Club Constitution and Rules
Dundee Wanderers Hockey Club
The Constitution as listed here is the latest version
(Revision 2, 28th. April 2008) with the amendments voted on and approved at the
2008 AGM. The changed sections are shaded blue for reference purposes, and
will revert to black after ratification of the document at the forthcoming 2008
PSM.
Proposals for future modifications are requested - and will be listed here upon
receipt (in writing) by the Secretary.
Dundee Wanderers Hockey Club
Constitution and Rules
Preface
i) Gender
Although the male gender has predominantly been used throughout the Constitution and Rules, this shall be interpreted as he/she and will not debar any female from holding a post within the club.
ii) Quorum
Unless otherwise stated, a quorum shall be half the number of the committee plus one.
iii) Club Positions
Unless otherwise stated, all positions shall be recognised as “club” positions. If any number of positions are co-joined, sufficient members shall be elected to meet the minimum requirements of that committee. Club positions may be paid appointments where appropriate and authorised by the management committee.
1) Name of the Club
The club shall be called “Dundee Wanderers Hockey Club”.
It is permissible for individual teams to contain the name of a sponsor, subject to Scottish Hockey Union approval.
2) Objectives
The club is constituted to promote, encourage and play the game of hockey, to carry on such activities as are necessary for the playing of hockey, to foster friendly relations amongst its members in a family environment and with other clubs.
3) Affiliation
The club shall be affiliated to the Midland District Associations and to the Scottish Hockey Union or their successors.
4) Membership
a) Membership of the club shall be unlimited and shall consist of life members, honorary members, playing members, non-playing members, social members and associate members. The name and address of each candidate, duly proposed by one member and seconded by another, shall be noted to the annual general meeting or pre-season meeting. Such applicants can however be considered by the management committee or selection committee without delay, and, if approved, membership granted. There shall be no discrimination on grounds of race, occupation, or any political or religious beliefs.
These committees, however, have the power to refuse membership without specifying any reason to the applicant.
Honorary membership may be conferred on any person who is considered to have rendered outstanding service to Dundee Wanderers Hockey Club and recommendations for honorary memberships shall be recommended by the management committee to the annual general meeting for approval.
b) Any member wishing to resign shall notify the secretary in writing prior to the annual or pre-season meeting, in default of which, he shall be liable for the subscription for the year concerned.
c) Discipline
Any non-field discipline matter should, in all cases, be referred to the management committee by any member , by means of a letter to the secretary outlining the case in question. These cases will be discussed at the first management committee meeting thereafter and a decision taken as to the validity of the case and to the penalty as appropriate.
The selection committee will deal with suspension for field offences in the first instance with referral to the management committee where necessary. Any player guilty of a field offence, shall, if he so wishes, attend the next meeting of the selection committee to discuss the circumstances. The management committee and the player concerned will be notified in writing within seven days of the decision reached by the selection committee.
An appeal against a suspension for a field offence must be submitted in writing to the secretary within seven days of receiving notification of the suspension. The management committee, whose decision will be final within the club, will hear the appeal.
It shall be competent for the management committee at any meeting to expel or suspend any member whose conduct is detrimental to the good of the club.
Further appeals may be heard by any relevant Scottish Hockey Union committee.
5) Club Colours
The main colours of the club shall be as follows: -
|
Shirt |
Red (alternative black or white) |
|
Shorts |
Black |
|
Skirts |
Black with red check |
|
Socks |
Black with alternate white, black, red, black & white bands |
The management committee may submit proposals to any general meeting of the club in order to change these colours.
6) Office Bearers
At the annual general meeting of the club, the following committees and office bearers shall be elected:-
a) Executive Committee
President, vice-president, junior vice-president.
b) Management Committee
Executive committee plus secretary, treasurer, social convenor, fund-raising convenor, coach co-ordinator, youth co-ordinator, men's section representative, ladies’ section representative. Should any position be co-joined then an additional member shall be elected for a committee of eleven.
c) General Committee
In addition to a) & b) above, the following will be elected :-
Match secretaries, first teams’ coaches, other teams’ captains, indoor teams’ captains, stock officer, transport officer, umpires co-ordinator, veterans co-ordinator, former players association co-ordinator, editor of “The Wanderer”, facilities convenor and any other person deemed necessary for current or subsequently required positions.
These members shall be invited, as necessary, to attend management committee meetings for their experience in relevant situations.
d) Auditors
Two persons shall be elected at the annual general meeting of the club to audit the accounts of the year then current. One of the auditors must not be an official of the club.
- All office bearers shall retire annually but are eligible for re-election unless that person is under contract to the club, as the terms of that contract will determine the length of tenure.
- Newly appointed officials shall take up office on 1st June or, if co-opted throughout the year by committees, immediately after appointment.
- Nominations from the floor of the meeting, for any office of the club, of a person not present at the meeting must be accompanied by that person’s consent in writing indicating their willingness to accept the office if elected.
- The president and officers of the club shall be ex-officio trustees for the club.
7) Management
a) Executive Committee
It will be incumbent on this committee to meet and make emergency decisions on behalf of the club when time and circumstances prevent the calling of the full management committee. This committee may include the treasurer where it is deemed appropriate. Any decisions made by this committee will be conveyed to the management committee for ratification at that committee’s next meeting.
b) Management Committee
The business and affairs of the club shall be under the control of the management committee. Any six members shall form a quorum. This committee shall have the power to fill any vacancy occurring during the year, co-opt members for their particular knowledge and shall hold meetings at least six times per year. All members shall have one vote and the chairman shall have both a deliberative and a casting vote in the event of any tied vote.
c) General Committee
Members elected to the general committee will be required to carry out their duties as described in the appendix, or for positions not specified, members will be expected to assist the management committee as necessary.
d) Men’s Committee
There shall be no separate men’s committee as the men’s section will be governed by the club management committee and shall abide by its rules and decisions.
e) Ladies Committee
The ladies committee will consist of the ladies chairman, ladies first team coach (if appointed), ladies team captains, whom failing, ladies vice-captains, ladies match secretary, ladies treasurer, ladies fund raising convenor, ladies social convenor, ladies youth representative and one ordinary member. This committee shall have a minimum of eight members. All decisions made by this committee may be subject to management committee approval.
All members shall have one vote and the chairman shall have both a deliberative and a casting vote in the event of any tied vote.
A member of the executive committee shall be invited to attend each meeting.
Written minutes of these meetings will be submitted to the management committee at their next meeting.
f) Youth Committee
The youth committee will consist of the youth convenor, youth organiser, youth treasurer, youth secretary and sufficient members as necessary to carry out the duties specifically pertaining to the youth section. These duties shall also cover fund raising and social events. This committee shall have a minimum of eight members. All decisions made by this committee will be subject to management committee approval.
All members shall have one vote and the convenor shall have both a deliberative and a casting vote in the event of any tied vote.
A member of the executive committee shall be invited to attend each meeting.
Written minutes of these meetings will be submitted to the management committee at their next meeting.
g) Selection Committees (Outdoor)
The club shall have two outdoor selection committees, which should, if possible, meet, simultaneously at the same venue at least once a week: -
Men’s Section
A vice-president (delegated by the President), men’s match secretary, club coach, men’s first team coach and the other men’s teams captains (or their nominated deputies) plus an additional member, should the club coach and the first team coach be the same person, shall form the men’s selection committee.
The selection committee shall meet at least once a week during the season and will be responsible for selecting the various men’s teams within the club. The first team coach (or club coach), who will, preferably be a non-playing member, shall have the responsibility for selecting the first team from the current members*. ( See below) Thereafter, the team captains, other than the first team captain, shall select their teams in descending team order from the remaining members*. No suspended player will be eligible for selection.
Any problems arising from team selection shall be discussed by the selection committee. It is the responsibility of all the men’s section playing members to contact the first team coach or other respective team captains, appropriate alternative contact or match secretary by Thursday evening to check the arrangements for the following match day.
It is the responsibility of the first team coach (whom failing first team manager), and the other team captains to inform any player that he has been dropped or promoted, at the earliest opportunity, to enable that player to contact the first team coach or the correct team captain.
Ladies Section
The ladies captains, whom failing the vice-captains, or their nominated deputies, ladies first team coach (if appointed), and ladies match secretary shall form the selection committee.
At the start of each season, the selection committee shall select the respective team squads or abide by the current rules and regulations as laid down by the relative governing bodies.
This committee shall meet at least once per week during the season and will be responsible for overseeing the selection of the ladies teams within the club.
A ladies first team coach (if appointed), who will, preferably be a non-playing member, whom failing, the first team captain and vice captain will be responsible for selecting the first team from the current members*. The other team captains and respective vice-captains shall then, in descending team order, select their teams from the remaining members*. No suspended player will be available for selection.
The selection committee shall discuss any problems arising from team selection.
It is the responsibility of all ladies section members to contact their respective match secretary by Thursday evening, at the latest to check the arrangements for the following match day.
It is the responsibility of the first team coach (if appointed) or team captains to inform any player of any movement between team squads so that the player may contact the correct team captain (or ladies first team coach).
The umpires’ convenor should attend the selection committee meetings in order to co-ordinate umpiring appointments for the following match days.
h) Selection Committees( Indoor)
The club shall have a men’s and ladies indoor selection committees, which shall meet as required and shall select squads in accordance with the competition rules and regulations as laid down by the relative governing bodies: -
Men’s Section
1st team
The first team indoor coach and manager shall meet prior to the commencement of the indoor season and select first team squads for national and district competitions from members*. The indoor coach may amend first team squads throughout the season as necessary.
2nd team
The second team indoor coach and manager shall meet prior to the commencement of the indoor season and select second team squads for national and district competitions from members*. The indoor coach may amend second team squads throughout the season as necessary.
3rd team
The third team indoor coach and manager shall meet prior to the commencement of the indoor season and select third team squads for national and district competitions from members*. The indoor coach may amend third team squads throughout the season as necessary.
Other men’s teams
The indoor match secretary and the indoor captains shall select all indoor squads, excepting the first and second teams, for district competitions from members* at a meeting prior to the commencement of the indoor season. When necessary throughout the season the indoor match secretary shall amend squads as required.
Ladies Section
The team captains and vice-captains shall select all indoor squads for national and district competitions from
Members* at a meeting prior to the commencement of the indoor season. When necessary throughout the season the respective captains and vice-captains shall amend squads as required.
Should an indoor first team coach be appointed he would assume the duties of the first team captain and vice-captain.
Members*
Note- Non fully paid up playing members who have not paid their annual subscription as set at a general meeting of the club within the agreed time-scale will NOT be registered and as such WILL NOT be available for selection
8) Men’s Section
The men’s section will be governed by the rules and regulations pertaining to the main club.
9) Ladies Section
The ladies section committee shall meet regularly throughout the season to discuss the affairs of the ladies section. The ladies section committee will be responsible for fund-raising events, sponsorship and social events, which are specific to the ladies section.
The ladies section fundraising convenor will act as liaison to the club fundraising committee.
The ladies section treasurer will be responsible for collecting annual subscriptions and match fees from the ladies section members, which will then be passed to the club treasurer.
A meeting of the ladies section will be called at the beginning of March each year, prior to the club’s annual general meeting, giving each member seven days written notice of said meeting. Discussions will take place regarding proposals to be put to the club’s annual general meeting with regards to the relevant officials within this section. It will also be prudent for this meeting to submit proposals for annual subscriptions and match fees for the ladies section members for the following year to the club’s annual general meeting.
The ladies chairman or nominated deputy shall act as liaison to the club management committee.
Should the club management committee deem it necessary, it will be competent for a separate bank account to be run by the ladies section to cover all their activities. In this event, the ladies treasurer shall be responsible for keeping exact and correct books of accounts showing the transactions and affairs of this section and shall make a statement of accounts for each year, which will be audited and submitted to the club’s annual pre-season meeting. The funds of this section shall be lodged with such banks or organisations as the management committee shall fix, and cheques and withdrawals under £500 shall be signed by either the ladies section treasurer or one other authorised official, as sanctioned by the management committee. All cheques and withdrawals of £500 or more, must be signed by both the ladies section treasurer and one other authorised official.
Ladies section funds may, in extenuating circumstances, be dispensed to the main club, at the discretion of the ladies committee. Regular monthly financial statements will be submitted to the club management committee for approval.
The financial year of this section shall commence on the first day of June and end on the last day of May in the following year.
In the event of dissolution of either the ladies section, or the club, all monies will be deemed to be part of the assets of the club and dispersed in accordance with its rules.
10) Youth Section
The youth section committee shall meet regularly throughout the season to discuss the affairs of the youth section.
The youth section committee will be responsible for the financial well being of this section through good management, fundraising events, sponsorship and social events, which are specific to the youth section.
The youth section fundraising convenor will act as liaison to the club fundraising committee.
The youth section treasurer will be responsible for collecting all monies specifically pertaining to the youth section.
A meeting of the youth section will be called at the beginning of March each year, prior to the club’s annual general meeting, giving each member seven days written notice of said meeting. Discussions will take place regarding proposals to be put to the club’s annual general meeting with regards to the relevant officials within this section.
The youth section chairman or nominated deputy shall act as liaison to the club management committee.
Should the club management committee deem it necessary, it will be competent for a separate bank account to be run by the youth section to cover all their activities. In this event, the youth section treasurer shall be responsible for keeping exact and correct books of accounts showing the transactions and affairs of this section and shall make a statement of accounts for each year, which will be audited and submitted to the club’s annual pre-season meeting. The funds of this section shall be lodged with such banks or organisations as the management committee shall fix, and cheques and withdrawals under £500 shall be signed by the youth section treasurer, or one other authorised official, as sanctioned by the management committee. All cheques and withdrawals of £500 or more, must be signed by two appropriately authorised officials.
Youth funds may, in extenuating circumstances, be dispensed to the main club, at the discretion of the youth committee.
Regular monthly financial statements will be submitted to the club management committee for approval.
Financial responsibility for youths playing for the senior teams of the club will be covered within the main account of the club.
The financial year of this section shall commence on the first day of June and end on the last day of May in the following year.
In the event of dissolution of either the youth section, or the club, all monies will be deemed to be part of the assets of the club and dispersed in accordance with its rules.
11) Secretary
The secretary shall keep the minute book of the club and any other books required by the management committee. He shall issue notices of meetings, keep regular and exact minutes, and attend to all general correspondence of the club, keeping record of it and bring it to the attention of the management committee at the first subsequent management committee meeting. Written minutes are to be provided to all committee members and also youth and ladies section representatives.
12) Treasurers
The treasurers shall be responsible for keeping exact and correct books of accounts showing the transactions and affairs of the club and shall make a statement of accounts for each year, which will be audited and submitted to the club’s annual pre-season meeting. The treasurers shall ensure that regular monthly financial reports for each of the ancillary accounts shall be lodged with the club secretary seven days prior to the monthly management committee meetings.
The funds of the club shall be lodged with such banks or organisations as the management committee shall fix, and cheques and withdrawals under £500 shall be signed by the appropriate treasurer or one other authorised official, as sanctioned by the management committee. All cheques and withdrawals of £500 or more, must be signed by two appropriately authorised officials.
Ancillary accounts may be opened with the approval of the management committee to cover specified requirements such as stock officer, premier pools, youth section or ladies section or any other ongoing situation.
The management committee will approve relevant cheque signing authority.
The financial year of the club shall commence on the first day of June and end on the last day of May in the following year.
Regular reports must be submitted to the management committee of all bank accounts held.
13) Subscriptions
There shall be no entrance / joining fee.
The Dundee Wanderers Annual Subscription for the various membership
categories shall be defined within one calendar month of receiving from the
SHU their stated admissions fees to the various Leagues (Outdoor and Indoor)
and Cup Competitions in which the club participates in the year following
the AGM.
Payment Options
The annual subscription will be paid in one of two
ways:-
a)
Payment in Full
Members will pay their annual subscription in full by the fifteenth of September each year following the publication of the subscription levels.
At the discretion of the Management Committee, any such payments made by this shall be subject to a discount approximating to 5% of the fee.
b)
Deposit + Balance by Standing Order
Members opting to pay their subscription over the course of the playing year
will pay the first instalment (10% of the annual subscription according to
their membership category) by cash / cheque by the fifteenth of September
each year following the AGM.
The balance of the subscription will be paid
in 9 instalments by Standing Order commencing no later than 30th
October each year following the AGM and finishing no later than 30th.
June the following year.
Payment by this method will not be subject to any discount.
The 18 year age limit will apply
effective 1st. January of the year following the AGM: a person
reaching the age of 18 years before that date is considered a “Senior”.
Terms & Conditions
(i) The
Club will take into account situations where a member might find themselves
in situations of hardship, and alternative payment conditions may be agreed
on confidential terms with the Club Treasurer.
Anyone wishing to agree such terms with the club must make contact with the
President, Treasurer or Secretary at the earliest opportunity.
(ii)
Should any member fall into arrears with
their agreed terms of payment – they will be subject to immediate suspension
from training or playing for the club until an agreement is reached for the
settlement of the remaining annual subscription. Participation in
training / playing will not re-commence without an advance cash payment to
the club.
(iii) Payment
FROM the Club for any coaching or umpiring duties is a completely separate
issue from the Dundee Wanderers Annual Subscription – and is managed as
defined in Section 14.
(iv) Members joining part way through the season may be entitled to pay the Club Subscription element of their full Dundee Wanderers sub., on a pro-rata basis at the discretion of the Management Committee. As stated in Section 13 (a), they must pay the appropriate deposit (to enable SHU Registration) before becoming eligible to play.
14) Remuneration from the Club : Coaches / Umpires
Appropriately trained / qualified members may also
support the club by coaching and / or umpiring for which some remuneration
may be considered by the Management Committee.
A register of these works for the club will be maintained by a member of the
Club Management Committee through the course of a season, and any payment
made by the Club will take place no later than 31st June at the
end of the season in which those works have been done.
(Coaches / umpires can approach the management Committee for early / part
payment for works done on behalf of the club as suits their personal
circumstances – any such payments made will be done at the discretion of the
Management Committee.)
It is the responsibility of the member undertaking
such works to ensure that the register of their works is maintained to
accurately reflect their efforts.
The Management Committee will consider applications
in writing from any member who believes that the register does not
accurately reflect their works on behalf of the club.
The Club will not consider applications for remuneration which are not
recorded in the register, or which reflect works done more than 10 months
before any application for remuneration.
15) Meetings
The annual general meeting of the club will be held at the end of March, or early April, or as directed by the Scottish Hockey Union or the Midland Hockey Associations or their successors. The secretary shall notify each member in writing of the date and venue of the meeting giving fourteen days notice.
There will also be a pre-season general meeting of the club each year, which will be held during August. The secretary will notify each member in writing of the date and venue of the meeting giving a minimum of seven days notice.
No other general meetings of the club will be held unless fifteen members submit a request in writing, duly signed, to the secretary, who shall then be compelled to call a special general meeting to discuss matters raised.
It shall also be competent for the management committee to call a general meeting of the club.
The president, whom failing, a vice-president shall be chairman at general meetings. If neither the president nor a vice-president appears within fifteen minutes of the stated starting time of the meeting, the members present shall elect one of their number to be chairman. At each general meeting a quorum shall consist of sufficient members to satisfy a ratio of two members per senior team or a minimum of seven players, whichever is the greater, playing at senior level within the club. Life members and attached umpires also count towards a quorum. Honorary members do not.
At all general meetings, the chairman shall have both a deliberative and a casting vote in the event of any tied vote.
16) Voting at meetings
Each fully paid up, life, social, non-playing, playing (at senior level), and associate member shall be entitled to vote at each general meeting. Honorary members are not entitled to vote at meetings.
Non-playing and social members cannot vote on matters concerning the playing side of the club, but shall have a vote concerning general matters of the club.
Men’s section members will not be permitted to vote on playing appointments within the ladies section.
Ladies section members will not be permitted to vote on playing appointments within the men’s section.
A member entitled to attend and vote at a meeting, but who is unable to attend a general meeting because he is a) representing the club elsewhere, or b) playing in a National or District representative team, may vote by proxy. No proxy votes will be accepted for any other reason. Such proxies shall be clearly marked with the word ‘Proxy’ and the post to which they refer and the sender’s name, and must be lodged, in writing, with the secretary, forty-eight hours prior to the meeting, to be valid. These proxies shall remain unopened until the voting for the post to which they refer has been completed, at which time, the chairman of the meeting will open the proxies and cast such votes as the members indicate.
All resolutions shall be deemed to be duly passed and will be carried with the approval of a simple majority of persons present and voting, and including proxy votes cast.
All matters shall be decided by a show of hands unless, on the call of a member, a simple majority decide for a ballot.
The chairman shall have both a deliberative and a casting vote in the event of any tied vote.
17) Club Property
The property of the club, both heritable and moveable, shall be vested in the Trustees on behalf of the club, who shall consist of the president, secretary and treasurer for the time being.
Where secretary/treasurer positions are co-joined, the third Trustee shall be a vice-president.
18) Complaints
All complaints shall be made in writing and duly signed to the secretary for the consideration of the management committee, which has the power to take whatever action it considers necessary. These complaints will be passed to the appropriate committee.
No verbal complaint will be attended to.
18) Disclaimer
The club will accept no responsibility whatsoever for injury to members before, during or after any match or training session. No responsibility will be accepted by the club for loss or damage to personal belongings.
19) Interpretation of the Constitution
Any difference of opinion which may arise as to the proper construction or meaning of any of the constitution shall be referred to, and decided by, the management committee whose decision shall be final.
At general meetings, the president’s or acting chairman’s decision shall be final.
20) Changes to the Constitution
The Constitution and Rules shall come into operation on the day on which these rules are enacted, and shall not be altered or added to except on a resolution passed by a vote of not less than two-thirds of those members present and voting at an annual general meeting, annual pre-season meeting, or a special general meeting of the club.
Notice of any motion for alterations to the rules and all other notices of motion, must be lodged with the secretary in writing and duly signed, not less than twenty-one days before the date of such a meeting. Details of such motions must be circulated to all members with the notice calling the meeting.
Amendments to the job descriptions in the appendix to this Constitution may be amended with a simple majority at any general meeting of the club.
Once enacted, this Constitution revokes all previous Constitutions.
21) Bye-laws
The management committee shall have the powers to publish and enforce such bye-laws, as the committee feels necessary to govern the activities of the club. Any changes must be ratified at the following general meeting.
All members joining the club shall be deemed to accept the terms of this constitution and any bye-laws adopted by the club from time to time.
22) Dissolution
Dissolution of the club as proposed at a general meeting of the club shall become effective only on the vote of two-thirds of the fully paid-up members on the roll at the date of the meeting which may be convened for the purpose of considering any notice of motion for dissolution. Determination of the question shall be by individual ballot and members unable to be present shall be entitled to send their ballot paper to the secretary no less than forty-eight hours prior to the date and time of the meeting.
In the event of the club being dissolved, the club property shall be realised as follows: -
a) To pay all liabilities incurred by the club
b) To remit surplus funds, trophies, and equipment to the Midland Hockey Associations or to the Scottish Hockey Union. Trophies may be reclaimed from the Midland Hockey Associations or the Scottish Hockey Union if the club is restarted within five years.
If, at the date of dissolution, there is a deficiency, the management committee shall have the power to access each member for payment as may be considered necessary for liquidating the obligations of the club. Such payment shall not exceed seventy-five percent of the annual subscription of that relevant member for that current year.
The foregoing Constitution and Rules were adopted at…
Signed President
Secretary
Appendix
1) President
The president shall chair the club’s annual general meeting, pre-season meeting, general meetings and management committee meetings. He will also instruct the club secretary to call meetings as necessary for the efficient running of the club. He is entitled to attend any meeting within the club at his discretion. He shall also fulfil any other designated duties.
2) Vice-President
The senior vice-president shall deputise for the president when the president is unable to fulfil his duties. He will also assist the president where possible and fulfil any other delegated duties. These delegated duties may cover such issues as overview of the club sponsorship programme and youth development programme but at all times will be at the discretion of the president.
3) Junior Vice-President
The junior vice-president shall also deputise for the president when the president and the vice-president are unable to fulfil their duties. He will also assist the president and senior vice-president where possible and fulfil any other delegated duties. These delegated duties may cover issues, such as the club development programme and club selection committee supervision, but at all times will be at the discretion of the president.
4) Treasurer
See main constitution & rules
5) Secretary
See main constitution & rules
6) Outdoor Match Secretary (Men)
The outdoor match secretary shall arrange fixtures and co-ordinate team selections. It is his duty to contact umpires for the appropriate teams, confirm fixtures and carry out other relevant matters. He shall maintain lists of eligible, fully paid up players for each team and shall represent the club at Midland match secretaries meetings.
7) Indoor Match Secretary (Men)
The indoor match secretary shall organise indoor teams and indoor team captains and advise them of arranged fixtures. The indoor match secretary shall maintain lists of eligible, fully paid up players for each team and shall represent the club at meetings of the Midland indoor committee.
8) Ladies Match Secretary
The ladies match secretary shall arrange fixtures and shall attend team selection. It is his duty to contact umpires for the appropriate teams, confirm fixtures and carry out other relevant matters. He will also represent the ladies section at Midlands district clubs meetings.
9) Youth Organiser
The youth organiser shall be responsible for the efficient running of the club’s youth policy for all ages up to the age of eighteen years. He shall ensure that a proper structure is organised at weekly training sessions, ensure that an adequate number of coaches, officially qualified if possible, are available to supervise the weekly training and to ensure discipline at these sessions. He must actively invite other clubs to participate in regular competitive games for the various age groups. He shall, with the approval of the club’s management committee, and after consultation with the club coach appoint a team coach and team manager for each of the recognised age groups within the Scottish Hockey Union, namely Under 10/12/14/16/18. He shall encourage the youth coaches to attend such training courses which would be a benefit to the coach and, ultimately, to the youths of the club. He is also responsible for ensuring that the fees for the training sessions and games are collected as well as any specified annual subscription levied at an annual general meeting or pre-season meeting specifically for the youths playing within the youth section. A representative of the senior section will attend to all youth fees relating to youths playing for the senior section.
10) Ladies Section Chairman
The ladies section chairman shall chair regular meetings of the ladies committee to discuss the affairs of the ladies section to ensure the efficient running of the ladies section. The ladies section chairman shall co-ordinate personnel to run fundraising and social events specific to the ladies section. The ladies section chairman will arrange for the secretary to prepare reports for submission to the regular management committee meetings and also act as liaison to, and attend the management committee or nominate a deputy to attend such meetings as required.
11) Youth Section Chairman
The youth section chairman shall chair regular meetings of the youth committee to discuss the affairs of the youth section to ensure the efficient running of the youth section. He shall co-ordinate personnel to run fundraising and social events specific to the youth section. The youth section chairman will arrange for the secretary to prepare reports for submission to the regular management committee meetings. He will also act as liaison to the management committee or nominate a deputy to attend such meetings as required.
12) Club Coach/Coaching Co-ordinator
The club coach will coach club members. As Coaching co-ordinator he shall ensure that a coaching programme is produced and that sufficient coaches are available to carry out this programme. He is responsible for ensuring that the appropriate coach training is put in place and maintained throughout the year. He should also ensure that coaches are supported and encouraged to gain the highest coaching certificate attainable to ensure the highest quality. Two persons may hold the positions of club coach and coaching co-ordinator.
The club coach will not be responsible for coaching either the first team men, first team ladies, indoor and outdoor, should a separate coach or coaches be appointed for this purpose.
13) First Team Coach (Outdoor )
The first team outdoor coach shall organise coaching of the respective first team squad at training and practice sessions and shall select the respective first team. He will also appoint a first team captain following approval by the management committee. If time permits he shall oversee the coaching of the rest of the club including youth training. He shall attend first team games in the main but wherever possible he shall attend other team games to monitor the development of players at all levels within the club.
14) First Team Coach (Indoor)
The first team indoor coach shall organise coaching of the first team squad at training and practice sessions and shall select the first team. He will also appoint a first team captain following approval by the management committee. If time permits he shall oversee the coaching of the rest of the club including youth training. He shall attend first team games in the main but wherever possible he shall attend other team games to monitor the development of players at all levels within the club.
15) 1st Team Captain( Indoor & Outdoor)
The respective first team captain (indoor or outdoor) is responsible for implementing the instructions of the respective first team coach on the pitch. He is responsible for maintaining team discipline. In the event of the first team coach, assistant coach, or first team manager being unavailable he shall assume their duties..
16) 2nd Team Coach (Indoor)
The second team indoor coach shall organise coaching of the second team squad at training and practice sessions and shall select the second team. He shall select the second team squad after consultation with the first team indoor coach. He shall attend second team games in the main but wherever possible he shall attend other team games to monitor the development of players at all levels within the club.
17) 3rd Team Coach (Indoor)
The third team indoor coach shall organise coaching of the third team squad at training and practice sessions and shall select the third team. He shall select the third team squad after consultation with the first and second team indoor coaches. He shall attend third team games in the main but wherever possible he shall attend other team games to monitor the development of players at all levels within the club.
18) Team Captains
Team captains, other than the first team captain, shall organise the teams on match days. He is also responsible for the team being represented at selection committee. He may also appoint a team manager, whose responsibilities are detailed in section 19) below. In the absence of a team manager, the team captain or another delegated person should carry out these duties.
19) Team Managers
A team manager’s responsibilities include collecting annual game subscriptions, completing club and district team sheets and passing the league sheets to the league secretary within four days of the match. The manager shall be responsible for arranging transport to away fixtures. The manager shall record on the club team sheets, who is available for the next weeks games, who has the strips and who, if relevant, is in possession of the teams’ nets. The manager would also be responsible for contacting the local press correspondent to give match results as soon as possible after the game.
20) Fund Raising Organiser
The fund raising organiser shall co-ordinate the various fund raising ventures run by the club during the course of the season and report to the management committee on a regular basis. The positions of fund-raising organiser and social convenor may be co-joined.
21) Social Convenor
The social convenor shall be responsible for ensuring that social events are organised for the club throughout the year. It is also the social convenor’s responsibility to ensure that any annual dinner dance or presentation dinner is organised on the instructions of the management committee. The social convenor shall submit regular reports to the management committee. The positions of social convenor and fund-raising organiser may be co-joined.
22) Umpires’ Convenor
The umpires’ convenor shall attend to the umpiring appointments for all club teams unless any governing body dictates these appointments. He will attend the regular selection meetings to ensure the efficient placement of available umpires.
He shall ensure that coaching is made available for umpires’ development and encourage umpires to progress through the progressive levels of umpiring grades. He will keep a register of available umpires and at all times be aware of their current grading. He may run umpiring courses for the benefit of these coaches.
23) Stock Officer
The stock officer shall be responsible for the safe keeping of the fabric and kit of the club and be aware of it’s location at any given time. Records are to be kept of the kit locations and quantity thereof. Any requests for replacement or new stock must firstly be submitted to the stock officer for the onward approval of the management committee. The stock officer shall have the sole responsibility for all club stock for sale and in this connection shall have an annual budget allocated to ensure efficient ordering where necessary. This budget will be allocated by the management committee under consultation with the club treasurer. An account will be opened with such banks or organisations as the general committee shall fix and cheques and withdrawals shall be signed by the stock officer and one other authorised official. Regular reports will be submitted to the management committee.
24) Transport Officer
The transport officer shall be responsible for arranging any transport outwith that which can be arranged by the club members with their own transport.
Should the club own a minibus then the transport officer shall be responsible for its safekeeping, maintenance, M.O.T., road fund license and indeed all relative matters. He will be responsible for allocating its use as fairly as possible with the youths normally taking highest priority.
Any external use of the vehicle will require previous authorisation by the management committee.
25) Press/Archives Officer
The press/ archives officer shall be responsible for submitting articles on the club’s activities and successes and shall be responsible for compiling and maintaining a historical record of the club. He shall have the responsibility for arranging copy for the club to cover such activities as sponsors meetings, presentations, and any other such function as required.
26) Editor of ‘The Wanderer’
The editor of ‘The Wanderer’ shall be responsible for collating and arranging the production of this magazine, which will be published at least once annually. There will be a committee elected to assist with this production. It would be expected that this magazine will be prepared for insertion to the pre-season meeting correspondence to members. He is also responsible for collating and producing regular club newsletters as requested by the management committee.
27) Veterans’ Co-ordinator
The veterans’ co-ordinator will be responsible for maintaining a database of players eligible to play for the veterans teams. He will endeavour to source competition, domestic and overseas for these players. He shall, if possible, arrange social functions for this group and any fund raising specific to their requirements.
28) Former Players’ Association Co-ordinator
The former players’ association co-ordinator will be responsible for sourcing and maintaining a database of former players and will arrange social events where necessary for this group. He will also arrange any re-union requested by either the former players association or the management committee. He will request subscriptions as called for by the club and pass these funds to the club treasurer.
29) Facilities Convenor
The facilities convenor shall chair a committee to oversee the running of club facilities. He will report regularly to the management committee and act as liaison with any partners in such a venture.
Assistant positions
Where there is an ‘assistant’ position elected, the incumbent shall assume the duties of the office bearer to which the title refers, in their absence, or will assist that office bearer as required.