2021 Annual General Meeting and Call for AMHA Board Nominations, News (Ajax Minor Hockey Association)

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2021 Annual General Meeting and Call for AMHA Board Nominations
Submitted By Carrie Reynolds on Wednesday, May 26, 2021
The 2021 AGM will be held on Tuesday, June 22, 2021 at 7 p.m. This AGM will be held virtually and mandatory pre-registration will be required.  Registration for the virtual meeting will open on June 2, 2021 at 9:00 am and will close Saturday, June 12, 2021 at 9:00 a.m.  You will be required to complete the online application form that will be posted on the AMHA website.  There will be no extension to the registration deadline, so please register early so as to avoid disappointment.

The purpose of the meeting is to approve amendments to the Association By-Laws (if any), approve the financial statements, elect the Board of Directors and discuss new business.

Voter Eligibility

Once a player in the Association turns 18 years of age, they automatically become a member of the Association and replace the parents. The parents would still be able to cast a vote for any of their children that are under the age of 18 years or if they qualify under a different class of membership (ie. rostered bench staff, referee or board member).  Eligibility to vote at the AGM will be verified by a registration list of all Association members at check-in.

Amendments

Any amendments to the By-Laws by a member must be submitted electronically using the form on the Association website; please click here, and must be electronically signed by a member in good standing and received by the Secretary of the Association 10 days prior to the Annual General Meeting, deadline being Saturday, June 12, 2021 at 7:00 pm.

Elections

The following Board positions will be up for election at the June 22, 2021 AGM.  Please see pre-requisites and responsibilities below.

·       Vice-President

·       Treasurer*

·       Registrar

·       OMHA Director 

·       Director of OMHA Officials

·       House League Director

·       Equipment Director

·       Tournament Director

 

All completed online applications must be submitted electronically using the form on the Association website (see below for link) and received by the President/Secretary no later than 7 days prior to the AGM; being no later than 7 p.m. on Tuesday, June 15, 2021.  Applications will NOT be accepted after the deadline.  No exceptions.

For all board positions a Director:

·         Shall be eighteen (18) or more years of age;

·         Shall not be an un-discharged bankrupt or of unsound mind;

·         Shall be a Member of the Association throughout his or her election or appointment;

·         Shall remain a Member of the Association throughout his or her term of office.

 

Please note before applying you must be sponsored by two AMHA members in good standing.  These members will be contacted to confirm your nomination.

 

Vice-President
Pre-requisite:  Minimum one (1) year on the AMHA Board
Term: Two (2) years
Responsibilities:

 

  • Assume the duties of the President in the absence for any reason of the President;
  • Responsible for arranging and obtaining ice time and schedules for all authorized league games and practices;
  • Obtain all OMHA insurances for AMHA relating to all ice permits;
  • Monitor adherence by the Board to all existing Policies and inform the Board with respect to any inconsistencies between existing Policies and a proposed policy;
  • Be available to assist any Director requiring assistance in the completion of his or her functions;
  • Carry out duties as assigned by the Board Committee or the President;
  • To serve the best interest of all players registered with the AMHA House League and OMHA as Chair of The Fair Play Committee;

 

Treasurer
Pre-requisite:  Previous experience and understanding of financial reporting and investing
Term: Two (2) years
Responsibilities:

 

  • Ensure adherence to and implementation of financial policies in the financial administration of the Association;
  • Present a Report from the previous year and a projected financial position for the current year to the Membership at the Annual General Meeting;
  • Evaluate, review and recommend financial policy to the Board;
  • Consult with the Sponsorship Director;
  • Submit a monthly statement for the guidance of the Board of Directors;
  • Have the Association financial records audited annually;
  • Be one of the Association’s signing officers;
  • Carry out duties assigned by the Board;

 

Registrar
Pre-requisite:  Strong computer skills, knowledge of credit card processing, familiarity with

                        Reconciliation with Bank Statement and knowledge of hockey residency rules
Term: Two (2) years
Responsibilities:

 

  • Working knowledge of Hockey Canada system (HCR);
  • Complete manual registrations whenever needed;
  • Assist those with online registrations when needed;
  • Ensure that ALL players are registered with HCR/OMHA;
  • Submit player transfer requests when required through HCR;
  • Perform credit card payment processing when required;
  • Run HCR reports when needed;
  • Working with Quick Enrolment (credit card processing);
  • Monthly reconciliation of Quick Enrolment processing to Quick Enrolment bank statement;
  • Preparation of HCR reports for periodic bank deposits (cheques & cash);
  • Be available to work at tryout registration;
  • Report monthly to the Board registration numbers
  • Recommend policies to the Board regarding registrations;
  • Prepare manual registration form at start of each season;
  • Update HCR system annually to reflect payment amounts & limits for each division;
  • Prepare annual AGM voting report-participate in AMHA AGM;
  • Other duties as assigned by the Board;

 

OMHA Director
Pre-requisite:  Minimum one (1) year on the AMHA Board
Term: Two (2) years
Responsibilities:

 

  • Call and Chair all OMHA Committee Meetings;
  • Direct the operation of all teams entered by the AMHA in the Ontario Minor Hockey Association and be the liaison between the AMHA and the local representative of the OMHA, as well as to act as mediator in Parent/Coach conflicts along with the Director of Coaching;
  • Be responsible for approving names of suitable candidates for managers, assistant coaches and trainers (in consultation with the Director of Trainers for trainers only) of the OMHA teams.  The OMHA Director shall then present all potential candidates for rostered and non-rostered positions in an email to the Board of Directors for approval;
  • Have issued all bulletins, directives and other information pertaining to OMHA Coaches, Managers, Trainers and Players;
  • Be responsible for the scheduling of tryouts, games and practices during the ice time allotted to the Ajax Minor Hockey Association and to obtain approval of these schedules from the Board of Directors;
  • Consult with House League Convenors regarding the movement of House League players to OMHA teams and the movement of OMHA players to the House League;
  • Approve all team OMHA rosters;
  • Approve all house league team tournament entries;
  • Approve all house league exhibition games against teams of other centers;
  • Approve all Representative team exhibition games;
  • Approve all Representative team tournament entries;
  • Report to and be representative of the OMHA teams on the Board;
  • Obtain the approval of the Board of Directors for the appointment of suitable persons to act, in the name of the Association on the OMHA Committee. This shall include, but not be limited to, conveners for each level of representative hockey;
  • To serve the best interest of all players registered with the AMHA House League and OMHA as a member of The Fair Play Committee” chaired by the Vice-president;
  • To set up and conduct pre-season, pre-playoff and pre-tryout administrative meetings for all Rep coaches, and any other administrative meetings as necessary;

 

 

Director of OMHA Officials

Pre-requisite:  OMHA Level 3 Certification
Term: Two (2) years
Responsibilities:

 

  • Oversee the officiating program and timekeeping with the AMHA (House League, Rostered Select and Representative program);
  • Oversee the officiating and timekeeper assigning in AMHA House League, Rostered Select and Representative programs.  The assigners will report to this position;
  • Continue to develop new officials to bring in to the program and progress through the system;
  • To support all of the officials in the program so they can develop their skills;
  • Liaise with the OMHA as necessary;
  • Be a contact for all coaches within the AMHA, with respect to officiating concerns and the interpretation of the Rules;
  • To assist the President or other Board members with information gathering, re an on ice situation;
  • To represent the officials in any matter before the Board;
  • To acquire rule interpretations as needed;
  • To promote the knowledge and enforcement of the rules of hockey and those of AMHA;
  • To assist the disciplinary committee in any manner;
  • Be responsible for hiring new timekeepers to the AMHA.

 

House League Director
Pre-requisite:  None

Term: Two (2) years
Responsibilities:

 

  • Be responsible for obtaining suitable candidates for House League Coaches and Convenors and shall provide a list of the House League Coaches and Convenors to the Board of Directors;
  • Be responsible for the supervision of the respective House League divisions and work to improve the overall operation of the House League;
  • Attend from time to time games played in the House League to ensure they are being conducted according to the Association’s rules and objectives;
  • Arrange with the House League Convenors, the schedules of games and practices to best use the ice time allotted to him/her and obtain the approval of these schedules from the Board of Directors;
  • Submit for the Board of Directors approval of all playoff schedules on or before Jan. 1st of each year;
  • Have issued all bulletins, directives and other information pertaining to the House League Convenors, Coaches, Managers and players;
  • Call and co-chair all combined House League Committee meetings;
  • Call and chair all House League Committee meetings;
  • Report to and be the representative of the House League on the Board of Directors;
  • Obtain the approval of the Board of Directors for the appointment of additional committee members who may be required to perform additional duties as described under the committee of House League Convenor;
  • To serve the best interest of all players registered with the A.M.H.A. House League, as a member of the Fair Play Committee chaired by the Vice-President;

 

Equipment Director
Pre-requisite:  Familiarity with RFQ’s

Term: Two (2) years
Responsibilities:

 

  • Maintain and keep in good repair all equipment owned by the AMHA and be responsible for the cleaning and storage of equipment between seasons;
  • Make additional purchases as may be required on direction from the Board of Directors;
  • Allocate to each house league team and rep team if needed, goal equipment each season;
  • Set up delivery dates/times as well as return dates/times for equipment;
  • Keep accurate records of equipment owned by the AMHA and loaned out;
  • Be responsible for the sale of all AMHA clothing within AMHA parameters;
  • Clothing changes to be voted on by the Board;
  • Responsible for the issuance of an RFQ for the purchase of Rep/Select jerseys/socks and house league jerseys (annually or as needed);
  • Review all quotes and present to the Board of Directors top 3 picks for vote considering costs/quality/timelines;
  • Other duties as assigned by the Board;
  • Ensuring sizing process after tryouts for new jerseys/socks for all rep teams;
  • Work with the sponsorship director to ensure house league sponsors are in place in a timely manner, for the house league jersey and sock orders to be ready for the start of house league season;
  • Ensuring delivery of completed jersey/sock orders on time for both rep and house league;
  • Assist in the ordering of any additional items that may be needed throughout the season (example—Break the Ice t-shirts, House League t-shirts/hats);
  • Set up and run annual used equipment sale/exchange at ACC;

 

Tournament Director

Pre-requisite:  None

Term: Two (2) years
Responsibilities:

 

  • Call and chair all meetings of the Tournament Committee;
  • Be responsible for the preparation and presentation of an operating budget for all tournaments for the scrutiny of the Board of Directors;
  • Be responsible for the notification of appropriate organizations in regards to any upcoming tournament;
  • Be the coordinator to ensure the purchase of all items, such as trophies, pins etc. are ordered and received in time for the tournament;
  • Be responsible for the preparation and publication of the tournament schedule of games;
  • Be responsible for the preparation and submission of a financial statement for the Board of Director at the conclusion of the tournament;
  • Work in conjunction with the Sponsorship Director in the publication of a program for all tournaments;

 

* Note:  This position will be an appointed position to be determined by the AMHA Executive Board of Directors.

To apply for a Director's/Treasurer's position, please click here to complete the online application form.

Please click here  for the 2021 AGM Agenda

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