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The Club shall be called West Exe Youth Football Club (hereinafter called the Club)
To provide the opportunity for young people in the West Exe area of Exeter aged 6 – 16 to play football in a structured environment.
The Club shall be affiliated to the Devon County Football Association and will follow any rules or codes of practice, in accordance with such association..
The Club shall be run by a committee of volunteers who shall be elected at the annual general meeting (AGM). From the new committee there shall be elected a Chairperson, Secretary and Treasurer. Each team within the Club must be represented on the committee. If the manager is unable to join the committee then he/she must nominate a person to take his/her place. All committee members are expected to attend all meetings, unless prior engagement or illness, and in the event of such an occurrence, the said person must inform the Secretary prior to the meeting. Seven members present at a committee including two officers of the Club shall constitute a quorum.
The Club Chairperson shall be elected each year at the AGM. He/she will chair all committee meetings. In his/her absence a chairperson shall be appointed from the committee for that one meeting. The Chairperson will have the casting vote if any is needed at a committee meeting.
The secretary shall be responsible for entering the Clubs teams in their relevant leagues and dealing with all correspondence concerning the Club. All dealings with the leagues must be done through the secretary or with his/her knowledge and prior agreement.
The treasurer shall administer the Clubs accounts. No sum shall be drawn from the Club account except by cheque and only when signed by the treasurer and counter signed by the secretary. All monies payable to the Club shall be received by the treasurer and deposited in the Club account. The treasurer shall produce a report at the AGM of the Clubs finances and also interim reports to each committee meeting he/she attends.
The AGM shall be held in July each year.
The agenda of the AGM shall consist of:
- A report of the activities of the club over the previous year
- A report of the clubs finances upto the 30th June that year
- Election of new committee and officers
- Playing and training subscriptions for the forthcoming season
- Any other business
An extraordinary meeting may be called at any time where the committee considers a need to address a Club policy matter or to elect/re elect a vacant officers position in the Club.
The number of teams representing the Club shall be decided at the AGM at the end of the previous season.
There shall be a named manager for each team. Before a new manager can be appointed he/she must attend either a committee meeting (if in mid season) or the AGM to meet the committee and answer any questi ons. Each manager will be responsible for the day to day running of his/her team, the teams discipline and the collection of all match and training subscriptions. Each manager will be responsible for keeping accurate records of monies collected on the forms provided and paying in all monies collected to the treasurer by cheque at each committee meeting. Each manager and relevant adults who will be in close contact with the players must agree to a Criminal Records Bureau being carried out on them.
It is an FA requirement that the Club keeps a record of all players. Each manager is responsible for providing the secretary with completed league and Club registration forms and Club medical form for all of his/her players, as soon as possible after the start of the season. Any additions or amendments must also be advised asap. Each manager will be expected to undertake coaching, first aid and child protection courses as necessary.
In the event of bad weather conditions prior to a game it is the managers responsibility to check with the relevant authorities that their pitch is playable. In the event that the match has to be cancelled it is the managers responsibility to inform the opposition manager, the referee, their own team and the Club secretary.
The Club shall appoint a named Child Protection Officer who must have attended the relevant FA courses. Each manager and relevant adults who will be in close contact with the players must agree to a Criminal Records Bureau check being carried out on them.
The Club shall have codes of conduct for coaches/managers, players and parents. A copy of each shall be given to each player and their parents/guardians via the Club handbook. The Club shall require a signature to the code of conduct acceptance form to confirm agreement and that the person concerned fully accepts the content. Signing of the Club registration form shall constitute acceptance of the code of conduct for both player and parent/guardian. The codes of conduct shall be reviewed annually and updated as necessary.
Each player must complete a Club medical form and return it to the team manager. The team manager must have a copy of the form available at all training sessions and matches that the player is involved in.
All matters, with the exception of serious disciplinary issues shall be handled by the team manager/coach. If there is a breach of discipline that the team manager is unable to deal with or a complaint is against the manager the Chairman shall convene a disciplinary committee consisting of him/herself and two other members of the committee to make the final decision. The Chairman will have the final say in any disciplinary matters (excepting when he/she is personally involved – in this case the committee shall appoint the disciplinary committee).
Any person/s connected to the Club deemed as bringing the Club into disrepute or damaging the good name and reputation of the Club will be suspended from their position pending a full investigation by a disciplinary committee comprising the Chairman and two other committee members not connected with the suspended persons team. There will be no right of appeal to the outcome of the hearing. Suspension shall not constitute automatic guilt of the circumstances being investigated.
All committee members will be given a copy of the constitution and will be required to read and sign the master copy thus agreeing to abide by it’s contents. The master copy will remain with the Club secretary. Once in place the constitution can only be amended by a formal proposition at the AGM or an EGM of a minimum of ten members including at least two officers. Any proposed changes must be in writing, signed and dated, to the secretary fourteen days prior to such meetings.
The Club shall be dissolved at any time at a special meeting called for the purpose at which at least 21 days notice in writing is given to all players and officials.
The resolution must be posted by a two thirds majority of those present. In the event of dissolution the committee shall be the body for the orderly winding up of the Clubs affairs.
After the satisfaction of all debts and liabilities the committee shall transfer any remaining funds to a charity decided by the committee. Any equipment may be given to other organisations having similar objects to that of the Club.
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