BYLAWS OF THE KNIGHTS SOUTHSIDE HOCKEY ASSOCIATION
The name of the Association shall be the KNIGHTS SOUTHSIDE HOCKEY ASSOCIATION, here in after called the Association.
- The Association shall be a member of KNIGHTS OF COLUMBUS HOCKEY (herein after called KC).
- The Association shall pay fees and other such charges as required of Association/Clubs by KC and Hockey Edmonton.
- The Association shall abide by the rules and regulations set forth by KC Hockey, Hockey Edmonton, Hockey Alberta and Hockey Canada.
Membership in the Association shall be open to all, irrespective of gender, sexual orientation, ethnicity or religion. Hockey players must be between ages of four (4) and twelve
- years by December 31 of the year in which they registered.
The classes of membership, eligibility and privileges shall be as follows:
- ACTIVE MEMBERSHIPAll amateur minor hockey players who are fully registered for the current season with the Association, according to the rules of Hockey Edmonton and Hockey Alberta. Those members have no vote, but are represented by special members as defined in this bylaw, paragraph (b).
- SPECIAL MEMBERSHIPParent, grandparent or legal guardian of active members who have paid the fees set forth by the Association, and have registered in full compliance with the rules and regulations set forth by Hockey Edmonton and Hockey Alberta.
Each Special Member will have one vote at the Annual General Meeting for each active member registered with the Association.
- ASSOCIATE MEMBERSHIPAn individual willing to provide service to the Association. Said individuals’ membership shall be approved by a 2/3 vote of the current elected Board at a Board meeting. Each associate member shall have one vote at board meetings but shall have no vote at the Annual General Meeting.
All members shall uphold, observe and adhere to the Bylaws of the Association and the rules of KC, Hockey Edmonton, Hockey Alberta, Hockey Canada, and such regulations and policies as set forth from time to time by the Board of the Association.
BYLAW 4 – SETTING OF FEES
The Board shall, each fiscal year, before the commencement of the hockey season, set by motion the allocation of fees for registration of each category of hockey player to be paid by the parent or legal guardian of each active Member. The Board may set various classes of registration fees and allocate costs to each relationship to the category of hockey played, ice time allotted or other privileges granted to it.
Each player must be registered according to the rules set forth by Hockey Edmonton and Hockey Alberta and may be subject to the discretion and acceptance of the Hockey Edmonton Registrar.
BYLAW 6 - REGISTRATION
Upon registering with the Association and paying registration fees, let it be known that refunds shall not be granted after the start date of the regular hockey season. Special circumstances may be reviewed by the Board.
BYLAW 7 – PROCESSING FEES
If registration fees are paid before the start of the season, and a member wishes to cancel his/her membership prior to the start of the season, a processing fee may be charged. The processing fee is set from time to time by the Board.
BYLAW 8 - REFUND
If the appropriate hockey team cannot be formed by the start of the current hockey season date for player(s), a full refund will be returned.
BYLAW 9 – FUNDRAISING CREDITS (CHITS)
Fund raising credits are non-transferable, and not redeemable for cash.
Special circumstances may be reviewed by the Board
BYLAW 10 – NSF SERVICE CHARGE
A service charge, set by the Board annually at their first meeting, will be applied to all cheques returned to the Association as NSF.
BYLAW 11 - FEES AND MEMBERS IN ARREARS
Members of the Association shall be registered with KC and Hockey Edmonton and pay registration fees as set forth by the Board. Such registration fees will be paid through the Association.
- To be a Member in good standing, all Members of the Association must pay such fees as set forth by the Association Board by end of Business Day (5:00 PM) October 31 of the year of the current hockey season, or they may not be permitted to take part in any Association hockey programs.
- Members may be re-instated if payment of arrears is made in full by end of Business Day (5:00 PM) November 30 of the year of the current hockey season. If arrears are not paid in full, or if a mutually agreed upon payment plan has not been negotiated by November 30, those Members will be considered to have terminated their membership.
- Notwithstanding the above sections 4(a) and 4(b), the Association Board may endeavour to arrange affordable, mutually agreeable payment options for those members in arrears or suffering from financial hardship, regardless of timeline.
BYLAW 12 - MEMBERS IN ARREARS AT SEASON END
Members in arrears at the close of that current season shall be denied membership in the following season’s hockey program, or denied a transfer to any other association or other parish within KC Hockey, until all arrears have been paid in full.
BYLAW 13 – RETURN OF EQUIPMENT
Members who have not returned equipment they have borrowed from KC for the season shall be denied membership in the following season’s hockey program, or denied a transfer to any other association or other parish within KC Hockey, until all the equipment has been returned in satisfactory condition.
BYLAW 14 - TERMINATION OF MEMBERSHIP
The Association Board may, by written notice to the mailing address or e-mail address, terminate membership of a Member contravening the rules of KC Hockey, Hockey Edmonton, Hockey Alberta, Hockey Canada or the Association.
BYLAW 15 –VOLUNTARY WITHDRAWAL OF MEMBERSHIP
Any Member wishing to withdraw from membership may do so upon notice in writing to the Board. In such cases, the Board is under no obligation to refund fees.
BYLAW 16 – ASSOCIATION LIABILITY
The Association shall not be responsible for any damages, injury or loss of property to any Member of the Association, regardless of the reason or nature of such damage, loss or injury and further, every Member or visitor shall use the Association’s facilities at his or her own risk.
BYLAW 17 - COMPOSITION
The general management of the Association shall be vested in a Board consisting of a President, a Past President and no more than fifteen (15) voting Members, namely
- Vice-President of Administration (Registrar)
- Vice-President of Hockey Operations
- Category Directors, representing each level of hockey offered by the Association.
- Fund Raising Director
- Casino/Bingo Director
- Tournament Director
- Communications Director
- Ice Allocator
- Equipment Director
BYLAW 18 – ASSISTANTS
An assistant for each Board position may be added as deemed necessary by the Board. The Board, by majority vote, may add additional directors or assistants, as appropriate.
BYLAW 19 - VACANCIES
In the event of a vacancy on the Board, the Board may appoint, by majority vote, a Special or Associate Member for the duration of the term in which appointed.
BYLAW 20 – VOTING MEMBERS
The members of the Board and assistants must be Special Members or Associate Members in good standing of the Association. A two-thirds majority of the President and voting members of the Board (11 of 16, not including the Past President) must be Special Members.
BYLAW 21 - NOMINATIONS
Nominations for Board positions shall be received from the floor at the Annual General Meeting or may be presented to the Board, preferably in writing, before the date of the Annual General Meeting.
In the case of a nomination from the floor, a nominee must indicate their willingness to let their name stand for election to a position on the Board.
BYLAW 22 - TERM
All of the Board listed in Bylaw 17, with the exception of the Past President, President and Vice-President of Administration (Registrar) and Treasurer, shall be elected annually at the Annual General Meeting of Association Members.
The Board shall hold office from the time it is elected until the following year’s annual general meeting with the exception of the Past President, President, Vice-President of Administration (Registrar) and Treasurer.
BYLAW 23 – TERM OF THE PRESIDENT
The President shall be elected once every two (2) years at the Annual General Meeting of Association members.
BYLAW 24 - TERM OF THE PAST PRESIDENT
The Past President shall have a term of one year.
BYLAW 25 - TERM OF THE VICE-PRESIDENT ADMINISTRATION (REGISTRAR)
The Vice-President of Administration (Registrar) shall be elected once every two (2) years on alternate years from the President.
BYLAW 26 – TERM OF THE TREASURER
The TREASURER shall be elected once every two (2) years at the Annual General Meeting of Association members.
BYLAW 27 – MEMBER REMOVAL
Any Board Member may be removed from office for just cause by a two thirds majority vote passing of a “Special Resolution” at a Board meeting of the Association. The Board may fill the vacancy for the remainder of the Board’s term.
BYLAW 28 – EXTENDED ABSENCE
Board members absent from three (3) consecutive Board meetings may be considered to have vacated their position. The Board may appoint a Special or Associate Member to the position for the remainder of the term of office.
BYLAW 29 - QUORUM
A quorum of the Board shall consist of six (6) members of the Board, excluding the President and Past President.
BYLAW 30- GOVERNANCE
Policies, procedures, rules and regulations may be set forth by the Board to govern the Association and to ensure its smooth and effective operation throughout each hockey season.
BYLAW 31 – PRESIDENT’S DUTIES
The President shall oversee the overall operation and provide direction and supervision of Association activities. In the event the President is unable to fulfil his/her duties, the Vice-President of Hockey Operations shall assume the duties of the President.
BYLAW 32 – PAST PRESIDENT’S DUTIES
The outgoing President shall assume the duties of Past President once the President is elected. The Past President shall advise the President and the Board to ensure the continuity of the Association.
BYLAW 33 – THE VICE-PRESIDENT ADMINISTRATION (REGISTRAR) DUTIES
The Vice-President of Administration (Registrar) shall be responsible for the registration of all hockey players, for the collection of all registration fees and will ensure compliance with all Hockey Edmonton and Hockey Alberta rules and regulations.
The Vice-President of Administration (Registrar) shall also provide a reconciled statement to the Treasurer and a report to the Board of registration fees paid and registration fees owing to the Board at each monthly meeting for the purposes of ensuring that unpaid or late fees are dealt with in a timely and appropriate manner.
BYLAW 34 – TREASURER’S DUTIES
The Treasurer shall be responsible for the safe control of all Association finances and shall maintain accurate records and safe receipts of all Association financial transactions. This includes providing an accurate final accounting of each year’s finances to be provided to the Secretary to assist in compliance with legislation and regulations of the Province of Alberta.
BYLAW 35 – SECTRETARY’S DUTIES
The Secretary shall be responsible for recording and distributing accurate minutes of all Association meetings, notices, correspondence, etc., and shall maintain accurate Association files and records and minutes of all meetings.
The Secretary shall also be responsible to ensure the Association complies with all requirements to maintain its status and file all required information to authorities, such as annual returns and amended bylaws, to maintain its status and ability to run a not-for-profit hockey program.
BYLAW 36 – FUND RAISING DIRECTOR’S DUTIES
The Fund Raising Director shall be responsible for the overall co-ordination and management of the Association’s fund raising efforts and transactions.
BYLAW 37 – BINGO/CASINO DIRECTOR DUTIES
In concert with the Fund Raising Director and as part of an overall fundraising strategy, the Bingo/Casino Director shall be responsible for the administration of any bingo or casino held to raise funds for the Association.
BYLAW 38 – TOURNAMENT DIRECTOR’S DUTIES
The Tournament Director shall be responsible for the administration of any tournament the Association decides to host.
BYLAW 39 – COMMUNICATIONS DIRECTOR’S DUTIES
The Communications Director shall serve as the liaison between the Board and the membership, ensuring the administration and operation of the Association’s website and facilitation strategies for the recruitment of new players.
BYLAW 40 – VICE-PRESIDENT OF HOCKEY OPERATIONS DUTIES
The Vice-President of Hockey Operations shall serve as the liaison between the Board and Category Directors and Coaches. He or she shall be responsible for communicating the policies and practices of the Association to ensure the continuous development of hockey skills of its members and full participation in community and Association activities.
BYLAW 41 – CATEGORY DIRECTOR’S DUTIES
Category Directors are responsible for the administration of the categories they represent including the make-up of teams based on pre-skates and assignment of coaches. Category directors also represent the Board in communicating policies and practices of the Association to hockey coaches within the specific hockey category he or she represents.
BYLAW 42 – ICE ALLOCATOR’S DUTIES
The Ice Allocator shall be responsible for managing the purchased and Hockey Edmonton allocated practice ice for hockey teams operating within the Association.
BYLAW 43 – EQUIPMENT DIRECTOR’S DUTIES
The Equipment Director shall be responsible for securing, allocating and maintaining the hockey equipment for the Association’s respective hockey teams.
BYLAW 44 - FREQUENCY
Board meetings shall be held as the business of the Association requires, at least once every two (2) months during the hockey season and shall be called by the President or his/her designate.
BYLAW 45 – CHAIR
The President shall chair Association meetings. The President, if he/she cannot attend a meeting, may delegate the responsibility of chairing a meeting to the Vice-President of Hockey Operations or the Vice-President of Administration.
BYLAW 46 - MOTIONS
Motions may be set forth by any Member of the Board, except for the President and Past President. A vote on motions may only be called by the Chair of the meeting. The Chair of the meeting only has the right to vote in the event that votes for and against a motion are equal.
BYLAW 47 – RIGHT TO VOTE
The number of Board members eligible to vote shall not exceed fifteen (15) Members in total, excluding the President who, as chair, may only vote in the event of a tie. The Past President does not have the right to vote.
BYLAW 48 – CALLING SPECIAL MEETINGS
A “Special” Board meeting may be called on the instruction of any eight (8) Members thereof, provided they request the President to call such a meeting and state the business to be brought before the meeting.
The President also has the discretion to call a special meeting to deal with a specific issue.
BYLAW 49 – ATTENDANCE
Only board Members as defined in Bylaw 17 may attend board meetings. A Special Member or Associate Member may only attend at the discretion of the Chair.
BYLAW 50 – REMUNERATION AND HONORARIUMS
No Board Member shall receive any remuneration for his/her services rendered as a Member of the Board.
However, the Board may from time to time authorize honorariums of an amount agreed to by the Board for specific Board positions and services rendered as deemed appropriate. These decisions are to be revisited, and if appropriate, re-authorized by the incoming Board at the first Board meeting.
Notwithstanding this, due to the time requirement and the integral nature of the position the Vice-President Administration (Registrar) shall be provided a monthly honorarium , with board approval each month, for a period of the ten (10) months the season is in operation. The total amount of the honorarium is set annually at the first meeting of the incoming Board , and the honorarium provided that hockey season may not exceed that total amount.
If the Board does not approve the honorarium in any given month during the season, the payment shall not be made unless approved by the Board in a majority vote by the time the next scheduled Board meeting takes place.
BYLAW 51 - COACH AND MANAGER MEETINGS
As required, meetings may be scheduled at least once per season between the President, the Vice-President of Hockey Operations, Category Directors and the Coaches, Assistant Coaches and Managers of each of the Association’s respective hockey teams to discuss association policies, purpose, responsibilities and best practices of hockey team personnel, potential problems, concerns, etc.
The Board shall have authority to designate ice time and arena practice ice scheduling. The Board shall endeavour, through the ice allocator, to provide equal ice time for practices to all Association teams.
The Board shall have the authority to establish policies and rules to govern the conduct and activities of persons, whether Members or not, at any of its contract ice sessions or other activities. Such policies and rules shall apply, not only on the ice surface, but throughout the arena or other facility in which the functions are held.
BYLAW 54 - FREQUENCY
An Annual General Meeting shall be held on or before April 30 of each calendar year. Other Special Meetings of the general membership may be held from time to time upon the request of the Board, or upon written request of fifteen (15) members of the Association, if deemed necessary.
BYLAW 55 – NOTICE
Written notice of all Annual General Meetings and Special Meetings shall be given at least thirty (30) Calendar days in advance to each eligible voting Member. The notice shall be given electronically via e-mail and published on the Association website, include the time and place of the meeting, as well as details of any proposed amendments to the Bylaws of the Association.
BYLAW 56 - QUORUM
A quorum for an Annual General Meeting or a Special Meeting shall be fifteen
- eligible voting members.
BYLAW 57 – AGM BUSINESS
The Board shall report the association’s activities over the course of the previous season and provide an updated statement of accounts to the membership.
BYLAW 58 – ELECTION OF BOARD MEMBERS
Elections for vacant board positions shall be held at the Annual General Meeting.
BYLAW 59 – ELIGIBILITY TO VOTE
Only Special Members in good standing who are present at the Annual General Meeting and whose child expects to return to play in the Association the following season, are eligible to vote at the Annual General Meeting.
BYLAW 60 – VOTES FOR CONTESTED POSITIONS
Votes for contested positions shall be conducted by secret ballot.
BYLAW 61 – MAJORITY REQUIREMENT
Candidates shall be elected by a simple majority.
BYLAW 62 - DEPOSIT
All funds for the General Account shall be deposited by the Treasurer in financial institutions, as designated by the Board.
BYLAW 63 – ACCOUNTS
All funds, which must remain separate from the General Account, in accordance with legislation or policy of the Alberta Gaming and Liquor Commission, shall be appropriately separated and deposited by the Treasurer or Fund Raising Director in financial institutions as designated by the Board.
BYLAW 64 - DISBURSEMENTS
All disbursements of the funds of the Association shall be by cheque or other auditable document. All cheques shall contain two (2) signatures. Cheque signing authority shall be limited to no more than four (4) Board members, generally consisting of the President, Treasurer, Fund Raising Director and Registrar.
BYLAW 65 - AUDIT
An audit of the financial transactions of the Association shall be made each year by two (2) members in good standing, not including Board Members, of the Association, or by a third-party financial reviewer or auditor appointed by the Board.
BYLAW 66 – FINANCIAL ESTIMATES PRESENTED AT AGM
The audited financial statement shall be made available to the membership at the Annual General Meeting if available. If not, an un-audited estimate may be presented to the membership.
BYLAW 67- AUDITED FINANCIAL STATEMENTS
If the audited financial statement is not presented at the Annual General Meeting, when the audited financial statement is available, notice of such shall be given to the membership of the Association.
BYLAW 68 – INSPECTION BY SPECIAL MEMBERS
The books and records of the Association may be inspected by a Special Member of the Association at the Annual General Meeting or at any time upon giving reasonable notice, usually thirty (30) days, by arranging a satisfactory time with the Board member having charge of the books.
BYLAW 69 - ACCESS
Each Member of the Board shall, at all times, have access to such books and records of the Association.
BYLAW 70 - BORROWING POWER
For the purpose of carrying out its objectives, the Association may borrow, raise or secure the payment of funds in such a manner as it thinks fit. This power shall be exercised only under the authority of the Association. In no case shall debentures be issued without the sanction of a “Special Resolution” of the Association.
BYLAW 71 – CONTRACT AUTHORISATION (SIGNING AUTHORITY)
Two (2) Board Members of the Association are required to sign all contracts, cheques or other documents in the name of the Association, in order to provide goods and/or services consistent with the purposes of the association, unless authorized by the Board as a single signing authority. No other contracts shall be recognized unless ratified by a majority of the Board.
BYLAW 72 - FISCAL YEAR
The Association’s fiscal year shall be twelve (12) months ending April 30 of each year. Regardless of the fiscal year, the outgoing treasurer shall serve in an ex officio capacity and assist the incoming treasurer, until such time as the audited financial statements have been filed with the Province of Alberta as appropriate.
The Bylaws of the Association shall not be rescinded, altered or added to, except by a “Special Resolution” of the Association presented at the Annual General Meeting or at a Special General Meeting. “Special Resolution” shall mean a resolution passed by a three-quarters majority vote of those members present and eligible to vote at a General meeting of the Association.
All amendments become effective immediately as they are passed, unless the motion of amendment specifies otherwise. However, once amended and approved, the Bylaws of the Association must be filed with the appropriate authority within the time frame prescribed by the Province of Alberta in order to have force and effect.
A Special Member of the Association, in good standing, may propose an amendment to the Bylaws of the Association. The proposal must be submitted in writing to the Board. The proposed amendment(s) will be presented at the next Annual General Meeting or Special General Meeting of the Association as a “Special Resolution” falling thirty (30) or more days after the date of submission. No amendments to the Bylaws of the Association shall be accepted from the floor at any meeting.
The Board shall keep an updated record of the current Association Bylaws.
BYLAW 76 - DISPUTES
All disputes arising within the Association may be decided by arbitration:
- By the Board of Governors of Knights of Columbus Hockey, or if so chosen, its designate, or
- under the Arbitration Act of Alberta.
BYLAW 77 - DISSOLUTION OF THE ASSOCIATION
In the event of the dissolution or the winding-up of the Association, its assets, after payment of liabilities, shall be donated to an appropriate charitable organization that furthers the goal of hockey for children in the City of Edmonton.