Rotherham Town JFC

Club Constitution

1. Name of the Club

  1. The Club shall be called Rotherham Town JFC (The Club)

 

2. Affiliation

  1. The club shall be affiliated to the Sheffield and Hallamshire Football Association and to the Sheffield and District Junior Football League (SDJFL).
  2. Membership of the SDJFL and other local leagues will be decided and voted upon at the AGM every year.

 

3. Objectives

  1. The club shall encourage and facilitate the playing of football by as many boys and girls possible from the age of 6, preferably living in and around Rotherham. Through the club it is hoped to promote a spirit of competitive sportsmanship and friendship in all those concerned with the Club.

4. Status of Rules

  1. The rules (the Club rules) form a binding agreement between each member of the Club.

 

5. Rules and Regulations

  1. The club shall have the status of an affiliated member of the Football Association by virtue of its affiliation. The rules and regulations of the Football Association Limited and parent County Football Association and any League or Competition to which the Club is affiliated for the time being shall be deemed to be incorporated into the rules of the Club.          
  2. The club will abide by the Football Associations Child Protection Policies and Procedures, codes of conduct and the Equal Opportunities and Anti-Discrimination Policy.

 

6. Club Membership

  1. The members of the Club from time to time shall be those persons listed in the register of members (The Membership Register), which shall be maintained by the Secretary.
  2. To ensure the interests of all players with the club are represented one parent / guardian per registered player will be deemed to be a member of the club.
  3. Any other persons who wish to be a member must apply on the Membership Application Form and deliver it to the club.
  4. In the event of a member’s resignation, deregistration or expulsion, his or her name shall be removed from the Membership Register.
  5. The Football Association and parent County Association shall be given access to the Membership Register on demand.

7. Player Registration

  1. Players registered to Rotherham Town for the current playing season must not play for any other Sheffield and Hallamshire FA affiliated team playing in the Sheffield and District Junior Sunday League.
  2. Approaches from other clubs, Academy or School of Excellence teams should be reported to the Team Manager, and the Club Secretary/Chairman.
  3. All applications to be released from the Club must be made through the Club Secretary and will need to be approved by the Sheffield and District Junior Sunday League Secretary.
  4. Rotherham Town takes seriously the behaviour of its players, on and off the pitch. Club members who persistently transgress the rules or spirit of the game and club could be the subject of a disciplinary hearing at the discretion of the committee. The club reserves the right to impose any penalties it sees fit including possible expulsion from the club.

 

8.  Annual Subscription Fee

  1. An Annual Registration fee payable by each member shall be determined from time to time by the Club Committee and 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.
  2. 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. This will normally take the form of a monthly subscription fee.

 

9. Resignation and Expulsion.

  1. A member shall cease to be a member of the club if, and from the date which, he/she gives notice to their team manager of their resignation. A member whose annual membership fee or further subscriptions is more than three months in arrears shall be deemed to have resigned.
  2. The Club Committee shall have the power to expel a member (be it player, parent or volunteer) when, in their opinion it would not remain in the interests of the Club for them to remain a member. There shall be no appeal procedures.
  3. A member who resigns or is expelled shall not be entitled to claim any, or any share of the Club property.

 

10. Club teams

  1. At the AGM the Club Committee shall appoint a Club Member to be responsible for each of the Club’s football teams. The appointed members shall be responsible for managing the affairs of the team.

 

11. Club Committee

  1. The Club shall consist of at least 4 elected officials: The Chairperson, Secretary, Treasurer and Child Protection Officer. Plus, up to one member from each age group, elected at an Annual General Meeting.
  2. Each Club Officer and Club Committee Member shall hold office from the date of appointment to the next Annual General Meeting unless otherwise resolved at a Special General Meeting.
  3. One person may hold no more than two positions of Club Officer at any one time.
  4. The Club Committee shall be responsible for the management of all the affairs of the Club.
  5. Decisions of the Club Committee shall be made by a simple majority of those attending.
  6. The Chairperson shall have the casting vote in a tie. Meetings of the Committee shall be chaired by the Chairperson or in their absence the Secretary.
  7. The quorum for the transaction of business of the Club Committee is five.
  8. Decisions of the Club Committee at meetings shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.
  9. Any member of the Club Committee may call a meeting of the Committee by giving no less than seven days notice to all members of the Club Committee.
  10. The club Committee shall hold at least one meeting per month.
  11. An outgoing member of the Club Committee may be re-elected to the same position. 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.
  12. Save as provided for in the Rules and Regulations of the Football Association and the County Association to which the Club is affiliated, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.

 

12. Annual and Special General Meetings.

  1. An Annual General Meeting (AGM) shall be held no later than 1st June in each year. The purpose of this shall be to:
    1. Receive a report of the activities of the Club over the previous years. This shall include a report from each of the age group managers.
    2. Receive a report of the Club’s finances over the previous year.
    3. Elect the members of the Club Committee
    4. Consider any other business.
  2. Nominations for the 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. Notice of any resolution to be proposed at the AGM shall be given in writing to the Club Secretary not less than 7 days before the meeting.
  3. A Special General Meeting (SGM) may be called at any time by the 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 purpose for which the meeting is required and the resolution proposed. Business at an SGM may be any business that may be transacted at an AGM.
  4. The Secretary shall send to each member at their last known address written notice of the date of the AGM or any SGM’s together with the resolutions to be proposed at least 14 days before the meeting.
  5. The quorum for a General meeting will be six.
  6. The chairperson, or in their absence a member selected by the Club Committee, shall take the chair. Each age group present shall have one vote and resolutions shall be passed by a simple majority. If more than one member represents an age group then the views of the majority should be vote for with the age group vote. In the event of an equality of votes the Chairperson of the meeting shall have the casting vote.
  7. 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.

 

13. Club Finances

  1. A bank account shall be held and maintained in the name of the Club (the Club account). Designated signatories shall be the Club Chairperson, the Club Secretary and the Treasurer. No sum shall be drawn from the Club 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.
  2. The income and assets of the Club (the Club Property) shall be applied only in furtherance of the objectives of the club.
  3. The Club Committee shall have power to authorise the payment of expenses to any member of the Club and to any other person or persons for services rendered to the Club.
  4. The Club may provide sporting and related social activities, sporting equipment, coaching, courses, insurance cover, and other benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
  5. The Club may also in connection with the sports purposes of the Club:
    1. Sell and supply food, drink and related sports clothing and equipment;
    2. 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;
    3. Pay for reasonable hospitality for visiting teams and guests; and
    4. Indemnify the Club Committee and members acting properly in the course of the running of the Club against liability incurred in the proper running of the Club (but only to the extent of its assets)
  6. 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
  7. The Club shall prepare an Annual Financial Statement, which shall be independently audited by some one who is competent and approved by the committee.

 

14. Equipment and Facilities

    1. Playing and Training facilities are not the property of the Club. ALL people present at these venues are expected to treat facilities with respect. Any damage caused to facilities being used, which are not as a direct result of supervised training/playing, will be the responsibility of the offender.
    2. Equipment belonging to the Club must be afforded the same respect. Any damage caused to equipment and kit being used, which is not as a result of normal wear and tear, will be the responsibility of the offender.
    3. All kit supplied to players remains (unless otherwise specified) the property of the club.  As such kit supplied should only be worn for matches, presentations and other official club activities. Supplied kit should NOT be worn for training sessions.

 

15. Child Protection

  1. Rotherham Town JFC operates in accordance with the FA Child Protection Guidelines. A copy of the clubs policy is available to ALL parents. Anyone found to be in breach of this policy could be expelled from the Club and will be reported to the appropriate authorities.
  2. All managers and other club officials with regular contact with the children will be subject to the FA CRB disclosure process and will be registered with the Sheffield and Junior Sunday league.
  3. Parental Consent Forms will be distributed amongst all playing members under the age of 18 each year. All details must be completed and handed back to the manager of the age group.
  4. It is the guardian’s responsibility to ensure all emergency contact details on the Parental Consent Form are kept up to date.

 

16. Dissolution

  1. A resolution to dissolve the Club shall only be proposed at an AGM or SGM and shall be carried by a majority of at least three-quarters of the members present.
  2. 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.
  3. Any assets remaining after the discharge of the debts and liabilities of the Club shall be transferred to another Club for use by them for related community sports.

 

17. Data Protection Statement

  1. In order for the club to properly conduct its business and to ensure the safety of its players it will be necessary for officials of the club to hold data on its members, be this in paper or electronic format.
  2. Personal data record which relates to members will usually have been supplied by the filling out of application forms such as the parental consent to play football. In addition, officials may find it appropriate to hold passport type photo’s of players for use in registering players.
  3. Rotherham Town commits that any information held on its members will not be disclosed to third parties other than the FA and that data will be held in accordance with the data protection act.
Any official found to be in breach of the club rules on data protection will be subject to enquiry and possible exclusion from the club.

 

  

©2007 Rotherham Town JFC