East constitution

EAST CONSTITUTION

1. TITLE
The Association shall be called the East Region Hockey Association (hereinafter referred to as "The Association"). This shall be abbreviated to EAST HOCKEY for incorporation into the Association's logo. The Association shall be the body to manage hockey in the Eastern Counties (hereinafter referred to as "the region") and which shall be bound by the Constitution of England Hockey (hereinafter referred to as "EH") and which shall play in accordance with the Rules of the Game authorised by the Hockey Rules Board and the International Hockey Federation, or to such other Rules as approved from time to time by EH.

2. CONSTITUENT BODIES

2.1 The County Hockey Associations of Bedfordshire (men only), Cambridgeshire, Essex, Hertfordshire, Kent (women only), Lincolnshire, Norfolk and Suffolk, each of which shall be bound by this Constitution, and which shall play in accordance with the Rules of the Game authorised by the Hockey Rules Board and the International Hockey Federation, or to such other Rules as approved from time to time by EH, shall be constituent bodies of the Association.

2.2 All Clubs, Universities and Colleges (hereinafter referred to as "clubs") and Schools wishing to play hockey are required to be members of the Association by affiliation as detailed in Rule 19.

3. AIMS AND OBJECTIVES

To represent and promote the interests of all hockey in the region, and to implement policy laid down by EH; to develop plans at regional level to ensure the game of hockey prospers at all age groups; to develop umpires, officials, players, managers and coaches so that, where appropriate, they achieve regional, national and international recognition; and to manage and organise all regional competitions and the regional stages of the national programme.

4. POLICIES

The Association adopts the following England Hockey Policies (or their successors); Child Protection Policy, Equity Policy and Anti Doping Policy relating to the control of drug abuse and shall expect counties and clubs to do likewise.

5. MANAGEMENT OF THE ASSOCIATION

Subject to the over-riding powers of a General Meeting, the Association shall be governed by a Management Committee. The Management Committee may however delegate to any other Committee such of its powers, as it may think fit.

The Management Committee shall consist of the Officers of the Association listed in paragraph 6.1, the Chairman of the Youth Performance Committee, the Chairman of the Youth Competitions Committee, the Publicity and Sponsorship Officer, the Chairman of the League Committee, the Chairman of the Umpiring Committee and the Regional Development Manager.

6. OFFICERS

6.1 The President, the Deputy President, the Honorary Secretary and the Honorary Treasurer shall be elected at the Annual General Meeting. The President and Deputy President shall serve for a minimum of two years and shall be eligible for re-election annually to their respective office. The Honorary Secretary and Honorary Treasurer shall hold office until the conclusion of the next following Annual General Meeting, and shall be eligible for re-election.

Nominations may be made by the Management Committee, a County Association, or an affiliated club or affiliated school. Nominations shall be submitted to the Honorary Secretary no later than 28 days prior to the Annual General Meeting and shall include the name and address of the nominee and his/her consent to the nomination. Nominations made by an affiliated club or school shall be seconded by another affiliated club or school or by the County Assoc iation through which the club or school is affiliated.

Should any of these officers not complete their term of office the replacement shall be elected by the Management Committee for the remainder of the term.

The President shall chair all General Meetings of the Association, serve on the Management Committee, attend events run by the Association, and represent the Association when invited at national, county, club and other events.

The Deputy President shall chair General Meetings of the Association in the absence of the President, chair the Development Committee, serve on the Management Committee, attend events run by the Association, and assist the President in representing the Association when invited at national, county, club and other events.

The Honorary Secretary shall serve on the Management Committee, prepare and issue agendas and minutes of General and Management Committee Meetings, act as link as appropriate with EH and Sport England, deal with general correspondence, and give help and assistance as required to Committees and members of the Association.

The Honorary Treasurer shall serve on the Management Committee, submit to the Management Committee financial reports, an annual budget and annual accounts. Keep under review the income and expenditure of the Association including the budgets of the other Committees through the relevant Budget Officers. Deal with the Association's insurance subject to the approval of the Management Committee

6.2 The Chairmen, Secretaries and Budget Officers of the Youth Performance and Youth Competitions Committees shall be elected by their outgoing committees and shall serve for one year but be eligible for re-election. Should any of these officers not complete their year of office a replacement shall be elected by the appropriate Committee to serve for the remainder of the year.

The names of these Officers shall be submitted to Management for approval at the first Management meeting after the Association’s Annual General Meeting. The Chairmen of these Committees shall ensure that the Terms of Reference of their Committee are met.

6.3 The Publicity and Sponsorship Officer shall serve on the Management Committee, seek sponsorship on behalf of the Association, finalise any proposed sponsorship following approval by the Management Committee, foster and maintain a good working relationship with the Association's sponsors, and work with Committees and the Handbook Editor to publicise the activities of the Association.

6.4 The Chairman and Secretary to the Appeals Committee, the Regional Disciplinary Administrator, the Deputy Regional Disciplinary Administrator, the Publicity and Sponsorship Officer, and the Handbook Editor shall be appointed by election at the first meeting of the Management Committee after the Annual General Meeting, and shall serve for one year but are eligible for re-election. Nominations may be made by the Management Committee, a County Association, or an affiliated club or affiliated school. Nominations shall be submitted to the Honorary Secretary no later than 21 days prior to the first Management meeting after the Annual General Meeting and shall include the name and address of the nominee and his/her consent to the nomination. Nominations made by an affiliated club or school shall be seconded by another affiliated club or school or by the County Association through which the club or school is affiliated. Exceptionally, with the permission of the majority of the Management Committee, and provided that the consent of the nominee has been obtained, nominations may be made at the relevant Management meeting. Should any of these officers not complete their year of office a replacement shall be elected to serve for the remainder of the year by the Management Committee.

6.5 The representative and deputy representative to the EH Regions’ Consultative Committee shall be drawn from members of the ERHA Management Committee. Any member of an EH Committee or working party shall be entitled to join the appropriate ERHA Committee(s) if not already a member.

7. MANAGEMENT COMMITTEE

7.1 The Terms of Reference of the Committee shall be to: prescribe the policies of the Association; formulate a continuing long-term plan incorporating relevant financial considerations; approve terms of reference for officers and committees of the Association; monitor the activities of all other committees within the policies of the Association; affiliate to or disaffiliate from outside organisations; approve the appointments of Chairmen, Secretaries and Budget Officers of the Association's committees; approve the appointments of members to represent the Association on EH or other committees; approve the budget of the Association and the budgets of constituent committees; take any other action which it may think fit.

7.2 At least four meetings shall be held in each Association Year on dates agreed and circulated to all members of the Management Committee and to County Honorary Secretaries at the start of the year. In addition to those listed under 5 above, a representative of each County Hockey Association listed in 2.1 is entitled to attend any Management meeting as a full member with voting rights. A quorum shall be six members, of whom at least one must be the President or the Deputy President. If neither the President or Deputy President is able to attend a Management Committee meeting, the voting members present shall appoint one of their number to be Chairman of the meeting. Notice of any matter that a member of the Management Committee wishes to be included in the Agenda for any meeting shall be received by the Honorary Secretary at least 14 days before the date of the meeting concerned. The Agenda shall be received by members at least 10 days before the date of the meeting. Unless with the permission of the majority of the Management Committee, no business other than that included in the Agenda shall be discussed. Each member present shall have one vote. In addition, the Chairman shall have a casting vote. Minutes of all meetings shall be circulated to all members of the Management Committee and to County Honorary Secretaries within 10 days of the meeting.

7.3 A special meeting of the Management Committee may be called by the President or by four members of the Management Committee. The requisition to the Honorary Secretary must state the reason for the request. The meeting shall be convened within one calendar month of the receipt of the requisition. The quorum shall be six members as defined under 7.2.

7.4 Nominations for any elections or appointments to be made by the Management Committee shall be seconded and accompanied by the written consent of the nominee. Nominations may be made by the Management Committee, a County Association or by an affiliated club or school. Such nominations shall be received by the Honorary Secretary at least 21 days before the meeting at which such appointments are to be made. Exceptionally, with the permission of the majority of the Management Committee, and provided that the consent of the nominee has been obtained, nominations may be made at the relevant meeting.

7.5 Emergency decisions shall be made by a sub-group comprising the President, Deputy President, Honorary Treasurer and Honorary Secretary, with the President having a casting vote if necessary.

8. YOUTH COMPETITIONS COMMITTEE

The Committee shall consist of a Chairman, a Competitions Secretary, a Budgets Officer, two representatives from each of the County Associations of Cambridgeshire, Essex, Hertfordshire, Lincolnshire, Norfolk and Suffolk, one representative from each of the county Associations of Bedfordshire and Kent, and an ERHUA representative.

The Chairman, Competitions Secretary and Budget Officer of the Committee shall be elected by the outgoing Committee and the names submitted for approval at the first Management meeting after the Association’s Annual General Meeting. The Chairman shall be a member of the ERHA Management Committee.

The Competitions Secretary shall prepare and issue agendas and minutes for Competitions committee meetings consulting with the Chairman and shall chair the meeting in the absence of the Chairman.

The Terms of Reference of the Committee shall be to manage all East youth (up to and including U21) indoor and outdoor competitions including informing EH of the Association’s representatives to national events; to liaise with other committees as appropriate, and particularly in preparing by 1st May the East calendar for the following season; by 1st May each year to submit to the ERHA Honorary Treasurer for approval by the Management Committee a proposed and costed programme for the next financial year, and subsequently to inform Counties of the estimated cost of entering competitions for the following season.

The representatives of each County shall be responsible for disseminating information, including the East calendar, both verbally and in writing, and reporting actions and decisions taken by the Committee to their own County management committee, affiliated schools and clubs and seeking opinions on items under discussions at Committee meetings.

Meetings shall be held at least four times in each Association Year on dates agreed at the first committee meeting after the Association’s Annual General Meeting. A quorum shall be six members one of which shall be the Chairman or Competitions Secretary of the committee. Each member shall have one vote with the Chairman having a casting vote. Meetings shall be organised so that representatives for each gender may meet both separately to determine programmes and also together to co-ordinate policy.

9. YOUTH PERFORMANCE COMMITTEE

The Committee shall consist of a Chairman, a Secretary, the Individual Development Programme manager, a kit officer, a management liaison officer, a budget officer and the Regional Development Manager.

The Chairman, Secretary and Budget Officer shall be elected by the outgoing Committee and the names shall be submitted for approval by the first Management meeting after the Association’s Annual General Meeting. By the first Management meeting after the Annual General Meeting, the Committee shall have appointed all other members of the Committee.

The Chairman shall be a member of the Association’s Management Committee.

The Terms of Reference of the Committee shall be to identify, select and develop young players and to prepare the East Region squads up to and including U21; to recommend to the ERHA Management Committee appointments of squad coaches and managers following a selection process that shall include the open advertising within the East of all East squad coach and manager posts; to operate the East Region performance training camps; to formally ratify significant changes in competitions structure proposed by the Competitions Committee; to liaise with other Committees as appropriate, and particularly in establishing the youth programme for the East on an annual basis; to manage coach education and development for level 3 and level 4 coaches; and by 1st May each year submit to the ERHA’s Honorary Treasurer for approval by the Management Committee a proposed and costed programmes for the next financial year.

Meetings shall be held at least four times a year. A quorum shall be four members one of which should be the Chairman or Secretary of the committee.

10. DEVELOPMENT COMMITTEE

The ERHA Development committee shall meet on an ad hoc basis (as appropriate, but not less than annually) and be chaired by the Deputy President of the Association or a nominated representative. The committee shall support the work of the Regional Development Manager, the county based Hockey Development Groups and lead on important development issues as directed by the Management group. The committee shall be made up of Chairman, the Regional Development Manager and representatives of each of the County Hockey Development Groups.

The Association recognises that each county has a Hockey Development Group. These groups are responsible for supporting and guiding development programmes in their counties and across the region. They work with, and support the work of, the county based Hockey Development Officers. The Regional Development Manager works closely with each group and co-ordinates activities to support the development of players, officials and leaders and supports clubs with accreditation, links to schools and the development of coaches in all sectors.

11. UMPIRING COMMITTEE

11.1 The Committee, to be elected by the East Region Hockey Umpiring Association (ERHUA), shall consist of a Chairman, the ERHUA President, a Secretary, a Treasurer/Budgets Officer, four ERHUA members elected at the Annual General Meeting of the ERHUA, the Chairmen of the sub-committees, one representative from each of the county umpires' associations, and one representative from the Management Committee of the ERHA.

11.2 The Terms of Reference of the Committee shall be to: develop, implement and monitor plans for the recruitment, education and assessment of umpires and umpire coaches at regional level; arrange a programme of development opportunities for umpires and umpire coaches; make arrangements to test umpire coach candidates up to and including Level 2; appoint assessors and make provision for the testing of candidates for regional outdoor and indoor umpires registers, awards and badges; formulate and implement a policy for the selection of umpires for matches at regional level; appoint umpires to matches as requested by ERHA; develop and maintain a programme for the training, selection and appointment of Umpire Managers operating at regional level; and by 1^st May each year submit to the ERHA Honorary Treasurer for approval by the Management Committee proposed and costed programmes for the next financial year.

11.3 At least four meetings shall be held in each Association Year. A quorum shall be eight members.

12. SENIOR COMPETITIONS

The Management Committee shall ensure that organisers are in place for the East women’s veterans and men’s and women’s Indoor competitions.

13. LEAGUE COMMITTEE

13.1 The East Leagues shall be managed by a joint League Management Committee consisting of a Chairman, a League Secretary, a Budgets Officer and the League Managers and Results Co-ordinators of each League, all of whom shall be elected at the East Leagues Annual General Meeting, plus a representative from the ERHUA. The Chairman shall serve on the ERHA Management Committee.

13.2 The Terms of Reference of the Committee shall be to: review League performance, resolve problems, and adjudicate on any unresolved matters arising from the implementation of the League Rules and any matter not covered by the Rules. The Committee shall endeavour to operate by consensus, but in the event of a vote the League Managers and/or Results Co-ordinator of one League shall not vote on the business of another League.

The Committee may revise the structure of the Leagues from time to time in the interest of clubs and for the benefit of hockey in the East, consulting with clubs and ERHA Management as appropriate, and submitting any League structure revision to a League Annual General Meeting or Special General Meeting. The Committee shall also organise the Annual General Meeting, any Special General Meeting, and the annual joint Presentation Day for the awarding of League trophies. The League Committee shall collect outdoor league entry fees, umpiring fees for regionally appointed outdoor league umpires, and outdoor EH competitions umpiring fees; and by 1st May each year submit a costed league programme for the next financial year to the ERHA’s Honorary Treasurer.

13.3 The Committee shall meet at least four times in each year, and a quorum shall be four members at least one of whom shall be the Chairman or Secretary of the Committee.

14. APPEALS COMMITTEE

14.1 The Committee shall consist of a Chairman, a Secretary, and members to be selected by the Chairman on an ad hoc basis to take the total membership to three excluding the Secretary.

14.2 The Terms of Reference of the Committee shall be to: hear all eligible appeals made to the Association, operating in accordance with the procedures for Appeals set out in the Code of Discipline for Hockey in England; seek professional assistance as and when necessary; and report decisions direct to the appellants on behalf of the Management Committee.

14.3 A quorum shall be three members excluding the Secretary, and each member, except for the Secretary, shall have one vote. In the absence of the Chairman, the three voting members shall elect a Chairman.

15. COMMITTEE PROCEDURES

These procedures apply to all committees except the Management Committee and the Appeals Committee.

15.1 Each Committee shall circulate the minutes of each of its meetings to Management and County Secretaries via the Association’s Honorary Secretary and to the Association’s Website manager for inclusion on the Website.

15.2 The Chairman of each East committee is responsible for attending and submitting a report to each Management meeting, and appointing a deputy if they are unable to attend.

16. ANNUAL GENERAL MEETING

16.1 The Annual General Meeting shall be held in each year in July on a date and at a venue to be decided by the Management Committee. Notice of the meeting, a list of nominations for Officers as listed in 6.1, a copy of the Agenda, and a copy of the Annual Accounts shall be put on the Association’s Website and sent to those listed in 16.7 at least 21 days before the meeting.

16.2 Written notice of any proposed alterations to the Constitution and any other motion to be submitted to the Annual General Meeting shall be received by the Honorary Secretary by 1st June and shall be accompanied by the names of the proposer and seconder. Proposals from the Management Committee or a County Association shall not require a seconder.

16.3 The Chair shall be taken throughout the meeting by the incumbent President or, in that person's absence, by the Deputy President. In the absence of both those officers, the meeting shall elect a member of the Management Committee to chair the meeting.

16.4 Business to be transacted: the election of President, Deputy President, Honorary Secretary and Honorary Treasurer; the appointment of the Auditor; the presentation and adoption of audited Accounts; approval of affiliation fees; the presentation of reports; the consideration of any amendments to the Constitution; any other business.

16.5 Twenty members present and entitled to vote shall form a quorum. There shall be no postal or proxy voting.

16.6 Except for those alterations arising from decisions which the Management Committee is empowered to make, no clause of the Constitution shall be amended nor shall any resolution passed at a previous General Meeting be rescinded, save by a resolution, notice of which shall be given on the Agenda, carried by an affirmative vote of a least two-thirds of those present, entitled to vote at General Meetings and voting.

16.7 The following shall be entitled to attend an Annual General Meeting and to vote:

Officers who are members of the Management Committee: 1 vote each

Chairman of the Appeals Committee: 1 vote

Representatives of Bedfordshire and Kent County Hockey Associations: 1 vote each

Representatives of other affiliated County Hockey Associations: 2 votes each

Representatives of County Umpire Associations: 2 votes each

Representative of the ERHUA: 1 vote

County Schools and Youth Representatives: Bedfordshire and Kent 1 vote each, others 2 votes each

Representatives of affiliated joint men/women Clubs: 2 votes for each club

Representatives of affiliated single-gender Clubs: 1 vote for each club

Representatives of affiliated clubs which play only mixed hockey: 1 vote for each club

Representatives of Affiliated Schools: 1 vote each

16.8 Any other member of a constituent body shown in 16.7 may attend an Annual General Meeting but shall not be entitled to vote and, unless by permission of the Chairman at the Annual General Meeting, shall not take any part in the proceedings.

17. SPECIAL GENERAL MEETINGS

17.1 The Honorary Secretary shall call a Special General Meeting at any time by order of the Management Committee.

17.2 The Honorary Secretary shall call a Special General Meeting (SGM) upon receipt of a requisition signed by the President and the Honorary Secretary of at least four affiliated county associations or 20 affiliated clubs or schools (to be from at least four county associations). Every requisition shall state clearly the reason for such request and the meeting shall be convened within six weeks of the receipt of the requisition.

17.3 At least fourteen days notice of an SGM, and of all the resolutions, shall be given to all with voting powers.

17.4 Provisions 16.3, 16.5, 16.6, 16.7, and 16.8 of Clause 16 (Annual General Meetings) apply to a Special General Meeting.

18. ASSOCIATION'S FINANCIAL YEAR AND APPOINTMENTS TIMETABLE

18.1 The Association's Financial Year shall be from 1st June to 31st May.

18.2 By 31st July the AGM shall appoint by election the President, the Deputy President, the Honorary Secretary and the Honorary Treasurer of the Association.

18.3 At the first Management meeting after the Annual General Meeting the Management Committee shall appoint by election the Chairman to the Appeals Committee, the Regional Disciplinary Administrator, the Deputy Regional Disciplinary Administrator, the Publicity and Sponsorship Officer, and the Handbook Editor, and shall approve committee Chairmen, Secretaries and Budget Officers of all committees on the recommendation of the outgoing committees.

18.4 By the first Management meeting after the Annual General Meeting: all committees except the Management and Appeals Committees shall appoint other committee positions, and representatives to other committees.

18.5 All officers of the Association assume office from the conclusion of the AGM or other meetings at which they were appointed or elected.

19. FINANCIAL POLICIES, FINANCE AND ANNUAL ACCOUNTS

19.1 Financial policies shall be to ensure that: the Association breaks even, taking one year with another; all participants, i.e. clubs, universities, colleges, schools, players, umpires, and counties contribute towards the cost of the administration and activities of the Association; each club, university and college team pays an affiliation fee which shall be the same for each team (excluding colts and junior teams); each school pays an affiliation fee; and all clubs, universities, colleges and schools affiliate at the three levels of national, regional and county.

19.2 Levels of affiliation fees shall be approved at the Annual General Meeting and are due by 31^st December in each year.

19.3 The Income and Expenditure Account and Balance Sheet shall be audited. The accounts, together with the report of the Auditor, shall be presented to the Annual General Meeting.

19.4 A copy of the agenda for the Association’s Annual General Meeting and annual accounts should be sent to the auditor at least 21 days before the Annual General Meeting.

20. AWARDS

20.1 At the inception of the Association all existing Life Members and Past-Presidents of the East Anglian Women's Hockey Association and all existing Vice-Presidents of the Eastern Counties Hockey Association became Honorary Vice-Presidents of the Association.

20.2 Vice-Presidents (i.e. not Honorary Vice-Presidents) may be appointed at Annual General Meetings in recognition of their service to the Association, but no Vice-President shall be appointed unless he or she is nominated by the President with the approval of the Management Committee.

20.3 Honorary Vice-Presidents and Vice-Presidents shall not be eligible to vote at General Meetings unless attending and eligible to vote in another capacity.

21. SPONSORSHIP

Any potential sponsorship gained by an affiliated county which could conflict with the arrangements made with the Association's sponsor(s) should be cleared with the Publicity and Sponsorship Officer and this clearance should not unreasonably be withheld.

22. COLOURS

The colours of the Association shall be gold (shirts) and navy (shorts and skirts) with gold socks. All players in teams representing the Association shall wear these colours unless specially agreed otherwise.

23. WINDING UP

In the event of the winding up of the Association all assets, after the settlement of any debts, shall with the approval of a General Meeting be paid to any association, body or corporation having similar objectives to those of the Association.

24. CONSTRUCTION OF RULES

The Management Committee shall determine any question on the construction of these Rules and anything relative to the Association not provided by them.

10.6.2006