Dawlish United, Youth and Mini Soccer Football Club
Constitution
CONSTITUTION AND ASSOCIATED DOCUMENTATION
This Constitution forms the basis by which Dawlish United, Youth and Mini Soccer will operate. It is a working document and, where there is a conflict, takes precedent over any other associated publication. The Club publishes its Codes of Conduct and a separate ‘Rules of Dawlish United’, which are designed to compliment this Constitution. By registering a player with Dawlish United, Youth & Mini Soccer the parent(s)/Guardian(s) and registered individual accept and agree to abide by all of the above documents, a copy of which will be given as part of the ‘Welcome Pack’.
NAME
The Club will be affiliated to Devon County FA and will be called “Dawlish United, Youth and Mini Soccer Football Club”. The Club is a voluntary organisation with none of its members receiving remuneration other than legitimate expenses.
OBJECTIVE
The objective of the Club shall be to provide a safe environment for its members to play association and mini soccer regardless of ability and any other social and recreational pursuits as may be deemed desirable.
RULES
All members will be given a copy of the rules and codes of conduct on joining the club. As an affiliated member of the Football Association, the rules and regulations of the Football Association Ltd and the parent County Association and any League or Competition to which the club is affiliated shall be deemed to be incorporated into the clubs rules.
RULES (changes to)
The Club will issue a copy of the Rules of Dawlish United to each Member and Parent/Guardian as part of the Welcome Pack. These rules will be subject to change on an operational requirement basis, incorporating updates from the Parent Association where applicable. Changes to the rules can be made at the AGM where ANY member can propose such changes or additions. Any such proposed changes or additions must be submitted to the Club Secretary at least 4 weeks prior to the AGM to allow these proposals to be included in the Notice of AGM.
MEMBERSHIP
Membership of the club will form three separate tiers, (Associate Member, Full Member & Committee Member) the type of membership applied for or allocated will depend on several factors as follows. Annual Membership subscriptions will be decided at the AGM for the forthcoming season.
Associate Member.
This membership is awarded to the parents or guardians of all players of the mini and youth teams.
The membership shall be allocated from information gathered from the Dawlish United Registration, medical and general information sheet.
Associate members shall be entitled to a vote at the AGM and any EGM, which may be called under the clubs constitution.
Membership will cease when the player leaves the club or can be revoked by the Management committee in conjunction with the clubs constitution.
Full Member
Full membership of the club will be awarded to any person who in the view of the management committee will benefit the aims and goals of the club. The following will be seen as guidelines for selection.
1) From associate member.
a). Has been an associate member for at least 3 months.
b). Has requested in writing to be awarded full membership of the club which has been endorsed by the Manager of the team their child plays for.
c). Is prepared to undergo the clubs Child protection CRB check. At their expense.
d). Is prepared to participate in a membership selection meeting with members of the Core committee.
2) External of club.
a). A formal request in writing to the Secretary of the club endorsed by at least two full members and one member of the Management committee.
b) Is prepared to undergo the clubs Child protection CRB check at their expense.
c) Is prepared to participate in a membership selection meeting with members of the Core Committee.
Membership will cease on written resignation of membership to the Club Secretary, or can be removed in conjunction with the clubs constitution.
Full members are able to attend and vote on all Club AGM / EGM which may be called under the clubs constitution.
Full members are entitled to attend monthly committee meetings although they will have no voting rites on any proposals
Full members will be entitled to a quarterly newsletter, should it be published and will when available be entitled to a discount on club social activities. These discounts will be advertised in the newsletter.
Committee Member
This membership is mainly, but not strictly available to club team managers, trainers or others designated to the committee by the team managers and is subject to approval by the core committee. Each team is allowed to designate one person as the committee member for that team and it is this person who will represent the team at the monthly committee meetings.
Other persons may become members of the committee to fill vacant roles or positions within the club / committee.
Selection will be considered only when a request is made in writing the Secretary of the Club endorsed by the team manager stating the capacity in which the person is applying for.
OFFICERS
The Officers of the club shall consist of Chairman, Vice Chairman, Treasurer, Club Welfare Officer and Club Secretary. Other Officers may be elected on an annual basis to facilitate the functionality of the Club. This group will form the ‘Core Committee’. Where a President, Vice President or Active Vice President have been elected they will also form part of the Core Committee.
Officers are to be elected at the AGM. Existing Officers shall be eligible to become candidates for re-election without nomination. All other candidates for election as Officers shall be nominated to the Club Secretary no later than 14 day’s prior to the AGM. Names of candidates for election can be circulated with the notice of the AGM. In the event of there being no nomination in accordance with the foregoing for any office, nominations may be received at the AGM.
The Core Committee has the power to co-opt club representatives if insufficient nominations come forward at the AGM.
Nominations for ‘Active’ or ‘non Active’ Vice President can be made following the process above.
From time to time it may be necessary to replace or remove an existing Officer due to illness, resignation, or other reason. In the first instance the Core Committee may replace an Officer on a temporary basis until such time as an EGM can, to benefit the running of the club be arranged. Resignation of an Officer or Member should be made in writing but can also be accepted by action or deed. The interpretation of ‘action’ or ‘deed’ is at the discretion of the most senior Club Officer present or by a majority vote.
In extreme circumstances ‘Officers’ can be removed from post as a result of a ‘vote of no confidence’ at the AGM or an EGM. A majority vote of all balloted members present is required to enforce a ‘no confidence’ vote.
COMMITTEE
The club shall be controlled and managed by a Core Committee of the Officers and elected supernumeraries. The Committee shall meet monthly, and at such a meeting four shall form a Quorum. The committee shall have power to co-opt. The committee shall have power to cancel membership with the necessary consultation.
GENERAL MEETING
The Annual General Meeting, of which fourteen days notice must be given, shall be held before the end of June of each year. The date of this meeting maybe dictated by other sources, if not it should be held on or about the same date each year. A financial statement and other Officer’s reports shall be received. Two members not later than fourteen days prior to the meeting shall nominate all candidates for election as Officers in writing. Retiring Officers shall notify the club secretary if it is their intention to resign, otherwise they are automatically nominated to that office. An Extraordinary General Meeting may be called upon written request of eight or more members, of which fourteen day’s notice shall be given.
ALTERATIONS
Alterations to this constitution can be made at the AGM, or at an EGM if delaying the required alterations would have a detrimental impact on the functionality of the Club (at the discretion of the committee). All members must be issued notice of any intended alterations fourteen day’s before the AGM/EGM. Each ‘alteration’, by header, must be presented to the committee and members, and each alteration, by header, voted on.
FINES
The Club will not be responsible for paying fines when a player is cautioned or sent off. The Parent/Guardian must take responsibility of the fine. The parent/guardian will be informed in writing and given a period of 14 day’s to make the payment to the club. If the player or players manger feel that the fine is not justified they may appeal in writing to the Fines & Disciplinary Officer within 7 day’s of notification of the fine. Failure to pay outstanding fines will be dealt with through the committee at the next committee meeting after the 14-day period. Any decision made by the committee at this time will be final.
It will not be the clubs responsibility to automatically pay team fines (i.e. late results sheet, no referee mark, failure to for fill fixture and the like), but will be at the discretion of the core committee. Team managers may be requested in writing to justify and/or pay the fine.
DISCIPLINARY COMMITTEE
A body of any 3 current Club Officers (not including the Chairman) can form a disciplinary committee when required. It is this committee’s responsibility to sit in judgement of all disciplinary matters regarding the behaviour of the clubs players, managers/coaches and spectators. When involving youth or mini soccer players it is strongly recommended that the Club Welfare Officer be involved at the earliest opportunity.
FINANCE
A Book of Account shall be maintained and all money’s deposits and withdrawals on the club accounts shall be clearly identifiable. Accounts shall be prepared and presented for audit at least once per year. Any member of the Committee can, at any official meeting, ask to inspect the accounts and supporting documentation. Withdrawals from the club account shall be signed by two named officers as dictated by the account mandate. The addition of signatories is a matter for the committee to agree. The Treasurer is responsible for the maintenance and preparation of accounts prior to official audit or inspection. The treasurer may not be a signatory for the club with regards to cash withdrawal or transfer of club funds. The Club will operate two accounts; a general current account and a savings account.
DISSOLUTION
A resolution to dissolve the Club shall be proposed at a General Meeting and shall be carried by a majority of at least 75% of all members present. Members of the committee will be responsible for the winding up of the liabilities of the Club from the date of the resolution order. Any surplus funds remaining may be transferred to the parent association (Devon County FA) who shall determine how the assets shall be utilised to the benefit of the game or the Clubs members agree an alternative proposal for the distribution of the funds with the parent association then this proposal will be deemed granted and lawful.
CHILD PROTECTION
The Club insists that any person wishing to be actively involved with the Club will be required to be vetted/screened by the Club in accordance with its current Child Protection Policy. Any individual that fails to meet the requirement will not be permitted to work with any young person within the Club. The Club will ensure that all information in relation to the vetting/screening will be treated with the utmost confidentiality.
COMPLAINTS PROCEDURE
In the first instance ANY complaint regarding the Club, it’s members or the players must be made in writing to the Club Secretary. The Club Secretary will appoint the appropriate body of Officers to investigate the complaint. The complainant will receive confirmation of receipt of the complaint and be informed of the progress at each critical stage. Once the complaint has been addressed the complainant will receive written confirmation of the resolution. If necessary the complainant can appeal the findings but must do so in writing to the Club Chairman. The Club Chairman’s decision is final. Details of the Complaints Procedure can be found in the Rules of Dawlish United.
PLAYER REGISTRATION
The Club require ALL players to be registered in the correct manner as per the ‘Rules of Dawlish United’. The Clubs Registration form, Medical form and Next of Kin form must be completed and on file with the Club Secretary before any person can represent the Club in a competitive game or participate in training. These forms must be completed and returned before any player is covered by the Club Insurance.
CLUB INSURANCE
The Club Secretary will ensure that the Club has sufficient insurance cover for its core activities at all times. The Insurance document is a matter of Club record and is available for inspection, subject to adequate notice, by any member at an appropriate official meeting. Where exceptional insurance is required (i.e. events, tournaments etc.) It is the responsibility of each team manager to ensure the Club Secretary is notified of these events in good time in order to check and ensure the insurance aspects is covered.
Last update June 2007
