|
YARDLEY HOCKEY CLUB
(Formerly
Birmingham Municipal Hockey Club: Founded 1932)
Constitution
the
yardley hockey club constitution may only be altered at a Club Annual General
Meeting or E.G.M.
Any
alteration must be supported by the votes of TWO-THIRDS in attendance at the
meeting.
1.
The Club
1.1
The Club shall be called
YARDLEY HOCKEY CLUB (hereinafter called the Club) and will be affiliated to
HOCKEY
ENGLAND
.
1.2
The
purpose of the Club is:
·
To promote hockey for all members
within which the promotion of youth hockey will be a high priority.
1.3
The aims and objectives of the Club will be:
·
To offer Club members and associate
members of all abilities the opportunity to play competitive (league) and
non-competitive (friendly) hockey irrespective of age, gender or race.
·
To promote the playing of hockey,
and through this the well being of the Club, to young people throughout the City
of Birmingham and beyond and in particular in the Small Heath, Saltley, Yardley
and Kitts Green neighbourhoods through the establishment of a School/Club Hockey
Academy.
·
To manage the financial and
administrative affairs of the Club effectively and to ensure that all actions
comply with the non-profit making ethos of the Club. In particular to ensure
that only such monies as are considered necessary by the Management Committee
for the efficient running of the Club are raised from Club members and through
Club sponsorship.
·
To ensure a duty of care to all
Club members, to provide services and opportunities that are open to all and
that ensure equal treatment for all present and future Club members.
2.
Club playing colours and
insignia
2.1 The
colours of the Club shall be red shirts and red socks (home) white shirts and
white socks (away). The Club Badgers
may play in orange shirts and red socks (home) and white shirts and white socks
(away). All sides shall play
in white shorts (home and away)
2.2
The Club Badge shall be as depicted at the top of this document.
3.
Membership
·
Full Membership shall be defined as
members playing or non-playing who have paid the
appropriate membership fees or who have been granted life membership.
Young players will be Associate Junior Members until such time as the Management
Committee determines that they shall become full Club members. The Management
Committee may grant non-voting membership to other non full members as it sees
fit.
·
Full Membership of the Club shall
be open to all subject to the approval of the management committee and where the
appropriate league rules regarding transfer of players have been observed.
·
All members will be subject to the
regulations of the Constitution and by joining the Club will be deemed to accept
these regulations and the codes of conduct that the Club has adopted.
·
The Management Committee has the
power to remove membership from any member whose actions it deems may bring the
club into disrepute or where in the committee’s view continued membership is
not conducive to the aims and ethos of the Club. An individual’s membership
may be terminated only by a resolution supported by at least two thirds of
members attending a Management Committee. The
decision of the Management Committee will be conveyed to the member in question
in writing within seven days of the meeting. An individual shall be afforded the
right to appeal to the Management Committee within seven days of receiving the
Management Committee’s intention to terminate their membership and the formal
process and decision will be reviewed by the Management Committee whose decision
is then final.
·
Any individual member may make a
complaint regarding the behaviour of another member or members.
This should be submitted in writing to the Club Secretary.
The Management Committee will meet to hear the complaint within fourteen
days of its being lodged and will follow the same disciplinary and appeals
procedure.
4
Annual General Meeting
4.2 Only current members may attend
the Annual General Meeting unless permitted by the Chairman and agreed by the
meeting. Only current club members
will be allowed to vote.
4.3 A
Quorum shall be one quarter of the current Club playing membership.
4.5
The annual report should include reports on all club activities during
the course of the season.
The
annual report must include a copy of the income and expenditure account and
balance sheet for the current year.
Full accounts should be open for
inspection at the meeting by any current Club Members.
The
Annual General Meeting shall be asked to approve the Annual Report, which will
include the setting of an annual subscription and match levies.
The report may also contain any recommendations approved by the
Management Committee.
4.6 All officers of the Club will
retire each year but will be eligible for re-election at the Annual General
meeting. The Annual General Meeting may normally elect the following.
The Club Chairman
The Club Vice Chairman.
Hon Team Secretary
Hon. Secretary
Publicity Officer
Hon Treasurer
Club Hockey Adviser
Hon Fixture Secretary
Umpires Secretary
Health and Safety Officer
Child Protection Officer
Junior Coach
Representative to the Co-op
Management Committee
Captains for all club sides
Four Club members to serve on
Management Committee
One club Member to serve on the
Selection Committee
Two Scrutineers
Representatives to
Midlands
County
Hockey
Association and
Worcestershire
County
Hockey Association
Some of the above posts may be
combined.
In the event there being more
than one nomination for any post a secret ballot will take place and the name or
names of those successful in the ballot will be announced to the meeting.
Postal
nominations for elected posts correctly proposed and seconded by club members
may be accepted at the Annual General Meeting provided the club secretary
receives them at least seven days prior to the meeting.
Postal votes for any resolution appearing on the agenda may be accepted
provided they are submitted to the club secretary at least seven days prior to
the meeting.
In
the event a position on the Management Committee is not filled at the A.G.M. the
Management Committee may fill it subsequently at their discretion.
All motions and elections may be
passed with a simple majority with the exception of those that
5.
Committees
The Management Committee and the
Selection Committee constituted as follows will be charged with the
administration of the club. Both
Committees will be held accountable to an Annual General Meeting.
5.1
Management Committee.
The Management Committee shall be constituted as follows:
·
The Honorary Officers of the Club:
namely, The Club Chairman; the Club Vice-Chairman; Hon. Secretary; Hon.
Treasurer; Hon. Fixture Secretary; Hon. Team Secretary; Publicity Officer; Club
Hockey Adviser, and Umpires Secretary (The
Chairman or Vice Chairman of the club shall be, ex-officio, members of and
empowered to take the chair at all committees and sub-committees).
·
The Captains of each club side.
·
Four additional club members
elected at the Annual General Meeting
5.2
A Management Committee quorum shall consist of eight members, which must
include four officers.
5.3
Minutes of meetings shall be produced by the Hon. Secretary and may be
made available to any member of the club upon a reasonable request.
5.4
The Management Committee is required to meet on at least four occasions
in the period between one AGM and the next. Any Members of the Management
Committee being absent at three consecutive meetings, notwithstanding offering
an apology for absence, shall be deemed to have vacated their position but may,
if the Management Committee decide, be co-opted for the period of time until the
next Annual General Meeting. The
Management Committee may, at its discretion, offer a leave of absence for a
period not exceeding three consecutive meetings to any Member.
Such leave of absence may be offered retrospectively.
5.5
The Management Committee has the power to fill any vacancy that may arise
on either the Management Committee or Selection Committee or to co-opt any
member temporarily or permanently thereto. Co-opted members of committees have
no voting rights and shall serve until the next Annual General Meeting.
5.6
At least seven days notice shall be given of meetings and such notice
shall include minutes of the previous meeting together with an agenda.
Items for inclusion on the agenda may be submitted by any club member
provided such submissions are notified to the club secretary at least 14 days
prior to the next scheduled meeting.
All
motions may be passed with a simple majority other than those that appear
elsewhere in the constitution the chairman having the casting vote.
The Management Committee will be
responsible for producing any new policies, codes of conduct and rules that
affect the organisation of the Club that do not require approval at the Annual
General Meeting. The Management Committee may set up sub-committees whose
constitution and responsibilities will be determined by the Management
Committee.
The Club Chairman may reserve to the
Management Committee such authority, as he should deem desirable to facilitate
the efficient administration of the club. These
powers must not conflict with the club constitution and can be negated by an
Extraordinary General Meeting or the Annual General Meeting.
The Club Chairman has powers to act on urgent business between meetings
and will report any such actions to the Management Committee at the next
available meeting.
Selection
Committee.
Constituted as follows:
·
The Club Chairman, the Club Vice
Chairman, Team Captains or their representatives, Hon Team secretary, Club
Hockey Adviser and one elected club member.
The Selection Committee will normally
meet once a week during the winter season.
The Selection Committee will select the
required teams within the guidelines of a selection policy agreed by the
Management Committee.
All
motions may be passed with a simple majority other than those that appear
elsewhere in the constitution the chairman having the casting vote.
The
Hon. Team Secretary will be responsible for notifying players.
The
Hon Team Secretary in consultation (where possible) with team captains will be
responsible for changes to selected sides due to unforeseen circumstances.
The Fixture Secretary will confirm
venues, times and cancellation or creation of fixtures.
The Hon Umpires Secretary will be
responsible for the notification of designated umpires.
The Selection Committee has the power
to deselect members for a limited period. Reasons
for temporary deselecting are financial in accordance with any regulations
agreed at the Annual General Meeting or disciplinary, in accordance with
selection policy and the English Hockey Rules on discipline.
Any action taken by a club member contrary to the aims and ethos of the
club could result in temporary suspension. Any
deselecting must be reported to the next Management Committee Meeting.
6.
Finance
6.1 The Hon. Treasurer will be
responsible for maintaining such accounts and records in the name of the Club
that will amalgamate into an income and expenditure account and balance sheet.
All grants or donations for specific purposes must be accounted for in
dedicated accounts. These will be
completed annually in May or April. The Treasurer will close the account books
for the season in readiness for the preparation of the accounts not later than
the last Saturday in April.
6.2
Two scrutineers shall be responsible for examining and certifying the
accounts of the club. This should be undertaken annually in March or April
before the A.G.M.
6.3
The club bank accounts
must be arranged such that two signatures out of three are required for access.
The
signatories should be any two of the following: The Club Chairman; the Club Vice
Chairman, the Hon. Secretary and the Hon.Treasurer plus one member of the
Management committee who is not an officer of the Club.
7.
Extra-ordinary general meetings
7.1 The Hon Secretary shall call an
Extraordinary General Meeting of the club on the written request of twenty five
percent or more of the current membership. The
reason for calling the meeting must be clearly stated in the request and notice
convening the meeting. Fourteen days
notice must be given and only the items stated on the calling notice can be
considered.
7.2
A Quorum shall be one quarter of the current club membership.
The
meeting will be chaired by the Club Chairman or Vice Chairman.
8.
In
the event it is proposed Yardley hockey Club close
8.1 In the event the club should
cease to exist an Extraordinary General Meeting shall be called by the
Management Committee in order to confirm closure.
Any resolution must be supported by at least two thirds of those
attending the meeting.
8.2 A
Quorum shall be one quarter of the current club membership.
A full set of accounts signed by the current scrutineers must be
circulated with the calling notice and tabled at the meeting.
8.3 On agreement that Yardley Hockey
Club cease to exist the following financial arrangements will be undertaken by
the treasurer and supervised by the Management Committee and the Scrutinisers.
(a)
Club assets will as far as
possible be converted into cash.
(b)
All financial liabilities
will be discharged
(c)
Any monies remaining from
donations or grants must be returned to donors.
8.4 A
second Extraordinary General Meeting shall be called by the Management
Committee.
The meeting will be asked to approve the procedures taken by the Management
Committee.
In
the event this fund is closed monies should be donated to a suitable
organisation or organisations which are involved in the development of youth hockey.
The
meeting will decide on a suitable organisation and the destination of any
remaining assets.
All Club
Bank Accounts will be closed
9.
In the event it is proposed Yardley Hockey
Club
amalgamate
with another club
9.1 In the event the club should
propose an amalgamation with another club an Extraordinary General Meeting shall
be called by the Management Committee in order to confirm an amalgamation. Any
resolution must be supported by at least two thirds of those attending the
meeting.
9.2
A Quorum shall be one
quarter of the current club membership.
9.3
A full set of accounts
signed by the current scrutineers must be circulated with the calling notice and
tabled at the meeting.
On
agreement that Yardley Hockey Club amalgamate with another club the following
financial arrangements will be undertaken by the treasurer and supervised by the
Management Committee and the Scrutinisers.
(a)
All financial liabilities will be discharged
(b)
Any monies remaining from donations or grants must be returned to donors.
9.4 A
second Extraordinary General Meeting shall be called by the Management
Committee.
The meeting will be asked to approve the procedures taken by the Management
Committee.
The meeting will decide whether all or part of the club assets will be joined
with the amalgamating club. In the event this fund is closed
monies will be donated to a suitable organisation or organisations which are involved in the
development of youth hockey.
The
EGM can, if it wishes, in these circumstances, decide that the amalgamated club
is the appropriate organisation to receive the club's assets.
All Club
Bank Accounts will be closed
CLUB
HONouRS
A.
Club
Awards
The
Club may decide to award honours to members.
These may take the form of individual honours in the form of Trophies,
cups, shields etc. or collective honours to a particular side or group of
members. In no circumstances may
money be awarded. All such awards
will be subject to Management Committee approval.
The
Management Committee may delegate responsibility for granting individual awards
to The Club Chairman. In this event
the Chairman will be required to consult the relevant club members.
B.
Club
Colours.
Club
colours will be the second most prestigious award the club can bestow on
members.
The
Management Committee will recommend the award of club colours to the Annual
General Meeting.
Club
colours should not normally be awarded solely for playing ability.
In awarding colours the club should consider services to the club over a
period of time.
The
Annual General Meeting can only make this award on the recommendation of the
Management Committee.
Club
colours, normally awarded annually, need not be bestowed in any given year if it
is decided there are no suitable candidates
C.
Life
Members
Life
Membership is the most prestigious award the club can bestow on one of its
members.
The
Management Committee will recommend the award of life membership to the Annual
General Meeting.
Life
Membership can only bestowed on a member who has given outstanding service to
the club over a considerable number of years.
This
Award can only be made by the Annual General Meeting on the recommendation of
the Management Committee.
Life
Membership, normally awarded annually, need not be bestowed if the Management
Committee decides there are no suitable candidates.
DECLARATION
This
constitution was adopted at the Annual General Meeting held at the Co-op Sports
and Social Club, Barrows Lane, Yardley on
May 23rd 2005
.
Recent
revisions were approved at the Annual General Meeting held at the Co-op Sports
and Social Club, Barrows Lane, Yardley on May 18th 2009
Yardley
Hockey Club hereby adopts and accepts this Constitution as a current operating
guide regulating the actions of members.
| 
