Inverurie Hockey Club
Constitution of Inverurie Hockey Club
This amended constitution was presented at the EGM on Saturday the 13th of December 2008, held at the Hopeville Social Club, Harlaw Road, Inverurie.
All previous constitutions will be revoked on acceptance.
1. Name
The Name of the organisation shall be Inverurie Hockey Club herein after referred to as the “Club”.
2. Objectives
The Club is established to pursue the following objectives:
a) Participation in the sport of Hockey with affiliations to the National Governing Body, Scottish Hockey Union Limited herein referred to as “Scottish Hockey” and host district the North District Union of The Scottish Hockey Union Limited. Herein referred to as “North District”
b) To encourage interest in Hockey, in Inverurie and the surrounding Garioch Area.
c) To promote and maintain the highest standards of technical competence and safety.
d) Uphold the rules of the sport.
e) Provide equal opportunities for successful participation by all section of the community.
f) The club is run as a non-profit organisation; any surpluses accrued in a financial year will be re-invested into the club and shall not be distributed to the members.
3. Affiliation
The Club shall be affiliated to Scottish Hockey and North District. The Club will also affiliate with any other sporting body deemed essential for the objectives of the Club to be met.
4. Membership
All members are subject to the Constitution of the Club and the regulations of Scottish Hockey and North District.
a) Membership of the Club is open to all individuals provided they comply with this Constitution.
b) No person shall be refused membership on the grounds of race, colour, creed religion, sex sexual preference, impairment or disability.
c) All applications for membership shall be accompanied by the appropriate annual membership fee, which shall thereafter be payable on demand or by completion of Direct Debit form from the treasurer.
d) Each fully paid up member or a member paying by instalments via the Clubs Direct debit scheme shall be entitled to attend and vote at General or Annual general meetings.
e) Members shall be enrolled on one of the following categories:
I. Playing Adult Full
II. Playing Adult Casual ( 3 games per season max )
III. Non Playing Adult, Coach , Umpire.
IV. Non Executive Office Bearer.
V. Veteran Over 60.
VI. Playing Student U18 or in full time education.
VII. Playing Junior
f) The Committee shall maintain an up-to-date register of the members, which shall not be available for unrestricted public inspection. This list however will be made available to Scottish Hockey when requested and will be a record of participating players, coaches, officials and volunteers.
5. Suspension, Refusal or Termination of Membership
a) The management committee shall be entitled to :
I. Refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the club as set out in rule 2 of this constitution.
II. For good and sufficient reason to refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the full management committee before a final decision is made.
b) The member may apply for reinstatement at the next general meeting.
c) Any member who fails to pay their fees or enter into an agreement with the clubs Direct Debit scheme, shall forfeit their rights to representation on the management committee and at general meetings, and shall be suspended from taking part in any event under the control of the club until such fees are paid.
d) Any new member transferring to the club from any other club affiliated to Scottish Hockey must ensure any outstanding fees are paid to the departing club and all documentation completed before acceptance to the club.
e) Any member under suspension shall be barred from taking part in any match or event under control of the club.
f) The management committee shall inform the member in writing of any decision to terminate their membership.
g) Notification of the termination of a membership will be forwarded to the Governing body.
6. General Meeting
a) Annual General Meeting (AGM)
The AGM shall be held each year at the end of the playing season and a minimum of eight working days prior to the Scottish Hockey North District AGM.
The Secretary shall, not fewer than fourteen clear days before the AGM, send to all Members entitled to attend the meeting a notice in writing specifying the place, date and time of the meeting.
Notice of a meeting can include a letter delivered by hand or by postal service or by electronic mail to the members recorded e-mail address.
Accidental omission to give proper notice or the non-receipt of such a notice shall not invalidate the proceedings at any Meeting.
Business for inclusion on the agenda for the AGM shall be intimated to the Secretary in writing not fewer than four clear days before the Meeting. This will include the following.
I. Receive and confirm the minutes of the previous AGM.
II. Presentation of the Clubs financial accounts for the year.
III. Presentation of projected financial situation for the forthcoming year and the setting of all fees.
IV. Presidents Report
V. Team Captain reports
VI. Election of Officers to the Management Committee
Nine members shall be the quorum of the AGM.
b) Extraordinary General Meeting
Where it is felt that an issue should be dealt with by the whole club membership, and not just the management committee, providing the AGM is not imminent, an EGM may be called. The calling of such a meeting shall be at the discretion of the management committee agreed by two thirds of the committee or by the chairman. An EGM may be called if one third of the memberships declare in writing to the secretary.
The secretary shall, not fewer than fourteen clear days before the EGM, send to all members entitled to attend the meeting a notice in writing specifying the place, date time and the business of the meeting.
Notice of a meeting can include a letter delivered by hand or by postal service or by electronic mail to the members recorded e-mail address.
Accidental omission to give proper notice or the non-receipt of such a notice shall not invalidate the proceedings at any Meeting.
Nine members shall be the quorum of the AGM.
7. Rules for General Meetings
A minimum of fourteen days notice in shall be given to all members.
All members shall register with the Secretary prior to the start of the meeting.
The President shall take the chair at the AGM. In his/her absence the Vice President, if appointed or 1st XI Captain (either Mens or Ladies) shall take the chair. In the absence of these officials, the chair shall be filled by a member chosen by the meeting. The Chairperson of the meeting shall be entitled at all times to vote and to move or second motions or amendments. In the event of a tied vote the Chairperson shall also have a casting vote.
Each member present shall have one vote on any matter on which the meeting may decide. No proxy votes will be accepted at any meeting.
All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
The quorum of an AGM will be nine members.
The Secretary shall take minutes of the AGM, prepare a written copy and present to assembled members at following AGM, whereupon Chairperson shall approve the minutes along with the minutes from any Extraordinary General Meeting, hereafter referred to as EGM, that occurred in the intervening period.
8. Election of Club Management
The members of the management committee shall be drawn from the membership, as defined in clause 4 of this constitution.
Candidates shall be elected by a majority vote of members present at the AGM.
All nominations of candidates for election shall:
I. Have the consent of the Nominee
II. Be in writing and received by the secretary prior to the notice of the meeting
III. Be seconded by another member of the Club
Uncontested posts may be filled by nominations and election at the AGM or at a future management committee meeting.
The club shall be governed by an elected Committee, consisting of the following posts:
President
Vice-President (optional)
Mens 1st XI Captain & Vice Captain
Mens 2nd XI Captain & Vice Captain
Ladies 1st XI Captain & Vice Captain
Ladies 2nd XI Captain & Vice Captain
Treasurer
Secretary
North District Representative
Child Protection Officer
Non Executive Office Bearers may also be appointed, at the discretion of the Committee. These posts may include Fundraising Organiser, Youth Contact etc.
Where more than one of the above posts is held by a single person, that person shall still have only one vote on the Committee. When this would result in the Committee being less than five, the number shall be made up to five through the addition of an Executive Member.
The composition of the Committee shall be that a minimum of eight Committee members must be active playing members of the Club.
All Committee members and Non Executive Office Bearers, if so designated, shall be appointed annually at the Annual General meeting of the Club. Appointments shall be for one year only but all officials shall be eligible for re-election.
Management Committee Meeting
During the hockey season and beginning not later than September, the Committee shall on the third Thursday of each month, or agreed by majority of the management committee a more suitable time, meet to fill vacancies when such occur, and to transact all necessary business.
If different from date agreed at last meeting, the Secretary shall not fewer than three clear days before any Committee Meeting, inform each Committee member of place, date and time of the meeting.
Six shall be the quorum of the Committee.
The president shall take the chair at the meeting. In his/her absence the Vice President, if appointed or 1st XI Captain (either Mens or Ladies) shall take the chair.
Each Committee member present at the meeting shall have one vote on any matter on which the committee may divide. In the event of a tied vote the Chairperson shall also have a casting vote.
Team Selection
The Committee shall delegate its duties with regard the selection of teams to represent the club, to a selection committee consisting of the respective Captain and Vice Captain of each team. The decision of the selection committee shall be final with regard to team selection. In matters of team selection the interests of the 1st XI teams shall take precedence.
9. Finance
a) The income and property of the Club, however derived shall be applied solely towards the objectives of the Club as set out in Rule 2 of this constitution.
b) The club shall have the power to raise money by means of yearly affiliation fees and match fees as determined by the Management Committee at the AGM.
c) All monies shall be lodged in a bank account in the name of the club.
d) The Chairperson, treasurer and one other shall be authorised signatories to sign cheques on behalf of the club, of which two signatories shall be needed, one of which must be the treasurer.
10. Amendments to this constitution
Any Member desiring to move an amendment to this constitution must give written notice to the secretary no less than fourteen clear days before the AGM/EGM. Notification of the proposed amendments shall be sent to all Members entitled to attend the meeting at the same time as the notice of the meeting. The proposed amendment(s) will then be considered and voted on at the meeting. Such amendment(s) shall not come into operation unless ratified by a majority of not less two-thirds of the members at the meeting.
11. Dissolution of the Club
a) Any resolution to dissolve the club may be passed at any General meeting provided that:
I. The terms of the proposed resolution are received by the secretary at least forty two days before the meeting at which the resolution is to be brought forward and that
II. At least fourteen days of the proposed resolution shall be given in writing by the secretary to all members and that
III. Such a resolution shall receive the assent of two thirds of those present and entitled to vote.
b) Upon dissolution of the club, after all club and trustee liabilities have been cleared, all remaining financial and material assets shall be given or transferred to the Scottish hockey North District, as determined by the meeting, to be employed for the development of the sport.
12. Declaration
It is hereby certified that this document represents a true and most up to date version of the Constitution of Inverurie Hockey Club.
SIGNATURES
Chairperson …………………………………………………
Secretary …………………………………………………
Date …………………………………………………
13. Document Control
Version / Contents / Author / Date0.1 / Amendments of Constitution for grant application acceptance / J Chapman / 16/11/08
0.2 / Considered at Management Meeting / J Chapman / 17/12/08
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