Constitution

MEMORANDUM OF KERALA HOCKEY

KERALA HOCKEY HEAD OFFICE : TC 24/1085,THYCAUD P.O,THIRUVANANTHAPURA-695014.                                

MEMORANDUM OF ASSOCIATION OF KERALA HOCKEY

  1. Name of the Society: The name of the society shall be “ Kerala Hockey “
  2. Registered Office    :

AMENDMENT MADE ON 11-06-2018

Registered Office: “The office of the society shall remain in the Malabar region and operational office in anywhere in Kerala depending upon the decision of the executive Board.”

As per the above amendment the Administrative address of Kerala Hockey will be

KERALA HOCKEY

TC 24/1085, Thycaud, Trivandrum—695014

3. Head Quarters: The Headquarters of the Kerala Hockey shall remain in the administrative office of Kerala Hockey.

Adding Associate members, Institutions, Academies and Departments.

  • Head Quarters          : Head quarters of Kerala Hockey shall remain in the territory of Palakkad
  • Area of Jurisdiction   : The jurisdiction shall be through the entire state of Kerala.
  • Aims & Objects:
  • To develop, organize and promote the game of Hockey ( outdoor and indoor for both men and women ) in Kerala
  • To affiliate with and abide by the Statutes, Bye-laws, Rules & Regulations of Hockey India (HI)
  • To support and maintain the ideals and objects of Hockey India (HI) and Kerala Olympic Association (KOA).     
  •  To make Rules and Regulations of the Association and its affiliated units to carry out the aims and objects of the Association and to modify the same, if necessary, from time to time.
  • To hold State Hockey Championships and other competitions in various age groups.
  • To select players, coaches and officials to represent Kerala State, arrange their training and participation in the National/Zonal/ Open Championships and selected events.
  • To organize and conduct National/ International/ Open Hockey Championships.           

  Incidental Objects

  • To conduct and take such administrative, financial or other actions as are necessary and in confirmative with and in furtherance of its objects.
  • To grant affiliation to District Associations and Institutions and enroll them as member units as per the Rules & Regulations of the Association.
  • To take disciplinary action against any affiliated District Associations or Life members or anyone associated with the sport for any type of misbehavior or undesirable activity bringing discredit to the sport, which is prejudicial to the interest of the Association.
  • To print and publish books/ periodicals/brochures/ leaflets or make audio/videos or use any communication medium for the attainment of above mentioned objects.
  • To receive and collect subscriptions, donations, assistance and grants either in cash or kind or borrow money and expend the same for the fulfillment of all or any of the aims and objects of the Association.
  • To apply the income and properties of the Association for the fulfillment of its aims and objects and not to pay any portion thereof by way of profit, dividend or bonus to anyone.
  • To acquire and dispose of property, movable or immovable or any rights or privileges that may be deemed necessary for the achievement of the aims and objects of the Association. No member of the Association shall have any claim on any movable or immovable properties.
  • Generally, do all acts necessary and expedient for the promotion of any of the above objects which are ancillary and / or incidental to the above objects or to anyone of them that will further the general purposes of the Association.
SL NOOFFICE BEARERSNAMEADDRESSSIGNATURE
1PRESIDENT   
3SECRETARY   
4TREASURER   

RULES & REGULATIONS

Kerala Hockey herein after referred to as “the Association” shall be governed by its Memorandum of Association and these Rules and Regulations.

  1. INTERPRETATIONS/ DEFINITIONS

The abbreviation or the terms used anywhere in these Rules, unless the context otherwise require:

  1. “Hockey” shall mean the game played in indoor and outdoor as per the Rules framed by Hockey India.
  2. “Rules of Hockey “shall mean rules framed and adopted by the HI from time to time.
  3. “HI” shall also mean “ Hockey India “
  4. “KOA” shall mean the Kerala Olympic Association.
  5. “The Association“shall mean Kerala Hockey.
  6. “KH” shall also mean “Kerala Hockey”
  7. “Constitution” shall mean the Memorandum of Association, Rules & Regulations and Bye Laws of Kerala Hockey.
  8. “Unit” or”Member Unit” shall mean any District Hockey Unit or Institution accepted for membership under the provisions of these Rules and Regulations.
  9. “Life Member” shall mean an individual who was granted membership as per these Rules and Regulations.
  10. “Office Bearer” shall mean the officers specified as per the provisions of these Rules and Regulations.
  11. “General Council” shall mean the group of members constituted under the provisions of these Rules and Regulations.
  12. “Executive Council” shall mean the committee formed as per these Rules and Regulations.
  13. “Committees” shall mean the different committees formed as per the provisions of these Rules and Regulations
  14. “Financial Year” – The period commence from 1st day of April and ending on 31st day of March.

AMENDMENT MADE ON 11-06-2018

Associate member means any District unit/Department units accepted for membership as per Rules and Regulations

  • MEMBERSHIP
  1. Eligibility:

Every affiliated unit ( District Association) shall be representative in the General Council by four representatives one of whom shall be Hon. Secretary, President and two nominees elected by its General body ( one shall be women )

All application of membership from District Associations must be in writing containing information required by the Executive Council from time to time.

Amendment made on 02-10-2016

AMENDMENT 1

To amend item no.(1) of Para 2. Membership of clause 1.Eligibilty

(1) The AGM was decided to increase the Nominees of District Association to Kerala Hockey will be four (in that one should be gender)

AMENDMENT 2

To incorporate item no(2) of Para 2.Membership of sub clause 1.Eligibilty

(2) While giving affiliation to District Associations. The Association Should register under the charitable society reg.act.1860 or after getting the affiliation. within one year assns. Should register in society.

AMENDMENT MADE ON 11-06-2018

There will be three types of memberships for Kerala Hockey viz Permanent members (district Units), Associate Members and Institution/Academies

  1. The membership of “Kerala Hockey” shall be open to the under mentioned subject to the approval of the General Council:
  1. DISTRICT ASSOCIATION/ DISTRICT HOCKEY ASSOCIATION – District Association/ District Hockey Association shall mean an Association having the jurisdiction throughout the revenue district, formed to conduct, control and promote Hockey, having its Rules and Regulations, is registered under the charitable Societies Registration Act 1860 and where office bearers are elected on a periodical basis.

While granting affiliation to District Associations, it shall be ensured that the District Association is registered under the charitable society reg.act. 1860 or the District Association to which the affiliation has been granted shall register themselves in the society within a period of one year.

  1. Institution – Institution shall mean a legally established organization in any part of the State of Kerala and includes educational or commercial institutions or corporate entities that promotes the sport of Hockey. There shall be no more than 5 institutions as member units, at a time.

A single authorized representative of an affiliated Institution shall have voting right in the General Council but shall not be eligible to contest in the election.

                 Iii.         Life Member – Life membership shall be granted only to those individuals who have 

                               presented exceptional service to the sport and Association. The Association shall only

                              have a maximum of five (5) Life members at a time.           

                            The Life Members will be nominated by the Executive Council and ratified by the General

                            council. This is a one – time option and the death of the life member does not create a

                            Vacancy. Each life member will have one vote each and can also contest in elections.

  • Upon the acceptance of membership of not less than ten (10) members under the Rules and Regulations of the Society, the signatories to the memorandum of Association of the society shall cease to be members automatically.

II. Grant of Membership/ Affiliation

  1. The Executive Council shall be responsible for receiving applications of District Associations or Institutions and scrutinizing it.
  2. The Executive Council shall recommend, if it found bonafide, to the forthcoming General Council for membership. On approval of the General Council, the Unit/individual attains membership.

The Executive Committee will have powers to give affiliations to District Associations. If any dispute arises, the majority of Executive Committee can decide to solve, otherwise the matter shall be forwarded to General Council for a final decision in this regard.

  • In the event of the application being fully accepted, the affiliated unit/member shall be bound by and subject to the Constitution of the Association than in force and as is amended from time to time.
  • In case of any dispute, the constitution of Kerala Hockey will prevail and supersede over the Constitution of the District Association and the District Association will have to amend its Constitution in line with the Constitution of Kerala Hockey within a specified timeframe to retain its membership with the Association. 

Amendment made on 02-10-2016

AMENDMENT 3

To incorporate item no (3) of Para 2 Membership of sub clause 2. Affilation.

b) The executive committee will have a power to give affiliations to district associations. If any dispute comes the majority of EC can decide to solve, otherwise the matter will forward for a final decision of GC of Kerala Hockey to finalize

  AMENDMENT MADE ON 11-06-2018

c. ‘Affiliation committee’ shall mean Affiliation Committee formed as per the provisions of these Rules and Regulations

d.-“Associate member “shall mean any District unit or Government Departments accepted for Associate membership. The Associate member will not be a member of

General Council, will not have any voting right in the General Council and will not be eligible to contest for the elections of the office bearers/executive Board.

e. “Academy Member,” Selected Academy running in Kerala is eligible to apply for Academy member of Kerala Hockey under its District unit. They will not be the members of Kerala Hockey and will not have voting right and will not be eligible to contest in election. Academy members are eligible to participate in District Championships.

III. MEMBERSHIP/AFFILIATION FEE:

  1. Every applicant unit seeking membership of the Association shall pay an admission fee and an Annual renewal fee as decided by the Executive Council from time to time.
  2. The membership renewal fee shall be valid only for the particular financial year and should be paid before 31st March of every year.

IV. Defaulters, Disaffiliation & Indiscipline

Any member covered under any clause mentioned above in clause IV (a) to IV (f) will be considered as a defaulter and would be liable for disaffiliation immediately in case it is:

  1. Not depositing the requisite Affiliation/Membership Renewal Fee, in time
  2. Working against the aims and objects of Kerala Hockey causing harm to the sport of Hockey.
  3. Encouraging doping or other violation of ethical conduct causing harm to the sport of Hockey.
  4. Mismanagement and lack of co-ordination amongst the office bearers and member/s of the member unit and thereby causing harm to the sport of Hockey.
  5. If District Association fail to arrange for the participation of Hockey teams in minimum of 2 age categories (both genders) in the State championships for two consecutive years.
  6. If District Association fail to submit the Annual Report and Statement of Accounts to the Association in time.

 The Executive Council shall have the sole right to take appropriate action and if any dispute arises, final decision in this regard will be decided by the General Council.

Amendment made on 02-10-2016

                          AMENDMENT 4

                To incorporate the word `indiscipline` in Para 4. Defaulters & Disaffiliation and     Indiscipline

                           Defaulters . Disaffiliation & Indiscipline

                        AMENDMENT 5

                        To incorporate the word ‘immediately’ in sub clause (e)in para 4 Defaulters , Disaffiliation                                    & Indiscipline

                       4) Any member covered under any clause mentioned above in clause 4(a) to 4(f) will be                           considered as a defaulter and would be liable for disaffiliation immediately case it us.

                    AMENDMENT 6

                   To incorporate item no (6) of Para 6. Defaulters & Disaffiliation

4) The EC shall have the sole right to take appropriate action, if any disputes comes the GC   will decide the final decision.

AMENDMENT MADE ON 11-06-2018

g. Any District unit having liability/indiscipline will be demoted to Associate member.

V. Re- Affiliation:

a. Any member unit disaffiliated may apply for re-affiliation of the same to the Executive Council.

3. GENERAL COUNCIL

The General Council shall consist of representatives of the District Associations and Institutions, Life Members and Chairperson (or selected representative) of the Athletes committee.

Each District Association duly affiliated as a member as provided in these Rules and Regulations, be represented by two authorized persons and the authority given by President shall prevail in case of any dispute.

Institutions shall only be entitled for single accredited member to attend the General Council with voting rights (he/she shall not be eligible to contest in the election)

Chairperson (or selected representative) of the Athletes Committee shall also attend the General Council.

                         4 .Management – Executive Council

                         The Management of the affairs of the administration and enforcement of its rules, regulations and bye-laws shall be vested in the Executive Council, subject to the resolutions passed by the General Council from time to time.

  1. Executive Council:

The Executive Committee shall directly select any two members from the District units to attend the General Council with voting rights ( They need not to be a member of any affiliated district units )The Executive Council of the Association shall consist of 17(Seventeen) members elected by the General Council. (It shall be mandatory that out of total 17 members of the Executive Council at least 40% of the members shall be of either gender.)

President1 (One)
Senior Vice President1 (One)
Vice President4 (Four) two shall be women
Gen. Secretary1 (One)
Joint Secretaries4 (Four) two shall be women
Executive Members5 (Five)
Treasurer1 (One)

 II. Office Bearers

President1 (One)
Secretary General1 (One)
Treasurer1 (One)

III. Election

  1. Election shall be held once in four years at the Annual General Council to elect Executive Committee from amongst the representatives of the members, except for the posts of the President, Senior Vice Presidents and Vice Presidents ( They need not be members of any affiliated districts)
  2. Election can also be held before due date.
  3. All nominations for the election should be received at the KH headquarters 14 working days prior to the date of the General Council Meeting.
  4. If the nominations exceeded the number of persons to be elected, the names proposed shall be put to vote. In the instance of voting, the procedures and candidate list shall be made known to all members of the General Council 7 working days prior to the date of the meeting.
  5. Voting shall be done by secret or open ballot.
  6. No member shall be qualified to contest for any post of the Association if he/she is proven guilty in an offence as below or a legal case is pending against that person where the charges have been framed by any court in India, in respect of an offence which is of serious nature under the Indian Penal Code/ Prevention of Corruption Act or relevant legal acts, in which there is punishment of imprisonment of more than 2 years.
  7. In case of a vacancy as stated in 4(V)(i), then the vacancy can be filled by means of either 4(V)(ii) or 4 (V)(iii).

Amendment made on 02-10-2016

AMENDMENT 7

To incorporate item no (4) of Para 3. M-EC of sub clause (a) Election

  1. Election shall be held once in four years at the AGB meeting to elect EC from amongst the representatives of the member, except for the posts of the President, Senior.Vice-president, Vice-presidents(They need not to be members of any affiliated districts).

AMENDMENT 8

To incorporate item no (4) of Para 3. M-EC of sub clause (e)Election

e)  Voting shall be done by secret or open ballot

AMENDMENT MADE ON 11-06-2018

  • The Associate member will not be a member of General Council, will not have any voting right in the General Council and will not be eligible to contest for the elections of the office bearers/executive Board.

Amendment made on 06-10-2018

To amend item no. (1) of Para 4) Management – Executive Council of sub clause (III) Election .

f. ‘No member shall be qualified to contest for any  post of the Association if he or she is proven guilty and convicted for imprisonment for more than  two years by a court of law in respect of any offense under the Indian penal code/prevention of corruption Act ,any other criminal laws.’

IV. Tenure of Office

  1. The President can hold office for a maximum period of 12 years with or without break.
  2. The Secretary and Treasurer can hold office for a maximum of two successive terms of four years each, after which a minimum cooling off period of four years will apply.
  3. The office bearers have to retire from their post on attaining the age of 70 years.

V. Vacancies:

a. The office of a member of the Executive Council (including that of an office bearer) shall fall vacant –

b. The EC shall have power to fill up vacancy so caused by cooption from among the members to the EC and that will remain good until the next election. (Except President, Senior Vice President’s and Vice President’s.)

Amendment made on 02-10-2016

AMENDMENT 9

To incorporate item no (4) of Para 5. M-EC of sub clause (b) Vacancies

b) The EC shall have power to fill up vacancy so caused, by cooption from among the members to the EC and that will remain good until the next election. (Except, President, Senior Vice-president, Vice-Presidents)

i. If the unit he/she represents ceases to be a member of the Association or he/she ceases to be a member of the District Association.

ii. If he/she resigns their office by a notice in writing to the President and his/her resignation is accepted by the President.                                                                                                         

  1. If the member is sanctioned for disciplinary offence.
  2. By death.

b. The Executive Council shall have the power to fill up vacancy by co-option from among representatives to the Executive Council and that will remain good until the next election.

c. If not the option of co-option, a special General Council meeting may be convened to conduct election and fill the vacancy.

5. ATHLETES COMMITTEE

The mission of the Athletes Committee is to represent the involvement of athletes in the administration of KH.

  1. Athletes committee shall be opened of total 9 athletes; 8 elected athletes (4 men + 4 women) and one athlete nominated buy the KH Executive Council.
  2. Election for the Athletes Committee shall be held during Senior State Championship, every four years ( in the same year as the KH’s routine election year)
  3. KH will call for nomination for election one month prior to the Senior State Championship. The candidates must meet the following criteria:
  4. Must be an active athlete, having participated in the previous State Championship in any category.

ii. Must be nominated by his/her District Association

iii. Must be 16 years of age or above at the time when the election takes place.

       iv. Must not have been sanctioned for a doping/ disciplinary offence.

  • Each member Association can nominate only a single player for the Athletes Committee (with exception for the nominee of KH Executive Council)
  • After screening the nominations, the name of qualified candidates will be announced before the commencing of the Senior State Championship.
  • Elections will be held by ballot on the second day of Championship. The candidates who have received the highest number of votes will be elected. In case of a tie, the KH President will cast the decisive vote.
  • Athletes are only eligible to serve the Athletes Committee for a maximum of two terms.
  • During Annual General Assembly of KH, the Chairperson of Athletes Committee (or selected representative) should make a presentation regarding the concerns and other relevant matters of athletes. He/she is also eligible to vote in the elections of Kerala Hockey.
  • A member shall be removed from the Committee if he/she is sanctioned for disciplinary offence. If a member chooses to resign for other reasons, he/she shall do so by submitting a letter of resignation to the President. Any opening such created shall be left vacant till the next regular election of the Athletes Committee.                                                                      
  • POWERS, FUNCTIONS & DUTIES
  1. GENERAL COUNCIL
  2. To carry into effect the objects of the Society.
  3. To elect the office bearers, members of the Executive Council. When a vacancy arises in the committee and in case of any disputes to fill up the same, the Executive Committee shall forward the matter to General Council for a final decision in this regard
  4. To admit membership of any organization/unit for affiliation under the constitution. In case of any disputes in the Executive Committee for considering the membership of any organization/unit for due affiliation under the constitution, the Executive Committee shall forward the matter to General Council for a final decision in this regard.
  5. To take decision regarding continuing/ discontinuing its affiliation with any other organization. In case of any disputes in the Executive Committee to take a decision with regard to continuing/discontinuing its affiliation with any other organization, the Executive Committee shall forward the matter to General Council for a final decision in this regard.
  6. To enforce the penalty or disciplinary action for any violation of the rules and regulations of the society or other good governance policies of the Association. In case of any disputes in the Executive Committee for taking a decision in enforcing the penalty or disciplinary action against members/ units for any violation of the rules and regulations of the society or other good governance policies of the association, the Executive Committee shall forward the matter to General Council for a final decision in this regard.
  7. To appoint Auditor to audit the book of accounts of the Association and certify the balance sheet.
  8. To adopt the Annual Report, Statement of Accounts and sanction the budget estimates.
  9. To institute and approve on the schedule of State Championships.
  10. To consider and to approve the amendments of constitution as and when considered necessary.
  11. To explain and interpret the Rules and Regulations of the Association and to take decision on any point if not covered under the constitution.
  12. To exercise such other powers and to perform such other duties as are incidental and expedient to carry out the aims and objects of the Association.

  Amendment made on 02-10-2016

 AMENDMENT 10

To incorporate item no (6) of Para 1. Powers, Functions & Duties of sub clause (b) General Council.

b) To elect the office bearers, members of the EC(When a vacancy arise if any disputes comes to elect office bearers and member of EC,  the and the EC will forwards the subject to GC for the final decision.

AMENDMENT 11

To incorporate item no (6) of Para 1. Powers, Functions & Duties of sub clause (c) General Council.

c) To admit membership of any organi./unit for affiliation under the constitution (due to disputes in executives committee)  EC forward the subject to GC for the final decision.

AMENDMENT 12

To incorporate item no (6) of Para 1. Powers, Functions & Duties of sub clause (d) General Council.

d) To take a decision regarding continuing/discontinuing its affiliation with any other orgn. Due to dispute in EC will forward the subject to GC for the final decision.

AMENDMENT 13

To incorporate item no (6) of Para 1. Powers, Functions & Duties of sub clause (e) General Council.

e) To enforce the penalty or disciplinary action for any violation of the rules and regulations of the society or other good governance policies of the assn. Due to dispute in EC will forward the subject to GC for the final decision.

II. Executive Council

  1. To carry into effect the objects of the society.
  2. To conduct the general management and direction of the General Council during the interval between the meetings of the General Council and report all the decisions and actions.
  3. To consider and approve the Annual report, Statement of Accounts and sanction the budget estimates before presenting the same to the General Council.
  4. To fill in vacancy/Vacancies in the Executive Council. President, Senior Vice Presidents and Vice Presidents can be nominated directly from each District.     They need not be members of any affiliated Districts.)
  5. To appoint Commission(s)/Committee(s) with specific tasks assigned to them as and when needed and also define the duties of the commission(s)/ committee(s)
  6. To appoint a selection committee to select the state team/probable players.
  7. To co-opt any expert or specialist for specified purpose in the best interest of the sport as and when necessary without any voting rights.
  8. To appoint office staffs as per requirement.
  9. To deal with all permanent and temporary appointments as well as dismissal or suspension of office staff(s)
  10. To collect, procure, accept and receive subscriptions, donations, gifts and endowments and raise funds by adopting all lawful means.
  11. To fix the quantum of registration fee, competition fee, affiliation fee, renewal fee and other contributions.
  • To invest the funds of the Association in such manner as the Executive Council may deem fit.
  • To purchase, administer, transfer or sell movable or immovable properties for and on behalf the Association,
  • To enter into, vary or carry out and cancel contracts on behalf of the Association.
  • To nominate the General Secretary or any other member(s) to act on behalf with full authority to sign any deed or document.
  • To prepare and submit project proposals for the development of Hockey in the state and periodically monitor the implementation.
  • To conduct, manage and control coaching camps and Championships, approve the selection of players and appoint officials to represent Kerala State in National Championships or other selected national events.
  • To fix the passage money and other expenses necessary for representatives of the Association to attend meetings of the HI or other organizations.
  • To depute observer(s) to the meetings of the District Associations and competitions organized by them.
  • To form committee to take disciplinary actions or take disciplinary action in the cases of indiscipline, misconduct or violation of the rules and regulations of the society or other governance policies of the Association by any individual member, member unit, player, official, staff, volunteer or anyone engaged in the sport/with the Association.
  • To prepare, modify and implement administrative and financial guidelines for the Association.
  • To explain, define, and interpret the provisions of this constitution when disputed.
  • To do all such acts and things as are incidental and conducive to the doing of the forgoing acts or any of them.

  Amendment made on 02-10-2016

AMENDMENT 13

To incorporate item no (6) of Para 2. Powers, Functions & Duties of sub clause (d) Executive Council

 d)To fill in Vacancy/Vacancies in EC and office bearers, President, Sr.Vice president  and vice Presidents can any two members from each districts directly.( (They need not to be members of any affiliated districts). 

AMENDMENT 19

To incorporate item no (4) of Para 1. Management- EC of sub clause (1) Executive Council

1)The EC will directly select any two members from the Dist. units to attend. The GC with voting rights (They need not to be a member of any affiliated district. Units)

Total 17 members.

1.President–1

2.Sr.VP–1

3.Vice.President–4

4.Secretary–1

5.Jt.Secretary–4

6.Treasurer – 1

7.Executive Committee members – 5

AMEND MENT 20

To incorporate item no (6) of Para II. Powers, Functions & Duties of sub clause (p ) Executive Council )’ fencing’ to be corrected as ‘hockey’

III. President:   

  1. To act as the constitutional and Executive head of the Association for the execution/ implementation of the rules, regulations and bye-laws of the Association to achieve the aims and objects of the same.
  2. To preside over all the meetings of the Executive Council and General Council, other Association meetings and all the selected committee meetings as required.
  3. To determine the dates, venue and time of the Executive Council and General Council and any other meetings as deemed fit to fulfill the aims and objects of the Association.
  4. To ensure that the financial position of the Association is sound and no unauthorized expenditure is included. The President shall be authorized to sanction expenditure up to any limit for any item not included in the budget. The Executive Council should ratify the expenditure such taken.
  5. In case of emergency, the President will have full power to issue order/orders, which may subsequently be confirmed by the Executive Council or General Council as the case may be.
  6. The President shall have the power to nominate 5 Associate Vice- Presidents and 5 Associate Joint Secretaries to the Executive Council. These nominations will have to be ratified by the elected Executive Council.
  7. The President shall have full powers to suspend immediately, in case of indiscipline, misconduct or violation of the rules and regulations by any individual member, member unit, player, official, staff, volunteer or anyone engaged in the game of Hockey/ with the Association which may subsequently be confirmed by the executive committee or General Council as the case may be subject to approval in the next Executive Committee.                                                                                                       

Amendment made on 02-10-2016

AMENDMENT 15

To incorporate item no (6) of Para 5. Powers, Functions & Duties of sub clause (b) President.

b). To preside over all the meetings of the EC and GC other Assn.meettings and All the selected Committee meetings.

AMENDMENT 16

To incorporate item no (6) of Para 5. Powers, Functions & Duties of sub clause (g) President.

g). The President shall have full powers to suspend immediately, in case of indiscipline, misconduct or violation of the rules and regulations by any individual member, member unit, player, official, staff, volunteer or anyone engaged in sports of Hockey/with the Assn., the final decision in this regard will be decided by the EC of Kerala Hockey.

IV. Senior Vice – President

To preside over all the meetings of Executive Council, General Council or any other meeting in the absence of the President when authorized by the President and perform the duties as assigned to them from time to time by the Executive Council or President of the General Council.

V. Vice- Presidents

The vice-Presidents shall assist the President and shall also perform the duties assigned to them from time to time by the Executive Council or President or the General Council.

VI. Secretary General

  1. The Secretary General shall be the Executive Officer of the Association and shall exercise general control over the matters pertaining to the Association.
  2. The Secretary General shall be responsible for carrying out all the decisions of the General Council, Executive Council and selected committees, individual member, member unit, player, official, staff, volunteer or anyone engaged in the game of Hockey/ with the Association of Kerala Hockey and shall see that all the rules of the Association are observed by all the concerned and shall subject to the general control and direction of the Executive council and the President inter alia.
  • Convene all the meetings of the General Council, Executive Council and other sub Committees/ Commissions and shall keep minutes of all proceeding and resolution of all such meeting correctly recorded in a book specially provided for the purpose and such minutes shall upon question put and votes taken thereon to be signed by the President at the meeting and when signed by him/her shall be conclusive evidence of the correctness of the entry.
  • Shall be responsible for carrying out all correspondences in the name of the Association same as or otherwise directed by the President.
  • Shall be in-charge of all records and documents (including the register of members, players, officials, etc) as may be necessary for the smooth and efficient working of the Association.
  • Shall have custody and maintain in proper order and condition, all documents, trophies, souvenirs and seals and insignia of the Association and documents of all movable and immovable properties of the Association and maintain up to date stock book and have annual stock taking made of all such properties.
  • Act as a convenor of the General Council, Executive Council and committees of the Association.
  • Conduct all affairs of the Association according to its rules, regulations and bye-laws.
  • Collect or cause to be collected all subscriptions and fees and get in with due diligence all other monies and dues payable to the Association.
  • Ensure that accounts of the Association have been properly maintained by the Treasurer and are regularly audited.
  • Prepare every year the Annual report on the working of the Association and place the same before the General Council after getting it duly approved by the Executive Council.
  • He/she can also assign charge of certain duties to any of the Joint Secretaries, if circumstances permit, with the approval of the President.

Amendment made on 02-10-2016

AMENDMENT 17

To incorporate item no (6) of Para 6. Powers, Functions & Duties of sub clause (b) Secretary

b) The Secretary General shall be responsible for carrying out all decisions of the General Council, EC and selected committees individual member, member unit, player, official, staff, volunteer or anyone engaged in sports of Hockey/with the Assn., of Kerala Hockey.

                                              AMENDMENT 21

                                              To incorporate item no.(6) of para VI: Secretary General to be corrected as                     General Secretary: and in the bye-laws where ever it is mentioned as Secretary General is to be changed as “General Secretary”

VII. Joint Secretaries:

The Joint Secretaries shall assist the Secretary and shall also perform the duties assigned to them from time to time by the Executive Council or Secretary or the General Council.

VIII. Treasurer

  1. The Treasurer shall be in charge of all the funds, finance and accounts of the Association.
  2. To prepare and place the budget before the General Council.
  3. To make all payments of the Association after the connected bills and vouchers have been duly checked by him/her and passed for payment by the Secretary General.
  4. To deposit all money as and when received from the Secretary General or any other sources in to accounts of the Association with banks.
  5. To maintain and keep proper books and accounts in respect of all sums of money received and expended by the Association and its assets and liabilities.
  6. To prepare and present the statement of accounts of the income and expenditure of the Association duly audited by a Charted Accountant in the meeting of the Executive Council and General Council for approval.
  7. To perform such duties as may be specially assigned to him/ her by the General Council/ Executive Council.

IX. Representative Nominees

  1. One of the elected Executive Council members as decided by the President may be assigned the responsibility to represent the Association in KSSC.
  2. Three of the Executive Council members as decided by the President or other chosen members as approved by the General Council shall represent the Association in the Kerala Olympian Association. One of the three nominees should be a woman.
  3. Two of the Executive Council members as decided by the President or other chosen members as approved by the General Council shall represent the Association in the Hockey India. One of the two nominees should be a woman.

X. Members:

a. All affiliated members and member District Associations shall abide by the Rules and Regulations of the Association.

b. Member District Associations shall be responsible for conducting District Championships or selection trials and sending teams to the State championships. District Associations shall be held responsible for the conduct of their representatives at the State Championships.

c. Any penalty imposed by the Association or any of its members  for any infraction of the principles set forth in its rules, regulations and bye-laws shall be honoured by other affiliated Member Associations. The members who absent themselves consecutively for three meetings without due notice and without sufficient reasons in writing shall be terminated from the membership.

d. Disciplinary action whenever taken against members in its jurisdiction shall be reported to the Secretary of KH within ten days of the action having been taken. An appeal against such action of the affiliated District Associations shall lie with the Executive Council of the Federation and such decision shall be final and binding.

e. Notice of any motion to be brought forward before the Annual General Council Meeting of the Association by a member District Association shall be sent in writing to the Secretary General at least 14 days before the date of the meeting. Such motion shall be considered as Agenda of the meeting with recommendations thereon, if any.

f. To avoid disputes in the member District Associations, the presence of an Observer from the Association will be mandatory during the election meeting of the member District Associations. Proceedings of Election meeting of the existing member District Associations without the presence of the observer will not be accepted.

Amendment made on 02-10-2016

AMENDMENT 14

To incorporate item no (6) of Para 10. Powers, Functions & Duties of sub clause (c) Members

  The members who absent themselves consecutively for three meetings without due notice and without sufficient reasons in witting shall be terminated from the membership.

7. Meetings

1. Annual General Council Meeting:          

a. The Annual General Meeting of the General Council shall be held every year in the Month of May with the notice period of 14 days. As far as possible, the meeting should be held considering minimum travel distance and time to the venue for member units. 

b. The agenda of the Annual General Meeting shall also include:

  a. Confirmation of the minutes of the previous Annual General Meeting and of the Special General Council Meeting, if any.

  b. Consideration and adoption of the Secretary Generals Annual Report on the working of the Association.

  c. Consideration and passing of the Audited Statement of Accounts of the year and the budget for the next year to be submitted by the Treasurer.

  d. Appointment of Auditors and fixing of their remuneration.

  e. Election of the Executive Council, Office Bearers (if due)

  f. Consideration of the Annual Hockey Calendar.

  g. Amendment(s) of the constitution (if any)

  h. Any matters of which due notice has been given or other matters with the permission of the chair.

  i. Any matter affecting the welfare of the Association which the President may bring or allow to be brought before it. This shall include discussion about development activities and analysis of programmes and policies of the Association. President can call meeting on telephonic message.

II. Special General Council Meeting

Special General Council Meetings may be summoned at any time by the Secretary with permission of minimum five members of the Executive Council and can cover all the items of Annual General Council Meeting except the clause 7(I)(ii) c and d. The agenda should be mentioned in the notice of the Meeting and no member shall discuss any subject other than that of which the Meeting is convened.

III. Emergent General Council Meeting:

President can call an Emergent General Council Meeting. The agenda should be mentioned in the notice of the meeting and no member shall discuss any subject other than that of which the Meeting is convened.

IV. Executive Council Meetings

  1. Executive Council Meetings shall be held at least twice a year.
  2. Executive Council Meetings may be called by the President if and when needed and will be called as the Special Executive Council Meetings.
  3. President may call an Emergent Executive Council Meeting.

V. Notice & Quorum for Meetings:

a. In convening meetings, the notice period and the quorum as given hereunder shall be observed:

 MeetingNotice PeriodQuorum
Annual General Council Meeting21 clear DaysOne Third of representatives entitled to vote
Special General Council Meeting10 clear DaysDo –
Emergent General Council Meeting5 clear DaysDo –
Executive Council Meeting10 clear Days11 Representatives
Special Executive Council Meeting5 clear DaysDo –
Emergent Executive Council Meeting2 clear Days6 Representatives
Sub – Committee/ Commission Meetings3 clear Days3 Representatives

AMENDMENT MADE ON 11-06-2018

v. Notice and quorum of meeting

a. The notice period for Annual General Council meeting is 14 days and the quorum is one third of the representatives entitled to vote.

Note: Clear means from the date of posting/ by telephone/ by fax. Notice can be sent either by post (UPC) or by FAX, if possible. Nominated members/ invitees will not be counted in quorum.

b. On any issue of very urgent nature and under special circumstances when a meeting of the Executive Council cannot be convened, The Secretary General may obtain the approval of the members of the Executive Council by circulation and act accordingly, provided the majority members favour the proposal so circulated. But such cases must be placed at the next meeting of the Executive Council for formal ratification and record.

                          VI. Voting:

  1. The District Association duly affiliatedas a member unit according to the rules and regulations of the Association shall have two votes in the General Council.
  2. Life members shall have one vote each.
  3. Institutes admitted as members according to the rules and regulations of the Association shall have one vote only.
  4. Chairperson (or selected representative) of the Athletes Committee is eligible for a single vote in the General Council.
  5. Members directly selected from each districts will have power to vote one each.

Amendment made on 02-10-2016

AMENDMENT 18

To incorporate item no (7) of Para 4. Powers, Functions & Duties of sub clause (e) Voting

e)Members directly selected from each districts, will have power to vote one each. 

AMENDMENT MADE ON 11-06-2018

f. Associate members admitted as members of the Kerala Hockey shall not have voting right and will not be eligible to contest for the elections of the office bearers/executive Board.

VII. Appeals:

i. An appeal shall lie with the General Council on all decisions of the Executive Council.

ii. The Executive Council shall have the power to entertain appeals over the actions taken by the units and decide on them.

iii. All appeals shall be made within 30 days from the date of the service of the proceedings to the delinquent.

8. Finances

1. Source of Income

The fund of the Association shall consist of:

  1. Affiliation fee
  2. Donations
  3. Aid/Grants from Government or semi- government institutions or departments
  4. Sponsorship fee
  5. Competition fee
  6. Players Registration fee
  7. Prize Money
  8. Interest from Banks

II. Bank Account

  1. The Association shall have an account in nationalized or scheduled bank or other banks as approved by the Executive Council.
  2. The bank account of the Association shall be operated by the Treasurer with the President and Secretary General jointly or severely as decided by the Executive Council.

III. Audit:

The accounts of the Association shall be audited at least once a year by an Auditor appointed by the General Council.

9. MISCELLANEOUS

The Association may sue or be sued in the names of the Secretary General. A lawsuit can only be filed at the place of headquarters of the Association.

Outgoing office-bearers and EC members shall handover the charge of the office to the incoming office bearers and EC members at the end of the election meeting of the General Council. The records etc shall be handed over within 21 days from the date of meeting of the council with detailed list of things/ records to be handed over.

Any office barer or persons holding any posts with the Association shall resign immediately in writing to the Association if in any criminal case is filed against that person where the charges have been framed by any court in India in respect of an offence which is of serious nature under the Indian Penal Code/ Prevention of Corruption Act, in which there is punishment of imprisonment of more than 2 years.

Amendmend ON 06/10/2018

To incorporate item no (2) of Para (9) MISCELLANEOUS

The Association may sue or be sued in the names of the Secretary General. A lawsuit can only be filed at the place of headquarters of the Association.

Outgoing office-bearers and EC members shall handover the charge of the office to the incoming office bearers and EC members at the end of the election meeting of the General Council. The records etc shall be handed over within 14 days from the date of meeting of the council with detailed list of things/ records to be handed over.

Any office barer or persons holding any posts with the Association shall resign                                                          immediately  in writing to the Association if he or she is proven guilty and convicted for                                 imprisonment for     more than two years by a court of law in respect of any offense                                                                 under the Indian penal code/prevention of corruption Act ,any other criminal laws.’

10. Secrecy

                              Every office bearer of the Association, officials, employees, coaches or any other person involved in the working of the Association shall, before entering upon his/her duties, be deemed to have pledged himself/herself to observe a secrecy respecting crucial matters of the Association among themselves, with the members of the association, the public and the press and, thereby pledge himself/herself not to reveal any of the matters that may come to his/her knowledge in the discharge of his/her duties expect when required to do so by the Executive Council.

11. AMENDMENTS OF MEMORANDUM, RULES & BYE- LAWS

Whenever it shall deem fit for the Executive Council that it is advisable to alter, extend, abridge or amend the Rules it may submit the proposition to all members and units in writing and may convene a special General Council Meeting for the consideration thereof according to these Rules. All such propositions shall be carried into effect only when it is passed by a majority of three-fifth of the representatives present and voting

12. RESIDUARY POWERS

Any matter not provided for in these Rules shall be dealt with the General Council.

13. DISSOLUTION

The Association shall not be dissolved unless its dissolution is decided by a resolution passed at a Special General Council Meeting convened specially for the purpose by a clear majority of three fourth of the members on its rolls and eligible to vote. Any property whatsoever that remains after the clearance of debts and liabilities following such dissolution shall be handed over to the Kerala Olympic Association on such terms and conditions as may be mutually agreed upon or Government.

  •             V. Sunil Kumar                                    C T Soji                                    R. Ayyappan
  •                 President                                       Treasurer                              General Secretary
  •            Kerala Hockey                                Kerala Hockey                             Kerala Hockey