FHBC Membership Policy

Welcome to the Field Hockey BC (FHBC) Membership Policy webpage.

To access and download a copy of the FHBC Membership Policy, please click on the following document link (2025 Field Hockey BC Policy Development – FHBC Membership Policy – April 2025).

Please note that many existing field hockey clubs already meet a large percentage of the policy requirements! There is also a transition timeline included within the policy to allow clubs the necessary time to navigate steps towards compliance.

Overview

Aligned to Society Bylaws, FHBC Membership Policy requires field hockey clubs in BC to meet a series of safe sport governance requirements in order to be formally recognized as a FHBC Member Club. This policy was last updated April 7, 2025 and includes a transition timeline for all field hockey clubs wishing to be considered a FHBC Member Club in 2025-26.

Support to meet Policy Standards

FHBC is here to assist field hockey clubs across BC to navigate the requirements of the FHBC Membership Policy. Supporting guidance and helpful reference links have been included in this webpage to aid due process in meeting policy requirements. In addition, FHBC Staff and FHBC Board Members will also be reaching out individually to each field hockey club to offer the opportunity to engage and assist clubs to meet the required safe sport standards included in this policy.

Policy Checklist

The following is a checklist of the essential requirements of the FHBC Membership Policy:

  • A Field Hockey Club, regardless of whether the Club has been considered a Member Club by FHBC in the past, is required to apply in writing to FHBC for FHBC Member Club designation.
  • Is your Club a currently incorporated BC Non-Profit Society in good standing?
    • If not, the FHBC Membership Policy requires all Member Clubs to apply to become and successfully achieve incorporated BC Non-Profit Society status. And maintain thereafter a position of good-standing with the BC Society Act.
  • The following BC Non-Profit Society documentation must be sent to FHBC:
    • Certificate of Incorporation
    • Constitution
    • Bylaws
    • A full list of Society Directors (names and contact detail) and/or any change to the list of Society Directors following a Member Club AGM.
  • The following mandatory requirements must be met annually by a FHBC Member Club:
    • That a FHBC Member Club commits to ensure that all Member Club participants are Registered Participants in good standing with both FHBC and the National Body (FHC).
    • That a FHBC Member Club formally adopt the FHBC Safe Sport Policy Suite (Codes of Conduct/Discipline/Appeals/Governance). More detail including access to all documentation can be found at: https://fieldhockeybc.com/fhbc-safesport-policy-suite/.
    • That a FHBC Member Club commits to sending FHBC records of disciplinary sanction that fall under a category of ‘major infraction’.
    • That a FHBC Member Club is responsible for completing a Criminal Records Check for all Board members, Employees, Coaches, Officials, and Volunteers within club operations.
    • That from September 1, 2025 a FHBC Member Club commits to ensure that all Member Club Coaches meet the mandatory minimum coaching standards for the program, league, or event that they are actively coaching within. The national standard expectation document can be viewed and downloaded at: https://fieldhockeybc.com/coaches/coaching-education/nccp-pathway/.
  • That each FHBC Member Club formally consider taking out a Directors and Officers Liability Insurance Policy.
    • FHBC can assist in putting a Member Club in contact with an Insurance Broker (as needed).

Supporting Guidance and Reference Links

  • Applying for your club to become an incorporated BC Non-Profit Society

The FHBC Membership Policy requires a Member Club to be an Incorporated BC Non-Profit Society. A Member Club is required to send the following information to FHBC:

a. A copy of the Certificate of Incorporation as a BC Non-Profit Society

b. A copy of the Member Clubs Constitution

c. A copy of the Member Clubs Bylaws

d. A list including contact detail of the Member Clubs Elected Directors

  • Step-by-Step guide to starting a Non-Profit Society

The following link provides a step-by-step guide to starting a BC non-profit Society, and includes helpful frequently asked questions: https://www2.gov.bc.ca/gov/content/employment-business/business/not-for-profit-organizations

Helpful Guidance:

i. Applying for Incorporation as a Non-Profit Society

To apply for incorporation as a non-profit, you will need:

a. A BCeID account: an online account that allows individuals to access a wide variety of online services provided by the government of British Columbia, including Societies Online. A BCeID account is required to incorporate a non-profit (society). Create a BCeID account by going to https://www.bceid.ca/. Alternatively, go to https://www.bcregistry.ca/societies/ and click “Register for Basic BCeID.” There are three types of BCeID accounts: basic, personal, and business. BCeID accounts are tied to an individual: all directors and senior staff who need to access Societies Online must have their own BCeID account.

b. An Email Address: list an email address at which the non-profit will consistently and regularly be able to receive emails. To ensure continuity for future directors, the applicants for incorporation might consider creating an email account specifically for the non-profit, rather than using a personal email address.

c. A Registered Office: the non-profit’s registered office does not need to be a staffed office. A registered office need only be an address at which the non-profit can receive mail. This address could be the mailing address of a director, a post office (PO) box, or the non-profit’s office. A non-profit can also use the address of another organization. For instance, if the non-profit uses the boardroom of a charity to hold meetings and receive mail, the non-profit, with the charity’s permission, can list that address as its registered office.

d. Name Request: to save time, make sure to review the rules for names before submitting a name request

ii. Planning for your club governance structure

a. Membership

  • Create a membership structure that reflects the needs of the non-profit.
  • Create and use a form for people to apply for membership in your non-profit.
  • Make sure whoever is approving memberships (e.g. Executive Director or membership committee) is following the correct procedure and following the membership policy.

b. Directors

  • Must have a minimum of three directors. At least one of the Directors must live in BC.
  • Create and use a form to indicate a member’s consent and qualifications to act as a director to ensure that every director has indicated whether or not they are qualified. For an example, Consent to Act as a Director Form. (Note, however, that you do not need to add the requirement to sign a consent form in your bylaws).
  • If the non-profit budget allows, provide directors liability insurance to encourage people to act as directors.

c. Records

  • Ensure your non-profit keeps records
  • Remember bylaws are an evolving document
  • Create key policies for the society

iii. Creating a Society Constitution

Example of a Constitution (FHBC):

CONSTITUTION

  • The name of the Society is Field Hockey BC.
  • The purposes of the Society are:
  1. To foster, promote and encourage the development and organization of field hockey within the Province of British Columbia, from the recreational level of participation through to the pursuit of excellence.
  2. To develop, promote and administer programs that encourage the development of the sport of field hockey for players, coaches, umpires and volunteers within the Province of BC.
  3. To make, maintain and enforce rules and regulations for the control and governance of Field Hockey in British Columbia.
  4. To be the official British Columbia representative at meetings of Field Hockey Canada, and to provide a liaison between Field Hockey Canada and the players, coaches, officials and volunteers in British Columbia who are involved in the game of field hockey.

iv. Creating Society Bylaws

To view a model bylaw template please click the following link: https://bclaws.ca/civix/document/id/complete/statreg/216_2015/search/search?84#Schedule1

To download a copy of a model bylaw template please click below: https://www2.gov.bc.ca/assets/gov/employment-business-and-economic-development/business-management/permits-licences-and-registration/registries-other-assets/model_bylaws.docx

v. Guidelines for maintaining/restoring/or dissolving a BC non-profit Society

The following link provides relevant detail to the ongoing maintenance of a BC Non-Profit Society, as well as guidelines to restoring a Society and to dissolving a Society: https://www2.gov.bc.ca/gov/content/employment-business/business/not-for-profit-

vi. Criminal Records Check (CRC) – Obtaining a Voluntary Criminal Records Check Organizational Account

    • Once a CRC organizational account is set up, the organization will be provided with a CRC volunteer screening code that can be used by all volunteers to process a CRC clearance online.