WARLINGHAM FOOTBALL CLUB
A section of
WARLINGHAM SPORTS CLUB
The Club shall be called the “Warlingham Football Club” and shall be affiliated to the Surrey County Football Association.
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.
The Officers shall consist of a Chairman, Vice Chairman, Hon. Secretary and Hon.
Treasurer, all of whom shall be elected at the Annual General Meeting.
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 endeavours 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"), Surrey County Football Association (SCFA) to which the Club is affiliated and Competitions in which the Club participates, for the time being in force.
(b) The Club will also abide by The FA's Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and Anti-Discrimination Policy as shall be in place from time to time.
(a) The Club shall be controlled by a General Committee consisting of the following Officers:
Joint Vice Chairman – (Chairman of Colts section)
Joint Vice Chairman – (Chairman of Adult section)
Treasurer – Football Club
Secretary – (Adults section)
Secretary – (Colts section)
Committee member (Adults section)
Committee member (Colts section)
Committee member (someone who crosses both Adult & Colts)
Plus five other as requirements dictate
All should be elected at the Annual General Meeting.
(b) The General Committee shall meet once per month and the proceedings at such meetings shall be duly recorded in a Minute Book. At meetings of the General Committee, six members shall form a quorum.
(c) Each Club Officer and General 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 General Committee shall be responsible for the management of all the affairs of the Club. Decisions of the General Committee shall be made by a simple majority of those attending the General Committee meeting.
(d) An outgoing member of the General Committee may be re-elected. Any vacancy on the General Committee, which arises between AGMs, shall be filled by a member proposed by one and seconded by another of the remaining General Committee members and approved by a simple majority of the remaining General Committee members.
(e) Save as provided for in the Rules and Regulations of The FA, the SCFA and any applicable Competition, the General Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.
(f) 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.
(g) The Chairperson, or in their absence a member selected by the General 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.
6. POWER OF COMMITTEE
(a) The General Committee shall have power to appoint such Sub-Committees as may from time to time be deemed necessary and shall receive reports of such Sub-Committees at its meetings.
(b) The General Committee shall have power to fill vacancies as may arise in its constitution between Annual General Meetings.
(c) The General Committee shall have power to suspend or expel any Member deemed guilty of conduct considered by the Committee to be to the detriment of the Club.
No Member shall be suspended or expelled without being first summoned before the Committee, and full opportunity afforded to him/her to advance a defence, nor unless a majority of at least two-thirds of the Committee, then present, vote for his/her suspension or expulsion. The decision of the Committee shall be final. Should the Member fail to appear before the Committee or give suitable reason for his non-appearance, his case can be dealt with by the Committee in his/her absence.
(d) 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.
(e) The General Committee shall have power to declare a seat vacant should a Member absent himself from three consecutive meetings without an explanation deemed satisfactory to the Committee.
7. CLUB MEMBERSHIP
(a) Membership shall be from 1st September to 31st August of the following year.
(b) 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/Chairman.
(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 General 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, all Club dues to that date must be paid. No transfer forms shall be completed by the Club until all dues are paid. His or her name shall be removed from the Membership Register.
(e) All fines and other expenses imposed upon the Club by the Football Associations pertaining to individual Members shall be reimbursed to the club by the offending members concerned, before they are allowed to make use of the Club or take part in its affairs.
(f) The FA and SCFA shall be given access to the Membership Register on demand.
8. ANNUAL MEMBERSHIP FEE
(a) The annual subscription to the Club and Match fees shall be determined at the AGM and be set at a level that will not pose a significant obstacle to community participation. The level of fees must also reflect any conditions as determined by the Sports Club Management Committee.
(b) The General Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objects of the Club.
(c) In the event of non-payment of outstanding subscriptions by 30th November or within 30 days of signing on, membership shall be deemed to be terminated by the Club. No Member in arrears shall be permitted to make use of the Club or take part in its affairs.
(d) A suspended Member shall remain liable to pay his subscription.
(e) Individual non-playing members subscriptions shall be no less than that required to become a member of the Sports Club.
(f) Family memberships will be permissible, the fees for which shall be determined at the Annual General Meeting and reflect any conditions re membership fees as determined by the Sports Club Management Committee.
9. ANNUAL GENERAL MEETING
(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; and
consider any other business.
(b) The AGM shall be held not later than 30th June in each year. The Hon. Secretary shall give fourteen clear days written notice of such a meeting to all members. Such written notice will be posted on the Club notice board.
(c) All nominations for Officers and General Committee to stand for election shall be forwarded to the Hon. Secretary in writing, to be received by Hon. Secretary at least seven days prior to the meeting. Nominations will only be taken at the meeting if no written application has been received. Every candidate for office shall be proposed and seconded by two Members entitled to vote. His/Her current subscription must have been paid.
(d) Notice of any motion for inclusion in the Agenda of the Annual General Meeting must be submitted in writing to the Hon. Secreatry, to be received by Hon. Secreatry at least seven days prior to the meetings.
(e) The Financial Statement , Hon Secretary’s report and Hon. Match Secretary’s report shall be received by the meeting which will also elect the Officers and General Committee by ballot, elect auditors and transact business in 9(d).
(f) A total of 15 members shall form a quorum at any AGM of the club.
10. CLUB TEAMS
After the AGM, the General 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. The appointed members shall present to the General Committee, at its last meeting prior to an AGM, a report of the activities of the team.
11. EXTRAORDINARY GENERAL MEETINGS
(a) An Extraordinary General Meeting (EGM) may be convened by the General Committee when deemed desirable and also upon written request of 25% of the 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.
(b) The Hon. Secretary shall give seven clear days written notice, to be posted on the Club Notice Board, of such a Meeting, at which 15 members shall form a quorum.
(a) A bank account shall be maintained in the name of the Club (the "Club Account"). Designated account signatories shall be the Club Chairperson, Vice Chairperson, the Club Secretary and the Treasurer. No sum shall be drawn from the Club Account except by cheque signed by two of the four 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 General Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club 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 and remunerate them for providing goods and services, on fair terms set by the General Committee without the person concerned being present;
(iii) pay for reasonable hospitality for visiting teams and guests; and
(iv) indemnify the General 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". The Financial Statement shall be verified by an independent, appropriately qualified accountant and shall be approved by members at a General Committee meeting. A copy of any Financial Statement shall, on demand, be forwarded to the SCFA/FA.
(h) The General Committee will ensure that the Public Liability Insurance arranged by Warlingham Sports Club to cover all sections is maintained at a level of at least £1,000,000 and renewed on an annual basis. This is in addition to the Public Liability insurance (£1,000,000) provided by the SCFA on affiliation.
13. ALTERATIONS TO THE RULES
(a) No alteration in these Rules shall be made except at the AGM or an EGM convened for that purpose and only if supported by a two thirds majority of those present and voting at such meeting.
(b) Any alteration to the Rules must be placed before the Management Committee of the Sports Club for approval.
(c) Notice of proposed alteration to these Rules to be considered at an AGM must be given in writing to the Hon. Secretary by the 30th April in that year and notified to members on notice of the forthcoming AGM.
(a) A resolution to dissolve the Club shall only be proposed at a General Committee 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 General Committee shall be responsible for the winding up of the assets and liabilities of the Club.
(d) Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be transferred to Warlingham Sports Club.
15. OTHER BUSINESS
Any other matters governed by the foregoing Rules shall be dealt with by the General Committee, the decision of which shall be binding and final.