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AHCA By-Laws

AMERICAN HOCKEY COACHES ASSOCIATION CONSTITUTION REVISED, APRIL of 1997 - AMENDED, MAY of 1998 (As Noted)
Chapter I
The Name
Section
1.1

The name of this association shall be the American Hockey Coaches Association.

Name
Chapter II
Sanction
Section
2.1

This organization is created with the consent of a representative group of hockey coaches (and the approval of the National Collegiate Athletic Association)

Sanction
Chapter III
Object
Section
3.1

The object of this Association shall be:
  1. To help maintain the highest possible standards in hockey and the hockey profession.
  2. To discuss matters of mutual interest.
  3. To submit to the proper organizations, suggestions for the improvement of hockey.
  4. To discuss various phases of hockey.
  5. To place at the disposal of coaches sources of hockey information.
  6. To work together for the improvement of conditions in American hockey.
  7. To have a representative group of hockey people before whom hockey problems of general interest may be discussed and to whom others may be referred for the friendly interchange of ideas.
  8. To establish good fellowship and social contact.
  9. To maintain high educational standards when coaching the game of ice hockey (See "Code of Ethics")

Goals,
Objectives,
Purposes
Chapter IV
Dues and Membership
Section
4.1

There shall be five categories of AHCA Membership:
  1. ACTIVE - This category is reserved for college coaches, professional coaches, and other hockey coaches currently employed full or part-time. This category is further sub-divided into "College", "Professional", and "High School". (NOTE: This category defines a "professional" coach as anyone currently employed part-time or full-time as a hockey coach. This could include NHL, minor pro, club, junior or international coach. Coaches of women's programs fall under the college sub-division.]
  2. ALLIED - This category encompasses members of the greater hockey community at-large, not specifically employed as hockey coaches. This category includes, but is not limited to, administrators, sales representatives, convention exhibitors, on-ice officials, trainers, rink managers, journalists, or former active members.
  3. AMATEUR - This category is reserved for, but not limited to, youth hockey coaches, officials, and support staff. Adult players, coaches, and league officials are eligible for this category.
  4. HONORARY - This category is reserved for individuals who have made unique contributions to the game of hockey. The Honorary Membership is awarded by the Executive Committee of the AHCA.
  5. VOLUNTEER - This category is reserved for volunteer coaches currently at dues-paying colleges.
In the case of disputes, the Executive Committee of the AHCA has the authority to designate the category for individual members.
Membership
Categories
4.2 The following are voting privileges for the various categories:
1) Active Colleges - Coach of the Year, All-American in respective divisions or programs (men-women) only. Right to vote on all AHCA issues.
1A) Active, Others - Right to vote on all AHCA issues that do not involve college hockey.
2) Allied - No voting privileges.
3) Amateur - No voting privileges.
4) Honorary - All voting privileges associated with the college sub-division of the active membership category.
5) Volunteer - No voting privileges.
Voting
Privileges
4.3 In case of disputes in defining categories relative to voting privileges or membership, the Executive Committee of the AHCA has the authority to designate the proper category. Voting and
Category
Disputes
4.4 At the discretion of the AHCA President, the policy of "one vote per college" on appropriate motions brought to the floor at the annual meeting or deliberated by mail shall be followed. Vote
Distribution
4.5 The dues are structured as follows:
A) Active:      Division I Men's Staff
     Division II-III Men's Staff
     Women's Staff (An amount to be added to above fees)
     Non-College Active Member
B) Allied
C) Amateur
D) Honorary (No Dues)
E) Volunteer (No Dues)
Dues
4.6 The Board of Governors shall set the amount for dues at the Annual Meeting. For future reference, the annual dues increase will be based on the 1996-97 dues amount:
1997 Dues Amount
Active, College Men's Division 1: $250 per staff
Men's Division 11-111 Staff: $150
Women's Staff: Add $125 to appropriate amount above
Active, Non-College: TBD*
Allied: $50
Amateur: $1 0
Honorary & Volunteer: N/C
* Non-college full staff fees to be set by Executive Committee.

Amount of
Dues
Chapter V
Governance
Section
5.1

The governing body of the AHCA shall be known as the Board of Governors. The Board shall consist of officers and governors, an Executive Director, and a Secretary-Treasurer; and the immediate Past-President (5/98).
Governing
Body
5.2 The officers shall be elected from active or honorary members only. The officers shall consist of President, 1st Vice-President, 2nd Vice-President, and 3rd Vice-President. The officers shall serve as the Executive Committee. Officers
5.3 The Secretary-Treasurer may be elected from any membership category. The Secretary-Treasurer shall be considered an officer of the AHCA and has Board voting privileges upon the request of the President. The Secretary-Treasurer will also serve on the Executive Committee. Secretary-
Treasurer
5.4 There shall be at least five Governors elected to the Board of Governors. Five shall be elected at-large from the College sub-division of the Active membership category. At least one must be an assistant coach. A sixth Governor may be elected from the other sub-divisions of the Active membership category. Only when approved by the Executive Committee will the Nominating Committee present an individual for consideration as the sixth Governor. Governors
5.5 The Board of Governors shall nominate an Executive Director. The nominee must be approved by a majority vote of the membership. The nominee shall have experience in an ice hockey administrative position and possess unquestionable organizational skills. The nominee should also have familiarity with issues affecting all hockey coaches eligible for AHCA membership. The candidate should have experience in dealing with hockey media in order to maximize AHCA visibility. It may also be helpful for the candidate to be comfortable in dealing with major hockey organizations. It is also preferred that the candidate have a background in hockey coaching. It is suggested that the Executive Director's expenses can be minimized if the candidate is already an ice hockey administrator who regularly attends college hockey related meetings and subscribes to significant hockey publications and associations. Executive
Director
5.6 The Executive Director's salary and/or contract renewal shall be decided by the Board of Governors. Executive
Director's
Contract
5.7 The Board of Governors shall have complete control and management of the Association's affairs, funds, and property. Duty of the
Board of
Governors
5.8 The Board shall meet at least once a year, or more frequently (such as conference calls) on the request of the President. Board
Meetings
5.9 The Executive Director, along with the Past President, is an ex-officio member of the Board of Governors without voting privileges. All other members, with the exception of the Secretary- Treasurer, will vote on all board issues. The Secretary-Treasurer will vote only upon the request of the President. (5/98) Board Voting
Procedures and
Privileges
5.10 A majority of Board members, excluding the Executive Director, present at a meeting shall constitute a quorum for the transaction of business. Quorum for
Board Voting
5.11 See Chapter VII, Section 7.3 Executive
Committee
of the Board
5.12 The officers, if recommended by the nominating committee and approved by the membership, shall rotate on a two-year basis. The rotation is: 1st Vice-President to President; 2nd Vice-President to 1st Vice-President; 3rd Vice-President to 2nd Vice-President. The Secretary-Treasurer shall serve a five-year term with the Board of Governors having the authority to offer renewals of 1-5 years. The Executive Director shall serve a four-year term with the Board of Governors having the authority to offer renewals of 1-4 years. Extension of terms may be granted under emergency conditions by the Executive Committee. Officer's Terms
and Rotation
5.13 Governors shall serve a three-year term unless an extension is granted by the Executive Committee. Governor's
Rotation
5.14 The President of the AHCA shall preside at all meetings of the Board of Governors and the Executive Committee; shall appoint all committees not otherwise provided for; shall chair the Ethics Committee; shall, with the Executive Director, represent the AHCA and prepare written correspondence with the NCAA, USA Hockey, NHL, USOC and other such bodies; shall initiate revisions to the Constitution as necessary; shall take responsibility that the Board of Governors and all committee members are aware of their assigned duties. Duties of
President
5.14
(Added)
The immediate Past-President shall act as an advisor to the Board and particularly to the President. He shall be included on all conference calls and meetings and may be appointed to committees. He is a non-voting member of the board. (5/98) Duties of
Past-President
5.15 The 1st Vice-President shall act as President in the case of absence or disability of the President. The 1st Vice-President shall act as chair of the convention planning committee; shall be responsible for convention site selection, planning and publication of the convention agenda (including but not limited to clinics, lectures, and special meetings). Duties of 1st
Vice-President
5.16 The 2nd Vice-President shall be an ex-officio member of the sponsorship committee; shall assist the 1st Vice-President in the supervision, planning, and publication of the convention agenda; shall secure and administer all sponsor contracts associated with sponsored convention events. (The contracts and procedures shall be submitted by the 2nd Vice-President to the Board.) The 2nd Vice-President will also be responsible for exhibitors and will work with the exhibitor liaison. Duties of 2nd
Vice-President
5.17 The 3rd Vice-President shall, under the supervision of the Secretary-Treasurer and Executive Director, gain full knowledge of the association's financial and administrative operation; shall study Roberts Rules of Order, Revised, and act as the association's Parliamentarian; shall serve as an ex-officio member of the awards committee; shall assist the 2nd Vice-President with contracts, exhibitors, and convention sponsors; shall be in charge of projects as assigned by the President, Secretary-Treasurer, or Executive Director; shall assume the role of Secretary-Treasurer in case of absence or disability during the year. Duties of 3rd
Vice-President
5.18 The Governors shall assist and support the officers in the administering of their duties. The Governors shall be in charge of projects assigned by the President and hold an ex-officio position on a standing committee. Duties of
Governors
5.19 It is expected that all Board members be present for meetings. Board meetings at the annual convention take precedent over all other activities such as golf events or league meetings. Each Board member is expected to study and become familiar with the AHCA Constitution. Board
Meetings
5.20 At the discretion of the Board of Governors, the Secretary- Treasurer and Executive Director positions and associated duties may be incorporated. If incorporated, a) the procedure for hiring the Executive Director shall be followed; and, b) all guidelines and regulations concerning the Executive Director are to be followed. Executive
Director and
Secretary-
Treasurer
Merger
5.21 The Secretary-Treasurer shall be responsible for:
  • Mailings to members
  • All-America Ballot Process(also responsible for certificates) - Coach of the Year Ballot Process
  • Ordering and Maintaining Trophies/Plaques
  • Maintain financial records, checkbook, investments, etc.
  • Collection of Dues and Related Correspondence
  • Film Library, Placement File
  • Liaison with Board of Governors
  • Work with and Collect Exhibitor Fees
  • Collect Sponsorship Fees
  • Liaison with Executive Director
  • Keep the President advised and up-to-date on all AHCA business
  • Maintain contact with 1st Vice-President on convention site and agenda
  • Responsible, along with Executive Director, for convention expenses and master account
With the assistance of the Convention Planning Committee and the Executive Director, the Secretary-Treasurer will be responsible for:

Pre-Convention:
  • Prepares Board of Governor meeting agenda
  • Provides/maintains trophies, awards, souvenirs
  • Secures complimentary suites for appropriate guests/officers
  • Provides convention agendas and financial statements (1st Vice-President sets agenda)
At Convention:
  • With President, keeps meetings on time and orderly
  • Supervises staffing, assignments, and registration
  • Oversees sale of banquet tickets and banquet in general
  • Tends to Honorary Member certificates, recognition letters, signing (with President) of All-American certificates
  • Maintains minutes of meetings and recording of speakers
Post-Convention:
  • Prepares minutes (tapes and written records of votes taken) - Brings files up-to-date
  • Settles Convention finances
  • Corrects mailing list
  • Distributes All-American certificates
  • Updates and distributes stationery to Board
  • Provides gift for outgoing President
The Secretary-Treasurer will also be an ex-officio member of the Convention Planning Committee.
Duties of the
Secretary-
Treasurer
5.22 The Executive Director of the AHCA shall serve as an ex-officio member of the Executive Committee and the Convention Planning and Sponsorship-Liaison committees; shall be the primary liaison with the NCAA and its committees, as well as the NHL, USA Hockey, and HECC; shall assist and meet with all AHCA standing committees; shall be the chief public relations officer, which includes producing "Stops & Starts" and other publications; shall seek out major sponsorships; shall handle special event organization. Duties of the
Executive
Director
5.23 The Officers, Secretary-Treasurer, and Executive Director are to receive the following in gratitude for their services:

a) President - stipend and room at the Convention.
b) 1st Vice-President - stipend and room at the Convention.
c) Secretary-Treasurer - stipend, room at the Convention, and, if approved by the Board, transportation to the Convention.
d) Secretary to the Secretary-Treasurer - stipend, room at the Convention, and transportation to the Convention.
e) Executive Director - salary and all appropriate expenses, including but not limited to Convention room and transportation.

All rooms are to come from the complimentary rooms given by the convention hotel. The Board of Governors will set all stipends, salaries, and benefits. For future reference, the following are the 1996-97 stipends: President, $500; 1st Vice-President, $500; Secretary-Treasurer, $1,500; Secretary to the Secretary-Treasurer, $500.
Stipends
Salaries
and other
Benefits
5.24 At the discretion of the Executive Committee, the AHCA may conduct business, elect or approve Board members, amend by-laws, or take emergency action by mail or FAX. Such action will occur only when needed to fulfill the Association's mission. Business By
Mail or FAX
5.25 Officers, Secretary-Treasurer, Executive Director, and Board Members must get Board approval for using Association funds. This may include, but not be limited to, airfare, postage, phone, tax, fees, etc.

Other
Expenditures
Chapter VI
Nominations and Elections
Section
6.1

The nomination of Officers and Governors shall be held at the Annual Convention of the AHCA if there are any vacancies. Every effort must be made by the nominating committee to maintain balanced geographic, league, and divisional representation on the Board of Governors. Term of office begins after installment at the Convention.
Officers and
Governors
6.2 The President, when required, shall appoint a Nominating Committee of three active members of the AHCA. One shall come from the Board of Governors and will chair the committee. Nominating
Committee
6.3 The Nominating Committee shall nominate for each vacant office or incumbent rotation only active members eligible and/ or qualified for office under Chapter V. Nominations may be made from the convention floor or, if directed by the Executive Committee, by mail. The Nominating Committee shall make its recommendations at the Opening Meeting of the Convention, with the final vote coming at the Closing Meeting. If nominations or elections occur by mail, the Executive Committee will establish the period for opening and closing of the voting procedure. (See Chapter VI, Section 6.6, for additional options.) Nominating
Procedure
6.4 Elections, when conducted at the Annual Convention, shall be by voice or written ballot. The AHCA President will determine the format. Format of
Ballotting
6.5 See Chapter V, Section 5.5, for the nomination and election of an Executive Director. Executive
Director
6.6 A vacancy occurring in an office during the year shall be filled by a majority vote of the Board of Governors. The Executive Committee shall nominate the candidates. Such action will occur only when needed to fulfill the Association's mission.

Mid-Year
Vacancy
Chapter VII
Committees of the AHCA
Section
7.1

Each year, the President shall establish the following committees, unless otherwise provided for under the AHCA by-laws:
  • Executive Committee
  • Ethics Committee (Board of Governors, 5/98)
  • Legislative Committee
  • Division I Committee
  • Division II-III Committee
  • Sponsorship Liaison Committee
  • NCAA Rules Recommendation/Officiating Committee
  • Awards Committee
  • Convention Planning Committee
  • Membership Committee
  • Women's Hockey Committee
  • High School/Professional* Committee
* See Section 4. 1 for definition of 'Professional' for AHCA purposes.

Each standing committee shall have the authority to create its own sub-committees with additional members.
Standing
Committees
7.2 The President has the authority to establish Ad Hoc committees This includes, but is not limited to, the Nominating Committee, the Audit Committee, etc. Other
Committees
7.3 The Executive Committee handles the business affairs of the AHCA when it is impossible to have the entire Board of Governors meet. The Committee consists of the President, lst Vice-President, 2nd Vice-President, 3rd Vice-President, Secretary-Treasurer, and the Executive Director. This committee has all the powers of the board when it is not possible to have the entire Board meet or be polled in a vote. This is an emergency committee. Executive
Committee
7.4 The Executive Committee of the AHCA shall serve as the Ethics Committee. (See Code of Conduct.)

It is the obligation of the Ethics Committee to review any situation resulting in conference or NCAA sanctions against a coach or his/her program. Upon the conclusion of such review, the Ethics Committee will take action as deemed appropriate. (5/98)
Ethics
Committee
7.5 The Legislative-Liaison Committee shall solicit proposals, ready legislation, and secure the appropriate advocates or sponsors of said legislation for the AHCA to the appropriate NCAA process. The co-chairs and at-large members are also responsible for collecting data and information from AHCA members which can be directed not only to the NCAA but also to USA Hockey, the NHL, and other organizations. The Committee shall consist of two co-chairs, one ex-officio member of the Board, four at-large members, at least one being a Division II-ill college coach, and one assistant college coach. Legislative-
Liaison
Committee
7.6 The Division I Committee shall determine and work with the concerns relative to its division. The chair and other committee members shall organize and conduct coaches' meetings at the annual AHCA Convention. The Committee shall establish a Convention Agenda and work with corresponding AHCA committees toward ways to improve areas such as, but not limited to, the national championship tournament, officiating, media exposure, clinics and seminars, etc. This committee will consist of a chair and five at-large members. One member must be an assistant coach and there must be East and West representation. Division I
Committee
7.7 The Division II-III Committee shall determine and work with the concerns relative to its division. The chair and other committee members shall organize and conduct coaches' meetings at the annual AHCA Convention. The Committee shall establish a Convention Agenda and work with corresponding AHCA committees toward ways to improve areas such as, but not limited to, the national championship tournament, officiating, media exposure, clinics and seminars, etc. This committee will consist of a chair and five at-large members. One member must be an assistant coach and there must be East and West representation. Division II-III
Committee
7.8 The Sponsorship Liaison Committee shall solicit and explore all major sponsorship opportunities for the AHCA. These include, but are not limited to, corporate sponsorships, sponsorship of special projects, sponsorship of salaried positions, sponsorship of AHCA trophies and awards, sponsorship of convention activities and lectures, as well as convention exhibitors. This committee will also act, along with the Executive Director, as a liaison with major organizations such as USA Hockey, the NHL, minor pro teams, and the media to better promote and market the game of hockey. This committee shall consist of a chair, 2nd Vice-President of the AHCA (ex-officio), and six additional members. At least one member must be an assistant coach. Sponsorship
Liaison
Committee
7.9 The NCAA Rules Recommendation/Officiating Committee will work as a liaison between the AHCA and the NCAA Rules Committee. The Committee will study the need for rules modification by submitting questionnaires or surveys to AHCA members, the results of which may be presented for consideration at the annual AHCA Convention. This committee will also encourage and monitor experimental projects in summer leagues, hockey schools, or exhibition games. This committee shall also work towards the improvement of officiating. The committee shall consist of a chair and six additional members, one of which must be an assistant coach. Division II-III should be represented, as well as East and West. NCAA Rules
Recommendation/
Officiating
Committee
7.10 The Awards Committee shall consider and evaluate the candidates for AHCA awards. This committee will also work to improve the balloting and voting procedures for all awards including Coach of the Year, All-Americans, and College Division Player of the Year. This committee shall help solicit any individuals who qualify for AHCA awards; shall determine the need and criteria for new AHCA awards; shall consist of a chair and four additional members, one of whom must be an assistant coach. Division II-III should be represented, as well as East and West. It is recommended that this committee assist the Officers in planning the Coach of the Year Banquet. Awards
Committee
7.11 The Convention Planning Committee shall plan all details of the Annual convention. This committee is responsible, along with the 1st Vice-President, for site selection, clinics, lecturers, keynote speakers, required committee meetings, and the overall convention agenda. This committee shall consist of a chair, 1st Vice-President, Executive Director, Secretary-Treasurer, one member of the Board of Governors, and five AHCA additional members, one of whom must be an assistant coach. Convention
7.12 The Membership Committee will encourage all eligible individuals to join the AHCA. This committee is responsible for determining the time and strategy for membership drives and to improve the description and scope of AHCA membership categories. The committee shall consist of a chair and five additional members, one of which must be an assistant coach. Membership
Committee
7.13 The Women's Hockey Committee shall determine and work with concerns relative to Women's Hockey. The chair and representatives shall organize and conduct meetings at the annual convention. The committee shall establish a convention agenda and work with corresponding AHCA committees. The committee shall consist of a chair and five additional members. Women's
Hockey
Committee
7.14 The High School-Professional (as defined by the AHCA) Committee shall determine and work with concerns relative to the respective categories. The chair and representatives shall organize and conduct meetings at the annual convention. The committee shall establish a convention agenda and work with corresponding AHOA committees. The committee shall consist of a chair and five additional members. High School
Professional
Hockey
Committee
7.15 No individual shall serve as a member of a standing committee for more than five years. An exception may be made for anyone who needs additional time to complete a term as a committee chair. The term of service as chair shall be for no more than three consecutive years. An individual may serve on more than one committee but not chair more than one. Term of
Service
7.16 The members of standing or other committees shall be appointed by the President unless otherwise provided for. Appointment
7.17 All standing committees shall meet not less than once each year not including the association's Annual Meeting. A conference call may be considered a meeting. A quorum shall be established with a majority of the committee members in attendance. The approval of a majority of those in attendance shall constitute a valid exercise of the powers of the committee. Meetings
7.18 Each standing committee shall keep records of its own proceedings. Records
7.19 The chair shall provide an agenda prior to meetings to facilitate deliberations. The chair shall submit a statement of the committee's expenses to the Secretary-Treasurer. Expenses include postage, telephone, and materials; however, all expenses must be approved in advance by the Executive Committee. No travel expenses are allowed unless approved by the Executive Committee. The chair or a delegate shall present the committee's annual report and facilitate the discussion of said report at the Annual Convention. The scope of issues may call for extended floor time and the chair will request additional agenda time from the 1st Vice-President. All committee reports and recommended actions must be approved by the membership at the Annual Meeting, unless approved for mail ballot by the Executive Committee (Chapter V, Section 5.24). If approved, committee reports will be placed on file. Duties of
Committee
Chair
7.20 All committee members are expected to take active roles in the work of their respective committee. Duties of
Committee
Members
7.21 The charge of each standing committee is outlined in its respective section of the AHCA Constitution. A standing committee may receive additional duties in order to resolve specific issues not previously stated The Board of Governors will determine the appropriate committee to receive such issues.

Committee
Charge
Chapter VIII
Meetings
Section
8.1

The annual meeting of the AHCA shall be held at the close of the hockey season unless the membership approves a specific time during the season (at the national championship, for example).
Annual
Meeting
8.2 A quorum shall consist of one-fifth of the Association's members eligible to vote on specific or general issues. Voting
8.3 Voting shall be by voice with the exception of the election of officers (when conducted at the Annual Meeting). See Chapter V on Governance. Voting
8.4 The usual order of business shall include:
  1. Roll Call
  2. Reading of Minutes
  3. Reports of Officers, Governors, and Executive Director
  4. Reports of Standing Committees
  5. Other Committee Reports
  6. Old Business
  7. New Business
  8. Clinics, Lectures, Speakers
  9. Coach of the Year Banquet
  10. Final Business Meeting and Adjournment
Order of
Business
8.5 The following honorariums will be provided it approved by the Board of Governors:
  1. Award Winners will receive transportation to the Annual Meeting; three nights lodging, and a stipend for expenses.
  2. Special Guests will receive transportation to the Annual Meeting; two nights lodging, a stipend for expenses, and an honorarium.
Honoraria