GOVERNING BODY & DUTIES OF THE BOARD OF DIRECTORS
1) Governing Body
a) The governing body of the Association shall be its Board of Directors. This Board shall be responsible for operation of the hockey program and its associated activities.
[Update Status - the section taken from Article 5.1 of the current bylaws without revision.]
b) The following elected officers shall be members of the Board of Directors: President, Vice President, Secretary, and Treasurer. In addition, the immediate Past President shall be a member of the Board. These five officers shall comprise the Executive Committee of the Board.
[Update Status - this section taken from Article 5.2 of the current bylaws without revision.]
c) A Referee-in-Chief, Registrar, and Rink Scheduler will be appointed by the elected officers, and each position shall serve as voting member of the Board of Directors. To ensure as broad of representation on the Board as possible, head coaches, assistant coaches, and team managers shall not be eligible to concurrently hold an appointed position.
[Update Status - this section taken from Article 5.3 of the current bylaws. Statement regarding head coaches and team managers not holding an appoint position added.]
d) A League Representative will be elected at the beginning of each season, and each league representative shall serve as a voting member of the Board of Directors. This position shall only have one vote per individual representative, even if they represent more than one league. To ensure as broad of representation on the Board as possible, head coaches, assistant coaches, and team managers shall not be eligible to be a league representative.
[Update Status - this section taken from Article 5.3 of the current bylaws without revision. Currently, there are two league representatives: one for the BTHL and one for the high school league. However, it is not clear in the current bylaws who elects the representatives. Statement regarding head coaches and team managers not holding an appoint position added.]
e) Coaches and Assistant Coaches shall apply to and be approved by the Executive Committee of the Board of Directors. Each head coach of a travel team shall serve as a voting member of the Board of Directors; head coaches of zero-travel teams shall not serve as a voting member, nor shall assistant coaches of either travel teams or zero-travel teams.
[Update Status - the voting status of a head coach comes from the 2022-2023 Board of Directors & Their Responsibilities section of the Handbook; it is not mentioned in the current bylaws.]
f) A Team Representative to the Board shall be nominated and voted on by a majority of parents of registered players for each team at the beginning of the season, subject to Board approval. Each team representative shall serve as a voting member of the Board of Directors. If there is more than one team within an age division, the parents of the registered players on the second team shall have a separate for their team representative, and that second team representative shall also serve as a voting member of the Board of Directors. It is not permissible for two teams in any of the age divisions to have the same individual serve as team representative. To ensure as broad of representation on the Board possible, head coaches, assistant coaches, and team managers shall not be eligible to be the team representative.
[Update Status - this section taken from Article 5.4 of the current bylaws. Revisions include clarification that the team representative is a voting board member, clarification on team representatives for different teams, and clarification that team representatives can't also be coaches or team managers.]
g) Team Managers for 8U, 10U, 12U, 14U, and High School age divisions shall be nominated and voted on by a majority of parents of registered players for each team at the beginning of the season. Each team manager shall serve as a voting member of the Board of Directors. If there is more than one team within an age division, the parents of registered players on the second team shall have a separate vote for a team manager. It is permissible for the same team manager to represent both teams within an age division, but it is generally recommended for logistical purposes that the two teams have different managers. A team manager shall not represent two teams in different age divisions.
[Update Status - this section is taken from Article 5.4 of the current bylaws. Revisions include updating the age division terminology to reflect current USA Hockey age divisions (8U, 10U, 12U, etc.) and clarifying what to do if there are two teams within an age division. A stipulation also added that a team manager may not represent teams in two different age divisions due to the logistical challenges of being available for each of those teams.]
2) General Duties of the Board of Directors
a) The Board of Directors shall at all times strive to advance the interests and well-being of the Association, its members, and its players above the personal interests of any individual member of the Board.
[Update Status - this is a new section.]
b) The Board of Directors shall abide by and assist in the enforcement of the Code of Conduct and/or sanctions levied by the Association’s Conduct Committee.
[Update Status - this section is taken from Article 7 of the current bylaws without revision.]
c) The Board shall create policies and regulations as it sees fit to assure the effective operation of the Association's programs. The Board shall interpret and enforce the policies and regulations of the Association, and shall operate within the by-laws of the Association, the rules and bylaws of USA Hockey, the rules and bylaws of MidAm Hockey, and the rules of any league with which the Association is affiliated.
[Update Status - this section is taken from Article 6.1 of the current bylaws and revised to include references to MidAm Hockey.]
d) At the discretion of the Board, the Board may annually appoint coordinators to special positions that the Board deems necessary to conduct Association business. Examples of special positions may include, but are not limited to, website coordinator, fundraising coordinators, AYHA tournament coordinators, player and coach development coordinators, etc. Coordinators do not need to be active members of the Association, and they shall not be voting members of the Board.
[Update Status - this section is taken from Article 6.2 of the current bylaws and revised to clarify what a coordinator actually is and their voting status. Also provides an avenue for non-active members of the Association to volunteer in the Association.]
e) The Board shall be responsible for determining registration fees, conducting fundraising activities, and administering all Association funds.
[Update Status - this section is taken from Article 6.3 of the current bylaws without revision.]
f) The Board shall appoint sub-committees from the members of the Association as necessary to accomplish tasks which cannot be readily managed by the Board. At least one Board member shall be a member of any sub-committee.
[Update Status - this section is taken from Article 6.3 of the current bylaws without revision.]
3) Duties of Executive Committee of the Board of Directors
a) The President shall uphold and enforce the Association bylaws and policies as well as the bylaws, rules, and polices of USA Hockey and MidAm Hockey. The President shall preside over all AYHA Board meetings, shall act as ex officio member of all Association committees, shall serve on the Executive Committee, and shall represent the Association. Records of the Association shall be maintained by the President, and the President shall be responsible for checks and balances for other positions as applicable.
[Update Status - this section taken from Article 7.1 of the current bylaws. Revised to include references to MidAM hockey rules.]
b) The Vice President shall assume the duties of the President in his or her absence or disability and shall fulfill the President's term if the President is unable to do so. The Vice-President shall serve as chair of the Conduct Committee. In this capacity, it is the responsibility of the Vice President to meet with Team Managers and Coaches prior to the first game(s) being played to explain their roles and responsibilities with regard to the Code of Conduct. The Vice-President will meet with all players’ parents to explain the Code of Conduct. The Vice-President shall maintain the Association's Handbook of policies and regulations. The Vice-President shall be responsible for checks and balances for other positions as applicable.
[Update Status - this section taken from Article 7.2 of the current bylaws without revision.]
c) The Secretary shall record the minutes of all meetings of the Board, provide them to Board members, and post them for the benefit of all Association members in a manner as provided for in Article VI of these bylaws. The Secretary shall be responsible for any mailings to the membership or participants. The Secretary shall be responsible for checks and balances for other positions as applicable.
[Update Status - this section taken from Article 7.3 of the current bylaws. A reference is added to the meeting minutes being created per Article VI, which describes in more detail how the minutes are taken, distributed, and archived.]
d) The Treasurer shall control all funds of the Association and make disbursements for payment of any obligation authorized by the Board or the President. The Treasurer shall maintain a suitable set of books, report on the financial status of the Association at each regularly scheduled Board meeting and shall submit an annual accounting of income and expenditures to the Board by May 1st of each year in a manner as provided for in Article VII of these bylaws. The Treasurer shall provide a budget for each year for approval of the Board, no later than May 30th of each year and shall also file tax returns as may be required by law. The Treasurer shall be responsible for checks and balances for other positions as applicable.
[Update Status - this section taken from Article 7.4 of the current bylaws. A reference is added to specific accounting and fiscal requirements per Article VII, which describes in more detail those requirements.]
e) The Immediate Past President shall chair the Nominating Committee, serve on the Conduct Committee, and serve on the Executive Committee.
[Update Status - this section taken from Article 7.9 of the current bylaws without revisions.]
4) Duties of Appointed Members of the Board of Directors
a) The Registrar shall coordinate the annual registration of participants. The Registrar shall deposit all funds received from registrations and keep account of the status of all unpaid and partially paid fees. The Registrar shall coordinate with the Treasurer to ensure the proper accounting and classification of registration fees deposited. The Registrar shall submit team, player, and coach registrations and rosters to USA Hockey and shall serve as liaison to USA Hockey on all matters related to registration. The Registrar shall maintain the current listings of Association players and members and may recommend to the Board the denial of skating privileges to any participant who has not paid registration fees or made satisfactory arrangements for their payment by the deadline set forth by the Board.
[Update Status - this section taken from Article 7.5 of the current bylaws and revised to recommend the denial of skating privileges to the Board rather than being the sole arbiter of who skates or doesn't.]
b) The Referee-in-Chief shall be responsible for coordinating with USA Hockey on any matter involving officiating and shall bring to the Board any action by a player, coach, or member which could result in disciplinary action. The Referee-in-Chief shall present all protests to the Board for action. The Referee-in-Chief shall be intimately familiar with all playing rules applicable to the Association and shall be prepared to support his or her knowledge with written rules when necessary. The Referee-in-Chief shall be responsible for recruiting and developing new referees as needed, for scheduling referees in coordination with the Rink Scheduler, and for maintaining referee certifications as required by USA Hockey.
[Update Status - this section taken from Article 7.6 of the current bylaws without revision. What are types of "protests" the position needs to present to the Board?]
c) The Rink Scheduler shall be responsible for scheduling of practices, tournaments, games, and other use of home ice outside of normal practice times. The scheduler shall coordinate with Bird Ice Arena management prior to the start of each season and thereafter as necessary to ensure ice time is consistently available for practices, tournaments, and games.
[Update Status - this section taken from Article 7.7 of the current bylaws, and the position title has been revised to Rink Scheduler.]
d) Coaches shall be responsible for providing overall leadership of their team, including providing instruction to all players on the team, regardless of skill level. Coaches shall also be responsible for adhering to the Assocation's requirements and expectations for the position as detailed in the Handbook.
[Update Status - this is a new section that reflects portions of the Handbook under "Coaching in AYHA".]
e) Coordinators shall be responsible for specific duties as determined by the Board.
[Update Status - this section taken from Article 7.8 of the current bylaws and revised be grammatically less strange.]
Updated 2023-04-01.