Pickering Ringette Association

CONSTITUTION AND BYLAWS OF THE PICKERING RINGETTE ASSOCIATION

ADOPTED AT A GENERAL MEETING, SEPTEMBER 1973

RENEWED AT A GENERAL MEETING, MAY 30, 1979 AND TO BECOME EFFECTIVE OCTOBER 1, 1979.

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Article 1: Section 1: Name
Article 1: Section 2: Colours
Article 2: Section 1: Objectives
Article 3: Section 1: Aims
Article 4: Section 1: Membership
Article 5: Executive
Article 5: Section 1: Authority
Article 5: Section 2: Tenure
Article 5: Section 3: Eligibility and Responsibility
Article 5: Section 4: Composition
Article 5: Section 5: Appointments
Article 5: Section 6: Resignations
Article 6: Section 1: Committees
Article 6: Section 2: Meetings
Article 6: Section 3: Rules of Order
Article 7: Finance
Article 7: Section 1: Fees
Article 7: Section 2: Funds
Article 7: Section 3: Disbursements
Article 7: Section 4: Records
Article 7: Section 5: Investments
Article 7: Section 6: Petty Cash
Article 7: Section 7: Audit
Article 8: Amendments
Article 8: Section 1: How Initiated
Article 8: Section 2: Evaluation
Article 8: Section 3: Presentation
Article 8: Section 4: Adoption

Article 1: Section 1: Name
This organization shall be known as the Pickering Ringette Association, hereinafter in the Constitution and Bylaws referred to as The Association or the P.R.A.

Article 1: Section 2: Colours
COLOURS

Official colours of the P.R.A. shall be red, white, blue, and yellow to represent the lightning bolt.

TEAM UNIFORMS
Be it resolved that the mandate for the Pickering Ringette Association's on ice uniform for all non houseleague teams will be:

- Players should wear ringette pants with PRA colours (red/white/royal blue) OR;

- If the player elects to wear hockey pants they should be blue with royal blue socks with red/white stripe or white socks with royal blue/red stripe

Article 2: Section 1: Objectives
The objective of this Association shall be to foster, promote, and improve organized Ringette in Pickering.

Article 3: Section 1: Aims
(a) To teach fair play and sportsmanship to the girls in the P.R.A.;

(b) To provide Ringette for all girls regardless of race, colour, creed, ability, or financial circumstances;

(c) To promote and guard the interests of its members;

(d) To institute and regulate competition in the various series;

(e) To promote the good name of Pickering through our various teams.

Article 4: Section 1: Membership
MEMBERSHIP

(a) Membership in The Association shall be confined to:

       [1] All Executives
       [2] All Sponsors
       [3] All coaches, managers, trainers
       [4] All past presidents
       [5] Parents of all registered players participating in the current year
       [6] All registered players participating in the current year
       [7] The minimum age requirement for a player registered will be five age years of on or before December 31' of the current year.

(b) Voting Members:

       [1] All Executives
       [2] All Sponsors
       [3] All coaches, managers, trainers
       [4] All past presidents
       [5] Parents of all registered players participating in the current year
       [6] All registered players 18 years of age and over.

Article 5: Executive
No member may be elected to an Executive position and hold the position of coach or manager of any team in or representing the P.R.A. at the same time, unless such coaching or managing duties shall first be approved by a simple majority of other members of the current Executive by a properly recorded motion. If a member of the Executive is also a coach, he/she cannot have say/vote for his/her team during an Executive meeting.

Article 5: Section 1: Authority
(a) The affairs of the League shall be managed by the Executive who shall, with the exception of the immediate Past President, be elected to hold office by the membership at the annual meeting.

(b) The Executive shall have full power to deal with any matter concerning the operation of the League.

Article 5: Section 2: Tenure
The 1989/90 Executive positions of President and Secretary elected serve for 2 years and the Vice-President, Treasurer and Registrar shall be for 1 year helping to obtain the continuity of the Executive for two years and from hereinafter, these positions will serve a 2-year term. The 6 Members-at-Large will follow the same structure, i.e. three elected for 1 year and three elected for 2 years. The Executive is to take office June lst of each year.

Article 5: Section 3: Eligibility and Responsibility
(a) No member may be elected to or otherwise hold more than one executive position; unless authorized by a motion of the current executive

(b) To be eligible for election to office, a candidate must have been a full member for one year;

(c) All Executive members shall keep an accurate record of all business within his or her charge and shall prepare a report for all Executive meetings as well as when requested to do so by the President for a special meeting.

Article 5: Section 4: Composition
(a) Immediate Past President;

1. Shall assist the President, if requested:

2. Shall act as an advisor to the Executive

(b) President:

1. Shall call all meetings of the Executive - at least one per month;

2. Shall preside at Executive meetings and Annual General Meetings and Elections;

3. Shall supervise the general management of the affairs of the P.R.A. subject to the Constitution;

4. Shall represent the P.R.A. at all functions where the interest of the Association is concerned.

(c) Vice-President:

1. Shall exercise the usual privileges of the President's office in the absence of the President;

2. Shall act under the direction of the President in full co-operation;

3. Shall be responsible for obtaining and allocation of P.R.A. icetime.

(d) Secretary:

1. Shall record the minutes of all duly constituted meetings and supply a copy to each at the next meeting;

2. Shall handle correspondence_ pertaining to the business of the P.R.A. except P.R.A. sanctioned committees;

3. Shall notify all Executive of the forthcoming Executive meetings;

4. Shall notify all members of the P.R.A. of the General Meeting and Elections;

5. Shall receive and file all correspondence of the Executive and all copies of business pertaining to the business of the P.R.A.

(e) Treasurer:

1. Shall maintain a financial record for the P.R.A.;

2. Shall supervise all banking of the P.R.A.;

3. Shall prepare an annual statement for the A.G.M.;

4. Shall have the authority to pay all bills incurred by the P.R.A.;

5. Shall maintain a petty cash float of not more than $50.00.

(f) Registrar:

1. Shall supervise the registration of all players;

2. Shall supervise the registration of all teams with the various governing bodies related to the P.R.A.;

3. Shall be responsible for the collection of registration fees as determined by the Executive.

(g) Six Members-at-Large:

1. Shall assist with the operation of P.R.A. where required -e.g. Equipment, sponsorships, fundraising, skate-a-thon, dance, etc.

(h) Referee-in-Chief:

1. Shall schedule referees for all house league games and playoff games;

2. Shall schedule referees for house league, CORL and exhibition games;

3. Shall advise the P.R.A. on all matters pertaining to the playing rules;

4. Shall arrange for referees any instruction where practicable;

5. Shall appoint an assistant to carry out his or her duties in the Chief Referee's absence;

6. Shall be responsible for the administration of the playing rules and conduct of house league officials.

(i) Publicity and Statistics:

1. Shall be responsible for all promotion of the P.R.A. and its sponsors to all media;

2. Shall ensure that all game results and statistics are published in the media available each week;

3. Shall ensure the latest game results and statistics are posted in the arena each week throughout the season and playoffs;

4. Shall keep a record of all P.R.A. player statistics.

(j) Head Timekeeper:

1. Shall be in control of all timekeepers and keep a list of names available for timekeeping;

2. Shall supervise instruction of timekeepers for all house league games.

Article 5: Section 5: Appointments
The Executive shall make appointments to fill the following positions:

(a) Referee-in-Chief
(b) Head Timekeeper
(c) Statistician and Publicist
(d) House League Convenor
(e) CORL Rep
(f) Central Region Rep
(g) Coaching Co-coordinator

The persons filling these positions shall have voting power at the Executive meetings.

Article 5: Section 6: Resignations
Any member of the Executive not fulfilling his/her obligations to the Association by:

(a) not attending meetings on a regular basis;

(b) not participating/serving on Committees, etc.

can be forced to resign from the Executive by a 2/3 majority of the total Executive. Any open position on the Executive will be filled by appointment by a majority vote until the next A.G.M.

Article 6: Section 1: Committees
(a) The Executive shall have power to appoint committees to deal with matters of business pertaining to the operation of the league.

(b) Each committee shall have a Chairman appointed by the Executive who shall be prepared to submit a report of his/her committee to each monthly meeting of the Executive.

(c) Each Chairman shall choose his/her committee subject to the approval of the Executive by November lst of each year.

(d) Committees that deal with receipt or disbursement of monies shall prepare a financial statement and reconcile this with the Treasurer on completion of each project.

(e) Committees shall obtain the approval of the Executive on all matters pertaining to their committees which may involve league policy and shall, at all times, by subject to the authority of the Executive to direct its action notwithstanding anything to the contrary in this Constitution or any Bylaw.

(f)Committees shall meet as often as may be required to perform the task detailed to them.

(g) The Chairman of the committee may be replaced and/or a committee dissolved, at any time, by the Executive if it feels that the task as set out for the committee is not being carried out fully.

(h) Player representatives elected by team members shall be entitled to request attendance at a Grievance Committee meeting where they shall be allowed to speak out but not to vote.

(i) Each Chairman shall be chosen by the Executive by September 1st of each year.

Article 6: Section 2: Meetings
(a) The Annual Meeting shall take place by the end of May. This meeting is to be called to order at a time and a place designated by the Executive. All arrangements for this meeting are to be made by the Executive. The Secretary shall ensure that written notice of this meeting is published not less than two weeks prior to the date of the meeting.

(b) At every Annual Meeting, in addition to any other business that may be transacted, the following shall be considered:

1. Roll call of Officers;
2. Reading of the Minutes of the last Annual Meeting;
3. President's Address;
4. Secretary's Report;
5. Financial Statement;
6. Notices of Motion;
7. General Business;
8. Election of Officers;
9. Adjournment.

Article 6: Section 3: Rules of Order
Should the situation arise that is not covered by the Rules in Sections 1 and 2, Roberts Rules of Order shall apply.

Article 7: Finance

Article 7: Section 1: Fees
Each person who actively participates as a player shall make, in a manner hereinafter provided, such contribution as shall be designated from time to time by the League as Registration or Playing fees. Fees shall be due and payable at a time to be determined by the Executive and should be paid to the Registrar.

Article 7: Section 2: Funds
Every financial transaction involving the Association shall be carried out in the name of the Association and documents pertaining thereto shall be valid only when completed over the signature of its properly authorized representatives. All monies belonging to this Association shall be deposited in the name of the League in such bank, trust company or other depository as many be designated by the Executive. Such deposits shall be made by the Treasurer or under his/her authority.

Article 7: Section 3: Disbursements
(a) Disbursement of league monies shall be made by cheque, excepting that small amounts, to a limit established by the Executive, may be made for a petty cash fund.

(b) Such cheques shall carry the signature of the Treasurer and one of the President or Secretary.

Article 7: Section 4: Records
A system of records adequate to preserve the details of a financial operation of the League shall be established and maintained as recommended by the Treasurer.

Article 7: Section 5: Investments
Should monies accumulate beyond the requirements foreseen for reasonably immediate disbursement, any amount in excess of such requirement may be made in fully registered securities which have a guaranteed parity feature, as well as a liquidity feature.

Article 7: Section 6: Petty Cash
A fund in cash shall be maintained in the custody of the Treasurer to provide for small expenditures. A voucher of receipt shall be obtained and filed for every such expenditure. The maximum amount of the fund shall be $50.00 (fifty dollars).

Article 7: Section 7: Audit
The financial records of the League shall be under the scrutiny of the Treasurer. He/she shall prepare annually an operation statement, a balance sheet and such other reports as the Executive may direct. Such reports also shall be prepared and presented when the office of any of the signing officers is vacated.

Article 8: Amendments

Article 8: Section 1: How Initiated
Every proposed amendment to the Constitution and Bylaws shall be presented in writing as a Notice of Motion to the Executive at a regular Executive meeting and shall be signed by the Mover and Seconder. First reading shall occur at that time.

Article 8: Section 2: Evaluation
Every such amendment shall be examined by the Executive in respect to its relation to the Constitution and Bylaws. If alteration is considered advisable, suggestion to this affect shall be made to the Mover and Seconder.

Article 8: Section 3: Presentation
BYLAW AMENDMENTS

(a) At the next regular Executive meeting following the meeting that the Notice of Motion was presented, the Motion shall be placed on the agenda and shall be moved, considered and voted upon.

CONSTITUTION AMENDMENTS

(b) At the next Annual Meeting following the meeting at which the Notice of Motion was presented, the motion shall be placed on the agenda and shall be moved, considered and voted upon.

Article 8: Section 4: Adoption
An amendment shall require an affirmative vote of the members present at such meetings as follows:

(a) To amend the Constitution or Bylaws where monies are involved -2/3 of Executive members in attendance with a minimum of ten members in attendance at the meeting.

(b) To amend the Constitution or Bylaw where monies are not involved - simple majority (over 50%).