2. OBJECTIVE   

The objective of the Club shall be to provide opportunity and facilities for the youth of Woodbridge and the surrounding area to play football. 

This Constitution (the Club Rules) forms a binding agreement between each member of the Club.

Club Name
Objective
Status of Constitution
Rules and Regulations
Club Membership
Annual Membership Fee
Resignations and Expulsions
Club Committee
Annual and Special General Meetings
Club Teams
Club Finances
Dissolution
Child Protection
General
Club Discipline and Complaints

4. RULES AND REGULATIONS

(a) The Club shall have the status of an Affiliated Member Club of The Football Association by virtue of its affiliation to The Football Association. The Rules and Regulations of The Football Association Limited, 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.

(b) The Club will abide by The Football Association's Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and Anti-Discrimination Policy.

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 Membership 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. 

(e) Each member shall be expected to contribute to the club by assisting in raising funds as and when required.

6. ANNUAL MEMBERSHIP FEE  Back to top 

(a) An annual membership fee payable by each member shall be determined from time to time by the Club Committee. Any fee shall be payable on a successful application for membership and annually by each member. 

(b) 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. 

(c) The annual membership fee of Club Officers and Club Committee members shall be a reduced nominal fee of £ 1.00. 

(d) All annual fees will be due to the Membership Secretary. Failure to do so will result in members being unable to play for the club until payment has been received. However this payment can be paid in three instalments over the season if necessary at the committees discretion.

7. RESIGNATIONS AND EXPULSION  Back to top

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

(b) 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. 

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

8. CLUB COMMITTEE  Back to top

(a) Meetings will be held as often as is deemed necessary by the Club Committee. 

(b) The Club Committee shall consist of the following Club Officers: President, Chairperson, Vice Chairperson, Treasurer, Secretary, Membership Secretary, Child Protection Officer, Schools Liaison Officer and Minutes Secretary, plus, one representative from the management of each team, elected at an Annual General Meeting. 

(c) Each Club Officer and Club Committee Member 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 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 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 Chairperson or in their absence the Vice Chairperson. 

(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 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. 

(f) 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. 

(g) Committee members who fail to attend three meetings per season will retire from the committee.

(h) To complement to the activities of the Club Committee, an Executive Committee consisting of the President, Club Chairman, Vice Chairman, Secretary, Treasurer, and two other representatives, representing the management of all Club teams, shall be responsible for future policy and forward planning at the Club.

(i) Meetings of the Executive Committee will be held as often as is deemed necessary by the Executive Committee.

(j) Decisions of the Executive Committee shall be made by a simple majority of those attending the Executive Committee meeting. The Chairperson of the Executive Committee meeting shall have a casting vote in the event of a tie.

(k) Meetings of the Executive Committee shall be chaired by the Club Chairperson or in their absence the Vice Chairman.  Decisions of the Executive Committee shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.

 

9. ANNUAL AND SPECIAL GENERAL MEETINGS  Back to top

(a) An Annual General Meeting (AGM) shall be held no later than 14th July in each year to: 

(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

(iv) Elect the members of the Executive Committee bi-annually

(v) Consider motions of which due notice has been given

(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 Secretary not less than 21 days before the Meeting 

(c) 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 six 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. 

(d) The Secretary shall send to each committee member at their last known address written notice of the date of a General Meeting together with the resolutions to be proposed at least 14 days before the Meeting. 

(e) The quorum for a General Meeting shall be ten. 

(f) The Chairperson, or in their absence a member selected by the Club Committee, shall take the chair. At Annual General Meetings, a bare majority shall decide the issue. At Special General Meetings, a majority of two thirds will decide the issue. Each member present shall have one vote. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote. 

(g) 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  Back to top 

• At its first meeting following each AGM, the Club Committee shall appoint a Club member to be responsible for each of the Club's football teams. The appointed members shall be responsible for managing the affairs of the team. The appointed members shall present to the Club Committee at its last meeting prior to an AGM a written report on the activities of the team. These teams shall be divided by age and relevant league into which the team is entered.

• All kit and equipment is to be the property of the club. Each team when it reaches age sections U9, U11, U13, U15 will be entitled to receive a new home strip paid for out of the club's general fund. Each team will also support the clubs general fundraising activities with an aim of raising £250 per team.

11. CLUB FINANCES   Back to top

(a) A bank account shall be maintained in the name of the Club (the Club Account). Two designated account signatories shall be named from the Club Officers (the Club Chairperson, Vice Chairperson, the Club Secretary, the Treasurer and Minutes Secretary. No sum shall be drawn from the Club Account except by cheque signed by two of the 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) The financial year of the club shall close on 31st May and a statement of accounts shall be produced by the Treasurer and presented to the appointed auditors. This account shall then be placed before the Annual General Meeting. 

(f) All managers must submit to the Treasurer a monthly expenses sheet per calendar month. 

(g) All expenditure upwards of £20.00 must be agreed at a committee meeting or if necessary by the Chairman and Secretary 

(h) Match fees and training fees will be decided by the Committee. As from the 2001/2002 season, fees shall be a £1.50 match fee / training fee

12. DISSOLUTION   Back to top

(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.

13 CHILD PROTECTION   Back to top

Woodbridge Town Youths Football Club believes all children and young people have a right to be safe and to be treated with dignity and respect. The Club will implement and abide by the Child Protection guidelines issued by the Football Association in its publication "Child Protection Procedures and Practices Handbook - November 2000".

The FA. Child Protection Policy Statement Every child or young person who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from abuse. This is the responsibility of every adult involved in football. The Football Association recognises its responsibility to safeguard the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. It is determined to meet its obligation to ensure that those clubs and organisations providing football opportunities for children and young people do so, to the highest possible standard of care. (Appendix 1 The Football Association Regulation) These procedures apply to anyone in football whether in a paid or voluntary capacity. For example, volunteers in clubs, referees, club officials, helpers on club tours, football coaches and medical staff. The Football Association will consider, having taken advice, whether anyone who has a previous criminal conviction or caution for offences related to the abuse of children or young people, violence or any sexual offences should be excluded from working with children and young people. This position is re-enforced by U.K. legislation and guidance. 

15. CLUB DISCIPLINE AND COMPLAINTS PROCEDURE  Back to top

In the event that any member feels that he or she has suffered discrimination in any way, or that the Club Policies, Rules or Code of Conduct have been broken, the following procedures will apply.

(a). They should report the matter to the Club Secretary or another member of the Committee. The report should include: 

i. Details of what, when, and where the occurrence took place. 

ii. Any witness statement and names. 

iii. Names of any others who have been treated in a similar way. 

iv. Details of any former complaints made about the incident, date, when and to whom made. 

v. A preference for a solution to the incident.

(b). The Club's Management Committee will sit for any hearings that are requested.

(c). The Club's Management Committee will have the power to: 

i. Warn as to future conduct 

ii. Suspend from membership 

iii. Remove from membership

Any person found to have broken the Club's Policies or Codes of Conduct.

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