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Friends of Bedford Hockey

Policy and Procedures Book

 

www.bedfordhockey.com

October 23, 2013

 

1.    Introduction

Volunteers of the Friends of Bedford Hockey club (FOBH) have compiled this policy handbook.  Regardless of experience or tenure with the club, we have tried to organize this document as a useful reference for current members and future generations of prospective members.  This document covers items such as fundraising activities, equipment and facilities fees, summer hockey and contact information for the Board of Directors.

2.    The FOBH Club Mission

The FOBH club is a non-profit organization made up by its members to support the growth of hockey in Bedford, New Hampshire.  Our mission is to enhance the development of Bedford students academically, as citizens within the community, and as athletes.  These basic tenets are set forth by the official Team Administrators and Coaches with the full support of the FOBH.

3.    Friends of Bedford Hockey Bylaws

As amended and revised on October 23rd, 2013.

Article I.           Name

The name of the organization shall be “the Friends of Bedford Hockey” (FOBH).

Article II.        Purpose and Objectives

FOBH is not for profit, tax exempt New Hampshire corporation established pursuant to the provisions of G.L. chapter 180 and section 501c (3) of the Internal Revenue Code, respectively, whose purpose and objectives are:

1.       To monetarily develop and encourage participation in the sport of Ice Hockey in Bedford;

2.       To be guided by the core values of sportsmanship between players, coaches, officials, fans and parents.

3.       To encourage integrity and the pursuit of excellence at the team, organization and levels, with a focus on virtues of loyalty, dedication and teamwork.

These objectives are met by the work of the FOBH volunteers.  We ask for volunteers to get involved and be part of our collective success.   The FOBH are always open to new ideas and want to encourage participation in the program.

 

Article III.    Membership

Membership in FOBH shall be open to all persons and programs approved by the provisions of these Bylaws and shall include, but not necessarily be limited to, the following:

1.    General membership shall include but not be limited to those who have paid an annual player fee.  Each player fee includes a vote for each parent or legal guardian.  Families with more than one player have a 2 vote maximum.

2.    Honorary members elected by the Board of Directors of FOBH shall be governed by the provisions of FOBH Bylaws, Rules, Regulations, Policies, and Procedures. 

Article IV.     Board Of Directors

The Board of Directors shall have all the powers necessary or desirable to carry out the management of the affairs of FOBH.  The powers and duties of the Board of Directors shall include, but not be limited to, the power to promulgate rules and regulations, adopt policies and procedures, establish fees, dues and assessments, necessary for the management of the affairs of FOBH.

Article V.         Elected Members

The members elected by the membership are the President, Vice President, Secretary, Treasurer, Varsity Representative, Junior Varsity Representative, and  Middle School Representative.  Trustees are elected by the Board of Directors at the first meeting following annual elections.  These positions constitute the FOBH Board of Directors.  Two-thirds of the elected members then in office shall constitute a quorum at meetings of the Board of Directors.  Each member shall have one vote, regardless of the number of positions held.  No proxy votes shall be allowed.  In the event of a tie vote, the President’s vote becomes the tie breaking vote.

Terms of Office:

Spring Elected Positions

Term

President

2 years, no more than 2 terms

Vice President

2 years, no more than 2 terms

Secretary

2 years, no more than 2 terms

Treasurer

1 year, no more than 4 terms

Trustee

1 year

 

Fall Elected Positions

Term

Varsity Representative

1 year, no more than 2 terms

Junior Varsity Representative

1 year, no more than 2 terms

Middle School Representative

1 year, no more than 2 terms

Trustee

1 year

 

Article VI.     Duties of the members of the executive board

Elected Positions:

President:  is responsible for the agenda for each meeting.  Any agenda items for consideration must be presented to the President one week prior to the prospective meeting.  The President will be the moderator of all meetings and holds a voting position.  In the event of a tie vote, the President’s vote becomes the tie breaking vote.

Vice-President:  is responsible for overseeing all committees and developing a yearly schedule for all FOBH functions.  In the event that the President cannot be present for a FOBH meeting, the Vice-President will act as moderator.  Vice-President is a voting position.

Treasurer:  is responsible for all monetary matters dealing directly and indirectly with the FOBH.  The Treasurer is responsible for budgets, expenses, financial accounts, and all matters relating to the monetary status of the club.  The Treasurer will present a monthly update on the financial status of the FOBH at each regular monthly meeting.  The Treasurer is a voting position.

Secretary:  is responsible for the meeting minutes and all communications that keep members informed of the activities of the FOBH.  The Secretary is s a voting position.

Trustees:  is a past board member and will assist the board in all functions and decisions as necessary.  Trustees may request an audit of the Treasurer’s books.  These are voting positions with a total of one board vote.  Trustees may be elected in either the Spring or the Fall.

Varsity Representative:  is responsible for coordinating all FOBH activities with the Varsity FOBH members.  This includes overseeing the activities that are specific to the Varsity team and fundraising opportunities.  This is a voting position elected in the Fall.

Junior Varsity Representative:  is responsible for coordinating all FOBH activities with the Junior Varsity FOBH members.  This includes overseeing the activities that are specific to the Junior Varsity team and fundraising opportunities.  This is a voting position elected in the Fall.

Middle School Representative:  is responsible for coordinating all FOBH activities with the Middle School FOBH members.  This includes overseeing the activities that are specific to the Middle School team(s) and fundraising opportunities.  This is a voting position elected in the Fall.

Article VII.  Nomination and Elections of Officers, and Appointment of Committees

Nomination of Spring Officers:

On or before April 30th of each year, any interested party must be nominated by at least one member of FOBH at a general meeting.  Nominations will be accepted either in writing or by email to the President of FOBH.  Nominations close at midnight on April 30th.   Elections will take place at the May meeting.  All nominations received by the above deadline will appear on the ballot at the May meeting.  Voting shall be a secret ballot and nominees receiving a simple majority of the votes shall be elected.    After the ballots have been collected there will be a short recess and the current board will tally the votes and then announce the new board members. 

Election of Spring Officers:

Elections of the officers shall take place at the May meeting.  Voting shall be by secret ballot and candidates receiving a simple majority of the vote shall be elected.  There shall be separate ballots for each office subject to election with the President being first voted, then Vice President, Secretary, Treasurer, and continuing in an order determined by the Chair of the Nominating Committee until all elected position are filled.  Nominations may be made from the floor by a motion with a second for all elected positions.

Nomination and Election of Team Representatives:

On or before November 30th of each year, any interested party must be nominated by at least one member of FOBH at a general meeting.   Written nominations will be accepted either in writing or by email to the President of FOBH.  Nominations close at midnight on November 30th.   Elections will take place at the December meeting.  All nominees for each Team Representative position received by the above deadline will appear on the ballot at the December meeting.  There shall be separate ballots for each Team Representative position with the Varsity Representative being first voted, then Junior Varsity, then Middle School Representative.  Nominations may be made from the floor by a motion with a second for all elected positions.  Voting shall be a secret ballot and nominees receiving a simple majority of the votes shall be elected.    After the ballots have been collected there will be a short recess and the current board will tally the votes and then announce the new board members. 

Committees

The permanent committees of FOBH shall be:

·         Spaghetti Dinner

·         Game Filming

·         End of Year Banquet

·         Scholarship

·         Program Book

·         Alumni Game

·         Senior Night

·         Middle School

 

The Board of Directors has the authority to modify or appoint other committees for general fundraising purposes as deemed necessary  

Article VIII.                      Meetings

Meetings shall be conducted monthly and will consist of the following standing agenda:

·         Roll call and proof of notice

·         Minutes of previous meeting

·         New business

·         Secretary report

·         Treasurers report

·         Committee

·         Selection of site and date for next meeting

·         Adjourn

 

Article IX.     Parliamentary Authority

 

Robert’s Rule of Order shall govern all meetings of the organization, including meetings of the Board of Directors, except to the extent said rules conflict with these Bylaws.

 

Article X.         Amendments

1.       These Bylaws may be amended at the Monthly Meeting of the Board of Directors if the proposed amendments and/or changes have been presented in writing to each member of the Board of Directors at least fourteen (14) days prior to the meeting.

2.       A two-thirds majority of the Board of Directors is required to amend or change the Bylaws and/or Rules and Regulations.