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Mission Statement

The Colonial Field Hockey Club's mission is to provide an opportunity for young athletes to learn the game of field hockey in a fun, structured, and competitive educational environment.

CFHC is open to young athletes in grades K through 8th- first time and experienced players welcome!

The Colonial Field Hockey Club is a volunteer organization and every parent is asked and encouraged to help out in any way. 
"Many hands make light work"


Colonial Field Hockey Club By Laws  

Name The name of this association shall be the Colonial Field Hockey Club  (CFHC).  

Mission The CFHC exists to organize and govern a recreational developmental league consisting primarily of students who attend Colonial School District and surrounding public and private schools to participate in youth field hockey. Our main goal is to promote the game of field hockey by teaching basic fundamentals while building self esteem. The program will offer teams from kindergarten to eighth grade. The Club shall not be operated for profit and no individual associated with the Club shall profit financially from the organization. The CFHC is purely a volunteer organization. Although the games may be competitive, the outcome of the game is not our purpose.

Membership Membership includes any person who is actively involved in CFHC by being a registered coach, assistant coach, officer, director or player. Any parent(s) or legal guardian(s) of any youth who is a registered participant in the programs of the organization shall also be a member of the organization.

Board of Directors The business and operation of the Club shall be managed and controlled by a Board  of Directors who will be elected by a plurality of votes of the members. The Board of Directors shall be made up of officers and titled as, President, Vice President, Secretary, and Treasurer, and Chairmen and women where a simple majority constitutes a quorum.

  • The term of office for each elected position shall be for one year. The election of officers will take place in the November meeting in which the successors are duly elected and qualified or until his/her death or until he/she shall resign or shall be removed in a manner hereinafter provided. 

  •  Election of Officers shall be held at a scheduled meeting at which time the slate will be  presented and any nominations from the floor will be entertained.  

  • Any and all vacancies created, shall be filled by the president subject to approval by the board of directors.  The board may appoint members in good standing to positions serving the organization. Such appointments may include the positions of Administration/Registration, coaching education, uniforms and others as needed by the board.

  • At the discretion of the Board of Directors, an executive session can be called at any time.  

  • Officers shall not receive any compensation for their service as officers. 

  • Only one member of a family may hold an office at any time. 

  • All members of the board will act in the best interest of all players as individuals while considering the overall health of the whole club.

Officer Removal for Cause   If an officer has failed his or her fiduciary duty in some way, then that officer’s potential removal from the board will be voted on by a full quorum by the Board of Directors.  Removal of an officer must be by at least a vote of two-thirds of the officers attending the meeting at which a vote to remove is taken. The Board member subject to removal shall have the right to speak and present evidence in opposition to the motion.

Some common reasons for removal include:  

  • Frequently missed board meetings or committee meetings.  

  • Causing problems within the club or other officers.

  • Disclosing sensitive information about the club to unauthorized persons.  

  • Using the CFHC for his or her own personal gain.  

  • Creating an unhealthy or dysfunctional environment through inappropriate behavior or  disrespecting the other members of the club.  

  • Any resignation is to be made in writing to the President or Secretary. The resignation will be considered official when accepted by the Board at the meeting after which such resignation is tendered.

  • A vacancy in any office because of death, resignation, removal, disqualification or otherwise may be filled by the Board for the unexpired portion of the term.


  • Shall be conducted by roll call. The roll call is composed of officers of the Board of Directors that are in attendance.  

  • The vote is determined by 51% of the CFHC constituency that is present and voting.  A Board member must be present to vote on a motion decided at a meeting and may not vote in absentia or by proxy.

  • In a tie, the President will break a tie with an additional vote. 

Officer Duties  

• President: provides leadership and organizes and guides the Board of Directors toward the  objectives and goals of the Club. He/she shall preside at all meetings of the members and of the Board,  and shall:  

1. Present a report on the state and condition of the Club at each meeting.  

2. See that the books, reports, statements and certificates required by statute are properly kept,  made and filed according to law.  

3. Enforce these By-Laws and see that all orders and resolutions of the Club are carried  into effect.  

4. Establish at his/her discretion any committee that he/she deems necessary to conduct business. (ex: fundraiser committee, etc.) 

 5. The President shall have sole authority to sign any and all contracts on behalf of the Club.  

• Vice President (optional): assumes the duties of the President in his or her absence, or inability  to act as the President, shall have all the duties and may exercise all the powers of the President,  subject to the control of the Club. The Vice-President shall have such powers and perform such other duties as assigned by the President, or these By-Laws.  

• Secretary: keeps accurate minutes of all meetings and records those in attendance at each  regular Club meeting, and shall:  

1. Give and serve all notices or meetings pursuant to these By-Laws.  

2. Have charge of the books, records, and papers of the Club, and see that the reports, statements, and other documents required by law are properly kept on file. 

3. Reply to all correspondence to the Club as directed by the President or Board of Directors.  

4. In general, perform all duties incident to the office of Secretary and such other duties as may, from time to time, be assigned by the President. 

5.  Shall make and keep a record of the votes of the Board.

6. Maintain a history of all game expulsion, incidents and scores.

7. Have general charge over the release of public information, news release and dissemination of information, schedules, game times, place and other events to the media and the participants in the activities of the organization.

8. Be responsible for maintaining current and past records of the organization, including but not limited to: birth certificates, insurance forms, etc.

• Treasurer: In coordination with the President, shall have charge and custody of, and be  responsible for all the funds and securities of the Club; and shall:  

1. Keep a full and accurate account of the assets, liabilities, receipts and disbursements, and other  transactions of the Club in books belonging to be made.  

2. Render to the President and the Club, at regular meetings or whatever they may require, a statement of all transactions as Treasurer and an account of the financial condition of the Club. 

3. And in general, perform all the duties incident to the office of Treasurer and such other duties as  may, from time to time, be assigned by the Executive Committee or by the President.  

Additional Committee Chairs: committees will be organized as determined by the Club each year and Chairs appointed as needed. Chairs include but are not limited to:

  • Administration/Registration

  • Coaching Educator (practice plans)

  • Uniforms

  • Snack Bar

  • Play4theCure (or other fundraising)

  • Chief of Umpires

  • Liaison with PWFH and Playday

  • Social Media

  • 7/8 Banquet

Meetings Open Board Meetings meetings will be scheduled each month, as needed. The President will prepare an agenda and run the monthly meetings. There shall be at least five days’ notice to officers of any meeting of the officers. There shall be at least one week's notice to all stakeholders of any meeting of the board. All meetings of the Board of Directors shall be open to all members, except during times when the Board may choose to meet in executive session. All members in good standing have a right to attend meetings of the Board. The presiding officer shall allow members the right to speak or otherwise participate in such meetings.

A typical agenda will include:  

  • Review and approval of the previous meeting’s minutes, Treasurer’s report, Old business, New business, and Committee updates. 

  • Committee meetings will be scheduled by the Chair(s) as necessary.  

Registration  The registration window will be determined by the Board. 

Start of Registration

  • Fall Registration shall be held in the Summer.

  • After registration is completed, late sign-ups will be accepted online and a late fee will be charged.

Cut-Off Date

  • After the cut-off date established by the Board, late registration will be placed on a waiting list and will be assigned as necessary to balance teams on a first come basis.

  • A late fee of $10.00 will be assessed for all registrations received after the closing date.  

Age Requirements

  • Birth Certificate is not required but any parent(s) or legal guardian(s) in good faith must use accurate information. Birth certificates must be provided upon request.

  • Information provided to the CFHC must match the information provided to USAFH for insurance.

  • Club age is based upon grade level for the upcoming school year.

  • Each registrant must play in their grade level unless it is for team preservation.  The plan for team preservation must be mutually organized and agreed upon by the affected coaches in consultation with the President and the Board for final approval.  

Registration Fee

  • Fees will be recommended by the Board.  

  • Fees are due at the time of registration.

Refund Policy

  • The practice schedule is not available at the time of registration. Parent(s) or legal guardian(s) are asked to be understanding while the registration numbers determine how many teams are needed/age group, the number of coaches needed and coaches’ availability, and field access. 

  • If a player quits after the first practice, a refund minus the cost of the uniform will be deducted from the registration fee, along with a $10.00 cancellation fee.

  • A $3 fee is non-refundable when using software company Sports Connect.


  • A Registration flyer will be prepared at the March Board Meeting.

  • Registration information will be placed on social media, flyers and on Colonial School District’s Community News in early Spring through the end of registration.

  • Information will be provided through the schools three (3) weeks prior to the beginning of registration.

Teams Teams will be made based on the number of participants registered at each level: Kindergarten, grades 1st and 2nd, grades 3rd and 4th, grades 5th and 6th, and grades 7th and 8th.

Team Formation

  • After registration has been completed, the Board reserves the right to move players up a grade level to balance out the number of players on each team.

  • The Board of Directors will determine the number of players on each team within each division based upon the results of registration.

  • With the assistance of the Team Managers present, players will be balanced onto teams with the goal of equity being a high priority. However, friend requests can be honored so long as it doesn’t appear to create an imbalance in the team.

  •  Siblings are automatically placed on the same team. 

  • Once balanced, the teams are numbered 1, 2, 3, etc. To choose their teams, the managers shall select a number by lottery. This number will represent the position he/she has in the selection of players. Players are then selected by the managers in the lottery order. 

  • After the player selection meeting, trades may be permitted up until the completion of the first scrimmage. Both Team Managers agree, the players / parents involved agree, and the League President approves of the trade. 

Season Structure

  • Developmental teams will consist of a minimum of eight (8) weeks of practice, inter-squad games and games with other local recreational teams. 


  • Uniform shirts, skirts and socks will be provided to each participant.

  • Parents or guardians will select uniform sizing and once uniforms are ordered, the club will not be responsible for any changes or returns.

  • All participants must wear shin guards, goggles (optional) and mouth guards at all times during practices and games.  It is the responsibility of the parents and/or guardians to provide shin guards, sticks, mouth guards and sneakers and/or cleats for their child.


  • All equipment is purchased using open bid procedures.  Three (3) bids must be acquired for equipment over $300.

Equipment Manager 

  • Assume full responsibility for the repair, maintenance and safety of all equipment. 

  • Assume full responsibility for the distribution of team equipment to the individual Team Managers at the beginning of the current season and the return of said equipment at the end of the season. 

  • Purchase all equipment for the league after approval by the Board of Directors. 

  • Shall maintain an inventory of all distributed, returnable equipment.  The list shall be maintained for each team.

  • Shall perform work with Board and Directors to identify all equipment needs for the Field Hockey Program.


  • All coaches and assistant coaches are subject to approval of the Board.

  • All coaches, assistant coaches, and volunteers must submit to a criminal background check on discretion of USAFH.

  • Any person requesting to become a Head Coach of a team must be at least 18 years of age.

  • Coach selection will not be based solely on seniority.  Special skills related to the sport, in conjunction with seniority, will be considered for selection.

  • Coaching positions may not be offered if the Board deems the coach of the team had not successfully fulfilled their coaching responsibilities during the previous season.

  • All Coaches must be Safe Sport Certified on discretion of USAFH.

  • Any Head Coach or Assistant may be removed from any position by the Field Hockey Advisory Board on third violation, upon written notice, 14 days in advance of any action for any of the following reasons: 1) Neglect of duty; 2) Dishonesty; 3) Misuse of funds; 4) Failure to adhere to mandatory coaches meetings; and 5) Any action that tends to discredit organization.

  • First offense - verbal warning 

  • Second offense - written warning (sent certified/return receipt requested)

  • Third offense - removal from position (sent certified/return receipt requested)

  • Any Head Coach or Assistant Coach may be immediately removed from any position by              the Field Hockey Advisory Board for any of the following reasons: 1) A physical or verbal threat; 2) Physical violence; 3) Use of obscenities to umpires, parents, or players.


  • Monitor and ensure the care of school and township facilities when in use.

  • Enforce rules as set forth by the program and the Bylaws of CFHC.  The penalty for a breach of the Bylaws shall be determined by the Board of Directors.  This penalty may include immediate suspension of the offending individual from participation in the Field Hockey program.

  • Pick up all issued equipment.

  • Care for equipment.

  • Participate in program fundraisers.

  • Attend all mandatory coaches meetings.

  • Report any problems directly to the Board.

  • Oversee team members at practices and games and to provide adult supervision.

  • Teach the fundamentals and rules of the game.

  • Teach good sportsmanship and fair play.

  • Display good sportsmanship (as a coach you are setting an example for your team members).

  • Obtain USAFH SafeSport certification.

  • Know and abide by the rules of mercy.

Coaching Educator 

  • Shall set up educational aids and programs for coaches, players and all others who wish to take part in the Club.


  • All field schedules will be set by the President.

  • Every effort will be made to give each team its fair share of available practice times and space.

  • All practice and game sessions must be supervised by the approved Head Coach or approved Assistant Coach for the team.

Fundraiser(s) The Fundraising Chairmen or woman will organize and choose specific fundraisers.

  • Team coaches are responsible to direct and coordinate their team’s fundraising efforts.  The coach is responsible for distributing all fundraising products for players, collecting money and forwarding required material (money, unused products, etc.) to the respective league fundraising director.  

  • The league fundraising director will collect all money and unsold products for return of the fundraiser.

  • Work with the Treasurer for funding and depositing funds.

  • Prepare flyers/paperwork as needed.

Game Play Rules
Playing time 

    • No coach will have the authority to sit a player (regardless of the offense the participant has committed) without notifying and consulting the President.  The President shall have the authority to sit any player for the next regularly scheduled game, at the request of a coach, when the player has been fighting or using abusive language during a scheduled practice or game.  The Board must be notified by the President within three days when actions are taken against a player.  

    • Coaches will do his or her best to keep playing time equal and competitive. Perfect attendance and attitude are not required but those factors are typically considered.

    • Should you have any questions or concerns, speak with your coach at an appropriate time. A suggested time is before or after practice or a time scheduled with a coach.

    • No discussions about other team members’ playing time will be accepted. 

    •  Un-coachable Player- A player may be removed from the team with Board approval.  This will include children who constantly fight, disrupt practices/games, or use abusive language. 


● Use the master schedule to communicate all games, times, and locations to the referees.

 ● Provide a weekly reminder on all games happening during that week. (Ideally on Sunday evening) 

● Facilitate consistent communication with the Scheduler, VPs, and assigner on rainouts and schedule changes.

● Be available by phone through the week to address any umpire missed assignments / tardiness. (Or provide a point person to step in when unavailable.) 

● Be point person to address all umpiring assignments and coordinate where needed any missed/tardy assignments 

● Coordinate with the Treasurer on umpire fees to ensure all umpires are paid promptly after performing their duties. 

● Bring any issues or complaints around umpire or coach conduct, in-game issues, or game protests directly to the attention of the appropriate Division Coordinator, VP and President and help facilitate a resolution.

Snack Stand Coordinator

● Operates the Snack Stand located at Victory Fields for the express purpose of providing refreshments to the participants of CFHC and their families. 

● Follow all applicable personal and food handling safety regulations, so as to minimize any risk of injury or disease transmission.

● Order supplies as appropriate and implement a pricing schedule, which at the minimum covers all expenses involved with the operation of the Snack Stand. 

● Submit a report from the snack stand to the President on a monthly basis and turn in all proceeds from the Snack Stand concessions to either the CFHC President or CFHC Treasurer on a monthly basis.

Social Media Manager

● Manage all social media accounts associated with CFHC. 

● Keep an updated social media calendar to create a timeline for important posts 

● Oversee all postings to social media sites. 

● Designate a small number of auxiliary members that have access to social media accounts to aid in monitoring and posting. 

● Coordinate with the President and Secretary to publicize critical club information (Board meetings, registration dates, etc) 

● Coordinate with the fundraising committee to publicize all fundraising opportunities. 

● Make use of the social media accounts to market and celebrate the league, ensuring to highlight all ages & divisions 

● Monitor friend requests and appropriately accept/decline requests with a consideration taken to screen for trolls, predators, bots. 

● Monitor questions, comments, suggestions that come to the club through social media and funnel them to the appropriate board member


In the event of the liquidation or dissolution of the Club for whatever reason, none of the assets of the Club shall be distributed to any of the officers of the Club. In the event of such termination, all liabilities and obligations shall be resolved. Any remaining assets shall be donated to a non-profit organization engaged in ice or inline hockey. The recipient will be chosen by the officers of the Board.

Exoneration of Personal Liability

Each person who acts as an Officer of the CFHC shall be indemnified by the CFHC against expenses actually and necessarily incurred by him or her in connection with the defense of any action, suit or proceeding in which he or she is made a party by reason of having been an Officer of the CFHC, except or relating to matters as to which he or she shall be adjudged in such action, suit or proceeding to be liable for willful misconduct of the performance or his or her duties.

The right of indemnification provided herein shall insure to each Officer, regardless of whether he or she is an officer at the time such costs or expenses are imposed or incurred. This right shall survive the death of an officer, and shall extend to his or her legal representatives.

Amendment of Bylaws

These Bylaws may be altered, amended, or repealed and new Bylaws adopted at any duly noticed meeting of the General Membership convened for such purpose. To be approved, an amendment must receive at least two-thirds of the votes of all votes cast by members in good standing who are present and voting at the meeting. There shall be no proxy voting for proposed amendments to the Bylaws. Amendments go into effect immediately upon approval by the Membership, unless otherwise provided by the Amendment.

Created 8/6/2023

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