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ARTICLE I: PURPOSE
Section A:
To promote the development of a youth hockey program in Keene and the surrounding area.
Section B:
To provide ice skating facilities and instruction for the purpose of recreation and the athletic development for the youth in Keene and the surrounding area.
ARTICLE II: MEMBERSHIP
Section A: Participant (Player) Membership
Participant membership in the KYHC shall be open to any person submitting the requirements as to age, residence, paid registration and insurance fees as determined by the Board of Directors. Eligibility for player membership, as determined by the Board of Directors, shall be in accordance with the most current published criteria of the New Hampshire Amateur Hockey Association and USA Hockey. However, any current participant in the KYHC may continue to do so regardless of his or her residence.
Section B: Adult Membership
Adult membership in the KYHC shall be open, at no charge, to parents having a player participating in the program, and to any other adult actively participating in the program at the request of the Board of Directors. Only adult members of the KYHC are eligible to vote at the Keene Youth Hockey Club's annual meeting.
ARTICLE III: BOARD OF DIRECTORS
Section A: Composition
The Board of Directors shall consist of a minimum of 12 and a maximum of 15 members, each of whom shall serve a term of office for a period of three (3) years. The term in office shall be staggered so that five (5) Directors’ terms expire one year, five (5) the following year, and the remaining five (5) the year after. Past Directors shall be eligible for re-election. The immediate past President shall automatically become an ex-officio Member of the Board of Directors for the subsequent year if he is not re-elected to the Board, but shall not have the power to vote.
Section B: Election
Election to the Board of Directors shall occur at the KYHC annual meeting. Any adult member of the KYHC shall be eligible for election to the Board of Directors.
Within thirty (30) days of the election, the Board of Directors shall meet and, by ballot, elect the four (4) officers of the KYHC, President, Vice President, Secretary and Treasurer.
Section C: Duties
It shall be the duty of the Board of Directors to manage the general affairs of the Keene Youth Hockey Club, including all matters pertaining to its' finances.
The Board of Directors shall annually update the Policy and Procedure Manual to insure that the goals of the Keene Youth Hockey Club are clear, concise and strictly adhered to by all members.
Section D: Meetings
The Board of Directors shall meet once a month, at a specific date, time and location to be determined by the Board. Ample notice shall be given to the KYHC membership of said date, time and place for the monthly meeting.
Any adult member of the KYHC may attend the monthly Board of Directors' meetings, however, voting on issues at those meetings shall be limited to the Board members.
If a member of the KYHC, other than a member of the Board of Directors, wishes to propose an item for discussion at a Board meeting, then he/she must first address them to the Board in writing, and no less than ten (10) days prior to the meeting, so that the item can be placed on the meeting's agenda.
The President of KYHC shall have the authority to limit discussion of any item presented to the Board at its' meeting, ever mindful that such limitation shall be carried out judiciously.
Emergency meetings of the Board of Directors may be held at any time and place when called by the President, or a minimum of two Directors. Attendance at an emergency meeting shall be limited to Board members only, unless an attendee is specifically invited to be present based on a two-thirds majority vote of the Board of Directors.
Seven (7) members of the Board of Directors shall constitute a quorum and shall be necessary for the purpose of conducting business at meetings.
"Robert's Rules of Order, Revised" shall govern the proceedings of all meetings, except where they conflict with the Bylaws of the KYHC.
Section E: Vacancies
When a vacancy occurs on the Board of Directors it shall be filled by a vote of the remaining Board members. Notice of the vacancy shall be posted at least two weeks prior to the date that the Board will meet to fill the vacancy. Nominations for the vacancy shall be open to members of the Board and any adult member of the KYHC. The term of the person elected to fill the vacancy shall expire at the same time as if no vacancy had occurred.
Section F: Removal For Cause
Board members may be removed from office for cause by majority vote, by secret ballot, of the remaining members of the Board of Directors.
ARTICLE IV: OFFICERS OF THE ASSOCIATION
As per Article III, Section b, the officers of the KYHC shall consist of President, Vice President, Secretary and Treasurer. The duties of those officers are as follows:
Section A: President
The President of the KYHC shall preside over all meetings of the Board of Directors. He/She shall be ultimately responsible for all activities and deeds carried out by other members of the Board. He/She shall appoint, with the concurrence of the majority of the Board, all committee assignments and be charged with the duty of supervising the functions of the various committees. He/She shall see that the annual elections for membership to the Board of Directors are held in accordance with the KYHC bylaws. The President shall only cast a vote on Board matters to break a tie. The President shall serve a one (1) year term and is eligible for re-election.
Section B: Vice President
The Vice President of the KYHC shall perform the duties of the President, if for any reason the President is unable to perform those duties. The Vice President, shall carry out all other duties and responsibilities as may be delegated to him by the President. The Vice President shall serve a one (1) year term and is eligible for re-election.
Section C: Secretary
The Secretary of the KYHC shall keep an up-to-date account of the proceedings of the various KYHC meetings (excluding committee meetings of which he/she is not the chairperson), and shall, within ten (10) days of said meeting, make available a written posting of the meeting's minutes for review by the entire membership of the KYHC. The minutes shall contain, when applicable, the date, time, and place of any subsequent meeting. The Secretary shall also be responsible for all written correspondence pertaining to this office. The Secretary shall serve a one (1) year term and is eligible for re-election.
Section D: Treasurer
The Treasurer shall keep an accurate and up-to-date account of all monies received and disbursed by, and owed to the KYHC. A report of these transactions will be made at each monthly meeting of the Board of Directors. He/She shall pay all accounts by check, signed by himself/ herself or by the President. The Treasurer shall prepare and file, in a timely manner, any returns as may be required by Federal, State, or local authorities. The Treasurer shall serve a one (1) year term and is eligible for re-election.
ARTICLE V: APPOINTMENTS BY THE BOARD
Various appointments by the Board will be made at the same time that the Officers of the KYHC are elected and shall remain in effect for the program year.
The Board of directors retains the ultimate responsibility for monitoring the work and function of these assignments, appointments and committees, and reserves the right to remove and/or replace any person associated them for just cause. The removal process shall follow a majority vote of the Board of Directors.
The following positions, and their respective duties/responsibilities, are an integral part of the Keene Youth Hockey Club.
Section A: Registrar
One individual from within the Board of Directors shall be appointed as the Registrar for the KYHC. This person shall be responsible for managing the registration process of all program participants and coaches. The Registrar shall be responsible to see that all those who register meet the eligibility requirements as set forth by local, state and national affiliations.
The Registrar shall prepare and file all team rosters, and all participant's and coach's insurance forms as required.
The Registrar shall maintain historical records of participant registration by various format (age/team/level) as required.
The Registrar shall turn over to the Treasurer all monies received through participant and coach registration. He/She shall present to the Board a written report which lists those participants and/or coaches whose total fees have not yet been received, and the respective amounts which are due. This information will then be utilized by the Board to enforce the requirements for participant/coach eligibility as outlined in the KYHC Policy Manual.
Section B: Scheduler
One individual from within the Board of Directors shall be appointed to serve as the Scheduler for the Keene Youth Hockey Club. The Scheduler will act as a liaison between the KYHC and the appropriate personnel at the Cheshire Ice Arena or any other ice facility, for obtaining and allocating sufficient ice time to support practice sessions, games, clinics, tournaments, etc. The Scheduler shall also be responsible for coordinating with other youth hockey associations in the scheduling of all required league games, both home and away.
Section C: Sponsorship/Fundraising Coordinator
One individual from within the Board of Directors shall be appointed to the position of Sponsorship/Fundraising Coordinator for the KYHC. He/She shall be responsible for identifying, organizing, coordinating, and supervising all activities relating to raising working capital for the KYHC, with the specific objective of limiting the out of pocket tuition expenses of the program's participants.
The Sponsorship/fundraising Coordinator shall be responsible for targeting and committing prospective sponsors and other local businesses and organizations for contributions to help offset the KYHC operating expenses.
Section D: Equipment Manager
One individual from within the Board of Directors shall be appointed the Equipment Manager for the KYHC. He/She will be responsible for the procurement of all KYHC equipment as authorized by the Board. The equipment shall include, but not be limited to, uniforms, practice jerseys, goalie equipment and other miscellaneous purchases such as pucks, etc. The Equipment Manager shall maintain a current inventory of all equipment owned by the KYHC and the location of all said equipment. He/She shall be responsible for any needed repairs and/or replacement of damaged equipment, and shall seek competitive bids for any related costs exceeding $300.00. Final approval for budget expenditures for equipment shall rest with the Board of Directors.
Section E: Coaching Director
One individual from within the Board of Directors shall be appointed to the position of Coaching Director for the Keene Youth Hockey Club. The Coaching Director shall have the responsibility of assuring that all coaches within the KYHC meet the minimum requirements for the respective level at which they are coaching. He/She shall serve as the Chairperson of the Coaching Committee, and shall see that all proceedings at the meetings of that committee are recorded and presented to the Board at their next regularly scheduled meeting.
The Coaching Director shall be responsible for identifying and recommending all team coaching positions for the KYHC. He/She shall be responsible for making available information and material to keep coaches up to date regarding coaching techniques and certification programs as may be required
Section F: State/League Representatives
One primary individual and two alternates shall be appointed from within the Board of Directors to attend, as voting members of the KYHC, all state meetings as called for by the N.H. Amateur Hockey Association (NHAHA). The duties of the state league representative shall include the gathering and dissemination of all information between the NHAHA and the KYHC relative to USA Hockey regulations, state league requirements, and other matters as deemed pertinent to the KYHC.
One individual and an alternate will also be appointed, as voting members of the KYHC, as representatives to the Tom Hill Youth Hockey League. The duties of the league representative will be to attend THYHL meetings, and to gather and disseminate all information from the THYHL and the KYHC as deemed necessary.
One individual and an alternate will also be appointed, as voting members of the KYHC, as representatives to the Greater Springfield Youth Hockey League. The duties of the league representative will be to attend GSYHL meetings, and to gather and disseminate all information from the GSYHL and the KYHC as deemed necessary.
Section G: Age Level Directors
A member of the Board of Directors will be selected to represent each age level. These individuals will act as the liaison between the Board and the teams within that age level. These duties will include meeting with the team representatives, seeing that all fundraising obligations are being met, and ensure collection of tuition payments and enforce penalties prescribed by the Board if payment is not made.
Section H: Referee-In-Chief
The Referee-In-Chief shall be responsible for the conduct and behavior of all referees used by KYHC. He shall be responsible for identifying and obtaining qualified referees for all home games. Other duties include maintaining a current list of referees relative to their patched level as well as identifying potential referee candidates and assisting them in acquiring AHAU certification as required by state league rules.
ARTICLE VI: CONDUCT
Association members shall be responsible for insuring that they, their spouses, their family members, and guests conduct themselves in a mature and sportsmanlike manner at all KYHC functions. Coaches, players, and officials should be treated at all times in respectful and non-abusive manner.
In the event that a member, their spouse, other family member, or guest fails to conduct themselves in the proper manner as required, the Board of Directors shall have the authority to take appropriate action, which may include but not be limited to, the requirement that the offending party be precluded from attending and/or participating in KYHC games, practices or other activities. Such action shall be taken only after all concerned parties shall have been given a reasonable opportunity to be heard before the Board.
ARTICLE VII: AMENDMENTS TO THE BYLAWS
Proposed amendments to the Bylaws must be submitted in writing to the Board at a scheduled meeting. The amendment shall be read and discussed by the members present, after which the proposed amendment shall be tabled until the next scheduled meeting. The Secretary shall send to all Board members a copy of the proposed amendment at least two weeks prior to the next meeting. A two-thirds (2/3) vote of the entire Board shall be required to pass an amendment to the Bylaws.
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