Thurlow Youth FC Constitution
1. NAME
The club shall be called Thurlow Youth Football Club, which shall be affiliated to the Suffolk Football Association. The club is empowered to affiliate to any leagues or institutions as considered appropriate by the Management Committee.
2. OBJECTIVE
The objectives of the Club shall be to arrange Association Football matches and social activities for its members, To offer players of all abilities from Thurlow and surrounding villages the opportunity to learn and play football in a safe environment.
.
3. STATUS OF RULES
These Rules (the Club Rules) forms a binding agreement between the club and each member of the Club.
4. MANAGEMENT COMMITTEE
The club shall be governed by the Management Committee (M.C.) which shall consist of a Chairman, Vice Chairman, General Secretary, Treasurer, Fixtures Secretary, Club Welfare Officer, and two representatives from each team. The first being Team Manager or Assistant.
Each Club Officer and Committee Member shall hold office from the date of appointment until the next AGM unless otherwise resolved at a SGM. One person may hold no more than two positions of Club Officer at any time. The Club Committee shall be responsible for the management of all the affairs of the Club
Decisions shall be made by a simple majority vote taken from those present, subject to being able to form a quorum, minimum number being five. In the event of a tie the Chairman for that meeting shall have a casting vote. Management Committee members who are absent from three consecutive meetings shall be deemed to have resigned unless a satisfactory explanation is received.
5. TEAM MANAGERS COMMITTEE
This committee shall be comprised of two representatives per team as elected at the AGM. Regular meetings will be held throughout the season to deal with the issues affecting the teams (e.g. coaching, training facilities, pitches, equipment, disciplinary, fees etc.) and putting forward requests/suggestions to the M.C. via the representatives appointed to that committee.
At the discretion of the T.M.C. the meetings can be split into two age ranges (e.g. Mini-Soccer and Colts) or held jointly. Whilst referred to as a committee it is intended that some ‘practical’ meetings will be held, e.g. coaching courses, Referees input etc.
Members of the M.C. are entitled to attend, The Chairman or Vice Chairman should be present to chair the meetings and the Secretary to take minutes. Copies should be available to all officers of the club and a copy placed in the club minute book.
6. GENERAL MEETING
The Management Committee shall meet as often as is necessary to deal with business as it arises. The secretary shall give fourteen days notice of the date and venue of the meeting. There shall be no less than 2 meetings per year.
The General Secretary shall keep a Minute Book and copies of the Minutes of each meeting shall be circulated as necessary.
7. ANNUAL GENERAL MEETING
The club will hold an AGM no later than 30th June each year. The Secretary shall give twenty-one days notice of the date and venue of the meeting. Any items for the agenda must be sent to the Secretary, in writing, 14 days prior to the date of the meeting.
The meeting will be open to all members of the club.
Only the Management Committee and those attending the AGM will be permitted to vote.
The General Secretary shall keep a Minute Book and copies of the Minutes of each meeting shall be circulated as necessary. Copies of the accounts balance sheet will be presented at the AGM
8. EXTRAORDINARY GENERAL MEETING
The Management Committee may call an EGM if required. Only the Management Committee and those attending the EGM will be entitled to vote. The secretary shall give 14 days notice of the date and venue of the meeting.
The General Secretary shall keep a Minute Book and copies of the Minutes of each meeting shall be circulated as necessary.
9. CLUB MEMBERSHIP
The members of the club shall be entered into a register which will be held and maintained by the Club Secretary.
All playing members must return a completed membership form giving details of contacts and parental consent before playing any games to the manager.
A member is defined as any player or the parent or guardian of any player, plus all existing or aspiring officers of the club.
A Club Membership fee will be agreed annually at the AGM. The fee will be 50% of the agreed sum for those joining after 1st January
10. PLAYER REGISTRATION
Players will normally only be permitted to register for the youngest team that they are eligible to play for, any exceptions to be agreed by the M.C. Reference should be made to the registration rules of the league in question for more details if required.
A club registration fee will be agreed annually at the AGM for each age group. No player will be registered to join the club or eligible to play until the registration fee has been paid. Cases of extreme hardship should be referred to the Management Committee to adjudicate. The fee will be 50% of the agreed sum for those joining after 1st January.
11. TRANSFERS
Players wishing to transfer to another club must advise the General Secretary in writing at the earliest opportunity. League rules must be followed at all times.
Internal transfers between teams will not normally be permitted once the season commences and then only with the agreement of the Management Committee.
12. RESIGNATION AND EXPULSION
.
.
The Club Committee shall have the power to expel a member when, in their opinion, it would not be in the Clubs best interest for them to remain a member. There shall be no appeals procedures.
A member who resigns or is expelled shall not be entitled to claim any, of the club property.
13. FINANCES
The Treasurer will be responsible for all Club financial records. He/she will present as deemed necessary by the M.C. a bank statement and/or income and expenditure statement when requested to do so by the General Secretary seven days before the next meeting. The funds shall be kept in a bank/building society account, unless otherwise determined by the M.C. under the name of Thurlow Youth Football Club. The Treasurer, General Secretary and one other nominated committee member shall be signatories to the account, two signatures required to give instructions.
14. FEES
In addition to the membership and registration fee mentioned above, fees will be payable for matches and training sessions at a rate agreed at the AGM each year.
Any team arranging training directly rather than through the club will be responsible for paying any fees incurred. If this involves collecting fees at a higher rate this is to be agreed with the parents of the squad.
Fees may be payable in advance directly to the team representative responsible for fee collection. The team representative and Treasurer will keep records of match and training fees collected as these form part of the club audit and may be required for inspection.
Any problems with Payment of fees should immediately be reported to the Management Committee for consideration.
The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfill the objectives of the club.
Any moneys paid directly to the team representative should paid into the club account by the end of each calendar month.
15. KIT
Players are required to wear shin-pads, which must be covered by socks for all matches and training. Players will be provided with kit at the start of the season which they may be required to sign for. It is the responsibility of players to ensure that this is only worn for club matches and returned at the end of the season, when the players leaves, transfers or when required by the team manager.
The club colours are predominantly Yellow and Blue and any variations must be approved in advance by the Management Committee. Additional items worn must be the same colour as the kit issued (e.g. cycle shorts).
16. TEAM REPRESENTATIVES
Two representatives will be appointed to each team at the AGM. One nominee will be the principle point of contact for the relevant league handbook.
The appointment of team representatives will be conditional upon them agreeing to complete a Police check form in view of the ‘substantial access to children’ involved. Representatives must be over 18 years of age and are responsible for the organisation of their team’s activities and are accountable to the M.C. for operating within the rules of the club. This includes abiding by the rules of the relevant league and in accordance with the Football Associations recommended Codes of Practice adopted by the club.
All newly appointed representatives are on probation for the first three months of their first season and the M.C. will let any individual know if there is a problem. The M.C. has the power to appoint replacements whenever necessary.
Team representatives will be accountable for club equipment in their care. Requests for additional or replacement equipment are to be submitted to the M.C. in writing.
17. GRIEVANCES
Parents or players with complaints should address them in writing to the General Secretary. The complainant may be invited to attend a meeting of the M.C. whose decision shall be final.
18. DISCLIPLINE
Club officials, players and parents represent the club both on and off the pitch and are expected to uphold the club’s reputation as a friendly, sporting and well-respected club dedicated to providing an enjoyable footballing experience to local youngsters. Any member who’s actions which occur a fine or disciplinary will be asked to attend a M.C meeting (under 18’s must have a parent/carer present) to explain their actions and maybe liable for the fine incurred. A member failing to pay a fine will be suspended from playing/attending until it is paid.
All players, parents, spectators and club officials are expected to act in accordance with the Football Associations recommended Codes of Practice adopted by the club.
19. CHANGES TO THE RULES
These rules may be changed by the Management Committee to comply with statutory obligations, and following an amendment carried at an AGM or EGM.
, 20. MATCH DAYS
Individual teams will be responsible on match days for the following requirements: -
· Putting up/taking down goal posts
· Marking out the pitches
· Refreshments
· Washing kit
· Cleaning changing rooms
21. PRESENTATION EVENING
There will be an annual presentation evening at the end of each season held at a venue decided by the committee.