Affiliating Clubs & Teams and Exercising Voting Rights

Purpose

This guidance explains:

• What constitutes a club and what constitutes a team for EIH affiliation.
• Who gets a vote at an EIH General Meeting.
• How to complete the Club and Team Affiliation forms correctly so that no voting entitlement is lost.

Always keep the EIH Articles of Association to hand (especially Articles 4, 6 & 78–81). They are the definitive legal reference; this guidance summarises the practical steps.

Key Definitions

Club: The legal entity that holds the bank account, insurance, safeguarding policies, and often multiple teams. Example: “Guildford Ice Hockey Club Ltd”

Team: A single playing squad entered into a league or competition, with a minimum roster of 13 skaters + 1 netminder registered by 30 Aug 2025. Example: “Guildford U16 Aces”, “Guildford Women’s Elite”

Each club may field zero, one or many teams. Each team must belong to exactly one club.

Voting Entitlements

Club affiliates and confirmed they hold a separate vote and fields two eligible teams: 3 votes (1 for the club + 1 per team)

Club does affiliate and does not confirm they hold a separate vote but fields two eligible teams: 2 votes (1 per team)

Independent team (no parent club): 1 vote (for the team)

Important: Every entity (club or team) appears on the Register of Members

Completing the Affiliation Forms

Club Affiliation Form: Answer yes to the question, “Will the club itself (as a legal entity) exercise a vote at the AGM” if the club wants its own vote. Answer no to this question if the club wants the voting rights to sit solely with teams.

Tip: Appoint a voting representative (must be 18+)

Team Affiliation Form: Must be completed for every team entering into a league. Provide the voting rep’s name and contact.

Tip: Ensure at least 13 + 1 players are registered in GMS before 30 Aug. Use a different email from the club vote if two people will represent.

Worked Example

Guildford IHC affiliates as a club and registers three teams (U14, U18, Women’s Elite). It will therefore hold four votes at the AGM. Guildford may choose the same individual or different individuals to exercise each vote.

Key Dates for 2025/26 Season

30 Aug 2025- Minimum roster (13 + 1) for every team registered in GMS

AGM – 8 Sept 2025- Voting representatives must be confirmed

Need Help?

Affiliation queries: memberservices@englandicehockey.com

EIH • v1.0 • 27 June 2025