SOUTH AFRICAN SCHOOLS HOCKEY (ASSOCIATION)
The body shall be called the South African Schools Hockey Association (SASHOC) and shall be:
1.1 a full member of the South African Schools Sport Association (proposed name); and
1.2 affiliated to the South African Hockey Association (SAHA).
2.1 The term “South Africa” where used in the Constitution shall mean the Republic of South Africa as constituted on 31 May 1961.
2.2 The term “Members” where used in the Constitution shall mean the Hockey Organisations of ALL regions defined in 4.1 in this constitution.
2.3 The term “Exco” where used in the Constitution shall mean the Executive Committee of SASHOC.
2.4 The term “Manco” where used in the Constitution shall mean the Management Committee of one section (Boys, Girls, Primary) of SASHOC (These committees are now sub-committees of SASHOC).
The objects of the SASHOC shall be:
3.1 To uphold, regulate and control the games of Hockey and Indoor Hockey in South African Schools and among youth in general.
3.2 To support and maintain the rules of the game of Hockey as determined by the FIH and SAHA, and in accordance with the spirit of the Olympic Movement.
3.3 To advance the interest of Hockey in South Africa generally regardless of politics, race, religion, or gender.
3.4 To assist in the arrangement and control of inter-provincial tournaments and inter-regional matches in South Africa, as and when requested, if these involve schoolgoing hockey players in any age group under 19 or younger.
3.5 To do all things that may be directly or indirectly conducive to these objects.
4.1 Membership of SASHOC on the date of adoption of the Constitution shall comprise the Members as indicated below.
Border Northern Cape
Eastern Gauteng Northern Free State
Eastern Province Northerns (Gauteng North)
Free State – Southern (Bloemfontein area) North West
KZN Coastal (Southern – Durban area) Southern Gauteng
KZN Inland (Pietermaritzburg area) Southern Cape (SWD)
Limpopo Western Province
(Eastern Free State – part of Northern Free State; KZN Northern Coastal – part of KZNatal Coastal; Northern KZN – part of KZNatal Inland; North West Cape – part of Northern Cape)
4.2 Boundaries between member associations are as defined in the constitution of SAHA.
4.3 In the event of a Member being incorporated into the geographical boundaries of another Member, then that Member being so incorporated shall cease to exist with effect from the date of incorporation and its name shall be removed from the list of Members.
4.4 Additional members may only be accepted if membership is offered to a new region at a special general meeting of SASHOC (two thirds majority).
5.1 The affairs of the SASHOC shall be controlled by the Members in General Meetings.
5.2 Council, as defined in clause 6, shall determine the policies of the SASHOC and shall be responsible and accountable to its Members.
5.3 The policies of the Council shall be effected and implemented through the Executive Committee, as defined in clause 7.
5.4 The Executive shall direct any sub-committees to implement Council policy where it is desirable to deal with certain matters separately.
6.1 Council shall be constituted as follows:
6.1.1 Members of Exco;
6.1.2 Members of the THREE Sub-committees (formerly Mancos);
6.1.2 Regional Members, each represented by three persons; one for Boys, one for Girls and one for Primary.
6.2 Council shall meet at least once per annum.
6.3 The members of the Council shall have the votes allocated to them in terms of clause 14.
7.1 The Executive shall be responsible to the Council for the implementation and execution of the policies and decisions of Council.
7.2 The Executive shall consist of ten (10) persons, namely:
7.2.1 A Chairperson
7.2.2 A Vice Chairperson
7.2.3 An Honorary Secretary
7.2.4 An Honorary Treasurer
7.2.5 The Chairperson and ONE other representative elected by Girls Council
7.2.6 The Chairperson and ONE other representative elected by Boys Council
7.2.7 The Chairperson and ONE other representative elected by Primary Council
The Executive Committee must have at least TWO persons of other “colour”. If not, co-option must take place. Unlike other co-opted members, these persons shall have full voting rights.
7.3 Subject to the approval of the Exco, the Chairperson shall have the right to co-opt any other person or persons to assist the Exco in the execution of specific duties. Such person or persons shall be required to attend meetings of the Exco for the specific business for which he or she was co-opted.
7.4 Subject to the approval of the Exco, the Chairperson of a Sub-committee shall have the right to co-opt any other person or persons to assist in the execution of specific duties.
7.5 Exco shall meet not less than three (3) times per annum.
8.1 Exco shall administer the day to day operation of the SASHOC within each portfolio area using members of any of the sub-committees for any specific purpose.
8.2 Each Sub-committee (Boys, Girls, Primary) must comprise of a Chairperson and FOUR (4) other members. Each Sub-committee must have at least TWO persons of other “colour”. If not, co-option must take place. Unlike other co-opted members, these persons shall have full voting rights.
8.3 Members of Exco are given portfolios to organise at the first meeting of Exco following the AGM (Rules & Technical, Coaching, Tournaments, International and any other deemed necessary by Exco). Policies as determined by SASHOC and SAHA shall determine regional colours and boundaries. Council shall determine tournaments and teams, where possible working two years in advance to deal with promotion/relegation where applicable.
8.4 The Chairperson and ONE other committee member of each Sub-committee (Boys, Girls, Primary) shall be members of Exco.
8.5 All Sub-committees shall report to Exco on its activities at each subsequent meeting of the Exco.
8.6 Sub-committees shall meet when necessary, subject to availability of funds.
8.7 BOARD OF APPOINTMENT
8.7.1 There will be one Board of Appointment.
8.7.2 The Board shall consist of:
* Chairperson or Vice Chairperson of Exco, who shall be Chairperson of the Board.
* Members of Exco (usually Boys & Girls elected members, but not Primary)
* At least ONE member appointed by SAHA.
8.7.3 This Board shall receive nominations from member regions and/or Exco and make the appointments for (boys and girls) for the following positions:
* National Under 16 & Under 18 coaches.
* Assistant National Under 16 & Under 18 coaches.
* Under 16 & Under 18 National Manager.
* Four (4) selectors for boys and four (4) for girls at Under 16 & Under 18 levels.
Only Under 16 & Under 18 age groups are mentioned here. If the need arises, Council may determine that above positions for other age groups (eg Under 14, Under 19) must also be appointed by this Board.
8.7.4 The Board must meet PRIOR to the Annual General Meeting to make the appointments for the next year.
8.7.5 Appointments for the following year must be ratified by Council. If, due to circumstances, one or more appointment cannot be made in time for the Council meeting, further appointments shall be ratified by Exco.
The office of the SASHOC shall be determined by Council.
10. GENERAL MEETINGS OF THE ASSOCIATION
10.1 It shall be incumbent upon the Chairperson to ensure that a general meeting of the Members is held every year on such date and at such venue as may be determined by the Council.
10.2 Notice of such meeting shall be sent out not later than thirty (30) days prior to the date of such meeting to Member regions and such other persons entitled to receive notice. The notice shall be accompanied by an Agenda of business to be conducted at the meeting and minutes of the previous General Meeting if not already circulated.
10.3 The Chairperson, or in his absence, the Vice Chairperson of SASHOC and failing them a person elected by the Members, shall serve as Chairperson at General Meetings.
11. ANNUAL GENERAL MEETING
The Agenda for the Annual General Meeting shall be as follows:
11.1 Presentation of Credentials (in writing from member regions);
11.2 Quorum and voting strength;
11.3 Approval of the Notice of Meeting;
11.5 Ratification of Minutes of the previous Annual General Meeting;
11.6 Matters arising from the previous Annual General Meeting;
11.7 To receive the Executive report on the activities of the SASHOC for the period under review;
11.8 To receive the Financial report of SASHOC for the previous year.
11.9 Election of Chairperson, Vice Chairperson, Secretary and Treasurer. Election of Sub-committees shall take place during individual Boys, Girls and Primary Council meetings.
11.10 Any proposals from the Members which have been received by
the Secretary in time for inclusion on the Agenda;
11.11 Any other business set for discussion by Council.
12. SPECIAL GENERAL MEETING
12.1 The Hon. Secretary, upon written notice given by a Member region, seconded by at least TWO other Member regions, OR as a result of an Exco meeting decision, shall convene a Special General Meeting. The Agenda shall express the purpose of the meeting to be called and no business other than that which is specified shall be transacted at the Special General Meeting.
12.2 Notice of a Special General Meeting shall be given not less than 30 days prior to the date of such meeting to all persons entitled to receive notice of such Meeting. The notice shall be accompanied by an Agenda of Business to be conducted at the Special General Meeting.
12.3 Attendance at Special General Meetings shall be restricted to delegates from Members regions, and any other persons who Exco may deem fit to invite. Members may send as many delegates as they wish at their cost provided that the names of such delegates are submitted in writing the Secretary prior to the Special General Meeting.
13. NOMINATIONS AND ELECTION OF OFFICERS
13.1 Members of Council shall comprise the persons set out in Clause 6.
13.2 The following officers shall be nominated and elected annually:
13.2.1 Members of Exco;
13.2.2 Members of each Sub-committee (Boys, Girls, Primary);
13.3 Annually Exco and Member regions shall be entitled to nominate persons for election as officers as set out in clause 13.2. The nominations must be received by the Hon. Secretary not less than THIRTY (30) days before the Annual General Meeting and must be accompanied by the written acceptance of the nominee. On receipt of the nominations the Secretary shall circulate the nominations to the Members of Council not less than TWENTY ONE (21) days prior to the Annual General Meeting.
13.4 Exco shall ratify the appointment of all positions tabulated in 8.7.3, recommended by the Board of Appointment.
13.5 The Persons entitled to vote at the Annual General Meeting shall, from the nominations submitted, elect the officers referred to in clause 13.2.
14.1 At the Annual General Meeting or Special General Meeting, the number of votes shall be allocated as follows:
14.1.1 Voting strength shall be determined according to the official registration of players as given by regions at a date set by Exco in a particular year.
[Voting shall be according to the formula:
< 1500 one vote; 1500 – 2999 two votes;
3000 – 7999 three votes; > 8000 four votes]
Full Council has the right to change this formula for the following year.
14.1.2 Members of Exco and elected Sub-commiittees shall each be entitled to one vote.
14.2 At Girls, Boys and Primary Council meetings, the number of votes are allocated:
14.2.1 Voting strength shall be determined according to the official registration of players as given by regions on 31 March in that year.
[Voting shall be according to the formula:
< 1000 one vote; 1000 – 1999 two votes;
2000 – 3000 three votes; > 3000 four votes]
Full Council has the right to change this formula for the following year.
14.2.2 Members of Exco and Sub-committees shall each be entitled to one vote.
14.3 The Chairperson shall NOT have a casting vote.
15.1 For Annual General Meetings, Special General Meetings and Council meetings, a Quorum shall consist of at least 50% of the total membership plus one, provided that if such quorum is not present within an hour of the time appointed for the meeting, the Meeting shall stand adjourned for 24 hours from the appointed hour. At such adjourned Meeting the Members present shall constitute a quorum.
15.2 For Exco Meetings a quorum shall consist of 50% of the Exco plus one, provided that if such quorum is not present within one hour of the time appointed for the meeting, the Meeting shall stand adjourned for 24 hours from the appointed hour. At such adjourned meeting, the members of Exco present shall constitute a quorum.
16.1 Each Region shall pay an annual subscription to SASHOC as determined by Council.
16.2 Council shall have the power to impose an affiliation or other fees on members.
16.3.1 The Treasurer shall keep proper books of account and record the income and expenditure of SASHOC and shall at the close of each financial year cause to be prepared Financial Statements for that year which shall be received, considered and approved by Exco and ratified by Council.
16.3.2 Accounts shall be audited annually.
16.4 Bank Accounts
The Treasurer shall conduct an account in the name of the South African Schools Hockey at a recognised banking institution. Three signatories must be agreed by Exco, two signatories for each cheque.
17. AMENDMENT TO THE CONSTITUTION
17.1 This Constitution shall not be altered except at a Special General Meeting called for the purpose and no alteration shall be made to the Constitution unless supported by not less than two thirds (2/3rds) of the total votes of those present, or represented by proxies, and eligible to vote.
17.2 Notice of the intention to amend, rescind or add any article or provision of the Constitution shall be given to the Secretary who shall within 14 days of receipt of such notice call the Meeting by a Notice sent out not less than 30 days prior to the date of the Meeting to those entitled to receive such notice.
Colours will be determined by Council but must be ratified by SAHA in the event of an official South African team.
19 MISCONDUCT AND DISCIPLINE
Any official or player found guilty of misconduct, on or off the field, will be subject to disciplinary measures as determined by Exco. The player or official concerned has the right to appeal to Council at the AGM.
20 INDEMNITY CLAUSE
SASHOC cannot be held responsible for any theft, loss or damage caused to any player, official or spectator before, during or after any activity organised or supported by this organisation.
21 MINUTES OF MEETINGS
The secretaries of the Executive Committee, Management Committees and Boards of Appointment must cause Minutes to be recorded at every meeting. These Minutes must be ratified at the next meeting.
22 DISSOLUTION OF SASHOC
If SASHOC is dissolved, all moneys and other assets shall be handed over to the organisation taking its place OR shared by its members OR incorporated into an organisation according to decisions made at a Special General Meeting called specifically for this purpose.
23 Any matters not provided for in this constitution and all questions of interpretation arising out of this constitution shall be decided by Council and such decision of Council shall be final.