CLUB CONSTITUTION 2011-2012

    1.        THE CLUB:

 

a)        The club shall be called Chatham Riverside Football Club.

b)       The object of the club is to provide association football for its members and such social and recreational pursuits as may be deemed desirable by the management committee and to provide the necessary facilities to progress to the senior section of the club.

c)        Players from the Youth teams will be encouraged to play for the senior section of the club and if the opportunity arises when the youth players do not have a game the senior section manager should try to include some of the youth team players in their squads, if appropriate.

d)       Club colours shall be: Shirts - Royal Blue/White stripes; Shorts - Royal Blue; Socks - Royal Blue

2.        STATUS OF RULES

These rules (the Club Rules) form a binding agreement between each member of the Club.

3.        RULES AND REGULATIONS

a)        The Club shall have the status of an Affiliated Member Club of The Kent County Football Association by virtue of its affiliation to/membership of The Football Association. The Rules and Regulations of The Football Association

b)       Limited and parent County Association and any League or Competition to which the Club is affiliated for the time being shall be deemed to be incorporated into the Club Rules.

c)        No alteration to the Club Rules shall be effective without prior written approval by the parent Association.

d)       The Club will abide by it’s Code of Conduct; Child Protection Policy;  Equal Opportunities and Anti- Discrimination Policy; Anti-Bullying Policy; Health and Safety Policy; Travel, Trips and Tournaments Policy; Recruitment and Selection of Volunteers Policy; and Complaints and Disciplinary Procedures.

e)        Each designated person in charge of a team plus nominated others who deal with a team on a regular basis shall possess a current CRB disclosure certificate and if deemed necessary an appropriate first aid qualification. If they are not already held, the club will fund the payment for each person

f)        The club will endeavour to fund the payment for unqualified designated persons to attend a registered Football Association coaching course. Once gained this person will be expected to remain with the club for a minimum of three years. If the person leaves the club before the end of this term they shall, at the management committee’s discretion, be asked to reimburse the club accordingly.

g)        All other rules contained in the relevant governing body’s handbook must be adhered to at all times.

4.       MANAGEMENT:

a)        A management committee shall govern the club and shall consist of:

·          Chairman, Vice Chairman, Club Secretary, Senior Team Secretary, Club Fixture Secretary, Club Treasurer (Maintaining separate accounts for both the youth and senior sections), Club Results Secretary, Club Welfare Officer, All other team managers

b)       The chairman and vice chairman shall remain in office for not less than 5 years unless otherwise agreed by them.  All other officers shall hold office from the date of appointment until the next Annual General Meeting unless otherwise resolved at a Special General Meeting. One person may hold no more than four positions of Club Officer at any time. The Club Committee shall be responsible for the management of all the affairs of the Club.

c)        Decisions of the Club Committee 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. Meetings of the Club Committee shall be chaired by the Chairman or in their absence the Club Secretary. The quorum for the transaction of business of the Club Committee shall be three.

d)       Decisions of the Club Committee of meetings shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.

e)        Any member of the Club Committee may call a meeting of the Club Committee by giving not less than 7 days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year.

f)        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 a 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.

g)        Save as provided for in the Rules and Regulations of The Football Association and the County Association to which the Club is affiliated, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.

5.   ANNUAL AND SPECIAL GENERAL MEETINGS:

a)        An Annual General Meeting shall be held at the end of each season before the second week of June to:

·          receive a report of the activities of the Club over the previous year

·          receive a report of the Club’s finances over the previous year

·          elect the members of the Club Committee

·          consider any other business

·          make any alterations to this constitution

b)       Notice of all items for discussion or any resolution to be proposed at the AGM shall be given in writing to the Club Secretary not less than 28 days before the Meeting.

c)        All paid up members over the age of sixteen are entitled to attend the AGM providing a minimum of 14 days notice is given to the secretary and they will be allowed a vote on proposals raised. Any member under the age of sixteen may nominate an adult representative to attend and vote on their behalf.

d)       Notice of the date of the AGM will be published a minimum of six weeks in advance.

e)        A Special General Meeting (SGM) may be called at any time by the 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 SGM may be any business that may be transacted at an AGM.

f)        The quorum for a General Meeting shall be four committee members.

g)        The Chairman, 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.

h)       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.

6.    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.  Election to membership shall be at the sole discretion of the Club Committee. 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.

d)       The Football Association and parent County Association shall be given access to the Membership Register on demand.

 

7.    SUBSCRIPTIONS/PAYMENTS:

a)        An annual fee payable by each member shall be discussed and reviewed annually by the Club Committee.  Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable.

b)       The Club Committee shall have the authority to levy further subscriptions as are reasonably necessary to fulfil the objectives of the Club.

c)        The subscriptions for the current season will be as follows:

·         Youth teams: £60.00  (£40.00 for a 2^nd or subsequent child)

·         Except: Under 8 team, which will be £30.00 per player and any 2^nd or subsequent player.                                                                                                                                                        

·         Senior teams: £25.00; plus £5 per match or £2.50 if a substitute

d)       Youth team players may pay in two instalments, the first payment of at least 50% of the annual fee must accompany the initial application to join the club and the second by the end of September. Any registrations made after 30^th September will require all the fee to be paid (Subject to conditions in 7h). No application will be accepted without the requisite fee. If any manager knows of any reason why any individual cannot achieve this they should let the committee know.  Anybody with payment problems should let their manager know and each case will be dealt with in the strictest confidence.

e)        Payments may be made to the relevant Manager who should then pass the money, in person, to the Chairman, Secretary or Treasurer who will issue a receipt to be returned to the payee as confirmation of payment. A copy of the receipt will be attached to the application form and a third will be kept by the Treasurer. Payment to the residence of either, Chairman, Secretary or Treasurer must be handed over in person and a receipt issued. No payments may be posted through the door. A receipt must be issued or the payment will not be acknowledged or validated.

f)        Senior players must pay when they register.

g)        If a player does not comply with the deadlines for subscription payments, he/she will be advised by the club that his registration will be suspended until such time that the payments are forthcoming.

h)       Any player owing more than 2 weeks match fees will not play until the amount due is paid in full.

i)         Youth players joining after 1 December and senior players joining after 1 January of the current season will only pay half the annual subscriptions.

j)         All youth players must, when signing, provide a copy of their birth certificate to be kept on file by the club secretary.  Failure to do so will result in the player’s registration being withheld until such time that the certificate or other proof of age is supplied.

k)       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 their resignation. A member whose annual membership fee or further subscription is more than 2 months in arrears shall be deemed to have resigned.

l)         The Club Committee shall have the power to expel a member when, in their opinion, it would not be in the interests of the Club for them to remain a member. There shall be no appeal procedures.

m)      A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the Club property.

n)       All qualified club referees shall be offered a fee of £10 for each game they officiate. This fee to be reviewed annually at the club AGM

8.    REGISTRATION/PLAYERS:

a)        Youth players must complete the registration form provided and supply 2 current passport photographs. No other photographs will be accepted. Incomplete or damaged/defaced forms will be returned, and the player’s registration may be delayed.

b)       Senior players must complete the registration forms and return them to the secretary, via their team manager for dispatch to the league.

c)        Player/Match records must be kept by each team manager for a period of one season and must be available for scrutiny to officers of the appropriate governing body on request. Copies to be submitted to the club secretary at the December and May meetings to ensure compliance of MNYL rule 8(x)

9.        CODE OF CONDUCT:

a)        All players, coaches, team managers, club officials, spectators, parents/carers and match officials will receive a copy of the Club Code of Conduct. Youth team players and their parents/carers will acknowledge it’s receipt by signing the membership application form. Players will not be allowed to play for the club until this form is returned to the Club Secretary.

b)       The management committee shall have the power to suspend or expel any player, parent/guardian or spectator deemed guilty of conduct prejudicial to the good name of the game or club, or conduct that is contrary to the code of conduct.

10.     CLUB FINANCES:

a)        A bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatories shall be the Club Chairperson, the Club Secretary and the Treasurer. No sum shall be drawn from the Club Account except by cheque signed by two of the three designated signatories. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.

b)       The income and assets of the Club (the Club Property) shall be applied only in furtherance of the objects of the Club.

c)        The Club Committee shall have power to authorise the payment of remuneration and expenses to any member of the Club and to any other person or persons for services rendered to the Club.

d)       The Club shall prepare an annual Financial Statement in such form as shall be published by The Football Association from time to time.

e)        A weekly record sheet of each player’s match fees, registration fees, training fees and any other monies collected to be completed by the manager and submitted at monthly intervals with the current covering sheet. This to be either at committee meetings or to the treasurer’s home within 7 days of the meeting.

f)        Any team expenditure that requires re-imbursement from the club, must be brought before the committee for authorisation before such purchases are made. This to include purchases made from monies already collected

g)        Official receipts for all monies received and/or require re-imbursement shall be authorised by the treasurer.

11.     FINES:

a)        If a player is cautioned or sent off:

·          He is responsible for paying the fine and any subsequent costs should an appeal be made.

·          The secretary will pass all notification of player’s fines to the relevant manager. It will then be the manager’s responsibility to have the forms signed and the fine sent to the relevant governing body.

·          The club may pay the fine initially, but the player will have 2 weeks to pay, from receipt of notification of fine by their manager.

·          Failure to pay the fine within 2 weeks of notification will result in that player being suspended from playing until the fine is paid. It will then be the manager’s responsibility to repay the fine and provide the treasurer with the money before the player can play again.

b)       If a manager, parent/guardian or spectator is reported to the relevant governing body and subsequently fined. That person will be liable for all payments. It is the manager’s responsibility for the behaviour of all players, parents/guardians and spectators and that they comply with the code of conduct.

c)        All managers are responsible for the repayment of fines imposed on their teams by the relevant governing body.

12.     RESULT CARDS

All youth team result cards to be delivered to the secretary by the evening of the match.  All senior team result cards to be posted to the address on the reverse

13.     END OF SEASON PRESENTATIONS:

a)        All players will receive an individual playing trophy

b)       A players’ player and runner up trophy will be awarded for each team. This will be based on the voting of all the players within the team.

c)        A Manager’s player of the year will be awarded for each team.

d)       Loyalty awards will be presented to players who have completed 5 years unbroken service for the club.

e)        A referee’s trophy will be presented to all club referees who have officiated at club games.

14.     DISSOLUTION:

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 transferred to the parent Association who shall determine how the assets shall be utilised for the benefit of the game.  Alternatively, such assets may be disposed of in such other manner as the members of the Club with the consent of the parent Association shall determine.