GANDER MINOR HOCKEY ASSOCIATION CONSTITUTION

Transcription

1 GANDER MINOR HOCKEY ASSOCIATION CONSTITUTION Total Revision: May 2004 Amended Policy September 2012 Amended Policy 6.7 October 2012 Amended: June 2012 Amended: June 2011 Amended: May 2010 Amended: June 2009 Amended: June 2008 Amended: June 2007 Amended: May 2006 Amended: June 2005 Amended: June 2004 Notes: The words of this document are not gender specific; in every case male or female are synonymous. All amendments and additions to this constitution are identified in red lettering. Page 1 of 47

2 Table of Contents Definitions... 4 Executive... 4 Executive Committee... 4 Quorum... 4 Member... 4 Good Standing Voting Section 1 - Constitution... 6 Article 1 Title & Contact Information... 6 Article 2 Scope... 6 Article 3 Aims & Objectives... 6 Article 4 Membership & Volunteers... 6 Article 5 Establishment of Constitution & Bylaws, Policies/Regulations/Guidelines and Amendments to same... 7 Article 6 Hockey Parents... 7 Section 2 - Bylaws Bylaw 1 Executive Bylaw 2 Standing Committees Bylaw 3 Meetings of the Association Bylaw 4 Voting Bylaw 5 Finances Bylaw 6 Travel Expenses Bylaw 7 Life Membership Section 3- Policies Policy 1 Competition Classifications Regulation 2 Rules of the Game Regulation 3 Registration Policy 4 Players Equipment Policy 5 Local Championship Play-offs Policy 6 All-Star/ Developmental Programs Policy 7 Player Movement Policy 8 Cup Trustees and Rules Policy 9 Representing the Association Policy 10 Fundraising Activities Policy 11 Developing and Amending Guidelines Section 4- Guidelines Guideline 1 Division of Duties Guideline 2 Problem Solving/Resolution Process Guideline 3 Fair Play Policy Guideline 4 Volunteer Point System Guideline 5 All Star/Developmental Teams Guideline 6 Travel Expenses Guideline 7 Program of Merit Guideline 8 Female Program Registration Page 2 of 47

3 Section 4 Appendix A Certificate of Conduct Section 5 Appendix B Athlete Code of Conduct Parent Code of Conduct Coaching Code of Conduct Officiating Code of Conduct Volunteer Code of Conduct Section 6 Appendix C Minor Hockey Week/Year End Banquet Planning List GMHA Scholarship.. 47 Page 3 of 47

4 Definitions 1. Executive a. The Executive is the larger governing body of GMHA and consists of the following positions: i. President, First Vice President, Second Vice President, Secretary, Treasurer, Parent Representative, Registrar, Co-Registrar, Chief Director, Referee in Chief, Goalie Director, Female Representative and Divisional Directors for the following divisions: Initiation, Novice, Atom, Peewee, Bantam, Midget, U20 Females, U15 Females and U12 Females ii. It shall also include the following as non-voting members: Webmaster, Ice Convenor b. The Executive shall be considered as speaking with one voice once a decision has been reached by majority vote. c. The Executive shall not exceed 21 members. 2. Executive Committee a. The Executive Committee is a smaller group of the larger governing body which shall have the power to act as the Executive as a whole if a situation arises where a quorum is unable to be attained. The Executive Committee shall consist of following positions: i. President, First Vice President, Second Vice President, Secretary, Treasurer, Parent Representative, Chief Director, Female Representative, Registrar, Referee in Chief. 3. Quorum a. A quorum for GMHA will be defined as seven (7) members of the Executive which shall include the President and/or one of the Vice Presidents in attendance at an Executive meeting. 4. Member a. A member shall be the parent or guardian of a child, male or female, whose registration fees associated with Gander Minor Hockey Association are in good standing. 5. Good standing a. Members are considered to be in good standing when fees are paid in full or being received through an approved payment plan as outlined in the bylaws of the Association. 6. voting a. voting is defined as an accepted process of voting that can be used in the event a situation requiring a decision arises between regularly scheduled meetings Page 4 of 47

5 and has an impact on the day to day operations of GMHA by the Executive. Such examples would be: i. Approval of team selection committees ii. Approval of coach selection for travel teams iii. Issues related to fundraising Page 5 of 47

6 SECTION 1 CONSTITUTION Article 1 Title & Contact Information The name of this association shall be known as the Gander Minor Hockey Association (GMHA). The mailing address of the association is as follows: P.O. Box 112, Gander, NL A1V 1W6. This information can also be found on the GMHA website: Article 2 Scope 1. GMHA is the governing body of minor hockey in the Gander area. 2. GMHA is affiliated with Hockey Newfoundland and Labrador (HNL). Article 3 Aims and Objectives 1. To foster and promote minor hockey in the Gander area by GMHA. 2. To give children, both male and female, regardless of race, creed or social status, an equal opportunity to play hockey as a wholesome and healthy recreational activity under conditions which teach and promote the principles of good citizenship, sportsmanship, pure competitiveness and fair play, in an effort to assist the child to obtain a healthy and productive life. 3. To give as many children, both male and female, in the area served by the GMHA an opportunity to play hockey. 4. To maintain and ensure the enforcement of the rules of Hockey Newfoundland and Labrador (HNL) and Hockey Canada. 5. To protect the mutual interests of its members. 6. To attempt to recruit the best coaches, volunteers and staff available so that all parents, children, officials and staff involved with GMHA conduct themselves in a manner that promotes and supports the best interests of the players. Article 4 Membership & Volunteering 1. The membership of GMHA shall be made up of guardians and/or parents of the children playing hockey whose registration fees are in good standing with the Association. 2. All members and volunteers are subject to the constitution and bylaws, policies and guidelines of the Association. 3. Volunteers within GMHA may consist of any adult wishing to become involved with the work of the Association and who is of good character and has completed an acceptable Code of Conduct. 4. All volunteers and staff with GMHA are subject to the screening process of GMHA as outlined in Appendix A and shall have a current Code of Conduct on file with GMHA. Page 6 of 47

7 Article 5: Establishment of Constitution articles & Bylaws, Guidelines, Policies and Amendments 1. Establishment of the Constitution and Bylaws is the responsibility of the Executive Committee and articles must be approved by majority vote by the members attending the Annual General Meeting. 2. Amendments/changes to the Constitution articles and Bylaws can only be made at the Annual General Meeting. The process for providing notice of the intention to make amendments/changes to the Constitution and Bylaws is outlined in policy # 12 in Section Policy/guideline changes can be recommended by the Executive Committee to the Executive and these recommendations must receive a two-thirds vote of the Executive attending the meeting where the recommendation is brought forward. 4. The process for a member of the Association to bring forward a recommended amendment to guidelines and policies is outlined in policy # 12 in Section 3. Article 6 Hockey Parents GMHA accepts hockey parents as an integral part of the Association, and as such accepts the Parents Representative as an elected member of the Executive and as a member of the Executive Committee of the Association. The Parent Representative shall be elected to their term of office for one year at the Annual General Meeting. Page 7 of 47

8 SECTION 2 BYLAWS Bylaw 1 1. Executive The Executive shall: a. Consist of the following positions: i. President ii. First Vice President iii. Second Vice President iv. Secretary v. Treasurer vi. Parent Representative vii. Chief Director viii. Goalie Director ix. Referee in Chief x. Registrar & Co-Registrar xi. Female Representative xii. Divisional Directors for the following divisions: 1. Initiation 2. Novice 3. Atom 4. Peewee 5. Bantam 6. Midget 7. U20 Females 8. U15 Females 9. U12 Females xiii. Webmaster (non-voting position) xiv. Ice Convenor (non-voting position) b. Be elected at the Annual General Meeting for a period of one year. c. Be responsible for the day to day operations of the Association. d. Consist of the members of the Executive Committee, all Directors, Registrar and Co-Registrar, Webmaster and Ice Convenor not to exceed 18. e. Be responsible for settling any disputes or appeals that are brought to their attention through the Chief Director. f. Have the power the suspend, summarily any player in the GMHA under its jurisdiction, as a result of a written report received of the following: Page 8 of 47

9 i. ungentlemanly conduct on or off the ice or abusive language to any official, after a written report has been submitted by the Referee-in-Chief, or any member of the Association; ii. Such reports shall be dealt with by the Executive within 10 days of receipt; failure to deal with the report within the 10 days will automatically result the report becoming null and void; every effort shall be made to arrive at a decision before the players involved have to play their next game. All misconduct, fighting or other serious penalties shall be reported to the President or one of the First or Second Vice Presidents as soon as practical after the conclusion of the game by the referee through the Referee-in-Chief. 2. The Executive Committee shall: a. Consist of the following positions: i. President ii. Vice President iii. First Vice President iv. Second Vice President v. Secretary vi. Treasurer vii. Parent Representative viii. Chief Director ix. Female Representative x. Registrar xi. Referee in Chief b. Act as the Executive as a whole in situations requiring an emergency decision where a quorum cannot be secured. c. Appoint a candidate to fill the position of President or First Vice-President should a vacancy occur. d. Appoint a candidate to fill the position of Secretary or Treasurer should a vacancy occur. e. Appoint a Referee-in-Chief of the Gander Minor Hockey Association. He/she shall be responsible for the supervision of the referees under him/her and shall act as a member of the Executive. f. Recommend changes/amendments to the Constitution and Bylaws to the Executive. 3. The Immediate Past President shall continue to be an Executive member of the Association, in an advisory capacity, if they so desire with no voting powers, unless reelected to another position with the Association. Page 9 of 47

10 4. The President and/or First Vice-President shall represent the Association officially at any function or on any body, where representation from the Association is desired or requested. Alternates may be appointed by the Executive. 5. The President, or in the absence of the President, the First Vice-President, shall preside at all meetings of the Association and at all Executive meetings. He shall have a vote, and also cast a deciding vote in case of a tie. 6. The First Vice-President shall, in the absence of the President, have all the powers and perform all of the duties of the President. 7. The Secretary shall: a. record the proceedings of each meeting and read these minutes at the following meeting; b. assist the President in preparing the agenda for each meeting; c. attend to all correspondence and maintain all letters, documents, etc., in a permanent file; d. prepare the Annual Report of the Association; e. send out notices of meetings; f. have custody of all documents and records pertaining to the GMHA with the exception of the financial records; g. will be the primary contact for H.N.L. on behalf of the association; h. be responsible for receiving and distributing all correspondence; i. keep records and changes to the constitution and distribute the same to all executive members; j. perform any similar duties as required. 8. The Treasurer shall: a. Take charge of all monies belonging to the Association and on recommendation of the Association pay out money by cheques which have been signed by the President, the Treasurer, or one other delegated executive member. b. Obtain receipts; present financial statements at regular meetings, and render a yearly report at the Annual General Meeting, which will be audited by August 31 by auditors appointed by the Association. The financial year end for GMHA is May The Registrar & Co-Registrar shall look after all registration and see that all rules pertaining to registration of players of Hockey Canada and HNL are adhered to. 10. The Chief Director will hold regular meetings with Division Directors to coordinate and see that all house-league teams have good coaching and are as evenly matched as possible. 11. Other Executive and Association Member duties are listed in the Guidelines attached. Page 10 of 47

11 BYLAW 2 The Standing Committees shall be: An Executive Committee, A Finance Committee, A Registration Committee, A Fund-raising Committee, and An Incident Report Committee. 1. Executive Committee The Executive Committee shall consist of the following positions: i. President ii. Vice President iii. First Vice President iv. Second Vice President v. Secretary vi. Treasurer vii. Parent Representative viii. Chief Director ix. Female Representative x. Registrar xi. Referee in Chief The President shall be the Chairperson of the Committee. The Executive Committee shall have power: a. To manage the affairs of the Association in conformity with the Bylaws and Policys of the Constitution of the Association and to make such rules and directives as they deem necessary to properly conduct the operation of the Association in the absence of a quorum. b. By a two-thirds majority may remove from office any member of the Executive or Executive Committee, who has been remiss or neglectful of their duty, or by their conduct have impaired their usefulness as a member of the Executive, thus forfeiting their position. c. To appoint subcommittees from the Executive members or otherwise employ individuals from the membership at large for the handling of special or specified Association s business. d. To supervise the collection of the fees and funds of the Association and the expenditure of monies. 2. Finance Committee The Finance Committee shall consist of a Chairperson who is the Treasurer of the Association, and two (2) other executive members delegated by the Executive. The Finance Committee shall be responsible to oversee and administer all of GMHA finances as outlined in Bylaw 5. Page 11 of 47

12 3. Registration Committee The Registration Committee shall consist of a chairperson who is the Registrar or Co- Registrar with the power to choose his/her Committee up to a maximum of five (5) persons. The Registration Committee shall be responsible for all of GMHA registrants as outlined in Policy Fund Raising Committee The Fund Raising Committee shall consist of a Chairperson who is the Second Vice- President, the Treasurer and one other Executive member. The Fund Raising Committee s responsibilities shall include: a. Overseeing all fund raising within the Gander Minor Hockey Association. b. Ensuring proper procedures for reporting and licensing of all fund raising activities. c. Coordinating all fund raising events within the Association. d. Ensuring the proper use of all funds collected. A) Incident Report Committee The Incident Report Committee shall consist of a Chairperson who is the First Vice- President, the Chief Director, the Director of the affected division and one other Executive member. The Incident Report Committee shall review, investigate and resolve all disputes and incidents as outlined in the Guidelines Section - Part 2. Should one of the members be in a conflict of interest, the President shall appoint another executive member to the Committee. BYLAW 3 Meetings of the Association 1. All meetings of the Association shall be held as decided annually by the Executive. A Semi-Annual General meeting will be held each year, as deemed necessary by the executive or requested by the General membership. 2. Committee meetings shall be called by the Committee Chairperson. 3. Special meetings may be called if deemed necessary by the President or the First Vice- President, or by the Secretary if requested to do so by written request of not less than five members of the Association. The President will then call the meeting within ten days of the date of request. Page 12 of 47

13 BYLAW 4 Voting 4. At all meetings of the Executive of the Association a quorum shall consist of 7 persons including the President or one of the Vice Presidents. 5. At all meeting of the Association and of the Executive Committee, the following shall be the order of business: a. Roll call of members. b. Reading of minutes. c. Business arising out of the minutes. d. Treasurer s report. e. Report of Committee. f. Director s reports. g. Resolutions or new business. h. Adjournment. 1. At all meetings of the Executive Committee, each member of the Executive shall be entitled to one vote. In addition to his vote as an officer, the President shall also have the deciding vote in case of a tie. 2. At all meetings of the Association or of its Committees, voting shall be by show of hands, unless the meeting decides upon a ballot. 3. Decisions shall be decided by a majority of votes cast. 4. voting can be used to make decisions on situations that arise between scheduled Executive meetings and impact daily operations of GMHA by the Executive or Executive Committee. Each member of the Executive will have one vote and all votes must be received and tallied within 24 hours so that a decision can be rendered in a timely manner. There must be 7 votes received in order for a quorum to be achieved and at least one of the votes received must be from the President and/or one of the Vice Presidents. BYLAW 5 Financial 1. All monies received by the Association, including the All-Star and Developmental Programs, from any source, shall be used for the expenses and objects of the Association as regulated by the Finance Committee. 2. Registration fees for each player registered with the Association shall be set annually by the Executive. Page 13 of 47

14 BYLAW 6 Travel Expenses 1. The expenses of the Officers, representing the Association at annual meetings of the Hockey Newfoundland and Labrador shall be paid by the Association, where necessary, upon receipts, as per the GMHA guidelines. Expense accounts are to be submitted in writing to the Treasurer for approval by the Executive. 2. All teams within the GMHA shall be responsible for transportation and expenses incurred by said team for out of town trips they may wish to take. However, All-Star and Developmental teams selected to travel to Labrador for an Easter Provincial Tournament is entitled to a subsidy from the association. This subsidy is to be used solely for the purpose of travel to and from Labrador. The amount given and any terms attached will be determined by the Executive of the GMHA. 3. All traveling teams must abide by the GMHA travel policy and all-star guidelines. BYLAW 7 Life Membership 1. Life membership may be bestowed by this Association to members or supporters for very distinctive services to the Association. Nominations for Life Membership must be forwarded in writing 30 days prior to the Annual General Meeting, and presented for approval by a majority vote of 50% plus one of the association s members in attendance at the Annual General Meeting. 2. Life members, in an advisory role, shall have the privileges of the Executive committees; but they shall not be permitted to vote. 3. The number of life members of this Association shall at no time exceed seven and when that number has been appointed no further nominations will be considered. Page 14 of 47

15 SECTION 3 POLICIES Policy 1: Competition Classifications 1.1 The Association recognizes and conducts competition in Minor Hockey for the following divisions: Initiation Novice Atom Peewee Bantam Midget Female U12 Female U 15 Female U Age limits for these divisions shall be approved by Hockey Canada. Each member may create subdivisions of any of the foregoing. Policy 2: Rules of the Game 2.1 The Hockey Newfoundland and Labrador Rules, as may be amended from time to time by Hockey Canada, shall be at all times the rules of this Association, together with all special playing rules as outlined in the Regulations of Hockey Canada. Policy 3: Registration 4.1 Every player competing in any league under the jurisdiction of the Association must carry a registration card duly issued to him by Hockey Canada through the Registrar of this Association. No player shall be permitted to take part in any game under the jurisdiction of this Association without his card. 4.2 Every player participating in the Gander Minor Hockey System must produce Birth Certificate and or MCP number before playing hockey under the GMHA. 4.3 In cases where it is impossible to secure a Birth Certificate, the Registrar may, if he considers the supporting evidence satisfactory, accept in lieu thereof a duly certified Church Baptismal Certificate. 4.4 Under extreme circumstances where neither a Birth Certificate nor a Baptismal Certificate can be obtained, the player may appear before the Registrar along with one of is parents and make satisfactory affidavit regarding the player s age receive his registration card. Page 15 of 47

16 4.5 Any player intending on registering with the Gander Minor Hockey System must be five years or older by December 31st of that year. An exception may be made for a Parents and Tots program if the demand deems necessary. 4.6 Any player proven guilty by the Association of falsifying a Birth or Baptismal Certificate, or having knowledge that same has been falsified, or of playing on other than his own Certificate, will be automatically suspended for playing hockey with any team under the jurisdiction of the Association or affiliated Associations for a period of not less than one year and not more than two years from the date of the suspension. This penalty is final and there shall be no appeal. 4.7 The registration card of every player must be in the hands of the Registrar of the Association not later than December 31st of each season. All registration fees must be paid in full by this date and there will be no refunds applied to any player who does not play after this date. 4.8 Any Minor Hockey player must have his parents consent in writing before he can sign a registration card to play hockey. 4.9 No player shall compete in any hockey game leading up to the Newfoundland Minor playoffs, who is not a bona fide resident of the Gander district limits as set out by H.N.L., or has not secured a transfer from the Chairperson of the District he has moved from The official hockey season shall commence and end at such times as decided upon by the Executive Any child, who has played the previous hockey season as a GMHA goaltender, shall receive 100 credits (equivalent $100) towards the season he/she is registering. These credits will only be awarded to a child that has played more than 50% of the previous hockey season as a goaltender, in the house league, from the Atom age and upwards. Verification will be obtained through his/her divisional director. Policy 4: Players Equipment 4.1 Players accepting equipment from this Association must return same upon request. Any player failing to return said equipment shall be subjected to suspension by the Executive Committee. 4.2 Players being used as demonstrators must wear full equipment. Page 16 of 47

17 Policy 5: Local Championship Play-offs 5.1 The Association shall, at the discretion of the Division Director, in consultation with the House League Coaches and Chief Director, conduct annual House League championship play-offs in the affected division. Policy 6: All-Star/Developmental Programs 6.1 The Head Coach of the All-Star Teams shall be advertised in the local medium and applications shall be received before September 30. The Chief Director, First Vice President and appropriate Divisional Director will recommend coaching staff to the Executive. All Head Coaches of All-Star Teams must be approved by the Executive. 6.2 When more than one individual applies for the position of Head Coach, no member of the Committee selecting the coach shall have a child on the perspective team. 6.3 If no adult is found for the position of Head Coach, an individual who is of minor age may, with the consent of the Executive Committee, be given a Head Coach position, provided there is an adult who agrees in writing to accept the overall responsibility for the team. 6.4 Each team must have a discrete coach; assistant coach; trainer and manager. 6.5 Once selected, the Head Coach has to forward the names of his/her support volunteers by the end of the Team s selection process, to the Executive for approval. 6.6 All-Star and Developmental teams selection must be completed as per the guidelines outlined in Part 5 of the GMHA guidelines. 6.7 All-Star and Developmental Teams selection is based on a ranking of the player s skills as determined by an approved selection committee during divisional tryouts. This ranking shall be used to place players on All Star or Developmental teams. Players are expected to play with their assigned teams except under exceptional circumstances. All requests for changes to player s assignments shall be made in writing to the appropriate Division Director For all-star team selection the selection committee shall consist of the successful all-star coach and four other members who have knowledge of hockey skills and do not have children in division for which try-outs are being held. This selection committee must be approved by the Executive The selection committee will be responsible to rank the top 10 players during the first two hours of divisional try-outs. These 10 players will be asked not to attend further try-outs. The All-star coach will be given the opportunity participate in the ranking for the rest of the players needed to ice the all-star team. Page 17 of 47

18 6.7.3 The selection committee shall be responsible for choosing the most skilled allstar team to ice in competition The ranking of the developmental team(s) will be done by the same selection committee and will be conducted during the subsequent hours of divisional try-outs. If there are enough players to form additional developmental teams every effort shall be made to ice additional teams The divisional director will choose the four members of the ranking committee and ensure that the appropriate coaches are conducting the on ice drills during divisional try-outs The selection committee will use the Hockey Canada ranking tool, found on the Hockey Canada website, to rank all players. 6.8 After the selection of the initial minimum seventeen (17) and maximum nineteen (19) players, the Head Coach, in consultation with the Division Director and the developmental Team s Head Coach, shall as required, call up any player or players from the Developmental Team in place of any player who is not able to continue their play on the All-Star team due to injury, team play, disciplinary, or personal reasons. 6.9 All player movements must be agreed to by the Division Director and approved by the Executive The Developmental Team(s) shall consist of all interested players who were not selected to the All-StarTeam(s) to a maximum of nineteen (19) players. These players, upon the request of the Division Director in consultation with the two (2) Head Coaches, may move as required and skills permit to the All-Star Team(s). This movement may be of a temporary or permanent nature depending on the circumstances. Any player refusing to move from the Developmental Team to the All- Star Team will be removed from the Developmental Team, if, in the opinion of the Executive, the All Star Team is in jeopardy of not being permitted to compete in tournament play The onus is on the association to ice a complete roster of the most competitive team possible. After consultation between coaches and directors, players shall be required to move to the All-Star Team if circumstances so dictate except under extenuating circumstances. All such situations must be brought to the Division Director and the Chief Director in writing for resolution All-Star and Developmental budgeting and financial solicitations shall be approved by the Division Director, Second Vice-President and Treasurer. All monies collected shall be forwarded through the Team s Manager to the Treasurer. If, at the end of the year, an All-Star or Development team has a deficit, the parents of the players will assume the debt. Page 18 of 47

19 6.13 Every player shall be responsible for their All-Star Registration and Sponsor Solicitation, which will follow them, if required, between teams. Policy 7: Player Movement 7.1 Player movement requests initiated by a Parent or Guardian must be received in writing on or before December 15 of the affected Hockey Season. 7.2 Applications for movement must be reviewed by the Directors of the applicable Divisions to ensure that such movement does not cause detriment to either Division based on player numbers and/or abilities. The overall divisions will always be considered before the individual player. 7.3 Once player movements are reviewed or initiated by the Directors, such movements must be reviewed with the Chief Director and brought to the Executive for approval. 7.4 Players who are moving from a lower Division that has an active All- Star/Developmental Program must play All-Star/Developmental in the said Division relative to his/her age group. Players who are moving from a lower Division that does not have an active All-Star/Development program are eligible to play with the Developmental Program, if so chosen by the Head Coach of that team. (Goaltenders being the exception) 7.5 Any player wishing to be moved to a higher Division must apply in writing as stated above. Such players are only eligible to play House League play if so approved by the Executive. 7.6 Any player in the Atom Division cannot request to move to Pee Wee division due to the introduction of body checking in the Pee Wee Division, with the exception of goaltenders. 7.7 In order for any player to move to a higher division they must be starting or in there final year of the previous division. 7.8 Players who have been granted exceptional status by Hockey Newfoundland & Labrador (HNL) can move to a higher division and participate in all-star or developmental play in said division. Policy 8: Cup Trustees and Rules 8.1 In each series, the team winning the final series of each league shall be awarded the championship. 8.2 Trophies presented or belonging to this Association shall be kept in a place designated by the Executive Committee. Page 19 of 47

20 8.3 The engraving on the trophies and plaques shall be done under the supervision of the Executive Committee. Policy 9: Issuing letters or bulletins 9.1 No individual or group will issue a letter or bulletin under the name of the Association without the prior consent of the Executive. Policy 10: Fundraising 10.1 All fund-raising activities by or for the Association must have the prior authorization of the Executive and the Fund Raising Committee. Policy 11: Developing and amending policies and guidelines 11.1 The Executive of the GMHA shall have the right to develop and amend policies/ guidelines associated with the day-to-day activities of the Association Amendments to policies and guidelines can be recommended to the Executive or Executive Committee by any member of the Association and at any time during the year. These recommended amendments must be accompanied by a written explanation of why this amendment is being recommended The final decision regarding acceptance of this recommended change is the responsibility of the Executive and can only be passed with a two-thirds majority vote of the whole Executive. Policy 12: Process for amending, revising or repealing by-laws or articles 12.1 The Association, at any annual, special or general meeting, may accept, amend, revise, or repeal By-Laws or articles for the governance of the association, provided that thirty (30) days notice in writing had previously been given to the Secretary of the Association and communicated by him/her to the members of the Executive Committee at least fifteen days prior to the holding of such a meeting. The giving of such notice may be waived and such matters otherwise requiring such notice considered and dealt with at any meeting by a unanimous vote of the members present and voting at such a meeting. Page 20 of 47

21 Amended by: Gander Minor Hockey Executive Ad-Hoc Committee Bernie Norris, First Vice-President Kim Cheeks, Parent Representative Chris Temple, Independent Consultant Revised constitutional document accepted at Annual General Meeting, June 20, Amended by: Gander Minor Hockey Executive Amendments made: June GMHAs Annual General Meeting Amended by: Gander Minor Hockey Executive Amendments made: May 2010@ GMHAs Annual General Meeting Amended by: Gander Minor Hockey Annual Meeting Amendments made: June 2008 Amended by: Gander Minor Hockey Executive Committee Amendments made: June 2007 Amended by: Todd Clark, President Amendments made: May 2006 Reviewed and revised by: Todd Clark, President Dave Cheeks, Initiation Director Scott Granville, Committee Member Revisions made: June 2004 Reviewed and Revised by: Wayne Gale, President Todd Clark, 2nd Vice-President Kelly Saulnier, Secretary Fred Maloney, Chief Director Guy Harvey, Midget Director Paul Smith, Peewee Director Chris Hoyles, Novice Director Brenda Young, Female Director Revisions made April 2003 Appendices added by: Bill Morgan - Peewee Division Director Rhonda Collings, 1st Vice-President Pam MacFadgen, Registrar Paula Clark, 1st Vice-President Heather Broderick, Treasurer Brian Mills, Registrar Pam Peckford, Hockey Moms Tolson Parsons, Bantam Director Scott Granville, Atom Director Roger Soucy, Initiation Director Gary Best - Atom Division Director Page 21 of 47

22 Dennis Laing - President GMHA Additions made Dec Revised by: Don Carter - First Vice-President Neil Jackman - Treasurer Glenn Blanford - Committee Member Additions made Nov Jim Johnson - Chief Director Frank Smith - Second Vice-President Dan Mahoney - Committee Member Page 22 of 47

23 LIST OF GUIDELINES GUIDELILNE 1 - DIVISION OF DUTIES st Vice President nd Vice President 1.3 Chief Director 1.4 Division Directors 1.5 Coaches (House League) 1.6 Equipment Manager / Ice Convener 1.7 Time Keeper 1.8 Technical Director 1.9 Goaltending Director 1.10 Webmaster 1.11 Parents Representative GUIDELINE 2 - PROBLEM RESOLUTION PROCESS GUIDELINE 3 - GMHA FAIR PLAY POLICY 3.12 House League Guidelines 3.13 All-Star/Developmental Guidelines GUIDELINE 4 - VOLUNTEER POINT SYSTEM GUIDELINE 5 - ALL-STAR/DEVELOPMENTAL TEAM GUIDELINES GUIDELINE 6 - TRAVEL EXPENSE FORM GUIDELINE 7 - PROGRAM OF MERIT GUIDELINE 8 - GUIDELINES FOR FEMALE U20 REGISTRATION Page 23 of 47

24 GUIDELINE 1 - DIVISION OF DUTIES st Vice President Assist the President. Along with the President, is the official representative for GMHA Is Chair of the Incident Report Committee. Is the responsible officer for oversight of the administrative functions of GMHA including: - Constitutional review and updating; - Monitors and recommends names for awards; - Administers employee contracts; - Ensues code of conduct applications are completed; - Monitors and researches for applicable funding, grants, etc; - Scholarship Administration; - Special Events, including volunteer appreciation night and operation of the Annual Banquet nd Vice President Chairperson for the Fund Raising Committee, including overseeing the duties of this committee. Record all funds raised throughout the season and submit a year-end report to the Executive Committee. Act as the Gander Minor Hockey Association s Public Relations Officer, including the releasing of any statements to the general public regarding the operations of GMHA Ensure that the minor hockey schedule is kept updated in all relative forums; i.e. newspaper, website, bulletin board, etc. If applicable, to ensure that the GMHA web-site is functioning and updated. Participate in any committee of the Gander Minor Hockey Association as may be required. Enforce the policies and guidelines of the GMHA and its Executive Committee. 1.3 Chief Director Responsible to Jump Start Program. Hold Directors Meeting. Participates in the Finance Committee as required. Works together with Division Directors to ensure All-Star and Developmental team managers abide by All-Star and Travel policy. Schedules Coaching Clinics, Trainer Clinics and other programs sanctioned by H.N.L. Involved in dispute resolution process. Enforces the policies and guidelines of GMHA and its executive board. Involved as first point of contact for directors in the decision making process when moving a player between divisions. Page 24 of 47

25 1.4 Division Directors Recruit Coaches for teams and obtains information to have them registered by the Registrar. All on bench officials to be insured by H.N.L. and must abide by all H.N.L. policies including Speak out and Letters of Conduct. Ensure Coaches for all teams. A Coach or bench official/volunteer is needed on the bench at all games. (Insurance purposes) Divides players into teams and monitors to ensure fairness. Co-ordinates with coaches to make sure House League rules are applied. Works to minimize impact of All-Star and Developmental travel on house league. Restricts players that have not paid registration from playing. (Insurance purposes) Gets his information from Registrar. Enforces along with coaches, safety regulations, i.e. helmets, proper safe gloves and equipment. Ensures that the Team Dressing room atmosphere is healthy, improvement oriented and positive. Ensures that separate teams use different dressing rooms. (Team sport House League) Resolve division disputes, i.e., team balancing. Co-ordinates division Mini Tournaments or extra ice time given him by Ice Convenor. Co-ordinates with the Referee in Chief for games Officials. Member of the Incident Report Committee when the particular incident affects their division and becomes involved in all 1 st incident problems; Chief Director is to be informed. Reports all 2 nd incident problems to Exec board for action. Enforces the policies and guidelines of GMHA and its executive board. Works to prevent and reduce all types of liability. Responsible for points accumulated for their division. Maintains a weekly log of coaching, games/practices, attendance, major infractions, and parental/coaching grievances. The Director is supported by the Chief Director and consults with Chief Director on any questions of program and policy. Is assisted by and gives his assistance to the Equipment Manager/ Ice Convenor. Moving a player between divisions - First point of contact for the division director is the Chief Director. Both affected division directors must agree on the move(s) and then parents are asked. All other methods are not to be considered. Page 25 of 47

26 1.5 Coaches Guidelines (House League) to be responsible for all on and off-ice (dressing room) activity of their teams; to teach players to play fairly and to respect the rules, officials and opponents; to ensure that all players get good instruction, support and fairness in playing time; to ensure that equipment and facilities are safe; to try to match players ages and abilities; to obtain proper training and courses in hockey coaching; to ensure that all disciplinary incidents are reported and are processed as detailed in the problem resolution process; ensure that the players have a coach they can respect. Praise and encourage players to have fun and to gain confidence. Set a good example. Do not ridicule or yell at players for making mistakes or for poor performance. 1.6 Equipment Manager/Ice Convener In sole charge of the GMHA equipment room and the use of GMHA equipment. Assists and is assisted by Directors and Coaches to implement program. Co-ordinates with Chief Director any changes that affect the on ice program. Ensures all accidents are reported and receive prompt medical attention. Takes a key role in the problem resolution process assisting Directors and Chief Director as required. Works to provide continuity to the on ice program. Works to prevent and reduce liability at all times. Ice time co-ordination with Stadium staff. Ice Schedule distribution; Equipment Room, Bulletin Board, Stadium Office, Referee in Chief and Beacon. Schedules all GMHA Ice Time - sole point of contact for GMHA ice time. Provides a month end Ice time report to All-Star managers. 1.7 Time Keeper Keeps score sheet and assists referees with time clock. Works to prevent and reduce liability at all times. Paid at a per game fee to be decided by the Executive. Page 26 of 47

27 1.8 Technical Director In Co-ordination with the Chief Director Develops, implements and evaluates the skills development program for all divisions as per Hockey Canada s Guidelines. Leads in the coordination and instruction of specialty camps and clinics (pre season skill development, goalie clinics, etc.). Leads in the identification of coaches training needs, and the planning and facilitation of education and skill development to meet these needs. Assist in the promotion of minor Hockey and Association events. Advise executive in all hockey related matters. Assist the All Star and Development al coaches in delivering a quality Hockey experience for the players. Encourage the youth of the association to develop as both Hockey players and people. The Technical Director is employed by the Gander Minor Hockey Association Executive and will be supervised by the Chief Director. Other related duties may need to be added throughout the 2007/2008 season taking into consideration this is the first year for the position and it will be a learning experience. 1.9 Goaltending Director Responsible for skills development for GMHA goalies. Conducts Goaltending clinics at least once per month. Goalies will not be charged for this session; rather they may be scheduled to miss a House League Practice if numbers are available. Provides Goalie coaches, as required, for Division practices. In consultation with the Equipment Manager, maintain GMHA Goalie Equipment in a good state of repair and provide gear to players as required. Also recommend the purchase of new or replacement goalie gear as required. Assists All Star and Development Teams. Page 27 of 47

28 1.10 Webmaster Is accountable to the GMHA 2nd Vice-President. The webmaster is not a member of the GMHA Executive. Meets with the GMHA Executive, upon request, to design/maintain the home page, address and resolve technical problems and discuss new directions and technology. Shall provide directions for improvement of the GMHA website. Shall be responsible for updating and storing any and all changes to the GMHA website. Make monthly backup of the website. Assists with website revenue generation. Monitors website such that it stays dynamic, current, informative and interesting. Updates website with ice schedules and team - standing data, links, etc Provides space for individual team info. Develop, research, lay-out, write/edit new sections/features for the home page. Determine placement of all new information submitted by the GMHA Executive. Work with the GMHA to develop training for those responsible for web updates. Maintain awareness of the GMHA Constitution, policies and initiatives and identify opportunities to use the internet to facilitate plans within GMHA. Post any information that is of interest to he association in an appropriate location. If serving as a volunteer, the Webmaster will receive 50 points for each season served Parents Representative The parents Representative shall hold an orientation meeting at the beginning of the season; Assist in Coordinating fundraising for the Annual Banquet if needed. Page 28 of 47

29 GUIDELINE 2 - PROBLEM RESOLUTION PROCESS Gander Minor Hockey has adopted the following policy as a line of communication between the executive, coaches, players and parents. The goal of this policy is to prevent harassment and abuse within our minor hockey system. The Problem Resolution Process/Incident Report System is designed to handle any disputes or incidents that involve the players, coaches, executive, volunteers, or parents of GMHA An incident is defined as a situation that involves players, coaches, officials or parents/guardians associated with the GMHA in which a conflict occurs that entails mental, emotional or physical maltreatment: the effect of the incident on the recipient is as crucial as the incident itself. Should a dispute, some form of harassment or violent event associated with GMHA take place on, or off the ice surface it is to be dealt with in the following manner. All on ice incidents are the initial responsibility of the on ice officials, if it is deemed necessary, these incidents will also be dealt with under these guidelines. Initially those involved should work to reduce the incident to the level of a normal discussion as soon as possible and obtain a copy of the Incident Report form from the equipment manager/ice convener or executive member. When time allows record your findings in a written form. Completed reports are to be submitted to the executive secretary in a sealed envelop and marked Incident Report. The Equipment Manager and/or the Division Director should be informed of the event and they will collect any and all information. They will take an active part in the resolution of the dispute and the immediate prevention of a reoccurrence. When an incident is reported the following procedure will be followed; The Incident Report Committee will meet within seven days, mindful that neither member is in a conflict of interest with the incident or participants involved. The incident will be reviewed by the committee complete with a discussion with and investigation of all parties involved, and a written notification to the parties involved explaining how the incident was addressed. The committee will render its decision and institute the appropriate action including, placing a permanent file on record, implementing any suspensions or terminations of positions or memberships and will provide a written notification to the parties involved explaining how the incident was addressed. All Incident Reports will be kept on file for future reference. Names must be submitted on the original report but will be only released to the executive committee, thus preventing isolation of the players involved. Appeals of decisions made by the Incident Report Committee must be made in writing to the executive committee within 48 hours of official notification to the affected individuals. Page 29 of 47

30 GUIDELINE 3 - GMHA FAIR PLAY POLICY 8.4 House League Guidelines The GMHA will have the following Fair Play Policy: The Policy will have the five (5) basic principles: 1. Respect of the rules. 2. Respect for your opponent. 3. Respect for all officials and their decisions. 4. Total participation. 5. Maintain self control at all times. Fair play encourages all players on all teams to be as competitive as possible but within the rules. Coaches in the GMHA will be selected in consultation between the Chief Director, Division Director and the President of GMHA The criteria for coach selection will include: experience, attitude and certification of levels. Volunteers for Coaching must also submit an application for certificate of conduct and abide by any other requirements or programs sanctioned by H.N.L. Coaches must abide by the GMHA executive decisions, as it relates to any improper conduct if it should arise, and should improper conduct occur it is to be brought before the GMHA executive for ruling. Since it is virtually impossible to ensure equal ice time in every game, Coaches must ensure fairness to every player regardless of his/her ability. Coaches will be held accountable for their actions and conduct relating to the Fair Play Policy by the GMHA Executive. 8.5 All-Star/Developmental Guidelines Fair Play in the GMHA does not mean equal ice time for every participant in every game. It is recognized that coaches must have the ability to coach a team to meet game situations. All-Star Coaches will be selected by the GMHA executive using an application process. As in house league, Coaches at the All-Star level are responsible to the GMHA executive. Fair ice time is determined by the coach weighing such factors as player commitment, work ethic, dedication, team play and specific game situations. The All-Star level is the top competitive level of minor hockey and the degree of participation by each player will be dependent on the player s abilities and the team s requirement. Page 30 of 47

31 GUIDELINE 4 - VOLUNTEER POINT SYSTEM The volunteer point system eases the financial restraints of playing minor hockey for those parents who wish to be involved. It rewards people who put in numerous volunteer hours. The points that a volunteer accumulates are restricted to the following year s registration. If individuals exceed the registration cost in accumulating points, the points are not transferable to another year. Points accumulated from May 1 to September 30 may be applied to the current Year s registration. Points for house league volunteers and executive members are provided from the budget of Gander Minor Hockey. Points for All-Star and Developmental teams are provided from the budget of the team, should they choose to award them. All points will be administered by gander Minor Hockey. Division Directors providing points for their volunteers must notify the Registrar, in writing, two weeks prior to the AGM. Distribution of Points 1. Coaching 80 points/team min. of 40 points/coach 2. Manager 40 points 3. Trainer 40 points 4. Executive Member 50 points 5. 1 Hour Volunteer 2.5 points 6. Webmaster 50 points (If the Webmaster is a volunteer) One point = One registration dollar 1. Coaches must be in attendance for a minimum of 75% of scheduled games. They must take coaching clinics as they become available. 2. Volunteer Coaches must be attendance for a minimum of 75% of House League Schedule. 3. Managers must administer a team for at least 75% of the season. 4. Executive Members must attend at least 75% of scheduled meetings. 5. If one or more people share the same duties or position, points must be shared. 6. Players are eligible to accumulate points at the Bantam/Midget level. 7. Points are not transferable. To obtain points towards registration you must be a parent or guardian of the player, or you must be residing in the same household as the player. Page 31 of 47