TERRACE MINOR HOCKEY ASSOCIATION CONSTITUTION
Registered February 18th, 1983
With amendments April 7, 1997 - April 24th, 1989 & May 1st, 2000
- The name of the Society is the Terrace Minor Hockey Association, herein referred to as the Association.
- The purposes of the Society are:
- To promote and generally encourage organized minor hockey within Terrace and the surrounding area; to encourage all citizens to assume their share of responsibility, and to participate in the support of minor hockey. To promote good citizenship and sportsmanship amongst members of the Association.
- For the purposes aforesaid, to acquire and operate on a non-profit basis, properties of all kinds and to provide facilities and prizes in the furtherance of such organized sport.
- To accept grants, funds, subscriptions or donations from any person or persons, society, association, organization or corporate body to assist in financing of the said project.
- To administer funds, grants, gifts or other assets, real or personal, received or acquired by the Association.
- To do all other things incidental or conducive to the attainment of the above objects or any other item.
- To ensure that the Association be non-political and non-sectarian, and that all activities be carried out in a truly democratic manner. This provision shall be unalterable.
- As an unalterable provision, this Association shall be affiliated with the British Columbia Amateur Hockey Association (BCAHA) and shall operate in a manner consistent with the BCAHA Constitution, Bylaws, Regulations and Rules.
BYLAW # 1 Membership
The members of the Association shall be: any parent or guardian of any player and any person or player 19 years and older who is actively involved in the general work of the Association.
A second class of members entitled "Junior Members" shall be any player under 19 years of good character, who has paid the annual fee, as determined by the Executive, and any non-player under 19 who is actively involved in the general work of the Association.
No membership is transferable. Membership expires on June 30 of each year.
Every member shall be bound by and submit to the Constitution and Bylaws of the Association.
The annual fees shall be payable before December 31st of each year.
A member may be expelled from the Association by the passing of a Special Resolution.
Any member shall be at liberty to resign from the Association on his written application.
Honorary Life Membership is given to a member of the Association who has rendered outstanding and meritorious service to the Association for at least 10 years.
The nomination for life membership is done in writing, signed by at least one member of the Association and presented to the Executive. The nomination is voted on at any regular Executive meeting and confirmed at an Annual General Meeting. An honorary life member has the privilege of acting in an advisory capacity.
BYLAW # 2 Player Registration Fees
Each player registered with the Association shall be assessed an annual registration fee set by the Executive prior to the current season's registration period.
Registration of all members is to take place during the summer and in accordance with procedures as determined by the Executive.
BYLAW # 3 Meetings
Annual General Meeting
The Annual General Meeting is open to all members of the Association and must be held before May 15th of every year.
Notice of the Annual General Meeting must be advertised 14 days prior to the date of the meeting. For these purposes, advertising will be in a local newspaper, and on radio and television.
The Order of Business to be followed at the Annual General Meeting is as follows:
1. Reading of the minutes of the last meeting
3. Correspondence (pertinent to the meeting).
4. Treasurer's Report (with financial statement)
5. Reports of Committees
6. Unfinished business from the last Annual General Meeting of the previous year.
7. Election of Officers (outgoing Executive steps down and the Nomination (Committee conducts this part of the Meeting to elect the new Executive).
8. Appointment of an Auditor
9. New Business
A quorum of 15 members is needed to hold an Annual General Meeting. In the event of there not being a quorum within one half hour of the publicized time of the meeting, the meeting shall automatically be adjourned for one week, and shall then be held at the same time and place whether or not a quorum is present.
In default of an Annual General Meeting being held within 21 days of the notice of such meeting, the Annual General Meeting may be convened by any 2 members within four months after the date of the publicized notice of such meeting.
The election of Officers for the upcoming season is done at the Annual General Meeting and conducted by the Nominating Committee.
Nominations of Candidates for Election of Officers
The Nominating Committee appointed by the Executive at least one month prior to the Meeting and consisting of the retiring President and the two most immediate Past Presidents available, or any three (3) members of the Association, prepares a full slate of nominees.
Nominations will also be received from any two members who, with the written consent of their nominee, may present a nomination for any position on the Executive. Nominations will also be accepted from the floor during the meeting.
General (Parents) Meetings
General parent meetings shall be held at least twice during the season in October and January.
A quorum of 15 members is required for the October General Meeting at which the annual budget of the Association is approved.
Notice of 14 days will be advertised and given to the members, and the general nature of the business shall be specified in the notice.
Special General Meetings
Special General Meetings of the members may be called by the President or
Any other Executive member acting in his or her stead by order of the Executive; or upon request, in writing, of 10% or more of the voting members of the Association.
Notice of 14 days will be advertised and given to the members and the general nature of the business shall be specified in the notice.
Executive Committee Meetings
Executive Committee meetings should be held monthly with a quorum of one-half plus one of the elected positions.
They shall consist of the elected officers of the Association and those appointed by the Executive.
In addition to Executive Committee Meetings, the Executive, being the elected officers, will meet monthly to carry out the business of the Association.
In the absence of the President or either Vice-President, at any meeting after 15 minutes of the time appointed for holding the Meeting, the members or the Executive present, as the case may be, shall choose someone of their number to be Chairman of the Meeting.
BYLAW #4 Voting
At all Annual General Meetings and at all General (Parent) Meetings, each member present is entitled to one vote on any motion or the election of Officers. Proxy votes are not allowed. Junior members shall not be entitled to vote. The President shall cast a deciding vote only in the event of a tie.
Voting is done by a show of hands unless the meeting decides on a ballot. Voting results will be determined by a simple majority of the votes cast.
BYLAW #5 The Officers of the Association
The Officers of the Association shall be the President, Ist Vice President (House Divisions), 2nd Vice President (Rep Division), Secretary, Treasurer, six (6) Directors and the Immediate Past President.
The Officers hold office for a term of one year and, with the exception of the Immediate Past President, are elected at the Annual General Meeting, held before May 15th of each year.
No person shall be eligible for election to an Executive position unless he/she is a member in good standing.
A retired Executive member shall be eligible for re-election.
Any Executive member may, and the Secretary shall, on the requisition of an Executive, at any time summon a meeting of the Executive upon 24 hours notice by telephone, mail or verbally.
Any member of the Executive absent for 4 consecutive meetings without acceptable reason shall cease to hold office.
In the event that an Officer ceases to hold office before the expiration of their term, or an appointed Executive Member’s position becomes vacant, the President may appoint any member of the Association to fill the vacancy.
A resolution in writing signed by all the Executive members, shall be as valid and effectual for all purposes as if it had been passed at a meeting of the Executive duly called and constituted.
Borrowing Powers of the Executive For the purpose of carrying out the objectives of the Association, the Executive may borrow or raise any sum or sums of money from any bank, person or corporation which may be selected by the Executive, upon the issue of debentures or mortgages or otherwise and on such terms as they think proper, and may execute or empower any person or persons on behalf of the Association to execute all acts and deeds necessary, PROVIDED ALWAYS that such action shall be taken only upon the passing of a Special Resolution.
Power of the Executive to Acquire Property For the purpose of carrying out the objectives of the Association, the Executive may purchase, take or lease or in exchange, hire or otherwise acquire and hold any real or personal property or any interest therein, and may mortgage, let improve and develop the same and erect and maintain any necessary buildings or structures thereon.
Membership in Other Organizations The Association may, by Special Resolution, subscribe to, become a member of and cooperate with any other Association or Society whose objects are in whole or part similar to our own objects.
BYLAW #6 Committees
There shall be a standing committee of:
1. Executive Committee consists of the elected Officers of the Association, the Registrar, the Equipment Manager, the Head Coach, the Referee-in-Chief (under the 2nd Vice), the Ice Coordinator (under the 1st Vice), and the Division Heads (under the 1st Vice) The Executive Committee should meet at least once a month.
- At the Executive Committee, all Officers and the noted appointed members are entitled to vote on all matters.
- The Executive Committee has the power to borrow or raise or secure payment of money.
- They have the power to suspend and/or take disciplinary action against any team, player, team official, game official or Association member.
- They require a two-thirds vote to remove any member of the Executive Committee from office.
2. Finance Committee consists of the Treasurer (Chairperson), and 2 members/Directors, appointed by the President at the first Executive meeting.
- The Finance Committee reviews all finances and expenditures of the Association, and makes recommendations to the Executive Committee on financial matters.
- They prepare and circulate a proposed budget for the coming season to be approved by the membership at the October General Meeting.
- The Finance Committee prepares and reviews the annual financial statements.
3. Discipline Committee consists of the President, 1st Vice President, 2nd Vice President, Referee-in-Chief and one (1) Director, appointed by the President.
- The Discipline Committee will conduct discipline reviews of incidents involving players or team officials, where repeated game misconducts, match penalties or gross misconducts occur.
- The Committee will convene hearings as required with the accused and others relevant to the issue to determine the facts of the matter.
- The Committee will review written requests as referred to the Discipline Committee by the Executive.
- The Discipline Committee may suspend a player or team official, or take other appropriate action, after providing that person the opportunity to be heard.
- The Committee will prepare a written decision and deliver that decision to the accused.
- The accused may appeal a decision of the Discipline Committee to the Appeals Committee in writing within fourteen (14) days of receipt of the decision.
4. Appeals Committee consists of the Executive Committee of the Association
The Appeals Committee hears appeals from decisions made by the Discipline Committee, or the President.
BYLAW #7 Appeal Procedures
Any player, team official, member or game official of the Association may appeal any suspension, or decision of the President, or the Discipline Committee.
The Appeal Committee will only review a decision or hear an appeal if:
- new evidence not heard by the President or Discipline Committee can be presented which may have an affect upon the decision, or;
- an appeal may be filed due to irregularities in the original hearing that may have caused an unjust decision, or;
- an appeal may be filed on the basis that the decision was too harsh, or;
- An appeal may be filed on the grounds that there is proof that the decision was reached in an unjust manner.
An appeal request must be in writing, directed to the Chairman of the Appeal Committee, and must outline the nature of the grievance; present particulars pertinent to the grievance; and identify the desired corrective action, for the consideration of the Appeals Committee.
-When an appeal hearing is granted, all pertinent information available to the President or the Discipline Committee, will be provided to the suspended individual in writing prior to the hearing.
-When an appeal has been filed, there shall be no stay of any suspension imposed, which is the subject of the appeal.
-The Appeals Committee may re-admit any team, player, team official or game official, or, uphold or modify any decision made by the Discipline Committee.
-A request to appeal must be delivered by hand to the President, or his designate, within seven (7) days of receipt of the decision of the Discipline Committee, or the President. The Appeal Committee will convene an appeal hearing within fourteen (14) days of receipt of the written request.
-The decision of the Appeals Committee will be provided to the affected person(s) verbally, and then followed up in writing within seven (7) days of the Appeal Committee hearing
-A decision by the Appeals Committee shall be the final recourse to the appellant available within the Association. Rulings shall be recorded and delivered to the affected parties as soon as possible, with information of the parties’ rights to appeal to BCAHA
BYLAW # 8 Amendments to the Constitution and Bylaws
Special Resolutions to amend and/or alter the Constitution and/or Bylaws of Terrace Minor Hockey Association can only be made at an Annual General Meeting.
The Constitution and Bylaws of the Association shall not be altered except by Special Resolution passed by 75% of the members entitled to vote as are present in person at an Annual General Meeting.
Special Resolution requires that the members receive notice not less than 14 days prior to the Annual General Meeting, specifying the intention to propose the resolution as a Special Resolution.
A Special Resolution is valid where less than 14 days notice has been given, if every member entitled to attend and vote at the meeting so agreed
A Special Resolution, consented to in writing by every member of the Association who would have been entitled to vote on it in person, and a resolution so consented to, shall be deemed to be a Special Resolution passed at an Annual General Meeting.