The McKinney Ice Hockey Club operates under formal bylaws as a recognized 501(c)(3) non-profit organization in the State of Texas and is federally registered with the IRS. These bylaws provide the framework for transparent governance, ethical conduct, and responsible management. By adhering to these standards, MIHC ensures its activities support its mission, maintain tax-exempt status, and comply with both state and federal regulations governing charitable organizations.

This document provides McKinney Ice Hockey Club (“MIHC”), a 501(c)(3) nonprofit corporation affiliated with USA Hockey through the Texas Amateur Hockey Association (“TAHA”), with an integrated Risk Management & Governance Framework designed to:

1. Maximize Legal Protections – Clearly define MIHC’s authority and limitations, preserve defenses, and allocate risk appropriately.
2. Ensure SafeSport Compliance – Embed SafeSport Code and MAAPP requirements into every operational and governance process.
3. Implement USA Hockey Bylaw 10 Procedures – Adopt fair, transparent disciplinary processes that satisfy Bylaw 10 and reduce litigation risk.
4. Support 501(c)(3) Governance – Maintain nondiscrimination, proper use of assets, and alignment with charitable mission.
5. Provide Clear Lines of Authority – Define what MIHC can and cannot do, and what authority rests with USA Hockey, TAHA, SafeSport, and external agencies.

This framework consists of:

• Core Governance Principles (Section I)
• Membership & Eligibility (Section II)
• SafeSport & Abuse Prevention Architecture (Section III)
• Insurance, Liability, & Risk Management (Section IV)
• Disciplinary Authority & Procedures (Section V)
• Delegation of Authority & External Relationships (Section VI)
• 501(c)(3) Compliance & Financial Stewardship (Section VII)
• Documentation, Training, & Continuous Improvement (Section VIII)

MIHC is organized exclusively for charitable, educational, and recreational purposes as stated in the Bylaws (Article II):

To field hockey teams representing the local McKinney area; to promote, foster, and improve amateur youth ice hockey; to develop non-profit youth programs; to improve social, mental, and physical welfare of participants; and to provide instruction and coaching in an environment of good sportsmanship, fair play, and safety. Bylaws 2.1

All governance decisions, policies, and enforcement actions must:

• Align with this charitable mission.
• Serve the interests of youth hockey development and safety, not private interests.
• Comply with IRS 501(c)(3) nondiscrimination and prohibited-inurement requirements. 26 U.S.C. § 501(c)(3)

MIHC operates within a hierarchical governance structure. In descending order of authority:

1. U.S. Law – Federal statutes (Volunteer Protection Act, SafeSport Act, tax law), Texas statutes (Business Organizations Code Ch. 22, nonprofit law), and applicable court decisions.
2. U.S. Center for SafeSport – SafeSport Code, determinations of permanent ineligibility, interim measures, and guidance on Minor Athlete Abuse Prevention Policies (MAAPP).
3. USA Hockey & Bylaws – USA Hockey Bylaws (especially Bylaw 10 on discipline and dispute resolution), Rules & Regulations, and national policies.
4. TAHA & Texas Leagues – Texas Amateur Hockey Association rules, district policies, AT&T HSHL rules, and league-specific competition standards.
5. MIHC Bylaws & Policies – MIHC’s Certificate of Formation, Bylaws, and adopted Board policies (including this Framework).

Supremacy Clause: If any provision of MIHC’s bylaws or policies conflicts with higher-authority rules, the higher-authority rules control, and MIHC will interpret its own documents accordingly. Bylaws 18.3; Disciplinary Policy 18.3

MIHC’s membership (both General and Player) is a revocable privilege, not a vested property right or contract that cannot be terminated. Bylaws 3.1–3.5, 17.1–17.5, 18.2

Membership is conditioned on:

• Financial compliance (payment of fees and assessments).
• Conduct compliance (adherence to MIHC, USA Hockey, TAHA, and SafeSport codes).
• Eligibility under USA Hockey, TAHA, and league rules.
• Good standing and no active disciplinary suspension.

Membership can be limited, suspended, or revoked by the Board or Disciplinary Committee if conditions are unmet, consistent with MIHC’s Bylaws and Disciplinary Policy, and subject to the procedural fairness described below. Bylaws 3.3–3.5, 18.2

While MIHC is not a government agency and therefore not bound by the constitutional Due Process Clause, MIHC commits to procedural fairness and transparency for significant membership and disciplinary decisions:

• Notice: Affected members receive written notice of proposed discipline or membership action, specifying the issue(s), alleged violation(s), and applicable policy or rule.
• Hearing Opportunity: Except in narrow summary-suspension or emergency circumstances, affected members have a fair opportunity to be heard by the Disciplinary Committee or Board before a final sanction is imposed.
• Impartial Decision-Maker: Decisions are made by individuals without apparent bias or conflict of interest; decision-makers recuse themselves when appropriate.
• Written Decision: Significant discipline or membership termination is followed by a written explanation of findings, reasoning, and applicable rules.
• Appeal Rights: Members have a right to appeal within MIHC (to the Board if Disciplinary Committee acted) and, where applicable, to USA Hockey (via Bylaw 10 appeal procedures).

These commitments enhance MIHC’s legal defensibility, reduce litigation risk, and foster trust in the organization. Disciplinary Policy §§ 3–13; Bylaws 18.4

MIHC maintains two classes of members as defined in the Bylaws:

General Members

• Parents or legal guardians of duly registered players on MIHC’s Fall–Winter season teams.
• Responsible for payment of fees, dues, and assessments set by the Board.
• Responsible for conduct in accordance with MIHC, USA Hockey, TAHA, and league codes.
• Entitled to one vote per Player Member.
• Subject to suspension or expulsion for conduct violations. Bylaws 3.2(a)

Player Members

• Duly registered players on MIHC’s Fall–Winter season teams.
• Must be 18 years of age or younger.
• Must be eligible under USA Hockey, TAHA, and league rules.
• May not vote or hold office.

• Subject to discipline including suspension or expulsion for conduct violations, ineligibility findings, or SafeSport interim measures. Bylaws 3.2(b)

Note: Players or parents registered only for summer teams or single-tournament programs are not classified as General or Player Members for purposes of governance voting or formal discipline, though they remain bound by MIHC’s codes of conduct while participating.

A member is in “good standing” if they:

1. Are current on all financial obligations to MIHC (fees, dues, assessments).
2. Are not currently subject to any disciplinary suspension, interim measure, or membership restriction imposed by MIHC, USA Hockey, TAHA, SafeSport, or other governing body.
3. Are not subject to a permanent ineligibility determination by USA Hockey, TAHA, or SafeSport. Bylaws 3.3

A member not in good standing:

• May be restricted or prohibited from participating in MIHC activities.
• May lose voting and governance rights (for General Members).
• May have their membership terminated if non-compliance continues. Bylaws 3.4–3.5

Before registration, all prospective Player Members and their parents/guardians must:

1. Background Screening: Comply with MIHC’s background-screening policy (consistent with USA Hockey Rules & Regulations), which requires:

• Criminal background check (multi-state, consistent with USA Hockey standards).

• Verification against the U.S. Center for SafeSport’s ineligibility list and any state or federal sex-offender registries.

• Disclosure of prior disciplinary actions, sanctions, or restrictions from any hockey or youth-sports organization.

• Any applicant with a disqualifying record or undisclosed prior action is ineligible for registration and participation. USA Hockey RPA, §R3210

2. SafeSport & MAAPP Training: All parents, guardians, coaches, volunteers, and staff must complete USA Hockey’s SafeSport training and any MAAPP training required by MIHC before initial participation and annually thereafter.

3. Code of Conduct Acknowledgment: All registrants must acknowledge in writing that they have read, understand, and agree to comply with MIHC’s Code of Conduct, Disciplinary Policy, and SafeSport policies.

4. Eligibility Verification: The Secretary/Registrar shall verify that all players are eligible under USA Hockey, TAHA, and league age, residency, and transfer rules before registration is finalized.

Failure to disclose prior disciplinary action or false representation of eligibility is grounds for immediate suspension of registration and referral for disciplinary action under the Disciplinary Policy. USA Hockey RPA §R3210; Bylaws 6.3

Membership may be terminated for:

1. Conduct Violations: Violation of MIHC, USA Hockey, TAHA, or SafeSport codes of conduct, including but not limited to:

• Abuse, harassment, bullying, or threatening behavior toward other members, volunteers, or officials.
• Violations of SafeSport restrictions or interim measures.
• Repeated disrespect toward coaches, officials, or club management.
• Gross violation of club policies.

2. Financial Non-Compliance: Failure to pay fees, assessments, or other financial obligations despite notice and reasonable opportunity to pay or reach a payment plan.

3. Ineligibility: Determination by USA Hockey, TAHA, SafeSport, or a court that the member is ineligible or permanently ineligible to participate in youth hockey.

4. SafeSport Action: Imposition of interim measures or permanent ineligibility by the U.S. Center for SafeSport that is incompatible with participation in MIHC activities.

5. False Registration Information: Material misrepresentation or omission in registration, background screening, or eligibility verification.

Termination of membership is processed through the Disciplinary Policy (Section V below) and may include:

• Written notice of proposed termination.
• Disciplinary hearing (unless a summary-suspension exception applies).
• Written decision with findings and appeal rights.
• Coordination with USA Hockey, TAHA, and SafeSport as appropriate. Bylaws 3.5, 18.2; Disciplinary Policy §§ 3–13

The U.S. Center for SafeSport is an independent agency created by Congress (Protect Young Victims of Sexual Abuse Act, 2017) and designated by the U.S. Olympic & Paralympic Committee as the independent, third-party arbiter of sexual-abuse complaints involving youth athletes in the U.S. Olympic movement. SafeSport Act, 36 U.S.C. § 220531

MIHC’s Commitment:

MIHC recognizes SafeSport’s jurisdiction and authority over allegations of sexual abuse, grooming, or other misconduct involving Minor Athletes (under age 18), and commits to:

1. Full Cooperation: Cooperate fully with SafeSport investigations, interim measures, and final determinations. MIHC will not conduct parallel investigations or second-guess SafeSport’s factual findings.
2. Immediate Enforcement: Upon receipt of a SafeSport notice of interim measures (no electronic contact, no contact with claimants, 100% supervision, etc.), MIHC shall implement those measures in full immediately, even if no local club hearing has yet occurred.
3. Non-Interference: MIHC will not attempt to modify, appeal, or circumvent SafeSport interim measures or final determinations on the underlying facts. MIHC’s role is to enforce those measures as a matter of club policy and risk management.
4. No Parallel Discipline: MIHC will not run a separate “trial” of the underlying sexual-abuse allegation; rather, MIHC will treat SafeSport’s restrictions as the factual and legal basis for club-level discipline (suspension, expulsion) as described in Section V below.
5. Permanent Ineligibility: Any member found permanently ineligible by SafeSport is automatically ineligible for MIHC membership, participation, and employment, and MIHC will enforce that ineligibility without further process.

Governing Authority: USA Hockey, as a National Governing Body (NGB) for ice hockey, is obligated by the SafeSport Act to ensure that all NGBs, Local Sport Organizations (LSOs), and Member Organizations enforce SafeSport determinations. MIHC, as a USA Hockey member club, is bound by this obligation. 36 U.S.C. § 220531; SafeSport Code, §1.1–1.5

MIHC has adopted and maintains a Minor Athlete Abuse Prevention Policy (MAAPP) that complies with the U.S. Center for SafeSport’s MAAPP standards. The MAAPP includes:

1. Two-Deep Leadership: Two unrelated, screened adults present at all youth hockey activities (practices, games, travel, camps, meetings). One-on-one contact between a single adult and a Minor Athlete is prohibited except in limited, documented circumstances (e.g., coach providing instruction to a single player on the ice during a scheduled practice session with other players present).

2. Locker Room & Bathroom Access:

Required Adult Monitoring.

• A minimum of one SafeSport-trained and USA Hockey-screened adult locker-room monitor shall be present in, or immediately outside of, the locker room whenever Minor Athletes (7th–12th grade) are changing or present. When a monitor is inside the locker room, it is strongly recommended that two screened adults be present.

Limitations on Adult–Minor Interaction.

• Except for injury-related assistance or other true health and safety needs, adults shall not provide direct, one-on-one supervision of Minor Athletes in locker rooms, bathrooms, or shower areas. Any required one-on-one communication must occur with a second screened adult present, consistent with MAAPP.

Prohibited Recording Devices.

• The use of video, photographic, or audio-recording devices (including cell phones) is strictly prohibited in locker rooms, bathrooms, and changing areas, except where specifically permitted for team purposes under USA Hockey’s limited-use exceptions and only when all participants are fully dressed and two screened adults are present.

Parent/Guardian Access.

• Parents/guardians may enter the locker room only for legitimate assistance of their own child and only during designated pre- and post-game time periods established by MIHC. Parents should exit promptly after providing assistance. Parent access does not replace the requirement for screened locker-room monitors.

Authorized Personnel Only.

• Access to locker rooms is restricted to players, coaches, team staff, approved volunteers, and appropriately screened monitors. Unauthorized individuals are not permitted to enter at any time.

3. Electronic Communications:

• All electronic communications between coaches/volunteers and Minor Athletes are to be made via official MIHC platforms (e.g., team email, team group-chat, Crossbar messaging) where communications are recorded and visible to parents.
• Coaches and volunteers are prohibited from using personal email, text, WhatsApp, Snapchat, or other private messaging with Minor Athletes without prior parental consent and organizational oversight.
• Private, one-on-one electronic communication is prohibited except in emergencies and only after notification to parent/guardian.

4. Reporting Structure: All MIHC members are mandatory reporters of suspected abuse. Any person who suspects child abuse, sexual abuse, grooming, or SafeSport violations must report immediately to:

• MIHC’s SafeSport Coordinator (Director of Safety & Conduct), and
• Local law enforcement or child protective services, if immediate danger or criminal conduct is suspected.

5. Retaliation Prohibition: MIHC will not retaliate against, threaten, or take adverse action against any person who reports in good faith a suspected violation of SafeSport, MAAPP, or child protection laws.

6. Annual Training: All coaches, volunteers, staff, and parents receive annual SafeSport and MAAPP training, with documentation maintained by the Secretary/Registrar.

7. Background Checks: All coaches, volunteers, and staff are subject to multi-state criminal background checks and verification against SafeSport’s ineligibility list before participation in any MIHC activity. USA Hockey RPA §R3210; SafeSport Code; MAAPP Framework

The Director of Safety & Conduct serves as MIHC’s SafeSport Coordinator and is responsible for:

• Receiving and documenting all reports of suspected abuse or SafeSport violations.
• Providing immediate notification to SafeSport and law enforcement (if appropriate).
• Ensuring compliance with SafeSport interim measures and final determinations.
• Maintaining confidentiality of all reports and investigations to the extent permitted by law.
• Coordinating with USA Hockey, TAHA, and external agencies (police, child protective services).
• Providing periodic reports to the Board on SafeSport compliance and any matters referred to SafeSport.

The SafeSport Coordinator has no authority to investigate the underlying allegation; that role is reserved for SafeSport, law enforcement, and child protective services. The Coordinator’s role is administrative: receive, report, and enforce. SafeSport Code; USA Hockey RPA

When the U.S. Center for SafeSport imposes interim measures on a club member (e.g., no electronic contact, no contact with claimants, 100% supervision), MIHC immediately implements those measures as a condition of continued participation in any MIHC activity.

Key Points:

• Interim measures are not optional or subject to club-level negotiation or appeal while SafeSport’s investigation is pending.
• Violation of SafeSport interim measures is an independent, serious violation of MIHC policy and grounds for immediate club-level suspension or expulsion.
• The member and their parents/guardians receive written notification of the SafeSport measures and MIHC’s obligation to enforce them.
• MIHC clearly states in all communications that these are SafeSport-imposed conditions, not club-generated discipline.

MIHC will cooperate fully with:

• U.S. Center for SafeSport – Providing information, documentation, and witness contact as requested; implementing interim measures and final determinations.
• USA Hockey – Reporting matters that affect eligibility or compliance with Bylaws; receiving guidance on Bylaw 10 procedures where applicable.
• Law Enforcement & Child Protective Services – Providing necessary information and cooperating in criminal and child-abuse investigations. (Note: MIHC’s cooperation with law enforcement may be limited by requests for confidentiality from law-enforcement agencies.)
• TAHA & League Officials – Reporting disciplinary actions and membership changes that affect league standings or eligibility.

MIHC does not conduct parallel investigations or impose its own findings on matters under active SafeSport or law-enforcement investigation. SafeSport Code; USA Hockey Bylaw 10; Texas Family Code §261.101

As a USA Hockey–sanctioned member program, MIHC and its registered participants are covered under the USA Hockey National Insurance Program, which provides the following baseline protections for sanctioned activities:

1. Participant Accident Medical – Secondary (excess) medical insurance for registered players, coaches, and volunteers participating in sanctioned practices, games, and events.
2. General Liability (USA Hockey Primary GL) – Protection for bodily injury, property damage, and personal/advertising injury arising out of sanctioned hockey activities.
3. Catastrophic Accident Coverage – High-limit benefits for severe injuries meeting catastrophic thresholds.
4. USA Hockey-Provided Certificates of Insurance – Issued to rinks, schools, and third-party facility operators as additional insureds for sanctioned activities.
5. Coverage Trigger – USA Hockey insurance applies only to properly registered participants, at sanctioned events, conducted in compliance with USA Hockey rules, including SafeSport and MAAPP requirements.

MIHC may maintain internal insurance policies that supplement, but do not replace, USA Hockey’s foundational coverage. Where both policies apply, USA Hockey coverage will be primary unless otherwise stated.

The Treasurer, Risk Manager, and Board of Directors shall:

1. Annual Review: Evaluate coverage adequacy and premiums in consultation with a youth-sports insurance specialist.
2. Coordination with USA Hockey: Ensure MIHC insurance integrates properly with the USA Hockey National Insurance Program and does not conflict or create coverage gaps.
3. Certificates of Insurance: Verify required additional-insured endorsements and notice-of-cancellation provisions are in place.
4. Mandatory Reporting: Provide immediate written notice to insurers and USA Hockey (as required) of any claim, incident, injury, allegation, or SafeSport report that may trigger liability coverage.
5. Document Maintenance: Maintain all policies, certificates, endorsements, and insurance communications in accordance with Bylaw 6.4 and state requirements.

MIHC reduces risk through:

1. Comprehensive Policies: Adoption and enforcement of MAAPP, SafeSport, Disciplinary, and Code of Conduct policies.
2. Training & Documentation: Annual SafeSport and MAAPP training for all participants as required by USA Hockey, with records maintained by the Registrar.
3. Background Screening: Multi-state criminal background checks and SafeSport ineligibility-list verification for all coaches, volunteers, and staff.
4. Two-Deep Supervision: Strict enforcement of two-deep leadership in all youth activities.
5. Incident Reporting: Clear procedures for documenting and reporting injuries, accidents, complaints, and concerns.
6. Communications Protocol: Official, recorded communications (email, team messaging platforms) to maintain transparency and audit trails.
7. Conflict Recusal: Recusal of board members or volunteers with conflicts of interest from disciplinary decisions or related votes.
8. Mock Scenarios & Drills: Periodic review and simulation of emergency and crisis-response procedures.
9. Legal Counsel Consultation: Involvement of outside counsel as required in significant disciplinary matters, membership terminations, or situations involving SafeSport or law enforcement.

MIHC, its Board members, officers, coaches, volunteers, and employees assert all available defenses and limitations:

1. Volunteer Protection: MIHC asserts protection under the federal Volunteer Protection Act (42 U.S.C. Ch. 139) for volunteers acting in good faith within the scope of their duties.
2. Charitable Immunity (Limited): Recognizing that Texas does not provide blanket charitable immunity, MIHC will advocate for whatever limited immunity or reduced liability may be available under Texas law for good-faith conduct consistent with organizational policies. Tex. Civ. Prac. & Rem. Code § 84.001 et seq.
3. Assumption of Risk / Parental Waivers: MIHC requires parents/guardians to sign acknowledgments of inherent risks of hockey participation and to execute any legally permissible waivers or releases (subject to enforcement limitations under Texas law).
4. No Guarantee of Outcome: MIHC’s policies and procedures are not guarantees of safety or absence of harm; MIHC does not warrant that injuries will not occur or that all misconduct will be prevented or detected.
5. Third-Party Conduct: MIHC is not responsible for the independent actions of rink operators, officials, opposing teams, spectators, or other third parties unless MIHC’s own negligence contributed to harm.

Reservation of Rights: Nothing in this Framework is intended to waive non-waivable rights or to create an unconscionable or unenforceable waiver. All limitations are subject to Texas and federal law. Section IV-A, Section 18.5; 42 U.S.C. § 14502; Tex. Civ. Prac. & Rem. Code § 84.001 et seq.

MIHC’s Disciplinary Committee has authority to enforce MIHC Bylaws, Codes of Conduct, MAAPP, SafeSport, USA Hockey, and TAHA rules through a fair, transparent process modeled on USA Hockey Bylaw 10.

Key Principles:

• Supremacy of External Rules: USA Hockey Bylaw 10 and SafeSport procedures take precedence. MIHC follows its own policy except where Bylaw 10 or SafeSport requires a different process.

• Fair Procedure: Except in narrow summary-suspension circumstances, members receive notice, opportunity to be heard, and a reasoned written decision.

• Clear Standards: Sanctions are proportionate to the violation and documented based on MIHC, USA Hockey, TAHA, and SafeSport standards.

• Appeal Rights: Members may appeal within MIHC and, where applicable, to TAHA/USA Hockey under Bylaw 10.

MIHC has authority to discipline any MIHC member (General or Player), volunteer, coach, official, or guest for:

1. Conduct Violations:

• Violation of MIHC’s Code of Conduct.

• Violation of USA Hockey, TAHA, or league rules.

• Violation of SafeSport or MAAPP policies.

• Abuse, harassment, bullying, threatening behavior, or discrimination.

• Unsportsmanlike conduct, aggressive play, or violent behavior.

• Disrespect toward coaches, officials, or club management.

• Violation of SafeSport interim measures or restrictions.

2. Financial Violations:

• Non-payment of fees, assessments, or financial obligations.

• Fraudulent or materially false information in registration or payment.

• Unauthorized use of MIHC funds or assets.

3. Administrative Violations:

• False representation of eligibility or status.

• Failure to comply with background screening or SafeSport training requirements.

• Violation of equipment, uniform, or other club administrative rules.

Limitation: MIHC does not have authority to re-investigate allegations of sexual abuse, grooming, or other criminal conduct; such matters are referred to SafeSport, law enforcement, and child protective services, and MIHC’s role is limited to enforcing interim measures and SafeSport’s final determinations.

Depending on the severity and nature of the violation, MIHC may impose:

1. Warning (Verbal or Written): A first-time minor violation may result in a warning to the member and parent/guardian, with expectations for future compliance clearly stated.

2. Fine or Restitution: Where appropriate, a monetary fine or obligation to repair/replace damaged property.

3. Probation: A period during which the member remains in MIHC but is closely monitored; any further violation during probation may result in suspension or expulsion.

4. Suspension: Temporary removal from participation, team activities, or membership for a defined period (e.g., 2 weeks, 1 month, rest of season). Suspension does not necessarily affect voting rights for General Members, unless specified in the disciplinary decision.

5. Expulsion (Termination of Membership): Permanent or long-term removal from MIHC, termination of membership status, and preclusion from participation or attendance at MIHC events.

6. Suspension from SafeSport Interim Measures: Where a member is subject to SafeSport interim measures (no electronic contact, no contact with claimants, 100% supervision, etc.), MIHC enforces those measures as a temporary condition of continued participation pending SafeSport’s investigation and decision.

Step 1: Complaint & Intake

Any MIHC member, volunteer, coach, parent, or official may file a complaint of alleged misconduct with the Disciplinary Committee or SafeSport Coordinator. Complaints should be submitted in writing and should include:

• Name of the person filing the complaint.
• Name of the person(s) alleged to have committed the violation.
• Description of the alleged conduct and date(s).
• Relevant witnesses or evidence.
• Which MIHC, USA Hockey, or SafeSport rule(s) are alleged to have been violated.

SafeSport Threshold: If the allegation involves suspected sexual abuse, grooming, or other Minor-Athlete abuse, the SafeSport Coordinator must immediately report to the U.S. Center for SafeSport and, if criminal conduct is suspected, to law enforcement and child protective services. MIHC does not proceed with internal discipline on the underlying allegation; instead, MIHC enforces any SafeSport interim measures and awaits SafeSport’s determination.

Step 2: Preliminary Assessment & Summary Suspension (if applicable)

The SafeSport Coordinator or Disciplinary Committee Chair shall undertake a preliminary assessment upon receipt of an allegation.

1. Preliminary Assessment

The SafeSport Coordinator or Disciplinary Committee Chair shall determine whether the allegation, if true, could constitute:

• An immediate threat to the safety or welfare of Minor Athletes or other participants.
• A violation of SafeSport interim measures or other protective restrictions.
• A criminal act or other serious misconduct requiring urgent protective action.



2. Summary Suspension (Emergency Authority)

If the assessment indicates that immediate action is necessary to protect participants, the Disciplinary Committee Chair may impose a temporary summary suspension without prior hearing:

• Maximum duration: 14 days, unless extended by the Disciplinary Committee following proper notice and procedures consistent with USA Hockey Bylaw 10 and SafeSport policy.
• Scope: Suspension may restrict participation in all MIHC-sanctioned activities, including practices, games, team travel, locker rooms, and meetings, as necessary to protect participants.

3. Notice of Summary Suspension

If a summary suspension is imposed:

• Written notice must be provided to the member and their parent/guardian within 24 hours or as soon as practicable.
• Notice must clearly state:
• The temporary nature of the suspension.
• The reason for the suspension (safety concern or protective necessity).
• The member’s right to a full disciplinary hearing to review the suspension and allegations.

4. Full Disciplinary Hearing Deadline

• A full hearing must be scheduled and held within 14 days of the summary suspension.
• If the hearing is not held within 14 days, the summary suspension automatically expires and the member is reinstated unless extenuating circumstances are documented consistent with SafeSport and Bylaw 10.

5. SafeSport Takeover of Investigation

If the allegation falls under SafeSport jurisdiction and SafeSport elects to investigate:

1. MIHC shall immediately suspend its own investigative or disciplinary actions to the extent necessary to avoid interfering with SafeSport’s process.
2. MIHC may maintain interim protective measures (e.g., restricting participation, locker-room monitoring, or temporary separation from teams) if these measures are consistent with SafeSport interim measures and do not compromise the SafeSport investigation.
3. MIHC shall cooperate fully with SafeSport, providing requested documentation, reports, or evidence in a timely manner.
4. Any MIHC disciplinary hearings shall be deferred until SafeSport concludes its investigation, issues findings, or provides direction regarding appropriate disciplinary action.
5. If SafeSport issues findings including dismissal, restrictions, or permanent bans, MIHC may use those findings as the basis for its own disciplinary action consistent with MIHC policies, Bylaw 10, and MAAPP/SafeSport requirements, while still maintaining the right to levy club-level sanctions independent of SafeSport.

6. Compliance with SafeSport & USA Hockey

All preliminary assessments, summary suspensions, and hearings must comply with:

• USA Hockey Bylaw 10 (Disciplinary Procedures and Hearing Rights)
• U.S. Center for SafeSport Interim Measures and Policies
• MIHC Policies on Minor Athlete Protection, MAAPP, and SafeSport-trained personnel

Step 3: Investigation (if needed)

For allegations NOT involving SafeSport, law enforcement, or criminal conduct, MIHC’s Disciplinary Committee may conduct a limited investigation to:

• Interview the complainant, respondent, and material witnesses.
• Gather documentary evidence (emails, text messages, social media posts, photos, video).
• Consult with coaches, officials, or other observers.
• Review applicable policies and rules.

Investigation Principles:

• Investigations are conducted with a view toward factual accuracy and fairness, not to prove guilt beyond a reasonable doubt (criminal standard) but to determine by preponderance of evidence whether alleged conduct occurred.
• Confidentiality is maintained to the extent possible and consistent with fairness to the accused.
• Retaliation against complainants or witnesses is prohibited.

Step 4: Notice of Hearing

If the preliminary assessment indicates that a violation likely occurred or that a hearing is warranted, the Disciplinary Committee Chair shall issue a written Notice of Hearing to the respondent (and parent/guardian if the respondent is a Minor Athlete). The Notice shall include:

• Specific Allegations: A clear description of the alleged misconduct and the date(s).
• Applicable Rules: The specific MIHC, USA Hockey, TAHA, or SafeSport rule(s) allegedly violated.
• Potential Sanctions: A description of possible sanctions if violations are found.
• Hearing Date & Format: The date, time, and location (or virtual meeting details) of the hearing.
• Notice Period: At least 7 days’ advance written notice (or shorter notice if the respondent waives notice or if an emergency summary suspension is in effect).
• Right to Participate: Statement that the respondent and parent/guardian may attend the hearing and may bring counsel at their own expense.
• Evidence & Witnesses: Notice of evidence and witnesses MIHC intends to present; invitation to the respondent to submit written evidence or a list of witnesses.
• Representation: Clarification of who may represent the respondent (parent, counsel, other advisor) at the hearing.

Step 5: Disciplinary Hearing

The hearing shall be conducted before the Disciplinary Committee (or a designated subset thereof if conflicts exist) according to these procedures:

Composition:

• At least 3 impartial members of the Disciplinary Committee.
• No member with an apparent conflict of interest, bias, or prior involvement in the complaint may participate; such members recuse themselves.
• If Board members are on the Committee, they must not have prior knowledge of facts or express opinions on the case before hearing the evidence.

Procedure:

1. Opening: The Disciplinary Committee Chair describes the process, parties’ rights, and the standard of proof (preponderance of evidence).

2. MIHC’s Case: MIHC (through the SafeSport Coordinator, a Board representative, or outside counsel) presents evidence supporting the allegation, including:

• Testimony of witnesses.

• Documentary evidence.

• Reference to applicable policies and rules.

3. Respondent’s Case: The respondent (and parent/guardian if a Minor Athlete) may:

• Present evidence and testimony in defense or mitigation.

• Question witnesses presented by MIHC.

• Call witnesses on their behalf.

• Submit written statements.

• Be accompanied by counsel (at respondent’s expense; counsel typically advises but does not directly examine witnesses unless agreed).

4. Committee Questions: Committee members may ask clarifying questions of any witness or party.

5. Closing: Both MIHC and respondent may provide brief closing statements or written summaries.

6. Deliberation: The Committee deliberates in private and determines:

• Whether the alleged conduct occurred by preponderance of evidence.

• Whether the conduct violated applicable rules.

• If violations are found, what sanction is appropriate (warning, fine, probation, suspension, expulsion).

Hearing Standard: The burden of proof is on MIHC to establish the alleged violation by a preponderance of the evidence (i.e., more likely than not that the allegation is true). The standard is civil, not criminal; the Committee is not required to find guilt “beyond a reasonable doubt.”

Hearing Format:

• Hearings may be conducted in person, by videoconference, or by hybrid format as circumstances and preferences allow.

• For safety or privacy reasons, certain witnesses may testify remotely or by written statement.

• Hearing procedures are flexible and may be adapted for Minor Athletes to reduce intimidation or trauma (e.g., parent present, longer breaks, breaks for emotional regulation).

Step 6: Written Decision

Within 10 business days following the hearing, the Disciplinary Committee shall issue a written decision that includes:

1. Parties: Identification of respondent and any complainant.

2. Alleged Violations: Summary of the alleged conduct and applicable rules.

3. Findings of Fact: Clear findings on whether each alleged violation occurred, based on evidence presented and the preponderance standard. The Committee should make specific factual determinations (e.g., “The Committee finds that on date, the respondent engaged in conduct,” or “The Committee finds that there is insufficient evidence to conclude that the alleged conduct occurred”).

4. Conclusions: Application of MIHC, USA Hockey, TAHA, or SafeSport rules to the findings.

5. Sanction (if applicable): If violations are found, the Committee’s determination of the appropriate sanction, including:

• The specific sanction(s) (warning, fine, probation, suspension, expulsion).
• Duration (e.g., length of suspension).
• Conditions (e.g., if reinstated, member must complete further training or attend counseling).
• Any escalation clause (e.g., further violations during probation will result in harsher sanction).

6. Reasoning: Explanation of why the Committee’s sanction is proportionate and appropriate, referencing relevant precedents or guidelines.

7. Appeal Rights: Clear statement of the respondent’s right to appeal within MIHC (to the Board if the Committee acted) and, if applicable, to TAHA/USA Hockey under USA Hockey Bylaw 10.

8. Effective Date: Date on which the sanction takes effect.

Copies: Copies of the written decision are provided to the respondent, parent/guardian, Board, relevant coaches, and (if applicable) USA Hockey, TAHA, and SafeSport, consistent with confidentiality and information-sharing principles.

Step 7: Interim Restrictions Pending Decision

In cases involving SafeSport interim measures or emergency suspension, the respondent may be restricted from participation pending the full hearing and decision. Interim restrictions remain in effect until:

• The Disciplinary Committee issues a written decision and any appeal period expires, or
• The Committee explicitly modifies or lifts the interim restriction based on changed circumstances.

Internal Appeal (to the Board)

If the Disciplinary Committee imposes a sanction (other than a warning), the respondent may appeal to the Board within 14 days of receiving the written decision. The appeal shall include:

• A written statement explaining why the respondent believes the Committee’s decision was wrong or the sanction was unjust.
• Any new evidence or circumstances not presented at the original hearing.

Board Review:

• The Board shall review the Committee’s decision, considering the written appeal and the hearing record.

The Board may:

• Affirm the Committee’s decision.
• Modify the sanction.
• Overturn the decision and dismiss charges.
• Remand to the Committee for additional evidence or reconsideration.
• The Board may conduct a brief oral hearing if the respondent requests, but typically the appeal is based on written submissions and the hearing record.
• The Board shall issue a written decision on appeal within 14 days.

External Appeal (to TAHA/USA Hockey)

Under USA Hockey Bylaw 10, if a discipline decision affects eligibility for USA Hockey-sanctioned activities, the respondent may appeal to the applicable TAHA District or to USA Hockey within prescribed timeframes, subject to Bylaw 10 procedures.

MIHC will provide all necessary documentation (hearing record, decision, evidence) to TAHA/USA Hockey to facilitate such appeals and will cooperate with any external review.

When MIHC receives notice from the U.S. Center for SafeSport that a member is subject to interim measures (e.g., no electronic contact, no contact with claimants, 100% supervision), MIHC’s Disciplinary Committee shall:

1. Implement Measures Immediately: Communicate interim measures to the respondent, parents, coaches, team managers, and all relevant parties in writing, making clear that these are SafeSport-imposed conditions.

2. Club-Level Hearing (Optional): If MIHC determines that membership should be suspended or terminated based on the SafeSport interim measures and MIHC’s own policies (e.g., because the restrictions make it impossible to safely supervise the member within locker-room and isolation constraints), MIHC may hold a club-level hearing focused on:

• Whether the interim measures create material impediments to safe participation in the MIHC program.

• Whether continuation of membership under those restrictions poses unacceptable risk to MIHC, its minors, and volunteers.

• The appropriate club-level consequence (suspension pending SafeSport resolution, or permanent expulsion).

3. This hearing is not a re-trial of the underlying abuse allegation; the underlying facts are SafeSport’s domain. Rather, it is a club-governance question: can MIHC safely and fairly operate with this member subject to these restrictions?

4. Written Decision: MIHC’s written decision clearly states:

• That MIHC is not adjudicating the underlying allegation.

• That MIHC is enforcing SafeSport’s interim measures and managing club-level risk.

• The club-level consequence and effective date.

• That the decision is subordinate to SafeSport’s final determination (if SafeSport finds the member not responsible, MIHC may revisit membership status; if SafeSport finds permanent ineligibility, MIHC will enforce it).

4. Notification: MIHC notifies SafeSport, USA Hockey, TAHA, and any other relevant parties of the club-level action.

All disciplinary matters, hearing records, and decisions are confidential and subject to limited disclosure:

1. Internal Disclosure: Hearing records and decisions are shared with MIHC Board members, involved staff/coaches, and affected parties on a need-to-know basis.

2. External Disclosure: MIHC may disclose discipline decisions to USA Hockey, TAHA, SafeSport, rinks, league officials, or other venues as required by:

• Governing-body rules or directives.

• Legal process or law enforcement.

• Parental consent.

• Necessity to protect Minor Athlete safety.

3. Media & Public: MIHC generally does not disclose details of disciplinary actions to the media or public, except:

• Brief factual statements if the matter is public (e.g., press about a player’s suspension).

• Statements necessary to correct misinformation or protect MIHC’s reputation.

• Disclosure required by law.

4. Retaliation Prohibition: MIHC will not retaliate against complainants or witnesses by disclosing their identities or punishing them for reporting.

MIHC is a member of USA Hockey and is bound by USA Hockey Bylaws, particularly Bylaw 10 (Disciplinary Procedures). Key points:

1. Adoption of Bylaw 10: MIHC’s Disciplinary Policy is designed to comply with and implement USA Hockey Bylaw 10 at the local level, serving as MIHC’s “Disciplinary Authority” under Bylaw 10.
2. Dispute Resolution: USA Hockey Bylaw 10 designates Bylaw 10’s Unified Procedure as the “sole and exclusive remedy” for disputes within USA Hockey’s jurisdiction, subject to limited exceptions (e.g., matters involving criminal conduct or SafeSport determinations).
3. MIHC’s Role: MIHC conducts initial discipline on matters arising from its membership and governance. If a party disputes MIHC’s discipline decision, the matter may be appealed to TAHA (the District) or USA Hockey, subject to Bylaw 10 timeframes and procedures.
4. Coordination: MIHC notifies USA Hockey of significant discipline decisions (expulsion, long-term suspension) affecting eligibility for national competition or high-level play.

MIHC is a member of the Texas Amateur Hockey Association (TAHA) and is subject to TAHA rules, policies, and directives. Key relationships:

1. League Oversight: TAHA and any specific leagues (e.g., AT&T HSHL) have authority over competition standards, schedules, standings, and league-specific discipline.
2. Appeals: Members may appeal MIHC discipline decisions to TAHA under USA Hockey Bylaw 10 procedures.
3. Reporting: MIHC reports significant disciplinary actions and membership changes to TAHA and district officials as required.
4. Conflict Resolution: If a conflict arises between MIHC policy and TAHA policy, TAHA policy controls; MIHC will work with TAHA to clarify or amend its approach when possible.

SafeSport maintains independent jurisdiction over sexual-abuse allegations and operates under the Protect Young Victims of Sexual Abuse Act (36 U.S.C. § 220531). MIHC’s relationship:

1. Mandatory Reporting: Any allegation of sexual abuse, grooming, or other Minor-Athlete abuse is reported immediately to SafeSport (unless the allegation has already been reported by another party).
2. Cooperation: MIHC cooperates fully with SafeSport investigations, providing documents, witness contact, and requested information.
3. Interim Measures: MIHC implements SafeSport interim measures in full and on an immediate basis.
4. Final Determinations: MIHC enforces SafeSport’s final determinations regarding permanent ineligibility without question or further process.
5. No Parallel Investigation: MIHC does not conduct its own investigation of sexual-abuse allegations while SafeSport is investigating.

If MIHC receives notice of criminal conduct, abuse, or imminent danger, MIHC cooperates with law enforcement and child protective services:

1. Mandatory Reporting: Any person with reason to believe a child is being abused must report to local child protective services or law enforcement, consistent with Texas Family Code § 261.101.
2. Coordination: MIHC may, at law enforcement’s request, delay internal investigation or discipline pending conclusion of criminal investigation.
3. Information Sharing: MIHC shares necessary information with law enforcement and child services, consistent with privacy law and any directives from law enforcement regarding confidentiality.
4. No Waiver of Investigation: Reporting to external authorities does not waive MIHC’s right or duty to enforce its own policies and investigate membership or conduct issues under MIHC authority.

MIHC’s participation depends on arrangements with rink operators and venues. Key coordination:

1. Safety & Supervision: MIHC coordinates with rink operators regarding locker-room access, supervision protocols, and SafeSport compliance.
2. Incident Reporting: MIHC receives notice of any incidents, injuries, or concerns at rinks and may conduct follow-up investigation.
3. Policy Alignment: Rink operators are expected to cooperate with MIHC’s MAAPP and SafeSport policies; MIHC may restrict participation at rinks that do not maintain adequate safeguards.
4. Contracts: MIHC negotiates rink contracts to include:

• Indemnification and liability allocation.
• Additional-insured endorsements naming MIHC.
• Cooperation with SafeSport and MAAPP requirements.
• Notice of cancellation or changes in terms.

As a 501(c)(3) nonprofit, MIHC must:

1. Operate Exclusively for Exempt Purpose: All MIHC activities, governance, and asset use must be consistent with the charitable purpose stated in Article II of the Bylaws: promoting youth ice hockey development, safety, education, and recreation.
2. Non-Discrimination: MIHC does not discriminate in membership, participation, or governance based on gender, race, color, national or ethnic origin, religion, sexual orientation, gender identity, or other legally protected class. Bylaws 12.1
3. Reasonable Compensation: If MIHC compensates officers, staff, or contractors, compensation must be reasonable and based on market rates for comparable services; no excessive, self-dealing, or private-inurement compensation is permitted. IRS Form 990-N Instructions; 26 U.S.C. § 501(c)(3)
4. No Private Benefit: No net earnings of MIHC inure to the benefit of members, trustees, or private persons; all earnings are used for exempt purposes. Bylaws 2.2
5. Political Activity Restrictions: MIHC does not participate in political campaigns on behalf of or in opposition to candidates for office. Bylaws 2.3; 26 U.S.C. § 501(c)(3)

Board members owe fiduciary duties to MIHC and act in the best interest of the organization:

1. Duty of Care: Board members exercise reasonable care in making decisions, gather necessary information, and act prudently in financial and governance matters.

2. Duty of Loyalty: Board members act in MIHC’s interest, not for personal benefit; they disclose and recuse from votes involving conflicts of interest.

3. Duty of Obedience: Board members ensure MIHC complies with applicable law (Texas law, federal law, IRS regulations) and MIHC’s governing documents (Articles of Incorporation, Bylaws).

4. Conflict of Interest Policy: The Board shall adopt and maintain a written Conflict of Interest Policy requiring:

• Disclosure of conflicts by any board member or officer.

• Recusal from vote or decision if conflict is material.

• Restricted transactions (self-dealing contracts, loans, etc.) only with full Board approval and market-rate terms (or prohibited entirely, depending on conflict severity).

5. Documentation: Board decisions, especially those involving significant expenditures or governance actions, are documented in Board minutes.

MIHC maintains financial integrity through:

1. Budget & Planning: The Treasurer, with Board guidance, prepares an annual budget before the fiscal year (June 1) and reports actual vs. budgeted results monthly.

2. Segregation of Duties: Responsibilities for authorization, recording, and reconciliation of financial transactions are divided among multiple people (President/Vice President approve expenses over $2,500; Treasurer records and reconciles; Audit Committee reviews).

3. Bank Reconciliation: Monthly bank reconciliations are reviewed by someone other than the Treasurer.

4. Audit or Review: MIHC shall conduct an annual audit or review of financial records by the Audit Committee (or by external CPA if organization size warrants).

5. Tax Compliance: MIHC files required tax returns (Form 990-N or Form 990, depending on revenue thresholds) on time and maintains records supporting tax-exempt status.

6. Transparency: Financial statements and audit results are provided to the Board and, upon request, to members and the IRS.

7. Investment Policy: Any investment of MIHC funds is governed by a Board-approved investment policy consistent with fiduciary principles and IRC § 501(c)(3) restrictions.

MIHC shall adopt a written Whistleblower Policy protecting persons who report in good faith suspected violations of law, IRS regulations, Board policies, or ethical standards:

• No retaliation for good-faith reports.
• Confidentiality of reporter identity to the extent possible.
• Protection for both internal reports (to Board/management) and external reports (to IRS, law enforcement, media).
• Clear reporting channels and investigation procedures.

MIHC maintains a document retention policy requiring:

• Retention of financial records (receipts, invoices, bank statements) for 7 years.
• Retention of Board minutes, governance documents, and tax returns permanently.
• Retention of disciplinary records, incident reports, and training documentation for 7 years minimum.
• Secure storage and confidentiality of records containing personal information (SSNs, health data, etc.).

MIHC requires all coaches, volunteers, and staff, and board members to complete annual training:

1. SafeSport Training: USA Hockey’s SafeSport training (online, approximately 1 hour). Completion certificate maintained by Registrar.
2. MAAPP Training: MIHC-specific training on Minor Athlete Abuse Prevention Policies, two-deep leadership, locker-room protocols, electronic communications, and reporting procedures.
3. Code of Conduct: Review and acknowledgment of MIHC’s Code of Conduct, Disciplinary Policy, and SafeSport policies.
4. Concussion Protocol: Training on recognition and management of concussions, consistent with MIHC’s Concussion Policy and Texas law (Texas Education Code § 34.264).
5. Documentation: All training completion certificates and acknowledgments are maintained by the Secretary/Registrar and reviewed annually by the Board.

MIHC maintains a log of:

• Injuries, accidents, and medical emergencies.
• Reports of misconduct, abuse, or code-of-conduct violations.
• SafeSport complaints and interim measures.
• Disciplinary actions and outcomes.
• Insurance claims and incidents.

This log is reviewed quarterly by the Board and annually as part of compliance and risk-management assessment.

The Board shall:

1. Annual Review: Annually review MIHC Bylaws, Disciplinary Policy, MAAPP, Code of Conduct, and other governance documents to ensure they reflect current USA Hockey, TAHA, and SafeSport standards.
2. Legal Counsel Consultation: Consult with outside counsel every 2–3 years (or upon significant legal change) to ensure bylaws and policies remain compliant and enforceable.
3. Amendments: Amendments to bylaws or major policies require Board approval and, for bylaw changes, General Member approval as specified in Bylaws Article XV.
4. Communication: Updates are communicated promptly to all members, coaches, and volunteers.

Annually, MIHC’s Board of Directors shall:

1. Certify Compliance: Issue a written certification that MIHC has reviewed this Framework and its governing documents and certifies adherence to:

• USA Hockey Bylaws and Rules & Regulations.

• TAHA and league rules.

• U.S. Center for SafeSport standards.

• Texas nonprofit law (Business Organizations Code Ch. 22).

• IRS 501(c)(3) requirements.

2. Report to Membership: Present the compliance certification to the membership at the Annual Meeting, along with any updates or changes to policies.

3. File with USA Hockey: Provide a copy of the certification to USA Hockey or TAHA as requested.

This Risk Management & Governance Framework is adopted by MIHC for internal governance, risk reduction, and compliance purposes. It is not legal advice, does not create an attorney–client relationship, and does not guarantee any particular outcome in disciplinary disputes, litigation, or external proceedings.

MIHC’s policies, procedures, and training do not guarantee:

• Prevention of all abuse, misconduct, or injury.

• Detection of all violations or wrongdoing.

• Safety of any participant or volunteer.

• Successful defense or favorable outcome in any claim, lawsuit, or external investigation.

Youth hockey inherently involves risks of injury, physical contact, and emotional conflict. MIHC cannot eliminate those risks.

MIHC cooperates with USA Hockey, TAHA, SafeSport, law enforcement, and child protective services as required or appropriate. Such cooperation may require disclosure of information or records despite otherwise confidential policies.

MIHC is insured as a USA Hockey Affiliate and asserts all available legal defenses (Volunteer Protection Act, charitable immunity to the extent available, assumption of risk, etc.), subject to enforceability limitations. Nothing in this Framework is intended to waive defenses that cannot legally be waived or to create an unconscionable waiver under Texas or federal law.

MIHC cooperates with USA Hockey, TAHA, SafeSport, law enforcement, and child protective services as required or appropriate. Such cooperation may require disclosure of information or records despite otherwise confidential policies.

This Framework may be amended by Board action or membership vote as provided in the Bylaws. If any provision is found invalid or unenforceable, the remaining provisions continue in effect.

The Board of Directors of McKinney Ice Hockey Club hereby adopts this Comprehensive Risk Management & Governance Framework effective DATE.

This Framework is adopted in recognition of:

1. MIHC’s commitment to youth hockey development, safety, and compliance with governing-body standards.

2. The evolving legal landscape surrounding youth sports, SafeSport, and nonprofit governance.

3. The importance of transparent, fair, and consistent discipline and risk management.

4. The shared responsibility of MIHC’s Board, staff, coaches, volunteers, and members in maintaining a safe, compliant, inclusive hockey environment.

Prepared by: Virgil Renz

Adopted by Board: DATE & VOTE RECORD

Approved for Membership: DATE (if required)

Effective Date: DATE

APPENDICES (To Be Developed or Cross-Referenced)

• Appendix A: MIHC Code of Conduct

• Appendix B: SafeSport & MAAPP Policies (detailed)

• Appendix C: Disciplinary Policy (standalone document, referenced throughout)

• Appendix D: Background Screening & Eligibility Verification Procedures

• Appendix E: Conflict of Interest Policy & Disclosure Forms

• Appendix F: Whistleblower Policy

• Appendix G: Concussion Management Policy

• Appendix H: Insurance Coverage Summary & Compliance Checklist

• Appendix I: Board Member & Volunteer Acknowledgment & Training Completion Forms

• Appendix J: Member Registration & Waiver/Acknowledgment Form