EHMHA Special Membership Meeting
Agenda & Meeting Package
Location: Google Meet (link to be provided to pre-registered members via email)
Date: July 26, 2026
Time: 7:00PM
Agenda Items
- Welcome and Call to Order - Thank you to all members who submitted feedback for this meeting
- Review & Approval of Agenda
- Budget Presentation and Vote on Budget for 2026/27 Hockey Season
- Consideration of Proposed Bylaw Amendments & Voting
- Adjournment
Meeting Procedure
In accordance with Article 14 of the EHMHA Bylaws, this Special Meeting will be conducted using Robert's Rules of Order. Please review all proposed amendments prior to the meeting.
Virtual Meeting & Voting Requirements
- Members wishing to attend the virtual Special Meeting must register in advance on Grayjay.
- The meeting link will be provided only to members who have completed the registration process.
- Members must join the meeting using the same name that appears on their EHMHA membership registration so their membership status and voting eligibility can be verified.
- Cameras must remain on while voting is taking place to assist with member identification and ensure the integrity of the voting process.
- Only members in good standing are eligible to vote.
Proposed Bylaw Amendments:
The following proposed bylaw amendments were submitted by members in accordance with Article 16 of the EHMHA Bylaws. Each amendment will be considered separately.
Amendment 1
Article 4.3(b) - Term of Office (Replacement for Incomplete Terms)
Current Bylaw
If a Director is unable to complete the elected term, the Board of Directors shall appoint a replacement to serve until the next Annual General Meeting.
Proposed Amendment
If a Director is unable to complete the elected term, the vacancy shall be filled through a call for nominations from the membership. The successful nominee shall be elected by a vote of the membership at a General or Special Meeting and shall serve the remainder of the term.
Rationale
The current process allows the Board to appoint replacements. This amendment would instead allow the membership to elect replacements, increasing transparency and member involvement.
Note: In order to pass this amendment we need to change EHMHA Bylaws Article 12.4: Special Meetings. Please see below.
Amendment 2
Article 12.4: Special Meetings
Current Bylaw
Special Meetings: These may be called at the discretion of the President, or at the request of 50% of the Board, or at the request of six (6) members. The President shall call a Special Meeting within fourteen 14 days. Should the President fail to call such meeting the Secretary may call the meeting. Special meetings and general meetings may be combined if the scheduling permits.
Proposed Amendment
Special Meetings: These may be called at the discretion of the President, or at the request of 50% of the Board, or at the request of six (6) members. The President shall call a Special Meeting within fourteen 14 days or Seven 7 days when the Special Meeting involves voting in a new board member. In this case, members would have 5 days to submit their nominations. Should the President fail to call such meeting the Secretary may call the meeting. Special meetings and general meetings may be combined if the scheduling permits.
Rationale
Changing the bylaw to require 7 days to call a special meeting when the meeting involves voting in a new board member allows the vacant position to be filled quickly and for the newly elected board member to begin learning their new role as soon as possible. Members having their nominations submitted in 5 days allows The Board 2 days to review the nominees.
Questions/Open Discussion
Amendment 3
Article 4.5(c) - Vice President of Hockey Operations Eligibility
Current Bylaw
It is a requirement of the EHMHA Board of Directors that any member standing for the position of Vice President of Hockey Operations have a hockey background with coaching and player development experience.
Proposed Amendment
It is a requirement of the EHMHA Board of Directors that any member standing for the position of Vice President of Hockey Operations be in good standing, have a hockey background, possess player development experience, and have served as a Head Coach for a minimum of two (2) years at the U11 level or above. Should no member meeting these qualifications stand for the position of Vice President of Hockey Operations, consideration shall be given to members with significant volunteer leadership experience in minor hockey, or previous experience serving as Vice President of Hockey Operations with another association.
Rationale:
The current bylaw does not clearly define the qualifications required for the Vice President of Hockey Operations. This amendment establishes minimum coaching and player development experience to ensure candidates have relevant hockey leadership experience, while providing flexibility to consider other qualified volunteers if no candidate meets the stated requirements.
Questions/Open Discussion
Amendment 4
Article 4.5(d) - Eligibility for President
Current Bylaw
Only members who served on the Executive the previous year and are in good standing shall stand for the positions of President or Vice President of Hockey Operations. Should no Board member who served on the Executive the previous year stand for the positions of President or Vice President of Hockey Operations, consideration shall be given to members who are newly elected in that year to the Association’s Executive. If a member has similar experience or previous experience as President or Vice President with another Association, the Board may consider them for the role of President or Vice President of Hockey.
Proposed Amendment
Only members who served on the Executive the previous year and are in good standing shall stand for the position of President. Should no Board member who served on the Executive the previous year stand for the position of President, consideration shall be given to members who are newly elected in that year to the Association’s Executive. If a member has similar experience as President with another Association, the Board may consider them for the role of President.
Rationale
Since both the membership and the Executive Committee rely heavily on the President for guidance and leadership, the President should have prior experience serving on the Executive Committee. For the Vice President of Hockey Operations, however, a strong hockey background and coaching experience are more important than previous Board or Executive experience. This amendment would allow more members with extensive hockey knowledge and coaching experience to stand for election as Vice President of Hockey Operations.
Questions/Open Discussion
Amendment 5
Article 7.8 - Duties and Powers of the Board of Directors
Current Bylaw
It has the power to repeal or amend any of the operational policies and guidelines.
Proposed Amendment
It has the power to repeal or amend any of the operational policies and guidelines. All amendments to operational policies and guidelines shall require the approval of the Board of Directors. All approved revisions to policies and guidelines shall be communicated to the membership within ten (10) days of Board approval. Previous versions of policies and guidelines shall be archived and available to members at their request.
Rationale
The purpose of this amendment is to ensure that operational policies and guidelines cannot be amended without the approval of the Board of Directors. It would also establish a process for communicating approved changes to the membership and maintaining an archive of previous versions for transparency and reference.
Questions/Open Discussion
Amendment 6
Article 12.6 - Meetings
Current Bylaw
Minutes: Minutes of all meetings shall be retained as ongoing records. Approved minutes of the Annual General Meeting, General Meetings, and Special Meetings shall be posted on the association website within ten (10) days of acceptance.
Proposed Amendment
Minutes: Minutes of all meetings shall be retained as ongoing records. Approved minutes of the Annual General Meeting, General Meetings, and Special Meetings shall be posted on the association website and sent by email to the general membership within ten (10) days of acceptance.
Proposed Addition
Minutes shall detail any specific action items, including expected follow-up and/or completion dates, as well as the member(s) responsible for each action item.
Rationale
The purpose of this amendment is to improve transparency and accountability by ensuring approved meeting minutes are distributed directly to the membership in addition to being posted on the association website. The proposed addition would also require minutes to identify action items, anticipated completion or follow-up dates, and the individual(s) responsible for each action.
Questions/Open Discussion
Amendment 7
Article 20.2 - Team Officials - Coaches
Current Bylaw
Coaches: All prospective coaches may apply to the Coaches Selection Committee which is chaired by the President. The Head Coach must present all team staff, including bench staff, Assistant Coaches, Trainer, Team Manager, and Team Treasurer, to the Board for approval. The EHMHA President has final review and approval for all submissions for all team staff.
Proposed Amendment
Coaches: All prospective coaches may apply to the Coaches Selection Committee which is chaired by the Vice President of Hockey Operations. The Head Coach must present all team staff, including bench staff, Assistant Coaches, Trainer, Team Manager, and Team Treasurer, to the Coaches Selection Committee for approval. The EHMHA President has final review and approval for all submissions for all team staff.
Rationale
The purpose of this amendment is to assign responsibility for the coach selection process to the Vice President of Hockey Operations. The submitter notes that this position is the only Executive role required by the bylaws to have a hockey background with coaching and player development experience. Accordingly, while the President may continue to serve as a member of the Coaches Selection Committee, the submitter believes that the ultimate responsibility for coach and team staff selection should rest with the Vice President of Hockey Operations.
Questions/Open Discussion
Amendment 8
Article 25 - Inspection of Books and Records
Current Bylaw
The books and records of the Association may be inspected by any member at any reasonable time within two days prior to the Annual General Meeting at the registered office of the Association.
Proposed Amendment
The books and records of the Association may be inspected by any member at any reasonable time at the registered office of the Association.
Rationale
The purpose of this amendment is to improve transparency by allowing members to inspect the Association's books and records at any reasonable time rather than only during the two days preceding the Annual General Meeting.
Questions/Open Discussion
Amendment 9
Article 8.5(H) - Secretary
Current Bylaw:
Work with selected photographer(s) and division co-ordinators to facilitate annual photos for teams and individuals.
Proposed Amendment:
Remove this entirely from the Secretary duties
Rationale:
The Secretary no longer facilitates annual photos for teams and individuals. This is done at a team level.
Questions/Open Discussion
Amendment 10
Article 19.4 Players - Teams
Current Bylaw:
Teams: Competitive Teams will be selected by Coaches under the direction of the Vice President Hockey Operations, the Development Coordinator and by the external evaluators chosen by the association if applicable, and in accordance with the Selection Process Policy. Within one week after a divisional tryout procedure has been completed, recreational teams will be formed. Suspensions: Any violation of the official rules of the Hockey Canada, Hockey Nova Scotia, Hockey Nova Scotia Minor Council, and the memorandum and bylaws of the EHMHA shall render the player liable to suspension by the EHMHA.
Proposed Amendment:
Recreation Teams will be selected by the Vice President Hockey Operations, the Development Coordinator and by the external evaluators chosen by the association if applicable, and in accordance with the Tryout Process Policy.
Questions/Open Discussion
New Bylaw 1
Conflict of Interest
Any Director, Officer or committee member who has a direct or indirect interest in a matter being considered or discussed, shall declare such interest at the earliest opportunity. The individual shall refrain from participating in discussion or voting on the matter. All declared conflicts shall be recorded in the minutes.
Questions/Open Discussion
New Bylaw 2
Indemnification
The Association shall indemnify and hold harmless every Director, Officer, committee member, volunteer, or employee of the Association, and their heirs and legal representatives, against all costs, charges, and expenses reasonably incurred in any action, suit, or proceeding arising out of the execution of their duties, provided such person acted honestly and in good faith with a view to the best interests of the Association.
Questions/Open Discussion
GrayJay Sports
