YARMOUTH-DENNIS YOUTH HOCKEY
NAME AND OBJECT:
The Name of the Corporation is: YARMOUTH DENNIS YOUTH HOCKEY ASSOCIATION, INCORPORATED, hereinafter referred to as YDYH. The Association is organized exclusively for charitable purposes, including for such purposes, the promotion, the establishment and support of activities and facilities for the benefit and advancement of the general welfare and quality of life of the youth of Dennis, Yarmouth and the surrounding towns between the ages of four through eighteen who have an expressed interest in organized hockey activities under section 501 (c) 3 of the Internal Revenue Code or corresponding section of any future federal tax code. No youth, who is a resident of Dennis or Yarmouth, shall be prohibited from participating in the programs of Yarmouth Dennis Youth Hockey, except for express reasons of misconduct.
No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth.
Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on by an organization exempt from the federal income tax under section 501 (c) 3 of the Internal Revenue Code, or corresponding section of any future federal tax code, or by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
ELIGIBILITY AND MEMBERSHIP:
Any boy or girl meeting the requirements as to age and residency in the towns of Dennis and Yarmouth, as well as any boy or girl who attends Dennis-Yarmouth Regional School District shall be eligible to try-out for YDYH when s/he shall have completed the necessary registration forms and subject to the terms and conditions set forth in said forms. Any boy or girl who lives in another town may register, at the discretion of the board, if they meet the age requirements.
The parent(s) or guardian(s) of any boy or girl having completed any of the necessary registration form(s) shall be admitted to membership in the association, which membership shall continue in force until the registration period in the successive year.
Anyone admitted into the membership of the association shall enjoy all the rights, privileges, duties and responsibilities of such membership.
Any boy or girl, meeting the requirements as to age may, if they so desire, continue to play in YDYH even if they have moved out of town.
Any boy or girl who meets the above conditions for membership shall be considered a Junior Member. That member shall have no voting rights at any Association meeting or meeting of the Board. Each Junior Member will be assessed a tuition fee for each session. The amount of such tuition shall be determined by the Board and made known to the membership prior to the start of the season. No Junior Member may participate in any team’s on-ice activities unless and until s/he has paid tuition according to the fee schedule and timetable approved by the Board. No Junior Member will be allowed to register for the next season with an outstanding balance. Any exceptions to this policy have to come from the Board.
Any person who is the biological parent or legal guardian of a Junior Member, who actively participates in the activities of the Association and is in good standing. A member is considered in good standing when all financial obligations to the Association are met. Regular Members in good standing shall have voting rights, that right is one vote per junior member, at any meeting of the General Membership or on any voted items brought before the membership either at a meeting or by mail. Regular Members in good standing can be considered for any position on the Board. All active coaches are considered Regular Members for voting purposes. Any Regular Member not in good standing shall have no voting rights at any meeting of the Association or the Board.
Any person who desires to actively participate in any Association activity and who does not qualify as a Junior Member or Regular Member may be nominated as an Associate Member by any Regular Member in good standing at any meeting of the general membership or the Board unless elected or appointed to the Board pursuant to these By-Laws. Associate members have no voting privileges.
BOARD OF DIRECTORS AND OFFICERS:
Section 1. General Powers.
The affairs of the Association shall be managed by its Board of Directors. Any member in good standing shall be considered for a position on the Board of Directors.
Section 2. Number, Tenure, Qualifications:
The number of members on the Board of Directors shall be comprised of: Individuals who have been duly elected to hold the offices of President, Immediate Past President, Vice President, Secretary, Treasurer, Member-Elect, Ice Scheduler Director of Girls and (2) Tony Kent Arena Reps and other positions as determined necessary by Board of Directors to fulfill the needs of the organization. All elected members of the Board of Directors shall have one voting privilege. Tenure of all members of the Board of Directors is one year. If needed after an election and during the course of the season, the President may appoint such other non-voting positions they see fit to appoint. This may fluctuate from year to year. These positions are to assist the Board with its duties. The President may appoint one or more assistant clerks and one or more assistant treasurers, as it deems desirable with such members having the authority to perform duties as prescribed from time to time by the Board of Directors.
Section 3. Nominations:
Nominations of candidates for election shall be made by any member in good standing. Nominations must be communicated to the Secretary no later than 30 days prior to the election. The Secretary shall post said nominations, at Tony Kent Arena and on the YD website, no later than 30 days prior to the election. Any member in good standing is eligible for any position.
Section 4. Voting:
Candidates shall be elected by written/electronic ballot by the membership. Absentee ballots must be received by the Secretary prior to the election. Serving members may, if nominated be re-elected. Once elected by the membership each such person shall have one vote. Appointed positions to the Board are not eligible to vote.
Section 5. Term:
Each member of the Board of Directors shall serve a one year term. The Executive Board shall be empowered to schedule elections for the members of the Board of Directors.
Section 6. Quorum:
A majority of two-thirds (2/3) of the voting Board of Directors shall constitute a quorum for the transaction of any business of any meeting of the Board.
Section 7. Board Decisions:
The act of a majority of the Directors present at a meeting of which a quorum exists shall be the act of the Board of Directors.
Section 8. Vacancies:
Any vacancy of an Officers position or a member of the Board of Directors shall be filled by the President. Only a member in good standing can be considered for such appointment. That appointment is good until the next scheduled election.
Section 9. Complaints:
Complaints from any member in good standing regarding improper conduct of any officer, coach, assistant coach or Board member may be directed to the Board of Directors, which shall take such actions as necessary to safeguard the interests of Y-D Youth Hockey, the children it serves, in conformance with the By-laws and or Rules.
Section 10. Removal:
Any officer or member of the Board of Directors may be removed by the Board of Directors whenever in its judgment the best interests of the Association would be served thereby. Any Officer or Director who should absent himself/herself from three (3) regularly scheduled meetings during the course of the twelve-month tenure without good cause and without prior notice to the President shall be deemed to have resigned. Any Officer or Director who misses two meetings, games or activities in a row without representation may be asked to leave (after a vote is taken) in accordance with the procedures set forth in these bylaws.
Section 11. Powers and Duties:
The general officers shall have such power and shall perform such duties as from time to time be specified in resolution or other directives of the Board of Directors.
Section 12. Executive Board:
Executive Board shall be made up of the officers of Y-D, President, Vice President (or Registrar in the absence of a Vice President), Treasurer and Secretary. They shall be responsible for the day to day management of Y-D Youth Hockey. They shall formulate and put into effect all the policies, rules and regulations as such of the association as directed by the Board of Directors. They shall have general charge of the affairs of the Association, and to direct administration and applications of all such funds for the purpose for which it was organized. No part of the earnings shall accrue to the benefit of a private individual. The Executive Board came make expenditures not exceeding $2,000.00 without prior approval of the Board of Directors.
The President shall preside over all the meetings and conduct the same in a professional and businesslike manner. They shall keep all meetings under control, insuring that the business at hand is properly considered. They shall insure that differing points of view receive fair hearing. They shall be knowledgeable of and responsible for and well informed about all the organization’s activities, problem and needs. They shall have the authority to make emergency appointments, to call special meetings and organize committees and individual volunteers, when necessary, using all the talented resources at their disposal to further the interests of Y-D Youth Hockey. The President shall chair the Disciplinary Committee. They may make expenditures of up to $500.00 without prior approval. Non voting privilege except in the instance of a tie-breaker.
Immediate Past President:
The Immediate Past President is a one year appointment to commence upon the installation of a new President. This person shall assist the President in their duties and advise on any issues that may arise. One voting privilege.
The Vice President will assist the President in their duties. Upon death, removal, absence, resignation or inability of the President to perform their duties a Vice President will assume the duties of President for all purposes. They will be the Chair of the Fundraising Committee. One voting privilege.
The Secretary shall prepare and maintain a true and accurate record of all the meetings and other matters before Y-D Youth Hockey. They shall also issue all notices to voting membership and general membership as required. Handle all correspondence. The Secretary shall appoint and oversee the Registrar. One voting privilege.
The Treasurer shall be responsible for and take charge of all funds and securities of YDYH and deposit the same in the name of YDYH in a depository approved by the Executive Board. The Treasurer shall keep the books and financial records of the YDYH in a businesslike manner. The Treasurer shall pay all reasonable and necessary bills of the association, while conforming to the By-laws. The Treasurer shall give a report at each meeting and shall prepare a report and provide a true statement, at the time, on the financial status of the association. The treasurer shall maintain the books and records in such order as will facilitate their speedy review by a certified public accountant. One voting privilege.
The Ice Scheduler is responsible to work with the President and the Tony Kent Arena Manager to secure practice and game ice for the association. They need to secure time keepers and referees for all home games. Confirm YDYH team placements for play downs. One voting privilege.
The Member-Elect is the Liaison between the membership, the coaches and the Board. Chair of the Coaching Committee. Shall comprise the Coaching Selection Committee made up of one member of each division. One Voting priviledge.
Tony Kent Rep (2)
Represents the Board of Directors and YDYH at all Tony Kent meetings. Reports to the Board of Directors and the President as to the on goings at the rink. One voting privilege each.
Director of Girls Hockey:
The Director of Girls hockey is the liaison between the Board and Cape Cod Waves teams. Attend all league meetings and report to the Board. Communicate with coaches regarding Waves issues. Lead in the recruitment of girls into the association. One voting privilege.
The Equipment Manager is responsible for all Association equipment. They will disburse, collect and inventory all hockey and hockey related equipment during the season. They will advise the board on the purchase of any equipment or hockey related items. Work with registrar to determine the number of players on each team and what equipment or accessories are needed. Work with coaches to determine the need for goalie equipment. Disburse and collect the bags for Grow Hockey and make sure that equipment is maintained. Catalog and inventory all donated equipment.
The Registrar is responsible for the placement of all players on team rosters after their spots have been determined. They must insure that all association players and coaches are registered with USA Hockey. Process and certify all league and State Rosters. They are responsible for any roster changes and forwarding that information to District 5 and individual leagues. They are the leagues representative at all Mass Hockey District 5 meetings and report to the board as their contents. Work with coaches to make sure rosters are correct. They are also the Safe Sport coordinator assuring that all coaches, board members and volunteers are certified through USA Hockey.
The Coaching Director is the liaison between the coaches and the board. They must hold periodic meetings with all coaches to discuss issues that have coming during the course of the year, any changes in the rules and general issues that come up during the season. They must be sure that coaches are following the guidelines set forth by the board, Mass Hockey and USA Hockey. They need to work closely with the Member-Elect to communicate issues that come up with the membership. They should periodically attend practices.
The Mite Director is the liaison between the Mite Division/Grow Hockey and the board. This is the first experience that most families have to hockey so it is important that they work closely with the Coaching Director and the Member-Elect to communicate with families about what to expect.
The Goalie Director is responsible to foster a positive environment as to the recruitment of goalies at all levels. They need to work closely with the Coaching Director and coaches to ensure proper skills and effective coaching techniques to this valuable position.
Attend all league meetings and report information to the board. Speak for the league at league meetings. League reps with take guidance from the board on issues that concern the association and communicate those all league meetings.
The President may appoint positions from time to time to benefit the association. All appointed positions are for a term on one year and may be reappointed from year to year. Below is a list of non-voting positions appointed by the President.
Chaired by the Vice-President. The Chair shall recruit from time to time a number of members to help in any fundraising efforts. They shall report all recommendations to the board for their approval. All fundraising must be approved by the board; no one shall undertake any fundraising without prior approval. This shall including all fundraising events under taken by the league. The Chair may appoint subcommittees as they deem appropriate.
Coaches Selection Committee:
Chaired by the Member-Elect. The committee shall be made up of one member of each aged division. The Chairperson shall select the committee. The committee shall review applications for Head Coaching positions and report their recommendations to the board for their consideration.
Application and Duties:
Any person wishing to be considered for a coaching position must submit a written application to the Chair of the Coaches Selection Committee by a date set by the Board. Coaches shall be of good character, submit to a CORI review and be a minimum of 18 years of age and a member in good standing of the Association. Exceptions to the age requirement may be made upon recommendation of the Board.
The Coaches Selection committee consists of five (5) members, one from each aged division, chaired by the Member-Elect. It shall be the duty of the committee to seek qualified applicants for head coaching positions and make recommendations to the Board for their approval. Head coaches will appointed by a majority vote of the Board. Assistant coaches will be selected by the Head Coach, subject to approval by the Board. Assistant Coaches shall be of good moral character, submit to a CORI review and be a minimum of 18 years of age. Exceptions to the age requirement shall be approved by the Board. Coaches shall follow the same rules and guidelines set down by the Board, leagues the Association is affiliated with, Mass Hockey and USA Hockey. Coaches must be level certified per the rules of USA Hockey and the Board has the authority to dismiss a Head Coach or Assistant coach for not achieving their appropriate level by December 31st of the current season. In addition to the By-Law regulations, the Board may publish written guidelines from time to time to which all Head/Assistant Coaches are expected to adhere.
Number of Meetings:
Meetings of YDYH shall be held monthly unless otherwise agreed upon by the membership. General Membership meetings are held four times per year in September, November, January and March prior to a meeting of the Board of Directors. The Secretary is responsible to for posting notice to membership regarding dates for General Membership meetings.
All YDYH meetings shall be governed by “Roberts Rules of Order”.
The President can call a special meeting at any time or upon the request of four voting members. Such requests must be made in writing to the Secretary, at least 7 days prior to the date of the meeting requested.
CONTRACTS, PURCHASES, CHECK, DEPOSIT, FUNDS
Section 1. Contracts. The Board of Directors may authorize any officer, committee or project leader or agent of the corporation to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation and such authority may be general or confined to
Section 2. Checks, Drafts or Orders. All checks, drafts or orders of payment of money, notes or other evidence of indebtedness issued in the name of the Association shall be signed by such officer, project leader or agent of the Association as shall from time to time be determined by resolution of the Board of Directors. In the absence of such determination by the Board of Directors, such instruments shall be signed by the Treasurer or an Assistant Treasurer. This procedure shall include any cash payments made from time to time from any existing or future petty cash of the Association.
Section 3. Deposits. All funds, except those specifically designated as petty cash, shall be deposited from time to time to the credit of the Association in such banks, trust companies or other depositories as the Board of Directors may select.
Section 4. Gifts. The Board of Directors may accept on behalf of the Association any contribution, gift, bequest or devise for any purpose of the Association. Anyone accepting said gift/donation must notify the Board for approval or non-approval of acceptance. If accepted, proper recognition must be made.
Section 5. Purchases. Any purchases of material, uniforms and equipment, with a value up to $2,000 must be authorized by a majority of the four executive officers. Any purchase which exceeds $2,000 must be authorized by the Board of Directors. Purchases will be reviewed monthly for appropriateness.
BOOKS AND RECORDS
The Association shall keep correct and complete books and records of accounts and shall also keep minutes of the proceedings of its members, Board of Directors and committees having and exercising any authority of the Board of Directors. All books and records may be inspected by any member of the Board of Directors for any proper purpose at any time.
The fiscal year of the Association shall begin July 1st of each year and end on June 30th of the following year.
BUDGETS AND REPORTS
Section 1. The President and Treasurer, with the assistance of any other member of the Board of Directors shall present an operating budget for each upcoming fiscal year for the consideration of the Board of Directors. After due consideration, the Board shall adopt an operating budget for the purpose of authorizing the Treasurer or Assistant Treasurer to make proper payments for indebtedness of the Association.
Section 2. The Treasurer or Assistant Treasurer shall report on the financial condition of the Association at the close of each fiscal year and shall also report the cash balance on hand at each regular or special Board of Directors meeting.
AMENDMENTS OF BY-LAWS
These By-Laws may be amended at any General Association meeting by a two thirds vote of those attending such regular meeting, providing that the proposed amendment shall have been submitted in writing and read at the preceding meeting; and provide further that published notice shall have been given to all members at least five days in advance of the date when such amendment is to be voted upon, notifying said members that at such meeting a proposal to amend the By-Laws is to be voted upon.
EXPULSION, COMPLAINT, GRIEVANCE:
At any time during the season, a coach, member of player may be dismissed by the Board for just cause as follows:
A complaint or charge is initiated in writing and acted upon at any meeting of the Board.
Members of the Association who wish to present complaints or charges must submit a written statement to the Board and be in attendance at the Board meeting to which the individual involved, if any, will also be invited, in writing, by the Board of Directors.Failure of the complainant to be present at said meeting may constitute grounds for dismissal of the charges by the Board.
Votes taken to dismiss a coach/player/member must require a two thirds majority of the members in attendance.
The party involved will be notified of the Board’s dismissal action within 48 hours by registered mail and advised of the right of appeal at the next regularly scheduled Board meeting.All matters pertaining to dismissal shall be held in the strictest confidence by all Members involved and only Members directly involved in the action may attend the Board meeting.
If a member or player is expelled from Y-D Youth Hockey, no refund will be given.
The Association shall have no political affiliation, nor shall endorse any candidate for any public
CAPE COD WAVES:
Cape Cod Waves is a sub organization under YDYH. Its goal is the promotion of girls hockey on Cape Cod and beyond. This sub organization will be governed by YDYH and subject to the same bylaws unless subject to change below.
ELIGIBILITY AND MEMBERSHIP:
Any girl meeting the requirements as to age shall be eligible to try-out for Cape Cod Waves when she shall have completed the necessary registration forms and subject to the terms and conditions set forth in said forms.
The parent(s) or guardian(s) of any girl having completed any of the necessary registration form(s) shall be admitted to membership in the association, which membership shall continue in force until the registration period in the successive year.
Anyone admitted into the membership of the association shall enjoy all the rights, privileges, duties and responsibilities of such membership.