West Hallam Junior Football Club 

 

Appendix 1: Constitution

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1. Name and Affiliation

The name of the Club is West Hallam Junior Football Club. The Club is affiliated to Derbyshire Football Association.

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2. Club Purposes

The purposes of the Club are to provide and promote the amateur sport of football in West Hallam and District and to encourage community participation in the same.

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A number of policies have been adopted to support the club purposes in line with the Football Association Best Practice Guidelines.  The club has:

• A documented Code of Conduct (Appendix 2)

• A documented Equity Policy and Disability Statement (Appendix 3)

• A documented Safeguarding Policy (Appendix 4)

• A documented Goalpost Safety Guidelines (Appendix 5)

• A documented Disciplinary and Complaints Policy (Appendix 6)

• A documented Recruitment and Selection of Volunteers Policy and Procedures (Appendix 7)

Click on the Appendix to view the relevant document.

 

3. Permitted means of advancing the Purposes

The Committee has the power to:

1. acquire and provide grounds, equipment, coaching, training and playing facilities, clubhouse, transport, medical and related facilities;

2. provide coaching, training, medical  treatment, and related social and other facilities;

3. take out any insurance for club, employees, contractors, players, guests and third parties;

4. raise funds by appeals, subscriptions, loans and charges;

5. borrow money and give security for the same, and open bank accounts;

6. buy, lease or licence property and sell, let or otherwise dispose of the same;

7. make grants and loans and give guarantees and provide other benefits;

8. set aside funds for special purposes or as reserves;

9. invest funds in any lawful manner;

10. employ and engage staff and others and provide services;

11. co-operate with or affiliate to firstly any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies;

12. do all other things reasonably necessary to advance the purposes.

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None of the above powers may be used other than to advance the purposes consistently with the Rules below and the general law.

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4. Club Colours 

The Club Colours are:

Home - Yellow Shirts and Royal Blue shorts and socks.

Away – White Shirts with Navy or Royal Blue shorts and socks

 

Kits are to be ordered through the clubs official club representative who will use an approved supplier. Managers must not source their own kits or have different styles from those approved by the club.

 

5. Club Status

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.

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6. Club Structure

1. The Club shall include Junior teams at all ages between Under 9’s and under 18 (subject to the requisite number of players for a team at each age); should there be additional players at any such age group, then additional teams may be added;

2. A Development Squad shall be run for ages between Under 6 and Under 8, on a non-competitive basis as guided by the Football Association requirements for such ages; the format of the Development Squad (and the ages included therein) to be reviewed from time to time;

3. Up to two teams shall be permitted to play under the West Hallam Junior Football Club name in Senior leagues, provided always that priority for pitches and other club resources shall rest with the Junior teams in preference to the senior teams where there is conflict;

4. Subject to the availability of an appropriate Under 21 league, up to two Under 21 teams shall be permitted to play under the West Hallam Junior Football Club name, provided always that priority for pitches and other club resources shall rest with the Junior teams in preference to the U21 teams where there is conflict;

5. Notwithstanding the above, the Committee (as determined by clause 11) may withdraw permission for any team to use the West Hallam Junior Football Club name where the Committee deems it appropriate, in line with clause 7(c).

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 7. Membership

1. Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.  However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

2. The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

3. The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute.  Appeal against refusal or removal may be made to the members.

 

8. All General Meetings (GM)

1. All members may attend all general meetings of the Club in person.

2. Such meetings need 21 clear days’ written notice to members.

3. The quorum for all general meetings is 5 committee members or half of the total membership.

4. The Chair or (in his or her absence) another member chosen at the meeting shall preside.

5. Except as otherwise provided in these Rules every resolution shall be decided by a simple majority of the votes cast on a show of hands.

6. Formalities in connection with General Meetings (such as how to put down resolutions) shall be decided by the Committee and publicised to Club members.

 

9. Annual General Meetings (AGM)

The Club will hold an AGM once in every calendar year and not more than 15 months after the last AGM.   

At every AGM:

1. The Members will elect a Committee (see clause 11 below) including a Chair, Vice Chair, Treasurer, Child Welfare Officer. A Club Secretary and ONE Secretary for each League in which the Club participates (the Officers) and other roles as deemed necessary from time to time to serve until the next AGM;

2. The Treasurer will produce accounts of the Club for the latest financial year audited as the Committee shall decide;

3. The Committee will present a report on the Club's activities since the previous AGM;

4. The Members will appoint a suitable person to audit the accounts; and

5. The Members will discuss and vote on any resolution (whether about policy or to change these Rules) and deal with any other business put to the meeting.

6. Extraordinary General Meetings (EGM)

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An EGM shall be called by the Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than 5 members signed by them.  Such EGM shall be held on not less than 14 or more than 21 days’ notice at a place decided upon by the Committee or in default by the Chair.​

 

10. The Committee

(A) Role: 

Subject to these rules, the Committee shall have responsibility for the management of the Club, its funds, property and affairs.

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(B) Property:

1. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the club.

2. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

3. The Club may also in connection with the sports purposes of the Club:

(a) Sell and supply food, drink and related sports clothing and equipment;

(b) Employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present;

(c) Pay for reasonable hospitality for visiting teams and guests;

(d) Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

   4. The Committee will have due regard to the law on disability discrimination and child protection.

 

(C) Composition:

1. The Committee shall consist of at least five and not more than thirty members (including Officers).

2. The Committee members may co-opt club members (up to the maximum of five) to serve until the end of the next AGM.

3. Any Committee member may be re-elected or re-co-opted without limit.

4. A Committee member ceases to be such if he or she ceases to be a member of the Club, resigns by written notice, or is removed by the Committee for good cause after the Member concerned has been given the chance of putting his/her case to the Committee with an appeal to the Club members, or is removed by club members at a general meeting.  The Committee shall fairly decide time limits and formalities for these steps.

 

(D) Committee Meetings:

1. Whenever a Committee member has a personal interest in a matter to be discussed he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum  for that agenda item and withdraw during the vote and have no vote on the matter concerned.

2. The Committee may decide its own way of operating.  Unless it otherwise resolves the following rules apply:

   1. At least five members must be present for the meeting to be valid;

   2. Committee meetings shall be held face to face;

   3. The Chair or whoever else those present choose shall chair meetings;

   4. Decisions shall be by simple majority of those committee members voting;

   5. A resolution in writing signed by every Committee member shall be valid without a meeting;

   6. The chair of the meeting shall have a casting vote.

 

(E) Delegation:

The Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers; the extent to which it can commit the funds of the Club; its membership; its duty to report back to the Committee.  The Committee may wind up any sub-committee at any time or to change its mandate and operating terms.

 

(F) Disclosure:

Annual club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any Committee member.

 

(G) Managers’ Expenses:

1. Managers (and their assistants where appropriate) may make reasonable claims from the Club in respect of expenses incurred in performing their voluntary duties.

2. Allowable expenses include the following:

   1. Fuel costs, which shall be refunded at the rate of 45p per mile (or such value as permitted by the latest HMRC guidance) for travel to matches, training, committee meetings and other meetings for the benefit of the Club, provided the claim includes the relevant dates and times;

   2. Purchase of training or other equipment;

   3. Purchase of football boots or shin pads;

   4. Purchase of rain jackets, training top or similar clothing, with or without Club logo;

   5. Costs associated with providing refreshments (for sale or otherwise) at training or matches;

   6. A £6 weekly allowance (during the 39 weeks of the season from September to May)  applicable to Managers only to cover incidental costs such as text messages, phone calls, and postage;

   7. Any other costs as approved by the Treasurer.

3. Except for those amounts reclaimed under (a) above, all claims for repayment must be supported by valid receipt.

4. Expense claims must be made before the end of the season to which they relate: that is they must be presented to the Treasurer prior to the end of May of each season.

5. Notwithstanding sub-clause (iv), in the first year of application following the approval of this clause (G), managers may submit a claim covering the previous two years, provided that dates (for mileage) or receipts (for other costs) are supplied.

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11. Executive Committee (Amended June 2018 AGM).

The club will have an executive committee who will deal with club issues outside of the general committee meetings such as disciplinary hearings both internal and external, urgent club matters and the appointment of new managers and teams.

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This committee will consist of the chair, vice chair, treasurer, child welfare officer and the club secretary.  Any decisions made will be on a majority vote and a decision cannot be made with less than 3 members in attendance. 

 

12. Amendments

(a) These Rules may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the Club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in 12(b) has been followed) or winding up provisions.

(b)  The Club Purposes may be changed to include another eligible sport if the Committee unanimously agree and the members also agreed the change by a 75% majority of votes cast.

 

13. Winding up the Club

(a)  The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.

(b) The Committee will then be responsible for the orderly winding up of the Club’s affairs.

(c) After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

1. To another Club with similar sports purposes which is a registered charity and/or

2. To another Club with similar sports purposes which is a registered CASC and/or

3. To the Club’s governing body for use by them for related community sports.

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Adopted at an Extraordinary General Meeting held at Beech Lane, West Hallam on ­­­­­­­­­­­­­­­­13th July 2015 and amended on 30th May 2019.