House rules

House Rules (Huishoudelijk Reglement)
of
Eindhovense Frisbee Vereniging Vertigo

Version: 2025-11-13

Definitions: (as defined in AoA)

• AoA:               Articles of Association (NL: Statuten)
• HR:                 House Rules (as established in this document)
• GMM:             General Members Meeting  (NL: ALV: Algemene Leden Vergadering)
• KasCo:           Financial Verification Committee
• NFB:               Dutch Frisbee Union
• Competition:   Dutch Frisbee Competition
• Vertigo:           Eindhovense Frisbee Vereniging Vertigo
• Board:                        Executive Board of Vertigo as chosen by the GMM as defined in the AoA
• Member:         Member of Vertigo as defined in the AoA
• Planner:          The cloud-application where members can register attendance to events
• DM-channel:   Direct messaging channel used for communication approved by the GMM

Article 1 General clauses

1. The rules stated in this document apply to all members of the association.
2. The HR shall be defined in English to support the international nature of Vertigo.
3. In the cases where neither the law, the AoA, the HR, or an existing GMM decision, provides, the Board decides.

Article 2 Publication of key governing documents

1. The board makes sure that key documents governing the association shall be up-to-date and posted on the website. This includes at least the AoA and the HR.

Article 3 Changing the HR

1. A change in the HR can only be made by a deciding vote in a GMM.
2. The textual changes of a proposed change in the HR shall be shared via the GMM communication paths as defined in the AoA at least 2 weeks before the GMM where the change is put to a vote.
3. If more than 50% of the eligible votes in the association can be cast in a GMM, then the change of the HR that was proposed according to article 3.2 requires a majority vote (>50%) with respect to the total number of eligible votes in the association (by presence or by authorization).
4. If not more than 50% of the eligible votes in the association can be cast in a GMM where a change of the HR is proposed, then the proposed change of the HR is possible in a subsequent GMM with a vote of 2/3rds of the eligible votes in that GMM in favor of the proposal.

Article 4 Communication from the Board to the members

1. Regarding GMMs: Announcement by e-mail AND posted on the DM-channel for members AND posted on the Planner. Materials are sent by e-mail.
2. Regarding Dutch National Competition (including dates, registration and teams) as organized by the NFB: By e-mail AND posted on the DM-channel for members AND posted on the Planner.
3. Regarding upcoming activities, including tournaments: By e-mail AND/OR posted on the DM-channel for members, AND posted on the Planner. Public activities shall also be posted on the Vertigo website.
4. Training cancellations or pitch changes: Through the DM-channel for members AND/OR the DM-channel for members plus the social contacts of Vertigo. A trainer can, by proxy, also do this communication.
5. Financial business on a personal level: By e-mail. Any follow-up can take place via personal DM-channel if the member accepts that.
6. The communication by e-mail with a multitude of members needs to be separated by the ‘blind carbon copy’ (BCC) option, in accordance with the Dutch law ‘Algemene Verordening Gegevensbescherming’ (AVG).

Article 5 Membership and fees

1. Members are required to pay a contribution fee of which the amount is defined by GMM decision.
2. Membership fees are set on a yearly basis, covering membership for the period September to August of the next year.
3. The contribution fee amount is for either “full” or discounted “student” or “retention” membership. No discounts are offered beyond the student and retention rates, except for a monthly membership option in cases where it is not reasonable to commit to a full-year membership.
4. The student membership applies only to students enrolled in secondary school, MBO, HBO, or university programs. PhD candidates are not considered students for this purpose.
5. Members who are unable to participate in any frisbee-related activities for an extended period (e.g. due to long-term injury or illness exceeding six months, or pregnancy) may apply for a long-term absence “retention” membership. This membership allows continued participation in social activities and voting rights at the General Members Meeting (GMM). This option is intended to retain members who are expected to return as full members in the future. The fee for the long-term absence membership will be set to cover the association’s ongoing expenses for these elements.
6. The monthly membership can be used for short-term members (<6 months). Approval of the monthly membership is at the discretion of the Board.
7. Guests may attend up to four training weeks per year free of charge. After this period, registration as a member and paying the contribution fee is required to continue participating in trainings (or other activities of the association).
8. Members taking part in the associations activities are required to pay the communicated activity fee.
9. A member asked to pay contribution or an activity fee by the Treasurer, or by proxy an activity-organizing member, shall pay the requested amount to the Vertigo bank account within one month of receiving the request, or shall receive a one-week notice, after which the  shall become eligible to become persona-non-grata by decision of the Board, unless an objection is made and a conclusion is pending.
10. Any delayed payment arrangements must be discussed and approved by the Treasurer and subsequently corroborated by the rest of the Board. Any such arrangement shall not span more than 9 months of delay.

Article 6 Number of people in the continuity committee

1. The continuity committee, as defined in the AoA, shall consist of at least 2 members chosen yearly by the GMM.

Article 7 Contents of the yearly report by the Board

1. The yearly report shall be a document in presentation or text format.
2. The yearly report shall contain a reflection on the goals of the association, an overview of the number and changes in the number of members, and the status of all committees.
3. The yearly financial report shall be in spreadsheet format.

Article 8 Financial guidelines

1. The board shall obtain a non-disapproval declaration from the KasCo on the yearly financial report at least one week before the GMM where it is to be approved(as defined in AoA17.8). Directly after obtaining the non-disapproval, but latest one week before the GMM, the report is to be shared to the members.
2. The yearly budget shall include a budget item for unforeseen cost with an amount of up to 10% (with a guideline of 5%) of the total of all other budgeted expenses. This budget item is to be used at discretion of the Board (without the need for further approval beforehand by the GMM).
3. The yearly budget shall not target a loss to cover structural year-on-year costs of more than 10% of the associations equity or €500,-, whichever is higher. This is excluding the unforeseen cost mentioned in point 2.
4. Taking into account the equity state of the association, the treasurer shall aim to propose a budget target of €0,- for structural year-on-year costs. This is excluding the unforeseen cost mentioned in point 2.
5. New budget items (with respect to the budget of the previous year) or changes to budget items exceeding 20% of the association’s equity shall be explicitly mentioned in the GMM announcement where the budget is to be approved.

Article 9 Clinics

1. Vertigo will, upon request, aim to facilitate clinics for promotion of the sport.
2. After approval by the Board, members are eligible to volunteer to give clinics.
3. Clinic materials are provided by the association.
4. Clinic-giving members are eligible for a volunteering fee. Target coverage is to have one clinic-giver per 10-20 people. The board will set the price of the clinic and volunteering fee based on financial guidelines set in a GMM decision.

Article 10 Registration for activities

1. Activities are considered Vertigo activities if approval from the Board has been requested and granted on the organizational structure and, if Vertigo funds are requested, on a budget. The Board, or by proxy the organizer(s), shall communicate the activity in accordance with the communication guidelines in the HR.
2. Members register for all Vertigo activities through the Planner.
3. A registration deadline can be set by the Board, or by proxy an organizing member. If a deadline is set (which can be at any date preceding the activity), it will be announced at least two weeks in advance.
4. A cancellation after the registration deadline or a no-show can result in up to 100% of the registration fees to be incurred. This is at the discretion of the Board.
5. After agreement with the team captain, the board will make a best-effort request to the NFB to add players who request to be added to the Competition roster after the registration deadline.
6. Competition attendance can be tracked by the Board.
7. By decision of the Board, without proper justification and notification to the team captain, cancellation after the competition registration deadline or a no-show can result in impacted placement in the subsequent competition registration. A personal warning will be given by the Board on the first occurrence. A decision for impacted placement will be communicated by e-mail to the player.
8. When teams are in need of extra players, the Board can decide to lower the registration fee for extra players.

Article 11 Confidant

1. A confidant is the first official point for members to confide in with personal problems in relation to the club. The confidant can discuss with the board to try to find solutions and discuss more general problems.
2. Vertigo shall have at least 2 confidants chosen yearly by the GMM. These do not necessarily have to be members (e.g. it can be someone from Eindhoven municipality).
3. The confidants can be reached via vcp-<firstname>@vertigo-frisbee.nl with contact details also shown on the website.

Article 12 Youth

Vertigo shall aim to organize youth-activities to promote the sport.