APMHA AGM - Sunday April 13th at 12:00pm at the Almonte Curling Club
Every member (parents, coaches and team staff) is welcome and encouraged to attend the AGM and participate in the important decisions and elections of the executive members for the 2014-2015 Hockey season. The following notice will include a list of executive positions and proposed by-law changes to be voted on at the Almonte/Pakenham Minor Hockey Association AGM on Sunday April 13th, 2014.
Executive positions are split into two groups. One group is elected on even years and the second group on odd years. All positions are open to the membership with the exception of the President. This position must be filled by an existing member of the executive.
Members interested in the various position should send their intent to bring their name forward prior to AGM (although nominations will be also accepted at the AGM). Please e-mail interest to president@apmha.org
Each position is described in details in the APMHA Bylaws.
The following positions will be up for re-election at this year’s APMHA AGM. Those with a name attached are willing to let their name stand for the 2014/2015 season.
The following positions will begin and end on even years and are for a 2 year term:
1. President:
Shalon Doxsee will let her name stand for re-election
2. Webmaster:
3. Tournament Coordinator:
Kimberley MacLeod will let her name stand for re-election
4. Registration Coordinator:
Kendra Neil will let her name stand for re-election
5. Director of House Programs:
Daryl Doxsee has put forth his name for election.
6. Equipment Manager:
Daryl McLeod has put his name forth for election
7. Ice Scheduler:
Blair Boisvenue will let his name stand for re-election
8. Clinic Coordinator:
Dave Ireland has put his name forth
The following positions will begin and end on odd years and have 1 year left on their term:
1. Director of Communications:
Darlene Hewitt has put her name forth
2. Treasurer:
Terra Drummond has put her name forth
6. Director of Fundraising:
Chantal Hubert has put her name forth
7. Director Coach Development:
8. Registrar of Records:
Christine Andersen has put her name forth
The following are the proposed bylaw chages to be voted on|:
Notice of Motion #1
(For 2014 AGM)
By-law No. NA
Page No. 4 and throughout the document
Paragraph No. Definitions and throughout the document
Submitted by: Laurie Ireland
Seconded by: Chris Benson
Current Wording: ODHA: means the Ottawa District Hockey Association.
Proposed New Wording: HEO: means Hockey Eastern Ontario (formerly ODHA)
Rationale for Change: ODHA has been renamed as HEO.
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Notice of Motion #2
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 3 Treasurer
Submitted by: Stacy Howie
Seconded by: Darlene Hewitt
Current Wording: Prepare monthly invoices for ice allocation to competitive clubs (Mississippi Thunder kings and Ottawa valley Silver Seven) and submit to competitive clubs treasurer and ice scheduler.
Proposed New Wording: N/A – point to be removed
Rationale for Change: Ice Allocations are now billed directly to the competitive clubs and not through APMHA.
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Notice of Motion #3
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 6 Ice Scheduler
Submitted by: Blair Boisvenue
Seconded by: Chris Benson
Current Wording: Submit ice allocation to competitive clubs based on requirements validated with the Director of Operations, the APMHA President and the Competitive Clubs (Mississippi Thunder kings and Ottawa valley Silver Seven)
Proposed New Wording: N/A – point to be removed
Rationale for Change: Ice Allocations are submitted from the town directly to the competitive clubs and not through APMHA.
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Notice of Motion #4
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 7 Referee in Chief
Submitted by: Paul Charlebois
Seconded by: Chris Benson
Current Wording: N/A – new point
Proposed New Wording: The RIC is to ensure that all on-ice officials 18 years and older have a valid police records check.
Rationale for Change: To ensure the safety of all
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Notice of Motion #5
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 10 Registrar of Records
Submitted by: Laurie Ireland
Seconded by: Darlene Hewitt
Current Wording:
a)Register house players in the ODMHA and APMHA database
b)Confirm entry of all players pertinent information into the ODMHA’s and the APMHA’s databases
c)Ensure the security and privacy of all personal information collected under APMHA
- Prepare a list of all players in each level for the Director of Initiation, Director of House and the MTK representative
- Prepare any required lists as requested by the coaches for evaluation, power skating, etc.
- Process all transfers of players in and out of APMHA
- Provide all supporting documentation required for affiliations
- Ensure all insurance forms are filled out to insure APMHA players, coaches, volunteers, and esure the Executive officers are HEO insured
- Prepare lists of players, coaches and on-ice help that will be in each level and team the following season as needed using the ODMHA and APMHA database.
Proposed New Wording:
a)Ensure the security and privacy of all personal information collected under APMHA
b)Process all transfers of players in and out of APMHA
c)Provide all supporting documentation required for affiliations
d)Ensure all insurance forms are filled out to insure APMHA players, coaches, volunteers, and ensure the Executive officers are HEO insured
e)Prepare lists of players, coaches and on-ice help that will be in each level and team the following season as needed using the ODMHA and APMHA database.
Rationale for Change: To correctly stream line the tasks being completed by the Registration Coordinator and the Registrar of Records and avoid duplication of tasks.
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Notice of Motion #6
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 11 Registration Coordinator
Submitted by: Laurie Ireland
Seconded by: Kendra Neil
Current Wording: N/A – new points to be added to additional description
Proposed New Wording:
- Register House players in the HCR and APMHA databases
- Confirm entry of all players pertinent info into the APMHA and HCR databases
- Collect all required documents pertaining to players registration as needed (ie, birth certificate, proof of residency, etc)
- Monitor and update player registration details as available (ie addresses)
- Prepare lists of all players registered for each level for the Director of Initiation, the Director of House and MTK representative
- Prepare any required lists as requested by coaches, convenors etc
Rationale for Change: To correctly stream line the tasks being completed by the Registration Coordinator and the Registrar of Records and avoid duplication of tasks.
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Notice of Motion #7
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 12 Director of Fundraising
Submitted by: Darlene Hewitt
Seconded by: Kevin McCartney
Current Wording:
- Co-ordinate the fund raising activities for the APMHA in conjunction with the Executive and the Executive's approval (e.g. APMHA Dance, Golf Tournament)
- Shall purchase with Executive's approval, samples of items to be used for the fundraising for the Association.
- Coordinate the clubwear selection and clubwear selling to the APMHA members with the clubwear supplier who has been approved by the executive.
- Organize fundraising activities with assistance from Special Event Coordinator
Proposed New Wording:
a) Co-ordinate the fundraising activities for the APMHA in conjunction with the Executive and the Executive's approval (e.g. APMHA Dance, Golf Tournament)
b) The Director of Fundraising appoints and coordinates with the Special Events Coordinator and Club Wear Coordinator
c) Work with the Club Wear Coordinator in the selection and sale of club wear to the APMHA members with the club wear supplier who has been approved by the executive.
d) Oversee organization of Club Wear days with the Club Wear Coordinator
e) Oversee the organization of Special Events with the Special Event Coordinator
f) Explore new fundraising opportunities (e.g. grants, bursaries, contest, sponsoring etc), prepare all the necessary documents related to the new opportunities and submit to the executive for approval
Rationale for Change: To correctly stream line the tasks being completed by the Registration Coordinator and the Registrar of Records and avoid duplication of tasks.
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Notice of Motion #8
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 13 A - Special Event Coordinator
Submitted by: Darlene Hewitt
Seconded by: Kevin McCartney
Current Wording:
- Report to the Director of Fundraising
- Assist the Director of Fundraising with Special Fundraising Day (e.g. Golf Tournament, Dance)
- Organize with the APMHA and The MTK Photo day with the photographer approved by the executive
- Organize community related event (e.g. Equipment Swap, BBQ)
- Explore new fundraising opportunities (e.g. grants, bursaries, contest, sponsoring etc), prepare all the necessary documents related to the new opportunities and submit to the executive for approval
Proposed New Wording:
a) Appointed by the Director of Fundraising each year with the approval of the Executive
b) Report to the Director of Fundraising
c) Organize special events in coordination with the director of fundraising (i.e. Fall dance, golf tournament, gala)
d) Organize Community related events in coordination with the Director of Fundraising (i.e. BBQ and Equip Swap)
Rationale for Change: To decrease the workload involved in fundraising activities , to stream line the tasks being completed and avoid duplication of tasks.
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Notice of Motion #9
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 13 B – Club Wear Coordinator
Submitted by: Darlene Hewitt
Seconded by: Kevin McCartney
Current Wording: N/A – new position
Proposed New Wording:
a) Appointed by the Director of Fundraising each year with the approval of the Executive
b) Report to the Director of Fundraising
c) Assist the Director of Fundraising with Club Wear sales
d) Organize club wear days in coordination with Special Event Coordinator and Director of Fundraising
e) Receive and deliver inventory to purchasers
Rationale for Change: To decrease the workload involved in fundraising activities , to stream line the tasks being completed and avoid duplication of tasks.
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Notice of Motion #10
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 14 Referee Scheduler
Submitted by: Rob Gourgon
Seconded by: Chris Benson
Current Wording:
a) Coordinate referees for APMHA games, tournaments, and exhibition games, and maintain records of such for payment purposes
Proposed New Wording:
- Shall be appointed by the Referee in Chief with approval of the Executive
- Coordinate referees and time keepers for APMHA games, tournaments, and exhibition games, and maintain records of such for payment purposes
Rationale for Change: To update the position, as this task was already being completed in this role.
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Notice of Motion #11
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 18 Director of Coach Development
Submitted by: Laurie Ireland
Seconded by: Chris Benson
Current Wording: N/A – new point
Proposed New Wording:
j) Ensure all APMHA volunteers (coaches, assistant coaches, trainers, on-ice helpers, managers, etc) have completed all required qualifications as determined by HEO by October 31
st of each year
Rationale for Change: To assign an executive to track coaching qualifications.
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Notice of Motion #12
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 15 Clinic Coordinator
Submitted by: Chris Benson
Seconded by: Kevin McCartney
Current Wording: N/A – new point
Proposed New Wording:
g) Organize all in house clinics (i.e. goalie clinics, power skating, etc) in coordination with the Director of House
Rationale for Change: To include in house clinics, this task was completed by the clinic coordinator this past season.
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Notice of Motion #13
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 21 House League Convenor
Submitted by: Chris Benson
Seconded by: Blair Boisvenue
Current Wording: N/A – new description
Proposed New Wording:
- Shall be appointed by the Director of House with approval of the Executive
- Shall coordinate activities for their level including pre-season conditioning, house league evaluations, and any other level related activities
- Shall communicate with all members of any such activities pertaining to the level their child is registered in
- Shall coordinate experienced evaluators and submit selection of evaluators to the Director of House for approval
- Each convenor shall act as a representative for all players, parents as needed at the regular APMHA Executive monthly meetings
Rationale for Change: To provide a description for this role.
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Notice of Motion #14
(For 2014 AGM)
By-law No. 8 Responsibilities
Page No.
Paragraph No. 22 Director of Goalie Development
Submitted by: Chris Benson
Seconded by: Blair Boisvenue
Current Wording: N/A – New role
Proposed New Wording:
a) Shall be appointed by the Director of House with approval of the Executive
b) Shall work with the Director of House and the Clinic Coordinator to organize in house goalie clinics
c) Shall work with the Equipment Manager to coordinate upkeep and purchasing of new goalie equipment as required
d) Shall support coaches within the association to develop goalie specific training and drills for practices.
Rationale for Change: To update the details of the position which was voted in as a new position in September 2013.
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Notice of Motion #15
(For 2014 AGM)
By-law No. 7 Executive Officers
Page No.
Paragraph No. 22 MTK Representative
Submitted by: Chris Benson
Seconded by: Darlene Hewitt
Current Wording: N/A – dew description
Proposed New Wording:
- Shall be appointed by the President with the approval of the Executive
- Shall coordinate and oversee the MTK competitive program
- Shall provide direction and support to APMHA players when wishing to try out for competitive programs
- Shall provide hockey recommendations when needed to the Director of House and the Executive.
Rationale for Change: To provide a description for a current role on the Executive.
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Notice of Motion #16
(For 2014 AGM)
By-law No. 7 Executive Officers
Page No.
Paragraph No. 22 Ottawa Valley Silver Seven Representative
Submitted by: Chris Benson
Seconded by: Darlene Hewitt
Current Wording: N/A – dew description
Proposed New Wording:
a) Shall be appointed by the President with the approval of the Executive
b) Shall coordinate and oversee the Silver Seven competitive program
c) Shall provide direction and support to APMHA players when wishing to try out for competitive programs
d) Shall provide hockey recommendations when needed to the Director of House and the Executive.
Rationale for Change: To provide a description for a current role on the Executive.
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Notice of Motion #17
(For 2014 AGM)
By-law No. 7 Executive Officers
Page No.
Paragraph No. 1 Composition
Submitted by: Chris Benson
Seconded by: Kim McLeod
Current Wording: The position of Past President is to provide continuity to the newly elected president and does not require voting powers. Past President is a non-voting Executive member of the board. The Novice Convenor, Atom Convenor, PeeWee Convenor, and Midget Convenor are Executive non-voting positions accountable to the board. The Referee in Chief and MTK Representative are Voting Executive members appointed by the board.
Proposed New Wording:
- Past President - The position of Past President is to provide continuity to the newly elected president and does not require voting powers. Past President is a non-voting Executive member of the board.
- Convenors - The Novice Convenor, Atom Convenor, PeeWee Convenor, and Midget Convenor are Executive non-voting executive member accountable to the board.
- The Referee in Chief is a voting executive member appointed by the board
- The Referee Scheduler is a non-voting executive member appointed by the Referee in Chief with approval from the board
- Competitive Reps - The MTK and Silver Seven Representatives are voting executive members appointed by the board.
- The Director of Goalie Development is a non-voting executive member appointed by the board.
- The Special Event Coordinator and Club Wear Coordinator are non-voting executive members appointed by the Director of fundraising with approval from the board.
Rationale for Change: To include the addition of all non elected executive roles and the voting/non voting status.
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Notice of Motion #18
(For 2014 AGM)
By-law No. 7 Executive Officers
Page No.
Paragraph No. 2 term of Office
Submitted by: Darlene Hewitt
Seconded by: Laurie Ireland
Current Wording: The Following positions will begin and end on even years. 8. Special Event Coordinator
Proposed New Wording: N/A – point to be removed
Rationale for Change: Proposal for position to be changed to a non-voting board executive position.
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Notice of Motion #19
(For 2014 AGM)
By-law No. 13 Terms of Office
Page No.
Paragraph No.
Submitted by: Darlene Hewitt
Seconded by: Chris Benson
Current Wording: N/A – removal of entire By-Law
Proposed New Wording: N/A
Rationale for Change: The identical wording is included in By-law 7, para. 2
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