Nepean Ringette Association

Operating Procedures & Bylaws

NEPEAN RINGETTE ASSOCIATION

OPERATING PROCEDURES

Article 1: Name

This Association shall be known as the Nepean Ringette Association, hereinafter referred to as the NRA.

Article 2: Aims and Objectives

The Aims and Objectives of the NRA are:

(a)    to introduce, promote, administer and develop ringette;

(b)   to teach fair play and sportsmanship with an emphasis on enhancement of good character and citizenship;

(c)    to provide wholesome, fun filled recreation for all participants;

(d)   to assist areas outside the NRA in the development of the game;

(e)    to provide competition for all who desire to participate in ringette, giving due consideration to their individual capabilities;

(f)     to maintain, promote and increase interest in the game of ringette; and to provide a supportive and nurturing environment in which players, coaches, officials and administrators can improve their skill.

Article 3: Membership

1. Membership in the NRA is open to all residents of the City of Ottawa. The NRA Executive may designate other persons outside the City of Ottawa to be eligible for membership.

2. A person becomes a member of the NRA by:

(a) being registered to play ringette for the NRA, subject to the rules and guidelines set out by the Ontario Ringette Association and the Eastern Region Ringette Association

(b) being a parent or guardian of a child or children so registered; or

(c) being so designated by the NRA Executive.

3. Only members who are eighteen years or over are entitled to vote at any meeting of the NRA or be a member of the Executive of the NRA. These members shall be known as voting members. A voting member shall carry only one vote at any meeting of the NRA.

Article 4: Association Year

The fiscal year shall begin on May 1st and end on April 30th of the following calendar year. The operating year shall begin on the day after the Annual General Meeting and ends on the day of the next Annual General Meeting. An Annual General Meeting must be held each year no later than May 31st.

Article 5: NRA Executive

The Executive of the NRA shall consist of the following officers:

President

First Vice-President – also known as the Vice-President of Operations

Second Vice-President – also know as the Vice-President of Administration

Director of the Competitive Division

Director of the Recreational Division

Secretary

Treasurer

Division Directors

All Officials as stated in the Bylaws

Article 6: Term of Office of NRA Executive

1.  All members of the NRA Executive shall take office on the day following the AGM unless the person assuming such an office is appointed to fill a vacancy resulting from a resignation or displacement by the NRA Executive, in which case the person shall assume such office at such time as designated by the NRA Executive.

2.  Such term of office shall end on the day following the AGM of the calendar year following the date of appointment.

3.  Any member wishing to hold the position of President must first complete a term as a voting member of the NRA Executive in the year prior to taking on this position.

Article 7: Appointment to the NRA Executive

Officers and Officials shall be elected to the NRA Executive by voting members of the NRA who are present at an Annual General Meeting except as otherwise provided in these operating procedures and bylaws.

Article 8: Duties of NRA Officers

The Officers of the NRA are as set out below with the duties set out for each office

1.President

The President is the chief officer of the NRA and as such shall:

(a) be the official spokesperson for the NRA;

(b) chair all NRA Executive Meetings, General Meetings and the NRA Annual General Meeting;

(c) represent the NRA as the voting delegate at the Ontario Ringette Association (ORA) AGM, Eastern Region Ringette Association (ERRA) meetings and league meetings;

(d) exercise the power and authority of the NRA Executive subject to radification at the next meeting of the NRA Executive;

(e) be a member of the NRA finance committee

(f) be an ex officio member of all standing and ad hoc committees;

(g) ensure that the tasks assigned to NRA Executive officers, officials and committee persons are completed to the satisfaction of the NRA Executive; and

(h) shall bring all requests for player releases to the NRA Executive for approval.

2.  First Vice-President – also known as Vice-President of Operations

The First Vice-President shall:

(a) assume all of the duties and responsibilities of the NRA President in the absence of the NRA President, or where the NRA President is unable to act due to illness or other cause or so designates the First Vice-President;

(b) coordinate the technical programs which may be obtained from the Ontario Ringette Association;

(c) be responsible for the operations of teams at all levels, including coaching selection process, player selection process, provision of ice, referees, equipment and interfacing with the Division Directors, the Director of the Competitive Division and the Director of the Recreational Division;

(d) be responsible for volunteer screening and safety of all members of the NRA and

(e) attend meetings of leagues in which NRA teams play.

3.  Second Vice-President – also known as Vice- President of Administration

The Second Vice-President shall:

(a) assist the President and in the absence of the First Vice-President shall perform that person’s duties as required;

(b) be responsible for interfacing with the Tournament Coordinator;

(c) be responsible for all publicity activities, including the website and all recruitment activities, interfacing with the Publicity Coordinator and Recruitment Coordinator respectively;

(d) be responsible for all fund raising activities and all association sponsorship activities, interfacing with the Fund Raising Coordinator; and

(e) distribute all tournament information to all teams.

4.  Director of the Competitive Division

The Director of the Competitive Division shall:

(a) act as liaison between the coaches, players and parents of the competitive teams, the appropriate Division Director and the Vice-President of Operations;

(b) assist competitive teams in the procurement of additional ice when deemed necessary by the coaches, players and parents of the competitive teams.

5.  Director of the Recreational Division

(a) act as liaison between the coaches, players and parents of the recreational teams, the appropriate Division Director and the Vice-President of Operations.

6.  Secretary

The Secretary shall:

(a) issue notices of all meetings;

(b) maintain records of proceedings and meetings;

(c) have custody of all documents and records of the NRA; and

(d) maintain a register of correspondence and receive a copy of any correspondence received or issued by any member of the NRA Executive.

7.  Treasurer

The Treasurer shall be responsible for the financial operations of the NRA and more particularly shall:

(a) pay all accounts and receive all monies on behalf of the NRA;

(b) keep accurate records of all monies received and disbursed;

(c) provide a written report at each NRA Executive, Regular and Annual General; and

(d) act as chairperson of the Finance Committee and be responsible for the budget.

8.  Division Directors

The Division Directors shall exercise general supervision and direction over the activities in their age division and in particular shall:

(a) be the contact between the NRA Executive and members, dealing with members’ questions, problems, complaints and concerns;

(b) attend NRA Executive meetings and keep coaching staff and parents informed of decisions made;

(c) ensure that all teams are aware of League, NRA, and ORA rules and be responsible for the enforcement of these rules;

(d) ensure that newsletters handbooks, notices, e-mails and other such NRA documents are distributed; and

(e) be responsible for coordinating volunteers for their age division in NRA Tournaments (ie. Timekeepers, Scorekeepers, Admissions).

9.  Past President

The immediate Past President shall remain a member of the NRA Executive with no voting privileges and shall act in an advisory capacity and carry out such duties as designated by the NRA Executive.

Article 9: Duties of the NRA Executive

The Executive of the NRA shall be responsible for the operation of the NRA and without restricting the generality of the foregoing:

(a) shall be responsible for carrying out the aims and objectives of the NRA;

(b) shall be responsible for setting the Rules and Regulations for competition and play within such levels of play as it shall establish, and its decision as to the placement of players and the interpretation of the Rules and Regulations shall be final;

(c) shall appoint officials as are required to ensure the proper conduct of Ringette (while the officials are elected, when deemed necessary, a second person may be appointed to assist with the given task – this second person will not have a vote);

(d) shall fix annual registration fees for players and teams as required and may, as well provide for additional levies on players and teams as deemed necessary;

(e) shall appoint such standing and ad hoc committees as it deems necessary for the operation of the NRA who shall be responsible to and subject to the direction of the NRA Executive;

(f) shall appoint a person to fill any office becoming vacant on the NRA Executive as soon as possible following the time at which the position becomes vacant, or where the NRA has failed to fill any office at its AGM, endeavour to fill such office as soon as possible, save and excepting the office of Past President which can only be filled by the person who was immediate Past President;

(g) shall establish procedures for the hearing of all protests and appeals, and shall receive and determine appeals from decisions of any committee established by it for such purpose;

(h) may suspend for such time as it deems appropriate, expel or discipline a team or any member thereof for:

i) notorious and continued foul play, unfair, unsportsmanlike conduct unbecoming a person or team representing the NRA in any capacity whatsoever; or

ii) refusing to accept and obey a ruling of the NRA Executive;

and may reinstate any team or member thereof which is under suspension on conditions which it may determine;

(i) may suspend for such time as it deems appropriate, expel, or discipline any member, coach, trainer, manager, referee or other official connected with or forming part of the NRA for conduct which is unacceptable to the NRA Executive including where applicable such conduct as referred to in paragraph (h) hereof, and may reinstate such person on conditions which it may determine;

(j) may declare vacant an office of the NRA Executive or Appointed Official where the person holding that office is, in the opinion of the NRA Executive, either unable or unwilling to carry out the duties of that office; providing that in so doing two-thirds of the remaining members of the NRA Executive vote to support such action; and

(k) shall resolve such other problems as may arise in a manner which is considered to be in the best interests of the NRA and its members.

Article 10: Bylaws

The NRA shall make such bylaws as are required to carry out the aims and objectives of this Association.

Article 11: Amendments to the Operating Procedures, Bylaws, and Rules and Regulation

1. The Operating Procedures and Bylaws shall only be amended at the AGM or General Meeting (GM) and

(a) in respect to the Operating Procedures by a vote of two-thirds of the voting members present; and

(b) in respect to the Bylaws by a majority of the voting members present.

2. The Rules and Regulations shall be only amended by a two-thirds vote of the members of the NRA Executive present at a meeting thereof.

3. Notice of amendments must be given to the Secretary in writing and be posted on the NRA website.

4. The NRA Executive shall review the Rules and Regulations annually and no later than three months after the AGM.

Article 12: Gender

Wherever the female pronoun is used in the Operating Procedures and Bylaws it shall be interpreted as applying to either sex.

NEPEAN RINGETTE ASSOCIATION

BYLAWS

Bylaw 1: Executive

1. The President, First Vice-President, Second-Vice President, Secretary and Treasurer shall not be affiliated with any team within the NRA in a coaching or managerial capacity unless approved by the NRA Executive.

2. Division Directors shall not be a member of the coaching staff of any team in the divisions they represent unless approval is given by the NRA Executive.

3. The NRA Executive shall hold a minimum of ten (10) meetings within the association year and shall hold additional meetings as it may be deemed necessary.

4. If a officer of the NRA is absent from two consecutive NRA Executive meetings, then the office may be declared vacant by the NRA Executive.

5. If a vacancy occurs, the NRA Executive shall appoint an individual to fill the position for the remainder of the term of office. Notification of the vacancy will be made known to the general membership.

Bylaw 2: Committees

1. All meetings are at the call of the Chairperson of that committee.

2. The NRA Secretary shall be notified of the date, time and location of all committee meetings.

3. If a Chairperson of a committee is not present at a committee meeting, the members shall elect a Chairperson for that meeting.

4. A committee may meet and adjourn as it deems necessary.

Bylaw 3: Meetings

1. All meetings are at the call of the President. If, for any reason an NRA Executive meeting has not been called by the President within two (2) weeks after being requested by three (3) members of the NRA Executive, a meeting may be called with the chairperson's being elected from the NRA Executive members present.

2. The AGM shall be held at such place on such date and at such hours as the NRA Executive shall determine each year, provided that such AGM shall be held between April 1st and May 31st. At least thirty (30) days' written notice of the meeting shall be given to the members of the NRA through the NRA web site.

3. A General Meeting may be called by the NRA Executive or by a request of at least twenty-five (25) people who are eligible to vote at an AGM. Such a request shall be in the hands of the NRA President at least fifteen (15) days prior to the proposed meeting date.

4. The order of business at each AGM shall be as follows:

(a) Call to Order

(b) Reading and Adoption the Minutes of the Previous AGM or a subsequent GM

(c) Treasurer’s Report

(d) President’s Report

(e) Committee Reports

(f) Reports by all other members of the NRA Executive

(g) Operating Procedures and Bylaw Amendments

(h) Election of Officers

(i) New Business

(j) Adjournment

Bylaw 4: Conduct of Meetings

1. Subject to such bylaws as are adopted by the NRA, the Executive, all committees and the NRA in conduct of all its meetings shall establish such rules of procedures as are necessary for the conduct of any meetings.

2. All votes shall be determined by the majority of those voting, subject to such other rules as are established.

3. The chairperson of any meeting will vote only in the event of a tie.

4. In the absence of NRA rules, Robert’s Rules of Order shall be used as a guide in making any determination in the conduct of any meeting.

5. NRA Executive meetings are open to the general membership. In the event of a matter which needs to be dealt with in private, the general membership will be asked to leave the room while discussion or a vote takes place.

6. A general member can request to address the NRA Executive meeting on a matter of concern. The matter of concern shall be presented in writing and submitted to the NRA President at least seven (7) days prior to the meeting. The matter of concern will be entered into the agenda and dealt with at an appropriate point during the meeting.

Bylaw 5: Elections

1. Only a member of the NRA may nominate a person to stand for election to the NRA Executive.

2. Only a voting member may stand for election to the NRA Executive.

3. A member must be present at the meeting at which an election is being held to vote< thereat.

4. To be elected to a position, the member must be present or must submit in writing willingness to accept the nomination.

5. The nominating committee shall obtain and accept nominations for election to the NRA Executive. Nominations must be received no later than fifteen (15) days prior to the AGM. A person may only hold one vote at Nepean Ringette Association meetings.

6. Election of NRA Executive officers shall be by secret ballot.

Bylaw 6: Quorum

1. The quorum for the conduct of business at any GM or AGM of the NRA shall be ten (10) voting members.

2. The quorum for the Executive of the NRA or any committee established by the NRA Executive shall be a majority of the members therein. Where there is an even number of members, the quorum shall be 50% plus one member.

3. At least three (3) of the following officers shall be present at any meeting of the NRA Executive: President, First Vice-President, Second Vice-President, Secretary or Treasurer.

Bylaw 7: Banking

Banking arrangements shall be made with such organizations which in the opinion of the NRA Executive will meet the requirements of the NRA.

Bylaw 8: Signing Authority

1. In all banking arrangements, the NRA Treasurer shall have signing authority, countersigned by one of the NRA Vice-Presidents or the NRA President.

2. The President, and such other persons as designated by the NRA Executive, shall have signing authority on all other matters.

Bylaw 9: Records and Reports

1. The NRA at its AGM shall appoint an accountant to provide accountant’s comments on the financial statements, and such other records as exist, of the NRA for the year, and where such appointment is not made, the NRA Executive shall make same no later than thirty (30) days following the AGM.

2. The Treasurer shall prepare an interim financial report for presentation at the AGM and shall prepare the financial statements and have them ready for review no later than thirty (30) days following the end of the year, and shall make available to the accountant all such books and records which are in the possession or under the control of the Treasurer.

3. The accountant’s comments shall be submitted to the NRA Executive meeting no later than September 30th.

4. The Treasurer shall submit a financial report for each NRA Executive meeting and to the general membership at the Annual General Meeting.

Bylaw 10: Officials

1. The NRA Executive may choose to appoint a second person to an official’s position where it is deemed necessary. There will still only be one vote per official position.

2. The duties assigned to these officials shall be those as designated by the NRA Executive as so determined from time to time, in addition to those set out in the Bylaws.

Bylaw 11: Duties of Officials

The duties of the officials are as set out below.

1. Coaching Coordinator shall:

(a) be chairperson of the coaching selection committee, making recommendations through the First Vice-President to the NRA Executive;

(b) be responsible for recruitment, development, and training of all coaches, including verification that necessary courses and certifications are completed;

(c) provide advice and assistance to coaches during the season; and

(d) provide assessment of coaches for the following season, in conjunction with the coaching selection committee.

2. Equipment Manager shall:

(a) be responsible for maintaining an up to date inventory list of all NRA equipment, including a list of equipment supplied to each team for the season;

(b) be responsible for repair, purchase, distribution and collection at the end of the season of all NRA equipment;

(c) be responsible for storage of all NRA equipment, trophies and banners; and

(d) be responsible for notifying the NRA Executive of the need and cost of equipment required throughout the year.

3. Fund Raising Coordinator shall:

(a) be chairperson of the Fund Raising Sub-Committee

(b) be responsible for administering and coordinating fund raising activities by teams; according to the Fund Raising Rules and Regulations;

(c) be responsible for recommending Association fund raising activities to the NRA Executive, and planning implementing NRA Executive approved activities;

(d) be responsible for obtaining sponsors for NRA teams;

(e) be responsible for obtaining sponsors for tournaments under the auspices of the NRA; and

(f) be responsible for investigating, and with NRA Executive approval, applying for grants.

4. Ice Coordinator shall:

(a) acquire, in conjunction with the President or First Vice-President, ice time for the NRA;

(b) allot ice time for pre-season activities, for games and practices for regular season play and playoffs, and for tournaments under the auspices of the NRA;

(c) prepare practice schedules and distribute game and practice schedules to teams; and

(d) be responsible for dealing with the City of Nepean regarding cancellation and acquisition of ice on an ad hoc basis, receive and verify ice bills, and resolve any discrepancies prior to submission for payment.

5. Player Coordinator shall:

(a) organize and administer the player skill development clinics;

(b) organize and administer the player evaluation sessions at the beginning of the season for team selection purposes (N.B. actual player evaluation is performed by qualified staff); and

(c) organize and administer players’ assessments to be turned in at the end of the season.

6. Publicity Coordinator shall:

(a) promote and publicize ringette and the NRA, and interface with the media;

(b) interface with the Registrar, Recruitment Coordinator, Tournament Coordinator and other officials and committees in promotion of their programs;

(c) receive news bulletins from ORA and Ringette Canada and pass on any relevant information to the membership via the website;

(d) maintain the NRA trophy case, rotating the display on a regular basis;

(e) prepare a proposed budget for advertising and promotions program, carry out this program in accordance with the approved budget and prepare a report of expenses for NRA Executive meetings; and

(f) investigate, with NRA Executive approval, and initiate the nomination of NRA members and/or their sponsors for recognition awards at the local, regional, provincial and national level.

7. Recruitment Coordinator shall:

(a) with NRA Executive approval, take such measures as will increase participation in ringette in Nepean, and will act as a contact person for other organizations who wish to become involved in Ringette.

8. Referee-in-Chief shall:

(a) follow the guidelines as set out by the Eastern Region Ringette Association.

9. Registrar shall:

(a) be responsible for registration of all players, teams, coaching staff, referees and executive members of the NRA and ORA and Ringette Canada as required;

(b) provide each team with a copy of their Team Registration Form; and

(c) provide coaching staff and Division Directors with a list of registered players.

10. Statistician shall:

(a) compile game scores for NRA home games, and other related information required for the League statistician and for the NRA; and

(b) compile a list of the double digit penalties to be presented to the NRA Executive.

11. Team Manager Coordinator shall:

(a) provide advice and assistance to managers during the season; and

(b) be responsible for the training of all managers, including verification that all necessary courses and certification are completed.

12. Tournament Coordinator shall:

(a) be chairperson of the Tournament Committee;

(b) be responsible for the overall plan, organization and execution of tournaments under the auspices of the NRA, in conjunction with the Treasurer and other officers, and the Ice Coordinator, Referee-in-Chief and other officials of the NRA;

(c) prepare a proposed budget for tournaments, execute the tournament in accordance with the NRA Executive approved budget and prepare a report for the NRA Executive meetings; and

(d) submit a final financial report to the NRA Executive no later than sixty (60) days after the tournament.

13. Webmaster shall:

(a) be chairperson of the Web Site Committee;

(b) manage and update information on the NRA Web Site as required;

(c) promote and publicize ringette and the NRA via the NRA Web Site;

(d) promote the use of the website to the membership and to the ringette community.

Bylaw 12: Standing Committees

The NRA Executive shall appoint the following Standing Committees:

1. Coaching Selection Committee

• Coaching Coordinator of Competitive or Recreational Teams, Chairperson
• Director of Competitive or Recreational Teams
• First Vice-President
• Referee-in-Chief
• Player Coordinator
• President

2. Finance Committee

• Treasurer, Chairperson
• President
• Second Vice-President
• Fund Raising Coordinator

3. Fund Raising Sub-Committee

• Fund Raising Coordinator, Chairperson
• Treasurer
• Publicity Coordinator
• Team Manager Coordinator

• The Fund Raising Sub-Committee reports to the Finance Committee

4. Judicial Committee

• President, Chairperson
• Committee Members

(a) For Players, Coaching Staff, Referee, Timekeepers and Scorekeepers

• First or Second Vice-President,
• a Division Director; and
• any three (3) of the following:
• Player 18 and over
• Coach, Full Level 1 and up
• Manager
• Senior Referee or Referee-in-chief

(b) For NRA Executive or Parent

• First Vice-President
• Second Vice-President
• Any three Division Directors

• If a committee member is the subject of the Judicial Committee process, this person shall be replaced by a Division Director, the Secretary or the Treasurer.

(c) The secretary shall record the proceedings of the Judicial Committee.

5. Nominating Committee

• Secretary, Chairperson
• Division Directors
• Past President

6. Operating Procedures Committee

• Second Vice-President, Chairperson
• President
• Five Members at Large
• Secretary

7. Player Evaluation Committee

• Player Coordinator, Chairperson
• First Vice-President
• Division Directors

8. Tournament Committee

• Tournament Coordinator, Chairperson
• Second Vice-President
• Treasurer
• Fund Raising Coordinator
• Publicity Coordinator
• Referee-in-Chief
• Ice Coordinator
• Division Directors
• Webmaster
• Members at large

9. Website Committee

• Webmaster, Chairperson
• Second Vice-President
• 2 – 4 interested members at large

10. Year End Party Committee

• Division Directors
• The Division Directors shall choose a Chairperson from amongst themselves.

Fundraising Disclosures:

“... And it is hereby ordained and declared that the Corporation shall be carried out without the purpose of gain for its members and any profits or other accretions to the Corporation shall be used in promoting its objects.”

“...And it is hereby further ordained and declared that, upon the dissolution of the Corporation and after the payment of all debts and liabilities, its remaining property shall be distributed or disposed of to charitable organizations, which carry on their work solely in Canada.”