CONTENTS PAGE Page 1. Name 2 2. Affiliation 2 3. Objectives 2 4. Membership 2 5. Administration 3 6. Executive Governing Committee 3 7. Committees 3 a. Mods Competition Committee 4 b. Umpires Committee 5 c. Judiciary Committee 5 d. Appeals Committee 5 8. Meetings. a. Annual General Meeting 6 b. Monthly Meetings 7 c. Special General Meetings 7 d. Meeting Procedure 8 9. Finance 8 10.Registration 9 11.Representative Teams 9 12.Representative Team or Squad Selection Process 10 13.Alterations to By-laws 11 14.Insurance 11 15.Uniforms 12 16.Statement of Duties a. Representative Team Manager 12 b. Representative Team Coach 13 c. Representative Team Co-ordinator... 14 Amended 9 May, 2010 Page 1
1. NAME The name of the controlling body for Junior Hockey in Orange and District shall be known as Orange Hockey Incorporated Junior Sub-Committee, hereafter referred to as the Sub-Committee, and this body shall abide by the rules of Orange Hockey Incorporated. 2. AFFILIATION a) The Sub-committee shall be affiliated with Hockey New South Wales (HNSW) and shall abide with its constitution and by-laws. b) If any section of orange Hockey Incorporate Junior Sub Committee bylaws contravenes any part of Orange Hockey incorporated rules and by-laws. Then, the Orange Hockey Incorporated Rules and by-laws will override all other by-laws. 3. OBJECTIVES The objectives of the Sub-committee shall be: a) To develop and direct Junior Hockey in Orange in accordance with HNSW b) To select and manage Junior representative teams in the Orange area. c) Protecting children from abuse is a responsibility that we must all undertake. Through the implementation of strategies that assist in preventing child abuse from occurring, Orange Hockey has undertaken a proactive role in relation to child protection and intervention. These strategies will help to foster a safe and positive environment for children and young people to participate in physical activities. Orange Hockey is committed to ensuring that the safety, welfare and wellbeing of children and young people is maintained at all times during their participation in activities run by Orange Hockey and its member bodies. Orange Hockey aims to promote a safe environment for all children and to assist all staff, officials, coaches, members and volunteers to recognise child abuse and neglect and to follow the appropriate notification procedures when reporting alleged abuse. 4. MEMBERSHIP a) All full members of the Sub-committee can be male or female b) The Sub-committee shall consist of the following: i. Registered players of an affiliated club; ii. Honorary Life Members; iii. Associate Members; and iv. Patrons c) Any club seeking affiliation shall apply in writing to the Subcommittee, specifying the Club s name, colours and style of uniform. Amended 9 May, 2010 Page 2
d) Honorary Life Members may be conferred at an Annual General Meeting, with a two-thirds majority. e) Associate Membership shall be open to anyone interested in Junior Hockey. A yearly fee of $2.00 will apply. 5. ADMINISTRATION The Sub-committee shall be administered by a Management Committee consisting of: a) Office Bearers i. Chairperson ii. Vice-Chairperson iii. Honorary Secretary iv. Honorary Treasurer v. Publicity Officer vi. Mods Co-ordinator vii. Draw Secretary vii. Registrar ix. Umpire s Convenor x. Representative Team Co-ordinator xi. Child Protection officer b) Two voting delegates from each affiliated Club. c) Position of Child Protection Officer to be filled by a member of Orange Junior Hockey Executive 6. EXECUTIVE GOVERNING COMMITTEE a. This committee shall consist of the following: 7. COMMITTEES i. Chairperson ii. Vice-Chairperson iii. Honorary Secretary iv. Honorary Treasurer v. Mods Co-ordinator vi. Draw Secretary vii. Registrar b. The executive Governing Committee shall be empowered to act on matters of urgency as well as disputes. Excepting the Competition Committee s, the Management Committee shall have the power to appoint committees as required; and a convenor shall be appointed to each committee. Such committees shall function within the By-Laws. The Chairperson and the Secretary shall be ex officio members of all committees, with the exception of the Judiciary Committee and the Appeals Committee. All Standing Committees shall arrange their own meetings and notify the secretary of all proposed meeting dates and times. Amended 9 May, 2010 Page 3
A. Mods Competition Committee The convenor of this committee shall be the Mods Co-ordinator. i. The committee shall consist of one delegate from each club competing in the current year s competition. The quorum for the committee shall be four. ii The committee shall be responsible for the running of their competition with guidelines for: General Play Control of Play Representative teams iii. The committee shall meet within 7 days prior to the Junior Sub-committee monthly meeting and provide written minutes to the secretary prior to the Junior Sub-committee meeting. By laws and competition rules are to be presented to the sub-committee prior to the competition commencing. Amended 9 May, 2010 Page 4
B. Umpires Committee This Committee shall be convened by the Umpires Convenor and the committee may consist of all current active State Badge Umpires and shall: i. arrange for training of umpires; ii. arrange for testing of umpires; iii. keep a record of the names of graded umpires in the Sub-Committee; iv. the Convenor shall supply a list of qualified umpires to the Draw Secretary who will appoint umpires for all competition games; v. constitute a Court of Appeals to furnish rulings upon the interpretations of the rules of hockey. C. Judiciary Committee The Convenor of this Committee shall be the Vice-Chairperson. i. The committee shall consist of five elected Club delegates, excluding all members of the executive committee. The quorum for the Committee shall be three. ii. If a Delegate is personally involved in a judiciary hearing, the Convenor shall second another Delegate for that hearing. iii. The club or clubs involved in the judicial hearing may submit evidence, in person, in support of the person, or incident, before the hearing. iv. The club, or clubs, involved in the judicial hearing must leave the room before voting takes place. v. The Judiciary Committee should be the first step in the case of vi. misconduct and disciplinary matters. The judiciary committee will follow the guidelines set out by Orange Hockey Incorporated. D. Appeals Committee (for all disputes and interpretations of the By- Laws). The Convenor of this Committee shall be the Vice-Chairperson. i. The Committee shall consist of all Members of the Executive Committee. The quorum for the Committee shall be four. ii. The club, or clubs, involved in the appeal may submit evidence in person to support their appeal. iii. The club, or clubs, involved in the appeal must leave the room before voting takes place. iv. The appeals committee will follow the guidelines set out by Orange Hockey Incorporated. Amended 9 May, 2010 Page 5
8. MEETINGS i. Annual General Meeting This meeting of the Sub-Committee shall be held on the 2nd Monday in September. Twenty one (21) days notice of the date and place of the meeting shall be given to the Executive, Honorary Life members and all Affiliated Club Secretaries. Business of the Annual General Meeting shall be to: i. elect the Office Bearers for the following season; ii. elect the Delegates to the Incorporated Committee (any two members of the Executive); iii. elect the Delegate to HNSW iv. receive annual reports from all committees v. receive a treasurer s report from the previous financial year s transactions; vi. Make any changes to the Sub-Committee s By-Laws. The order of business of the Annual General Meeting shall be: i. Apologies; ii. Minutes of the Previous Annual General Meeting; iii. Matters arising from the previous Annual General Meeting minutes iv. Treasurer s Report and Balance sheets; v. Annual reports; vi. Reports from Standing Committees; vii. Notices of Motion; viii Election of Office Bearers and Standing Committees, and Those entitled to vote shall be: i. Chairperson (deliberative as well as the casting vote); ii. Vice-Chairperson; iii. Honorary Secretary; iv. Honorary Treasurer v. Publicity Officer; vi. Mods Co-ordinator; vii. Draw Secretary; viii. Registrar; ix. Two voting delegates from each affiliated club; x. Honorary Life Members; xi. Umpires Convenor. Amended 9 May, 2010 Page 6
ii. Monthly Meeting There must be seven members present, and with the right to vote, to constitute a quorum of the Monthly meeting. They shall meet at least once a month during the period March to October, on the 2nd Monday of each month at 7.00p.m, with the exception of long weekends when meeting dates may be changed to a date suitable to be decided at a previous meeting. All members of the Sub-Committee shall be entitled to attend the Monthly Meetings and may speak on the subject before the meeting. The order of business of the Monthly Meeting shall be: i. Apologies; ii. Minutes; iii. Business arising; iv. Correspondence; v. Treasurer s Report; vi. Committee reports; and vii. General Business Those entitled to vote shall be: i. Chairperson (deliberative as well as the casting vote); ii. Vice-Chairperson; iii. Honorary Secretary; iv. Honorary Treasurer v. Publicity Officer; vi. Mods Co-ordinator; vii. Draw Secretary; viii. Registrar; ix. Two voting delegates from, each affiliated Club; x. Honorary Life members; and xi. Umpires Convenor. iii. Special General Meeting These shall be called: i. at the request of the Chairperson; or ii. on the resolution of the Management Committee; or iii. on the request, in writing, of not less than three Affiliated Clubs. The Special General Meeting shall be called no later than ten days after the receipt of the request or the passing of the resolution. Seven days notice, in writing, of the date and place of such meeting and of the business for which the meeting has been convened shall be given to the members of the committee, to Honorary Life Members Amended 9 May, 2010 Page 7
and to all affiliated club secretaries. Only business with notice shall be dealt with at the meeting. Voting shall be by full members personally present and entitled to vote prior to the commencement of business. Voting members present shall record their names in a register provided for this purpose. The order of business at a Special General Meeting shall be: i. reading the notice convening the Meeting; and ii. the special business for which the Meeting was summoned. Those entitled to vote shall be: i. Chairperson (deliberative as well as the casting vote); ii. Vice-Chairperson; iii. Honorary Secretary; iv. Honorary Treasurer; v. Publicity Officer; vi. Mods Co-ordinator; vii. Draw Secretary; viii. Registrar; ix. Two voting delegates from each affiliated club; x. Honorary Life members; and xi. Umpires Convenor. IV. Meeting Procedure I. All meetings shall follow the standard meeting procedures guidelines. ii. Meetings shall start at 7.0Opm. With delegates able to leave the meeting at 9.OOpm or upon request. iii. All Clubs must have at least (1) delegate at the OJHA monthly meeting. 9 FINANCE a) The committee shall, within the terms of the By-Laws, have sole power to control, dispose of, expend or invest the assets and funds of the Sub-Committee. b) The affiliation, registration and ground fees shall be determined by the management committee at the general meeting held in March. The fees shall be according to the following: i. affiliation to the HNSW ii. affiliation to Orange Hockey Incorporated: and iii. administration costs. c) Affiliation and registration fees shall be paid to the treasurer before 14th May. Amended 9 May, 2010 Page 8
d) Clubs who fail to pay their fees by the prescribed date cease to be a Member of the Sub-committee. If Clubs have difficulty in meeting the deadline for payment of fees, they may apply (in writing) to the Association Executive for consideration of extension of time. A tax invoice for all clubs will be available. e) All monies received shall be placed to the credit of the Sub-Committee banking accounts by the Treasurer at a bank appointed by the management committee. All payments shall be paid and approved by any two of the following four persons: The Chairperson; The Vice Chairperson; The Secretary; or The Treasurer Any one of these people may endorse cheques credited to a Sub-Committee Account. f) The treasurer shall make no payments and incur no liabilities without the authority of a resolution of the committee (except in the case of Rule 6.b, but this must be ratified by the committee). g) The bank statements of the sub-committee shall be tabled by the treasurer at all monthly meetings of the sub-committee, together with the monthly statement of receipts and payments. h) The accounts of the sub-committee shall be made up each year to December. i) All fundraising monies (including profit) collected by representative teams must be handed to, and banked, by the OJHA treasurer. j) Possible reimbursement of reasonable expenses for Office Bearers for the season, may be approved, after being passed at a monthly general meeting. 10. REGISTRATION Clubs shall register the names of the members of their teams by the first game on or after the third round of competition. Any additional registrations, including their fees, must be in by the third last competition match. All clubs must furnish three copies of their registration sheets to the Treasurer. 11. REPRESENTATIVE TEAMS ORANGE HOCKEY INCORPORATED a) Financial players/umpires are entitled to apply for financial assistance for costs involved in representation at state level, or higher, in a competition sanctioned by HNSW or Hockey Australia. The Representative Team Co-ordinator is to notify the executive of the player(s)/umpire(s) name and representative team details. Financial assistance will be calculated as per clause b. In addition the player/umpire will be presented with a congratulatory certificate and cheque at an appropriate time in front of their peers. Amended 9 May, 2010 Page 9
b) Financial assistance to be calculated at $10 (assistance) per $100( costs) up to a maximum of $100 (assistance) per calendar year. c) The executive to assess each individual request. d) Closing date 3lst September each year. e) All representative teams must cover the cost of the appointed coach and manager at all carnivals and subject to (h) the cost of the appointed umpire at all carnivals. f) Orange junior hockey association will cover the costs of nomination fees and turf costs for one (1) representative team per age group to state carnivals only. g) Orange junior hockey association will cover the costs of representative badges. h) Orange junior hockey association executive will determine a levy payable to umpires/umpire coaches to assist with expenses at state carnivals only. Managers are to submit these costs to the executive before leaving for the carnival. i) All Junior Representative players representing OJH should be a paid member of Orange Junior Hockey. If they are not a fee of $20.00 must be levied to cover associated costs. j) Whilst, there is no State Championships for Under 11 teams then Orange Junior Hockey will pay the nomination fee for Western Conference carnivals only. 12. REPRESENTATIVE TEAM or SQUAD SELECTION PROCESS Teams/squads are to be selected in July of each year for representative duties in the following year. Coach nominations are to be presented at the June meeting each year for ratification All coaches who nominate are requested to attend the July meeting In the event of more than one coach nominating for a team. Each coach must state their case and then a vote will take place. In the event of a tie the Chairperson will have the deciding vote Once a coach has been selected there will be no changes to this decision unless the coach withdraws due to unforeseen circumstances i.e. illness, work commitments Selector nominations are to be presented at the June meeting each year for ratification. Each Club are entitled to supply three (3) selectors Manager nominations are to be presented at the June meeting each year for ratification If no Manager nominates then after team/squads have been announced we will request a volunteer from the parents and their nomination will be presented at the next meeting Umpire Convenor to liaise with coaches and managers to arrange umpires for each team Amended 9 May, 2010 Page 10
Successful coach and three selectors will select a squad for the relevant age group Representative squad trials for the following year are to be conducted in August (That is coaches and selectors will watch the players during their normal club games and each Monday of August all age skills and drills trials will be held) There will be all Age Representative training held once (1) a month for a two (2) hour duration in October, November, December, January, February. The representative calendar will then dictate each team s training. Off season training will allow senior coaches to mentor junior coaches and senior players to mentor junior players. These training sessions are designed to keep the players hand in and develop team bonding. Fundraising for teams is also to be conducted in the off season. 13 ALTERATIONS TO THE BY-LAWS & SPECIAL RESOLUTIONS Any changes to the association, constitution, elected officials & positions elected at the AGM (not including resignations) must be passed by a special resolution. A Special Resolution must be: 1. Submitted to the Secretary, in writing, allowing enough time for 21 days notice of the Resolution before the next meeting. 2. Passed by a majority that comprises not less than three-quarters of such Members of the Association that, being entitled under the Rules to do so, vote in person at a General Meeting or 3. Where it is made to appear to the Commission that it is not possible, or practicable, for the resolution to be passed in the manner specified in Paragraph 2: the resolution is passed in a manner by the Commission. 14. INSURANCE Orange Junior Hockey registered players will be insured by insurance provided by our affiliated body HNSW. Personal income and medical insurance shall be provided by individuals. Amended 9 May, 2010 Page 11
15. UNIFORMS All teams must play in uniforms approved by the committee. a. Players must comply with the rules for the uniforms within four weeks after the commencement of competition. 16. REPRESENTATIVE TEAM MANAGER S DUTIES 16.1 Meet the team on selection and brief members on their duties to the Association, making sure that each player is aware of all the conditions relating to representing the association, including ensuring that each player is a financial member of the association. A full team list, including reserves, shall be submitted to a monthly meeting prior to the team s departure for the championships. 16.2 Supply the player with a written itinerary, a list of uniform and all clothing requirements and other essentials. 16.3 Compile a daily report on each match played by the team and forward the results to the secretary at stages as requested by the association. 16.4 Attend all functions as requested by the controlling officials as the association representative. 16.5 Shall be responsible for the equipment, the property of the association and for the prompt return of same in good condition. The replacement value of deficiencies in quantity and quality of equipment returned may be deducted from the level of subsidies paid per team. 16.6 Shall ensure the safe-keeping of personal belongings of the team members whilst the team is attending training or playing in a match. 16.7 Shall act as a team selector for matches only and only in the event the coach is incapacitated. 16.8 Shall endeavour to arrange for any training facilities or matches on request from the coach. 16.9 Shall ensure that all players and personnel under their control conduct themselves in an exemplary manner, both on and off the field. That all officials and the public are treated with the utmost respect and that all decisions on the field are not questioned by themselves, coach or players. 16.10 Shall take disciplinary action, as may be necessary, on any team member. Debarring of any member from further participation or association with the team or sending home shall only be with the permission of the chairman of the association. Amended 9 May, 2010 Page 12
16.11 Shall report any serious injury to the association with any request for a replacement. 16.12 Shall arrange for adequate attention to be given to any injured player or ill member. A full report and expense account to be submitted to the association on completion of the championships. 16.13 Team allowances (as set each year by the association) shall be paid on the return of all association equipment and the presentation of a complete report, covering the team s performance and financial statement to the association secretary and passed at the next monthly meeting. This report is to include a confidential report on any incident involving a team member that they feel may require the attention of the association. 16.14 The manager shall be in control of the group at all times until the team has dispersed on arrival in Orange after the championships. 16.15 Shall be responsible for organising the following year s accommodation for that team. 17. REPRESENTATIVE COACH DUTIES 17.1 Meet with the team on selection and brief members on their requirements prior to the departure for the championship. 17.2 Arrange such matches or training sessions (with the approval of the executive) as they feel necessary prior to the departure of the team. 17.3 Shall be in full control of all training sessions and the players when they are participating in matches. 17 4 Shall be in control of team tactics and style of play considered necessary to gain the desired result 17.5 Shall act as a team selector for the initial selection of the team and all matches thereafter unless incapacitated. 17.6 Shall attend such functions as the representative of the association when requested by the team manager. 17.7 Shall conduct themselves in an exemplary manner at all times and shall ensure that neither they nor their players question decisions made by umpires. All officials are to be treated with respect at all times. 17.8 Shall, within fourteen (14) days of the completion of the championships, submit a confidential report on each player with regard to playing ability and conduct to the secretary of the association. Amended 9 May, 2010 Page 13
18. RESPONSIBILITIES OF REPRESENTATIVE TEAM CO-ORDINATOR 1. Work closely with the secretary and treasurer 2. To organise Notice of Interest Forms for Selectors, Coaches, Managers & Players and ensure they are distributed, collected and presented in the required months and presented at the agreed monthly meeting 3. Organise Selectors for each age group (all clubs are entitled to nominate 3 selectors) Type up list of all players nominating for each age group and make these available to selectors and coaches (includes name, date of birth, address & phone numbers) 4. Liaise with OHI and arrange times for training during the hockey season and for off season All Age representative Training 5. To liaise with team managers and ensure all relevant paperwork is completed by teams and returned in time to be submitted to HNSW (see HNSW Administration Pack) 6. Keep OJHA Executive informed of selections, and any disputes that may arise 7. Supply a list of all selected squads & teams to the sub-committee. 8. Keep up to date the Players & Parents Information Sheet for all representative teams and to ensure every player/parent receives a copy Amended 9 May, 2010 Page 14