A. The name of the Association is BAY HARBOR MINOR HOCKEY ASSOCIATION, INC. (B.H.M.H.A.) herein also referred to as the Association. In this document the Association may also be referred to as the Club.
B. In this document, B.H.H.C.C. shall mean the Bay Harbor Hockey Coaches Committee.
A. The location of the principal office of this Association is:
Bay Harbor Minor Hockey Association
c/o The Skating Edge
23770 Western Avenue
Harbor City, California 90710
(310) 539-0778
A. The purpose of this Association is:
1. To follow the purposes of this corporation as specified in the Articles of this corporation as specified in the Articles of Incorporation and as herein set forth.
2. To develop character and sportsmanship among all players for the betterment of their physical and social well being.
3. To encourage the players and improve the standard of ice hockey in the Bay Harbor area of Southern California.
4. To conduct our organization in a manner consistent with the general philosophy of the Southern California Amateur Hockey Association herein to be known as SCAHA, California Amateur Hockey Association herein to be known as CAHA, and USA Hockey, Inc.
A. This Association shall have perpetual succession.
A. This Association, being a corporate body, shall not be conducted for pecuniary profit.
B. This Association is created pursuant to the General Nonprofit Corporations Code of the State of California, Part 1 of Division 2 of Title 1 of the Corporations Code and IRS Code, Section 501 (3) (C).
A. Section 7231.5 of the California Corporations Code as amended in 1990 is hereby adopted and incorporated in full herein to provide for the absence of monetary liability of Officers and Directors of B.H.M.H.A. when the duties of said Officers and Directors are performed in good faith, with the belief that actions taken are in the best interest of the Association, and when reasonable care is taken.
B. The Association may, by resolution of the Board of Directors, provide indemnification of any and all of its current or former Officers and/or Directors against expenses, fines, judgements, settlements, and other amounts actually and reasonably incurred in connection with the defense of any actions, suits, or proceedings in which any of them are made parties, or a party, by reason of having been Officers and/or Directors of the Association except in relation to matters as to which said Officer(s) and/or Director(s) shall be adjudged in such action, suit, or proceeding, to have failed those standards set forth in Section 7231.5 of the California Corporations Code in the performance of duty and to such matters as shall be settled by agreement predicated on the existence of liability pursuant to a failure to meet the standards set forth in Section 7231.5 of the California Corporations Code.
C. Expenses incurred in defending any proceeding may be advanced by the Association prior to the final disposition of such proceeding upon receipt of an undertaking by or on behalf of the Officer(s) and/or Director(s) in such capacity or arising out of the Officer's and/or Director's status as such.
D. The Association has the power to purchase and maintain insurance on behalf of any Officer and/or Director of the Association against any liability asserted against or incurred by the Officer and/or Directors in such capacity or arising out of the Officer's and/or Director's status as such.
A. Membership in this Association shall consist of one class of members in good standing with USA Hockey, Inc., CAHA, SCAHA, and B.H.M.H.A.; namely, all registered dues-paying players and their parents or guardian and any other officials registered with B.H.M.H.A.
B. The Board of Directors shall be elected from within the current Association membership and are Club members in good standing with USA Hockey, Inc., CAHA, SCAHA and B.H.M.H.A.
C. Non-club members may be elected or appointed to the Board of Directors provided they satisfy Article VIII, Section F and G, and are in good standing with USA Hockey, Inc., CAHA, SCAHA and B.H.M.H.A.
D. The Executive Board has the final right to refuse membership, to suspend or expel any Association member at its sole discretion. Any such refusal of an Executive Board decision may be appealed to the Review Committee pursuant procedures defined in Article XIII, Section E, items 2-8.
E. All members including players, their parents, legal guardians, Coaches, non-member volunteers and Officers of B.H.M.H.A agree to and understand that the Association in accordance with SCAHA has a “zero tolerance” for illegal drug use. Any member found to have used drugs illegally at any time while registered with B.H.M.H.A. shall be expelled from the Association by the President.
A. The Officers of the Association are:
1. President
2. Executive Vice President
3. Vice President Financial Development
4. Ice Convenor
5. Controller
6. Registrar
7. Secretary
8. Statistician
9. Director of Coaches
10. Director of Equipment and Maintenance
11. Director of Player Development
12. Director of Managers
13 Director of Publications
14 Director of Team Representatives
15. Director of Tournaments
16. Director of Technology
B. The Officers listed in Article VIII, Section A, together with elected Team Representatives, shall constitute the collective body known as the “Board Of Directors” also known herein as the “Board.” Within the Board of Directors exists an “Executive Board” as stipulated in Article X, Section A.
C. The Officers of this Association shall be elected for a one-year term at a General Club Meeting and shall assume their duties as of July 1 or at the first Board of Directors meeting after the General Club Meeting.
D. All Board members are expected to attend all Board meetings throughout their entire term of office. Should a Board member miss two (2) consecutive meetings, including any regular and special meetings, said Board member may be subject to removal from the Board of Directors pursuant to Article X, Section B, item 7 and Section C.
E. No Controller shall serve for more than two consecutive terms. Any Controller serving more than one-half (1/2) of a prescribed term shall be subject to this governing limitation for re-election.
F. An Officer need not be a member of the B.H.M.H.A. If an Officer has no children or any eligible player for an age appropriate team offered at B.H.M.H.A., that Officer shall be deemed a Club volunteer and not pay Club dues.
G. If any elected or appointed Officer has an eligible player for an age appropriate division and classification offered at B.H.M.H.A., and said player elects to play in another SCAHA club, this Officer shall be deemed as having a conflict of interest and shall immediately tender their resignation verbally or in writing to the President of the Board. The President shall notify the Board of Directors at the next Board meeting of said resignation, and shall appoint a replacement to fill the vacated seat per Article IX, Section A, item 9. If after seven (7) days said Officer has not tendered their resignation to the Association President, the President shall send a letter to said Officer officially removing said Officer from the Association and the reason why.
H. In the event a Board member has more than one child playing ice hockey and so long as one child is active in B.H.M.H.A., the Board member shall not be subject to removal due to a conflict of interest issue.
I. The Past President shall be an honorary, non-voting member of the Executive Board and shall attend as requested and shall act in an advisory capacity for a period of one year after termination of office. Should a Past President be appointed or elected to the Board of Directors while sitting as a Past President, said individual shall have the right to vote as a current Board member.
ARTICLE IX. DUTIES OF THE OFFICE
A. Duties of the President are as follows:
1. To coordinate and direct all activities of the club.
2. To preside over all Board of Directors and Executive Board meetings.
3. To attend all meetings of the Association unless otherwise provided herein.
4. To review the B.H.M.H.A. By-laws and Rules and Regulations with the Executive Board or Board of Directors at the first meeting following the General Election of Officers.
5. To appoint at the first Executive Board or Board of Directors meeting following the General Election of Officers, a six (6) person Review Committee pool to serve for one (1) year to carry out the duties stipulated in Article XIII, Section E, item 2
6. To prepare, update, maintain, and file as required with any appropriate agency including SCAHA and CAHA, copies of the Articles of Incorporation and By-laws.
7. To oversee the review of the By-laws as necessary.
8. To provide representation at all meetings of other organizations that have been formed for purposes pertaining to the business of the Association, to vote at these meetings in accordance with the recommendation of the Board of Directors, and shall report to the Board on a monthly basis on the above business, issues, as well, as any actions taken on behalf of the Association.
9. To appoint members of the Association to Offices and committees as necessary.
10. To attend all meetings of the Bay Harbor Hockey Coaches Committee (B.H.H.C.C.) though not to vote on issues raised therein.
11. Shall negotiate in coordination with the Ice Convener for ice time and report to the Board for approval before going to contract.
12 . To coordinate an annual audit of the Association books with the Controller and outside auditor (s).
13 . Shall act as one of three (3) official Club co-signatories along with the Executive Vice President and Controller on all checks drawn on the Association bank account.
14 . The President may suspend members and non-members participation in B.H.M.H.A. activities at his/her sole discretion, provided, however, that such suspension may be appealed through the procedures set forth in Article XIII, Section E , item 5 of these By-laws.
15 . The President shall instruct the Secretary to notify Association members of the time, place, and date of any membership meeting at least fourteen (14) days prior to such a meeting. Notices shall be posted at the Club rink near the Club's business office, and shall be posted on the Club web site.
16. To report to the membership and to the Board of Directors on the conduct of the management of the affairs of the Association.
B. Duties of the Executive Vice President are as follows:
1. To carry out all the duties of the President in the absence of the President and to be subject to all the restrictions of that Office.
2. To oversee Opening Day defined as either the first (1 st ) day of any home Club games scheduled by SCAHA or the first (1 st ) day designated by the Board of Directors, which ever comes first, and , to oversee the year-end banquet which includes the Annual Club General Meeting.
3. To prepare and distribute on Registration Day, in conjunction with the Registrar, a player package which shall include but not be limited to a copy of the B.H.M.H.A. By-laws, a signature letter for members and/or their Legal Guardian agreeing to accept and follow the By-laws, an Annual Club Directory permission form, a letter from the Director of Coaches outlining the Association's player and team development program, a list of Board approved fundraiser events, letter from the President and other information the Board deems appropriate.
4. To carry out any other Association activities requested by the President.
C. Duties of the Director of Financial Development are as follows:
1. To plan, initiate, and provide oversight of any Board approved projects designed to generate revenue for the Association.
2. To appoint committees and provide oversight of any such committees that may be charged with the organization and or the administration of any Board approved fundraising projects.
3. To bring forward fundraising ideas and options to the Board of Directors in order to gain approval.
4. To be responsible to the Board for the monitoring, coordination and accountability of all approved fundraising activities.
5. To oversee, in conjunction with the President, all acknowledgment for funds or items donated to or advertising purchased that may benefit B.H.M.H.A.
6. To carry out the duties of the President in the absence of the President and Executive Vice President and to be subject to all the restrictions upon said Office.
7. To coordinate with Team Representatives all Club and individual team fundraisers.
8. To carry out any other Association activities requested by the President.
D. Duties of the Ice Convener are as follows:
1. To be responsible for scheduling all practice ice time on an equitable basis and in conjunction with the official league game schedule and with the Director of Coaches.
2. To provide a written report of the scheduling of the preceding month at the monthly meeting of the Board of Directors.
3. To coordinate scheduling changes with Coaches and/or Team Managers and with SCAHA's Ice Conv ener as necessary.
4. Shall prepare invoices for additional or subcontracted ice and forward copies of said invoices to the Controller for collection.
5. To carry out the duties of the President in the absence of the President, Executive Vice-President, and Vice President Financial Development and to be subject to all restrictions upon said Office.
6. To carry out any other Association activities requested by the President.
E. Duties of the Controller are as follows:
1. Receive all moneys due to or collected by this Association and deposit them in the Association bank account within five (5) business days.
2. To provide the financial review committee a detailed and itemized monthly reporting recap of all expenses, deposits, team account status, and bank statements for review.
3. To pay in a timely manner all Association debts as approved by the President.
4. To keep an accurate account of all moneys paid and received by the Association and to provide a monthly report to the Board of Directors of the same. To see that all team accounts are kept current or no future checks will be issued for that team. Exception may be a Labor Day Tournament as approved by the Board of Directors.
5. To submit an Annual Report to the members of this Association at the Club General Meeting.
6. To pursue the collection of unpaid dues or obligations as directed by the Executive Board.
7. To supervise the finances of the scholarship committee.
8. To coordinate all financial matters of this Association.
9. To submit an annual budget to the Executive Board.
10. To submit the books to an annual audit by an impartial committee or accounting service as selected by the Executive Board. At the time of transition between an out-going Controller to an in-coming Controller, there shall be an independent and impartial audit of all Association finances. This audit shall be initiated and completed within sixty (60) days of the election of a new Controller. The Executive Board shall select the audit service.
11. To advise or give information to the President and the Executive Board on the financial status of this Association when so directed.
12. Shall provide a list of members not in good standing to the Director of Team Representative's twenty-four ( 24) hours prior to the General Club Meeting and Election so as to not let them vote.
13. All office supplies, club pins and crests are the responsibility of the Controller.
14. To carry out any other Association activities requested by the President.
F. Duties of the Registrar are as follows:
1. To be responsible for the Registration of all members of the Association.
2. The Registrar shall develop in conjunction with the Association Director of Coaches, the President and Controller, a Club policy and procedure that stipulates when, how and under what circumstances Letters of Intent and Registration Forms are to be handed out to prospective players. The Registrar shall annually review this procedure and present any revisions to the Board sixty (60) days prior to the start of Club tryouts. All Coaches and Team Managers shall agree to abide by this policy. Failure of a Coach and or Assistant Coach to fulfill this policy may result in suspension or dismissal by the Executive Committee.
3. To notify as required the proper officials of SCAHA, CAHA, and/or USA Hockey of Association registration.
4. To process the releases of the Association and report them to SCAHA.
5. To report on a regular basis to the Board of Directors the number of players registered on each B.H.M.H.A. team including all in-house, special teams and clinics.
6. To process travel permits as requested by Club teams and to report on the status of the same.
7. To process and monitor all accident insurance claims for game and practice injuries.
8. To prepare and maintain a current membership roster, mailing list and mailing labels for Association use.
9. To prepare and update registration forms as necessary.
10. To prepare and maintain a current membership roster that the Director of Publications can use to create an Annual Directory of Membership by October 15 th . The Registrar shall provide, at the time of player registration, a form in which a player's parent or legal guardian shall indicate whether the Association can print a player's address and home phone number in a Club Directory. Once published, this directory shall become the sole property of B.H.M.H.A.
11. To take any and all appropriate actions to secure a sufficient supply of current Player Registration Forms and Letters of Intent so that the Club player registration process is not disrupted. Any financial requirements shall be communicated in a timely manner to the Controller.
12. Shall supply all approved tournament forms to the Director of Tournaments and ensure that such forms are consistent with current USA Hockey, Inc. requirements.
13. To carry out any other Association activities requested by the President.
G. Duties of the Secretary are as follows:
1. To attend all meetings of the Executive Board and the Board of Directors of the Association and record, prepare, and maintain the minutes and any other correspondence presented at a Board of Directors meeting. Meeting minutes shall be distributed to Board members within seven (7) working days after said meeting.
2. Maintain all records pertaining to the election, resignation, and/or removal of Officers. To also maintain a current list of all Team Managers, Team Representatives and Team Tournament Representatives for the Board of Directors.
3. To maintain and keep current historical records on file in the Association business office as directed by the President.
4. To notify the members of the Executive B oard of all meetings at least five (5) days prior to the meeting.
5. To post notices of monthly Board of Directors meetings at the ice rink near the Club's business office and on the Association web site at least fourteen (14) days prior to a meeting.
6. To be responsible for securing a place for the monthly Board of Directors meetings.
7. To carry out any other Association activities requested by the President.
H. Duties of the Statistician are as follows:
1. To keep accurate and timely statistics for each team, each player and respective Coaches for all sanctioned USA Hockey and SCAHA games played both home and away. Team, individual player and Coach information shall remain on file and be made available during the regular season to the respective Team Coach and Director of Coaches.
2. All current and historical statistical data, files and reports are the sole property of B.H.M.H.A. and are considered confidential and proprietary to the Association.
3. All team, player and Coach information shall be considered confidential property of the Association, and as such shall not be distributed in whole or in part to any team members or parents unless the respective Team Head Coach and Director of Coaches agree in writing and forward such request to the Association Statistician to share such information. The President and Executive Vice President shall have free access to Association statistical data.
4. Any breach of confidentiality by a Coach, Director of Coaches, Board of Directors or the Statistician will result in an automatic Executive Board hearing, which may result in suspension or expulsion from the Association.
5. To keep accurate season statistics on goals, assists and penalties for each player as well as shots on goal for goalies, and to advise monthly the Head Coaches and Director of Coaches in writing thereof.
6. To be responsible for turning in all scoresheets as required to the SCAHA Statistician.
7. In coordination with the Director of Managers to train scorekeepers from each team for the home games.
8. To maintain a current year and historical statistical file containing copies of all reports or analysis generated that can be used by Coaches in evaluating returning players. It is also the statistician's responsibility to maintain and purge a player's records one (1) year after player ages out.
9. To carry out any other Association activities requested by the President.
I. Duties of the Director of Coaches are as follows:
1. To ensure that each team shall have a qualified and appropriately registered and USA Hockey certified Head Coach and Assistant Coach.
2. That each year prior to the end of the regular season, all prospective coaches, head and assistant, new to B.H.M.H.A., shall have an extensive background search. The search is designed to help determine the qualifications, character and coaching history of individual coaching candidates. Background sources that must be used include, but are not limited to, SCAHA, the prior clubs of affiliation, CAHA and USA Hockey.
3. To review the B.H.M.H.A. By-l aws and Rules and Regulations at the first Meeting of Coaches.
4. The Director of Coaches shall review all discovery information for all coaching candidates with the President of the Association prior to any official communication to candidate Coaches. A unanimous candidate agreement is required before an official communication to said candidate would be made. The Director of Coaches is required to give the Registrar the coaching assignments so that the Registrar can see to it that all necessary documentation is complete.
5. A returning Coach that has not had a background search by B.H.M.H.A. as defined in item 2 shall be considered a “new” prospective coach and shall be subject to a complete background check.
6. The Director of Coaches shall develop and maintain with input from B.H.H.C.C. and the Director of Player Development, a full year program that defines a coaching system and a style of play which will include, but shall not be limited to, team organization, team play, team practice, team training, player development and other appropriate activities. This program shall define a mission with specific objectives and strategies for each Club level and shall articulate the standards of each level and the skills required. This program shall be presented to the Board of Directors for review no later than Labor Day Weekend of each year.
7. To develop and implement a formal Coaches Evaluation process whereby every Association Head Coach receives a formal written evaluation. The Director of Coaches shall evaluate each Coach twice per season in November and February. A player evaluation should take place at the same time. Additionally, the Director of Coaches along with the Director of Managers shall develop a "blind" parent evaluation and player evaluation process for their respective Coaches that shall be administered in January of each year.
8. All evaluations shall be kept as confidential information between the Director of Coaches, the various Coaches and the President. The President shall have the discretion to share with the Executive Board any evaluatory information deemed appropriate to communicate. The evaluations shall be kept on file in the Association business office.
9. To monitor and ensure that all player transfers within the Association are handled with full knowledge and consent among the "releasing Coach,” the "receiving Coach" and the Board of Directors.
10. Where appropriate appoint and provide oversight of a Tier Team Coordinator approved by the Board of Directors. The Tier Coordinator shall help facilitate the following areas:
a. Coordination with the President and Ice Convener for securing ice time.
b. Prescreening of Tier Team coaching candidates.
c. Scheduling and coordination of Tier teams tryouts and selection of players.
d. Promotion of Tier Team programs.
e. Coordination and implementation of Tier Team Tournaments with oversight provided by the Director of Tournaments.
11. All Tier Coaches and Assistant Coaches shall be selected and approved by the Director of Coaches. All Tier Coaches and the Tier Coordinator shall report to the Director of Coaches and be held to the same standards and requirements as every Coach and Officer in the Association.12. To be responsible for the development and implementation of a summer program. The program details shall be presented to the Board of Directors no later than February 1 st of each year, so that the information can be shared with all player candidates prior to the end of the current season.
13. To prepare an "open letter" in conjunction with the President that is to be handed out by Coaches to each player candidate at Club tryouts that describes the B.H.M.H.A mission, coaching philosophy and team and player development programs. A copy shall be posted at the rink during the entire Club tryout period.
14. The Director of Coaches shall convene a monthly meeting throughout the entire year specific to the entire Coaching staff in the Association. This meeting is designed to build a communication dialogue among all Coaches and the Director of Coaches and to collectively address Club issues, coaching challenges, training, player development and any other related topic. The Board views meeting attendance as a requirement to the Association. Should a Coach miss two (2) consecutive meetings in a row, that fact shall be brought to the immediate attention of the President and then the Board of Directors.
15. To provide scheduling requirements to the Ice Convener as required.
16. To oversee, maintain, and direct the B.H.H.C.C.
17. To keep accurate written records of the above duties and to report on said responsibilities on a monthly basis to the Board of Directors.
18. To carry out any other Association activities requested by the President.
J. Duties of the Director of Equipment and Maintenance are as follows:
1. To develop and implement an inventory tracking system, lending policy and procedure for the Association owned hockey equipment. The Director of Equipment shall work with the Director of Managers to develop appropriate and specific guidelines, responsibilities and procedures for the Association. These guidelines shall be presented each year at the September Board meeting.
2. To maintain an inventory of the location of all Association owned equipment and to collect a deposit on such equipment when required. Also be responsible for all keys to the Club office and the assignment and collection of the keys to Board Members, Coaches and Team managers.
3. To check and maintain all current Association owned equipment and ensure that all existing USA Hockey, SCAHA and CAHA equipment safety requirements are met.
4. To establish a written policy, procedure and request form for the requesting and assignment of player numbers.
5. To coordinate with the Registrar so that whenever a player is given an Association Letter of Intent that a jersey number request form and procedure be attached for players and parental use. This stipulation shall apply to all players regardless of whether or not they have current jersey numbers assigned.
6. To issue and maintain a record of all jersey numbers (making sure that no duplication of numbers occurs).
7. In the event a player leaves the Association when there is an age appropriate and/or classification available, they shall forfeit the Club assigned jersey number used while at B.H.M.H.A.
8. To be responsible for purchasing new equipment that meets or exceeds current USA Hockey, SCAHA, and CAHA safety requirements within budgetary limitations.
9. To be responsible for developing an Association Uniform Code policy and for the maintenance of said Uniform Code. This Code shall be included as an addendum to the Association By-laws and shall be permanently posted at the rink. All members of the Board of Directors and all Coaches shall be charged with the vigilance of maintaining the standards of the Uniform Code. Players and/or Coaches that are unresponsive to the Uniform Code shall be suspended until the Code is satisfied.
10. To handle any used equipment given to the Association and to coordinate an acknowledgment of such donations with the Vice President - Financial Development and the President. To be in charge of the resale of same for the betterment of B.H.M.H.A.
11. To advise Coaches and players in the matters of proper equipment.
12. To facilitate a proper and safe physical environment in which the Association may conduct hockey instruction, practice, and games including, but not limited to the following: goal nets, P.A. systems, locker rooms, bulletin boards, scoreboard, ice and ice rink boards, and timekeeping /scorekeeping equipment.
13. To coordinate with the President all maintenance needs with the owner(s) of the rink.
14. To carry out any other Association activities requested by the President.
K. Duties of the Director of Player Development are as follows :
1. To distribute to each parent or legal guardian of an attendee at the time of registration of each In-House session, a copy of a letter from the President of B.H.M.H.A. and at the President's discretion, either an edited version of By-laws relating specifically to the In-House program or the complete Association By-laws. Also included shall be, but is not limited to, any materials describing the mission, developmental objectives and strategies for the development of In-House skaters.
2. To coordinate with the President and Ice Convener the securing of ice time for the In-House program.
3. To develop in writing and to implement an In-House program that addresses first time participants to ice hockey. This program shall define a mission with specific objectives and strategies for the development of In-House skaters. This program shall be reviewed annually by the Director of Coaches and the President and shall be presented at the September Board meeting.
4. To recruit Coaches to support the Rookie and In-House programs. In-House Coaches shall be subject to all requirements and rules pertaining to any Head Coach or Assistant Coach currently practicing within the B.H.M.H.A.
5. To oversee and monitor the development of players. At the end of each session a written performance and skill evaluation of each In-House participant shall be submitted to the President and Director of Coaches.
6. To coordinate with the Registrar and Controller the structuring and payment of fees relating to the Rookie and In-House programs.
7. Upon receipt of a completed registration form, a copy shall be forwarded in a timely manner to the Registrar. Should there currently exist no In-House registration form, the Director in conjunction with the Registrar shall develop and amend as necessary an acceptable In-House registration form.
8. To coordinate with the Director of Equipment and Maintenance regarding the securing of any necessary equipment and supplies in accordance with any and all Association equipment policy.
9. To coordinate with the Director of Equipment and Maintenance on the safety of all B.H.M.H.A. equipment used in Rookie and In-House programs.
10. To report on a monthly basis to the Board of Directors the status of all Rookie and In-House programs and levels of player development.
11. To carry out any other Association activities requested by the President.
L. Duties of the Director of Managers are as follows:
1. In coordination with the Director of Coaches, to insure that all teams have Team Managers.
2. The Director of Managers in conjunction with the Registrar shall prepare and distribute to each Team Manager a Manager's Book containing USA Hockey Rules including, but not limited to, Association Coach and Player Code of Conduct, Uniform Code, maps to SCAHA rinks, rosters, copies of Coaches cards, USA Hockey registration sheets, copies of player birth certificates, copies of the By-laws and Rules and Regulations, accident reports, travel reports and any other forms required by the teams.
3. To train timekeepers and, in coordination with the Statistician, to train scorekeepers from each team.
4. To hold information meetings with all Team Managers no later than two (2) weeks after teams are declared and not less than one(1 ) additional meeting during the year and review the B.H.M.H.A. By-l aws and Rules and Regulations with the new Team Managers.
5. To carry out any other Association activities requested by the President.
M. Duties of the Director of Publications are as follows:
1. To create an Annual Club Directory comprised of members who have agreed to have their name, address, telephone, etc. published by the Association. The Registrar shall supply the member information. The Directories shall be distributed to Team Representatives in coordination with the Director of Managers by November 1 st .
2. To be responsible for the development, printing and delivery of Club Tournament Books and the Yearbook within the approved budget. Tournament Book activity shall be a joint responsibility with the Director of Tournaments.
3. To coordinate with the Director of Technology to publish information on the web site to keep the general membership informed
4 . . A committee may be appointed to assist in the above task with oversight provided by the Director of Team Representatives.
5. To coordinate with the Director of Team Managers the collection of advertising moneys for the tournament book(s) and the yearbook.
6. To carry out any other Association activities requested by the President.
N. Duties of the Director of Team Representatives are as follows:
1. To relay vital information from members of the Executive Board to the Team Representatives by e-mail, telephone and/or writing.
2. To ensure that each team has an elected or appointed Team Representative and an alternate.
3. To hold an orientation and information meeting to review the B.H.M.H.A By-laws and Rules and Regulations with the Team Representatives within thirty (30) days after all Team Representatives and their Alternates have been elected or appointed. At least two (2) additional meetings shall be held during the year.
4. To develop a nomination and election process that allows for Club officer candidates to be nominated by the membership in January. Nominations shall be submitted for review to the Board at the February meeting with formal Elections to be held at the annual General Club Meeting.
5. To form an Election Committee each October charged with reviewing and revising as deemed necessary the electoral policy, guidelines and procedures that will govern that year's Club elections. The Board must ratify any election revisions prior to implementation.
6. The Director of Team Representatives shall provide oversight of the Election Committee, nominations, confirmations, mailings, and other activities related to the Annual Elections of the Executive Board and to insure that all election procedures and policy are carried out according to the rules approved by the Board of Directors.
7. To coordinate and organize Picture Day.
8. To coordinate with the Director of Tournaments work assignments of parent volunteers for all B.H.M.H.A. tournaments.
9. To coordinate with the Vice President - Financial Development any fundraising activities.
10. To carry out any other Association activities requested by the President.
O. Duties of the Director of Tournaments are as follows:
1. Shall work with the Director of Coaches and B.H.H.C.C. to identify tournament opportunities that will be supported by B.H.H.C.C. The Director of Tournaments shall develop such concepts with appropriate details, logistics, marketing and other requirements before bringing the concept to the Board for approval.
2. To maintain and process all required documentation for all B.H.M.H.A. tournaments.
3. To maintain a mailing/phone list of clubs who may wish to attend our tournaments.
4. To help facilitate in conjunction with the Registrar the sending out of required sanction forms in order to register any B.H.M.H.A. tournaments.
5. To prepare a projected budget for tournaments and to coordinate fundraising with the Vice President-Financial Development.
6. To regularly network with other hockey organizations and seek out via the Internet and other public avenues to gather information of available tournaments. This information shall be made available in the Association's business office to Coaches and Team Representatives.
7. To work with the Director of Publications in producing a Tournament Book for each approved Club tournament.
8. To carry out any other Association activities requested by the President.
1. To build and maintain the B.H.M.H.A.'s Internet web site.
2. To coordinate with the Club's ISP and web space provider for the purpose of maintaining the Internet presence of the Club.
3. To prepare and post information and data to the Club's web site at the direction of the Board and President of the Club and ensuring the accuracy and timeliness of the data. To make corrections to inaccurate data that was posted to the web site as quickly as possible.
4. To coordinate with other Board Members the inclusion of data appropriate to the web site.
5. To maintain the Club computer located in the Club office.
6. To provide Club related technical information and advice to the President and Coaches when requested or appropriate.
7. The web site is the intellectual property of B.H.M.H.A. and not the Director of Technology and cannot be directed to any other site. The Director of Technology is responsible to see that the ISP provider backs up the web site.
8. To carry out any other Association activities requested by the President and Coaches.
ARTICLE X. THE EXECUTIVE BOARD
A. The Executive Board shall be composed of the elected Officers, as stipulated in Article VIII, Section A, and the Past President.
B. The powers and duties of the Executive Board shall include, but are not limited to, the following:
1. To propose to the Board of Directors Amendments to the Articles of Incorporation and/or By-laws of B.H.M.H.A. and general and specific policies regarding youth hockey.
2. To implement the decisions of the Board of Directors.
3. The President may temporarily suspend a team, Manager, Coach, player or member for illegal drug use , abusive language, using inappropriate or defaming gestures, unsportsmanlike conduct, initiating actions or retaliatory actions that willfully injury another player or member, striking or pushing a game official or other individuals at any B.H.M.H.A. function. Said individual shall remain suspended and may not participate in any Association activity or enter a facility in use by B.H.M.H.A. pending a hearing and determination by a Review Committee as stipulated in Article XIII, Section E , item 5.
4. The Executive Board may, at its discretion, refer any matter to a committee for recommendation of action.
5. The Executive Board shall meet once a month, which may be in conjunction with a Board of Directors meeting.
6. A majority of the Officers shall constitute a quorum for any meeting of the Executive Board of B.H.M.H.A.
7. In the event that any member of the Board of Directors fails to attend two (2) consecutive Board meetings, the President or Executive Vice President shall immediately motion that the Board move into an Executive Board session to consider the removal of said Board member. Removal shall be determined by two-thirds (2/3) majority vote of the Executive Board. In the event a member is to be removed, the President shall inform said member of the decision.
8. Special meetings of the Executive Board and/or the Board of Directors may be called at any time by the President or Executive Vice President and shall be held with as little as twenty-four (24) hour notice. The Secretary shall make every effort to deliver verbal notice to current Board members as to the date, time, location and subject matter of said meeting.
9. The Officers of the Executive Board shall rule on all questions not provided for in the By-laws.
10. As a volunteer organization, all duties of the Officers and Directors are to be performed by volunteers unless approved otherwise by the Executive Board.
C. The removal or resignation of an Executive Board Members shall be as follows:
1. Any Executive Board member may be removed by a two-thirds (2/3) majority vote of the Board of Directors at a meeting called for such a purpose provided that such member has at least seven (7) days written notification prior to the meeting.
2. In the event an alleged offense is of such a nature that financial peril, or potential danger to a child or member is involved, the President or highest ranking Officer shall immediately suspend the alleged offender together with any and all Club rights and privileges until the Board has made a determination of said allegations.
3. Any vacancy of Office shall be filled by appointment by the President and must be ratified by a majority vote of the Board of Directors with the exception of the Office of President in which case the Executive Vice President becomes President.
4. Any member of the Executive Board may resign upon written notice received by the President or Secretary of the Executive Board, or the Executive Vice President in the absence or resignation of the President. Such resignation is to be effective immediately upon receipt by said Officer(s).
ARTICLE XI. BOARD OF DIRECTORS
A. The Board of Directors consists of the current Officers of the Executive Board and Team Representatives.
1. One (1) Team Representative and one (1) Alternate shall be elected by their respective team and shall represent only that one (1) team.
2. The term of office of the Team Representative and Alternate shall be from September 1 of the current year through August 30 of the following year or until a new Team Representative is elected.
3. The duties of a Team Representative are as follows:
a. To serve as a liaison for relaying Club information to their respective team.
b. To coordinate all activities of the Association which require parental participation.
c. To conduct frequent team meetings to keep members informed of Club and team issues, policy and undertakings.
d. To carry out any other duties assigned by the President and/or the Director of Team Representatives.
B. The duties of the Board of Directors are as follows:
1. To meet once a month. Any Director missing two (2) consecutive meetings shall be subject to actions defined in Article X, Section B, item 7.
2. To vote on all issues brought to the floor.
3. To bring to, second, and/or debate motions on the floor.
4. To support B.H.M.H.A. and the decisions of its Board of Directors.
A. Definitions
1. The term “majority” as used herein shall mean a simple majority of more than one half (1/2) of the votes cast.
2. The term “two-third vote” as used herein shall mean two-thirds (2/3) of the votes cast.
3. The term “plurality” as used herein shall mean the largest number of votes cast when three (3) or more choices are possible.
4. The term “quorum” as used herein shall mean fifty percent (50%) of the Executive Board.
5. Any and all e-mail votes should be done on an emergency basis. The results of said e-mail vote shall be published to all Board members at the next scheduled Board meeting.
B. Election Procedures
1. Election of Officers shall occur at an Annual General Meeting held for that purpose. One (1) vote is permitted for each registered player. A registered player of eighteen (18) years of age or older shall have the right to cast his/her vote. The parents or guardian of each registered player under the age of eighteen (18) years of age shall have the responsibility to cast one (1) vote on behalf of that player. Officers shall be elected by a majority of total valid votes cast except in the event that three (3) or more candidates are nominated in which case election shall be by a plurality.
2. Absentee ballots shall be made available for Election of Officers when a member makes such a request to their Team Representative. The Election Committee shall govern the distribution and accountability of absentee ballots.
3. Any objection to an election must be filed in writing with the President or Secretary within ten (10) days after the election or all such objections shall be deemed waived. Should the election to the office of President or Secretary be challenged, the objection shall be filed with the highest-ranking unchallenged Executive Board member. A Review Committee Tribunal shall be paneled to hear the objection and render a decision.
4. Election of a Team Representative and Alternate shall be by majority vote cast only by members of that team.
C. Voting Procedures
1. Unless otherwise provided for herein, all motions before the Board of Directors and/or Executive Board shall be passed by majority vote provided that a quorum has been established.
2. The President or other presiding Officer shall vote only to break a tie.
3. Each Team Representative shall be limited to one (1) vote at all Board of Directors meetings.
4. Any member of the Board of Directors may request that voting be by secret ballot in which case the Secretary and President shall tally the written votes and announce the results. Should the President and/or Secretary not be present, then the two highest-ranking Officers shall tally the vote.
5. Any individual is limited to one (1) vote regardless of the number of voting positions he or she may hold.
D. Action without a Meeting
1. Any action required or permitted to be taken by the Board of Directors may be taken without a meeting if all members of the Board, individually or collectively, consent in writing to that action. Such written consent shall be recorded and filed with the Minutes of the Board.
2. Telephone polling does not satisfy this requirement.
A. Committees may be set up as necessary by the President and ratified by a majority vote of the Board of Directors.
B. Each member of the Board shall have the power without approval by the Board of Directors to appoint a committee or committees to assist said Board member as needed.
C. A Scholarship Review Committee should be appointed by the President at the first (1 st ) meeting after the general election to propose to the Board any available funds needed for scholarship players. They should also prepare the guidelines for ratification by the Board for qualifications for the scholarships.
D. A Financial Review Committee should be appointed by the President at the first (1 st ) meeting after the general election to review the financial reports of the Controller to include a detailed, itemized reporting recap of all expenses, team account status, and bank statements.
E . The duties of the Grievance Review Committee are as follows:
1. To serve for one (1) year beginning September 15th. Six (6) individuals shall be identified as a standing committee pool to serve on Tribunals at the call of the President or the highest-ranking Executive Board member not involved in a said grievance. A blind draw of names by the Secretary at the September Board meeting shall determine the order of service among committee members. Once all six (6) members have served, a blind draw shall again determine the sequence of members and continue on until a new pool is seated.
2. The President shall appoint a Review Committee Coordinator to oversee Tribunal procedure and integrity. Additionally, the Coordinator shall serve as the grievance facilitator and parliamentarian on behalf of the Board in those instances where the entire Executive Committee is involved with a grievance submission. The Coordinator shall not sit as part of the Tribunal listening to that grievance. Additionally, the decision of said Tribunal shall be final.
3. To maintain a record of all actions taken and to file a written decision of the same with the President no later than ten (10) days after referral of any matter to a Tribunal. A Tribunal may exercise at their option their right to a one-time procedural ten (10) day extension. All parties in the grievance must be verbally notified of any extension. To convene at the call of the President a Tribunal composed of three (3) Review Committee members. The President shall appoint a Tribunal Chairperson.
4. To render a written decision on any and all matters brought to a Tribunal on all matters referred to them including but not limited to penalties, grievances, suspensions, expulsions, retribution and any related monetary damages.
5. Procedurally, any grievance must be made in writing to the President. All grievances must be made in writing and delivered to the President within thirty (30) days of said incident. The President shall then have seven (7) days from receipt of the written grievance to appoint a Tribunal. If the grievance involves the President, the grievance shall be submitted to the highest-ranking Executive Committee Officer not involved in the grievance. If the entire Executive Committee is named in a grievance, the written submission shall be to the Review Committee Coordinator.
6. Association membership shall not be a requirement for Review Committee appointments.
7. No Review Committee member shall be permitted to sit on a Tribunal case where there is any known or possible consideration of a conflict of interest. A Tribunal member shall inform the President of any conflict and shall be replaced by the next pool member.
8. The decisions of the Tribunal may be appealed to the Executive Board in writing within ten (10) days or such right of appeal shall be waived.
9. Any Executive Officer that is named or implicated in any part of a grievance will be completely excluded from the appeal process.
F. The Director of Coaches shall establish a B.H.H.C.C. which membership shall consist of the Director of Coaches who shall serve as the head of the Committee and one (1) Head Coach or Assistant Coach from each B.H.M.H.A. team and the Director of Player Development. This committee shall be bound by the Articles and By-laws of B.H.M.H.A.
1. The Head Coach or Assistant Coach shall have one (1) team vote concerning matters of the B.H.H.C.C. No proxies are allowed.
2. The Association expects that B.H.H.C.C. members attend all meetings. Should a member miss two (2) consecutive B.H.H.C.C. meetings, the Director of Coaches shall report this fact in a timely fashion to the President. At the next Board of Directors meeting, the President shall convene an Executive Board session addressing the possible removal, suspension or other actions deemed appropriate.
3. The Director of Coaches is empowered to make all final decisions in which there are tie votes or in matters in which no agreement can be reached, and his decisions shall bind the B.H.H.C.C.
4. The Director of Coaches shall preside over all meetings of the B.H.H.C.C. and shall perform all such administrative work as would naturally fall within the duties of his office.
5. A secretary shall be appointed by the Director of Coaches to keep a record of all meetings of the B.H.H.C.C. and shall perform such duties of this office including, but not limited to, mailing the minutes and any other necessary communications to all B.H.H.C.C. members and the President.
6. The B.H.H.C.C. will hold monthly meetings at a designated time and place. A full year meeting schedule shall be posted at the rink.
A. Articles of Incorporation may be amended by majority vote of the membership.
B. A copy of the proposed Amendment(s) to the Articles of Incorporation shall be sent to the membership at least seven (7) days prior to the general meeting held for said purpose.
C. Amendments to the Articles of Incorporation shall take effect upon receipt of their acceptance by the Secretary of State.
D. By-laws may be amended by a two-thirds (2/3) vote of the Board of Directors.
E. A copy of the proposed Amendment(s) to the By-laws compared to the current By-laws shall be sent to the Board of Directors at least seven (7) days prior to a Board of Directors meeting at which said Amendment(s) are to be voted on. The Amendment(s) need to be added to the By-laws and kept as a current copy with the Secretary.
F. Amendments to the By-laws shall take effect at such time as shall be designated by the Board of Directors upon their approval.
ARTICLE XV. PARLIAMENTARY PROCEDURES
A. Robert's Rules of Order Newly Revised shall govern the proceedings of the Association in all cases not provided for in these By-laws. In questionable parliamentary matters, the President shall prevail .
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