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Innisfil Minor Hockey Association
By-Law No. 1
Spring 2008
CONTENTS
1. Definitions...............................................................................................Page 3
2. Registered Office and Seal........................................................................Page 4
3. Mission of the Association........................................................................Page 4
4. Affiliation.................................................................................................Page 4
5. Classes of Membership……………......…………………………………………. Page 5
6. Terms of Membership and Eligibility...........................................................Page 5
7. Meetings of the Membership......................................................................Page 7
8. Board of Directors......................................................................................Page 9
9. Procedure for Elections of Directors.............................................................Page 9
10. Board Responsibilities……..........................................................................Page 11
11. Officers & Responsibilities...........................................................................Page 14
12. Committees of the Board.............................................................................Page 22
13. Execution of Documents.............................................................................Page 27
14. Financial Year............................................................................................Page 27
15. Banking Arrangements................................................................................Page 27
16. Borrowing by the Association......................................................................Page 28
17. Notice.......................................................................................................Page 28
18. Passing and Amending By-laws..................................................................Page 29
19. Repeal of Prior By-laws..............................................................................Page 29
20. Rules of Procedure....................................................................................Page 30
21. Effective Date............................................................................................Page 30
Innisfil Minor Hockey Association
BY-LAW NO. 1
A By-law relating generally to the conduct of the affairs of the Innisfil Minor Hockey Association.
BE IT ENACTED as a by-law of Innisfil Minor Hockey Association as follows:
1. DEFINITIONS
1.1 In this By-law and all other By-laws and Resolutions of the Association, unless the context otherwise requires:
(a) "Association" means Innisfil Minor Hockey Association (or such other name as the Association may in the future legally adopt).
(b) "Board" means the Board of Directors of the Association.
(c) "CHA" means the Canadian Hockey Association (or such other name as the CHA may in the future legally adopt).
(d) "Corporations Act" means the Corporations Act R.S.O. 1990, Chapter 38, and any statute amending or enacted in substitution therefore, from time to time.
(e) "Director" means an individual who has been elected to the Board of Directors of the Association.
(f) "Letters Patent" mean the Letters Patent incorporating the Association, as from time to time amended by Supplementary Letters Patent.
(g) "Officers" mean the individuals who hold the offices enumerated in Article 11.
(h) "OHF" means the Ontario Hockey Federation (or such other name as the OHF may in the future legally adopt).
(i) "OMHA" means Ontario Minor Hockey Association (or such other name as the OMHA may in the future legally adopt).
(j) "Policies" means written statements governing issues affecting the affairs of the Association, which have been considered and approved by the Board of Directors of the
Association.
(k) “IMHA” means Innisfil Minor Hockey Association.
(l) “Members” means all classes of membership in the Association as provided for in Article 5.
(n) “Operating Year” is defined as June 1st to May 31st.
(o) Any arena in the Town of Innisfil with which the IMHA has contracts for ice rental defines “Association Arenas”.
1.2 All terms defined in the Corporations Act have the same meaning in this By-law and all other By-laws and Resolutions of the Association.''
2. REGISTERED OFFICE AND SEAL
2.1 The Corporate Seal of the Association shall be in the form as the Board may by resolution from time to time adopt, and shall be entrusted to the Secretary of the Association for its use and
safekeeping.
2.2 The registered head office of the Association shall be in the in the Town of Innisfil in the Province of Ontario and thereafter as the Association may from time to time determine by special
resolution of the members pursuant to the Corporations Act. The Association may establish such other offices within Canada, as the Board may deem expedient by resolution.
2.3 The boundaries of the Association shall encompass the Town of Innisfil subject to stipulations and exclusions as set out by and on record with the OMHA.
2.4 The registered trademark/logo is protected from unauthorized use.
3. MISSION OF THE ASSOCIATION
3.1 The purpose of the Association is to organize, develop and promote minor ice hockey for the youth of the Town of Innisfil including:
(a) the opportunity for all eligible individuals to participate in recreational ice hockey and to provide community based programs, which will allow a player to participate in an
environment for fun, physical exercise and fair play.
(b) the development of and participation in representative ice hockey and to provide the opportunity to participate at the highest competitive level.
(c) to instil in all players, coaches, managers and members associated with the IMHA; good sportsmanship, correct and proper behaviour on and off the ice, respect for authority and
team play.
(d) the Association shall be operated without the purpose of pecuniary gain to any of the Members and any surplus or accretions of the Association shall be used solely for the
purposes of the Association and for the promotion of its objects.
4. AFFILIATIONS
4.1 The Association shall have the following affiliations:
a The Association shall be a member of the OMHA.
b The Association shall be a member of York Simcoe Minor Hockey League.
c The Association shall be a member of Simcoe Region Minor Hockey League.
d The Association shall be a member of Ontario Hockey Federation.
e The Association shall be a member of Hockey Canada.
f The Association shall be a member of Hockey Development Centre for Ontario.
g The Association shall operate in cooperation with the Town of Innisfil.
5. CLASSES OF MEMBERSHIP
5.1 There shall be four (4) classes of Membership in the Association:
(a) Active Membership.
(b) Parent/Guardian Membership.
(c) Honorary Lifetime Membership.
(d) Volunteer Membership.
6. TERMS OF MEMBERSHIP AND ELIGIBILITY
6.1 Terms and Eligibility
(a) Active Membership:
Active Members shall include all elected or appointed Directors or officials, and all convenors, coaches, managers and trainers appointed for the current season, and all registered players who are at least 18 years of age. Members in this classification will be allowed one vote per person and may attend membership meetings and, by invitation, meetings of the Board and Committees of the Association.
(b) Parent/Guardian Membership:
Parent/Guardian members shall include all parents and or legal guardians of registered players in good standing where the registered player is under the age of eighteen (18) years. Each Parent/Guardian member of a registered player shall be entitled to vote and may attend membership meetings and, by invitation, meetings of the Board and Committees of the Association.
(c) Honorary Lifetime Membership:
Honorary Lifetime Membership may be granted to an individual who has rendered extraordinary and distinguished service to the Association. Individuals may be nominated to be Honorary Lifetime Members by any Member of the Association and the granting of Honorary Lifetime Membership must be confirmed by a majority vote of the Board of Directors.
Honorary Members will have no vote but may attend members meetings and by invitation, meeting of the Board and Committees of IMHA.
(d) Volunteer Membership:
A Volunteer Membership shall include all individuals who have personally volunteered their services to IMHA whereby the services rendered by the individual totals twenty (20) hours or more in a single operating year and has occurred within the past two operating years. Volunteer members shall be allowed one vote per person and may attend membership meetings and, by invitation, meetings of the Executive and Committees of the Association. Volunteers must not have claimed bankruptcy nor be of undischarged bankruptcy and are subject to standard police checks
(e) One Person – One Class of Membership:
Although it is possible for a member to be qualified for more than one (1) class of membership in the Association, no person may hold more than one (1) class of membership. It is therefore mandatory that each member shall declare himself/herself prior to the start of any meeting of the membership and advise the chairperson of the membership class he/she wishes to represent. Once the meeting is called to order, the member must remain in that class of membership and may not change to another category or class of membership.
6.2 Membership List
Subject to Section 6.7 herein, the Secretary of the Board shall prepare and maintain a list of current Active Members, Parent/Guardian Members, Volunteer Members and Honorary
Lifetime Members. This list shall be kept at the head office and updated as necessary and made available to all Directors. Such list of Members shall be used to determine eligibility
to attend and vote at any Meeting of the Membership.
6.3 Membership Year
Unless otherwise determined by the Board, every Membership, other than Honorary Lifetime Memberships shall commence on or after September 1 in each year, and shall lapse and
terminate on the 31st day of August next following the date on which such Membership commenced.
6.4 Termination
(a) Membership in the Association shall not be transferable and shall terminate upon a Member's resignation or death.
(b) Members may resign from the Association by submitting a resignation in writing addressed to the Secretary who in turn notifies the Board.
(c) Members in good standing shall be those admitted to Membership and who have paid all required membership fees to the Association. Members whose Membership fees are in arrears for a period of three (3) months shall be automatically suspended from Membership and not permitted to vote, make nominations or hold office in the Association until all outstanding fees are paid.
(d) Members whose conduct is considered by the Board to be contrary to the stated Code of Conduct and the purposes of the Association shall be asked by the Board to explain or justify their actions. If these Members are unwilling or unable to do so, they shall be asked by the Board to resign from the Association. If they do not resign, the Board shall give proper notice of motion, to be considered at the next Board meeting, requesting the expulsion of these Members. A copy of this motion shall be communicated to the Members concerned within a reasonable period of time for that person to make a written response. If a response is made, it shall be circulated with the notice of motion. Approval of such a motion shall require a two-thirds (2/3) majority in a ballot conducted at the meeting. The Members concerned shall be invited to attend the meeting and to explain their positions before the vote is taken.
6.5 Membership Fees
Registration fees shall be established annually by the Budget Committee and approved by the Board. Fees for any unexpired term of membership are normally not refundable, but
the Board of Directors may, in its sole discretion, grant a request for such a refund in extenuating circumstances.
6.6 Right to Vote
All Active Members, Parent/Guardian Members, and Volunteer Members shall be entitled to notice of and to vote at all Meetings of Members of the Association.
6.7 Record Date
Individuals, who are Members of the Association at least 30 days in advance of any General Meeting of the Members of the Association, are entitled to notice of and to vote at such
General Meeting of Members. Any individual who is not a Member at least 30 days in advance of a General Meeting is not entitled to notice of or to vote at such General Meeting for
which the record date has been established.
7. MEETINGS OF THE MEMBERSHIP
7.1 Annual General Meeting of Members
The Annual General Meeting shall be held each year on or prior to April 30th of the Operating Year, at a time, place and day determined by the Board, for the transaction of at least
the following business, to be set out in the agenda of such Annual General Meeting;
(a) checking of voting powers and credentials.
(b) President’s welcoming address.
(c) approval of the agenda.
(d) approval of the minutes of the previous Meeting of the Membership.
(e) receiving reports of the activities of the Association during the preceding year.
(f) receiving information regarding the planned activities of the Association for the current year.
(g) receiving and approving the report of the Auditor of the Association from the previous year and a projected financial position for the current year.
(h) appointment of the Auditor for the ensuing year consideration of any proposed amendments to the Letters Patent or By-laws of the Association.
(i) transaction of any business which relates to the business of the Meeting referred to above, and notice and particulars of which are received by the Secretary in writing, only
accepted from members in good standing in the three (3) weeks immediately preceding the Annual General Meeting and be posted two (2) weeks prior to the Annual General
Meeting.
(j) election of the new Board.
7.2 Additional General Meetings of Members
In addition to the Annual General Meeting, as described in Article 7.1, a General Meeting of the Membership may be called at any time by a Resolution of the Board. The business
to be transacted at a General Meeting shall be limited to that specified in the notice calling the General Meeting.
7.3 Notice
(a) Annual General Meeting
Notice of the Annual General Meeting, to be held on or before April 30th, shall set out the agenda, including particulars of any other business to come before the Meeting. The time and the place of the Meeting, and such notice shall be posted in all Association arenas at least thirty (30) days prior to the date of the Meeting.
(b) Additional General Meetings of the Membership
Notice of any Additional General Meetings of the Membership shall be posted in all Association Arenas within at least fifteen (15) days prior to the date of the Meeting.
(c) Error or Omission in Notice
No inadvertent error or omission in giving notice of any Annual General Meeting or Additional General Meeting of Membership or any adjourned Meeting, whether Annual or General, shall invalidate such a Meeting or make void any proceedings taken at such Meeting and any Member may at any time waive notice of any such Meeting and may ratify, approve and confirm any or all actions or proceedings taken at any such Meeting.
7.4 Quorum
A quorum for an Annual General Meeting or General Meeting shall be a minimum 50% of the Board plus one (1), eligible to vote and present in person. No business shall be
transacted in the absence of a quorum except to take measures to obtain a quorum, to establish the time to which to adjourn, or to take a recess.
7.5 Voting Procedure
(a) A majority of votes cast by Members entitled to vote, unless otherwise required by the Corporations Act or by the By-laws of the Association, shall decide every motion proposed
for consideration at Meetings of the Membership.
(b) The Chair presiding at a Meeting of the Membership shall have a vote only in the event of a tie vote.
(c) At the Meetings of the Membership, every motion shall be decided by a show of hands, unless a specific count or unless a secret ballot is required by the Chair or requested by
any Member entitled to vote. Whenever a vote by show of hands has been taken upon a motion, unless a specific count or secret ballot is requested or required, a declaration by
the Chair that a resolution has been carried or lost by a particular majority and an entry to that effect in the minutes of the Meeting is conclusive evidence of the fact without proof
of the number or proportion of votes recorded in favour of or against the motion.
7.6 No Proxies
Proxies will not be permitted. Members must be present in person at Additional General Meetings and Annual General Meetings of the Membership in order to exercise their voting
rights in relation to matters coming before an Additional General Meeting or an Annual General Meeting of the Membership.
7.7 Adjournments
Any Meeting of the Members of the Association may be adjourned at any time and from time to time and such business may be transacted at such adjourned Meeting(s) as might
have been transacted at the original Meeting(s) from which such adjournment took place. No notice shall be required of any such adjourned Meeting other than to those Members
present in person at the adjourned Meeting. Such adjournment may be made notwithstanding that no quorum is present.
7.8 Chair
In the absence of the President and the Vice-President, the Members entitled to vote and present at any Meeting of the Membership shall choose another Director as Chair and, if
no Director is present or if all the Directors present decline to act as Chair, the Members present shall choose any Member present to be Chair.
8. BOARD OF DIRECTORS
8.1 Composition
(a) Eligibility
A Director:
(i) shall be eighteen (18) or more years of age;
(ii) shall not be an undischarged bankrupt or of unsound mind;
(iii) shall be a Member of the Association at the time of his or her election or appointment;
(iv) shall remain a Member of the Association throughout his or her term of office.
(v) shall not have resigned as an Officer of the Board within the last two (2) years.
(b) Board of Directors
The affairs of the Association shall be managed by a Board, as identified in 9.2.
(c) Term of Office
(i) The Officers shall be eligible to be elected or appointed every 2 years with no limit of consecutive years served on the Board.
(ii) The elected Officers shall hold Office until the end of the operating year.
(iii) Both Boards (elected and out-going) will work concurrently and in cooperation from the end of Annual General Meeting until the end of the Operating Year.
(d) Change in Number of Directors
The Association may by special resolution increase or decrease the number of its Directors. Any change in the number of Directors shall be in compliance with prevailing Ontario
laws and regulations.
9. PROCEDURE FOR ELECTION OF DIRECTORS
9.1 Nominations
The election of Directors shall take place at the Annual General Meeting of the Membership. No election or appointment of a Board Member is effective without consent either in writing or in
person at the Annual General Meeting prior to election or appointment. If a nominee is not going to be present at the Annual General Meeting, a written submission must be completed and
seconded by two (2) nominators who are Members of the Association. Such completed submissions must be delivered to the Secretary prior to the election.
9.2 Board Positions
The Board shall consist of the following;
(a) Past President - (immediate) (non-voting)
(b) President - Elected - two (2) year term
(c) Vice President - Elected - two (2) year term
(d) Treasurer - Elected - two (2) year term
(e) Secretary - Elected - two (2) year term
(f) Registrar - Elected -two (2) year term
(g) Director, Ice - Elected - two (2) year term
(h) Director, Representative Hockey - Elected - two (2) year term
(i) Director, Local League Hockey - Elected - two (2) year term
(j) Director, House League - Elected - two (2) year term
(k) Director, Coaching – Elected – two (2) year term
(l) Director, IP/Development - Elected– two (2) year term
(m) Director, Sponsorship – Elected -two (2) year term
(n) Director, Fundraising –Elected - two (2) year term
(o) Director, Purchasing & Equipment – Elected - two (2) year term
(p) Director, Communications – Elected - two (2) year term
(q) Director, Risk Management – Elected - two (2) year term
(r) Referee in Chief – Appointed (non-voting) - two (2) year term
(s) Snack Bar Manager – Appointed (non-voting) - two (2) year term
(t) Tournament Coordinator – Appointed (non-voting)
9.3 Vacancies
Any vacancy occurring on the Board may be filled only for the remainder of the current year of the vacated term by Resolution of the Directors then in office provided there is a quorum of
Directors then in office. The Board shall invite applications from the Membership for appointment to the vacancy on the Board. The Board shall appoint a replacement Director within thirty (30)
days after the Board position was vacated.
9.4 Termination
(a) Removal of Director by Membership
Provided that notice specifying the intention to pass such resolution has been given with the notice of meeting, eligible voting Members of the Association, by a resolution passed by at
least 2/3 of the votes cast at a General Meeting of Members may remove any Director before the expiration of his or her term of office, and, by a majority of the votes cast at that Meeting,
may elect any person in his or her stead for the remainder of his or her term.
(b) Removal of Director by Board
The Board may, by resolution approved by two-thirds (2/3) of the Board members present, remove any Board member for cause before the expiration of his/her term of office.
(c) Absenteeism
Unless otherwise determined by the Board, the absence of a Director from three (3) consecutive Board Meetings or the absence of a Director from four (4) out of any eight (8) consecutive
Board Meetings shall be deemed to be a resignation of the said Director from the Board.
(d) Resignation
A Director of the Board may resign his or her Directorship by submitting a letter of resignation to the President of the Association.
9.5 Team Affiliations
Officers of the Association cannot also be a team official, as rostered with OMHA, unless first approved by the Board.
9.6 Eligibility for Office
(a) The President and Vice President must have served on the Board for at least two (2) years immediately prior to election to either of these positions.
(b) The Association shall endeavour to nominate as Treasurer a Director who has employment experience and skills in accounting procedures.
10. BOARD RESPONSIBILITIES
10.1 Governance
The Board of Directors shall govern the Association in compliance with the objects, powers, by-laws and Policies of the Association, Rules of Operation and all applicable laws and
regulations.
10.2 Board Meetings
(a) Regular Board Meetings
Except as otherwise required by law, the Board may hold Meetings at such place or places as the President or, in his or her absence, the Vice-President, may from time to time
determine. The Board shall meet as required.
(b) Special Board Meetings
The President or a Vice-President may call special Board Meetings in the absence of the President or on petition in writing to the Secretary signed by any three Directors.
Business transacted at a Special Board Meeting shall be limited to that specified in the notice calling the Meeting.
10.3 Notice of Board Meetings
(a) Notice shall be communicated to all Directors at least seven (7) days in advance of the Meeting, Directors agree to the calling of a Meeting on shorter notice or the Board Meeting
is held on a regular day or date each month or immediately following a Meeting of the Members of the Association;
(b) Notice shall include a tentative agenda in the case of a regular Board Meeting and shall specify the business to be conducted in the case of a Special Board Meeting.
(c) No formal notice of any Board Meeting shall be necessary if all the Directors are present or if those absent signify their consent to the Meeting being held in their absence.
10.4 Error in Notice
No error or omission in giving notice for a Board Meeting shall invalidate such Meeting or invalidate or make void any proceedings taken at such Meeting, and any Director may at any time
waive notice of any such Meeting and may ratify and approve of any or all proceedings taken or had thereat.
10.5 Adjournment of Board Meetings
Any Board Meeting may be adjourned at any time and from time to time and such business may be transacted at such adjourned Meetings as might have been transacted at the original
Meeting from which such adjournment took place. No notice shall be required of any such adjournment.
10.6 Quorum
A quorum for a Board Meeting shall be 50% of voting board members plus one (1). No business of the Board shall be transacted in the absence of a quorum.
10.7 Voting Rights
Each Director, present at a Board Meeting, including the Chair, shall be entitled to one vote. The Chair shall have a second vote in the event of a tie vote.
10.8 Voting Procedures
A majority of votes of the Directors present at a Board Meeting shall decide every motion. Every motion shall be decided in the first instance by a show of hands and, unless a secret ballot
is demanded by a Director present, a declaration by the Chair that the motion has been carried or not carried and an entry to that effect in the minutes of the Meeting shall be sufficient
evidence of the fact, without proof of the number or proportion of the votes recorded in favour or against such motion.
10.9 Remuneration
Directors shall serve without remuneration and no Director shall indirectly or directly receive any remuneration, salary or profit from the position of Director or for any service rendered to the
Association; provided that, the Board of Directors may establish Policies relating to the reimbursement of Directors for reasonable expenses incurred in the performance of their duties as
Directors of the Association.
10.10 Conflict of Interest
(a) Every Director who directly or indirectly has an interest in a proposed or existing contract or transaction or other matter relating to the Association shall make a full and fair declaration of
the nature and extent of the interest at a Board Meeting.
(b) The declaration of a conflict of interest shall be made at the Board Meeting at which the question of entering into the contract or transaction or other matter is first taken into consideration
or, if the Director is not at the date of that Board Meeting interested in the proposed contract or transaction or other matter, at the next Board Meeting held after the Director assumes the
office.
(c) After making such a declaration, no Director shall vote on such a contract or transaction or other matter, nor shall he or she be counted in the quorum in respect of such a contract or
transaction or other matter.
(d) If a Director has made a declaration of an interest in a contract or transaction or other matter in compliance with this Section, the Director is not accountable to the Association for any
profit realized from the contract or transaction or other matter.
(e) If a Director fails to make a declaration of interest in a contract or transaction or other matter in compliance with this Section, the Director shall account to and reimburse the Association
for all profits realized, directly or indirectly, from such contract or transaction or other matter.
10.11 Indemnification of Directors
Every Director of the Association and his or her heirs, executors, administrators and estate and effects respectively shall from time to time be indemnified and saved harmless by the
Association from and against:
(a) all costs, charges and expenses whatsoever that he or she sustains or incurs in or about any action, suit or proceeding that is brought, commenced or prosecuted against him or her for
and in respect of any act, deed, matter or thing whatsoever, made, done or permitted by him or her in or about the execution of the duties of his or her office; and
(b) all other costs, charges and expenses that he or she sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by his or
her own wilful neglect or default; provided that, no Director of the Association shall be indemnified by the Association in respect of any liability, costs, charges or expenses that he or she
sustains or incurs in or about any action, suit or other proceeding as a result of which he or she is adjudged to be in breach of statute unless, in an action brought against him or her in his
or her capacity as a Director, he or she has achieved complete or substantial success as a defendant.
(c) the Association may purchase and maintain such insurance for the benefit of its Directors as the Board may from time to time determine.
10.12 Confidentiality
Every Director and Officer of the Association shall respect the confidentiality of matters brought before the Board for consideration in camera
10.13 Rules of Operation
(a) Notwithstanding any other provision contained in this By-law, the board shall have the power to pass without any confirmation or ratification by the members of the Corporation all necessary
rules and regulations as they deem expedient related in any way to the operations of the Corporation, including, without limitation, the conduct of members, member teams and guests,
provided such rules and regulations are not otherwise inconsistent with the letters patent of the Corporation or this By-law.
(b) Rules of Operation should deal with only those day-to-day matters directly affecting the member teams and players such as, but not limited to, hockey jerseys, tournaments, player and
parent conduct and discipline, harassment and abuse, referees and officials, player release, equipment and ice time to name a few.
11. OFFICERS AND RESPONSIBILITIES OF OFFICERS
11.1 Elected/Appointed Officers
(a) The Elected Directors shall be the President, Vice-President, Treasurer, Secretary, Registrar, Director of Ice, Director of Representative Hockey, Director of Local League Hockey, Director
of House League Hockey, Director of Coaching, Director of IP/Development, Director of Sponsorship, Director of Fundraising, Director of Purchasing and Equipment, Director of
Communications, Director of Risk Management
(b) The Appointed Officers shall be the Referee in Chief, Snack Bar Manager and the Tournament Coordinator and shall be appointed following the Annual General Meeting.
11.2 Assistants to Officers
The Board of Directors may appoint such assistant(s) to Officers of the Association as the Board may determine by Resolution from time to time.
11.3 Responsibilities of Officers
(a) Past President
The Past President shall:
be a non-voting Member of committees and sub-committees of the Association.
be available to assist any Director requiring assistance in the completion of his or her functions.
carry out other duties as assigned by the Board, Executive Committee, or the President.
iv) serve as advisor to the president and Board of Directors and assist in the duties of any of the other board members.
(b) President
The President shall:
i) represent the Association in the Community.
ii) act as Chairperson of the Board, the Executive Committee, and at all Meetings of the Membership.
iii) exercise general supervision of the Association in accordance with Policies determined by the Board.
iv) be a non-voting Member of all committees and sub-committees of the Association.
v) report regularly to the Board on matters of interest.
vi) delegate tasks as necessary.
vii) serve as signing officer for the association.
(c) Vice President
The Vice-President shall:
i) oversee operation of all (development/IP, house league, local league, representative) IMHA hockey divisions.
ii) assume the duties of the President in the absence for any reason of the President.
iii) monitor adherence by the Board to all existing Policies and inform the Board with respect to any inconsistencies between existing Policies and a proposed policy.
iv) be available to assist any Director requiring assistance in the completion of his or her functions.
v) shall sit on coaching selection ad hoc committee.
vi) shall oversee and be responsible for managing Tournament Coordinator.
vii) shall oversee and be responsible for managing Snack Bar Manager.
viii) shall oversee and be responsible for managing Referee in Chief.
ix) carry out duties as assigned by the Board, the Executive Committee or the President.
(d) Secretary
The Secretary shall:
i) record or delegate the recording of the minutes of General Meetings of the Membership, Board meetings and Executive Committee meetings and ensure that Association records are regularly and properly kept and all business is conducted in accordance with any applicable statute or law, the Letters Patent and By-laws and the Policies and procedures established by the Board or by the Membership.
ii) be responsible for drafting agenda and recording minutes for all Board of Directors meetings, Executive Committee meetings as well as any/all meetings as required by the President.
iii) post notices and distribute minutes as stipulated in this by-law.
iv) ensure the proper custody of the Association's corporate seal, corporate minutes and resolutions and other corporate records and documents.
v) be responsible for receiving and distributing all correspondence received or sent by the Association and all communications within the Association.
vi) recommend policy to the Board regarding internal and external communications of the Association.
vii) ensure that all necessary and appropriate insurance has been purchased.
viii) shall serve as a signing officer for the IMHA.
ix) carry out duties as assigned by the Board, the Executive Committee or the President.
(e) Treasurer
The Treasurer shall:
i) ensure adherence to and implementation of financial Policies in the financial administration of the Association.
ii) ensure the submission of the books of account to the Auditor of the Association at the end of the financial year.
iii) present a Report of the Auditor from the previous year and a projected financial position for the current year to the Membership at the Annual General Meeting.
iv) evaluate, review and recommend financial policy to the Executive Committee and to the Board.
chair the Budget Committee.
work directly with Parent’s Auxiliary to establish and maintain reporting from fundraising activities
carry out duties assigned by the Board, the Executive Committee or the President.
serve as a signing officer for the Association.
oversee financial operation of the Snack Bar.
Manage payment of referees and timekeepers.
shall oversee financial operations of all committees that generate and/or disperse funds in the name of the IMHA.
xii) carry out duties as assigned by the Board, the Executive Committee or the President.
(f) Registrar
The Registrar shall:
i) recruit and train volunteers to perform the functions required for registration.
ii) establish registration forms and procedures.
iii) conduct registration for all applicants eligible to participate in IMHA ice hockey Programs.
iv) maintain a register of receipts regarding all registration fees received by the Association.
v) maintain a current registration list of all players including mailing addresses, telephone numbers and Parent/Guardian name(s).
vi) supply to the Directors of all hockey leagues within IMHA (IP, H/L, L/L, and Rep.) current registration information in a timely fashion.
vii) ensure that all players are registered with the IMHA.
viii) communicate any changes in registration immediately to Directors or other individuals who are affected by such change.
ix) submit to the Budget Committee in each year an estimate of revenues and expenditures for the next fiscal year of the Association.
x) present a report regarding Registration Operations to the Board.
xi) recommend policy to the Board regarding registration.
ensure each registrant meets eligibility requirements for boundaries as stipulated by OMHA.
ensure all players and officials are rostered.
carry out duties as assigned by the Board, the Executive Committee or the President.
(g) Director, Ice Scheduling
The Director of Ice shall:
review the past season’s ice requirements, forecast next season’s ice requirements and present it as directed by the Board of Directors and President.
attend all affiliated association’s Ice Allocation Meetings on behalf of IMHA.
iii) prepare and maintain reports of IMHA ice requirements to be available to the Town of Innisfil.
iv) assist the Tournament Coordinator in establishing ice allocation for all IMHA tournaments.
v) be responsible for the buying and cancellation of all IMHA ice rentals.
Vi) ensure the accuracy of all invoices of all ice rentals and a timely submission of invoices.
vii) serve as liaison with Arena Managers.
viii) work with each of the league Directors to schedule appropriate ice allocation for all evaluations, tryouts, practices, games, clinics or other approved IMHA usage.
ix) be responsible for the posting of weekly schedules.
establish means of monitoring and reporting of unused or misused ice to Board of Directors monthly.
chair the Ice Scheduling Committee.
xii) carry out other duties as assigned by the Board, Executive Committee, or the President.
(h) Director, Representative Hockey
The Representative Hockey Director shall:
i) serve as the primary contact for the OMHA for the association.
ii) represent the IMHA at all Zone Meetings and “Governing Bodies of Hockey” meetings and such other meetings that may be determined to be in the best interest of the IMHA.
iii) be responsible for managing OMHA rostering for the Association.
iv) be responsible for the overall operation and reporting to the Board of Directors on the Representative teams.
v) serve as chairperson and appoint the members of the Representative Hockey Operations Committee.
vi) ensure that each league director and each of the representative teams receive a copy of the Referees rule book and OMHA Manual of Operations.
vii) serve on Banquet Committee.
viii) shall appoint a board-approved alternate delegate to represent IMHA in any/all mandatory OMHA meetings.
ix) coordinate IMHA attendance and participation in OMHA annual general meeting.
x) carry out duties as assigned by the Board, the Executive Committee or the President.
(i) Director, Local League Hockey
The House League Hockey Director shall:
i) be responsible for any team that falls in to the local league association(s).
ii) represent IMHA at Simcoe Region Minor Hockey Association meetings.
iii) prepare and report to the Board local league operations.
iv) serve as chairperson and appoint the members of the Local League Hockey Operations Committee.
v) appoint all local league hockey convenors to be approved by the Board of Directors.
vi) carry out other duties as assigned by the Board, Executive Committee, or the President.
vii) oversee and manage Local League banquet planning and execution.
viii) ensure each convenor receives a copy of the OMHA Manual of Operations.
ix) shall appoint a board-approved alternate delegate to represent IMHA in any/all mandatory Simcoe Minor Hockey Association meetings.
x) manage the balancing of teams and be responsible for evaluation and final recommendation of any player movement, including up an age level.
xi) serve on Banquet Committee.
xii) carry out duties as assigned by the Board, the Executive Committee or the President.
(j) Director, House League Hockey
The House League Hockey Director shall:
oversee hockey operations of all house league divisions.
serve as chairperson and appoint the members of the House League Hockey Operations Committee.
be responsible for all house league programs.
report to the Board on house league operations.
appoint the members of the house league hockey operations committees.
appoint all house league hockey convenors to be approved by the Board of Directors.
ensure each convenor receives a copy of the OMHA Manual of Operations.
manage the balancing of teams and be responsible for evaluation and final recommendation of any player movement, including up an age level.
serve on Banquet Committee.
carry out duties as assigned by the Board, the Executive Committee or the President.
(k) Director, Coaching
The Director of Coaching shall
i) be responsible for requesting, organizing and promoting OMHA Certification Program and clinics in harmony with the Risk Management Director.
ii) liaise between the IMHA Executive and the Coaches.
iii) liaise with the Referee In Chief.
iv) liaise with the OMHA concerning the coach mentor program.
v) ensure each team in IMHA has an up-to-date copy of the IMHA By-Law and Rules of Operation at the start of each season.
vi) ensure that the head coach of each team in IMHA has a current copy of the IMHA By-Law and Rules of Operation at the start of each season and has reviewed with each.
vii) ensure that all coaches are aware of and adhere to the IMHA and all other affiliation’s policies as stated in Article 4.1 of this By-Law.
viii) ensure that the IMHA Executive is aware of any concerns or problems coaches are incurring with the Association policies.
ix) ensure all team officials meet or exceed all certification requirements.
x) develop and maintain a coaching program at all levels and divisions.
xi) assist and advise in decisions involving player movements at all levels and divisions at the request of the Director of Development.
xii) facilitate meetings for support and feedback in an advisory capacity for all coaches.
xiii) manage all resources required for on-ice & off ice clinic sessions relating to coaches.
xiv) coordinate the evaluation of coaches a minimum of once a year.
xv) execute disciplinary action against team official(s) as directed by the Board or the Discipline and Ethics Committee.
xvi) shall chair the Coaching Selection Committee (ad hoc) and submit recommendations to the Board.
xvii) carry out duties as assigned by the Board, the Executive Committee or the President.
(l) Director, IP & Development
The Director of IP shall:
be responsible for the Initiation Program (tyke & novice divisions).
be responsible for development programs to address needs of all IMHA players.
iii) serve on the coaching Selection Committee (ad hoc) with respect to IP Coaching selection.
iv) ensure the IMHA Initiation Program conforms to the ‘current’ OMHA Rules, Regulations and Guidelines.
v) form a committee of appropriately trained people to assist with development programs for all IMHA teams and divisions.
vi) carry out duties as assigned by the Board, the Executive Committee or the President.
(m) Director, Sponsorship
The Director of Sponsorship shall:
work in cooperation with the Treasurer in maintaining an accurate record of all monies received from the sponsors ensuring no sponsors are in arrears.
ensure all IMHA obligations to its sponsors are met and sponsors meet their obligations to pay the IMHA
chair the Banquet Committee.
iv) be responsible for reporting to the Board of Directors, in writing, who the sponsors are and which team(s) they will be associated with.
v) maintain the sponsor board(s) at all IMHA rented/leased facilities.
vi) recruit and solicit sponsors for all levels and divisions of IMHA.
vii) recruit and solicit sponsors for tournaments and special functions.
viii) liaise with Director of Fundraising to avoid conflict with Parent’s Auxiliary Committee.
ix) be responsible for recommending a photographer to the Board of Directors and for arranging the taking and distribution of individual and team photos annually.
x) carry out duties as assigned by the Board, the Executive Committee or the President.
(n) Director, Fundraising
The Director of Fundraising shall:
chair the Parent’s Auxiliary Committee and recruit members, as approved by the Board of Directors.
organize or coordinate all fundraising activities pertaining to IMHA.
ensure that all fundraising activities are within OMHA guidelines and do not conflict with team sponsors.
recommend policy to the Board regarding team fundraising.
define and uphold IMHA policies regarding fundraising.
provide each team manager/coach with information regarding fundraising policies, procedures and acceptable activities.
update the Board of Directors on fundraising activity for their approval.
be responsible for the monitoring and approval of all team fundraising activities and bank accounts.
be responsible for collection of team financial reports, periodic audits, and year-end summaries and ensure team managers distribute the information to team members on a regular basis.
carry out duties as assigned by the Board, the Executive Committee or the President.
(o) Director, Purchasing and Equipment
The Director of Equipment shall:
be responsible for all hockey equipment and apparel owned by the IMHA.
maintain an accurate record of all equipment.
be responsible for the buying and repairing of all equipment and jerseys for the IMHA with the approval of the Board of Directors.
ensure that all equipment borrowed from IMHA is signed out and properly recorded.
ensure that equipment not returned and which has impact on the status of a “member in good standing”, is brought to the attention of the Registrar and the Board of Directors.
ensure surplus equipment is disposed of with the approval of the Board of Directors.
be responsible for creating and maintaining a complete and detailed inventory list which will include the details of equipment allocation and usage.
shall oversee the use of the IMHA logo as per the Board of Directors.
be responsible to authorize any IMHA jersey purchased for/by select teams.
be responsible for the purchase of apparel and equipment for resale as well holding apparel and equipment sales as authorized by the Board of Directors.
be responsible for the use of the IMHA logo on apparel and equipment by IMHA Teams, Sponsors and/or individuals as authorized by the Board of Directors.
work with Director of Sponsorship to ensure proper and timely placement of sponsorship on jerseys.
be responsible for all trophies, awards, banners and sponsorship plaques presented by the IMHA.
chair Purchasing & Equipment Committee.
carry out duties as assigned by the Board, the Executive Committee or the President.
(p) Director, Communications
Director of Communications shall:
i) be responsible for all communication between the media and with the Membership regarding the operation and functions of the IMHA.
ii) publish or post a regular newsletter to include bulletins from the Board of Directors, Annual and General Meeting times/dates, IMHA team statistics, game results and performances, fundraising dates, tournament news and any other information of interest to the Membership.
iii) be responsible for review and editing of all teams articles being submitted to all media outlets.
iv) ensure proper advertising and notification to the Membership of Registration times, dates, and costs as well as tryout schedules.
v) be responsible for management of IMHA website, ensuring the timely and accurate posting of relevant information.
vi) be responsible for managing relationships with web hosting vendors, recommendation of vendors to board, recruiting volunteers for content creation.
vi) carry out duties as assigned by the Board, the Executive Committee or the President.
(q) Director, Risk Management
The Risk Management Director shall:
identify, assess, and prioritize any/all real or potential issue(s), with respect to a future event that threatens the well being of the association, executive, members, volunteers, sponsor, property, equipment, materials, revenue and/or the association’s reputation/stature in the community.
implement and enforce all current OMHA risk management programs.
identify, prioritize and rate potential probability of hazards that may be associated with the organization’s fundraising events.
recommend policies and procedures that insulate the association from liability or hazards with respect to the conduct of its business and on ice hockey affairs.
shall maintain and enhance procedures with respect to screening volunteers to protect the association, members and players from harm.
establish and maintain procedures with respect to clearance of all volunteers required to complete a police report including team officials, board members.
serve as the Association’s Safety Resource Person and assure documentation and record-keeping of regulated OMHA programs, material and injuries.
act a liaison between the IMHA Executive and the team trainers with respect to health and safety related trainer issues.
periodically inspect local facilities (arenas) and property for safety issues that may present a hazard to players and members and to assure compliance with safety regulations.
be responsible for requesting, organization and promoting OMHA trainer and PRS certification programs and clinics in harmony with the Director of Coaching.
distribute on ice volunteer forms to all coaches at the beginning of the season.
be aware of and inform all trainers of any rules and procedures as they relate to safety and health risk management in hockey.
register him/her self as a “Trainer at Large” as well as creating and registering a group of “trainers at large” to be made available as required.
assist families with all medical forms and injury reports if/when required and process in accordance with OMHA guidelines.
ensure trainer coverage at all IMHA tryouts and evaluations.
be chairperson of Discipline & Ethics Committee.
carry out other duties as assigned by the Board of Directors or the President.
11.9 Responsibilities of Appointed Officers
(a) Referee in Chief
The Referee in Chief shall:
ensure there are sufficient referees and timekeepers in place to officiate all IMHA games and maintain a duty roster;
liaison with the Treasurer and Budget Committee to estimate fees for the upcoming year;
ensure refereeing and timekeeping complaints are addressed and solved in a timely fashion;
recruit, train, monitor and evaluate performance of referees and timekeepers
schedule referees and timekeepers, maintaining accurate records for payment;
carry out other duties as assigned by the Board, Executive Committee, or the President.
be the advisor to IMHA on all matters pertaining to rules & regulations
Recommend and organize referee clinics as required and by the request of the Executive of IMHA
report to the Vice President as executive sponsor to the Board of Directors.
(b) Snack Bar Manager
The Snack Bar Manager shall:
i) be responsible for all aspects of the snack bar as a business.
ii) work in conjunction with the Treasurer regarding all snack bar finances, including but not limited to wages, taxation, inventory, etc.
iii) prepare annual budget and revenue projections including staff wages for approval by the Board of Directors.
iv) ensure Snack Bar is sufficiently staffed at all times.
v) keep an accurate record of all monies received and disbursed, and report on these at the direction of the Board of Directors and President.
vi) must be approved by the Board of Directors before being appointed.
vii) report to the Vice President as executive sponsor to the Board of Directors.
(c) Tournament Coordinator
Director of Tournaments shall:
oversee all aspects of tournament management including budgeting, scheduling, associated logistics, game officials and volunteers.
act as the liaison between the Board of Directors and the OMHA to ensure sanctioned tournaments meet and follow organizations regulations for operation including permits.
establish ad hoc committee as necessary to support activities.
create demand for participation in Innisfil hosted tournaments.
Work with Director of Sponsorship to secure sponsors for any/all IMHA tournaments.
report to the Vice President as executive sponsor to the Board of Directors.
Submit written financial statements at the conclusion of each tournament.
carry out other duties as assigned by the Board of Directors or the President.
12. COMMITTEES OF THE BOARD
12.1 Standing Committees
The following committees shall be Standing Committees of the Board:
(a) Executive Committee
(b) House League Operations Committee
(c) Representative League Operations Committee
(d) Local League Operations Committee
(e) Budget Committee
(f) Ice Scheduling Committee
(g) Purchasing & Equipment Committee
(h) Parent’s Auxiliary Committee
(i) Discipline and Ethics Committee
(j) Banquet Committee
12.2 Nothing in this by-law shall be construed to limit the ability of the Directors and Membership of the Association from abolishing or creating Standing Committees by by-law or from establishing such ad hoc committees or subcommittees by Directors' Resolution as may be desired or required from time to time.
12.3 Executive Committee
(a) The Executive Committee shall be chaired by the President, and shall consist of the Vice-President, the Secretary, the Treasurer, the Past President and the Risk Management Director and shall be responsible for the day to day management of the affairs of the Association, including monitoring of all Committees to ensure all Policies of the Association are being complied with.
(b) The Executive Committee shall:
i) during the intervals between the Board Meetings, take action in relation to any matter of any nature within the power and the authority of the Board, which requires immediate attention before the date of the next Board Meeting. Such action shall not involve any change of policy or the authorization of unbudgeted expenditures, and any action taken shall be submitted to the Board for ratification at the next Board Meeting;
ii) review recommendations and proposals prior to such recommendations or proposals being submitted to the Board for Resolution;
iii) present a report regarding the activities of the Executive Committee to the Board;
iv) submit to the Budget Committee an estimate of revenues and expenditures of the Executive Committee for the next fiscal year of the Association;
v) recommend policy to the Board regarding management and administrative issues related to the Association;
vi) deal with any other matters assigned to it by the Board or by the President.
12.4 House League Hockey Operations Committee:
(a) The House League Hockey Operations Committee shall consist of the House League Hockey Director, as Chair, and house league convenors.
(b) The House League Hockey Operations Committee shall:
i) operate the House League Hockey Programs pursuant to the Policies of the Association.
ii) establish and monitor Policies relating to House League Hockey Operations provided that such Policies shall be and remain consistent with all other Policies of the Association and approval by the Board.
iii) recruit and train volunteers to perform the functions required to operate the House League Hockey Operations.
iv) submit to the Budget Committee in each year an estimate of revenues and expenditures of the House League Hockey Operations Committee for the next fiscal year of the Association.
v) present report regarding House League Hockey Operations to the Board.
vi) select Ad-Hoc committees as required.
vii) recommend policy to the Board regarding House League Operations.
12.5 Representative Hockey Operations Committee:
(a) The Representative Hockey Operations Committee shall consist of the Representative Hockey Director, as Chair, and shall consist of the Representative Hockey Team Managers and the Vice President.
(b) The Representative Hockey Operations Committee shall:
i) operate the Representative Hockey Program pursuant to the Policies of the Association.
ii) establish and monitor Policies relating to Representative Hockey Operations provided that such Policies shall be and remain consistent with all other Policies of the Association and approved by the Board.
iii) recruit and train volunteers to perform the functions required to operate the Representative Hockey Operations.
iv) represent and promote the interests of the Association in relation to any Representative Hockey involvement of the Association with any other local minor hockey associations or leagues.
v) submit to the Budget Committee in each year an estimate of revenues and expenditures of the Representative Hockey Operations Committee for the next fiscal year of the Association.
vi) present a report regarding Representative Hockey Operations to the Board.
vii) select Ad-Hoc committees as required.
viii) recommend policy to the Board regarding Representative Hockey Operations.
12.6 Local League Hockey Operations Committee:
(a) The Local League Hockey Operations Committee shall consist of the Local League Hockey Director, as Chair, and shall consist of the Local League Hockey Team Managers and the Vice President.
(b) The Local League Hockey Operations Committee shall:
i) operate the Local League Hockey Program pursuant to the policies of the Association.
ii) establish and monitor policies relating to Local League Hockey operations provided that such policies shall be and remain consistent with all other policies of the Association and approved by the Board.
iii) recruit and train volunteers to perform the functions required to operate the Local League Hockey Operations.
iv) represent and promote the interests of the Association in relation to any Local League Hockey involvement of the Association with any other local minor hockey associations or leagues.
v) submit to the Budget Committee in each year an estimate of revenues and expenditures of the Local League Hockey Operations Committee for the next fiscal year of the Association.
vi) present a report regarding Local League Hockey Operations to the Board.
vii) select Ad-Hoc committees as required.
viii) recommend policy to the Board regarding Local League Hockey Operations.
12.7 Budget Committee:
(a) The Budget Committee shall be chaired by the Treasurer and shall consist of one (1) member of the House League Hockey Operations Committee and one (1) member of Representative Hockey Operations Committee, one (1) member of Local League Operations Committee, and Registrar.
(b) The Budget Committee shall:
i) prepare a budget for the Association for the next fiscal year for submission to the Board for approval.
ii) Liaise with all Committees of the Board to receive estimates of revenues and expenditures for the next fiscal year of the Association for purposes of preparing the Budget.
finalize schedule of budget submissions from all committees on an annual basis.
recommend policy to the Board regarding financial budgeting and planning.
12.8 Ice Scheduling Committee:
(a) The Ice Scheduling Committee shall be chaired by the Director of Ice and shall consist of one (1) member of the House League Hockey Operations Committee and one (1) member of Representative Hockey Operations Committee, one (1) member of the Local League Operations Committee.
(b) The Ice Scheduling Committee shall:
assess the ice requirements for the Association and negotiate with the Town to meet these needs.
apportion the ice and times in a fair and equitable manner.
work with the Director of House League Hockey Operations and the Director of Representative Hockey Operations and Director of Local League in determining respective ice requirements.
present a report regarding Ice Scheduling to the Board.
recommend policy to the Board regarding Ice Scheduling.
12.9 Purchasing and Equipment Committee:
(a) The Purchasing and Equipment Committee shall be chaired by the Director of Purchasing & Equipment and shall consist of one (1) member of the House League Hockey Operations Committee, one (1) member of the Local League Operations Committee and one (1) member of Representative Hockey Operations Committee.
(b) The Purchasing and Equipment Committee shall:
i) submit to the Budget Committee in each year an estimate of revenues and expenditures of the Purchasing and Equipment Committee for the next fiscal year of the Association.
ii) recruit and train volunteers to perform the functions required for purchasing and equipment.
iii) maintain an inventory of all equipment owned by the Association.
iv) collect rental fees and security deposits for all goalie equipment leased.
v) solicit bids and purchase hockey equipment as required.
vi)maintain and repair all equipment owned by the Association.
vii) work with ad hoc Banquet Committee to solicit bids and arrange the purchase of awards.
viii) act as the Purchasing Agent for the Association with respect to all Association purchases.
ix) present a report regarding purchasing and equipment to the Board.
x) recommend policy to the Board regarding purchasing and equipment.
12.10 Parent’s Auxiliary Committee:
(a) The Parent’s Auxiliary Committee shall be chaired by the Direct of Fundraising and shall consist of at least 1 member from each of Representative, Local League and House Leagues plus any members of the association where possible or as approved by the board.
(b)The Parent’s Auxiliary Committee shall:
recruit and train volunteers to perform the functions required for fundraising for the Association.
actively pursue new fundraising projects for the Association.
manage and supervise current Association fundraising endeavours.
submit to the Budget Committee in each year an estimate of revenues and expenditures of the Parent’s Auxiliary Sponsorship Committee for the next fiscal year of the Association.
be responsible for managing the sale of IMHA goods and apparel.
may assist with league banquets at the direction of the Board.
present a report regarding fundraising activities to the Board.
recommend policy to the Board regarding fundraising and sponsorship.
12.11 Discipline and Ethics Committee:
(a) The Discipline Committee shall be convened as required to address discipline matters pertaining to any class of member referred to it by the Executive.
(b) Where the Board of Directors is advised or considers that a Member has:
i) breached, failed, refused or neglected to comply with a provision of the By-Laws, Rules of Operation or any resolution or determination of Executive; or,
ii) acted in a manner prejudicial to the objects and the interests of the Association and/or Hockey; or,
iii) brought the Association or Hockey into disrepute;
the Executive may commence disciplinary proceedings against that Member which may result in loss of privileges which come with membership including playing privileges, coaching privileges, voting privileges, and the opportunity to participate in IMHA activities and events, both present and future.
(c) All cases involving breaches of:
discipline by players and Members; and
safety issues/requirements,
must be brought before a Discipline Committee for review.
(d) The Chairperson shall:
for Representative League teams/officials/members be convened and Chaired by the Director of Representative League Hockey and consist of Executive members as appropriate.
for House League teams/officials/members be convened and Chaired by the Director of House League Hockey and consist of Executive members as appropriate.
for Local League teams/officials/members be convened and Chaired by the Director of House League Hockey and consist of Executive members as appropriate.
if required, call an advisor to interpret rules and regulation and that person will not be a voting participant.
provide a written summary within ten (10) days of all incidents dealt with by the Committee and forward to the Secretary.
12.12 Standing Committee Procedure
(a) Compliance
All Standing Committees shall comply with all bylaws, guidelines, Policies and procedures of the Association as determined by the Board of Directors or the Membership of the Association, from time to time, and also shall comply with all requirements of the OMHA, the OHF, the CHA, and, if applicable, any other hockey organizations with which Association teams are participating.
(b) Meetings
Each Standing Committee shall meet at the call of the Chair as required.
(c) Notice
Notice of all Meetings of Standing Committees shall be communicated to all Members of the standing committee at least seven (7) days prior to the Meeting, except that such notice may be waived by consent of all Members of the Standing Committee.
(d) Quorum
A quorum for a Standing Committee shall be a majority of the Members of the Standing Committee.
(e) Voting Rights
Each Member of a standing committee present at a Meeting shall be entitled to one vote; In the case of an equality of votes, the Chair shall have a second or casting vote.
(f) Minutes
Standing Committees shall maintain and keep minutes of their Meetings and shall report to the Board at regular intervals and at any other time upon request by the Board.
(g) Annual Report
Each Standing Committee shall prepare an Annual Report of the matters for which it is responsible to be presented to the Membership at the Annual General Meeting of the Association.
12.13 Sub-Committees and Ad Hoc Committees
(a) The Standing Committee procedure also shall govern the procedure of all sub-committees and ad
hoc committees of the Association.
(b) There may be such Ad-Hoc Committees and for such purposes as the Association may determine from time to time by motion. The existence of each such Ad Hoc Committee shall be terminated automatically upon:
i) the delivery of its report.
ii) the completion of its assigned task.
iii) a change in the membership of the Association by which its is constituted.
iv) a motion to that effect of the Association by which it was constituted; whichever first occurs.
13. EXECUTION OF DOCUMENTS
13.1 Execution of Documents
The Board may from time to time appoint any Officer or Officers or any person or persons on behalf of the Association, either to sign documents generally or to sign specific documents. The corporate seal of the Association, when required, shall be affixed to documents executed in accordance with the foregoing.
13.2 Books and Records
The Board shall ensure that all necessary books and records of the Association required by the By-laws of the Association or by any applicable statute are regularly and properly maintained and any contracts or agreements are filed for safekeeping.
14. FINANCIAL YEAR
14.1 The financial year of the Association shall terminate on the 31st day of May in each year.
15. BANKING ARRANGEMENTS
15.1 Banking Resolution
The Board shall designate, by resolution, the officers and other persons authorized to transact the banking business of the Association, or any part thereof, with the bank, trust company, or other corporation carrying on a banking business that the Board has designated as the banker of the Association, to have the authority to set out in the resolution, including, unless otherwise restricted, the power to:
(a) operate the accounts of the Association with a bank or a trust company.
(b) make, sign, draw, accept, endorse, negotiate, lodge, deposit or transfer any of the cheques, promissory notes, drafts, acceptances, bills of exchange and orders for the payment of money.
(c) issue receipts for and orders relating to any property of the Association.
(d) authorize any officer of the bank or trust company to do any act or thing on behalf of the Association to facilitate the business of the Association.
15.2 Deposit of Securities
The securities of the Association shall be deposited for safekeeping with one or more banks, trust companies or other place or places of safekeeping to be selected by the Board. Any and all securities so deposited may be withdrawn, from time to time, only upon the written order of the Association signed by such officer or officers, agent or agents of the Association, and in such manner as shall be determined from time to time by resolution of the Board, and such authority may be general or confined to specific instances. The institutions which may be so selected as custodians of the Board shall be fully protected in acting in accordance with the directions of the Board and shall in no event be liable for the due application of the securities so withdrawn from deposit or the proceeds thereof.
16. BORROWING BY THE ASSOCIATION
16.1 Borrowing Power:
Subject to the limitations set out in the Letters Patent, Supplementary Letters Patent, By-laws or Policies of the Association, the Board may by Resolution authorize the Association to:
(a) borrow money on the credit of the Association.
(b) issue, sell or pledge securities of the Association.
(c) charge, mortgage, hypothecate or pledge all or any of the real or personal property of the Association, including book debts, rights, powers, franchises and undertakings, to secure any securities or any money borrowed, or other debt, or any other obligation or liability of the Association.
16.2 Borrowing Resolution
From time to time, the Board may authorize any Director or Officer of the Association or any other person to make arrangements with reference to the monies so borrowed or to be borrowed and as to the terms and conditions of any loan, and as to the security to be given therefore, with power to vary or modify such arrangements, terms and conditions, and to give such additional security as the Board may authorize, and generally to manage, transact and settle the borrowing of money by the Association.
17. NOTICE
17.1 Computation of Time
In computing the date when notice must be given under any provision of this By-law requiring a specified number of days' notice of any Meeting or other event, the date of giving the notice is included, unless otherwise provided.
17.2 Omissions and Errors
The accidental omission to give notice of any Meeting of the Board or Members or the non-receipt of any notice by any Director or Member or by the auditor of the Association or any error in any notice not affecting its substance does not invalidate any resolution passed or any proceedings taken at the Meeting. Any Director, Member or the Auditor of the Association may at any time waive notice of any Meeting and may ratify and approve any or all proceedings taken thereat.
17.3 Method of Giving Notice
Whenever under the provisions of this By-law of the Association, notice is required to be given, such notice may be given either personally or by telephone or by depositing same in a post office or a public letter box, in a postage paid sealed envelope addressed to the Director, Officer or Member at his or her address as the same appears in the records of the Association. Any notice or other documents so sent by mail shall be deemed to be sent at the time when the same was deposited in a post office or public letter box as aforesaid. For the purposes of sending any notice, the address of any Member, Director or Officer shall be his or her last address in the records of the Association.
18. PASSING AND AMENDING BY-LAWS
18.1 The Board and a member in good standing may recommend amendments to the By-laws of the Association from time to time, to the Membership.
18.2 If the Board intends to discuss amendment of the By-laws of the Association at a Board Meeting, written notice of such intention shall be sent by the Secretary to each Director not less than ten (10) days before such Meeting. Where such notice is not provided, any recommendation to amend the By-laws may nevertheless be moved at the Meeting and discussion and voting thereon adjourned to the next Meeting for which written notice of intention to pass or amend such By-laws shall be given.
18.3 (a) A By-law or an amendment to a By-law recommended by the Board shall be presented for adoption at the next Annual General Meeting of the Members of the Association. The notice of such Annual General Meeting shall refer to, describe and explain the By-law or amendment(s) to the By-law to be presented at the Meeting of the Members.
(b) A motion to amend the By-laws recommended by the Board or proposed by a Member at a General Meeting of Members called for that purpose must be approved by a two-thirds vote of the Members present at such General Meeting.
(c) The Members at the General Meeting of Members may confirm the proposed By-law or amended By-law as presented or amend or reject the proposed By-law or amended By-Law.
(d) Any Amendment to the By-laws by a member must be in writing, signed by a member in good standing and received by the Secretary of the Association 30 days prior to the Annual General Meeting.
(e) All members in good standing shall have access to any proposed amendments to the By-laws, seven (7) days prior to the Annual General Meeting at a place as stated in the original meeting notice.
19. REPEAL OF PRIOR BY-LAWS
19.1 Repeal
All prior By-laws of the Association, including the document entitled the "Constitution" of the Association are hereby repealed.
19.2 Proviso
The repeal of all prior By-laws of the Association shall not impair in any way the validity of any act or thing done pursuant to any such repealed by-law.
20. RULES OF PROCEDURE
20.1 The Rules contained in the most current edition of "Procedures for Meetings and Organizations" by M.K. Kerr and Hubert W. King shall govern the rules and procedures to be used in conducting the Meetings and affairs of the Association in all cases to which they are applicable, and in which they are not inconsistent with the By-laws or other governing documents or laws affecting the Association.
21. EFFECTIVE DATE
21.1 This By-law shall come into force without further formality upon its enactment after approval by the Members of the Association as hereinbefore set out.
The foregoing By-law No. 1 is hereby enacted, ratified, sanctioned, confirmed and approved without variation by the affirmative vote of the Members of the Association at a General Meeting of the Members of the Association duly called and held at in the Town of Innisfil, Ontario, and at which a quorum was present on the day of , 2008.
Per:___________________ Per:_______________________
IMHA President IMHA Secretary
Created by: Sue Wood -- Last updated:Feb 24, 2009
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