Ottawa West Hockey Association

Constitution and By-Laws

Revised: May, 2009

On July 9, 1986, the Ottawa West Hockey Association (OWHA) Executive approved a motion for the incorporation of the Ottawa West Hockey Association.

On April 21, 1987, the Ottawa West Hockey Association became incorporated under the Laws of the province of Ontario.

Article 1

a)      The organization shall be known as the Ottawa West Hockey Association.

b)      The Ottawa West Hockey Association minor hockey club shall be “Golden Knights” and the team colours shall be Black, Gold, Orange and White.

c)      All Golden Knights minor hockey teams shall operate under the control and operation of the Ottawa West Hockey Association.

Article 2

The objectives of the Ottawa West Hockey Association are:

a)      To promote and improve competitive hockey in Ottawa West as a member of the Ottawa District Minor Hockey Association;

b)      To foster community spirit among its members, supporters and teams;

c)      To maintain and increase the interest in the game of hockey;

d)     To exercise a general care, supervision and direction over the playing interests of its teams and players while fostering a sense of fair play and sportsmanship;

e)      To develop competitive hockey talent within Ottawa West.

Article 3

a)      The Constitution and By-Laws of the Ottawa West Hockey Association can only be altered at an Annual General Meeting of the OWHA.

a.       Notice of the proposed alteration shall be given to the Secretary in writing   at least four (4) weeks before the day of the meeting, and the Secretary shall immediately inform the Executive Committee of the proposed changes.

b.      Notice of the amendments will be made available in writing to all voting members of the OWHA at least 12 days in advance of an Annual General Meeting.

c.       The Secretary shall advertise the Annual General Meeting at least six weeks prior to the date.

d.      Any amendments to the Constitution or By-Laws shall be made only at the Annual General Meeting and by the majority of the members present and voting there on.

b)      A thirty (30) day written notice of an upcoming Annual General Meeting will be provided via mailed or e-mailed notice to the home of all members of the OWHA as to the date, time and location of the Annual General Meeting.

a.       This notice will also notify members which positions are up for election.

b.      This notice will indicate written nominations must be received by 6:00 p.m. on a specific date fourteen (14) days before the Annual General Meeting.

c.       Twelve days before the Annual General Meeting a second notice will be mailed or e-mailed to the OWHA members, reminding them of the Annual General Meeting date, time and location and stating the nominations that have been received as well as any proposed constitutional or By-Laws changes.

c)      It will be indicated in the first and second mail out that nominations will not be accepted from the floor of the Annual General Meeting, and that all unfilled executive positions will be filled by appointment by the executive as soon as possible after the Annual General Meeting date.

Article 4

The Ottawa West Hockey Association shall consist of:

a)      All the hockey teams who operate under the jurisdiction of the Association;

b)      Life members;

c)      Honourary members;

d)     Past Presidents;

e)      Executive Members (elected and appointed);

f)       Members in good standing.

By-Laws

By-Laws 1

a)      The Executive shall consist of the President, the Immediate Past President, four Vice-Presidents, the Registrar, the Secretary, the Treasurer, the Association General Manager, and The League Convenor(S).

b)      The Executive with the exception of the Treasurer, and The League Convenor(S) shall be elected by ballot at the Annual General Meeting for a one (1) year term;

c)      The Treasurer shall be appointed by the Executive Committee subsequent to the Annual General Meeting;

d)     The League Convenor(s) will also be appointed by the Executive Committee;

e)      The signing officer for the OWHA shall be any two of the President, the Treasurer and one additional Executive member;

f)       The Executive shall be responsible for the business and administration of the Ottawa West Hockey Association;

g)      No Executive members will hold a position as a registered OWHA team official unless in an emergency situation as deemed by the Executive.

Specific Duties of the Executive

President

The President within the jurisdiction of the OWHA shall,

a)      Preside at all Executive meetings and direct the overall operations of the OWHA;

b)      Act as a signing officer for the OWHA;

c)      Exercise the powers of the Executive in case of emergency and report such cases to the Executive Committee at its next meeting;

d)     Qualifies to sit on all OWHA committees as an ex-officio non-voting member;

e)      Represent the OWHA at District;

f)       Only exercise his/her voting privilege in the event of a tie.

Vice-President (Ways and Means)

The Vice-President (Ways and Means) within the jurisdiction of the OWHA shall:

a)      Under the direction of the Executive Committee organize and promote those activities which will raise funds in order to defray the costs of those playing for OWHA teams;

b)      Chair the Way and Means Committee.

Vice-President (Coaching)

The Vice-President (Coaching) within the jurisdiction of the OWHA shall:

a)      Chair the Committee of Coaches;

b)      Chair the Coaches Selection Committee;

c)      Recommend to the Executive Committee, for the upgrading of the coaching skills for the coaches under the OWHA;

d)     Present to the Executive Committee on behalf of the Coaches Selection Committee, the slate of coaches selected for the next hockey season;

e)      Recommend to the Executive Committee any disciplinary action which may be necessary with respect to any coach under the jurisdiction of the OWHA;

f)       Chair the player movement committee;

g)      Oversee the adherence of the OWHA team guidelines.

Vice-President (Ice and Tournaments)

The Vice-President (Ice and Tournaments) within the jurisdiction of the OWHA shall:

a)      Chair the Tournament Committee and be responsible for overseeing any tournaments sponsored by the OWHA;

b)      Keep the OWHA coaches and managers informed of as to the most appropriate tournaments available to their teams;

c)      Chair the Ice Committee and act as liaison officer with the city of Ottawa and/or any other facility, municipality or association in order to obtain ice allocations for all OWHA teams.

Vice-President (Risk and Safety)

The Vice-President (Risk and Safety) within the jurisdiction of the OWHA shall:

a)      Manage the overall safety of the hockey operations for the association.

b)      Coordinate the police record checks of all volunteers in the association.

c)      Manages game incidents that may result in suspensions and provides analysis of suspensions to the association board and other related organizations such as the district risk and safety and the ODMHA regarding OWHA players at all levels.

d)     Chair disciplinary hearings at the association level and chairs fair play code infraction proceedings.

e)      The risk and safety director is also responsible to ensure that all team officials are properly certified including speak-out, coaching levels and valid and current trainer certifications

f)       Perform such other duties from time to time prescribed by the executive.

Registrar

The Registrar within the jurisdiction of the OWHA shall:

a)      Be responsible for the proper registration of all players;

b)      Ensure that all team rosters are accurate and up to date;

c)      Be a member of the player movement committee;

d)     Act as a signing officer on all player’s cards;

e)      Ensure that travel permits are secured for all teams participating in out-of-branch tournaments.

Secretary

The Secretary within the jurisdiction of the OWHA shall:

a)      Record minutes of all meetings of the Executive Committee and the Annual General Meeting;

b)      Carry on all OWHA correspondence and keep copies of all letters;

c)      Ensure that the appropriate members are notified of all meetings;

d)     Ensure that an adequate supply of OWHA stationary is available at all times;

e)      Chair the Committee on Publicity and Promotion and Newsletter Publication.

Treasurer

The Treasurer within the jurisdiction of the OWHA shall;

a)      Act as a signing officer for the OWHA;

b)      Submit, for approval of the Executive Committee, a budget for the coming hockey season no later than August first (1^st);

c)      Be responsible for all banking;

d)     Keep an accurate record of all receipts and disbursements;

e)      Provide the Executive Committee with a monthly statement showing income and expenditures, and variance from the established budget; provide each team manager with a monthly statement of income and expenditure for that team;

f)       Prepare a financial report prior to the end of season’s operation and arrange for an inspection or audit of the Association’s financial books and records in time for the Annual General Meeting. This review will be performed as per By-Law 2, Paragraph c);

g)      Obtain a liability insurance policy covering all officers, coaches and managers of the OWHA.

Association General Manager

The Association General Manager within the jurisdiction of the OWHA shall:

a)      Assist all Executive Members when required;

b)      Review all nominated team managers and submit recommendations to the Executive Committee for approval;

c)      Obtain representatives to the ODMHL;

d)     Oversee adherence of all OWHA manager’s guidelines;

e)      Chair monthly manager’s information meetings;

f)       Chair the Equipment Committee;

g)      Assume other responsibilities as may be deemed necessary by the Executive from time to time.

Immediate Past President

The Immediate Past President may participate in the operations of the OWHA.

By-Law 2

Executive Committee

a)      The Executive Committee shall consist of the Vice-President (Ways and Means), the Vice-President (Coaching), the Vice-President (Risk Management and Player Development), the Immediate Past President, the Registrar, the Secretary, the Treasurer, the Association General Manager, and league convenors. All members of the Executive shall have voting privileges.

b)      No member of the membership of the Executive shall borrow, use or cause to be used funds belonging to the OWHA for their personal use or the use of others.

c)      The Executive Committee will, prior to the end of each season’s operations, arrange for an audit or inspection of its financial books and records in time for the Annual General Meeting. The Trustees shall have the authority at any time during the hockey season to review the books and records of the OWHA. The Executive shall appoint from the Association two trustees from among the Members in Good Standing. These Trustees shall review the Association’s financial statements, books and records and prepare a report of concurrence or non-concurrence, and submit their report to the Annual General Meeting. In the event that competent Trustee volunteers, as designated are unattainable, the Executive will be empowered to employ auditors under supervision of a licensed chartered accountant, outside of the Association membership.

Executive Committee Duties

a)      The Executive Committee shall have the power to nominate Honourary and Life Members for confirmation at the Annual General Meeting;

b)      The Executive Committee shall have control of the affairs of the OWHA and shall have the power to fill any vacancy that may occur in its Committee, to amend or alter the Rules and Regulations of the Association, and shall advise the members of same.

c)      Duties and responsibilities of the Vice-Presidents, the Registrar and the Association General Manager may be reassigned at the discretion of the Executive.

By-Law 3

a)      The Annual General Meeting of the OWHA shall be held prior to May 15^th of each year.

b)      All members of the Executive Committee shall be at the call of the President, except as outlined under item c) below;

c)      At the request of three (3) Executive Committee Members, a meeting of the Executive Committee or the General Members shall be convened.

d)     A quorum for meetings of the Executive Committee shall consist of a majority of the Executive Members. A quorum for the Annual General Meeting shall be fifteen (15) members.

e)      Executive Committee Meetings shall be held once a month during the hockey season (September-April)

By-Law 4

Voting

a)      The following shall be eligible to vote at the Annual General Meeting:

a.       Life Members

b.      Honourary Members

c.       Past Presidents

d.      Executive Member

e.       Registered Team Official

f.       Members in Good Standing

g.      ODMHL Representatives (2)

b)      There shall be no proxy votes.

c)      The voting for all Executive positions will be done by secret ballot.

A Member in Good Standing

Members of the OWHA in good standing shall be parents or legal guardians representing each family from which a player or players is/are registered with the OWHA up to the call to order at the Annual General Meeting. Each family shall be entitled to one vote for each OWHA player in the family at a meeting of members.

Nominations

a)      Each member shall have the privilege of nominating a representative for each elected office of the OWHA subject to the following provisions.

b)      To be eligible for the Office of the President, a candidate shall have served on the current Executive Committee for not less than one year.

c)      A Nominating Committee, chaired by the Immediate Past President (or alternately a Member in Good Standing appointed by the Executive Committee if the Immediate Past President is unwilling to do so) and consisting of two (2) additional Members in Good Standing, shall accept nominations for all elected positions from any member up to fourteen days (14) prior to the call to order at the Annual General Meeting. The Chairman of the Nominating Committee will present the slate of qualified nominees to the Annual General Meeting.

By-Law 5

Life Membership

Life Membership is the highest honour that can be bestowed by the OWHA, and it is awarded only for very distinctive service to the OWHA. Life Members shall be elected at the Annual General Meeting of the OWHA by a majority of the members voting thereon. A Life Member shall have full voting rights at all regular and Annual General Meetings.

By-Law 6

Standing Committees

Ways and Means Committee

Chaired by the Vice-President of Ways and Means, the Ways and Means Committee shall be responsible for all manner of OWHA funding and team sponsorship.

Nominating Committee

The President shall appoint the Nominating Committee to be Chaired by the Immediate Past-President or substitute and consisting of two additional Members in Good Standing.

Committee of Coaches

The Committee of Coaches shall be chaired by the Vice-President (Coaching) and consists of the registered team officials from each of the OWHA teams. This Committee shall be responsible for the general upgrading and improvement of coaching for the OWHA.

Coaches Selection Committee

The Coaches Selection Committee shall be chaired by the Vice-President (Coaching). The balance of the Committee shall consist of two (2) additional members that have been approved by the Executive. This Committee shall receive all applications from those qualified to coach in the OWHA. The Committee shall make its recommendations on a coaching slate to the Executive Committee prior to the Annual General Meeting.

Tournament Committee

Chaired by the Vice-President (Ice and Tournaments), the Tournament Committee shall consist of a Member in Good Standing representing each OWHA team. This Committee shall be responsible for coordinating the OWHA activities in connection with the Ottawa International Tournament. In addition, the Committee will be responsible for coordinating any tournaments undertaken by the OWHA.

Committee of Publicity and Promotion

Chaired by the Secretary, the Committee on Publicity and Promotion shall be responsible for the promotion of the activities of the OWHA including the production of a monthly newsletter that shall be circulated to all members.

Equipment Committee

Chaired by the General Manager, the equipment Committee shall have the responsibility for the procurement, management and distribution of sweaters, pucks and all other necessary equipment to the OWHA teams.

Ice Committee

Chaired by the Vice-President (Ice and Tournaments) the Ice Committee shall be responsible for obtaining and scheduling ice for the OWHA teams.

By-Law 7

In the event that the OWHA is dissolved or ceases to operate for any reason, its material assets shall be liquidated and all remaining funds after payment of all outstanding debts and obligations shall be distributed among the membership as follows:

1. All remaining funds shall be distributed among the members (players) of record of the previous season on a prorata basis provided that in the event that the dissolution occurs between July 1 of a given year and prior to the commencement of the following season (nominally September 1 ) that all members who have paid fees in anticipation of the upcoming season shall first have those fees refunded in their entirety.

For greater certainty the money will be paid to the parent of the player who signed the membership application.

Any funds that remain uncollected 6 months after the dissolution of the corporation will be donated to a registered charitable in the City of Ottawa, Ontario  to be chosen by the executive at dissolution.

By-Law 8

Ice Contract Management

The purpose of the OWHA is to facilitate the development of minor hockey players through the playing of hockey games and the practicing of hockey skills. To be able to achieve that, access to local hockey rinks and arenas is indispensable. Therefore the OWHA exists through its ability to procure ice from the City of Ottawa through its yearly renewable contracts with the City of Ottawa. The ice contracts are hereby declared an essential resource that cannot be sold or assigned to another organisation by the Executive or any member of the Executive. The Executive are responsible for the use of the ice made available from the City of Ottawa, for the prompt settling of accounts with the City of Ottawa and the application on a yearly basis for a renewal of the Contracts held from the previous year. This constitution prohibits the placement of anyone other than a member of the OWHA Executive as the responsible authority for the management of the OWHA ice contracts with the City of Ottawa.

 REVISED: MAY, 2009