GRIMSHAW MINOR HOCKEY ASSOCIATION HANDBOOKfs1.rampinteractive.com/grimshawmha/files/association/Grimshaw... · The purpose of this Constitution, ... Treasurer shall present an Income

GRIMSHAW MINORHOCKEY ASSOCIATION

HANDBOOK

June 2011

Table of Contents

SECTION 1 CONSTITUTION OF THE GRIMSHAW MINOR HOCKEY ASSOCIATION ............................................................7

ARTICLE 1 OBJECTIVES........................................................................................................................................................8

ARTICLE 2 GOVERNING DOCUMENTS AND CHANGES THERETO ..................................................................................8

ARTICLE 3 MEMBERSHIP.....................................................................................................................................................9

ARTICLE 4 EXECUTIVE COMMITTEE ...................................................................................................................................9

ARTICLE 5 MEETINGS...........................................................................................................................................................9

ARTICLE 6 VOTING ............................................................................................................................................................10

ARTICLE 7 NOMINATIONS AND ELECTIONS....................................................................................................................10

ARTICLE 8 ADMINISTRATION OF FUNDS AND ASSETS .................................................................................................10

SECTION 2 BYLAWS OF THE GRIMSHAW MINOR HOCKEY ASSOCIATION......................................................................11

1.0 STRUCTURE..............................................................................................................................................................12

1.1 Name .......................................................................................................................................................................12

1.2 Definitions................................................................................................................................................................12

1.3 Purpose....................................................................................................................................................................12

1.4 Affiliation .................................................................................................................................................................12

1.5 Seal of Society..........................................................................................................................................................13

2.0 MEMBERSHIP ..........................................................................................................................................................13

2.1 Regular Membership...............................................................................................................................................13

2.2 Conditions of Membership......................................................................................................................................13

2.3 Refusal .....................................................................................................................................................................13

2.4 Resignation ..............................................................................................................................................................132.4.1 Resignation of Executive Committee Officers................................................................................................................ 14

2.5 Expulsion..................................................................................................................................................................142.5.1 Suspension of Members................................................................................................................................................... 14

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2.6 Loss of Membership ................................................................................................................................................142.6.1 Life Members..................................................................................................................................................................... 14

3.0 REGISTRATION / DUES ............................................................................................................................................14

3.1 Registration..............................................................................................................................................................143.1.1 Timing ................................................................................................................................................................................. 153.1.2 Players................................................................................................................................................................................. 153.1.3 Coaches .............................................................................................................................................................................. 153.1.4 Records............................................................................................................................................................................... 153.1.5 Availability .......................................................................................................................................................................... 15

3.2 Fees..........................................................................................................................................................................163.2.1 Fee Structure...................................................................................................................................................................... 163.2.2 Refunds............................................................................................................................................................................... 16

3.3 Commitment to Major Fund Raising Activities .......................................................................................................163.3.1 Signing Up........................................................................................................................................................................... 163.3.2 Failure to Fulfil Obligations............................................................................................................................................... 16

4.0 MEETINGS OF MEMBERS........................................................................................................................................17

4.1 Annual Meetings .....................................................................................................................................................174.1.1 Notice of Meetings............................................................................................................................................................ 174.1.2 Minimum Size of Quorum................................................................................................................................................ 174.1.3 Minor Resolutions............................................................................................................................................................. 17

4.2 Order of Business.....................................................................................................................................................17

4.3 General Meetings ....................................................................................................................................................184.3.1 Notice of Meetings............................................................................................................................................................ 184.3.2 Minimum Size of Quorum................................................................................................................................................ 184.3.3 Agendas.............................................................................................................................................................................. 18

4.4 Executive Meetings..................................................................................................................................................184.4.1 Minimum Size of Quorum................................................................................................................................................ 184.4.2 Motions .............................................................................................................................................................................. 18

4.5 Voting.......................................................................................................................................................................184.5.1 Minor Resolutions............................................................................................................................................................. 184.5.2 Elections.............................................................................................................................................................................. 194.5.3 Voting Methodology......................................................................................................................................................... 194.5.4 Casting Vote....................................................................................................................................................................... 19

4.6 Special Meetings......................................................................................................................................................194.6.1 Minimum Executive Committee Representation ......................................................................................................... 194.6.2 Notice of Meetings............................................................................................................................................................ 194.6.3 Minimum Size of Quorum................................................................................................................................................ 19


4.7 Conflict of Interest ...................................................................................................................................................19

4.8 Rules of Order..........................................................................................................................................................20

5.0 OFFICERS..................................................................................................................................................................20

5.1 Qualifications...........................................................................................................................................................20

5.2 Roles and Responsibilities .......................................................................................................................................205.2.1 President............................................................................................................................................................................. 205.2.2 Vice – President ................................................................................................................................................................. 205.2.3 Secretary............................................................................................................................................................................. 215.2.4 Treasurer ............................................................................................................................................................................ 215.2.5 Coaches Coordinator ........................................................................................................................................................ 215.2.6 Bingo Coordinator............................................................................................................................................................. 215.2.7 Registrar.............................................................................................................................................................................. 215.2.8 Referee Coordinator ......................................................................................................................................................... 225.2.9 Ice Time Coordinator ........................................................................................................................................................ 225.2.10 Equipment Coordinator............................................................................................................................................... 22

5.3 Elections...................................................................................................................................................................225.3.1 Vacant Positions ................................................................................................................................................................ 225.3.2 Call for Nominations.......................................................................................................................................................... 235.3.3 Eligibility for Nomination.................................................................................................................................................. 235.3.4 Requirements of Acceptance........................................................................................................................................... 235.3.5 Returning Officer ............................................................................................................................................................... 235.3.6 Presidential Election.......................................................................................................................................................... 235.3.7 Determining Elected Officer............................................................................................................................................. 235.3.8 Election Tie- Breakers........................................................................................................................................................ 23

5.4 Removal...................................................................................................................................................................245.4.1 Attendance Requirements............................................................................................................................................... 245.4.2 Open Positions Resulting from Removal........................................................................................................................ 245.4.3 Removal by Resolution..................................................................................................................................................... 24

5.5 Resignation ..............................................................................................................................................................24

5.6 Presidential Vacancy................................................................................................................................................245.6.1 Other Executive Member Vacancies............................................................................................................................... 24

5.7 Remuneration..........................................................................................................................................................24

6.0 INDEMNIFICATION..................................................................................................................................................25

7.0 EXECUTIVE COMMITTEES........................................................................................................................................25

7.1 Executive Committee ..............................................................................................................................................25


7.1.1 Responsibilities .................................................................................................................................................................. 257.1.2 Duties.................................................................................................................................................................................. 25

7.2 Special Committees.................................................................................................................................................25

8.0 COMPLAINTS / VIOLATIONS ...................................................................................................................................25

8.1 Investigation Reporting ...........................................................................................................................................258.1.1 Violation of Hockey Alberta Rules and Regulations ...................................................................................................... 258.1.2 Reporting Channels........................................................................................................................................................... 268.1.3 Notification of Complaints................................................................................................................................................ 268.1.4 Unwritten Notification...................................................................................................................................................... 268.1.5 Complaints and Violations................................................................................................................................................ 268.1.6 Hockey Alberta Complaints or Appeals .......................................................................................................................... 26

8.2 Presidents Authority................................................................................................................................................26

8.3 Disciplinary Actions / Suspensions..........................................................................................................................268.3.1 Disciplinary Decisions........................................................................................................................................................ 278.3.2 Disciplinary Notification.................................................................................................................................................... 278.3.3 Failure to Comply............................................................................................................................................................... 278.3.4 Player Suspension Notifications....................................................................................................................................... 278.3.5 Coaches Suspension Notification .................................................................................................................................... 27

8.4 Rights of Appeal.......................................................................................................................................................278.4.1 Appeal Requirements....................................................................................................................................................... 278.4.2 Notification of Appeal....................................................................................................................................................... 288.4.3 Appeal Committee............................................................................................................................................................ 288.4.4 Reporting Requirements.................................................................................................................................................. 28

8.5 Appeal Committee Authority..................................................................................................................................288.5.1 Appeal Committee Decision ............................................................................................................................................ 28

8.6 Court Action.............................................................................................................................................................28

9.0 BYLAW AMENDMENTS...........................................................................................................................................28

9.1 Amendment Procedures.........................................................................................................................................289.1.1 Proposed Amendments ................................................................................................................................................... 289.1.2 Notification of Amendments ........................................................................................................................................... 299.1.3 Major Resolutions ............................................................................................................................................................. 299.1.4 Approving Amendments.................................................................................................................................................. 299.1.5 Special Resolutions............................................................................................................................................................ 29

9.2 Coming into Force....................................................................................................................................................29

10.0 RULES AND REGULATIONS......................................................................................................................................29


10.1 Requirements ..........................................................................................................................................................29

10.2 Special Rules ............................................................................................................................................................2910.2.1 Coming into Effect ........................................................................................................................................................ 2910.2.2 Communicating Special Rules..................................................................................................................................... 29

11.0 OPERATING GUIDELINES.........................................................................................................................................30

11.1 Details ......................................................................................................................................................................30

11.2 Development...........................................................................................................................................................30

11.3 Special Rules ............................................................................................................................................................30

11.4 Ownership ...............................................................................................................................................................30

12.0 GENERAL..................................................................................................................................................................30

12.1 Fiscal Year ................................................................................................................................................................30

12.2 Budgets....................................................................................................................................................................3012.2.1 Budget Approval........................................................................................................................................................... 3012.2.2 Communication of Budget .......................................................................................................................................... 3012.2.3 Non-Adopted Budget................................................................................................................................................... 31

12.3 Audits.......................................................................................................................................................................3112.3.1 Audit Team.................................................................................................................................................................... 3112.3.2 Audit Schedule and Methodology.............................................................................................................................. 3112.3.3 Audit Reporting............................................................................................................................................................. 3112.3.4 Auditor Statements...................................................................................................................................................... 31

12.4 Banking ....................................................................................................................................................................3112.4.1 Bank Accounts............................................................................................................................................................... 3112.4.2 Account/Payment Requirements............................................................................................................................... 3212.4.3 Team Accounts ............................................................................................................................................................. 32

12.5 Asset Inventory........................................................................................................................................................32

12.6 Annual Reports........................................................................................................................................................3212.6.1 Acquisitions or Disposal of Assets............................................................................................................................... 3212.6.2 Financial Reports........................................................................................................................................................... 3212.6.3 Audit Reports ................................................................................................................................................................ 32

12.7 Investments / Borrowing Powers............................................................................................................................3212.7.1 Investments................................................................................................................................................................... 3212.7.2 Borrowing...................................................................................................................................................................... 32

12.8 Records ....................................................................................................................................................................33


SECTION 1

CONSTITUTIONOF THE

GRIMSHAW MINOR HOCKEY ASSOCIATION


CONSTITUTION

OF THE


This organization shall be known as the GRIMSHAW MINOR HOCKEY ASSOCIATION (G.M.H.A.), and hereinafter referred to as the Association. The purpose of this Constitution, the Association's Bylaws and theOperating Guidelines shall be to confer upon the G.M.H.A. and its Executive Committee all of the powers of afully self-governing organization within the confines of both Hockey Canada and Hockey Alberta. Theoperations of this Association shall be carried on chiefly in the Province of Alberta.

ARTICLE 1 OBJECTIVES

The objectives of this Association are:

1. to promote, govern, and improve organized minor hockey, and to encourage participation by all interestedadults and young persons in the Town of Grimshaw and immediate surrounding area.

2. to operate as an Association by the authority of the Hockey Alberta Constitution & Bylaws, and inaccordance with it's affiliation in the CAHA.

3. to foster among its members, supporters, and teams a general community spirit of sportsmanship andgood citizenship.

4. to maintain and increase interest and fellowship in the game of hockey.

5. to have and exercise a general care, supervision and direction over the playing interests of its teams andplayers, with the emphasis on equal opportunity for all players regardless of ability.

ARTICLE 2 GOVERNING DOCUMENTS AND CHANGES THERETO

The working documents of this Association shall include this Constitution, the Bylaws, and the OperatingGuidelines.

Constitution:

Definition: The Constitution defines the governing objectives, membership, and general framework withinwhich this Association shall operate. The Constitution of the Association shall not be altered except at theAnnual Meeting.

Bylaws:

Definition: The Association's Bylaws establish how this Constitution, the Association's Assets, and theAssociation's operational activities shall be governed. The Bylaws shall not be altered except at a dulyconstituted Annual or General Meetings.

Operating Guidelines:


Definition: Operating Guidelines shall provide a means for capturing various processes, procedures, SpecialRules, logistics, job descriptions, sample forms, agendas, notices, etc., and other reference material used bythe Association to facilitate consistency and fairness in the application of our Constitution and Bylaws on aday-to-day and yeartoyear basis and to speed up the learning curve for new members. The ExecutiveCommittee shall be empowered to develop these guidelines and amend or add to as required during theirterm.

ARTICLE 3 MEMBERSHIP

All members of this Association shall comply with the requirements of this Constitution and the Association'sBylaws.

The membership of the Association shall consist of:

I. all of the hockey clubs, team officials and players participating within the jurisdiction of the Association;

II. the Executive Committee;

III. other officers appointed by the Executive Committee;

IV. parents or guardians of children registered to play hockey within the

V. Association, and for whom the prescribed fee has been paid;

VI. one representative from the major sponsor for each team within the G.M.H.A;

VII. any person who contributes their services voluntarily to perform such duties as may be assigned by theAssociation officers.

ARTICLE 4 EXECUTIVE COMMITTEE

The Executive Committee shall be comprised of the following officers: the President, Vice-President, Secretary,Treasurer, Food Booth Coordinator, Director of Coaches, Director of Coordinators, Bingo Coordinator,Registrar, Director of Referees, Ice Time Coordinator, Equipment Coordinator and Promotions Coordinator.The key responsibilities for each officer are provided in the Bylaws. A detailed job description and associatedprocedures for each officer shall be maintained in the Operating Guidelines.

ARTICLE 5 MEETINGS

Meetings shall normally fall within one of the following categories. Further details can be found in theAssociation's Bylaws.

The Annual Meeting is a meeting held once per year and is open to the general membership for the purposeof election of officers of the Association and for any amendments to the Constitution or Bylaws.

General Meetings are meetings called by the Executive Committee and are open to the general membershipfor the purpose of sharing information and or seeking direction in conducting the Association's day-to-daybusiness as well as for amending Bylaws.


Executive Meetings are called by and held throughout the year as required by the Executive Committee tocarry out the day-to-day business. These meetings are open to the general membership if they would like toattend.

Special Meetings may be called by the Executive Committee at any time to deal with specific issues.

ARTICLE 6 VOTING

Each adult member present, who qualifies under Article 3 (Membership), shall be entitled to one vote at allduly constituted Annual and General Meetings of this Association. There shall be no proxy votes.

ARTICLE 7 NOMINATIONS AND ELECTIONS

All officers of the Executive Committee should be elected each year at the Annual Meeting for one-year terms.As a minimum, the President, Vice-President, Secretary, and the Treasurer plus at least four (4) other officersof the Executive Committee shall be elected at the Annual Meeting. Any vacancies shall be filled inaccordance with the Bylaws.

ARTICLE 8 ADMINISTRATION OF FUNDS AND ASSETS

The Executive Committee shall prepare a budget each year and present it to the general membership. TheTreasurer shall present an Income Statement and Balance Sheet for the past fiscal year at each AnnualMeeting.


SECTION 2

BYLAWSOF THE



1.0 Structure

1.1 Name

This organization shall be called the Grimshaw Minor Hockey Association (herein referred to as G.M.H.A).

1.2 Definitions

(1) "Legal Guardian" shall be defined as a person who is granted guardianship of a player under the age ofeighteen years by the law courts of Alberta.

(2) "Major Resolution" shall refer to any amendment, deletion, or addition to the Bylaws of the G.M.H.A.

(3) "Minor Resolution" shall refer to any motions or Special Rules adopted by the membership and/orExecutive Committee in order to carry out the day-to-day activities of the G.M.H.A within the confines of theBylaws.

(4) "Special Rules" shall describe those rules or motions adopted by the membership and/or ExecutiveCommittee that establish or further clarifies the required procedure, practice or conduct of the Associationmembers within the confines of the G.M.H.A Bylaws. These rules or motions shall reside in the "OperatingGuidelines". Refer to Bylaw 10.

(5) "Operating Guidelines" shall be a collection of information and Special Rules used by the G.M.H.A in orderto carry out its day-to-day activities within the confines of these Bylaws. Refer to Bylaw 11.

1.3 Purpose

The objectives of the G.M.H.A are:

(1) to promote, govern, and improve organized minor hockey, and to encourage participation by all interestedadults and young persons in the Town of Grimshaw and immediate surrounding area.

(2) to operate as an Association by the authority of the Hockey Alberta Bylaws and Rules and Regulations aswell as in accordance with Hockey Alberta’s affiliation with the Hockey Canada.

(3) to foster among the members, supporters, and teams of the G.M.H.A a general community spirit ofsportsmanship and good citizenship

(4) to maintain and increase interest and fellowship in the game of hockey.

(5) to have and exercise a general care, supervision and direction over the playing interest of the teams andplayers within the G.M.H.A, with emphasis on equal opportunity for all players regardless of ability.

1.4 Affiliation

Hockey Alberta is the governing body for amateur hockey in the Province of Alberta in accordance with itsaffiliation with the Hockey Canada. The G.M.H.A is a member of Hockey Alberta and therefore must abide bythe Bylaws, Rules, and Regulations of Hockey Alberta. The G.M.H.A Bylaws shall not be and are not any lessrestrictive than the Bylaws, Rules, and Regulations of Hockey Alberta. The G.M.H.A Bylaws shall be consultedfirst on any issue before pursuing an issue with Hockey Alberta or Hockey Canada


1.5 Seal of Society

The G.M.H.A does not have or use a "Seal".

2.0 Membership

2.1 Regular Membership

The membership of the G.M.H.A shall consist of:

a. all of the hockey clubs, team officials and players participating within the jurisdiction of the G.M.H.A,

b. the Executive Committee as defined in Bylaw 5.0,

c. other officers appointed by the Executive Committee,

d. parents or legal guardians of children registered to play within the G.M.H.A and for whom the prescribedfees have been paid,

e. one representative from the major sponsor for each team within the G.M.H.A, and

f. any person who contributes their services voluntarily to perform such duties as may be assigned by theG.M.H.A officers.

2.2 Conditions of Membership

2.2.1 Each prospective Member, as a condition precedent to membership in the G.M.H.A, shall agree that:

1) all Members recognize the G.M.H.A as the highest authority concerning amateur hockey in the Town ofGrimshaw and immediate surrounding area, subject only to the rights of appeal to Hockey Alberta.;

2) all Members shall unconditionally abide by the Bylaws and Special Rules of the G.M.H.A and anyamendments thereto;

3) in order for the G.M.H.A to function efficiently, properly and to the best advantage of all Members, teams,players, coaching staff, officials, as well as the sport and game of hockey, the Executive Committee shall bethe sole and final interpreter of the Bylaws, Special Rules and Operating Guidelines of the G.M.H.A and theapplication of the same, subject only to the rights of appeal as described in Bylaw 8.0.

2.3 Refusal

The Executive Committee of the G.M.H.A shall have the sole and absolute right to accept or refuse anapplication for membership in the G.M.H.A.

2.4 Resignation

Any Member may resign from membership in the G.M.H.A by submitting his/her resignation in writing to theExecutive Committee of the G.M.H.A. Upon such resignation becoming effective, such Member shall forfeithis/her rights and privileges in the G.M.H.A.


2.4.1 Resignation of Executive Committee Officers

This is addressed in Bylaw 5.6.

2.5 Expulsion

A Member may be expelled from the membership in the G.M.H.A by a resolution passed by two-thirds (2/3) ofthe members present at a Special Meeting of the membership called for that purpose. No Member shall beexpelled without just cause or without being notified of the complaint against that Member in writing fromthe Executive Committee or without having been given the opportunity to be heard by the ExecutiveCommittee with rights of appeal or finally without having been given a final opportunity to be heard by themembership at the aforesaid Special Meeting.

2.5.1 Suspension of Members

This is addressed in Bylaw 8.0

2.6 Loss of Membership

Nominations shall be submitted to the Executive Committee for consideration a minimum of 30 days prior toan Annual Meeting. Two-thirds majority vote of all Executive Committee officers shall be required to approvea life membership.

2.6.1 Life Members

Life Members can act in an advisory capacity as requested by the Executive Committee and shall be eligible tovote at all G.M.H.A Annual or General Meetings.

3.0 Registration / Dues

3.1 Registration

a) Registration is open to all children interested in the sport of hockey whose age is or between five (5)and seventeen (17) years as of December 31st of the year in which one is registering.

b) A family rate will apply for three or more players from same family – regular fee for first two playersand half price for each subsequent player.

c) Payment Options:

i. Half of the cost at the time of registration and the remainder by post-dated cheque December01 of that year. Players are not allowed onto the ice unless fees have been paid.

ii. Refunds on registration fees will be pro-rated on the following basis:

- Nov 01 – 15 80%

- Nov 16 – Dec 15 50%

- Dec 16 – Jan 7 30%


- After Jan 08 No Refunds

3.1.1 Timing

Registration shall be held every fall over a minimum of two weekends with notices published in localnewspapers and advertised on the local radio as a minimum by September 15. A late registration fee of $100will apply after this date.

3.1.2 Players

Registration forms for all minor hockey players shall be completed and signed by the child's parents or legalguardians. If registration is not completed, one does not become a member, and the minor hockey playershall not be allowed on the ice until the registration form is properly completed; all current dues and defaultcharges are paid in full for that child and family; all major fund raising activities have been signed up for; andthe Executive Committee has accepted the application.

The board will make the final decision whether a player is able to register at a higher level. Each case will bediscussed independently, and voted on.

3.1.3 Coaches

All coaching staff must register with the Coaching Coordinator prior to the start of the hockey season. Allindividuals wanting to coach must have applications submitted prior to September 01 of each year. Theexecutive committee will make the final decision in the event of more than the required number ofapplications is received.

Teams will be divided equally so that all are competitive with each other unless the league requires the teamsto be tiered.

3.1.4 Records

The G.M.H.A Registrar shall maintain a complete register of all its members and file all applications with thefollowing information on each person as a minimum:

a. the full name and residential address,

b. the date on which the person is admitted as a member,

c. the date on which any member ceases to be a member or is suspended,

d. the class of membership of the person i.e. hockey player, coaching staff, Executive Committee member,parent, or a life time member.

3.1.5 Availability

The register of all G.M.H.A members shall be available for inspection by any member of the G.M.H.A in goodstanding at any of the General or Annual Meetings or upon arranging with the Registrar or Secretary. Copiesof this register shall not be given out for the purpose of any form of solicitation without the prior approval ofthe Executive Committee. A nominal charge of 25 cents per page shall be assessed for any copies requested.


3.2 Fees

The Executive Committee shall have the sole responsibility in setting the annual registration fees and defaultcharges based on expected budgetary costs, anticipated fund raising revenues and the direction received fromthe membership at the Annual Meeting.

3.2.1 Fee Structure

The rationale for the annual fee structure shall be reviewed with the G.M.H.A membership at the first GeneralMeeting following registration. These fees shall cover as a minimum the costs such as ice rental, referee fees,insurance, equipment purchases, tournaments, referee, and coaching clinics, and other operating expenses.

3.2.2 Refunds

If a Member is not accepted, resigns, is expelled, or withdraws, a formal request in writing to the ExecutiveCommittee can be made to obtain a refund of all or part of any paid registration fees. The G.M.H.A ExecutiveCommittee shall determine an equitable refund based on the circumstances and portioning the amount of theseason completed.

3.3 Commitment to Major Fund Raising Activities

In an attempt to keep annual fees as low as possible, the G.M.H.A membership shall determine by means of atwo-thirds majority vote of those present at the Annual Meeting which major fund raising activities (i.e. bingo,food booth, etc.) shall be compulsory for all members in the upcoming season.

3.3.1 Signing Up

All major fund raising activities shall be signed up for at time of registration. Once one is signed up, it shall bethat individual's responsibility to fulfill this obligation or find someone to fulfill it for them.

3.3.2 Failure to Fulfil Obligations

a. In the event a member fails to fulfill his/her obligation, there shall be a default charge assessed against themember in addition to any wages that may have been paid out to cover this obligation. The default chargeis payable in full upon receipt of a written notice from the Executive Committee.

b. The Executive Committee shall be charged with setting appropriate default charges and in setting themaximum wage to be paid another individual in fulfilling a missed obligation. The default charge shall benon-refundable. Default charges (Three (3)-$75 post-dated cheques) will be paid in advance, prior tocommencing registration. When a member fails to meet his/her obligation, the prepaid default charges,e.g., post-dated cheques will be cashed without providing written notice.

c. In the event that a member fails to meet another obligation in the second year, or refuses to pay anydefault charges, the Executive Committee shall have the right to suspend that member and all direct familymembers from participating in the G.M.H.A for a period the Executive Committee deems appropriate.

d. All prior default charges or portions thereof not paid shall become payable no later than at the nextseason's registration otherwise registration may be rejected.

e. The officer assigned to oversee a major fund raising activity is responsible to keep track of any missedobligations and report them immediately to the Executive Committee.


4.0 Meetings of Members

4.1 Annual Meetings

An Annual Meeting shall be held each year between August 15th and September 15th pending any unduecircumstances for the purpose of reviewing the past year's performance; presenting the Treasurer's andAuditor's reports; voting on major resolutions to the Bylaws; and electing the Executive Committee officers forthe next hockey season.

4.1.1 Notice of Meetings

At least 21 days’ notice of an Annual Meeting shall be given to the membership via weekly subscriptions in thelocal newspaper(s), reminders on the local radio station(s) and by posters at the arena with the date, time,place, and any proposed major resolutions to the Bylaws duly received by the Executive Committee asrequired by Bylaw 9.0.

4.1.2 Minimum Size of Quorum

For a quorum, a minimum of five Executive Committee officers shall be present. These meetings are open toall of the membership.

4.1.3 Minor Resolutions

Minor resolutions can be presented and adopted at an Annual Meeting.

4.2 Order of Business

The order of business for an Annual Meeting shall be as follows:

1. Call the meeting to order.

2. Confirm a Quorum exists to proceed.

3. Read and adopt last year's Annual Meeting minutes.

4. Conclude any business from the old minutes.

5. President's Report

6. Treasurer Report

7. Notices of Motions

8. Election of Officers.

9. Appointment of Auditors

10. Honorariums

11. New Business

12. Adjournment


4.3 General Meetings

General Meetings shall be at the call of the Executive Committee for the purpose of sharing information,seeking direction in conducting the day-to-day business, allowing a forum for the membership to askquestions, adopting minor resolutions, and amending, adding, or deleting Bylaws. There shall be as manygeneral meetings as deemed necessary by the Executive Committee but no less than one per season. Thereshall be a General Meeting each year shortly after registration prior to the start of the regular hockey season.


At least 48 hrs. notice of a General Meeting shall be given to the membership via bulletins at the arena withthe date, time, place, and any proposed major resolutions to the Bylaws.


For a quorum, a minimum of seven Executive Committee officers and an equal number of regular adultmembers shall be present. These meetings are open to all of the membership.

4.3.3 Agendas

An agenda shall be prepared by the Secretary with copies available at the door for the members.

4.4 Executive Meetings

The President shall call Executive Meetings as required and the Secretary shall notify the Executive Committeeofficers of the time and place. The President and the Secretary shall prepare an agenda prior to the meeting.


A quorum shall be five Executive Committee officers. A regular member may attend these meetings but maynot participate in the discussions unless officially on the agenda. A regular member or an outside organizationwishing to make a presentation at this meeting shall arrange with the Secretary ahead of time.

4.4.2 Motions

During Executive Committee Meetings, only Executive Committee officers shall make motions and vote thereupon.

4.5 Voting

All members of the G.M.H.A present and in good standing during Annual, General or Special Meetings areeligible for one vote per decision, special resolution, or election of each officer. Proxy votes shall not beallowed.

4.5.1 Minor Resolutions

At all Annual, General, Executive Committee or Special Meetings of the G.M.H.A, all minor resolutions exceptfor those covered in Bylaw 2.5 and 2.7, shall be decided by a majority of those votes cast by the memberspresent and in good standing. The voting requirements for major resolutions are covered in Bylaw 9.0.


4.5.2 Elections

Voting during elections is covered in Bylaw 5.4.

4.5.3 Voting Methodology

All votes shall normally be conducted by a show of hands unless the President specifies a secret ballot. Whena clear majority exists for or against during a show of hands, a declaration by the President that a resolutionhas been carried or not carried and an entry to that effect in the minutes of the G.M.H.A shall be sufficientevidence of the fact without proof of the number of proportion of the votes accorded in favour of or againstsuch motion or election. In the event of a secret ballot, the President shall direct the manner in which it shallbe conducted with the results of the ballot determining the outcome.

4.5.4 Casting Vote

The President for all meetings of the G.M.H.A shall refrain from voting except in the case of an equality ofvotes or where one vote may determine the outcome of a special resolution or as specified in Bylaw 5.4.

4.6 Special Meetings

The Executive Committee may at its discretion call Special Meetings with certain parties to address issuesspecific to those parties, which do not impact the general membership.

4.6.1 Minimum Executive Committee Representation

A minimum quorum of three Executive Committee officers shall be appointed by the Executive Committee tobe present at this Special Meeting and to provide a status report back to the Executive Committee. TheExecutive Committee shall define the powers, the Chairperson, boundary conditions, and reportingexpectations for this meeting and the officers in attendance.


At least one week's notice of this Special Meeting shall be given to all parties impacted via telephone orwritten handouts and by posting a notice at the arena. The Chairperson shall be responsible for ensuring thatthe above notification has occurred and for preparing a meeting agenda.


A quorum of 50% of those impacted by the Special Meeting, whichever is least, must be present in order forthe meeting to proceed. All decisions or motions adopted at this Special Meeting must then be ratified by theExecutive Committee before being acted upon to ensure consistency with the G.M.H.A Bylaws and SpecialRules.

4.7 Conflict of Interest

Every officer who has, directly or indirectly, any personal interest in any contract, transaction, disciplinaryaction or complaint to which G.M.H.A is or is to be a party other than a motion limited solely to his/ herremuneration, shall declare the nature and extent of such interest to the Executive Committee. This officershall then be excused from further discussion and voting on the matter in question.


4.8 Rules of Order

All meetings of the G.M.H.A shall generally be conducted in accordance with the rules contained in "Robert'sRules of Order"; to the extent they are applicable to, and not inconsistent with, the Bylaws or any specificrules of order as adopted by the G.M.H.A Executive Committee. A summarized version of these rules ismaintained in the "Operating Guidelines".

5.0 Officers

5.1 Qualifications

To be eligible for election as an officer of the G.M.H.A, the following qualifications are required:

1. a member in good standing for the current or the past hockey season.

2. an adult of the age of 18 years or older.

It is preferred that an individual seeking the President's position should have previously served as an ExecutiveCommittee officer for a period of one year.

5.2 Roles and Responsibilities

Without limiting the generality of the following, the key responsibilities of the Executive Committee officersshall be to:

5.2.1 President

- manage and supervise the operations and affairs of the G.M.H.A

- ensure that GMHA's Bylaws and Operating Guidelines are followed

- sign as one of the signing officers of the G.M.H.A

- exercise the powers of the Executive Committee in case of emergency

- refrain from voting except to cast a deciding vote

- represent the G.M.H.A whenever formally dealing with outside agencies

- ensure that all of the duties of the GMHA's officers are fulfilled

- preside at all Annual, General and Executive meetings of the G.M.H.A

- promote the objectives of the G.M.H.A to the fullest

- suspend/discipline any team or team management, member, or player in accordance with Bylaw 8.0.

5.2.2 Vice – President

- exercise all powers of the President in the event of the President's absence or inability to act

- represent the G.M.H.A in the All Peace Minor Hockey League if no other member assumes the role.


- act as the Appeal Committee Chairman

- sign as one of the signing officers of the G.M.H.A.

5.2.3 Secretary

- responsible for the preparation and custody of minutes of proceedings of the Association, includingExecutive Committee meetings

- maintain accurate records of the proceedings of the G.M.H.A and issuance of any notices of meetings,registration, or other information

- retain up-to-date copies of the GMHA's By-Laws, Special Rules and Operating Guidelines

- process all liability claims, seeing they are processed properly and settled

- obtain all necessary insurance coverage

- filing of the GMHA's Annual Return to Consumer & Corporate Affairs.

5.2.4 Treasurer

- maintain or cause to be maintained a record of all monies received and disbursed and be entrusted withthe banking of all monies, securities, and safety box keys, including Bingo and Casino monies sign as one ofthe signing officers of the G.M.H.A

- within 7 days of receiving a written request, arrange a time and a place at which the books and records ofthe Society may be inspected by the member in good standing within the Association who has submitted arequest

- ensure an Audit of all bank accounts and assets is completed prior to and is presented at each AnnualMeeting, including the Bingo Account and the Casino Account

- prepare an Annual Financial Statement and a Report for presentation at the Annual Meeting

- prepare Societies Financial Report for Government and any and all casino papers

5.2.5 Coaches Coordinator

- obtain qualified coaches for all teams within the G.M.H.A

- arrange for any Coaching Clinics

5.2.6 Bingo Coordinator

- ensure Bingo's are staffed with the required number of members throughout the entire year

- The Bingo Coordinator shall make reminder calls 1 week prior to scheduled bingos.

5.2.7 Registrar

- maintain a register of all players in the G.M.H.A


- coordinate all phases of player registration and affiliation for Hockey Alberta purposes.

- collect all registration fees

5.2.8 Referee Coordinator

All teams are responsible for supplying a referee coordinator.

5.2.9 Ice Time Coordinator

- arrange all ice time for the G.M.H.A

- disperse ice time fairly amongst the various teams in the G.M.H.A

- responsible for scheduling, rescheduling of ice time, exchange and cancellation of ice time

- approve and record all ice time used by teams under the jurisdiction of the G.M.H.A regardless of purposeand means of payment.

5.2.10 Equipment Coordinator

- maintain an inventory of all hockey equipment and what is disbursed to each team

- recommend new equipment purchases and oversee actual purchase following approval by the ExecutiveCommittee.

- Keep track of all jerseys handed out to teams. Each team must have a jersey person. Players are notallowed to take jerseys home and jerseys are only to be utilized for games and not practices.

- G.M.H.A. will provide goal sticks and equipment (pads, chest protectors, glove & blocker) for Tom ThumbNovice and Atom levels only.

- Each team will be supplied with 15 – 20 pucks and a carry bag and team jerseys as required.

- Equipment supplied by G.M.H.A. is to be obtained from the Equipment Manager each season. Coaches areresponsible for the team’s equipment. Equipment is to be maintained in good condition and returned tothe Equipment Manager at the end of every season.

-

5.3 Elections

All officers of the Executive Committee should be elected each year at the Annual Meeting. As a minimum,the President, Vice-President, Secretary, and the Treasurer plus at least five (5) other officers of the ExecutiveCommittee shall be elected at the Annual Meeting.

5.3.1 Vacant Positions

Any positions on the Executive Committee which remain vacant or become vacant after the Annual Meetingshall be filled for the remainder of the term:

a. by appointment by the Executive Committee, or


b. the duties reassigned by the Executive Committee amongst the newly elected and appointed officials, or

c. by holding a by-election at the next General Meeting.

The Executive Committee shall determine the best alternative in order to conduct its business. Allappointments or reassignment of duties shall be maintained by the Secretary and shall be approved by theExecutive Committee officers by majority vote. Any by-elections shall be conducted in a similar manner to theelections held at the Annual Meeting.

5.3.2 Call for Nominations

The Executive Committee shall prepare a slate of members who would like to let their names stand forelection to a specific office prior to the Annual Meeting. In the event a potential nominee cannot attend theAnnual Meeting due to extenuating circumstances which are acceptable to the Executive Committee butwishes his/her name to be nominated for a specific office and this request is received in writing, thatindividual's name shall be nominated by the Executive Committee. Failure to be present otherwise shall resultin the missing member's name being removed from the nominee list.

5.3.3 Eligibility for Nomination

All adult members of the Association shall be eligible to nominate candidates for an office of the ExecutiveCommittee at the Annual Meeting.

5.3.4 Requirements of Acceptance

Any member nominated at the Annual Meeting for an office of the Executive Committee shall be inattendance, except as described in 5.4.3, and shall be given the opportunity to decline or agree to run forelection prior to the vote being taken for that position.

5.3.5 Returning Officer

The President shall act as the Returning Officer for any Annual election or by-election. He/she shall make anyrules which he/she believes are necessary for the proper and efficient conduct of the election provided suchrules shall not contradict or nullify the Constitution or Bylaws of the Association.

5.3.6 Presidential Election

The nomination and election for the office of President, if an election is required, shall be conducted first andthe results of the vote, if any, shall be announced before proceeding with the election of the Vice-President,Treasurer, Secretary in that order, followed by the remaining officers.

5.3.7 Determining Elected Officer

The candidate who receives the number of votes, which is greater than the number received, by any othercandidate for that office shall be deemed elected.

5.3.8 Election Tie- Breakers

In the event that two or more candidates receive the same greatest number of votes and the number of tiedcandidates is less than the original number of candidates, another vote shall be conducted to decide the


successful candidate. Otherwise, the Returning Officer shall place the names of the candidates who havereceived the greatest number of votes in a suitable container from which one name shall be drawn and theperson whose name is drawn shall be declared elected.

5.4 Removal

The Executive Committee may, by a two-thirds majority vote of all eligible Committee officers, remove afellow officer who, in the opinion of the Executive Committee has been or is being remiss or neglectful of dutyor by conduct tending to impair his usefulness and/or discretion as an Executive Committee officer.

5.4.1 Attendance Requirements

Any Executive Committee officer who fails to attend three (3) consecutive Executive Committee Meetings,without just cause as determined by the Executive Committee, on a motion passed by two-thirds majority ofall eligible Executive Committee officers, shall be removed from office.

5.4.2 Open Positions Resulting from Removal

Any removal from office is open to appeal procedures as covered in Bylaw 8.0. Vacancies shall be filled inaccordance with Bylaw 5.4 and 5.7.

5.4.3 Removal by Resolution

The members may, by resolution passed by a majority of the votes cast at a General Meeting of members dulycalled for that purpose, remove an Executive Committee officer before the expiration of his term of office andmay by a majority of votes cast at the meeting, elect any person in his stead for the remainder of the term ofthe officer so removed subject to Bylaw 2.5.

5.5 Resignation

An Executive Committee officer may resign from office upon giving notice thereof in writing to the G.M.H.Aand such resignation becomes effective in accordance with its terms or upon acceptance by the ExecutiveCommittee.

5.6 Presidential Vacancy

In the event of a vacancy in the office of the President, the Vice-President shall assume the duties of and thetitle of the President for the balance of the term.

5.6.1 Other Executive Member Vacancies

In the event of a vacancy occurring in the office of any other Executive Committee officer, the vacancy shall befilled in accordance with Bylaw 5.4.

5.7 Remuneration

Executive Committee officers shall be reimbursed for any reasonable out-of-pocket expenses incurred inattending any League or Hockey Alberta Zone meetings or in performing their duties as the ExecutiveCommittee may from time to time determine.


6.0 Indemnification

The G.M.H.A shall indemnify every Executive Committee officer, all G.M.H.A volunteers, and all G.M.H.Amembers, his/her heirs, executors or administrators against all losses, costs, and expenses, including solicitorand client fees, reasonably incurred by he/she in connection with any action, suit or proceeding to whichhe/she may be made a party by reason of his/her being or having been an officer, volunteer or member of theG.M.H.A except to the extent that such losses, costs, and expenses incurred or suffered by the G.M.H.A byreason of, or arising out of or in conjunction with, the foregoing indemnification provisions shall be treatedand handled by the G.M.H.A as an expense of the G.M.H.A.

7.0 Executive Committees

7.1 Executive Committee

The Executive Committee shall be comprised of the following officers: the President, Vice-President, Secretary,Treasurer, Coaches Coordinator, Bingo Coordinator, Registrar, Ice Time Coordinator, and the EquipmentCoordinator.

7.1.1 Responsibilities

The key responsibilities of each officer are provided in Bylaw 5.2. A detailed job description for each officershall be maintained in the Operating Guidelines.

7.1.2 Duties

The Executive Committee shall be charged with the duties to interpret and administer the objectives of theAssociation in accordance with the Bylaws. The Executive Committee has the authority to develop OperatingGuidelines and adopt Special Rules which build upon the intent of the Bylaws to assist in implementation andprovide consistency in approach for the day-to-day operation of the G.M.H.A.

7.2 Special Committees

The Executive Committee may establish special committees from time to time as it decides necessary byadoption of a motion. The Executive Committee shall duly establish the chairperson, the special committee'sexpectations, powers, and reporting requirements.

8.0 Complaints / Violations

8.1 Investigation Reporting

Any complaints against the G.M.H.A or its members, abuse of arena facilities or any violations of the GMHA'sBylaws or Special Rules or the Rules and Regulations of Hockey Alberta shall be made in writing and submittedto the President before it will be dealt with by the Executive Committee.

8.1.1 Violation of Hockey Alberta Rules and Regulations

Any violations of the Rules and Regulations of the Hockey Alberta shall normally be dealt with by theappropriate channels within Hockey Alberta, however, G.M.H.A may, in addition to any Hockey Alberta ruling,


also investigate and deal with a significant violation when the G.M.H.A President deems it to be in the bestinterest of the G.M.H.A to do so.

8.1.2 Reporting Channels

Any of the Executive Committee members may be approached if guidance on making a complaint or reportinga violation is desired. All complaints involving coaching staff, parents or players should be dealt with at thatlevel first, secondly with the Executive Committee.

8.1.3 Notification of Complaints

Any Executive Committee Member shall notify the President immediately of any complaint or violationreceived in writing and shall forward a copy to the President to initiate action.

8.1.4 Unwritten Notification

Any rumours or problems brought to the Executive Committee's attention even though it was not in writingmay, at the discretion of the Executive Committee, be investigated further if it is in the best interest of theG.M.H.A that it be resolved or prevented in the future.

8.1.5 Complaints and Violations

All complaints and violations shall be investigated with the findings and recommendations documented. Everyattempt shall be made to provide a written response to the originator within 30 days of receiving a writtencomplaint or violation notification. The G.M.H.A shall issue a final written report to the originator.

8.1.6 Hockey Alberta Complaints or Appeals

All complaints or appeals to the Hockey Alberta shall be made by the G.M.H.A, as it is the recognized memberof Hockey Alberta. Individual teams, parents, or players within the G.M.H.A must first approach the ExecutiveCommittee.

8.2 Presidents Authority

The President, upon receiving a written complaint or notification of a violation, shall:

i. establish a special Investigation Committee to pursue the matter and report to the Executive Committeewithin 7 days, or

ii. convene the Executive Committee within 7 days if further direction on the matter is warranted, or

iii. without further investigation, determine that there was a serious violation or breach of the Bylaws orSpecial Rules requiring immediate action and impose such disciplinary measures, as the President deemsappropriate until the matter can be addressed by the Executive Committee.

8.3 Disciplinary Actions / Suspensions

Every effort shall be made to obtain input from all parties involved in an alleged complaint or violation of theBylaws or Special Rules of the G.M.H.A or Hockey Alberta's Rules/Regulations in order to ascertain whetherdisciplinary action is warranted.


8.3.1 Disciplinary Decisions

Except as described in Bylaw 8.2 (iii), the Executive Committee shall approve by majority vote any disciplinarymeasures including suspensions as deemed appropriate for the particular circumstances.

8.3.2 Disciplinary Notification

If disciplinary action is to be imposed or levied against a member(s) of the G.M.H.A by the President as inBylaw 8.2 (iii) or by the Executive Committee, the member(s) shall be notified by the President in person or bytelephone as to the nature of the offence, extent of the disciplinary action, and the term involved subject tothe rights of appeal. This verbal notification shall be followed up in writing within 10 days.

8.3.3 Failure to Comply

Failure to comply with the disciplinary action shall result in the immediate suspension of membership untilsuch time as the Executive Committee deems appropriate with no recovery of fees or expenses and no rightsof appeal.

8.3.4 Player Suspension Notifications

When hockey players are suspended, the player, the parent(s) or legal guardian(s), and the coach shall benotified of all terms and conditions as per Bylaw 8.3.3. The coach shall uphold any suspension as laid out byHockey Alberta, the League or the G.M.H.A or himself become liable for disciplinary action.

8.3.5 Coaches Suspension Notification

When coaches are suspended, the Executive Committee shall be responsible for finding a replacement as soonas possible. The team shall be informed as to the terms and conditions only as deemed appropriate by theExecutive Committee.

8.4 Rights of Appeal

Any member of the G.M.H.A that is dissatisfied with a decision or disciplinary action, in whole or in part, of theG.M.H.A Executive Committee shall have the right of appeal to the President.

8.4.1 Appeal Requirements

If a member wishes to appeal a decision or disciplinary action, he/she shall submit an appeal in writing to thePresident within 14 days of receiving the written notification from the Executive Committee. The appeal shallcontain the following:

i. a statement of the decision which is being appealed or a copy of the written notification received;

ii. a concise statement of the grounds for appeal in numbered paragraphs;

iii. a concise statement of the facts as alleged by the Appellant;

iv. a summary of the evidence which the Appellant intends to produce at the Appeal Hearing.


8.4.2 Notification of Appeal

The Secretary shall notify both the President and the Vice-President immediately of any appeal received inwriting and shall forward a copy to each. The Vice-President shall select his Appeal Committee members andschedule an Appeal Hearing within 14 days.

8.4.3 Appeal Committee

The Appeal Committee shall obtain any information, call witnesses, consider both sides of the appeal, anddocument their findings as required in order to make a ruling.

8.4.4 Reporting Requirements

The Appeal Committee shall issue a final report within 10 days of the Appeal Hearing to the Appellant withcopies for the Appeal Committee members and the Executive Committee officers.

8.5 Appeal Committee Authority

The Appeal Committee shall give a decision based on a majority vote whether to:

a. allow the Appeal;

b. dismiss the Appeal;

c. give any decision or ruling which ought to have been made and make such further or other decision(s)and/or ruling as the circumstances require.

8.5.1 Appeal Committee Decision

The decision of the Appeal Committee shall be considered final subject only to a right of appeal to the HockeyAlberta as may be allowed according to the Hockey Alberta's Bylaws, Rules, and Regulations.

8.6 Court Action

All members of the G.M.H.A shall agree that any recourse to the law courts of any jurisdiction before all rightsprovided by these Bylaws and the Bylaws of the Hockey Alberta have been availed of and utilized shall beprohibited. Any such recourse to the law courts as foresaid shall be deemed by the G.M.H.A and HockeyAlberta as unsportsmanlike conduct enabling the President to suspend the said members.

9.0 Bylaw Amendments

9.1 Amendment Procedures

Notice of any proposed major resolutions to the Bylaws shall be received by the Secretary in writing byDecember 15th of the current hockey season if the motion is to be voted upon at the Annual Meeting.

9.1.1 Proposed Amendments

Notice of any proposed major resolutions to the Bylaws shall be received by the Secretary in writing no laterthan forty (40) days prior to a General Meeting.


9.1.2 Notification of Amendments

The Secretary shall notify the President of any notices received under Bylaws 9.1.1 or 9.1.2. An ExecutiveCommittee Meeting shall be called to determine if there is a need to research the implications of a notice or toclarify the intent or wording of a notice prior to scheduling the Annual or General Meeting.

9.1.3 Major Resolutions

All proposed major resolutions as described above shall be advertised in the local newspaper and by posters atthe Grimshaw Arena in advance of the Annual or General Meeting where they shall be voted upon.

9.1.4 Approving Amendments

These bylaws may be rescinded, altered or added to only through a special resolution and shall be deemedpassed if 75% of those members present and in good standing vote in favour of the special resolution at aGeneral or Annual meeting, of which 21 days’ notice of intention to propose the motion as a SpecialResolution has been given.

9.1.5 Special Resolutions

Any special resolution adopted in the manner provided for in these Bylaws shall not be negated due to anyerror or omission which may occur in the periodic printing of the Bylaws.

9.2 Coming into Force

Subject to compliance with the requirements of the laws of the Province of Alberta, any major resolutions, ifreceived in writing, advertised and passed by the G.M.H.A in the manner provided for in these Bylaws, shallnot take effect until they have been registered in accordance with the Societies Act.

10.0 Rules and Regulations

10.1 Requirements

The G.M.H.A and all of its members shall abide by the Rules and Regulations as established by Hockey Alberta.

10.2 Special Rules

The G.M.H.A may amend, add, or delete Special Rules by passing a minor resolution at either a General orAnnual Meeting or at an Executive Committee Meeting. A Special Rule shall be deemed passed if it receives amajority of the votes cast by those members or officers present and in good standing.

10.2.1 Coming into Effect

Special Rules shall come into force on the day following the day on which they are adopted or amended or onthe date specified in the Special Rule.

10.2.2 Communicating Special Rules

All newly adopted or amended Special Rules shall be posted at the Grimshaw Arena for a minimum period oftwo weeks for general awareness of all G.M.H.A members.


11.0 Operating Guidelines

11.1 Details

Operating Guidelines shall provide a means for capturing various processes, procedures, logistics, detailed jobdescriptions, sample forms, typical agendas, special notices or advertising, etc., and other reference materialof the Association to facilitate consistency and fairness in the application of our Bylaws on a day-to-day andyear-to-year basis and to speed up the learning curve for new members.

11.2 Development

The Executive Committee shall be empowered to develop these guidelines and amend or add to as requiredduring their term.

11.3 Special Rules

The Operating Guidelines shall be the home for all Special Rules adopted by the G.M.H.A.

11.4 Ownership

The custodian of the Operating Guidelines shall be the Secretary but it is the responsibility of all ExecutiveCommittee officers to keep it current.

12.0 General

12.1 Fiscal Year

The fiscal year of the G.M.H.A shall commence on the 1st day of August of every year running up to andincluding the 31st day of July of the following year. The Bingo Account's fiscal year runs from the 1st day ofAugust to the 31st day of July.

12.2 Budgets

The Treasurer shall prepare a Budget at the beginning of each hockey season including recommendedregistration fees, anticipated expenditures, expected fund raising revenues, and any other special expenses.

12.2.1 Budget Approval

The Executive Committee shall review and finalize the Budget for the G.M.H.A. The Executive Committee shallbe empowered to set the registration fees based on the income and expense projections from this budget.This Budget shall then be presented to the general membership at the first General Meeting of each seasonfor information.

12.2.2 Communication of Budget

A copy of the Budget shall be made available to all members at the first General Meeting.


12.2.3 Non-Adopted Budget

The G.M.H.A may, in a fiscal year, without having adopted a budget, expend an amount less than or equal to120% of the budgeted expenditures of the preceding fiscal year.

12.3 Audits

12.3.1 Audit Team

The Auditors shall be determined at the Annual Meeting subject to approval by a majority vote of memberspresent. The Auditors shall consist of either a qualified accounting firm or an elected audit committeecomprised of a minimum of two G.M.H.A members. If unsuccessful in electing the Auditors at the AnnualMeeting, the Executive Committee shall be empowered to appoint the Auditors by majority vote.

12.3.2 Audit Schedule and Methodology

At the end of each fiscal year, the new Treasurer may arrange for the Auditors to review all records, books,accounts, and vouchers of the G.M.H.A for the preceding year and prepare their report. The Auditors shall beentitled from the Executive Committee officers such information and explanations as may be necessary for theperformance of their duties as the Auditor.

12.3.3 Audit Reporting

The Auditors shall state in their report whether in their opinion the Financial Statements presents fairly thefinancial position of the G.M.H.A and the results of its operations for the period under review, in accordancewith general accounting principles applied on a basis consistent with that of the preceding period.

12.3.4 Auditor Statements

The Auditors shall also make appropriate statements in their report in any instance that:

i. the financial statement is not in agreement with the accounting records,

ii. they have not received all the information and explanations that they had required/ requested, or

iii. proper accounting records have not been kept so far as appears from their examinations.

12.4 Banking

12.4.1 Bank Accounts

Funds of the G.M.H.A shall be retained in three separate accounts:

1. or normal G.M.H.A receipts/expenditures,

2. for revenue generated from Bingo Operations

3. one for revenue generated from Casino Operations. The Bingo and Casino accounts are to be operated asdefined in the GMHA's license from the Alberta Gaming and Liquor Commission.


12.4.2 Account/Payment Requirements

These three separate accounts shall be kept on deposit in a chartered bank or Treasury Branch in Grimshaw,and all expenses are to be paid by cheque. All three accounts are to be managed by the Treasurer with allcheques against these accounts signed by the Treasurer and one other of the President, the Vice President, orSecretary co-signing.

12.4.3 Team Accounts

All teams within the G.M.H.A having individual bank accounts shall submit to the Treasurer by March 31steach year their current bank account information, balance, and the names of all signing officers to theTreasurer.

12.5 Asset Inventory

The Treasurer with support from the Equipment Coordinator, Food Booth Coordinator, and Secretary shallmaintain an inventory of all Association Assets.

12.6 Annual Reports

The Treasurer shall prepare a Financial Report for the main, bingo and casino accounts at the end of eachfiscal year. The Treasurer shall prepare an Income Statement and Balance Sheet for the G.M.H.A for the pastfiscal year, make copies for the members, and present it at the Annual Meeting.

12.6.1 Acquisitions or Disposal of Assets

The Treasurer shall present a summary of the Association's Inventory with any acquisitions or disposal ofassets over the past year highlighted.

12.6.2 Financial Reports

The Treasurer shall prepare interim financial reports for the main, bingo and casino accounts for the currentyear and present them at the Annual Meeting.

12.6.3 Audit Reports

The Auditors shall report to the members at the Annual Meeting regarding the Financial Statements of theG.M.H.A for the preceding fiscal year.

12.7 Investments / Borrowing Powers

12.7.1 Investments

The Executive Committee shall be authorized to invest surplus funds in securities maturing within two years,issued or guaranteed by the Government of Canada or any of the provinces of Canada, or the Alberta TreasuryBranches.

12.7.2 Borrowing

For the purpose of carrying out its objectives, the G.M.H.A may, by minor resolution of the ExecutiveCommittee, borrow, raise, or secure monies, and the repayment thereof, in such a manner as is required. In


no case shall any debentures of the G.M.H.A be issued without a special resolution of the general membershiprequiring the support of 75% of the members present at a duly constituted General Meeting and which 21days’ notice of such meeting has been given.

12.8 Records

All G.M.H.A correspondence, files, minutes of meetings, register of members, financial reports, inventory ofassets, original copies of the Bylaws, Special Rules and Operating Guidelines, etc. shall be retained in theGMHA's office at the Grimshaw Arena.

Documents

GRIMSHAW MINOR HOCKEY ASSOCIATION HANDBOOKfs1.rampinteractive.com/grimshawmha/files/association/Grimshaw... · The purpose of this Constitution, ... Treasurer shall present an Income