The name of the organisation shall be the West District Umpires Association (WDUA), hereinafter referred to as the ‘Association’.
The Association shall report its activities and decisions to its members in a transparent and timely manner and if required, to the West District of the Scottish Hockey Union Limited and the Women’s West District of the Scottish Hockey Union Limited committees, hereinafter referred to as the ‘West District’ and ‘Women’s West District’.
The Association shall be affiliated to the West District and the Women’s West District but shall remain autonomous and not subject to its jurisdiction, except where explicitly stated in this Constitution.
The Association shall pursue the following aims and objectives:
a) To develop umpires, assessors, umpire coaches, technical officials and umpire managers within the West District.
b) To assess and mentor individuals to achieve their Level 1 qualification.
c) To provide members with support, training, and opportunities to develop and progress to their desired level.
d) To promote and uphold the highest standards of officiating, competence, and safety within the sport.
e) To promote the role and value of officiating in field hockey.
f) To serve as a communication link, ensuring that officials are informed of rule changes, interpretations, and relevant updates.
g) To represent the views and interests of members to relevant committees, governing bodies, and organisations.
The responsibilities of the Association shall include, but are not limited to:
a) Supporting the development of umpiring and officiating at all levels within the West District and Women’s West District.
b) Administering and delivering the practical and theory components of the Level 1 course.
c) Provide advice and expertise on officiating matters to both West District and Women’s West District
a) All members are subject to the Constitution of the Association and the regulations of the National Governing Body.
b) There are five categories of membership:
(i) Clubs;
(ii) Umpires who live in the West District;
(iii) Umpires who actively assist the WDUA in its aims and objectives;
(iv) Those who attend the level 1 theory course are temporary members for 18 months from the date of that presentation;
c) Members shall receive the most current version of the Code of Conduct and Constitution upon joining and shall be deemed to have accepted their terms.
d) Members are expected to uphold the highest level of conduct and sportsmanship on and off the pitch. Failure to do so could lead to disciplinary matters, as described in section 8.
e) The Secretary shall keep a roll of the membership of the Association, including the type of membership, which shall be available for inspection by any member in the seven days preceding any General Meeting.
a) The Elected Committee has the authority to:
b) Grounds for suspension, refusal or termination of membership include but are not limited to:
c) The member or club may apply to the Committee for reinstatement at the next AGM.
d) Any member or club who fails to pay their fees by the date detailed by the secretary shall forfeit their right to representation on the committee and at general meetings. They shall be suspended from taking part in any event under the control of the Association until such fees are paid.
e) Any member under suspension shall be barred from taking part in any event under the control of the Association.
f) The Committee shall inform the member or club in writing of any decision to terminate or suspend their membership.
g) Notification of the termination or suspension of a membership will be forwarded to the West District, Women’s West District and Scottish Hockey.
h) Any individual sanctioned under section 7 may appeal their sanction to, depending on their district affiliation, the President of Men’s West District or the President of Women’s West District.
a) All members of the Association are expected to uphold the highest standards of sportsmanship, conduct, and professionalism in all officiating activities.
b) Complaints may only made about a members conduct or professionalism and not with any decisions made by the umpire whilst they are umpiring.
c) Any incident will be addressed in accordance with the provisions outlined in Section 7.
d) The Committee reserves the right to take appropriate disciplinary action to uphold the Association’s Aims and Objectives.
e) The Committee may also refer matters to the West District and Women’s West District committee where appropriate.
f) Any member of the Association may make a complaint in writing to the Chair which will be dealt with in line with section 7.
g) Any coach, player or individual may make a complaint in writing to the Chair which will be dealt with in line with section 7.
a) The AGM shall be held each year, at a time and place determined by the Committee, approximately twelve months after the previous AGM, but no more than fourteen months later.
b) At each AGM the following business shall be conducted:
| (i) | Receive and confirm the minutes of the previous AGM; |
| (ii) | Presentation of the Association’s financial accounts for the year; |
| (iii) | Presentation of Association’s projected financial situation for the forthcoming year, and the setting of all fees; |
| (iv) | Presentation of the Chair’s report; |
| (v) | Election of officers to the Elected committee; |
| (vi) | Any other business brought before the meeting which has been submitted in writing to the secretary no less than seven days prior to the AGM, and any other business deemed relevant by the Chair. |
c) The Chair shall preside over the meeting. In their absence, the Vice-Chair shall preside.
d) All members must register with the Secretary prior to the commencement of the meeting.
e) Each club present shall have one vote along with fully qualified umpires of B grade and above. Individuals who qualify under more than one membership category, as defined in Section 6(b), may only vote in one capacity and must declare to the secretary in which capacity they are voting. The President of West District and Women’s West District if they do not qualify for a vote under any listed category will be entitled to one vote.
f) Voting shall be determined by a simple majority of those present and entitled to vote. In the event of a tie, the Chair shall exercise the casting vote.
g) The quorum for the AGM shall be one quarter of those eligible to vote, or six members, whichever is fewer.
h) The Secretary shall record the minutes of the meeting and shall note all matters raised and resolutions.
a) An Extraordinary General Meeting (EGM) may be called, upon the written demand of:
(i) 1/3 of member clubs;
(ii) The Chair;
(iii) 2/3 majority of the Committee.
b) Whoever calls for an EGM as described by section 10(a) must be present at the EGM.
c) Notice of an Extraordinary General Meeting (EGM) shall be given to all members at least fourteen days in advance and must specify the business to be discussed.
d) The Chair shall preside over the EGM.
e) EGMs requisitioned by member clubs under Section 10(a)(i), shall be restricted to discussing items explicitly listed in the request for the meeting. No additional items may be introduced during the EGM. This is to prevent unexpected or disruptive motions from being raised.
f) All members present shall register with the Secretary prior to the commencement of the meeting.
g) Each club present shall have one vote along with fully qualified umpires of B grade and above. Individuals who qualify under more than one membership category, as defined in Section 6(b), may only vote in one capacity and must declare to the secretary in which capacity they are voting.
h) Voting shall be determined by a simple majority of those present and entitled to vote. In the event of a tie, the Chair shall have the casting vote. Voting can also be completed electronically, such as by email, for those unable to be physically present. These votes will be counted as if the voter was present at the meeting.
i) The quorum for an EGM shall be one quarter of those eligible to vote, or six members, whichever is fewer.
j) The Secretary shall record the minutes of the EGM and note all matters raised and resolutions.
a) The members of the Elected Committee shall be drawn from the membership
b) Candidates shall be elected by paper ballot at the AGM and shall be a part of the Committee from the conclusion of that AGM until the conclusion of the following AGM.
c) All nominations of candidates for election must have:
(i) The consent of the nominee;
(ii) Be in writing;
(iii) Be seconded;
(iv) Be received by the secretary not less than fourteen days before the AGM.
d) Uncontested posts may be filled by nomination(s) and election at the AGM.
e) The Secretary shall send all members a list of all nominations with the notice of the AGM, as described by section 9.
a) The Elected Committee shall consist of the following Officers:
(i) Chair
(ii) Vice-Chair
(iii) Secretary
(iv) Treasurer
b) Those listed in section 12(a) shall be entitled to one vote each at General meetings, except the Chair.
c) The Elected committee may co-opt up to four members to the WDUA committee until the conclusion of the following AGM, providing that the number of general committee members do not exceed four. All members of the WDUA committee shall be able to cast one vote other than the Chair who has the casting vote in the event of a tie.
d) The Elected Committee may appoint any sub-committees they deem necessary to deal with matters of the Association. The proceedings of all such committees shall report directly to the Elected Committee by a representative elected by that sub-committee.
a) The Chair shall preside over the meeting, or in their absence the Vice-Chair.
b) The quorum shall be three of the officers listed in section 12(a)
c) All members of the WDUA Committee shall be entitled to vote.
d) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
e) Meetings of the WDUA Committee shall be open to all members of the Association, except when confidential or sensitive matters are to be discussed, in which case the Chair may determine that the meeting, or part thereof, be held in closed session.
a) The income and property of the Association, however derived, shall be applied solely towards the aims and objectives of the Association as set out in section 4.
b) The Association shall have the power to raise money by means of yearly affiliation or membership fees or raffle or other means as determined by the Elected Committee at the Annual General Meeting.
c) Fees for membership of the Association are described in the “Schedule of Fees”
d) The “Schedule of Fees” may be amended at an AGM or EGM by a proposal submitted by the Treasurer or Chair, subject to approval by a majority vote of the members present.
e) All monies shall be lodged in a bank account in the name of the Association.
f) The Chair, Treasurer and Secretary shall be authorised signatories to sign cheques on behalf of the Association, of which two signatories shall be needed.
g) The financial year of the Association shall run from 1st April to 31st March.
h) The Association’s accounts shall be independently audited periodically not more than 3 yearly.
a) This Constitution may be amended only by a resolution passed by a majority of members present and entitled to vote at an AGM or EGM.
b) Amendments must be submitted by members in writing to the Chair at least seven days prior to the AGM or EGM.
c) To ensure the Elected Committee are not restricted to making alterations only at an AGM or EGM any proposed changes may also be done by voting electronically, such as by email. Only votes actually cast will be counted in determining the result; the number of eligible voters will not be considered.
Any resolution to dissolve the Association may be passed at any General Meeting provided that:
| (i) | the terms of the proposed resolution are received by the Secretary at least forty-two days before the meeting at which the resolution is to be brought forward, and that |
| (ii) | at least twenty-eight days of the proposed resolution shall be given in writing by the secretary to all members, and that |
| (iii) | such a resolution shall receive the assent of two thirds of those present and entitled to vote. |
b) Upon dissolution, and after all liabilities have been satisfied, all remaining assets shall be transferred to the West District and Women’s West district equally to be used for the development of officiating within field hockey.
