CONSTITUTION AND STANDING MOTIONS OF THE BOTWOOD AREA MINOR HOCKEY ASSOCIATION

CONSTITUTION AND STANDING MOTIONS OF THE BOTWOOD AREA MINOR HOCKEY ASSOCIATION Adopted: May 1997 Updates to: June 2012

ARTICLE I This organization shall be known as the Botwood Area Minor Hockey Association. The objectives of the organization are: a. To promote, govern and improve Minor Hockey in the Bay of Exploits/Botwood Area. b. To foster among its members, supporters and teams a general community spirit. c. To maintain or increase the interest in the game of hockey, by ensuring that all participants are given equal opportunity to learn and develop in the skills of hockey. d. To have and exercise a general care, supervision and direction over the playing interests of its teams and players. ARTICLE II a. The Constitution of the Association shall not be altered except at an Annual Meeting and notice of the proposed alterations shall be given to the Secretary in writing, at least thirty days before the day of the meeting and shall forthwith notify the Executive Officers of the proposed changes. An amendment to the Constitution shall be made only at an Annual Meeting and by a two-third majority of the members present and voting at the Annual Meeting. b. Motions shall have a 50% + 1 to pass. The President shall have one regular vote. c. Standing motions shall remain in place until changes by a 2/3 majority vote at an executive meeting. ARTICLE III The Association shall consist of: a. All parents and guardians of registered players with the Association. b. All the hockey clubs who operate under the jurisdiction of the Association and who comply with the requirements of its Constitution, by-laws and regulations. c. Executive Officers d. Team coaches, team managers, game officials, referees, and linesmen. e. Appointed officials. f. Life members.

BY-LAW I The Executive Officers of the Association shall consist of the Immediate Past President (one year term), President, 1 st Vice President, 2 nd Vice President, Secretary, Treasurer, Registrar, Directors, and Referee in Chief. The Executive Officers of the Association shall be elected at the annual meeting and serve for a term of a minimum of one year from one annual meeting to the next. BY-LAW II The Executive Officers shall have control of the affairs of the Association and shall have power to fill any vacancy in its number by appointment and to amend or alter the regulations of the Association and of any house league or championship competition. BY-LAW III a. The Annual Meeting of the Association shall be held on or before May 31 each year and the incoming Executive shall take office immediately. b. All meetings of the Executive Officers shall be held at the minimum time frame of one per month at the call of the President, except as outlined under Item C below (during the hockey season). c. At the written request of five Executive Officers, the president shall call a special meeting, either Executive or General. No subject shall be discussed or considered at any special meeting except that specified in the notice. Such meetings shall require a 24-hour notice. BY-LAW IV VOTING a) The following shall be eligible to vote at Annual Meetings: i. Life members ii. Executive Officers iii. Team coaches and managers iv. Referees and linesmen v. Other appointed officials vi. Parents and guardians of players who are eligible to play. b) To be eligible to vote, nominate or be nominated, a member must be 18 years of age or over. c) There shall be no proxy votes. d) Voting for Executive Officers shall be conducted by secret ballot, which shall be validated by an Executive member.

NOMINATIONS FOR THE EXECUTIVE a. Each member of the Association listed under By-Law IV (a) shall have the privilege of nominating a representative for each office of the Association listed under By-Law I (b) subject to the following provisions: i. A nomination shall not be accepted for office of President who has not served in a capacity of a Director or higher in one of the previous four years immediately prior to his nomination in any Minor Hockey Association. ii. A nomination shall not be accepted for other offices under By-Law IV (a) who has not served in a capacity under By-Law I (a) in one of the previous fours years immediately prior to his nomination. Those to be elected: President Secretary Division Directors 1st Vice President Treasurer 2 nd Vice President Registrar Those to be appointed: Referee-in-Chief BY-LAW V a. Life Membership is the highest honour that can be bestowed by this Association, and it awarded only for very distinctive service to the Association by former members of the Association. Life members shall be elected at the Annual Meeting of the Association by two-thirds majority of the members. A Life Member shall have full voting rights at all regular and Annual Meetings. b. Honourary membership may be offered by the Executive Officers to individuals, not being members of the Association, for contributions made to the Association. Honourary members shall not have voting rights at any meetings.

BY-LAW VI - SPECIFIC DUTIES OF EXECUTIVE OFFICERS I. The President With the jurisdiction of the Association s Constitution and By-Laws, shall have the power to: a. Shall be a signing officer for the Association. b. Shall preside at all meetings of the Association except where there is a conflict of interest as determined by the majority of the Executive. c. Shall exercise the power of the Executive in the case of an emergency. d. Shall suspend or discharge any member of the Assovciation listed under Article III except item (f) subject to ratification at a meeting of the Executive Officers to be called at the earliest possible time. e. Shall sit on all committees as an ex-official voting member. f. Shall appoint Ice Manager, Equipment Manager, Canteen Coordinator, Central Association Liaison, Fund Raising Coordinator, and Public Relations Officer to the Association, after consultation with the Executive Officers from which league the team is drawn. II. First Vice President a. Shall in the absence of the President, or in the event of his inability to act, the First Vice President shall have and exercise all the powers of the President and shall at all times, be an ex-official voting member of all committees appointed by the President except nomination committees for the Annual Meetings. b. Shall be one of the signing officers for the Association. c. Shall also perform other normal duties as shall be necessary for the good and welfare of the Association. III. Second Vice President Shall perform duties as requested by the Executive Officers. IV. Secretary a. Shall keep an accurate record of the proceedings of the Association including recording of minutes of all meetings and necessary correspondence of the Association. b. Shall publish the notice of the Annual Meeting at least three (3) weeks before the meeting. c. Shall assist the President in the preparation of agendas. d. Shall perform other such duties as shall be necessary for the good and welfare of the Association.

V. Treasurer a. Shall keep a record of all monies received and disbursed. b. Shall present at each Annual Meeting a report of the year s operations. c. Shall present at each Annual Meeting a duly audited financial statement completed by an independent auditor approved by the Executive by August 31st. d. Shall be Chairman of the Purchasing Committee. e. Shall be Chairman of the Budget Committee. f. Shall be one of the signing officers for the Association. g. Shall ensure that all players in the Association have sufficient insurance coverage in consultation with the Registrar. h. Shall issue receipts for all monies received. i. Shall perform other such duties as shall be necessary for the good and welfare of the Association. VI. Registrar a. Shall receive and certify all certificates submitted to him on behalf of the players applying for registration in the Association. b. Shall coordinate all phases of player registration. c. Shall be responsible for the coordination of all phases of player, coach, and volunteer registration including that players are properly registered with the NAHA or CAHA on or before the deadline along with all necessary documents and to see that all cards and necessities are available for such events as tournaments etc. d. Shall perform other such duties as shall be necessary for the good and welfare of the Association. VII. Division Director a. Shall be in charge of all teams within the division. b. Shall appoint an assistant director for his division on approval of the Executive Officers. c. Shall assist the Registrar in the registration of all teams in the division. d. Shall handle all insurance claims, seeing that they are processed properly and settled. e. Shall conduct pre-season meetings with coaches and managers in his division and any such meetings as he may deem necessary during the season. f. Shall have authority to enforce rules, regulations and procedures applicable to his division. g. Shall appoint house league coaches, managers and other personnel required to successfully operate teams in his division and inform the Executive of any action, which might be deemed incompetent in his division. h. Shall assist the registrar in drawing up regular and playoff schedules as is necessary.

i. Shall inform the Purchasing Committee of equipment requirements for his division. j. Shall become a member of any tournament committee involving players representing his division. k. Shall bring forth to the Executive any verbal or written application for allstar coaching positions. The Executive will select. l. Shall plan ahead for next season. m. Shall where possible, inform players or parents of upcoming games 24 hours before game time or the previous day. n. Shall not assist in ice practices or be on the bench during games, except in exceptional circumstances, without permission of the Executive, excluding Initiation. Referee-in Chief a. Shall appoint the referees and linesmen for all house league and exhibition games and his appointment shall be final. b. Shall appoint goal judges for exhibition and playoff games upon request. c. Shall arrange clinics to train and supply sufficient referees and linesmen to satisfy the demands of the Association with the assistance of the Executive. d. Shall inform the Executive of any action on the part of the referees and linesmen which might be deemed incompetent. Equipment Manager a. Shall serve on the Purchasing Committee. b. May serve on the Budget Committee c. Shall submit, before the season begins, a list of equipment and requirements for each division. d. Shall meet with the Purchasing Committee, i.e. 2nd Vice President, Treasurer, Equipment Manager, and aid in selection of equipment of each division. e. Shall arrange for handling, storage, repairing, cleaning, and inventory of equipment and submit, at the end of the season, a list of equipment on hand in time for the presentation at the following Annual Meeting. f. Shall oversee that there is no regular loaning of equipment to adult teams. Equipment would be loaned to youth organizations or schools. Equipment: There shall be no regular loaning to adult teams. Equipment would be loaned to youth organizations or schools but Executive members must be present or the coach must have permission of an Executive member.

Botwood Area Minor Hockey Association Standing Motions Directors in our Association are not to be coaches as well. (Oct 6, 85) No minor hockey practices or games are permitted before school in the mornings. (Oct 28, 86) That the Executive call for applications for the positions as All Star Coaches. The Executive and the Director for each division will select the coaches. (Oct 28, 86) If any previous motion by the Association is to be changed or rescinded, a vote of twothirds of the members present will be required. (Nov 17, 87) If any individual or group wished to meet with the executive, they will enter the meeting at the request of the President and will present their case. The Executive will make its decision after they have left. (Nov 17, 87) It is the responsibility of each Director to ensure that his division is represented at each Executive meeting. (Nov 29, 87) All minor hockey players who are on the ice as players, coaches, or referees must wear helmets (CAHA by-law) (Nov 29, 87) No player is to be bumped from a Division of his age group by a player brought up from a younger division. (Oct 30, 88) Any abuse of referees either on or off the ice by playing in our Association will be dealth with severely by the Executive. (Dec 11, 88) Sunday minor hockey is to be played only with the permission of the Executive. This will only be done by consensus. (Oct 29, 89) That the Minor Hockey Room be designated as a No Smoking Area. (Jan 19, 89) House League Trophies Squirt Maxwell Howell Trophy Novice Charlie Royal Trophy Atom Henry Dalley Trophy Pee Wee John Manuel Memorial Trophy Bantam Edgar Peyton Trophy Midget Dr. G. Smith Trophy Female Penton Memorial Trophy (Apr 21 89)

Registration costs for participation in events outside our Association (e.g. Under 17 Camp) should be discussed by the Executive before we agree to any payment. (Nov 16, 89) Any problem involving players in our Association that occur in the stadium during minor hockey times could result in disciplinary action regardless of whether they were playing at the time or not. (Nov 26, 89) Transportation Allowance Formula for Easter Tournaments: i. # of players divided by three players per car = # of cars needed ii. Cents per KM x # of cars = total amount of money allotted iii. Total amount allotted divided by # of players = amount paid to drivers for each player transported. (Apr 1, 90) Each forward and defensemen on an All Star Team be given at least two minutes per period during the first two periods of all Easter Tournament Games. (Apr 1, 90) For All Star teams that have has 2 goalies for the majority of the year, these be the only goalies used for the tournament except in the case of injury. (Apr 1, 90) All Star teams must be named at least one month prior to Easter Tournament if the division has a minimum of 19 players in it. (Jan 5, 92) Goalies that supply their own equipment pay 75% of registration costs. (Nov 12, 96) Each player in our Association be responsible to find one billet for the Easter Tournament to a maximum of 2 per family. (See amendments of May 2005 Annual Meeting). (Nov 12, 96) All awards (year-end) be approved by the Executive. (Nov 12, 96) All Standing By-Laws of our Association be accepted as an Appendix to our Constitution. (Nov 12, 96) By-Law dated Oct 6, 85 was amended to adding: excluding Initiation Division. (Nov 12, 96) By-law dated Nov 12, 87 re: players in division according to age add: pending final approval of the Executive. (Nov 12, 96) That the Association adopt the Buffalo jersey colours home and away as our new all star colours. The crest with The Matthew on it will be our new crest. That if the numbers warrant, Directors of each division can become on-bench personnel during Easter Tournaments. (May 11, 99)

That any new player that has not registered before Christmas cannot eliminate an already registered player for any tournament. (Nov 18, 01) That, for registration purposes only, in the case where one parent is responsible for the hockey registration of three or more children due to family separation, divorce, etc. the third child will pay the third player registration fee. Fundraising responsibilities will remain as is outlined in the Botwood Area Minor Hockey Association Constitution. (Nov 12, 02) That when a player reaches Pee Wee age, we will not be responsible for purchasing goalie equipment. (Mar 18, 03)

FAIR PLAY GUIDELINES The Botwood Area Minor Hockey association believes that all its participants and teams should be treated in a fair manner. The leaders of the Association should ensure that a wide range of skills is taught including individual and team skills as well as life skills. Participation in the Association generally is divided into 4 areas including practice time, House League play, competition against other towns in the province, and All Star or tournament play. Players and volunteers have certain responsibilities within each of these areas to ensure everyone is treated fairly and with respect. As such, the following guidelines are suggested to ensure the same: PRACTICE TIME Players and coaches are expected to attend all regularly scheduled practices unless there is a valid reason to be excused. Failure to attend at least 80% of practices (from the time that player registers) can result in being ineligible for the All Star team unless the player has valid reasons for not attending. Coaches should ensure that all players receive quality instruction in an effort to improve their skills. Players have the right to participate in an atmosphere that is enjoyable and not intimidating. Coaches have the right to run practices with full cooperation from their players. HOUSE LEAGUE House League is designed for the basic playing enjoyment of the players. It is an hour each week when they can simply play the game. As such, all players must receive equal ice time without any regard to specialty teams or situations. At the conclusion of the game players should leave the ice as friends and with a handshake. OUT OF TOWN EXHIBITION These games are usually played on Saturdays in our arena or on the road. They are exhibition games but at the same time have an All Star presence about them. They present a coach with the opportunity to observe his players at a higher level and institute some of the strategies that have been implemented at the weekly practice sessions. At present and for the foreseeable future, all of our divisions have relatively small numbers and therefore, all players must have equal opportunity to dress for these games. Players in these games should be played equally except in specialty situations such as on power plays, penalty kills, and late game situations. Goalies should be played on a game for game basis or should split half games. Players should learn the concepts of individual as well as team play and could also miss shifts if the coaches feel that players are not abiding by these concepts. TOURNAMENT OR PLAY DOWN GAMES These are the highest level of competition for our teams and represent the smallest percentage of ice time of the four categories. Except where Provincial or National regulation prohibits (and where our division numbers are small) all players should be permitted to play in these events when a team is entered. If a team has more than 17 players (15 skaters and two goalies) a team might alternate having players sit out games. However no player will sit out more than two games in any tournament and, in the event

of a Championship Game, all players must dress for the game with playing time at the discretion of the coaching time. In the event of play down events, each round will be concerned as a separate entity. Players should expect to get regular shift for most of these games. However power plays, penalty kills and key late game situations might limit the playing time of some individuals. In addition, some games in this category are more crucial to the team than others such as a Championship Game. In these instances some players may have their playing time further reduced. The coaching staff should make their players aware of such situations in advance and explain their reasoning. Goalies in these competitions should be played either game for game or share half games. Coaches should be able to reserve the right to change goalies during the course of a game and to select a goalie for a key game. Exceptions to the above should be made for the Initiation and Novice Divisions. Our Association should ensure that all players get equal ice time at all times in these divisions. There is no place for specialty situations at these levels. The only time where a player might get more ice time is when that player plays in goal. However, players should be encouraged to experience all positions. Hockey is a team game. As such, it incorporates individual as well as team elements. It is a very delicate balance between being fair to the individuals on a team and being fair to the team as a whole. We must always keep the individuals in mind however and attempt to teach them a very wide range of skills and not simply hockey skills.

The following motions were approved at the 2001 Annual General Meeting. Fund Raising Be it resolved that: When a Fund Raiser is undertaken by the Association in which ALL members are involved, members must remit the FULL cash value of the Fund Raiser for which the are responsible. Be it resolved that: When the full cash value for any Fund Raiser is not returned within 2 weeks of the final collection date, the children of these families will have their playing rights suspended until full payment is made. All payments must be made before a player can participate in a n Easter Tournament. Be it resolved that: The Executive will have the right to make exceptions to Fund Raiser collection motions, when they feel it is warranted under special circumstances. The following motions were approved at the 2002 Annual General Meeting: All Star Ice Time If an All Star Team for the Easter tournament has been selected, then this team should be given the opportunity to practice together as a group with no cost to the players. In these circumstances, the Botwood Area Minor Hockey Association shall, at its discretion, provide for a maximum of two practices for this All Star team. The Director of the particular division involved shall request this extra ice time, and receive approval from the executive committee. Approval of request shall be granted based on ice time available, and financial status of the association. This amendment shal not prevent any division from purchasing extra ice time (based on availability) should that division wish to do so. Parent Responsibility At the beginning of each hockey season, a parent/guardian (per family) will be asked to sign a form which will indicate an understanding and acceptance of the responsibilities incurred by them when registering a child in minor hockey. This form should include: a. Fundraising activities (as per previous amendments, May 2001) b. Responsibility for billeting (as per amendment of Nov 12, 96) c. Responsibility for canteen duty and donations to canteen (ie. potatoes). The requirements for this duty shall be set by the executive committee.

The following motions were approved at the 2003 annual general meeting Executive Member The position of Canteen Coordinator(s) will have one voting member on the executive. All Star Team In the event that a team has 19 or more players, it should be an executive decision, that you carry 17 or 19 players to an Easter Tournament upon the recommendation from the coaching staff/director for that particular division of that team. The following motion was approved at the 2005 annual general meeting Billeting Each player in our Association (except for Initiation and Novice) is responsible to find one billet (2 players) for the Easter Tournament: Should a family be asked and not fulfill the requirement, our association will not request a billet(s) for the family s player(s) who refuses to find an adequate billet. All members of the host team are required to find billets prior to going to other divisions within our association. Any exception to this must be approved by the executive.

The following motions were approved at the 2007 annual general meeting. Volunteer Protection All volunteers of the Botwood Area Minor Hockey Association must be protected from abusive (physical, verbal) ridicule or retaliatory behavior. We as an Association have the right to protect our volunteers from such acts by removing that person or even that person s child from our Association. Our volunteers must perform in a way of respect and must receive respect in return. All people (volunteers, parents, players) must be accountable for their actions. All people (volunteers, parents, and players) regardless of their position deserve to be treated with respect and dignity. Executive Member That the Under 12 Female division have their own director and that the Director would be a voting executive member under the Constitution. Approved Amendment to the Botwood Area Minor Hockey Association for the Annual General Meeting on May 13, 2008. Amendment to the travel allowance paid. Wording to read: Provincial travel will be paid at a rate of two rooms per night for a maximum of four coaching staff. Mileage allowance will be at 12 per kilometer for a maximum of four vehicles. Meal allowance will be at a rate of $35.00 per day for a maximum of four people. And Motion # 04-0109 re transportation of players be rescinded. Submitted by: Botwood Area Minor Hockey Association Executive Amendment 2009 Annual Meeting Be it agreed that the Botwood Area Minor Hockey Association officially adopt the New Jersey Devils colors for all jerseys used while competing with another association. Other jerseys can/should be maintained for practice jerseys.

Be it agreed that the Botwood Area Minor Hockey Association officially adopt the Botwood Blades logo to be placed on all jerseys purchased for the Association. Be it agrees that player name bars will not be sewn on any jersey which is the property of the Botwood Area Minor Hockey Association. 2012 Annual General Meeting The following motions were approved at the 2012 Annual General Meeting: 1. Jerseys - To change the Constitution to allow player name bars to be sewn on jerseys. 2. Easter Travel - To replace the current payout structure for teams travelling to the Provincial Easter Tournament for registered coaches, trainers and directors, from a mileage formula to a dollar amount formula. This new formula would pay one $250.00 amount per person or family regardless of multiple positions.