1. Name
1.1. The Club shall be called Saffron Walden Hockey Club (the “Club”).
2. Main Affiliations
2.1. The Club shall play under the rules of England Hockey.
3. Club Colours
3.1. The principal colours of the Club shall be purple and amber shirts with navy shorts / skirts and amber socks. Changes to these principal colours require the approval of the Members. Further details of the design and style of kit worn by the Members in Club games shall be determined by the Management Committee.
4. Objectives
4.1. The objects of the Club shall be to actively encourage, promote and develop hockey in the local community.
4.2. In meeting its objectives the Club shall take into account the principles of sport equity and the need to ensure equal opportunity for young people, black and ethnic groups, women and people with disabilities at a level appropriate to their needs and aspirations.
5. Codes, Policies and Affiliations
5.1. The Club is committed to the development of individual and team based hockey skills for all age groups and levels of ability. The Management Committee will endeavour to ensure that appropriate arrangements are put in place each season to fulfil this commitment with adequate competitive fixtures and coaching/training sessions available to all Members.
5.2. Where necessary the Club shall adopt policy statements and/or codes of behaviour. In particular, the Club is committed to providing an environment where children can learn about, participate in and enjoy hockey free from harassment or abuse. Accordingly the Club shall adopt a policy for child protection to ensure the welfare and safety of children in the Club’s care is always the primary consideration.
5.3. The Management Committee shall be responsible for the implementation of any relevant codes of conduct or policies.
5.4. Affiliations shall be approved by the Members. The Management Committee will be responsible for coordinating any necessary action required to effect any such affiliation approved.
6. Membership
6.1. Membership of the Club shall be open to all members of the local community who have an interest in hockey at whatever level.
6.2. The term “Member” shall mean anyone entitled to the rights of membership as defined below and having paid where appropriate the relevant subscription.
6.3. The Club shall comprise of the following different types of Members:
(i) Life Members: Life Membership is intended to be used by the Club as recognition of an individual’s contribution or role within the Club or local community. Individuals must be nominated by the Management Committee and the appointment approved by the Members at the Annual General Meeting. Life Members have full voting rights and shall incur no subscription fee.
(ii) Full Playing Members: Full Playing Membership is open to anyone over the age of 16 who has paid the appropriate subscription. Full Playing Members have full voting rights.
(iii) Non-Playing Members: Non-Playing Membership is aimed at those individuals actively contributing to the Club. Appointment shall be made at the sole discretion of the Management Committee. Non-Playing Members have full voting rights and shall incur no subscription fee.
(iv) Junior Members: Junior Membership is open to anyone under the age of 16 who has paid the appropriate subscription. Junior Members have no voting rights.
(v) Temporary Members: Temporary Membership is for individuals who are invited to attend training sessions or matches organised by the Club. Temporary Members shall have no voting rights and shall ordinarily incur no subscription fee unless the Management Committee agree otherwise.
(vi) Social Members: Social Membership is open to anyone who has an interest in hockey and who has paid the appropriate subscription. Social Members have no voting rights.
6.4. Membership is conditional on the acceptance by Members that they are legally bound by this constitution and any Member accepting Membership shall be deemed to have agreed to this.
6.5. The Members may nominate and approve any further categories of membership as appropriate.
6.6. The Management Committee shall be responsible for ensuring that a list of Members is maintained.
6.7. A Member wishing to resign must give notice in writing to the Secretary but shall be held liable for the year’s subscription unless the notice of resignation is received by 31st October in the Annual subscription period in question or unless the Management Committee deem otherwise.
6.8. The Management Committee shall have the power at any time to propose that a Member be removed from Membership. The proposal shall be made to the Chairman who will, as soon as reasonably practicable thereafter, initiate the Club’s Disciplinary Procedures to review the proposal.
7. Honorary Officers
7.1. The honorary office of President or Vice President is aimed at those individuals the Club wishes to honour or recognise in some capacity. Honorary Officers need not be Members. The appointment of a President shall be approved at the Annual General Meeting. The appointment of Vice Presidents is at the sole discretion of the Management Committee. The only Honorary Officer to have a voting right is the President. Holding the office of President of Vice President is not indicative of Membership. Membership is via any of the categories set out in clause 6 above.
8. Management
8.1. The management of the Club shall be the responsibility of the Management Committee which shall comprise of the following Officers and who shall be elected at the Annual General Meeting: Chairman, Vice Chairman, Secretary, Treasurer, Ladies Club Captain, Men’s Club Captain, Social Secretary, Junior Coordinator and Child Protection Officer (the “Officers”). Other individuals may be invited by the Chairman to attend meetings of the Management Committee or any of its sub-committees as appropriate in a non-voting capacity.
8.2. Any vacancies between Annual General Meetings occurring among the Officers, Team Captains or any other official of the Club whose appointment is usually approved at the Annual General Meeting, may be filled by the Management Committee.
8.3. All Officers shall retire annually at the Annual General Meeting but can be eligible for re-election.
8.4. The quorum for meetings of the Management Committee shall be any three Officers.
8.5. Decisions made by the Management Committee will be by simple majority of those members of the committee present.
8.6. The Members may by General Meeting resolution direct the Management Committee to take, or to refrain from taking, a specified action.
8.7. The Management Committee shall meet as often as it deems necessary during the year and prior notice must be issued to all Officers stating the date, time and venue of the meeting. Such notice need not be in writing.
8.8. Any member of the Management Committee who fails to attend three consecutive meetings of the Management Committee will be deemed to have resigned his or her position and the rules set out in clause 8.2 for re-filling the vacant position shall apply. The Management Committee may at its sole discretion over-rule or suspend the automatic resignation on whatever terms it feels appropriate should it agree the individual circumstances so require.
8.9. The Management Committee may delegate any of its powers to such person or sub-committee as it thinks fit.
9. Subscriptions, fees and levies
9.1. With the exception of clause 6.3 (v) subscriptions, match fees and any other Membership levies shall be set and approved by the Members. Collection of these shall be the responsibility of the Management Committee who is authorised to set in place and administer an appropriate collection policy. The Management Committee is authorised to waive or reduce fees on an individual basis if appropriate.
10. Finances
10.1. The financial year shall run from 1 May to 30 April each year.
11. General Meetings
11.1. Meetings of Members shall be called General Meetings. All voting Members shall have the right to one vote on each resolution proposed at a General Meeting and shall be permitted to vote either in person by show of hands at the meeting or by postal vote submitted in writing to the Secretary or the Chairman prior to the meeting. Resolutions require a simple majority taking into account the total number of votes cast for, against and any abstentions.
11.2. There shall be one Annual General meeting in each calendar year. The date of the Annual General Meeting shall be decided by the Management Committee, which will be not later than three months after the end of the financial year. Additional advance notice of the date of the Annual General Meeting along with invitations for any nominations shall be notified to Members via the Club’s website 3 months prior to the date of the meeting. Further notice must also be issued in accordance with clause 11.6 below.
11.3. The business at the Annual General Meeting shall include the following:
(i) The review and approval of the Financial Statements and any proposal regarding subscription fees for the forthcoming season;
(ii) The Chairman’s Report;
(iii) Election of Officers, Life Members and Club President;
(iv) The list of teams to be run by the Club in the forthcoming season and the captain of each of these;
(v) Any other business submitted by a Member in accordance with clause 11.4 below.
11.4. Nominations for the appointment of Club President, Officers, Team Captains and Life Members or any additional business to be considered at the Annual General Meeting should be made in writing by a Member to either the Secretary or the Chairman, 28 days prior to the date of the meeting.
11.5. Any Member may requisition a General Meeting. The requisition must be signed by at least six voting Members or be approved by the Management Committee and shall specify the business to be considered. The requisitioned meeting shall be convened within one month of the receipt of the requisition.
11.6. 14 days’ notice of any General Meeting will be published on the Club’s website and shall include the date, venue and time of the meeting along with details of any resolutions to be voted on at the meeting and arrangements for the submission postal votes.
11.7. No business shall be transacted at a General Meeting unless a quorum is present. The quorum shall be 15 Voting Members present in person at the meeting.
12. Notices
12.1. All references to “in writing” in these rules or any codes or policies agreed by the Club means the representation or reproduction of words, symbols or other information in a visible form by any method or combination of methods, whether sent or supplied in electronic form or otherwise.
13. Chairman of Meetings
13.1. Except as provided in clauses 13.2 and 13.3 below the Chairman, or in his absence the Vice Chairman, shall preside at all meetings of the Club.
13.2. In the case of a Sub-committee, the individual committee may nominate one of its members to preside as Chairman of the Sub-committee.
13.3. In the absence of the Chairman, the Vice Chairman, or the Chairman of the Sub-committee, the meeting will determine who should preside by a show of hands of those present and entitled to vote at the meeting in question.
13.4. The person presiding at meetings shall have any vote they are entitled to in their own individual capacity, and in cases of equal voting, a casting vote.
14. Disciplinary Matters
14.1. In the event of unsatisfactory conduct the Club’s Disciplinary Procedures shall apply.
15. Amendments to the Club Constitution
15.1. Changes to this constitution or to any policies or codes of conduct approved by Members (“Amendments”) shall be by resolution of the Members in accordance with clause 11.1 and shall require a simple majority in order to be effective. Amendments should be proposed in writing to the Secretary or Chairman who shall submit them to the next Annual General Meeting for consideration unless a further General Meeting is requisitioned in accordance with clause 11.5.
16. Winding up
16.1. If, on winding up or dissolution of the Club, there shall remain, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed amongst the Members but shall (in consultation with the local council and/or Cambridgeshire Hockey Association and subject to any special trusts affecting the same) be given or transferred to some other local hockey Club having similar objects to the objects of the Club, which shall prohibit the distribution of its or their income and property among its or their members with the exception that any assets purchased with money given by the Jack Petchey Foundation, which will be passed onto another local sports club within the community.
17. Distribution of the Constitution
17.1. A copy of this constitution shall be available to every Member via the website.
England Hockey provides a range of good practice guidance for working with young people in a number of areas including:
• General do’s and don’ts
• Additional vulnerability
• Position of trust
• Supervision and communication, including social media
• Changing rooms
• Transport
• Sources of other best practice guidance
The full "Good practice when working with young people" can be viewed using the link below.
The "Safeguarding and protecting young people in hockey policy" document, published by England Hockey, can be read using the link below:
Saffron Walden Hockey Club's data protection policy has been prepared in consultation with England Hockey.
Information Collection - SWHC only collects and holds details of members required to run the club. The majority of this is contact information such as email addresses and telephone numbers but it also extends to details for first aid, umpiring and coaching qualifications and additional information required for affiliation to England Hockey.
Use of Information - primarily used to organise teams (winter and summer leagues), distribute news and other items, such as social events, provide coaches with first aid and emergency contact information for training sessions, providing summary level (anonymous) information to England Hockey as part of our affiliation and for organising transport, umpiring and other similar activities.
Data Security - member information is held electronically on fixtureslive and the club website which is secured with usernames and passwords. Access is restricted to specific individuals / role holders and access can be controlled by system administrators.
Advice for Captains and Coaches
1. For the purposes of this document, reference to the ‘committee’ incorporates the ‘club captain’ and ‘captains’ of all the adult teams also known as the ‘selection committee’.
2. Committee members shall be polite to each other at all times. Committee members should be mindful that it isnot just what is said, but how it is said.
3. The Committee should aim to select the best available teams each week, following a full and frank exchange of informed views.
4. Chatham House Rules apply (i.e. whatever is said is kept confidential, unless expressly agreed).
5. The Committee will be chaired by the Mens Captain. As chairman, he should seek the relevant views of the members, rather than express his own views.
6. The Committee will be made up of the Mens Captain (as chairman), Mens Coach and the captains of each of the 8 Mens teams.
7. The Club Chairman and the Umpire Liaison Officer shall each have observer rights.
8. The Mens Captain shall ensure that (i) team sheets from the previous weekend are available to all members at or before the meeting and (ii) completed team sheets for the coming weekend are completed promptly at or after the meeting. In an ideal world, team sheets should be compiled, on a lap top by one of the team captains, at the meeting.
9. Teams will be selected in order of seniority, starting with M1 and finishing with M8.
10. The Committee will try to balance the competing, and sometimes irreconcilable, issues of (i) wanting to promote talent/win matches & promotion (“competitive hockey”) and (ii) allowing people to play with their mates (“social hockey”). Higher up the club, competitive hockey must dominate. Lower down the club, social hockey is likely to prevail.
11. The Committee will try to balance the competing, and sometimes irreconcilable, issues of (i) promoting youngsters (“youth policy”) and (ii) the practicalities of life, like having enough car drivers (“practicalities”). Higher up the club, youth policy must dominate. Lower down the club, practicalities are likely to prevail.
12. The captain of each relevant team will confirm that the previous week’s team sheet is correct. He shall announce his preferred squad size for the following week. He shall report on whether he wishes to change his side from the previous week (giving reasons where necessary). He will ask the captain of the teams above and below his side whether members of their respective squads should be considered for selection for his team. The Coach’s comments shall be invited first. Other captains shall be invited to comment after the Coach. Comments should only be made if the relevant person has seen the player(s) under discussion play competitively in the recent past. The Committee will try to establish a consensus without a formal vote.
13. If no consensus has emerged about selection for the relevant team, the final decision shall rest with the relevant captain and the captains of the teams immediately above and below the relevant team. In the case of M1 and M8, the Coach will replace the "missing" captain.
14. If any member believes that his voice has not been adequately heard, he shall report the fact to the Club Chairman promptly.
15. After the meeting has been closed, debate should not continue between members lest cliques form or are thought to be formed / forming.
16. If any member feels that a particular captain (including himself) should be moved (up or down), he must consult with the Coach and the Club Chairman before the selection meeting at which he may suggest such a move. Members should realise the potential disruption that moving a captain (up or down) may cause.
17. There may be "drop outs" of players during the week. To the extent possible, a captain should restock his team with "drop ins" (i.e. his regular players who appeared unavailable at selection).
18. If a captain is down to 11 players, he may approach, preferably by telephone on Thursday evening, the captain of the team below to provide him with additional player(s), so that he has 12. The junior captain shall provide additional players if he has 13 or more players. The junior captain shall be entitled to retain a squad of at least 12.
19. The junior captain will have the final say on the player(s) to be provided to the more senior team. The junior captain should suggest those that might benefit from playing up especially (i) youngsters and (ii) his best players (even though this may weaken his squad for the coming Saturday).
1. Reporting a Disciplinary Matter
1.1. A potential or alleged disciplinary issue (the “Issue”) should be reported to the Chairman by either a member of the Management Committee or a Team Captain.
2. Dealing with a Disciplinary Matter
2.1. As soon as practicable after having received notice of the Issue, the Chairman will determine whether it relates to either a playing matter or a matter of general conduct within the Club. He will then appoint a Review Panel in accordance with the clause 3 below to investigate the Issue. Subject to the appeal provisions set out in clause 6 below, the Review Panel will have the authority to determine what, if any, action should be taken with regard to the Issue.
3. Review Panel
3.1. Depending on whether the Chairman determines the Issue to be either a playing matter or a matter of general conduct within the Club, the Review Panel appointed by the Chairman will comprise as follows:
4. Review Process
4.1. The Review Panel will investigate the Issue and will hold a meeting to which the Member to whom the Issue relates (the “Relevant Member”) must be invited. The Relevant Member may be accompanied by any person of their choice. If the Relevant Member is under 18 they must be accompanied by someone over the age of 18.
4.2. In determining any appropriate action with regard to a Playing Matter, the Review Panel should give consideration to any regional or HA guidelines.
5. Resolution
5.1. The Review Panel shall determine appropriate action to be taken on the Issue and shall advise the Relevant Member accordingly.
6. Appeal
6.1. The Relevant Member shall have the right to appeal against the decision made by the Review Panel. Written notice of their wish to appeal should be issued to the Chairman. On receipt of this notice the Chairman will appoint an Appeal Panel which shall comprise of the Chairman and two further Members, one of whom shall be nominated by the Management Committee and one of whom shall be nominated by the Relevant Member, neither of whom must have been part of the initial Review Panel.
6.2. The decision of the Appeal Panel shall be final and shall be communicated to the Relevant Member by the Chairman.
7. Role of Chairman
7.1. In the absence of a Chairman, the Vice Chairman may act in the Chairman’s capacity for the purposes of these procedures.
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