Constitution
Southwell City Club Constitution
1 Name
The club shall be called Southwell City
2 Objectives
The objectives 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 form a binding agreement between each member of the Club and 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 from time to time.
5 Club Memberships
(a) 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 Club Secretary.
(b) Membership of the Club shall be open to all interested in the pursuance of the furtherance of the objectives of the club whether as a playing or non-playing members. Members under the age of 18 years shall be junior members
(c) 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 from time to time. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register
(d) In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
(e) The FA and Parent County Association shall be given access to the Membership Register on demand.
6 Annual Membership Fee
(a) An annual 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.
(b) The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfill the objects 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 resignation. A member whose annual membership fee or further subscription is more than two (2) 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 in force from time to time.
(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 President and Vice Presidents
a) A President of the club may be appointed by the Executive Committee and the term of the office shall not exceed 3 years.
b) The role of the President is to be an active and enthusiastic figure head for the club; to represent the club at all levels and act as ambassador at all times; to act in an advisory capacity to the club as a whole.
c) The President may attend the Executive Committee but does not hold voting rights on that committee.
d) Vice Presidents may be elected by the Executive Committe and will hold office until the next AGM.
e) Vice Presidents have the same voting rights as members.
9 Officers of the Club and Club Executive Committee
(a) The Officers of the Club shall consist of the following:
Chairperson,
Vice Chairperson,
Treasurer,
Secretary
who be elected at an Annual General Meeting.
(b) Each Club Officer 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.
(c) The Club will be governed by an Executive Committee comprising the officers of the club and a number of co-opted members. The co-opted members will be decided by the Officers of the club at the first meeting of the Executive Committee after their election at the AGM and will serve until the next AGM.
The co-opted members must include a qualified Club Child Welfare Officer
(d) The Executive Committee shall be responsible for the management of all the affairs of the Club. Decisions of the Executive Committee shall be made by a simple majority of those attending the Executive Committee meeting The Chairperson of the Executive Committee meeting shall have a casting vote in the event of a tie. Meetings of the Executive Committee shall be chaired by the Chairman or in their absence the Club Vice Chairman. The quorum for the transaction of business of the Executive Committee shall be five.
(e) Decisions of the Executive Committee meetings shall be entered into the Minutes of the Club to be maintained by the Club Secretary.
(f) Any member of the Executive Committee may call a meeting of the Executive Committee by giving not less than seven days’ notice to all members of the Executive Committee. The Executive Committee shall hold not less than four meetings a year.
(g) An outgoing member of the Executive Committee may be re-elected. Any vacancy on the Executive Committee which arises between Annual
General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Executive Committee members and approved by a simple majority of the remaining Executive Committee members.
(h) Save as provided for in the Rules and Regulations of The FA, the
Parent County Association and any applicable Competition, the Executive
Committee shall have the power to decide all questions and disputes
arising in respect of any issue concerning the Club Rules.
(i) 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.
j) A Executive Committee member with a financial interest in a particular decision shall withdraw from the meeting while the rest of the Committee reach agreement over how the matter should properly be managed’
10 Sub-Committees
a) The Executive Committee shall appoint two sub-committees, to be known as the ‘Senior Section Committee’ and the ‘Junior Section’ Committee. The purpose of these two committees will be the detailed management of the senior and junior teams within the club.
b) The Section sub-committees will report back to the Executive Committee via minutes.
c) The Executive Committee have the right to over turn a decision of a sub-committee if the clubs interests would be compromised or the other section adversely affected by that decision.
d) the Executive Committee will have the power to create further Sections of the club if deemed necessary. Each will a managed by a sub-committee.
e) the constitution of each of the sub-committees will be determined by the Executive Committee.
f) The Executive Committee may establish further sub-committees for any specific issue or event that they deem necessary. Any such sub-committee shall report to the Executive Committee. .
g) Decisions of the Sub-Committees shall be made by a simple majority of those attending the sub-Committee meeting The Chairperson of the sub-Committee meeting shall have a casting vote in the event of a tie. Meetings of the sub-Committee shall be chaired by the Chairman of the sub-committee or in their absence the Vice Chairman. The quorum for the transaction of business of the sub-Committee shall be three.
h) A sub-committee member with a financial interest in a particular decision shall withdraw from the meeting while the rest of the Committee reach agreement over how the matter should properly be managed’
11 Annual and Extraordinary General Meetings
(a) An AGM shall be held in July each year to:
(j) 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 Executive 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 21 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 21 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 give 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: 10
(f) The Chairperson, or in their absence a member selected by the Club Committee, shall take the chair.
(g) Each Senior club member present shall have one vote. Junior members would not be entitled to vote.
(h) 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
(i)The Club Secretary, or in their absence a member of the Executive Committee, shall take Minutes of General Meetings.
12 Teams Managers
(a) The Executive Committee will be responsible for appointing a club member to be responsible for each of the Club’s football teams.
(b) The appointed members shall be responsible for managing the affairs of the team.
(c) The appointed members shall present to the Executive Committee at its last meeting prior to an AGM a written report of the activities of the team.
(d) The appointed member will attend the meeting of the appropriate Section Committee to report on the activities of the team.
13 Club Finances
(a) A bank account shall be opened and maintained in the name of the Club
(the “Club Account”).
(b) The club Financial year shall run from the 1st June through until the 31st May.
(c) 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.
(d) The Senior and Junior Sector committees may have separate bank accounts to the Club Account. The rules for operating these bank accounts will be determined by the Executive Committee.
(e) 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.
(f) The Executive 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.
(g) 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.
(h) 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. This will be done in accordance with current Licencing Laws pertaining, and within the hours and conditions permitted by the Certificate of Registration issue to the club.
(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 Executive 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).
(i) 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.
(j) 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 General Meeting. A copy of any Financial Statement shall, on demand, be forwarded to The FA.
(k) The Club Property, other than the Club Account, shall be vested in not less than two and no more than four Trustees, one of whom shall be the Treasurer (“the Trustees”), who shall deal with the Club Property as directed by decisions of the Executive Committee and entry in the Minutes shall be conclusive evidence of such a decision.
(l) The Trustees 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.
(m)On their removal or resignation a Trustee shall execute a Conveyance in such form as is published by The FA from time to time to a newly elected Trustee or the existing Trustee as directed by the Executive Committee. The Club shall, on request, make a copy of any Conveyance available to The FA.
(n) On the death of a Trustee, any Club Property vested in them shall vest automatically in the surviving Trustee. If there is only one surviving Trustee, an EGM shall be convened as soon as possible to
appoint another Trustee.
(o) The Trustee 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.
14 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 Executive 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
1 Name
The club shall be called Southwell City
2 Objectives
The objectives 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 form a binding agreement between each member of the Club and 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 from time to time.
5 Club Memberships
(a) 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 Club Secretary.
(b) Membership of the Club shall be open to all interested in the pursuance of the furtherance of the objectives of the club whether as a playing or non-playing members. Members under the age of 18 years shall be junior members
(c) 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 from time to time. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register
(d) In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
(e) The FA and Parent County Association shall be given access to the Membership Register on demand.
6 Annual Membership Fee
(a) An annual 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.
(b) The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfill the objects 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 resignation. A member whose annual membership fee or further subscription is more than two (2) 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 in force from time to time.
(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 President and Vice Presidents
a) A President of the club may be appointed by the Executive Committee and the term of the office shall not exceed 3 years.
b) The role of the President is to be an active and enthusiastic figure head for the club; to represent the club at all levels and act as ambassador at all times; to act in an advisory capacity to the club as a whole.
c) The President may attend the Executive Committee but does not hold voting rights on that committee.
d) Vice Presidents may be elected by the Executive Committe and will hold office until the next AGM.
e) Vice Presidents have the same voting rights as members.
9 Officers of the Club and Club Executive Committee
(a) The Officers of the Club shall consist of the following:
Chairperson,
Vice Chairperson,
Treasurer,
Secretary
who be elected at an Annual General Meeting.
(b) Each Club Officer 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.
(c) The Club will be governed by an Executive Committee comprising the officers of the club and a number of co-opted members. The co-opted members will be decided by the Officers of the club at the first meeting of the Executive Committee after their election at the AGM and will serve until the next AGM.
The co-opted members must include a qualified Club Child Welfare Officer
(d) The Executive Committee shall be responsible for the management of all the affairs of the Club. Decisions of the Executive Committee shall be made by a simple majority of those attending the Executive Committee meeting The Chairperson of the Executive Committee meeting shall have a casting vote in the event of a tie. Meetings of the Executive Committee shall be chaired by the Chairman or in their absence the Club Vice Chairman. The quorum for the transaction of business of the Executive Committee shall be five.
(e) Decisions of the Executive Committee meetings shall be entered into the Minutes of the Club to be maintained by the Club Secretary.
(f) Any member of the Executive Committee may call a meeting of the Executive Committee by giving not less than seven days’ notice to all members of the Executive Committee. The Executive Committee shall hold not less than four meetings a year.
(g) An outgoing member of the Executive Committee may be re-elected. Any vacancy on the Executive Committee which arises between Annual
General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Executive Committee members and approved by a simple majority of the remaining Executive Committee members.
(h) Save as provided for in the Rules and Regulations of The FA, the
Parent County Association and any applicable Competition, the Executive
Committee shall have the power to decide all questions and disputes
arising in respect of any issue concerning the Club Rules.
(i) 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.
j) A Executive Committee member with a financial interest in a particular decision shall withdraw from the meeting while the rest of the Committee reach agreement over how the matter should properly be managed’
10 Sub-Committees
a) The Executive Committee shall appoint two sub-committees, to be known as the ‘Senior Section Committee’ and the ‘Junior Section’ Committee. The purpose of these two committees will be the detailed management of the senior and junior teams within the club.
b) The Section sub-committees will report back to the Executive Committee via minutes.
c) The Executive Committee have the right to over turn a decision of a sub-committee if the clubs interests would be compromised or the other section adversely affected by that decision.
d) the Executive Committee will have the power to create further Sections of the club if deemed necessary. Each will a managed by a sub-committee.
e) the constitution of each of the sub-committees will be determined by the Executive Committee.
f) The Executive Committee may establish further sub-committees for any specific issue or event that they deem necessary. Any such sub-committee shall report to the Executive Committee. .
g) Decisions of the Sub-Committees shall be made by a simple majority of those attending the sub-Committee meeting The Chairperson of the sub-Committee meeting shall have a casting vote in the event of a tie. Meetings of the sub-Committee shall be chaired by the Chairman of the sub-committee or in their absence the Vice Chairman. The quorum for the transaction of business of the sub-Committee shall be three.
h) A sub-committee member with a financial interest in a particular decision shall withdraw from the meeting while the rest of the Committee reach agreement over how the matter should properly be managed’
11 Annual and Extraordinary General Meetings
(a) An AGM shall be held in July each year to:
(j) 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 Executive 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 21 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 21 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 give 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: 10
(f) The Chairperson, or in their absence a member selected by the Club Committee, shall take the chair.
(g) Each Senior club member present shall have one vote. Junior members would not be entitled to vote.
(h) 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
(i)The Club Secretary, or in their absence a member of the Executive Committee, shall take Minutes of General Meetings.
12 Teams Managers
(a) The Executive Committee will be responsible for appointing a club member to be responsible for each of the Club’s football teams.
(b) The appointed members shall be responsible for managing the affairs of the team.
(c) The appointed members shall present to the Executive Committee at its last meeting prior to an AGM a written report of the activities of the team.
(d) The appointed member will attend the meeting of the appropriate Section Committee to report on the activities of the team.
13 Club Finances
(a) A bank account shall be opened and maintained in the name of the Club
(the “Club Account”).
(b) The club Financial year shall run from the 1st June through until the 31st May.
(c) 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.
(d) The Senior and Junior Sector committees may have separate bank accounts to the Club Account. The rules for operating these bank accounts will be determined by the Executive Committee.
(e) 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.
(f) The Executive 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.
(g) 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.
(h) 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. This will be done in accordance with current Licencing Laws pertaining, and within the hours and conditions permitted by the Certificate of Registration issue to the club.
(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 Executive 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).
(i) 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.
(j) 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 General Meeting. A copy of any Financial Statement shall, on demand, be forwarded to The FA.
(k) The Club Property, other than the Club Account, shall be vested in not less than two and no more than four Trustees, one of whom shall be the Treasurer (“the Trustees”), who shall deal with the Club Property as directed by decisions of the Executive Committee and entry in the Minutes shall be conclusive evidence of such a decision.
(l) The Trustees 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.
(m)On their removal or resignation a Trustee shall execute a Conveyance in such form as is published by The FA from time to time to a newly elected Trustee or the existing Trustee as directed by the Executive Committee. The Club shall, on request, make a copy of any Conveyance available to The FA.
(n) On the death of a Trustee, any Club Property vested in them shall vest automatically in the surviving Trustee. If there is only one surviving Trustee, an EGM shall be convened as soon as possible to
appoint another Trustee.
(o) The Trustee 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.
14 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 Executive 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
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