Constitution Download  Hockey Club Constitution ---- 20kb

a) “Council” means NSW Police Council of Sport Incorporated
 
b) “Club” means the Hockey Club affiliated with the Council until or unless approval is acquired from the NSW Police Commissioner to use the formal title of NSW Police Hockey Club. 
 
c) “Executive” means office bearer, including President, Secretary, Treasurer, Co-ordinator.
 
d) “Executive Committee” means the acting of the Executive in concert, which may include financial members when invited by the Executive Committee.
 
e) “Member” means a person who has had involvement with the Club but is not a financial member. Such people remain interested in Club information and are included in information circulation on Club activities. 
 
f) “Financial Member” means a person who has, within the past 12 months are at the first interstate tournament if outside 12, but within 24 months, paid the annual Club membership fee. 

2. Name

The name of the Club will be (Police) Hockey Club until or unless NSW Police Hockey Club is endorsed by the NSW Commissioner of Police.

3. Objectives

a) To foster participation in police hockey competitions and networks.
 
b) To do so with a spirit of participation, enjoyment and healthy competitiveness.
 
c) To oversee NSW Police involvement in accordance with the rules and spirit of this Constitution.
 
d) By virtue of a), b) and c) to support the Council in its role and objectives.

4. Powers

a) Shall be whatever is required by the Executive Committee to implement the rules of this Constitution, including settling disputes and disciplinary matters.
 
b) Such powers will be in accordance with legal and procedural instruments, including those relevant to the Club association with the NSW Police.

Part 2 – Membership

5. Becoming a member

a) Membership can commence with an indication to any Executive Member of interest by a current or former NSW Police employee.
 
b) Financial membership commences with payment of the annual Club fee.

6. Affiliation

a) The Club shall remain an affiliated member of the Council and comply with the rules therein, including payment of annual $20 fee to the Council; that at least one Executive member of the Club is to be a serving member of the NSW Police; and that an Executive member of the Club is to attend the Council’s Annual General Meeting (AGM), where there is an entitlement to vote. 
 
b) Additionally, to remain an affiliated club, the following rules from the Council Constitution are to be complied with: Clubs are to provide to the Council prior to the Council AGM: a copy of the Club Annual Report, highlighting activities undertaken during the year and the objectives of the club for the following year; a copy of an audited financial statement of the club in a format suitable to the Council, identifying all grants, sponsorships, donations and public fundraising and to whose benefit they were applied; a letter certifying the club’s operations were in line with the Council’s requirements and ideals and any relevant legislative or policy requirements; an updated list of office bearers, indicating current serving police officers; and an updated list of financial members.

7. Non-Profit

The Club is a non-profit organization and any sponsorship or other benefit is used to support Club objectives.

8. Cessation of membership

a) Membership shall cease when a Member indicates no further interest, when he/she dies, or when expelled from the Club.
 
b) Financial membership shall cease 12months from the last Club fee payment, or by virtue of failing to pay the subsequent Club fee at the next competition in which the Club participates, if outside the 12 month period. The provisions of a) also apply to Financial Members. 

9. Financial membership entitlement not transferable

a) Membership is transferable. However, financial membership is not. 
b) Except where in possible breach of a Council rule, general or financial membership of the Club does not exclude membership of other affiliated clubs.

10. Sponsorship and other incoming, related benefits

The Club shall have discretion to seek sponsorship and related incoming benefits from people, organizations, bodies, who it wishes, except where in conflict with the Council, where it is supported by its Constitutional powers, and with NSW Police policy. This includes the receipt of incoming money/objects to the retail value of $2000 or more, requiring the endorsement of the Council.

11. Register of Members

The Executive members shall, between them, maintain a register of general and financial members.

12. Discipline of members

a) If the Executive Committee of the Club is of the opinion that a general or financial member has knowingly and significantly refused or neglected to comply with provision or provision of these rules, or has acted in a manner prejudicial to the interests of the Club, the Executive Committee may, by resolution: 
expel the person or suspend their membership for a specific period determined by the Executive Committee.
 
b) For such conduct to be considered, a report of the conduct must be in writing to any Executive member. Any subsequent meetings, decisions and actions must be documented and retained by the Executive Committee. 
 
c) The Executive Committee and subject member are to be advised in writing of the receipt of the report within 28 days of receipt. This advice is to include the details of a conduct hearing to consider the report and a specified Executive member’s contact details. Having said this, the Executive Committee retain the right to discuss the matter privately in the first instance to determine the most appropriate course of action.
 
d) The subject member or a person on their behalf, is entitled to address the Executive Committee at the conduct hearing. 
 
e) Executive Committee decisions in relation to discipline must be based on a quorum of at least three Executive members. If there are insufficient Executive members available, the one or two who are available can call on one or two other members to vote. 
 
f) The decision to expel shall require a consensus. 
 
g) The decision to suspend shall require a majority vote.
 
h) The subject member and the Council are to be advised of the outcome of the decision in writing within 14 days.
 
i) In respect of expulsion and suspension, where the Executive Committee has a conflict of interest or is otherwise unable to resolve the situation, assist and/or advice shall be sought from the Council by any Executive member. 
 
j) If any Executive member or other invited member identifies a conflict of interest, whether their own, or anothers, he/she is to inform the Executive Committee to determine any subsequent action. The information is to be documented retained by the Executive Committee.
 
k) The proceedings and documentation are to be confidential except where disclosure is required to comply with this Constitution, the Council Constitution, NSW Police policy, or legislation.
 
l) The conduct of the hearing will be determined by the Executive Committee. 

13. Right of Appeal of disciplined member

a) Where any member is subject to an expulsion or suspension decision, they shall have a right of appeal to the Executive Committee only on the basis that relevant information was not heard by the Committee at the conduct hearing. 
 
b) Notification of appeal is to be received by the Executive member whose contact details appear on the report notification as per 12 d) within 14 days of the date of implementation. Documentation of appeals made outside this period will be reviewed by the Executive Committee and will only be heard if the Committee are satisfied extenuating circumstances prevented compliance with the 14 day period. 
 
c) The Executive Committee is to notify the Council of any request for appeal and decision whether or not to hear it, within 14 days of the decision. 
d) If the Executive Committee agrees to hear the appeal, it will reconvene within 28 days from the decision to hear it. 
 
e) The subject member or one representative is entitled to address the Committee, whereupon the Executive members (and invited member/s for voting purposes) will vote on whether to affirm, amend or withdraw the expulsion or suspension decision. 
 
f) If not advised on the day, the subject member is to be advised in writing of the outcome within 14 days. 
 
g) A request for assistance and/or advice from the Council, can again be requested by any Executive member if the Club is unable to resolve the matter at this point. 
 
h) The conduct of the appeal hearing will be determined by the Executive Committee. 

Part 3 – Executive Committee

14. Powers of Committee

Shall include whatever is necessary to implement the rules of the Constitution in a lawful and procedurally fair manner.

15. Committee membership and responsibilities

a) The Committee represents the Executive members acting in concert. Executive positions entailing voting rights are: President, Treasurer, Secretary and Co-ordinator.
 
b) Position holders will share responsibilities as required and are therefore jointly responsible for the leadership of the Club.
 
c) When sufficient interest exists, position holders will be voted in for a maximum tenure of four years. 
 
d) When sufficient interest does not exist, it will be acceptable for position holders to be volunteers on the basis of a productive Executive Committee being maintained.
 
e) When required the Executive Committee may call upon other members to participate in a voting situation, except where the Council requires representation by an Executive member. 

16. Election of members

a) Should it be necessary, the election of members shall be co-ordinated by three Club members. This may include existent Executive members unless there are objections. Any objections will see the removal of the person/s from the co-ordination role. 
 
b) Nominations shall be in writing 21 days before the election meeting.
 
c) Selections will be based on majority vote. 
 
d) Appropriate records are to be retained by the Executive Committee. 

17. Voting

a) Shall be available to financial members covering the preceding two years.
b) Non-financial members will not be entitled to vote.

18. Quorums

In all matters, three executive members shall be a quorum for all matters in this Constitution.

19. Banking

a) Funds shall be managed through the Club account with the Police Credit Union. 
 
b) Spending of Club money shall require the agreement of at least two Executive members.

20. Fees

The annual Club fee payable per person is $20.00. During periods of low activity, this may be collected every 12, 18 or 24 months unless there is an interstate competition participated in outside the 12months, but within 18 or 24 months. If there is, member participation in said competition will require payment of the fee. 

21. Annual General Meeting

The Club shall meet at least once every calendar year and comply with the requirements of the Council AGM stated earlier.

22. Keeping of accounts

The Executive Committee are to ensure book-keeping records are kept on financial transactions involving the Club.

23. Audits

a) The Club financial records shall be audited independently in time to report to the Council AGM.
 
b) The independent reviewer should have some book keeping experience and not be a member of any type, of the Club.