This organization shall be known as the United States Field Hockey League, Inc., a non-profit, Private operating foundation, and Pennsylvania corporation ("Corporation").
The principal office of the Corporation in the state of Pennsylvania is in Lancaster, PA. Full address can be obtained by contacting the president of USFHL. The address of the registered office and the identity of the registered agent may from time to time be changed by the Board of Directors.
Wherever used in these Bylaws, or as may be hereafter adopted in any policies, administrative manual or standing rules, the following terms are defined as follows:
USFHL: United States Field Hockey League
FIH: Federation Internationale de Hockey
NCAA: National Collegiate Athletic Association
USFHA: United States Field Hockey Association
Community: Local organized field hockey for Adults which can be an Association, Organization, Corporation, League, or Region. Most recognized through league-type competition.
Advisory Board: Representatives elected from each Community participating in USFHL
Executive Board: President, Vice President, Treasurer, Secretary, Committee Chairpersons, and any other elected board member
AGM: Annual General Meeting Open to Executive Board and Advisory Board
Section 1 MISSION STATEMENT: USFHL will serve and connect the US field hockey communities who provide time and cost-effective opportunities for Men and Women forming a competitive National league structure.
Section 2 DUTIES: The business of USFHL shall be conducted by the Executive Board who is elected, supervised, and advised by the Advisory Board. The business is to provide social and competitive events as well as technology and marketing to support and grow local adult field hockey participation.
USFHL shall be empowered particularly but not limited to the following:
to organize, promote, and develop the game of field hockey for adults in the United States
to provide competitive and social field hockey events for the participating Communities
to organize and maintain technology which supports adult field hockey in the US
to partner with other field hockey organizations to promote the communities of USFHL
to award the National Champion title to the club from the Community who wins the National Championship Competition
to appoint representatives to any other organization or committee.
Qualifications of USFHL Communities
Section 1 QUALIFICATIONS: For a Community to be a part of USFHL, they must be providing local adult field hockey competition. The competition must include the following:
Organized into at least three teams
The teams must keep documented rosters. These rosters with athlete contact info must be provided upon request from any member of the USFHL Advisory Board
The first and last competition must be spread out by at least two weeks and occur during that calendar year
Competition is on generally accepted field hockey surfaces according to NCAA rules for Field Hockey
Outdoor competitions must have at least seven athletes on the field
Process to fairly elect a Rep for the Advisory Board and removal if necessary
Process to fairly select their team to represent them at the National Championship
While it is not mandatory, it is strongly recommended that Communities have the following:
Documented bylaws, charter, or rules/regulations
Teams that play each other twice if there are less than four teams in the community
Majority of participants with expired NCAA eligibility or not eligible to be part of a NCAA
Only athletes not part of a NCAA program may participate in USFHL events
Section 2 MAXIMUM COMMUNITIES: A city or region does not have a limit of the USFHL communities that they may have, however athletes may only belong to one USFHL community.
Section 3 COMMUNITY AUTONOMY: Each community who is part of USFHL has autonomy to provide field hockey competition in the format they decide is best for their participants as long as it meets the aforementioned qualifications. Leagues can be co-ed or same sex. They can include and exclude teams or athletes based on skill level, if they are not in good financial standing, behave dangerously at competitions, commit misconduct, forfeit a match, or do not follow agreed upon rules if they are documented.
Addition and Removal of USFHL Communities
Section 1 APPLICATION PROCESS: Any new Community who wishes to join USFHL must provide information to ensure they meet the minimum qualifications of a USFHL community to the advisory board. They should also provide information on the following:
If teams that play each other twice if there are less than four teams in the community
Amount of participants with NCAA eligibility
Those athletes may not participate in USFHL events
Rosters and contact info for each team
Rep recommendation, process to elect a Rep for Advisory Board and Removal procedure
Process to fairly select their team to represent them at Nationals
The Community applying can be denied based upon any of these items. To be accepted they must get a majority from a resolution vote of the Advisory Board.
Section 2 FIRST YEAR REQUIREMENTS AT COMPETITIVE EVENTS: After USFHL has split into multiple tiers, any new community must compete in the lowest tier at events in their first year of competition.
Section 3 REMOVAL PROCESS: If a USFHL Community no longer meets the USFHL qualifications outlined in Article V Section 1, they may be removed from USFHL by a special resolution vote.
League Structure to Scale for Growth
Section 1 SPLITTING INTO TIERS: When USFHL has at least 24 qualified Communities for men or women, the Executive Board can, with a majority resolution vote, split USFHL competitive events into two tiers based on the results of that year’s National Championship. Each tier will then have their own National Championship. Men and women do not need to split into different tiers in the same year.
Section 2 TIER DETAILS: The tiers will include half of the USFHL communities until the top tier has a maximum of 16. After the National Championship results an agreed number of Communities from Tier 2 will be promoted and the bottom teams from tier 1 will be put into tier 2.
Section 3 OTHER CHANGES WITH TIERS: The Executive Board may take a resolution vote to split Communities into regions based on zip code. Every team competing in Nationals must first play in Regionals to decide seeding for Nationals.
If the Advisory Board would like to split or change the Advisory Board structure after splitting into multiple tiers a proposal and special resolution vote can be taken.
Advisory and Executive Board
Section 1 COMPOSITION OF ADVISORY BOARD: Each community participating in USFHL must elect a Representative (Rep) for the Advisory Board. Also the President, Vice President, Secretary, and Treasurer will be part of the Advisory Board. If the league splits into tiers and regions, the Advisory board may vote to change structure aligning with the split. For a person to qualify to be a Rep, they must be in good standing with their Community.
Section 2 EXPECTATIONS OF ADVISORY BOARD: Each Rep must attend or delegate someone from their Community to be at every Board Meeting, including the Annual General Meeting. They are the voice of their region and must communicate and enforce the decisions made by the USFHL Executive and Advisory boards. The Advisory Board will advise the Executive board. The Advisory Board votes on the below including but not limited to:
Changes in rules or structure of the league
Annual budget and how to invest profits
Major decisions on events, such as location, date, or structure changes.
Executive Board Positions
Addition or Removal of Communities
Section 3 ELECTION, DESIGNATION, and TERMS. Rep terms are a maximum of three years. Their community must hold elections at least every three years for this role by the fiscal year. The new rep term will begin at the AGM. The Vice President will review the election process with each community.
Section 4 COMPOSITION OF EXECUTIVE BOARD: The Executive Board includes the President, Vice-President, Secretary, Treasurer, Relationship Managers, Committee Chairs, and any other elected position. Members of the Executive Board, other than the treasurer shall initially be appointed by the non-profit Directors named in the Articles of Incorporation. Thereafter shall consist of the persons who are elected every three years by the Advisory Board. For a person to hold an Executive Board Position they must have at least one year of experience as a Rep on the Advisory Board.
Section 5 EXPECTATIONS OF EXECUTIVE BOARD: The Executive Board is the working board to accomplish the goals of USFHL under the guidance of the Advisory Board.
The President shall oversee and have general charge of the business of the Advisory and Executive Board. The President represents USFHL in all matters and dealing with external organizations. They preside over all Advisory and Executive Board meetings.
The President-Elect is responsible for assisting the President during the President's third year. The purpose will be for the President-Elect to learn the responsibilities, duties, and requirements of the President. The President-Elect shall assume responsibilities of President on January 1st of the following year.
The Vice-President assumes any and all of the President’s duties in their absence. They assist the President upon request and can represent the President, thus the Association, when called up to do so. The Vice President of USFHL shall assume all responsibilities of a committee chairperson in their absence if they cannot be replaced in a timely fashion. The Vice President will ensure the Advisory Board elections are done fairly in each Community.
The General Secretary is responsible for communications between the Executive Board, Advisory Board, and the USFHL participants. The Secretary shall act as Secretary of all meetings of the Advisory and Executive Board and shall keep the minutes thereof in the proper book or books to be provided for that purpose. The minutes of all Advisory and Executive Board meetings will be made public on the website within 30 days of the meeting. The Secretary is responsible for Roster or Athlete issues. The Secretary shall update, maintain and distribute the Bylaws when necessary. The Secretary counts the Advisory and Executive Board votes and only votes in the case of a tie.
The Treasurer shall collect and keep an account of all moneys received and expended for the use of the Corporation. They shall deposit sums received by the Corporation in the name of the Corporation in such depositories approved by the Executive Board. The Treasurer puts together, presents, and maintains the annual budget. They present the annual financial report to the Advisory Board and it is then made public. They monitor the disbursements, receipts, and expenditures of the bank account and ensure that all are in line with the desires of the Advisory Board. The funds, records, books and vouchers in the hands of the Treasurer shall at all times be subject to the inspection, supervision and control of the Advisory Board. At the expiration of their term of office, the Treasurer shall turn over to the successor in office all books, monies and other properties. The Treasurer shall be responsible for the filing of tax and other governmental forms as required by law.
Committee Chairs and Other Elected Positions
These are elected by the Executive Board. The Advisory Board may overturn the decision with a resolution vote. Other officers elected or appointed by the Advisory Board shall, in general, perform such duties as shall be assigned to them. They may or may not be officially part of the Executive Board.
Relationship Managers connect USFHL with the other field hockey organizations including FIH, USFHA, NFHCA, Pan Am, JPOL. They develop, maintain, and execute on relationship agreements with their assigned organization which must be approved by the Advisory Board. They are not officially part of the Executive Board, but may be included in relevant meetings.
Section 6 ELECTION, DESIGNATION, and TERMS: Each Executive Board member shall hold office for three years from the date of the Annual General Meeting at which such position was appointed or three years from the date of the annual meeting prior to such director’s date of appointment if such director was not appointed at an Annual General Meeting. The Executive Board member will serve until their successor is elected and is trained in all aspects of the role.
Each position is elected by the Advisory Board during the Annual General Meeting. The Vice President and Treasurer election occurs one year into the Advisory Board members’ three year term cycle and the President and Secretary election occurs two years into the Advisory Board members’ three year term cycle. The maximum term numbers are three for each role, except for the Treasurer. The Treasurer must be a different person each term to minimize fraud or issues with accounting.
Section 7 CHAIRMAN and VICE CHAIR: A Chairman and Vice-Chairman may be appointed by the Advisory Board by resolution vote to preside over the Advisory Board, and the Vice-Chairman shall preside in the absence of the Chairman. They are both part of the advisory board and get a vote.
Section 1 VACANCIES: Vacancies in the Executive Board positions, before the AGM at the end of their term, shall be filled by a vote of the Advisory Board. Rep vacancies on the Advisory Board shall be filled as soon as possible by a vote in that field hockey community. If a Rep is not in place during voting matters that community will not get a vote in matters requiring a vote. Such vacancies once filled shall be considered filled for the remainder of the term of the resigned, deceased or removed director whose resignation, death or removal caused such vacancy.
Section 2 RESIGNATION: Any director may resign in writing upon no less than 30 days prior notice delivered to the President of the Executive Board. Such resignation shall be effective upon the later of (i) the effective date indicated in such resignation or (ii) 30 days from the date of the receipt of such resignation as indicated above. Such resignation shall be effective as indicated above without the requirement that such resignation be accepted by the Corporation.
Section 3 REMOVAL OF DIRECTORS: Executive and Advisory Board may be removed from office at any time, with or without cause, by a special resolution vote of the Advisory Board present at a meeting called on by an Executive Board Member. The Advisory or Executive Board member proposing the removal must have two other reps requesting for the vote to take place. If the President is up for removal, the Secretary must get votes from all of the Reps. Each Community must have a process in place to Remove their Rep if necessary.
Section 1 ANNUAL GENERAL MEETING: A regular annual meeting of the Advisory Board shall be held at such place and time as shall be determined by the Executive Board. It should be held in February of each calendar year at a time and place determined by the Executive Board provided that not more than fifteen months shall elapse since the preceding AGM. The minutes will be made public on the website.
The business of the AGM shall include but not be limited to:
To receive a report from the President or the Executive Board.
To receive and review the Accounts of the Association for the preceding financial year.
To approve a budget for the forthcoming year.
To elect or re-elect Executive Board members if their term is up
To receive reports from relevant chairpersons
To transact any business as raised by the Advisory Board
Section 2 USFHL ATHLETE CONVENTION: A regular annual convention will be open to all athletes participating in USFHL. It will typically occur at the National Competition.
The business of the Athlete Convention shall be:
To receive reports from relevant chairpersons, Advisory Board Members, or invited presenters on topics relevant to the audience
Can include a Coaching, Playing, Umpiring Clinic
To Receive Feedback and Ideas for USFHL
To encourage Networking and Knowledge Sharing Among Participants
Section 3 REGULAR AND SPECIAL MEETINGS: The Advisory Board will have other meetings throughout the year to advise the Executive Board and vote on relevant matters. Such meetings shall be held at such time and place, and for such purposes, as may be designated in the notice of meeting by the person or persons calling the meeting. The minutes for any of these meetings will be made public on the website. Any Rep with at least one member of the Executive Board can request to keep something confidential from the minutes. The President or Vice President will also call meetings only for the Executive Board as business demands. Minutes may not be made public if deemed not necessary by the President and at least one other member of the Executive Board.
Section 4 QUORUM: A majority of the Advisory Board Reps, present in person or by telephone, shall be necessary and sufficient to constitute a quorum for the transaction of business at any meeting of the Advisory Board. A smaller number may adjourn any such meeting to a later date. At least five days' notice of such adjourned meeting shall be given to each director who was not present at such meeting unless such directors shall waive notice thereof.
Section 5 VOTING PROCEDURE AT MEETINGS: When a vote is called at any USFHL meeting it must be seconded. Each Rep present at the meeting shall have one vote. If a Community has separate male and female reps they only get one vote. The Rep responsible to vote must be decided before a resolution is proposed or neither get to vote.Different decisions require different voting results:Resolutions shall be determined by a majority of votes of the Board members at the meeting. The Secretary will then count the votes and in the event of an equality of votes the Secretary shall cast the deciding vote. A Special Resolution shall require a majority consisting of not less than two—thirds of the Board votes. Special Resolutions will only be required if documented and agreed upon by the Board. The Secretary will then count the votes.
Section 5 VOTING PROCEDURE AT MEETINGS: When a vote is called at any USFHL meeting it must be seconded. Each Rep present at the meeting shall have one vote. If a Community has separate male and female reps they only get one vote. The Rep responsible to vote must be decided before a resolution is proposed or neither get to vote.
Different decisions require different voting results:
Resolutions shall be determined by a majority of votes of the Board members at the meeting. The Secretary will then count the votes and in the event of an equality of votes the Secretary shall cast the deciding vote. A Special Resolution shall require a majority consisting of not less than two—thirds of the Board votes. Special Resolutions will only be required if documented and agreed upon by the Board. The Secretary will then count the votes.
Resolutions shall be determined by a majority of votes of the Board members at the meeting. The Secretary will then count the votes and in the event of an equality of votes the Secretary shall cast the deciding vote.
A Special Resolution shall require a majority consisting of not less than two—thirds of the Board votes. Special Resolutions will only be required if documented and agreed upon by the Board. The Secretary will then count the votes.
Section 6 BALLOT DETAILS: All special resolutions and elections of Executive Board members shall be decided by secret ballot. Any Rep can request for a vote to be made private in a Secret Ballot vote and it must be seconded. The results will be shared publicly including the counts for each. The Secretary will then count the votes and in the event of an equality of votes the Secretary shall cast the deciding vote. Anyone may request a recount which will be done by the President.
Ballots for elections should be prepared before the meeting. They should be identical, with no distinguishing marks, and have a section for write in candidates.
Section 7 ACTION BY MAJORITY VOTE: Except as otherwise expressly required by law or these Bylaws, the act of a majority of the directors present at a meeting at which a quorum is present shall be the act of the Advisory Board.
Section 8 ACTION BY DIRECTORS WITHOUT A MEETING: Any action which may or must be taken at any meeting of the directors, may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by three quarters of the Advisory Board Reps. All Reps must be able to vote, but only three quarters must actually cast a vote.
USFHL is designed to support and develop amateur athletes for National or International competition in field hockey under Section 501(c)(3) and 501(j) of the Internal Revenue Code, or corresponding section of any future tax code.
Section 1 FINANCIAL PREPARATION: The fiscal year of USFHL shall end on December 31 of each year. Proper books and accounts shall be maintained showing the assets, liabilities, income and expenditures. A typed balance sheet and income and expenditure account shall be prepared in respect of each financial year and shall be audited as required by the Executive Board. The audited accounts shall be presented to the Advisory Board at the AGM within three months of each financial year. Financial accounts of the Corporation are open to independent audit by any Advisory Board member. The accounts will be deemed accepted upon an open vote at the AGM and the subsequent signature of the outgoing President and Treasurer.
Section 2 ANNUAL BUDGET: The budget must be approved at the AGM. A meeting before the AGM will take place to discuss budgetary matters open to all Advisory Board Members. The Treasurer will lead this process:
Profits will be invested for the betterment of USFHL members. Investments will follow the goals and mission statement of USFHL.
Advisory Board Members will vote on how to invest the profit by special resolution, unless the Executive Board decides that it is a regular resolution vote.
Any salaried position must be approved by the Advisory Board
Any approved USFHL expenses shall be reimbursed. The approval process goes through the Treasurer. If the Treasurer needs an expense reimbursed the process goes through the President.
Section 3 BANK ACCOUNTS: The Treasurer may open such Bank Accounts: Deposit Accounts or Deposit Receipts as may be required for the purposes of and in the name of the Corporation. They must monitor the disbursements, receipts, and expenditures of the bank account and ensure that all are in line with the desires of the Advisory Board
The Executive Board may authorize any Committee of the Association to open and operate a
separate bank account for the purposes of and in the name of that Committee on such terms and conditions as the Executive Board may determine. The details of this bank account must be shared with the Advisory Board.
Section 1 MISCONDUCT: In the event of alleged misconduct or breaking of USFHL rules by an individual, team, community, official, fan, or anyone connected to USFHL, USFHL shall have the power to deal with the matter. Suspected misconduct concerns should be submitted to the Executive Board who will investigate. Any such alleged offender will have their punishment or probation decided by the Executive Board, and will be what is deemed necessary to enable such a group to comply with the requirements of USFHL.
Then they shall have the right to appeal the punishment within four weeks to the Advisory Board. The Advisory Board can overturn the Executive Board decision by a special resolution vote. If overturned, the Advisory Board will vote by resolution on the final decision in the matter.
Section 1 PURPOSE OF USFHL EVENTS: USFHL will organize events to bring together the adult field hockey communities in the US. The events will be designated to serve both the competitive and social needs of adult field hockey in the US. They may include but are not limited to: the National Championship, Regionals, and Social Tournaments.
Section 2 RULE DETAILS: All USFHL official events will have documented rules which can be found on the website or requested of the Secretary. The Executive Board will designate each event as either competitive or social which will impact the rules. The purpose of the rules are to be inclusive while keeping things fair and to encourage local field hockey growth.
Books and Records
The books and records shall be kept at the principal office of the Corporation
Section 1 COMPOSITION: The staff of the Corporation may consist of such positions as the Advisory Board may from time to time deem necessary.
Section 2 DUTIES OF STAFF MEMBERS: Staff members shall have such duties as may be assigned to them by the Advisory Board.
The fiscal year of the Corporation shall commence each January 1st and terminate each December 31st.
Liability and Indemnification
Section 1 LIABILITY: In the absence of fraud or bad faith, the directors of the Corporation shall not be personally liable for its debts, obligations or liabilities.
Section 2 INDEMNIFICATION: The Corporation shall indemnify any Board member, director or officer or former director or officer of the Corporation, or any person who may have served at its request as a director or officer of another corporation against expenses actually and necessarily incurred in connection with the defense of any action, suit or proceeding in which he or she is made a party by reason of being or having been such director or officer, except in relation to matters as to which he shall be finally adjudged in such action, suit, or proceeding to have been derelict in the performance of his duties as a director or officer. Such indemnification shall not be deemed exclusive of any other rights to which such member, director or officer may be entitled under any Bylaw, agreement, vote of the Advisory Board or otherwise.
Section 3 PROHIBITION AGAINST SELF-DEALING: Anything contained in this Article to the contrary notwithstanding, the Corporation shall in no event indemnify any person otherwise entitled to such indemnification if such indemnification would constitute "self- dealing" as defined in Section 4941 of the Internal Revenue Code of 1986, as amended from time to time.