HAVERING HOCKEY CLUB RULES 2007/8
Scroll down for full text
Name & Address
1. The name of the club shall be Havering Hockey Club (hereinafter called 'the club") and its clubhouse shall be The Pavillion, Harrow Lodge Park, Hornchurch, Essex, RM11 1JU, England.
2. The home ground of the club may be changed by proposal at an AGM/EGM. The home ground will not be changed unless a minimum of two-thirds of those members present is in favour of the change.
Permitted Hours
3. a). The Premises may be open to Members daily between the hours of 8.00am and 2.00am on the following day. These hours shall be subject to alteration by the Bar Manager and the Executive Committee.
b). The permitted hours for the supply of intoxicating liquor shall be:- according to law and set out by the executive committee.
c) It remains the right of the steward/bar manager, without given reason to refuse service where deemed necessary.
Application for Membership
Membership shall be considered under the following headings;
(i) Full Adult Playing Member
(ii) Junior/Student Playing Member
(iii) Family Member
(iv) Associate Member
Each section of Membership shall be governed by the rules applying to their category of membership as stated on their membership application form.
4. All applicants wishing to join from another club in the league season
MUST complete a transfer form and/or be registered with the relevant league
secretary before they can play ANY match's. The applicant must also complete
a club membership form. With regard to the Ladies section any player wishing
to be registered by the 'club' must not have played for their previous
club for a minimum of 14 days before being re-registered
5. Membership of the club is open to any person irrespective of race, colour, religion, age, ability or gender (including those with any disability physical or otherwise) by either of the following means; (i) introduction by an existing member or (ii) direct application to the Club. Acceptance being subject to the satisfactory completion of a trial period. The Executive Committee shall have the discretion to waive this trial period if deemed appropriate.
6. During the trial period the applicant will be allowed to play a maximum of three (3) matches where only match fees are payable. Selection during this trial period will be at the discretion of the Selection Executive Committee.
7. Upon completion of the trial period, either the member making the introduction or the private applicant must inform the Executive Secretary of the applicant's/their intentions.
8. On acceptance the successful applicant must be informed of the following;
(a) All club members must pay their annual subscription.
(b) All members must ensure that the Club Secretary holds their current address, telephone number & email. The Club Secretary will maintain a list of members, their addresses, telephone numbers & email. Members must notify the Club Secretary immediately there is any change to their details.
(c) The Club Secretary shall ensure that the Chairman of the Selection
Committee is in possession of a current list of member's names, addresses,
telephone numbers and email, and will update that list as and when necessary.
(d) Failure to comply with this rule may render a member ineligible for
selection until a correctly completed registration form is received.
9. The presence of a member's signature on the registration form shall be taken that he/she agrees, without reservation, to comply with the current rules and constitution of the club & abide by any decision made by the Executive Committee.
10. a) Honorary Life members, who shall not be liable to pay any subscription (but shall be entitled to all the privileges of membership), may be elected by the Annual General Meeting of the club or by the Executive Committee, provided that their total number shall not exceed one quarter of the total number of ordinary members at the date of their election or on agreement of the Executive Committee.
b) Honorary Life Members may have their membership rescinded if, in the opinion of the Annual General Meeting or Executive Committee, their continued membership would be detrimental to the running of the club.
c) Any decision under this rule requires a simple majority at the relevant meeting.
11. An ordinary member may be elected a life member by the Annual General Meeting of the club or Executive Committee and shall thereafter be entitled to all the privileges of membership without paying the annual subscription or any special payment for such life membership.
Management
12. All affairs of the club will be managed by the Executive Committee of the club, except where these rules state that a decision must be made by Annual General Meeting.
13. a) The Executive Committee of the club shall consist of, Chairperson, Vice-Chair, Club Secretary, Treasurer, Fixture Secretary, Social Secretary, Maintenance Secretary, Club Coach, Press Officer, Team Captains and at least three members of the club shall have the right to vote at Executive Committee meetings.
b) Any member may attend Executive Committee meetings but may not have a vote.
c) Any member may ask for an item to be added to the Executive Committee's
agenda for discussion by approaching the Club Secretary at least one (1)
week before the scheduled meeting.
d) Items arising for discussion after this period may still be raised at the meeting
e) Events held in the name of Havering Hockey Club must be authorised by the Executive Committee. This applies for events both on and off the field of play.
14. a) The Executive Committee may appoint one or more Sub-Committees for such purposes as it thinks fit.
b) Five members shall constitute a quorum of the Executive Committee. The Executive Committee will decide the quorum for any Sub-Committee at the time the Sub-Committee is formed.
15. At all Executive Committee meetings the Chairman of the meeting shall have a casting vote.
16. Subject to these rules, the Executive Committee shall regulate it's own procedure.
17. (a) Officers of the club to be agreed at the Section Annual General Meetings and Main Annual General Meeting each year shall be:-
Principal Officers (essential to the running of the club)
Chairman; Club Secretary; Treasurer, Club Coach; Team Captains and Executive
Committee Members (three required).
Secondary Officers (not essential but will greatly assist with the smooth running of the club) Vice-Chairman; Fixtures Secretary; Vice-Captains; Social Secretary; Maintenance Secretary; Press Officer, Equipment Manager.
Officers of the club appointed by invitation of the Annual General Meeting
of the club shall be:-
Honorary Auditor(s).
(b) The period of each term of office shall be until the next Annual General Meeting of the club.
(c) The Executive Committee may, at any time, fill vacancies among its members that may arise.
18. No member of the club may hold more than two (2) principal offices
at the same time, and no member of the club can hold more than four (4)
offices, of any kind, at the same time.
Subscriptions, Finances and Accounts
19. The Executive Committee shall fix the amount of the annual subscription
and match fees. At the discretion of the Executive Committee any member
of the club may be allowed to pay a reduced amount.
20. The Treasurer shall keep proper books of account as will enable him
to present at every Annual General Meeting of the club, or at any other
time if required (on reasonable notice to him/her) by the Executive Committee,
an accurate report and statement concerning the finances of the club.
21. Payment of annual subscriptions are due on 1st May each year in advance.
22. Only in exceptional circumstances shall any proportion of a member's annual subscription be returnable on his ceasing to be a member of the club.
23. All invoices and money due must be sent direct to the Treasurer, whether direct or via appointed teams captains. He may enlist the assistance of other executive committee members to aid him at his discretion.
24. On receipt of payment in full (or the first of the agreed installments) the Treasurer will make available to the member concerned:
i) a current membership handbook
ii) constitution
iii) rules
Handbooks are only to be issued by the authorization of the Treasurer, with the exception of those handbooks, supplied by the Fixture Secretary, to teams against whom a fixture has been arranged.
25. The Treasurer shall maintain a register of members. This register is to show who has and has not paid their subscriptions. The register is to be updated regularly & copies of this register will be supplied to the Executive Committee and Team Captains.
26. Members not paying their annual subscriptions in full (or making arrangements to pay by installments), before 1st December of the current season will render themselves ineligible for selection until such times as their subscriptions are paid. In the case of those paying by installments: the Treasurer must have received the first installment before 1st December of the current season.
27. Members who have not paid their annual subscription (or made arrangements to pay by instalments) before 1st December will be sent a letter by the Treasurer in early December. The letter will be a reminder that no member will be eligible for selection-- unless his annual subscription has been paid (or arrangements have been made to pay them by installments).
28. Any member not paying the annual subscription before 1st December will also forfeit the right to vote at any Annual General Meeting, or Extraordinary General Meeting, or any other matter relating to the affairs of the club which requires a vote by members, until such time as he has paid his subscription.
29. Any member not paying their annual subscription (or making arrangements to pay by installments) before 1st December will not be entitled to any discount on the amount payable.
30. Match fees MUST be collected by the team captain or his appointed deputy BEFORE commencement of play. Team captains will ensure that a weekly finance report sheet showing all payers, monies collected and monies paid out is completed for every match. These report sheets and any money associated with them must be submitted to the Treasurer every month.
31. After payment of all debts and liabilities of the club, all profit made assets held by the club shall belong to and be retained by the club; and shall be extended for the benefit of the club as a whole, or for some charitable or benevolent purpose or purposes. Or carried forward from year to year, at the discretion of the Executive Committee.
32. Any officer of the club carrying out the duties of his office shall be entitled to reimbursement of any expenses incurred, provided that the amounts involved are reasonable. Any claim must be made in writing to the Treasurer & must be supported by any relevant receipts.
Executive Meetings
33. The Executive Committee shall fix the date, time and place of the Annual General Meeting of the club, which shall be held not later than the May of each year; nor more than fifteen (15) months after the previous such meeting. Club members shall be given as much notice as possible of the date, time and place of the Annual General Meeting.
34. An Extraordinary General Meeting of the club may be summoned at any
time by the Executive Committee and shall be so summoned immediately upon
not less than twelve (12) club members delivering a request in writing,
stating the purpose for which such meeting is
required, to the Club Secretary. An Extraordinary General Meeting shall
be summoned by the Club Secretary, causing a notice thereof to be sent
to each and every member of the club as soon as is practicable.
(a) At all Annual General Meeting every member of the club, including Honorary & Life members, shall be entitled to attend & vote, and they shall have one vote each.
(b) At all such meetings the Chairman or Vice-Chairman shall take the chair. In their absence those present shall appoint a chairman, for the duration of the meeting, by majority.
c) The Club Secretary or their deputed representative shall take minutes of the proceedings at all Annual General Meetings of the club.
d) The quorum at an Annual General Meeting shall be twenty (20) members personally present.
Conduct Of Members
35. a) All members are, at all times when playing in a match, to comply with the laws and established customs of the game. They are to abide by the Umpire's decisions, and play the game in the spirit in which it is meant to be played.
(b) All members are to adhere to the principles of fair play & gentlemanly conduct at all times, both on and off the field of play.
(c) In all matters to do with the actual playing of a game (other than team selection) the Captain's decision is final.
Breaches Of Club Rules / Allegations Of Misconduct
36. (a) All instances of misconduct & breaches of club rules must be reported to an Executive Committee member and submit it to the Club Secretary immediately.
(c) The matter will be dealt with at the next Executive Committee meeting by no less than three (3) members of the Executive Committee who are not involved in the matter in anyway.
(d) The person(s) against whom the allegations have been made shall be invited to attend the relevant Executive Committee meeting to put his case.
The Chairperson (or a person nominated by them) will call an internal disciplinary hearing at the request of the captains, coach or any Executive Committee member within two weeks of receiving the request. The disciplinary will be heard by the Chairperson (or a person nominated by them) and two other members of the Executive Committee selected at random.
37. Depending an the severity of the offence, the Executive Committee shall have the power to impose one or more of the following measures:
i) a written warning
ii) a fine not exceeding £50.00
iii) suspension from all club activities for a specified period (including
use of facilities belonging to the 'THE CLUB')
iv) expulsion from the club
38. Once the Executive Committee has made its decision, written confirmation of that decision shall be sent to every party involved in the Incident.
Team Selection
39. All matters relating to the selection of teams will be dealt with by a Selection Committee. The Selection Committee shall comprise of the:- Club coach; Captains or their deputed representative. The quorum for this Selection Committee shall be three (3)
40. The Selection Committee will meet on an agreed day at an agreed time.
41. All members wishing to play in the following weeks matches must indicate their availability on the relevant club form, or by telephone to the Chairman of Selectors or team captain or their deputed representative before 8pm on the Saturday evening preceding the matches in question.
42. Members making themselves available to play must understand the decisions of the Selection Committee must be adhered to.
43. Once they have completed their deliberations the Selection Committee will depute one of its number to contact all those members who have been selected & inform them which team they will be playing for, and where & when to meet. The deputed person shall also, as a matter of courtesy contact all those members who were available, but were not selected, to inform them of the Selection Committee's decision.
44. Any member making himself unavailable for play after midnight on a Wednesday preceding a match may forfeit his right to play for one (1) match. Unless there are extenuating circumstances, which must be conveyed to the deputed member of the selection committee or the appropriate team captain as soon as possible.
Miscellaneous
45. The Executive Committee may from time to time make, vary and revoke bye-laws for the regulation of the internal affairs of the club and the conduct of members. Those bye-laws shall be binding on all members.
46. The Executive Committee shall be the sole authority for the interpretation
of these rules and bye-laws.
47. Any member may introduce and entertain guests at the 'THE CLUB' premises.
But every member so doing, shall be responsible for ensuring that any
such guests observe the rules and bye-laws of the 'THE CLUB' that are
currently in force.
48. All appendices to these rules shall be considered as forming part of the rules themselves.
Amendment of Rules
49. The rules of the club shall not be added to, repealed, suspended or amended except with the consent of at least two thirds of the number of members present at an Executive Committee Meeting called for that purpose, or at the Annual General Meeting or Extraordinary General Meeting.
50. No such addition, repeal, suspension, or amendment shall be effective:-
i) if it is contrary, to law
ii) unless a written notice specifying any proposed addition, repeal,
suspension or amendment has been received by the Club Secretary at least
seven days before the meeting.
Exclusion of Liability
51. Neither the club, nor any officer thereof shall be liable to any member or guest of a member for any loss of or damage to any property, occurring from whatever cause, in or about the premises of the 'THE CLUB'. Nor for any injury sustained by any member or guest whilst on or entering or leaving the 'THE CLUB' premises which is wholly due to negligence on that person's own behalf.
Interpretation
52. In these Rules:
a). Words importing the singular are to include the plural and vice versa and references to gender shall include the masculine and feminine genders.
b). References to any statutory provision are to be construed as references to that statutory provision as amended, re-enacted or replaced from tune to time.