Warren Minor Hockey Association
Introduction:
The Warren Minor Hockey Association is a voluntary association of members established to promote hockey at recreational and competitive levels. The Warren Minor Hockey Association is a member of Hockey Manitoba and by virtue of affiliation is a member of Hockey Canada, the governing body of amateur hockey in Canada.
Constitution
Article 1- Name
1.1 The name of the association shall be known as Warren Minor Hockey (WMH)
Article 2- Colours
2.1 The official colours of the Warren Mercurys shall be green, white, and black
Article 3- Mission Statement
3.1 The mission of WMH is to provide participants in our minor hockey program with a fair and competitive hockey experience that focuses on the development of individual and team hockey skills, the practice of good sportsmanship, fair play, and the opportunity to be challenged while having fun in a safe environment as it relates to the guidelines set forth within Hockey Manitoba and Hockey Canada
Article 4- Purpose
4.1 The purpose of WMH is to organize, develop, and promote, minor hockey for members of the association including:
a) govern and improve organized amateur ice hockey in the Warren catchment area
b) provide an equal opportunity for fun, physical exercise, and fair play as it relates to the codes of conduct for coaches
c) ensure the development and participation of its players in ice hockey within the league chosen to play in following Hockey Canada guidelines
d) foster community spirit among its members, supporters, teams, and spectators
e) instill in all players, team officials, members, and spectators associated with WMH good sportsmanship, correct and proper behaviour both on and off the ice and respect for authority, officials, other teams and team play
Article 6- Membership
6.1 The WMH Board of Directors shall consist of elected representatives.
6.2 Membership will be accorded to parents/guardians of registered players at the annual registration upon completion of the WMH registration form and will be valid until next season’s annual registration; hereafter called a “Member”
6.3 Membership will be accorded to all registered team officials, and on-ice officials with the association; hereafter called a “Member”
6.4 All teams, players, team officials, on-ice officials, parents or guardians registered with WMH are subject to the Constitution, Bylaws, Policies, Procedures, and Codes of Conduct of the Warren Minor Hockey Association
6.5 Any Member delinquent in their fees shall forfeit membership until full payment of fees have been made as set forth by WMH’s annual registration.
6.6 Any person who fails to abide by the constitution, bylaws, policies, procedures and/or codes of conduct shall be ineligible for membership in the Warren Minor Hockey Association and any of its functions and tams subject to the ruling of the board of directors upon any infraction brought to its attention.
Article 7- Board of Directors
7.1 The Warren Minor Hockey Association shall be governed by the Board of Directors which consists of the following:
Officers:
President, Past President, Vice President, Female Hockey Director, Treasurer, Secretary. In the event there is no female program, the position of Female Hockey Director shall become 2nd Vice President.
Directors:
Registrar, Referee in Chief (RIC), Equipment Manager, Fundraising Coordinator, Tournament Director, Communications Director.
7.2 In the event that the president is unable to perform the required duties, the Vice President will assume the responsibilities related to the male and co-ed program, and the Female Hockey Director will assume the responsibilities related to the female programs until the next Annual General Meeting. The treasurer, then secretary will assume the president’s responsibility in that order in the event the Vice President and Female Director are unable to. If positions are open following the Annual General Meeting, then the elected board will fill vacant positions and if positions are still unfilled by season start the President will be responsible to find people to fill all or any vacant positions.
7.3 The board shall have the authority to revoke a board members position in the event that he or she is absent for three (3) consecutive meetings, unless excused by the President or designate. A board members position may be revoked by a majority vote of a duly constituted board meeting.
Article 8 – Executive Committee
8.1 The Executive Committee of the association shall consist of the Officers of the Warren Minor Hockey Association.
Article 9 – Nominating Committee
9.1 This committee shall consist of the Past President serving as Chairperson and two other board members.
Article 10 – Ad Hoc Committee
10.1 The board may establish Ad Hoc Committees to perform certain tasks. Appoint the members, prescribe the duties of the Ad Hoc Committee and delegate its powers and functions except where prohibited by the Constitution and Bylaws. Such Ad Hoc Committees shall be dissolved upon completion of their tasks or upon being discharged by the board.
Article 11 – Annual General Meetings of WMH
11.1 The President shall call an Annual General Meeting:
a) each year
b) at his/her discretion
c) upon written request of any 25% (or greater) members of WMH
11.2 A duly constituted general meeting shall be a meeting:
a) for which notices have been posted
b) the President or Designate shall preside over the Board of Directors Meeting of the Warren Minor Hockey Association
11.3 The Annual General Meetings’ purpose is to ensure that all members having interest in the Warren Minor Hockey Association have the opportunity to vote on the following:
a) proposed amendments to the WMH Constitution and Bylaws
b) election of the Board of Directors
Article 12 – Board of Director Meetings
12.1 The Warren Minor Hockey Association will hold regular board meetings
12.2 A duly constituted board meeting shall be a meeting:
a) for which a quorum shall consist of 50% + 1 member of the board and only voting board members shall have a vote at regular meeting
b) the President or Designate shall preside over the Board of Directors Meeting with due regard for the Roberts Rules of Order to conduct the meeting
12.3 A meeting of the directors may be convened at any time by the President or Vice President (s) and Secretary
Article 13 – Voting
13.1 A vote on any matter to come before a duly constituted board or general meeting shall be carried by majority vote of those present and eligible to vote. One vote per family
13.2 There shall be no vote by proxy
13.3 The President in all meetings of the Board of Directors, Executive, Committee, and General Meeting will only vote to break a tie
Article 14 – Conflict of Interest & Confidentiality
14.1 Board members are required to notify the board of situations where a conflict of interest might exist in the execution of the duties related to WMH
14.2 The board shall decide whether or not the member should be excluded from the discussion and/or voting
14.3 In cases in which a conflict of interest arises, the board member in conflict will excuse himself/herself from the Board of Directors or Committee meeting until the issue has been resolved
14.4 Every Director and Officer of WMH must respect the confidentiality of matters before the board for consideration. In the event a board member shares any confidential information as it relates to WMH operations, that member shall be subject to disciplinary measures as determined by other members of the board.
Article 15 – Changes to the Constitution and Bylaws
15.1 The constitution and bylaws of the Warren Minor Hockey Association can only be changed:
a) on even number years at the Annual General Meeting
b) by motion made at a duly constituted AGM and carried by a majority of those present and eligible to vote
c) any member wanting to submit changes must do so a minimum of 10 days prior to the AGM and the secretary shall circulate said notices to the WMH Board of Directors a minimum of 7 days prior to the AGM
d) there shall be no vote by proxy
Article 16 – Banking and Finance
16.1 A bank account shall be opened in the name of the Warren Minor Hockey Association. Two persons of the following:
President, Vice President, Treasurer, or Secretary shall have signing authority
Article 17 – Rules, Regulations, Guidelines
17.1 Where the provisions of the WMH Constitution are inconsistent with the Hockey Canada or Hockey Manitoba Constitution, the constitution of the higher governing body shall prevail.
17.2 The rules of play and equipment will be in keeping with the Hockey Canada Association including any bylaws incorporated into the constitution.
17.3 From time to time the board will find it expedient to adopt rules, regulations and guidelines other than those contained in the constitution and bylaws, which will govern the conduct of players, coaches, referees, and others involved in the Warren Minor Hockey Association.
17.4 Such rules, regulations, and guidelines may be adopted, rescinded, or amended at the discretion of the board.
Bylaws
Bylaw 1 – Board of Directory Authority and Responsibilities
1.1 The board shall be responsible for establishing policies, general direction, and is empowered to conduct business of WMH on behalf of its members, subject to the limitations contained herein, to make decisions and carry out such actions as it considers necessary in meeting the objectives of the Warren Minor Hockey Association as stated in Articles 3&4 of the WMH Constitution.
Bylaw 2 – Executive Authority
2.1 The executive shall have the authority, as designated by the Board of Directors from time to time, to conduct the business of and make decisions regarding the affairs of the Warren Minor Hockey Association
Bylaw 3- Team Formation
3.1 Formation of teams shall be determined by age for each respective category in which WMH participates.
3.2 In any given category, in any given year, for which registrations allow for more than one WMH team, the Executive shall have the authority to determine the following on an annual basis:
a) If team composition shall be determined by age or other criteria in order to best reflect team composition of other league members
b) The process by which team composition is determined with the intent to not advantage on WMH team over another/other WMH team(s) in the same category
3.3 Only in special cases as determined by the Executive, will a player under the age of a given category be age advanced into the next higher category if;
a) The higher category can easily absorb the player
b) The player has a high level of skill, and the board deems the age advancement satisfactory for the player’s development and safety.
c) It does not impact the current age category formation of teams
Bylaw 4 – Codes of Conduct
4.1 The Codes of Conduct for players, coaches, referees, parents, and spectators can be found on the Warren Arena website as well throughout the Warren Arena. The Codes of Conduct were adopted in 2012 on the advice of Interlake Minor Hockey and Hockey Manitoba so as to;
a) Provide a respectable, safe, and fun environment for players and referees to develop and achieve personal success without fear of bullying, abuse of any kind or intimidation.
b) Provide a respectable and safe environment for volunteers such as board members, coaches, managers, and assigned positions without fear of intimidation, defamation, slander, or any form of abuse.
c) Provide an industry baseline expectation for its membership and spectators at its games be it home or away.
Bylaw 5 – Disciplinary Committee
5.1 The Executive (President, Vice President(s), Treasurer and Secretary) shall form the Disciplinary Committee unless a committee is appointed separately by the Board of Directors by recommendation of the President.
This committee shall review any infraction brought to its attention relating to the rules and regulations of its Constitution, Bylaws, and Codes of Conduct. The committee has authority to respond in writing to any person(s) involved in any infraction within its membership, detailing disciplinary actions including suspension as deemed necessary by the committee.
Bylaw 6 – Late Registration Payment
6.1 The registrar and treasurer shall advise the executive of any late payments outside of the published pay guidelines determined at the Annual General Meeting. Any member found in arrears shall forfeit the membership and as such be in a state of “suspension” until payment is received. The player will not be allowed to participate in WMH games, practices or events of any nature until payment is received in full. Exceptions can be made for families experiencing hardship where the President or Vice President(s) can then approve a monthly payment schedule agreement.
Bylaw 7 – Non-Voting Board Members
7.1 The positions of ice convenor, outdoor rink coordinator, and canteen coordinator were added in 2010 and will be reviewed every even year if they are to continue. The Board will ask the individuals if they want to volunteer again and if not they will source candidates from its membership.
Bylaw 8 – Coaches and Team Officials
8.1 Coaches and team officials shall be handled on an annual application basis. Interested persons shall state what position with the team they would like to be involved with on the WMH registration application for players. Applications will be taken by the registrar and reviewed by the Executive. The Board will approve Coaches (head and assistant(s)) based upon the following criteria:
- Knowledge of the Hockey Canada Development plan
- Certification obtained (Coach levels and specialty clinics)
- Experience obtained (Years coached, managed tenure, other sports coached)
8.2 Coaches and team officials are responsible for understanding and knowing the Codes of Conduct, WMH Constitution and Bylaws, Interlake Minor Hockey, Hockey Manitoba, and Hockey Canada rules/regulations.
It is the coaches and team officials responsibility when entering tournaments or provincials to ensure their rosters follows the guidelines for those events. Coaches, team officials and parents may not question any decision passed regarding rosters by the WMH Executive. All coaches will attend at least one Hockey Manitoba or Sport Manitoba coaching clinic at all age levels.
Bylaw 9 – Rosters and AP’s
9.1 No players may be brought from other teams within WMH or outside of WMH if the team picking up the player has enough players to play the game form their own roster.
9.2 Any player asked to AP for a game with a WMH team must first have approval of that players coach and parents/guardian. The player’s practices and games with his/her normal team will take precedent over any other team.
9.3 Written consent from the President or Vice President is necessary to AP a player from another association. The written consent must be obtained prior to the event and must follow the Hockey Manitoba rules and regulations.
Bylaw 10 – Goaltending Equipment
10.1 WMH will provide goalies within its membership with pads, chest protector, glove and blocker up t0 U11. Exceptions can be made for new goalies above U11. 1 stick up to value of $50 or credit will also be provided by WMH upon request and receipt obtained for each goalie up to and including U11.
10.2 WMH may allow the parent/guardian or a goalie to purchase equipment and be reimbursed upon prior approval form the executive or equipment manager.
Bylaw 11 – Position Responsibilities
11.1 Executive:
President – The President shall preside over all executive and board meetings. The President shall be the deciding vote in the event of a tie vote. The President will represent WMH at the Interlake Minor Hockey AGM and all other league meetings as required. In the event there are vacant positions on the Board the President shall be in charge of assembling a recruiting committee in order to fill the position(s). Until that time the vacant positions are filled, the position duties shall be assigned by the President to the current board members. The President is responsible for calling regular executive and board meetings. The President’s approval/signature is required for all transfers or releases for association unless unfit or unavailable to do so. The President has full authority to make decisions on behalf and in the best interest of WMH.
Vice President – The Vice President shall be responsible for looking over coach assignments for all age categories of which WMH offers that season. The Vice President may sign or release players on behalf of WMH if the President is deemed unfit with reason by quorum, or has the President’s written consent because of unavailability. The Vice President shall be responsible for development initiatives and recruitment. The Vice President shall also be responsible for ensuring all team officials are certified to the appropriate level.
Female Hockey Director – The Female Hockey Director shall be responsible for overseeing all hockey operations, development initiatives, recruitment, and coach/team official assignments related to the female programs offered by WHM. The Female Hockey Director shall also be responsible for securing placement of leagues for any of WMH female teams. The Female Hockey Director will ensure female team officials are certified to the appropriate level.
Secretary – The Secretary shall be responsible for all WMH meeting minutes and association news updates. The Secretary shall also be responsible for Constitution and Bylaw updates to website and will look after all advertising for the association.
Treasurer – The Treasurer shall be responsible for all financial transactions of Warren Minor Hockey’s bank account(s), deposits, withdrawals, and record keeping. The Treasurer shall be responsible for obtaining cheques to be cashed for WHM business and issuing cheques for vendor services provided as approved by the executive.
11.2 Directors:
Referee in Chief – The Referee in Chief (RIC) shall be responsible for all development initiatives, scheduling, recruiting, and issue resolution for all referees of WMH. The RIC will be responsible for scheduling out of town referees as needed for games.
Registrar – The Registrar shall be responsible for overseeing and administering all player registrations, team registrations, and provincial registrations. The Registrar shall coordinate with the provincial zone registrar for roster approvals and is responsible for uploading WMH information to the Hockey Canada Registry. The Registrar will also ensure that parent certification for the mandatory Respect in Sport Program is obtained.
Fundraising Coordinator – The Fundraising Coordinator shall be responsible for obtaining and distributing fundraising initiatives to WMH membership. The Coordinator shall also be responsible for obtaining and submitting monies owed to WMH for fundraising initiatives.
Equipment Manager – The Equipment Manager shall be responsible for purchasing, distribution and collection of WMH jerseys. The Equipment Manager shall be responsible for goalie equipment management and purchases/sales as approved by the executive. The Equipment Manager will also look after WMH apparel for the membership as approved by the Board.
Communications Director – The Communications Director is responsible for communicating with team managers and WMH members on upcoming events and schedules throughout Interlake Minor Hockey as well as Hockey Manitoba. Prepare and distribute materials as requested and approved by the Board of Directors. Maintain and update website as needed via TeamLinkt, maintain WMH social media accounts. Upload all WMH teams into TeamLinkt
Tournament Director – The Tournament Director is responsible for registering WMH tournament dates with Hockey Manitoba. Establish and block all related ice times with the Ice Convener for all tournaments. Establish number of teams and applicable divisions for each tournament. Monitor Registrations until such time as a tournament chairperson is established for each tournament. Provide and present all tournament financial statements to the Board of Directors.
11.3 Non-Voting Positions
Canteen Coordinator – The Canteen Coordinator is responsible for scheduling canteen shifts for WMH events as per the WMH strategy for that season as decided by the Board. The Coordinator is also responsible for inventory and pricing. Any space improvements or equipment purchases/leases shall be researched by the Coordinator and brought forward for Board approval.
Ice Convenor – The Ice Convenor shall be responsible for obtaining unused ice assigned to WMH with ample time as to redistribute among WMH teams or to turn back into the South Interlake Rec Center ice convenor.