SAMHA 2024 AGM
TUESDAY APR. 16
Credit Union Place
Room #3
6pm
SUMMERSIDE & AREA
MINOR HOCKEY ASSOCIATION
CONSTITUTION
Constitution/By-Laws/Policies
October 2020
ARTICLE 1 - Name
- This Association shall be known as the Summerside and Area Minor Hockey Association (SAMHA), herein referred to as the SAMHA.
- SAMHA colors will be determined by the Board, with teams required to adhere to the approved SAMHA colors.
ARTICLE - Boundaries
2.1 SAMHA will operate within the boundaries determined by Hockey PEI, subject to changes as determined by Hockey PEI.
ARTICLE 3 - Objectives
3.1 SAMHA, as the governing and administrative body, will endeavour to provide for growth and development for youth of all ages, at all levels.
3.2 SAMHA will operate all programs in keeping with rules and regulations of Hockey PEI/Hockey Canada, with a focus on development and fun.
3.3 SAMHA will supervise players, team officials, referees, minor officials, parents and Board members per articles 3.1 and 3.2.
ARTICLE 4 - Membership
4.1 A member will be defined as a parent or guardian of a registered SAMHA player, as well as registered team officials and board members.
4.2 Only members in good standing will be entitled to voting privileges - one per player, maximum two per family.
4.3 Memberships run from registration to registration with members welcome to attend the AGM and other designated “membership” meetings/events.
4.4 SAMHA will set an annual player membership fee, payable in full per the timeframes designated by the Board.
4.5 Non-payment of fees may result in a player being deemed ineligible for team activities until their account is brought current.
4.6 Request for refunds must be in writing to the Board. Every effort will be made to accommodate medical and other reasonable requests.
4.7 Membership may be terminated for non-payment of fees or any player/parent actions that are deemed detrimental to SAMHA.
ARTICLE 5 - Governance
5.1 If there is deemed to be a conflict between the Governance documents of SAMHA and Hockey PEI - Hockey PEI’s shall be adhered to.
5.2 Constitutional amendments may be enacted at the AGM, a designated Semi-Annual Meeting or Special Meeting of the Board.
5.3 Amendments shall be posted to the SAMHA website one week prior to meetings in article 5.2 and require two-thirds majority to pass.
5.4 By-Laws may be presented and voted on at regular SAMHA Board meetings and require two-thirds majority to pass.
5.5 Policies may be presented and voted on at regular SAMHA Board meetings and require two-thirds majority to pass.
5.6 Individuals interested in serving on the Board can submit their interest for open positions, with the 10 member signatures 7 days prior to the AGM.
5.7 Board members re-offering can make their intentions known at the final regular Board meeting prior to the AGM, and will have their name posted.
5.8 The Board, with the exception of the positions of Secretary/Treasurer and President will be elected for two year terms at the AGM, and staggered to support continuity. The Secretary/Treasurer will be Board appointed.
The Vice-President will automatically move into the President position.
In the event the Vice-President is unable to assume the Presidency then current Board members or ones with terms expiring can offer for the position of President and as needed an election may be held.
President renews AGM 2021 and every 2 years thereafter
Vice-President renews AGM 2021 and every 2 years thereafter
Secretary/Treasurer renews AGM 2021 and every 2 years thereafter
Director Female Teams renews AGM 2021 and every 2 years thereafter
Director Technical Services renews AGM 2022 and every 2 years thereafter
Director Development Teams renews AGM 2022 and every 2 years thereafter
Director Club Teams renews AGM 2022 and every 2 years thereafter
Director Rep Teams renews AGM 2022 and every 2 years thereafter
Director At Large term/renewal per the wishes of the Board
Director At Large term/renewal per the wishes of the Board
Past President 2 year term per the status of President position
5.9 Board vacancies can be filled by the SAMHA Board at any regular meeting with a majority vote for the duration of the term per 5.8.
PRESIDENT
- Preside over all Association meetings and perform all duties generally associated with the position of President.
- Provide leadership in the administration, policy development, planning and programming of the Association.
- As situations warrant, per his/her discretion exercise all the authorities of the Board providing said actions are Board approved/rejected within 7 days.
- Be designated financial signing authority and approved for program expenditures providing all are Board approved at the monthly meeting.
VICE-PRESIDENT
- In the absence of the President assume the responsibilities and requirements of that position.
- Play a role in the planning and administration of the Association’s annual registration ensuring all player/parent information is accurate.
- Serve as a liaison with the Board Directors for all four team categories providing administrative, planning and program support.
- Serve as the lead on various Association Committee’s as requested by the President in support of Association programming.
SECRETARY-TREASURER
- Ensure that discussions and decisions at all meetings of the Association are recorded accurately and distribute in a timely manner.
- Play a role in supporting the Association’s annual registration ensuring all payments are deposited and that delinquent accounts are addressed,
- In co-operation with designates of the Board see that “Board Approved” expenditures are paid, recorded and reported to the Board.
- Coordinate communications, billings, payments, and program information with Hockey PEI, the City of Summerside and others as needed.
DIRECTOR FEMALE TEAMS
- Assist with the annual determination, selection and formation of all Association Female “A” Teams - U9, U11, U13, U15, U18.
- Serve as SAMHA’s designate on all Hockey PEI committees dealing with female hockey matters.
- Liaise with other local Associations in supporting the movement of players to/from SAMHA at the commencement of the season.
- Assist with coaching selection, certification attainment, address discipline matters, attend team meetings as needed - report to the Board monthly.
DIRECTOR DEVELOPMENT TEAMS
- Assist with the annual determination, selection and formation of all Association U7 programs and U9 “A” teams.
- Serve as SAMHA’s designate on all Hockey PEI committees dealing with
U7 programs and U9 “A” hockey matters.
- Liaise with other local Associations in supporting the movement of players to/from SAMHA at the commencement of the season.
- Assist with coaching selection, certification attainment, address discipline matters, attend team meetings as needed - report to the Board monthly
DIRECTOR CLUB TEAMS
- Assist with the annual determination, selection and formation of all Association “A” Teams - U11, U13, U15, U18.
- Serve as SAMHA’s designate on all Hockey PEI committees dealing with “A” hockey matters.
- Liaise with other local Associations in supporting the movement of players to/from SAMHA at the commencement of the season.
- Assist with coaching selection, certification attainment, address discipline matters, attend team meetings as needed - report to the Board monthly
DIRECTOR REP TEAMS
- Assist with the annual determination, selection and formation of all Association AAA/AA/A Rep Teams - U9, U11, U13, U15, U18.
- Serve as SAMHA’s designate on all Hockey PEI committees dealing with AAA/AA/A Rep Teams hockey matters.
- Liaise with other local Associations in supporting the movement of players to/from SAMHA at the commencement of the season.
- Assist with coaching selection, certification attainment, address discipline matters, attend team meetings as needed - report to the Board monthly
DIRECTOR TECHNICAL SERVICES
- Co-ordinate player/goalie pre-season camps, in season development camps for players in all divisions of play in SAMHA.
- Co-ordinate in conjunction with Hockley PEI coaching development courses, in season skills and drills sessions and special programming.
- Support the development of SAMHA officials and minor officials including overseeing evaluation and feedback.
- Organize a season welcome event for team staff to review SAMHA program policies and expectations.
MEMBER AT LARGE
- Provide support to other Board positions and assorted Board initiatives in support of SAMHA programming.
- Serve on SAMHA Board committees per the wishes of the Board in support of growing SAMHA programs and services.
- Act as a liaison between the Association and other groups or organizations as situations arise in support of SAMHA interests.
- Contribute resourcing support per professional designations of the incumbent per the needs of the Board.
PAST PRESIDENT
- Support the sitting President and Board in a resourcing and advisory capacity in support of SAMHA program delivery.
- Contribute as a sitting member on Board committees per the wishes/direction of the SAMHA Board.
- Serve as a designate of the Association in dealings with groups, businesses and organizations external to SAMHA and report to the Board.
- Support and mentor new Board members in their assigned roles, attend meetings with them, provide guidance as situations warrant.
ARTICLE 6 - Meetings
6.1 The Board will endeavour to meet on a monthly basis based on established schedule of meetings presented at the September Board meeting.
6.2 As the Board deems necessary, it may hold a semi-annual meeting in January instead of its regular Board meeting.
6.3 A Special Meeting of the Board may be called on the written request of 3 Board members or the written request of 10 members in good standing.
6.4 The Board will hold an Annual Meeting after the conclusion of the regular hockey season, providing public notice one week in advance.
6.5 AGM Agenda would, as is reasonable to do so, follow this order
- Call to Order
- Confirmation of Votes (as needed)
- Review previous Minutes
- Reports and Questions (President, Treasurer, Directors)
- Constitutional Amendments
- Elections
- New Business
- Adjournment
6.6 Quorums for SAMHA Board Meetings will be a majority of serving Board members. Quorum for AGM or Special Meetings is 10 members.
ARTICLE 7 - Committees
7.1 As deemed necessary, and of value to the delivery of SAMHA programs and services to members, the Board may establish any of the following:
a/ Executive/Management Committee (3 Board members)
b/ Discipline Committee (2-3 Board members)
c/ Tournament Committee (2-3 Board members)
d/ Recognition Committee (2-3 Board members)
e/ Coaching Selection Committee (2-3 Board members)
ARTICLE 8 - Financial Control
8.1 The Board will arrange for an annual, independent review of the Board’s finances to be conducted by a designated accountant or firm.
8.2 SAMHA teams will be required to use designated SAMHA team accounts and provide updates as requested and a year end statement.
8.3 All team fund raising must be submitted for pre-approval and endorsement by the SAMHA Board.
ARTICLE 9 - Selection of Coaches
9.1 All coaching positions will be posted by SAMHA, inviting expressions of interest, as needed recruitment will be done, and interviews conducted.
9.2 All selected coaches will be required to have or attain any/all certifications as required by Hockey PEI.
9.3 All team staff require the endorsement of the respective Director of the SAMHA Board.
9.4 All coaches will deliver practices, oversee team activities and manage games in keeping with the spirit of development, fair play and fun.
ARTICLE 10 - Association Teams
10.1 Teams will be comprised of a maximum of 17 skaters, 2 goalies, with team compliments adjusted in keeping with Division registration numbers.
10.2 For AAA and AA teams try-outs will be held with all players welcome to pay any associated fees and try-out.
10.3 SAMHA will work with team staff to support a try-out process that is transparent, fair and equitable to all members.
10.4 All SAMHA teams will be provided with weekly practice ice - some shared pending team numbers and what best serves the program and members.
10.5 Pending the allotment of practice ice, teams may be required to pay a pro-rated portion should some teams practice full ice versus shared ice.
10.6 Teams wishing to arrange for additional practices can do so by making their own bookings and arranging for payment with local facilities.
10.7 Every effort will be made to have all SAMHA teams play home games at Credit Union Place, scheduling other local facilities for practice ice.
10.8 SAMHA teams requiring more than one hour of ice for games will be required to pay the difference in two installments, December and February.
10.9 SAMHA teams will be responsible for any “extra” officials costs as well as all minor officials costs for their home games.
