Tewksbury Youth Skating Association

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Tewksbury Youth Skating Association
Bylaws

As Amended on January 5, 2016

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ARTICLE 1 -- NAME
This organization shall be known as the Tewksbury Youth Skating Association, Incorporated and may consist of 19 and Under Boys and Girls hockey teams and skating clinics, depending upon available ice and funds.
 
ARTICLE 2 -- OBJECTIVE
To provide skating for the youth of Tewksbury, to help defray the high cost of hockey, to provide skating facilities for the youth of Tewksbury, to organize youths six years through seventeen years, who reside in the town of Tewksbury into teams, and to provide hockey and skating instructions. To build moral character, promote physical fitness and to provide recreational activities and facilities for the youth of Tewksbury.
 
ARTICLE 3 -- GOVERNMENT
The government of the Association shall be under the supervision of the Board of Directors who shall, subject to the approval of the general membership, determine all policy matters and make such reasonable rules and regulations as are necessary to carry out the objectives and purpose of this organization in accordance generally accepted parliamentary procedures. Tewksbury Youth Skating Association will comply with all rules and regulations as outlined by Massachusetts/USA Hockey.

1. BOARD OF DIRECTORS
There shall be a Board of Directors consisting of twelve members of which no less than 20% of individuals who have children actively skating in the program. The Board of Directors shall be composed of the following members: President, Vice President, Treasurer, Secretary, Director of Skating Development, Player Agent, Head Coach, Purchasing Manager, Director of Fundraising, League Representative, Events Coordinator, and Registrar.
 
The President shall be Chairperson of the Board of Directors. All members of the Board of Directors shall be elected for a two year term by the membership at the Annual April General Meeting.
 
Conducts its business and affairs in accordance with generally accepted parliamentary procedures and defines who has the right to vote.
 
The Board of Directions, shall make copies of its By-Laws and/or Rules and Regulations, including methods of becoming a Director, method of selecting coaches, definition of membership and voting rights and a list of current Board of Directors, available to all parents, coaches, players and other members of the Association.
 
Shall abide by Massachusetts Hockey’s By-Laws, Rules and Regulations, and Policies and Procedures, including but not limited to, those regarding the prevention of physical and sexual abuse.
 
At any meeting of the Board of Directors, a quorum of not less than six members shall be necessary for the transaction of Association business and a majority of such quorum or as otherwise noted in these BY-LAWS, shall be necessary to decide any matter brought before the meeting.
 
Each member of the Board of Directors shall have one vote. In the event that the President has assumed the duties of a vacated office, he or she shall not be able to cast a vote as that Board Member, but shall be limited to one vote.
 
No one person shall be elected and/or appointed to more than one position on the Board of Directors.
 
If a person is appointed to fill a vacancy by the Board of Directors, then the term of the that appointment will expire at the following annual June general meeting. The Board position will placed on the ballot to be voted on by the general membership at the April general meeting.
 
All vacant Board of Directors positions shall be included on the ballot at the April general meeting for the general membership to vote on. The term of any vacant position that is filled by the general membership at the April general meeting will expire on its regularly scheduled time.
 
A Board member that resigns from his/her position during the term they were elected to, may not be appointed to another Board position until that term has expired.
 
Any Board member who fails to attend three (3) regularly scheduled monthly Board of Directors meetings within any calendar year (July-June), will be removed from his/her position. The Board of Directors can waive this requirement by a majority vote at the following monthly meeting after the third absence.

2. ELECTIONS
An election for the offices of the Board of Directors shall be held at the April General Meeting.
 
The President shall appoint an Election Committee of five current members of the Board of Directors.
 
Request for nominees to the Board of Directors will be announced to the membership at least one month in advance of the April general meeting. At the April meeting, members will be given the opportunity to vote for those positions that are expiring on June 30 of the current year. The terms for new board members will begin on July 1 of the current year.
 
Nominations must be submitted into the Election Committee before April 1st.

 

 

Each nomination shall be verified for acceptance by the Election Committee prior to ballots being prepared. No one person shall be nominated, or accept the nomination, or appear on the ballot, for more than one vacant position on the Board of Directors.
 
A Ballot with each candidate's name will be prepared by the Election Committee and distributed to the membership at the annual meeting. There shall be a space available for write in votes for each position on the ballot where no candidate has been nominated. A minimum of 10 Write In Ballots are required to be valid. If a position remains open after an election, those with less than 10 votes will be considered.
 
The election shall be by secret ballot. Ballots shall be tabulated by checkers and counters under the direction of the secretary. The results will be announced prior to the annual meeting adjourning.
 
In the event that a person declines an office to which he or she has been elected within thirty days of the election, the candidate who received the next largest vote shall be determined to have been elected. In the event that a person is unable to fulfill the office after the thirty day period expires, the Board of Directors would vote a replacement who would serve until the next General Election. At that time the membership would vote a replacement to finish the term.

 

To be eligible as a candidate or to vote in the election for the offices of the Board of Directors, a member must meet all of the following requirements that apply:

  • A parent or guardian in good financial standing with the organization and having a child or children registered for the upcoming season. The non-refundable registration fee must be paid in full for each child to be eligible.

  • All current members of the Board of Directors.

  • All managers and coaches who have been appointed to serve in this capacity by the Board of Directors for the upcoming season.


3. GENERAL MEETINGS
An annual general meeting shall be held in June Any other matter relating to Association business may be presented for consideration by the membership. The June meeting and any other General Meeting shall be advertised in the local press.
 
The President may, at any time, with the majority approval of the board Directors, call a General Meeting.
 
Such meetings shall be conducted in accordance with generally accepted parliamentary procedures.
If 10 percent of the general membership presents a petition to the President for a General Meeting for any special purpose, the Board shall call a General Meeting within 30 days.

4. BOARD OF DIRECTORS MEETINGS
The Board of Directors shall meet monthly.
 
The President may call a meeting of the Board of Directors at any time, provided the President or his/her designated representative notifies all members seven (7) days in advance. If the exigency of the meeting exists and a majority of the Board of Directors authorizes it, then the time allotted to schedule a meeting maybe waived.
 
The Board of Directors Meetings shall be open sessions except when, by two-thirds vote, they deem it necessary to conduct business in Executive Session.
 
ARTICLE 4 - - MEMBERSHIP
General membership in the Association shall include the parents or guardians of any registered child, all managers, coaches, and all members of the Board of Directors. General members shall have full voting rights, except as otherwise noted within these by-laws.
 
The Board of Directors, by majority roll call voice vote at any duly constituted meeting, shall have the authority to suspend any member or manager whose conduct is considered detrimental to the best interest of the Association.
 
ARTICLE 5 - - FINANCIAL POLICY
The financial policy of the Association shall comply with all local, state and federal regulations.
At the annual meeting, a written financial report for the most recent year ending shall be presented to its members.
 
ARTICLE 6 - - RULES
The Board of Directors shall establish a set of Rules and Regulations, which will be binding on all General Members. The acceptance of and amendments to shall be by a two-thirds vote of the quorum present at a regular or special Board of Directors meeting.
 
Any ten general members may petition the Board of Directors to amend the Rules and Regulations. If the Board of Directors votes contrary to the petition of the ten members, the petitioners may choose to have it placed on the agenda of the next General Meeting.
 
ARTICLE 7 - - BY-LAWS
The By-Laws may be amended or repealed by two-thirds vote of members present, provided that notice has been given through the local press that a change in the By-Laws is to be on the agenda. By-Law changes will be made only at the January General Meeting when By-Law changes have been submitted to the Board of Directors by December 1st, prior to the January General Meeting, unless a special General Meeting is called by petition of 10% of the voting membership for the purpose of adding or amending By-Laws. By-Law changes or amendments voted in within 60 days of the June TYSA Annual Meeting will not go into effect until after the June TYSA Annual Meeting.
 
ARTICLE 8 - - DUTIES OF OFFICERS

1. PRESIDENT
The President shall preside at all Association meetings. He or she shall see that all rules, policies and principles of the Association are understood and observed. He or she shall serve as Chairman of the Board of Directors. He or she shall appoint committees and supervise their activities. In the event that any member of the Board of Directors resigns or is unable to perform their duties, the President will discharge these duties or appoint a replacement, subject to the majority approval of the Board of Directors.

2. VICE PRESIDENT
The Vice President shall preside in the absence of the President, shall serve as a Board of Director Member, and carry out such duties as shall be delegated by the President. The Vice President shall serve as the Chairman of the Financial Subcommittee and represent the Association in business related insurance matters. He or she will plan and schedule the semi annual and year end meetings, prepare and submit to the BOD the applicants for TYSA scholarships, notify the High School of the applicants by May 1, and present the scholarships to the recipients at the High School awards night.

3. SECRETARY AND COMMUNICATIONS
The Secretary shall record the minutes of the meetings, and shall keep all records and correspondence, and shall carry out such other duties and assignments as delegated by the President and shall serve as a member of the Board of Directors. The Secretary shall also be responsible for the operation of all forms of communication within, and on behalf of the Association, including but not limited to: the website, newsletters, handbooks, and operations guides (both printed and electronic). The Secretary shall be responsible for advising the Board of Directors as to communication policy and may create or appoint individuals and committees to assist in the execution of these responsibilities.

4. TREASURER
The Treasurer shall be responsible for the Association's finances, sign checks, dispense with the Association's funds as approved by the Board of Directors or spend funds as has been voted on by the general membership at a regular meeting.
In the absence of the Treasurer, the President shall have the power to write checks to meet the rightful obligation of this Association. The Treasurer shall keep proper books and prepare any financial statements required by the state or any local law. The Treasurer shall preside in the absence of the President and Vice President. The Treasurer shall be bonded.

5. HEAD COACH
The Head Coach shall be responsible for over seeing the following:

  • < >Ice scheduling
  • Coaching staffs
  • < >The registration of all players with USA Hockey
  • Retaining the registration forms as required by USA Hockey
  • Preparation of a master roster which includes sub-groupings of each age category
  • Coordination of player identification at tryouts
  • All USA Hockey/Massachusetts Hockey related insurance matters
  • Represent the Association in USA Hockey and Massachusetts Hockey business
  • The Player Agent shall assume responsibility for the maintenance of each team roster.
  • Shall secure and submit Individual Membership Registration Forms (IMRs) from all members and prepare team rosters for all teams
  • Player Agent will attend Mass. Hockey monthly meetings.
  • Player Agent will secure insurance policies for all TYSA functions, tournaments, and secure travel permits as required by Mass / USA Hockey.
  • Pay required fees as established by USA Hockey and Massachusetts Hockey and as set forth in the Fee Section of the Massachusetts Hockey Rules and Regulations in order for TYSA to be in compliance with Massachusetts Hockey Rules and Regulations.
  • Player Agent, being a member of the Selection Committee will be required to scout players during the season and try-outs.   


6. PLAYER AGENT
The Player Agent shall be responsible for the following:

  • The registration of all players with USA Hockey
  • Retaining the registration forms as required by USA Hockey
  • Preparation of a master roster which includes sub-groupings of each age category
  • Coordination of player identification at tryouts
  • All USA Hockey/Massachusetts Hockey related insurance matters
  • Represent the Association in USA Hockey and Massachusetts Hockey business
  • The Player Agent shall assume responsibility for the maintenance of each team roster.
  • Shall secure and submit Individual Membership Registration Forms (IMRs) from all members and prepare team rosters for all teams
  • Player Agent will attend Mass. Hockey monthly meetings.
  • Player Agent will secure insurance policies for all TYSA functions, tournaments, and secure travel permits as required by Mass / USA Hockey.
  • Pay required fees as established by USA Hockey and Massachusetts Hockey and as set forth in the Fee Section of the Massachusetts Hockey Rules and Regulations in order for TYSA to be in compliance with Massachusetts Hockey Rules and Regulations.
  • Player Agent, being a member of the Selection Committee will be required to scout players during the season and try-outs.

7. PURCHASING MANAGER
The Purchasing Manager shall be in charge of all equipment owned by the Association and provide the President with a written inventory at the end of each playing season (April 30).
The Purchasing Manager shall prepare a list of equipment required for the forth-coming season and submit it to the Board of Directors.
Upon approval of the equipment requirements for the Board of Directors, the Purchasing Manager shall prepare a bid list, using catalogue numbering of any manufacturer he or she deems appropriate. The bid list shall be submitted to at least three vendors with the responses to be submitted to the Board of Directors by the first day of July.

8. REGISTRAR
The registrar shall coordinate all registration activities for all TYSA events including but not limited to tryouts and learn to skate.
Ensure the accuracy of all team rosters and provide those rosters for certification to the board as required
Maintain an up to date listing of all registration information, including tuition balances as requested by the TYSA treasurer
Perform other duties relevant to the position and those properly required by members of the Board of Directors and constituted at meetings.

9. LEAGUE REPRESENTATIVE
The League Representative shall be responsible for league registrations and schedules. Duties include but not exclusively:

  • Attend league meetings for team roster and scheduling.
  • Coordinate team level of play during parity.
  • Post on website all game and practice schedules and/or changes.
  • Work with coaches on reschedule games.
  • Maintain game cancellation and rescheduled game log. Coordinate any and all costs with Treasurer.
  • The League Rep., being a member of the Selection Committee, will be required to scout players during the season and try-outs.

10. DIRECTOR OF SKATING DEVELOPMENT
The Director of Skating Development shall be responsible for coordinating and over seeing all instructional skating development programs. Skating experience and weekly attendance during LTS sessions is necessary.
 
11. DIRECTOR OF FUNDRAISING
The Director of Fundraising shall be responsible for all activities undertaken by the Association related to the generation of revenue with the exception of direct billing of fees and services. The Director of Fundraising shall work directly with the Events Coordinator and appoint individuals and/or create committees to assist in the execution of these responsibilities. Duties included but not exclusively:

  • Team Sponsorships
  • Event Raffle items.
  • Event sponsorship.
  • Grant applications.
     

12. EVENTS COORDINATOR
The Events Coordinator shall be responsibile for the coordination of social events and activities sponsored by the Association including but not limited to: dances, comedy nights, and golf outings. The Events Coordinator shall work directly with the Director of Fundraising and may appoint individuals and/or create committees to assist in the execution of these responsibilities.
 
 
ARTICLE 9 - - CONTRACTS
The President, with the approval of the Board of Directors, is hereby authorized to enter into all contracts in behalf of the furtherance of the Tewksbury Youth Skating Association's objectives as stated in Article 2.