Constitution (Stratford Aces Girls Hockey)

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Stratford Girls Hockey Association

 

CONSTITUTION

Updated as of June 6, 2017

 

ARTICLE 1: Name

This organization shall be known as the Stratford Girls Hockey Association, herein referred to as SGHA.

 

ARTICLE 2: Objective

To promote good sportsmanship, team play and good citizenship amongst the participants, coaches, officials, and parents.

 

Article 3: Affiliation

SGHA will be affiliated with Ontario Women’s Hockey Association and will abide by the rules and regulations of the OWHA association.

 

Article 4: Board Of Directors

The SGHA Board of Directors shall carry out the objectives described in the constitution. The board shall be responsible for the planning, organization and administration of the SGHA. They shall conduct the business of the SGHA in a manner deemed in the best interest of the association, and have the authority to suspend and/or discipline any coach, manager, trainer, player or other official connected to the SGHA.

 

The Board shall consist of the following directors

 

President  
                                    
Vice President

League Liason                                      

Treasurer                                                      

Registrar                                                       

Ice Scheduling/Webmaster                     

Player/Coach Development  

Secretary

Special Events Coordinator 1 or 2 may jointly hold this position and share the duties listed below, each as a voting member

Equipment Manager

Sponsorship/Public Relations

House League Convenor 2 or 3 persons may jointly hold this position and share the duties listed below, each as a voting member)

Rep Convenor 2 or 3 persons may jointly hold this position and share the duties listed below, each as a voting member)


                  

 

Article 4.1      Elections & Appointments

All positions are elected except for the Director of Player Development, which will be appointed by the board.

The term of office of the SGHA Board of Directors will commence immediately following the adjournment of the annual general meeting in June and will continue until adjournment of the annual general meeting in June the following year. A person may hold one or more of the above listed positions but that person will be limited to one vote. The President shall only vote in the case of a tie.

 

Article 4.2      Duties Of Directors

 

President

(a) Shall preside over all meetings of the Association, including the AGM.

(b) Shall call all meetings of the Association as deemed necessary.

(c) Shall represent SGHA to the OWHA and has voting privileges for SGHA. The president shall attend the annual OWHA AGM meeting or designate another board member to attend.

(d) Shall have cosigning authority of all cheques along with the treasurer.

(e) Shall meet with the Stratford Referee's Association pre-season.

(f) Shall ensure all duties of the executive members are fulfilled properly.

(g) Shall be responsible for the complete well being and operation of the association.

(h) Shall only vote in the event of a tie, in order to break the tie.

Vice President

(a) Shall Act in the absence of the President.

(b) Shall assume the duties of the President, if the president resigns

(c) Shall organize the AGM, agenda and be responsible for appointing election officials.

(d) Shall submit a slate of officers for the election at the Annual Meeting.

(e) Shall have cosigning authority of all cheques along with the treasurer.

(f) Shall oversee the Risk Management Program.

(g) Shall act as coordinator of the House League and Rep Convenors, and shall assist the convenors as necessary.

(h)Shall attend all disciplinary hearings for coaches and players.

League Liason

(a) Shall represent SGHA at the Stratford Minor Sports Council (SMSC), Lower Lakes Female Hockey League (LLFHL) and Women’s Ontario Girls hockey league. (WOGHL)

(b) Shall attend meetings for WOGHL, LLFHL, and the Stratford Minor Sports Council.

(c) Shall serve as liason between all affiliated leagues and the Board of Directors

Treasurer

(a) Shall be responsible for all finances of the Association.

(b) Shall keep accurate records of all financial transactions of the Association.

(c) Shall submit a report at all Board of Director Meetings.

(d) Shall have cosigning authority of all cheques along with the president.

(e) Shall keep records of all Nevada transactions and be responsible for all related correspondence.

(f) Shall prepare year-end financials by April 30 for review, and present at the AGM.

(g) Shall prepare preseason budget for organization.

Registrar

(a) Shall be responsible to register all players within the association to OWHA, LLFHL and WOGHL.

(b) Shall attend or appoint persons to attend rep tryouts, and collect rep tryout fees. 

(c) Shall be the liaison with OWHA regarding all registration issues.

(d) Shall attend or appoint persons to attend the Parent Rep meeting in the spring to collect registration payments.

(e) Shall keep files of registered players and submit changes to OWHA as they arise.     

Ice Scheduler/Webmaster

(a) Shall be responsible for the scheduling of appropriate amount of games and practices for all teams (Rep and House League) within the Association.

(b) Shall be responsible for scheduling of referees for all home games of the Association.

(c) Shall receive a honorarium to be set by the executive.

(d) Shall attend League Scheduling Meetings.

(e) Shall be the contact with the City of Stratford Master Ice Scheduler.

(f) Shall be responsible for scheduling all timekeepers for rep and house league games.

(g) Shall be responsible for maintaining the Aces website.

(h) Shall ensure all teams post scores and news articles on the website and newspaper for sponsorship recognition.

(i) Shall submit ads to the local media re: tryouts and registration deadlines.    

Secretary

(a) Shall keep accurate minutes of all meetings of the Association and distribute to all Board of Directors. Said minutes will be posted on the Aces website in the Board of Directors portal.

(b) Shall respond to any correspondence as directed by the association.

(c) Shall notify all Executive Members as to the time and date of all meetings.

(d) Shall book the facilities for all meetings.

(e) Shall secure annual quotations from a minimum of two licensed bus companies and submit to the Board of Directors for approval prior to the commencement of league play.

(f) Shall update the Constitution and policies on the Aces website as necessary.

Player/Coach Development

(a) Shall provide all coaches with resources on hockey strategies and drills.

(b) Shall oversee the coach’s selection committee for both rep and house league teams.

(c) Shall be responsible for collecting criminal record checks from the convenors and ensure coaching staff has proper certifications.

(d) Shall review all coach's evaluations and mid-season reviews.

(e) Shall coordinate the training of coaches and players through the use of appropriate clinics and strategies.

Special Events Coordinator (Can be held by one person or a committee)

(a) Shall organize the annual Aces Day, and the annual Aces tournament. Shall organize sub committees as needed.

(b) Shall oversee and approve the arrangements made by the convenors for their respective banquets.

(c) Shall provide press releases to the media as necessary.

Equipment Manager

(a) Shall manage equipment for the full year including the off season.

(b) Shall recommend to the board the equipment needed.

(c) Shall purchase equipment authorized by the board.

(d) Shall arrange for all handling, storage, repairing and cleaning of equipment.

(e) Shall keep a documented inventory of all equipment owned by the association and update on a regular basis.

Sponsorship/Public Relations

(a) Shall coordinate with the equipment manager regarding sweater sponsorship printing or other means of sponsorship advertising.

(b) Shall be responsible for securing team sponsorships by September 1st, collecting sponsorships and providing team pictures to the sponsors as well as sending thank you letters to all sponsors.

(c) Shall organize a photographer and ensure that all teams have pictures completed.

(d) Shall promote girls hockey and attempt to increase membership through advertising in the Leisure Activity guide or other means.

House League Convenor (2 or 3 persons may jointly hold this position and share the duties listed below, each as a voting member)

(a) Shall be responsible for the planning and management of the House League program.

(b) Shall coordinate with the Director of Player and Coach Development to choose/review coaches and staff for each house league team.

(c) Shall be the contact person for Tim Horton’s Timbit program.

(d) Shall be the contact person for the out of town league.

(e) Shall be the liaison between HL coaches and equipment manager.

(f) Shall organize the annual houseleague banquet and obtain approval from the Special Events Coordinator.

(g) Shall act as a liaison between coaches, players, and parents and the board Of Directors.

(h) Shall be responsible to understand rules and regulations of OWHA, KWHL and any other affiliated leagues as they apply to house league.

(i) A convener cannot be appointed to his child’s team

(j) Shall collect all House League police checks and all required coaching certification and submit them to the Director of Player and Coach Development.

Rep Convenor (2 or 3 persons may jointly hold this position and share the duties listed below, each as a voting member)

(a) Shall act as a liaison between rep coaches, players, and parents and the board of directors.

(b) Shall be responsible to understand rules and regulations of the OWHA and any other affiliated leagues as they apply to Rep teams.

(c) Shall be present at all team orientation meetings, monitor tryouts and evaluations, attend practices and games as needed.

(d) Shall collect all Rep police checks and all required coaching certifications and submit them to the Director of Player and Coach Development.

(e) Shall organize the annual Rep awards banquet and obtain approval from the Special Events Coordinator.

(f) A convenor cannot be appointed to his/her child's team.

 

ARTICLE 5 - MEETINGS

The regular Board meetings of SGHA will be held monthly during the hockey season, or as needed as determined by the president.

Meetings may also be called at the request of three Board members.

Meetings may be held at any location as deemed by the board.

All board members will be notified of all meetings by the secretary.

There must be seven board members present to form a quorum.

All resolutions carried or defeated shall be entered in the minutes of the meeting.

If a board member is absent for three meetings in one year the president can terminate that board member and put that position up for re-election.

All SGHA Board members will be entitled to one vote at all general and annual meetings. There will be no proxy voting. You must attend to vote.

The President shall only vote in the event of a tie.

  

ARTICLE 6 – SWEATER #8

Sweater #8 shall not be used by any team in the Stratford Girls Hockey Association, in memory of Cassie Williams a Stratford Ace who lost her battle with cancer.

 

ARTICLE 7 – ACES LOGO

The SGHA Aces logo can only be used with the Board of Directors approval.

 

ARTICLE 8 -AGM

The Annual General Meeting will take place in June or as determined by the Board.  If you wish to stand for a board position you must submit your name no later than 14 days prior to the AGM. If a board position is vacant at the AGM the board will accept nominations for vacant board positions.

Any constitution changes must be submitted 14 days prior to the AGM and they will be placed on our website.

Each parent is entitled to one vote at the AGM for every child they have registered with SGHA.  You must attend the AGM in order to vote and you must be over 18 in order to vote at the AGM.

 

Agenda for the AGM

 

Minutes of the previous meeting

Financial Report

Presidents Report

Correspondence relating to AGM

Constitution Amendments

New Business

Election of Officers

The AGM is ended and the New Board has a board meeting

 

 

 

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Printed from aceshockey.com on Friday, July 21, 2017 at 2:31 AM