RIVER VALLEY HOCKEY ASSOCIATION BYLAWS Approved by Board: 7-16-09 Approved by Membership: 8-13-09 ARTICLE I – NAME The name of this organization shall be River Valley Hockey Association (R.V.H.A.), located at St. Croix Falls, Wisconsin. ARTICLE II – OBJECTIVES The objectives of this organization shall be to organize a youth hockey program in the St. Croix Valley area, to promote, supervise, and finance this youth hockey program, and to educate the participants in the sport of hockey, teamwork, and cooperation. The corporation is organized exclusively for charitable and educational purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). ARTICLE III – POLICIES Section 1. The organization shall be non-profit, nonsectarian, and nonpartisan. Neither the name of this organization nor the names of its officers in their official capacities shall be used in connection with a commercial concern or with any partisan or political interest, or for any other purpose than the stated regular work or purposes of the organization. Section 2. In the event of the dissolution of the organization, its assets shall be distributed to community youth groups. The board of directors shall decide which youth groups will receive these funds. Section 3. Monies raised by R.V.H.A. fundraisers shall be used to fund R.V.H.A. projects. Any funds not used for projects shall be donated to youth-oriented activities selected by the R.V.H.A. board of directors and subject to approval by the R.V.H.A. general membership. Section 4. Volunteers in this organization should be aware of the need for safety and protection of our youth. ARTICLE IV – MEMBERSHIP Section 1. Any person interested in the objectives of this organization may become enrolled as a member. All members must actively participate in projects sponsored by R.V.H.A. Any member who has not participated on an R.V.H.A. project or served on a committee of the R.V.H.A. within the course of a year shall be dropped from the membership list. Section 2. Only members of the organization shall be eligible to participate in the business meetings or to serve in any of its elected or appointed positions. ARTICLE V – BOARD OF DIRECTORS Section 1. The board of directors of the organization shall be President (2-year term, elected in odd years), Vice President (2-year term, elected in even years), Secretary (2-year term, elected in odd years), Treasurer (1-year term, appointed by other members of the board and approved by vote of full membership, even years), and three Members-at-Large (1-year term). Elections shall be held annually and as needed to fill position vacancies. Section 2. The board of directors shall appoint a nominating committee annually. The role of nominating committee will be to seek R.V.H.A members that are interested in running for election to open board of directors’ positions, submit nominations, and to conduct the election. Any R.V.H.A. member shall make nominations for the board of directors to the nominating committee no less than 30 days prior to the vote. A list of candidates will be published and mailed to all R.V.H.A. members 14 days prior to the vote. Write-in candidates will be allowed only when nominated at the RVHA annual meeting. In the event a board position is vacated during the current term, with the exception of President, the membership will be notified and will be given at least 14 days to nominate a replacement for that board position. The board of directors will consider all nominations at the next regular or special board meeting and will vote for the replacement board member at that meeting. The replacement board member will serve out the remainder of the original member’s term. In the event the position of President is vacated, the Vice-President will assume the position of President and the board of directors will find a replacement for the Vice-President position. Section 3. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such. Section 4. Elections will take place during the RVHA annual meeting in April of each year. Election of board members for any position where there is only one candidate may be conducted by show-of-hands or ballot. Election of board members for any position where there is more than one candidate shall be conducted by ballot. Tiebreaker will be conducted by coin flip. New board members will assume their duties on July 1 of every year. Section 5. Attendance at R.V.H.A. meetings and participation in R.V.H.A. activities is vital to the success of the organization. Board member responsibilities include preparedness for and participation in all regular meetings. A board members position shall be declared vacant if the member is absent from 3 successive regular meetings or a total of 4 regular meetings during the RVHA fiscal year without cause. Board members must also be active in the organization by serving on at least one committee and/or as coach or co-coach. If a board member does not meet his/her responsibilities, the board member may be removed by a majority vote of the board of directors at any regular or special meeting of the R.V.H.A. board of directors. A notice of the proposed removal recommendation, including the cause for removal, must be sent to the members in writing at least 14 days prior to the date of the meeting at which such removal recommendation is to be voted upon. ARTICLE VI – DUTIES OF BOARD OF DIRECTORS Section 1. President – Elected to a two-year term (odd years). The R.V.H.A. President shall be the Chief Executive Officer of the corporation. S/he shall preside at all meetings of the general membership and the meetings of the R.V.H.A. board. S/he shall have general authority to conduct the active management of the business of the corporation in accordance with the established policies and practices of the association, and shall see that all orders and resolutions of the R.V.H.A. board are carried into effect. The President shall bring major new issues for which policies have not been established before the RVHA Board for discussion and decision. The President shallbe responsible for coordinating with the RVHA board and appropriate appointed officials to prepare an annual budget for review and approval by the board. S/he shall execute all official documents pertaining to the business of the corporation. S/he shall have the general powers and duties of supervision and management usually vested in the office of the President of a corporation. The President shall supervise the effective implementation of the following committee/positions: Annual Banquet, By-Laws and Nominating, and may serve as an ex-officio member on any R.V.H.A. committee. The President shall perform such other duties, as a majority vote of the board of directors shall prescribe. Vice President (VP) - Elected to a two-year term (even years). S/he shall be the primary back up for the President for all RVHA activities when President is unavailable. S/he shall assume position of President, if vacated for any reason. The Vice-President shall be responsible for supervising the effective implementation of the following committees/positions: Coaches, Referees, Managers, Scheduling and Planning Committee. The VP will assist in the preparation and monitoring of the annual budget. The VP shall perform other duties, as a majority vote of the R.V.H.A. board shall prescribe. Secretary – Elected to a two-year term (odd years). The Association's/board's record-keeping and administrative duties will be performed by an elected Secretary. The Secretary shall provide notice of meetings, shall record all votes and the minutes of proceedings, prepare correspondence as directed by the Board, and either prepare or assist in the preparation of a newsletter to keep the general membership advised of RVHA activities. S/he shall annually obtain from the Registrar a current and accurate membership mailing list to facilitate effective and efficient distribution of the association's newsletter. The Secretary shall supervise the effective implementation of the following committees/positions: Registration, Communications, Recruiting, and Work Hours. S/he shall perform such other duties as may be prescribed by the R.V.H.A. board. Treasurer – Appointed by the board of directors, approved by vote of full membership, to a one-year term. The Treasurer will be responsible for the receipt of all funds from R.V.H.A. members and committees. The Treasurer shall deposit all funds in the financial institution designated by the RVHA board, not less than every two weeks, and shall provide a monthly report of the receipts and deposits to the board of directors. The Treasurer shall work with the full board to prepare and monitor the annual budget. S/he shall perform such other duties as may be prescribed by the R.V.H.A. board. Members-at-Large (3) -- Elected to a one-year term. Each Member-at-Large shall be assigned, by the board, as board liaison in at least one committee. As committee liaison, members are required to attend committee meetings and present report at each regular RVHA board meeting. Members-at-Large shall perform such other duties as may be prescribed by the R.V.H.A. board. Section 2. All members of the RVHA Board of Directors (7) shall have voting privileges on all issues that come before the R.V.H.A. board at any RVHA board meeting. Section 3. Upon leaving office, each officer shall render promptly to their successor all records, books, funds, and all other material pertaining to that office. ARTICLE VII – MEETINGS Section1. There shall be at least ten general board meetings during the year. Dates of the meetings shall be determined by the board of directors and announced to the membership during the registration process or through the newsletter. Section 2. The board meetings of the association shall be open to the general public. All R.V.H.A. members, or others by invitation of an R.V.H.A. member, may bring issues to or provide opinion at general board meetings. The board of directors shall vote on items necessary for the general management of the association including, but not limited to: policy issues, resolutions, committee chair positions, disciplinary issues, and to authorize spending outside of the approved annual budget. The R.V.H.A. membership shall vote on: board of directors, to approve the R.V.H.A. annual budget, if the board approves a greater than 25% increase in player registration fees, on capital improvements or financial expenditures greater than $5000.00, to approve changes affecting how teams are formed or the elimination of teams, to approve bylaw revisions, and on anything else the board of directors wishes to bring forward to the entire membership. Section 3. The President or majority of the board of directors may call special meetings, which may be closed to the general membership. Section 4. An annual meeting will be held in April of every year. One of the functions of this meeting is to elect new board members. Section 5. A simple majority of RVHA Board Members will constitute a quorum at any board meeting. A board member quorum is necessary to vote on any motion brought forward at any board meeting. A simple majority of board members is needed to pass a motion at any board meeting. Section 6. RVHA members, 18 years of age or older, present at any meeting will constitute a quorum for the purposes of voting. For items in which the general membership shall vote, a 30-day notice will be presented in the newsletter or via U.S. mail. Absentee ballots will be accepted by U.S. mail if received prior to the date of the vote published in the official notice. A simple majority of RVHA members is needed to pass an item brought to the general membership for vote at any RVHA meeting. ARTICLE VIII – COMMITTEES Section 1. Only members of the organization shall be eligible to serve in any appointed positions. Section 2. The board of directors may create or dissolve such standing committees, as it may deem necessary to promote the objectives and carry on the work of the organization. Nominations for committee chairs and co-chairs shall come from any R.V.H.A. member. The board of directors shall appoint all committee chairs and co-chairs. The term of each chair or co-chair shall be one year or until they are reappointed or their successor is named. Section 3. The chair or co-chair of each standing committee shall present a plan of work and budget to the board of directors for approval. Committees shall not enter any contracts or spend any monies outside of the RVHA approved budget with out approval of the board of directors. Committee chairs and co-chairs are expected to present reports to the board of directors and attendance at board meetings is strongly encouraged. Section 4. The power to form special temporary committees and appoint their members rests with the organization and the board of directors. Section 5. The President shall be a member ex-officio of all committees. ARTICLE IX – AMENDMENTS Section 1. The bylaws of this organization may be amended by a simple majority vote of the membership present at any meeting, provided that notice has been given to the general membership prior to the meeting. Bylaws shall be reviewed on an annual basis. Bylaw change considerations should be presented to the board of directors no later than June 1 of every year, for adoption by the board by September 1 of every year. ARTICLE X – FISCAL YEAR Section 1. The fiscal year of the organization shall begin July 1 and end June 30 each year. ARTICLE XI – PARLIAMENTARY AUTHORITY Section 1. Robert’s Rules of Order Newly Revised shall govern the organization in all cases in which they are applicable and in which they are not in conflict with these bylaws. STANDING RULE At the beginning of their term of office or appointment to chair or co-chair a committee, each member of the board of directors shall be given a copy of these bylaws and shall be knowledgeable of the bylaws. A copy of the bylaws shall be made available to any member of the organization upon request. ________________________________ ______________________________ Aaron Kuenkel, President Kevin Klein, Vice President ________________________________ ______________________________ Sarah Adams, Secretary Lloyd Jones, Treasurer ________________________________ ______________________________ Crystal Lusk, Member-at-Large Nick Steek, Member-at-Large ________________________________ Nick Newton, Member-at-Large | 