BYLAWS

SYLVAN LAKE REC HOCKEY ASSOCIATION

BYLAWS

  1. NAME

1.1 1.2 1.3 1.4 This organization shall be known as the “Sylvan Lake Rec Hockey Association”

and referred to herein as the “SLRHA”.

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).

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

SLRHA will abide by the Hockey Alberta Play Hockey Model.

  1. MEMBERSHIP

2.1 Membership:

A Member shall be:

  1. a) b) Any family registered with Sylvan Lake Rec Hockey Association.

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

  1. 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

  1. 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, that 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 Directors 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:

  1. 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 before each new hockey year;

  1. b) There shall be no membership fee for a Member admitted under 2.1(b)

above;

  1. c) The membership fee for a volunteer admitted under 2.1(c) shall be

determined annually by the Board of Directors before each new hockey year.

  1. 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 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 SYLVAN LAKE REC HOCKEY ASSOCIATION

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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.

  1. TERMINATION OF MEMBERSHIP AND SUSPENSION.

3.1 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, will not be refunded.

3.2 Any member who, by the decision of the Board of Directors, 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.

3.3 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 within seven (7) days of the request to resign. Any member that refuses

to resign on written request will be considered expelled from SLRHA.

3.4 Any member who fails in a way as described in 3.2 may be suspended as

outlined in 3.5 on a decision of the Board of Directors. No previous written

warning will have been required.

3.5 The Board of Directors 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.

  1. BOARD OF DIRECTORS

4.1 The Board of Directors shall consist of:

  1. a) President
  2. b) Vice President and Director of Off Ice Operations
  3. c) Secretary
  4. d) Treasurer
  5. e) Director of On Ice Operations
  6. f) Director of Scheduling and Referees
  7. g) Director of Player Advocacy
  8. h) Director of Sponsorship and Merchandise
  9. i) Director of Tournament and Events

4.2 All Board of Directors shall have voting rights while in attendance at any

Association meeting.

4.3 Board of Directors not maintaining an acceptable level of attendance or conduct

as outlined in 4.4 may be disciplined under Bylaw 4.4.

4.4 Removal:

A Member of the Board of Directors shall be relieved of their duties and removed

as a Member of the Board of Directors (as determined by a 75% vote of a

quorum of no less then 2/3 of the Board of Directors in the following

circumstances:

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Upon failure to attend three (3) consecutive meetings without a reasonable

4.5 excuse;

  1. b) If a Member’s conduct is considered detrimental to the best interest of

SLRHA;

  1. c) d) e) On the basis that a Member is doing an unsatisfactory job;

Upon a Special Resolution of the general membership at a General Meeting;

There is no route of appeal available within SLRHA. This shall be done by a

majority vote of those present.

All Board of Director member positions run June 1st to May 31st of the following

year in a two-year term.

DUTIES OF THE Board of Directors

5.1 General:

  1. a) The Board of Directors 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.

  1. 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.

  1. d) Should a vacancy occur during a term in office the Board of Directors 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 as a whole shall select a replacement from within the

Board of Directors.

  1. e) The Board of Directors may appoint any member of SLRHA to serve on a

Committee or assist the Board of Directors or one of it’s 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 for a specific term of service.

5.2 Conduct of the Board of Directors

  1. a) Any person found guilty (as determined by majority vote of a quorum of no

less than 2/3 of the Board of Directors) of having committed any improprieties

listed in 10.2(b) within SLRHA may be permanently barred from holding an

elected or appointed office in the Sylvan Lake Rec Hockey Association.

  1. b) A member of the Board of Directors 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.

  1. 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.

  1. d) Members of the Board of Directors are expected to refrain from public

criticism of Board policy and/or other Board Members.

  1. 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.

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  1. f) Members of the Board of Directors can be removed from their duties for non-

performance of duties by a vote of the Board of Directors, in which at least

seven (7) members vote for removal.

5.3 President:

Two-year term: to be replaced every 2 years on ODD numbered years. SLRHA

President should be an existing Board of Director for this position.

  1. a) Shall preside over General and Board of Director Meetings.
  2. b) Shall be one of the three co-signers who have signing authority of cheques

issued by SLRHA.

  1. c) Shall be responsible for all requirements and communications relating to CHA

and Hockey Alberta procedures, policies and Bylaws.

  1. d) Shall be responsible for all requirements and communications relating to the

Town of Sylvan Lake, it’s 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 names as the

responsibility of the Officers or Directors of the Association.

  1. 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.

  1. 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.

  1. h) Shall act as the back up to the Registrar and maintain primary authority over

SLRHA registration software.

5.4 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.

  1. c) d) Shall be responsible for player safety.

Shall be responsible for maintenance of and adherence to SLRHA Policies

and will conduct an annual review of all Policies.

  1. e) Shall be one of the three co-signers who have signing authority of cheques

issued by SLRHA.

  1. f) g) Shall be 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.

5.5 Secretary:

To be elected for two-year term on ODD numbered years from the membership

at large.

  1. a) Have Bylaws and Minutes of Board of Director meetings available to the

membership upon request.

  1. b) Organize and distribute Board of Director Meeting agendas and written

submissions to all Board of Directors three (3) days prior to regularly

scheduled meetings.

  1. c) Shall act as the SLRHA AGLC liaison.

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  1. d) Shall personally seek out, apply for a complete reporting of grants that will

enhance the operations of SLRHA.

  1. e) Shall be responsible for the SLRHA website and manage SLRHA social

media content.

  1. f) Shall oversee the Administrator regarding registration & player movement.
  2. g) Shall perform the duties of the Administrator in their absence.

5.6 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.

  1. b) Shall act as a Coach’s advocate and will act as a resource for any special

coaching needs.

  1. c) Shall sit in on the Coaches Selection Committee ensuring each team has an

adequate number of coaches, as required.

  1. d) Shall ensure that all coaches and managers are aware of all HCA, HA and

SLRHA Bylaws and Policies and revisions to them

  1. e) Shall assume responsibility, along with the Director of Sponsorship and

Merchandise for the purchase, maintenance, and storage of all uniforms.

  1. 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)

  1. g) Shall be responsible for the distribution and recovery of uniforms and

equipment to and from teams on a timely manner.

5.7 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 of SLRHA accounts.
  3. c) Shall present a full accounting of receipts, receivables, payable and

disbursements in the prescribed format to the Board of Director Committee

on a quarterly basis.

  1. d) Shall make available to the membership a financial statement of SLRHA upon

request.

  1. e) Shall have the records and books of account of SLRHA audited at least once

each year by a qualified accountant who shall not be a Director of SLRHA.

  1. f) All books and records maintained by the administrator may be examined by

any member of the Board of Directors, 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.

  1. g) The Treasurer is one of the three co-signors who have signing authority of

cheques issued by SLRHA.

5.8 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.

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  1. 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.

  1. c) Shall work with the Director of Off Ice Operations for identifying ice time

scheduling requirements with the Town of Sylvan Lake.

  1. d) Shall outline referee requirements for each division of SLRHA and will

maintain a list of qualified referees.

5.9 Director of Player Advocacy:

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

at large.

  1. 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.

  1. 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.

  1. c) d) e) f) Shall act as a Player advocate.

Shall act as a resource for any special Player’s needs.

Shall act as a liaison between parents, players and SLRHA as required.

Shall sit in on the Coaches Selection Committee ensuring each team has an

adequate number of coaches, as required.

5.10 Director of Sponsorship and Merchandise:

To be elected for a two-year term on EVEN numbered years from the

membership at large.

  1. a) Shall be responsible for the tendering of and coordination of team photos.
  2. b) Shall be responsible for the tendering and coordination of SLRHA

merchandise.

  1. c) Shall identify and coordinate sponsorship opportunities that fit with the

mission and values of SLRHA.

5.11 Director of Events and Home Tournament

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

at large.

  1. a) Shall coordinate and oversee the SLRHA Tournament committee.
  2. 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

  1. c) d) Shall work with President to identify visiting teams for the SLRHA tournament

Shall work with the Director of Scheduling and Referees to develop a

tournament schedule.

  1. MEETINGS

6.1 Annual General Meeting shall be held on in person on or before April 30th of the

current season. Notice of at least 28 days shall be given.

  1. 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.

  1. 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

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must be held within twenty-eight (28) days of receipt of the request. A

quorum at such meetings hall be fifty members who are eligible to vote by

being members in good standing as per Bylaw 2.4.

  1. 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

meeting shall be twenty (20) members who are eligible to vote by being

members in good standing as per Bylaw 2.4.

  1. d) e) Notice of a meeting shall be given via the use of email, and social media.

The Board of Directors 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.

  1. f) Nominations for positions on the Board of Directors 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.

  1. g) Nominations from the floor of the Annual General Meeting will only be

accepted where there are no previous nominations.

  1. h) All attendees at the Annual General Meeting must sign in to have their

membership verified and to receive their ballots.

6.2 Board of Director Meetings:

  1. a) Board of Director 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 Director meeting when the President

deems it necessary.

  1. b) A Special Meeting of the Board of Director shall be called when any seven (7)

members of the Board of Directors make such a request in writing to the

President.

  1. c) A quorum for any Board of Director Meeting shall be six members drawn from

the Board of Directors as a whole.

  1. GENERAL

7.1 Amendments to the Bylaws can only be made by a special resolution for the

7.2 7.3 7.4 7.5 members.

An amendment to the Bylaws must be approved by 75% of the votes cast at the

Annual General Meeting.

Proposed Bylaw amendments must be submitted to the Board of Directors 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.

The Board of Directors shall fully review the Bylaws of SLRHA on EVEN

numbered years. Submissions to change or alter any Bylaws may be made to

the Board of Directors by any member of SLRHA and will only be presented at

the Annual General Meeting if 75% of the Board of Directors in attendance at the

yearly March Board of Director meeting vote to approve it.

Elected and/or appointed members of the Board of Directors 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.

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The seal of SLRHA shall be in such form as shall be prescribed by the Directors

of SLRHA and shall have the words “Sylvan Lake Rec Hockey Association”

endorsed thereon.

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.

Unless authorized at any meeting and after notice for same shall have been

given, no board of director, or member of SLRHA shall receive any remuneration

for his/her services.

  1. VOTING

9.1 9.2 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.

Voting for contested Board of Director positions at the Annual General Meeting

will be by secret ballot or polling. Secret ballots will be counted by one Board of

Director and on non-Board of Director Member. Ballots will then be destroyed.

Polling will be displayed.

  1. VIOLATIONS OF BYLAWS, POLICIES AND PROCCEDURES OF SLRHA.

All Discipline matters will follow the process under Sylvan Lake Rec Hockey Association’s

Policies and Procedures.

  1. APPEALS

All Appeal matters will follow the process under Sylvan Lake Rec Hockey Association’s

Policy and Procedures.

  1. OPERATING YEAR

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

Association.

  1. 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.

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