The objective of Peabody Youth Hockey is to provide to the youth of Peabody the opportunity to learn and play the sport of ice hockey in a safe and controlled environment consistent with the existing USA and MASS Hockey Guidelines.

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PEABODY YOUTH HOCKEY ASSOCIATION, INC.
 
Article I - Organization
 

           1.1  The Corporation name will be Peabody Youth Hockey Association, Inc., herein after referred to as PYH.  The organization shall have no capital stock and shall not be operated for profit.  Registered address is P.O. Box 2081, Peabody, Massachusetts 01960-2032.  With principle office being located in Peabody, Massachusetts 01960.
 
           1.2  PYH shall be operated exclusively as an exempt organization under the provisions of Section 501(c)(3) of the Internal Revenue Code of 1954, as amended and as may be amended in the future.
 
           1.3  PYH will not have any political affiliations and no endorsements for any public office may be made in the name of PYH

 
 
Article II – Purpose & Philosophy
 
         2.1
It is the objective of the PYH to provide to the youth of Peabody the opportunity to learn and play the sport of ice hockey in a safe and controlled environment consistent with the existing USA hockey and its affiliate Massachusetts Hockey guidelines.  As a member of USA Hockey, PYH shall strive to afford each player the opportunity to compete against players of equal ability from surrounding towns.  The emphasis will be to teach basic skills, self-discipline, team play and sportsmanship for all participants.
 
 
Article III – Membership
 
3.1              3.1  Definition of a Member:
The members of the PYH shall be the parents or adult guardians of each child selected to participate as a player of any team entered into any league competition by the PYH.  A player/member who has attained the age of 18 years and is a member in good standing shall have the right to his or her own vote.  If the player member chooses to vote the parent or guardian may only vote provided they have an additional child (children) under the age of 18 still in the program.  Further more, families with more than one child under the age of 18 in the program will be allowed one vote per parent.  But limited to the number of children under the age of 18 they have in the program.
 
3.2              3.2  Members Eligibility to Vote:
Members are deemed eligible to vote, if they are a member in good standing and meet the following requirements:
1.)    Has a least one child registered in PYHA and
2.)    Is either the parent or guardian of the child or
3.)    Is a USA Hockey Certified Peabody Head Coach or
4.)    Is a player 18 years of age or over and
5.)    Has no outstanding financial obligation to PYHA and
6.)    Has not been expelled from PYHA.
 
 
Article IV – Board of Directors
 
4.1       4.1  The Board of Directors will elect from its number each of the officers of the Executive Committee of the PYHA.  Individuals may hold more than one (1) office but no individual shall hold more than two (2) of the four (4) offices of President; Vice President; Secretary or Treasurer at any given time.  Should the Board be unable to select a member to hold one (1) of the offices, then the Board by majority vote may appoint a suitable non Board of Directors member until the next scheduled election.  No officer elected to the office of President will be allowed to hold the office of Vice President during the same time period.
 
4.2       4.2  The PYHA annual meeting of the members will be held between September 1 and October 15.  Written notice of date, time and location for the PYHA annual meeting will be posted on the program bulletin board at the Peabody Rink and written notification will be provided to all members at least two weeks in advance of the meeting.
 
4.3         4.3   Elections of the PYHA Board of Directors will be conducted between March 15th and April 10th.  The Board of Directors may request that the elections be more than one (1) day for voting if deemed necessary.  Candidates for election to the PYHA Board of Directors shall submit nomination papers to the Secretary of the Board of Directors no later than February 15th in order that his/her name may appear on the official ballot prepared by the Secretary.  Notwithstanding this requirement “write in candidates” shall be allowed.  Voting through secret ballot, by the program membership, for candidates, to vacated positions. Vacated positions may become available upon expiration of term of office, resignation, dismissal or death.  Candidates must be, a member in good standing, a head coach for the program or a current Board of Director.   No proxy votes will be allowed. Any person who has been impeached by any prior board of PYHA is not eligible to be a candidate.
 
4.4       4.4  Once elected to the PYHA Board of Directors, individuals will immediately assume the duties of the elected office and positions will be assigned by the Executive Committee.
 
4.5       4.5  The voting members of the Board of Directors shall be made up of no less than fifty percent (50%) of members that have children in the program.       
 
4.6        4.6   Directors as such shall not receive any compensation for their services as a director.
 
4.7        4.7  Meetings of the Board of Directors, open to all program members, shall be held once a month during the playing season and as often as deemed necessary by a majority of the Board of Directors during the off season.
 
4.8       Additional meetings of the Board of Directors may be called by a majority vote of the Board of Directors or upon a written request of at least twenty (20) voting members in good standing in the organization.
 
4.9            At least fifty percent (50%) of the Board of Directors, including at least two (2) members
of the Executive Committee, must be present to constitute a quorum at any regular or
special meeting.  No proxy votes shall be allowed.
 
4.10        Vacancies of the Board of Directors that occur during a season may be filled by
appointment of the Board of Directors. The position will be for the remainder of the term
of the departing Director by a majority vote of the Board of Directors. 
 
4.11    The Board of Directors may remove any of its members by two thirds (2/3) majority vote if a Director shall be absent from three or more consecutive meetings of the Boardor shall act in any manner contrary to the purpose of the PYHA or Article II of said By-Laws.
 
4.12        The Board of Directors may exclude any member of the organization from participation in the PYHA by two thirds (2/3) vote if a member shall act in any manner contrary to the purposes of the PYHA or Article II of said By-Laws.
 
4.13        All meetings, general membership and/or Board meetings will be governed by  Robert’s Rules of Order[1] where not otherwise in conflict with these By-Laws.
 
4.14         
Article V – Executive Committee
 
5.1       The Executive Committee shall consist of members of the Board of Directors functioning as the President, Vice President, Secretary and Treasurer.
 
5.2      The Executive Committee, under the direction of the President, shall prepare policies, programs and budgets for discussion, revisions and approval by the Board of Directors.  In the event that the President is not available the Vice President shall assume the duties of the President.
 
5.3      TheExecutive Committee shall be responsible for the day-to-day affairs of the PYHA.  The Executive Committee shall meet as often as its members deem necessary without the requirement of any notice to the Board of Directors or the membership.  All Executive Committee decisions shall be subject to a majority vote of the Board of Directors on its decisions at the following regularly scheduled or special meeting.  All Executive Committee decisions shall be subject to ratification by the said Board at its discretion.  In a situation of a tie vote on any issue or decision the president or acting president will vote.
 

Appointment of Non- Voting Emeritus

 
  
A non-voting emeritus position(s) may be appointed by the Board of Directors of PYHA on an as needed basis.  The appointee shall meet the requirements as defined by the AHA.
 
 
Article VI – Officers/Administrators
 
6.1       The PYHA Board of Directors will be made up of up to nine (9) members, but shall not fall below (7) members; one (1) of which will be President.  Each elected term will be for three (3) years at which time a Board member can be a candidate for re-election.
 
The following is a guide to the functions and responsibilities of the Board of Directors.  These responsibilities include, but are not limited to:
1.)          President
2.)          Vice-President
3.)          Treasurer
4.)          Secretary/Registrar
5.)          Coaching Director
6.)          Parent/Player/Equipment Director
7.)          Fund Raising Director (May be a non-voting Emeritus position which shall answer to the President)
8.)          Ice Coordinator Director (May be a non-voting Emeritus position which shall answer to Coaching Director)
9.)          District League Representative Director (May be a non-voting Emeritus position which shall answer to the President)
10.)      Clinic Director (May be a non-voting Emeritus position which shall answer to the Coaching Director)
11.)      Webmaster Director (May be a non-voting Emeritus position which shall answer to the President)
 
 A.)  President
Shall have the overall responsibility for running the program and business activities of the program.
Insure that the charter of the program is upheld and in compliance with set guidelines. 
Shall preside as chairman over all meetings or designate an alternate in the absence of the Vice President.
 
 B.) Vice President
Shall be responsible for administrative activities that are delegated by the President, and shall preside as chairman over meetings in the absence of the President. 
Shall be responsible to submit all and any documentation to Massachusetts Hockey and USA Hockey as required to keep the program in good standings.
 
 C.) Treasurer
Shall be responsible for, but not limited to the following:
1.) Responsible for all bookkeeping, financial statements, payment of bills and depositing of all monies in an accredited banking institution.
2.) Responsible for recommending to the Board of Directors the annual program cost for their evaluation and approval.
3.)    Responsible for all billing and reporting of income to the Board of Directors.
4.)The preparation of an upcoming annual budget and an itemized financial results of the previous season.  For all expenditures of the program for the coming season be presented to the Board of Directors for approval.  The operating cost shall be supplied to the membership at the annual meeting for their information and comments.
5.) Shall be responsible for the filings of all state and federal tax returns and any other documents required by law.
6.)    Shall be responsible to hire and work with a CPA to prepare all tax documents according section 501(C) (3).
7.)   Shall be responsible to collect all CORI forms and send to proper authorities.
 
D.) Secretary/Registrar
Shall be responsible for, but not limited to the following:
1.)  Responsible for calling together all Board of Director meetings and recording all meeting minutes.
2.)  Notification to members of meetings.
3.)  Maintain a list of all members, non-members attendance at meetings.
4.)  Maintaining a file or correspondence to and from the program.
5.)  Coordinate/Supervision of registration for all PYHA participants. (To include USA Hockey and C.O.R.I. forms)
 
E.) Coaching Director
Shall be responsible for, but not limited to the following:
1.) Responsible for coordinating all coaching related activities involving teams and players.
2.) Tournament requests, play-downs, mini-one-on ones etc.
3.) Shall be responsible for providing instructional material and training of all PYHA coaches and clinic instructors.
4.) Recruiting coaches for the purpose of making recommendations to the Board of Directors for approval.
5.) To organize and oversee the entire tryout process.
6.) To hold monthly meetings throughout the season for coaches to discuss the philosophy of PYHA, any problems, new drills, ½ sheet practice drills, full sheet drills, and combined practices.
7.) To insure that all coaches are properly patched and provide information for USA hockey patching programs.
8.) Receive a CORI form from each coach and assistant coach who has not submitted and submit the completed CORI form to the treasurer.
9.) Distributing the league rules and the policies of the association to his coaches.
10.) Will preside as chairman of the coaching committee.
11.)    Collection and submission of team rosters and transfer said rosters to the treasurer.
12.)    Will be Liaison between Board of Directors and Coaches.
13.)    Shall be responsible for appointing a level coordinator with the approval of the Board of Directors.
 
F.) Parent-Player/Equipment Director
Shall be responsible for, but not limited to the following:
1.)        Responsible for providing an analysis and breakdown of participants according to their age levels and making projections of the number of skaters expected at each age level for the present upcoming season.
2.)        Responsible for handling and processing any player/parent, player/coach, parent/coach problems and of any equipment problems.
3.)        Liaison between the Board of Directors and team managers.
4.)        Responsible for solving and or presenting discipline problems to the Board of Directors.
5.)        Establish inventory and control procedures for all equipment.
6.)        Responsible for storage, disbursements and collection of all PYHA equipment.
 
G.) Fundraising Director
This position may be either a voting Board of Director position or a non-voting Emeritus position appointed by the Board of Directors and would answer to the President.
The person holding this position shall be responsible for, but not limited to the following:
1.)       Planning and coordinating all fundraising activities.  The director is responsible for approving a chairman and or a committee for such functions as socials, raffles, bingo’s etc, and obtaining sponsors.
2.)       Responsible for the administration and coordinating of monies related to fundraising and transferring said monies to the treasurer of PYHA Board of Directors.
3.)       The preparation of an annual fundraising budget for the upcoming season to be presented to the Board of Directors for approval.
4.)       Work in coordination with the treasurer to prepare financial statements of the fund raising committee.
5.)       Present all fundraising plans and proposals to the Board of Directors for their ratification and approval.
6.)        Coordinate and interact with team representatives for fund raising.
 
H.) Ice Coordinator
This position may be either a voting Board of Director position or a non-voting Emeritus position appointed by the Board of Directors and would answer to the Coaching Director.
The person holding this position shall be responsible for, but not limited to the following:
1.)       Responsible for planning, coordination and scheduling of all ice activities for the PYHA program
2.)       The determination of ice time requirements for all games and practice sessions at every level, which shall be approved by the Board of Directors.
3.)       Evaluating league and practice schedules for all teams so as to eliminate conflicts with game schedules.
4.)       Plan and be responsible for coordination of all other PYHA ice requirements such as power skating, goalie clinics, learn to skate, fundraising ice etc.
5.)        To attend annual Peabody Rink ice scheduling meetings.
6.)        Procuring additional ice time as deemed necessary.
7.)        Requires access and knowledge of PC base system. 
 
I.) District /League Director
This position may be either a voting Board of Director position or a non-voting Emeritus position appointed by the Board of Directors and would answer to the President.
The person holding this position shall be responsible for, but not limited to the following:
1.)    Responsible for representation of PYHA at all AHA district meetings,
AHA state meetings and league meetings.
2.)    To report to the Board of Directors minutes of the meetings, copies of all appropriate materials received and identify all business issues and activities required by the program in a timely manner.
3.)    The survey of other youth hockey programs to determine if some aspects of their program may be profitable if adopted by PYHA.
 
J.) Clinic Director
This position may be either a voting Board of Director position or a non-voting Emeritus position appointed by the Board of Directors and would answer to the Coaching Director.
The person holding this position shall be responsible for all activities related to the learn to skate clinic, but not limited to the following:
1.)        Recruitment and scheduling of all clinic volunteers with approval by the Board of Directors.
2.)        Shall work in conjunction with the coaching director to plan, select and provide instructional materials and training for all clinic instructors and as approved by the Board of Directors.
3.)        To evaluate all players as to ability and see that they are placed at their proper level, initially and throughout each session within the clinic.
4.)        Formalize a method of advancement for the players to move from group to group.
5.)        Responsible for advertising the clinic program in newspapers, creation and distribution of flyers to Peabody schools.
6.)        Responsible for accepting payments received at Clinic and are then given to the Treasurer.  Responsible for registration and IMR forms for the clinic and providing a copy of the information to the registrar.
7.)        Responsible for planning Holiday activity in December for Clinic.
8.)        Responsible for planning year-end scrimmage for Clinic.
9.)        Responsible for letting the Equipment Director know of how many clinic certificates/medals will be needed for distribution at Clinic.  Responsible for filling out the Certificates.
10.)    Responsible for letting the Equipment Director know of how many Clinic shirts and any equipment to be ordered.
11.)    Responsible for having the Volunteers on the ice fill out a Cori Form.
 
K.) Webmaster Director
This position may be either a voting Board of Director position or a non-voting Emeritus position appointed by the Board of Directors and would answer to the President.  The person holding this position shall be responsible for, but not limited to the following:
 
1.) The Webmaster will have the responsibility of placing on the Internet pertinent information concerning PYH.
2.)No information of any youth player shall be posted on the Internet without the written approval of the parent.
3.)All information placed on the Internet must be submitted to the board of directors for approval.
 
L.) Elections
 
The election of board members.
 
Elections in 2016:

Secretary/Reistrar (term to run for three years)
Clinic or Fund Raising director (term to run for three years)

President (term to run for three years)
Vice President (term to run for two years)
Treasurer (term to run for three years)
Coaching Director (term to run for three year)
League Rep. (term to run for one year)
Parent Player Representative/Equipment Director (term to run for three years)
Parent Player Representative/Fundraising. (term to run for one year)
 
 
 
         The staggered matrix will then look like:
         Year of Change:                           2016    2017      Year of renewal  2019    2020    2021
         President                                        x                                                         x             
         Vice President                                            x                                              x              
         Treasurer                                        x                                                          x                 
         Secretary/Registrar                          x                                                           x       
         Coaching Director                            x         x                                        
         League Rep                                    x         x                                    x          x         x
         Parent Player Rep/Equip                   x                                                          x             
         Parent Player Rep/Fundraising           x         x                                    x           x        x
         Clinic or Fund Raising Director            x                                                          x


 
 Article VII – Committees
 
The Board of Directors will formulate committees on an as needed basis.
 

 
Article VIII – Amendments to By-Laws
 
 
8.1  The Board of Directors may amend these By-Laws by presenting the amendment at a regular or special meeting and voting on the amendment at a subsequent regular or special meeting.  The approval of two-thirds (2/3) of the membership of the Board of Directors is required to pass the amendment.
 
8.2  Program members may propose amendments to the By-Laws by submitting a request in writing to the Board of Directors for consideration and vote by the Board of Directors.
 
8.3 Tournaments shall be at the discretion of the coach.  The formal protocol shall be that every member of the existing team attending the tournament shall be asked prior to any other player.  If the coach deems that not enough players have placed a request to attend the tournament, then he may seek players from other PYH levels of play.  If the coach deems that the team cannot be competitive at the tournament due to lack of talent selection from the current PYHA levels, then the coach bring a request up to the PYHA Board of Directors to seek players from outside the PYHA membership.  The coaches must prove beyond any reasonable doubt that it is necessary for his team to attain a level balance of play at the tournament before they will be allowed to seek players from outside the PHYA membership.  Should the request be granted, the coach may seek no more than two players from outside the PYHA membership for participation in the tournament play.  Under no circumstances may a coach seek players from outside the program without PYHA Board of Directors approval.
 

Article IX – Parent/Player Handbook

 
In addition to the PYHA By-Laws, the program provides to its members a PYHA Parent/Player Handbook that contains the programs
      1.)  Policies
      2.)  Practices
     3.)  Procedures
The handbook is revised periodically as determined by the Board of Directors.
 
Revised December 2006
 
[1] Robert’s Rules of Order, may be found at your local book store and also on the Internet.