a) This organization shall be called the Township of Clarence Minor Hockey Association (T.C.M.H.A.).

b) The Association’s objectives shall be:

    - to direct, to promote and to improve the quality of minor hockey in the Township of Clarence;

    - to awake in the youngsters and their supports a strong spirit of sportsmanship and community togetherness;

    - to ensure that the funds collected shall be utilized exclusively for the Association’s administration;

    - to treat all members of T.C.M.H.A. in a fair and unbiased way;

    - to promote communication, collaboration and exchange of information between parents and the Association;

    - to always consider the interest of all the players before your own interest; and

    - to show proof of honesty and integrity and respect of the opinion of others to ensure good human relationships.

c) French and English shall be the two official languages of this organization.

The Association shall comply with the rules of the C.H.A., O.D.H.A. , O.D.M.H.A. and District 3.

The Association’s constitution shall be amended at the annual meeting. A proposed amendment shall be presented in written form to the Association’s secretary fifteen (15) days prior to the annual meeting. A majority of 2/3 of those attending the annual meeting is required to approve amendments to the constitution. The parents and all the members of the Executive Committee of the Association shall be eligible to vote. Any proposal presented the day of the annual meeting will need a majority of 9/10 for approval. The Association shall hold its annual meeting before May 31st of each year.  The constitution is to be written in both official languages. A copy is to be posted in the Clarence Creek arena, and it shall be available on the Association’s web site.

Article 4 – Composition of the Executive Committee

a) The Executive Committee of the Association shall be composed of the following persons:

    - a President appointed for a period of two years;

    - a Vice-President of the Paul Guy Lalonde (PGL) appointed for a period of two years;

    - a Vice-President Nation appointed for a period of two years;

    - a Vice-President of the Development Program (Initiation and Novice) appointed for two years;

    - a Secretary appointed for a period of two years;

    - a Treasurer appointed for a period of two years;

    - a Registrar appointed for a period of two years;

    - an Ice Director appointed for a period of two year;

    - a Webmaster appointed for a period of one year;

    - an Equipment Director appointed for a period of one year;

    - a Banquet/Fundraising/Tournament Director appointed for a period of one year;

    - a Training and Development Coordinator appointed for a period of two years;

    - a Referee-in-Chief appointed for a period of one year;

    - a Risk & Safety Coordinator appointed for a period of two years;

        The Executive Committee will be elected at the annual meeting.

b) Any member of the Executive who is absent for three consecutive meetings, without a valid reason, shall be relieved of his/her duties.

c) The Executive shall publish in the local newspapers as well as in public places of each village (at least three weeks before the annual meeting) an announcement inviting all persons interested in becoming a candidate for a position on the Executive to the annual meeting.

d) The nominations for positions on the Executive will be accepted at the annual meeting.

e) No nomination will be accepted in the absence of the nominee.

The Executive shall direct all of the Association’s business and shall have the power to fill any vacant positions within the Executive. The Executive shall have the power to suspend or to discipline any coach, manager, player, referee or any volunteer of the Association.  The President shall convene and schedule the regular meetings of the Executive. The quorum required for a meeting of the Executive shall consist of the majority of the Executive’s members.

At the request of three members of the Executive, the President shall convene a special meeting.

All written complaints shall be brought to the attention of the Secretary as soon as possible.  The person(s) involved shall be contacted by the Secretary and shall present their complaint(s) to the Executive at a special or regular meeting. The President shall ensure that no conflict of interest shall impede the Executive’s decision. Members of the Executive who may have a conflict of interest shall abstain from participating in the discussions and shall not be able to vote. The Executive’s decision shall be final.

The duties of the Executive Members are as follows:

a) The President:

Within the jurisdiction of the Association, the President shall have all the authority of a League President and, without limiting the generality of the following, shall have the power to:

    - sign as a director of the Association; he/she shall retain one of the two official signatures of the Association;

    - preside over all meetings;

    - convene the meetings of the Executive Committee;

    - exercise the powers of the Executive in an emergency;

    - suspend teams, managers, coaches and players (subject to ratification by the Executive at the next meeting);

    - sit on all the committees as an eligible member to vote;

    - represent the Association at District 3; and

    - ensure that the committee communicate regularly with the community and the parents.

In the event that the Association allows the President to act as a head coach for a team, the potential for a conflict of interest is very real, and must be acknowledged.  Where a potential conflict exists, the President must:

    - declare his/her conflict;

    - withdraw from the room during any discussion of the matter at hand;

    - not participate in any votes on the matter;

    - stand down from any responsibilities that he/she would normally have with respect to the issue; and

    - abide by any decision made by the Association in connection with the matter.

b) Vice-President of the Paul Guy Lalonde League (PGL):

In the absence of the President, the Vice-President PGL shall have all the power to act as President and shall sit in on all committees and be eligible to vote. Also, he/she shall:

    - promote good team spirit in competitions between the rival associations of his/her league;

    - hold one or more meetings before, during or after the season with the coaches and the managers in collaboration with the Development Coordinator;

    - appoint the coaches and any other persons needed for the good operation of the teams of his/her league.

        He/she shall receive the approval for the above persons from the Executive.

        He/she shall recommend to the Executive the dismissal of the above persons if need be;

    - will enforce the rules and procedures according to the C.H.A., O.D.H.A., O.D.M.H.A. and District 3;

    - present a list of suspended players at each regular meeting;

    - submit, once a week, the copies of the official game report to the Vice-President of the District;

    - notify the Vice-President of the District of suspensions within the time recommended by the District; and

    - participate in the selection of the players of Nation or PGL teams.

In the event that the Association allows the Vice-President PGL to act as a head coach for a team, the potential for a conflict of interest is very real, and must be acknowledged. Where a potential conflict exists, the Vice-President PGL must:

    - declare his/her conflict;

    - withdraw from the room during any discussions of the matter at hand;

    - not participate in any votes on the matter;

    - stand down from any responsibilities that he/she would normally have with respect to the issue; and

    - abide by any decision made by the Association in connection with the matter.

c) Vice-President Nation:

Coordinator for the Nation League. The duties of the Vice-President Nation are similar to those of the Vice-President PGL, taking into account the competitive aspect with regard to a Nation League. In the event that the Association allows the Vice-President Nation to act as head coach for a team, the potential for conflict of interest is very real, and must be acknowledged. Where a potential conflict exists, the Vice-President Nation must:

    - declare his/her conflict;

    - withdraw from the room during any discussion of the matter at hand;

    - not participate in any votes on the matter;

    - stand down from any responsibilities that he/she would normally have with respect to the issue; and

    - abide by any decision made by the Association in connection with the matter.

d) Vice-President of the Developmental Program (Initiation and Novice) shall:

    - ensure that the development program is followed correctly;

    - schedule with the District the timetable of the practices and games; and

    - help to choose the coaches for the Initiation program.

e) The Secretary shall:

    - prepare the agenda and minutes of the Association’s meetings;

    - keep precise documents of all the decisions and procedures taken by the Association;

    - notify the members of the Executive as to the time and the place of the meetings;

    - publish the announcement of the annual meeting at lest three weeks prior to the meeting and will notify the members of the Executive Committee; and

    - be responsible for all other tasks deemed necessary to the smooth running of the Association.

f) The Treasurer shall:

    - act as the bookkeeper;

    - present at the annual meeting a financial report and a duly verified balance sheet;

    - retain one of the two official signatures of the Association;

    - present a financial report at every regular meeting; and

    - pay the referees on a monthly basis.

g) The Registrar shall:

    - receive, authenticate and approve all the certificates submitted by the players and the teams in which they request registration with the Association;

    - keep an up-to-date list of all the players as well as lists of the teams within the Association; and

    - co-ordinate all phases of the registration of the players.

h) The Ice Director shall:

    - obtain the necessary ice time and distribute equitably to all teams;

    - approve the ice time for exhibition games;

    - approve the record of all ice time used for each team under the jurisdiction of the Minor Hockey Association;

    - develop a schedule and organize all play-off games required in collaboration with the District 3 Representative;

    - advise the Referee-in-Chief in regards to the schedule for the season, exhibition and play-off games;

    - plan ahead for the next season; and

    - act as a link between the Clarence/Rockland Girls Hockey Association and the T.C.M.H.A.

i) The Webmaster/Statistician shall:

    - gather any pertinent information concerning the Association and publish such information in the local newspapers and the Association website (decision of the Executive);

    - maintain the Association Website;

    - act as the liaison agent between the Association and the media;

    - be able to (if necessary) act as the Association’s statistician.

j) The Equipment Director shall:

    - recommend the buying of equipment based on safety, quality and needs;

    - buy equipment as requested by the Executive; and

    - organize the handling, storing, repairing, cleaning and inventory of the equipment.

k) The Training and Development Coordinator is responsible for training and development and shall coordinate all development programs regarding hockey, and specifically, shall:

    - establish a philosophy toward the game of hockey;

    - recommend a development program for each category such as the basic techniques such as skating, puck handling, body checking, passing, shooting, and positioning, that shall be

         taught at all levels, and get agreement from the responsible coaches;

    - look after the development needs of the coaches;

    - develop a surveillance program in order to evaluate positively and constructively the coaches;

    - act as helper to the coaches, and assist them in preparing different programs, practices, etc.;

    - establish an educational program for the parents in order to help the latter understand the rules and regulations, the philosophy of minor hockey and the basic structure of minor hockey;

    - hold different clinics depending on the needs.

l) The Risk and Safety Coordinator shall:

    - Acts as a communication link between the TCMHA Executive and the District III regarding risk & safety issues.

    - Helps to ensure the safety of each player both mentally and physically.

    - Gathers all Police Records Check forms from the Coaching Staff and members of the Executive, subsequently forwarding them to the OPP and reports back to the President.  All Police Record checks must be completed for all team officials and Executive members before November 1st.

    - Ensures that all coaches, Assistant coaches, Trainers and any other team official or volunteer obtains the necessary certifications and training. This includes Speak out, trainer and coach certifications, and any other training or awareness sessions mandated by the ODHA/ODMHA.

    - Provides support and guidance to all team trainers in matters of risk & safety

    - Ensures that the proper functional first aid equipment and supplies are supplied to all teams

    - Monitors the injury report process for each team and ensure medical clearance is giving prior to return to play.

m) The Referee-in-Chief shall:

    - recommend one person to assist him in his task;

    - appoint the referees and linesmen for all regular season, exhibition and playoff games – his/her choice shall be final;

    - verify the attendance of the referees at the games;

    - have the authority to dismiss an official in the case of incompetence;

    - encourage and help the officials with good words, and if necessary, by holding clinics;

    - attend all meetings of the Executive as a voting member;

    - present a code of conduct for the referees;

    - supervise all the referees; and

    - attend hearings.

n) The Fundraising/Banquet/Tournament Director shall:

    - coordinate all fund raising activities for the Association;

    - act as the liaison between the team fund raising and the Executive. All fund raising activities, including team fund raising activities, shall be brought to the attention of the Executive        for final approval;

    - establish (document) acceptable guidelines for fund raising activities for the association and for all teams, and have them approved by the Executive;

    - be responsible for the organization of the annual banquet;

    - appoint individuals to help with the banquet, and shall have the authority to replace them if needed;

    - prepare a budget for the banquet and have it approved by the Executive;

    - send a financial report to the Treasurer within fifteen (15) days after the banquet;and

    - oversee the organization and the running of all Clarence sanctioned (approved) tournaments.

Registration fees:

a) The registration fees shall be paid to the Association before the player receives permission to play. A $50 non-refundable deposit is required at registration. The balance can be paid with 2 post-dated cheques, 50% of balance of registration for September 30th and 50% of balance for November 30th. The registration fee will be $50.00 more if paid after the date of the banquet.

b) The Association reserves the right to return the registration fee to any player who leaves the Association.

c) Any late registration will be accepted at the discretion of the Executive Committee

d) If a cheque received for registration is returned NSF, the person shall be given seven (7) calendar days to make a cash payment of the amount of the cheque plus a $25.00 NSF fee. If this is not done, the player will be removed from all hockey activities.

Coaches Selection Committee (C.S.C.)

a) A three or four member panel shall be selected by the Executive on the first regular meeting after the annual general meeting.

b) The duties of the C.S.C. are to:

    - place advertisements informing the general public that applications for coaching positions are being accepted for upcoming season;

    - set a date for the application deadline;

    - receive all incoming applications;

    - evaluate all coaching candidates by following means: interviews, past knowledge and a written test. All applicants for any positions as team officials will be subject to a verification

        by the Ontario Provincial Police to ensure that an applicant does not have a criminal record; and

    - be fair and unbiased in the selection of coaches

All coaches selected by the Committee shall be approved by the Executive.

The Coaches Selection Committee shall be made up of:

a) A three or four member panel (V-P PGL, V-P Nation, or V-P of the Development Program, Training and Development Coordinator and the President), or

b) A four member committee (same as a three member committee, but at least one level three or four coach or President), or

c) A five member committee (same the three member committee, but with one level three or four coach and President).

A committee member who is in conflict for a coaching position shall not hold interviews or vote for candidates with whom he/she is in conflict with.

A tie vote shall be broken by the decision of the V-P of the said League.

a) The coach, should he/she decide it is necessary, shall be able to call upon a committee chosen by the Executive to help in the selection of players at his/her team’s level.

b) The Executive reserves the right to make the final player selection for each team. All PGL teams will have a minimum of 12 players and one goaltender. If the Nation team does not have a maximum of 12 players and one goaltender, the PGL will have the choice to reduce the number of players it carries. The coach of each team shall meet with the Executive in order to justify his/her choice if need be.

c) The Association prefers that the teams in each category or each level be formed by September 30th. If a change becomes necessary to a team, the coach shall refer the case to the Executive. The Association shall suspend any coach who deliberately does not obtain the proper certification required to coach at a given level. The Association requires that all the coaches present written proof that they have obtained the required coaching certification by September 30th.

Player movement;

a) Players may move permanently upwards to an older age level, only if there is a shortage of players at the older level.

b) An Initiation “B” player can be moved into Novice “C” with the permission of the President, Vice-President Nation, VP of Development and the approval of the District 3.

c) All player movement must be approved by the President and Vice-President of the League involved.

d) The release of any player from the T.C.M.H.A. must be approved by the Association President and/or Executive Committee.

a) The sweaters of the registered players shall be handed over to the person responsible for the equipment after each game. The coach of each team shall be responsible for gathering all the equipment belonging to the Association at the end of the season.

b) The parents of the goaltenders of all categories shall sign an agreement to assume their responsibility with regards to the goaltender’s equipment.

a) The Association requires that all players wear all protective equipment upon entering the ice surface for a practice or a game.

b) All coaching staff must wear a helmet that is securely fastened at all times while on the ice. If not, they will be suspended for one game.

c) All players are responsible for returning borrowed or rented equipment to the Association at the end of the season.

d) All coaches and all players must show respect for on-ice officials at all times. Coaches are responsible for ensuring that their players follow this directive.

e) All team fundraising initiatives must be brought to the attention of, and approved by, the Fundraising Director. The Association shall not allow any solicitation for donation from coaches, managers or players without the approval of the Executive.

f) Unless the manager or coach have given permission, no one is allowed in the player’s room, near the player’s bench or near the penalty box during a game or practice.

g) All teams within the Association shall be assured an average of one hour of practice time per week during the regular season.

h) All team officials will refrain from using profanity on the bench and will conduct themselves in a sportsmanlike and professional manner at all times.

i) The Association will pay for referees for up to two (2) exhibition games for each team during the season. All exhibition games have to be played before the end of the regular season or they will not be honoured. For additional exhibition games (more than 2), the referee’s fees shall be paid for by the team before the beginning of the game.

j) All injured players who miss a game because of a serious injury must supply a letter from a doctor stating that the player is fit to return to play. A copy of the letter shall be given to the trainer and to the Risk and Safety Coordinator.

k) A waiver signed by a parent shall not be accepted as proof that the player is fit to return to play.

l) The Executive shall have the authority to make rules and regulations governing the day-to-day operation of the T.C.M.H.A. The Association’s rules and regulations can be modified by the Association at any time by a simple majority vote of the Executive, and will be available to all members of the Association on the Association’s web site. They will also be distributed to all coaches at the beginning of the year.

The Head Coach shall:

    - serve as official spokesperson on behalf of the team;

    - coordinate the delegation of responsibilities to the assistant coach, trainer and manager;

    - plan on-ice and off-ice activities in consultation with the assistant coach and trainer;

    - coordinate player selection in conjunction with the Vice-President PGL or Nation and other designate;

    - coordinate player evaluation in conjunction with Development Coordinator;

    - plan, implement and control pre-game preparation and communication with the team;

    - coach the team in all games and practices;

    - establish rules for the team and oversee the supervision of the players;

    - report to the Association through Vice-President PGL or Nation; and

    - notify the V-P Nation or PGL of all major misconduct or penalties immediately after the game.

The Assistant Coach shall:

    - assist with player evaluation and player selection process;

    - assist with planning, organizing and conducting practices;

    - assist with pre-game preparation;

    - assist with operation of the team during the game;

    - assist with post game evaluation;

    - assist with the scouting evaluation of opponents;

    - assist with the supervision of players both on and off ice; and

    - assist with the information of the overall game plan, as well as the game to game adjustments if necessary.

The Assistant Coach reports to the Head Coach.

The Trainer shall:

    - maintain, clean and repair equipment;

    - in conjunction with the team manager, maintain inventory and control distribution of all team consumable supplies;

    - record all equipment belonging to the Association that is assigned to players;

    - attend to skate sharpening when necessary;

    - organize equipment on the bench and administer to player equipment needs during games or practices;

    - ensure the dressing room is properly organized and players are instructed on dressing room rules and procedures;

    - check the equipment of each player to ensure safety and report to parents if needed;

    - in conjunction with the coaching staff, organize the dressing room and the players bench, pre-game, game and post-game;

    - administer the therapy needs of the players under medical direction;

    - in conjunction with the coaching staff, conduct pre-ice and post-ice stretching sessions;

    - administer first aid needs during the course of the game and practices;

    - administrate removal and return to play (medical) procedures;

    - report to the Training and Development Coordinator all removal and return to play of players; and

    - report directly to the Head Coach.

The Manager shall:

    - act on direction of the coach and report directly to the coach;

    - develop an operating budget for the team;

    - submit a financial summary of the team to the Association;

    - coordinate travel, accommodation, meals and facility rental for the team;

    - assist with team communication regarding tournaments;

    - coordinate team financial matters including players’ fees, sponsorship, advertising, grants;

    - generate and circulate a team address list; and

    - attend scheduled meetings and produce a team schedule in conjunction with the coaching staff.