PART 1 - BY-LAWS
ARTICLE III - MEMBERSHIP
Section 1. Eligibility
Section 2. Total membership
Section 3. Membership privileges
Section 4. Revocation of membership
Section 5. Team Assignments
ARTICLE IV - FEES
Section 1. Board Responsibilities
Section 2. Membership Fees
ARTICLE V - CONDUCT AND DISCIPLINARY PROCEEDINGS
Section 1. Conduct
Section 2. Sportsmanship rule
Section 3. Disciplinary action
ARTICLE VII - BOARD OF DIRECTORS
Section 1. Composition
Section 2. Purpose and powers of the Board of Directors
Section 3. Committees
Section 4. Duties of the Board of Directors
Section 5. Term of office
Section 6. Succession
Section 7. Notice of the meetings
Section 8. Special meetings
Section 9. Removal of Officers
ARTICLE VIII - MEETINGS
Section 1. Membership meetings
Section 2. Board of Directors meetings
Section 3. Committee meetings
Section 4. Quorum of Officers
ARTICLE IX - ELECTIONS
Section 1. Nominations
Section 2. Voting
ARTICLE X - COACHES
Section 1. Team coaches
Section 2. Coach Selection
ARTICLE XI - FUNDRAISING/SPONSORSHIPS
Section 1. Fundraising
Section 2. Sponsorships
Section 3. Tax Status
ARTICLE XII - NVHC OPERATIONAL GUIDELINES
ARTICLE XIII - GENERAL
Section 1. Amendments
Section 2. Annual Audit/Inventory
Section 3. NVHC Papers
Section 4. Dissolution
PART 1 - BY-LAWS
ARTICLE I - THE ORGANIZATION
This organization shall be known as the Northern Virginia Hockey Club, Inc., hereinafter called NVHC or The Club.
ARTICLE II - PURPOSE
The purpose of the NVHC is to provide youth the opportunity to learn and play the game of ice hockey in an environment of equal participation and competitiveness and to instill in them the ideal of team play and sportsmanship.
ARTICLE III - MEMBERSHIP
Section 1. Eligibility.
Any person of sound mental and physical health, through the age of 19, who seeks
active participation in the sport of ice hockey, is eligible for membership.
Adult membership is restricted to members of the Board of Directors, coaches,
and the parents and/or guardians of players, and players 18 years and older.
Section 2. Total membership. The total number of player members in the NVHC will be limited by the amount of ice time available. If the maximum number of available spaces would be exceeded, priority for membership will be given to players who renew their membership at the start of the new season, over new members. Capping membership in the NVHC will be determined by the Board of Directors.
Section 3. Membership privileges. Player members who enroll in their respective age-group levels and pay assessed dues and fees may participate in NVHC on-ice activities. Adult members may attend meetings, participate in discussions, and serve on committees or serve as an officer, once elected. Elected Officers have the right to vote at general membership meetings.
Section 4. Revocation of membership. Members are responsible for payment of dues and fees as determined by the Board of Directors. Members may be suspended or dropped from the NVHC by the Board for failure to abide by the by-laws and the Operational Guidelines. This includes behavior in violation of the NVHC Player, Coach, or Spectator Code of Conduct, as per Article V. The Operating Guide shall include Codes of Conduct for coaches, players, and spectators, as appendices.
Section 5. Team Assignments. The NVHC is structured to three levels of play based on skill and experience: Travel league, House (recreational) league, and Initiation (instructional) program.
ARTICLE IV - FEES
Section 1. Board Responsibilities
Membership fees-which include ice time costs and any fees (i.e. insurance, etc) necessary for the administration of the NVHC-shall be established by the Board of Directors, and based on an annual zero-balance budget basis prior to the start of the fall season. The Board has the authority to change fees as necessary, based upon budgetary requirements. The budget (fiscal) year for NVHC runs from July 1 through June 30. The Board shall make every effort to keep membership costs as low as possible while still providing a quality program. The Board also has the authority to set policy with regard to refunding of fees and approving wavers/scholarships, in special cases. Such policies shall be disseminated to the Membership through the Operational Guidelines.
Section 2. Membership Fees Membership fees will be charged before each season in which the member plans on participating. Fees are calculated during the budget process to cover Club expenses, under the Club By-laws and Federal and State laws regarding not-for-profit clubs. All members shall be afforded the opportunity to pay fees in installments. Members must be in "good standing" to be able to practice and play during the season. To be in "good standing," members must be in compliance with an NVHC board-approved fee payment schedule and in compliance with current rules and codes of conduct.
ARTICLE V - CONDUCT AND DISCIPLINARY PROCEEDINGS
Section 1.
Conduct. The conduct of player members will be
largely governed by the current official rules of hockey as published by USA
Hockey or as modified by the rules of any league or association in which NVHC
participates. Any player or adult member whose conduct is prejudicial to or
tends to injure the good name of NVHC, disturb its well-being, hamper its
function, or otherwise reflect discredit upon NVHC may be brought before the
Conduct Board.
Section 2. Sportsmanship rule. Players, coaches, parents, and spectators are required to conduct their relations with other teams, their own team, and other clubs in a spirit of good sportsmanship.
Section 3. Disciplinary action. Any player, coach, parent, or spectator who is alleged to be in violation of the Sportsmanship Rule or Code of Conduct may be investigated by the Conduct Board. The Conduct Board, upon its investigation of alleged violations of the Sportsmanship Rule or the Code of Conduct, will have the authority to take action against the individual(s) involved as described by policy established by the Board of Directors. Suspension, for any reason, does not entitle a member to a refund of dues: exceptions may be approved by the Board.
ARTICLE VI - SAFETY
By far, the most important aspect of NVHC
Hockey is ensuring player safety. Hockey is a "collision" sport that requires
sound safety practices to be played without undue injury. In that light, player
and coach behavior and procedures will in strict keeping with NVHC policies
and procedures. NVHC shall adopt current safety programs from USA Hockey, and
augment such policies as necessary through the Operational Guidelines. All
coaches shall be trained as to adopted policies and procedures; no coach may
run a practice or participate in a game unless trained in the necessary skills
to minimize the risk on our players. Team Officials shall dedicate some training
time during practices to ensure that players are educated appropriately in
the sport of safe hockey.
ARTICLE VII - BOARD OF DIRECTORS
Section 1. Composition.
The following eleven positions on the Board are elected and thus have the right
to vote at Board meetings: President, Vice-President, Secretary, Treasurer,
House Director, Travel Director, and five respective age group Representatives:
Mite, Squirt, Pee Wee, Bantam, and Midget.
Appointed Members may serve at the pleasure of the Board. Current appointed Board membership positions will be recorded and updated in the Operational Guidelines.
Section 2. Purpose and powers of the Board of Directors. The Board of Directors shall meet at the call of the President for the purpose of conducting the regular business of the NVHC, for insuring that the purposes of the organization are carried out, for setting policy and standard operational guidelines, and for handling investigations that may be brought before it.
The Board of Directors is empowered to suspend or expel members for failure to pay dues or fees or for disciplinary reason when charges are formally brought before it and investigated to the satisfaction of its members. When a member of the Board of Directors is the subject of the investigation or a material witness, such member shall be disqualified from acting as a Board member for that case.
Section 3. Committees. Committees appointed by the President shall meet at the call of their Chairmen. Two standing committees are the Conduct Committee and the Budget Committee.
Conduct Committee: The Conduct Committee shall be chaired by the respective league Director (Travel or House), and will consist of no less than two other members of good standing, as selected by the respective league Director and approved by the President.
Budget Committee: The Budget Committee shall be chaired by the Vice President, and will include the Club Scheduler, House Director, Travel Director, Initiation Program Coordinator, at a minimum. Other members in good standing may be appointed by the Vice President, as approved by the President.
Section 4. Duties of the Elected Board of Directors.
President - shall be the Chief Executive Officer of The Club and preside over all membership and Board of Director meetings. The President shall ensure the conduct of regular business of the NVHC is in accordance with the NVHC by-laws and Operational Guidelines, using Roberts Rules of Order (latest edition).
Vice President - shall exercise all duties of the President during the President's absence, to include running Board meetings and chairing the Budget Committee. The Vice-President supervises the Scheduler and Chairs the Budget Committee.
Secretary - shall exercise all duties of the President during the President's and Vice President's absence, record and maintain the minutes of all membership and Board of Directors meetings and maintain the files of the NVHC.
Treasurer - shall exercise all duties of the President during the President's, Vice President's, and Secretary's absence, receive, account for, and disburse all NVHC monies, maintain an NVHC account, and submit written financial reports for membership and Board meetings showing The Club's financial condition as of the last day of the preceding month. The Treasurer shall maintain records of such standard disbursal as those for game officials, insurance, USA HOCKEY registration, equipment and ice costs, and other legitimate Club expenses. The Treasurer shall prepare a full written financial report for the annual meeting showing the last received bank statement. The Treasurer shall support budget estimates for the coming year based on predicted membership. The treasurer shall prepare such tax reports as local, state, and federal laws mandate and make recommendations to the Board on membership dues and registration fees, in particular, when changes become necessary. The Treasurer shall ensure the execution of an external audit prior to the annual election of officers.
House Director - is responsible for administering the house programs. In this capacity, the House Director is responsible for submitting ice time requirements to the scheduler for each season. The House Director shall chair the conduct Board for issues within the House and Initiation programs. The House Director also will be responsible for the administration of the initiation program in the absence of an instructional program representative.
Travel Director - is responsible for administering the travel programs. In this capacity, the Travel Director is responsible for submitting ice time requirements to the scheduler for each season. The Travel Director shall chair the conduct Board for issues within the Travel program.
Age Group Representatives - shall act as the conduit between the Board and their respective age groups. In that capacity, they will be involved in decisions that involve their age groups, including coach and team selection, member conduct, scheduling, and relevant NVHC committee participation. They shall ensure that all age group requirements are properly routed to those that can best support the players with the intent of maximizing the positive experience during the playing season.
Section 5. Term of office. Each elected officer shall serve a one-year term beginning on the date of their election.
Section 6. Succession. In the absence of the President, the Vice-President shall serve, then the Secretary, and the Treasurer, in that order. If an Officer is unable to serve in his elected capacity, the President, with the approval of the Board, shall appoint a successor to serve until the next membership meeting when an election is held.
Section 7. Notice of the meetings. Reasonable notice of each meeting shall be given to each Officer by the Secretary at the direction of the President.
Section 8. Special meetings. The President or, in absence of the President, the Vice-President may call a special meeting of the Board of Directors at any time and shall do so upon the request of a majority of the serving Officers.
Section 9. Removal of Officers. If an Officer of the Board of Directors fails to attend three consecutive Board meetings without the approval of the President or fails to perform the duties assigned, the office may be declared vacated by an affirmative majority vote of the Board of Directors. The President shall appoint, with the approval of the Board, a successor until the next membership meeting when an election will be held.
ARTICLE
VIII - MEETINGS
Section 1. Membership meetings.
The general membership shall meet at the call of the President, but at least
annually following the end of the playing season for the purpose of electing
officers and conduction NVHC business. If one-fifth of the voting members so
petition, the President shall call a meeting within 20 days of receipt of the
petition. Voting is restricted to adult members, who as parents or guardians
are allowed to vote one time for each player within their family. Any member
may attend any meeting.
Section 2. Board of Directors meetings. The Board of Directors shall meet at the call of the President at least quarterly, but typically monthly. The President shall preside and the Vice President shall facilitate. Attendance of elected and appointed officers is mandatory; any member may attend.
Section 3. Committee meetings. Committees appointed by the President shall meet at the call of their chairperson.
Section 4. Quorum of Officers. The presence of a simple majority of the Officers currently serving shall be required to constitute a quorum for the transaction of business.
ARTICLE IX - ELECTIONS
Section 1. Nominations.
Not less than 60 days prior to the annual meeting of the NVHC, the President
shall appoint a committee to nominate candidates for the Board of Directors.
The membership of the NVHC may also nominate candidates by submitting the names
of members to the Secretary of the NVHC to also be included on the ballot.
Nominations from the floor may also be made. All candidates must be NVHC members
in good standing. Nominations shall close no later than seven days prior to
the election. As ballots are being taken, if no qualified candidate is running
for a specific position, voting members may vote for a "write in" candidate
for that position.
Section 2. Voting. Voting for the election of officers must be made by secret ballot. The President shall ensure that the vote is executed in such a manner that as many members as possible are afforded the opportunity to vote. If the membership perceives a compromise of the integrity of the voting process, the voting results can be nullified, but only by petition signed by at least 2/3 of the current membership and submitted to the board within 30 days of the election.
ARTICLE X - COACHES
Section 1. Team coaches.
Team coaches are responsible for instructing and guiding their team members in
the letter and spirit of the by-laws and enforcing USA Hockey and other applicable
regulations, and the NVHC Operational Guidelines under the direction of the
Travel or House Director and ultimately the Board of Directors.
Section 2. Coach Selection. The House and Travel Directors shall recommend both House and Travel team coaches to the Board of Directors for approval. When recommending coaching candidates to the Board, the House and Travel Directors shall present the relevant experience of each candidate, to include USA certification level and completion of background checks. Where conflicts arise over multiple qualified coaching candidates applying for a specific coaching position, the President may call the candidates for that position to appear before the Board of Directors for an interview. The Board then will vote for the most qualified candidate. Assistant coaches for each team will be nominated to the House or Travel Director by each team Head Coach; the House and Travel Directors have approval authority, and shall inform the Board of Directors of the approvals.
ARTICLE XI - FUNDRAISING/SPONSORSHIPS
Section 1. Fundraising
Individual teams must submit written proposals to the Board of Directors as to
fund-raising activities. Proposals must be submitted to the President or Vice
President at least five (5) days in advance of the Board meeting. Additionally,
the request must present in person at the Board meeting in which the request
will be heard. At least 75 percent of the parents on the team must concur in
writing with the fund-raising plan and committed to participate in the resultant
activity. The Board reserves the right to reject any and all proposals that
it believes are not in the best interests of The Club.
Upon approval, the sponsoring team must submit to The Club's treasurer a written budget and subsequent accounting of funds raised and monies spent within fourteen (14) days of the conclusion of the activity. This submission must be signed by the sponsoring parent.
A team which raises funds without prior permission of the Board of Directors must transfer to The Club all funds received.
Teams are not permitted to alter Club jerseys to indicate the names of fund-raising activities.
Section 2. Sponsorships All sponsorship activity shall be controlled at the NVHC Board level and be for the benefit of the overall Club. In that light, any funding gained by such a sponsorship shall be deposited into the general fund in order to reduce overall costs t o all members.
Section 3. Tax Status NVHC qualifies as a not-for-profit tax-exempt status under federal tax law. However, although donations and sponsorships may well qualify for tax exemption, they are sometimes dependent upon the specific situation. All questions and solicitations for use of The Clubs Tax-exempt status should be referred to the Board. At no time can any member represent The Club's tax-exempt status to a prospective donor without concurrence of the Board. Violation of this policy subjects the violator to all implied liabilities incurred by the offer.
ARTICLE XII - NVHC OPERATIONAL GUIDELINES
The NVHC shall be
administered in accordance with these by-laws and the NVHC Operational Guidelines.
The intent of the Operational Guidelines is to provide overall direction and
guidelines for execution of the hockey season. Amendments to and changes in
the Operational Guidelines may be made by an affirmative vote by a majority
of the currently serving Board of Directors.
ARTICLE
XIII - GENERAL
Section 1. Amendments.
These by-laws may be amended at the annual meeting of the membership or at any
special meeting called for that purpose by two-thirds vote of the membership
present, provided that notice of the intent to offer amendments, and description
of the particular amendment to be proposed has been given each member at least
10 days and not more than 30 days in advance of such meeting.
Section 2. Annual Audit/Inventory. The Board of Directors shall cause an audit of the NVHC's books and inventory of The Club's property to be taken annually prior to each election, and at such other times as deemed necessary.
Section 3. NVHC Papers. Copies of the organization papers of the NVHC, its by-laws, and any amendments, and the membership records of the NVHC shall be preserved in a place of safekeeping and posted electronically on The Club Web site.
Section 4. Dissolution. In the event of the dissolution of the NVHC, any assets remaining after payment of all proper claims and demands then existing shall be distributed to a charitable organization so named by the existing Board of Directors. Except in their capacities as members of the NVHC, no director or any other individual has or shall have any right, title, or interest of any kind in or to such remaining assets of the NVHC.
Enacted as binding for the Northern Virginia Hockey Club Board of Directors after membership approval on the 4th day of April 2006
By the President
James Fullem