BY-LAWS
of the AVON-CANTON-FARMINGTON
YOUTH HOCKEY ASSOCIATION, INC.
ARTICLE I – NAME, PURPOSE AND AFFILIATIONS
SECTION 1. NAME
The name of the Association is Avon Canton Farmington Youth Hockey Association, Inc. (ACFYHA.)
SECTION 2. PURPOSE
Avon Canton Farmington Youth Hockey Association (ACFYHA) is a 501 c(3) non-profit youth hockey association open to all youth nineteen (19) and under in the Farmington Valley region. The objective of this Corporation is to implant firmly in the boys and girls of the community the ideals of good sportsmanship, honesty, loyalty, courage and good health habits so that they may be well-adjusted, stronger and happier boys and girls and will grow to be good, clean, healthy and trustworthy men and women. This objective will be achieved by providing a well-supervised program of competitive youth ice hockey and associated events. The community shall bear in mind that the attainment of exceptional athletic skills or the winning of games is secondary, and the molding of future men and women is of prime importance.
SECTION 3. AFFILITATIONS
In the promotion of this purpose this Association shall be affiliated with other Associations in the United States through membership in the Connecticut Hockey Conference and USA Hockey.
a) Connecticut Hockey Conference (CHC)
The Connecticut Hockey Conference (CHC) is the governing body for USA Hockey in Connecticut. CHC consists of approximately 40 youth hockey organizations throughout Connecticut. These local organizations make it possible for between 10 and 12 thousand young hockey players to have the opportunity to enjoy amateur hockey at many different levels. CHC provides the structure and the means for boys and girls age 4 to 19 to learn the necessary skills to play the sport of hockey. In order to further ensure the development of our players, CHC also provides training for coaches and officials.
As we are all well aware, hockey is a competitive sport. CHC organizes this state’s roughly 775 teams into levels according to age group. These teams compete during the season in their appropriate levels and are ranked by a staff of CHC officials. Each level is structured to help meet the needs of the youth player.
INITIATION - Learn to skate programs
RECREATIONAL - House and B level
COMPETITIVE - A level travel teams
SELECT - Team Connecticut
To foster the competitive spirit, CHC provides year end tournaments. These tournaments give almost 7,500 of our young hockey players a taste of tournament play and fosters the desire to strive for the next level.
b) USA Hockey - Youth Hockey
USA Hockey, Inc. is the national governing body for the sport of hockey in the United States. As such, its mission is to promote the growth of hockey in America and to provide the best possible experience for all participants by encouraging, developing, advancing and administering the sport. (See Article XI)
ARTICLE II – SERVICE AREA
SECTION 1.
The service area of this Association shall be the Farmington Valley areas, especially the towns of Avon, Canton, and Farmington. This Association may work cooperatively and jointly with other CHC sponsored youth hockey associations in these areas.
ARTICLE III - MEMBERS
SECTION 1.
Anyone of good character who is in sympathy with the Association's purpose may become a member of this Association in accordance with such provisions as may be established by the Board of Directors. Membership runs from September to September. Any volunteer and adult whose child participates in any activity shall be considered a member. The Board of Directors may grant special membership on a majority vote.
SECTION 2. REGULATIONS
The Board of Directors shall provide for and establish regulations with respect to membership including suspension and termination thereof.
ARTICLE IV – DIRECTORS
SECTION 1.
The Board of Directors shall have the authority and responsibility to determine the operating policies of the Association, including terms and conditions of, programs, program fees, program facilities and equipment and operating finances.
SECTION 2.
The Board of Directors shall consist of not less than six (6) and no more than fifteen (15) members who meet the qualifications for membership in the Association. Directors shall be arranged in three panels of not less than two (2) and not more than five (5) members each, according to dates of election and expiration of respective terms of office.
SECTION 3.
The election of Directors shall be held at the Annual Meeting of the Association upon nomination as provided in Section 4 of Article VI. The Directors so elected shall hold office for three (3) years or until their successors shall have been elected and qualified.
a) No person shall be eligible for election as a Director unless nominated by the Nominating Committee or unless the individual's name has been submitted to the Nominating Committee as provided in Article VI, Section 4.
b) At each annual election of Directors each Board member present in-person or by valid proxy, shall be entitled to vote for the number of Directors not to exceed five from a list of names of those persons nominated by the Nominating Committee and those additional names presented to the Nominating Committee under the provisions of Article VI, Section 4 (a). Those nominees receiving the highest number of votes shall be elected.
c) A written ballot will be used to vote for Board of Director positions.
d) Only one vote is allowed from each Board member family.
SECTION 4. REGULAR MEETINGS
Regular meetings of the Board of Directors shall be held on the call of the President as often as necessary, but at least once every quarter. Unless cancelled for summer recess, they shall take place on the first Monday of each month.
SECTION 5. CONDUCT OF MEETINGS
a) Order of Business: The order of business at any regular meeting shall be as follows so far as is practicable:
1. Attendance Taken
2. Review and approval of Minutes of Previous Meeting
3. Reception of Visitors
4. Treasurers Report
5. Presidents Report
6. Old Business
7. Officers Reports
8. By-Laws/ Policy Review
9. New Business
10. Correspondence
11. Adjournment
b) Minutes: The minutes of ACFYHA meetings shall include a record of those in attendance, motions considered and their disposition, and reports received either explicitly or as attachments.
The minutes shall be distributed to BOD members prior to the onset of the next regular meeting. Copies of the meeting minutes shall be kept on file with the league secretary and be available for review by any ACFYHA members.
c) Voting: Every BOD member present shall vote on every matter unless excluded by a majority of the BOD from voting by reason of perceived conflict of interest.
d) Motions:
1. Each BOD member shall have the privilege of proposing motions for consideration by the BOD with a requirement of a seconder.
2. On any question, members shall observe parliamentary courtesy. The proposer of any motion shall have the right to open and close debate; however, closure shall not take place until every member choosing to speak has had the opportunity to do so.
3. Any member has the right to propose amendments to the motion, providing it enhances the intent of the original motion and is accepted by the proposer.
A proposer has the right to withdraw the motion at any time.
SECTION 6. SPECIAL MEETINGS
Special meetings of the Board of Directors may be called by the President and shall be called by the President upon the request of three Directors providing all BOD members have been duly informed by phone, email or voicemail. The object of such meeting shall be stated in the notice (e.g. to approve the number of players selected per team) and no other business shall be transacted.
SECTION 7. QUORUM
A majority of the voting members of the Board of Directors shall constitute a quorum at any meeting. A Director who has missed three consecutive BOD meetings is not considered a voting member and shall not be considered in the count.
SECTION 8. VACANCIES
The Board of Directors shall have the power to fill all Director vacancies occurring from any cause for the unexpired term of the former incumbent, provided that anyone so elected to fill an unexpired term of a Director shall be qualified to serve on the panel where such vacancy is being filled. Vacancies shall be filled by a majority vote of the Board of Directors present and voting at any meeting.
SECTION 9. REMOVAL
In case of conduct unbecoming by any Director or any officer of the Association, the position or office of such Director or officer may be declared vacant at any meeting of the Board of Directors called for that purpose and by a majority affirmative vote with a quorum present.
Absence from more than one-half of the regular and special meetings during any calendar year shall be cause for consideration of removal from the Board.
ARTICLE V - OFFICERS
SECTION 1. OFFICERS
The Board of Directors at each Annual meeting of the Association, shall elect from its own number a President, one or more Vice Presidents, a Secretary, a Treasurer, and such other officers as it may deem necessary. The officers shall be the officers of the Association and of the Board of Directors and shall hold office for a one-year term or until their successors are elected.
SECTION 2. PRESIDENT
The President shall preside at all business meetings of the Association, the Board of Directors and the Executive Committee and shall make a full report of the year's work to the annual meeting of the Association. Subject to the approval of the Board of Directors, the President may appoint all standing and special committees of the Board and of the Association and shall designate each chairpersons. The President shall be an ex-officio voting member of all committees of the Board of Directors, except the Nominating Committee.
SECTION 3. VICE PRESIDENTS
In the absence or disability of the President, the Vice Presidents shall, in the order of their elected designation, have the power to perform all the duties and functions of the President. Each Vice President shall be responsible for the major division of the work of the Association assigned by the President and the Board of Directors.
SECTION 4. TREASURER
The Treasurer shall be chairperson of the Finance Committee and shall receive and keep cash funds and financial records belonging to the Association and accurately tracking all monies received and disbursed. The Treasurer shall present a financial report to include a Balance Sheet & Profit & Loss Statement at the Annual General Meeting of the Association and at each regular meeting of the Board of Directors and at such other times as may be required. The Treasurer shall present to the board the results of its annual audit.
SECTION 5. SECRETARY
The Secretary shall keep all minutes of all the business meetings including attendance and votes of the Association, Board of Directors and Executive Committee.
ARTICLE VI – COMMITTEES
SECTION 1. STANDING AND SPECIAL COMMITTEES
The Board of Directors shall determine what standing and special committees are to be appointed, define the duties of such committees and review their policies and reports. Committees shall report to the Board of Directors at regular intervals. No committee other than the Executive Committee is authorized to spend money without prior appropriation by the Board of Directors.
SECTION 2. EXECUTIVE COMMITTEE
Each Member shall be entitled to notice that the Executive Committee shall consist of not less than four (4), nor more than six (6) members of the Board of Directors and shall include the President, one or more Vice Presidents, the Treasurer and the Secretary. This committee shall have all the powers of the Board of Directors, except the power to reverse any action or policy of the Board. It shall act for the Board in the interim between Board meetings and shall present minutes of each of its meetings at the following Board of Directors Meeting. The President or any three members of the Committee may call a meeting at any time. Three members shall constitute a quorum.
SECTION 3. FINANCE COMMITTEE
The Finance Committee shall consist of at least four (4) members, including the President and the Treasurer.
SECTION 4. NOMINATING COMMITTEE
The Nominating Committee shall consist of at least four (4) members appointed by the President and shall include representation from Board of Directors and Adult membership. At the Annual Meeting of the Association the Nominating Committee shall nominate members for election to the Board of Directors.
a) At least twenty-one days before the Annual Meeting of the Association, the Nominating Committee shall mail, email or post on the Association’s web a copy of the names of the persons it nominates. Ten percent of the Members families may present in writing to the Nominating Committee not later than ten days before the Annual Meeting the name or names of any other member or members of the Association for election to the Board of Directors. Such writing to specify to which panel or panels such person or persons who are being so nominated. Such name or names and the panel or panels to which nominations are being made shall be posted immediately by the Nominating Committee.
b) No person shall be eligible for election as Director or unless the name shall have been submitted to, or nominated by, the Nominating Committee.
c) Upon notification by the President or any three members of the Board of Directors of the existence of a vacancy on the Board of Directors or any office of the Board of Directors, the Nominating Committee shall promptly submit to the Board of Directors a nomination to fill such vacancy.
ARTICLE VII – ORGANIZATIONS
No club, organization or other group activity shall be carried on within or in connection with this Association except with the approval of the Board of Directors. Every such organization shall be under the supervision of the Board of Directors, which may reorganize or discontinue such organization. The governing rules and by-laws of every such organization shall be subject to approval or disapproval of the Board of Directors.
ARTICLE VIII - MEETINGS OF THE ASSOCIATION
SECTION 1.
Notices of the Annual General Meeting of the Association and special meetings of the Association shall be given to all member families by mail, email or posting on the Association web site at least ten days in advance of such meetings.
SECTION 2.
Special meetings of the Association may be called by the President or by order of the Board of Directors or upon written request addressed to the President or Secretary specifying the objective for such meeting by ten percent of the member families. No business shall be transacted at such meeting that is not specified in such written notice.
SECTION 3.
a) ACFYHA shall hold an Annual Meeting open to the general membership on or before the last week of July. Due notice of the Annual Meeting will be advertised to all participating members and those interested in the hockey program through both email and Association web site.
b) ACFYHA shall hold elections for BOD positions at the Annual general meeting. The elected BOD should then form part of ACFYHA until successors are elected, appointed and installed.
c) ACFYHA members in good standing are eligible to vote. Board Members have the privilege of standing for or nominating a representative for election for each position. Positions, terms and duties there of are detailed in Article 4.0 of the Policies and Procedures manual.
d) In the event that a Board member is unable to attend a Board of Directors (BOD) meeting, he/she may submit to another BOD member, a Proxy vote prior to the commencement of the meeting. Said vote shall be in writing (or email) and contain a YES or NO vote on a specific issue or issues. Blanket or undefined votes will not be allowed. For example, a Board member may not submit a Proxy vote to vote Yes or vote No on all issues to come before the Board during that particular meeting.
e) An annual report from all Directors and Level Directors is to be made available and filed with the minutes of the Annual Meeting.
f) The agenda for the Annual Meeting will be finalised at least 7(seven) days prior to the meeting. ACFYHA Board of Directors shall receive the agenda with copies and made available via the association web site for the general public.
ARTICLE IX - FISCAL MATTERS
SECTION 1.
The fiscal year of the Association shall commence July first and end June thirty.
SECTION 2.
The annual budget of the Association shall be approved by the Board of Directors.
SECTION 3.
The funds of the Corporation shall be deposited in such banks or depositories as the Board of Directors shall designate, and such deposits shall be made in the name of the Corporation and monies shall be withdrawn either upon check or order signed by the Treasurer or another Officer.
ARTICLE X INDEMNIFICATION OF DIRECTORS, OFFICERS AND VOLUNTEERS
SECTION 1.
The Association shall indemnify each person formerly, now or hereafter elected or appointed a Director, Officer or Volunteer of the Association against all expenses reasonably incurred or paid by the individual in connection with the defense or disposition of any actual or threatened claim, action, suit, or proceeding (civil, criminal, or other, including appeals) in which such person may be involved as a party or otherwise by reason of having served in any such capacity, or by reason of any action or omission or alleged action or omission (including those ante-dating the adoption of this article) while serving in any such capacity; except for the expense incurred or paid by (i) with respect to any matter as to which such person shall have been adjudicated in any proceeding not to have acted in the reasonable belief that the action was in best interest of the Association, or (ii) with respect to any matter as to which such person shall agree or be ordered by any court of competent jurisdiction to make payment to the Association, or (iii) against which the Association shall be prohibited by law or by order of any court of competent jurisdiction from indemnifying such person.
The disposition of any matter by settlement, compromise, or the entry of a consent decree, a judgment of conviction or the entry of any plea in a criminal proceeding shall not of itself be deemed an adjudication of not having acted in the reasonable belief that the action taken or omitted was in the best interest of the corporation. The term "expense" shall include, without limitation, settlements, attorney's fees, costs, judgments, fines, penalties and other payments. The right of indemnification herein provided for shall be in addition to any other right which any such person who has ceased to be such director, trustee, officer, employee, or agent and shall inure to the benefit of the heirs and personal representatives of any such person.
ARTICLE XI – USA HOCKEY
SECTION 1. USA HOCKEY PREEMINENCE
1. The Avon Canton Farmington Youth Hockey Association (ACFYHA), an Affiliate Association of USA Hockey, Inc., shall abide by and act in accord with the Articles of Incorporation, By-Laws, Rules and Regulations, Playing Rules and decisions of the Board of Directors of USA Hockey, and such documents and decisions shall take precedence over and supersede all similar governing documents and/or decisions of the ACFYHA. Further, the ACFYHA (i) shall assist USA Hockey in the administration and enforcement of the provisions of the By-Laws, Rules and Regulations, Playing Rules and decisions of the Board of Directors of USA Hockey, within and upon its members and/or within its jurisdiction and (ii) agrees to be guided by USA Hockey core values.
SECTION 2. INDEMNITY
ACFYHA, an Affiliate Association of USA Hockey, Inc., shall indemnify and hold harmless USA Hockey, the Board of Directors of USA Hockey and each member thereof, the Executive Committee of USA Hockey and each member thereof, the councils and committees of USA Hockey and each member thereof, and all other elected, appointed, employed or volunteer representatives of USA Hockey from any and all claims, liability, judgments, costs, attorneys’ fees charges and expenses whatsoever, arising from the acts and omissions of ACFYHA, except to the extent (i) that USA Hockey or its aforedescribed representatives caused such claims, liability, judgments, costs, attorneys’ fees, charges or expenses by their own intentional neglect or default or (ii) that such acts or omissions were the direct result of compliance with the Articles of Incorporation, By-Laws, Rules and Regulations, Playing Rules or decisions of the Board of Directors of USA Hockey. Further, ACFYHA understands and acknowledges that USA Hockey and its aforedescribed representatives have assumed such assignment, function, office or capacity upon the express understanding, agreement and condition that they be so indemnified and held harmless to the extend described in this by-law.
ARTICLE XII – AMENDMENTS
SECTION 1.
These By-Laws may be amended by vote of two-thirds of the Member families present at any Annual Meeting of the Association or at a special meeting of the Association called by the President for this stated purpose, provided any such amendment shall have been approved by two-thirds of all rostered Board of Directors and notice given to membership and posted conspicuously on the Association’s web site at least ten days previous to such a meeting.
