The Annual General Meeting of East London Hockey Club will be held at 6pm on Saturday 2 April 2011 in the New Globe, Mile End Road.  Members may propose items for the agenda, by notifying the Secretary in writing by Saturday 26 March.

 

The meeting will begin with a review of the year and reports.  There will be a proposal to amend the Constitution to reflect that this is no longer a police club: to omit “Police Sport UK” from Clause 1, in the list of bodies to which the Club is to be affiliated; and in Clause 2, Aims and Objectives, to omit (c), which reads “To partake, where appropriate, in Police Sport UK activities”.

 

These positions will be up for election and any member may stand for any post, as may the parent or guardian of any player under 16.  Nominations may be delivered in writing by Saturday 26 March, to ensure being able to stand.  Late nominations may be allowed, even at the meeting, for any post where none have been received by close of nominations.

 

Notice of agenda items, and nominations, should be delivered to the Secretary Joe Fryer or emailed to him at joseph.fryer@yahoo.co.uk.

 

These posts open for election at the AGM and a brief description of their duties follows.  (The last 5 posts are not on the Executive Committee.)

 

Chairman

 

• Chair Executive Committee meetings, AGMs, EGMs and disciplinary hearings
• Manage Executive Committee
• Assist in the development of the Club
• Liaise with all external parties
• Networking

 

Secretary

 

• Arrange Executive Committee meetings
• Minute and distribute minutes of Executive Committee meetings
• Assist in the development of the Club
• Co-ordinate all correspondence on behalf of the Club

 

Treasurer

 

• Responsible for Club accounts
• Payment of all club expenses on time
• Recording of all club income
• Chasing of debt, issuing receipts or debt letters
• Bank reconciliation
• Arrange Insurance
• Payment of all affiliation fees
• All other ad hoc accounting queries

 

Fixture Secretary

 

• Book pitches for fixtures, liaising as necessary with other clubs using the same pitch
• Register club fixture data on Essex Website
• Register club fixture data on East Website
• Register club fixture data on England Website (If applicable)
• Liaise with opponents re away and home fixtures, times, dates, venues etc.
• Liaise with team captains re fixtures, times, dates, venues etc.

 

Social Secretary

 

• Arrange Christmas party and end of season dinner
• Arrange hockey tours
• Arrange social events throughout the season

 

Membership Secretary

 

• Collate all membership data
• Produce procedures for safeguarding of membership data
• Produce procedures for communication of membership data with team captains and Executive Committee members
• Supply all league representatives with fixture cards
• Collate statistics – top goal scorer, man of the match etc
• Work with Treasurer on accurate accounting of match fees and club subs collected on weekly basis
• Ensure all members of the Club have been informed of:
  • Club Constitution
  • Child Protection Policy
  • Equity Statement
  • Code of Conduct

 

League Liaison Officer

 

• Act as the point of contact between the Club and leagues
• Register club data on Essex Website
• Register club data on East Website
• Register club data on England Website (if applicable)
• Act as the club disciplinary officer, viz. in cases of red cards or other matchday conduct justifying red card, acting as point of contact between player concerned, Club and county disciplinary administrator, keeping all concerned informed of procedures

 

Umpire Liaison Officer

 

• Register umpires with Essex Hockey Umpiring Association
• Maintain up to date list of umpires on East website
• Liaise with club umpires re home and away games
• Liaise with opponents re home and away games
• Assist and arrange Level 1 umpire courses, assessments, coaching

 

Child Welfare Officer

 

• Take responsibility for implementing Club’s Child Protection Policy (“the Policy”)
• Take specific responsibility to safeguard children and young people within the Club
• Ensure all captains and coaches are vetted in accordance with the Policy
• Co-ordinate implementation of Club Child Welfare implementation plan
• Promote best practice within the club
• Maintain contact details for local police, social services and child helpline
• Be the first point of contact for coaches, other volunteers, players, parents/carers and children/young people where concerns about child welfare, poor practice or child abuse are identified
• Implement Club’s reporting and recording procedures
• Ensure confidentiality is maintained
• Be the first point of contact with England Hockey’s Child Welfare Officer
• Must have knowledge of:
  • England Hockey’s Child Welfare Policy and Procedures
  • Core legislation, Government guidance and national framework for child protection
  • Roles and responsibilities of local statutory agencies
  • The Policy
  • Club Equity Statement

 

Team captains (men’s 1stto 5th, ladies’ 1stto 3rdand mixed)

 

• Organise a team for weekend games
• Organise an umpire for Saturday games
• Arrange teas for home games
• Ensure East/Essex team sheets are completed in accordance with East/Essex rules
• Ensure all players have differently numbered shirts and Club socks and are prepared to play in away kit if need be
• Ensure all players behave themselves on and off the pitch as stated in Club code of conduct
• Ensure East/Essex team sheets are signed and completed after games
• Phone in results for home games before cut off time
• After home games, post East/Essex team sheets to league manager to arrive by following Wednesday
• Make sure all match fees/subs from players are collected either by yourself or an appointed person and passed over to the Treasurer on a timely basis
• Complete Club team sheet with goal scorers, results, match fees/subs collected, expenses etc
• Inform team of any decisions made by the Executive Committee on timely basis

 

Men’s Club Captain

 

• Be available for male players to discuss issues within the Club
• Advise, assist and counsel male players, confidentially if required
• Bring forward to the Executive Committee issues relating to the welfare of the Club and its players, of his own initiative or as raised with him by members

 

Ladies’ Club Captain

 

• The like duties in respect of female players

 

Youth Development Officer

 

• Co-ordinate the recruitment and development of children and young people within the Club
• Act as the first point of contact with schools and with parents/carers
• Develop opportunities for young players to train and play hockey within and for the Club and, with the approval of the Executive Committee, as hockey players outside the Club

 

Press and Publicity Officer

 

• To promote the Club and report its activities in the press and elsewhere

 

Sponsorship Secretary

 

• To be responsible to the Executive Committee for making and maintaining contact with sponsors, potential sponsors and grant making and funding institutions

 

Webmaster

 

• Ensure Club website has most up to date information on Club at all times and is in working order

 

Kit officer

 

• To maintain an inventory of Club kit, a list of kit required, and a timed and costed plan to buy all kit required
• To source and arrange the purchase of all kit required
• To take orders directly and via captains to ensure members may appear in club colours in all fixtures

The Annual General Meeting of East London Hockey Club will be held at 6pm on Saturday 2 April 2011 in the New Globe, Mile End Road.  Members may propose items for the agenda, by notifying the Secretary in writing by Saturday 26 March.

 

The meeting will begin with a review of the year and reports.  There will be a proposal to amend the Constitution to reflect that this is no longer a police club: to omit “Police Sport UK” from Clause 1, in the list of bodies to which the Club is to be affiliated; and in Clause 2, Aims and Objectives, to omit (c), which reads “To partake, where appropriate, in Police Sport UK activities”.

 

These positions will be up for election and any member may stand for any post, as may the parent or guardian of any player under 16.  Nominations may be delivered in writing by Saturday 26 March, to ensure being able to stand.  Late nominations may be allowed, even at the meeting, for any post where none have been received by close of nominations.

 

Notice of agenda items, and nominations, should be delivered to the Secretary Joe Fryer or emailed to him at joseph.fryer@yahoo.co.uk.

 

These posts open for election at the AGM and a brief description of their duties follows.  (The last 5 posts are not on the Executive Committee.)

 

Chairman

 

• Chair Executive Committee meetings, AGMs, EGMs and disciplinary hearings
• Manage Executive Committee
• Assist in the development of the Club
• Liaise with all external parties
• Networking

 

Secretary

 

• Arrange Executive Committee meetings
• Minute and distribute minutes of Executive Committee meetings
• Assist in the development of the Club
• Co-ordinate all correspondence on behalf of the Club

 

Treasurer

 

• Responsible for Club accounts
• Payment of all club expenses on time
• Recording of all club income
• Chasing of debt, issuing receipts or debt letters
• Bank reconciliation
• Arrange Insurance
• Payment of all affiliation fees
• All other ad hoc accounting queries

 

Fixture Secretary

 

• Book pitches for fixtures, liaising as necessary with other clubs using the same pitch
• Register club fixture data on Essex Website
• Register club fixture data on East Website
• Register club fixture data on England Website (If applicable)
• Liaise with opponents re away and home fixtures, times, dates, venues etc.
• Liaise with team captains re fixtures, times, dates, venues etc.

 

Social Secretary

 

• Arrange Christmas party and end of season dinner
• Arrange hockey tours
• Arrange social events throughout the season

 

Membership Secretary

 

• Collate all membership data
• Produce procedures for safeguarding of membership data
• Produce procedures for communication of membership data with team captains and Executive Committee members
• Supply all league representatives with fixture cards
• Collate statistics – top goal scorer, man of the match etc
• Work with Treasurer on accurate accounting of match fees and club subs collected on weekly basis
• Ensure all members of the Club have been informed of:
  • Club Constitution
  • Child Protection Policy
  • Equity Statement
  • Code of Conduct

 

League Liaison Officer

 

• Act as the point of contact between the Club and leagues
• Register club data on Essex Website
• Register club data on East Website
• Register club data on England Website (if applicable)
• Act as the club disciplinary officer, viz. in cases of red cards or other matchday conduct justifying red card, acting as point of contact between player concerned, Club and county disciplinary administrator, keeping all concerned informed of procedures

 

Umpire Liaison Officer

 

• Register umpires with Essex Hockey Umpiring Association
• Maintain up to date list of umpires on East website
• Liaise with club umpires re home and away games
• Liaise with opponents re home and away games
• Assist and arrange Level 1 umpire courses, assessments, coaching

 

Child Welfare Officer

 

• Take responsibility for implementing Club’s Child Protection Policy (“the Policy”)
• Take specific responsibility to safeguard children and young people within the Club
• Ensure all captains and coaches are vetted in accordance with the Policy
• Co-ordinate implementation of Club Child Welfare implementation plan
• Promote best practice within the club
• Maintain contact details for local police, social services and child helpline
• Be the first point of contact for coaches, other volunteers, players, parents/carers and children/young people where concerns about child welfare, poor practice or child abuse are identified
• Implement Club’s reporting and recording procedures
• Ensure confidentiality is maintained
• Be the first point of contact with England Hockey’s Child Welfare Officer
• Must have knowledge of:
  • England Hockey’s Child Welfare Policy and Procedures
  • Core legislation, Government guidance and national framework for child protection
  • Roles and responsibilities of local statutory agencies
  • The Policy
  • Club Equity Statement

 

Team captains (men’s 1stto 5th, ladies’ 1stto 3rdand mixed)

 

• Organise a team for weekend games
• Organise an umpire for Saturday games
• Arrange teas for home games
• Ensure East/Essex team sheets are completed in accordance with East/Essex rules
• Ensure all players have differently numbered shirts and Club socks and are prepared to play in away kit if need be
• Ensure all players behave themselves on and off the pitch as stated in Club code of conduct
• Ensure East/Essex team sheets are signed and completed after games
• Phone in results for home games before cut off time
• After home games, post East/Essex team sheets to league manager to arrive by following Wednesday
• Make sure all match fees/subs from players are collected either by yourself or an appointed person and passed over to the Treasurer on a timely basis
• Complete Club team sheet with goal scorers, results, match fees/subs collected, expenses etc
• Inform team of any decisions made by the Executive Committee on timely basis

 

Men’s Club Captain

 

• Be available for male players to discuss issues within the Club
• Advise, assist and counsel male players, confidentially if required
• Bring forward to the Executive Committee issues relating to the welfare of the Club and its players, of his own initiative or as raised with him by members

 

Ladies’ Club Captain

 

• The like duties in respect of female players

 

Youth Development Officer

 

• Co-ordinate the recruitment and development of children and young people within the Club
• Act as the first point of contact with schools and with parents/carers
• Develop opportunities for young players to train and play hockey within and for the Club and, with the approval of the Executive Committee, as hockey players outside the Club

 

Press and Publicity Officer

 

• To promote the Club and report its activities in the press and elsewhere

 

Sponsorship Secretary

 

• To be responsible to the Executive Committee for making and maintaining contact with sponsors, potential sponsors and grant making and funding institutions

 

Webmaster

 

• Ensure Club website has most up to date information on Club at all times and is in working order

 

Kit officer

 

• To maintain an inventory of Club kit, a list of kit required, and a timed and costed plan to buy all kit required
• To source and arrange the purchase of all kit required
• To take orders directly and via captains to ensure members may appear in club colours in all fixtures