Stratford Girls Hockey Association

CONSTITUTION

As amended as of June 11, 2008

ARTICLE 1-NAME

This organization shall be known as the Stratford Girls Hockey Association, hereinafter referred to as the Association. With respect to center identification, we have adopted the name of STRATFORD ACES.

ARTICLE 2-PURPOSE

The purpose of this Association shall be:

(a)To foster, promote and supervise hockey for females in the City of Stratford and surrounding area, Province of Ontario.
(b) To promote good sportsmanship, team play and good citizenship amongst the participants, coaches, officials, parents and Board of Directors.
(c) The prime Purpose of the Association shall be to provide a healthy, competitive environment in which the ideals of good sportsmanship, honesty, loyalty and fair play are utmost. The winning of games shall be a secondary.
(d) To foster and encourage leadership programs in all areas related to the development of female hockey in Ontario.

ARTICLE 3-EXECUTIVE OFFICERS

(a) SGHA BOARD OF DIRECTORS shall consist of the following:

Past President

President

1st Vice President

2nd Vice President

Recording Secretary

Treasurer

Registrar

Director of Special Events

Director of Convening

Tournament Convenor

Director of Scheduling and Transportation

Alternate Director

Intermediate / Senior Director

Equipment Manager

Director of Houseleague

Director of Player Development

(b) Except Director of Player Development, whom the Board of Directors will appoint.
(c) All officers shall be retired at each annual meeting, but shall be
eligible for re-appointment or re-election.
(d) Should any officer’s position become vacant, the Executive shall appoint a successor until the next Annual meeting.
(e) The number of directors may increase by one for each additional team entering the Association up to a maximum of four (4).
(f) Each member of the Executive shall be entitled to one individual vote.
(g) A majority of the executive shall be present to constitute a quorum for the transaction of business for monthly or special meetings.
(h) The executive shall have the power to discipline, suspend or reprimand any team player, coach, or any other member of the association who does not abide by the terms of the Constitution, pending a hearing.
(i) The Board of Directors shall have control of the affairs of the Association.
(j) No monetary decisions of transactions may be made without the approval of the Executive.

ARTICLE 4 - DUTIES OF OFFICERS

PRESIDENT:

The President shall:

(a) Preside over all meetings of the Association.
(b) Shall only vote in the case of a tie, as a deciding vote.
(c) Call all meetings of the Association as deemed necessary.
(d) Conduct business of the Association in proper manner as required by the Association.
(e) Shall be a member of all committees or delegate as needed
(f) Representative to OWHA and has voting privileges for SGHA.
(g) Permission to skates must go thru president.
(h) Releases must be obtained thru president and signed by one other board member.
(i) He/She and spouse shall not hold a Head Coach postion.
(j) Have second cheque signing authority unless related to the treasurer.

PAST PRESIDENT

The Past President:

(a) Notify Stratford Minor Sports Council (SMSC) of our annual meeting. With the board of directors input, it is recommended to ask someone who is not affiliated to our association to run our elections and act as scrutineers.
(b) Submit a slate of officers for the election at the Annual Meeting.

1st VICE PRESIDENT:

The 1st Vice President shall:

(a) Act in the absence of the President.
(b) Assist whenever possible to help enforce the terms of the Constitution.
(c) In case of the resignation of the President, assume the duties of the President.
(d) Representative to Stratford Minor Sports Council (SMSC) and liaison officer to all leagues.
(e) Shall be chair of Annual Banquet.

2nd VICE PRESIDENT:

The 2nd Vice President shall:

(a) Assist the President and the 1st Vice President.
(b) Assume the duties of the 1st Vice President in case of resignation.
(c) Accept all rep team fundraising proposals of the organization and report to the Board of Directors for
final approval.
(d) Work with Director of Houseleague to set up & convene all houseleague teams.

SECRETARY:

The Secretary shall:

(a) Keep accurate minutes of all meetings of the Association and distribute to all Board of Directors with
seven (7) days.
(b) Conduct any correspondence as directed by the Association.
(c) Notify all Executive Members as to the time and date of all meetings.
(d) Book the facilities for the monthly meetings.
(e) Be responsible for all advertising for the Association to the newspaper, radio and website.
(f) Organize team pictures to be taken by November 30th.

TREASURER:

The Treasurer shall:

(a) Be responsible for all finances of the Association.
(b) Keep accurate record of all financial transactions of the Association.
(c) Submit a report at all Board of Director Meetings.
(d) Pay all Association Expenses by cheque. Cheques must not be signed by two members of the same family.
(e) Automatically have cheque signing authority.
(f) Administer the Petty cash fund.
(g) Keep separate accurate records of all Nevada transactions and be responsible for all related correspondence.
(h) If the Treasurer is directly related to the President or 1st Vice President, the Executive shall appoint another Board of Directors member to have cheque signing authority.
(i) Prepare year-end financials (April 30th) for May 31st for possible audit/review.

CONVENOR:

The Convenor shall:

(a) Act as a liaison between coaches, players, and parents with the Board of Directors of the Association. Except on convenor's child's team, or any team that the Convenor coaches. 1st Vice President, or another Board member, shall assume role for the said teams
(b) Be responsible to understand rules and regulations of OWHA and any other affiliated league.
(c) Appoint two (2) assistant conveners if required.
(d) Be present at all team orientation meetings or appoint an alternate Board of Director to attend in their place.

SCHEDULER:

The Scheduler shall:

(a) Be responsible for the scheduling of appropriate amount of games and practices for all teams within the Association.
(b) Be responsible for scheduling of referees for all home games of the Association.
(c) Will ensure all teams within the association obtain league and playoff schedules from the convening league.
(d) Secure annual quotations from a minimum of two (2) licensed Bus Companies and submit to the Board of Directors for approval and selection prior to the commencement of league play.
(e) Receive a honourorium to be set by the executive.
(f) Must be present at all League Scheduling Meetings.
(g) Must attend coaches' meeting at start of season to explain to all the icetime scheduling and allocation process

REGISTRAR:

The Registrar shall:

(a) be responsible to register all players
(b) register all players with OWHA
(c) collect all associated fees
(d) attend houseleague & rep registrations
(e) act as contact to OWHA.
(f) Be at the first 3 ice times of rep tryouts to collect tryout fees and approve any paperwork from skaters coming from other centres.
(g) Send out mass emails to registrants when needed.

DIRECTOR OF SPECIAL EVENTS:

The Director of Special Events shall:

(a) Co-ordinate the annual dance and any other special event that may arise and appoint a subcommittee when necessary and report back to the executive.
(b) Responsible for co-ordination of team sponsorship and follow-up.

TOURNAMENT CONVENOR DIRECTOR:

The tournament convenor shall:

(a) Co-ordinate all facets of the tournament
(b) Select subcommittee, which must include the scheduler and treasurer.
(c) Report to executive.

DIRECTOR OF EQUIPMENT:

The Equipment Manager shall:

(a) Keep an accurate list of all Association equipment and ensure that all equipment is maintained in good repair. This list must be provided to the Board of Directors on a yearly basis, at the end of each season.
(b) Be responsible for the purchase of new equipment subject to prior Executive approval.
(c) Replacement equipment list to be provided by February 15th for board approval .
(d) Must keep an accurate log of equipment signed out. This log remains in the Association's locker room at all times.
(e) No off-season equipment will be given out without the executive's approval, with exception of association try-outs.
(f) Is accountable for distribution of keys allowing access to the Aces equipment room and office at the Rotary Complex, along with the collection of deposits for those keys

ALTERNATE DIRECTOR:

The Alternate Director shall:

(a) Assist where necessary.
(b) Can only serve a one (1) year term in the position, then needs to move onto the Board in a specific capacity.
(c) Be the scheduler of all timekeepers.

DIRECTOR OF HOUSELEAGUE:

The Director of Houseleague shall:

(a) Work with the 2nd Vice to set up and convene intown houseleague.
(b) Have the ability to appoint convenors in each of the divisions of HL.
(c) Choose/review coaches and staff for each HL team.
(d) Be the contact person with "Tim Hortons" for the Timbit program.
(e) Be the contact for the Out of Town house league.
(f) Be the liaison between houseleague coaches and equipment manager.
(g) Organize the Houseleague final day along with the Ice Scheduler.
(h) Distribute/collect/compile houseleague coaches/player evaluations.

DIRECTOR OF PLAYER DEVELOPMENT:

The Director of Player Development shall

(a) See that all players in SGHA are developed to their best capabilities, Houseleage to "AA" programs.
(b) Provide Houseleague to "AA" Coaches with advice on hockey strategies, skill drill plays etc.
(c) Be chair of the coaches' selection committee consisting of up to four (4) other Board of Directors of the association, along with a minimum of two (2) non-association members to partake in the coaches' selection committee. No member of the committee shall be involved in the interviews or selection of any rep coaches for any division that their child(ren) play in. No proxy votes.
(d) Responsible for collection of Coaches Evaluations from parents during final stages of each hockey season.

ARTICLE 5 - MEETINGS

ASSOCIATION MEETINGS:

(1) Shall take place monthly to effectively control the affairs of the Association. Time and place of these meetings shall be established by the Board of Directors.
(2) In the event a member of the Board is absent from three (3) consecutive meetings (excluding work commitments or sickness) that member shall cease to be a member and is to be automatically replaced at the discretion of the Board of Directors.
(3) Any other special meeting may be called by President on advise of any two (2) members of the Board of Directors. These meetings must be attended by a quorum of the Board of Directors.
(4) These meetings shall be attended by executive members only.
(5) Rep Coaches/managers must attend a coaches' meeting in September, October, November, December, January and February prior to the start of the Executive meeting.

ANNUAL MEETINGS:

(1) Will be held in the month of June. Lists of people allowing their name to stand for office shall be submitted no later than fourteen (14) days prior to the annual meeting. It shall be an open meeting with all registered members in attendance eligible to vote. Voting age will be eighteen (18) years and older. All members must be in good standing to be eligible to vote. Any proposed constitution or bylaw amendments must be submitted to the board 30 days prior the annual meeting and put on the website.

Registered Members (defined)

(a) Any individual, over the age of eighteen years, who are members of a hockey team operated by SGHA.
(b) One parent of any individual under the age of eighteen (18) years who is a member of a hockey team operated by the SGHA. The term parent as used above shall include anyone who falls with the definition of such term as set in the family law act R.S.O., 1990, c-f3, as amended from time to time.
(c) Board member in good standing.

The Order of Business shall be as Follows:

Minutes of the previous meeting

Financial Report

Presidents Report

Correspondence relating to AGM

Constitution Amendments

New Business

Election of Officers

Stratford Girls Hockey Association

BY-LAWS

ARTICLE 1

Teams

Rep Teams

(1) A competitive team according to the OWHA.
(2) Transportation to all scheduled league, playoff and Provincial playdown games will be mandatory busing for all rep teams. Failure to comply will result in a 5 game suspension of head coach. Each team’s cost will be shared equally amongst registered players of that team. Families will be allowed to ride the bus, as space permits. Any player who does not comply by this by-law will not be allowed to participate in the Association until full restitution for busing costs are received by the Association. Busing exceptions may be permitted by the board.
(3) If any rep team becomes eligible for provincials, the Association will cover the cost of a team picture ad in the newspaper.
(4) Any rep team will be allowed to conduct an unlimited amount of Board approved Fundraisers, enough to cover their teams budgeted expenses without exceeding a profit. Proposed fundraisers must be submitted to the Board of Directors by November 15th. No rep team shall duplicate fundraising or infringe upon the tournament or dance sponsorships and/or donators, unless approved by the Board of Directors. No individual fundraisers.
(5) Each team must submit to the SGHA executive a proposed budget by November 1st and a detailed financial statement by year end banquet.
(6) Each team must have an Orientation meeting attended by coaching staff and parents at the convenience of the convenor. This meeting shall take place before the season starts.
(7) Each team must have a female on the team staff.
(8) Each team will have a maximum of 5 team staff which includes head coach, assistant coach, and trainer. Anyone listed on the team staff above that number will be responsible for paying the OWHA affiliated fees.
(9) A coach or staff member may be suspended or removed for violation of any OWHA/League or SGHA rules/constitution or CHA Code of Conduct.
(10) Each player is expected to participate in team fund raising or choose a fee established be each team at the start of the season.
(11) Each rep team shall field a minimum of 15 skaters and two goalies where available. The Board of Directors reserves the right to vary team numbers.
(12) No playing above your age category (exceptions may be made by the Board of Directors due to numbers only.)
(13) All SGHA Rep teams are fully expected to compete at all OWHA regional playdowns and league playoffs regardless of categorization or opportunity to advance. The Association will fine teams failing to do this and coaches may face additional discipline.
(14) The Head coach of a rep team requiring a player must contact the Head Coach of the division below to request a player from that teams coach.
(15) The coach of the call up will:
        a) Assess the abilities of the team's players, determining who may safely play at the call-up level.
        b) Go though a rotation of such capable players to ensure equal opportunity to all.
(16) No SGHA team may pick up a player(s) from another association without approval from the SGHA Executive.
(17) Unneeded ice must be cancelled through the ice scheduler with no less than four (4) working days notice. If cancelled with less than four (4) working days notice, that team is subject to a fine. (This does not include cancellations due to weather).
(18) Universal Aces windsuit for all rep teams.
(19) All rep teams will participate in the Lower Lakes Female Hockey League. Exceptions may be granted at the Board's discretion.

Senior Team

(1) Open Age
(2) Bussing Exempt

Houseleague Teams

(1) House League team according to OWHA.
(2) Follow all rules 5,6, 7 and 9 under Rep Teams.
(3) Each team will have a maximum of 4 team staff insured by the OWHA.

In Town House League Teams

(1) House League team according to OWHA.
(2) Follow rules 6, 7 and 9 under Rep Teams.
(3) Each team will have a maximum of 4 team staff insured by the OWHA.
(4) No pick ups for league games or playoffs. OWHA tournament pick up rules apply.
(5) Each game will be scheduled for a minimum 50 minutes of ice time.

Player/Registration

(1) The Stratford Aces (SGHA) wish to encourage the growth of girls in all communities. Players trying out from other centers may not tryout or register if their home centre offers a team of equal or higher caliber. If they fail to make our top rep team, they are not eligible to try out for other Stratford Teams. Exceptions may be permitted. Any girl that was registered in SGHA for the previous year may tryout or register for teams within the system.
(2) No player movement without Board of Directors prior approval.
(3) Registered players, if full payment, which may include post dated cheques, in compliance with the new deferred payment plan, is not received by October 1st, a late fee of $50 will be charged.
(4) Registered rep players requesting a refund are subject to a $25 administration fee.
(5) Any registered player wanting to try-out, must pay the assigned try-out fee.

Zero Tolerance

(1) SGHA has a zero tolerance policy for any verbal or physical abuse including harassment. Any player, coaches and staff, parent, executive deemed in violation will be brought before the Board for a hearing and or a possible suspension.

Permission to Skate and Release

(1) The board of directors have the right to set an administrative fee for permission to skates and releases.
(2) Releases from our association have to be approved by SGHA.
(3) Permission to Skates will not be granted to players attending tryouts for teams at the same level of hockey offered in Stratford. Exceptions at the Board's discretion.
(4) Permission to Skates are granted by the President.
(5) All new Association players must be registered with the association and must have a Release Form or Permission to Skate Form signed by their last year's association to go on the ice.

Equipment

(1) The sweater # 8 shall not be used by the oldest age team in the Stratford Girls Hockey Association. Whether it is Midget or Intermediate.
(2) Sponsor bars will be listed on the backs of the Stratford Girls Hockey Association team sweaters. Last name bars can be used at each team's discretion.
(3) The SGHA Aces logo can only be used with the Board of Directors approval.

Stratford Girls Hockey Association

RULES AND REGULATIONS

(1) A game will consist of three 10 minute stop periods with curfew, unless otherwise specified by the league under which the SGHA is participating in.
(2) Each game will have a minimum fifty (50) minute curfew, unless ice time permits.
(3) The Stratford Girls Hockey Association shall be governed by the rules of the OWHA.