GLENGARRY GIRLS HOCKEY ASSOCIATION (GGHA)

CONSTITUTION (05/2015)

 

 

 

Document History: 

1. Effective the 2015-2016 hockey season, the GGHA will independently operate from the Alexandria District Minor Hockey Association, thus the requirement to form a separate constitution for the GGHA. 

  

Whereas the GGHA is a voluntary Association of members and individuals established to promote and foster amateur girl’s hockey throughout the Glengarry & Surrounding district. 

  

And, whereas it is declared that one of the purposes of this Constitution and the Associations bylaws, regulations and rules shall be to confer on the GGHA and its Executive all of the rights, responsibilities and powers of a fully self-governing, non-profit organization; 

  

Now therefore be it enacted:  

1. INTRODUCTION 

 

1.1 Title/Name 

1.1.1 This organization shall be called the Glengarry Girls Hockey Association (GGHA) 

1.1.2 Teams shall be known as the Glengarry Highlanders. 

 

1.2 Objectives 

1.2.1 The object of the Glengarry Girls Hockey Association (hereinafter referred to as the Association) is to provide a hockey program open to all girls and women of hockey playing age in the Glengarry & Surrounding District. The Association shall be carried on without purpose of monetary gain for its members.  Any profits or other accretions to the Association shall be used for promoting its objectives. 

1.2.2 Without limit to the foregoing the GGHA will foster, encourage and improve all organized amateur girls hockey within the Glengarry & Surrounding District. The GGHA will provide instruction and competition for all registered players while providing an atmosphere wherein good character and sportsmanship, team spirit and life skills on the part of the players, parents, coaches and Executive can be fostered. 

1.2.3 Membership fees shall be set, and programs shall be developed and delivered, with the objective of providing equitable value to all members. 

 

1.3Status 

1. The Association is the governing body of amateur hockey for girls and women who are bona fide members of the Association within the area to be defined as the Glengarry & Surrounding District. 

 

1.4 Definitions 

1.4.1 AGM refers to Annual General Meeting. 

1.4.2 Glengarry & Surrounding District shall mean the Counties of North and South Glengarry, and immediate surrounding area including but not limited to: Vankleek Hill, St-Eugene, Hawkesbury, L’Orignal and St-Isidore. 

1.4.3 Division shall be that group of teams comprised of players within a specified age group.  The age groupings shall be consistent with those defined by OWHA.  

1.4.4 Playing Rules shall comprise the Hockey Canada (HC) Playing Rules supplemented by the OWHA and leagues in which the teams participate.  

1.4.5 Executive Member refers to an incumbent filling a position on the GGHA Executive or as an appointed official of the Executive  

1.4.6 HC refers to Hockey Canada.  

1.4.7 ODWHA refers to Ottawa District Women’s Hockey Association. 

1.4.8 OWHA refers to Ontario Women’s Hockey Association. 

1.4.9 GGHA Member shall be defined as a registered player, and for non-Senior players, a registered players parents (2) and/or guardians (2).  Each family with a registered player or players shall be entitled to the same number of association votes as the number of registered players in that family. 

1.4.10Signing Officers are the Treasurer and the President, and if necessary on behalf of the Treasurer or President, or if the Association at the time is without a Treasurer or President, the Vice-President will serve as an alternate signatory 

 

1.5Affiliations 

The Association is itself a member of OWHA.  The GGHA must register and insure their players with the OWHA; the GGHA will then be subject to the pertinent rules and regulations of the OWHA with respect to insurance, tournaments and Provincial playdowns.

  

1.6 Composition 

Any girls or women may be, upon review and approval by the Executive, admitted as a member of the Association or withdraw there from on compliance with the Constitution requirements.  Such membership will be governed by the terms and conditions prescribed in the Constitution, Bylaws, and Regulations of the GGHA.  The Executive will determine the number of and level of teams to be carried by the GGHA and submitted to the leagues in which they participate. 

 

1.7Changes to Constitution. 

The Association at any Annual General Meeting may adapt, amend, revise or repeal any portion of this Constitution or governance of this Association in accordance with the procedures prescribed in Articles 1.8, 4.8 and 4.9. 

 

1.8 Bylaws and Regulations. 

The GGHA may, at any General Meeting, by a three-quarter majority of those present and eligible to vote i.e. at least 75% for versus 26% against, establish Bylaws and Regulations governing among other things the conduct of the meetings, voting, elections, duties of an executive, playing rule variations, conditions for membership, tournaments, playoffs, conduct and conditions of appeals/protests, and without being limited by the foregoing, Bylaws concerning such matters as properly fall within the jurisdiction of the GGHA.  The Executive may also at a regular meeting of the Executive by a vote i.e. at least a 75% for versus 26% against, establish or change Bylaws and Regulations; however they must also be ratified at the next General Meeting. 

 

1.9 Policy. 

The Executive, by majority vote of the Executive, may develop policy relating to the responsibilities and acceptable conduct and activities of members, Executive, team officials, and teams, without being limited by the foregoing. 

 

Article II - MEMBERSHIP 

2.0.1 The presiding officer of the GGHA shall be the President. 

2.0.2The business and affairs of the GGHA shall be administered by the Executive who shall govern in a manner consistent with the Constitution, Bylaws and Regulations, and Policies of HC, the OWHA, GGHA and leagues within which GGHA teams play. 

 

2.1 Executive 

The Executive shall consist of elected positions as follows, except those noted in section 2.1.8: 

• President 

• Vice-President 

• Secretary 

• Treasurer 

• Registrar 

• House Tournament Coordinator 

• Competitive Tournament Coordinator

• Director of GGHA equipment

• Director of Merchandising/Apparel

• Director of Risk and Safety

• Director of Webmaster/Social Media

• Director of Special event and fundraising

  

2.1.1The Executive shall be elected at the annual General meeting of the Association.   

2.1.2 Should a vacancy or vacancies occur in the Executive elected by the GGHA members, any Executive member may fill such vacancy or vacancies.  

2.1.3 Should the vacancy, or vacancies, be filled by a current elected member of the Executive, the term of the member serving in the position shall not exceed the term for which the member was elected. 

2.1.4 Should the vacancy, or vacancies, be filled by someone other than an elected member of the Executive, that member shall serve on the Executive until the next Annual Meeting if qualified for that position, or until such time as the Executive is able to recruit or train someone that meets the qualifications, who will then serve until the next Annual Meeting. 

2.1.5  All members of the Executive may vote on any issue at any full executive meeting.  The presence of four or more Executive shall constitute a quorum for meetings and must include the President or Vice-President. 

2.1.6 The Executive shall govern the business and affairs of the GGHA in a manner consistent with the Constitution of the GGHA, Bylaws and Regulations of the GGHA and the Policies of HC, the OWHA, GGHA and leagues within which GGHA teams play. 

2.1.7 Executive roles, qualifications, and their primary responsibilities shall be defined in the Constitution, with specific Executive duties detailed in the Bylaws and Regulations. 

2.1.8 Only qualified individuals may run for positions as defined by the Constitution for positions requiring qualifications on the Executive. Executive qualifications shall be reasonable, with at least 4 members having such qualifications. 

2.1.9 A member of the Executive, with cause, may be suspended or removed from the Executive by a 75% majority vote of the other members of the Executive. 

 

2.2 Terms of Membership of Executive and Committees. 

2.2.1 A member of the Association serves voluntarily in an elected position on the Executive or one of the committees established by the Executive. 

2.2.2 A member of the Executive, with cause, may be suspended or banned from the Association, or certain activities, by a 75% majority vote of the Executive. 

2.2.3 The term of an elected Executive is from the date of the AGM in which they were elected, to the AGM which takes place two seasons later. 

 

Article III - DUTIES AND RESPONSIBILITIES 

The Duties and Responsibilities of the GGHA Executive can be found in the Bylaws and Regulations document. 

 

Article IV - MEETINGS 

 

4.1Annual General Meeting. 

The Annual General Meeting of the Association shall be held in the spring of each year at a date, place and time as fixed by the Executive. 

 

4.2General Meeting. 

4.2.1 A General Meeting of the Association may be called at any time by the President or Acting President. 

4.2.2 A General Meeting will minimally be called every fall, typically early November. 

 

4.3Executive Meetings. 

Executive meetings will be called at the discretion of the President; however, an Executive Meeting must be called if three (3) or more Executive members request the same stating the object of the meeting.  Such requests must be called in to the Secretary and the meeting must be called within 10 days of receiving the request. 

 

4.4 Notice of Meetings. 

Notice of Annual General Meetings of the Association shall, in all cases, be given in writing from the Secretary to the Membership at least twenty eight (28) days prior to the date fixed for such meeting, stating the place, time, objective and requesting nominations. 

 

4.5 Quorum for Annual Meeting. 

The presence of six (6) members of the Association and one-half of the Executive shall be deemed to constitute a quorum for an Annual General Meeting. 

 

4.6 Quorum for General Meeting. 

The presence of three (3) of the members of the Association and one-half of the Executive shall be deemed to constitute a quorum for a General Meeting. 

4.7 Executive Decisions. 

All Executive decisions will require at least a majority by those eligible to vote.  The President will not vote except to break a tie. 

 

4.8Notice for Amendments to Constitution. 

Notices of motion or amendment to the Constitution must be received in writing by the Secretary not later than fourteen (14) days prior to the Annual General Meeting. 

  

4.9 Approval of Amendments to Constitution. 

All amendments to this Constitution must be approved by at least a three-quarter-majority vote (i.e. at least 75% of those eligible votes cast must be in favour) at a General Meeting of the Association. 

 

4.10 Voting Privileges. 

4.10.1 At the Annual General Meeting, each member of the Executive, including the President (as a tiebreaker only), shall be allowed one (1) vote each.  Members as defined shall be allowed one (1) vote each.  All voting members are guaranteed a vote in their absence by written proxy.  

4.10.2 At General Meetings, each member of the Executive, including the President (as a tiebreaker only), shall be allowed one (1) vote each.  Members as defined shall be allowed one (1) vote each.  All voting members are guaranteed a vote in their absence by written proxy. 

 

         4.11Voting Method. 

Voting shall be on all occasions by a show of hands unless the meeting decides on a ballot. 

 

4.12Annual General Meeting Order of Business. 

The business to be scheduled at the Annual General Meeting shall be conducted as follows: 

  

1. Call to order 

2. Adoption of minutes of previous Annual General Meeting; 

3. Business arising out of the minutes; 

4. Presidents Report; 

5. Treasurer's Report; 

6. Constitutional matters; 

7. Bylaw matters; 

8. Election of officers; 

9. New Business; and 

10. Adjournment. 

Article V - ELECTION OF OFFICERS 

 

5.1 Time of Election  

The election of the Executive shall be held at the Annual General Meeting.  The assignment of those elected to specific positions will be in accordance with Article 2.1.2. 

5.2 Type of Election 

The Executive shall be elected at the Annual General Meeting for terms as stated in Section 2.1 and to a maximum of two (2) consecutive terms in the same position.  The election will be simple majority by show of hands.  Secret ballot will be allowed if requested. 

5.3Nominations 

At the Annual General Meeting, nominations can be put forward. 

5.4Consent of Nominees 

Each candidate must accept the nomination, in person if present or in writing if not in attendance at the Annual General Meeting. 

5.5Assumption of Office 

The new Executive will assume office following the Annual General Meeting. 

 

Article VI - FINANCIAL ADMINISTRATION 

 

6.1 Books of Account 

A draft income statement and balance sheet shall be prepared, on an early best efforts basis, for presentation at the spring Annual General Meeting, which may be updated and revised to final form for presentation at a fall General Meeting. 

 

6.2Payment of Expenses 

All cheques issued by the Association shall be signed by two (2) persons being the Treasurer and the President or Vice-President signing for the President or the Treasurer only when necessary. 

 

6.3Fiscal Year 

The fiscal year of the Association shall end on the 30th of April. 

6.4Assets and Monies 

Any and all monies, equipment and assets belong to the GGHA cannot be transferred, distributed or otherwise disbursed without the consent of 80% of the voting membership at a General Meeting.