Club Rules

RULES OF CORK HARLEQUINS CLUB

1. TITLE

The club shall be called Cork Harlequins Club and affiliated to its respective branches and NGBs.

2. MAIN OBJECTIVES

(a) The club is to promote Hockey and Cricket and any other athletic or amateur sport accepted by a two-thirds majority of the aforementioned sections (Hockey and Cricket) at a Special General Meeting. Members of such new sections shall have no voting powers and cannot hold any executive office.

(b) Offer an enjoyable experience to all of our members with coaching and appropriate competitive opportunities

(d) Promote the club within the local community

(e) Manage Harlequin Park and its facilities

(f) Ensure a duty of care to all members of the club

(g) Provide all its services in a way that is fair to everyone

3. EQUAL OPPORTUNITIES STATEMENT

The Club shall be non-political and non-sectarian. The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of sports played at the club, regardless of age, ability, gender, race, ethnicity, religious belief, sensuality or social/economic status.

4. COLOURS

(a) The colours shall be Black, White and Red.

(b) The colours of the different branches shall be those arranged by the Committees of the branches, and sanctioned by the Management Committee.

5. MEMBERSHIP

(a) Membership shall consist of officers and members of the club. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted. Members will be enrolled in one of the following categories.

Senior Playing
Student
Unwaged
Family
Life
Pavilion/non playing
Honorary Life
Master/Vets

(b) Membership Definitions

Senior Playing
The Management Committee shall have power to elect to Membership, applicants whom the Committee shall deem to have the entry criteria. Such applicants when elected, shall be known as Senior Playing members, and shall have full voting rights.
Student
The Management Committee shall have power to elect to Student Membership those who are;
1. Full time Students at University or Third Level College.
2. Students attending Vocational Day Schools.
3. Students attending Secondary or Primary Schools.
4. Any person under 18 years.
Student members under 18 years shall have direct representation through the Child Reps on the Committee, they will not have voting power at general Meetings, and shall be subject to the bye-laws the Management Committee shall adopt from time to time in particular with reference to Student Members.
Unwaged
The Managements Committee shall have power to elect to Unwaged Membership those who are:
1. unemployed full time
Family
The issue of family membership shall be at the sole discretion of the Management Committee and may be subject to such conditions and restrictions as this committee may direct. Family membership shall be defined as a parent/parents/guardian and children under the age of eighteen years or in full time education. The parent/parents/guardian shall have full voting rights but children shall not.
Life
The Management Committee shall have power to elect non playing life members on application. Such members shall have voting rights.
Pavilion/Non Playing
The Management Committee shall have power to elect to Pavilion/Non Playing Membership applicants as in (i), but who are non-playing and, therefore, not affiliated to any branch. Such members have no voting powers.
Honorary Life
Honorary Life membership shall be recommended by the Management Committee and must be ratified at the ensuing Annual General Meeting at which time it may be conferred on the member. Such members shall have voting rights.
Masters/Vets
The Management Committee shall have power to elect to Masters/Vets Membership applicants who do not play their sport at senior playing level.

6. APPLICATION FOR MEMBERSHIP:

A candidate seeking admission as a member of the Club or its constituent Branches must obtain the prescribed application form, which will be completed and forwarded to the Honorary General Secretary by email.
The application must be accepted by the Management Committee by a two-thirds majority. On acceptance by the Management Committee, it shall be considered that the applicant has been duly elected a member of the Club, and that he/she thereby undertakes to abide by the Rules of the Club.

7. SUBSCRIPTIONS

(a) The Club subscriptions shall be agreed by the Management Committee and notified to the members at the AGM. Club Subscriptions will be reviewed annually.

(b) All Club Subscriptions shall be paid in advance of the relevant season.

(c) Annual Subscriptions for hockey shall become due from the 1st of August and shall cover members to the 31st of July following and Cricket from the 1st of April to the 31st of March following.

(d) Any members whose Annual Subscriptions are in arrears for a period of thirty days after date of notification that same is due, shall cease to be a member of the Club, and shall be ineligible to participate in the games of any branch of the Club, or to partake in any of the privileges attached to Non-Playing Members.

(e) The Management Committee shall have power to re-instate any person whose membership has lapsed, upon payment of his or her subscription.

8. OFFICERS

The officers of the Club shall consist of:

President, Vice-President, Trustees, Chairperson, Vice-Chairperson, Honorary General Treasurer and Honorary General Secretary
Club Designated Person(s), Representatives from Men’s Hockey, Women’s Hockey, Youth’s Hockey (Boys and Girls Rep), Vets Hockey and Cricket.
The Club Child Officers must also be nominated who will have access to the Management Committee, and its meetings, but not be a member of it. The Child Officers are the link between anyone aged under 18, their parents and the club. The Child Officers promote the welfare and wellbeing of young people within the club.

9. ELECTION AND MANAGEMENT

(a) The Club shall be managed by a Management Committee consisting of:

President, Chairperson, Vice-Chairperson, Honorary General Secretary and Honorary General Treasurer.
One member from each of the following sections, Men’s Hockey, Women’s Hockey, Junior Hockey (Boys and Girls Rep), Cricket and any other represented sport in the club who shall be elected by their respective sections.
Two members from the Men’s Hockey Section and two members from the Women’s Hockey Section who shall also be elected at the Club Annual General Meeting.

(b) The members of the Management Committee shall be elected by the Members of the Club, present and entitled to vote, at the Annual General Meeting of the Club. Branch Members to be elected at the Annual General Meeting of their own Branch.

(d) The President shall be a Member of the Management Committee and an Honorary Club Member during the year of office.

(e) The Management Committee shall have power to acquire premises and grounds for the benefit of the members.

(f) The Management Committee shall arrange for the appointment and control of all sub-committees.

(g) The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club

(h) The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulation/constitution.

(i) Following such hearings, the Management Committee shall have the power to expel or suspend any member of the Club whose actions are, in the opinion of the Management Committee, prejudicial to the interests of the Club, but such person shall have the right to appeal to a Special General Meeting as provided in Rule 14.

(j) The President, Chairperson, Honorary General Secretary and Honorary General Treasurer shall be ex-officio members of all Sub-Committees.

(k) The Management Committee shall have power to operate the Banking Account or accounts of the Club. All payments over €75 must be paid by either cheque or electronic bank transfer, which must be signed/authorised by the President or Chairman and Honorary General Treasurer.

(l) The Management Committee shall arrange for the appointment of Trustees.

(m) The Trustees shall be furnished with an Agenda and shall be entitled to attend and take part in all meetings of the Management Committee, but shall not be entitled to vote except on matters concerned with the financial affairs of the Club.

(n) Any item of expenditure which it is proposed to discuss at a Management Meeting and which is not in the ordinary course of the Management of the affairs of the Club shall be particularised upon the Agenda prepared for the Meeting.

(o) The Management Committee shall have power to direct the Trustees to invest Surplus Funds in approved Trustee Securities for the benefit of the Club.

(p) The Management Committee shall have the sole right to appoint employees of the Club and to decide upon their remuneration. Such employees shall not be eligible for election to the Management Committee, be an officer of the Club or attend Management Meetings.

(q) Should any Member of the Management Committee, other than a Branch representative resign or his/her position otherwise lapse, the Management Committee shall have the power to fill the vacancy by co-option from the body of members which the lapsed member represented.

(r) Any member of the Management Committee who shall have absented himself/herself from three consecutive meetings, without reasonable explanation, shall be deemed to have resigned from the Management Committee.

(s) The Management Committee (Seven of whom shall form a quorum) shall meet at least once a month.

(t) Each Branch of the Club shall have the right to be heard by the Management Committee upon any complaint or representation sent by the Branch in writing to the Honorary General Secretary.

(u) A Special Meeting of the Management Committee may be called by the Honorary General Secretary as occasion demands. A Special Meeting of the Management Committee shall also be called within three days of the receipt by the Honorary General Secretary of a requisition duly signed by five members of the Club and setting out the purpose for which such Special Meeting is required. Seven members shall constitute a quorum at such a Special Meeting.

10. TRUSTEES

(a) The property of the Club shall be vested in Trustees, the number of whom shall not be more than five nor less than three. The Trustees shall hold office until retirement or decease. Whenever the number of Trustees shall have fallen below three, the Management Committee (who shall have the power of selection) shall at their next meeting, elect Trustees, so as to bring the total number up to five. The Trustees, provided they carry out the due directions of the Management Committee shall be indemnified against risk and expense out of Club Property.

(b) If at any time the members, at an Annual General Meeting, or at a Special General Meeting called for the purpose, shall pass a Resolution authorising the Management Committee to borrow money the Management Committee shall thereupon be empowered to borrow for the purpose of the Club such amount of money, in such form and manner and upon such security, as shall be specified in such a Resolution. Thereupon the Trustees shall, at the direction of the Management Committee, make all such dispositions of the Club property or any part thereof, and enter into such Agreements in relation thereto as the Management Committee may deem proper for giving security for such loans. All members of the Club whether voting on such Resolution or not, and all persons becoming members of the Club after the passing of such Resolution, shall be deemed to have assented to the same as if they had voted in favour of such Resolutions.

(c) The Management Committee shall have power by Resolution, duly passed at a Management Meeting to borrow without security, for the purpose of the Club, a sum not exceeding onethird of the Book value of the Clubs Assets at the date of such Resolution.

(d) This decision of the Management Committee must be presented to a Special General Meeting for ratification by two-thirds majority of those present and entitled to vote.

11. FINANCE

(a) Correct Accounts and Books shall be kept by the Honorary General Treasurer showing financial affairs, receipts, and disbursements of the Club. Such Accounts and Books shall be kept for a period of 6 years.

(b) All club monies will be banked in accounts held in the name of the club.

(d) An audited statement of annual accounts will be presented by the Honorary General Treasurer at the AGM

(e) Cheques drawn against the club funds should hold the signatures of the Treasurer and another officer of the club. This includes additional authorisation measures with online banking.

12. GENERAL MEETINGS

(a) Ten days notice of all Meetings, General or Special shall be given by the Honorary Secretary to all members of the Club.

(b) The Chair shall be taken at General Meetings by the President of the Club, or, in his / her absence, by one of the Officers of the Club.

(c) The Chairperson of a General Meeting, Management Committee Meeting, or any Sub-Committee Meeting shall have a casting vote in addition to his / her vote as a member.

(d) The Club Bar shall remain closed for the duration of all General Meetings.

13. ANNUAL GENERAL MEETING

(a) The Annual General Meeting of the Club shall be held in the second quarter of the year at the Club Premises or online (if necessary), Harlequin Park, Rathmacullig East, as arranged by the Management Committee.

(b) A general notice of the date, time and venue of the Annual General Meeting shall be posted to the members by email not later than 21 days prior to the AGM each year.

(c)

Nomination for the position of President, Chairperson, Honorary General Secretary and Honorary General Treasurer must be received in writing by the Honorary General Secretary 21 days before the Annual General Meeting. Nominations may only be made by full paying Club members or by Management Committee.
Notice of motions must be received by the Honorary General Secretary in writing 21 days prior to the A.G.M. such notice to be signed by the proposer and seconder and to include details of such motion.
A detailed notice of the Annual General Meeting shall be sent to all members to arrive not later than ten days prior to the meeting. Such notice to include the following:
1. Agenda
2. Copy of Club accounts duly audited.
3. Nominations for the positions as officers of the Club.
4. Notice of motions down for discussion at the Annual General Meeting
A quorum for the AGM will be 25 members
The following business shall be transacted at the Annual General Meeting:
1. Read and confirm minutes of the previous Annual General Meeting or Special Meetings held during the season under review.
2. President’s Address.
3. Chairperson’s Address.
4. Branch Secretaries Report – Men’s Hockey, Women’s Hockey, Youths Hockey, Cricket, Club Manager.
5. Treasurer Report
6. Consider and adopt an audited statement of the Club Accounts for the period 1st of January to 31st of December.
7. Election of Club Officers. (See Rule 8a)
8. Election of Management Committee (See Rule 8b)
9. Nomination of Child Officers (See Rule 8c)
10. Election of Club Auditors.
11. Consider notices of motions.
12. Consider any other business proposed and seconded by members present and entitled to vote.

(e) A professional accountant shall be appointed to audit and report on the accounts of the Club in respect of the year under review. Such accounts shall be submitted to him/her by the Honorary General Treasurer not later than the 31st of January each year.

14. SPECIAL GENERAL MEETINGS

(a) A Special General Meeting of the Club shall be called by the Honorary General Secretary within 21 days, if directed by the Management Committee, or demanded in writing by not less than ten full members, who in their requisition shall include full written details of the object of such Meeting, and no other business shall be transacted at such meetings.

(b) A Fee of €50 shall accompany the requisition by the Members calling such Meeting, which Fee shall be forfeited to the Funds of the Club, if the matter be considered frivolous by the majority of those present and entitled to vote.

(c) Detailed notice of the Special General Meeting shall be sent to each member of the Club by email to arrive not less than ten days prior to the date of meeting. Such notice is to include the motion to be discussed and the name of the proposer and seconder of the motion.

(d) Procedures for the meeting will be the same as for the AGM.

15. BRANCHES

(a) No Branch of the Club may be formed without the permission of the Management Committee, subject to ratification at a Special General Meeting as provided in rule 2 (a).

(b) The members of each Branch shall have power to elect Officers to Committees; and to make rules, for the internal Management of their own Branches subject to the Management Committee.

(d) Each Branch Committee shall keep Minutes of all meetings held, and shall, as may be directed by the Management Committee, produce all minutes of such meetings, and duly vouch and account for all monies received and disbursed.

(e) No liability shall be incurred by a Branch, without prior sanction of the Management Committee unless the funds of such Branch cover such liability.

(f) A duly audited copy of each Branch’s Accounts shall be submitted to the Management Committee immediately following the Annual General Meeting of each Branch.

(g) No branch shall permit any person who has not been duly elected a member of the Club, or whose membership has lapsed, to take part in its activities.

(h) The Management Committee shall have power, by Resolution passed at a Management Meeting to suspend or dissolve any Branch Committee.

(i) Any member of any Branch of the Club who is suspended by that Branch for default in payment of the Subscription incurred to that Branch, shall be considered suspended as a member of all Branches of the Club, until such outstanding Subscription is paid.

(j) Any member of any Branch who shall bring the Club into disrepute shall be liable to expulsion or suspension from the Club, and /or issued with a fine.

(k) The Management Committee may delegate to the Committees of the various Branches the organisation and control of Competitions, Sports, Social Functions, etc., from time to time as the Management Committee may deem advisable. Members taking part in same must abide by the decision of the Branch Committee to which such control is so delegated.

(l) The President, Chairperson, Honorary General Secretary and the Honorary General Treasurer shall be ex-officio members of all Branch Committees.

(m) All Fundraising activities by branches must be submitted to and approved by Management prior to commencement.

16. CODE OF ETHICS AND GOOD PRACTICE FOR CHILDREN’S SPORT IN IRELAND

This club is bound by the Code of Ethics for Sport for Young People which is in line with the Code of Ethics for Children’s Sport in Ireland and set out by Sport Ireland and the Sports Council for Northern Ireland.

Our Club is fully committed to safeguarding the well being of its participants. Every individual in hockey should at all times, show respect and understanding for participants rights, safety and welfare and conduct themselves in a way that reflects the principles of the organisation and the guidelines contained in the Code of Ethics and Good Practice for Childrens’ Sport.

In working with young people our first priority is the welfare of young people and we are committed to providing an environment that will allow participants to perform to the best of their ability, free from abuse, neglect, bullying and intimidation.

To find a copy of the clubs Code of Ethics for Young People, click on the section of the club website where the club has Code of Ethics.

17. DISCIPLINE AND APPEALS

All concerns, allegations or reports of poor practice or neglect/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s safeguarding children and young people policy and procedures. The Club Child Officers are the lead contact for all members in the event of any safeguarding concerns with further consultation with the Club Designate Person(s) if required.

All complaints regarding the behaviour of members should be presented and submitted in writing to the Honorary General Secretary.

The Management Committee will meet to hear complaints within 7 days of a complaint being lodged. The Committee has the power to take appropriate disciplinary action including termination of membership.

There will be the right to appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 7 days of the Secretary receiving the appeal

18. RULES

The Rules of the Club shall be available on the Club website, and a copy thereof available on request to each member.

A copy of all amendments or alterations shall be notified to all members immediately subsequent to the General Meeting at which such amendments or alterations have been adopted.

The Management Committee shall have the power of deciding all questions not provided for in these
Rules, subject to appeal to a General Meeting.

19. ALTERATION OF RULES

Alterations or additions to the foregoing Rules may be made at an Annual General Meeting or at Special General Meeting called for that purpose, provided that the resolution proposing same is carried by a vote of two-thirds majority of the members present and entitled to vote.

Members desiring to propose alterations or additions to Rules must send notice of the proposed alterations or additions, in writing to the Honorary General Secretary not later than 21 days preceding the Annual General Meeting or may do so by calling a Special General Meeting as provided by Rule 14. Other than rules prescribed by statute and by order of the Management Committee, no other business may be transacted at this Meeting.

No addition, alteration or amendment shall be made to the provisions of the main object clause, the income and property clause, the winding up clause, the keeping of accounts clause or this clause of the Constitution for the time being in force unless the same shall have been previously approved in writing by the Revenue Commissioners.

20. INCOME AND PROPERTY

The income and property of the club shall be applied solely towards the promotion of its main object(s) as set forth in this Constitution. No portion of the Club’s income and property shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit, to the members of the club. No Officer shall be appointed to any office of the Club who are paid by salary or fees, or receive any remuneration or any other benefit in money or money’s worth from the Club. However, nothing shall prevent any payment in good faith by the Club of:

reasonable and proper remuneration to any member, officer or servant of the Club (not being an officer) for any services rendered to the Club;
interest at a rate not exceeding 5% per annum on money lent by Offices or other members of the Club to the Club;
reasonable and proper rent for premises demised and let by any member of the Club (including any Officer) to the Club;
reasonable and proper out-of-pocket expenses incurred by any Officer in connection with their attendance to any matter affecting the Club;
fees, remuneration or other benefit in money or money’s worth to any Company of which an Officer may be a member holding not more than one hundredth part of the issued capital of such Company;

21. WINDING-UP

A resolution to dissolve the club can only be passed at an AGM or Special General Meeting through a majority vote of the membership. If upon the winding up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, it shall not be paid to or distributed among the members of the Club. Instead, such property shall be given or transferred to some other institution or institutions having main objects similar to the main objects of the Club. The institution or institutions to which the property is to be given or transferred shall prohibit the distribution of its or their income and property among its or their members to an extent at least as great as is imposed on the Club under of by virtue of Clause 18 hereof. Members of the Club shall select the relevant institution or institutions at or before the time of dissolution, and if and so far as effect cannot be given to such provisions, then the property shall be given or transferred to some charitable object.

22. KEEPING OF ACCOUNTS

Annual accounts shall be kept and made available to the Revenue Commissioners on request.

MISCELLANEOUS:

23. No member of the Management Committee, Manager or Servant employed by the Club shall have any personal interest in the sale of excisable liquor, food or beverages, goods or services therein, or in the profit arising therefrom.

24. No excisable liquor shall be supplied for consumption on the Club Premises to any person (other than a Member of the Club lodging in the Club Premises), or be consumed on the Club Premises by any person (other than a member of the Club lodging in the Club Premises). No excisable liquor shall be sold or supplied to any person under 18 years of age.

25. A visitor shall not be supplied with excisable liquor in the Club Premises unless on the invitation and in the company of a member, the member shall upon admission of such visitor to the Club Premises, or immediately upon his/her being supplied with such liquor, enter his/her own name and name and address of the visitor in a book which shall be kept for that purpose and which shall show the date of each visit.

Revision History

Proposer: Sharon Hutchinson

Seconder: Grace Keane

Proposed Changes for AGM April 2021

Remove reference to Table Tennis from the Rules
Insert other objectives in Section 2 (b) to (g)
Insert New Equal Opportunities Statement – Section 3
In Section 5 (was Section 4) Associate and Country Membership Categories to be removed and insert non-playing, unwaged, Masters and Vets member categories, with definitions
Redefine Family Membership to include children in Full time education
Amend Application process for new members in Section 6 to reflect GDPR and email use (was Section 5)
Amend date of hockey membership to run from 1st August to 31st July in Section 7 (was Section 6)
Amend Officers to include Club Designate Person, Reps from each of the Club Sections and also Club Child Officer status in the new Section 8 (was Section 7)
Amend members of the Management Committee in Section 9 (was Section 8) to include Youth reps and insert clauses (g) and (h)
Insert Accounts to be kept for 6 years in Section 11 (was Section 10), insertion of clauses (b) to (e), removal of Bond Clause
Section 13 (was Section 12) AGM, amendments to date of AGM and how it is communicated, AGM can be held online, insert quorum number, insertion of Treasurer’s Report
Section 14 (was Section 13) Special Meetings, deleted reference to Associate Member. Changed the fee from £25 to €50, removed clause (c)
Inserted new Section on Code of Ethics and Good Practice for Children’s Sport in Ireland, Section 16
Inserted new Section on Discipline and Appeals, Section 17
Section 18 (was Section 15) Rules, insert Rules of the Club will be displayed on the Club website
Section 19 (was Section 16) change of date from 31st January to 21 days
Section 21 (was Section 18) inserted the following line, “A Resolution to dissolve the club can only be passed at an AGM or Special General Meeting through a majority vote of the membership.”

Proposer: Moray Russell (Club treasurer)
Seconder: Stephen Dale (Club President)
Proposed Changes for Special general Meeting Tuesday 2nd February 2016:

Amend the Title of clause 2 to “Main Object”.
Delete “club shall sponsor “ and replace with “The main object of the club is to promote”.
Amend “other sport” to “other athletic or amateur sport”.
In Clause 16 insert Revenue’s standard Additions, Alterations, and Amendments clause.
Insert 3 new clauses, Revenue’s standard Income and Property clause, Winding Up clause and Keeping of Accounts clause.

Addition to Clause 16:

17.INCOME AND PROPERTY

The income and property of the club shall be applied solely towards the promotion of its main object(s) as set forth in this Constitution. No portion of the Club’s income and property shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit, to the members of the club. No Officer shall be appointed to any office of the Club paid by salary or fees, or receive any remuneration or any other benefit in money or money’s worth from the Club. However, nothing shall prevent any payment in good faith by the Club of:

reasonable and proper remuneration to any member, officer or servant of the Club (not being an officer) for any services rendered to the Club;
interest at a rate not exceeding 5% per annum on money lent by Offices or other members of the Club to the Club;
reasonable and proper rent for premises demised and let by any member of the Club (including any Officer) to the Club;
reasonable and proper out-of-pocket expenses incurred by any Officer in connection with their attendance to any matter affecting the Club;
fees, remuneration or other benefit in money or money’s worth to any Company of which an Officer may be a member holding not more than one hundredth part of the issued capital of such Company;

18. WINDING-UP

If upon the winding up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, it shall not be paid to or distributed among the members of the Club. Instead, such property shall be given or transferred to some other institution or institutions having main objects similar to the main objects of the Club. The institution or institutions to which the property is to be given or transferred shall prohibit the distribution of its or their income and property among its or their members to an extent at least as great as is imposed on the Club under of by virtue of Clause 17 hereof. Members of the Club shall select the relevant institution or institutions at or before the time of dissolution, and if and so far as effect cannot be given to such provisions, then the property shall be given or transferred to some charitable object.

19. KEEPING OF ACCOUNTS

Annual accounts shall be kept and made available to the Revenue Commissioners on request.

Proposed Rule Changes for Club AGM March 2010:

Section 8, Part (h), the rule states: “All Payments over £10 must be paid by cheque , which must be signed by the President or Chairman and Honorary Treasurer”

Change this rule to read: “ All payments over €75 must be paid by either cheque or electronic bank transfer, which must be signed/authorised by either the President or Chairman and the Honorary Treasurer

Club Rules PDF

Club Rules

RULES OF CORK HARLEQUINS CLUB

RULES OF CORK HARLEQUINS CLUB

Revision History

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