Club Governance

The FA Charter Standard Club Programme Constitution and Club Rules

1)    Name

The Club shall be called BILLINGE JUNIORS FOOTBALL CLUB (BJFC).

2)    OBJECTS

The objects of the Club shall be to provide facilities, promote the game of Association Football to arrange matches and social activities for its members and community participation in the same.

3)    STATUS OF RULES

These rules (the “Club Rules”) form a binding agreement between each member of the Club.

4)    RULES AND REGULATIONS

(a)   The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate, use their best endeavors to ensure that others conduct themselves so that the business and affairs of the Club are carried out in accordance with the Rules and Regulations of The Football Association Limited (“The FA”), County Football Association to which the Club is affiliated (“Parent County Association”) and Competitions in which the Club participates, for the time being in force.

(b)  No alteration to the Club Rules shall be effective without prior written approval by the Parent County Association. The FA and the Parent County Association reserve the right to approve any proposed changes to the Club Rules.

(c)   The Club will also abide by The FA’s Child Protection Policies and Procedures, Codes of Conduct and the Equality Policy as shall be in place.

(d)   The Club will also abide by the rules of any League it participates in which may be in addition to those stated in point 4.

5)    CLUB MEMBERSHIP

(a)   The members of the Club (the members are defined as Committee member, team manager, player and by association parent/guardian of players) from time to time shall be those persons listed in the register of members (the “Membership Register”) which shall be maintained by the Club 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 discretion of the Club Committee and granted in accordance with the anti-discrimination and equality policies which are in place. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure also in force. 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 FA and Parent County Association shall be given access to the membership Register on demand.

6)    ANNUAL MEMBERSHIP FEE(S)

(a)  An annual fee may be payable by each member and shall be determined from time to time by the Club Committee at a set level. This will be set at a level that will not pose a significant obstacle to community participation. Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable.

(b)  The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objectives of the Club.

7)    Resignation and Expulsion

(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 his/her written resignation (either e-mail or letter). A member whose annual membership fee or further subscription is more than two months in arrears shall be deemed to have resigned.

(b)  The Club Committee shall have the power to expel a member when, in its opinion, it would not be in the interests of the Club for them to remain a member. An appeal against such a decision may be made to the Club Committee in accordance with the Complaints Procedure.

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

8)    Club Committee

(a)   The Club Committee shall consist of the following Club Officers: Chairperson, Treasurer, Secretary and Club Welfare Officer. The committee will also include other members as the club committee sees fit to full fill the purposes required to enhance the club. The extra committee members will not total more than five other members, elected at an Annual General Meeting.

(b)  Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next Annual General Meeting (AGM) unless otherwise resolved at an Extraordinary General Meeting (EGM). 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 Chairman or in their absence the Secretary. The quorum for the transaction of business of the Club Committee shall be three.

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

(d)  Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year.

(e)  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 the remaining Club Committee members.

(f)  Objections may be raised against any proposed re-election of a nominee and/or any nomination received for election of a nominee to the Club Committee with good justification and evidence based proof. Objections raised at the Annual General Meeting, shall be considered by the previous Club Committee members (unless the objection is against a current Club Committee member up for re-election and they will then be excluded from any decision making process) within 14 days of the objection being raised and the nominee informed of the objection raised. The nominee may respond to the objection within the said 14 days and an Extraordinary General Meeting convened within a 21 day period to discuss the objection and a decision made as to whether to uphold or elect the nominated or re-elected nominee. This decision will be passed by one vote per team and Club Committee member.

(g)  Save as provided for in the Rules and Regulations of The FA, the Parent County Association and any applicable Competition, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules

(h)  The position of a Club Officer shall be vacated if such person is subject to a decision of The FA that such person be suspended from holding office or from taking part in any football activity relating to the administration or management of a football club.

9)    Annual and Extraordinary General Meetings (AGM/EGM)

(a)  An AGM shall be held 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)   Consider any other business.

(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 14 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 14 days before the meeting.

(c)  An EGM may be called at any time by the Club 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 five members stating the purposes for which the Meeting is required and the resolutions proposed. Business at an EGM may be any business that may be transacted at an AGM.

(d)  The Secretary shall send to each member at their last known address (either residential or email address) written notice of the date of a General Meeting (whether an AGM or an EGM) together with the resolutions to be proposed at least 14 days before the meeting.

(e)  The quorum for a General Meeting shall be: no less than two thirds of the members

(f)  The Chairperson, or in their absence a member selected by the Club Committee, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. 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

(a)  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 Team Manager”). 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 of the activities of the team. Failure to provide the report will result in the Club Committee not accepting a team manager’s registration form for the following season.

(b)  During the season determined by the FA and Parent County Association, no Club team or member will poach, use, coerce or approach another teams members (at the same age group) to play for them until that member has formally resigned (in writing to the Club Committee) from that team within Billinge Juniors Football Club. No Club member will make contact with any other Club during the playing season to discuss moving to that Club without first letting a member of Billinge Junior FC Committee know of their intention. Any team manager found guilty of this act will be subject to disciplinary procedures by the Club Committee.

(c)  The Committee will accept new players (members) into the Club up to and including the 31 March annually subject to a valid player registration form and registration fee. Any team manager deemed to be utilising a new player without this documentation or payment of the registration fee will be subject to disciplinary procedures by the Club Committee and could result in expulsion from the associated league and Club.

(d)  The Committee will accept temporary registrations for new players who are trialling for the Club. Trials may be conducted throughout the football season and close season and will NOT be validated until a temporary registration has been completed and accepted by the Club Committee. This will not supersede the Club registration process as described in Rule 10 (c).

(e)  Team Managers will uphold the Club Rules and the FA Code of Conduct and all other regulatory and compliance rules at all times. Failure to uphold these will be subject to disciplinary procedures by the Club.

(f)  Team managers and assistants will be appropriately qualified in accordance with the FA rules, Parent County Association rules and League rules as appropriate. No team manager or assistant will have managerial responsibility for players until such qualifications are gained. These qualifications are subject to renewal in accordance with the Club’s Charter Standard status and MUST be in place prior to the start of any football season or before the person can take up the position accordingly.

(g)  All communication from Team Managers to team players will be done via the parent or guardian of that team player and/or with that player’s parent or guardian being present NOT directly with the player.

(h)  The use of social media tools will not be allowed by individual teams unless under the guardianship and governance of the Club. Any team in breach of this rule will be expelled without further notice or appeal by the Club. Any Club members referencing the Club or its members on social media sites whether in name or pertaining to their position within the Club will be subject to prosecution by the Club and expelled with immediate effect and without appeal.

(i)  Election of a new team at any age group will be subject to a Club vote by current members: one vote per team and one vote per committee member other than the Chair who will remain impartial. A new team will be voted in at an 80% majority. Where the vote is split, the Chair will have the casting vote.

(j)  Election of new team managers and or assistants to teams shall be subject to Club Committee interview and approval before taking up appointment.

(k)  Equipment assigned by the Club or purchased by a team via the team subscription shall be entered on to the Club’s equipment register and will be deemed the property of the Club. All equipment purchased MUST be kite mark approved and meet the safety standards as outlined by the FA and Parent County Association. All equipment will be subject to audit.

(l)  Should a team decide to leave the Club or fold at any stage of the season, the team will submit to the Club a financial breakdown of financial incomings and outgoings for them team for that season. On receipt of that financial breakdown, the Club will scrutinise any team funds remaining and those funds will be subject to redistribution by the Club to any creditors (parents, sponsors, etc) who have a legitimate claim to those funds based on a pro-rated redistribution in accordance to funds credited by that creditor. The Club will act as an independent body in overseeing and carrying out this process and will exonerate the team officials from any responsibility in this regard.

11)    Club Finances

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

(b)  The Club Property shall be applied only in furtherance of the objects of the Club. The distribution of profits or proceeds arising from the sale of Club Property to members is prohibited.

(c)  The Club Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club (although a Club shall not remunerate a member for playing) and to any other person or persons for services rendered to the Club.

(d)  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.

(e)  The Club may also in connection with the sports purposes of the Club:

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

        (ii)   Employ members (although not for playing) and remunerate them for providing goods and services, on fair terms set by the Club Committee without the person concerned being present.

        (iii)   Pay for reasonable hospitality for visiting teams and guests.

        (iv)   Indemnify the Club 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).

(f)  The Club shall keep accounting records for recording the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, at any time, the financial position, including the assets and liabilities of the Club. The Club must retain its accounting records for a minimum of six years.

(g)  The Club shall prepare an annual “Financial Statement”, in such format as shall be available from The FA from time to time. The Financial Statement shall be verified by an independent, appropriately qualified accountant and shall be approved by members at a General Meeting. A copy of any Financial Statement shall, on demand, be forwarded to The FA.

(h)  The Club shall be subject to an independent financial audit annually and the financial year would commence as at 1 st August annually.

(i)  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 (“the Custodians”), who shall deal with the Club Property as directed by decisions of the Club Committee and entry in the Minute Book shall be conclusive evidence of such a decision.

(j)  The Custodians shall be appointed by the Club in a General Meeting and shall hold office until death or resignation unless removed by a resolution passed at a General Meeting.

(k)  On their removal or resignation a Custodian shall execute a Conveyance in such form as is published by The FA from time to time to a newly elected Custodian or the existing Custodians as directed by the Club Committee. The Club shall, on request, make a copy of any Conveyance available to The FA. On the death of a Custodian, any Club Property vested in them shall vest automatically in the surviving Custodians. If there is only one surviving Custodian, an EGM shall be convened as soon as possible to appoint another Custodian.

(l)  The Custodians shall be entitled to an indemnity out of the Club Property for all expenses and other liabilities reasonably incurred by them in carrying out their duties.

12)    Dissolution

(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 another Club, a Competition, the Parent County Association or The FA for use by them for related community sports.

 

Signed on behalf of the club

Mark Cowan

Chairman