Oxford Hockey Club Constitution and Rules
Oxford Hockey Club
ConstitutionandRules 21st June 2015
1. TheClub andAffiliations.
1.1. TheClubshall beknownasOxfordHockeyClub(theClub).
1.2. TheClubshall bebasedinorneartotheCityofOxford,intheCountyofOxfordshire.
1.3. TheClubshall beanon-profitmakingorganisation.All profitandsurpluseswill be usedtomaintainor improvetheClub’sfacilities or activities.Noprofit or surpluswill bedistributedother thantoanother non-profitmakingclubor associationwitha similar aim andobjectives.
1.4. TheClubwill beaffiliatedtoOxfordshireHockeyAssociation,theappropriate Regional HockeyAssociationandEnglandHockeyNational GoverningBody.The Clubwill affiliatetoanyother appropriateCounty,Regional or National Associations.
1.5. TheClubwill joinappropriateLeaguesand anyother body, asdeterminedbythe
General Committee,whichmayhelptoachievetheaimsoftheClub.
1.6. Theorganisation oftheClubwill allowfor partiallyself-governingsectionswhichwill reporttotheGeneral Committee.Thesesectionswill:
1.6.1. RunMen’s,Women’s, MixedandJunior hockey,
1.6.2. DeveloptheClub,communicatewiththeClub,runSocial Events, manage resourcesandundertakeother activitiesthatwill benefittheClub.
2. Aims
2.1. TheClubaimsare:
2.1.1. topromoteandencourageparticipationinthe game ofhockeyfor allages andabilities,
2.1.2. toprovideopportunitiesfor playerstoreceivecoachingandplayhockey whatever their abilitylevel,
2.1.3. toprovideafriendlyenvironmentwhereplayers,coachesandumpires atall levels areencouragedtodevelopasfar aspossibleinhockey,
2.1.4. toencourageandpromotetheattendance ofmembers athockeyumpiring andcoachingcourses,
2.1.5. todeveloptheClubasfar aspossibleatall levels,
2.1.6. toensurethatall hockeyplayedbytheClubissubjecttothedisciplinary codesofconductrequiredbythegoverning bodies,
2.1.7. tofoster linkswithlocal schools,colleges anduniversities,
2.1.8. tofoster linkswithother clubslocallyandbeyond,
2.1.9. tofieldasmanyteamsasappropriatetothemembership.
3. Child Protection
3.1. TheClubrecognisesthatissuesofChildProtectionareparamount.Itwill followthe regulationsandguidanceoftheNational GoverningBody. Itwill activelydevelopand
disseminatepoliciesandprocedures,whichwill seektoensurethattheinterestsof childrentrainingandplayingunder theauspicesoftheClubarekepttothefore.
3.2. TheCommitteesoftheClubwill ensurethatrelevant policiesandprocedures are developedandmaintainedtoprovide managers,captains,coaches,umpiresand volunteerswiththenecessaryChildProtectioninformationat all timestheyare workingunder thejurisdiction oftheClub.
3.3. TheGeneral Committeehas, as an elected member,asuitablyqualifiedChildWelfareOfficer withfull responsibilitytomonitor, deal withandtake actiononanychildwelfareissueacross theClub.
4. Equity
4.1. TheClubiscommittedtoensuringequityinitsmembership,development, recruitmentandoperation.Itwill followtheregulationsandguidanceoftheNational GoverningBody.
5. Disciplinary
5.1. TheGeneral CommitteeshallappointaDisciplinaryOfficerandDeputyinaccordance withtheregulationsoftheCounty,Regionalor National GoverningBodyDisciplinary Code.
5.2. TheClubwill adoptthecurrentdisciplinaryprocedures aslaiddownfromtimetotime bytheNational GoverningBody.
6. Membership
6.1. MembershipoftheClubshallbeopentoanyoneinterestedinthesportof hockey, regardlessofsex, age,disability, ethnicity, nationality,sexual orientation,religionor otherbeliefs.However,limitationofmembershipaccordingtoavailablefacilitiesis allowable.
6.2. All Memberswill besubjecttotheregulationsoftheClub’sConstitutionandRules, andbyjoiningtheClubwill bedeemedtoaccepttheseregulationsandcodesof conductthattheClubhasadopted.
6.3. MembershipoftheClubshallbeproposedbyanexistingmember oftheClub,and shall besubjectto ratificationbyanappropriateOperational Committee.
6.4. Membershipmayonlyberefused,for goodcause,includingconduct or character likelytobringtheClubor hockeyintodisrepute. Anapplicant maymakeanappeal to theGeneral Committee.
6.5. Membersshall beenrolledintoatleastone ofthefollowingcategories:
6.5.1. Adultplayingmember
6.5.2. Junior playingmember
6.5.3. Coach
6.5.4. Official
6.5.5. Volunteer/Helper
6.5.6. Social
6.5.7. VicePresident
6.6. Membersshall onlyacquiretherightsofmembershipupontheacceptanceofa membershipform andthepaymentoftherelevant annual subscriptionifrequired.
6.7. Playing Memberswhohavenotpaidasubscription afteradatedeterminedbythe
General Committeerender themselvesineligiblefor selection.
6.8. Non-membersmaybeinvitedtoassisttheClubatthediscretion ofarelevantClub Officer or Captain,inconsultationwiththerelevantOfficersor Captains.Nonon- member maybeinvitedtoplayif heor she has previouslybeenrefusedmembership, hasbeenbarredfrom playing, bannedbyarelevant AssociationorLeagueor ifthe player is under suspensionfromanother club.
6.9. Memberswill acceptthattheClubshall notbeliablefor personal injuryhowsoever causedwhilstamember is participatinginanyoftheClub’s organisedactivities.
7. Vice-Presidents
7.1. TheGeneral Committeemayappoint asanHonoraryVice-Presidentanypersonwho hasgivenoutstandingservicetotheClub.Theappointment of anHonoraryVice- Presidentswill be madepermanentatanAnnual General Meeting.TheGeneral CommitteeshallhavetherighttoremoveanHonoraryVice-Presidentinexceptional circumstances.
7.2. TwooftheVicePresidents,onefemaleand onemale,shallbeappointedannuallyby theGeneral CommitteetobethePresidentsoftheClub.
8. Breach of Rules
8.1. If anymember is accusedofanymisconductor breachoftheConstitutionandRules, theGeneral Committeeshallhavethepower toconveneameetingtoconsider a resolutiontoorder themember toberemovedfromtheClub,suspendedforastated periodor dealtwithinsuchmanner astheGeneral Committeeshall thinkfit.
8.2. Suchmeetingshallbeheldnotlessthantwentyonedays after noticehasbeengiven totheaccusedmember,whoshall atsuchmeetingandbeforethe passing ofsuch resolutionhavetheopportunityofgivingorallyor inwritinganyexplanationthat he/shemaythinkfit.
8.3. TheGeneral Committeeshallensurethatanysuchdecisionisnotifiedtoall appropriateparties.
8.4. Themember sodealtwithunder thisrulemayappeal totheappropriateCounty HockeyAssociationinthefirstplace,inthesecondplacetotheRegional County Associationandthereafter totheNational GoverningBody.Inthecaseofsuch appeal theappellant mayberequiredtodepositasumofmoney, asdeterminedby theappropriateAssociation.Thisamountshall bereturnedintheevent ofanappeal beingsuccessful,butiftheappeal isunsuccessful thebodyhearingtheappealmay, atits discretion,returnall, partor none oftheamount.
9. Officers
9.1. The Officers of the Club shall be the Chair, the Vice-Chair, the Club Treasurer, the Membership Secretary, the Director of Hockey, the Communications Secretary, the Social Secretary, the Junior Section Chair, the Junior Section Development Officer, the Ladies Club Captain, the Ladies Section Chair, the Men’s Club Captain, the Men’s Section Chair, the Mixed Section Chair and the Club Welfare Officer.
9.2. TheOfficersoftheClubshall constitutetheGeneral CommitteetogoverntheClub.
9.3. Therolesand responsibilitiesoftheOfficersshall bedeterminedbytheChair.
9.4. AnyClubOfficermayformanOperational Committeetohelpexecutetheir roles and responsibilities. MembershipoftheseCommitteesissubjectto ratificationbythe General Committee.
9.5. TheOfficersoftheClubshall retireattheAnnual General Meetingbutshall be eligiblefor re-election.
10. GeneralCommittee
10.1. Theshall haveresponsibilityfor theoverall directionandgoodmanagement ofthe
Club.
10.2. For Clubinsurancepurposes,all General Committee members aredefinedasthe clubs“KeyDecisionMakers”.
10.3. TheGeneral Committeeshallhavethepower tofill anyOfficer vacancywhich may occur.
10.4. TheGeneral Committeeshallhavethepower toco-optmembers asitconsiders necessary.Thesemembersshall havenovoting rights.
10.5. Thedaytodaymanagement oftheClubshall betheresponsibilityoftheOperational
Committees.
10.6. Operational Committeesmaynominate MemberstoattendanyGeneral Committee meeting. Suchattendeeswill havenovotingrights.
10.7. AnymemberoftheGeneral Committeeshallhavethe righttoattendthemeetingsof anyOperational CommitteesoftheClub.
10.8. TheGeneral Committeeshallmeetonatleastthreeoccasionsayear.
10.9. Ameeting oftheGeneral Committeemaybecalledat anytimebyorder ofthe Chair or ViceChair or byagreement ofthreeoftheClubOfficers,subjectto sevendays notice.
10.10.At all General CommitteemeetingssixClubOfficersshallform aQuorum.
11. AnnualGeneralMeeting
11.1. TheAnnual Generalmeeting oftheClubshallbeheldnolater than1Augusteach year.
12. ExtraordinaryGeneralMeeting
12.1. Twothirds(ormore) oftheGeneral Committeemaycall anExtraordinaryGeneral
Meetingatanytimeforanyspecial purpose
12.2. AnExtraordinaryGeneral Meeting mustbecalledimmediatelyupontherequisitionin writingtotheClubChair byatleasttwentyfive members.Sucharequisitionshall statethepurposefor whichthemeetingisrequired.
12.3. Nobusinessshall betransactedatanExtraordinaryGeneral Meetingother thanthat specifiedinthenotice ofsuchmeetingor incidental thereto.
13. Noticeof GeneralMeetings
13.1. Atleastfourteendays notice oftheAnnual General Meetingor anExtraordinary
General Meetingshall begiveninwritingor byemail toeach member oftheClub.
14. Proceduresat GeneralMeetings
14.1. TheChairshall presideasChair ateveryGeneral Meetinguntil asuccessor is elected.Iffor anymeetinghe/sheis not presentwithinfifteenminutesafterthetime appointedforholdingthemeeting, or ifhe/sheis unwillingtoact asChair,the ViceChairshall preside.IftheViceChairis not present,or if he/sheis unwillingtoactasChair,thosepresentandentitledtovoteshallchooseone of
thePresidents astheirChair,ifoneor bothofthePresidentsarenotpresent,or if theyareunwillingtoact asChair,those presentandentitledtovoteshall choose one oftheir number tobeChair oftheGeneral Meeting.
14.2. Voting:
14.2.1. Eachattendingmember, agedthirteenonthedate ofthemeeting or over, shall haveonevote.
14.2.2. Other organisationsmaysendoneor morerepresentatives,atthediscretion oftheGeneral Committee,butshallhavenovoting rights.
14.2.3. Withtheexception ofamendment or alterationtotheConstitution andRules, all decisionstakenatGeneral Meetingsshall bereachedbyamajorityof votesgivenbyballot orbyshowof hands asdirectedbytheChairofthe meeting.Intheevent of anequalityofvotes,theChair shallhavea secondor castingvote.
14.2.4. Noamendmentor alterationtotheConstitutionandRulesshall be made except ataGeneral Meeting ofwhichduenotice, accompaniedby particularsoftheproposedruleor alteration or amendment,shall havebeen given, andunlessapprovedbyatleasttwo-thirdsofthosepresent, entitled
tovoteandvotingatsuchmeeting.
14.3. NobusinessmaybetransactedunlessaQuorumis presentatthetimethe meeting opened.TwentyfivemembersentitledtovoteshallformaQuorum.
14.4. TheAnnual General Meetingshall conductthefollowingbusiness:
14.4.1. Adoption oftheAnnualReportsprovidedby theOfficersoftheGeneral
Committee.
14.4.2. Adoption oftheStatement ofAccountsfortheprecedingfinancial year as submittedbytheClubTreasurer.TheClubTreasurer will giveafullfinancial update,includingprojectionsfor thenextyear.
14.4.3. Election ofOfficersfor ensuingyear.
14.4.4. Decideonanyresolutions properlysubmittedinwritingor byemail tothe
Chair or Vice-Chairinadvanceofthemeeting.
15. Finance
15.1. TheClubTreasurer shall maintainbudget andaccountsonbehalfoftheClub,and shall allowanyGeneral Committeeofficer toscrutinisetheseondemand.
15.2. All accounts are to be maintained in the name of the club and all cheques are to be signed by two signatories and all electronic payments authorised by two people. The signatories or electronic payment authorisers shall be appointed by the General Committee. The only exception to thiswill be transfers between two accounts in the name oftheClubatthesamebankwhereoneisaninterest bearingdeposit account.Thiscanbecarriedout bytheClubTreasurer alone.
15.3. TheClubTreasurer istoprepareannual accountsmadeupto31Mayeachyear to supportrecommendationsfor subscriptionsandmatchfeestotheGeneral Committee.Annual accountsshall beauditedbyasuitablyqualifiedperson.
15.4. Subscriptionsandmatchfeeswill besetannuallybytheGeneral Committeeby8
Augusteachyear.
16. Minutes
16.1. TheChairshall nominateanOfficer to maintainarecordtobekept ofall resolutionsandproceedingsofall General Meetings andall General Committee Meetings.
17. PaymentsorBenefits
17.1. TheGeneral Committeemayappointpaidpart-timestafffor specificcoachingor developmentprojects.SuchprojectsareatthediscretionoftheGeneral Committee.
17.2. Theappointment of anyandeverypaid member ofstaffshallbereviewedand confirmedona regular basis,atleastannually, bytheGeneral Committee.
18. Dissolution of theClub
18.1. If, atanyGeneralmeetingoftheClub,aresolutionispassedcallingfor the
dissolution oftheClub,theGeneral Committeeshall immediatelyor whenspecifiedin theresolution, proceedtorealisetheassetsoftheclubanddischargeall debtsand liabilitiesoftheclub.Theremainingassetswill betransferredtoanother non-profit makingclubor associationwithasimilaraim andobjectives.
Amended at theMeeting of the: Oxford HockeyClubon 21stJune 2015.
Chair (Print Name): Mike Corran
Secretary(Print Name):Paul Wilson