Policies > Constitution of Limerick Hockey Club

Constitution of Limerick Hockey Club

1. Name

The name of the club shall be "Limerick Hockey Club" (hereinafter referred to as "the Club").

2. Mission

To improve the standard of Hockey in the Mid West through the application of best practice coaching techniques where Hockey is encouraged as a challenging and enjoyable sport for all.

3. Colours

Mens/Boys: Navy Blue Shirt. Navy Blue Shorts and Navy Blue Socks

Ladies/Girls: Pink Shirt. Navy Blue Skort and Navy Blue Socks.

4. Objectives

The objectives of the Club shall be:

a)      To foster, encourage and develop the game of hockey

b)      To provide and service hockey programs to the local and adjoining communities

c)      To make hockey an accessible competitive or recreational option for all persons regardless of gender, age, race or religion

d)      To affiliate with the Provincial/National Hockey Association

e)      To promote the game of hockey

f)        To hire and employ persons whose services may be deemed necessary for the purposes of the Club

g)      To invest the monies of the Club not immediately required for any of its objectives in such a manner as from time to time may be determined

h)      To take part in league games as assigned by the governing league

5. Membership and Management

a)      Membership shall be open to all persons paying and abiding by the prescribed subscription. There shall be three categories of membership; full (playing) membership; junior (playing) membership and associate (non-playing) membership. No restrictions shall be imposed on any person by virtue of religious or political beliefs, gender, race or age, but the Board shall have the right to refuse membership to any person who does not comply with the Club’s rules and code of behaviour. A member may resign from the Club by notifying the Secretary in writing of the intention so to do and upon such resignation being accepted by the Board, or by not redeeming his/her membership he or she shall cease to be a member of the Club.

b)      At the Annual General Meeting of the Club a Board comprising the following shall be elected: President, Secretary, Treasurer, Junior Development Coordinator, Coaching Coordinator, Umpire Coordinator, Volunteer Coordinator (and any other position that had been created). The Board shall hold office until the next Annual General Meeting to that at which it was elected. Each member of the Board shall be eligible for re-election.

c)      The position of any Board member absent for three consecutive meetings without leave of absence shall automatically become vacant. Acceptance of an apology shall be deemed a granting of such leave. The Board shall have the power to co-opt up to two further board members and may fill casual vacancies.

d)      The Board shall be responsible to the Club.

e)      The Club or Board may appoint Sub-Committees. The Chairperson/President of the Club shall oversee all such Sub-Committees.

6. General and Special General Meetings
a)      The Annual General Meeting of Members shall be held each year within four months of the end of the fiscal year and at such date, place and time as may be determined by the Board, but accidental omission to give notice shall not invalidate the meeting.

b)      Special General Meetings of Members may be called by written request representing one-third (1/3) of the registered Voting Member votes.

c)      Thirty (30) days’ notice of any Annual General Meeting or Special General Meeting shall be provided to all voting members by the Club Secretary.  In the case of any rescheduled occurrence of these meetings seven (7) days’ notice will be provided.   The notice shall include the items of business to be conducted and sufficient information to form a reasoned judgement. No other item of business may be presented for a vote without due notice.

d)      A quorum for the transaction of business at General and Special General Meetings of the Club shall comprise one-third (1/3) of the Member votes.  Where a quorum is not achieved at the first sitting, the quorum for the rescheduled sitting will be defined as one third (1/3) of the member votes or the number of votes in attendance.  At the Annual General Meeting, the business of the meeting shall include reports from the Board and sub committees, the auditor, the election of Board members to fill positions that fall vacant at that time and the setting of membership fees for the next fiscal year.

e)      At the Annual General/special Meeting, the consideration of motions takes place, for motions of which due notice has been given or which any member, with the permission of the meeting, may introduce.

f)       At the Annual General/Special Meeting it is possible to dispose of any other matter, which may be, consistent with the constitution, introduced at such a meeting.

g)      At the Annual General Meeting the President, if present, shall chair the meeting. If the President is absent at the time the meeting is due to start, the members shall elect a person to chair the meeting from those members present.

h)      Nominations for office bearers may be made at the Annual General Meeting.

i)        Any elections required shall be by secret ballot. Any equality in voting shall be resolved in favour of the retiring candidate (if any) or otherwise by lot. In the event of a ballot, scrutinizers shall be elected by the members present. The voting papers shall be destroyed after the results of the ballot have been announced.

j)       Each member personally present at any meeting shall have one vote and, in the event of an equality of voting on any matter, the Chairperson of the Meeting shall have a second or casting vote, as well as the first or deliberative vote. All voting may be by show of hands but if any member present should require the voting to be by way of ballot, thereupon such vote shall be taken by ballot in the ordinary way.

7.         Duties of Officers

1.   The Board

a)      The Board shall meet as often as is necessary.

b)      Four (4) members of the Board including any two of the President, Secretary and Treasurer shall constitute a quorum at board meetings.

c)       The Board may appoint individuals or Sub-Committees to carry out specified tasks.

2.   The President

a)      The President shall chair all meetings. In his/her absence the Vice-President shall act as the President.

b)      In the event of a tied vote on any matter the Chairman shall have a casting vote.

c)       The Chairman shall rule on the constitutional validity of all proposals and actions.

3.   The Vice-President

a)      The Vice-President shall assist the President in discharging his/her duties.

b)      The Vice-President shall act as if he/she was the President during the President's absence.

c)      If at a meeting both the President and the Vice-President are absent the executive shall appoint a Chairperson for that meeting.

4.   The Secretary

a)      Shall be required to give notice of all meetings to all financial members and to the executive.

b)      Shall be required to keep an accurate record of all meetings excepting where a Minutes Secretary has been appointed for this purpose.

c)      Shall receive and acknowledge receipt of all mail, referring to the board as necessary.

d)      Shall prepare and submit a report of the Club's activities to the Annual General Meeting.

5.   The Treasurer

a)      Shall collect and account for all monies payable to the Club.

b)      Shall present accounts for payment to the Board for approval and once this has been given shall draw cheques for payment.

Shall deposit all monies received by the Club in an approved account(s) with a bank or building society. Monies to be withdrawn from this account(s) shall require the signatures of two (2) members of the Board who have been properly authorised to sign (usually the President, Secretary and Treasurer are authorised to sign with any two of their three signatures being required).

Shall present a financial statement together with an audited balance sheet and statements of income and expenditure for the preceding year to the Annual General Meeting.

6.  The Auditor

Who need not be a member of the Club - shall examine the accounts of the Club at least once each year and shall express his opinion as to the correctness of the financial statement and balance sheet and shall issue a written statement as to this opinion.

7.  The Marketing/Promotions Director:

Shall be responsible for promoting the Club within the area from which the Club hopes to gain new members.

Shall keep the Press up to date with results

Shall be responsible for maintaining the website

Shall be responsible for producing a monthly newsletter

8. Finance

a)   True accounts shall be kept of all monies received and spent by the Club. At least once a year, the accounts of the Club shall be examined and an Income and Expenditure Account and Balance Sheet prepared and the correctness of the accounts and balance sheets authenticated by one or more auditor(s).

b)   The financial year of the Club shall end on the thirtieth of March each year, and the accounts shall be audited and certified by the Club's auditor(s) and shall be submitted to the Annual General Meeting.

c)   The Board shall be empowered to invest the funds and property of the Club upon such securities as the Board shall from time to time deem appropriate.

d)   The Board, on behalf of the Club and subject to the approval of a General Meeting or Special General Meeting of members, shall be empowered to borrow funds. Such borrowing may occur upon the security of the Club's real and personal assets. Such monies may from time to time be required for carrying on the activities of the Club or for providing additional facilities and benefits for the members. The Board, for any other purpose connected with the objectives of the Club and may authorise the execution of any and all such mortgages, pledges, or securities as may be necessary to secure the repayment of such monies.

9. Repealing and amending the Bylaws

The Bylaws may be amended or added to by motions at General or Special General meetings which are supported by two-thirds (2/3) of the votes cast.

Thirty (30) days notice of any proposed Bylaw amendments shall be given to the Voting Membership prior to the motion being presented at a General or Special General Meeting.

The repeal or amendment of Bylaws shall not be enforced or acted upon until approved

10. Dissolution

The Club shall be dissolved if:

a) A resolution to this effect is carried by a General Meeting, thirty (30) days of notice of the proposed resolution having been given

b) Financial membership drops to ten or less members

If upon the dissolution of the Club there remains, after satisfaction of all debts and liabilities, any property or funds whatsoever, the same shall not be distributed or paid among the members of the Club but shall be transferred or given to some other Club or institution having objectives similar to those of the Club, to be determined by members of the Club at or before the time of dissolution.

11. Copies of Constitution

The Secretary shall supply a copy of this constitution, upon reasonable request, to any new member or existing member.

12. Custody and Use of Common Seal

The Club shall have a Common Seal, which shall consist of the words ‘Limerick Hockey Club’. The seal shall be kept in the custody of the Secretary and shall only be affixed by the Secretary to documents at a meeting of the Board and in pursuance of a resolution of the Board; the affixing of the same shall be attested by at least two members of the Board.

Updated August 2017