- 1 Article I – Membership
- 2 Article II – Government
- 3 Article III – Elections-Directors
- 4 Article IV – Directors
- 5 Article V – Meetings
- 6 Article VI – Standing Committees
Article I – Membership
Section 1 – Acceptance
Acceptance of youth into activities of this Association shall not contravene the principles of membership set forth in the Constitution.
Section 2 – Application
Membership shall be by application, completed in its entirety and accompanied by the annual dues payment or dues payment installment plan established by the Board for that year.The “Application” and “Release and Assumption of Risk” must be signed by a parent or legal guardian for any applicant under the age of 18 years.
The Association will accept all applications and will make acceptance decisions without regard to race, color, religion, creed, sexual orientation, national origin, citizenship, gender, age, or any other legally protected status. See Section 4 below for clarification of denial.
Section 3 – Dues
The Board shall set the dues amount for each age group at each level of participation prior to the commencement of the season. This includes but is not limited to, Travel, Rec Travel and House League.
The Board, prior to the commencement of the season, shall also determine installment plans if applicable.
Any applicant not financially capable of paying his or her annual dues may negotiate a payment plan with the Treasurer or apply for financial assistance through the Scholarship Committee. Any payment plans other than that established above shall be in writing, signed by the applicant and supported by a two-thirds (2/3) majority vote in support by the Board.
Section 4 – Denial of membership
Application for membership will be denied if:
- Dues from prior year were not paid.
- Prior suspensions are still outstanding.
- Equipment or other obligations from a prior year are still outstanding.
- Proof of age not received within five days of request by the Association.
- Proof of proper medical/accident insurance coverage is not received within five days of being requested by Association.
- The applicant is transferring from another organization, and there are outstanding monies or other obligations due to that organization. Denial will be lifted once a letter from the previous organization is received stating all obligations have been fulfilled.
- Other considerations brought to the attention of the Board that is inconsistent with the purpose, principles or philosophies of the organization.
- Official denial requires two thirds (2/3) majority vote in support by the Board.
Section 5 – Membership limits
The Association will accept as many applicants as budgetary quantity of fielded teams and available slots will permit, as determined by the head coaches, and following USA Hockey guidelines. If it is necessary to limit the number of member/participants, tryouts will be used to determine the number.
Section 6 – Participation and Suspensions
No member may commence participation in any activities of this Association until he or she has met the requirements as set forth in this article.
Any member can be suspended from participation in the activities of this organization if said member violates any rule or regulation, as set forth, by the Constitution, By-Laws, or Carolina Amateur Hockey Association (CAHA) and USA Hockey Guidelines. Suspension requires a two-thirds (2/3) majority vote by the Board.
Article II – Government
Section 1 – General Supervision
The Board of Directors shall have general supervision of the affairs of the Association and are charged with carrying out the Articles in these By-Laws.
The rules contained in the current edition of “Roberts Rules of Order Newly Revised” shall govern proceedings of the Association in all cases where applicable providing they are consistent with these By-Laws and any special rules of order the Association may adopt.
These By-Laws may be amended at any regular Board meeting by two-thirds (2/3) majority vote in support by the Board, provided the amendment was submitted in writing at the previous Board meeting or 14 days in advance.
Section 2 – Finance
Funds of the Association shall be withdrawn from the bank with which they are on deposit by the signatures of the President and/or Treasurer.
No obligations shall be made in the name of the Association without prior approval of the Board.
Normal operating costs identified, as part of the annual operating budget, shall be deemed approved with acceptance of the budget. No monies over $250.00, outside the budget, shall be disbursed without approval of a two-thirds (2/3) majority in support by the Board. Approval may be at a Board meeting or via special meeting conference call.
The organization may receive gifts and contributions and may raise and use funds in any manner that qualifies for exempt organizations under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Revenue Law).
Special functions such as tournaments or development programs outside of normal league functions shall have a budget submitted to the Board for a two-thirds (2/3) majority approval.
The fiscal year shall be established as July 1 through June 30.
Section 3 – Indemnification
No Director shall be liable, responsible, or accountable in damages or otherwise to the Association or to any Member thereof for any liability or loss relating to the performance or non-performance of any act concerning the business of the Association, provided that such member was acting in good faith and within the scope of his/her authority.
The Association shall indemnify and hold harmless each member of the Board against any liability, loss, or threat of liability or loss, including legal fees, as a result of any claim or legal proceeding relating to the performance or non-performance of any act concerning the business of the Association, provide that the Director was acting in good faith and within the scope of his/her authority.
The Association and its members, jointly and severally, hereby release each member of the Board from any liability or loss to the Association or the Members under the circumstances set forth in this section.
Article III – Elections-Directors
Section 1 – Board Directors
The following Directors make up the Board. All positions have voting rights except for the President.
- Vice President
- USA Hockey Registrar
- Coaching Director (ACE)
- Youth Hockey Coordinator
Section 2 – Elections
The membership will be notified of any vacant Board positions by the time of the next Board meeting since the vacancy developed. The notice will request any member interested in filling the position to notify the President of their interest. Credentials and experience should be identified in the application.
Applications will be reviewed by the Board. A potential Board member must be in good standing with Capital City Hockey or any other Ice Hockey Association. Additional applicants may be nominated by the board. A ballot of applicants will be provided to the membership. At least fourteen (14) days shall exist between the vacancy notice and the ballot distribution. The members will have at least fourteen (14) days to review the ballot and provide feedback to the board as to which applicant(s) they wish to be elected into each position.
After collecting feedback from the members, the board will hold an official vote. A two-thirds (2/3) majority result will establish an applicant to the position for which they were elected, effective immediately. The results of this vote and the feedback provided by members will be provided to the members. Should the board vote not result in a manner consistent with the ballot feedback from the members, the board shall provide a detailed explanation with the results as to the basis of the inconsistency. The board decision shall be final.
Section 3 – Vacancies
Vacancies on the Board or in any office shall be temporarily filled by a nominee receiving two-thirds (2/3) majority vote in support by the Board. Such appointee shall serve until an election as described in Section 2, for the vacant position is completed.
A vacancy is deemed to exist if any Director has been absent, with justification, from three (3) consecutive Board meetings. A temporary replacement may be designated by the Board with a two-thirds (2/3) approval for the purpose of fulfilling the obligations of the Director. The temporary replacement will cease to perform the Director role when the Director is able to return to active status, is able to fulfill the duties of the Director position, and has received turnover from ay temporary replacement. Turnover shall be documented and acknowledged at a Board meeting prior to resumption of duties.
A Director may be removed from the Board by a two-thirds (2/3) majority vote if:
- The Director has been absent from three (3) or more consecutive meetings without acceptable justification.
- A conflict of interest is discovered
- The responsibilities of the Director position have not been performed in a satisfactory manner.
- The Director is suspected of criminal action. In this case, proper authorities will be contacted. If the Director is convicted, they are immediately removed from the Board.
The subject Director shall be informed five (5) days prior to a meeting of the Board to discuss and vote on such action. Following said meeting, the outcome of the Board’s decision shall be effective immediately and immediately conveyed to subject Director in writing or email.
Any Director desiring to resign may do so by giving notification to their intent to the President in writing or via e-mail. The President will convey this information to the Board prior to the next Board meeting. The minutes of the next Board meeting must record this resignation, and it is at this Board meeting when the resignation becomes effective.
Such vacancy shall be filled as outlined in Section 1.
Section 4 – Terms
Board member terms will be limited to their son or daughter’s eligibility to play unless overridden by a two-thirds (2/3) Board vote.
Section 5 – Supplementary Authority of the Board of Directors
The Board shall have the power to:
- Select or transfer any player from one team to another to balance play.
- Shall sanction all “travel teams” which play against teams outside this Association.
- Make final decision(s) regarding requests for players to “play-up”.
Article IV – Directors
Section 1 – President
The President is the leader of the Association and is ultimately responsible for the Board.
- Preside at all meetings and enforce all rules and regulations relating to this Association.
- Be responsible for creating an agenda for all Board meetings and deliver said agenda at least seven (7) days prior to that meeting where applicable.
- Call meetings of the Association, at their discretion or upon request of a two-thirds (2/3) majority vote in support by the Board.
- Be an ex-officio member of all committees.
- Act as official spokesperson of the Association.
- Notification of all correspondence within the Association.
- Be custodian of all official records of the Association excluding current year financial records in the possession of the Treasurer necessary for performing the duties outlined in Article IV Section 3.
- Does not vote on any issue, except to resolve a tie.
- Sign yearly tax returns, and a co-sign financial documents and/or accounts as the responsible party for the Association.
- Coordinate actions of the Association Information Chair.
Section 2 – Vice President
The Vice President shall implement various programs and policies of the Association. This may include the assumption of duties of other Board positions during vacancies, duties of member volunteers, or other unspecified duties that become a priority.
In the absence of the President, or in the inability or refusal of the President to perform their duties as defined in Article IV Section 1, the Vice President shall act as the President. When acting as the President, the Vice President shall have all the authority and restrictions of the President, except that the Vice President shall maintain their voting status.
- Carry out appropriate policies, programs, orders, and resolutions approved by the Board.
- Appoint chairpersons of any standing committees.
- Coordinate team photos.
- Serve as the Point of Contact for equipment and Association assets.
- Lead the efforts for Try Hockey For Free events
- Ensure that all travel teams utilize the designated media and communication platform (website).
- Act as a member on the Disciplinary Committee.
- Coordinate actions of the Officiating Chair.
Section 3 – Secretary
The Secretary is responsible for communication and records of the Board and Membership.
a. Record proceedings of all Board meetings and distribute copies of the meeting minutes to all Directors within seven (7) days of meeting.
b. Circulate all correspondence of vacancies to all members
c. Maintain the Membership database.
d. Coordinate actions of the Statistics Director.
Section 4 – Treasurer
The Treasurer is responsible for all financial matters of the Association
- All monies payable to and disbursed from the Association shall be the responsibility of the Treasurer. This person is responsible for compliance with Article II, Section 2.
- Deposit receipts of the Association on a timely basis.
- Keep a detailed hard copy of all transactions with verified balances on a monthly basis. Said hard copy shall be of a format acceptable for the Internal Revenue Service.
- Submit a financial report at each meeting of the Board or when called upon by the President to do so.
- Submit to the President, at the end of each fiscal year, a report detailing all receipts and expenditures of the organizations for the previous year and verification of all balance sheet accounts.
- Provide documentation of the financial affairs of the association as requested by the Board.
- Submit a proposed annual operating budget detailing income and expense line items within 30 days prior to the beginning of the fiscal year.
- File all sales tax reports or forms required by the South Carolina Department of Revenue.
- File annual tax return or other forms as required by the Internal Revenue Service.
- Be the contact person for financial assistance request.
- Coordinate actions of the Fundraising/Sponsorship Chair.
Section 5 – USA Hockey Registrar
The Association is required by USA Hockey to ensure all players have the correct paperwork to be properly registered with USA Hockey.
- USA Hockey contact point for all registrations.
- Maintain and is knowledgeable of USA Hockey Registrar software.
- Attend any seminars for Registrars.
- Maintains all registration of all players in the Organization, currently in Sports Engine
- Work closely with Team Managers and coaches to ensure teams are properly rostered.
- Coordinate actions of the Membership Chair.
Section 6 – Coaching Director (ACE Coordinator)
The Coaching Director is the coaches’ representative on the Board. This position should focus on all items that involve coaches that not be considered direct player development.
- USA Hockey ACE Coordinator contact point
- Contact point between association and CAHA/CHL on team/travel issues.
- Maintains the library or reference material. This library can be sourced from internal resources (coaches, member, etc.), USA Hockey or 3rd party hockey related parties.
- Organize and lead coaching meetings.
- Maintain a list of all Association coaches and their pertinent information and communicate requirements for compliance with USA Hockey and CAHA.
- Request and receive the applications from coaching candidates at all levels of participation.
- Provide recommendations to the Board for coaching candidates at all levels of participation.
- Coordinate with coaches and Board to develop and maintain the Association’s philosophy.
- Responsible to ensure coaches are accountable for following the Association’s philosophy.
- Work closely with the Player Development Committee.
- Be the contact point for all “play-up” and “practice up” requests. Consult with coaches and present results to Board for final decision.
- Communicate parent education initiatives between USA Hockey and the Association.
- Act as a member on the Disciplinary Committee.
- Coordinate actions of the Player Development Committee
Section 7 – Youth Hockey Coordinator
The Youth Hockey Coordinator is the first point of contact for all players and families involved in the Association.
- Serve as the liaison between the Board and the members and participants in the house participants.
- Solicit volunteers for travel, rec travel, and house programs.
- Lead marketing and recruitment efforts.
- Serve as the point of contact for tournaments, scrimmages, and jamborees.
- Lead and participate in fundraising activities.
- Represent team managers and other volunteers on the Board
- Maintain player photos, profiles, and information on the designated media and communication platform (website).
- Delegate, and maintain responsibility for, various efforts including Try Hockey For Free, equipment, on-ice volunteers, and special functions
- Coordinate actions of the Webmaster/Public Relations Chair.
Article V – Meetings
Section 1 – General
There shall be regular meetings of the Board, duly announced, and not less than quarterly. It is recommended that the Board meet monthly during the playing season. These meetings are open to the membership, but said members have no vote.
Directors only meetings may be scheduled as deemed necessary to the Board.
Meeting minutes will be approved by a two-thirds (2/3) majority vote in support by the Board at the next Board meeting. Directors can approve the minutes in writing or via e-mail. The Secretary must record the voting results. The secretary will record and distribute the meeting minutes within 7 days of the Board Meeting
Each Board member is required to attend all scheduled meetings. Meeting attendance will be documented by the Secretary at all scheduled meetings.
Section 2 – Startup
It has been custom of this Association to hold a general meeting at the season’s start-up to acquaint new and old members with the coming season’s plans. This meeting should be held after all tryouts and team selections have been completed.
Article VI – Standing Committees
Section 1 – Disciplinary Committee
The purpose of the Disciplinary Committee is to regulate and enforce behavioral standards to all CCYHA members (Parents, Players, Coaches, and Volunteers). A Disciplinary Committee hearing will be used as the rehabilitative and accountability tool utilized by the CCYHA to enforce the code of conduct and curb conduct that is incompatible with USA Hockey rules and regulations, Safesport, and in our society. This committee should in no way replace actions taken for most infractions being handled at the head coach level, but instead address repeated or major infractions.
- The Disciplinary committee will consist of a Chairman (normally the Vice President or the Coaching Director), and two Co Chairmen appointed by the Disciplinary Committee Chairman. All committee members will be considered “with vote”.
- Conduct interviews, internal fact-finding investigations, and hold Disciplinary hearings on offending members in support of personal accountability and character development.
- Conduct a committee vote during disciplinary hearings to determine innocence or guilt of the member in question and determine the appropriate rehabilitative tool(s) or process to address the behavior.
- Establish and maintain policy regarding disciplinary hearings and procedures therein.
- Aid the CCYHA board of directors in educating members in USA Hockey Rules/Regulations, Code of Conduct, and Safesport.
- Maintain a log of Disciplinary actions taken, disciplinary hearing results, and any other pertinent information.
Section 2 – Player Development Committee
The primary purpose of the Association is to provide for an environment where youth can learn, participate, and excel in the sport of ice hockey. This committee will develop and enforce the appropriate training objectives and actions for the players and coaches. This committee will be responsible for organizing and running team tryouts at the beginning of the season and for continuous evaluation of players during the season.
This committee will be determined and led by the Coaching Director who will communicate on its behalf with the Board.
- Review and understand the USA Hockey American Development Model (ADM).
- Determine any specific development objectives to meet the needs of the Association.
- Develop specific evaluation format and tool for each age group.
- Solicit and assign volunteer duties for evaluations as needed. This will include all on and off-ice volunteers.
- Ensure the evaluation process is fair and equitable for all participants.
- Evaluate players and communicate development goals to coaches. Coaches are directly responsible for communicating development goals to players and parents.