Havering Hockey Club Constitution, 2007/8
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1) NAME
The name of the club shall be the Havering Hockey Club, hereafter called "The club" and will be affiliated to Hockey England, the Essex Hockey Association and the East Region Hockey Association.
2) AIMS AND OBJECTIVES
a) To organise, promote, encourage and foster the growth and development
of Hockey at all levels through coaching via club and schools in Leagues,
tournaments, and friendly matches.
b) To seek member support, finance and sponsorship promotion to further
the aims and objectives of the 'club'. and to offer equal sporting opportunities
to all.
3) MEMBERSHIP OF THE 'THE CLUB'
b) All members shall be subject to the rules of 'THE CLUB' and the umbrella organisation the Harrow Lodge Sports and Social Club (HLSSC), which includes the Abbey Bowmen and the Hornchurch Cricket Club.
c) Membership can be refused or revoked and members suspended for misconduct by an internal disciplinary hearing run by the chairman. Suspended members may not act in any way on behalf of the 'THE CLUB' but can make a written appeal to be decided upon by the executive committee with 28 days. There will be no refund of subscription fees.
4) PRESIDENTS AND VICE-PRESIDENTS
a) The President of the Club shall remain in post for such time as is deemed appropriate by him/her. Except, in the event of illness, misconduct or some other circumstance when a meeting of the Vice-presidents would then be responsible for the election of a new President from among their number. This to be decided by a show of hands and a simple majority decision.
b) The election of Vice-presidents will be at the discretion of the Executive Committee.
c) The role of the President will be to offer guidance and advice to the Executive Committee and he/she will retain the right to ask the Executive Committee to review and reconsider any decisions or policies that may effect the smooth administration of the Club. However, after any due reconsideration, the decision of the Executive Committee will be final.
5) STRUCTURE OF THE 'THE CLUB' EXECUTIVE COMMITTEE
Chairperson, Club Secretary, Treasurer, Fixture Secretary, Steward, Social Secretary, Maintenance Secretary, Club Coach, Vice-Chair, Team Captains and at least three members of the club.
b) A minimum of five members must attend each Executive Committee meeting.
c) Where possible The Chairperson (or nominated representative) and one other Executive Committee member will attend the HLSCC meeting as required.
d) The Team Manager/s, Coach/s, being members of the 'THE CLUB', can attend 'THE CLUB' meetings but have no voting rights unless also an Executive Committee member.
e) The Executive Committee shall have the power to appoint further personnel onto the Executive Committee as and when required to achieve the aims of 'THE CLUB'. New Executive Committee members appointed after the AGM shall have full voting rights, but may only serve on the Executive Committee until the next AGM, when they must be re-nominated onto the Executive Committee.
f) All Executive Committee members will serve for one year, thereafter they must be re-nominated at each AGM.
g) Each Executive Committee member shall have a single vote on a show of hands. All decisions of the Executive Committee, put to a vote, shall be decided by a simple majority. In the event of a tie the Chairperson shall have a further casting vote.
h) If an Executive Committee member fails to attend at four (4) consecutive meetings, without giving satisfactory reason in advance to the Club Secretary or submitting their reasons in writing, the Executive Committee shall have the power to expel the said member and appoint or co-opt a substitute.
6) ELECTION OF OFFICIALS / ANNUAL GENERAL MEETINGS/ EXTRAORDINARY GENERAL
MEETINGS/EXECUTIVE COMMITTEE MEETINGS
As the Club has two sections - Mens & Womens, then for the purposes of efficient administration the following should apply;
a) Each section shall have its own annual meeting to elect those officers
of the Club relevant to each section, to put forward nominations for posts
to be elected at the Main AGM and to consider proposals to be placed before
the Main AGM.
b) The posts to be elected at the individual section meetings should be
as follows;
Team Captains (sufficient for the smooth running of the section), Vice
Captains, Fixture Secretary (if appropriate) and League Liaison.
c) The posts to be elected at the Main AGM shall be as follows;
Chairperson ) These posts should be nominated in annual rotation from Vice-Chairperson ) the men's/women's section.
- Honorary Secretary
- Treasurer
- Social Secretary
- Steward
- Maintenance Secretary
- Press Officer
d) Notification of the Annual General Meeting shall be given a minimum
of 14 days in advance in writing, to be posted on the club notice board.
e) Items for the agenda must be submitted in writing, to be received by
the Club Secretary no less than 7 days prior to the AGM.
f) An Extraordinary General Meeting (EGM) may be requested by the Executive
Committee, or by twelve of the 'THE CLUB' playing members, to be submitted
in writing to the Chairperson.
g) An EGM shall be dealt with in the same manner as the AGM by the Executive
Committee members, and Section 6 shall apply.
i) Executive Committee meetings shall be open to all current playing members
from any team, who are over 16 years of age at the date of the meeting.
However they will have no voting rights.
j) All nominations for Executive Committee members must be received by
the Club Secretary 7 days prior to the AGM.
k) Executive Committee members may be parents or guardians of players
from any of the 'THE CLUB' Team players that are 16 years or under, at
the date of the AGM.
l) Parents or guardians of 'THE CLUB' players who wish to raise an item
on the agenda at an Executive Committee meeting may attend the meeting.
However they will have no voting rights.
7) EXECUTIVE COMMITTEE MEMBER'S RESPONSIBILITIES
a) The Executive Committee members must act in the best interests of
'THE CLUB'.
b) It will be the Club Secretary's responsibility to take and distribute
minutes at all 'THE CLUB' meetings and at the AGM, and all other administration
work as required.
c) All correspondence, press releases or communications should be agreed
at 'THE CLUB' meetings and co-ordinated through the Club Secretary. At
other times, in extreme circumstances, this can be done with approval
of 3 Executive Committee members. In such circumstances the Club Secretary
must be notified at the earliest opportunity.
d) It will be expected that all 'THE CLUB' Executive Committee members
will ensure the health and safety, and be aware of potential hazards,
which may affect the players and executive public.
8) FINANCE AND ACCOUNTS
b) The Treasurer will be responsible for the preparation of the annual Statement of Accounts of the Havering Hockey Club, which will be presented to the Executive Committee at the AGM. The Treasurer will also be keep accurate financial records at all times, and be accountable for all other financial matters as required.
c) The accounts shall be subject to examination by any member of the 'THE CLUB' giving 7 days notice in writing.
d) The income of the 'THE CLUB', howsoever obtained, shall be used solely towards the aims and objectives of the Club. No portion shall be paid, transferred (either directly or indirectly) by way of dividend, or otherwise by way of profit, to members of the Club. e) However, there may be payment in good faith, of reasonable and proper remuneration to any member of the Club in return for services rendered to the 'THE CLUB'. All such payments must be agreed at an Executive Committee meeting.
f) No member of the 'THE CLUB' or Executive Committee member shall cause the club to enter into any financial or other commitment without consultation with, and the agreement of, the Executive Committee.
g) All monies belonging to the 'THE CLUB' shall be kept in a bank/building society account named 'The Havering Hockey Club'
h) All withdrawal forms completed for withdrawals from that account must be signed by any two of the three signatories. The Executive Committee will appoint those signatories.
i) Decisions regarding purchases for the 'THE CLUB', which are over £100, must be made at an Executive Committee meeting, or with the unanimous agreement of three or more Executive Committee members. Purchases under £100 can be made at the discretion of the Club Treasurer. However purchases must be for the sole benefit of 'THE CLUB'.
9) CODE OF CONDUCT AND RULES
a) Amendments to the Club's Rules shall require a two-thirds majority
of votes cast either at an Executive Committee Meeting, an AGM or an EGM.
b) Code of conduct shall be followed as stated by the English Hockey Disciplinary
Code and under rule numbers 36 - 38 of club rules. c) Any member may bring
guests on condition that they are signed in, responsibility for the conduct
of guests is that of the member by whom they were introduced
10) DISSOLUTION
In the event of the dissolution of the 'THE CLUB', any monies remaining after all outstanding debts have been paid, will be shared between any worthy charitable organisations. Any equipment / assets owned by 'THE CLUB' will be sold and the monies dealt with as above, or the Executive Committee may donate the equipment / assets to a good cause.
11) INTERPRETATION
Any alterations to the constitution may only be agreed at the AGM or an EGM if that is the purpose for which the EGM is convened
The Executive Committee shall have the power to legislate upon any point not provided for in these rules.