CONSTITUTION
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. At that time, copy previously found in the Constitution that were better suited to Bylaws and Regulations, were removed.
2) Amendments to the Constitution were voted in at the June 21, 2005, at the AGM.
Whereas the KGHA is a voluntary Association of members and individuals established to promote and foster amateur girls’ hockey throughout the Kanata district.
And, whereas it is declared that one of the purposes of this Constitution and the Association’s bylaws, regulations and rules shall be to confer on the KGHA and its Executive all of the rights, responsibilities and powers of a fully self-governing, non-profit organization;
Now therefore be it enacted:
1.1 Title/Name.
This organization shall be called the Kanata Girls Hockey Association (KGHA).
1.2 Objectives.
1.2.1 The object of the Kanata Girls Hockey Association (hereinafter referred to as the Association) is to provide a recreational hockey program open to all girls and women of hockey playing age in the Kanata District who otherwise would not have the opportunity to play organized hockey indoors. The Association shall be carried on without purpose of monetary gain for its members. Any profits or other accretions to the Association shall be used for promoting its objectives.
1.2.2 Without limit to the foregoing the KGHA will foster, encourage and improve all organized amateur girls’ hockey within the Kanata District. The KGHA will provide instruction and competition for all registered players while providing an atmosphere wherein good character and sportsmanship, team spirit and life skills on the part of the players, parents, coaches and Executive can be fostered.
1.2.3 Membership fees shall be set, and programs shall be developed and delivered, with the objective of providing equitable value to all members.
1.3 Status.
1.3.2 The Association is the governing body of amateur hockey for girls and women who are “bona fide” members of the Association within the area to be defined as the Kanata District.
1.4 Definitions.
1.4.1 “Kanata District” shall mean the western portion of the City of Ottawa, west of what was formerly known as Nepean, including the areas formerly known as Kanata, West Carleton, and Goulbourn.
1.4.2 “Division” shall be that group of teams comprised of players within a specified age group. The age groupings shall be consistent with those defined by OWHA.
1.4.3 “Playing Rules” shall comprise the Hockey Canada (HC) Playing Rules supplemented by the ODWHA and OWHA.
1.4.4 “Executive Member” refers to an incumbent filling a position on the KGHA Executive or as an appointed official of the Executive.
1.4.5 “HC” refers to Hockey Canada.
1.4.6 “ODWHA” refers to Ottawa District Women’s Hockey Association.
1.4.7 “OWHA” refers to Ontario Women’s Hockey Association.
1.4.8 KGHA “Member” shall be defined as a registered player, and for non-Senior players, a registered player’s parents (2) and/or guardians (2). Each family with a registered player or players shall be entitled to the same number of association votes as the number of registered players in that family.
1.4.9 “Signing Officers” are the Treasurer and the President, and if necessary on behalf of the Treasurer or President, or if the Association at the time is without a Treasurer or President, the Vice-President will serve as an alternate signatory.
1.5 Affiliations.
The Association is itself a member of OWHA. The KGHA must register and insure their players with the OWHA; the KGHA will then be subject to the pertinent rules and regulations of the OWHA in respect of tournaments and Provincial playdowns. The KGHA may register their players with the ODWHA; the KGHA will then be subject to the pertinent rules and regulations of the ODWHA in respect of league and playoff games.
1.6 Composition.
Any girls or women may be, upon review and approval by the Executive, admitted as a member of the Association or withdraw therefrom on compliance with the Constitution requirements. Such membership will be governed by the terms and conditions prescribed in the Constitution, Bylaws, and Regulations of the KGHA. The Executive will determine the number of and level of teams to be carried by the KGHA and submitted to the ODWHA in the fall of each year.
1.7 Changes to Constitution.
The Association at any Annual General Meeting may adapt, amend, revise or repeal any portion of this Constitution or governance of this Association in accordance with the procedures prescribed in Articles 1.8 and 5.4.
1.8 Bylaws and Regulations.
The KGHA may, at any General Meeting, by a three-quarter majority of those present and eligible to vote i.e. at least 75% “for” versus 26% “against”, establish Bylaws and Regulations governing among other things the conduct of the meetings, voting, elections, duties of an executive, playing rule variations, conditions for membership, tournaments, playoffs, conduct and conditions of appeals/protests, and without being limited by the foregoing, Bylaws concerning such matters as properly fall within the jurisdiction of the KGHA.
1.9 Policy.
The Executive, by majority vote of the Executive, may develop policy relating to the responsibilities and acceptable conduct and activities of members, Executive, team officials, and teams, without being limited by the foregoing.
ARTICLE II – MEMBERSHIP.
2.1 Executive.
The Executive shall consist of elected positions as follows:
a) Immediate Past President
b) President
c) Vice-President
d) Secretary
e) Treasurer
f) Registrar
g) Communications Coordinator
h) Equipment Coordinator
i) Development Coordinator
j) Fundraising
k) Director, Senior Division
l) Ice Scheduler
m) Director, House League Division
n) Director, Competitive Division
o) Competitive Tournament Coordinator
p) House Tournament Coordinator
q) Volunteer and Special Events Coordinator
2.1.1 The Executive shall be elected at the annual General meeting of the Association.
2.1.2 Should a vacancy or vacancies occur in the Executive elected by the KGHA members, any Executive member may fill such vacancy or vacancies.
2.1.2.1 Should the vacancy, or vacancies, be filled by a current elected member of the Executive, the term of the member serving in the position shall not exceed the term for which the member was elected.
2.1.2.2 Should the vacancy, or vacancies, be filled by someone other than an elected member of the Executive, that member shall serve on the Executive until the next Annual Meeting if qualified for that position, or until such time as the Executive is able to recruit or train someone that meets the qualifications, who will then serve until the next Annual Meeting.
2.1.4 All members of the Executive may vote on any issue. The presence of five or more Executive shall constitute a quorum for meetings and must include the President or Vice-President.
2.1.5 Executive roles, qualifications, and their primary responsibilities shall be defined in the Constitution, with specific Executive duties detailed in the Bylaws and Regulations.
2.1.6 Only qualified individuals may run for positions as defined by the Constitution for positions requiring qualifications on the Executive. Executive qualifications shall be reasonable, with at least 10 members having such qualifications.
2.1.7 A member of the Executive, with cause, may be suspended or removed from the Executive by a 75% majority vote of the other members of the Executive.
2.2 Committees.
2.2.1 The Executive may setup Committees as deemed necessary.
2.2.2 The duties additional to those contained in this Constitution will be directed by the Executive.
2.2.3 Such voluntary committees will be responsible to the Executive.
2.3 Terms of Membership of Executive and Committees.
2.3.1 A member of the Association serves voluntarily in an elected position on the Executive or one of the committees established by the Executive.
2.3.2 A member of the Executive, with cause, may be suspended or banned from the Association, or certain activities, by a 75% majority vote of the Executive.
ARTICLE III – DUTIES AND RESPONSIBILITIES.
3.1 Immediate Past President.
3.1.1 To be the advisor to the President.
3.2 President.
3.2.1 Shall preside at all meetings of the Executive, and at all General Meetings of the Association.
3.2.2 To be responsible for ensuring that the duties of all the Executive members are fulfilled properly.
3.2.3 To be responsible for the complete well being and operation of the Association.
3.2.4 Shall be Ex-Officio member of all committees.
3.2.5 Shall not vote except in the case of a tie when s/he shall cast the deciding vote.
3.2.6 To be nominated for KGHA President, a candidate must have had previous experience serving on the Executive of a youth hockey association.
3.3 Vice-President.
3.3.1 To assume the duties of the President if the President is unable to do so due to illness or prolonged absence.
3.3.3 Chairperson to initially screen any protests and subsequent appeals duly registered.
3.3.4 To over see Risk and Safety Management.
3.4 Secretary.
3.4.1 To keep minutes of all Executive meetings, Annual General Meeting, General Meetings and ensure copies are circulated to members of the Executive by the next scheduled meeting.
3.4.2 Schedule meeting dates and locations. Notify Executive members of meetings.
3.5 Treasurer.
3.5.1 To be responsible for all monies belonging to the Association, maintaining an adequate record of all receipts and disbursements.
3.5.2 To issue Financial Statements per season
3.5.3 Prepare a pre-season budget of estimated revenues and expenses.
3.5.4 To be responsible for co-ordination or nomination of someone to co-ordinate the Annual General meeting.
3.5.5 The qualifications for the member serving as the Treasurer will be significant accounting experience, and preferably a recognized accounting designation.
3.6 Registrar.
3.6.1 To arrange for the co-ordination of registration of players for the Association, application forms, registration dates, adequate announcements of registrations, and other matters relating to registration.
3.7 Communications Coordinator.
3.7.1 To oversee general communications by the Executive to the Membership.
3.8 Ice Scheduler.
3.8.1 He/she effects liaison with ODWHA in respect of ice allocations and establishes schedules for all divisions for both regular season play, practices and playoffs as directed by the Executive.
3.8.2 He/she is responsible for all KGHA ice scheduling for practices, special events and tournaments and for communicating all such scheduling to the team managers and others as directed by the Executive.
3.8.3 He/she, or someone acting with Executive approval on their behalf, shall make all ice purchases on behalf of, and in the name of the Association, to the ice purchase objectives set forth by the Executive.
3.9 Development Coordinator
3.9.1 To maintain and to liaise with appropriate Associations regarding the development of girls’ hockey in Kanata and establish relationships to foster the growth of the KGHA to better serve the members.
3.9.2 The qualifications for the member serving as the Development Coordinator will be Hockey Canada’s Intermediate Coaching Level, and at least one year as a head coach of a minor hockey team.
3.10 Fund Raising.
3.10.1 Co-ordinate all fundraising activities for the Association.
3.11 Equipment Coordinator.
3.11.1 Responsible for KGHA equipment control, storage, disbursement and collection.
3.11.2 Responsible for the purchase of any new equipment and for reporting to the Executive and members the minimum playing equipment standards.
3.12 Tournament Coordinator.
3.12.1 Responsible for the establishment of various sub-committees to plan and operate the annual KGHA Tournament.
3.13 Director, House League Division.
3.13.1 Responsible for the planning and management of the House League operations.
3.14 Director, Competitive Division.
3.14.1 Responsible for the planning and management of the Competitive operations.
3.15 Director, Senior Division
3.15.1 Responsible for the planning and management of the Senior operations.
3.16 Volunteer and Special Events Coordinator
3.16.1 To coordinate special events, and to see that volunteer roles are filled.
5.1 Annual General Meeting.
The Annual General Meeting of the Association shall be held in the spring of each year at a date, place and time as fixed by the Executive.
5.2 General Meeting.
A General Meeting of the Association may be called at any time by the President or Acting President.
5.3 Executive Meetings.
Executive meetings will be called at the discretion of the President; however, an Executive Meeting must be called if three (3) or more Executive members request same stating the object of the meeting. Such requests must be called in to the Secretary and the meeting must be called within 10 days of receiving the request.
5.4 Notice of Meetings.
Notice of Annual General Meetings of the Association shall, in all cases, be given in writing from the Secretary to the Membership at least fourteen (14) days prior to the date fixed for such meeting, stating the place, time, objective and requesting nominations.
5.5 Quorum for Annual Meeting.
The presence of ten (10) members of the Association and one-half of the Executive shall be deemed to constitute a quorum for an Annual General Meeting.
5.6 Quorum for General Meeting.
The presence of five (5) of the members of the Association and one-half of the Executive shall be deemed to constitute a quorum for a General Meeting.
5.7 Executive Decisions.
All Executive decisions will require at least a majority by those eligible to vote. The President will not vote except to break a tie.
5.8 Notice for Amendments to Constitution.
Notices of motion or amendment to the Constitution must be received in writing by the Secretary not later than thirty (30) days prior to the Annual General Meeting.
5.9 Approval of Amendments to Constitution.
All amendments to this Constitution must be approved by at least a three-quarter-majority vote (i.e. at least 75% of those eligible votes cast must be in favour) at a General Meeting of the Association.
5.10 Voting Privileges.
5.10.1 At the Annual General Meeting, each member of the Executive, including the President (as a tiebreaker only), shall be allowed one (1) vote each. Members as defined shall be allowed one (1) vote each. All voting members are guaranteed a vote in their absence by written proxy.
5.10.2 At General Meetings, each member of the Executive, including the President (as a tiebreaker only), shall be allowed one (1) vote each. Members as defined shall be allowed one (1) vote each. All voting members are guaranteed a vote in their absence by written proxy.
5.11 Voting Method.
Voting shall be on all occasions by a show of hands unless the meeting decides on a ballot.
5.12 Annual General Meeting Order of Business.
The business to be scheduled at the Annual General Meeting shall be conducted as follows:
a) Call to order
b) Adoption of minutes of previous Annual General Meeting;
c) Business arising out of the minutes;
d) President’s Report;
e) Treasurer’s Report;
f) Other Reports:
(i) Vice-President
(ii) Registrar
(iii) Ice Scheduler
(iv) Communications Coordinator
(v) Discipline and Development Coordinator
(vi) Equipment Coordinator
(vii) Tournament Coordinator
(viii) Fundraising Coordinator
(ix) House League, Competitive and Senior Divisions;
g) Constitutional matters;
h) Election of officers;
i) New Business; and
j) Adjournment.
ARTICLE VI - ELECTION OF OFFICERS.
6.1 Time of Election.
The election of the Executive shall be held at the Annual General Meeting. The assignment of those elected to specific positions will be in accordance with Article 2.1.2.
6.2 Type of Election.
The Executive shall be elected at the Annual General Meeting for terms as stated in Section 2.1 and to a maximum of two (2) consecutive terms in the same position. The election will be simple majority by show of hands. Secret ballot will be allowed if requested.
6.3 Nominations.
At the Annual General Meeting, nominations can be put forward.
6.4 Consent of Nominees.
Each candidate must accept the nomination, in person if present or in writing if not in attendance at the Annual General Meeting.
6.5 Assumption of Office.
The new Executive will assume office following the Annual General Meeting.
ARTICLE VII - FINANCIAL ADMINISTRATION.
7.1 Books of Account.
The books of the Association shall be reviewed prior to the Annual General Meeting of the Association by a qualified person appointed by the Executive prior to the Annual General Meeting.
7.2 Payment of Expenses.
All cheques issued by the Association shall be signed by two (2) persons being the Treasurer and the President or Vice-President signing for the President or the Treasurer only when necessary.
7.3 Fiscal Year.
The fiscal year of the Association shall end on the 30th of April.
7.4 Assets and Monies.
Any and all monies, equipment and assets belong to the KGHA cannot be transferred, distributed or otherwise disbursed without the consent of 80% of the voting membership at a General Meeting.