Consitution
TABLE OF CONTENTS
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ARTICLE 1. NAME AND AFFILIATIONS
The name of this organisation shall be "AGINCOURT LIONS HOCKEY LEAGUE" and any reference to the League in this constitution and by-laws shall mean the "AGINCOURT LIONS HOCKEY LEAGUE." The League is a member league of the Scarborough Hockey Association (S.H.A.), and as such, is affiliated with the Greater Toronto Hockey League(G.T.H.L.).
ARTICLE 2. CREST
For identification purposes, the colours of the Agincourt Lions Hockey League shall be white, trimmed with green and black. The official crest of the Agincourt Lions Hockey League will be a large "A" with crossed sticks and a hockey puck on the crossbar of the "A". Underneath the "A" will be the words AGINCOURT LIONS.
ARTICLE 3. AIMS AND OBJECTIVES
(a) To foster, promote, govern, and improve minor hockey in the City of Toronto, formerly known as Scarborough.
(b) To foster among its members, supporters and teams fair play and sportsmanship, and a general community spirit, and to maintain and promote interest in the game of hockey.
(c) To control and exercise a general care, supervision, and direction over all playing interest in the League, or other interest or activities entered into by the League, and to institute and regulate competition in the various series.
(d) To provide all duly registered players an equal opportunity to participate in the activities of the League regardless of ability.
(e) To ensure that any member of the League, who represents the League, must address to a code of conduct complimentary to the League.
ARTICLE 4. BOARD OF DIRECTORS
Its Board of Directors shall manage the affairs of the League.
President; Secretary; Treasurer; First Vice-President - House League; Second Vice-President - House League; Vice-President – S.H.A.; Registrar; Select Team Chairperson; Referee-In-Chief; Equipment Chairperson; Convenor; Fund Raising Chairperson; Sponsorship Chairperson; Tournament Chairperson; Ice Scheduler; Statistician; Ways and Means Chairperson; Nevada Chairperson.
ARTICLE 5. ELIGIBILITY, BOARD OF DIRECTORS
No person shall be qualified as a Director unless he/she shall be eighteen (18) years or more of age. A Director must have association with the League. For the office of President, a candidate must have been a member of the Executive for two years in the last three.
ARTICLE 6. VACANCIES, BOARD OF DIRECTORS
Vacancies on the Board, provided a quorum of Directors remain in office, may be filled as follows:
(a) Should the office of President become vacant, for any reason, it shall be filled from the Directors presently in office; or, a special meeting, convened by the Board of Governors, shall be called to appoint a President for the remainder of the year;
(b) All other positions may be filled, at the discretion of the President or the Board of Directors, from qualified members of the League; or from interested parents of a registered player in the League; or from interested residents of the community.
ARTICLE 7. QUORUM AND MEETINGS, BOARD OF DIRECTORS
(a) A majority of the Directors will form a quorum, minimum (4).
(b) Meetings shall be held once a month (the first Wednesday of the month) according to a prescribed formula. Special meetings of the Board shall be called from time to time at the discretion of the Board, or the President, or any two Directors. Notice of Board meetings will be made by phone, in writing, email, or as communicated to all Directors at a prior meeting.
(c) Meetings shall be held at a place designated by the Chairperson of the Board of Directors. The Chairperson of the Board of Directors shall be the President of the League. In his/her absence, the Directors present shall choose one of their numbers to be Acting Chairperson.
ARTICLE 8. VOTING, BOARD OF DIRECTORS
Properly seconded motions arising at Board meetings shall be decided by a majority of votes. In the case of a tie vote, the Chairperson shall cast the deciding vote. All votes shall be taken in the usual way, by assent or dissent. However, votes can be taken by ballot if demanded by a Director. The Chairperson can declare that a resolution has been carried, and can be recorded in the minutes as such, without recording the number of votes for or against the resolution.
Every Director, who is in any way directly or indirectly interested in a "contract" or "proposed contract" with the League, shall declare his/her interest at the meeting before the vote on this "contract" is taken.
ARTICLE 9. TERM OF OFFICE
The President shall have a minimum two (2) year term, maximum of two terms in a row. All other positions, elected or appointed, shall be filled annually. The Agincourt Lions Hockey League's Executive Year shall run from May 1 to April 30.
ARTICLE 10. REMUNERATION
The Directors shall serve as such without remuneration. Nothing herein contained shall preclude any director from serving the League in any other capacity and receiving compensation therefore.
ARTICLE 11. FISCAL YEAR
Unless otherwise ordered by the Board of Directors, the fiscal year of the League shall terminate on May 1 of each year. All pertinent reports must be given to the Treasurer by April 15 of each year. The Treasurer's Report must be presented at the Board of Directors meeting in May of each year. The Board may grant a thirty-day extension for just cause.
ARTICLE 12. INDEMNITY OF DIRECTORS
No Director or Officer of the League shall be liable for acts, receipts, neglects, or defaults of any other Director or Officer or employee, or for joining in any receipt or other act for conformity, or for any loss, damage or expense happening to the League through the insufficiency or deficiency of title to any property acquired by order of the Board for or on behalf of the League, or for the insufficiency or deficiency of any securities in or upon which any of the moneys of the League shall be invested, or for any loss or damage arising from the bankruptcy, insolvency, or tortuous act of any person with whom any of the monies, securities, or effect of the League shall be deposited, or for any loss occasioned by any error of judgement or oversight on his/her part, or for any other loss, damage, or misfortune whatever which shall happen in the execution of the duties of his/her office, or in relation thereto, unless the same are occasioned by his/her own wilful neglect or default.
Every Director and Officer of the League and his/her heirs, executors and administrators and estate and effects, respectively, shall from time to time and all times be indemnified and saved harmless out of the funds of the League from and against:
(a) All costs, charges, and expenses whatsoever that such Director or Officer sustains or incurs in or about any action, suit or proceeding that is brought, commenced or prosecuted against him/her for in respect of any act, deed, matter or thing whatsoever made, done or permitted by him/her in or about the execution of the duties of his/her office; and
(b) All other costs, charges and expenses that he/she sustains or incurs in or about or in relation to the affairs of the League except such costs, charges or expenses as are occasioned by his/her own wilful neglect or default.
ARTICLE 13. MEMBERSHIP
A member of the League shall not be a member of any other minor hockey organisation. A membership is not transferable.
There shall be two classes of membership in the League, namely ordinary membership and special membership.
(a) The ordinary members shall consist of all registered members in the Agincourt Lions Hockey League. Ordinary members shall not be entitled to vote at, to have notice of, or, to be present at meetings of members of the League. Ordinary members shall be required to make such contribution as may be designated from time to time by the League as Membership Fees.
(b) The special members shall consist of all Executive Officers. Special members shall be entitled to one vote per member at all meetings of the Agincourt Lions Hockey League Board of Directors, and shall not be required to pay any membership fees or dues.
Any membership may be terminated by resolution passed by a majority vote of the Board of Directors, provided that notice of proposed action and reasons therefore are given to the member thirty (30) days prior to the Board of Directors meeting at which such action will be taken. A member has the right to be heard at such meetings.
ARTICLE 14. RESPONSIBILITIES OF BOARD OF DIRECTORS
1. PRESIDENT
(a) Ensure all Board members fulfil their responsibilities.
(b) Preside at all Board meetings.
(c) Is one of three signing officers.
(d) Sit on other committees as unofficial member.
(e) Suspend team officials and players subject to Board approval.
(f) Replace Board members not fulfilling their duties, after a hearing before the Board.
(g) Attend all S.H.A. Presidents' Council meetings (first Monday of the Month) and report to Board.
(h) Be in constant communication with Vice-Presidents - House League, and Vice- President – S.H.A.
(i) And, any other duties as may be assigned.
2. SECRETARY
(a) Attend all Board meetings and record facts and minutes.
(b) Provide copies of minutes to each Board member and the President of the Lions Club of Agincourt.
(c) Be one of three signing officers.
(d) Be custodian of all records, contracts, and League documents.
(e) Be responsible for all League stationery and supplies.
(f) And, any other duties as may be assigned.
3. TREASURER
The position of Treasurer of the League is an appointed position
(a) Attend all Board meetings.
(b) Keep full and accurate account of all receipts and disbursements.
(c) Deposit all monies with a Bank or Trust Company as designated by the Board.
(d) Disburse funds as directed by the Board.
(e) Submit up to date account transactions at all Board meetings.
(f) Be one of three signing officers.
(g) Receive all financial statements from Committee Chairpersons by April 15 each year.
(h) Close fiscal year May 30.
(i) Present annual audited statements to the Board of Directors; City of (Toronto) Scarborough - Recreation, Parks, and Culture;
(j) Report to be presented to the Board of Directors at the next regular monthly meeting after the fiscal year end.
(k) And, any other duties as may be assigned.
4.a FIRST VICE-PRESIDENT - HOUSE LEAGUE & SELECT
(a) Attend all Board Meetings.
(b) Report to the President.
(c) Direct operation of the House League with the following Chairpersons:
Referee-In-Chief; Registrar; Statistician; Select Team Chairperson; Equipment Chairperson; Convenor; Fund Raising Chairperson; Ways and Means Chairperson; Ice Scheduler; Sponsorship Chairperson; Nevada Chairperson.
(d) Determine number of teams per series.
(e) Approve House League releases.
(f) Resolve all valid protests and assist the President in issuing suspensions.
(g) Meet with other Chairpersons as necessary.
(h) Hold hearings on suspension of players and team officials.
(i) Prepare House League budget for approval by Board.
(j) Be responsible for handing out of and collection of permission forms for exhibition games and tournaments, and submit to President for approval.
(k) Be responsible for collecting game sheets of exhibition games and tournament games after they have been played, and forwarding to the S.H.A. Office within 24 hours.
(l) Be responsible for maintaining accurate records of outstanding permission forms and game sheets, and following up to see they are properly submitted
(m) Administer the Select Teams
(n) And, any other duties as may be assigned.
4.b SECOND VICE-PRESIDENT – COACHES REP.
(a) Attend all Board Meetings.
(b) Report to the President.
(c) Direct operation of the House League with the following Chairpersons:
Referee-In-Chief; Registrar; Statistician; Select Team Chairperson; Equipment Chairperson; Convenor; Fund Raising Chairperson; Ways and Means Chairperson; Ice Scheduler; Sponsorship Chairperson; Nevada Chairperson.
(d) Determine number of teams per series.
(e) Approve House League releases.
(f) Resolve all valid protests and assist the President in issuing suspensions.
(g) Meet with other Chairpersons as necessary.
(h) Hold hearings on suspension of players and team officials.
(i) Prepare all Coaches for House League teams and play.
(j) Be responsible for handing out of and collection of permission forms for exhibition games and tournaments, and submit to President for approval.
(k) Be responsible for collecting game sheets of exhibition games and tournament games after they have been played, and forwarding to the S.H.A. Office within 24 hours.
(l) Be responsible for maintaining accurate records of outstanding permission forms and game sheets, and following up to see they are properly submitted.
(m) Take care of all AL House League and Select equipment.
(n) And, any other duties as may be assigned.
4.c VICE-PRESIDENT – S.H.A.
(a) Attend all Board Meetings.
(b) Report to President.
(c) Attend all S.H.A. Executive Committee meetings as required, and report to Board.
(d) Select Chairperson for Publicity and others as required and as approved by the Board of Directors.
(e) Establish competitive team budgets for approval by Board.
(f) Ensure all players in the competitive division are registered properly with the S.H.A. on the authorised forms.
(g) Ensure release of all competitive team registered players when necessary.
(h) Supervise suspension of all players and team officials, and conduct hearings on such suspensions.
(i) Organise and run all special events as required.
(j) Have all competitive team fund raising approved by the Board.
(k) Co-ordinate the entry of S.H.A. teams in tournaments and exhibition games, and obtains approval from governing bodies.
(l) Organise and schedule practice ice for S.H.A. teams.
(m) Collect all monies associated with the budget, and submit to the Treasurer, and report to the Board.
(n) Submit final report of S.H.A. teams' finances to Treasurer by April 15.
(o) And, any other duties as may be assigned.
5. REGISTRAR
(a) Attend all Board Meetings.
(b) Ensure proper registration of all House League players on approved form.
(c) Ensure proof of age as required.
(d) Maintain a current file of all House League players, and listings by team.
(e) Provide player rosters to the S.H.A. Office as required.
(f) Arrange for annual pre-registration activities.
(g) Ensure all registered players have obtained necessary releases, and that they are properly endorsed.
(h) Collect and turn all monies over to the Treasurer.
(i) Turn over Registrar's financial report to the Treasurer by April 15.
(j) And, any other duties as may be assigned.
6. SELECT TEAM CHAIRPERSON
(a) Attend all Board Meetings.
(b) Must meet with Select Coaches on a regular basis.
(c) Establish Select Team budgets.
(d) Must have any fundraising activities involving the Select Teams approved by the Board of Directors.
(e) Organise schedule for practice ice for Select Teams.
(f) Collect monies for practice ice, and turn over to Treasurer.
(g) Review with Select Coaches, all rules specific to Select Teams, i.e. exhibition games, uniform design and colour, Scarborough tournaments, etc.
(h) Receive tournament information from President or Vice-President - Competitive, and distribute to appropriate Select Coach.
(i) Turn over Select Team Chairperson's report to the Treasurer by April 15.
(j) And, any other duties as may be assigned.
7. REFEREE-IN-CHIEF
(a) Attend all Board Meetings.
(b) Appoint an assistant to schedule and train timekeepers in sufficient numbers to officiate at all League and playoff games and tournaments.
(c) Appoint and ensure proper accredited certification and age requirements of referees in sufficient numbers to officiate all League and playoff games and tournaments.
(d) Ensure all referees are familiar with House League rules and Governing Body rules (S.H.A. and G.T.H.L.).
(e) Prepare schedule of referee assignments.
(f) Prepare and submit detailed billings for officials' salaries, and disburse payment to officials, with copies to Treasurer.
(g) Provide advice to Vice-Presidents - House League in all matters pertaining to rules and regulations.
(h) Must notify all referees of the Albert Campbell Tournament rules and regulations.
(i) Must provide financial statement to Treasurer by April 15.
(j) And, any other duties as may be assigned.
8. EQUIPMENT AND UNIFORM CHAIRPERSON
(a) Attend all Board Meetings.
(b) Obtain written quotes from three (2) suppliers and present to Board of Directors for consideration and final selection.
(d) Purchase equipment and uniforms as required and as approved by Board.
(e) Maintain an inventory of House League equipment.
(f) Disburse and collect League equipment each season.
(g) Maintain accurate records of equipment, and disbursement of it.
(h) Evaluate equipment at season's end.
(i) Obtain written quotes to repair equipment where necessary.
(j) Arrange for sale or disposal of worn out equipment, upon direction of the Board of Directors.
(k) Arrange proper storage and cleaning of equipment between seasons.
(l) Arrange three (2) written quotes for trophies, and arrange for purchase of it, as approved by the Board of Directors.
(m) Must have Board approval for expenditures over $500.00.
(n) Must prepare separate financial statements for equipment, uniforms, and trophies, and deliver to Treasurer by April 15.
(o) And, any other duties as may be assigned.
9. CONVENOR
(a) Attend all Board Meetings.
(b) Arrange for enough people to handle the locks for Saturday games.
(c) Set up schedule of convenors.
(d) And, any other duties as may be assigned.
10. FUND RAISING CHAIRPERSON
(a) Attend all Board Meetings.
(b) Recommend to Board of Directors any fund raising activities to support the operation of the League.
(c) Co-ordinate approved fund raising activities related to House League.
(d) Provide a financial statement for each activity run.
(e) Must have Board approval for expenditures.
(f) Must provide a financial statement to the Treasurer by April 15.
(g) And, any other duties as may be assigned.
11. SPONSORSHIP CHAIRPERSON
(a) Attend all Board Meetings.
(b) Solicit all sponsors required by the House League and co-ordinate the assignment of colours, series, and cresting with the Equipment Manager.
(c) Assist the select teams in obtaining sponsors if requested.
(d) Ensure proper invoices are sent out, and all monies are collected and turned over to the Treasurer.
(e) Ensure schedules of games are sent out, so sponsor may know times and dates their team is playing.
(f) Ensure plaques with team photos and appropriate thank you inscriptions are delivered to the sponsors.
(g) Submit financial report to Treasurer by April 15.
(h) And, any other duties as may be assigned.
12. TOURNAMENT CHAIRPERSON
(a) Attend all Board Meetings.
(b) Organise and run League Tournament.
(c) Liase with the S.H.A. with regard to the Albert Campbell Series.
(d) Co-ordinate entries of teams in Tournament - scheduling, mailing of information packages.
(e) Obtain two (2) written quotes for trophies, and arrange for purchase as approved by Board.
(f) Arrange for Officials, Convenors, Door People, Runners, and special fund raising ventures as approved by the Board.
(g) Submit financial report of the Tournament to the Treasurer by 15 days after the Tournament is over. Also a complete report must be given to the S.H.A. within a month of the last game played in tournament.
(h) And, any other duties as may be assigned.
13. ICE SCHEDULER
(a) Attend all Board Meetings.
(b) Schedule all House League and Select practice ice.
(c) Set schedule for House League series.
(d) Maintain accurate record of all ice used, and turn back all House League ice not needed to City of Toronto (Scarborough).
(e) Assist Treasurer in reconciling ice bills for the City of Toronto (Scarborough).
(f) Work with Select Chairperson re ice turn back, payment method and schedule.
(g) And, any other duties as may be assigned.
14. STATISTICIAN
(a) Attend all Board Meetings.
(b) Weekly compile from game sheets, stats on results, goals scored, and goaltenders by team and individual.
(c) Post team standings, leading scorers standings weekly on arena board.
(d) Keep hat trick, hat trick assists, and shut out records.
(e) Prepare necessary information for submission to newspapers.
(f) Maintain accurate list of suspensions.
(g) And, any other duties as may be assigned.
15. WAYS AND MEANS CHAIRPERSON
(a) Attend all Board Meetings.
(b) Maintain an accurate inventory of items for sale at arena.
(c) Maintain an adequate supply of inventory.
(d) Purchase items approved by the Board.
(e) Obtain two (2) written quotes from suppliers for jackets to be sold, and arrange for sale as directed by Board.
(f) Obtain two (2) written quotes from photographers, and arrange for picture taking as directed by Board.
(g) Ensure copies of all team photos are given to Sponsorship Chairperson to be mounted on plaques and given to sponsors.
(h) Prepare an accounting of opening and closing inventory, and submit financial report to Treasurer by April 15.
(i) And, any other duties as may be assigned.
16. NEVADA CHAIRPERSON
(a) Attend all Board Meetings.
(b) Control Nevada tickets inventory.
(c) Open a bank account at a financial institution as approved by the Board of Directors, requiring two (2) of three (3) signatures of signing officers, consisting of the President, Treasurer, and Nevada Chairperson, in order to pay any accounts, and distribute funds as directed by the Board.
(d) Obtain proper licences.
(e) Arrange for sufficient inventory for distribution to seller.
(f) Obtain signature for tickets given on consignment to distributor.
(g) Issue proper receipts for payment of above.
(h) Prepare reports as required by governments.
(i) Deposit monies into bank account.
(j) Submit monthly financial report to the Board of Directors.
(k) Submit report for each licensing period to the Board of Directors.
(l) Submit final financial report to Treasurer by April 15.
(m) Keep accurate records of all Nevada financial details.
(n) And, any other duties as may be assigned
ARTICLE 15. REVIEW OF CONSTITUTION
(a) The Annual Meeting will be the regular meeting held in May of each year, at which time amendments or alterations to this constitution will be put forward.
(b) The Constitution, as a document, will be reviewed every year.