Article V: Directors and Officers, BY-LAW#1 SHA Constitution - May 2021 (Sarnia Hockey)

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PrintArticle V: Directors and Officers

Article V: Directors and Officers

5.01 Chair: The Chair shall, when present, preside at all meetings of the Association. The Chair shall supervise the affairs and operations of the Association, sign all documents requiring a signature of the Chair and have the other powers and duties from time to time prescribed by the Association or incident to the office. The Chair may serve as an ex-officio, nonvoting member on all committees. The Chair shall vote at meetings of the Association only in the event of a tie of votes cast by the executive members.

5.02 First Vice Chair During the absence or inability to act of the Chair, the duties may be exercised by the First Vice Chair. If the First Vice Chair exercises any of those duties or powers, the absence or inability to act of the Chair shall be presumed with reference thereto. The First Vice Chair shall chair the Board of Reference, if and when required by the Chair or the officers. The First Vice Chair shall also chair the Audit Committee and the Policy and Regulations Committee. The First Vice Chair shall also perform other duties, from time to time, as prescribed by the Association or incident to the Vice Chair’s office.

5.03 Vice Chair, Administration The Vice Chair, Administration shall coordinate the work of the Directors – Development/Skills, the Ice Director, the Equipment Director – Recreational League, the Equipment Director – Representative Teams, the Sponsorship Director – Recreational League, the Sponsorship Director – Representative Teams and the Registration Director and be responsible for overseeing risk management issues and the establishment of policies and regulations for the Association. 

5.04 Vice Chair, Representative Teams The Vice-Chair Representative Teams shall coordinate the representative teams’ program in conjunction with the Director A Representative Teams, and Director Representative MD Teams. The Vice Chair attends the Alliance Rep Council meetings and reports back to the Board with information and directives from this Council. The Vice Chair Representative Teams shall chair the Coaches’ Selection Committee.

5.05 Vice Chair, Recreational League The Vice Chair Recreational League shall coordinate the Recreational League program in conjunction with the Recreational League Referee Director and the Directors of the U16-U20, U15, U13, U11, U9, and U7 divisions. The Vice-Chair shall oversee the formation of Recreational League Select teams if approved by the Association.

5.06 Recording Secretary The Recording Secretary shall attend all meetings of the Association to record all facts and minutes of those proceedings in the books kept for that purpose. The Recording Secretary shall give all notices required to be given to members and to directors and shall be the custodian of the Association of all books, papers, records, correspondence and documents belonging to the Association and shall perform the other duties from time to as prescribed by the Association. “The financial institution where the Sarnia Hockey Association (hereafter referred to as ‘the association’) conducts its financial affairs will be directed to deliver to the chairperson, or his/her designate, of said Association, monthly documentation showing all current balances as at month end for the said association. A letter will be forwarded to the financial institution to this effect by the secretary”

5.07 Treasurer (appointed by the Directors) The treasurer shall keep full and accurate accounts of all receipts and disbursements of the Association in proper books of account and shall deposit all monies in the name and to the credit of the Association in the bank or banks from time to time designated by the Association. The Treasurer shall disburse the funds of the Association under the direction of the Association, taking proper vouchers therefore and shall render to the Audit Committee, monthly, an account of all his transactions as Treasurer and of the financial position of the Association. The Treasurer shall cooperate with the Audit committee of the Association and provide such reasonable information as it may reasonably require and shall also perform such other duties from time to time as prescribed by the Association or incident to his office. The Treasurer will recommend to the Association annually a third-party auditor to review the financial records of the Association. The Treasurer will not be an elected director but shall be appointed by the Association for a two (2) year term as a full voting member of the Association. The Treasurer will chair the Budget Committee. 

5.08 Past Chair The immediate Past Chairperson shall perform from time to time the duties prescribed by the Association and may perform such additional duties as may be requested by the Chair. The Past Chairperson shall serve on the Board of Reference if and when required by the Chair or the Association. The Past Chairperson shall chair the nominating committee. The Past Chair shall assist the Chair in monitoring the efficient operation of the ice hockey program. The Past Chairperson shall in the absence of the Chairperson and the Vice Chairpersons, preside at meetings of the association. The Past Chairperson shall provide Constitutional advice when required by the association executive. The Past Chairperson is a voting member on the association executive. 

5.09 Director Representative A/AA Teams This position reports to the Vice Chair Representative Teams. The Director shall oversee the tryouts, formation and running of the Representative A/AA Teams of the Association and in that capacity, shall:

.01 work with the Vice Chair Representative Teams and serve on the Coaches’ Selection Committee
.02 coordinate with the other Representative Team Director, the movement of players between teams;
.03 coordinate the proper rostering of the players and team officials with the ALLIANCE as required;
.04 oversee the conduct of the players and team officials
.05 ensure that game reports are submitted properly to the ALLIANCE office as required
.06 ensure that the assessments of the players are collected at the appropriate times
.07 work with team officials to resolve any disputes regarding the ALLIANCE A/AA Representative teams
.08 have the right to suspend a coach, team official or player until the next Association meeting

5.10 Director Representative MD Teams This position reports to the Vice Chair Representative Teams. The Director shall oversee the tryouts, formation and running of the Representative MD Teams of the Association and in that capacity, shall:

.01 work with the Vice Chair Representative Teams and serve on the Coaches’ Selection Committee
.02 co-ordinate with the other Representative Team Director, the movement of players between teams
.03 co-ordinate the proper rostering of the players and team officials with the ALLIANCE as required,
.04 oversee the conduct of the players and team officials
.05 ensure that game reports are submitted properly to the ALLIANCE hockey office
.06 ensure that the assessments of the players are collected at the appropriate times
.07 work with team officials to resolve any disputes regarding the ALLIANCE MD teams 
.08 have the right to suspend a coach, team official or player until the next Association meeting

5.11 Directors - Recreational League (U16-U20, U15, U13, U11, U9, U7) The director of each division shall:

.01 oversee the formation of teams within and the operation of each Recreational League division as well as appoint coaches for each team within the division
.02 be responsible to draw up the schedule and balance the teams within the division
.03 have the authority to enforce the By-laws, Policies and Regulations of the Association and in that regard, shall have the power to suspend a coach or player until the next association meeting
.04 attempt to resolve any disputes regarding players, parents or team officials
.05 work with the Vice Chair Recreational League, failing which the matter be referred to the Association.

5.12 Director of Skills/ Development There shall be a Director of Skills/Development who shall work with the Recreational and Representative Directors to:

.01 develop a program of skills to be taught for various ages and at various levels within the Association
.02 organize clinics within the Association for the development of players,
.03 assist coaches in the development of practice drills and coaching systems,
.04 serve as a resource person for the coaches,
.05 monitor and assess coaches and their practice techniques within the Association both Representative Teams and Recreational Teams,
.06 organize coaches’ assessment for the Association

5.13 Ice Director/Scheduler This position reports to the Sarnia Hockey Association Board of Directors. This position may be held by a volunteer who is eligible for a honorarium to reflect services completed. In this capacity responsibilities shall be:

.01 prepare a budget annually for the Association for ice required by the Association,
.02 shall act as a liaison between the Association, OHF/ALLIANCE Ice Schedulers and the City of Sarnia,
.03 shall be the person to obtain ice on behalf of the Association,
.04 shall distribute the ice to Representative and Recreational League teams,
.05 shall arrange/schedule all ice for Representative and Recreational League teams’ practices, games, playdown/playoff and Association tournament contracts.
.06 review all ice billings and report any errors to the Treasurer,
.07 shall review all Representative Teams referee invoices and report any errors to the Treasurer,
.08 shall attend respective representative team ice scheduling meeting and/or all necessary meetings to complete the duties and responsibilities of this position. 

5.14 Equipment Director – Recreational League Shall oversee all the equipment of the Association’s Recreational League and in that regard, shall:

.01 prepare a budget annually for the Association for any new equipment required by the Recreational League
.02 shall obtain at least three tenders and, after the approval of the Association Executive shall purchase necessary equipment on behalf of the Association as approved by the Directors
.03 in conjunction with the Vice Chair Recreational League and the Recreational League Directors, prepare an inventory of the equipment for the Association
.04 advise the directors from time to time as to the status of the equipment of the Association
.05 arrange for the storage, distribution, repair and maintenance of the Recreational League equipment of the Association.

5.15 Equipment Director – Representative Teams Shall oversee all the equipment of the Association’s Representative teams and in that regard, shall:

.01 prepare a budget annually for the Association for any new equipment required by the Representative teams
.02 work with the Representative teams’ corporate sponsor to purchase necessary replacement items for the teams
.03 in conjunction with the Vice Chair Representative Teams and the Representative Teams’ Directors, prepare an inventory of the equipment for the Association
.04 advise the directors from time to time as to the status of the equipment of the Association
.05 arrange for the storage, distribution, repair and maintenance of the Representative teams’ equipment for the Association

5.16 Sponsorship Director – Recreational League Shall oversee all contacts between the Association and sponsors and in that regard, shall:

.01 obtain sponsors and serve as an information contact between the teams and their sponsor
.02 be a liaison between the sponsors and the Equipment Director – Recreational League
.03 assist the Treasurer in obtaining the monies from the sponsors

5.17 Sponsorship Director – Representative Teams The Sponsorship Director – Representative Teams shall oversee all contact between the Association and the corporate sponsor and in that regard, shall:

.01 be a liaison between the sponsor and the Equipment Director – Representative Teams;
.02 assist in ascertaining the needs of the Representative Teams. 

5.18 Registration Director The Registration Director shall: 

.01 supervise the electronic registration of all participants in the ice hockey program
.02 coordinate the computer records of the Association with the Treasurer.
.03 assist the A/AA and MD Directors with the rostering of the Representative teams
.04 assist the Vice Chair Recreational League with the rostering of the Recreational League teams.

5.19 Recreational League Referee Director Shall oversee all aspects of referees for Recreational League games and in that regard, shall;

.01 arrange annual referee certification clinics for Recreational League referees
.02 prepare a list of qualified referees to work for the Recreation League within the Association
.03 arrange for supervision and assessment of the Recreational League referees and provide assistance to them
.04 prepare the payment statement of referees for review by the Treasurer.
.05 have the authority to dismiss referees
.06 shall review/maintain referee qualifications
.07 evaluate and recommend referees for advancement
.08 recruit new participants to be qualified for refereeing Recreational League games
.09 assign referees for all Recreational League games

5.20 Communications Director The Communications Director shall:

.01 prepare advertisements for websites, radio and newspapers as required by the association
.02 design tournament programs, pamphlets and other materials as requested by the Association,
.03 design and prepare documents, coach application forms, forms of communication etc. as required by the Association;
.04 design and prepare newspaper, web site/social media and radio advertisements for Representative team and Recreational League coaches. 

5.21 Tournament Directors (Silver Stick, Recreational League) The Tournament Directors shall be responsible for the planning, organization and running of the Tournament(s) under their direction. The Tournament Directors shall have the authority to establish a committee to assist in completing these duties. The Tournament Directors shall, under the direction of the Treasurer, manage the financial aspects of the tournaments. Each Tournament Director shall submit a budget prior to the tournament and a financial statement to the Association within three months of the conclusion of the tournament. 

5.22 Photography Director The Photography Director shall arrange for all picture of players and teams as directed by the Board and submit recommendations for photographers for the Association. 

5.23 Web Site Director The Web Site Director shall be responsible for the Association’s web site

5.24 Clinics Director The Clinics Director shall arrange for all necessary training clinics in conjunction with the Alliance. The Clinics Director shall also coordinate the certification of coaches and trainers for the Association and document this information as required

5.25 Other Officers The Association may appoint other volunteer officers, including without limitation, Honorary Officers, and agents (and with such titles as the Association may prescribe from time to time) as it considers necessary and all officers shall have the authority and perform the duties from time to time as prescribed by the Association. The Association may also remove, at its pleasure, any such officer or agent of the Association. The duties of all other officers of the Association appointed by the Association shall be such as the terms of their engagement as defined by the Association.