This a copy of the constitution scanned by Rietta Osso in Feb. 2007;  spelling errors were corrected (i.e. convener not convenor), and the document was formatted.

1. President

2. Vice-President of Administration

3. Vice-president of Operations

4. Secretary

5. Treasurer

6. Registrar

7. Past-President

8. Tournament Convener

9. Ice Convener

10. Referee Convener

11. Select Convener

12. Public Relations and Newsletter Convener

13. Sponsorship Convener

14. Equipment Convener

15. Ways and Means Convener

16. Banquet/Coaches/Sponsors Convener

17. Bingo Convener

Brockville Girls Hockey Association

Constitution

This organization shall be known as the Brockville Girls Hockey Association hereinafter referred to as the B.G.H.A.

1. To provide a form of healthy recreation for the girls in Brockville and surrounding areas and communities through participation in organized hockey and to thereby impart to them a spirit of co-operation and sportsmanship.

2. To foster and encourage the development and improvement of girls' hockey through an increased interest in the game.

Article III- AFFILIATION

This Association shall be a member of the Ontario Women's Hockey Association and shall be affiliated with the Canadian Hockey Association.

Article IV- MEMBERS

All players and parents of the players shall be members of the Association. The members shall pay annual dues in amounts set from time to time by the Executive.

Article V- EXECUTIVE AND BOARD OF DIRECTORS

1. The Executive of this Association shall consist of the Past President, President, Vice-President of Administration, Vice-President of Operations and Development, Treasurer, Secretary and Registrar. Who shall all be elected by the membership at the Annual General Meeting to take place in March or as otherwise allowed in the Constitution.

2. Conveners under the Vice-Presidents of Administration and Operations and  Development shall become Directors on the Board upon being elected by the membership.

3. The term of office for the Executive and Board of Directors shall be one operating year from May 1 to April 30.

4. The Board shall have the power to fill any vacancies which may occur.

5. The Board shall have the authority to appoint any committee(s) it deems necessary for the good of the Association.

Article VI- JOB DESCRIPTION

All job descriptions and responsibilities for the Executive and Conveners are as outlined in the By-laws.

1. No proxies are allowed.

2. At all Board and General meetings (except those where amendments to the Constitution and By-laws are proposed) a simple majority will be sufficient to carry the motion.

3. Amendments to the Constitution and By-laws will require a 2/3 majority of votes cast to pass such amendments.

1. Elections are to take place at the Annual General Meeting of the Association or at any Special General Meeting called as allowed under the constitution.

2. All names presented for such elections must be nominated and seconded.

3. Such persons must be present or have consented to let their names stand in writing.

4. The membership can change any member of the Executive or Board at a Special General Meeting.

1. Annual General Meetings

a. The Annual General Meetings of this Association shall be held yearly. Such meeting is to be held in March or as otherwise allowed in the constitution.

b. The election of the Board for the coming fiscal year shall take place at the March meeting of the general membership.

c, A quorum of fifteen (15) members is necessary in order to conduct such meetings-

d. The date of the AGM will be published no later than 10 days prior to the AGM.

2. Board Meetings

a. The Board shall meet once a month and other times as required.

b. A quorum often (10) members is required in order to conduct such meetings.

3. Board and General Meetings may also be called under the following conditions;

a. The President shall have the sole authority to call any meetings, and the Secretary shall notify all involved of the same.

b. When ten (10) or more members of the Board, excluding the President, request (in writing) that a Board or General Meeting be called, the President shall arrange for such a meeting to be held within three weeks.

c. When more than 1/3 of the members of this Association request that a General Meeting be called, the President shall abide by their request. Such request to be in writing and addressed to the Secretary. Such meeting must be held within 30 days.

4. Duration of Meetings

All Meetings of this Association that convene at 7:30 p.m. and terminate at 10:00 p.m., unless the Board deems that different times are necessary.

1. The following Order of Business shall be adhered to at all Board meetings of this Association.

a. Call to Order.

b. Approval of last Board Meeting Minutes.

c. Business arising from Minutes.

d. Correspondence.

e. Business arising from Correspondence.

f. Treasurers Report.

g. Reports of Executive.

h. Reports of Conveners and Committees.

i. Unfinished Business.

j. New Business.

k. Adjournment.

2. The following Order of Business shall be adhered to at all Annual General Meetings of this Association.

a. Call to Order.

b. Approval of last Annual General Meeting Minutes.

c. Treasurers Report.

d. Reports of Executive.

e. Reports of Conveners and Committees.

f. Elections.

g. New Business.

h. Adjournment.

Any team- group- individual obtaining uniforms or jackets to be used as a means of team or Association identification must conform to the B.G.H.A.'s regulations and be passed through the B.G.H.A. Board Meeting.

1. All teams in the Association entering tournaments must provide notification to the Vice-President of Operations of all tournaments, upon acceptance.

2. All teams who wish to complain for extra funds must obtain permission from the Board in writing.

3. All other guidelines concerning tournaments must comply with the By-Laws.

All O.W.H.A. rules and guidelines regarding movements of players will be adhered to by the B.G.H.A. along with any rules and guidelines that the B.G.H.A. adopt as Association standards, as stated in the By-Laws.

1. This Association, it's Executive, Board and any other member or representative shall recognize, observe and be bound by the provisions of the Constitution and By-Laws of the Brockville Girls Hockey Association. The policies adopted shall conform to the Constitution and By-Laws of this Association and shall be recognized as providing the basic Rules governing the Association. The President in a regular or special meeting, with a quorum often (10) Board members, shall have the authority to Interpret and make ruling matters pertaining to this Association and not within this Constitution AND their decision is final, although subject to revisions under Article 13, subsection 2.

2. Amendments:

a. All proposed amendments) must be submitted to the Secretary of the Association in a written and signed format.

b. A proposed amendment will only be considered at a Special General Meeting and membership must be notified of proposal in writing fourteen (14) days prior to meeting.

c. The member(s) submitting the proposal must be presented to make the formal motion.

d. Amendments must receive a 2/3 majority of votes cast to be passed.

(A)  President

The President, within jurisdiction of the Association, shall have the power to:

1. sign as a signing officer for the Association

2. officiate at meetings - -ix-officio at all meetings

3. exercise the powers of the executive in case of an emergency

4. assist the members of the executive in carrying out their duties

(B) Vice-President of Administration

1. The Vice-president of Administration shall perform all duties of the President in his/her absence and shall act as coordinator for the following conveners:

i. Public Relations Convener

ii. Sponsorship Convener

iii, Equipment Convener

iv. Bingo Convener

v. Ways and Means Convener

vi. Banquet Convener/Coaches - Sponsors Appreciation Night

The Vice-president of Administration:

a. shall assist any Convener in carrying out their duties.

b. shall assist the Vice-president of Hockey Development in developing manuals for all Conveners in their area.

(C) Vice-president of Operations and Development

1. The Vice-president of Operations and Development shall perform all duties of the Vice-president of Administration in his/her absence and shall act as coordinator for the following Conveners:

i. Tournament Convener

ii. Ice Convener

iii. Referee Convener

iv. Select Convener

The Vice-President of Operations and Development

a. shall assist the Select Convener in the selection of Coaches.

b. shall assist the Vice-president of Hockey Development in developing manuals for all conveners in their area.

c. shall assist any Convener in carrying out their duties.

d. shall organize:

i. Referee Clinics

ii. Goalie Clinics

iii. Coaching Certifications

iv. Summer Hockey School

e. shall be responsible for the development of instruction manuals for all Conveners in consultation with the respective Vice-Presidents.

(D) Secretary

The Secretary:

1. shall be signing officer of the Association.

2. shall keep an accurate record of the proceedings of this Association and shall handle all correspondence on behalf of this Association.

3. shall publish an agenda for the General Meetings and distribute same to all in attendance at the meeting.

4. shall conduct any other business necessary for the welfare of this Association and shall conduct other administrative duties assigned by the President.

(E) Treasurer

The Treasurer:

1. shall handle all monies of this Association and shall keep an accurate record of all monies received and disbursed, and shall report such manners at all meetings.

2. shall ensure that a financial audit of the Association be conducted at the end of the Association's fiscal year by person(s) approved by the Executive. The fiscal year shall be May 1st to April 30th.

3. shall pat all accounts of the Association by cheque. Such cheques shall be signed by the Treasurer and either the President or Secretary.

4. shall receive any receipts from any member of this Association incurring out-of-pocket expenses which may be reimbursed by this Association, if the Board deems the expense Justification for the welfare of the Association.

5. shall receive from all members of this Association all monies collected on behalf of this Association within one week of collection of same.

(F) Registrar

The Registrar:

1. is responsible for all aspects of hockey registration including those required by the O.W.H.A.

2. recommends registration dates.

3. arranges for use of facilities for registration.

4. obtains volunteers and draws up a schedule of times for registration day duties.

5. provides copies of the registration list to Conveners.

6. provides the Referee-in-Chief a list of persons interested in refereeing.

7. provides a list of persons volunteering in any capacity such as coaching.

8. maintains a continuing master list of registration throughout the year and supplies copies to the Secretary when required.

9. collects all registration fees and forwards to the Treasurer, keeping records of collections.

10. ensures that all fees are paid prior to participation in hockey program.

(G) Past-President

The Past-President:

1. shall have served one complete term as President and has not resigned from the Board.

2. shall assist the Association in any capacity he/she has either knowledge of or interest in.

RESPONSIBILITIES OF THE BOARD OF DIRECTORS

(a) Tournament Convener

The Tournament Convener:

1. shall assemble a committee to assist in Tournament activities.

2. shall be responsible for coordinating all Tournament activities.

3. shall report to the Vice-President of Operations and the Board.

(B) Ice Convener

The Ice Convener:

1. shall be responsible for scheduling and assigning ice to various teams for both practices and games.

2. shall be responsible for coordinating ice for Tournament activities.

3. shall report to the Vice-president of Operations and Board.

(C)  Referee Convener

The Referee Convener:

1. shall be the liaison with the Referee Association.

2. shall ensure that game schedules are forwarded to referees.

3. shall ensure that bill for referees is accurate and report to the Treasurer and the Board of amounts owing

4. shall report to the Vice-President of Operations and Board.

(D)  Select Convener

The Select Convener.

1. shall identify and communicate their respective responsibilities to the Executive, the Board of Directors and the select teams and act as liaison between these parties.

2. shall interview and select coaches for each Select/Rep Team; in conjunction with Vice-president of Operations and the Vice-president of Hockey Development.

3. shall ensure that Teams are formed about upcoming Tournaments.

4. shall report to the Vice-president of Operations and the Board.

(E) Public Relations and Newsletter Convener

The Public Relations and Newsletter Convener:

1. shall be responsible for any news releases with the local papers.

2. shall be responsible for any promotion and distribution of any literature of the organization.

3. shall report to the Vice-president of Administration and the Board.

4. shall act as a liaison officer with O.W.H.A.

5. shall act as a liaison officer with C.A.H.A.

6. shall be responsible for compiling any information needed to be publicized such as standings, upcoming events, etc. and any other necessary information.

7. shall be responsible for printing and distributing said newsletter to all members of the organization.

8. shall report to the Vice-president of Administration and the Board.

(F)  Sponsorship Convener

The Sponsorship Convener:

1. shall be responsible for obtaining sponsorships for Select Teams.

2. shall inform the Equipment Convener on what names to be printed on Team sweaters.

3. shall report to the Vice-President of Administration and the Board.

(G) Equipment Convener

The Equipment Convener:

1. shall be responsible for all equipment owned by the Association.

2. shall be responsible for signing out said equipment to coaches and other members deemed reasonable by the Equipment Convener.

3. shall be responsible for ensuring all signed out equipment is returned upon end of playing season.

4. shall be responsible for all purchases of equipment from appropriate sources. Invoices must be checked and submitted to the Treasurer for payment.

5. shall report to the Vice-president of Administration and the Board on any purchases.

6. shall not spend over the approved budget unless deemed necessary by the Vice-president of Administration, Executive or Board of Directors.

(H) Ways and Means Convener

The Ways and Means Convener:

1. shall be responsible for assembling a committee made up of one representative from each Team and chairing this committee.

a. this committee shall be responsible for all activities relating to fund raising.

b. shall report the Vice-president of Administration and the Board.

c. shall be responsible for all activities relating to the sale of items such as souvenirs, clothing and jackets.

(I)  Banquet/Coaches/Sponsor Convener

The Banquet/Coaches/Sponsor Convener:

1. shall assemble a committee and chair this committee.

a. This committee will be responsible for all associated activities; such as, renting halls, printing tickets, obtaining food, etc. and any other necessary activities.

2. shall report to the Vice-president of Administration and the Board.

(J)  Bingo Convener

The Bingo Convener:

1. shall refer to all fundraising activities associated with and regulated by the Ontario Gaming Control Commission (i.e. Nevada Tickets, and Super Jackpot)

2. shall be a signing officer on all Bingo accounts.

 3. shall insure all account transactions have 2 of 3 signing authority signatures as directed by the Executive.

4. is responsible for all aspects of licensing as per the Ontario Gaming Commission.

5. shall keep an accurate up to date record of all deposits and disbursements related to 'Bingo' accounts in accordance with licensing requirements.

6. shall ensure all Bingo funds transfers are to the General Association account through the Treasurer.

7. shall prepare all deposits and cash floats for Bingo activities.

8. shall provide the Executive with status reports as requested.

9. shall ensure a financial audit report to the Executive as requested, (minimum annually)

10. shall generate and publish a Bingo volunteer schedule with an aim toward equitable treatment for all B.G.H.A. members.

11. shall represent the B.G.H.A. at regular meetings at the "Bingo Sponsors Association' and act as a liaison with Bingo Hall Operators as required.

CHAIN OF COMMAND

All Conveners will report to their respective Vice-Presidents. if necessary. Conveners may be requested to bring any conflicts or problems in writing to the Board of Directors for resolution.

Members would first contact their Conveners, then the Vice-President in charge of that end of operation, then the Executive and Board of Directors, in writing.