Club rules and constitution

2nd edition – 10/10/02

Contents

1. TITLE.
2. OBJECTIVES.
3. CONSTITUTION.
4. CLUB COMMITTEE.
5. RULES AND REGULATIONS.
6. ANNUAL AND SPECIAL GENERAL MEETING.
7. CLUB MEMBERSHIP.
8. ANNUAL MEMBERSHIP FEE.
9. CODE OF CONDUCT.
10. CHILD PROTECTION.
11. EQUAL OPPORTUNITIES POLICY.
12. DISCIPLINE.
13. RESIGNATION AND EXPULSION.
14. CLUB FINANCES.
15. SPONSORSHIP.
16. PAYMENT OF FINES.
17. DISPUTES.
18. RESPONSIBILITIES OF TEAM MANAGERS.
19. ANNUAL PRESENTATION.
20. DISSOLUTION.

APPENDIX 1: CODE OF CONDUCT.

APPENDIX 2: EQUAL OPPORTUNITIES POLICY.

APPENDIX 3: RESPONSIBILITY FOR PAYMENT OF FINES.

TITLE

The Club shall be called ‘Dynamos Junior F.C.’ (hereafter referred to as ‘the club’)

OBJECTIVES

The objects of the Club shall be to arrange association football matches and social activities for its members and associate members.

CONSTITUTION 

The football teams representing the club shall be comprised of children in age groups as follows;

• Young people whose 7th birthday falls on or after 1st September in the season (known as Under 7’s)
• Young people whose 8th birthday falls on or after 1st September in the season (known as Under 8’s)
• Young people whose 9th birthday falls on or after 1st September in the season (known as Under 9’s)

And so on up to

• Young people whose 18th birthday falls on or after 1st September in the season (known as Under 18’s)

The teams in each age group shall be run by a dedicated manager. More than one team can represent the club in each age group. Where there is more than one team in each age group allocation of players to each team shall be at the discretion of the manager(s). A separate manager should be appointed to run the second team in each age group.

Normally teams up to and including the under 12’s shall play in the East Berkshire 7 a side league and shall be bound by the rules and constitution of that league.

Normally teams from the under 13’s to the under 18’s shall play in the Bracknell and District boys league and shall be bound by the rules and constitution of that league.

Should a team manager wish to enter a team in a league other than these, then this shall be upon application to and with the permission of the club committee.

CLUB COMMITTEE

The club committee shall comprise of four officers as follows;

1) Chairman

2) Deputy chairman

3) Secretary

4) Treasurer.

Each Club Officer shall be elected at the club Annual General Meeting and shall hold office until the succeeding Annual General Meeting, unless otherwise agreed at Special General Meeting. No person may hold more than one position of Club Officer at any time. The Club Committee shall be responsible for the management of all the affairs of the Club. Decisions of the Club Committee shall be made by a simple majority of those attending Club Committee meetings. The Chairman 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 his absence, the Vice Chairman.

The quorum for the transaction of business of the Club Committee shall be three.

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

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.

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 Club Committee Members.

RULES AND REGULATIONS

The Club shall have the status of an Affiliated Member Club of The Football Association by virtue of its affiliation to/membership of The Football Association. The Rules and Regulations of the Football Association or any League or Competition to which the Club is affiliated, shall be deemed to be incorporated into the Club Rules.

The Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules, subject to the rules and regulations of affiliated leagues or the Football Association, which shall hold precedence.

ANNUAL AND SPECIAL GENERAL MEETING

At the Annual General Meeting (AGM) the following business shall be transacted;

1. The minutes of the last Annual General Meeting shall be confirmed
2. Receive a report of the activities of the Club over the previous year
3. Receive a report of the Club’s finances over the previous year
4. Elect the members of the Club Committee
5. Appoint team managers
6. Proposals for alteration of club rules and ratification of rules
7. Agree which team shall be entered in each league for the following year
8. Agree membership fees for the following year
9. Consider any other business

Nominations for election to 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. It will be assumed that current holders of the positions shall stand for re-election.

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

The quorum for a General Meeting shall be three club committee members and five other members. The General Meeting shall be chaired by the Club Chairman or in his absence the Vice Chairman.

Each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of any equality of votes the Chairman of the Meeting shall have a casting vote.

The Club Secretary, or in his absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club.

CLUB MEMBERSHIP

The Members of the Club shall comprise of the club committee and the team managers. The young people registered to play in each team shall be ‘associate members’. The register of members and associate members shall be maintained by the Club Secretary.

Club 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.

In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.

The Football Association or an Affiliated Association shall be given access to the Membership Register on demand.

ANNUAL MEMBERSHIP FEE

Annual fees are payable by associate members. The amount shall be determined at the AGM. Fees shall be payable by all players representing the club at all age groups.

The Club Committee shall have the authority to levy further subscriptions from the members or associate members as are reasonably necessary to fulfil the objects of the Club.

The fees shall cover the referees fees, club trophies (one presented to each player at the annual award, plus three additional trophies to each team for ‘managers player, players player, and most improved player), and fines incurred where agreed by the club committee.

Payment shall be made in full by the end of September in each football season, unless otherwise agreed in advance by the club committee.

CODE OF CONDUCT

A code of conduct for football, which incorporates codes for coaches/managers, players, team officials and parents/spectators is shown in appendix 1. All those associated with the club are expected to abide by this code.

Copies of this code shall be circulated by team managers to all parents of players in the club.

CHILD PROTECTION

All those associated with the club shall abide by the F.A guidelines on child protection as described in the F.A. document ‘Child Protection Procedures and Practices Handbook’. The key principles of the F.A policy are;

• The child’s welfare is, and must always be, the paramount consideration
• All children and young people have a right to be protected from abuse regardless of their age, gender, disability, culture, language, racial origin, religious beliefs or sexual identity.
• All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
• Any such instances shall be reported to the club child protection officer.

EQUAL OPPORTUNITIES POLICY

Dynamos JFC has an opportunities policy as detailed in appendix 2. All those associated with the club are expected to abide by this policy.

DISCIPLINE

In the event of a player, team official or parent/spectator disregarding the requirements of the code of conduct, then that team manager/coach shall advise those concerned of the unacceptability of any such behaviour. The club committee shall do the same if a team manager/coach is the transgressor.

Repeated or persistant transgression shall be dealt with by suspension from the team concerned and the club committee advised. If the behaviour then continues, then expulsion from the club under clause 9 can be considered by the club committee.

In more serious cases, such as child abuse, then expulsion can be considered as an earlier option.

RESIGNATION AND EXPULSION

A member shall cease to be a member of the Club if, and from the date on which, he or she gives notice to the Club Committee of his resignation. A player whose annual membership fee or further subscription is more than 2 months in arrears shall not be eligible to play for the club.

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 him or her to remain a member. There shall be no appeal procedures.

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

CLUB FINANCES

A bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatories shall be the Club Chairman, 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.

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

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

Application for expenses shall be made prior to that expense being incurred, otherwise payment will only be authorised by the committee in exceptional circumstances.

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

The Club Property, other than the Club Account, shall be vested in not less than two and no more than four custodians, one of whom shall be the Treasurer, who shall deal with the Club Property as directed by decisions of the Club Committee. Entry in the Minute Book shall be conclusive evidence of such a decision.

The Custodians shall normally be the current club committee unless otherwise appointed at the club Annual General Meeting.

Should a team hold a separate account, then that account shall not be in the name of Dynamos JFC.

SPONSORSHIP

Individual team mangers may obtain sponsorship from external sources for their teams either directly from the sponsor or through the club secretary. If applied for directly then the club secretary shall be informed of the approach. If sponsorship is successfully obtained, then payment shall be made to the club who will then make the money available to the team concerned. The team manager shall provide a full account of expenditure to the club treasurer 21 days before the AGM. Failure to do so will bar that manager from club membership.

PAYMENT OF FINES

A number of fines may be levied on the club as a result of various misdemeanours. Some of these items will be paid for by the club, others will have to be paid by the team manager responsible for incurring the fine. A list of responsibilities for payment is given in appendix 3. Normally the club will pay all fines in the first instance, but re-imbursement shall be provided by the team manager concerned to the club. All monies owing to the club shall be paid in full by the AGM. Failure to do so will bar that manager from club membership.

DISPUTES

Should any member of the club feel that they have cause to complain to any of the affiliated leagues then they should present their dispute to the club committee, who will if they are in agreement with the complaint will take up the matter through the club secretary. In this way the dispute can be conducted with the full backing of the club. If matters are not taken up through the club committee, then the club cannot guarantee to support the complaint.

RESPONSIBILITIES OF TEAM MANAGERS

Each team manager shall be responsible for the following activities;

1. Arrangement of fixtures
2. Arrangement of referees
3. Prompt return of correctly filled in results cards to the appropriate league
4. Conduct of the team members and parents under the code of conduct.
5. Registration of players
6. Management of team finances as described in sections 10 and 11
7. Selection of players for end of year trophies
8. Collection of consent forms
9. Collection of club membership fees from players

ANNUAL PRESENTATION

At the end of each season the club will arrange a event at which a presentation of a trophy shall be made to each player, together with additional trophies for mangers player, players player and most improved player.

The club committee shall organise the presentation ceremony and each team shall participate in that ceremony. The choice of trophies shall be at the discretion of the club committee.

DISSOLUTION

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.

The dissolution shall take effect from the date of the resolution and the members of the Club. The club Committee shall be responsible for the winding up of the assets and liabilities of the Club and disposing of any surplus assets remaining after the discharge of the debts and liabilities of the Club.

APPENDIX 1: CODE OF CONDUCT

A CODE OF CONDUCT FOR FOOTBALL

All those involved with club football at any level and whether as a player, match official, coach, or administrator, have a responsibility, above and beyond compliance with the law, to act according to the highest standards of integrity, and to ensure that the reputation of the game is, and remains, high.

Community

Football, at all levels, is a vital part of a community. Football will take into account community feeling when making decisions.

Equality

Football is opposed to discrimination of any form and will promote measures to prevent it, in whatever form, from being expressed.

Participants

Football recognises the sense of ownership felt by those who participate at all levels of the game. This includes those who play, those who coach or help in any way, and those who officiate, as well as administrators and supporters. Football is committed to appropriate consultation.

Young People

Football acknowledges the extent of its influence over young people and pledges to set a positive example.

Propriety

Football acknowledges that public confidence demands the highest standards of financial and administrative behaviour within the game, and will not tolerate corruption or improper practices.

Trust and Respect

Football will uphold a relationship of trust and respect between all involved in the game, whether they are individuals, clubs or other organisations.

Violence

Football rejects the use of violence of any nature by anyone involved in the game.

Fairness

Football is committed to fairness in its dealings with all involved in the game.

Integrity and Fair Play

Football is committed to the principle of playing to win consistent with Fair Play.

CODE OF CONDUCT FOR MANAGERS / COACHES

Coaches are key to the establishment of ethics in football. Their concept of ethics and their attitude directly affects the behaviour of players under their supervision. Coaches are, therefore, expected to pay particular care to the moral aspect of their conduct.

Coaches have to be aware that almost all of their everyday decisions and choices of actions, as well as strategic targets, have ethical implications. It is natural that winning constitutes a basic concern for coaches. This code is not intended to conflict with that. However, the code calls for coaches to disassociate themselves from a ‘win-at-all-costs’ attitude. Increased responsibility is requested from coaches involved in coaching young people. The health, safety, welfare and moral education of young people are a first priority, before the achievement or the reputation of the club, school, coach or parent.

Set out below is The F.A. Coaches Association Code of Conduct (which reflects the standards expressed by the National Coaching Foundation and the National Association of Sports Coaches) which forms the benchmark for all involved in coaching:

1. Coaches must respect the rights, dignity and worth of each and every person and treat each equally within the context of the sport.
2.  Coaches must place the well-being and safety of each player above all other considerations, including the development of performance.
3. Coaches must adhere to all guidelines laid down by governing bodies.
4. Coaches must develop an appropriate working relationship with each player based on mutual trust and respect.
5. Coaches must not exert undue influence to obtain personal benefit or reward.
6. Coaches must encourage and guide players to accept responsibility for their own behaviour and performance.
7. Coaches must ensure that the activities they direct or advocate are appropriate for the age, maturity, experience and ability of players.
8. Coaches should, at the outset, clarify with the players (and, where appropriate, parent) exactly what is expected of them and also what they are entitled to expect from their coach.
9. Coaches must co-operate fully with other specialists (e.g. other coaches, officials, sports scientists, doctors, physiotherapists) in the best interests of the player.
10. Coaches must always promote the positive aspects of the sport (e.g. fair play) and never condone violations of the Laws of the Game, behaviour contrary to the spirit of the Laws of the Game, or relevant rules and regulations or the use of prohibited substances or techniques.
11. Coaches must consistently display high standards of behaviour and appearance.
12. Coaches must not use or tolerate inappropriate language.

CODE OF CONDUCT FOR PLAYERS

Players are the most important people in the sport. Playing for the team, and for the team to win, is the most fundamental part of the game. But not winning at any cost — Fair Play and respect for all others in the game is fundamentally important.

The key concepts in the Code are valid for players at all levels.

Obligations towards the game

A player should

1. Make every effort to develop their own sporting abilities, in terms of skill, technique, tactics and stamina.
2. Give maximum effort and strive for the best possible performance during a game, even if his team is in a position where the desired result has already been achieved.
3. Set a positive example for others, particularly younger players and supporters.
4. Avoid all forms of gamesmanship and time-wasting.
5. Always have regard for the best interests of the game, including where publicly expressing an opinion on the game and any particular aspect of it, including others involved in the game.
6. Not use inappropriate language.

Obligations towards one’s own team

A player should:

1. Make every effort consistent with Fair Play and the Laws of the Game to help his own team win.
2. Resist any influence which might, or might be seen to, bring into question his commitment to the team winning.
3. Respect for the Laws of the Game and competition rules

A player should:

1. Know and abide by the Laws, rules and spirit of the game, and the competition rules
2. Accept success and failure, victory and defeat, equally.
3. Resist any temptation to take banned substances or use banned techniques.

Respect towards Opponents

A player should:

1. Treat opponents with due respect at all times, irrespective of the result of the game
2. Safeguard the physical fitness of opponents, avoid violence and rough play, and
3. help injured opponents.

Respect towards the Match Officials

A player should:

1. 1. Accept the decision of the Match Official without protest.
2. 2. Avoid words or actions which may mislead a Match Official.
3. 3. Show due respect towards Match Officials.

Respect towards Team Officials

A player should:

1. Abide by the instructions of their Coach and Team Officials, provided they do not contradict the spirit of this Code.
2. Show due respect towards the Team Officials of the opposition.

CODE OF CONDUCT FOR PARENTS / SPECTATORS

Parents / Spectators have a great influence on children’s enjoyment and success in football. All children play football because they first and foremost love the game — it’s fun. It is important to remember that however good a child becomes at football within your club it is important to reinforce the message to parents / spectators that positive encouragement will contribute to:

• Children enjoying football.
• A sense of personal achievement.
• Self-esteem.
• Improving the child’s skills and techniques.

A parent’s / spectator’s expectations and attitudes have a significant bearing on a child’s attitude towards:

• Other players.
• Officials.
• Coaches/Managers.
• Spectators.

Parents/spectators should always be positive and encouraging towards all of the children not just their own.

Parents/spectators should:

• Applaud the opposition as well as your own team.
• Avoid coaching the child during the game.
• Not shout and scream.
• Respect the referee’s decision.
• Give attention to each of the children involved in football not just the most talented.
• Give encouragement to everyone to participate in football..
  

APPENDIX 2: EQUAL OPPORTUNITIES POLICY

EQUAL OPPORTUNITIES POLICY FOR DYNAMOS JFC

Dynamos Football Club is committed to a policy of equal treatment of all members and players and requires all to abide and adhere to this general principle and the requirements of the Codes of Practice issued by the Equal Opportunities Commission and Commission for Racial Equality.

All members are expected to abide by the requirements of the Race Relations Act 1976, Sex Discrimination Act 1986 and Disability Discrimination Act 1995. Specifically discrimination is prohibited by:

• Treating any individual on grounds of gender, colour, marital status, race, nationality or ethnic or national origin, religion, sexual orientation or disability less favourably than others
• Expecting an individual solely on the grounds stated above to comply with requirement(s) for any reason whatsoever related to their membership, which are different from the requirements for others.
• Imposing on an individual requirements which are in effect more onerous on that individual than they are on others. For example, this would include applying a condition which makes it more difficult for members of a particular race or sex to comply than others not of that race or sex.
• Victimisation of an individual.
• Harassment of an individual, by virtue of discrimination.
• Any other act or omission of an act, which has as its effect the disadvantaging of a member against another, or others, purely on the above grounds. Thus, in all the Club’s recruitment, selection, promotion and training processes, as well as disciplinary matters, it is essential that merit, experience, skills and temperament are considered as objectively as possible.

Dynamos Football Club commits itself to the immediate investigation of any claims of discrimination on the above grounds and where such is found to be the case, a requirement that the practice cease forthwith, restitution of damage or loss (if necessary) and to the investigation of any member accused of discrimination.

Any member found guilty of discrimination will be instructed to desist forthwith. Since discrimination in its many forms is against the Football Club’s policy, any members offending will be dealt with under the disciplinary procedure.

The Football Club commits itself to the disabled person whenever possible and will treat such members, in aspects of their recruitment and membership, in exactly the same manner as other members. The difficulties of their disablement permitting assistance will be given, wherever possible to ensure that disabled members are helped in gaining access. Appropriate training will be made to such members who request it.

APPENDIX 3: RESPONSIBILITY FOR PAYMENT OF FINES

The following list has been compiled from the Bracknell and District Boys football league. Responsibility for payment of fines incurred from other leagues, or other sources, will be assessed by the Club Committee using similar principles.