ELTON YOUTH FOOTBALL CLUB CONSTITUTION AND RULES
1. Club Name
The club shall be known as: Elton Youth Football Club
2. Club Objectives
The objectives of the Club are to promote the game of Associated Football in the Community of Elton and the surrounding areas and to provide wider social activities for its members and the associated community.
The Club will endeavour to ensure that the team squads will be drawn from a local catchment area to be determined by the ‘Club’ Committee.
3. Status of Rules
These rules (the “Club Rules”) form a binding agreement between each member of the Club.
4. Rules and Regulations
The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate use their best Endeavour’s to ensure that others conduct themselves so that the business and affairs of the Club are carried out in accordance with the Rules and Regulations of The Football Association Limited (“The FA”), County Football Association to which the Club is affiliated (“Cheshire County FA”) and Competitions in which the Club participates, for the time being in force. The Club will also abide by The FA’s Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and Anti-Discrimination Policy as shall be in place from time to time.
5. Club Membership
(a) The members of the Club from time to time shall be those persons listed in the register of members (the “Membership Register”) which shall be maintained by the Club Secretary.
(b) Any person who wishes to be a member must apply on the Membership Application Form and deliver it to the Club; registered players are members. Election to membership shall be at the discretion of the Club Committee and granted in accordance with the anti-discrimination and equality policies which are in place from time to time. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register.
(c) In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
6. Annual Membership Fee &/or Weekly Match Day Subs
(a) Global fees payable by each member shall be determined from time to time by the Club Committee and set at a level that will not pose a significant obstacle to community participation.
(b) The fees pertaining to players may differ in that it may be spread over the season as part of the weekly match day subs; paid as a single ‘one-off’ payment or a combination of both. It is incumbent on the managers to ensure proper weekly records are kept and passed to the treasurer as and when required.
(c) The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objects of the Club.
(d) Each team Manager may use his/her discretion where it is thought that the level of the fee cannot be paid due to the financial hardship of the players circumstances and charge the player a lesser fee with the agreement of the Club Committee.
(e) The Annual Membership fee, if applicable, will be payable by 31st August at the latest.
7. Resignation and Expulsion
(a) A member shall cease to be a member of the Club if, and from the date on which, he/she gives notice to the Club Committee of his/her resignation. A member whose annual membership fee if applicable, or further subscription is not paid by 31st October shall be deemed to have resigned.
(b) The Club Committee shall have the power to expel a member when, in its opinion, it would not be in the interests of the Club for them to remain a member. An appeal against such a decision may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time.
(c) A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the income and assets of the Club (the “Club Property).
(d) A Member who resigns or is expelled shall not
be de-registered until such time that all
outstanding monies, subs/fines Etc. are paid to the Club.
8. Club Committee
(a) The Committee comprises the following:
Officers; Treasurer, Assistant Treasurer, Club Welfare Officer, Press Secretary
Committee specific designated roles & responsibilities; the number is dynamic to reflect the requirements at any given time.
(b) Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next Annual General Meeting (“AGM”) unless otherwise resolved at an Extraordinary General Meeting (“EGM”).
(c) The Club Committee shall be responsible for the management of all the affairs of the Club and decisions shall be made by a simple majority of those attending the Club Committee meeting. The Chairperson of the Club Committee meeting shall have a casting vote in the event of a tie.
(d) Meetings of the Club Committee shall be chaired by the Chairperson or in their absence a Vice Chair or delegated Member.
(e) The quorum for the transaction of business of the Club Committee shall be four.
(f) Decisions of the Club Committee of meetings shall be entered into the Minute Book of the Club to be maintained by the Club General/Minute Secretary.
(g) Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year.
(h) An outgoing member of the Club Committee may be re-elected. Any vacancy on the Club Committee which arises between Annual General Meetings shall be filled by an ordinary member proposed by one and seconded by another of the remaining Club Committee members and approved by a simple majority of the remaining Club Committee members.
(i) Save as provided for in the Rules and Regulations of The FA, the Parent County Association and any applicable Competition, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.
(j) The position of a Club Officer shall be vacated if such person is subject to a decision of The FA that such person be suspended from holding office or from taking part in any football activity relating to the administration or management of a football club.
(k) Each Club Officer, if applicable, will have a satisfactory Disclosure and Barring Service Records Bureau check organised by the Child Welfare Officer, prior to taking Office.
9. Annual and Extraordinary General
(a) An AGM shall be held in each year at or around 2 weeks subsequent to the last game of the season:
(i) receive a report of the activities of the Club over the previous year;
(ii) receive a report of the Club’s finances over the previous year;
(iii) elect the members of the Club Committee;
(vi) See Appendix A for full order of business
(b) Nominations for election of members as Club Officers or as members of the Club Committee shall be made in writing by the proposer and seconder, both of whom must be existing members of the Club, to the Club Secretary not less than 21 days before the AGM. Notice of any resolution to be proposed at the AGM shall be given in writing to the Club General Secretary not less than 21 days before the AGM.
(c) An EGM may be called at any time by the Club Committee and shall be called within 21 days of the receipt by the Club Secretary of a requisition in writing, signed by not less than five members stating the purposes for which the Meeting is required and the resolutions proposed. Business at an EGM may be any business that may be transacted at an AGM.
(d) The quorum for a General Meeting shall be 4.
(e) The Chairperson, or in their absence a member selected by the Club Committee, shall take the Chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote.
(f) The Club Secretary, or in their absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club.
10. Club Teams
The Club Committee shall appoint a Manager to be responsible for managing the affairs of each of the Club’s football teams. The appointed members shall present to the Club Committee prior to an AGM a written report of the activities of the team at the AGM.
11. Club Finances
The finances will continue to operate independently, there will be a single bank account and a nominated ‘Club’ treasurer to provide a single balance sheet at the AGM showing a detailed breakdown. The Club Secretary will decide which specific aspects of the Club income should be ring fenced for future ‘Club’ benefit.
(a) A bank account shall be opened and maintained in the name of the Club (the “Club Account”). Three designated account signatories shall be selected from the Committee. No sum shall be drawn from the Club Account except by cheque signed by two of the designated signatories and receipts for all goods and services must be passed to the Club Treasurer. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.
(b) The Club Property shall be applied only in furtherance of the objects of the Club. The distribution of profits or proceeds arising from the sale of Club Property to members is prohibited.
(c) The Club Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club (although a Club shall not remunerate a member for playing) and to any other person or persons for services rendered to the Club.
(d) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, medical treatment, away match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
(e) The Club will provide, as a minimum, public liability insurance cover to comply with District FA
(DFA) rules. Elton Youth FC strongly recommends that players get individual cover should
their circumstances warrant it.
(f) The Club may also in connection with the sports purposes of the Club:
(i) Sell and supply food, drink and related sports clothing and equipment;
(ii) Employ members (although not for playing) and remunerate them for providing goods and services, on fair terms set by the Club Committee without the person concerned being present;
(iii) Pay for reasonable hospitality for visiting teams and guests; and
(iv) Indemnify the Club Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
(g) The Club shall keep accounting records for recording the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, at any time, the financial position, including the assets and liabilities of the Club. Monies paid in or taken out of the account should, for transparency, be entered into the ‘Income & Expenditure’ list as held by the treasurer. The Club must retain its accounting records for a minimum of six years.
(h) The Club Property, other than the Club Account, shall be vested by the Club Committee.
(a) A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.
(b) The dissolution shall take effect from the date of the resolution and the members of the Club Committee shall be responsible for the winding up of the assets and liabilities of the Club.
(c) Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be held on account, for a period agreed by the Custodians, or until such time that the Club reforms. In the case of the Club not reforming within the agreed time then the remaining assets may be passed on to another Club, a Competition, the Parent County Association or The FA for use by them for related community sports as determined by the Custodians.
Order Of Business (AGM)
1. Chairman's Introduction 2. Matters arising from previous minutes 3. Treasurer's Report 4. Secretary's Report 5. Gen Secretary's Report 6. Head Coach's Report (Inc input from Res & Juniors) 7. Election of Executive and Committee for next term 8. Match day subs, fees etc. 9. Election of Managers 10. Any other Business 11. Minutes logged & published subsequent to AGM
1.0 Match Day Subs & Outstanding
1.2 A ‘subs’ spread sheet will be maintained by the Team managers and will be available upon request.
1.3 A nominated member will collect subs throughout and keep a written record for the Treasurer.
1.4 All players starting or playing at least half a game will pay full match subs as set at the AGM.
1.5 Players 2 weeks or more in arrears will be contacted by the Player Liaison and given the following options:-
To pay the outstanding in full at the next game
To divide the outstanding over a period to be agreed with the Player Liaison
Players suffering genuine financial hardship should inform the Welfare Officer.
1.6 Should the player refuse to comply then the Secretary will issue a standard letter to the player concerned.
1.7 Players in substantial arrears who continue to flout payment will, subject to Committee approval, be notified that unless the situation is improved upon then their registration with DFA will be cancelled.
1.8 Players once de-registered will be unable to re-register anywhere until the outstanding fines are paid.
1.9 Players wishing to re-register with Elton Youth FC must also pay the DFA registration fee.
2.0 Fines & Outstanding
2.1 Fines must be paid on or before the date stipulated on the DFA form.
2.2 Players in arrears will be contacted by the Secretary who will follow the procedure as detailed in paragraph 1.6 through 1.9 above.
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