Welcome to Staines Hockey Club 4 of 5

4. Constitution

1.1. The Club shall be called the Staines Hockey Club.
1.2. The colours of the club shall be light blue and dark blue. Members shall play in the correct club colours when representing the club.
2.1. The aims and objectives of the club will be:
2.1.1 The main purposes of the club are to provide facilities for and to promote participation in the amateur sport of Hockey in the Staines area.
2.1.2 To offer coaching and competitive opportunities in Hockey at all levels of capability
2.1.3. To promote the club and Hockey within the local community
2.1.4 To ensure a duty of care to all members of the club
2.1.5 To provide all its services in a way that is fair to everyone
2.1.6 To ensure that all present and future members receive fair and equal treatment
3.1. Members shall be elected to fill the offices of President, Chairman, Secretary, Fixture Secretaries, Treasurer, Membership Secretary, Men’s Captain, Ladies’ Captain and a Captain for each Saturday, Sunday, indoor and summer team. Other Officers may be appointed as necessary at the discretion of the Committee. All Officers shall retire annually at each Annual General Meeting but shall be eligible for re-election.
3.2. Any member of the Staines Hockey Club may be nominated by the Committee to the office of Vice-President in recognition of the member’s significant contribution to the aims and objectives of the club. The office of Vice President bestows no rights to the holder over than that of their current membership status.
3.3. Candidates for any Officers of the Club or for election as a Vice-President shall be proposed and seconded by members at a General Meeting. The consent of the member shall be obtained before they shall be proposed.
4.1. The affairs of the club shall be managed by a committee consisting of the Officers of the Club. The Committee shall have the power to co-opt any member of the Club to fill any casual vacancy occurring in any year for any special purpose.
4.2. Five members of the Committee shall form a quorum.
4.3. The President of the Club, if present, shall be invited to chair the Committee. Otherwise the Chairman will conduct the meeting. If neither the President nor Chairman is present, the members of the Committee present shall elect one of their numbers to be Chairman for that meeting. The Chairman shall, if necessary, have a casting vote on any vote taken.
4.4. The Committee may appoint such sub-committees as they may deem necessary or expedient and may delegate to them for a specific period as they think fit, such of the powers of the Committee as they may determine, and may co-opt thereto any member of the Club.
5.1. An Annual General Meeting shall be held at such time and in such place as the Committee shall decide as soon after the end of the playing season as possible for the following purposes: –
5.1.1. Receive the draft minutes of the previous Annual General Meeting and any Extraordinary General Meetings held since the previous Annual General Meeting and to adopt such minutes, with or without amendments, as being a correct record of the business transacted at such meeting(s).
5.1.2. Receive the reports of the Officers of the Club and the accounts for the year.
5.1.3. Elect Officers and to appoint not less than two auditors.
5.1.4. Elect Vice-Presidents; suggestions for Vice Presidents shall be sent in writing to the Secretary before the end of February. The Committee will consider all suggestions received and decide which are to be put forward to the AGM.
5.1.5. The AGM may elect a Patron who, unless also elected as an Officer, shall not be deemed to be an Officer of the Club. Suggestions for Patron shall be sent in writing to the Secretary before the end of February. The Committee will consider all suggestions received and decide which are to be put forward to the AGM.
5.1.6. Decide on any resolution that was correctly submitted to the Secretary.
5.1.7. Deal with any specific matter which the Committee desires to bring before the members and to receive suggestions from the members for consideration by the Committee.
5.1.8. Discuss any other business in accordance with the Constitution of the Club.
5.2. All members shall be entitled to attend any Annual General Meeting and Extraordinary General Meeting and to receive fourteen days notice concerning the same and such notice shall specify the matters to be dealt with thereat.
5.3. Fifteen members shall form a quorum.
5.4. The President of the club, if present, shall be invited to chair of the meeting. If the President or the Club Chairman is not present, then the members present shall elect one of their numbers to be Chairman. The Chairman shall, if necessary, have a casting vote on any vote taken.
5.5. All members present shall have one vote, except that in the case of equality of votes, the Chairman shall have a casting vote.
5.6. No member shall propose a resolution at a General Meeting without the consent of the Chairman, unless notice thereof had been given to the Secretary, in writing, not less than seven days before such meeting.
5.7. The Committee may at any time and for any special purpose convene an EGM. They shall also do so upon the requisition, in writing, of not less than ten members stating the purpose for which the meeting is to be convened. All matters with which the Annual General Meeting is competent to deal may be validly dealt with at an Extraordinary General Meeting.
6.1. All club monies will be banked in an account held in the name of the club.
6.2. The Club Treasurer will be responsible for the finances of the club.
6.3. Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two other officers.
6.4. The financial year of the Club shall be from 1st May in one year until 30th April in the year following. The accounts of the club shall be balanced at the end or each financial year and such accounts, duly audited by the Auditors shall be presented by the Treasurer to the Committee as soon as possible following the end of the financial year. If the Committee approves the accounts, a copy thereof shall be made available to all members, who shall be deemed to approve same, unless a resolution disapproving the same shall be passed at the first Annual or Extraordinary Meeting of the Club after the said audited accounts are made available to members.
6.5 All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.’
7.1 Membership of the club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of Hockey. The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating. The club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
7.2 All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted.
7.3 Members will be enrolled as a Full member, an Associate member, a Junior member or a Life member.
7.4 Annual subscriptions shall be determined by the Committee and be approved at a General Meeting.
7.5 The annual subscription year shall be between the 1st of May and the 30th of April. If a member shall have failed to pay their subscription by the end of October, the Committee may at its discretion decide that the member shall not be selected to play until the subscription is paid or ultimately declare that the member shall cease to be a member of the Club. The Committee shall have the power to re-admit such person to membership upon such terms as it thinks fit.
7.6 New applicants shall be expected to organise the payment of their subscription within a month of first applying or by the end of October, whichever is the latter.
7.7 When applicants have paid their annual subscription they shall become members of the Club and shall be entitled to all the privileges of membership.
7.8 The Committee may vary, suspend or reduce the subscription of any member who shall satisfy it that for sufficient cause the member has been unable to make full use of his or her membership.
8.1. Any member may resign from the Club by giving notice in writing to the Club Secretary.
8.2. All complaints regarding the behaviour of members should be submitted in writing to the Club Secretary.
8.3. The Committee will meet to hear complaints within 10 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
8.4. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 5 days of the hearing.
8.5. There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within 5 days of the Secretary receiving the appeal and send notice of the decision to such member.
9.1. The club shall be affiliated to all relevant county, regional and national associations that are deemed relevant by the Committee.
9.2. All games shall be played in accordance with The Rules of Hockey as adopted by the England Hockey.
10.1. The Committee shall be the sole authority for the interpretation of the Constitution. The decision of the Committee on any question of interpretation or upon any matter affecting the Club that is not provided for by this Constitution shall be final and binding on all members.
11.1. The Constitution may be added to, amended or revoked by a Resolution at any General Meeting.
11.2. All proposed changes to the Constitution are to be sent in writing to the Secretary not less than two weeks before any such meeting.
11.3. Constitution changes shall be deemed to have been passed if more than half of those present and voting shall have voted in favour of the Resolution. Non-Playing Vice-Presidents who are not Officers of the Club, Colts and those who are only part-time members (not paying a full subscription appropriate to their age or category) may not vote for the purposes of this Rule.
11.4. It shall be competent for any member present at the meeting to submit an amendment to the proposed alteration. In the event of such amendment being seconded and carried it shall be competent for the meeting to adopt the proposed alteration as amended in lieu of the original proposition.
12.1 A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
12.2 Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body for use by them in related community sports.
12.3 In the event of dissolution, any assets of the club that remain will become the property of England Hockey.
13.1 Staines Hockey Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.