CMHA Executive

Organization Chart

The following chart shows how the CMHA Executive is organized. Click on the chart for a large image.

 

 

 

Job Descriptions

The following job descriptions are taken from the CMHA Bylaws document.

 

DUTIES OF THE PRESIDENT


1. The President of House League is responsible for the overall direction and supervision of all activities associated with the House League. He/She shall exercise authority through the Board of Directors as provided in the CMHA House League Bylaws. Without limiting the generality of the foregoing and the duties outlined in the Bylaws, the President shall:
1.1. Chair all Board of Directors and General Meetings,
1.2. Vote only in the case of a tie.
1.3. Exercise, in addition to his/her own powers under the District XII Constitution and CMHA HL By-laws, all duties of the Board of Directors when, in emergency, it is impossible to obtain a vote of the Board of Directors. All actions taken under this authority shall be referred to the Board as soon as possible for approval or rejection.
1.4. Sit as an ex-officio member of all House League committees, except as provided for elsewhere in the By-laws of the House League.
1.5. Attend, or designate someone to attend, all meetings held within the territory administered by the ODMHA, which may have some effect on the operation of the House League, and relay to the House League Board of Directors the proceedings of such meetings.
1.6. Act as a member of the House League Board of Trustees.
1.7. Act as the official spokesperson for the CMHA - House League.
1.8. Co-ordinate the activities of other House League officials.
1.9. Maintain liaison between House League and District XII Council.
1.10. Represent the House League at all Gloucester Hockey Association (GHA) meetings and functions as necessary.
1.11. In cases demanding immediate action, suspend from participation in House League activities, any member, player or team for any violation of the provisions of the Constitution, By-laws, Operating Policies, Rules or Regulations, or any other decision of the House League Board of Directors, or for improper conduct on or off the ice, or for abusive language to any of the officials, provided that the President is satisfied that the member, player or team has committed such an infraction. Such a suspension shall be automatically and continuously effective until dealt with by the Board of Directors at their next regular or special meeting.
1.12. Administer discipline in accordance with the House League code of discipline, upon recommendation of the Discipline Committee.
1.13. Approve ODMHA applications for tournaments (in and out of province), traveling permits, permits to travel to USA, etc. where necessary.
1.14. Perform other duties as determined from time to time or as required by the CMHA Executive Board.

DUTIES OF THE VICE-PRESIDENT, Operations


1. The Vice-President, Operations is the second senior member of the Board of Directors and is required to understudy and assist the President so that he/she is prepared to substitute for and assume the duties and responsibilities of the President in the event of his/her absence. Without limiting the generality of the foregoing, the Vice-President Operations shall:
1.1. Chair, in the absence of the President, House League Board of Director and General Meetings, shall only vote in the case of a tie. (Note: in the event that the President and Vice-presidents Operations and Administration are absent or unable to act, and contingent upon a quorum of the House League Board of Directors being present, the Board of Directors shall elect a temporary President from among the Board of Directors present).
1.2. Act as a member of the House League Board of Trustees.
1.3. Make recommendations to the Executive Committee with respect to the number of teams that the House League should operate in each division (i.e., Initiation Programme, Novice, Atom, PeeWee, Bantam Midget and Juvenile);
1.4. Co-ordinate the coaches' selection process by:
1.4.1. Seeking out suitable candidates in conjunction with the Convenors;
1.4.2. Establishing and chairing a Coaches Selection Committee to review applications, conduct interviews and make recommendations to the Board;
1.4.3. Preparing interview materials and a rating guide;
1.4.4. Scheduling interviews for all candidates; and
1.4.5. Notifying all candidates interviewed of the Selection Committee decision.
1.5. Direct and co-ordinate the activities of the Convenors to enhance the smooth operation of the hockey programme; and
1.6. Perform such other duties as the President may direct.

DUTIES OF THE VICE-PRESIDENT, ADMINISTRATION


1. The Vice-President, Administration is the third senior member of the Board of Directors and is required to understudy and assist the President so that he/she is prepared to substitute for and assume the duties and responsibilities of the President in the event of his/her absence. Without limiting the generality of the foregoing, the Vice-President Administration shall:
1.1. Chair, in the absence of the President, House League Board of Director and General Meetings, shall only vote in the case of a tie. (Note: in the event that the President and Vice-presidents Operations and Administration are absent or unable to act, and contingent upon a quorum of the House League Board of Directors being present, the Board of Directors shall elect a temporary President from among the Board of Directors present).
1.2. Co-ordinate all off ice activities and provide direction, when required, to the Ice Scheduler, Equipment Manager and Tournament Chairperson, and work closely with the Treasurer as required;
1.3. Brief the President and Board on significant matters; and
1.4. Co-ordinate all sponsorship and fund raising activities by teams and their representatives.
1.5. Perform such other duties as the President may direct.

DUTIES OF THE PAST PRESIDENT


1. The Past President gains his/her position by succession and is a source of guidance to the President and the Board of Directors on matters relating to the past conduct of business of the House League. He/she shall be a full member of the Board, and shall have full privileges in respect to nominating and voting. Without limiting the generality of the foregoing, the Past President:
1.1. Provides advice to the President and the Board of Directors, taking care not to interfere with the incumbent's responsibilities to direct the operation of the House League.
1.2. May perform other duties on the Board of Directors, including accepting appointment to a vacant executive position, as required.
1.3. Performs such other duties as the President may request.

DUTIES OF THE TREASURER


1. The Treasurer shall administer all matters relating to the financial operations of the House League. In so doing, the Treasurer shall ensure compliance with the House League By-laws, Operating Policies, Rules and Regulations as well as House League Board of Directors decisions. Without limiting the generality of the foregoing, the Treasurer shall:
1.1. Oversee the planning, organizing, implementing and maintenance of the House League revenue generating programmes and shall be a source of guidance in financial matters to all other House League Board of Directors members in the execution of their duties.
1.2. Act as the Chairperson of the House League Board of Trustees.
1.3. Maintain a proper set of books and accounts which reflect all monies received and disbursed.
1.4. Deposit all monies in the House League bank account and make all disbursements by cheque, as approved by the House League Board of Directors.
1.5. Submit a written monthly statement of the House League finances to the Board of Directors.
1.6. Recommend to the Board of Directors special measures, which may be required to correct unsatisfactory financial situations, which may arise in the operation of the House League.
1.7. Maintain records and audit, as required, equipment (such as hockey, office, etc.) and stationery supplies belonging to the House League.
1.8. Prepare a budget on anticipated expenditures for the next playing year, and submit this budget to the House League Board of Directors for approval at a time to be directed by the President.
1.9. Present to the Annual General Meeting a written report and financial statement on the financial operations of the House League for the last complete fiscal year and interim statements for the current season.
1.10. Arrange for audit or review of the House League books of account as directed by the Board; and
1.11. Perform such other duties as the President may direct.

DUTIES OF THE CONVENORS


1. The Convenor supervises all matters regarding the on-ice operations of his/her House League Division. Without limiting the generality of the foregoing, the Convenors shall:
1.1. Supervise the operation of his/her division including Initiation Programme, Novice, Atom, Peewee, Bantam, Midget, and Juvenile (as applicable).
1.2. Attend games in the division and ensure that the objectives of the House League are being met to the greatest extent possible.
1.3. Receive all complaints, protests and appeals within his/her division.
1.4. Ensure that division members. players and volunteers abide by the CMHA Constitution, By-Laws, Operating Policies, and Rules and Regulations.
1.5. Recommend to the Discipline Committee disciplinary action against players, Team officials or other members of the House League when warranted.
1.6. Take such action as may be deemed necessary in cases of flagrant misconduct, intoxication, public displays of anger or other actions deemed to be severe. Such action shall include convening a meeting of the Discipline Committee at the earliest possible time to pursue the matter.
1.7. Provide to each team a list of registered players before the first league game. All changes of roster must be approved by the Convenor.
1.8. In all matters pertinent to the division, make necessary emergency decisions on behalf of the House League Board of Directors. Such decisions must subsequently be ratified by the House League Board of Directors, but on the spot, the Convenor acts for the House League Board of Directors. In the absence of a Convenor, a member of the House League or the Board of Directors may act as the Division Convenor.
1.9. Advise the Discipline Manager or the Vice-President Operations and the Referee-in-Chief about any misconduct on the part of referees or linesmen.
1.10. Assist the District Registrar with registration requirements for the division.
1.11. Review in conjunction with the coaches and recommend training, equipment and other requirements for his/her division.
1.12. Conduct player evaluations based upon individual skills and / or game situations and rate the players.
1.13. Ensure that teams are fairly balanced
1.14. Recommend potential coaches to the Vice-President Operations. Once the coach selection committee has selected coaches assign them to teams.
1.15. C-ordinate and oversee all operational issues with coaches including equal ice time, scheduling, practice ice, travel permits, etc.
1.16. Perform such other duties as the President direct.

DUTIES OF THE SECRETARY


1. The Secretary shall be responsible for maintenance and safekeeping of all files, records, office equipment and stationary supplies belonging to the House League. Without limiting the generality of the foregoing, the Secretary shall:
1.1. Ensure the maintenance of accurate records, prepare and circulate minutes of all House League Board of Directors and General meetings.
1.2. At the request of the President, advise the members of the House League Board of Directors of the date, place and time of meetings.
1.3. Prepare meeting agenda
1.4. Reserve all rooms required by any member of the Board of Directors for meetings or other purposes.
1.5. Arrange for payment of all rental charges for rooms.
1.6. Safeguard the files of the House League.
1.7. As required, amend and/or update the House League By-laws, Operating Policies and Rules and Regulations documents.
1.8. Serve as Chair of the Volunteer Awards subcommittee ensuring that nominations for certificates of service or other awards are prepared and submitted on time
1.9. Perform such other duties as the President may direct.

DUTIES OF THE DISCIPLINE MANAGER


1. The duties of the Discipline Manager(s) shall be to administer Player, Parent, and Team Official Discipline as dictated by the rules of Hockey Canada, the ODMHA, District XII / CMHA and our Codes of Conduct. Without limiting the generality of the foregoing, the Discipline Manager shall:
1.1. Ensure that all situations which require disciplinary action are addressed consistent with the above guidelines. As necessary, assign incremental discipline above and beyond minimum ODMHA guidelines
1.2. Maintain on ongoing list of all suspensions. Ensure that carry over suspensions are recorded and served in subsequent seasons
1.3. Advise CMHA President of any serious game incident situations
1.4. Provide notification of escalating suspensions to appropriate bodies – District XII, ODMHA or ODHA
1.5. Provide notification of serious offences to appropriate bodies – District XII, ODMHA or ODHA
1.6. Coordinate with other Districts to ensure timely notification of game incidents
1.7. Participate in appeals and hearings as appropriate
1.8. Provide pro-active attention to player, parent or team official situations as necessary
1.9. Administer Codes of Conduct
1.10. Meet with all Bantam and Peewee team s at beginning of season to proactively address behaviour and to provide information with respect to rules and regulations

DUTIES OF THE EQUIPMENT MANAGER


1. The Equipment Manager(s) is responsible for all equipment matters. Without limiting the generality of the foregoing the Equipment Manager(s) shall:
1.1. Monitor the equipment (goalie equipment used as rental and loaned and team sweaters) for CMHA House League and work with the Treasurer and Executive members to prepare an Equipment Budget for each hockey season, taking into account equipment that needs to be repaired or replaced, or increased demands for certain equipment.
1.2. Work with equipment suppliers to ensure that any equipment that has been ordered is delivered as requested and on time.
1.3. Review and approve all invoices relating to equipment purchases or repairs and advise the Treasurer as to whether or not such invoices are accurate.
1.4. Gather all information needed to update the Coaches’ Manual, from the appropriate sources ( Convenors, CMHA Secretary, etc.) and ensure the required number of inserts/full manuals is provided to all coaches (through the Convenors) and Executive Members at the beginning of the season. This includes Rule Books and Game Sheets.
1.5. Distribute equipment; pucks, puck bags, cones, first aid kits to coaches, for the tryouts and then for the start of the new season.
1.6. Maintain records of equipment distributed to all teams and individual rentals of goalie equipment. For individual rentals, ensure the appropriate deposit has been made.
1.7. Establish and maintain a system to facilitate the organised return of equipment.
1.8. Collect equipment belonging to the CMHA at the close of each hockey season and establish and maintain a system to do so in an organized fashion.
1.9. Report any equipment outstanding past the deadline established for return, to the appropriate Convenor.
1.10. Follow up on any equipment which was individually rented and is outstanding past the deadline for return.
1.11. Report any equipment which is still outstanding past the final return date (to be determined by the Board of Directors) to the Treasurer, at which time it will be assigned to a Collection Agency.
1.12. Ensure that equipment is repaired during the off-season, as required.
1.13. Ensure that the first-aid kits are replenished during the summer.
1.14. Maintain an inventory.
1.15. Provide goalie equipment as a summer rental for players who need it for summer camps.

DUTIES OF THE TOURNAMENT MANAGER


1. The Tournament Manager is responsible for the administration and operation of the the annual Cumberland Minor Hockey Tournament. Without limiting the generality of the foregoing, the Tournament Manager shall:
1.1. In conjunction with Vice-President Operations, Vice-President Administration and Ice Scheduler, establish dates for tournament and determine divisions and number of teams per division.
1.2. Prepare and file Tournament Sanction with the ODMHA
1.3. Set tournament entry fees
1.4. Establish process for registration of teams including selection process, management of funds, verification of team lists, etc
1.5. Acquire tournament promotion items for participants
1.6. Order trophies
1.7. Establish volunteer teams to provide appropriate coverage at tournament. Care should be taken to ensure that there is adequate experienced volunteers at the venues at all times
1.8. Coordinate officials with Referee Assignors
1.9. Prepare and develop tournament rules
1.10. Maintain tournament data on CMHA website
1.11. Manage all tournament revenues and prepare a pre-tournament budget which must be presented to the CMHA Board for approval and complete a post-tournament financial statement which would include explanations for any significant variances from the approved budget

DUTIES OF THE TRAINING MANAGER


1. The Training Manager is responsible for organizing all training activity of the House League. Without limiting the generality of the foregoing, the Training Manager shall:
1.1. Ensure that the House League has sufficient qualified coaches and trainers for the number of teams playing each year. This will entail working in conjunction with convenors and other members of the executive to determine the needs of the teams within House League in terms of clinics for the current year. These clinics consist of training sessions for various levels (Initiation Programme, Coach Level, Intermediate and Trainer) sessions.
1.2. Arrange for instruction from the Ottawa District Hockey Association, budget for training, advertise training to other associations, book classrooms through the Secretary, schedule ice time (if necessary) and register all participants.
1.3. Attend executive meetings.

DUTIES OF THE DIRECTORS-AT-LARGE


1. Director-at-Large positions will be available to assist the CMHA Board in a variety of tasks. Without limiting the generality of the foregoing, the Director-at-Large shall:
1.1. Assist as an GHA Convenor at a level to be determined by the GHA Board and the representative from the CMHA
1.2. Provide assistance at CMHA events such as registration, meetings, CMHA tournaments, etc

DUTIES OF THE ICE SCHEDULER


1. The Ice Scheduler is responsible to ensure that all CMHA games, practices, tournaments and clinics requiring ice are scheduled in a timely fashion
1.1. Each June, Meeting with City of Ottawa Ice Allocator and other Association Allocators
1.2. Prepare and send regular season ice to GHA for upcoming hockey season
1.3. Schedule pre-season ice and Juvenile ice
1.4. Help determine number of teams per level
1.5. Schedule regular season practices
1.6. Perform ad hoc changes to pre-season ice
1.7. Liaise with GHA for coordinating between games and practices
1.8. Perform ad hoc changes to regular season ice
1.9. Prepare Cumberland Tournament Schedule
1.10. Prepare and send playoff ice to GHA for upcoming hockey season
1.11. Sell off all extra ice
1.12. Apply to city of Ottawa for ice needed for upcoming year
1.13. Deliver report to the President on work performed during the preceding month and planned work for the upcoming (current) month

 

NOTE - the Ice Scheduler is a paid position. Please click HERE to apply.

DUTIES OF THE WEBMASTER


1. The Webmaster is accountable for the management and maintenance of the CMHA website: www.cumberlandminorhockey.ca .
1.1. Manage the relationship with the web hosting partner.
1.2. Process website related invoices for payment through the CMHA Treasurer
1.3. Work with members of CMHA Board of Directors to publish relevant and current content
1.4. Work with CMHA members (coaches, managers, etc) to publish relevant and current content
1.5. Protect the security and integrity of the CMHA website
1.6. Manage and maintain CMHA website policies