Last Update - AGM 2025

TRURO AND AREA MINOR HOCKEY ASSOCIATION
BY-LAWS

Definitions

1. In these by-laws unless there is something in the subject or context inconsistent therewith:

(a) "Society" means Truro and Area Minor Hockey Association, (hereinafter referred to as "TAMHA").

(b) "Registrar" means the Registrar of Joint Stock Companies appointed under the Nova Scotia

Companies Act.

(c) "Special Resolution" means a resolution passed by not less than three-fourths of such members

entitled to vote as are present in person at a general meeting of which notice specifying the intention to

propose the resolution as a special resolution has been duly given.

(d) "Truro and Area" means the recreational districts of Truro, Bible Hill, Valley, Salmon River and North

River and any others that may be added subsequent to 1983 and approved by the Nova Scotia Minor

Hockey Council.

(e) “in good standing” means having all registration dues and any other fees from both the current and

previous season paid in full by December 15th of the current season unless other arrangements have

been approved by the TAMHA executive;

Membership Rights and Responsibilities

2. TAMHA is ultimately accountable to the members of TAMHA.

3. Every member is entitled to attend any members' meeting of TAMHA.

4. Every member may vote at any members' meeting of TAMHA providing they are in good standing.

5. The subscribers to the Memorandum of Association and such other persons as shall be admitted to

membership in accordance with these by-laws, and none others, shall be members of TAMHA, and their

names shall be entered in the Register of Members accordingly.

6. For the purposes of registration the number of members of TAMHA is unlimited until each division has

reached its maximum capacity as determined by the number of players registered. Recognizing the

Objectives of TAMHA, all reasonable efforts will be made to accommodate those wishing to participate.

7. Membership in TAMHA shall not be transferable.

8. Membership in TAMHA is open to the following:

(a) All parents and legal guardians of players on hockey teams which operate under the jurisdiction of

TAMHA as identified on TAMHA registration forms, and who comply with the requirements of its

Memorandum of Association and By-Laws.

(b) Other elected and appointed officials.

(c) All registered coaching staff of teams registered within TAMHA.

9. Membership in TAMHA shall cease upon:

(a) Death, or

(b) Non-payment of registration fees by the member, or

(c) If by notice given in writing to TAMHA by the member, or

(d) If the member ceases to qualify for membership in accordance with these by-laws, or

(e) The member's membership is for a fixed term upon the expiration of that term, or

(d) If, by a vote of the majority of the members of TAMHA or a majority vote of the Directors of

TAMHA at a meeting duly called and for which notice of the proposed action has been given, the

Member's membership in TAMHA has been terminated.

10. Members must be in good standing to be eligible to vote at any Members meeting. In the event a

Member has fee owing and outstanding to TAMHA beyond December 15th, that Member shall be

considered in default and not eligible to vote at any Members meeting(s) until any arrears are

paid. Further, any players for which registration is outstanding as of December 15th will be suspended

from participation with their TAMHA team on or before December 31st until all registration is paid in full.

11. The members may repeal, amend or add to these by-laws by a special resolution at the annual or preseason

member meetings. No by-law or amendment to by-laws shall take effect until approved by the

Registrar.

12. No funds of TAMHA shall be paid to or be available for the personal benefit of any member except as

a paid employee of TAMHA in a position currently existing or such position as may be created and

approved by the membership at a Members meeting; such position shall not include a position as coach,

manager or other team official or any position on the Board.

Members Meetings

13. Every member shall have one (1) vote and no more. There shall be no proxy voting.

14. There shall be an Annual General Meeting of TAMHA held within 7 days after the HNS AGM each

year. The Annual General Meeting marks the conclusion of the current hockey year and the beginning of

the new hockey year and a minimum of seven (7) days’ notice is required which must:

(a) Specify the date, place and time of the meeting,

(b) Be given to the members by email, website posts, and/or other electronic means

(c) Specify the intention to propose any special resolutions, and

(d) The non-receipt of notice by any member shall not invalidate the proceedings.

15. A meeting of the members may be held at any time and shall be called:

(a) If requested by a majority of the directors, or

(b) If requested in writing by 50 members in good standing.

16. Notice to members is required for any Members meetings. The notice must:

(a) Specify the date, place and time of the meeting,

(b) Be given to the members seven (7) days prior to the meeting,

(c) Be given to the members by e-mail, website post, and/or other electronic means.

(d) Specify the nature of business, such as the intention to propose a special resolution, and

(e) The non-receipt of notice by any member shall not invalidate the proceedings.

17. At the Annual general meeting of TAMHA the following items of business shall be dealt with and shall

be deemed ordinary business and all other business transacted shall be deemed special business:

(a) Minutes of the previous annual general meeting,

(b) Consideration of the annual report of the directors,

(c) Consideration of the annual financial report of TAMHA,

(d) Notice of motions, and

(e) Election of directors.

18. Quorum for any Member Meetings of TAMHA including the Annual General meeting, the Pre-Season

Meeting and the Mid-Season Meeting, shall consist of twenty (20) members, in good standing. No

business shall be conducted at any meeting unless a quorum is present to open the meeting and, upon

request, before any vote.

19. (a) If a meeting is convened as per by-law 15(a) and quorum is not present within one-half hour from

the time appointed for the meeting; it shall be adjourned to such time and place as a majority of the

members present shall decide. Notice of the new meeting shall be given and at the adjourned meeting

the members present shall constitute quorum only for the purpose of winding up TAMHA.

(b) If a meeting is convened at the request of the members as per by-law 15(b) and quorum is not

present within one-half hour from the time appointed for the meeting, it shall be dissolved.

20. There shall also be a Pre-Season Meeting of TAMHA held on or before the 10th day of September of

each year. Notice of the Pre-Season Meeting will be given in accordance with by-law 16. The Pre-season

Meeting will mark the beginning of the new hockey year and the following business shall be dealt with:

a. Minutes of the previous Pre-Season Meeting

b. Pre-season report of directors including important HNS updates

c. Season Budget which will include the presentation of registration fees for the year

21. There shall also be a Mid-Season Meeting of TAMHA held on or before the 15th day of January each

year. The following business shall be dealt with at the Mid-Season meeting:

a) Minutes of the previous member meeting

b) Consideration of the Mid Season report of the directors,

(c) Consideration of the mid season financial report of TAMHA,

(d) Notice of motions,

22. The President, or in his/her absence, a Vice President, or in the absence of any of them, any

Board member appointed from among those present, shall preside as Chair at members meetings. (2025)

23. Where there is an equality of votes the Chair shall cast the deciding vote.

24. The Chair may, with the consent of the meeting, adjourn any meeting. No business shall be

transacted at the subsequent meeting other than the business left unfinished at the adjourned meeting

unless notice of such new business is given to the members.

25. At any meeting a declaration by the Chair that a resolution has been carried after the counting of

votes is sufficient unless a poll is demanded by at least three members. If a poll is demanded it shall be

held by a show of hands or by secret ballot as the Chair may decide.

26. With exception to amendments requiring special resolutions, all decisions requiring a vote shall be

determined by a majority vote being one-half of those present, plus one. Those eligible to vote are

registered members, team coaches, and the Board members.

Directors

27. Any member of TAMHA or resident of TAMHA’s catchment area that is 18 years of age or older, shall

be eligible to be elected a Director of TAMHA and a Director of TAMHA shall be a Member. (2022)

28. There shall be 18 Directors positions on the Board. The subscribers to the Memorandum of

Association of TAMHA shall be the first directors of TAMHA. (2025)

29. The Directors shall retire from office at the end of each annual general meeting at which their

successors are elected. Retiring Directors shall be eligible for re-election. Directors shall be elected to

one year terms. The position of president shall only be eligible to be re-elected for 3 additional terms

(Total 4 years)

30. If a Director resigns his/her office or ceases to be a member of TAMHA that is not living within

TAMHA’s catchment area, his/her office as director shall be vacated. (2022)

31. The Directors shall have the power to appoint any Member in good standing or a resident of

TAMHA’s catchment area that is 18 years of age or older, as a director, to fill a vacancy in the Board

which may occur during the year. The Number of appointed (by the Board) directors/officers shall never

outnumber the amount of elected (by the members) directors. (2022)

32. The management of TAMHA is the responsibility of the Directors. In particular, the Directors may hire

employees and determine duties, responsibilities and remuneration.

33. The directors may appoint any committees as they see fit.

34. Directors who have, or could reasonably be seen to have, a conflict of interest have a duty to declare

this interest. The declaration should be made to the members:

(a) Upon nomination, and

(b) If serving as a Director, when the possibility of a conflict is realized.

35. A conflict of interest does not prevent a Member from serving as a Director provided that he/she

withdraws from the decision making on matters pertaining to that interest. The withdrawal shall be

recorded in the minutes.

36. The Powers of the Directors shall include, but not be limited to the following:

(a) Establish rules and regulations’ governing the conduct of members of TAMHA, and especially the

active participants therein;

(b) Establish rules and regulations’ in keeping with Hockey Canada, HNS and NSMHC;

(c) Establish rules and regulations regarding the day to day operation and procedures applicable to

conduct of Business of TAMHA, and in particular, specifically describes the duties of the various members

of the Board;

(d) Generally, establish rules and regulations to ensure the proper conduct of day to day functioning of

TAMHA consistent with the objectives and purposes of TAMHA.

Directors Meetings

37. The Board of Directors shall meet no less than ten (10) times each year.

(a) Directors must attend a minimum of 50% of all meetings of the Board of Directors and of the

Association and shall not be absent from greater than three (3)

consecutive meetings. (2022)

38. A meeting of Directors may be held at the close of every Annual General Meeting without notice. For

all other board meetings, notice is required and must:

(a) Specify the date, place and time of the meeting,

(b) Be given to the directors seven (7) days prior to the meeting,

(c) Be given to the directors, by-mail or other electronic means,

(d) The non-receipt of notice by any director shall not invalidate the proceedings.

(e) Notice can be waived for board meetings with the unanimous approval of the Board.

39. Quorum shall consist of eight (8) of the Directors. No business shall be conducted at any meeting of

the Board of Directors, unless a quorum is present to open the meeting and, upon request, before any

vote.

40. The President or, in his/her absence, a Vice President or, in the absence of any of them, any director

appointed from among the directors shall preside as Chair of the Board. (2025)

41. At Directors' meetings, where there is an equality of votes the Chair shall cast the deciding vote.

Officers

42. The Executive officers shall be elected by the membership at the Annual General Meeting and shall

be a President, Vice-President of Hockey Operations - Competitive, Vice President of Hockey Operations

- Recreational, Vice President of Risk Management, Vice President of Finance, and Vice President of

Administration. (2025)

43. One of the executive officers shall be the President. The President shall be responsible for the

effectiveness of the board and shall perform other duties as assigned by the members or the directors.

The President is:

(a) Responsible for the overall coordination of TAMHA activities

(b) Authorized to give formal decisions on matters of dispute arising among or between members

or teams involved in the Minor Hockey Program, unless financial in nature in which it must be

presented for board approval;

(c) Sit on all committees as an ex-officio member.

(d) Liaise with HNS, NSMHC and other related hockey branches and ensures TAMHA acts in

compliance with the rules, regulations and policies of those bodies.

44. One of the executive officers shall be the Vice President of Hockey Operations - Competitive. The

Vice President of Hockey Operations - Competitive shall be responsible for the overall operations of

TAMHA’s Rep teams which includes U9 Advancing, AAA, AA, A and B Divisions. The Vice President of

Hockey Operations – Competitive is responsible for: (2025)

(a) Leading all rep team player evaluations

(b) Leading the rep team coach selection process

(c) Managing all rep team related complaints

(d) Tournament Chair for all TAMHA hosted Rep tournaments

(e) Directing and supporting all Division Reps with rep teams

44.1. One of the executive officers shall be the Vice President of Hockey Operations - Recreational. The

Vice President of Hockey Operations - Recreational shall be responsible for the overall operations of

TAMHA’s recreational teams which includes all U7, U9 Development and Intermediate, and C Divisions.

The Vice President of Hockey Operations – Recreational is responsible for: (2025)

(a) Support all player evaluations

(b) Leading the Recreational team coach selection process

(c) Managing all Recreational team related complaints

(d) Tournament Chair for all TAMHA hosted Recreational team tournaments or jamborees

(e) Directing and supporting all Division Reps

(f) Recreational team player assignments

(g) Representative for TAMHA in the Northern Region Hockey Federation (NRHF) and U15C

league scheduling

45. One of the executive officers shall be the Vice President of Risk Management. The Vice President of

Risk Management shall be responsible for safety and disciplinary measures within TAMHA. The Vice

President of Risk Management is responsible for: (2025)

(a) All disciplinary matters related to TAMHA Members

(b) Leading and supporting appeal processes

(c) Lead investigations in to breaches of TAMHA, HNS or Hockey Canada Codes of Conduct

(d) Liaise with HNS Discipline Committee

(e) Addresses all safety related matters

46. One of the executive officers shall be the Vice President of Administration. The Vice President of

Administration shall: (2025)

(a) Record the proceedings of all meetings and keep custody of minutes of proceedings of

Members meetings and Directors Meetings, as well as other books, records and the seal (if

applicable) of the Society;

(b) Distribute minutes of meetings along with the notice and agenda for meetings to all Board

members;

(c) Responsible for the conduct of the correspondence of which the President shall have full

knowledge;

(d) Coordinate all Board of Director meetings.

(e) Update the Registry of Joint Stocks of all newly elected board and executive members within

30 days after the Annual General Meeting

(f) Perform such other duties as the Board of Directors deem necessary;

47. One of the officers shall be the Vice President of Finance. Any eligible person standing for the

position of Vice President of Finance must have a professional accounting designation or equivalent

experience as determined by the Board. The Vice President of Finance shall have responsibility for the

custody of all financial books and records of TAMHA, and carry out all other duties as assigned by the

board. The Vice President of Finance duties to include: (2025)

(a) Handling and safe keeping of the books of accounts and of all financial documents;

(b) Receives all monies and co-signs cheques and co-authorize electronic money transfers for

payment of the authorized accounts.

(c) Authorized co-signer of all cheques and electronic money transfers. Co-signers shall be any

two (2) other members of the TAMHA Executive.

(d) Report the state of finance at each Board meeting and prepare monthly financial statements

for presentation to the Board.

(e) Make suitable arrangements for the handling and safe keeping of cash at all times and for its

deposit in the bank.

(f) Presents a report at each Annual Meeting;

(g) Alert the Board to any variances of a substantive nature which would require the Board to

take corrective action;

(h) Work closely with the Office Administrator/ Registrar to ensure all fees are accounted for and

paid. An approved fee will be charged to individuals for all returned cheques. (2022)

(i) Establish an annual budget

(j) Approval of TAMHA team budgets

48. Contracts, deeds, bills of exchange and other instruments and documents may be executed on behalf

of TAMHA by the President or the Vice Presidents, or otherwise as prescribed by resolution of the Board

of Directors. (2025)

Board Members:

49. The Board members shall be elected by the membership at the Annual General Meeting and shall be:

(2025)

• U7 Division Rep

• U9 Division Rep

• U11 Division Rep

• U13 Division Rep

• U15 Division Rep

• U18 Division Rep

• Female Division Rep

• Equipment Director

• Coaching Director

• Referee-in-Chief

• Communications & Technology Director

• Awards & Events Director

50. Any member in good standing, or any non-member resident of TAMHA’s catchment area, that is 18

years of age or older, may stand for positions on the TAMHA Board of Directors.

51. A Nomination Committee of at least three people shall be appointed by the President at least thirty

days prior to the annual meeting.

52. The Board Members shall be elected for the upcoming hockey season at the Annual General

Meeting from the candidates nominated by the nominating committee or nominated in writing by a

member in good standing at least two (2) weeks prior to the Annual General Meeting.

53. The President shall be elected from one of the current Executive or Board positions in order to

provide some continuity in the running of TAMHA. If no member of the current Executive or Board is

willing or able to stand for election as President, a member in good standing or a non-member resident of

TAMHA’s catchment area that is 18 years of age or older, may be nominated by the nominating

committee, which is appointed by the current Executive, or nominated by a member in good standing

submitted in writing to the President of the Association not less than two (2) weeks prior to the Annual

General Meeting. (2022)

54. The Vice President of Hockey Operations – Competitive and the Vice President of Hockey Operations

– Recreational, shall be elected from one of the current Executive or Board positions in order to provide

some continuity in the running of TAMHA. If no member of the current Executive or Board is willing or

able to stand for election as Vice President of Hockey Operations – Competitive or Vice President of

Hockey Operations – Recreational, a member in good standing or a non-member resident of TAMHA’s

catchment area that is 18 years of age or older, may be nominated by the nomination committee, which is

appointed by the current Executive, or nominated by a member in good standing submitted in writing to

the President of the Association not less than two (2) weeks prior to the Annual General Meeting. (2025)

55. Where Executive and Board positions are not filled due to a lack of candidates at the Annual General

Meeting, the President may identify suitable candidates for recommendation to the Board for approval.

Those persons not elected by the general membership will assume and hold office upon a majority vote

of the Board. (2022)

56. The members may, by special resolution, remove any director and appoint another person to

complete the term of office.

(a) A director may be removed from office for violation of the attendance policy set out in By-Law

37(a) provided that a written complaint and recommendation of removal from office are upheld by

a two-thirds majority vote of the Board of Directors.

57. The Board of Directors and their general Job Descriptions are as follows:

(a) Past President:

Past President is a non-voting member who serves on the Ethics Committee as stated in Article 16.3 and

will act in an advisory capacity to the Board as deemed required by the Board.

(b) Division Reps:

Division Reps serve as the liaison between the Board and any teams in their division. Division Reps

oversee all activities, and equipment distribution for teams within their division. While not a prerequisite,

previous experience and hockey knowledge (i.e., coaching, managing, etc.) are desirable for the position

of a Division Rep.

(c) Equipment Director: (2025)

• (i). Maintains an up to date inventory and distribution log of all jerseys and equipment;
• (ii). Issues and obtains receipts for all jerseys and equipment at the start of the season and inconjunction with Division Reps and collects all jerseys and equipment at the end of each hockey season;
• (iii). Arranges for the repair of jerseys and equipment where necessary;
• (iv). Recommends purchases of jerseys and equipment to the Board where applicable;
• (v). Arranges through the Vice President of Finance, appropriate insurance coverage for protection of jerseys and equipment from loss due to fire or theft;
• (vi). Assists the Vice President of Finance in the preparation of the budget with respect to the jerseys and equipment replacement requirements;
• (vii). Presents at each Annual Meeting a report of the years' operation;
• (ix). May be authorized to purchase equipment;
• (x). Arranges for handling, storage, repairing and cleaning and inventory of equipment;

(d) Referee in Chief:

• (i) Recruitment and training of qualified officials for use by TAMHA.
• (ii). Assigns and schedules officials for games sanctioned by TAMHA.
• (iii). Maintains a work log on all Association Officials which may be requested from time to time by the Board;
• (iv). Provides to the Board a written evaluation for any Association Official if requested.
• (v). Assess and evaluate TAMHA referees;
• (vi). The Referee in Chief may receive an honorarium for their Referee Assignor duties and will not be permitted to vote on any resolutions/motions related to refereeing in accordance with bylaw 34 and 35.

(e) Coaching Director: (2025)

• (i). Supervises all coaches within TAMHA;
• (ii). Chairs Coach Selection Committee;
• (iii). Chairs meeting for all TAMHA coaches to outline coach qualification procedures, plus 2 additional coaches meetings per season;
• (iv). Enforce all guidelines and rules of Hockey Canada, HNS, and NSMHC with regard to coach qualifications;
• (v). Deals with all written complaints submitted to TAMHA with respect to coaching issues;
• (vi). Has the authority, in consultation with the Board, to dismiss a coach when he/she is deemed incompetent;
• (vii). Through the aid of clinics, train and supply coaches to satisfy the demand of TAMHA.

(f) Communications & Technology Director: (2025)

• (i). Responsible for the publishing and managing of TAMHA content, design layout, online registration, access permissions and the overall maintenance of the TAMHA website and any of it’s subsidiary websites and online communications and technology systems, ensuring that all information is up to date.

58. Non-Voting Members Reporting to the Board:

(a) Development Coordinator:

• (i). Responsible for the overall direction of TAMHA's development program;
• (ii). Main liaison with coaches for all skill development activities;
• (iii). Main liaison with HNS Development personnel;
• (iv). Responsible for outlining the budgetary requirements for the overall development program and provide the leadership within TAMHA to achieve program objectives;
• (v). Reports to the Board at monthly meetings

58 (b) Member Services Coordinator: (2025)

• (i) supervision and control of all registration procedures in conjunction with the Communications and Technology Director;
• (ii) Supplies each Division Rep with registration information;
• (iii) Take payments and receive registration forms at walk-in Registration (if applicable);
• (iv) Work closely with the Vice President of Finance to ensure all funds are collected and accounted for; (e) Keep a register of all players registered in TAMHA;
• (v) Coordinates all phases of player registration in conjunction with the Communications and Technology Director;
• (vi) Maintains Hockey Canada online database of TAMHA players and teams;
• (vii) Receives monies and signs cheques for payment of authorized accounts and presents same to the Vice President of Finance for cosignatory.
• (viii) Makes suitable arrangements for the handling and safe keeping of cash at all times and for its deposit in the bank.
• (ix) Prepare and present to the Board by December 15 of each year a complete list of members who are in arrears in order to have said players removed from the ice by December 15.
• (x) Determines, in conjunction with the President and the Vice President of Finance, the prorated refund of any member who must withdraw during the season;
• (xi) Reports to the Board at monthly meetings;
• (xii) Assigns and pays timers for TAMHA games;
• (xiii) Ice Management Responsibilities specifically: (2025)

1. 1. (1) Obtains and manages ice time acquired from various facilities for TAMHA purposes.
   2. (2) Confers with the Treasurer in the preparation off-season budgets
   3. (3) Disbursement of ice times to Rep team and U7 level managers and/or Head Coaches
   4. (4) For U9/C Level teams: Issue practice and game ice times and schedules the teams regular season league games
   5. (5) If required, act as regional league scheduler for U9/C level/House teams
   6. (6) Oversees ice time schedules, rescheduling of ice time, exchange of ice time and cancellation of ice time.
   7. (7) Administrator functions within the NRHF
   8. (8) Provides TAMHA home ice times to league schedulers within the NRHF

(c) Ice Manager: (Repealed). (2025)

59. The fiscal year end of TAMHA shall be the last day of April.

60. The Directors shall annually present to the Members a written report on the financial position of

TAMHA. The report shall be in the form of:

(a) A balance sheet showing its assets, liabilities and equity, and

(b) A statement of its income and expenditure in the preceding fiscal year.

61. A copy of the financial report shall be signed by the auditor or by two directors.

62. A signed copy of the financial report shall be filed with the Registrar within fourteen (14) days after

each annual meeting.

63. An auditor of TAMHA may be appointed annually by the Board.

64. TAMHA may only borrow money as approved by a special resolution of the Members.

65. The Members may inspect the annual financial statements and minutes of membership and directors

meetings at the registered office of TAMHA with one week's notice. All other books and records of

TAMHA may be inspected by any member at any reasonable time within two days prior to the annual

general meeting at the registered office of TAMHA.

66. Directors and officers shall serve without remuneration and shall not receive any profit from their

positions. However, a director or officer may be paid reasonable expenses incurred in the performance of

his/her duties.

67. TAMHA shall not make loans, guarantee loans or advance funds to any director.

68. The Operating Policies as developed and amended from time to time by the Board of Directors are

the operating policies of TAMHA.

TRURO AND AREA MINOR HOCKEY ASSOCIATION BY-LAWS

2025