1.01 – Membership Policy and Guidelines for the Board of Directors
Effective Date: 1 April 2025
1.01.01 - Purpose: The purpose of the Membership Policy for Sarnia Hockey Association (SHA) is to establish clear guidelines and regulations governing the membership of individuals within the organization. This policy aims to ensure transparency, fairness, and accountability in all aspects of membership, including rights, responsibilities, and privileges. This policy seeks to uphold the integrity of the association while fostering a supportive and inclusive environment for all members.
1.01.02 - Scope: This policy is supplementary to Bylaw#1. The Membership policy applies to all members within SHA as defined in Bylaw #1 Article 2.1. It includes all ordinary members, officers, directors, and honorary members.
1.01.03 - Definitions:
a) Member: Refers to anyone defined under Article 2.1
b) Member’s Meeting (AGM): Refer to Article 3. Interchangeable with the term Annual General Meeting (AGM). It is where SHA elections are conducted as prescribed in Article 4.7. Changes to By-Law#1 and its Articles can take place during this meeting. A special member’s meeting can also be held at any time when determined by Article 3.3
c) Board of Directors (BoD): The governing body of the SHA, responsible for overseeing the operations, policies, and strategic direction of the Association
d) President: Refers to the President of SHA as defined in Article 9 & 10. The President's duties are described in Article 10.1
e) Vice-President (VP): Refers to any VP of SHA as defined in Article 9 & 10. The duties of SHA’s First VP are described in Article 10.2, whereas other Category VPs duties are described in this policy
f) Officer: Refers to any Director of SHA as defined in Article 9 & 10. Duties of the Secretary and Treasurer are defined in Article 10.3 and 10.4 respectively. Other Officer’s duties are described in this policy
g) Director: Refers to any officer, director or appointed member to the Board of Directors of SHA not defined in Article 9 or 10 such as a Director at Large
h) Coordinator: Refers to any volunteer appointed by the Board of Directors of SHA. Coordinators are accountable to a respective VP and do not hold Director Privileges
i) First Point of Contact (FPOC): Refers to any officer or director that is responsible for the direct management of SHA Participants. They normally have regular and direct contact with all types of participants such as players, team officials, or game officials. FPOCs have specific rights and responsibilities related to their roles
j) Conflict of Interest (COI): A COI refers to situations in which self-declared personal, occupational, or financial considerations may affect or appear to affect a person’s objectivity, judgement, or ability to act in the best interests of SHA. COI can be described as actual, perceived, apparent, potential or foreseeable
i) Financial Conflict: Financial COI occurs when an individual or entity involved in decision-making has a personal or business financial interest that could unduly influence their actions or decisions.
ii) Personal Conflict: Personal COI arises when an individual's personal or familial relationships could influence their actions or decisions in a professional or organizational context. These conflicts occur when there is a risk of bias, partiality, or undue influence stemming from familial and personal connections.
k) Disclosure: Refers to the act of making information known or revealing previously private, confidential, or undisclosed facts to others.
l) Declaration (of COI): A COI Declaration must be provided in writing. It will be reviewed and filed by VP-Admin
m) Right: A right is something you are entitled to by law or principle. It cannot be taken away arbitrarily.
n) Privilege: A privilege is a special permission granted to a member. Unlike rights, privileges can be earned, given, or taken away.
o) Responsibility: A responsibility is a duty or obligation that a member, director or officer is expected to fulfill.
1.01.04– Members: Any member, officer, or director of SHA has the following rights, privileges, and responsibilities
a) Member’s Rights: To encourage cooperation and the timely order of business all members of SHA have the right to:
i) Be treated fairly, equitably and without discrimination
ii) Not to have to suffer personal abuse, attack, or maltreatment
iii) Receive notices of Member’s Meetings
iv) Attend and participate in all Member’s Meetings
v) Attend and participate in any Regular Board Meetings as a guest
vi) Nominate people and be nominated for office
vii) Be elected to office in the Association
viii) Understand the meaning of the question being debated
ix) Appeal the decisions of the President, VP’s, Officers or Directors
x) Has access to minutes and records of all member and regular meetings of the BoD
xi) Receive the treasurer’s reports
xii) Has access to SHA’s By-Laws, Policies, Procedures, and Guidelines
xiii) Communicate with any Officer or Director by email or mail and receive a reply to the initial message within:
a) 7 Days if sent by email; or
b) 14 Days if sent by mail or other messenger service
b) Member’s Privileges: In addition to voting rights afforded in Article 2.3. If a member has attended and signed in at two (2) regular meetings in the preceding 12 months, any member is entitled to:
i) Make and second motions at a Member’s Meeting
ii) Debate and vote on motions at a Member’s Meeting
iii) Nominate a member for Honorary Membership at a Member’s Meeting
iv) Submit a request to participate in any SHA Committee though the President
a) Committee Chair’s reserve the right to limit committee members not detailed in Policy 2.03; and
b) Acceptance or denial of a request to participate from a member will be provided in writing within 7 days of receipt by the President
c) Member’s Responsibilities: All members must be responsible for their personal conduct and ability to participate effectively within SHA. This includes but is not limited to the following:
i) Abide by and obey the rules, regulations, and policies of Hockey Canada (HC), OHF, and ALLIANCE
ii) Participate in meetings by arriving on time and stay until adjournment whenever possible
iii) Speak knowledgeably and intelligently on a topic or ask questions when topics are new and unfamiliar
iv) Be attentive, respectful and maintain an open mind to new ideas
v) Treat everyone with courtesy, speak openly, and let others have their turn to speak
vi) Disclose COI’s when involved in SHA’s decision making processes
vii) Follows the rules of debate
viii) Provide any Chairperson at least 24 hours' notice for a proposal, presentation or agenda item to be discussed at any meeting or committee gathering
ix) Makes a point concisely
x) Be familiar with the basic rules of parliamentary law
xi) Attack issues, not people
xii) Abide by the final decision of the majority
xiii) Bring in or recommend new members
xiv)Be familiar with the Association’s By-Laws & Policies
xv) Respect the opinions and rulings of SHA Representatives and that they are made in good faith acting in the best interest of SHA and it’s members
xvi) Enhance the Association’s reputation
xvii) Promote the principles on of inclusion and acceptance of others regardless of race, place of origin, family circumstances, gender or creed
xviii) Encourage a sense of community pride through participation in team sports
xix) Report any instance of criminal activity or other reportable behavior to the appropriate authority (ie Local Police, Children’s Aid, etc)
d) Honorary Members: All Honorary Members shall be provided the rights, privileges, and responsibilities of ordinary members, officers and directors of SHA
i) The Association shall name and acknowledge any current Honorary Members at the Annual Members Meeting
ii) Honorary Members can serve the Association in any portfolio as an officer or director except President or VP
1.01.05– Officers and Directors: SHA Officers and Directors are elected under Article 4.7 or appointed in accordance with Article 4.10
a) Officer’s and Director’s Rights: In addition, all member’s rights any officer or director of SHA has the following right to:
i) Participate actively in any SHA meeting
ii) Request to participate in committees
iii) Be included in any “In Camera” discussion without concern for reprisal or disclosure of personal and private information
iv) To request the removal of any ordinary member serving as an officer or director that in not eligible to vote at any Member’s Meeting in accordance with Article 4.6(b) and Policy 1.01.04(b)
v) FPOC Rights:
a) To minimize disruption to team or league operations, FPOC have the right to attempt to resolve any disagreement or conflict informally except in cases of maltreatment/discrimination not covered by HC Rule 11 or any criminal offence
b) To mitigate the risk to participant wellbeing and safety, FPOC have the right to suspend any participant in their sub-organization (ie VP-Representative may suspend any Rep Player or Rep Team Official, League Convenors may suspend any Rec Player or Team Official within their respective league, Referee Coordinator may only suspend a SHA Game Official, etc). This suspension must be reported to the Executive Committee (refer to Policy 2.03) and can extend up to the next regular BoD meeting
b) Officer’s and Director’s Privileges: In addition all member’s privileges any officer or director of SHA has the following privilege to:
i) Receive invitation to and Attend Annual General Meetings of HC, OHF, ALLIANCE, or Silver Stick International They shall be provided with expenses as determined by SHA and in accordance with Policy 1.04
ii) Be provided a jacket or similar garment that bears the SHA Logo and “Executive” at the expense of the Association
c) Officer’s and Director’s Responsibilities: In addition to all member’s responsibilities any officer or director of SHA has the responsibility to:
i) Abide by and enforce the Codes of Conduct of the OHF, ALLIANCE and SHA
ii) Abide by and enforce the rules, regulations, and policies of Hockey Canada (HC), OHF, ALLIANCE, and SHA.
iii) Annually complete SHA Volunteer Registration online
iv) Sign the SHA Director Consent Form
v) Complete the Vulnerable Sector Check requirements of the OHF and ALLIANCE
vi) Conduct themselves in such a way to not convey the impression to any person that they can be influenced into giving favours that conflict with their duties
vii) FPOCs are responsible to ensure that all on-ice and facility safety rules are followed and have the authority to remove any participant(s) that are a hazard to themselves or others at any sanctioned activity
viii) Work to create environments of dignity and inclusivity
ix) Represent all participants fairly and manage issues without prejudice
x) Disclose any COI in any SHA business and not receive any financial or personal benefit because of any contract with SHA.
xi) Publicly disclose business dealings at a regular open meeting at the time they learn of the business dealings. They shall declare a conflict of interest and should remove themselves from any discussion or involvement in decisions to be made regarding the conflict including the following:
a) Employment with said company
b) A financial interest in said company
c) A business interest with said company
d) Being related to any of the employees or owners of said company
xii) Not being part of any transaction in which they have a direct or indirect financial interest
xiii) Not entering relationships with vendors for pay matters that are currently being considered by Sarnia Hockey Association Executive
xiv) Not asking for or accepting any gift under any circumstances in which people might construe that the gift was intended to influence or reward the member
d) President’s and Vice-President’s Responsibilities: In addition to all members, officer’s, and director’s responsibilities any VP or the President of SHA has the responsibility to:
i) Leadership: Providing overall leadership and direction for the association, setting goals and priorities, and ensuring alignment with the organization's mission and values.
ii) Administration: Overseeing the administrative functions of the association, including managing finances, budgeting, record-keeping, and reporting.
iii) Governance: Ensuring compliance with the association's bylaws, policies, and procedures, as well as relevant laws and regulations.
iv) Communication: Serving as a primary spokesperson(s) for the association, communicating with members, stakeholders, governing bodies, and the broader community.
v) Development: Supporting the development of players, coaches, and officials within the association, including organizing training programs, clinics, and workshops.
vi) Community Engagement: Building relationships with other hockey organizations, local schools, businesses, and community groups to promote the sport and create opportunities for collaboration and support.
vii) Representation: Representing the association at meetings, events, and conferences, both within the local community and at regional or national levels.
viii) Risk Management: Identifying and managing risks associated with the operation of the association, including issues related to safety, liability, and insurance coverage.
e) Prohibition of Directors and Officers: No individual serving as President or Vice President of SHA shall be eligible to hold the position of Head Coach or Team Manager for any team registered under SHA during their term of office.
i) This prohibition is intended to prevent conflicts of interest, maintain impartial decision-making, and ensure all teams operate without undue influence from governing officials.
ii) Any President or Vice President wishing to serve as a Head Coach or Team Manager must resign from their position on the SHA Board or Executive Committee before accepting such a role.
iii) If the Category VP determines that programming could be affected by this prohibition, they may seek board approval to appoint a director as they deem necessary
1.01.06 – Nominations, Elections and Succession of Officers and Directors:
a) Filling of Vacancies: If quorum exists, refer to Article 4.6(e). If a quorum of officers does not exist, refer to Article 4.10
b) Maximum Number of Directors at Large: The maximum number of directors without an assigned portfolio will be seven (7). The total number of directors is limited to minimum of twenty (20) and the maximum forty (40) under Article 4.1
c) Nominations of Officers and Directors: Refer to Article 4.9 - Nomination Procedure for Elections. No nominations will be accepted at the Member’s Meeting where the election of officers and directors will occur
d) Nominations of Honorary Members: Any Officer or Director may nominate a person for honorary membership at any meeting. Members may nominate Honorary Members in accordance with Member Privileges [refer to 1.01.04(b)(iii)]
e) Acclamation of Office: If only one (1) candidate is nominated, the candidate must be approved by the membership and receive 50%+1 votes electing them to office.
f) Qualification for Office and Succession: In addition to the requirements in Article 4.4 to qualify for office of:
i) The President, a member must be serving as a current VP of SHA for a full elected term (2 Years)
ii) Any VP, a member must be serving as a current officer or director of SHA for a full elected term (2 Years)
iii) Any other Officer or Director, the BoD shall determine if a candidate is qualified to stand for election and hold office. This decision will be final
g) Re-Election/Limit of Terms: Any officer or director may be re-elected after their term has expired in accordance with Article 4.8
h) Term of Office and Description of Portfolio’s:
i) Elected Officer/Director: The term of office for any Officer or Director that is elected under Article 4 at the Member’s Meeting is two (2) years
ii) Appointed Officer/Director: The term of office for the Treasurer and Past President who are appointed by the BoD is two (2) years
iii) Vacancies/Un-Elected Officer/Director: The term of office for any other appointed Officer or Director is one (1) year
iv) Honorary Member’s Term: There is no maximum term for any appointed Honorary Member. In recognition of their service to SHA and the Community, Honorary Members can serve the Association at their pleasure until they vacate office under Article 4.6(a)(i)(ii)(iv)
v) Election Cycle (Even Year): Officers and Directors whose office/portfolio should be elected in even years (ie 2024, 2026, 2028, etc) is detailed on Appendix 1.01A
vi) Election Cycle (Odd Year):Officers and Directors whose office/portfolio should be elected in odd years (ie 2025, 2027, 2029, etc) is detailed on Appendix 1.01B
vii) Portfolio Description/Duties: All Officer’s and Director’s portfolio descriptions are detailed in Appendix 1.01C
viii) Change of Portfolio (Representative):Representative Team Director’s portfolios are interchangeable at the discretion of the President and VP-Representative during an election term. They do not need to seek re-election if another category is/will be vacant for the upcoming season
ix) Change of Portfolio (Recreational): Recreational League Convener’s portfolios are interchangeable at the discretion of the President and VP-Recreational. They do not need to seek re-election if another division is/will be vacant for the upcoming season