Constitution

Mission

Providing Women, of all skill levels, a cost effective opportunity to play non-competitive hockey encouraging participation and sportsmanship.

History

Founded in 2002 by Christine Coghlan, Annette Pedersen, Dara Douma, Susan Bull, Diane Poulin and Kathyrn O’Brien.

Executive

The Association’s Executive will meet regularly through out the year and consist of at least the following positions:

  • President
  • Vice-President
  • Treasurer
  • Secretary
  • Registrar

…and may consist of:

  • Fundraiser
  • Social Convener
  • Tournament Organizer
  • Publisher
  • Member at Large
  • Past President
  • Statistician
  • Ice scheduler

An Annual General Meeting will be held once a year at which time the nominated executive will be voted in for the upcoming season.

Responsibilities of the Executive

1. President

  • The President shall preside at all meetings of the Executive and all General Meetings.
  • The President shall be kept apprised of all matters pertaining to the business of the Association.
  • The President shall represent the Association with all other bodies/events or appoint another member of the Executive to represent the Association.
  • The President may appoint the Vice-President to act on her behalf if the President is absent or unable to act.
  • The President shall be responsible for the management of the Association’s business and delegation of duties.
  • The President shall have Financial authorization in addition to the treasurer.

2. Past President

  • Past President shall assist the President, offering advice and guidance on the role of the President and completion of her duties.
  • Will act as equipment manager collecting and handing out jerseys each season, holder and manager of the lending of goalie equipment, tournament jerseys or any other equipment.
  • The Past President shall assist other members of the Executive as required.

3. Vice President

  • The Vice-President shall act on behalf of the President in the event she is absent or unable to act.
  • The Vice-President shall organize player skill development activities.
  • The Vice-President shall assist other members of the Executive as required.
  • The Vice-President shall develop and maintain the Constitution and Rules and Regulations.

4. Treasurer

  • The Treasurer shall maintain all Financial records, is authorized to direct funds as determined by the Executive and be the primary liaison with Financial institutions.
  • The Treasurer shall provide a financial update at all Executive meetings.
  • The Treasurer and President must co-sign all cheques.
  • The Treasurer shall ensure all debts are paid in a timely fashion.

5. Secretary

  • The Secretary shall record, preserve and publish meeting minutes. Publication is to the Executive, however minutes are available to all GWHA members for review upon request.

6. Registar

  • The Registrar shall compile all League registrations.
  • The Registrar shall maintain the waiting list and substitution list. The substitution list shall be published to each team.

7. Fundraiser

  • Develop and promote league fundraising opportunities.

8. Publisher (Member at large)

  • Publish at minimum 3 newsletters annually plus other league materials as required.

9. Statistician

  • The Statistician shall maintain statistics for the league which will include: wins, loss, ties, and penalties.
  • The Statistician shall provide the game results to the Guelph Mercury for publication in the Saturday edition following the games.

10. Ice Scheduler

  • The Ice Scheduler shall ensure that ice time, referees and sponsors are secured for each season.
  • The Ice Scheduler shall develop the League game schedule.

11. Social Convener

  • The Social Convener shall organize the Get Acquainted, Annual General Meeting/Banquet and any other events deemed suitable and required by the Executive.

5. Terms of Office

a) Length of Term

Executive membership is typically a two-year term however unforeseen circumstances may result in a shorter time frame. Membership beyond the two-year term is possible if desired by the Executive member and majority vote achieved at the annual general meeting.

b) Accepting

Past President: one (1) year following completion of their term as President.

President: one (1) year following completion of their term as Vice President with a subsequent year to be served as Past President

Vice President: one (1) year as Vice President with a subsequent two (2) years to be served as indicated above.

c) Past Executive Council Members

Past Executive Council members shall be eligible for re-election.

6. Annual General Meeting

The Annual General Meeting will be held at the end of the season and a minimum of 25% league members (members as described in Rules and Regulations below) and three Executive members must be present for any vote to take place. The President may only vote in the event of a tie. A minimum of 51% must be achieved for a vote to be considered decided. The percent of votes required for a decision are comprised of members present at the Annual General meeting.

The constitution may be amended at the Annual General Meeting provided all proposed amendments are received by the Executive Committee, in writing, 30 days prior to the General Meeting. The proposed amendment must be distributed to the paying GWHA membership 15 days prior to the General Meeting. The proposal shall be voted upon at the General Meeting and all voters must be present for their vote to be valid. A 66% favourable vote must be achieved to change the constitution.

7. Election of the Executive Council

a) Nominations

i) Only Members of the GWHA shall accept nominations as candidates for President Elect and President or any other position on the Executive Council.
ii) Only Members of the GWHA shall vote for candidates.

b) Nomination Procedure

i) No less than one month before the Annual General Meeting, the Secretary shall invite the membership to submit nominations for the positions available and shall prescribe a nomination form, including the date by which they must be returned to the Secretary.
ii)Any voting member seeking office as an elected member of the Executive must be nominated by two voting members of the Association and must indicate a willingness to serve in the nominated position if elected.
iii) If more than one nomination is received for a position, the Secretary shall cause there to be a vote taken at the Annual General Meeting on ballots prescribed by the Secretary.
iv) Candidates may prepare a brief statement for distribution with the Notice of Annual Meeting.

c) Voting Procedures

i) The ballot shall clearly identify first by position and then by last name, in alphabetical order, the names of all candidates including those elected by acclamation. Provisions for voting shall be made on the ballot form for contested positions only. If no candidate has been nominated to a given position that too shall be shown on the ballot form.
ii) The President, no less than ten (10) days before the Annual General Meeting, shall appoint three (3) scrutineers from the voting Members who shall be neither members of the Executive Council nor candidates for election to the Executive Council, to oversee the ballot counting at the Annual Meeting.
iii) At the Annual General Meeting, the Secretary will announce the results of the election, including any or acclamations, if no additional nominations were received.
iv) If external causes prevent adherence to the specified dates, the dates of closing of nominations and of the annual meeting shall be delayed as directed by the President. The results of the balloting shall be published in printed or electronic format as soon as practical.
v) If for any office no nomination is made, the position shall be filled by appointment by the Executive Council.

8. Executive Council Meetings

a) Executive meetings will typically be held once per month however variation may occur depending on need and season.

b) Proposals at regular scheduled meetings of the Executive Committee will also be voted upon by a minimum of five Executive members. The President may participate in all votes however in the event of a tie, the Presidents vote is discounted.

c) The Rules and Regulations may be amended by the Executive Committee at any point during the season, with 15 days notice being given to all members prior to enforcement of the change.

9. Fiscal Year

The operating year of the association is June 1st to May 31st.