HMHA Virtual AGM: September 16-Nominations & Preregistration by September 13, News (Huntsville Minor Hockey)

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HMHA Virtual AGM: September 16-Nominations & Preregistration by September 13
Submitted By Kelly Farnsworth on Wednesday, September 2, 2020
Huntsville Minor Hockey's Annual General Meeting will be held in an online format using Zoom on Wednesday, September 16 at 7:00 PM. Please contact Stasi O'Hare to preregister and to receive the meeting link by Sunday, September 13: [email protected]

We are in need of executive board members for the upcoming season or programming will be in jeopardy. All nominations must be received by Sunday, September 13.

**You will be unable to register for the virtual meeting or submit an executive nomination after midnight on September 13th. You will be unable to attend the AGM without preregistering. There will be no nominations for executive positions accepted after September 13 and none from "the floor" during the AGM.

Please note, the AGM meeting's Agenda will simply focus on wrapping up the 2019-2020 season and voting in the executive for the 2020-2021 season. There will be information regarding the format for the upcoming hockey season posted on this website shortly, along with a date for a separate Zoom meeting to discuss the 2020-2021 season and to try and answer the questions our families have about hockey this season. Watch the website for all updates.

Please note, some positions on the board will not be as crucial in getting programming going this season simply due to the fact that hockey will look very different as long as we are in Stage 3. However, some positions are absolutely critical in allowing us to get our programming running in Stage 3, notably: LL Director U7-U11, LL Director U13-U18, Ice Scheduler and OMHA Contact/VP that currently do not have nominations.

At the top of this webpage, you will see a heading: Exec. Nominations. If you click on here, you can see the names of people who are currently nominated (this will be updated as nominations are accepted). Additionally, there is a drop down link from this heading titled: Executive Nomination Form, where you can submit a nomination for any of the positions up for election. Once a form is filled out, we will reach out to the nominated individual to see if they wish their name to stand for the position or if they decline.

At the AGM, if there are positions with one accepted nominee that person will be acclaimed into the position. If there are multiple nominees for the same position, a vote of the membership in attendance will take place (there can be no proxy votes). Nominees must be in attendance. If there are positions that do not have accepted nominations by September 13, they will be handled as in the past when there were no accepted nominations at the AGM (anyone interested in the position will reach out to the President after the AGM and a decision will be made at the board table regarding filling the position). 

If you have any questions regarding the nomination procedure, please contact Kelly Farnsworth, HMHA President/OMHA Contact, through the website.

The main prerequisites for filling an executive position is to be a team player/able to work well with others, be committed to the support of the membership as a whole (not with a personal agenda), be willing to put the effort forth required to fulfill the commitment made - some positions require some specific knowledge/background, but many can be "learned as you go".

The following is some basic information about each position. If you would like more specific information prior to the meeting, please contact the current Executive Member.


Executive Directors:

-expected to attend all HMHA Executive Meetings (held once/month)

-participate/attend meetings for any applicable Sub-Committees

President: (2 Year Term)
-Candidate must have been a previous Board Member and have a thorough understanding of how HMHA operates and fully grasp the policies and procedures that govern HMHA
-Leader of HMHA
-Chair HMHA Board Meetings
-Must be diplomatic and possess interpersonal skills, have the ability to be fair but firm

OMHA Contact/Vice President: (2 Year Term)
-Time consuming position; must have knowledge of how HMHA operates (candidate must have been a previous Board Member); ensure policies and procedures are implemented and understood by the applicable Executive, Volunteers and Membership
-MPS representative (attend monthly MPS meetings) and OMHA contact/representative for HMHA; work closely with President, LL Directors, Rep Director and Regional Director for OMHA
-Submit all OMHA forms/paperwork (ie Rosters, Travel Permits, Playdown Contracts, Permission to Skate forms, Batch Registration of all Teams, Insurance, Reconciliation forms etc.)
Secretary: (1 Year Term)

-Word processing skills required
-Record and distribute minutes from all HMHA Board Meetings, collect & distribute mail

-Vulnerable Sector Checks for all HMHA Volunteers-coordinate, monitor, collect
-Webmaster for HMHA website, schedule all off-ice bookings for HMHA

Treasurer: (1 Year Term)
-Preference to an individual with experience in accounting, banking or financial field; must be bondable
-Keep record of all financial information and present financial statements, lead budget committee
-Collect/deposit all funds for HMHA, pay invoices, monitor/contact for anything involving finances, prepare information for income tax filing each year, liason with Team Managers regarding all finances

Registrar: (2 Year Term)
-Register all participants, collect registration fees, set up players/team officials in HCR, perform any incoming or outgoing transfers, work with funding organizations, must keep personal financial information confidential regarding HMHA families
-Work closely with Treasurer
-Work with Rep & LL Directors regarding player lists, assist with representative tryouts

Rep Director: (1 Year Term)
-Should have a good understanding of how representative hockey operates, previous managers are good candidates
-Act as the Manager of all representative coaches, managers and bench staff
-Contact for Rep teams' questions, concerns and make certain bench staff members/teams understand and follow policies and procedures 

Local League Directors(2) – U7-U11, U13-U18: (1 Year Term)
-Time consuming position
-Oversee all applicable LL divisions (including any Select teams), along with working closely with division convenors and  team Managers to ensure the policies and procedures are understood and followed
-Attend MPS LL meetings once/month - Liaison between the MPS Local League and HMHA

Development Director: (1 Year Term)

-Be responsible for researching, organizing and implementing development programs and clinics for Coaches, Players and Trainers (work with Head Trainer regarding any Trainer Development)
-Chair the Coach Selection/Evaluation Committee
-Assist existing and new bench staff to (re)certify, give information about qualifications needed and assist in finding best way to secure requirements
Equipment Director: (1 Year Term)

-Keep an accurate and current inventory of all equipment, including jerseys/socks and Trainer Bags, for all HMHA Rep/AE and LL teams - make recommendations to the Board for new or replacement equipment and look after pricing, purchasing, budgeting and distribution of equipment
-Be responsible for the Equipment Room throughout the season, distributing and collecting all HMHA equipment at the beginning and end of the season

-Work with: Rep Director regarding tryouts/equipment, Rep/AE/LL Managers/Teams regarding equipment distribution/team lockers, Treasurer regarding budgeting and purchasing

Tournament Director: (1 Year Term)

-Manage all postings and registrations for HMHA home tournaments, apply for sanction permits with OMHA, collect all registration forms, documents and payments and answer questions from teams planning to attend HMHA tournaments
-Be the main contact with Managers regarding tournaments and the policies and procedures necessary for these tournaments to run, provide all information and tools necessary for the host teams, purchase all prizes and look after all tournament trophies
-Work with Ice Scheduler to set schedules for tournaments

Executive Staff:

-expected to attend the Season’s first and last HMHA Executive Meetings along with any others that have applicable Agenda Items or if the Staff member has an Agenda Item they wish to bring to the Board Table

-participate/attend meetings for any applicable Sub-Committees


Ice Scheduler: (1 Year Term)
-Time consuming position, particularly during preseason start up when negotiating all schedules and practice times – for all Rep/AE and Local League ice times
-Data entry/computer knowledge are essential; attention to detail and interpersonal skills are mandatory
-Liason with town representatives regarding ice allocation policy and scheduling ice times

Referee Convenor: (1 Year Term)

-Prefer candidate that holds a current referee certification
-Schedule all Officials and act as an informal supervisor; act as a mentor for new officials
-Encourage, recruit and guide new referee prospects

-Liason between Officials and HMHA

Minor Officials Convenor: (1 Year Term)
-Schedule all timekeepers, scorekeepers and gate keepers for all Rep/AE and LL games where appropriate - organize a course in the preseason for all new minor officials and any needing a refresher
-Keep records regarding gate income and officials' expenses and pay all minor officials, as well as Referees for rep games

-Electronic Gamesheets – train Managers and Scorekeepers, coordinate iPADs/provide support/arrange maintenance as necessary
-Collect gate money and submit reports to Treasurer, maintain appropriate float and funds needed to pay officials in gate box, must be bondable

Sponsorship/Fundraising Convernor: (1 Year Term)
-Coordinate and solicit all team sponsors at the beginning of the season, work with the Equipment Director to ensure proper sponsor bars are on appropriate jerseys
-Organize team photos (schedule and distribution of photos), including creating and distributing sponsor plaques
-Receive fundraising requests from Team Managers and assist them in ensuring these activities fall within both HMHA and Town guidelines

Head Trainer: (1 Year Term)

-hold a current Trainer’s Certification (preference to Level 2 or 3)

-hold Action Clinic (or similar) for all Trainers at the beginning of the season

-be available as a resource for all HMHA Trainers

-check in with Trainers throughout the season and host meetings/development as appropriate

-be registered on an HMHA Team or At Large Roster and be willing to fill in for Trainers when there is a need


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