DALMENY MINOR HOCKEY ASSOCIATION CONSTITUTION AND BYLAWS
**(Approved & Adapted at 2024 Spring AGM on May 1st 2024)**
DMHA CONSTITUION:
1. Name: The organization shall be known as the Dalmeny Minor Hockey Association (DMHA). Its corporate name will be Dalmeny Minor Hockey Inc. and it has a March 31st year end.
2. Objective: The objective of this association as a non-profit organization; shall be to organize, foster, promote and protect the growth and development of minor hockey in Dalmeny and surrounding area.
3. Members: Any parent or guardian of a registered Minor Hockey Player, or any appointed coach, is deemed to be a member of the Association. All DMHA members and their registered children are subject to the same rights, responsibilities, opportunities, and obligations
4. Executive Committee:
a) The Executive Committee of this Association shall consist of 7 elected Members (President, Vice President, Secretary, Treasurer, Member-at-Large Fundraising, Member-at-Large Ice Scheduling, and Referee-In Chief). All positions are considered a full term at two years of service. To fill the role of President, volunteer must have previously served a term on the DMHA exec. (any position). The Secretary, Treasurer, Members-at-Large, and Referee-In Chief shall be elected in alternating years. The treasurer will remain in place until the newly appointed treasurer is trained and financial submission to ISC is complete (July 31st of each year)
Example: Secretary, Member-at-Large Fundraising - one year
Treasurer, Member-at-Large Ice Scheduling, Referee-In-Chief – the next
b) All elected positions have voting rights
c) A quorum for the Executive Committee shall be five or more members. If there are unfilled executive positions then the required quorum for an executive vote shall be reduced from five to one half of the current executive, to allow the executive to continue to conduct the business of the association in its entirety between general meetings.
d) Any active member of the Association may be elected to the Executive Committee. This would mean they must have a child currently registered within the organization for the respective season. If someone is not a member, but is interested in joining they may be elected with the executives majority approval.
e) The 7 elected executive members shall have their DMHA registration fees reduced by four hundred dollars each per family, except the Member-at-Large Ice Scheduling will be 600$
f) If an executive position remains unfilled after a general meeting then the existing executive should try to appoint an interim person to take over those responsibilities until the next general meeting when the association can vote on the position.
g) If the “Referee-in-chief” position as defined in the constitution remains unfilled, the team managers will assume this position for their teams. Managers’ responsibilities will be limited however to booking officials for games and paying them from team accounts. All remaining responsibilities of the Referee-in-chief will be managed by an appointed director of DMHA If a Referee-in-Chief is appointed or volunteered, this modified structure can be utilized by the Referee-in-chief if they request and the executive committee agrees by majority vote.
h) To avoid any possible conflict of interest, only one member of an immediate family can represent a position on the board at any given time.
i) The maximum term for an executive member will be 3 consecutive terms. In the event that there is no volunteer to fill the role- additional term(s) are permitted.
j) At least one (preferably two) DMHA executive members must attend each SVMHL Spring and Fall AGM. Members traveling to other centers for these meetings will be paid 0.45$/KM.
k) If at all possible, Sask. Hockey Association AGM’s to be attended by one executive member. Hotel and mileage to be paid 0.45$/KM, meal allowance of 75$ per day and hotel to be booked and paid for by DMHA secretary
5. Duties and Powers of the President:
a) Shall have the right to represent any or all the Executive Committee on any occasion and shall be responsible to the Executive for same. In his/her absence or at his/her request, the Vice-President shall have the full powers of the President.
b) To call meetings as scheduled or when deemed necessary and to preside over same.
c) Shall act as a liaison with the Town of Dalmeny and league officials.
d) Write letters to any player needing a written permission release to play carded hockey.
6. Duties and Powers of the Vice-President:
a) Preside over meetings in absence of President.
b) Responsible for maintaining and updating the DMHA website and constitution.
c) Ensure all executive members and family discounts are given accurately and in terms of discount off their registration only.
d) Act as the coach coordinator in terms of conducting coach interviews * if required
e) Oversee coaches obtaining coaching equipment at the start of season including handing out combinations to the team lockers at the beginning of each season.
f) Oversee the Connect Sport Training for the members of DMHA.
7. Duties of the Secretary:
a) Record all minutes of meetings and attend to all correspondence.
b) Responsible for sending out notices of General Meetings and registration meetings.
c) Ensure the collection of all digital meeting minutes, corporation papers, financial records, constitutional revisions and any other critical documents that govern the annual cycle of the non-profit corporation known as Dalmeny Minor Hockey Inc. and store them on a flash drive in the Associations Safe located at Dalmeny Rink.
d) All DMHA coaches, trainers, managers, bench staff, executive members and officials (refs) over the age of eighteen (18) must complete a Criminal Record Check with Vulnerable Sector Screening Check every two (2) years. . The paper copy of these checks must be given to the Dalmeny Minor Hockey Secretary before their team’s first practice of the season. Anyone who has not submitted this by the required date will not be permitted on the ice surface or in the dressing room until this is complete.
8. Duties of the Treasurer:
a) To record all receipts and payments.
b) Deposit all monies received in a bank of the Association’s choice.
c) Pay all accounts of DMHA.
d) Prepare a statement of receipts and payments for information at each meeting.
9. Duties of Member-At-Large-Ice Scheduling:
a) Member-at-Large Ice Scheduling will be responsible for ice scheduling and online team/association updates in TeamLinkt.
10. Duties of Member-At-Large-Fundraising:
a)Member-at-Large Fundraising will be responsible for fundraising (pancake breakfast, fundraiser tournaments & any other association initiatives), marketing (clothing, promotional products, etc.) for DMHA. Act as the manager coordinator; in terms of helping all managers get set up with bank accounts, handing out team jerseys and hosting managers meeting before the season beings. Coordinate DMHA year end awards and year end DMHA wind up.
b) Oversee collection of all equipment, take inventory and advise the Executive Committee of equipment which is needed.
c) Arrange ordering name bars for new players and arrange attaching name bars to jerseys.
11. Duties of the Referee-in Chief:
a) To organize game officials.
b) To oversee training and development of game officials.
c) To compose a list of guidelines and rules for game officials.
d) Referee-in-Chief for Dalmeny Minor Hockey will discuss their personal officiating commitments with DMHA Executive in regards to Dalmeny Minor Hockey home games.
e) To provide DMHA with a list of refs designated for each scheduled game one week in advance for DMH only.
f) To give only names and phone numbers of DMH refs to other minor hockey associations not to coordinate hockey tournaments outside of Dalmeny.
12. Duties of the Executive Committee:
a) To conduct the business of the Association in its entirety between general meetings. To have the responsibility of enforcing the constitution and the bylaws of the Dalmeny Minor Hockey Association.
b) Be responsible for running Dalmeny Minor Hockey Association under the guidelines of SHA and CHA and enforcing SHA and CHA constitution bylaws and regulations.
c) Oversee setting and collection of registration fees.
d) Responsible for providing source of training for coaches and officials.
e) Provide carded referees for sanctioned games.
f) Pay SHA league fees.
g) Provide one set of jerseys (e.g. home and away) per team and make available for sale one set of player socks, one set of goalie equipment for each team up to and including Atom(U11), and where possible to older teams where equipment is available. Each team will be provided with pucks at beginning of season.
h) Provide and organize equitable ice times for each team.
i) Will not assume responsibility for renting ice in the event that ice is not available in town for league, league play-offs or provincial play-offs but will assist managers in finding alternate ice to finish league, playoff and provincial play.
j) To appoint coaches for each hockey team as outlined in Constitutional Bylaw #1. based on merit, experience, philosophy and completion of an interview with DMHA Executive. The executive will have the right to select both Head coach and assistance coaches, and will also have the right to suspend or dismiss a coach with a majority vote of the Executive Committee.
k) To ensure that no DMHA team at the Atom(U11) and above age groups carry more than two goalies per team. If more than 2 goalies register, the criteria to get down to two goalies will be;
i) Ask if any of the goalies want to be released
ii) Ask if any of the goalies will play as a player for that season.
iii) Conduct a tryout to be run by an independent goalie agency to determine the top two goalies to be retained.
l) Meetings:
i) Semi annual Spring AGM to elect officers and to review the performance of the past year.
ii) Semi annual Fall registration AGM – meeting to discuss changes and potential problems for the coming year.
iii) Executive Committee shall meet when deemed necessary for the operation of the Association.
13. Amendment to the Constitution or Bylaws:
a) The constitution shall be amended only at a general meeting and the intended amendments must be submitted in writing to the Secretary prior to the meeting.
b) Only members of DHMA can propose and vote on amendments.
c) Amendments can be adopted only with two-thirds majority vote of the members present including at least 4 of the 7 executive members
DMHA BYLAWS:
1. Coaching:
a) Proper coaching certification for the age group being coached must be obtained by the SHA set deadline of January 10th.
b) All coaches interested in a head coaching position within DMHA will submit a written or typed coaching application. If more than one qualified coach expresses interest in a specific team, the Executive Committee will review all submissions and carry out a vote; eliminating all conflicts of interest from the voting process. Once the head coach has been selected by the Exec, he/she will select Assistant Coaches/Manager(s) in collaboration with the Executive.
c) If there is no interest shown in coaching a certain team, the Executive will do their best to their ability to try to find a proper coach.
d) There will be a maximum of 5 bench staff per team in each division (including coaches, managers and trainers). If a team requests to have more than 5 bench staff then this respective team will be responsible for purchasing the extra insurance for the extra staff (NOT DMHA)
2. Players:
a) During player registration for DMH, players must register according to their birth date, in the age categories set out by SHA and CHA. Players will only be allowed to register in a higher age division if it is deemed, by the executive, to be in the best interests of both the teams in the older age division and the teams in the age division that the players should be register in according to their birthdates.
b) Player registration fees must be pain in accordance with the terms of the present year registration terms. DMHA Executive shall have the right to suspend such player from all practices, tournaments and games until full payment is made.
c) AP’s: Permission for AP usage is the responsibility of the parent of the AP and the coach of the team the AP belongs to. Each time a player is needed to AP, the asking team’s coach will first contact the head coach of the team the player belongs to, to find out if there is any reason the AP should not play. If there is no reason, the asking coach will contact the AP’s parents to obtain consent for their child to play. Dalmeny Minor Hockey players are required to play for their age group team they are registered to. This team shall take priority before being AP’d to another team. If in the event the age group above the player where they are AP’d to is short players the AP will be permitted to attend the AP’d teams game as long as
i) The players team does not have a game
ii) The players team only has a practice
iiii) The age group above will not be put over 10 skaters for U11 and down and 17 players for U13 and up.
iv) The board will be allowed to contravene these conditions if an emergency situation is presented.
3. Referees:
a) If DMHA cancels a referee’s scheduled shift with less than 24 hours notice, the referee shall receive payment for the cancelled game.
b) DMH will reimburse referees that live in Dalmeny or attend a Dalmeny School for their ref clinic after they work five games for DMHA.
4. Code of Conduct:
a) All players, coaches, and parents must sign a Code of Conduct and return it to the manager before or at the first ice time of the season.
b) Any incidents of misconduct by player, coach or parent will be reviewed by Dalmeny Minor Hockey Executive. All incidents must be received in writing by DMH and appropriate discipline or suspension will be applied.
c) In the event that Dalmeny Minor Hockey is asked to investigate a coach's action (i.e. a written concern to the executive) and that coach is an elected or appointed member of the executive, this executive member/coach must not be involved in the investigation of that matter or any other conflicts that may involve member/coach.
5. Releasing to other centers:
a) Releases will only be given to players who earn a position on a “AA” or “AAA” registered team in the U13 or higher divisions during the regular playing season, to play non-contact (U15 or higher) or to play all female hockey, unless no team is available to play on in Dalmeny.
6. Tournaments:
a) All tournaments hosted or attended by Dalmeny teams must be sanctioned by SHA.
b) It is the responsibility of the coach to be sure all tournaments they host and all tournaments they attend are sanctioned. If tournaments aren’t sanctioned, players and refs are not insured.
c) Each team must pay for its sanction fee.
d) If your team plays a city team it is the responsibility of the city team to pay for refs
e) All refs must be qualified.
f) All tournament game sheets must be mailed into SHA within 48 hours along with the sanction.
g) Any game sheets with incidents written up must be faxed to SHA within 24 hours and the original sheet given back to the coach.
7. Equipment:
a) When goalie equipment is taken for hockey schools (no tryouts) a $125 deposit is required before equipment is taken. $100 of the deposit will be returned if equipment is returned in same condition as it left.
b) DMHA member-at-large will provide teams with a home and away jersey. These jerseys are given out to players once a jersey deposit of $200 is received. Players are then responsible for their jersey for the course of the season. Players may take their jersey home but will only be worn for team games or activities and SHALL not be worn for practices. Deposit will be returned once the jerseys are both returned, washed, un-altered and in good condition at the end of the respective season.
8. General operations:
a) Non-profit application to be kept up to date.
b) In lieu of a yearly audit completed, DMHA will appoint a registered accountant to complete a yearly review of the financials. A detailed report will be available once the review has been completed.
c) Executive is to be responsible for either approaching or appointing someone to contact local businesses for tournament donations. This way businesses are only approached once. Whatever is collected is to be divided evenly between teams.
d) DMHA will try to maintain a minimum of $2,000.00 in reserves for emergency purposes.
e) Money left over in team accounts at the end of the year cannot be divided up and turned over to the kids. The Sask Lottery Corp will not allow this. Teams must leave a float of 20$ in each respective account.
f) Any concerns regarding the procedures and/or the operations of DMH must be submitted to the DMHA Secretary in writing and signed. Concerns must be submitted and signed with only one signature and mailed to Dalmeny Minor Hockey Association at Box 745, Dalmeny, SK S0K1E0.
g) When there are enough kids to create two teams in an age division there shall be a parent meeting to discuss how to divide teams. If the league decides to implement a tiered system, the parents may choose to tier the teams or divide into even teams. This shall be decided be a majority vote of the parents that choose to attend the meeting.
i) If the teams are to be tiered the parents may decide to have the head coach choose the team for the upper division and have an evaluator conduct an evaluation of the players. The head coach will allowed to be involved in the final decision process of the team.
ii) If the teams are to be evenly split the parents may decide to have the two head coaches choose the teams. The head coaches will make them as even as possible given considerations of siblings and goalies. If a majority vote of parents choose to have an evaluator rank the kids to ensure the teams be even Dalmeny Minor Hockey will facilitate that request. The head coaches will still be involved in the making of the teams with considerations given to siblings, goalies and evening out the coaches interested in helping. There would also be consideration for special circumstances like goalies and siblings.
9. Awards:
a) Blaine Lepp Memorial Award – U11 and Up. Only coaches will be involved in choosing the recipient. Leadership, enthusiasm and sportsmanship are the guidelines used to choose the recipient.
b) Top Offensive Player – U11 and Up. (Not solely based on points)
c) Top Defensive Player – U11 and Up.
d) Most Improved – U11 and Up.
e) Sportsmanship Award – U11 and Up.
f) Chad Crawford Memorial Award - Top Defenseman U13 only
g) Junior Official of the year -DMHA junior ref of the year (junior meaning 18 or younger)
h) Corrine Bueckert Memorial Award – Dalmeny Minor Hockey Volunteer of the year
i) Certificate to be handed out to all Dalmeny Minor Hockey players in Initiation (U7) and Novice Division (U9).
j) To recognize the achievements of DMHA teams, the executive committee will purchase a standard banner for every team that earns a league title, SHA provincial northern or SHA provincial championship.
end.