BY-LAWS
and
OPERATING GUIDE
BY-LAWS
and
OPERATING GUIDE
Section 3.
Membership privileges.
Section 4.
Revocation of membership.
Section 1.
Board Responsibilities
Section 4.
Waivers/Scholarships
ARTICLE V – CONDUCT AND DISCIPLINARY
PROCEEDINGS
Section 2.
Sportsmanship rule.
Section 3.
Disciplinary action.
ARTICLE VII – BOARD OF DIRECTORS
Section 2.
Purpose and powers of the Board of Directors.
Section 4.
Duties of the Board of Directors.
Section 7. Notice
of the meetings.
Section 9.
Removal of Officers.
Section 1.
Membership meetings.
Section 2.
Board of Directors meetings.
Section 3.
Committee meetings.
Section 4.
Quorum of Officers.
ARTICLE XI – FUNDRAISING/SPONSORSHIPS
ARTICLE XII – NVHC OPERATIONAL GUIDELINES
Section 2.
Annual Audit/Inventory.
PART II – OPERATIONAL GUIDELINES
II. UNDERSTANDING OF RECIPICAL OBLIGATION OF
PLAYERS
D. Travel Team Roster Selection
E. House Team Roster Selection
F. Number of Players per Team/Teams per League
(House and Travel)
G. Replacement Players (House and Travel)
APPENDIX A – POINTS OF EMPHASIS AND CODES
OF CONDUCT
APPENDIX B – CONFLICT OF INTEREST POLICY
APPENDIX C – WHISTLE BLOWER POLICY
This
organization shall be known as the Northern Virginia Hockey Club, Inc.,
hereinafter called NVHC or The Club.
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 individual achievement, team play, and
sportsmanship.
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.
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. Adult members have the right to vote at general
membership meetings. Elected Officers
have the right to vote at at meetings of the Board of Directors.
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 for failure to abide by the by-laws and the Operational Guidelines. This includes behavior in violation of the NVHC Player, Parent, or Coach Code of Conduct, as per Article V of the by-laws and Appendix A.
The NVHC is structured to three levels of play based on skill and experience: Travel league, House (recreational) league, and Initiation (instructional) program.
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
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. Typical costs covered by membership fees include but are not limited to: cost of ice, training, and administrative fees. All members shall be afforded the opportunity to pay fees in installments. However, fees shall be fully paid or paid according to the installment option prior to a member being in “good standing,” and thus able to practice and play during the season.
A member’s decision to withdraw from NVHC does not relieve their obligation to pay dues in full. Petitions for a refund may be submitted to the Board, which may approve the request, upon a majority vote. The Board should consider positively any request for refund due to the following circumstances:
Unanticipated orders to move outside the NVHC region by the Government
Acceptance on an acknowledged Tier I Hockey Club, such as Little Capitals or Virginia Express
Other extreme circumstances, including death/severe injury of players or family member, etc.
However, the Board should allow for the fact that any “sunk costs” due to the requesting member’s registration are accounted for in their deliberations and decision as to the amount of the refund, if any.
Section 4.
Waivers/Scholarships
Recognizing that not all families can meet the financial burden of new membership, on a case-by-case basis, the Board may, by majority vote, grant a waiver or scholarship of full or partial payment of fees, dependent upon the situation. Any family wishing to be granted a scholarship must present to the Board, in writing or in person as determined by the board, compelling evidence as to why a scholarship is warranted. The amount of scholarship granted is at the discretion of the Board.
ARTICLE V – CONDUCT AND DISCIPLINARY
PROCEEDINGS
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 he 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.
Players may not participate in on-ice activities without wearing the
following equipment in good working order, both during practices and
games: Hockey skates, approved helmet
and face cage, hockey gloves, elbow pad, supporter with hard cup, shin guards,
and a molded mouth guards.
Players must wear their helmets at all times while on the ice,
including on the bench, whether seated or standing.
Players in Squirt and below leagues must use doors to enter and exit
the bench and are expressly forbidden to enter the ice by climbing over the top
of the boards.
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
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.
The
following positions are filled by selection of the Board, by majority
vote: Initiation Program Coordinator,
ACE Coordinator, Club Scheduler, CBHL Representative, Registrar, and At-Large Representatives (2). Selected members serve at the
pleasure of the Board and have all of the rights of elected members with the
exception of the right to vote at Board meetings.
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.
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
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. The secretary is responsible for publishing
the NVHC newsletter.
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. Of which shall include 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 under the direction
of the ACE Coordinator. 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 under the direction of the ACE Coordinator. 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. The coordinator will oversee the Jamboree process and work with the Jamboree evaluators.
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.
Initiation Program Coordinator – shall act as the administrator of the Initiation
program and shall facilitate communication between the Board of Directors, the coaches
and parents, and perform other duties assigned by the President. The Coordinator will work with the House
Director to ensure that Initiation support requirements are satisfied,
including registration, scheduling and coach involvement. The Coordinator’s focus shall be to maximize
the fun and learning experience of the players within the Initiation program.
Association Coaching and
Education (ACE) Coordinator – bears a major responsibility for helping to bring the
NVHC philosophy to the individual coaches and for serving as a sounding Board
for the coaches who prefer to discuss new ideas and coaching methods with
contemporaries. The coordinator shall
make recommendations to the Board for the removal of any coach whose
performance he considers not to be in the best interest of the NVHC program and
philosophy. The Coordinator also
maintains roster of Club coaches and their certification levels; communicates
to Club upcoming certification clinics; promotes player development
opportunities; provides parent education; and ensures age specific skill
development is being used. All of this material is provided by USA Hockey.
Club Scheduler
– Thee Club Scheduler is the single point of contact for scheduling sufficient
ice time to satisfy the requirements of all age groups in both Travel and House
leagues, along with the Initiation program.
The Scheduler will receive requirements from the Travel and House
Directors, and reports to the Vice President in satisfying the scheduling
requirements.
CBHL Representative – attends meetings of the CBHL and facilitates communications between the
Board and the CBHL and performs other duties assigned by the president. In the absence of the CBHL representative the
president will represent The Club before the CBHL as may be required.
Registrar – shall maintain current membership records and rosters and process
current membership and new applicants for membership in accordance with the
by-laws. The registrar is also the NVHC
representative for all administrative coordination with USA Hockey.
At-Large Members – shall accomplish duties
as assigned by the Board. Typical duties
include committee membership and collateral duties in support of Board
responsibilities. Although often accomplishing
thankless jobs, the At-Large Members provide unquantifiable critical support
for the Board and The Club.
Each elected officer shall serve a one-year term beginning on the date of their election.
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.
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 with one adult family member having one vote for each registered player from that family. Any adult member may attend any meeting. One-tenth of the voting membership shall constitute a quorum.
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, the Vice President shall facilitate. Attendance of elected and appointed officers is mandatory. Any adult 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.
The following order of business is included in these by-laws only as an aid to the presiding officer in the conduction of a meeting:
1. Call to order
2. Roll call (sign-in sheet)
3. Secretary’s report
4. Treasurer’s report
5. Board activity report
6. Special functions
7. Old business
8. New business
9. Adjournment
Not less than 60 days prior to the annual meeting of the NVHC, the Secretary shall announce to the membership that nominations to be included on the ballot for the following year’s Board are being accepted by the Secretary of the NVHC Nominations from the floor may also be made. All candidates must be NVHC members in good standing. Nominations shall close no later than three days prior to the election. Members have the option when voting to “write in” a candidate for all positions on the ballot.
Voting for the election of officers must be made by secret ballot. Internet balloting may be considered by the Board if the Board decides that procedures are in place to ensure the integrity of the voting process. 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. Upon the event of a compromise of the integrity of the voting process, the voting results can be nullified, but only by a 2/3 majority of an affirmative vote by the Board to negate the elections.
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 ACE Coordinator, the Travel or House Directors, and the Board of Directors.
The ACE Coordinator, with the endorsement of both 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 ACE Coordinator shall present the relevant experience of each
candidate, to include
ARTICLE XI – FUNDRAISING/SPONSORSHIPS
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 be presented 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 those funds raised.
Teams are not permitted to alter Club jerseys to indicate the names of fund-raising activities.
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 to all members.
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. 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.
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. Minor non-substantive corrections to the By-laws can be made by majority vote of the board. If corrections to the By-laws are made by vote of the Board the corrections shall be posted to the NVHC website and members may call for the corrections to be voted on at the next annual 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.
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.
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.
PART II –
OPERATIONAL GUIDELINES
The colors of the NVHC shall be royal blue and red.
II.
UNDERSTANDING OF RECIPICAL OBLIGATION OF PLAYERS
The NVHC philosophy of equal participation for the players carries an implicit obligation on the part of the players to contribute equally. A player detracts from the quality of a teammate’s ice time when he or she does not contribute to the fullest and become integrated into the system as a member of the team. While the coach must attempt to give each of the players approximately the same amount of game time (allowing for power plays, penalty killing, play in the last minutes of close games, and vagaries of changing lines on the fly) players must earn the right to that time by contributing to the fullest extent of their ability. Teamwork in hockey is essential and players are expected to attend practices (unless absence with a valid excuse is conveyed to and approved by the Team head coach) and play in the team system as taught by the coach. A coach may discipline a player who does not comply with this philosophy (thus lessening the value of the players’ ice time) by sitting the player for shift(s), period(s), and, in consultation with the ACE Coordinator, full games. A player is not owed compensatory ice time for games for which he or she is absent, and a goaltender playing in a rotation who is absent from a game in which he/she is not scheduled to play is not necessarily entitled to play in the next game.
There are three major Divisions within NVHC: Initiation, House, and Travel Hockey. Below is a brief description of each division, in order to acquaint Members with NVHC programs.
The Initiation Program is intended to recruit youth players to ice hockey that may have little to no experience in the sport. Each Initiation program is ten weeks at the Mt Vernon Recreational Center, with one session per weekend of 90 minutes in duration. The program begins with an introduction to equipment and safety and ends ten weeks later, with all participants having a good understanding of the basics of skating in Hockey.
House leagues range from Mite (8 yrs old and younger),
Squirt (9-10 yrs old), Pee Wee (11-12), Bantam (13-14), and Midgets
(15-16). The focus of House Hockey at NVHC
is to promote the game of hockey in a competitive sense, but more so to promote
the fun of the game. House teams
typically practice only on weekends with an ideal schedule of one session on
Sunday and another on Saturday. Most
games are scheduled against opponents outside of NVHC, but within the Capital
Corridor Hockey League (CCHL). Home
Games are played at the Mt Vernon Recreation Center,
Travel Hockey Leagues focus more on higher skilled players that want a little more intensity than a recreational program. Travel teams are picked by way of tryouts; some players may not make the team, based on individual skills and behaviors. Travel teams typically have four ice periods per week, including two week night practices and a weekend practice and game or two weekend games. Using the above three divisions or programs, NVHC provides a comprehensive experience to our communities’ youth.
Travel teams participate in the Capital Beltway Hockey League (CBHL). Coaches recommend which division or level of play their team will play in. The CBHL then holds a Jamboree for verifying that each team is placed in the proper division within their age group.
The Board of Directors shall operate under a philosophy of maximizing the positive experience of all members through the game of hockey, to include the development of the players in areas of sportsmanship, teamwork, community, maturity, skills, and competition. This ethos shall permeate all decisions in which the Board is involved. As such, Board Members must set aside personal interests in executing their duties and prioritize the good of The Club, as a whole across the three major divisions: Instructional, House (recreation), and Travel (higher level of competition).
It is the Board’s charter to ensure that all coaches that interact with members (both head coaches and assistants) are imbued with the philosophy of The Club. An ethic of “winning, at all costs,” should not be tolerated.
Coaches are the most critical link to the players, and thus should be The Club’s focus with respect to the quality and talent. The coaching staff shall be guided by the Board, through the ACE coordinator and Directors.
All coaches (Head Coaches, Assistants, and on-ice Instructors for the Initiation program) shall be certified as per the requirements of USA Hockey. Exceptions can only be granted by the Board of Directors. Waivers may be allowed, but within the policy on waivers as set forth by USA Hockey. Further information can be found on the USA Hockey Coaches Web Site. Any coach that is not in compliance with the above policy shall not be allowed to coach players during NVHC sanctioned practices or games. Violations of this policy may lead to dismissal by the Board from The Club. USA Hockey Certification rules are listed below:
League Required
|
Initiation, Mites |
Level 1 |
|
Squirts |
Level 2 |
|
Pee Wees, Bantams, Midgets |
Level 3 |
|
Midgets (Tier I and II) |
Level 4 |
Figure 1:
Team coaches are responsible for obtaining the fullest possible hockey potential from their players. In that end, Coaches are responsible for their players’ safety and development while participating in club events. Specifics include:
1. Coaches shall ensure that all players wear proper and operating equipment, and that the players are in compliance with USA Hockey, CBHL/CCHL and NVHC rules
2. Coaches shall report any serious injuries to their respective Director or any other Board member, in the Director’s absence
3. Coaches shall report any serious incidents resulting in game misconduct or higher penalties to the appropriate NVHC and league authorities who require such reports
4. Coaches shall provide home game score sheets to the visiting coaches and to the senior game official, providing as a direct information source for Board members.
A major component of meeting NVHC’s vision to maximize the opportunity for players to learn and play ice hockey in a competitive but sportsmanship-like atmosphere is the capability of the coaching staff. NVHC will therefore pay the cost of registration, books and materials and required coaching commitments of all USA Hockey certification courses. As a result of this subsidy, the coach must serve on the NVHC staff for a period of not less than one season after the completion of his/her training.
D. Travel Team Roster Selection
Travel team tryouts shall be held for a minimum of two days and announced at least 30 days in advance of the first tryout. During tryouts, players within an age group will be rated by an evaluation system. The specific details of the evaluation system will be developed by the ACE Coordinator and Travel Director and approved by the Board of Directors and will include evaluation of skills and drills in game conditions. Tryouts for the fall season are normally held in the early spring of that same calendar year. Results of travel tryouts will be announced within five (5) business days of the close of tryouts.
E. House Team Roster Selection
The House Director, along with the Age Group coordinators, shall ensure that as many House registrants as possible are assigned to teams. In cases where there is more than one team within an age group, players shall be assigned to teams with the goal of balancing rosters with respect to numbers of players and skill level. As such, the House Director will direct the use of skill assessment sessions—run by the assigned coaches—so as to best facilitate the assignment of players to teams. Assigned coaches shall recommend team rosters to the Director for approval. The Director shall ensure that the approved rosters are forwarded to the Board for information and registered with Capital Corridor Hockey League (CCHL).
F. Number of Players per Team/Teams per
League (House and Travel)
Each team (both House and Travel) will strive to carry a minimum of 14 players, if at all possible. As per USA Hockey rules, the maximum number of players per team is 20 including goalies, and 18 without including goalies. As a result of the number of successful tryouts (travel) or registrations (house), the House and Travel Directors may choose to field more than one team, dependent upon the number of available players in the respective age group. In such case that the NVHC enters two or more teams from the same age level, the teams will be divided as equally as possible, both in numbers of players and skill level. The Travel Director and ACE Coordinator shall ensure that a concept of an “A” team and “B” team is not created, by spreading skills evenly across teams.
G. Replacement Players (House and Travel)
If, during the season, a team requires additional players because of losses for injuries or members leaving the team, the team coach, in consultation with the Travel Director, House Director or ACE Coordinator and coaches from the next younger age group teams, may select the necessary replacement(s) from a younger age group. Any permanent request to move a skater to an older age group will be initiated by the skater’s parent or guardian and requires approval of the Travel Director, House Director or ACE Coordinator and the Board of Directors.
The option of “playing down” in travel hockey is not allowed per USA Hockey rules. The option of “playing up” will be received under the following circumstance:
1. There is a shortage of players to complete NVHC teams at a particular age level and the head coach of the potentially receiving team requests the play-up.
2. A Member Parent/Guardian requests the play up of their son or daughter
In every case, without exception, a request to play-up must be made in writing and presented at the time of registration; the request shall be forwarded to the Travel Director, in consultation with the ACE Coordinator for adjudication. The Travel Director or ACE Coordinator has the authority to deny the request. However, the Travel Director or ACE Coordinator specifically does not have the authority to authorize the play-up, but must get Board majority-vote approval for the play-up request. Final decision will be announced before team selection is complete.
I.
Play-ups
and Play
Playing up or down in House hockey is at the discretion of the House Director. The Director shall coordinate with the ACE Coordinator and both involved Head Coaches prior to any decision. The decision to play down shall be based solely on the safety of the player involved, in that keeping the player in the “older” league would present a danger to that player due to insufficient social or technical skills to participate in the normally appropriate league from date of birth. In all cases of play ups and downs, the House Director shall notify the Board of his/her decisions.
Initiation programs are focused on the new or beginning hockey player. Although Initiation players are expected to have some skating experience, Initiation Coaches shall experience a group of skaters with significantly diverse skating and hockey skills.
1. Scheduling
and Registration
Initiation programs will run for ten weeks per session. Members who have paid in full for Initiation classes are considered Members in good standing. The Initiation Program Coordinator shall allow—on a case-by-case basis—requests for inclusion in the initiation program after the first session, at a pro-rated fee, dependent upon the circumstances.
2. Coaching/Instructors
Due to the volume of players and diversity of skills, it is often prudent to have a large number of instructors and coaches on the ice in order to maximize the learning experience. All coaches and instructors that are on the ice must be in compliance with coaching policies and guidance within the NVHC By-Laws and Operating Guide. The Initiation Program Coordinator is responsible to ensure that all participating Instructors and Coaches are in compliance as stated herein.
K.
Scheduling
Guidelines
The Scheduler needs maximum flexibility when trying to satisfy the often conflicting requirements of many teams and leagues. However, the following guidelines should be used as a general measure of Club policy:
1.
Team schedules should use as a
guideline the intention for at least two practices for every game.
2.
The recommended maximum number
of games per season is: (A) 15 games for Mites, (B) 20 games for Squirts, (C)
30 games for Pee Wees, (D) 35 games for Bantams, and (E) 45 games for Midgets.
3.
Starting times for games
should be no later than: Mites and Squirts-7:00 P.M., Pee Wees-8:00 P.M.,
Bantams-9:00 P.M., Midgets-10:00 P.M.
As per the NVHC By-Laws, Members include both players and their parents/guardians. The following is meant as a guide for both responsibilities and expectations of NVHC Members.
1. It
is NVHC’s policy to register players within its geographic area, defined as an
area surrounding the three rinks in which NVHC considers home ice: Mt Vernon,
2. To become a Member, one must register and be in good standing. The following specific criteria need to be a Member in good standing:
A. Membership
dues either paid in full or paid in accordance to the published scheduled
payment plan (new members) for the upcoming season, or—for existing members—
installments paid as per the published schedule. Members who have worked out a
payment plan with the treasurer and who are current with the payments as
determined will be considered in good standing.
Note: Members that left in the
middle of a prior season without having paid all fees due will be considered as
not in good standing
B. Behavior of Member is in keeping with the NVHC Code of Conduct (Appendix A). All members shall have read and understand fully the NVHC Codes of Conduct to remain in “good standing” with The Club.
C. No existing issues or in-force membership restrictions, as per actions of the Board.
New Members must have paid membership fees in full or paid in accordance to the published scheduled payment plan, in order to become Members in good standing. Registration priority will go to existing members over new members in cases where limitations prevent all membership requests from being honored. New Members are defined as per the following guidelines:
1. Those who move into the NVHC geographic area and have not played in the CBHL during the last season will be treated as new members.
2. Registered members of NVHC in good standing from the prior year those that were members of the Little Capitals, whose last CBHL club prior to playing as a Little Capital was NVHC, are eligible to register as current members of NVHC. All others that played in the Little Capitals program shall be treated as new members
3. Those who have left NVHC in good standing and have not played for another CBHL club shall be treated for registration purposes as current members.
The Board shall make every effort to keep membership costs as low as possible while still providing a quality program (i.e. at least three ice sessions per week for travel teams, two sessions per week for house teams, and one session per week for instructional program.) Registration 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. Typical costs covered by membership fees include but are not limited to: cost of ice, uniforms, training, and administrative fees. Members are responsible for all fees, once registering and signing in writing—or agreeing electronically on line to The Club’s terms and conditions of membership—that they obligate themselves to membership.
All Members shall have on file within the NVHC system a medical release form and shall ensure that all required information is filled in and current. This form shall be on file, regardless of how often the parent or guardian believes to be available for immediate consent or provision of information. This release form allows for prompt and sometimes time-critical medical care to be administered without undue delay.
This section applies to all Members, regardless of position within The Club. From President to visitor, anyone attending an NVHC sponsored function in or on a complex for which NVHC has permission to operate at that time.
1. Players, coaches, parents, and spectators are required to conduct their relations with other teams, their own team, and other club individuals in a spirit of good sportsmanship
2. Any player, coach, parent, or spectator who is found to be in violation of the Sportsmanship Rule or Code of Conduct may be investigated by the Conduct Board.
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 members whose conduct is prejudicial to or tends to injure the good name of NVHC, disturb its well being, hamper it in its function, or otherwise reflect discredit upon NVHC may be brought before the Conduct Board.
The Conduct Board as authorized by NVHC By-Laws, is the mechanism by which the Board of Directors shall enforce expected behavior of good sportsmanship and sense of community and shall investigate alleged violations of the Sportsmanship Rule and the Code of Conduct The Conduct Board will be composed of a Board of Director’s member, a parent, and a coach. The selected Board member will preside over the Conduct Board. Upon conclusion of the investigation, the Board is authorized to levy appropriate action. This action may include, but is not limited to, suspension, restitution, or removal from The Club. Suspension, for any reason, does not entitle a member to a refund or dues; exceptions may be as approved according to policies set by the Board of Directors.
Before any action may be taken by NVHC against any individual(s), a hearing shall be convened. The Conduct Board shall preside over the hearing, but will close the hearing to the general membership. All pertinent parties will be provided the opportunity to present information as to the facts in the case. Upon reviewing all evidence presented, the Conduct Board will render a decision. Under extenuating circumstances, the Conduct Board may suspend a player(s) even while it is under appeal. Any decision rendered may be in addition to those penalties already imposed by USA Hockey and the CBHL.
The decision of the Conduct Board may be appealed to the Board of Directors. The President shall appoint a three member review panel, which will be provided pertinent information by the Conduct Board. After reviewing all information, the panel will render a decision. The Panel’s decision is final and cannot be appealed.
H.
Volunteering/Involvement
All teams require a lot of effort behind the scenes in order for each season to run smoothly. All families are encouraged to get involved in their players’ teams as much as possible. Positions that often need filling range from Team Manager to Social Director or Team Treasurer. Being closely involved is very rewarding and will make a gigantic difference in the team’s experience.
APPENDIX A – POINTS OF EMPHASIS AND CODES OF CONDUCT
The goal of the NVHC Club is best summarized by the vision of USA
Hockey: To promote a safe and positive
playing environment for all participants while continuing to focus on skill
development and enjoyment of the sport. To that end, all officials, coaches,
players, parents, spectators and volunteers will comply with the following
“Points of Emphasis” when participating in the sport of ice hockey:
Fair Play and Respect
Fair play and respect are the backbone of any successful amateur sports
program. In order for a positive environment to be created, it is imperative
that all participants and spectators have respect for all players, coaches,
officials and the sport of hockey. Hockey is a game demanding high levels of
concentration and skill. As a player, it
is necessary to play the game fairly, with respect for opponents and
officials. As a coach, it is necessary
to instruct players during games and practices, ensuring that each player
receives the training necessary to understand and play by the rules. Officials should be diligent and confident
when officiating the sport. Each official should enforce the playing rules
fairly and respectfully. All spectators
are encouraged to support their teams while showing respect for all players,
coaches, officials and other spectators.
Intimidation
Intimidation or “bullying” has no place in ice hockey. Any act that
includes taunting or teasing or hazing of players, coaches, officials, or
spectators by means of verbal ridicule, threat of physical violence, or
physical violence itself will not be tolerated at NVHC events. Coaches are responsible for instructing their
players to play the sport in a safe and sportsmanlike manner. To that end,
coaches are directed to teach only those skills necessary to allow for proper
and legal body contact. Players are
encouraged to develop a deep sense of respect for all (opponents and officials)
while endeavoring to enjoy the sport and improve their playing ability. Each
player is encouraged to develop a sense of right and wrong when engaging in any
type of body contact.
In
order to ensure that the principles of sportsmanship, fair play, skill
development, and mutual respect among players, coaches, officials, and
spectators are the primary considerations governing competition in NVHC
activities, the following pages contain Codes of Conduct for players, coaches,
and spectators that NVHC has established and adopted:
Each player will ensure that his/her playing conduct is that of a young lady or gentleman fairly competing to the limit of his/her ability. To satisfactorily meet these responsibilities, the player is expected to:
1. Know the rules and abide by them.
2. Respect the game officials and refrain from addressing them or commenting on their decisions during the play of the game. The team captain may address the officials during the game but only within the provisions of the rules, and in a courteous, respectful manner.
3. Maintain control of his/her emotions, avoiding the use of abusive language or profanity, humiliating remarks, and/or gestures of ill temper, and physical assault upon another player at any time.
4. Respect the coaches and players of the opposing team. Demonstrate appropriate gestures of sportsmanship during and at the conclusion of the game, being humble and generous in victory, proud, and courteous in defeat.
5. Follow all building and facility rules and regulations, respecting at all times the property of others.
6. Realize, accept, and practice the principle that a team’s reputation is built not only on its playing ability but also on sportsmanship, courtesy, and manners of each individual player.
7. Understanding that hockey is a contact sport, but the contact is used as a tool to gain a competitive advantage within the rules and is not intended to be used as a weapon to injure or cause harm.
I (print name) ______________________ agree to abide by the NVHC Code of Conduct whenever participating in an NVHC sponsored activity. I also acknowledge that failure to follow the Code of Conduct may result in disciplinary action, which may include suspension or banishment from NVHC activities.
(Signature)________________________________
Each coach will ensure that his/her conduct is that of a lady or gentleman, demonstrating at all times the highest level of sportsmanship and fair play. To satisfactorily meet these responsibilities, the coach is expected to:
1. Know the rules and abide by them.
2. Instruct team members in the rules of the game and motivate each player to compete according to the rules at all times.
3. Respect the game officials and refrain from questioning their decisions or from addressing them in a loud, disrespectful, or abusive manner.
4. Ensure that the players and spectators follow all building and facility rules and regulations.
5. Ensure that the fans of his/her team conduct themselves with sportsmanship and maturity at all times while in attendance at game sites. Assist game officials in maintaining control of spectators and players during the games.
6. Respect the coaches and players of the opposing team both during the play of the game and at its conclusion, win and lose.
7. Teach each player, especially through personal example, to be humble and generous in victory and proud and courteous in defeat.
8. Maintain control of his/her emotions and avoid actions, language and/or gestures that may be interpreted as hostile or humiliating.
9. Instruct team support personnel (e.g., assistant coaches, line persons, scorekeepers, and timekeepers) in their responsibilities in accordance with established rules and procedures.
10. Not consume or allow being consumed alcohol at NVHC activities or being in an inebriated state during practices, games or in the presence of my players.
11. Never encourage, tolerate or indulge in substance abuse.
12. Never smoke or use tobacco products in front of players during practices or games.
13. Realize, accept, and practice the principle that a team’s reputation is built not only on its playing ability but also on its sportsmanship, courtesy, and manner.
I (print name)______________________agree to abide by the NVHC Code of Conduct whenever participating in an NVHC sponsored activity. I also acknowledge that failure to follow the Code of Conduct may result in disciplinary action, which may include suspension or banishment from NVHC activities.
(Signature)________________________________
Each spectator will ensure that his/her conduct is that of a lady or gentleman while observing the competition and after its conclusion. To satisfactorily meet these responsibilities, the spectator is expected to:
1. Respect the rules of the game.
2. Respect the game officials and refrain from questioning their decisions or from addressing them in a loud, disrespectful, or abusive manner.
3. Cheer for their team in a positive, supportive manner, refraining at all times from making hostile, negative, or abusive remarks about the opposing team.
4. Refrain at all times from coming onto the ice or from throwing objects or other foreign materials onto the ice. Exit in an orderly manner at the conclusion of the activity. Enter indoor facilities quietly and remain seated during the conduct of the activity.
5. Follow all building and facility rules and regulations, respecting at all times the property of others.
6. Demonstrate appropriate gestures of sportsmanship at the conclusion of the game, win or lose.
7. Realize, accept and practice the principle that a team’s reputation is built not only on its playing ability but also on sportsmanship, courtesy and citizenship of its fans.
I (print name)______________________agree to abide by the NVHC Code of Conduct whenever participating in an NVHC sponsored activity. I also acknowledge that failure to follow the Code of Conduct may result in disciplinary action, which may include suspension or banishment from NVHC activities.
(Signature)________________________________
APPENDIX B – CONFLICT OF INTEREST POLICY
Conflict
of Interest Policy - Northern Virginia Hockey Club
General
The purpose of the following policy and procedures is to prevent the personal interest of officers, board members, employees and volunteers from interfering with the performance of their duties to the Northern Virginia Hockey Club (“Club”) or result in personal financial, professional, or political gain on the part of such persons at the expense of Club or its Members, supporters, and other stakeholders.
Definitions:
Conflict of Interest (also Conflict) means a conflict, or the appearance of a conflict, between the private interests and official responsibilities of a person in a position of trust. Persons in a position of trust include officers, board members, employees and volunteers of the Club.
Board means the Board of Directors.
Officer means an officer of the Board of Directors.
Volunteer means a person -- other than a board member or officer -- who does not receive compensation for services and expertise provided to Club and retains a significant independent decision-making authority to commit resources of the organization.
Employee means a person who receives all or part of her/his income from the payroll of Club.
Supporter means corporations, foundations, individuals, 501 (c ) (3) nonprofits, and other nonprofit organizations who contribute to Club.
POLICY AND PRACTICES
1. Full disclosure, by notice in writing, shall be made by the interested parties to the full Board of Directors in all conflicts of interest, including but not limited to the following:
2. Following full disclosure of a possible conflict of interest or any condition listed above, the Board of Directors shall determine whether a conflict of interest exists and, if so the Board shall vote to authorize or reject the transaction or take any other action deemed necessary to address the conflict and protect Club’s best interests. Both votes shall be by a majority vote without counting the vote of any interested director, even if the disinterested directors are less than a quorum.
3. An officer or board member who is formally considering employment with Club must take a temporary leave of absence until the position is filled. Such a leave will be taken within the board member's elected term which will not be extended because of the leave. A Board member or Committee member who is formally considering employment with Club must submit a written request for a temporary leave of absence to the Secretary of the Club board, c/o the Club’s office, indicating the time period of the leave. The Secretary of Club will inform the Chair of the board of such a request. The President will bring the request to the board for action. The request and any action taken shall be reflected in the official minutes of the Club.
4. An interested Board member, officer, or employee shall not participate in any discussion or debate of the Board of Directors, or of any committee or subcommittee thereof in which the subject of discussion is a contract, transaction, or situation in which there may be a perceived or actual conflict of interest. However, they may be present to provide clarifying information in such a discussion or debate unless objected to by any present board or committee member.
5. Anyone in a position to make decisions about spending Club’s resources (i.e., transactions such as purchases contracts) – who also stands to benefit from that decision – has a duty to disclose that conflict as soon as it arises (or becomes apparent); provided further that she or he should not participate in any final decisions.
6. A copy of this policy shall be given to all Board members, officers, volunteers or other key stakeholders upon commencement of such person's relationship with Club or at the official adoption of stated policy. Each board member, officer, and employee shall sign and date the policy at the beginning of her/his term of service or employment and each year thereafter. Failure to sign does not nullify the policy.
1. This policy and disclosure form must be filed annually by all specified parties.
____________________________________________________________________________
President Date
APPENDIX C – WHISTLE BLOWER POLICY
Whistleblower
Policy – Northern Virginia Hockey Club
General
The Northern Virginia Hockey
Club (“Club”) requires directors, officers and employees to observe high
standards of business and personal ethics in the conduct of their duties and
responsibilities. As employees and representatives of the Organization, we must
practice honesty and integrity in fulfilling our responsibilities and comply
with all applicable laws and regulations.
Reporting Responsibility
It is the responsibility of
all directors, officers and employees to observe high standards of business and
personal ethics in the conduct of their duties and responsibilities to the
Club, and to report to the President of the Club, violations or suspected
violations in accordance with this Whistleblower Policy.
No Retaliation
No director, officer,
volunteer or employee who in good faith reports a violation of the high
standards required by the Club shall suffer harassment, retaliation or adverse
employment consequence. An employee who retaliates against someone who has
reported a violation in good faith is subject to discipline up to and including
termination of employment. Any director,
officer or volunteer who retaliates against someone who has reported a
violation in good faith is subject to discipline up to and include being
relieved of any and all responsibilities with respect to the Club. This Whistleblower Policy is intended to
encourage and enable employees and others to raise serious concerns within the
Club prior to seeking resolution outside the Club.
Reporting Violations
The Code addresses the Club’s
open door policy and suggests that employees, as well as directors, officers,
and volunteers, share their questions, concerns, suggestions or complaints with
someone who can address them properly. In most cases, the Club’s President is
in the best position to address an area of concern. However, if an individual
is not comfortable speaking with the President, or is not satisfied with the
President’s response, the individual is encouraged to speak with any other
officer or director of the Club. Directors,
Officers and employees are required to report suspected violations of the high
standards of the Club to the President, who has specific and exclusive
responsibility to investigate all reported violations.
Responsibilities of the
President
The Club’s President is
responsible for investigating and resolving all reported complaints and
allegations concerning violations of the high standards required of the Club
and, at his discretion, shall advise the Board of Directors, to include any
recommendations for action. The
President is required to report to the Board of Directors at least annually on
compliance activity.
Accounting and Auditing
Matters
The Board of Directors shall
address all reported concerns or complaints regarding corporate accounting practices,
internal controls or auditing. The President shall immediately notify the Board
of Directors of any such complaint and work with the Board until the matter is
resolved.
Acting in Good Faith
Anyone filing a complaint
concerning a violation or suspected violation of the high standards required by
the Club must be acting in good faith and have reasonable grounds for believing
the information disclosed indicates such a violation. Any allegations that
prove not to be substantiated and which prove to have been made maliciously or
knowingly to be false will be viewed as a serious disciplinary offense.
Confidentiality
Violations or suspected
violations may be submitted on a confidential basis by the complainant or may
be submitted anonymously. Reports of violations or suspected violations will be
kept confidential to the extent possible, consistent with the need to conduct
an adequate investigation.
Handling of Reported
Violations
The President will notify
the sender and acknowledge receipt of the reported violation or suspected
violation within five business days. All reports will be promptly investigated
and appropriate corrective action will be taken if warranted by the
investigation.
_____________________________________________________________
President Date
This policy is based on a sample provided by National Council of Nonprofit Associations, www.ncna.org.