CAROLINE MINOR HOCKEY ASSOCIATION
BY-LAWS
BY-LAW I This Association is the governing body for all MINOR HOCKEY in the village of Caroline and the South Clearwater Recreation Area. This organization’s teams shall abide by the rules set down by the League(s) the teams are associated with.
BY-LAW II The Executive shall consist of President, Vice-President, Secretary, Treasurer, Registrar, Fundraising Coordinator, Referee Coordinator and Promotions/Equipment Manager. Board of Directors shall consist of the Executive PLUS Assistant Managers (one per Team).
BY-LAW III Duties of the Executive:
1) GENERAL
i. The executive shall be responsible to the general membership and shall have full control and management of the Association within the By-Laws. To serve in the best interest of the majority of the members. Executive members must be current Association Members. Only one member of a family can have signing authority at one time.
ii. Should a vacancy occur during the year the executive shall be empowered to appoint a member of the organization to fill that position for the balance of the term. One person can only hold one executive position per term.
2) PRESIDENT
i. President shall be an ex-officio member of all committees.
ii. Shall preside at all meetings and in his or her absence, Vice-President shall preside.
iii. President shall have no signing authority and no vote unless a tie break is required.
iv. If feasible, preferred that the Vice-President become President the next term to ensure continuity of the program.
Two year term.
3) VICE-PRESIDENT
i. Shall preside at all general and special meetings of the Association and all meetings of the Executive in the absence of the President.
ii. Shall accept responsibility for the supervision of those committees.
iii. Shall have co-signing authority.
Two year term.
4) SECRETARY
i. Shall be responsible for all books and minutes of all meetings of the Association.
ii. He/She shall also conduct correspondence on behalf of the Association.
iii. Shall have co-signing authorities.
iv. Required to make an agenda for all meetings based on last meeting minutes.
v. Consultation with President and any appointments made.
Two year term.
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5) TREASURER
i. Keep record of all monies received and disbursed.
ii. Present at each annual meeting, a report on each years operation and duty audited statement of the Association.
iii. Have co-signing authority.
iv. Help with registration.
v. Must present a budget at the Spring/Fall General meeting.
Two year term.
6) REGISTRAR
i. Shall be responsible for coordinating registration of all players under the jurisdiction of the Association.
ii. See that all teams are registered on time with Hockey Alberta.
Two year term.
7) ASSISTANT MANAGERS
i. Each team is to provide one representative from their team to serve as a Assistant Manager on the Board of Directors.
ii. Will attend all Board of Directors meetings as a duly appointed representative of their team. For missed meetings by a Assistant Manager who has agreed to represent their team as a member of the Board of Directors please see By-Law III # 11
iii. Will report back to their team all information from meetings to their team.
iv. Acting treasurer for their team.
v. Acting fundraiser for their team, reporting to the Fundraising Coordinator.
One year term.
8) FUNDRAISING COORDINATOR
i. Shall be responsible for coordinating fundraising events for Caroline Minor Hockey.
ii. Present at each Executive meeting with reports on any fundraising events.
iii. Work with Caroline Minor Hockey teams through their Assistant Managers.
Two year term.
9) PROMOTIONS COORDINATOR/EQUIPMENT MANAGER
i. Shall be responsible to maintain, upgrade and manage all equipment owned by, rented or borrowed by Caroline Minor Hockey.
ii. Will report status of equipment at all Board of Directors meetings.
iii. Shall be responsible for setting up and maintaining a website for all of Caroline Minor Hockey as well as any newspaper advertisements.
iv. Shall be responsible for finding sponsorship for equipment.
v. Shall be responsible for finding promotions and opportunities for each team. Two year term.
10) REFEREE COORDINATOR
i. Shall be responsible to coordinate referees for teams at all levels of Caroline Minor Hockey.
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ii. Report business of this position and attend all Board of Directors meetings.
Two year term.
11) MISSED MEETINGS
Any executive/director missing two consecutive meetings will be replaced at the discretion of the executive. Extenuating circumstances will be taken into consideration.
BY-LAW IV All game protests must be filed with the Executive in WRITING within 24 hours after the game with the cash or certified cheque for the required amount, plus additional cost such as fax charges. Any reimbursement of this cost will be at the discretion of the Executive.
BY-LAW V Players on all Caroline Minor Hockey teams shall complete and return official registration forms as set out by the Caroline Minor Hockey Association each year. Caroline Minor Hockey Association shall provide competition for teams between the ages of 3 and 17. Said groups will be broken down into C.A.H.A or A.H. Classifications.
Permission to Try-Out- Before being granted any Notification of Try Out or Permission to Try Out all players must first be registered with Caroline Minor Hockey. Player Movement is permitted for the purpose of tryouts for AA or Elite Stream hockey. Refer to Hockey Alberta Regulation #5 – Player Movement – which outlines all criteria for Player Movement and Permission to Try Out. Player Movement and Permission to Try- Out, only pertains to Peewee, Bantam, and Midget. Players that do not make the team tried out for, he/she return to Caroline Minor Hockey for the season. Roster spots on Caroline Minor Hockey will not be guaranteed for players that go for tryouts. A permission to try out may be refused according to HA Regulation #7.5. In the case where Caroline Minor Hockey cannot field a team for their age group, please refer to HA Regulation #7.6.
Late Try Out- When we have enough players to have two teams in one category
and a player registers after the try outs have been completed and the Rep team
has been selected he will be provided with a suitable try out to determine his/her
placement, taking into consideration team numbers.
BY-LAW VI REFEREES
Referees to be registered with the Referee Division of Hockey Alberta.
BY-LAW VII MEMBERSHIP, FEES AND PAYMENT OF
a) Caroline Minor Hockey Association is made up of a broad based volunteer membership. Membership is open to the general public.
b) Association and Volunteer Commitment Fee shall be set each year at the Spring or Fall general meeting.
c) A fee commitment must be made to Caroline Minor Hockey at registration. Fee structure to be determined annually by elected executive and brought forth at a general meeting.
d) Any NSF cheque will result in the loss of chequing privileges; the person must pay in cash and must pay the Bank NSF charges.
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e) If fees are in arrears all Association privileges will be suspended until satisfactory payment or arrangements are made. If no arrangements are made the following steps will be take:
1. Treasurer will notify person in arrears.
2. Registered letter of notification.
3. Executive will meet with the Parent(s) or Guardian.
4. Team Coach/Manager will be notified of the players Suspension from the Association.
f ) Any member wishing to withdraw from membership may do so upon notice
in writing to the board through its Registrar.
BY-LAW VII-I AUDIT OF ACCOUNTS
The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the association elected for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by the auditors at the Annual Meeting of the association. The fiscal year of the association in each year shall be June 1 to May 31.
The books and records of the association can be inspected by any member of the association at the Annual Meeting or at any time upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.
BY-LAW VII-II REMUNERATION
Unless authorized at any meeting and after notice for same shall have been given, no officer, member, or director of the association shall receive any remuneration for his/her services.
BY-LAW VII-III BORROWING POWERS
For the purpose of carrying out its objects, the association may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the association and in no case shall debentures be issued without the sanction of a special resolution of the association.
BY-LAW VII-IV DISSOLUTION
Upon dissolution of the association any assets remaining after debts and liabilities shall;
a. be disbursed to an eligible charity or religious groups or purpose; or
b. be transferred in trust to a municipality until such time as the assets can be transferred from municipality to a charity or religious group or purpose approved by the Board.
BY-LAW VIII VOLUNTEER HOURS AND OTHER FUNDRAISING
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Volunteer hours will be reviewed annually by the executive and brought forth at a general meeting.
If a member is unable to fulfill their commitment at any event they must find a suitable replacement themselves. If they do not find a suitable replacement and choose to ignore that commitment, a replacement will be found for them at their cost. Caroline Minor Hockey will bill the member a fair hourly wage for their replacement. This amount will be deducted from any bond remaining.
OTHER FUNDRAISING
Any fundraising (except Fund Raising Committee) or soliciting for donations must be presented in writing to the executive for approval. The written form must include:
a) Method of Fund Raising.
b) Expected profit or ceiling amount of donations.
c) Reason this money is being raised. Money must be turned in accompanied by a financial sheet and will be paid out by cheque according to the written application. Any individual or team that fund raises outside the guide lines set forth is ineligible for any Association benefits. This is to ensure that all fund raising done under the Association name has the sanction of the Association to better the development of Hockey.
BY-LAW IX PROVINCIALS
PROVINCIAL FUNDING
a) To be eligible for funding the team must be participants in Provincials or Provincial Tournament Hosts.
b) The amount a team can receive will be determined by the executive based on the financial position of the Association for that season
c) Arrangements for extra expenses arising from a team qualifying to attend a Provincial Tournament must be finalized before attending the tournament. No funding will be extended after the fact. Example: Team jackets-by wearing one to provincials the player is promoting our Association and Community.
BY-LAW X TOURNAMENTS
Each team is expected to host a tournament. Each tournament is to pay for itself and make a profit.
BY-LAW XI OTHER ORGANIZATIONS
No organization can operate under the pretence of the Caroline Colts Minor Hockey Association.
BY-LAW XII QUORUM
a) GENERAL MEETING- Quorum for a general meeting will be 7.
b) EXECUTIVE MEETING- Quorum for an Executive meeting will be 4.
c) BOARD OF DIRECTORS- Quorum for a Board of Directors meeting will be 5
BY-LAW XIII CHANGING OF CONSTITUTION AND BY-LAWS.
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a) Constitution- Changes must be read at one general meeting, advertised before and voted on at the next General Meeting. Must be passed by two-thirds majority of those present, providing there is a quorum present.
b) By-Laws- Changes may be read at one Executive or General Meeting and may be voted on at the next General Meeting. Must be passed by two-thirds majority providing there is a quorum present.
BY-LAW XIV MEETINGS & YEAR
a) Executive meetings will be held monthly during Hockey Season at the Kurt Browning Complex and as needed during the summer. In order for another person to attend an Executive meeting they must contact the Secretary and be placed on the agenda and may attend the meeting only during their case.
b) General Meetings will be held as close to the commencement of the Hockey Season as viable and when required throughout the season. Annual General meeting will be held after the end of the current playing season.
c) The fiscal year will be from June 1 to May 31.
BY-LAW XV TEAM STAFF
a) Coaches will be chosen by the Executive based on qualification, experience and personality from the applications received. The team parents may appeal the selection to the Executive by majority and the Executive will honor the parent’s recommendation.
b) Assistant Coaches will be chosen by the Head Coach with recommendations from the Executive. The team parents may appeal the selection to the Executive by majority and the Executive will honor the parent’s recommendation.
c) Managers will be chosen by a team parent vote.
d) Team Assistant Managers will be chosen by a Team Parent vote.
BY-LAW XVI GRIEVANCE FORMAT
If a problem occurs during current hockey season the following steps must be taken:
a) Take the problem up with your Manager, who will consult with the Head Coach. If things cannot be solved at this level then….
b) Make an appointment with the President or contact Secretary to be placed on the agenda of the next Executive Meeting.
BY-LAW XVII CAROLINE MINOR HOCKEY BOUNDARIES
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MEMBER ASSOCIATIONS: CAROLINE & ROCKY MOUNTAIN HOUSE
Caroline and Rocky Minor Hockey Associations agree to the following boundaries where their Associations border each other.
On Caroline’s North boundary and Rocky Mountain House’s South Boundary
Commencing at the south east corner of section 10, township 38, range 5, west of the 5th Meridian proceed west to south east corner of section 10, township 38, range 6, go south to south east corner, section 34, township 37, range 6, proceed west to north east corner, section 30-37-6 W5, proceed south (1/2 mile) to south east corner of north east 30-37-6 W5, proceed west (1 mile) to south west corner of north west 30-37-6 W5, proceed to south east corner, section 25, township 37, range 7, proceed west to national park boundaries.
MEMBER ASSOCIATIONS: CAROLINE & ECKVILLE
Caroline and Eckville Minor Hockey Associations agree to the following boundaries where their Associations border each other.
On Caroline’s east boundary and Eckville’s west boundary.
Commencing at the south east corner of section 10, township 38, range 5, west of the 5th meridian, proceed south to the south east corner, section 27, township 37, range 5, proceed east to the south east corner, section 25, township 37, range 5 west of the 5th meridian.
MEMBER ASSOCIATIONS: CAROLINE & SPRUCE VIEW
Caroline and Spruce View Minor Hockey Associations agree to the following boundaries where their Associations border each other.
On Caroline’s east boundary and Spruce View’s west boundary.
Commencing at the south east corner of section 25, township 37, range 5, west of the 5th meridian, proceed east to the south east corner, section 28, township 37, range 4, west of the 5th meridian, proceed North to south east corner of section 4, township 38, range 4 west of the 5th meridian, proceed east to south east 1, township 38, range 2 west of the 5th meridian (meets Eckville/Sylvan Lake boundary).
Original: 1983
Revised: April 22, 1993, Approved April 27, 1993
Revised: April 21, 1994, Approved: September 7, 1994
Revised: September 28, 1998, Approved: September 30, 1998
Revised: April 06, 2009, Approved:
Revised: Oct 13, 2012, Approved: Oct 15, 2012
Revised: March 7, 2013, Approved: March 18, 2013
Revised: September 11, 2013, Approved: September 11, 2013
Revised: April 9, 2014, Approved: April 9, 2014
Revised: April 13,2016
Revised: April 16, 2018