Document History:
1) Bylaws and Regulations, as were previously referenced in the Constitution, were established by a general membership vote June 21, 2005 at the Annual General Meeting.
2) The copy for this document came directly from the Constitution, which by general membership vote, had its contents split between the Constitution and this document. It was then reformatted.
3) Amendments to the copy moved from the Constitution were voted in at the June 21, 2005, at the AGM.
1.1. Voting
1.1.1. If a position has more than one person nominated, the nominees shall leave the room for the vote.
1.2. Eligibility
1.2.1. Any member of the Executive, Officials, or Referees can be associated with a KGHA team or committee in any capacity.
1.3. Duties
1.3.1.1. Will assume office on the date that a new President is elected to succeed his/her term of office as President.
1.3.2.1. Specific duties of the Vice President include the development and maintenance of the Constitution, Bylaws and Regulations, and the documentation of procedures for all aspects of the Association.
1.3.2.2. To hear and render decisions regarding any:
a) disciplinary matters per the ODWHA Code of Discipline; and
b) protests and subsequent appeals duly registered.
1.3.2.2.1. If the Discipline Coordinator is involved personally or with the team on which his / her daughter plays, then the executive will appoint a new chairperson that is not involved.
1.3.3.1. To maintain an official copy of the minutes of meetings held by each Vice-President and ensure that copies of these minutes are circulated by the subordinate secretary(s) to member Convenors/Coaches by the next scheduled meeting.
1.3.3.2. To maintain a complete up-to-date list of all the Association’s Executive members, their addresses and telephone numbers, and any other necessary information.
1.3.3.3. Prepare mail and maintain a file of all the Association’s internal and external correspondence, providing the President with a copy of each letter.
1.3.3.4. All Bylaws, Constitution, and Code of Discipline changes to be amended annually.
1.3.4.1. To collect and deposit all monies within a reasonable period of time in a local chartered bank selected to handle the Association’s account.
1.3.4.2. To be responsible for the disbursement of all monies, ensuring that all disbursements are supported by acceptable receipts. All expenditures over $2,500 require Executive approval.
1.3.4.3. To ensure that all other disbursements are made by cheque signed by the two persons being the Treasurer and the President with a Vice-President as the alternate signee signing for the President or Treasurer when necessary.
1.3.4.4. To report all receipts and disbursements to the Executive at periodic Executive meetings as arranged by the President a) one prior to the Annual General Meeting b) a final one at close of the current season’s financial transactions; and c) such other(s) as directed by the President
1.3.4.5. Any other duties assigned by the President.
1.3.4.6. To assume the duties of the Secretary in his/her absence.
1.3.4.7. To be responsible for the proposal and co-ordination of fund raising events.
1.3.5.1. To submit all required lists and forms to ODWHA and OWHA before required dates.
1.3.5.2. To maintain all team lists and co-ordinate a waiting list of players.
1.3.5.3. Publish team coverage lists by November 30th annually.
1.3.5.4. Notify Executive and Members of registration procedure infractions, game reporting infractions and team fines.
1.3.6.1. Specific duties of the Communications Coordinator include: Webmaster, general membership email list, Executive email addresses, KRC bulletin boards, advertising, media relations, general membership surveys other than coach evaluations.
1.3.7.1. To be responsible to the Referee-in-Chief of the ODWHA.
1.3.7.2. To arrange for a minimum two (2) referees, with current NRCP certification, for each scheduled game, by establishing liaison as necessary with the ODWHA Referee-in-Chief through the Association Convenor.
1.3.7.3. To arrange for the monitoring and reporting to the Executive of the caliber of the refereeing at a cross-section of Association games.
1.3.8. Tournament Coordinator
1.3.8.1. Will establish a pre-Tournament budget and submit to the Treasurer for his/her input and presentation to the Executive for support.
1.3.8.2. The objectives of the Tournament are as specified in the Bylaws of the KGHA.
1.3.9. Director House League
1.3.9.1. Duties include, but not limited to, the following:
(a) Determination of teams for the upcoming season
(b) Coach selection
(c) Coordination of team sort-outs
(d) Determination of required development programs
1.3.10.Director Competitive Division
1.3.10.1. Duties include, but not limited to, the following:
(a) Determination of teams for the upcoming season
(b) Coach selection
(c) Coordination of team try-outs
(d) Determination of required development programs
1.3.11.Director Senior Division
1.3.11.1. Duties include, but not limited to, the following:
(a) Determination of teams for the upcoming season
(b) Coach selection
(c) Coordination of team sort-outs
(d) Determination of required development programs
1.3.12.1. Specific duties of the Volunteer and Special Events coordinator include planning and management of the AGM, GM’s, and year end banquet. The member will also develop and maintain a list of members offering to volunteer their services, and when requested by other Executive in need of volunteers for their activities, including tryouts, tournaments, picture day, etc. shall coordinate the filling of the positions.
2.1. Suspensions
2.1.1. Any member who is suspended or removed from their position for any reason may appeal their case to the Association’s Executive by giving written notice to the Secretary within five (5) days of the suspension notice.
2.1.2. Any member requesting a review of their suspension or removal from their position must be notified five (5) days in advance of the date set for the Executive appeal meeting. No further appeals will be entertained if the suspended member of the Executive fails to appear on the date and within fifteen (15) minutes of the time set for the Executive appeal meeting.
3.1. Player Registration Fees.
3.1.1. All player registration fees will be decided and paid directly to the KGHA. The fees will be used for operating expenses incurred by the KGHA. NOTE: Fees for referees for all Divisions are included in the Team Registration fee to the ODWHA.
3.2. Registration Fee.
3.2.1. Registration fees consist of but are not limited to:
a) administration expenses (mailing, photocopying, phone calls, etc.),
b) costs of crests, trophies, awards,
c) performance bond
d) ODWHA Team Registration fee and OWHA Player and Personnel registration and insurance,
e) referee costs for league, playoff and Provincial playdown games
f) ice costs, and
g) equipment (sweaters, goalie pads, etc.)
3.2.2. The amount of the registration fees and payment schedule shall be determined by the Executive annually.
3.2.3. Payment of team registration fees are due before the first league game of the playing season.
3.3. Players
3.3.1. Players residing in Kanata and surrounding district may play on the team of their choice if numbers and skill level allow,. The team must be her age category or higher subject to the approval of the Executive.
3.3.2. All registration and pre-registration forms for girls under 18 must be signed by the parent or guardian. All players are required to complete a KGHA registration form.
3.3.3. Participation of players is restricted to one KGHA team at a time per playing season subject to player movement and player release clause.
3.3.4. When there are more applications than teams available for players a reserve list (subject to approval by the parents or guardians) shall be maintained by the KGHA. Every effort will be made by the KGHA to find a team for each player.
3.3.5. An underage player whose skills are well above the average for her age group may be permitted to play in a higher age group subject to Executive approval.
3.3.6. An overage player lacking in skills average to a given age group may be permitted to participate as a player in a lower age group. Overage players must be identified as such on the team registration list with the reason for this placement noted. The intent of the overage player exception is to introduce the game of hockey to girls who have not previously experienced ice hockey. However, players are required to play within their proper age categories in all other cases. Approval of the ODWHA Executive and KGHA Registrar is required for all overage players. Request for review of overage players must be submitted by the KGHA convenor for consideration by the ODWHA Executive within the timeframe specified by the ODWHA, for the current playing season.
3.4. Teams
3.4.1. Team lists to include full name, address, telephone number, medical insurance number, and player birth date will be submitted to the Association Registrar prior to the first league game. The goalies are to be identified on the team lists. Team lists are to be on the OWHA team registration form, or alternate provided by the Association and a copy of each player’s registration form must accompany the team list. These will be kept amended as necessary.
3.4.2. KGHA team registration forms (or copies) must also be submitted to the ODWHA Registrar for those teams registering in the ODWHA.
3.4.3. In no case may a player participate in league play unless a) the player registration form is submitted to the Registrar before the game, or b) the Registrar or Secretary is notified by phone of the addition/switch, in which case, the player registration form must be submitted within three (3) days. Players not duly registered through submission to the Registrar on team lists shall be deemed to be ineligible players for league games. The team shall be subject to forfeiture of any league games where such ineligible player participated.
3.4.4. Team lists must be finalized by the dates set forth by the OWHA and ODWHA (for teams registered with the ODWHA). After this date annually, new registrations can be added to team lists in accordance with the OWHA and ODWHA rules. Exceptions due to extenuating circumstances will be reviewed and decided upon by the OWHA and the KGHA Executive.
3.4.5. The maximum number of players that can be registered on a team is 19 (which includes 2 goalies) and must be consistent with OWHA regulations).
3.5. Player Releases.
3.5.1. When a player wishes to change teams after the beginning of the season, the coach or manager of the team she is leaving must notify the Registrar that they agree to release the player. This notification can initially be by phone but must be followed up with a written notice of release. The team to which the player is moving must notify the Registrar prior to the player participating in a league game and a new registration form must follow within three (3) days. The player cannot play in a league game until both release and re-registration notices have been received by the Registrar.
3.6. Player Movement
3.6.1. Player movement from one level to a higher level is allowed as set forth in the ODWHA Constitution or the league in which the team plays in.
3.6.1.1. Unless otherwise authorized by the ODWHA Executive, upward movement of players may only occur within teams falling under ODWHA.
3.6.1.2. No individual player is allowed to play at higher level more than (4) games or ¼ of the number of regular ODWHA league games, whichever is greater, during the season.
3.6.1.3. c) A team may not bring up from a lower level more than three (3) affiliate players for any given game to a total team strength of 12 players.
3.6.1.4. Upward movement of players to a maximum of 12 players including goalies in playoffs can only occurr if any of the following two (2) conditions are met and officially accepted (inadvance of the game to be played) by the ODWHA Executive:
3.6.1.4.1. to replace an injured player who will, if required by ODWHA Executive, provide proof of medical advice indicating she can’t play in a particular game.
3.6.1.4.2. To replace a player who has permanently left the Ottawa District (not simply quit the team).
3.6.1.4.3. NOTE: The above permitted situations (i) and (ii) do not permit a team to simply add and additional player to the roster. Also, upon return of the injured player to the team, the replacement player would no longer be eligible since situation (i) would no longer exist.
3.6.1.5. In recognition of the shortage of goalies, teams needing to bring up affiliated goalies for more than four (4) games or more than one-quarter of the number of regular ODWHA league games may appeal and request an extension from the ODWHA Executive. Such extensions to the four (4) game or one – quarter number of game movement limit will only be granted in cases of injury, illness, or other extenuating circumstances.
3.6.2. In the event that a goalie from a lower level is not available, the ODWHA Executive may approve the use of a goalie from the same level under the following circumstances.
i) to replace an injured or ill goaltender upon proof of a medical
certificate; or
ii) under extenuating circumstances
iii) a goalie from the same level may not play for the same team more than three (3) times.
3.6.3. Player Movement Procedures.
3.6.3.1. In all cases of intended use of affiliated players, the following procedure will apply:
a) The receiving coach (coach intending to use affiliated player) will first approach the affiliated team coach for permission to approach a selected affiliate player.
b) Permission being granted, the player in question will be contacted to confirm her willingness to play, with the advice that her team coach has approved her participation if interested.
c) The receiving coach (coach intending to use affiliate player) will then immediately advise the affiliate coach of the player’s decision(s).
d) The game sheet will be completed as set forth in the ODWHA and OWHA Constitutions.
4.1. All Playing Rules and Regulations are as per Hockey Canada and amended by the ODWHA and OWHA.
ARTICLE IV - MISCELLLANEOUS.
5.1. All Association awards/trophies will be decided by the Executive of the playing season concerned.