LUMHC Club Constitution

LUHC Club Constitution (LUMHC and LUWHC Combined)

Lancaster University Hockey Club

The Club
1. Lancaster University Hockey Club shall hereafter be referred to as “The Club”
2. The club shall be affiliated to Lancaster University Students’ Union (hereafter referred to as “the union). Such as the club agrees to hold the level of standard; abide by the code of conduct and all other safety and union policies where relevant.
3. The club can affiliate with and be sponsored by external bodies subject to approval by the union.
4. The club will consist of 6 competitive teams, 3 male, 3 female and a mixed gender development team.
5. Each competitive team will compete in a BUCS league and the two 1st XI (1 male, 1 female) will compete in a local Saturday league as well.
Aims and ethos
1. The club shall exist to cover all aspects of playing, training and competing at hockey.
2. The club will exist to promote and represent hockey at Lancaster in an inclusive, supportive manor, whether this be at BUCS league games, socials, roses or otherwise.
3. The club and its members shall exist to support each other, the game of hockey, and the community wherever possible
4. The club shall exist as an open inclusive platform free from all prejudice of race, gender, religion, creed, sexual orientation. Welcome to all who wish to join and abide by the standards held by the club.
5. The club shall exist as an open, inclusive and welcoming society to any and all trans students, free from discrimination
6. The club and its members shall exist to support each other and build a framework of healthy mental wellbeing and community
Membership
1. Membership to the club is open to any and all students of Lancaster University
2. Any individual’s membership is only valid once:

They have a valid Sport Lancaster Membership
They have paid the club membership fee
1. Any members with valid memberships can be selected to take part in any training session, game or tournament the club takes part in.
2. Club membership fees will be payable in 2 way:

Annual payment, a fixed rate that provides a membership to the club that lasts until the end of the academic year after it was purchased
Termly payments, a fixed rate that provides a membership to the club that last until the end of the academic term after it was purchased
1. The executive committee reserves the right to refuse or revoke the membership of any individual for reasonable grounds (breaching the club constitution or the unions code of conduct)
2. Any individual with a valid membership has the potential to gain extra support and benefits provided by the clubs focus sport status
3. All BUCS match fees are to be included in the membership fees for the club
4. Saturday league fixtures fees will be paid to and collected from each player to the Vice-Captain of their team

Executive Committee
1. All business of the club shall be organised and executed by an annually elected executive committee who shall have roles and responsibilities as set out below.
2. Chairperson (1 male, 1 female) who shall:

Chair all meetings of the club (by either cooperation of assigning a head of meeting ahead of time on a case by case basis)
Be the primary representative of the club to the union and all external bodies
Aid all roles and members where possible and ensure the most efficient effective running of the club
Aid the treasurer to secure and organise annual sponsorship deals for the club.
Organise club trials and aid the captains in their running
Be responsible with communicating information to the club members and, where applicable, general public
1. Vice-Chairperson (1 male 1 female) who shall:

Organise and ensure club fixtures proceed correctly
Be responsible for organising umpires for all home fixtures in the BUCS league, and all Saturday league fixtures
Be responsible for taking minutes/proper recording of club meetings
When needed be available to assist the chairs with running of the club by covering when chair is unavailable, providing advice and support
1. Treasurer (1 male, 1 female) who shall:

Be responsible for managing, monitoring, setting and planning the club’s finances
Ensure the clubs finances adhere to the Union regulations (LIST THEM HERE)
Advise the executive committee and club members of the state of the club finances
Prepare a budget in liaising with the union in preparation of the following season
1. Captains (outdoor, 1 per team) who shall:

Be responsible for organising or participating in the organisation of all activities relating to their team (i.e. 1st XI Captain to the 1st XI)
Be responsible for team selection for the team they run for all competitions and fixtures.
Be responsible for making sure both a paper copy team sheet, and a BUCSplay electronic copy, of the results of a fixture and individuals played are submitted to the BUCSplay app and the union by 11am the day after the fixture took place.
Run trials with support from the chair team and vice-captains
Have an active presence in development team training (minimum attendance of 1 session in 4)
Complete the “look after your mate” and well-being training provided by the union
1. Vice-Captains (outdoor, 1 per team) who shall:

Assist the Captain wherever possible in the running of their team (i.e. 1st XI vice-captain to 1st XI) and take on the Captains duties and responsibilities when the Captain is absent.
1st XI Vice-Captain is responsible for collecting match fees from all individuals that were involved in Saturday League games and use this money to pay for umpires and travel costs. If members are unable to cover these costs, then they must liaise with club treasurers.
Support the captains running of trials
Complete a first aid course under the direction of the health and safety officer.
1. Indoor Captain (1 per team) who shall:

Responsible for the setting up and running of indoor training sessions throughout the year
Must commit to all indoor training sessions, fixtures and tournaments. They must liaise with the 1st XI Captain if unavailable
Be responsible for researching competitions and liaising with the Chair team, external sponsors and the union to enter them, in particular: Organisation and running of “Best of the North West” annual indoor tournament hosted by the club and team selection for fixtures/competitions.
Complete the “look after your mate” well-being training and the first aid course set out by the union.
1. Social Secretaries (3 males, 3 females) who shall:

They will be responsible for organising all social aspects of the club calendar mixed and separate gender socials throughout the year. In particular, the Christmas party and end of season dinner.
Liaise with club Treasurer and only use club funds when approved.
Complete the “look after your mate” well-being training as set out by the union
1. Tour Secretaries (1 male, 1 female) who shall:

Responsible of the organisation and running of the clubs annual tour
To qualify for this role, candidate must have attended 1 LUHC tour before husting
Tour Secretaries will hold no social power throughout the year unless they are also appointed as one of the Social Secretaries
The Tour Secretaries must be available to go on LUHC tour. If this is not possible, then relevant member of the Executive Committee is selected to lead Tour.
This role is to be husted for and elected at re-tour, not regular hustings.
1. Health, safety and mental wellbeing officer (1 male, 1 female) who shall:

Complete a first aid course.
Ensure all relevant members of the executive committee (as laid out in this constitution), have completed a first aid course.
Ensure a suitable safety code is in place to protect all members in club related activities.
Carry out a risk assessment and attend meetings with the University safety office.
In charge of organising any physio appointments club members ask for, as well as keeping track of the quantity of vouchers allocated by the Students Unions used.
Ensure all 6 Squads have a First Aid kit that is up to standards set at risk assessment
Nominate an individual per team that is to oversee the contents of the First Aid kit and what notify yourself when something is needed to be replaced.
Ensure a first aider is present at every training session.

Complete the “look after your mate” wellbeing training as set out by the union.
Ensure all relevant members of the executive committee (as laid out in this constitution) have also attended the “look after your mate” wellbeing training as set out by the union.
1. Publicity officer (1 male, 1 female) who shall:

Oversee relative gendered social media accounts and collaborate with each other both on these accounts and the shared mixed gender accounts
Be responsible for posting twice a week to inform members of the clubs’ activities, including sponsorship logos where appropriate.
Advertise and promote the development squad
Maintain the club website
Be responsible for posting match reports on the LUHC joint social media after each game, every week, for each team. A member of each team must be selected by their team to write said match report after each game
1. Development squad officer (2 males, 2 females) who shall:

Responsible for running the development training throughout the year- if you can’t attend you must find suitable cover.
Responsible for the integration of development squad members into the club
Be responsible for organising practice games amongst other teams
Liaise with the Publicity Officers to advertise the development squad.
1 male and 1 female must complete a first aid course under the direction of the health and safety officer.
1 male and 1 female must complete the “look after your mate” wellbeing training as set out by the union
1. Charity and Inclusivity officer (1 male, 1 female) who shall:

Responsible for working together in order to organise at least one club charity event per term.
Responsible for ensuring inclusivity that comply with the All-In Program or similar.
Achieve the highest rating possible for the above programs (namely all-in).
Be a point of contact for any issues concerning inclusivity and liaise with the Chair team should any issues be raised.
Be approachable and kind regarding any support members may need
It is not your responsibility to deal with individual issues on your own but direct them to the relevant services around Lancaster (i.e. the union advice team, college wellbeing, university counselling services etc.) where appropriate.
Complete the “look after your mate” wellbeing training as set out by the union
Attend 1 in every 4 Development Squad training sessions to ensure inclusivity and a strong wellbeing presence
Organise multiple gendered or mixed charity events each term (for example, Movember for LUMHC, mind 27 in 27 for LUHC)
1. All members of the executive committee shall:

Attend all meetings of the executive committee or produce a suitable apology and explanation to the Chair team.
Ensure the club and its members comply with the unions code of conduct, as well as this constitution, and notify the Chair team (or union based on severity on a case by case basis) of any problems found.
1. In the absence of any committee member they must find a suitable replacement for their responsibilities to be delegated to, approved by the chair team.
2. Each role will last 12 months and will have to be re-elected every year in term 2 (Lent term) – Excluding tour secretary
3. Each role becomes the responsibility of the newly elected member on the Monday following the Roses event. – Excluding tour secretary
4. Should a member of the Committee not adequately fulfil their elected role as determined by the rest of the Committee, a written warning will be issued by the Chair team. They will then be given a determined period to show improvement (based on a case by case basis, minimum 2 weeks). Failing to do so will result in a ‘Vote of No Confidence’ among the exec to remove the individual from the Committee. The union will be made aware of this to ensure transparency.
5. Shall promote the club in a positive way and encourage participation and inclusion to ensure its survival, growth and development.
6. Shall act in a way that sets a good example to the rest of the club.
7. Should a member of the Executive Committee wish to resign from their role, they must present their resignation in writing to the Chair team who will then inform the club and re-open election for this position at a specified election date. The union will be made aware of any changes made.
8. Complete the executive training provided by the union as well as the training laid out in their role.

Elections and husting
1. Candidates for executive committee positions will make a a hust for the position at the Annual Elections, held in week 15held in the Lent term each year.
2. Club members will vote on the positions and have the option to vote for reopening nominations if the candidate(s) is deemed unsuitable.
3. Once the candidate has made their speech and has left the room the floor shall be opened to discussion.
4. Voting will be via a secret ballot, in which you can abstain from, that shall be counted by the Chair team.
5. The new executive committee will take office the Monday following Roses
6. An official exec hand over meeting will be organised by the committee leaving office to ensure smooth transition. This is to be done prior to the conclusion of Summer Term.
7. To be elected to office, a candidate must receive a majority of the votes cast by those in attendance or those voting by proxy due to not being able to attend
8. Males who are in their first year with The Club must hust for a minimum of one role during the male only section of hustings. There will be no negative action if an individual chooses not to hust.
9. The positions that will be husted for by The Club in its entirety are as follows;

Chairman and Chairwoman
Vice-Chairman and Vice-Chairwoman
Treasurers
Development Squad Officers
1. The following executive positions will be husted for in front of their own gender (eg male in front of male) are as follows;

First Team Captain
Second Team Captain
Third Team Captain
Indoor Captain
Social Secretaries
Health and Safety
Publicity Officer
Charities and Inclusivity
Female Vice-Captains
1. Male Vice-Captains shall be husted for at training in their current teams. The teams shall discuss the candidate and suggest who they would like as their Vice-Captain. In the case of a split decision within the team, The Captain shall have the final decision vice-captain
2. Husts for the male vice-captains must take place within one week of the Annual Election
3. Officers are elected for one year but may run again for any position the following the year. Candidates must be studying at Lancaster University i.e. not abroad or on placement for the duration of their term where they have direct responsibilities to the club. For example, candidates who will be absent for the Summer term may only run for playing positions. This excludes publicity officer, who can hust for and take part in their role while on a placement/year abroad.
4. Should a candidate wish to run for a position whilst being absent from elections, they must write a speech which will be read out on their behalf by a club member of their choice. Husts via video or live video link are also allowed.
5. Husts must be carried out on an individual basis, not in teams.
6. If no hust is made for a position, the Chair Team will reopen the hust and select a date for the new hust within 3 weeks of the Annual Election date.
7. In the event of a captain or vice-captain being asked to move teams due to the new season team selection:

Captains cannot move teams and thus must remain captain of the team they were elected to lead
It is the vice-captain’s choice if they would like to move teams. If they choose to move teams, their position must be rehusted for within a week of their abdication.

Meetings
1. Meetings will be called by the Chairs or by a majority decision by the committee.
2. The executive committee will be available to meet when required in order to discuss issues arising in the running of the club.
3. Meetings will be attended by all those required, if for some reason a member cannot make the meeting, they must send an apology to the Chair Team.
4. Constitutional amendments can only take place at General Meetings. For a Constitutional amendment to stand, a vote must take place with 50% of those in attendance to agree. Those who cannot attend, and who sent their apologies, are able to vote by proxy.
5. Each member has one vote. Should the vote be tied, the deciding vote lies with the Chairs.
6. If there is a clash in opinions between the men’s and women’s side of the club, the issue in question will be voted on as follows;

The Chair team (Chairs and Vice-Chairs) will have a vote.
If the above remains in a tie, the vote will go to a full executive committee vote.
If after the above, there is still a tie, then the vote will go to a full club vote in which to resolve the issue.
1. Votes must remain anonymous via a secret ballot
2. If a member of the exec holds a conflict of interest with an issue being voted upon, they must step down for the vote and a fellow member of the club (this member does not have to be a member of the Executive Committee) will be selected at random to take their place – this will continue until the conflict is resolved

Code of conduct
1. All members of the club are expected to read and adhere to the following Code of Conduct, agreed by the Executive Committee, whilst at training, during matches, on social events or tours, and any other Club related events.
2. Responsibilities:

It is the responsibility of each individual member to consider their actions and the effect these actions will have on other members and non-members of the Club.
Members of The Club are always expected to behave in adherence to the union and club Code of Conduct when representing The Club. Representing the club includes, wearing club kit (including ties and sliders), on matchday transport and at any event in association with The Club.
1. Unacceptable Behaviour:

The Club expects members to use common sense when defining unacceptable behaviour. This may range from bending or breaking rules from the Students Union Code of Conduct, but also includes acts of property damage to transport/accommodation that the club uses.
The Club also defines failing to appear at training or matches without genuine reason as unacceptable behaviour.
The Club will not tolerate verbal or physical abuse to any of its members or members of the public. The Club will also not tolerate a member taking illegal drugs at any club event.
As a result of a member committing an act defined as “Unacceptable Behaviour” disciplinary action will be taken. This is the responsibility of the Executive Committee, who will initiate a disciplinary process.
1. Disciplinary Process

Disciplinary action will be taken against those members who bend or break the Code of Practice, damage to transport/property or do not turn up to matches without due cause.
Each case will be considered on an individual basis, starting at club level, with varying levels of discipline.
Each case may result with final disciplinary action being taken by the Students Union.
Club disciplinary action may include the following:

• The individual's being suspended for a definite/indefinite period.
• Fines (if damage caused by the individual needs to be repaired)
• The individual being excluded from the club for the rest of the season/academic year/permanently

The Executive Committee may give out other disciplinary actions as they see fit.
The severity of the issue will be discussed and considered by the Executive Committee when deciding upon a disciplinary process.
1. Appeals

The club offers all members the chance to appeal any unacceptable actions undertaken. It is up to the club Chair Team and ultimately the union to decide how to handle the member’s appeal.
1. Further Action

Any further matters will be passed onto the Students Union with a written explanation of the situation.
1. Complaints about the conduct or running of the club must first be made to the Chairs who shall then follow the guidelines set out by the club constitution and union Code of Conduct

Health and safety
1. The club shall abide by the safety standards and rules set out by the University and union
2. The health and safety officer will ensure that the relevant people have completed the First Aid courses required by the Students Union.
3. The club will adhere to an annual health and safety risk assessment and audit
4. The club will adhere to and strive to achieve the highest standard of inclusion and mental wellbeing support to provide an environment that is designed to improve mental health to the best of its ability
Inclusivity and wellbeing
1. The club shall be an equal opportunities organisation and will abide by and enforce the union rules and ideals on inclusion and equality.
2. The club shall have an appointed Executive Member who shall ensure the enforcement of the Students Union equal opportunity policy. This shall be the Charity and Inclusivity Officer.
3. The club will be inclusive and open to all LGBTQ+ and BAME students, providing support wherever possible.
4. The club will be inclusive and open to all trans students, providing and encouraging all involvement in club activities, referring to BUCS (or relevant governing body, i.e. England Hockey for Saturday league) trans regulations in the case of competitive BUCS play.
Constitution

10.1 The constitution will be available to all members of the club and shall be referred to for clarity.
10.2 Changes to the constitution must happen at a Club meeting and must be voted in by a majority, as outlined in Section 6 of this constitution.
10.3 The new constitution after changes must be sent to the union liaison.

06/06/2020