5/17/2006 11:39 PM
Mid American Hockey Association, Inc.
Constitution and Bylaws
Which supersedes Constitution and Bylaws dated June 26, 2005
Which supersedes Constitution and Bylaws dated August 21, 2004
Which supersedes Constitution and Bylaws dated July 14, 1996
Which supersedes Constitution and Bylaws dated August 27, 1994
Which supersedes Constitution and Bylaws dated August 28, 1993
Which supersedes Constitution and Bylaws dated December 2, 1989
Which supersedes Constitution and Bylaws dated September 20, 1986
Which supersedes Constitution and Bylaws dated September 14, 1985.
Article I. Name and Object
Section 1 - The name of the association shall be the Mid American Hockey Association, Inc. It shall be a not for profit corporation comprised of the states of Indiana, Kentucky, Ohio, Western Pennsylvania and West Virginia.
Section 2 - The object and purpose of the association shall be to promote, maintain, protect and perpetuate amateur youth hockey in the five states of Indiana, Kentucky, Ohio, Western Pennsylvania and West Virginia.
Article II. Officers
Section 1 - The officers of the Mid American Hockey Association, Inc. shall consist of the President, Vice President, Secretary and Treasurer.
Section 2 - Officers shall serve two (2) year terms with elections staggered so that only two (2) of the four (4) officers are elected in any one year:
Even years - Vice President and Treasurer
Odd Years - President and Secretary
Section 3 - Duties of Officers.
The duties of the President shall include, but not be limited to:
a. Presiding at all meetings.
b. Overseeing the District Screening Process;
c. Serving in an ex-officio member of all committees;
d. Performing such duties usual to the office of the President, including the power to call special meetings of the Association at his/her discretion and the power to determine questions arising from emergencies not provided for in the Rules, Regulation or Bylaws, until such time as the Board of Directors may act upon the matter;
e. Attending and representing the Mid American Hockey Association, Inc. at other ice hockey meetings or to appoint a voting member of the Board of Directors to attend in his/her place.
f. Providing to the Executive Director of USA Hockey an annual report, in writing, if requested, of the operational and financial status of the Mid American District.
g. Serve as a District Director to USA Hockey for a two (2) year term concurrent with the Presidents elected term.
The duties of the Vice President shall include but not be limited to:
a. Organize the annual and semi annual meetings of the Board;
b. Overall organization and oversight of the developmental camp program with a written report to the Board of Directors on a semi annual basis;
c. Perform specific duties as assigned by the President and/or Board of Directors; and
d. Shall assume the duties of the President in the absence of the President and in the Presidents absence shall have all the powers of the President and the responsibility to perform all of the duties of the President.
The duties of the Treasurer shall include but not be limited to:
a. Receive all funds due the Association, depositing them in a chartered bank and paying the rightful obligations of the Association;
b. Signing checks on the Mid American Hockey Association, Inc. account;
c. Rendering the annual Treasurers report;
d. Presenting a proposed budget to the Annual Meeting;
e. Advising of payment status of member associations.
f. Maintaining in full force and effect at all times directors and officers liability insurance, naming USA Hockey as an additional insured thereunder.
g. Filing all necessary federal, state and/or local governmental forms to maintain the tax-exempt status of the organization.
h. Providing to the President an annual financial report of operations for use in the Presidents report to the Executive Director of USA Hockey, Inc.
The duties of the Secretary shall include, but not be limited to, the following:
a. Timely notifying the officers, members of the Board of Directors and membership of meetings and other important information via email and/or the Mid American Districts website.
b. Taking and publishing minutes of the Annual Membership and Board of Directors meetings via the Mid American Districts website, currently located at www.midamhockey.com.
c. Maintaining the Constitution and Bylaws and Rules and Regulations of the Mid American Hockey Association, Inc. in current condition, reflecting all modifications enacted by the Board and membership and making the same available to the membership via the Mid American Districts website.
d. Securing and keeping on file copies of each member associations current bylaws, constitution, rules and regulations;
e. Oversight of Annual Guide and Mid American Districts website.
Section 4 - Vacancy of Office.
Any Board member, elected or appointed, who shall have missed two (2) consecutive meetings is considered to have tendered his/her resignation. While extenuating circumstances may exist, communication to the President must occur before the event so that adequate representation of our members will occur. The President shall communicate with any Board member, elected or appointed, to determine his/her participation compliance.
In the event of the vacancy of the office of the President, the Vice President shall assume the duties of the President. In the event of the vacancy of the office of the Vice President or in the event that he assumes the duties of the President, the Board of Directors shall appoint a new Vice President. The newly appointed Vice President shall serve until the next regularly scheduled election of the Vice President (in an even year).
In the event of the vacancy of the office(s) of the Treasurer or Secretary, a qualified individual will be sought out and approved by the Board of Directors to serve until the next general election. The newly appointed Treasurer or Secretary shall serve until the next general election (in an even year for the Treasurer; an odd year for the Secretary).
Article III. Board of Directors.
Section 1 - The Board of Directors of the Mid American Hockey Association, Inc. will include the President, Vice President, Secretary, Treasurer, immediate past President, Mid American District Director(s) to USA Hockey, Inc., a State Vice President and State High School Vice President from each actively participating state within the district.
The Registrar, Associate Registrars, Coach-in-Chief, Referee-in-Chief, Risk Manager, Initiation Program Director, High School Section Representative, Disabled Sports Representative and/or Girls/Womens Section Representative who are appointed by USA Hockey, Inc. to serve the Mid American District will serve as ex officio/advisory members. Additionally each state may elect for a two year term (in odd years) an allied member of High School to serve on the Mid American Board in an ex officio capacity. All ex officio members serve with no voting rights in the Mid American Hockey Association, Inc.
Section 2 - The Mid American Directors to USA Hockey, Inc. (hereinafter referred to, as District Director(s)) shall be elected at the general membership meeting by registered associations for a three (3) year term so that one director is elected annually. Every association will receive one vote for each ten (10) USA Hockey registered participants as reflected by the USA Hockey records within ten (10) days of any election. Any number of players in excess of ten (10) shall be rounded to the next sequential number. USA Hockey establishes the Districts current eligibility as Four Directors per District. The President, as part of his responsibilities, shall serve as one Director for a two-year term, concurrent with his elected term as President.
In the case of vacancy of the office of the District director(s), the board of Directors of Mid American Hockey Association, Inc. shall appoint a successor to serve until the expiration of the remaining term. This newly appointed District Director(s) shall serve until the next regularly scheduled election of District director(s) for whom he/she was appointed to replace.
Section 3 - State Vice Presidents are elected for a term of two (2) years at the Annual Membership Meeting. - Every association will receive one vote for each ten (10) USA Hockey registered participants as reflected by the USA Hockey records within ten (10) days of any election. Any number of players in excess of ten (10) shall be rounded to the next sequential number in the respective state having one vote. State Vice Presidents shall be elected in even years. No voting member may cast ballots for more than one association.
The duties of each State Vice President shall include but not be limited to:
a. Serve as State Tournament Director or appoint a suitable designee;
b. Report regularly to the Mid American Board on state activities;
c. Identify and report to the Mid American Board at its semi annual meeting, the participants in its State and District Tournaments;
d. Disseminate information regarding developmental camp activities;
e. Participate in disciplinary actions involving his/her respective state.
In the event of the vacancy of the office of a State Vice President, a committee will be appointed by the President to make recommendations to the Board for a successor State Vice President. The committee should include, if possible, the resigning State Vice President and members of the Board of Directors who reside in that state. The Board of Directors will then approve this recommendation to serve until the next general election.
f. The State High School Vice President shall act as a liaison between local high school associations, age group associations and the Mid American Board.
Section 4 Board Duties The power and duties of the board shall be:
a. To conduct the operation and district business of the Mid Am Hockey Association, Inc.;
b. To create, amend or revise the Bylaws, Rules and Regulations;
c. To act upon any temporary ruling by the President on emergencies not provided for in the Rules and Regulations;
d. To hear any applications for association membership;
e. To hear any rule appeals;
f. To remove from office, upon showing cause, of any officer or member of the Board of Directors with two thirds (2/3) majority vote;
g. To act on any other matters presented to the Board.
Section 5 - The Executive Committee shall consist of the President, Vice President, Treasurer, Secretary, and District Directors. It shall be empowered to transact all business for the Association between meetings of the Board of Directors.
Section 6 - A Participant director (athlete) who has represented the United States in international ice hockey competition within the last ten years may be elected for a term of one year by the Board of Directors of the Mid American Hockey Association, Inc.
Section 7 - Any USA Hockey, Inc. Director residing in the District is automatically an ex officio/advisory member of the Board of directors with no voting rights in the Mid American Hockey Association, Inc. The Board may, from time to time, designate individuals who have demonstrated years of volunteer efforts on behalf of youth hockey as Mid American Directors Emeritus. Directors Emeritus may attend, but are under no obligation to attend, any meeting of the Mid American Hockey District.
Section 8 - Expenses
The following expenses shall be allowed:
a. President - shall be allowed his/her out-of-pocket expense for all Mid American Hockey Association, Inc. activities and functions. These expenses shall include gas and oil, meals and lodging. Commercial transportation will be covered, if necessary. He shall also be reimbursed for phone calls and other office expenses necessary to the performance of his/her duties.
He/she shall be allowed airfare by tourist rate and a per diem to the USA Hockey, Inc. National Meetings. If the President cannot attend the meeting, he/she shall select one officer to represent Mid American Hockey Association, Inc. at the USA Hockey National Meetings and be allowed the same reimbursement the President receives for the National Meeting.
b. Mid American Board of Directors shall be allowed the same expenses as the President when attending Mid American Hockey Association, Inc. functions or activities, unless covered by USA Hockey, Inc. per standards established by USA Hockey, Inc. The Mid American Board will institute written policies pertaining to reimbursement of personnel, which shall be reviewed and modified periodically.
c. Financial policies shall be reviewed periodically and updated by the Board as necessary. Such policies are available to membership upon request.
Article IV. Membership
Section 1 - The Mid American Hockey Association, Inc. shall consist of associations, teams, players, their representatives, managers, and coaches throughout the five-state area that are registered with USA Hockey, Inc. All USA Hockey, Inc. registered team within the Mid American District must be a member of a local association and the Mid American Hockey Association, Inc.
Section 2 - Any new association desiring to join U.S.A. Hockey and the Mid American Hockey Association, Inc. must follow the procedure herein outlined:
A. As early as possible, but prior to thirty (30) days before the Mid American Districts mid year meeting, the proposed new association must consult with any existing Mid American Hockey Association, Inc. member association(s) in the local area. To be eligible for membership a prospective association must have at least two teams and submit the following:
1. Properly enacted Constitution and Bylaws;
2. List of names and addresses of current officers as elected by membership;
3. Incorporation documents;
4. Documents evidencing 501(c)(3) application or approval, proposed budget is greater than $50,000;
5. Evidence of Officers and Directors Insurance.
6. Be prepared to appear and present at the next meeting of Mid American Hockey Association, Inc. its application and respond to inquiries and establish for the Boards consideration how the proposed association will promote ice hockey growth in the Mid American District.
B. If the existing association(s) is/are agreeable to the new proposed associations membership in the Mid American Hockey Association, Inc. the new proposed association shall notify, in writing, the Mid American resident/District Director(s)/District Registrar of this agreement and apply to the Mid America Hockey Association, Inc. for membership. Such membership would then be granted by the Board of Directors.
C. If the existing association(s) is/are not agreeable to the membership of the new proposed association in Mid American Hockey Association, Inc. the new proposed association must notify the Mid American Hockey Association President and District Director(s) in writing that:
1. The new proposed association desires to join the Mid American Hockey Association, Inc. and
2. That there is a conflict between the new proposed association and the pre-existing association(s) in the area.
3. Communicate its intent to apply for membership to the current President of the Mid American District; and
4. Appear at the next scheduled Mid American District meeting to present its application and respond to inquiries.
D. If Section C occurs, the Mid American Hockey Association, Inc. Board of Directors shall examine the particulars of the case at its annual meeting. If they rule in favor of the new proposed association, said association shall be granted membership in the Mid American Hockey Association, Inc, consistent with its current Rules and Regulations. If it is determined it is not in the best interest of local hockey to sanction a new association, the Board will make recommendations to accommodate youth in the area. All member associations will be advised of the Boards decision at the annual meeting.
Article V. Meetings
Section 1 - There shall be one Annual Membership meeting each year at a suitable location designated by the Board of Directors. The meeting will be scheduled to follow the annual meeting of USA Hockey. Written notification of the time, date and place of the meeting shall be provided to the member associations and will be posted on the Districts website no less than 30 days in advance of the meeting.
Section 2 - The Board of Directors shall meet as often as necessary, but no less than twice each year.
Section 3 - All other meetings, including telephonic conferences, shall be called by the President and shall be held at a location and time most suitable for the members attending, including, but not limited to telephonic conference calls.
Article VI. Voting
Section 1 - A quorum for voting at the Annual Meeting shall consist of four elected Mid American Board of Directors, three of whom are officers, and those team representatives present who are in good standing and eligible to vote.
Section 2 - Mid American District Director(s) to USA Hockey, Inc. - Every association will get one vote for each ten (10) USA Hockey registered participants as reflected by the USA Hockey records within ten (10) days of any election. Any number of players in excess of ten (10) shall be rounded to the next sequential number. If all teams cannot attend the annual meeting, for voting purposes, a proxy vote will be accepted, i.e., one person from that association may cast the total number of votes possible from that association. No representative may cast ballots for more than one (1) association. In order to cast a proxy vote, the representative must present a letter from the current association President identifying him/her for that purpose.
Section 3 - Election of all other Mid American Hockey Association, Inc. Officers and State Vice Presidents. - Every association will get one vote for each ten (10) USA Hockey registered participants as reflected by the USA Hockey records within ten (10) days of any election. Any number of players in excess of ten (10) shall be rounded to the next sequential number. If all teams cannot attend the annual meeting, for voting purposes, a proxy vote will be accepted, i.e., one person from that association may cast the total number of votes possible from that association. No representative may cast ballots for more than one (l) association. In order to cast a proxy vote, the representative must present a letter from the current association President identifying him/her for that purpose.
Section 4 - Each voting member of the Board of Directors also has a vote at the Annual Meeting.
Section 5 - A quorum for all meetings of the Board of Directors other than the annual meeting shall consist of four elected Directors, three of whom are officers, and three appointed USA Hockey, Inc. representatives.
Article VII. USA Hockey, Inc. Representation
Section l - The President shall represent the Mid American Hockey Association, Inc at USA Hockey, Inc. meetings. The President shall make every effort to secure satisfactory assistance in the way of funds, grants and other pertinent objects to assist, maintain and manage the Mid American Hockey Association, Inc.
Section 2. The President may nominate one additional board member(s) to attend each USA Hockey, Inc. meeting so long as funds are available from the general treasury for such purpose.
Article VIII. Treasury
Section 1 - All monies paid into the Mid American Hockey Association, Inc to be retained by the Mid American Hockey Association, Inc. from registration fees, grants, official fees, gate receipts, subscriptions, private donations, contributions, surcharges, advertising or other sources and including refunds shall be deposited in a suitable interest bearing bank account under the name of the Mid American Hockey Association, Inc.
Section 2 - Expenditures shall be at the direction of the Board of Directors and/or the President and Treasurer.
Section 3 - The Mid American Hockey Association, Inc. accounts payable and accounts receivables shall be processed through the Treasurers office.
Section 4 - Checks may be signed by either the President or the Treasurer. All invoices over $200 shall require prior written authorization by the President, if the check is to be signed by the Treasurer, or vice versa. All funds and accounts maintained by the Mid American Hockey Association, Inc. shall be identified and reported on in full, and in writing, at the Annual Meeting. Such reports shall include sources of revenue and amounts of disbursements by category.
Section 5 - The President shall see to the performance of an independent audit on an annual basis. The results of such an audit shall be presented to the Board of Directors and the membership annually at its annual meeting.
Article IX. Constitution and Bylaws, Rules and Regulations
Section 1 - The Board of Directors shall plan and execute the Constitution and Bylaws, Rules and Regulations for the proper management of the Association.
Section 2 - The Mid American Hockey Association, Inc. shall adhere to all the rules an regulations of USA Hockey, Inc. as directed in the USA Hockey Annual Guide or otherwise, and those rules promulgated by the Mid American Hockey Association, Inc. Board of Directors as well as all the current rules as published in the USA Hockey Official Playing Rules.
Section 3 - The Board of Directors shall recognize necessary rule modifications as shall suit the team, league, or association for which modifications are chosen. Each league or association shall submit complete rules and regulations chosen for the management of their league or association to the Board of Directors. Copies shall be supplied to the Secretary who shall keep them on file. Each league or association shall adopt all rules and regulations as published in the USA Hockey Annual Guide and the USA Hockey Official Playing Rules.
Article X. Jurisdiction.
The Mid American Hockey Association, Inc. shall have full and final jurisdiction over all hockey related activities taking place within the geographical boundaries as designated by USA Hockey, and of the hockey and related activities of those organizations belonging to this association.
Article X. Amendments
Section 1 - Amendments to the Constitution and Bylaws of the Mid American Hockey Association, Inc. may be submitted to the President and shall be reviewed and approved by the Board of Directors. Amendments shall then be placed before the membership for discussion and balloting at the next scheduled Annual meeting.
Section 2 - All amendments to be voted on at the Annual meeting shall first be circulated to the membership in writing via posting on the Mid American Districts website no less than 30 days prior to that annual meeting.
Section 3 - Balloting on amendments to the Constitution and Bylaws may be voice vote or written ballot. A two-thirds (2/3) majority of member associations present and in good standing shall carry the vote.
Section 4 - Amendments to the Rules and Regulations may be passed by a majority voice vote at either the Annual Meeting or a meeting of the Board of Directors, provided a quorum is present.
Article XI. Roberts Rules of Order
Section 1 Roberts Rules of Order will govern any situation not specifically covered by the Constitution, Bylaws, Rules and Regulations of the Mid American Hockey Association, Inc.
May 16, 2006 |
