GLEBE FC CLUB CONSTITUTION 2017/18 1. Name a) The club shall be called Glebe Football Club (referred to as the club ). 2. Aim and Objectives a) The clubs overriding aim is to offer coaching, training and playing facilities to its members. The objectives are to raise playing standards and to increase participation through a structure that encourages best practice. The club has a policy of providing coaching to the highest standard maintaining the importance of fair play and sportsmanship at all times. To promote the FA codes of conduct to its members 3. Status a) This document replaces all previous versions of the club constitution and forms a contractual agreement between the club and its subscribing members 4. Affiliation a) The club is primarily affiliated to the London Football Association and also to Kent Football Association b) The clubs teams will be affiliated to football leagues according to club policy and following decision under the guidance of the clubs management committee(s). 5. Membership a) Membership is open to all in accordance with subscription and compliance with club rules. b) Only registered club members with current membership may play competitively, for Glebe Football Club teams, during the season. Page 1
c) Current membership is defined as those members that have paid monthly subscriptions fees by the due date each month for Junior and Youth sides. Senior sides do not necessarily pay monthly subs d) All new members must complete a club registration form, and will be entered into the register of members for that season. e) The register of members shall be kept by the club (membership) secretary, assisted by the Registrations Secretary. f) Membership will be dependent upon compliance with all relevant club codes of conduct. These will be made available to members on acceptance and must be signed for. g) Membership confers voting rights at AGM or EGM of one vote per member (junior members voting rights are transferred to one parent) h) Membership appeals or disputes should be submitted to the club chairman or secretary for consideration by the management committee. 6. Resignation and Expulsion a) Following resignation or expulsion from the club a members name will be removed from the register of members and they will no longer be eligible to play for Glebe Football Club. b) Resignation of a member can be accepted by any club officer (preferably the player s manager). c) Following resignation of a player the respective manager must inform the club secretary within seven days. Following resignation of a club officer the respective officer must inform either the secretary, chairman or an executive committee officer within seven days. d) On resignation or expulsion from the club all club property shall be returned to the respective team manager or the club secretary. e) No individual officer of the club may expel a player. The decision to expel a player or officer from the club can only be by unanimous decision following deliberation by the executive committee. f) Expulsion from the club can result from failure to comply with the clubs policies or codes of conduct and may not be solely due to the conduct of the player. Conduct and actions by others related to the player can also affect a player s membership status. g) Players that have resigned or been expelled from the club shall not be entitled to any claim or share of the club assets in the event of dissolution. h) Expulsions shall be notified in writing to the person concerned from the club secretary. i) Any appeal against expulsion must be received by the club chairman (or secretary) within fourteen days of the date of expulsion. Appeals shall be discussed, and decisions made, at the next executive committee meeting. Page 2
7. Fees a) Each member shall pay an annual membership fee determined by the management committee. Fees for the next season will be confirmed and ratified at the AGM of the current season. b) The non-refundable annual membership fee must be paid at submission of the player s registration document(s). c) Each member shall pay a monthly subscription fee determined by the management committee. Members can pay by bank transfer or give monies owed to their Manager each month. Subscriptions will be a payable either annually in full by the 1 st September, half yearly by 1 st September and 1st January or by monthly standing order on the first of each month. It is the member s responsibility to ensure that the standing order is paid to the Club each month and to notify the Club Treasurer if for any reason the standing order is not paid. Subscriptions are renewable annually. The subscription period covered is 1st September 31 st May. Monthly subscriptions fees are non-refundable. d) Any member whose monthly subscription fee is not received by the club by 15 th of the month will have their membership temporarily suspended at that date. Repeated failure of payment may lead to expulsion. Membership will re-commence when subscriptions are current. e) Any member who owes monies to the club at the end of May will not be invited to rejoin the club in the following season unless all outstanding fees are paid in full. (i.e. Annual membership fees, monthly subscriptions or any other monies like tour payments). f) In exceptional circumstances the management committee may consider temporary suspension of membership and monthly subscription fees not collected. For example, in cases where an injured player may be incapacitated for an extended period. This will apply for a period of one month at a time and will be reconsidered by the management committee at each subsequent meeting. g) Membership of Junior and Youth teams should comprise of at least seven (5v5) nine (7v7), 11 (9v9) registered and paying members. Eleven-a-side teams should have at least fourteen registered and paying members. 8. Club Officers a) The officers of the club shall be: The Chairman The Club Secretary Assistant Club Secretary Adult Teams General Secretaries The Treasurer, Junior, Youth and Senior football representatives Registrations Secretary Recruitment Officer Coaching Representative (Head of Coaching) Child Welfare Officer Page 3
Club Development Officer Communications and Marketing Officer Fixtures Secretaries Team Representatives Events Secretary Data Protection Officer First Aid Officer Grounds Manager Team Managers Team Administration Assistants b) All officers shall stand for a term of one year following election at the AGM. c) Individuals may hold more than one officer role within the club but only have one vote at committee. d) Officers may stand for re-election annually. e) Officer duties and responsibilities are formulated by the executive committee. Job descriptions shall be available from the club chairman or secretary on request. f) Should an officer resign, or be expelled, between AGM s a new officer may be temporarily elected by the executive or management committees until full election at the next AGM. g) Ex-officio members may be elected by the management or executive committees as required. h) Applications for elections to officer posts should be made to the club chairman or club secretary. 9. Club Committees a) The club shall be controlled by two central committees: a general management committee and an executive committee. b) Committee decisions shall be made by simple majority vote of those in attendance with each individual entitled to one vote c) Requests for an extraordinary meeting of either of the 2 main club committees can be made by any officer of the club to the club chairman or secretary when special issues and circumstances arrive. 9.1 Executive Committee a) The executive committee shall comprise of the following officers: The Chairman The Secretary Assistant Secretary The Treasurer, Recruitment Officer Page 4
Junior, Youth and Senior Football Representatives Experienced Manager from any age group Coaching Representative (Head of Coaching) Child Welfare Officer Club Development Officer Communications and Marketing Officer Special Executive Member with non specific responsibilities b) A quorum of this committee shall be four c) Meetings are held quarterly or by arrangement. d) One person present shall duly record proceedings. 9.2 General Management Committee a) The general management committee shall comprise of the following officers: The Chairman The Secretary Assistant Secretary The Treasurer Registrations Secretary Recruitment Officer Junior, Youth and Senior Football Representatives Coaching Representative (Head of Coaching) Child Welfare Officer Club Development Officer Communications and Marketing Officer Fixtures Secretary Events Secretary Data Protection Officer First Aid Officer Grounds Manager Team Managers Team Administration Assistants b) A quorum of this committee shall be seven non-executive officers and two executive members. c) Meetings are held quarterly or by arrangement d) One person present shall duly record proceedings. e) Officer roles that are shared by two or more people shall have only one representative present at meetings and have one vote. f) Each team shall be represented by a single member who may be proxy for the official representative of that team. Proxy representatives shall not be entitled to vote on decisional matters of the committee not posted in advance of the meeting. g) Proxy representatives do not comprise a part of the quorum of the committee. Page 5
h) Any team not represented at the General Management meetings for two consecutive meetings, will be asked to appear before the executive committee. i) Proxy votes are allowable on agenda items that have been distributed in advance. The club chairman or secretary must be informed of a voting proxy representative in advance of the meeting. 9.3 Ad-Hoc Committees a) The club has the power to appoint ad-hoc committees (e.g. a disciplinary committee, tournament committee) as necessary from time to time comprising of members of the executive and general management committees and other club members in accordance with the club rules. b) Structure and powers of any ad-hoc committees shall be in line with the general management and executive powers and duties as laid down in the club constitution. 10. Powers and Duties of Committee a) The property and assets of the club shall be vested in the Management Committee. The executive committee shall have the power to fill any vacancies arising in its membership between Annual General Meetings. b) The Management Committee shall have the power to fill any vacancies arising in its membership between Annual General Meetings. c) The club committees shall have jurisdiction over any matter not provided for in the club rules and have the power to decide all questions and disputes arising in respect of the club rules. 11. Annual General Meetings (AGM) a) An AGM shall be held each year to: i) Receive and approve reports of the clubs activities over the previous year. ii) Receive and approve a report of the clubs finances over the previous year iii) Receive new officers elected to the club committees iv) Receive and approve changes to the club constitution and any new or existing policies voted by those present. v) Consider any other business b) All current members of the club are entitled to attend the AGM. c) Twenty eight days notice must be given of an AGM to all members on the current register of members. d) Agenda and other relevant paperwork must be distributed at least 7 days in advance of meeting e) A quorum for an AGM shall be the club chairman, secretary and seven non-executive officers and two executive members. fthe Chairman s (or acting Chairman for any meeting) only voting right is to give a casting vote when required. Page 6
11. Extraordinary General Meetings a) Extraordinary general meetings may be convened by the executive or general management committee as deemed necessary upon the written request of at least seven members. b) Twenty one days notice must be given to current members. c) An EGM Quorum will be as per AGMs. 12. Club Finances a) Club accounts shall be opened in the name of Glebe Football Club. b) Books of club accounting records shall be kept by the club treasurer and be audited yearly. c) Accounting records must be kept for ten years. d) Official receipts for all monies shall be signed by the club treasurer. e) Signatories for club cheques shall be two of the following: Club treasurer Club chairman Club secretary f) The financial accounting period shall run from the 1 st July each year to 30 th June the following year. (e.g. 1/7/2017 30/6/2018) 13. Dissolution a) A resolution for dissolution of the club can only be passed at an AGM or EGM and must carry three quarters of the vote of those in attendance. b) Dissolution will take affect from that date and the remaining executive officers will be responsible for the completion of club business and responsibilities. c) Club assets and liabilities will be distributed between the current members as shown on the current register of members. Page 7