May 4, 2018
 

To all SMHA Members, 

On behalf of the Board Members and the Bylaw Committee, I would like to inform you all that the new Bylaws have been approved through the Societies Act of Alberta. Therefore, effective this date, we will be adhering to them as written, as well as the new handbook.

Thank you, 

D. McCullough
SMHA President 

SUNDRE MINOR HOCKEY ASSOCIATION
Bylaw Review Update #2
September 13, 2017
 
Hi SMHA members,
As laid out in the bylaw review update #1 we are going to be holding a members meeting to discuss the proposed new bylaws for SMHA. I have attached a copy of the proposed bylaws that we are seeking your permission to submit to the Alberta Government for their acceptance. I have also attached the societies act bylaw template from the Alberta government. This document will be a great reference and help show you where we obtained the new bylaws. This formula has worked for bylaw review for several other MHA’s in Alberta. With your permission you are giving the SMHA bylaw committee consent to send this document to the government for their acceptance. This permission will help expedite the whole process and ensure it can be completed before the next AGM and voted on at the AGM.
This document alone will not be the total package it is just the 1st piece of 2 parts. The 1st part is strictly to ensure we comply with societies act and satisfy current government requirements. The second part is going to be the new SMHA Rules and regulations document. Rules and regulations will be the part that controls the day to day operations of the association. Currently the bylaws and rules and regulations are combined in one document. This makes it almost impossible to stay in compliance with current Hockey Canada, Hockey Alberta and league bylaws. Separating the 2 documents we can basically make changes in an easier fashion in the rules and regulations document. A key point to remember is changes to the rules and regulation will still need member approval but the major difference is it the change can be made when required and not only during an AGM.  It will still require 30 days notice to membership prior to any vote and will also need a 51% acceptance of members in good standing at the meeting. Any changes in the rules and regulations do not need to go to the government for approval and this is a huge time and cost saver. This will allow the Board to ensure we are doing what is best for the association.
 
The proposed bylaw document will be presented and discussed at a meeting on October 4, 2017. As per current Bylaw 3.08(c) we need to present these changes to the membership 30 days prior to the vote. The voting on this will take place on November 8, 2017. This vote will be strictly to give the bylaw committee permission to send of the bylaws to the government for approval.
I understand change can be tough to accept but the bylaw committee has the best interest of SMHA in mind. The biggest part of us succeeding in this review is we receive feedback both good and bad from the membership. If you have a question please ask. If you have questions potentially several others have the same question. I look forward to hearing back from all members so we ensure we are all on the same page. Working together we can ensure we meet our timelines and complete the bylaw review and update to current standards.
 
Calvin Jarvis
SMHAPresident
SMHA Bylaw review Committee Chair
 

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​PROPOSED BYLAW DOCUMENT
 

SUNDRE MINOR HOCKEY ASSOCIATION BYLAWS

 

 

MEMBERSHIP

1. Membership fee, if any, in the society shall be determined, from time to time, by the members at a general meeting. Any person residing in Alberta, and being of the full age of 18 years, may become a member by a favourable vote passed by a majority of the members at a regular meeting of the society, and upon payment of the fee. Such voting shall be by ballot, unless the meeting by resolution otherwise decides.

2. Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary. If any member is in arrears for fees or assessments for any year, such member shall be automatically suspended at the expiration of six months from the end of such year and shall thereafter be entitled to no membership privileges or powers in the society until reinstated. Any member upon a majority vote of all members of the society in good standing may be expelled from membership for any cause which the society may deem reasonable.

 

BOARD OF DIRECTORS

3. Board of Directors, Executive Committee or Board, shall mean the Board of Directors of the society.

 

4. The Board shall, subject to the bylaws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the society, and meetings of the Board shall be held as often as may be required, but at least four times annually, and shall be called by the President. A special meeting may be called on the instructions of any two members of the Board provided they request the President in writing to call such meeting, and state the business to be brought before the meeting. Meetings of the Board shall be called by seven (7) days notice to each member by normal means of communication of the members such as but not limited to email, mail, social media post, phone call, website or Newspaper ad.  Fifty one (51%)percent of the total Board members shall constitute a quorum, and meetings shall be held without notice if a quorum of the Board is present, provided however, that any business transactions at such meeting shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void.

5. A person appointed or elected as director becomes a director if they were present at the meeting when being appointed or elected, and did not refuse the appointment. They may also become a director if they were not present at the meeting but consented in writing to act as director before the appointment or election, or within ten days after the appointment or election, or if they acted as a director pursuant to the appointment or election.

6. Any director or officer, upon a majority vote of all members in good standing, may be removed from office for any cause which the society may deem reasonable.

 

PRESIDENT

7. The President shall be ex-officio a member of all Committees. He/she shall, when present, preside at all meetings of the society and of the Board. In his/her absence, the Vice-President shall preside at any such meetings. In the absence of both, a chairperson may be elected at the meeting to preside.

 

SECRETARY

8. It shall be the duty of the secretary to attend all meetings of the society and of the Board, and to keep accurate minutes of the same. He/she shall have charge of the Seal of the society which whenever used shall be authenticated by the signature of the Secretary and the President, or, in the case of the death or inability of either to act, by the Vice-President. In case of the absence of the Secretary, his/her duties shall be discharged by such officer as may be appointed by the Board. The Secretary shall have charge of all the correspondence of the society and be under the direction of the President and the Board.

9. The Secretary shall also keep a record of all the members of the society and their addresses, send all notices of the various meetings as required, and collect and receive the annual dues or assessments levied by the society. Such monies shall be promptly turned over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as required.

 
TREASURER

10. The Treasurer shall receive all monies paid to the society and be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order. He/she shall properly account for the funds of the society and keep such books as may be directed. He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement duly audited of the financial position of the society and submit a copy of same to the Secretary for the records of the society. The Office of the Secretary and Treasurer may be filled by one person if any annual meeting for the election of officers shall so decide.

 

AUDITING

11. The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the society with adequate knowledge to perform the task who volunteer or are elected for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the society. The fiscal year of the society in each year shall be April 1^st-Mar 31st.

12. The books and records of the society may be inspected by any member of the society at the Annual Meeting or at anytime upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.

 

MEETINGS

13. This society shall hold an annual meeting on or before May 31^st in each year, of which notice shall be delivered by normal means of communication of the members such as but not limited to email, mail, social media post, phone call, website or Newspaper ad at least 14 days prior to the date of the meeting. At this meeting there shall be elected a President, Vice-President, Secretary, Treasurer, (or Secretary-Treasurer), and between three and ten additional directors. The officers and directors so elected shall form a Board, and shall serve until their successors are elected and installed. Any vacancy occurring during the year shall be filled at the next meeting, provided it is so stated in the notice calling such meeting. Any member in good standing shall be eligible to any office in the society.

14. General meetings of the society may be called at any time by the Secretary upon the instructions of the President or Board, notice to be given by normal means of communication of the members such as but not limited to email, mail, social media post, phone call, website or Newspaper ad at least 14 days prior to the date of such meeting. A special meeting shall be called by the President or Secretary upon receipt of a petition signed by one-third of the members in good standing, setting forth the reasons for calling such meeting, which shall be by normal means of communication of the members such as but not limited to email, mail, social media post, phone call, website or Newspaper ad to each member at least 14 days prior to the meeting.

15. Fifty one percent (51%) of members in good standing shall constitute a quorum at any meeting.

 

VOTING

16. Any member who has no outstanding fees, has not withdrawn from membership nor has been suspended, nor expelled shall have the right to vote at any meeting of the society. Such votes must be made in person and not by proxy or otherwise.

 

REMUNERATION

17. Unless authorized at any meeting and after notice for same shall have been given, no officer or member of the association shall receive any remuneration for his/her services.

 

BORROWING POWERS

18. For the purpose of carrying out its objects, the society may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the society, and in no case shall debentures be issued without the sanction of a special resolution of the society.

 

DISSOLUTION CLAUSE

19. Upon dissolution of the Society, and after payment of all debts and liabilities of the Society, the remaining assets shall be dispersed to an eligible charity satisfactory to the Executive and its Directors.

 

BYLAWS

20. The Bylaws may be rescinded, altered or added to by a "Special Resolution".
 

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For the Alberta Societies Bylaw Template, please refer to your Member email as sent September 17, 2017