Club Rules

CLUB RULES

1) Name: The club shall be called Oxford Hawks Hockey Club (“the Club”).

2) Objects: The objects of the Club are to afford its members the facilities for playing hockey, the provision of club premises and the means for social and recreational activities.

3) Colours: The colours of the Club shall be magenta and black. All members playing in matches must wear Club shirts and Club socks and black shorts/skorts/leggings.

4) Rules of the Game: The rules of the game of hockey played by the Club shall be those adopted from time to time by England Hockey.

5) Affiliation: The Club shall be affiliated to England Hockey and South Central Hockey and shall at all times abide by their respective rules.

6) Patrons: The Club shall be under the patronage of one President who shall be elected annually at the Annual General Meeting.

7) Membership:

(7.1) Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowed on a non-discriminatory basis.

(7.2) The Club may have different categories of membership (as provided in Rule 7.(5)) and subscription on a non-discriminatory and fair basis.

(7.3) The election and admission of all categories of member shall be vested in the Board. Upon election or admission, the member will be notified accordingly and will be provided with a copy of these rules and with a copy of any by-laws. The member shall be bound by all rules and by-laws which may be made from time to time. The elected or admitted member shall not be entitled to any privileges of membership until he has paid the initial membership fee.

(7.4) Members’ Communication with the Club: Every member shall be under a continuing duty to notify the Director of Finance and Administration of his up-to-date postal address, his telephone number and his email address. All notices in writing required to be given by the Club to the members under these rules may be sent by post and/or by electronic means, which shall include notices posted on the club’s website. All notices sent to the member at his notified address, whichever means of communication are used, shall be deemed to have arrived two days after dispatch by the Club unless the contrary is shown. Neither the non-arrival nor the late arrival of any notice sent by the Club nor the accidental omission to give due notice of the meeting to one or more members shall invalidate any meeting convened by the Club. Any member who wishes to be contacted by the Club via the postal service and not by any other means must expressly notify the Director of Finance and Administration of this fact in writing. The club will not use the member’s email address for confidential or sensitive matters.

• (7.5) There shall be three categories of membership;

1. Full Member
2. Junior Member
3. Honorary Member

• (7.6) Full Members are adult members;

1. either paying full rates
2. or paying discounted rates
3. or student members
4. or occasional members
5. or summer members
6. or social members.

Social members shall make up less than half of the total membership.

A member who is entitled to pay a discounted rate is;

1. a person who is not working, is looking for a job and if offered a job could start it within two weeks
2. a full-time carer for a family member (e.g. infant, elderly, disabled) and consequently is unable to work
3. a person who is on maternity leave and in receipt of statutory maternity pay.

A student member is a person who is enrolled on a full-time course at a university or other place of higher education and is also entitled to pay a discounted rate.

An occasional member is a person who plays no more than five games for the Club from September to April.

A summer member is a person who only plays games for the Club from May to August in a summer league.

A social member is a person who joins the Club as a non-playing member.

(7.7) Junior Members are players under the age of 18 years. A parent or sponsor must countersign the application form of a junior member. A junior member shall be entitled to use such facilities of the Club as may be determined from time to time by the Board. No junior member shall be entitled to attend general meetings of the Club but may do so at the discretion of the Board; if he does so attend, he may not vote thereat nor shall his presence count towards any requisite quorum. A junior member wishing to be elected an adult member must follow the procedure laid down in Rule 8.

(7.8) Honorary Members may be elected by the Board and are those persons who in the opinion of the Board have for good or sufficient reason merited this status. Honorary Members shall be exempt from paying any membership fee but shall nevertheless be entitled to all the privileges of membership.

8) Process for Becoming a Member: Every person who wishes to become a member shall apply to the Club in such form as the Board require. The Board shall have power to admit persons to membership in accordance with Rule 7. The Board may require a candidate for playing membership to demonstrate his playing ability before his application for membership is considered.

9) Membership Fees and Match Fees: Membership Fees and Match Fees shall be such sums as the members shall determine at Annual General Meeting. Tariffs for Membership Fees and Match Fees may be different for the membership categories in Rule 7.(5) and for the types of membership listed in Rule 7.(6) provided that they are set on a non-discriminatory and fair basis. All Membership Fees shall become due on a date in September in each year to be notified by the Board. The Board may authorise members to pay their Membership Fees by no more than eight instalments in the months from September to March. If the

Membership Fee or any instalment is not paid on its due date, the member shall cease to enjoy the privileges of membership until payment is made. If the Membership Fee or an instalment remains unpaid after one month of its due date the member shall automatically cease to be a member of the Club. Match Fees shall become due on the date the member played in the game, or as subsequently invoiced.

10) Resignation of Members: A member may resign from the Club by informing the Director of Finance and Administration in writing of his intention to do so.

11) Suspension and Expulsion of Members:

(11.1) The Board shall have the power to suspend for a period not exceeding 12 months or to expel any member whose conduct, whether within the club premises or elsewhere, is in the opinion of the Board injurious to the good name of the Club or renders him unfit for membership of the Club.

(11.2) No member shall be suspended or expelled without first being summoned before the Board and full opportunity given to him to advance an explanation or defence, nor unless two-thirds of the Board then present shall vote for his suspension or expulsion. The Managing Director of the Board who hears the case shall not have a casting vote on this occasion.

(11.3) The Board shall have the power to exclude the member from the club premises pending the hearing of the case against him.

(11.4) A suspended member shall cease to have any of the privileges of membership nor may he be nominated for or hold office while suspended, but he shall remain liable for his membership fee and any match fees hat might be outstanding.

(11.5) A member who is suspended shall have the right of appeal to the Board, if he so requests in writing to the Managing Director of the Board within seven days of his suspension. The appeal shall take place withing 14 days of the request. The composition of the appellant tribunal shall, if possible, comprise different members of the Board from those who imposed the suspension. If this is not possible, the appellant tribunal shall be chaired by an independent full member (excluding student members, occasional members, summer members and social members) of at least 10 years standing, who shall be entitled to vote on the appeal.

(11.6) A member who is expelled shall have the right of appeal to the members at a special meeting if he so requests in writing to the Managing Director of the Board within seven days of his expulsion. The meeting shall be convened by the Managing Director within 21 days of the expulsion. If at least two-thirds of the members present and entitled to vote at the meeting are in favour of allowing the appeal, the member shall be automatically reinstated.

(11.7) If the member so requests, he may attend any hearing before the Board or the special meeting of the members with a legal or other representative.

12) Temporary Playing Suspension: If a member is reported for a playing offence the Board shall have the power automatically to suspend that member from playing or umpiring for such period as it thinks fit not exceeding ninety days.

13) Management of the Club: The management and control of the affairs of the Club shall be vested in an elective Executive Board (referred to in these rules as "the Board"). The Board shall consist of the following directors of the Club:-

(1) Managing Director

(2) Director of Finance and Administration

(3) Men’s Club Director

(4) Ladies’ Club Director

(5) Juniors’ Club Director

The Board shall meet on a regular basis and sufficiently often to carry out its duties efficiently. Any director who is absent without an accepted apology from three consecutive meetings shall be deemed to have vacated office.

A further three directors may be invited to attend Board Meetings at the discretion of the Managing Director, but will not have any voting rights at such meetings, as follows;

(1) Performance Director

(2) Director Hockey Operations

(3) Director Club Community

These three directors will be recruited by the Board and will not be elected by the members.

The Board shall be chaired by the Managing Director. The quorum for a meeting of the Board shall be four persons and the Managing Director shall have a casting vote thereat. Nobody shall be appointed as a Director who is under the age of 18.

14) Directors: Each Director has the power to appoint staff (some of whom may be remunerated) and volunteers to assist and support in the discharge of his responsibilities. Each Director may from time to time call meetings of all staff and volunteers who assist and support him.

15) By-laws: The Board shall have power to make, alter or revoke such by-laws, as it may consider necessary for the good government and order of the Club.

16) Election of Board Directors: Directors of the Club Board shall be in office from their election or appointment until the next Annual General Meeting when they shall automatically retire, but they may offer themselves for re-election. Directors shall be elected by ballot at the Annual General Meeting. Nominations signed by not less than two members of the club must be submitted at least 7 days before the Annual General Meeting. If a vacancy occurs during its term of office, the Board shall have power to appoint any member of the Club to fill such vacancy for the remainder of that term.

17) Annual General Meeting: The Annual General Meeting shall be held on a date fixed by the Board not later than the 15th July in each year (provided that not more than 15 months shall elapse between each meeting) for the purpose of;

(1) receiving a report from the Director of Finance and Administration and, if thought fit, approving the Club's Accounts in respect of the preceding financial year

(2) receiving reports from the Men’s, Ladies’ and Juniors’ Club Directors in respect of the Club's activities since the previous Annual General Meeting

(3) electing the President

(4) electing the Managing Director

(5) electing the Director of Finance and Administration

(6) electing the Men’s Club Director

(7) electing the Ladies’ Club Director

(8) electing the Juniors’ Club Director

(9) fixing the tariffs for Membership Fees and Match Fees

(10) transaction of any other general business of the Club.

Adult members shall receive 14 days notice in writing of such meeting. No member, save with the consent of the Managing Director, may bring any matter before the meeting unless he has given notice of motion in writing to the Managing Director in respect of such matter at least 7 days prior to the meeting. An agenda of business shall be circulated to Club Members at least 6 days prior to the meeting. If in accordance with any legal requirements or guidance issued by the Government or any other public authority, it is impossible in the reasonable opinion of the Board to hold an AGM no later than 15th July or within the period of 15 months from the date of the last AGM, then the Board shall call the meeting as soon as practicable thereafter provided that in doing so it does not contravene the said legal requirements or guidance.

18) Special Meetings: A special general meeting shall be called by the Managing Director within 28 days of receipt by him of a requisition from the Board, or one signed by not less than 10 members of the Club or one-fifth of the members entitled to attend and vote at a general meeting, whichever is the less. Adult members shall receive 14 days notice in writing of such meeting. The notice shall specify the purpose of such meeting and no other matter may be brought before such meeting.

19) Quorum and Voting at Meetings: A general meeting may proceed to business if 15 members are present within half an hour after the time fixed for the meeting; otherwise the meeting, if convened on the requisition of the members, shall be dissolved but, if convened by order of the Board, it shall stand adjourned to the week following at the same time, save that the adjourned meeting may proceed to business whatever the number of members present. Each member present at a general meeting shall be entitled to one vote on each motion except the Managing Director who shall have a casting vote only. If the Managing Director considers that any particular motion may be prejudicial to the interest of playing members, he may rule that non-playing members shall not be entitled to vote thereon.

20) Electronic Meetings: The Board shall have the power in appropriate cases to hold and conduct a meeting in such a way that members who are not present together at the same place may by electronic means attend and speak and vote at it. Adult members shall receive 14 days’ notice in writing of such meeting. No member, save with the consent of the Managing Director, may bring any matter before the meeting unless he has given notice of motion in writing to the Managing Director in respect of such matter at least 7 days prior to the meeting. An agenda of business in writing shall be sent to adult members at least 6 days prior to the meeting.

21) Visitors: Members may personally introduce guests provided that no person whose application for membership has been declined or who has been suspended or expelled from the Club shall be introduced as a guest. Members must accompany visitors introduced by them during the period of their stay in the Club premises.

22) Indemnity: The directors of the Board, the officers of the Club, and the officials of the Club shall be indemnified by the Club out of club funds against any legal or monetary claim made against them by third parties in connection with the proper discharge of their duties.

23) Amendment of the Rules: These rules may be added to, altered or revoked by the members at the Annual General Meeting or at a special general meeting convened for that purpose. Any amendment to be carried shall require the votes of at least two-thirds of the members present at such meeting. No amendment may be made at the Annual General Meeting unless notice of motion in writing has been given to the Managing Director at least 14 days prior to the meeting by the proposer of the amendment.

24) Interpretation: The reference in these rules to the masculine gender shall in all cases apply equally to the feminine gender. The phrase "in writing" shall include communication by means of electronic mail.

25) Dissolution of the Club: A resolution seeking the dissolution of the Club may be passed, and only passed, at a special general meeting on a requisition signed by not less than 30 members of the Club or by one-fifth of the members entitled to attend and vote at a general meeting, whichever is the less. The Managing Director shall call such a meeting within 28 days of receipt of the requisition. Adult members shall receive 21 days’ notice in writing of such meeting. If at the convened meeting the resolution seeking dissolution is carried by at least two-thirds of the members present at the meeting, the Board shall thereupon, or on such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club. Any surplus assets, however, shall not be paid or distributed to the members of the Club but will be given or transferred to some other voluntary or charitable organisation or entity having similar objects to the Club or whose objects include the promotion of games or sports.

Amended at AGM 13.06.2025