committee, which may vary the penalty on of an appeal from the player involved. 

11.03

The Executive Committee shall have the power to suspend any member, director, coach, manager, referee, or any other official who is connected in any way with the hockey program of the association, for conduct which is inconsistent with the objectives of the association, or with good sportsmanship and fair play, or which is detrimental to the conduct of the CMHA hockey program. 


12.00 MEMBERSHIP FEES

12.01

Membership fees in the Association shall be determined by the Executive Committee each year, based on the budget prepared by the Treasurer in view of anticipated expenses for the coming hockey season. 

12.02

No person may participate in the hockey program of the association unless he is a member or a of a member of the Association. 


13.00 ORDER OF BUSINESS

The order of business of meeting of the Association shall be as follows: 

a) Approval of Agenda; 

b) Approval of minutes of the previous meeting; 

c) Business arising from the minutes; 

d) President's Report; 

e) Treasurer's Report; 

f) Presentation of other bills for payment; 

g) Other reports; 

h) Items carried over from the past meeting; 

i) New business; and

j) Adjournment. 


14.00 MOTIONS AND RESOLUTIONS

No motion or resolution to commit the Association on any matter shall be considered at any meeting of the membership of the Association unless it has been submitted, in writing, to the Executive Committee at least seventy-two hours in advance of the scheduled meeting. 


15.00 AMENDMENTS

15.01

These by-laws may be amended at any meeting of the Board of Directors by a two-thirds vote of all members, provided that notice of the proposed amendment has been included with the notice of such meeting. 

15.02

These by-laws may also be amended at any meeting of the membership of the Association by a two-thirds vote of those present and voting, subject to the provisions of section 14.00.

15.03

No amendment or addition to these bylaws can be made which is not in harmony with the Constitution of the Association. 


15.04

The repeal or amendment of by-laws not embodied in the Letters Patent shall not be acted upon until the approval of the Department of Justice and Director of Corporations has been obtained. 


16.00 AUDITORS

16.01

At the annual meeting of the members, an Auditor (who shall not be an Officer or Director of the Association) shall be appointed for the purpose of auditing the accounts of the Association. 

16.02

The Auditor is entitled to receive Notice of every meeting of the members, to attend thereat and to explain his/her reports. 

16.03

The fiscal year of the Association shall end at the last day of April in each year, or as
established from time to time by the Board of Directors. 


17.00 HEAD OFFICE

17.01

The Head Office of the Association shall be at Charlottetown, Queens County, Prince Edward Island.


l8.00 EXECUTION OF DOCUMENTS

Documents requiring execution by the Association shall be signed and sealed, if necessary, by the President or Vice-President, together with the Secretary or Treasurer or such other person or persons specifically designated by resolution of the Board of Directors. 


19.00 CORPORATE SEAL

The Board of Directors shall provide a seal of the Association with the words "Charlottetown Minor Hockey Association Inc." Incorporated 1981, which shall be the official seal of the Association and shall be kept in the custody of the Secretary or such other person as the Board of Directors shall determine. 


20.00 DISSOLUTION OR WINDING UP

In the event of dissolution or winding up of the Association, its property and assets shall, after payment of all liabilities, be donated to one or more organizations in the City of Charlottetown having similar purposes and objects of this organization, or shall be donated to one or more recognized charitable organizations in the City of Charlottetown, as recognized by the Income Tax Act, as may be decided upon by the Board of Directors and confirmed by the membership in a general meeting called for that purpose.

  top