NCMYH By-Laws
BY-LAWS
Proposed: May 16, 2013
Revised March 20th 2023
Table of Contents
Definitions Section
NCMYH - North Central MA Youth Hockey Association, Inc. NCMYH is an affiliate of Massachusetts Hockey and is one of several youth hockey programs within District 7. As an affiliate of Massachusetts Hockey, NCMYH is bound by the By-Laws, Rules, Regulations, and decisions of the Massachusetts Hockey Board of Directors.
Executive Officers of the Corporation - Consists of the Corporation's elected officials (Board Members) to fulfill the leadership roles of President, Vice-President, Secretary, and Treasurer. These positions constitute the leadership of the Corporation.
Board of Directors - Consists of the Corporation's elected officials (Board Members) that have been empowered by the membership, along with the Executive Officers of the Corporation, to manage the direction and business of the Corporation.
Membership - Consists of a representative of each paying participant in a North Central MA Youth Hockey Association Program. Payment is in the form of registration and or tuition fee.
Committee - A group of members and or Directors (Board Members) led by a Director (Board Member) for a specific purpose. The guidelines of committees are defined in the By-Laws and may be further defined in the Policies and Procedures.
Robert’s Rules of Order - The standard guide to Parliamentary procedures adopted in 1893, these rules are the basis for the fair conduct of business at formal meetings.
USA Hockey - this is the governing body for amateur hockey across the United States and is the official representative of the United States Olympic Committee (USOC) and the International Ice Hockey Federation (IIHF).
Massachusetts Hockey - This is the Governing body for amateur hockey across the State of Massachusetts. Massachusetts Hockey is the state affiliate of USA Hockey. As an affiliate of USA Hockey, Massachusetts Hockey is bound by the By-Laws, Rules, and Regulations and the decision of the Board of Directors of USA Hockey.
Director at Large-the Director at Large, when passed by the Board of Directors, is a member of the Officers of the Corporation (Board Member) and will have the voting right as any other officer of the Corporation (Board Member).
Article 1: Name
Section 1:
The name of the corporation is the North Central MA Youth Hockey Association, Incorporated (NCMYH).
Section 2:
The principal address of the corporation will be:
North Central MA Youth Hockey Association
P.O. Box 212
Gardner, MA 01440
Article 2: Purpose
Section 1:
North Central MA Youth Hockey Association Inc. is a nonprofit corporation organized for the following purposes:
- To encourage, promote, and teach amateur youth hockey through an organized effort that fosters sportsmanship, community spirit, and fellowship of all participants for the betterment of their physical, mental, and social well-being. NCMYH fully supports academic excellence and scholastic requirements put forth by the local school systems
- To arrange and promote amateur hockey competition and raise funds by donations, tuitions or otherwise for the encouragement of such amateur hockey.
- The Association shall be conducted, managed, and operated as a charitable nonprofit corporation under the provisions of Chapter 180 of the General Laws of the Commonwealth of Massachusetts.
- The By-Laws of the NCMYH fully support Massachusetts Hockey, which in turn supports the positions and By-Laws of USA Hockey. Anything not expressed within these By-laws may be covered in the documentation of one of the organizations above, of which NCMYH is a member in good standing. These documents are available for viewing on the NCMYH Website.
Article 3: Membership
Section 1:
Membership of the Corporation encompasses a parent(s) or legal guardian(s) of a registered player(s) in good standing with an NCMYH program, regardless of race, color, creed, national origin, or sex. Each family shall be entitled to one (1) vote at the Annual Open Board Meeting during the selection of the Board of Directors.
Section 2:
All elected and appointed officers and directors are members of the Corporation. No fee for membership shall be charged to these members unless they have a child/children registered in NCMYH programs.
Section 3:
The Board of Directors shall set program Tuition fees and terms of payment annually. A non-refundable registration or commitment fee for each child registered in an NCMYH program will be paid. Per section 1 above.
Article 4: Board of Directors
Section 1:
By virtue of the majority vote rule, the Board of Directors shall have the general charge and direction of the Corporation. The Directors (Board Members) shall have the powers usually vested in a Board of Directors of a Corporation organized under the provisions of Chapter 180 of the General Laws of the Commonwealth of Massachusetts; they shall have the direction, control, and management of the property and affairs of the Corporation.
Section 2:
The Board of Directors shall be comprised of a minimum of 7 members and will not exceed 15 members. At least 50% of The Voting membership of the Board of Directors must be comprised of individuals with children currently registered with NCMYH.
Section 3:
Members of the Board of Directors shall be elected by the general membership at the Annual Open Board Meeting in May. The term for each elected board member is three years. Board member terms will be staggered such that, at the end of any one year, approximately one-third of the board will be finishing their terms. In order to maintain the required staggered terms a newly elected board member may assume the remaining term of a board member who has stepped down before their three-year term was complete.
Section 4:
To facilitate the business of the Corporation each member of the board shall be assigned to at least one position. These positions include the Executive Officers, and also whatever positions the board requires to execute the business of the Corporation including but not limited to; department heads, level representatives or chairs, or members of standing subcommittee and or Ad-Hoc Committees
Section 5:
Any member voted to the Board of Directors or Officer of the Corporation, may relinquish their elected position at any time by giving written notice to the Secretary, which in turn will be duly recorded in the records of the Association.
Section 6:
A Director of the Board may be removed from the office for just cause, in accordance with the By-Laws and policy statements, with a 51% majority vote.
Article 5: Executive Officers of the Board of Directors.
Section 1:
The Executive Board shall consist of four officers: the President, Vice President, Treasurer, and Secretary. No one person will hold more than one of the Executive Board positions. These positions will be elected after the new Board Members are elected at the Annual Open Board Meeting by a quorum (51% of the Board present) of the new Board of Directors no later than the conclusion of the first new board meeting in June. In the event of a vacancy on the Executive Board, the position will be voted upon during the next scheduled monthly board meeting at which there is a quorum. Executive Officers will hold their positions for the remainder of their elected board term. The exception to the elected term is if the elected officer chooses to vacate that position or by a 51% majority vote of the Board of Directors, they are removed from office for a just cause, per the By-Laws and Policy Statements of NCMYH.
Section 2:
The President shall be the Chief Executive of the Corporation and shall, when present, preside at all meetings of the Board of Directors. He/She will have the authority to make executive decisions and act on behalf of the Corporation. Any executive decision that was made can be appealed and brought up for a vote at the next subsequent Board of Directors meeting. He/She shall perform all the duties commonly incident to his/her office, and shall perform such other duties and have such powers as the Board of Directors may designate, such as but not restricted to:
- Will sign and execute all contracts in the Corporation's name when authorized by the Board of Directors.
- Will appoint and discharge agents and employees, subject to the approval of the Board of Directors.
- Will be responsible for the general management of the affairs of the Corporation.
- Will authorize payment of all checks, drafts, notes, and orders for payment of money and may sign in the absence of the Treasurer.
- A representative of the association will be responsible for attending all meetings pertaining to any aspect of the NCMYH program.
- Will channel all information to the appropriate committee for action and follow-up on said matters.
- Will serve as ex-officio on all committees.
Section 3:
The Vice-President shall perform all the duties of the President whenever the latter is absent or unable to meet his/her commitment as President. The Vice-President will oversee ad-hoc committee activities and ensure that these committees are given Board of Directors meeting agenda time to report on their activities. The Vice-President shall also perform such other duties as may be determined by the president of the Board of Directors.
Section 4:
The Secretary shall maintain a written record of all meetings of the Corporation. The Secretary will give due notice of all meetings and shall conduct the general correspondence of the corporation. The secretary will maintain a membership record containing the names of all members of the Corporation, showing their place of residence, and said record shall be open for inspection by any member of the Corporation. The Secretary shall also perform all duties incident to his/her office.
Section 5:
The Treasurer shall have charge of and be responsible for all funds of the Corporation and shall make all disbursement for and in the name of the Corporation on the approval of the President or the Board of Directors. The Treasure will keep an itemized record of all transactions and report at the monthly Board of Directors meetings along with the Corporation’s financial status. The Treasurer shall also perform all duties incident to his/her office, including but not limited to:
- Shall sign all checks, drafts, notes, and orders for payment of money authorized by the President or the Board of Directors.
- Will, at a reasonable time, exhibit the book and accounts to a member of the Corporation.
- Will file all State, Federal, and local taxes as required.
Article 6: Current Board positions
Section 1:
As determined in Article 4, Section 4, Board Members will be assigned positions that the board requires to execute the business of the Corporation, including, but not limited to, department heads, level representatives, Chairs, or members of standing subcommittees. With the exception of the Executive Board positions, which do not change, these positions may change over time. These positions will be elected after the new Board Members are elected at the Annual Open Board Meeting by a quorum (51% of the Board present) of the new Board of Directors no later than the conclusion of the first new board meeting in June. Below are the current positions required to run the NCMYH business.
Section 2: Registrar
- The Registrar will utilize the website format to ensure all members can register their players in the appropriate NCMYH programs. The registrar will maintain all records and rosters related to this task, including contact information, release forms, jersey numbers, and any other tasks required to register participants.
- Registrar will supply team rosters to Mass, Hockey, leagues, coaches, or whoever may require them.
Section 3: Web Master
- Will maintain and update the website and other apps and formats related to the NCMYH business.
Section 4: Head of Coaches
- Help to identify and supervise all NCMYH coaches
- Ensure coaches are delivering age-appropriate instruction.
- Ensure that all coaches meet the USA Hockey and NCMYH coaching requirements
- Meet with coaches at the beginning of the season (or as needed) to set expectations
- Facilitate the coaches’ evaluations of players at the end of the season.
- Facilitate families’ evaluations of coaches
- Deal with coaching issues as they arise
- Participate on the Evaluation Sub-Committee.
Section 5: Director of Developmental Programs
- Oversee delivery of Learn to Skate/Learn to Play programs, Mite ADM program, and any introductory programs such as “Try Hockey for Free” and “Bruins Learn to Play.”
- Ensure proper age-appropriate instruction.
- Ensure players are evaluated, and families understand the next steps in a player's development.
- Identify coaches, equipment, uniforms, and any other needs for these programs.
Section 6: Uniform Coordinator
- Coordinate purchase, design, sizing, and ordering of any uniforms, including game jerseys, socks, or any other apparel that NCMYH may require.
Section 7: Ice Scheduler
- Communicate with rink facilities to identify and purchase the ice needed to deliver all practice, skills sessions, and in-house leagues delivered by NCMYH.
- Utilize the website and any other apps to present and update the schedules of all programs so that they are easily accessible to all members of NCMYH.
Section 8: League Representative(s) (Liaisons)
- A Board member will be identified as the Liaison between the Board of Directors and each league in which NCMYH teams are registered.
Section 9: District Representative
- A Board member will be identified as the Liaison with the current Mass Hockey District in which NCMYH has been placed. (District 7)
- Attend district meetings and identify issues and opportunities such as skills clinics and state tournaments.
Section 10: Level and Program Representatives
- Board Members will be identified to be the representative for each age level of travel hockey, midgets, mite ADM, House Hockey, and any other programs or program levels NCMYH may deliver.
- Rep. is usually a Board Member with a child playing at that level so they can observe practices and some games and communicate with the families. The Director of Developmental Programs may be the rep. for either or both the Learn to Skate/Play and Mite ADM Programs
- Reps will reach out to all level families via email, apps, and meetings so that member families know he or she is available to address any issue that may arise.
Section 11: Rink Liaison
- A position required by the leagues to coordinate scorekeepers and records of games at any of our local rinks. (Currently, NCMYH is responsible for Valley League games at Gardner Veterans Arena)
Article 7: Standing Committees and Ad-hoc Committees
Section 1: As determined in Article 4, Section 4, Board Members will be assigned positions that the board requires to execute the business of the Corporation, including Chairs or members of standing subcommittees and members of Ad-Hoc committees. These Committees may change over time. These Committee positions will be elected after the new Board Members are elected at the Annual Open Board Meeting by a quorum (51% of the Board present) of the new Board of Directors no later than the conclusion of the first new board meeting in June, or as new committees are identified. Below are the current committees required to run NCMYH's business. Non-voting members (non-board members) of NCMYH may participate in Standing and Ad-Hoc committees as needed.
Section 2: Budget Committee
- The Budget Committee consists minimally of the President of the Board and the Treasurer (only voting board members)
- The Committee will review the current year's budget and expenses and trends to develop an annual budget and individual program tuition rates.
- Travel team tuition rates will be presented to the board for approval in time for travel team evaluations.
- Other Tuition rates and the budget for the upcoming fiscal year will be presented to the board for review and approval before the new board meets in June so that the new board will have a budget at the start of the fiscal year.
Section 3: Evaluation Committee (standing committee)
- This committee plans and delivers evaluations for all travel and midget programs to identify the teams created on tiered skill level.
- Facilitates coach’s assessments of current team members, identifies ice time, and engages unbiased evaluators for each age group.
- Utilizes evaluation scores to identify teams according to current NCMYH Policies and Procedures.
- Presents teams to the board for approval.
Section 4: Fundraising Committee (standing committee)
- Plans and coordinates the delivery of Fundraising events to support NCMYH programs.
Section 5: Marketing and Communications Committee. (standing committee)
- Works with Webmaster and others to promote NCMYH programs and recruit new families, coaches, and supporters.
Section 6: Developmental Programs. (standing committee)
- To the extent that a standing committee or ad-hoc committee is needed for Developmental programs, the Director of Developmental Programs will chair and coordinate.
Section 7: Girls Grow Hockey Committee (standing committee)
- This committee consists of voting board members and non-voting members and promotes the participation of girls in hockey through free clinics and other activities. Oversees funds originally from a Cheevers Grow Hockey grant.
Section 8: Ad-Hoc Committee
- These committees are created to address short-term issues and can be created by the Board President or the Board of Directors at a monthly meeting.
Section 9: Disciplinary Committees
- When issues related to inappropriate behavior or violations of the player, parent, or coach code of conduct are reported to the Board or Executive Board, the Board President will identify a Disciplinary committee.
- This committee should have no direct conflicts of interest, such as having a board member with a child on the team where the issue occurs. Each Disciplinary Committee will be both temporary and have different members. It is an Ad-Hoc committee.
- The committee will investigate the incident and either make recommendations to the board or, if so charged by the President of the Board, enact those recommendations. In either case, a report to the board as to the results of the investigation and the consequences enforced must be made.
Article 8: Board Meetings
Section 1:
The annual meeting of the membership (Annual Open Board Meeting) will be held once a year during May. Meeting notifications will be widely circulated to ensure every effort has been made to inform the general membership of the time and location of the said meeting. The annual meeting can not transpire without a quorum (51% ) of the current Board of Directors present.
Section 2:
Monthly Board of Directors meeting will be held to conduct the business of the Corporation. The date, time, and location will be disseminated at the previous monthly meeting. The monthly board of Directors meeting cannot transpire without a quorum (51% of the Board members present.)
Section 3:
Special meetings may be called by the President of the Board whenever requested by 10% of the membership or a majority of the Board of Directors. Seven days notice must be given and only the business related to the special meeting can be transacted.
Section 4:
All voting will be conducted under majority decision with a minimum of 51% of the current Board of Directors present. At monthly meetings, only the elected Board of Directors will participate in voting. The Presiding officer (Board President) is not entitled to a vote, except in the case of a tie.
Section 5:
All meetings will be conducted according to “Robert’s Rules of Order”; any member refusing to adhere to this By-Law will be required to leave the meeting and will relinquish his or her vote for the entirety of the meeting. Continuance of non-compliance to this By-Law by a Board member will constitute cause for the removal process from the Board.
Article 9: Finances
Section 1:
The Board of Directors shall decide on all matters pertaining to the finances of the Corporation. The President and Treasurer will negotiate all contracts and notes. The President and or the Treasurer will sign all checks. The Board of Directors must approve all contracts, notes, and distribution of funds.
Section 2:
The Corporation shall never pay, assume, or become responsible for the personal or unapproved debt or liabilities of an individual of the Corporation.
Article 10: Fiscal Year
Section 1:
The fiscal year will begin on June 1st and run until the completion of the last day of May each year.
Article 11: Hockey Players
Section 1:
All hockey players shall pay a registration fee (commitment fee or Tuition) as determined by the Board of Directors.
Section 2:
USA hockey shall govern the age division of all hockey players playing in league hockey for consistency across the U.S. Those players shall play in a group commensurate with the age group of the league in which they are registered (Midget, Bantams, PeeWees, Squirts, Mites. Etc…) the age group shall be all-inclusive. Any and all exceptions must formally request a waiver and be voted on by the Board of Directors.
Article 12: Coaches
Section 1:
The duties of each coach shall consist of instructing the players in the basics of skating, hockey, good sportsmanship, and team spirit. Each coach shall be responsible for the general management of all team activities.
Section 2:
The coaches are responsible for the care, storage, and return of the Corporation's equipment issued to him or her.
Section 3:
Coaches shall attend all coach’s committees or meetings called by the Head of Coaches.
Section 4:
No later than December 31 (or as designated by Mass Hockey) of the current year, all individuals on the players' bench, acting in the capacity of a coach, must show up on the USA Hockey roster as a certified coach at the correct level.
Article 13: Amendments
Section 1:
These By-Laws may be amended, altered, or appealed at any meeting or special meeting by the majority of the Board of Directors. Amendments or changes to these By-Laws require a 2/3 majority vote by a quorum of the Board members.