Annual General Meeting - UPDATE, News (Peterborough Girls Hockey Association)

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Annual General Meeting - UPDATE
Submitted By WM on Sunday, May 14, 2017
Ice Kats Annual General MeetingThe AGM will be held Tuesday May 16, 7:00 pm - Kinsmen Arena, downstairs meeting room.

The following Board positions are up for election - 2 year terms President,2nd VP, 3rd VP and Registrar.  The Secretary position will be filled for 1 year.  Responsibilities are outlined further in this article

All director position and convenors are filled on a yearly basis and include;
- Ref in Chief and assigner
- Ice Scheduler
- Equipment Manager
- Website Administrator
- Sponsorship Coordinator
- Tournament Director
- House League Coordinator


  • Shall preside at full meetings of the executive.
  • Report to the executive committee of the Peterborough Ice Kats any matters that are required to be brought to their attention.
  • Shall be an ex-offico member on all appointed committees, except the nominations committee.
  • Represent and promote the Peterborough Ice Kats within the community.
  • Sign as officer of the Peterborough Ice Kats.
  • Shall set the first meeting date immediately after the close of each AGM.

2nd Vice President – Representative Teams Co-ordinator

  • Attend regular meetings of the Peterborough Ice Kats.
  • In the absence of the 1st Vice President has the authority to perform the duties of the 1st Vice President.
  • Responsible for the co-ordination, development and monitoring of all representative teams  and coaches (including Development Stream)
  • Hold regular meetings with the coaches of all representative teams
  • Work with the Player Development Co-ordinator (3rd VP) and the House League Co-ordinator (4th VP) to establish and maintain skills of both coaches and players
  • Will provide a report to the executive board at scheduled meetings


3rd Vice President – Player Development Co-ordinator

  • Attend regular meetings of the Peterborough Ice Kats.
  • Responsible for the Coordination, development and monitoring of player skill development in all streams of the PGHA (rep, house league and development stream)
  • Work with the Representative Teams  Co-ordinator (2nd VP) and the House League Co-ordinator (4th VP) to establish and maintain skills of both coaches and players
  • Attend coaches meetings
  • Will provide a report to the executive board at scheduled meetings


  • Attend regular meetings of the Peterborough Ice Kats.
  • Shall deal with all correspondence of the association as instructed by the President or the Executive Board
  • The Secretary shall record and preserve the minutes of all meetings of the Executive Board.
  • The Secretary shall forward the minutes of each meeting, together with the agenda for the following meeting, to the Executive Board prior to the next meeting, where time permits.


  • Attend regular meetings of the Peterborough Ice Kats.
  • Organize and determine registration date(s).
  • Register all players with the Peterborough Ice Kats and the OWHA in accordance with the OWHA regulations and rules.
  • Shall provide registration numbers, by division and by birth year, to the Peterborough Ice Kats Executive in a timely fashion

Duties of Directors 

Ice Scheduler

-          Attend Executive Board meetings of the Peterborough Ice Kats

-          Will be the only Peterborough Ice Kats contact to the city concerning ice rentals.

-          Will distribute assigned ice times to each representative coach and copy the 2nd Vice President

-          Will work with the 4th Vice President to develop house league game and practice schedules

-          Attend rep coaches meetings to discuss ice allocations. Will provide ice time rules & regulations to all rep teams (payment, turn in, booking of etc.)

-          Only contact for rep teams concerning ice cancellations or ice availability.

-          Work with the Treasurer in collecting ice rental payments from teams who are in arrears. 


-          Attend regular meetings of the Peterborough Ice Kats.

-          Schedule referees for all games and tournaments.

-          Organize referee clinics for reviewing rules and developing OWHA referees in the Peterborough Ice  Kats area.

-          Inform Peterborough Ice Kats executive and coaches of new rules each season.

-          Sit on any discipline committee within the Peterborough Ice Kats.

-          Responsible for paying referees monthly for house league games and at the Peterborough Ice Kats tournament.

Tournament Director

-          Request a co-convenor(s) if necessary (co-convenor does not attend Executive Board meetings.)

-          Attend regular meetings of the Peterborough Ice Kats.

-          Responsible for registering the annual Peterborough Ice Kats tournament with the OWHA once the date is set.

-          Act as the primary contact of the annual Peterborough Ice Kats tournament held late November or early December each year.

-          Responsible for coordinating all aspects of the tournament including the program within approved budgets.

-          Responsible for keeping the executive informed of any and all issues that arise before, during, and after the tournament.

-          Responsible for preparing and reporting all required information to the OWHA on time.

-          Responsible for approval and oversight of any tournament outside of the Annual PGHA tournament

LLFHL Liaison

-          Attend regular meetings of the Peterborough Ice Kats.

-          Attend all LLFHL meetings

-          Communicate any fees, scheduling meetings, league play or play-off schedules, suspension or general information to the teams participating in the LLFHL and the 2nd Vice President 

-          Is the only person to contact the LLFHL on behalf of the association


Duties of Convenors

House League Division Convenor

-          Will be recommended by the 4th Vice Presidents to the Executive Board

-          Will meet regularly with the 4th  Vice President 

-          Will work with 4th Vice President to assemble teams as fairly as possible

-          Will help co-ordinate the distribution and returning of playing sweaters

-          Will ensure a game sheet is filled in for each game of their division games

-          Will ensure that there is a scorekeeper/timekeeper for every house league game  

Equipment Convenor

-          Will coordinate, catalogue, and store all equipment and uniforms at the Peterborough Ice Kats storage area.

-          Obtain price quotes from local merchants for all sweaters, playing socks and equipment (including goalie) purchases.

-          Recommend and purchase house league sweaters, rep socks and association equipment, as required based on approval from the Peterborough Ice Kats executive.

-          Distribute sweaters to all house league teams at the beginning of the year and have the house league reps sign for them.

-          Collect, catalogue and store all LAUNDERED house league sweaters and equipment at the end of the season. 

Sponsorship Convenor

-          Will recruit sponsors for the House League and Rep Teams.

-          Responsible for providing the executive with a list of sponsors and their contributions for the current year. 

-          Responsible for providing sponsorship information to the 2nd Vice President (Rep) on or around September 30th for the rep teams.

-          The executive must approve all correspondence. 

-          Responsible for providing sponsorship information to the 4th Vice President (House League) on or around September 30th for the house league teams.  Maintain an up-to-date information letter on Peterborough Ice Kats letterhead to give to prospective new sponsors. 

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