Kimberley Minor Hockey Association

Constitution and By-Laws

(Amended June 1999)

(Scanned version of original and may contain slight errors)

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SECTION ONE

CONSTITUTION

Article 1                  Name

The name of the organization is the "Kimberley Minor Hockey Association."

Article 2                   Purposes

The purposes of the Association are to encourage and foster among players, coaches and citizens at large, both good sportsmanship and citizenship.

To maintain and encourage interest and activity in Minor Hockey.

To encourage and promote competition for the members.

To be responsible for all ice time where Kimberley Minor Hockey Association players are involved.

Article 3

As an unalterable provision of this Constitution this Society shall be affiliated with the British Columbia Amateur Hockey Association and shall operate in a manner consistent with the British Columbia Amateur Hockey Association’s Constitution, By-Laws, Regulations and Rules.

SECTION TWO

BY-LAWS

7. Definition: The Kimberley Minor Hockey Association for the purposes of the By-Laws shall be known and hereinafter referred to as "The Society."

By-Law 1                Members

The Kimberley Minor Hockey Association shall consist of the following:

·         All member teams who operate under the jurisdiction of the Society and who comply with      the requirements of its Constitution and By-Laws.

·         Life Members

·         Executive Committee

·         Other elected and appointed officials

·         Paid up members

By-Law 2

It is an unalterable provision of the Constitution that the members of the Society shall not have any interest in the property or assets of the Society ceasing to exist and upon dissolution of the Society and after payment of all debts and liabilities, the remaining and residual property shall go, be paid and made over to a registered and recognised charitable organisation in Canada.

By-Law 3                Membership

Membership shall be open to all persons interested in Minor Hockey; any person who is actively involved in the general work of the Society and subscribes to the Society, Constitution and By-Laws.

The annual membership fee is $1.00.

Membership fees shall be valid for the current playing season. The playing season shall be considered beginning on September 1st and ending on August 31st of the following year.

A person shall cease to be a member of the Society:

·         By delivering his resignation to the Secretary of the Society or by mailing or delivering it to the address of the Society.

·         By ceasing to subscribe to the Society on an annual basis.

·         On his/her death or in the case of a corporate dissolution.

·         On being expelled.

·         On having been a member not in good standing for 12 consecutive months.

·         A member may be expelled by a special resolution of the members passed by a 75% majority at a general meeting.

 The notice of special resolution shall be accompanied by a brief statement of the reason or reasons for the proposed resolution.

The person who is the subject of the proposed resolution shall be given the opportunity to be heard at the general meeting.

All members are in good standing except a member who has failed to pay his current annual membership fee or any other subscription or debt due and owing by him/her to the Society and he/she is not in good standing so long as the debt remains unpaid.

By-Law 4                Meetings

The Annual General Meeting shall be held in the spring of each year.

General or Special Meetings may be called by the President or by the Board of Directors and said meeting shall be held within 21 days.

No subject shall be discussed or considered at any special meeting except that specified in the notice.

A semi-annual meeting of the Society shall be held following the Annual Meeting of the British Columbia Amateur Hockey Association to acquaint the members with business from the British Columbia Amateur Hockey Association’s meeting and any playing rule changes.

A quorum for a Directors’ Meeting shall consist of the majority of the Executive members and only Executive members are entitled to vote.

By-Law 5                Voting

Voting privileges are extended to all members in "good standing."

At the Annual General Meeting and all General Meetings of the Society, every member present is entitled to one vote. No proxy votes will be permitted.

The president shall cast the deciding vote in the event of a tie.

At all meetings of the society, voting shall be done by a show of hands unless the meeting decides on a ballot.

Decision shall be by simple majority (51%) except as otherwise provided in the By-Laws and the Societies Act.

Only those persons holding memberships two weeks prior to any meeting of the Society, shall hold voting privileges at that meeting or hold office.

By-Law 6                Officer—Duties and Powers

All directors shall be elected at the Annual Spring Meeting. The director holding the office of President shall be elected for a two (2) year term and all other directors for a one (1) year term.

The board or directors shall consist of 8 elected directors.

The board of directors shall consist of the Immediate Past President, President, Vice President, Secretary, Treasurer, Registrar, Ice Coordinator and a Director at Large.

The Past President shall be a full voting member of the Executive, providing he/she is in "good standing" with the Society, and shall act in an advisory capacity at all meetings of the Executive. He/she may also accept appointments as required.

The President shall preside at all meetings. He/she shall see that the general policy and objectives of the Society are carried out and generally supervise the business of the Society.

The President, within the jurisdiction of the Society, shall have the power to:

Interpret the Constitution and By-Laws as required.

a.)                  Call all meetings as set forth in By-Law 4. 

b.)                 Exercise the powers of the Executive in case of emergency.

c.)                  Suspend clubs (teams), players, or team officials, subject to ratification at the next Executive Meeting. 

d.)                 Sit on all committees as an advisor. 

e.)                  Approve the tournament rules for all tournaments hosted by the Society, and his or her (or a designate that must be a director) signature must appear on the rules page of the tournament program.

The Vice President shall, in the absence of or at the request of the President, preside at meetings.

The Vice President shall carry out duties as requested by the President.

The Secretary shall keep an accurate record of the proceedings at all meetings, carry on correspondence and generally perform all duties usual to a secretary.

a)  He/she shall notify the board of directors of the time and place of the meetings. 

b)  Shall post a notice at the rink of all general meetings, one-week prior. 

c)  Shall publish notice of the Annual General Meeting at least two weeks prior.

d)  Shall file an annual report of Constitution and by-law changes to the Registrar of  Companies within thirty (30) after each Annual General Meeting.

  The Treasurer shall have custody of all funds, keep accurate records and provide an audited financial statement for the Annual Spring Meeting.

By-law 7                Program Coordinators—Duties

The Referee-in-Chief shall encourage as many interested persons as possible to attend a Referee’s School. He or she shall be responsible for the provision of referees for all Rep games by request of the President or Official in charge of games and teams.

The Registrar shall keep a record of all players; be responsible for the registration of all players, in both the British Columbia Amateur Hockey Association and the Mutual Aid Fund. He/she shall be responsible for all claims to be certain they are properly completed and Association copy filed for reference. He/she shall be responsible for registration of Society members.

The Equipment Manager:

Shall keep an accurate inventory of all equipment and provide such a report at the Annual General Meeting.

Shall ensure that all equipment is kept secure.

Is responsible for any equipment loaned out to any individual or other association that does not come under the jurisdiction of the Society.

Is responsible for providing an estimated budget for the replacement, upkeep and repair of all equipment.

The Ice-Coordinator is responsible for allocating ice times to all member teams of the Society in accordance with the policies set forth by the Society. At the beginning of each playing season he/she shall secure from the coaches and/or managers of each team wishing to participate in the East Kootenay League, the dates for which they are unable to schedule League games for whatever reason.

The Head Coach is responsible for appointing the Coach Selection Committee, subject to ratification by the 75% majority of the Board of Directors. The Committee shall consist of no less than three persons excluding the Head Coach, who shall act as chairman and cast a deciding vote in the event of a tie.

By-law 8                Finances

The funds required by the Society shall be obtained by whatever means the Board of Directors deems necessary and at their discretion.

The signing officers for the Society shall be the President, Treasurer, and Secretary.

Commercial advertising will be allowed on players’ sweaters, subject to the Society’s approval.

All monies received shall go into general revenue of the Society and no team may raise money without approval of the Kimberley Minor Hockey Association’s Board of Directors.

By-law 9                Registration and Fees

The Society shall set the dates for registration of players early in the fall of each year.

The registration form shall have space for the following minimum information; name, date of birth and age; physical defects (if any).

No player will be allowed on the ice until he is registered, he has paid full fees, as set by the Society’s Board of Directors, and is wearing mandatory equipment as laid down in the Canada Amateur Hockey Association regulations.

Refunds of fees paid must be registered in writing and shall be considered by the Board of Directors.

Annual player fees shall be set by the Board of Directors each year prior to registration dates and reflect the estimated operating costs of the Society.

By-law 10                Mutual Aid

An amount (as specified each year by the Annual General Meeting of the British Columbia Amateur Hockey Association) of the annual players’ fees shall be paid to the Mutual Aid for medical and dental coverage. An amount (as specified each year by the Annual General Meeting of the British Columbia Amateur Hockey Association) will be paid by the Kimberley Minor Hockey Association to the Mutual Aid for medical and dental coverage for each Coach, Manager, Trainer or any other official as specified by the Kimberley Minor Hockey Association. The fee for liability insurance as determined by the British Columbia Amateur Hockey Association Annual General Meeting, shall be paid by Kimberley Minor Hockey on behalf of Coaches, managers, Trainers, and Players.

  By-law 11                Division Representatives

He/she shall arrange team personnel in his/her division to obtain as even a balance as possible in the House League.

He/she shall arrange player transfers between House and Rep teams in consultation with Rep team and House team coaches.

  By-law 12                Conduct of Players and Officials

 Team officials shall be responsible for the conduct of all players, whether on or off the ice, and at all times when under the Society’s jurisdiction.

 No Minor Hockey players shall smoke, drink or use abusive language while under the Society’s jurisdiction.

  All Coaches, Managers and Trainers shall refrain from smoking in the players’ box and on the ice.

 Decisions made by the executive of the Society, the Canadian Amateur Hockey Association or the British Columbia Amateur Hockey Association must be respected at all times by all players, members and team officials (including, but not limited to team managers, assistant managers, head coach, team coach, assistant team coach and team safety person (trainer)) their authority acknowledged.

Players wishing to register a complaint against any Minor Hockey official shall do so in writing and the signed letter shall be dealt with by the Appeals Committee. An Appeals Committee will be appointed by the current Board of Directors as deemed necessary.

Abuse of City of Kimberley property or the Society’s equipment will not be tolerated.

City of Kimberley employees shall be treated courteously and with respect for their authority in Arena matters.

Minor Hockey players shall not be allowed on the ice while any other groups are using the ice surface or while the Arena employees are cleaning the ice surface.

All officials and registered players shall be governed by the Canadian Amateur Hockey Association, British Columbia Amateur Hockey Association and the East Kootenay Minor Hockey Association and the Kimberley Minor Hockey Association Rules and Regulations.

By-law 13                Coaches and Managers

  62a) All coaches, assistant coaches, managers, assistant managers, safety persons (trainers) must be aware that the team they represent is part of the Society and as such they are subject to the authority of the executive in all aspects of team management including, but not limited to fiscal property

  It shall be the immediate duty of any coach or manager to ensure that adequate medical attention is given to any player when injured.

It shall be the responsibility of each Coach or Manager to be certain that a Mutual Aid form is properly filed in the event of a player injury.

All coaches and managers shall be responsible for their team equipment, repairs and return of equipment and locker keys at the end of each season.

Coaches and Managers will be responsible for all transportation and billeting for the home and away games.

Coaches should give pre-game and pre-practice instruction before the team’s allocated ice time to assure that maximum ice usage is achieved. Coaches may agree to use their allotted game times with a portion for instruction and the balance for the game. Full ice will be used at all times in the Atom, PeeWee and Bantam divisions.

All Coaches shall endeavor to give each player equal ice time whenever possible.

Rep team Coaches shall pick their team manager with approval to be given by the Board of Directors.

Rep team Coaches shall pick their players from ALL registered players in their division and every player must have an opportunity to try out for a Rep team. It is understood that Rep and House team Coaches may transfer players in an attempt to obtain the best possible team to represent the City of Kimberley and the Kimberley Minor Hockey Association.

By-law 14                Player Movement

70a) All player movement must be in accordance with CHA and BCAHA rules and the Society guidelines.

70b) No move of more than one division will be allowed.

70c) Parents or guardians that feel that their child should play in a higher division must apply in writing to the executive within 14 days following the first practice of the season. A decision will be made within two weeks. The applicant will practice in his or her age division while the application is under study.

70d) A player movement committee will be appointed and will confer with the coaches of the two effected teams and will consult with an independent evaluator, considering the following,

·         Safety issues

·         Skill levels

·         Team numbers

·         Benefit to both leaving and receiving teams

70e) The decision of the committee will be forwarded to the executive for final approval. If a player receives approval for movement this decision will expire at the end of the season and said player will register in his or her age division the following year. Any executive or committee member whose child applies to move teams will not vote on this issue. The decision is final and non-appealable. Voting will be by secret ballot.

71)The use of affiliate (uncarded) players by a carded team is prohibited in accordance with British Columbia Amateur Hockey Association regulations unless otherwise ruled upon by the East Kootenay Minor Hockey Association with the approval of the British Columbia Amateur Hockey Association.

72) The use of carded players on a house team is subject to the approval of the Board of Directors. Any House team using a carded player for any games scheduled with any team that is outside the jurisdiction of the Society shall be required to attain the approval of that team’s Coach prior to the start of the game(s)

  73) The use of overage players is subject to the approval of the East Kootenay Minor Hockey Association membership. A list of overage players is to be given to the East Kootenay District Director at the commencement of each playing season for which the use of overage players is approved. The use of an overage player for any game should be so noted on the score sheet prior to the start of the game.

By-law 15                Team Activity

No team shall leave the Kimberley District to play a game or enter o tournament without the permission of the Society’s President.

Any Kimberley Minor Hockey Association team playing out of the Zone or Province of British Columbia shall abide by all the rules laid down by the Canadian Amateur Hockey Association and the British Columbia Minor Hockey Association and permission to travel must be obtained by the Society’s President and the East Kootenay Minor Hockey Association President.

By-law 16                Minor Hockey Week

The Society shall take part in Minor Hockey Week and arrange special events.

By-law 17                Play Sponsor

The Society shall find a sponsor for any boy or girl wishing to play hockey but is unable to afford fees.

By-law 18                Referee’s Dues

The Society shall pay the dues for all Level I and II referees attending a referee’s clinic. The dues for Level III and above shall be paid only at the discretion of the Board of Directors.

  By-law 19

 The by-laws of the Association shall not be altered or added to except by a special resolution.

By-law 20                Minutes of Meetings

Minutes of all Annual, Special or Directors’ Meetings shall be entered in the respective minute books by the Secretary and shall be signed after approval thereof by the members (only those present during said meeting) at the next succeeding meeting, by the President and Secretary.

By-law 21

The registration form for each player shall show a separate charge for a litigation surcharge. This amount will be adjusted each year to cover the actual cost of the insurance (the amount for the policy from April 1999 to April 2000 is $750). These funds shall be used to purchase insurance to protect the executive of the Society from civil action by parents of the players, parents, managers and executive of other Minor Hockey Associations and from other teams (i.e. refusal to refund funds for tournaments not attended).