House rules
General
Article 1
- The association named: MIXED HOCKEY CLUB LEEUWARDEN, hereinafter referred to as "the association" was established by notarial deed on October 1, 1924 and is located in Leeuwarden.
- These internal regulations are a further elaboration of the association's articles of association.
Article 2 The club uniform
- The association's uniform consists of:
- a black shirt with a yellow collar and sleeve edges, the MHCL emblem is incorporated into the shirt.
- black trousers (men/boys) or skirt (ladies/girls).
- black socks with a yellow stocking edge. MHCL is written vertically on the sock in yellow letters.
The board may decide that the club uniform will be provided with specified accents, such as sponsor messages.
- Members are required to wear the officially established club uniform during competition matches.
Article 3 Members
1. Members are those natural persons who have been admitted as members by the board or the general meeting, taking into account the provisions in this regard in the articles of association and in these internal regulations.
2. The association has as members:
- senior members;
- junior members/youth members;
- honorary members;
- members of merit.
The following categories exist for both senior and junior members:
- ordinary members, designated as senior members or junior members respectively
- training members
- non-playing members
3. Senior members are those who are eighteen years of age or older before October 1 of the current association year.
4. Junior members are those who are younger than eighteen years of age before October 1 of the current association year.
Junior members are further distinguished into:
a. junior members A: junior members A are those who are sixteen years of age or older, but not yet eighteen years of age, before October 1 of the current association year;
b. junior members B: junior members B are those who are fourteen years of age or older, but not yet sixteen years of age, before October 1 of the current association year;
c. junior members C: junior members C are those who are twelve years or older, but not yet fourteen years old, before October 1 of the current association year;
d. junior members D: junior members D are those who are ten years or older, but not yet twelve years old, before October 1 of the current association year;
e. junior members E: junior members E are those who are not yet ten years old before October 1 of the current association year;
f. junior members F: junior members F are those who are not yet eight years old before October 1 of the current association year.
5 Training members are natural persons who practice the sport of hockey by following training and playing friendly matches. Training members do not play competition.
6. Non-playing members are natural persons who participate or wish to participate in club life without actually practicing hockey.
7. Honorary members are natural persons of legal age who have been granted honorary membership by the general meeting on the proposal of the board for their extraordinary services to the association. Honorary members have access to and voting rights in the general meeting. Honorary members are as such exempt from paying contributions.
8. Honorary members are natural persons of legal age who, through their achievements, can claim the recognition of the association and to whom the membership of merit has been granted by the board. Honorary members have access to, but no voting rights in, the general meeting. Honorary members are as such exempt from paying contributions.
Article 4 Method of registering members, conditions of admission
1. A natural person who wishes to become a member of the association must submit a registration form to be provided by the board, fully completed and signed, to the secretary of the board or a person designated by the board. Minors can only be admitted as members if the registration form is co-signed by their legal representative.
Within one month after submitting the application, the applicant will receive written or electronic notification from or on behalf of the board about whether or not he has been admitted as a member of the association. In the event of non-admission, the reason for this will be stated.
2. New members must pay a one-time entrance fee, to be determined annually by the general meeting. This entrance fee must be paid at the same time as the first fraction.
3. For those who become members during the association year, if they become members before January 1 of the association year in question, they are required to pay the full contribution. If they become members after January 1 of the association year in question, they are required to pay half of the contribution.
4. The board is authorized to set up a waiting list in the event of insufficient field, training and/or team capacity. The board is authorized to further determine which criteria apply to the creation of the waiting list and the order of admission of new members.
Article 5 Admission, rights and obligations of donors
The board decides on a case-by-case basis whether to admit a donor and on the conditions of that admission, whereby in any case the following applies:
a. non-members of the association can also be donors;
b. the financial contribution with which the donor supports the association must amount to at least €37.50* (in words: thirty-seven euros and fifty euro cents) per association year;
c. the donor must pay this amount to the association in one go, unless otherwise agreed in writing or electronically with the board, within thirty days of receipt of the relevant invoice;
d. the donation is tacitly extended each year for one year, unless the donor or the board terminates the donation in writing or electronically with a notice period of 4 weeks or unless otherwise agreed in writing or electronically between the board and the donor.
Article 6 Member registration
1. The secretary of the board shall keep a register in which the names and addresses of the members are recorded.
2. Each member is obliged to inform the secretary of the board in writing or electronically of any change in his address without delay. Each member is also obliged to change his (mobile) telephone number and/or e-mail address without delay in the "Lisa" membership administration system of the association. Any costs that the association must incur in order to trace a change of address in another way will be recovered from the member in question.
3. The secretary of the board ensures that the members are registered with the Royal Dutch Hockey Association (KNHB).
4. The personal data will be used by the association exclusively for association purposes and for the information of the KNHB. The data will not be made available to third parties, unless permission has been given.
Article 7 Termination of membership
1. a. Unless terminated in writing, membership will be tacitly renewed annually.
b. Termination can only be done in writing or by e-mail to the membership administration. Termination of membership must take place before 1 May. If the membership is not terminated by 1 May with the membership administration, the full contribution for the following association year is due.
c. The membership administration provides a confirmation of receipt of the cancellation. This confirmation of receipt is the only legal proof.
d. Cancellations made in any other way (verbally) or to other persons (coaches, line managers, trainers, etc.) will be considered null and void.
2. If the termination has not taken place in accordance with the provisions of paragraph 1, the board may grant a dispensation.
Article 8 Other rights and obligations of members
In addition to the general rights and obligations, as set out in the articles of association and these internal regulations, senior and junior members have the rights and obligations mentioned below:
a. Upon joining as a member, the right to inspect a copy of the articles of association and the internal regulations, which are published on the association's website;
b. The right to participate in competitions (with the exception of training members) and training sessions;
c. The right to participate in debates and votes at the general meetings;
d. The right of free access to competitions and meetings, unless otherwise determined by the board;
e. The right to submit proposals, complaints and requests to the board. The board is obliged to handle or investigate these as soon as possible or to have them handled or investigated and to report the result of the handling and/or investigation to the member who submitted the proposal, complaint or request;
f. The obligation to comply with the regulations of the association, as well as with the guidelines issued by the board or committees appointed by the board, as well as the regulations of the KNHB;
g. The obligation for senior members and junior members A and B to obtain the referee diploma and to whistle matches. The board can, for its motivating reasons, exempt the member concerned from these obligations.
h. The obligation to perform volunteer services, including - after publication on the association's website - running the bar, competition table, refereeing matches, sweeping services and driving services
Article 9 Contribution
1. Members owe the association:
a. entrance fee (one-off); and
b. contribution.
2. Furthermore, in the cases mentioned in this article, members shall owe the association an amount of administrative costs to be determined annually by the general meeting.
3. Honorary members and members of merit are not liable to pay contributions if they are not also members in any other way.
4. New members must pay a one-time entrance fee to be determined annually by the general meeting.
5. Each member of the association is obliged to pay an annual contribution to be determined by the general meeting.
6. The contribution notes are sent at the start of the association year under the supervision of the treasurer of the board.
7. Collection of contribution obligations takes place by means of a direct debit. For this purpose, these members are provided with a form with the aid of which they continuously authorize the association - until further notice - to collect the contribution.
8. New members will be sent a form together with the registration form, by means of which they authorise the association to collect the contribution for the first year, as well as the entrance fee once.
9. If the bank, for whatever reason, reverses debited funds from the account of the member who has issued an authorization, the association will still send a contribution note in order to give the member the opportunity to meet his payment obligation. In that case, the due date is set at one month after the date of dispatch and administration costs are immediately due. After the expiry of this due date, if payment has not been made, a collection procedure can be started.
10. In the event of late payment, the member will be in default without further notice or notice of default and will therefore owe interest and collection costs.
11. A reminder will be sent one month after the due date. Administrative costs will then be due, as well as a fine, the amount of which will be determined by the board.
12. A member who has not fully met his payment obligations, resulting from these internal regulations, two months after the due date, can be suspended with immediate effect by the board. This means that the member can no longer exercise the rights associated with membership until the payment obligations have been fully met.
After suspension, the board may outsource the collection of the claim. In that case, the (extra)judicial costs will be fully borne by the member. The extrajudicial costs are set at at least 15% (in words: fifteen percent) of the amount to be collected or, if the actual costs are higher, at those actual costs.
13. A member whose membership has been terminated may re-join as of the following association year if he has fully met his payment obligations before the start of that association year. In that case, this member does not owe any entrance fee.
14. Refund of the contribution will not be granted, except in very special cases for serious reasons, this at the discretion of the board. A member must submit a written or electronic request to the board.
Article 10 Compensation and Fines
1. Each member is liable for damage caused to material that is the property of the association or has been loaned to the association.
2. Any damage found shall be deemed to have been caused by the member or members who last used the item in question, unless the person(s) concerned prove(s) otherwise.
4. If repairing damage to materials caused by a member entails costs, the board will ultimately decide who will bear the costs.
5. The board is not liable for damage to property of any kind belonging to members or third parties present in the building or on the premises of the association.
6. The association has not taken out accident insurance for its members.
Article 11 Governance
1. The board consists of a number of at least three adult natural persons, to be determined by the general meeting.
2. Board members are appointed by the general meeting from among the members.
3. The chairman of the board is appointed as such by the general meeting. The board appoints from among its members a secretary and a treasurer.
4. The board shall, in mutual consultation, divide the functions and determine the tasks of each board member, taking into account the provisions of the articles of association and these internal regulations.
5. The chairman shall chair the meetings of the board in accordance with the provisions of article 12 of the articles of association. He shall at all times have the right to inspect the records of the other board members. All important board decisions shall be co-signed by the chairman. The chairman shall report on the past association year at the annual general meeting. In the absence or inability of the chairman, his duties shall be performed by a member of the board to be designated by the other board members.
6. The duties of the secretary of the board are as follows:
a. conducting correspondence on behalf of and in consultation with the board;
b. keeping the association archives, unless he has delegated this task to another (board) member;
c. taking minutes at the general meeting, unless another person has been appointed by the board to do so, and signing approved minutes;
d. taking minutes at board meetings and signing approved minutes.
7. The duties of the treasurer of the board are as follows:
a. the collection and management of all funds of the association;
b. to render an account and statement on behalf of the board to the general meeting regarding the cash flows within the association.
To this end, the treasurer of the board is liable for the funds and other assets in his possession that belong to the association or that the association has received on loan. The treasurer of the board may only resign in the interim if the books have been approved by the audit committee as referred to in article 13 paragraph 5 of the articles of association.
8. Each board member is obliged to the association to properly fulfil the task assigned to him. If it concerns a matter that falls within the remit of two or more board members, each of them is fully liable for a shortcoming, unless this is not attributable to him and he has not been negligent in taking measures to avert the consequences thereof.
9. If the entire board resigns prematurely, the board members will remain in office until a new board has been elected at a general meeting convened for that purpose.
Article 12 Committees
1. The association has a number of different committees. These committees are established by the board and can also be dissolved at any time.
2. A board member may not, except as provided in paragraph 10, be a member of a committee, unless the board and the committee jointly and unanimously decide otherwise. Each board member has the right to attend the meetings of a committee; they may speak therein but have no voting rights.
3. Non-members of the association may also participate in committees.
4. Committees shall report on their meetings to the Board in writing or electronically. In addition, committees shall submit a written report on the financial year to the Board at the end of the financial year.
6. Each committee must submit a budget for the coming financial year before the start of a financial year. The board may request an interim report on the finances of a committee.
7. The association has at least the following committees:
a. the audit committee
b. the competition committee;
c. the youth committee;
d. the accommodation committee;
e. the referee committee;
f. the technical committee;
g. the youngest youth committee
h. the materials committee;
i. the bar committee.
8. If no assignment has been given to an accountant as referred to in article 13 paragraph 5 of the articles of association, the general meeting shall annually appoint from the members an audit committee of at least two persons, who may not be part of the board. One of the members of the audit committee is not eligible for reappointment. The audit committee shall draw up a schedule of retirement. The members of the audit committee shall sit on this committee for a maximum of two consecutive financial years.
The audit committee is charged with examining the balance sheet and the statement of income and expenditure with explanations from the board and reporting on this to the general meeting. To this end, the audit committee has the right to demand that the board provide information, that the cash and the values are shown and that books, documents and other data carriers of the association are made available for consultation.
9. The board may at any time establish a temporary or permanent committee as referred to in Article 11, paragraph 2 of the Articles of Association.
Article 13 Official body
1. The association has an official body, namely:
- the website www.mhcl.nl
2. The secretary of the board or the board member responsible for the competition secretariat shall report in the official body:
a. announcements and agendas of general meetings;
b. competitions and tournaments; and
c. decisions and communications, to the extent that these are deemed necessary by the board.
Article 14 General meetings
1. The chairman of the general meeting shall grant the members the floor in the order in which they have requested it. The secretary of the general meeting shall keep a record of this. The chairman shall have the right to deny the floor to a member who, in his opinion, is not behaving properly, or to deny him or her the right to attend the meeting, unless the person concerned successfully appeals to the meeting.
2. The secretary of the general meeting shall submit an attendance list at the meeting on which the members present shall place their names and note whether or not they are entitled to vote. Furthermore, the attendance list shall note whether a member, and if so by which other member, is authorised to cast another vote, upon submission of a written or electronic proxy, as deemed sufficient by the chairman, as referred to in Article 16 paragraph 4 of the articles of association. Only those members entitled to vote whose names appear on the attendance list shall take part in the votes.
3. Before the start of the voting on persons, the Chairman of the General Meeting shall appoint three neutral persons who shall count the votes and report the outcome to the Chairman; the Chairman of the General Meeting shall then communicate the outcome of the vote to the meeting.
4. In the case of a roll-call vote, votes will be cast in the order of the attendance list, with the understanding that the members entitled to vote, with or without proxy, then the members entitled to vote and finally the chairman of the general meeting entitled to vote, will cast their votes first.
5. Ballot papers which:
a. be unsigned;
b. be illegible;
c. not clearly identifying a person;
d. contain the name of a person who is not eligible for election;
e. contain more than one name for each eligible position;
f. contain more than a clear indication of the person.
6. Minutes of the proceedings at a general meeting shall be taken by the secretary or the person designated by the board for that purpose. The minutes shall be published in the official organ or brought to the attention of the members in another manner, at the discretion of the board, and shall be approved by the next general meeting.
Article 15 Amendments to these internal regulations
1. These internal regulations may only be amended by the general meeting in accordance with the provisions of Article 19 of the Articles of Association.
2. A resolution to amend these internal regulations shall enter into force on the day following the day on which the general meeting takes that resolution, unless the general meeting determines a later date.
Article 16 Final provision
In all cases not provided for in these regulations, the board shall decide. It is mandatory to bring such a decision to the attention of the members at the next members' meeting.