Constitution

THE HARARE HOCKEY BOARD CONSTITUTION

PREAMBLE:

The Harare Hockey Board is responsible for the organisation of hockey in the geographical confines of Harare as recognized by the Hockey Association of Zimbabwe (H.A.Z) and its activities shall be in accordance with such guidelines as shall be established by the council of HAZ.

ART 1 Name:

The Board shall be called the Harare Hockey Board hereafter referred to as the Board. The official initials shall be ‘HHA’.

ART 2 Colours:

2.1 All Clubs register their colours with the Board.
2.2 The colours of teams representing the Board shall be worn only in representative matches and shall be:
• Red shirts, white shorts/skirts and red stockings in the case of the A team known as Harare.
• Green shirts, white shorts/skirts and green stockings in the case of the B team known as Harare Lions
• Any other colours as may be determined by the Board provided that the Board may, in its discretion authorize the wearing of either or any colours in representative matches in which is not designated as aforesaid.
• A player who represents that Board by participating in any match, adjudged by the Board to be truly representative match, shall be entitled to wear the badge and uniform of the Board.

ART 3 Badges and Uniform:

3.1 The badge of the Harare Representative A team shall be on a Navy blue background, two crossed hockey sticks or red and white, with three lions stat-ant guard-ant in yellow, each lion upon a red and white bar, one lion above the sticks and one on each side of the sticks.
3.2 The uniform of the Harare Representative A shall be a tie and scarf consisting of the small lions statant guardant in yellow upon a red and white bar above crossed hockey sticks of red and white all on a navy blue background.
3.3 The badge of Harare Representative B team shall be on a navy blue background, two crossed hockey sticks of red and white below a single lion’s head.
3.4 The uniform of the Harare representative B team shall be tie consisting of a single small gold lions head above crossed hockey sticks of red and white on a navy blue background.

ART 4 Objectives:

4.1 To introduce, develop, promote and organize hockey for both men and women in Harare. In all cases hockey also means ‘indoor hockey’.
4.2 To promote relations and cooperation amongst the members of the Board, with Regional Boards and other National Sport bodies.
4.3 To uphold the laws and regulations of the game of hockey in Harare as laid down or adopted by HAZ.

4.4 Establish and maintain an efficient administration.

ART 5 Membership:

A. All independent clubs and Boards of hockey in Harare without distinction of race, gender, politics, religion or creed, shall be eligible for membership and shall be defined hereafter as ‘Members’.
B. Every member shall pay to the Treasurer the annual fees, decided upon by the Board. The deadline for payment of these fees will be decided by the Board.
C. All members shall submit a written application to be signed by the Chairman/Secretary which also        declares that they will abide by the rules of the Board.
D. Members who have not paid their annual fees will not have the right to vote in the congress of the Board, or participate in its activities.

ART 6 Power and Authorities

The Board shall have power and authority to:
I. Sue and be sued in its own right.
II. Purchase, dispose and otherwise deal in property for its benefit.
III. Raise funds by borrowing, accepting donations, sponsorship or in any other matter.
IV. Lend and advance money on such terms as it considers appropriate.
V. Operate bank accounts
VI. Enter into agreements with any person or organization.
VII. Make donations in cash or kind as it deems appropriate.
VIII. Insure its players and officials during the course of their duties and to insure associate properties.
IX. To take disciplinary action against any member, player or official of the Board.
X. Do any other act necessary or incidental to fulfilling its objectives.

ART 7 Language:

The official language of the Board shall be English and in cases where other languages are used, documents shall be accompanied by an English Translation.

ART 8 Management:

The day to day management of the Board shall be managed by the Board who shall have the powers to;
• Approve new members
• Fill casual vacancies amongst its members until the next meeting of the Board where such vacancy is filled by the Board. Where the number of appointed members is such that it would be more than the number of elected members, the Board shall call for elections so that the number of appointed members does not exceed the number of elected members.

ART 9 Organisation:

A. The Board shall have a Board. This Board shall be responsible for ensuring the proper performance and observance of the Board and its statutes, bye laws, rules and regulations and for directing policy, management and activities of the Board.

B. The Board shall consist of:

 1. A Chairman
 2. Vice Chairman
3. Secretary General
4. Treasurer
5. Head of Fixtures
6. 2 Members
C. At least 3 of the members of the Board shall be of the opposite gender.
D. Each nominee of the Board shall officially accept the nomination by signing for the nomination form and undertaking to work diligently to fulfil the objectives of the Board.
E. The Board can pass a vote of no confidence on any of its members and such member shall be suspended until the vote is deliberated on at an Annual General Meeting (AGM) or Special General Meeting (SGM) either of which shall be held within 60days of the vote.
F. An SGM or AGM may also be called on the whole Executive committee or part thereof. The vote shall be carried by a two thirds majority of the members of the Board present and entitled to vote.

G. Responsibilities of the Board:-

1. To supervise the activities of hockey in Harare as approved by HAZ.
 2. To represent the Board through the Chairman or other designated officials.
3. To organise and control all Harare competitions in accordance with the HAZ  regulation.
4. To call and prepare for the Congress
 5. To prepare the accounts and budget.
 6. To organise the administration of the Board
7. To represent a report on the Boards activities and the final accounts of the period of the Board and           to prepare and forward to all members annual reports of finance and activities including the results           of Regional competitions.
8. To execute the determined responsibilities through the office bearers.
 9. To prepare and distribute official communications.
10. To accept or reject applications or resignations and to determine the suspension or expulsion of                members of the Board according to the constitution. The expulsion of a member at fault should be            in the form of a registered letter from the Board giving precise details of the decision taken. It                    would be valid only if approved by at least three quarters of the members of the Board. Before                  proceeding to an expulsion of a member, the said member must have the opportunity to object.
11. To form various committees from amongst the Board members or others to supervise the various              activities.
12. To appoint the bank in which the Board funds will be deposited.

ART 10 The Board:

10.1 Chairman
10.1.1 Then chairman of the Board shall be elected by all members at the AGM or SGM. He shall hold               office until the ordinary Annual General Meeting, to be held in the following year and on the                       expiration of any of his terms of office shall eligible for re-election. The chairman shall;
10.1.2 Represent the Board
10.1.3 Preside at all meetings of the Board
10.1.4 Be ex-officio member of all committees
10.1.5 Deal with any matters of urgency arising between the meetings of the Board and in cooperation               with the secretary.
10.2    Vice Chairman

10.2.1 Be elected by all members at the AGM or SGM.
10.2.2 They shall hold office until the ordinary Annual General Meeting to be held in the following year and on the expiration of any of their terms of office shall be eligible for re-election.
10.2.3 They shall deputise for the Chairman whenever requested by him and assist him in our carrying out his duties.
10.3 Secretary General

The Secretary of the Board shall

10.3.1 Be elected by all members at the AGM or SGM. He shall hold office until the ordinary Annual General Meeting to be held in the following year and on the expiration of any of their terms of office shall be eligible for re-election.
10.3.2 The Secretary shall cause minutes to be kept of all meetings and be custodian of all papers and records pertaining to the Affairs of the Board.
10.3.3 Conduct the correspondence of the Board and translate into action the decisions of the Board.
10.3.4 Be ex-officio member of all committees.
10.3.5 Deputise for the Chairman whenever requested by him, and assist him in carrying out his duties.
10.4 Treasurer

The treasure of the Board shall

10.4.1 Be elected by all the members at the AGM or SGM. He shall hold office until the  ordinary Annual General Meeting to be held in the following year and on the expiration of any of their terms of office shall be eligible for re-election.
10.4.2 The treasurer shall collect all due fees, levies and any other money payable to the Board and deposit them in the Board’s accounts,
10.4.3 Make all necessary disbursements on behalf of the Board.
10.4.4 Submit a statement showing the current financial position of the Board to each meeting of the Board.
10.4.5 Produce to each ordinary meetings of the Board and audited balance sheet and receipts and payments account made up to the 31st of August immediately preceding that meeting.
10.5 Head of Fixtures

The Head of Fixtures of the Board shall

10.5.1 Be elected by all the members at the AGM or SGM. He shall hold office until the ordinary Annual General Meeting to be held in the following year and on the  expiration of any of their terms of office shall be eligible for re-election.
10.5.2 The Head of Fixtures shall organise and plan all dates and venues of all the fixtures.
10.5.3 He shall organise the umpires and any other officials that may be needed for any fixtures.
10.6 2 Members

The two members of the Board shall

10.6.1 Be elected by all the members at the AGM or SGM. He shall hold office until the ordinary Annual General Meeting to be held in the following year and on the expiration of any of their terms of office shall be eligible for re-election.
10.6.2 The two members shall assist the Chairman, Secretary General, Treasurer and Head of Fixtures in carrying out their duties as they may be requested to.

ART 11 Finance

A. The income of the Board shall be derived from
a) Entry fees of new members

b) Annual fees of members
c) Fees for participation in the Board’s activities
d) Fines
e) Donations, contributions and sundry income
f) The Board may levy from its members, by way of subscription or participation fees, such amounts as it deems necessary and expedient
B. Entrance and membership fees for new members shall become due the month following admission.
C. A member admitted after 31st March will pay half the Annual fee.
D. The financial year shall commence on September 1st and end on August 31st the following year.
E. The currency of the Board shall be the United States Dollar.
F. Subscriptions: Entry fees shall be the amount decided by the Board.
G. Expenses: The Board shall pay the expenses of;
a) Any member who is assigned by the council to represent it,
b) The Chairman and Secretary General to cover their attendance at meetings (on behalf of the Board), HAZ or other National or Regional Boards.
H. The balance sheet and accounts of the Board shall be audited by an Honorary Auditor appointed at each Annual General Meeting, who shall have the right to speak at such meeting.
I. At the AGM there shall be submitted:-
a) The audited financial statements for consideration and approval.
b) The Report of the Board covering their term of office.

ART 12 Banking and Savings Account:

12.1 The financial affairs of the Board shall vest in the Board
12.2 The Board shall open a banking and Savings account at a recognised banking and or Savings Institution.
12.3 Books of Account shall be kept by the Treasurer.
12.4 Signatories shall be any two of the following:-
• Chairman
• Secretary
• Treasurer

ART 13 Minutes:

The Secretary shall cause minutes to be kept in a book or other form provided for that purpose, for all the resolutions and proceedings of the meetings of the Board, and such minutes shall, upon question put vote taken thereon either at the meeting or at some subsequent meeting, be signed by the Chairman, and when signed be conclusive evidence of the correctness of the entry.

ART 14 Composition of teams:

The Board shall be responsible for the composition of the teams on each division of the
Harare League at all times during the Hockey Season and shall have the power to co-opt any
persons to assist in determining such composition.

 

ART 15 Selection Committee:

15.1 A select committee may be elected at each AM and shall consist of 3-5 persons. This committee shall be responsible for the selection of all teams representing the Hockey Board for the ensuing year.
15.2 The Board may at each AGM also elect, in order of preference, one or more persons to fill any casual vacancy or vacancies that may occur in the Selection Committee. The Board shall be responsible for filling such casual vacancies from the list of persons elected.
15.3 Where a Selection Committee is not elected at the AGM the Board shall have the authority to appoint the same.

ART 16 Breach of Rules:

16.1 If any player, official or supporter of any member of the Board, of if any official of the Board (hereinafter referred to as “the party”) be considered to have been guilty of any misconduct whatsoever or breach of the Constitution the Board shall summon a meeting of the Board and shall give notice in writing to such party to attend such meeting at which the party shall be heard.
16.2 If after consideration of the alleged misconduct or breach at the meeting called for the purpose, the Board is of the reasonable opinion that the party is guilty of such misconduct or breach it shall have the power to deal with such party as it shall in its discretion think fit.
16.3 The Board shall, in writing, inform the party and all members of the Board of its decision and if any player or official of a member or of the party or any member of the Board shall thereafter fail to comply with such decision such party or member of the Board shall be dealt with by the Board as it shall in its discretion think fit.
16.4 Each member shall pay its affiliation fees within 14 days of Notice sent to member requesting payment of the prescribed fee.
16.5 If any member fails to pay the prescribed fee such member shall not have the right to speak or vote at any meeting of the Board and the Board may take such disciplinary action as it deems fit if such member fails for a further period of 14 days thereafter to pay such prescribed fee.

ART 17 Resignation:

A. The resignation of members may be sent at any time to the Secretary.
B. Such resignation shall become effective after the approval by the Board.

ART 18 Sanctions:

The Jurisdictional bodies may make the decision and impose sanctions in accordance with the powers conferred upon by the Constitution, Bye-laws, Rules and Regulations and may impose the following
• Reprimand
• Disqualification
• Suspension
• Fine

ART 19 Sub-Committees:

There may be the following sub-committees:
19.1 The finance and fundraising committee which shall be chaired by the Treasurer;

19.2 the disciplinary committee which shall be appointed by the Board.
19.3 The technical and development committee which shall be chaired by a head coach elected by the Board; and
19.4 Any other committee as the Board may decide

ART 20 Annual General Meeting;

20.1 there shall be an Annual General Meeting at the end of the field hockey season, (AGM)
20.2 The quorum at the AGM shall be a simple majority of the paid up members.
20.3 If there is a no quorum at the AGM, the meeting shall be adjourned to any day between 14 and 28 days from the adjourned date and at such meeting the members present shall form a quorum if they are not less than a third of the paid up members.
20.4 28 days’ notice shall be given for the AGM through any one of the daily newspaper or by writing to every member (paid up or not) or by announcement to every member.
20.5 Where there are less than two-thirds of the paid up members at the AGM, the AGM shall be adjourned to between 7 and 14 days and at the later meeting the members present shall for a quorum.
20.6 The notice of the AGM shall give the date and place of the meeting.
20.7 The business of the AGM shall be:-
• Presentation of reports by the Chairman and Treasurer.
• Election of the office bearers for the coming year; and
• Any other business of which due notice was given.

ART 22 Special General Meeting:

22.1 A Special General Meeting (SGM) may be called by three quarters of the Board or the members by giving notice of at least 21 days.
22.2 In a SGM only the business of the SGM is discussed.
22.3 The notice calling for an SGM shall specify the business of the meeting.

ART 23 Board Meetings:

23.1 The Chairman or the Secretary shall have power to all Board Meetings from time to time.
23.2 The Secretary shall call for the Board Meeting on the requisition in writing of any two or more members of the Board.
23.3 Notice for meetings shall be four (4) days unless a lesser period has been agreed to by all members.

ART 24 Quorum:

24.1 A quorum at an SGM shall consist of 50% + 1 of the members entitled to vote at the meeting.
24.2 A quorum at any other meeting of the Board shall consist of at least 25% of those entitled to vote at the meeting.
24.3 Any 3 members of the Board shall form a quorum at a Board Meeting.

ART 25 Voting Procedure:

25.1 At each meeting voting shall be by a show of hands unless any member requests otherwise.
25.2 At an AGM all members are entitled to vote.
25.3 At any other meetings each member thereof shall be entitled to vote.
25.4 At an SGM only paid up members are entitled to vote.7
25.5 Each member of the Board shall be entitled to one vote subject to the provision that the Chairperson shall have a casting vote as well.
25.6 Each member of the Board shall be entitled to the number of votes equal to the number of teams participating in the current or immediate past league hockey. For avoidance of doubt, if it is during the Indoor League, teams participating in that league count and if there is active league taking place then the teams in the immediate past league count.
25.7 Each school Board shall be entitled to one vote.
25.8 Each school that competes in the league shall be entitled to votes equal in the number of teams participating in the league.
25.9 The hockey officials committee and Athletes Commission shall be entitled to one vote each.
25.10 Any newly affiliated member that has not participated in the programme of the Board relevant to the determination of votes shall not be entitled to vote.

ART 26 Honorary Life Vice President:

26.1 the Board shall have the power to confer the title of Honorary Life Vice President upon any person who, in the opinion of the Board, has rendered distinguished or valuable service to hockey in Harare. Such a title shall be conferred at an Annual General Meeting of the Board, of which due notice shall be given, if two thirds of the members of the Board present and voting thereat approve thereof.
26.2 Honorary Life Vice President shall be entitled to attend and speak at all meetings of the Board but shall not be entitled to vote.

ART 27 Indemnity

27.1 Any action instituted by or against the Board shall be taken in the name of the Board shall be personally liable for any debts or obligations of the Board irrespective of the manner in which the same may have been incurred.
27.2 Every member or other official of the Board shall be indemnified by the Board, and it shall be the duty of the Board, out of its funds to pay all costs, losses, damages and expenses which any such member or other official may incur or may become liable for by reason of any contract entered into or any act or deed done in any way in discharge of his duty. No member or other official or employee of the Board shall be liable for the acts, receipts, neglect or default of any other Board member or official or employee of for any loss or expense happening to the Board through the insufficiency of deficiency of any security in or upon which any of the moneys of the Board shall be invested or for any loss or damage arising from the insolvency or fortuitous act of any person with whom any moneys, securities or property of the Board shall be deposited of for any loss, damage or misfortune whatever, which shall happen through his own willful act or default.

ART 28 Alterations to Constitution

No alteration or amendment shall be made to the constitution except at an Annual General Meeting or Special General Meeting called for that purpose and shall be a way of special resolution, of which notice shall be given to all members of the Board in writing in terms of this constitution. No such alteration or amendment shall be made unless two thirds of the members of the Board present and entitled to vote thereat approve thereof. This constitution is made to set out the aims and objectives of the Board. It simply lays down the  manner in which the organisation should conduct its business. Let us all remember that the  stability of an organisation depends on people ‘not being able to move the goalposts during the  match’.