BYLAWS

NAME

1.1 This organization shall be known as the “Sylvan Lake Rec Hockey Association” and referred to herein as the “SLRHA”.

1.2 The Sylvan Lake Rec Hockey Association shall abide by the rules and guidelines as set down by Hockey Alberta (HA) and the Canadian Hockey Association (CHA) and will remain a member in good standing (Bylaw 2.1(b)(ii) of the Hockey Alberta Bylaws and Regulations).

1.3 SLRHA will play under the rules and guidelines of the CHA and Hockey Alberta.

1.4 SLRHA will abide by the Hockey Alberta Recreation Hockey Model.

MEMBERSHIP

2.1 Membership:

A Member shall be:

a) Any family registered with Sylvan Lake Rec Hockey Association.
b) Any coach, assistant coach or manager that has no child registered with the Sylvan Lake Rec Hockey Association and in this capacity to a maximum of three (3) persons per team; or
c) Any volunteer who has previously been a Member of Sylvan Lake Rec Hockey Association under 2.1(a) or 2.1(b) and who is approved by the Board of Directors to be a Member; or
d) Members of the community that are 18 years or older and interested in participating in the work of Sylvan Lake Rec Hockey Association and the promotion and achievement of its objectives, have submitted a membership application to the Association which includes their name, address and reason(s) for requesting membership. This application must be submitted to Sylvan Lake Rec Hockey Association Board of Officers for approval, together with the prescribed membership fee for members of the community at large as set out in 2.2(d).

2.2 Membership Fees:

a) The membership fees for Members under 2.1(a) and 2.1(d) shall be the registration fee per hockey player, such fee being determined by the Board of Directors, or Officers before each new hockey year;
b) There shall be no membership fee for a Member admitted under 2.1(b) Above;
c) The membership fee for a volunteer admitted under 2.1(c) shall be determined annually by the Board of Directors or Officers before each new hockey year.
d) The membership fee for a member of the community at large admitted under 2.1(d) above shall be determined annually by the Board of Directors or Officers before each new hockey year.

2.3 Voting privileges will be given to persons as registered with SLRHA per 2.1(a), 2.1(b). 2.1(c), and 2.1(d), who have membership in good standing.

2.4 The payment of the registration fee for a player wishing to take part in the hockey program must be paid as per the payment terms set out by SLRHA or arrangements made for payment before they are assigned to a team in SLRHA and before the person(s) described in 2.1 are considered to be member(s) in good standings.

RIGHTS AND RESPONSIBILITIES OF MEMBERS

3.1 All members in good standing shall have the following rights:

The right to attend and participate in all general meetings of the society;
The right to vote on matters presented at general meetings, including elections, bylaw amendments, and other decisions affecting the society;
The right to stand for election to any elected office of the society, subject to eligibility criteria;
The right to access and inspect official records of the society, including minutes of meetings and annual reports at the annual general meeting;
The right to propose agenda items or raise issues for consideration by the board or general membership;
The right to resign their membership at any time by notifying the Secretary in writing.

3.2 All members are expected to:

Act in a manner consistent with SLRHA’s Bylaws and Policies and Procedures;
Promote and support the mission and goals of the SLRHA
Treat fellow members with respect and dignity, contributing to a positive and inclusive environment;
Attend meetings regularly and participate actively in SLRHA’s activities where possible;
Maintain good standing by fulfilling any membership obligations, such as paying dues, if required;
Respect the confidentiality of any sensitive information obtained through SLRHA involvement, when applicable.

TERMINATION OF MEMBERSHIP AND SUSPENSION.

4.1 Any member may resign from SLRHA at any time by notifying the Secretary in writing; however, a pro-rated portion of the registration fee as approved from time to time by the Board of Directors or Officers, will not be refunded.

4.2 Any member who, by the decision of the Board of Directors or Officers, fails to maintain an acceptable standard of conduct and/or fails to comply with any of the Bylaws and Regulations of SLRHA may be asked to resign in written form after at least on previous written warning. That decision will result in the loss of voting privileges, unless the member wins a successful appeal. The registration fee will not be refunded.

4.3 Any member who has been requested to resign may exercise the right to appeal the decision provided the wish to appeal is made, in writing to the Board of Directors or Officers within seven (7) days of the request to resign. Any member that refuses to resign on written request will be considered expelled from SLRHA.

4.4 Any member who fails in a way as described in 4.2 may be suspended as outlined in 4.5 on a decision of the Board of Directors or officers. No previous written warning will have been required.

4.5 The Board of Directors, or officers claim the right to bar any expelled, resigned or suspended member from any or all facilities where SLRHA functions including, meetings, games and practices are taking place for a specified period of time as defined by the Board of Directors or Officers.

BOARD OF DIRECTORS or OFFICERS

5.1 The Board of Directors or Officers shall consist of:

a) President
b) Vice President and Director of Off Ice Operations
c) Secretary
d) Treasurer
e) Director of On Ice Operations
f) Director of Scheduling and Referees
g) Director of Player Advocacy
h) Director of Merchandise and Volunteers
i) Director of Tournament and Events

5.2 All Board of Directors or Officers shall have voting rights while in attendance at any Association meeting.

5.3 Board of Directors or Officers not maintaining an acceptable level of attendance or conduct as outlined in 5.4 may be disciplined under Bylaw 5.4.

5.4 Removal:

A Member of the Board of Director or Officers shall be relieved of their duties and removed as a Member of the Board of Directors or Officers (as determined by a 75% vote of a quorum) in the following circumstances:

a) Upon failure to attend three (3) consecutive meetings without a reasonable excuse;
b) If a Member’s conduct is considered detrimental to the best interest of SLRHA;
c) On the basis that a Member is doing an unsatisfactory job;
d) Upon a Special Resolution of the general membership at a General Meeting;
e) There is no route of appeal available within SLRHA. This shall be done by a majority vote of those present.

5.5 Terms: All Board of Director or Officer member positions run June 1st to May 31st of the following year in a two-year term.

6. DUTIES OF THE BOARD OF Directors or Officers

6.1 General:

a) The Board of Directors or Officers shall be responsible to the General Membership and shall have full control and management of SLRHA, within the limits of the Bylaws, to serve the best interest of the majority of its members.
b) Shall ensure that the values, objectives, and desires of SLRHA are represented in a consistent and professional manner to all entities who interact with SLRHA.
1. c) The total welfare of the players shall be paramount in the governing of SLRHA. The player’s responsibilities to family and school shall be kept in mind at all times.
2. d) Should a vacancy occur during a term in office the Board of Directors or Officers shall be empowered to appoint a Member of SLRHA to fill the post until the next Annual General Meeting. With the exception of the President, where the Board of Directors or Officers as a whole shall select a replacement from within the Board of Directors or Officers.
3. e) The Board of Directors or Officers may appoint any member of SLRHA to serve on a Committee or assist the Board of Directors or Officers, or one of its Members in the operation of SLRHA. Committees can be given an ongoing status where necessary and be made up of appointed members who are ratified by the Board of Directors or Officers for a specific term of service.
6.2 Conduct of the Board of Directors or Officers
- a) Any person found guilty (as determined by majority vote of a quorum of no less than 75% of the Board of Directors or Officers) of having committed any improprieties listed in 11.2(b) within SLRHA may be permanently barred from holding an elected or appointed office in the Sylvan Lake Rec Hockey Association.
- b) A member of the Board of Directors or Officers of SLRHA who misses three consecutive meetings of the Board without notice and/or just reason, may be suspended for the balance of their term through a majority vote of a quorum of the Board of Directors or Officers.
- c) Board Members are expected to refrain from publicly criticizing game officials, coaches, or players before, during, or after games. Concerns must be addressed with the appropriate individual, at the appropriate time.
- d) Members of the Board of Directors or Officers are expected to refrain from public criticism of Board policy and/or other Board Members.
- e) Board Members are expected to carry out their duties in a manner consistent with the Bylaws of SLRHA, and within the directives of the Board.
- f) Members of the Board of Directors or Officers can be removed from their duties for non-performance of duties by a vote of the Board of Officers, in which at least seven (7) members vote for removal.
6.3 President:

Two-year term: to be replaced every 2 years on ODD numbered years. SLRHA President should be an existing Board of Director or Officer for this position.
1. a) Shall preside over General and Board of Director or Officer Meetings.
2. b) Shall be one of the three co-signers who have signing authority of cheques issued by SLRHA.
3. c) Shall be responsible for all requirements and communications relating to CHA and Hockey Alberta procedures, policies and Bylaws.
4. d) Shall be responsible for all requirements and communications relating to the Town of Sylvan Lake, its policies and Bylaws.
  1. e) The President is to have the discretion to determine or to appoint other persons to deal with emergent or minor matters not specifically named as the responsibility of the Officers of the Association.
  2. f) Shall attend, or designate someone to attend in their absence, all meetings of leagues participated in by SLRHA and ensure that all information learned and received is provided to the Secretary for distribution to the applicable parties.
  3. g) Shall ensure that the values, objectives, and desires of SLRHA are represented in a consistent and professional manner to all entities who interact with SLRHA.
  4. h) Shall act as the back up to the Registrar and maintain primary authority over SLRHA registration software.
  6.4 Vice President and Director of Off Ice Operations:
  
  To be elected for a two-year term on EVEN numbered years from the membership at large.
  1. a) Shall perform duties of the President in their absence.
  2. b) Shall perform disciplinary duties for SLRHA, including forming ad-hoc committees, when necessary, to resolve complaints and disputes.
  3. c) Shall be responsible for player safety.
  4. d) Shall be responsible for maintenance of and adherence to SLRHA Policies and will conduct an annual review of all Policies.
  5. e) Shall be one of the three co-signers who have signing authority of cheques issued by SLRHA.
  6. f) Shall perform duties of the Director of On Ice Operations in their absence. This position shall be filled by an individual not coaching/ managing a team within SLRHA.
  6.5 Secretary:
  
  To be elected for a two-year term on ODD numbered years from the membership at large.
  1. a) Have Bylaws and Minutes of Board of Directors or Officers meetings available to the membership upon request.
  2. b) Organize and distribute Board of Directors or Officers Meeting agendas and written submissions to all Board of Directors or officers three (3) days prior to regularly scheduled meetings.
  3. c) Take detailed and accurate minutes of all meetings and their proceedings, including motions made, votes taken, and any actions or decisions approved
  4. d) Shall act as the SLRHA AGLC liaison.
  5. e) Shall personally seek out, apply for a complete reporting of grants that will enhance the operations of SLRHA.
  6. f) Shall be responsible for the SLRHA website and manage SLRHA social media content.
  7. g) Shall oversee the Administrator regarding registration & player movement.
  8. h) Shall perform the duties of the Administrator in their absence.
  6.6 Director of On Ice Operations
  
  To be elected for a two-year term on EVEN numbered years from the membership at large.
  1. a) Shall recommend courses of training and ensure a sufficient number of qualified persons are available to act as coaches.
  2. b) Shall act as a Coach’s advocate and will act as a resource for any special coaching needs.
  3. c) Shall sit in on the Coaches Selection Committee ensuring each team has an adequate number of coaches, as required.
  4. d) Shall ensure that all coaches and managers are aware of all HCA, HA and SLRHA Bylaws and Policies and revisions to them
  5. e) Shall assume responsibility, along with the Director of Merchandise and Parent Volunteers for the purchase, maintenance, and storage of all uniforms.
  6. f) Shall assume responsibility for the maintenance and distribution of shared SLRHA equipment, including goaltending equipment, first aid kits and on ice resources. (pucks, practice resources)
  7. g) Shall be responsible for the distribution and recovery of uniforms and equipment to and from teams in a timely manner.
  6.7 Treasurer:
  
  To be elected for a two-year term on ODD numbered years form the membership at large.
  1. a) Shall coordinate the accounting of funds of the Association.
  2. b) Shall maintain full online banking account access to SLRHA accounts.
  3. c) Shall present a full accounting of receipts, receivables, payable and disbursements in the prescribed format to the Board of Directors or Officers Committee on a quarterly basis.
  4. d) Shall make available to the membership a financial statement of SLRHA upon request.
  5. e) Shall have the records and books of account of SLRHA audited at least once each year by a duly qualified accountant, or by two members of the society elected for that purpose at the Annual Meeting.
  6. f) All books and records maintained by the administrator may be examined by any member of the Board of Directors or officers, at any time, upon giving reasonable notice to the Treasurer, who shall arrange with the administrator to make them available at a time satisfactory to all concerned.
  7. g) The Treasurer is one of the three co-signors who have signing authority of cheques issued by SLRHA.
  6.8 Director of Scheduling and Referees:
  
  To be elected for a two-year term on EVEN number years from the membership at large.
  1. a) Shall be responsible for the development of the SLRHA home ice team schedule.
  2. b) Shall maintain full access to the SLRHA scheduling software and act as the liaison with the Town of Sylvan Lake for weekly ice time scheduling.
  3. c) Shall work with the Director of Off Ice Operations for identifying ice time scheduling requirements with the Town of Sylvan Lake.
  4. d) Shall outline referee requirements for each division of SLRHA and will maintain a list of qualified referees.

6.9 Director of Player Advocacy:

To be elected for a two-year term on ODD numbered years from the membership at large.

a) Shall recommend and assist in setting up courses of training, and/or conduct such training, for players in conjunction with SLRHA to mentor coaches.
b) Shall work with the Director of On Ice Operations to ensure that all coaches and managers are aware of HCA, HA and SLRHA Bylaws and Policies and revisions to them.
c) Shall act as a Player advocate.
d) Shall act as a resource for any special Player’s needs.
e) Shall act as a liaison between parents, players and SLRHA as required.
f) Shall sit in on the Coaches Selection Committee ensuring each team has an adequate number of coaches, as required.

6.10 Director of Merchandise and Parent Volunteers:

To be elected for a two-year term on EVEN numbered years from the membership at large.

a) Shall be responsible for the tendering of and coordination of team photos.
b) Shall be responsible for the tendering and coordination of SLRHA merchandise.
c) Shall facilitate in the organization of volunteers where needed within the SLRHA in order to obtain their voluntary commitment responsibilities.

6.11 Director of Events and Home Tournament

To be elected for a two-year term on ODD numbered years from the membership at large.

a) Shall coordinate and oversee the SLRHA Tournament committee.
b) Shall work with the Director of Sponsorship and Merchandise for sponsorship opportunities for the SLRHA tournament. This includes but not limited to raffle items, draw prizes, and tournament merchandise
c) Shall work with President to identify visiting teams for the SLRHA tournament
d) Shall work with the Director of Scheduling and Referees to develop a tournament schedule.

MEETINGS

7.1 Annual General Meeting shall be held in person on or before April 30th of the current season. Notice of at least 28 days shall be given.

a) In addition to the Annual General Meeting, a General Meeting may be held in November or December. A quorum at such meetings shall be twenty members who are eligible to vote by being members in good standing as per Bylaw 2.4.
b) The President must call a General Meeting upon receipt of a written request, signed by at least fifty (50) member family units of SLRHA. Such a meeting must be held within twenty-eight (28) days of receipt of the request. A quorum at such meetings shall be fifty members who are eligible to vote by being members in good standing as per Bylaw 2.4.
c) The President may call an emergency or Special Meeting at any time, provided notice of at least fourteen (14) days is given. A quorum at such a meeting shall be twenty (20) members who are eligible to vote by being members in good standing as per Bylaw 2.4.
d) Notice of a meeting, general or special, shall be given via the use of email, and social media no less than fourteen (14) days prior .
e) The Board of Directors of officers shall be elected by members of SLRHA at the Annual General Meeting. Only members in good standing are eligible to cast ballots to elect officers or to vote on any issues.
f) Nominations for positions on the Board of Directors or officers shall be posted via SLRHA social media. Nominations will close ten (10) days prior to the Annual General Meeting. Uncontested nominees are elected by acclamation.
g) Nominations from the floor of the Annual General Meeting will only be accepted where there are no previous nominations.
h) All attendees at the Annual General Meeting must sign in to have their membership verified and to receive their ballots.

7.2 Board of Directors or Officers Meetings:

a) Board of Directors or officer Meetings shall be held bimonthly, with the exception of June, July and August, to ensure the efficient operations of the Association. The President can call a Board of Directors or officers meeting when the President deems it necessary.
b) A Special Meeting of the Board of Directors or officers shall be called when any seven (7) members of the Board of Directors or Officers make such a request in writing to the President.
c) A quorum for any Board of Directors or Officers Meeting shall be six members drawn from the Board of Directors or officers as a whole.

8. GENERAL

8.1 Amendments to the Bylaws can only be made by a special resolution for the members.

8.2 An amendment to the Bylaws must be approved by 75% of the votes cast at the Annual General Meeting.

8.3 Proposed Bylaw amendments must be submitted to the Board of Officers in writing thirty (30) days prior to the Annual General Meeting and must be posted at least fourteen (14) days prior to the Annual General Meeting.

8.4 Elected and/or appointed members of the Board of Directors or officers shall not receive any remuneration for the discharge of their respective duties in relation to SLRHA or its various activities or projects with the exception of submitted and approved expenses.

8.5 The seal of SLRHA shall be in such form as shall be prescribed by the Officers of SLRHA and shall have the words “Sylvan Lake Rec Hockey Association” endorsed thereon. The seal will be held in custody of the President and used only by the President or Secretary as needed.

8.6 For the purpose of carrying out its objectives, SLRHA may borrow or secure the payment of money in such a manner as it sees fit, in particular by the use of debentures. This power shall be exercised only under the authority of SLRHA and in no case shall debentures be issued without the sanction of a Special Resolution of the Association.

8.7 Unless authorized at any meeting and after notice for the same shall have been given, no board of director or officer, or member of SLRHA shall receive any remuneration for his/her services.

9.. VOTING

9.1 Voting at General and Special Meetings:

Each Family unit of registered members that are all in good standing, as defined by Bylaw 2.0, are entitled to one vote at any General meeting, provided a registered member of the family is present at the time the vote is taken. Voting at all meetings may be by show of hands or by standing vote, polling, or by secret ballot only.

9.2 Voting for contested Board of DIrector or officer positions at the Annual General Meeting will be by secret ballot or polling. Secret ballots will be counted by one Board of director or officer and on non-Board of director or officer Member. Ballots will then be destroyed. Polling will be displayed.

VIOLATIONS OF BYLAWS, POLICIES AND PROCEDURES OF SLRHA.

All Discipline matters will follow the process under Sylvan Lake Rec Hockey Association’s Policies and Procedures.

APPEALS

All Appeal matters will follow the process under Sylvan Lake Rec Hockey Association’s Policy and Procedures.

OPERATING YEAR

12.1 May 31st of each year shall be the fiscal year end for the Sylvan Lake Rec Hockey Association.

DISSOLUTION

13.1 In the event that the Sylvan Lake Rec Hockey Association ceases its activities and/or that it be dissolved for any reason, the gaming assets remaining shall be transferred in trust to the Town of Sylvan Lake until such time as the assets can be transferred from the Town of Sylvan Lake to not for profit group whose purpose is to support and or organize Rec Hockey of the Town of Sylvan Lake.