BY-LAWS

Long Valley, Chester, Mendham Ice Hockey Club By-laws

Article 1 – Name

·         The name of this organization shall be the Long Valley, Chester, Mendham Ice Hockey Club.  Herein after referred to as the LVCM-IHC.

·         The LVCM-IHC may, by a majority vote of the membership body, change its name.

Article II – Objective and Purpose

Objective and Purpose

·         The objective of the LVCM-IHC shall be to provide the youth of Washington Township, Chester, Mendham and its neighboring communities an Ice Hockey program, to teach the fundamentals of good sportsmanship, teamwork, discipline, and the benefits of good physical and mental conditioning in a competitive environment.

·         The purpose of the LVCM-IHC shall be as follows:

A. To operate, manage, and maintain itself in such a way as to provide for the objective stated above.

B. To solicit contributions and raise funds to carry out its stated objective.

Policy Statement

The following are the policies of the LVCM-IHC:

1. Philosophy

A. Respect for oneself, other team members, coaches, and opponents are expected of each player and coach.

B. Sportsmanship, teamwork, and physical/mental conditioning are valued above winning.

C. Once the school year begins, schoolwork comes before ice hockey.

D. The LVCM-IHC experience should be fun for players, coaches, and parents.

2. Coaches

A.     Coaches’ conduct on and off the ice is expected to adhere to the philosophy of the LVCM-IHC.

B.     Coaches will use proper stretching and conditioning techniques at all levels to facilitate a safe environment.

C.     All coaches shall attend the USA Hockey Certification courses as required to maintain their certification.

D.     Coaches at all levels will teach fundamentals of ice hockey, good sportsmanship, teamwork and discipline.

3. Players

·         Players are expected to conduct themselves in such a way as to facilitate their learning. Coaches are expected to teach, not baby-sit.

·          Conduct that is detrimental to the health or safety of any person associated with an LVCM-IHC activity will be subject to disciplinary action, including dismissal from the program in severe cases.

·         Conduct that interrupts or impedes practices will be subject to disciplinary action by the coaches.

·         Before a player can be dismissed from a team, the following must have occurred:

A.     Discipline, at practice or game, by the coaches.

B.     Discussion of acceptable/unacceptable conduct with the player by the head coach.

C.    Discussion of the situation with the parent(s) or legal guardian(s).

D.   Second discussion with parent(s) or legal guardian(s).

E.    Notification to parent(s) or legal guardian(s) of dismissal with the approval of the Board of Directors.

·         Players are expected to attend all team practices and games. Poor attendance will be a primary consideration in determining playing time. Players who will miss a function should notify their head coach or team manager coach in advance of the absence.

·         Within a team, all players will pay the same fees.  The only exception is in the case of a player who has a financial need or players who’ participation in the season is limited/reduced.  In either case a reduced fee will only be established with the Board of Directors review and majority vote.

4. Playing Time

·          Playing time for players should be equal. Minor deviations to accommodate a team’s personnel and skill level may be utilized at the discretion of the head coach in the last five minutes of a game at all levels except Mite.

·         Playing time can also be affected by the player’s attendance and attitude at practices.

5. Team Placement/Make-up

·         The Morris County Youth Ice Hockey League (MCYHL) and USA Hockey have very specific rules regarding the maximum age requirements for players at each level. As a member of the MCYHL & USA Hockey, the LVCM-IHC is required to follow these rules. In addition, it is the policy of the LVCM-IHC to assign players to the level for which they qualify based on their age. In the event the club cannot field a team at a level, coaches will choose the top player or players and offer the opportunity to allow the player to “play up” with agreement by both coaches (lower and higher level)

·                                 In the event there are more players signed up than one team can accommodate, the Board of Directors will work with the head coaches to review the age and ability/experience of the players, and make a determination of how to divide the teams up.  The Board will also work with the coaches to determine in which league the teams should play (MCYHL “A”, MCYHL “B”, house team, or other).    In order to allow for entrance into leagues, this decision must be made prior to August 15^th.

·         Attempts will be made to cap teams at 16 players.  However, dependant upon the number of players signed up at each level, rosters may exceed 16 in order to allow flexibility in managing situations where players may be rotated into and out of teams.

·         Travel players – are encouraged and welcome to participate in the LVCM-IHC as full paying members of any team.  If the head coach and Board determine there is a need for additional players at any level, travel players may be invited to participate at a reduced prorated basis based on how many games and practices they can attend. 

6. Player Positions

·         Players will be evaluated, and positions will be assigned, based on each player’s demonstrated skills and abilities.

·         At the lower levels (Mite, Squirt), the coaches should provide opportunities to players to play all positions. At the higher levels (Peewee, Bantam, Midget) coaches are allowed the option to keep players in assigned positions to develop the team chemistry and the players own development.

Article III – Membership

·         Membership shall be open to anyone 18 years of age or over who resides in Washington Township, Chester, or Mendham and is interested in the betterment of recreation for the youth of our communities and willing to devote time and effort to the programs of the LVCM-IHC. Membership shall be extended to the parents or legal guardians of all players who pay the annual registration fee.  Other applicants, who wish to join the club in any capacity, can do so for a five (5) dollar annual membership fee.

·         The annual membership of the LVCM-IHC shall run from registration date of the current year through registration date of the following year.

·         Persons may be designated as “Honorary Members” of the organization. In order for an individual to be designated as an “Honorary Member,” he/she must be considered to have done an outstanding job for the LVCM-IHC and voted in by the Board of Directors.

·         A member shall be considered to be “in good standing” provided that one of the following conditions has been met:

A. The member is the parent or legal guardian of a child who is on the official roster, has paid the required registration fee in full, and does not have any outstanding debt to the LVCM-IHC, such as

unpaid registration fees.

B. The member has either actively participated on at least one committee or volunteered as a coach.

·         To be eligible to vote, members must be in good standing, and must meet the criteria for particular type of vote, as stated in subsequent sections of these By-laws (i.e., votes for Officers, Trustees, and by-law Amendments).

·         All members are encouraged to participate in the activities of the organization, such as assisting in coaching, and participation in other volunteer capacities.

Article IV – Officers

Officers

·         The officers of the LVCM-IHC shall consist of a President, a Vice President, a Treasurer, a Recording Secretary, and three (3) Voting Board of Trustees.

·         All officers, by virtue of their office, shall be members of the Board of Directors.

Duties of the Officers

1. The President:

A. Shall preside at all meetings.

B. Shall, by virtue of his/her office as President, be Chairman of the Board of Directors.

C. Shall appoint all chairpersons of committees, standing and special.

D. Shall see that all books, records, and certificates required by law are properly kept and filed.

E. Shall be one of two officers authorized to sign checks or drafts of the organization.

F. Shall present annually a report of the accomplishments for the year of the LVCM-IHC

2. Vice President

A. Shall, in the event of the President’s absence or failure to exercise his/her office, become acting President of the organization with all the rights, privileges, and powers of the President. If the Vice President declines the office of the President, the Board shall fill the position of the President by a vote of approval of a majority of Board members in attendance, only for the existing term (see Article V).

B. If the office of the Vice President becomes vacant, the Board shall fill that position for the remainder of his/her term by a vote of a majority of Board members in attendance.

3. The Treasurer:

A. Shall have care and custody of all monies or securities belonging to the LVCM-IHC and shall be solely responsible for such monies or securities.

B. Shall be one of two officers authorized to sign all checks or drafts of the LVCM-IHC.

C. Shall render for each general meeting, or when directed by the Board of Directors, a written account of the financial status of the LVCM-IHC. Such reports shall be affixed to the permanent minutes of each meeting.

D. Shall exercise all other duties incident to the office of Treasurer. There shall be an audit of the records by the incoming Treasurer. All bills of the organization shall be mailed to or received by

the Treasurer, so he/she can keep proper records.

E.  If the office of the Treasurer becomes vacant, the Board shall fill that position for the remainder of his/her term by a vote of a majority of Board members in attendance.

4. The Recording Secretary

A. Shall keep minutes and records of each official meeting of the LVIHC.

B. Shall keep a record of meeting attendance and excused absences.

C. Shall keep and file any certificates required by any statute, federal or state.

D. Shall keep and file all registration materials for a period of 2 years.

E. Shall keep and file all coaching certifications.

F.  If the office of the Recording Secretary becomes vacant, the Board shall fill that position for the remainder of his/her term by a vote of a majority of Board members in attendance

5. Three (3) Voting Board of Trustees

A. Shall chair any standing or special committees

B. Shall vote on all matters requiring Board of Trustee approvals

C. Shall work with the rest of the board to develop ideas/plans that will further the development and improvement of the LVCM-IHC.

Article V – Board of Directors

·         The business of the LVCM-IHC shall be managed by a Board of Directors (herein after referred to as the Board), consisting of nine (9) members, including the seven (7) Officers, as described in Article IV, and two(2) Non voting Trustees, elected at-large from the LVCM-IHC membership.

·         The Board may make rules and regulations for its meeting as, in its discretion, it deems necessary.

·         The Board shall guide and manage the business and control the assets of this organization. The Board has the responsibility and authority to oversee all matters pertaining to the best interests of the LVCM-IHC including the sale of items (e.g. Spirit Wear) bearing the club name or logo.

·         The term of the office of all Board members shall be two (2) years from the date of election.

·         The President of the LVCM-IHC, by virtue of his/her office, shall preside as Chairman of the Board. The Recording Secretary of the organization shall function as Secretary of the Board.

·         Three (3) members of the Board shall constitute a quorum. Meetings of the Board shall be held as required.

·         Each member of the Board shall have one (1) vote.

·         The Trustees of the Board shall be chosen on the same day during the Annual Meeting and in the same manner as the officers. Trustees are advisors to the Board and non-voting members of the Board of Directors.

·         Any member of the Board may be removed by the voting membership when sufficient cause is presented. The Board of Directors must consider charges against any member of the association. A defendant in a removal hearing may be represented by counsel. The Board may set the rules governing such a hearing, but they must be within the rules of propriety for such an action.

·         Vacancies on the Board shall be filled by a vote of approval of a majority of Board members in attendance, only for the existing term.

·         In the event a motion is made by one of the general membership and taken into consideration by the Board and defeated, the member may have the option of bringing the matter up for discussion before the

general membership at the next meeting.

·         The Board shall rule on major purchases.

·         The Board must authorize any expenditure in excess of $1,000.00.

·         The nominations of Officers and Trustees shall be made at the season ending business meeting with elections held at the season ending business meeting. Nominees must be members in good standing and must have attended a minimum of two (2) club meetings in the previous twelve (12)months. Excused absences shall not count toward the meeting attendance record for this purpose.

Article VI – Meetings and Procedures

·         Meetings of the LVCM-IHC shall be held at least twice annually, on a date agreed upon by the board.  The first thirty (30) minutes of the meeting will be reserved for open discussion of any issues that members wish to present to the Board. Once the President closes the open discussion portion of the meeting, the Board and Head Coaches will conduct a joint meeting to address the business at hand.

The end of season meeting shall be termed the Annual Meeting. A written notice of this meeting shall include the announcement of the pending election of Officers and Trustees and shall be delivered to all members in good standing at least seven (7) days, before the scheduled meeting date.

·         A quorum of at least four (4) members of the Board shall be necessary to conduct the business of the LVCM-IHC at any meeting. Any meeting at which a quorum is not present shall be adjourned to the next meeting.

·         Special meetings of the organization may be called by the President, by a majority vote of the Board, or a signed petition of 10% of the voting membership if deemed necessary for the good of the LVCM-IHC.

Notices of special meetings shall be delivered by the Corresponding Secretary, indicating the time and place, the purpose of the special meeting, and by whom it is being called, at least five (5) days before the scheduled date set for each special meeting.

·         The order of business at any regular scheduled meeting shall be:

Call to Order

Taking of attendance

Reading of minutes of last meeting, corrections, additions, acceptance

Reports of standing committees

Reports of special committees

Reports of Officers

Old Business

New Business

Adjournment

·         All meetings of the LVCM-IHC shall be governed by parliamentary procedures.

Article VII – Voting

·         At all meetings, except for the election of Officers, Trustees, and Amendments to the by-laws, only members of the Board shall vote. All votes shall be by voice, having been properly moved, seconded, and discussed prior to the vote.

·         The election of Officers, Trustees, and Head Coaches, and Amendments to the by-laws, shall be voted on in writing, having been properly moved, seconded, and discussed prior to the vote. All such written votes shall be conducted in secret without identifying the person casting the vote.

·         Results from all voting will be determined by the majority of the votes cast, except for by-law changes (see Article IX).

·         For all written votes, the chairman of the meeting shall, prior to the balloting, appoint a committee member who shall act as “Supervisor of the Election,” and who shall, at the time of conclusion of such balloting, certify the results of the voting to the Chairman, who shall require that certification to be physically affixed to the minutes of that meeting. No “Supervisor of the Election” shall be a candidate for any of the offices or otherwise personally involved in the question being voted on.

·         In order to vote for Officers, Trustees, and by-law Amendments, a member must be in good standing,

as defined in Article III.

·         For the purposes of voting, each player on the roster represents one vote; that is, if both parents or two legal guardians of a player are present for the vote, they may only cast a single vote.

Article VIII – Committees

·         Committees shall be of two (2) categories: standing or special. The Chairman of each committee shall be appointed or removed, for cause, by the President. Tenure of standing committee chairperson shall

be for one year from the date of appointment unless removed by the President or by resignation. The standing committees are:

Public Relations/Marketing

Fundraising

·         A standing committee shall have as its purpose to lend stability by accomplishing projects that remain continuous through changes in administration The special committees are:

Banquet

Recognition/Trophies

Registration

·         A special committee shall have as its purpose a specific short-term task. Its tenure shall end with the completion of the assigned task. A special committee other than the ones listed above may be created

by a motion passed at a general meeting or by action of the Board.

Article IX – Amendments

·         Existing by-laws may be amended or repealed only by the affirmative vote of 75% of the eligible voting members in attendance, so long as the necessary quorum has been properly attained as noted heretofore and the meeting has been duly constituted.

·         All changes to existing by-laws must be presented and read at the meeting prior to the voting meeting.

·         All by-law changes will take effect upon acceptance.

·         A vote to add, amend, or repeal a by-law may be taken only after written advance notice has been served to the membership at least five(5)days, before the expected voting date. A copy of the proposed change will be provided with the notification, or at the meeting prior to the vote.

Article X – Coaching Staff

·         The President may appoint a Coaching Development Director, and whose responsibilities shall include:

A. Presenting qualified candidates for Head Coaches to the Board of Directors for approval,

B. Training and development of the coaching staff,

C. Monitoring the coaching staffs to ensure that all coaches follow the LVCM-IHC philosophy, as defined in Article II.

·         Candidates for Head Coaches at all levels shall be presented to the Coaching Development Director at the time of Registration. The Coaching Development Director shall review the candidates and present them to the Board for approval at the first meeting following Registration. In the absence of a

Coaching Development Director, candidates shall be presented by nomination at the first                  meeting following Registration and reviewed by the Board for approval.

·         Head Coaches shall choose their own assistant coaches; however. All parents or

legal guardians are encouraged to become active in the program.

·         The coaching staff shall consist of a Head Coach and at least one Assistant Coach.

·         The Board may remove any member of the coaching staff when sufficient cause is presented. Counsel may represent a coach in a removal hearing. The Board may set the rules governing such

a hearing, but they must be within the rules of propriety for such an action. Board members (voting) cannot be appointed as a Head Coach.

·         Assistant Coaches must be members of the LVCM-IHC.

Article XI – Registration

·         Registrants must follow current rules of eligibility as defined by MCYHL & USA HOCKEY.

·         Registration fees are non-refundable and due at registration.  A player is not registered without the registration fee.

Article XII – General Information

·         All tournament play and tournament rosters need approval by the Board before an LVCM-IHC team enters a tournament.

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