East London Hockey Club Constitution adopted at Annual General Meeting on 31 March 2007

  1. NAME

    The name of ‘the Club’ shall be the East London Hockey Club, hereafter called ‘the Club’. The Club will be affiliated to the England Hockey, the Essex Hockey Association, Police Sport UK and the East Region Hockey Association. The name of the Club when on tour is “The Untouchables”.

  2. AIMS AND OBJECTIVES

    1. To organize, promote, encourage and foster the growth and development of hockey at all levels through coaching via club and schools in leagues, tournaments, and friendly matches.
    2. To seek member support, finance and sponsorship promotion to further the aims and objectives of the Club and to offer equal sporting opportunities to all.
    3. To partake, where appropriate, in Police Sport UK activities.

  3. MEMBERSHIP OF THE CLUB

    1. Membership shall be open to any person irrespective of nationality, religion, race, sex, sexual orientation or age who has completed a registration form and paid due monies by the appropriate time. The list of members will be recorded by the Membership Secretary and available to the Executive Committee.
    2. All members shall be subject to the rules of the Club.
    3. Membership can be refused or revoked and members suspended for misconduct by an internal disciplinary hearing run by the Chairman. The Club’s Child Welfare Officer may temporarily suspend a member in accordance with the Club’s Child Protection Policy. Suspended members may not act in any way on behalf of the Club but can make a written appeal to be decided upon by the Executive Committee within 28 days. There will be no refund of subscription fees.
    4. Honorary life membership is available to nominated and approved individuals who have provided a significant and long-standing contribution to the Club. No annual subscription is payable by honorary life members.
    5. Short term membership of the Club is granted to persons touring under the name of The Untouchables upon payment of an additional premium. The period of membership is limited and shall be defined by the tour organizer.

  4. PRESIDENT

    1. Subject to (b) below, the President of the Club shall remain in post for such time as is deemed appropriate by him/her.
    2. In the event of illness, misconduct or some other compelling circumstance affecting the President’s ability to serve, a meeting of the Executive Committee would then be responsible for the appointment of a new President from among the membership of the Club. This is to be decided by a show of hands and a simple majority decision.
    3. The role of the President will be to offer guidance and advice to the Executive Committee and he/she will retain the right to ask the Executive Committee to review and reconsider any decisions or policies that may affect the smooth administration of the Club. However, after any due reconsideration, the decision of the Executive Committee will be final.

  5. STRUCTURE OF THE EXECUTIVE COMMITTEE

    1. The Executive Committee shall consist of: Chairman, Secretary, Treasurer, Fixture Secretary, Social Secretary, Membership Secretary, League and Umpire Liaison Officer, Child Welfare Officer, Club Captains and Team Captains.
    2. A quorum of five members must attend each Executive Committee meeting.
    3. The Executive Committee shall have the power to co-opt members onto the Executive Committee as and when required to achieve the aims of the Club. Co-opted Executive Committee members shall have full voting rights.
    4. All Executive Committee members will serve until the AGM after their election or co-option.
    5. Each Executive Committee member shall have a single vote on a show of hands. All decisions of the Executive Committee, put to a vote, shall be decided by a simple majority. In the event of a tie the Chairman shall have a further casting vote.
    6. If an Executive Committee member fails to attend at four (4) consecutive meetings, without giving satisfactory reason in advance to the Secretary or submitting their reasons in writing, the Executive Committee shall have the power to remove the said member from office and appoint or co-opt a substitute.
    7. Tour organizers will be granted ex officio status on the Executive Committee, with full voting rights, for the duration of the event, including its organization.

  6. ELECTION OF OFFICIALS / GENERAL MEETINGS / EXECUTIVE COMMITTEE MEETINGS

    1. Notification of every General Meeting shall be given a minimum of 14 days in advance in writing or by E-mail to all members and shall be published on the Club website.
    2. The posts to be elected at the Annual General Meeting (AGM) shall be those listed in Clause 5(a) above.
    3. Items for the agenda must be submitted in writing, to be received by the Secretary no less than 7 days prior to the AGM, or on the day by agreement of the meeting.
    4. All nominations for Executive Committee members must be received by the Secretary 7 days prior to the AGM, or on the day by agreement of the meeting.
    5. Executive Committee members may be parents or guardians of players from any team players that are 16 years or under at the date of the AGM.
    6. An Extraordinary General Meeting (EGM) may be requested by the Executive Committee, or by twelve playing members in writing to the Chairman.
    7. Executive Committee meetings shall be open to all current playing members from any team who are over 16 years of age, and to parents or guardians of players under that age. However they will have no voting rights.

  7. EXECUTIVE COMMITTEE MEMBER’S RESPONSIBILITIES

    1. Executive Committee members must act in the best interests of the Club.
    2. It will be the Secretary’s responsibility to take and distribute minutes at all meetings, and to attend to all other administration work as required.
    3. All correspondence, press releases or communications should be agreed at meetings and co-ordinated through the Secretary. At other times, in extreme circumstances, this can be done with approval of 3 Executive Committee members. In such circumstances the Secretary must be notified at the earliest opportunity.
    4. It is expected that all Executive Committee members will ensure the health and safety, and be aware of potential hazards, which may affect the players and the public.

  8. FINANCE AND ACCOUNTS

    1. The financial year shall run from September to August.
    2. The Treasurer will be responsible for the preparation of the annual Statement of Accounts, which will be presented by the Executive Committee at the AGM.
    3. The accounts shall be subject to examination by any member giving 7 days’ notice in writing.
    4. The income of the Club, howsoever obtained, shall be used solely towards the aims and objectives of the Club. No portion shall be paid, transferred (either directly or indirectly) by way of dividend, or otherwise by way of profit, to members.
    5. However, there may be payment in good faith, of reasonable and proper remuneration to any member of the Club in return for services rendered. All such payments must be agreed at an Executive Committee meeting.
    6. No member or Executive Committee member shall cause the Club to enter into any financial or other commitment without consultation with, and the agreement of, the Executive Committee.
    7. All monies belonging to the Club shall be kept in a bank/building society account named ‘East London Hockey Club’.
    8. All withdrawal forms completed for withdrawals from that account must be signed by one of two signatories. The Executive Committee will appoint those signatories.
    9. Decisions regarding purchases for the Club which are over £100 must be made at an Executive Committee meeting, or with written agreement of three or more Executive Committee members. Purchases under £100 can be made at the discretion of the Treasurer.

  9. CODE OF CONDUCT AND RULES

    The Club may adopt or vary a Code of Conduct and Club Rules, at an Executive Committee Meeting, an AGM or an EGM.

  10. DISSOLUTION

    In the event of the dissolution of the Club, any monies remaining after all outstanding debts have been paid will be shared between any worthy charitable organizations. Any equipment / assets owned by the Club will be sold and the monies dealt with as above, or the Executive Committee may donate the equipment / assets for charitable cause.

  11. HEALTH AND SAFETY

    It is the responsibility of all players, supporters and coaches and all third parties to maintain their own health and safety when having interaction with the Club.

  12. AMENDMENT AND INTERPRETATION OF THE CONSTITUTION

    1. Any alterations to the Constitution may only be agreed at the AGM or an EGM convened for that purpose, and shall require the approval of two-thirds of those present and voting.
    2. The Executive Committee shall have the power to legislate upon any point not provided for in the Constitution, the Club Rules or the Code of Conduct.