Port Dover Minor Hockey Association Constitution
Table of Contents
1.0 DEFINITIONS
2.0 NAME
3.0 MISSION STATEMENT, OBJECTIVES AND CORE VALUES
4.0 ASSOCIATION MEMBERSHIP
5.0 BOARD OF DIRECTORS
6.0 MEETINGS OF THE BOARD OF DIRECTORS
7.0 ANNUAL GENERAL MEETING
8.0 ELECTION OF EXECUTIVE POSITIONS
9.0 DUTIES OF EXECUTIVE POSITIONS
1.0 DEFINITIONS
1.1 Reference to Representative Teams in this document, unless otherwise stated, are relating to Port Dover Pirate ‘C’ hockey teams under the Bylaws and Policies.
1.2 Reference to “the Association”, unless otherwise stated, is referring to the Port Dover Minor Hockey Association.
1.3 Reference to "Incorporation and nature of the organization", Port Dover Minor Hockey Association (the "Association") promotes, encourages, governs, organizes, co-ordinates and develops minor hockey programs for all ages up to and including the juvenile age division for players in that region of Ontario for which the Association is responsible. The Association is a not-for-profit organization incorporated without share capital under the Corporations Act of Ontario and as such is exempt from income tax.
1.4 Reference to “the Board”, unless otherwise stated, is referring to the Board of Directors of the Port Dover Minor Hockey Association.
1.5 Reference to “Board member” means a Board of Director member of the Association.
1.6 Reference to “OMHA”, unless otherwise stated, is referring to the Ontario Minor Hockey Association
1.7 Reference to “H.C.”, unless otherwise stated, is referring to Hockey Canada.
2.0 NAME
The name of this organization shall be called Port Dover Minor Hockey Association.
3.0 MISSION STATEMENT, OBJECTIVES AND CORE VALUES
The purpose of the PDMHA is to promote, encourage, govern, and organize ice hockey for the youth of the PDMHA which includes:
- Coordinating and developing minor hockey programs for all ages up to and including the Juvenile age division for players for which the PDMHA is responsible
- Protecting and serving the mutual interests of all its member
- Carrying out competition for championships, where appropriate
- Recognizing the integrity of local community programs and encouraging a strong sense of community pride and participation
- Representing the interest of its members at the Branch/OMHA/HC
- Working with the Branch/OMHA/HC to promote the cooperative development of hockey programs and their effective administration
- Enhancing the positive value of programs by providing leadership and initiatives to develop players, coaches, of officials and local volunteers
The objectives of the Association shall be:
- To encourage and promote certain ideals in all participants: to play fairly under all circumstances and all conditions; to give opponents a fair chance and not take unfair advantage of any opponent; to win graciously and accept defeat with dignity; to show respect to the game officials
- To love the game above the prize
- To provide sport for the greatest number
The following core values of the Port Dover Minor Hockey Association have been adopted by our organization:
Leadership – Take a leadership position in the administration, and delivery of programming in minor hockey in Port Dover and the surrounding area. Lead, Develop, and Promote Positive Hockey Experiences.
Sportsmanship – Foremost of all values is to learn a sense of fair play. Become humble in victory, gracious in defeat. We will foster friendship with teammates and opponents alike.In a positive hockey experience for all participants, in a safe, sportsmanlike environment
Respect for the Individual – Treat all others as you expect to be treated. In the values of fair play and sportsmanship, including the development of respect for all people by all participants
Integrity – We seek to foster honesty and fair play beyond mere strict interpretation of the rules and regulations of the game.
Pursuit of Excellence at the Individual, Team and Organizational Levels – Each member of the organization, whether player, volunteer or staff, should seek to perform each aspect of the game to the highest level of his or her ability. In the development of life skills which will benefit participants throughout their lives.
4.0 ASSOCIATION MEMBERSHIP
The Association’s membership will comprise the following categories of members:
4.1 Honourary/Life Members – individuals who are identified by the Board of Directors and/or the membership for outstanding community leadership and service which has benefited the development of amateur hockey at any level.
4.1.a Honorary/Life Members shall be voted upon by secret ballot executed by the President after discussion of such member at the Annual General Meeting. Honorary/Life Members will receive a lifetime pass to all PDMHA home games. Honorary/Life Members are a valuable resource to the executive and welcome to any monthly executive meeting and to assist with special events and duties but shall have no voting privileges on the Board of Directors.
4.2 Past Presidents – all Past Presidents after having served one complete term as President of the Association, or after having completed the one year term of a former President who had resigned before his or her term or was otherwise unable to complete his or her term.
4.3 Current Members of the Board of Directors – all members of the Board of Directors of the Association who are currently in a Board position.
4.4 The Coach and Assistant Coaches of Each Association Team – the person who is approved by the Board of Directors as the coach and assistant coaches of each of the Association’s hockey teams.
4.5 The Manager of Each Association Team – the person who is approved by the Board of Directors for each of the Association’s hockey teams.
4.6 The Trainer of Each Association Team – the person who is approved designated/recognized by the Board of Directors for each of the Association’s hockey teams.
4.7 Volunteers – volunteers who are designated by the Board of Directors as members.
4.8 Forfeiture of Membership – Any member who has a child playing for the Association, the fees for whom have not been paid when due and payable, shall cease to qualify as a member, and thereby forfeit all rights and privileges of being a member. The Board shall have the power, at its sole discretion, to reinstate such a member who has forfeited his or her rights and privileges
4.9 Refusal, Suspension or Termination of Membership - PDMHA may refuse membership, remove or suspend it or take any other reasonable disciplinary action, only for good and sufficient reason such as conduct or character likely to bring the association into disrepute or jeopardize the safety of themselves or the association as a whole or in part.
- Upon a member being reviewed for possible refusal, suspension or termination of membership, said member will be notified in writing (email or letter) and all activities of said member in the association will be suspended until the Dispute Resolution Committees renders their final decision. Said member will have 7 days to put forth their case to the PDMHA Dispute Resolution Committee. If upon 7 days, there is no response from said member the Dispute Resolution Committee will meet to render their decision.
- The outcome of such a decision shall be notified in writing (email or letter) by the President to said member within 7 days of such a decision being reached. such terms and conditions as the Board deems fit.
5.0 BOARD OF DIRECTORS
5.1 Board of Directors Role- The governance and policy making responsibilities of the Association shall be vested in the Board of Directors, which shall control its property, be responsible for its finances and direct its affairs.
5.1.2 The Board of Directors has the authority to form Standing Committees, Ad Hoc Committees and Task Forces at its discretion. Each Committee and Task Force is to have a Terms of Reference approved by the Board of Directors.
5.1.3 The Chair of any Standing Committee, Ad Hoc Committee or Task Force is to be a Board member who reports back to the Board of Directors of the Association.
5.1.4 Each Board member will have a specific assigned area of responsibility in addition to their role as a Board member of the Association.
5.1.5 Board members shall serve without remuneration, and no Board member shall directly or indirectly receive profit from his/her position, provided that a Board member will be paid reasonable expenses incurred by him/her in the performance of his/her duties except for a fee or fees paid to a Board member for a specific service or services that is approved by a Board resolution where a minimum of two-thirds of the Board members authorize such payments at a Board meeting at which the Board member in question declares a conflict.
5.1.6 If a director misses three consecutive meeting without prior, proper notification ( email, hand written or fax) they shall receive a phone call from the president.
6.0 MEETINGS OF THE BOARD OF DIRECTORS
6.1 Board of Directors meetings shall be held at least once monthly, dates to be decided by the Board.
6.2 A change in a meeting date can be made by the President.
6.3 Notice of meetings shall be given by the Secretary to each Board member.
6.4 Each Director shall have a single vote except the President who shall only vote In the event of a tie
6.5 Each Director present must vote unless there is an obvious conflict of interest.
6.6 At Board of Director meetings a quorum of half of the voting members plus one (1) must be present to carry a motion.
6.7 Coaches and Managers meetings shall be held when deemed necessary by the PDMHA Executive.
7.0 Annual General Meeting
7.1 An Annual Meeting will be held at a date set by the Executive before March 31 of each year.
7.2 A current financial statement of the PDMHA will be tabled.
7.3 Proposed changes in the Constitution and By-Laws must be submitted in writing at least 30 days
prior to the Annual Meeting to the PDMHA for approval.
7.4 Subject to the approval of the Executive, changes in the Constitution of PDMHA shall be put to a
vote of the members.
7.5 Any other important business of the PDMHA will be dealt with.
7.6 A two (2) week notice in writing must be given to all members of an Annual Meeting.
7.7 The Election of Officers shall be chaired by 2 Honorary Life Members
7.8 The order of Business of the AGM shall be:
1) Minutes of previous AGM read and approved
2) Annual Financial Report
3) Election of Officers
a) Directors Willing to Stand/Declining
b) Directors Positions
c) Executive Positions
4) OMHA Classification
5) Duties and Special Events
6) Honorary Life Members
7) Constitution/Mission Statement
8) Open Forum/Other business as deemed necessary by the executive
9) President’s Message
7.9 All meetings shall be conducted in accordance with recognized parliamentary procedure.
8.0 - ELECTION OF EXECUTIVE POSITIONS
8.1 Election of Executive Positions and new Directors of PDMHA shall be held at the Annual Meeting.
8.2 Elections to be conducted in a recognized manner and voting will be by secret ballot.
8.3 A majority vote will carry. In the event of a tie, the President will cast the deciding ballot.
8.4 The Executive shall appoint an Election Chairperson from the Honorary Life Members prior to the
Annual Meeting.
8.5 Nominations for Executive Positions will be made from the floor at the time of elections.
8.6 To be eligible for nomination for President a member must have served the previous year on the
Executive.
8.7 Those to be elected are President, First Vice-President, Second Vice President. Secretary,
Treasurer, Past President plus a maximum or (15) Directors.
8.8 All nominations must be confirmed by the nominee.
9.0 Duties of Executive Positions
PRESIDENT
The president shall serve a two year term and preside and chair at all meetings of the Executive, with the usual privileges of office. The President, without limiting the generality of the foregoing, shall have powers to:
- Ensure the objectives and policies of the Association are carried out;
- Ensure the rules and regulations of other governing organizations, including the Minor Hockey Alliance of Ontario, Hockey Canada and the Ontario Hockey Federation are adhered to;
- Act as the sole media contact or delegate this responsibility
- Sign as a signing officer for the Association.
- Exercise the powers of the Executive in case of an emergency with three other executive members.
- Sit on all Committees as an ex-official voting member.
VICE-PRESIDENTS (2)
In the absence of the President or in the event of his/her inability to act, the Vice-President shall have and exercise all the powers of the President and shall at all times be an ex-officer voting member on all Committees.
SECRETARY
(a) The Secretary shall keep accurate records of the proceedings of the Association.
(b) Notify the Executive of the time and place of meetings.
(c) Handle all correspondence pertaining to the business of the Association
- shall immediately inform persons concerned of correspondence received and
- shall report all correspondence at the regular meetings
(d) Shall sign as a signing officer for the Association
TREASURER
(a) To receive all monies paid into the Association and to keep an accurate record of same as well as all monies dispersed.
(b) To maintain an account in a charter bank in the name of the Association, into which all disbursements are to be made.
(c) All cheques issued by the Association must be signed by the Treasurer and either the President or Secretary or designated member.
- Provide an up-to-date financial report at each Executive meeting.
9.1 Dispute Resolution Committee
The Dispute Resolution Committee will be comprised of the President, First and Second Vice Presidents, Secretary, Treasurer and Past President. The Dispute Resolution Committee will follow the guidelines for risk management as outlined by the OMHA. (see appendix A Dispute Resolution Steps) Any dispute that beyond a level 1 must be must be presented in writing to the President.