THE RESPONSIBLE
FOOTBALL CLUB CONSTITUTION & GOVERNING RULES
1. NAME
The club shall be called HAWKESMILL 87 FOOTBALL CLUB. (The club)
2. Objectives
The objectives of the club shall be to encourage development
and enjoyment in all aspects of football & to arrange association football
matches & social activities for its members
3. EQUITY
The club is committed to providing all
members with equal opportunities irrespective of race, gender, creed or any
other condition not relevant to the performance of the club
4. STATUS OF RULES
These rules (the
club rules) form a binding agreement between each member of the club
5. RULES & REGULATIONS
a)The
club shall have the status of an Affiliated Member club of the Football
Association. The rules & regulations of the Football Association & its
parent Association (Birmingham County F.A) & any league or competition to
which the club is affiliated for the time being shall be deemed to be
incorporated into the club rules
b)No alteration to the Club Rules
shall be effective without prior notice written approval by the parent
Association
c)The club will also abide by the
Football Association's Child Protection Policies &Procedures, Codes of conduct & Equal
Opportunities & Anti- Discrimination Policy
6. CLUB MEMBERSHIP
a) The members of the club shall be
those persons listed in the register of members (the Membership Register) which
shall be maintained by the club secretary & childprotection officer. The register will be
updated with new member's details at every club monthly meeting, where it is
the responsibility of every team manager to declare any changes
b) In the event of a member resignation or expulsion,
his or her name shall be removed from the Membership Register
c)The football Association & parent County Association
(Birmingham County F.
A) Shall be given access to the
Membership Register on demand.
7. RESIGNATION & EXPULSION
a)A member shall
cease to be a member of the club if , & from the date on whichhe/she gives notice to the club committee
of their resignation
b)The club committee
shall have the power to expel a member when, in their opinion, it would not be
in the interests of the club for them to remain a member. There shall be NO Appeal procedures
c)A member who
resigns or is expelled shall not be entitled to claim any, or share of any of
the club property .All equipment provided by the club or any such equipment
purchased through the raising of individual team funds MUST be returned to the club
8. CLUB COMMITTEE
a)To ensure that the club rules are
adhered to, a committee shall be elected.
b)The
club committee shall consist of the following club officers: Chairperson,
secretary, Treasurer, & child protection officer,
c)Each
club officer & club committee member shall hold office from the date of appointment until the next Annual General meeting unless resolved
at a special general
meeting. 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 an event of a tie
d) Decisions of the club committee of
meetings shall be entered into the minute book of the club to maintain by the secretary.
e)The club committee shall have the powers to elect new
members to fill vacancies that may arise before an annual meeting
f)
The
club committee shall have the powers to apply, act upon & enforce the rules
of the club & shall have jurisdiction over
all matters affecting the club, including any matters not covered by the rules of the club.
g)Each team must
attend the club's monthly meeting; any team that misses 3 consecutive meetings without an apology
will be subject to a punishment deemed suitable by the committee.
9. CHILD PROTECTION
Statement
Hawkesmill
87 is committed to creating and preserving the safest environment forchildren
to play football.
It is the duty of all club members, club
officials, team managers, coaches, parent helpers
and any individuals directly or indirectly involved with the club to safeguard the welfare of all children and young people
by protecting them from physical, sexual,or
emotional harm and from neglect or bullying.
Hawkesmill 87 accepts children's welfare is
paramount and all children, whatever their
age, culture, disability, gender or religious belief, have the right from
abuse.
All suspicions and allegations of abuse will
be taken seriously and responded to
swiftly and appropriately.
a)The club committee will appoint a
child protection officer, who will oversee ALL
matters concerning child protection within the club. The child protection
officer will also be responsible for implementing both the F.A child protection
policies & those of the club. All incidents arising will be reported to the
committee without delay (confidentiality will apply where applicable).
b)ALL new appointees to the club shall be
vetted by a sub-committee, which must contain the club's child protection
officer .(see rule 9c )
c)The following documents must be completed by prospective members prior to vetting
·Club application form (appendix 1)
·Volunteer reference forms (appendix 2, at least 2 must be
completed)
·Personal disclosure form (appendix 3)
The
following document must be
completed upon successful induction into the club
·Criminal records bureau disclosure
form (issued by
the club's child protection officer)
Copies
of the above forms to be retained by both the club child protection officer
& the club secretary.
d)NO prospective member will be vetted
for possible recruitment until all appropriate documentation has been received
& verified by the club child protection officer
e)All new members must agree prior to
appointment to undertake the appropriate level of training to maintain the club
standards
f)All coaches are expected as a
minimum requirement to attain the FA's level one badge
g)In conjunction with the F.A's child protection
policy , on NO account must
players names be listed alongside any photograph published .Failure to
comply with this ruling will force the club to take action to prohibit ant
future publication of photographs of all
representative teams at the club.
10. ANNUAL & SPECIAL GENERAL MEETINGS
a)An
annual general meeting (AGM) shall be held each year to:
·Report
the club's activities over the previous year
·Report
on the club's finances over the previous year
·Elect
new members of the committee
·Consider
any other business
b)Nominations
for election of club officers shall be made in writing by the proposer & seconded,
both of whom must be existing club members, to the club secretary not less than
14 days before the AGM.
c)A
special general meeting (SGM) may be called at any time by the committee &
shall be called within 21 days of the receipt by the club secretary of a requisition
in writing signed by not less than THREE
members stating the purposes for which the meeting is required & the resolutions
proposed.
d)The
secretary of the club shall notify each member of the club of the date of the
general meeting together with the relevant Agenda(s) at least 14 days before
the meeting.
e)The
chairperson, or in their absence member selected by the club committee, shall
take the chair. Each represented team per age group has one vote &
resolutions shall be passed by a simple majority. However, no committee member
may vote on a motion directly appertaining to him/her .In the event of a tie
the chairperson of the meeting shall have a casting vote.
f)The
club secretary, or in their absence a member of the club committee, shall enter
minutes of all meetings into the minute book of the club.
11. CLUB TEAMS
a)The club committee shall elect new
team managers/coaches to their posts
b)Team manager will be completely
responsible for the running, discipline & selection of their teams
c)If there are 2 teams of the same age
group,then the manager of the higher team(1st team) shall have the
choice of players from that age group.
d)It is the duty of ALL team managers,
to report any disciplinary matters to the committee at the earliest possible
meeting
e)Persons that become liable for fines
imposed on them by the Birmingham County F.A, or any responsible body, shall be
responsible for the payment of any such fines. The club will accept NO responsibility for the
payment of the fines. The club's secretary will co- ordinate the response to
any fine with the relevant team manager, failure on the managers behalf to pay
any fine in full will result in an internal suspension of that team for a
period of time to be decided by the club's committee or until said fine/s are
paid in full
f)All
team managers must ensure all of their player's parents or guardians have
completed the CLUB PARENTAL CONSENT
& MEDICAL FORM (appendix 4). Each team manager will keep these
forms with copy being held by the club protection officer
g)No player shall be transferred to
another club, until he/she has discharged their financial liabilities to the
club, & that all equipment , including kit, has been handed back to the
club
h)All team managers shall keep a
record of games each player has played for the club. The club secretary shall
be required to inspect these records. As & when deemed necessary
i)All
players' subscriptions shall be the responsibility of each parents/guardians.
j)Upon
the signing of a new player it is the responsibility of the team manager to
forward all the completed relevant documentation (appendices 4, 6 & 7) to
the club child protection officer at the earliest opportunity.
k)It is the responsibility of the team
manager to arrange the allocation of a pitch for his team
l)The
official club colours will be YELLOW
& BLACK (any combination allowed).
m)All team managers must ensure all relevant match fees are paid at each club meeting. Failure to
comply with this rule will result in any de-faulting team being suspended until
outstanding fees are paid in full.
12. CODES OF CONDUCT
a)Hawkesmill 87 football club expect
anyone associated with the club to abide by the rules of the club, as listed
herein & of those attached in the following codes of conduct.
·Code
of conduct for managers/coaches (appendix 5)
·Code
of conduct for players (appendix 6)
·Code
of conduct for parents (appendix 7)
·Code
of conduct for spectators (appendix 8)
·Training
costs agreement (appendix 9)
b)Any breach of these codes will be reviewed by
the club committee, which will suspend membership of the individual or their
child if deemed necessary.
c)The club totally opposes the
consumption of alcohol at the pitch-side or the immediate surrounding area’s at
any event whilst representing the club.
13. CLUB FINANCES
a)A
bank account shall be opened & maintained in the name of the club.
b)Two
name signatories will operate the account.
c)All
financial matters, shall be agreed by the club committee & dealt with by
the club treasurer.
d)The
club committee shall have the power to authorise the payment of remuneration
& expenses to any member of the club & to pay other person(s) for
services rendered to the club.
e)The
club treasurer shall keep a true record of all income & expenditure, &
shall present a copy of the club accounts, at the AGM.
f)The club committee, shall set a match fee that
they deem fit, to cover the running costs of the club.
g)Any
player (parents) who does not pay subs,will have 2 weeks to make sure that they
are paid, if not the committee will ask the managers not to play the players.
14. DISSOLUTION
a)A
resolution to dissolve the club shall only be proposed at a general
meeting& 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 & the members
of the committee shall be responsible for winding up of the assets &
liabilities of the club.
15. DATA PROTECTION POLICY STATEMENT
a)Hawkesmill
87 (forthwith identified as ‘The cub’) needs to collect and usecertain types of information
about members and their parent/carers in order to operate efficiently and
effectively. This personal data must be dealt with properly however it is
collected, recorder or used – whether on paper, in a computer, or recorded on
other material. The lawful and correct treatment of this personal data is very
important in maintaining confidence with those with whom we deal, internally
and externally.
b)The club is committed to the
principles and practices of data protection as laid out in the data protection
act 1998, subordinate and related legislation and codes of practice and other
official guidance.
c)This policy will be achieved through
appropriate management, and the strict application of criteria and controls. All
persons having access to such material will follow good data protection
practice and must handle data responsibly.
16. OBTAINING AND USE – FAIR
PROCESSING CODE
a)The
persons supplying personal data to be held by the club must be made aware of
the purposes for which it is to be used. Only personal data that is really
needed should be obtained. Where the club seeks personal data, they should
ensure that the person for whom the information is requested known’s the
purpose for which the information is required, including any non-obvious but
possible use (for example as part of promotional material or as a feature on
the club website.
b)Records will
be maintained by the club secretary & /or the child protectionofficer.
c)Access
to personal data will be restricted to Authorised individuals nominated by the
club. It follows that authorised individuals using information provided by the
club can only do so in connection with their work with the club. Such
individuals will have been subject to the clubs vetting systems and will have a
responsibility to ensure that the information is retained and used
appropriately. No disclosure of personal data must be made to another party
without the express authority of the clubs committee.
17. ACCURACY OF INFORMATION
a)Responsibility
of all persons who receives or holds information to ensure, so far as it is
possible, that is accurate, valid and p to date. Where it appears that the
information may b inaccurate, the matter must be reported and rectified as soon
as possible. This is of particular importance wheninformation
is shared with other agencies i.e. local council, league of F.A.
b)The
data protection act requires that personal data shall not be kept for longer
than is necessary for its purpose. Therefore cancellations of membership,
amendments and deletions should be carried out as a matter of priority.
Particular attention should be paid to ensure that data held on persons no
longer with the club are expunged at the first available opportunity.
18. INDIVIDUAL RIGHTS
a)The
act gives all data subjects certain legal rights. These rights in some
circumstances are enforceable by the court system.
b)Data
subjects have the right to know what data is held about them and to see the data
in intelligible form. Any such request should be addressed to the clubs child
protection officer and must be responded too as soon as reasonably practicable.
19. LIABILITIES
a)Each individual having access to
personal data is personally liable if they act outside of this policy without
consent of the club.
Failure to comply with this policy
or relevant legislation could result in criminal, civil or internal
disciplinary action. Criminal, civil or disciplinary action may lead to
imprisonment, fine or other punishment.
Personal data processed by the club
must only be collected, stored or used for its stated purpose.
