QUAKERS ICE HOCKEY ASSOCIATION
FOR BY-LAWS (AMENDED: November, 2009) - Read below OR click HERE
FOR RULES AND REGULATIONS (AMENDED: November, 2009) - click HERE
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QUAKER ICE HOCKEY ASSOCIATION
BY-LAWS
(Amended: November, 2009)
ARTICLE I-NAME
1. The Association's name as incorporated is the Springfield Quakers Ice Hockey Association and may be referred to hereafter as the Quaker Ice Hockey Association.
2. There is no corporate seal for the Quakers Ice Hockey Association.
ARTICLE II- GOVERNMENT
1. The government of the Quakers shall be under the supervision of the Board of Directors.
The Board of Directors shall consist of five Officers (President, Vice-President, Treasurer, Head Scheduler and Registrar) and four Directors (Fundraiser, Secretary, Equipment Manager and Ace Coordinator) and shall be hereafter referred to as the Board. The President does not vote unless the vote is required to break a tie.
2. The primary duties of the Board include establishing all policy related to the operation of the Quakers and enforcing the Association's Rules and Regulations.
3. The President, Head Scheduler, Fundraiser and Equipment Manager shall be elected at the annual meeting in odd number ending years to be held in March or April, following the end of each season. The Vice President, Registrar and Secretary shall be elected at the annual meeting in even number ending years to be held in March or April, following the end of each season. The Treasurer, Girl’s Hockey Director and ACE Coordinator will be appointed positions by the President, with Board approval, and will not be elected positions.
4. The term of office is two years. Any person can succeed himself in his office indefinitely, if re-elected by the membership. Incoming Officers shall be members of the current Board and has a child currently or has a child that has played in the immediate past five (5) years for the Quakers Ice Hockey Club, unless no one on the current Board is willing to serve as an Officer. An unopposed incumbent Board member is automatically re-elected.
5. The President shall appoint a nominating committee from the Board in February of each year, to identify Association members willing to serve on the Board for the following term of office. There must be a one-month notice to the Board and the general membership of those members who are running for office. No nominations from the floor will be allowed at the time the elections are taking place during the annual meeting.
6. Should any Board member relinquish his position during the year, the President shall appoint a replacement with the final approval from the majority of the Board.
7. Any Officer or Director may be removed from the Board for good and sufficient reason by a majority vote of the Board.
8. The term of office runs from the time the individual is elected into the office until the next election takes place.
9. There shall be a Disciplinary Committee, chaired by the Vice President, and consisting of two other Board members. The committee will police the actions of the Board, coaches, players and parents. The committee will meet monthly, if required, prior to the Board meeting and report to the Board. Committee members will be appointed annually by the Board.
10. There shall be a Communications Committee, chaired by the Secretary, and made up of one representative of each team. The committee will meet monthly, after the Board meeting. The purpose of the committee is to pass information between the Board and the general membership. Minutes of the meeting will be presented to the Board in writing and will be incorporated into the monthly Board record.
11. All Officers and Directors will notify the Board of Directors of any monetary conflicts of interest involving the Board member or their household family members. Unless approved by a majority of the Officers and Directors, the Quakers Ice Hockey Club will not transact any business transactions with the Officers and Directors.
ARTICLE III- MEMBERSHIP
1. Membership and voting rights are extended to both parents or legal guardians of registered players (maximum of two (2) votes/family) in the Quaker Ice Hockey Association who are in good standing with the Association. Voting rights may be denied if any member is under suspension or any moneys are owed the Association.
2. No member shall be allowed to run for any Board position who is not in good standing with the Association.
3. There is no annual membership fee.
4. Failure by a member to abide by the Association's Rules and Regulations can result in suspension or expulsion by a majority vote of the Board.
5. The DVHL and MAWHA rules on Parent & Spectator Conduct apply to all members.
6. The only right of membership is voting for the Officers and Directors at the annual meeting provided the member is in good standing with the association.
ARTICLE IV -BOARD AND ASSOCIATION MEETINGS
The Board shall meet monthly during the season (October through March) and as set by the President at other times of the year. A minimum of four Board members constitute a forum, excluding the President, and is required to hold a Board meeting. Biannual meetings of the general membership will be held in the Fall and Spring. The election of new Board members will take place at the Spring meeting.
ARTICLE V - BOARD OF DIRECTORS RESPONSIBILITIES
PRESIDENT
· Schedules and presides over Board meetings
· Prepares yearly player projections with Registrar for Board review and approval
· Interfaces with rink managers
· Negotiates rink ice contracts for Board approval
· Establishes policy in areas not covered by By-laws
· Monitors suspensions of players and coaches
· Ensures Association rules and regulations are enforced
· Assigns additional responsibilities to Board members in addition to those identified in these By-laws
· Prepares the annual budget, with the Treasurer, for Board review and approval
· Nominates ACE Coordinator for Board approval
· Nominates Treasurer for Board approval
· Nominates Directory of Girl’s Hockey for Board approval
VICE PRESIDENT
· Ensures that the coaches and managers follow the Association's Rules and Regulations
· DVHL representative
· Prepares DVHL minutes for Board review
· Enforces DVHL rulings affecting Association teams, players and parents
· Chairs the Discipline Committee
· Assumes the President's responsibilities in his/her absence
· Responsible for ensuring that all DVHL and USA Hockey rosters are correct and completed by date due
· Interfaces with league representatives over club matters
· Recommends an individual qualified to be assignor of referees for the organization and monitors his/her duties
· Monitors and enforces all players and coach's suspensions
· Monitors team compliance to DVHL score sheet requirements
TREASURER
· Prepares the annual budget for Board approval
· Deposits all incoming monies in the Association's accounts
· Monitors and pays all Association's bills
· Files annual tax return
· Prepares monthly financial statements for Board review
· Reviews and updates club insurance policy
SCHEDULER
· Schedules league, non-league games for all Association teams
· Verifies (weekly) all DVHL and MAWHA games
· Re-schedules DVHL and MAWHA games as necessary
· Assists team managers in identifying tournament opportunities
· DVHL and MAWHA representative
· Negotiates, along with President, game and practice ice times for Board approval
· Verifies Association's referee fees for payment by Treasurer
· Interfaces with assignor of referees when conflicts arise
EQUIPMENT
· Recommends vendors for all team jerseys, equipment and supplies
· Projects future equipment/jersey needs for Board review
· Recommends vendors for resale items, patches, pins, etc. as necessary
· Establishes cut-off dates for team jersey purchases by club members with Board approval
ACE COORDINATOR
· Recommends team Head Coaches, assistants and managers to the Board for approval
· Responsible for verifying that all coaches are USA Hockey certified and at appropriate certification level for team coaching
· Coordinates and monitors attendance of coaches to the yearly DVHL and MAWHA Rules & Review meeting
· Ensures that the coaches follow the Association's Rules & Regulations
· Organizes coaches meetings and in-house coaching seminars
· Plans yearly Hockey Skills Camp
· Oversees yearly try-out and evaluations ansschedules and procedures
· Interfaces with club coaches when conflicts arise
· Recommends team practice ice times for Board approval
REGISTRAR
· Conducts pre-registration
· Updates and maintains Association's waiting list
· Maintains a permanent file of Birth Certificates and Hold Harmless Agreements, Consent to Treat, and Registration forms
· Prepares player projections and new applications
· Handles all new player registration inquiries
SECRETARY
· Takes minutes of all Board and general membership meetings
· Responsible for official club correspondence
· Organizes and chairs monthly team representatives meeting
· Coordinates team pictures
· Substitute DVHL and MAWHA representative
· Publishes club newsletter and maintains website
FUNDRAISING
· Coordinates mid-year "Winterfest" fundraiser and the Silver Stick clothing sale
· Identifies and solicits team sponsors
· Actively recruits corporate donations
· Coordinates additional fundraising activities as required
· Assists secretary in organizing team representative meetings
· Conducts the sale of used membership equipment at registration, if deemed appropriate
GIRL’S DIRECTOR
· MAWHA representative
· Prepares MAWHA minutes for Board review
· Enforces MAWHA rulings affecting Association teams, players and parents
· Assist the Scheduler to schedule league games
· Recommend to the Board what teams to field each season
ARTICLE VI- POWERS OF THE BOARD
1. To establish policy for the Association and ensure that it is enforced.
2. To formulate, alter and amend the By-laws and Rules and Regulations of the Association, consistent with the stated purpose of the Association per its incorporation.
3. To establish and collect the fees and funds of the Association and direct the expenditure of money.
4. To establish and publicize to the membership the operating plan for the upcoming season.
5. To take disciplinary action against any player or parent for inappropriate behavior or who willfully violates the rules and regulations of the Association, DVHL , MAWHA or USA Hockey.
6. The Board of Directors will approve annually all head coaches, assistant coaches and team managers.
ARTICLE VII – GIRL’S ICE HOCKEY PROGRAM (added November, 2008)
1. PURPOSE: To promote girl’s/women’s ice hockey at all levels under the guidelines of the USA Hockey, Inc. and related affiliates.
2. COMPETITION: All girl’s/women’s teams will only compete in the girl’s/women’s league that provides the avenue for Atlantic District Girl’s/Women’s teams to advance to USA Hockey, Inc. Girl’s Youth National Championships during the fall and winter seasons.
3. DEFINITION OF DIVISION OF PARTICIPATION: Girl’s Youth teams will consist of teams of girls aged 19 and under. The teams are organized by three skill levels and divisions – Red, White and Blue. These Divisions will be subdivided into age brackets per USA Hockey, In. National Tournament Guidelines. Red Division players are at the highest skill level and teams are national tournament bound. White Division players are at an intermediate skill level and teams are considered national tournament bound. Blue Division players are beginning players of all ages where the emphasis is primarily on skill development. Unless approved by the Quaker Board of Directors not player will be permitted to be rostered on a team more than one age group above that player’s age group. After tryouts each year the Quakers Board of Directors will determine what divisions and age groups the teams will participate at and then notify the league of their initial declarations for teams by June 1 of each year and final declarations by August 15th of each year for the upcoming season.
4. LEAGUE REPRESENTATION/VOTING: The President of the Quakers Board of Directors shall appoint individuals to represent the Quakers Ice Hockey Club and vote at girl’s/women’s league meetings.
5. LEAGUE PLAYOFFS AND DISTRICT TOURNAMENTS: All teams that qualify for the respective league playoff and/or District Tournaments will participate in such tournaments.
ARTICLE VIII – CORPORATE STATUS
The Springfield Quakers Ice Hockey Association is a non-profit association of the Commonwealth of Pennsylvania, and it shall operate in perpetuity.
Said association is organized exclusively for charitable, educational and scientific purposes, including for such purposes, the making of distributions to associations that qualify as exempt associations under Section 501 (c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.
No part of the net earnings of the association shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purposed clause hereof.
No substantial part of the activities of the association shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
Notwithstanding any other provision of this document, the association shall not carry on any other activities not permitted to be carried on (a) by an association exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an association, contributions to which are deductible under Section 170 (c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Upon the dissolution of the association, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for the public purposes as described in Article III. Any such assets not disposed of shall be disposed of by the courts of the county which the principal office of the Springfield Quakers Ice Hockey Association is then located, exclusively for such purpose or to such association or associations, as said court shall determine, which are organized and operated exclusively for such purposes.
Amended:
Linda Ryan – November 2009 President
Linda Ryan – November 2008 President
Linda Ryan - September 1999 President
Michael T. Walsh - March 1996 President
Michael T. Walsh - March 1994 President
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