| Central York Girls Hockey Association
CONSTITUTION
Article 1- Name Objectives
(a) This organization shall be known as the Central York Girls Hockey Association (C. Y.G.H.A)
(b) The objectives of the C.Y.G.H.A. are:
1. To promote, govern and improve organized female hockey as an affiliate of the Ontario Women’s Hockey Association (O.W.H.A) by authority of Hockey Canada, foster among its members, supporters and players a general community spirit, a spirit of sportsmanship and team play;
2. To maintain and increase the interest in the game of hockey among females;
3. To have and exercise a general care, supervision and direction over the playing interests of its teams and players.
Article 2- Constitution
(a) The constitution of the Association shall not be altered except at an Annual General Meeting and notice shall be given to the secretary in writing by April 30th. The proposals will then be made available to the membership to be voted on at the Annual General Meeting in June.
(b) Amendments to the Constitution may be proposed by any member in good standing of the C.Y.G.H.A.
(c) Amendments to the Constitution will be voted on at the Annual General Meeting and must be passed by a majority vote of the members in attendance.
Article 3- Membership
(a) Membership in the Association shall consist of:
¨ All players
¨ Parents or guardians (maximum of two persons) of players registered in the C.Y.G.H.A. for the current playing year that are under the age of 18 at the time of the A.G.M.
¨ All elected and appointed officials
¨ Honorary Life Members
(b) The above persons shall comply with requirements of this Constitution, and the By-Laws as outlined in (schedule A) and those of the O.W.H.A.
Article 4- Executive
(a) The Executive of the Association shall consist of the following elected officers and the immediate past president:
¨ President
¨ First Vice-president (Rep)
¨ Second Vice President (House-League)
¨ Treasurer
¨ Secretary
¨ Immediate Past President
(b) All the members of the Executive shall be elected for a two year term at the Annual General Meeting
(c) The Executive shall have power to fill any vacancies, which may occur in its number.
(d) The Executive shall have the Power to form committees and appoint a Board of Directors. The Board of Directors shall consist of the Executive and the following positions if appointed:
¨ Head Referee
¨ Ice Manager
¨ Head Trainer
¨ Equipment Manager
¨ Statistician
¨ Sponsorship Director
¨ Fund Raising Chairperson
¨ Division Convenors
¨ Coach – Representative
¨ Disciplinary Chairperson
¨ LLFHL Representative
(e) Each member of the Executive has the right to vote on any matter at the Executive meeting. All Directors except the President, who may only vote when it is necessary to break a tie, may vote at Directors meetings. All members in good standing (not under suspension and fees fully paid) may vote at the Annual General Meeting.
(f) The President may suspend any Executive member (subject to executive and directors ratification) for non-performance of duties as outlined in the constitution. Any member of the Executive may be removed from the office on a written recommendation to the Executive, signed by all other executive members and approved by a majority vote from the full Board of Directors
Article 5- Voting Privileges
(a) Voting Privileges shall be extended to all those defined a ‘Member’ in Article 3 of the Constitution who are over 18 years of the age at the time of the annual General Meeting.
(b) Each member shall have the privilege of nominating a representative to each office of the Association subject to the following provisions:
¨ For nominating to a position on the Executive a person shall have been a member in good standing of the C.Y.G.H.A. and served on the Board of Directors at sometime in the prior 24 months, failing which any member in good standing may be nominated with Executive approval.
¨ For nomination to the position of ‘President’ a person shall have served on the ‘Executive’ sometimes during the last 24 months, failing which, a person shall have served on the ‘Board of Directors’ the prior 24 months, failing which any member in good standing at sometime in the last 24 months, failing which the other elected executive members will conduct the affairs of the Association and MAY appoint a President from among their number or any member at large who is in good standing.
(c) The President. First Vice-President, Second Vice-President, Secretary and Treasurer shall be elected by the membership at the Annual General Meeting.
(d) Voting shall be conducted as stated in By-Law 8.
Article 6- By-Laws
The Executive may, from time to time, set, repeal or amend by-laws, as it deems necessary for the conduct of the business of the Association in a manner consistent with the constitution. All such changes will be presented to the Board of Directors within 30 days of being implemented.
Article 7- Playing Rules
All hockey played under the jurisdiction of the Association shall be governed by Hockey Canada. Rules subject to certain amendments set by the O.W.H.A. and the Association. The specific quoting of the Hockey Canada Rules in various subsection of the Constitution and By- Laws does not eliminate the other Hockey Canada rules not otherwise included.
Schedule A - By-Laws
By-Law 1- Duties of the Executive Officers
(a) The Executive shall appoint all Honorary Life Members.
(b) The Executive shall have the power to suspend or discipline any member or service connected with the Association that does not promote the Association’s values or upholds the standards as set out Constitution and By-Laws.
(c) Management of the Association shall be vested in the Executive as determined by the Constitution and By-Laws and with due regard for the promotion of the Association’s purpose.
(d) Administration authority between Annual General Meetings shall be executed by the Executive including the establishment of policies and the playing Rules.
President
(a) Shall preside at all General Annual Meetings, Executive and Directors meetings of the C.Y.G.H.A.
(b) Shall be an ex-officio member of any committee formed for any purpose.
(c) Shall submit to the Annual General Meeting a report of the Association’s Activities over the previous year.
(d) Shall act as Chief Executive Officer of the Association with authority to act wherever necessary but subject to subsequence ratification by the Executive.
(e) Shall sign as one of three signing officers of the Association.
(f) Shall represent the Central York Girls Hockey Association at the Ontario Women’s Hockey Association level.
(g) Shall chair a committee of members to include First Vice-President to select coaches for the representative teams.
(h) Shall, in conjunction with the Second Vice-President and Division Convenor select coaches for the House League teams.
First Vice-President (Rep division)
(a) Shall perform the duties of the President in the President’s absence.
(b) Shall be responsible for the operations of the Association OWHA Representative teams, which henceforth includes select or other teams playing teams outside the association.
(c) Shall establish such committees as may be necessary to assist in the organization and operations of the OWHA Representative teams.
(d) Shall submit to the AGM a report concerning the OWHA Representative teams.
(e) Shall ensure that the OWHA Representative teams are kept up to date on policy and procedures that may affect them.
(f) Shall be one of the three signing officers for the Association.
(g) Shall be a member of the Discipline Committee when a disciplinary matter involves a member from the Representative team. Will represent the Second Vice-President in cases of conflict of interest.
(h) Shall represent the CYGHA at the Lower Lakes Female Hockey League, in the case of the absence of a League Rep in this position, or at any other female hockey league association.
(i) Shall in conjunction with the President select coaches for the representative teams.
(j) Shall not hold any Coaching position, unless approval is given from the existing Executive
Second Vice-President - Houseleague
(a) Shall perform the duties of the President in the absence of both the President and the First Vice-President.
(b) Shall be responsible for the Association’s House League teams.
(c) Shall submit to the AGM a report concerning the House League teams.
(d) Shall establish such committees as may be necessary to assist in the organization and operation of the House League.
(e) Shall ensure that all House League Convenors and Team Officials are kept up to date on policy and procedure that may affect them.
(f) Shall be a member of the Disciplinary Committee when such matters involve a member of the House League. Will represent the First Vice-President in the case of conflict of interest.
(g) Shall oversee the equalization of the House League teams.
(h) Shall in conjunction with the President and Division Convenors select House Coaches.
Past President
(a) To act as an advisor to the President and the Executive, to provide for the continuity of the Association’s Activities.
(b) Shall be authorized to perform such duties as delegated by the Executive in accordance with the Constitution.
(c) Shall serve as a chairperson at the elections of the officers at the AGM.
Secretary
(a) Shall notify the Executive Officers and Board of Directors of the time and place of meetings.
(b) Shall publish the notice of the AGM at least three weeks before the meeting and notify members of the Association.
(c) Shall record and preserve the minutes of all meetings of the Executive and all AGM of the Association.
(d) Shall handle correspondence on the Association’s behalf as instructed by the Executive.
(e) Shall ensure that all Association records are duly filed and safety stored. Includes financial, membership, meetings, correspondence and statistical files.
Treasurer
(a) Shall keep a record of all moneys deposed and disbursed and provide brief summaries of financial position monthly at Executive meeting and six-month full interim report (Oct 31st)
(b) Shall present at each AGM a report of the year’s operations and annual financial statement of the Association.
(c) Shall submit at the AGM a projection outlining anticipated expenditures and receipts for next season
(d) Shall be one of the three signing officers for the Association.
(e) Shall pay all accounts authorized by the Executive out of the Association Funds.
(f) Shall ensure that all financial information is supplied to an appointed accountant if deemed necessary by the Executive.
By-Law 2 – Duties of the Board of Directors
Head Referee (Reporting to the President)
(a) Shall ensure all games have scheduled referees.
(b) Shall recruit qualified C.H.O.P. referees.
(c) Shall be responsible for monitoring the performance of all referees and co-ordination of appraisals by C.H.O.P. supervisors.
(d) Shall have the authority to suspend a referee prior to providing written documentation to the Executive for further consideration of the matter.
(e) Shall not act as an ‘on ice official’ (referee) in any House League Playoff game any Inter-Association League playoff game.
(f) Shall prepare a report for the AGM of the year’s operations and the projected needs for upcoming season.
Ice Manager (Reporting to the Executive)
(a) Shall with another member of the Executive be responsible for obtaining ice time.
(b) Shall prepare and submit to the Executive for approval ice schedules.
(c) Shall disperse ice time to the Convenors for their respective leagues.
(d) Shall be responsible for scheduling ice time, re-scheduling of ice time, exchange of ice time and cancellation of ice time.
(e) Shall approve and/or be made aware of and record all ice time used by teams under the jurisdiction of the CYGHA regardless of the purpose and means of Payment.
(f) Shall prepare a report of ice time used and projected future needs to be presented at the AGM.
Head Trainer (reporting to the First Vice-President)
(a) Shall be responsible for recruiting of qualified trainers.
(b) Shall strive to ensure that all teams have a qualified female trainer.
(c) Shall prepare a report for the AGM incidents of injuries, management of the incident and effectiveness of risk management in the league.
Equipment Manager (reporting to the Treasurer)
(a) Shall submit a request for funds for equipment for the upcoming season.
(b) Shall be responsible for the purchase of all equipment including all awards & trophies as approved by the Executive and ensure that all teams are properly equipped.
(c) Shall be responsible for the distribution, collection, storage and repair of equipment belonging to the Association.
(d) Shall keep on inventory of all equipment and its location.
(e) Shall submit a report to the Executive regarding equipment needs for the upcoming year.
Statistician (reporting to the Secretary)
(a) Shall keep accurate records for each game.
(b) Shall supply the media with the results of all games and shall supply a budget to the Treasurer for the anticipated cost of media coverage and statistics.
(c) Shall distribute and display the standings for each division.
(d) Shall compile and submit statistics on players including goals, assists, penalties, and penalty minutes.
Fundraising Chairperson (Reporting to the Treasurer)
(a) Shall review ways and means of raising sufficient funds to enable the Association to operate efficiently.
(b) Shall establish such committees and/or appoint sponsorship coordinators as may be necessary to assist in organizing and operating various projects.
(c) Shall acquire sponsors as needed.
(d) Shall maintain adequate liaison and public relations between the Association and its sponsors.
(e) Shall make available to the sponsor their team schedule of events.
(f) Shall ensure each sponsor their team picture and plaque & otherwise co-ordinate the invitation to sponsors to attend awards presentation.
Coach Representative (Reporting to the Houseleague Vice-President )
(a) Reporting to the First and Second Vice President
(b) Shall be knowledgeable in hockey skills, practices and must meet current CYGHA coaching requirements.
(c) Shall promote the philosophy of the CYGHA and OWHA.
(d) Shall co-ordinate clinics both on and off ice for all CYGHA Houseleague coaches as necessary.
(e) Shall act as a liaison between the Executive and coaches.
(f) Shall organize coaches meetings as needed.
(g) Shall provide support for all CYGHA Houseleague coaches.
Disciplinary Chairperson (Reporting to ‘Executive’ as a whole)
(a) Shall be responsible for maintaining up-to-date records of all disciplinary matters.
(b) Shall work closely with the First and Second Vice-President, the Head referee and the Statistician.
(c) Shall chair Discipline Committee.
(d) Shall be responsible for reviewing penalties of a serious nature as defined by the OWHA, and ensure the Disciplinary Committee takes action where appropriate and shall be responsible to make recommendation to executive for matters outside games or occurrences not assessed by referees.
LLFHL Representative (Reporting to ‘Executive’ as a whole)
(a) Shall be responsible to represent the CYGHA
By-Law 3- Duties of the Division Convenors (House League)
(a) Shall in conjunction with the 2nd Vice president allocate players to teams, to prepare team lists, to distribute such team lists to coaches and the Secretary of the Executive.
(b) Shall in conjunction with the 2nd Vice-President assist in the equalization of the teams.
(c) Shall receive all complaints regarding the operation of his or her division and to refer such matters, as cannot be handled properly by himself or herself to the Executive through the 2nd Vice-President.
(d) Shall oversee the efficient operation of his or her league division, subject to the Constitution, By-Laws, policy and Playing Rules of the Association.
(e) Shall ensure that all players receive equal ice time.
(f) Shall ensure that, all Team Officials behind the bench during games, have been approved by the CYGHA Executive for that season.
(g) Shall conduct pre-season meetings with coaching staff.
(h) Shall inform the Equipment Manager of equipment throughout the season.
(i) Shall at all times keep the 2nd Vice President and the Executive informed of all disciplinary matters, including any inappropriate behavior from coaches, players or parents and on ice officials.
By-Law 4 – Duties of the Team Coaches
(a) Shall ensure the efficient operation and decorum of their respective team. They will ensure that only team members are on the players’ bench and in the dressing room.
(b) Shall ensure that all players wear protective equipment as outlined in Hockey Canada rules and as added there to by the OWHA and CYGHA.
(c) Shall attend all scheduled games, practices and meetings wherever possible.
(d) Shall strive for their teaching certificate (coach level). Must obtain coach level prior to the second half of season.
(e) Shall acquire their basic NCCP coach level certificate, attend a Speak Out Clinic and have a “Volunteer Screening” performed.
By-Law 5 – Duties of the Team Trainer
(a) Shall be certified trainer or obtain such prior to the second half of season.
(b) Shall be the team member to respond and attend to an on- ice injured player and on whose authority (only) player may return to the ice.
(c) Shall be on the bench at the beginning of each game and practice.
(d) Shall be responsible for the well being of each player and shall have the first aid kit and players’ health forms on the bench at all games and practices.
(e) Shall ensure all players’ equipment is in good order and repair.
(f) Trainers are not responsible for water bottle, pucks or other coaching staff duties unless they agree to do so.
By-Law 6 – Honorary Life Members
(a) Shall be the highest honor that can be bestowed by this Association and it is awarded only for very distinctive service to the Association.
(b) Shall be appointed by the Executive.
(c) Shall have full voting privileges.
By-Law 7 – Duties of the Executive Officers
(a) The President shall call meetings of the Executive Officers as required but at
least five times per year.
(b) Every member of the Executive shall be entitled to vote at Executive Meeting.
(c) A quorum shall consist of no less than three members of the Executive.
(d) With prior notice, any Association member shall be permitted to attend any Executive meeting but cannot participate without permission from the Executive.
By-Law 8 – Voting Procedures and Annual General Meeting
(a) Voting shall be by a show of cards.
(b) Each member will be given a vote except those under the age of 18 on the date of the AGM.
(c) The Secretary shall distribute cards prior to the vote to the voting members. A list shall be maintained to record the cards distributed.
(d) No member shall be entitled to vote unless all dues or fees have been paid in full and they are in good standing (i.e. – not under suspension).
(e) During the election of officers, candidates shall be asked to leave the room, except in the case of acclamation.
(f) All motions, elections, and constitutional changes shall be decided by a majority of votes of those in attendance at the Annual General Meeting
(g) The Order of Business shall be as follows:
1) Call to order
2) Acceptance of the minutes of the previous Annual General Meeting
3) Reports including President’s 1st Vice President’s, 2nd Vice President’s, Treasurers
4) Amendments to the Constitution and or By-Laws
5) Old Business
6) Election of Officers and Assumption of Duties
7) New Business
8) Open Question / Answer as time permits
9) Close of meeting
By-Law 9 – Discipline Procedures
(a) A committee for Discipline Procedures shall include the Discipline Chairperson, 1st or 2nd Vice President and Head Referee and one of the following, Treasurer, Secretary or Convenor Representative.
(b) The Discipline Committee shall conduct itself with fairness and impartiality and shall provide a full opportunity for all parties to be heard.
(c) A member of the committee shall act as a recording secretary to make the necessary notes as to what transpired.
(d) Any suspension in ANY OWHA sanctioned game must be reported within 24 hours of the infraction to the Discipline Chairperson. In their absence the infraction must be reported to another member of the committee. Such infractions must be reported to the OWHA by the chairperson within 24 hours.
(e) The Discipline Committee must follow the minimum suspension guidelines as circulated annually by the OWHA. Additional suspensions by the committee require Executive approval.
(f) The Discipline Committee may make recommendation to the executive to suspend any Association member whose conduct or actions may discredit the Association or the sport of women’s hockey, whether such action or conduct was on or off the ice.
(g) The Discipline Committee can take independent action to determine whether conduct has been inappropriate. Action can consist of interviews, written reports, etc. The executive must be notified prior to the commencement of such action. Recommendation of corrective or disciplinary action must be presented to and approved by the Executive.
Game Protest
(a) To protest, team officials must submit written documentation within 48 hours of the end of the game or incident in question to the Discipline Chairperson.
(b) The team official must notify the Referee verbally of a protest before, during or at the end of the game but before leaving the ice. The Referee shall note the intention of protest on the game sheet. Accompanying the protest shall be a cheque in the amount of $50.00, which shall be returned if the protest is upheld.
(c) Within seven days of the protest being filed, the Discipline Chairperson shall set a Date for the hearing of the protest. The hearing date will be no more than 14 days after the filing date.
(d) The Discipline Chairperson shall notify all parties to the protest as soon as the hearing date is set.
Appeals
Matters that may be appealed:
i) A suspension of more than seven games imposed by the Association or the OWHA Disciplinary Board. (To the OWHA Disciplinary Committee ONLY)
ii) Any suspension that exceeds the minimum suspension as outlined by the OWHA and CYGHA.
a. To appeal a team or individual shall submit written documentation stating the reasons for the appeal and facts supporting the appeal to the Discipline Chairperson.
b. For a suspension of more than one third of the total games in the playing season or any number of suspensions that is over the minimum, an appeal must be filed within 48 hours of receipt of suspension.
c. A $50.00 certified cheque must accompany the appeal. This may be refunded at the discretion of the Discipline Committee.
d. A date for an appeal hearing shall be set within seven days of the appeal being filed. The date for the appeal hearing shall be no more than 14 days after the filing date.
e. The Discipline Chairperson shall notify all parties of the appeal date as soon as it has been set.
f. The Executive Committee and only the Executive Committee has the authority to uphold, decrease or increase suspensions in excess of minimum except where handed down by OWHA or Hockey Canada. Their disciplinary process/appeals then take precedence.
g. The Discipline Committee shall render its decision not more than five days after the hearing.
By-Law #10 – Waiting List Policy
Players are placed on Houseleague teams in all divisions in the order in which they are registered, to a maximum of 16 players per team
NSF cheques and an outstanding balance owing will see the player put on the waiting list for a period of ten (10) business days. If the balance owing has not been received and paid for by the end of the ten day period, the held spot on a team will be forfeited and given to the next available player on the waiting list who has paid their fees.
No registrations will be accepted after the 15th of October.
By-Law #11 – Refund Policy
Refunds will only be considered based upon the following:
1. A full refund minus a $25 administration fee will be issued if written refund request is received before the opening weekend. A full refund, minus a $25. Administration fee will be issued if written refund request is received before the opening weekend.
2. A full refund of fees paid less $100 will be issued if a written request for a refund is received from the start of opening weekend and October 31st,
3. No refunds will be issued after November 1st.
4. Any request for refund that does not fall within the criteria as described above will be reviewed by the Executive.
5. Any refunds for medical reasons must be accompanied by a doctor’s report and will be pro-rated.
6. Refunds to rep team players will be governed by By-Law #12 of the CYGHA Constitution.
7. All requests for a refund must be mailed to the CYGHA office.
By-Law #12 – Rep Team Policies
1. All players on rep teams must meet the standard CYGHA registration requirements including payments and deadlines.
2. Rep team fees are set by the Executive on an annual basis, and each team is to be advised of such fees.
3. All rep teams must have made their CYGHA required team payments in full, prior to receiving their allocated ice at the start of the season.
4. No rep player can be cut or removed by the team after December 1st of the current season, for any reason, unless approved by the executive.
5. Rep players who quit or leave the team of their own choice, shall be subject to the CYGHA Refund Policy (By-Law #11)
6. Rep coaches, players and parents shall adhere to the OWHA Code of Conduct and all shall sign and acknowledge their acceptance
7. Rep coaches, players and parents shall adhere to the CYGHA rules as outlined by the coaching staff and all shall sign and acknowledge such acceptance
8. Rep coaches will under no circumstances be allowed to make any commitment to any player or parent about team acceptance prior to tryouts. All players must be on the ice and try out equally for the team. Within 24 hours of the final tryout, each player trying out for the team will be given written notice of their acceptance. NOTE: Any player not able to attend the tryouts due to injury or unforeseen circumstances must make arrangements with Coach. The Coach in turn must seek approval from the CYGHA Executive prior to signing this player.
9. All Rep teams are required to provide an end of year statement to the Treasurer no later than April 15th.
By-Law #13 – Dressing Room Policy
The safety and comfort of girls playing in the CYGHA is a priority for the Association which starts in the dressing room. While the CYGHA allows some latitude at the Novice level, all other divisions should be following these rules:
1. No males allowed in the dressing room while the girls are changing. This includes members of the Coaching staff.
2. A Team Mom and/or Female Trainer should be designated to monitor* the dressing room at all times and not permit entry by males until girls are dressed
3. Coaches may implement rules that allow them to enter the dressing room 5 minutes prior to a game (This is for HL. Rep teams may implement their own rules for being at the rink and changed) and have late arrivals change in the washroom but still must receive the green light to enter from the Team Mom or Female Trainer
4. There should be at least 2 adults in the dressing room at all times (for protection of the girls and parents) and one of these adults should ALWAYS be female.
* Monitoring includes prohibiting the use of cell phones and PDAs (Personal Digital Assistant).
The Head Coach is entirely accountable for ensuring these rules are followed.
By-Law #14 –Import Policy
It is the desire of the CYGHA to continue to develop the girls registered within the association and to provide them with opportunity to play and grow with the Aurora Panthers. In this endeavor, the CYGHA will be encouraging players to join this association and to continue to stay and play in Aurora. To accomplish this, the CYGHA will restrict the number of players from outside organizations, who will be allowed to join our rep teams each season.
(a) In each calendar year, each team will only be permitted to take on a maximum of 20% of their roster from outside of the organization. That would be a maximum of three (3) players. This means that it would affect any player who had been registered with the OWHA in another organization in the previous year, but would not count against a player who was enrolling in female hockey for the 1st time.
(b) As this is a new bylaw for the 2009/2010 playing year, an exception will be made for all players for this year only. Any player who had been enrolled with the CYGHA in the previous 2 years would not be considered an import for this one season only.
(c) For the purpose of this bylaw, the definition of an “Import” is any player who was registered with the OWHA and played female hockey, but was not registered with the CYGHA in the previous year.
Example: Players not registered in 2009/2010 playing season and wants to play in the 2010/2011 season would be considered an import. It does not matter that this player may have been registered with Aurora in the years previous.
Exception: the Intermediate AA team will not be affected in this 2010 season. They will have an import rule added for years following the 2009/2010 playing season.
Amended: May12, 2009
Created by: -- Last updated:Jan 11, 2010
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