1. Club Name

The club previously known as Netherton United Ladies & Girls Football Club, shall now be known as Yaxley Phoenix Ladies Football Club and hereafter shall be known as “The Club”

2. The purpose and objective

2.1 The Club is to promote, encourage and develop female football in the local community and the wider area.

2.2 The Club will provide a safe environment for players of all ages, ensuring that current/future Football Association (FA) safeguarding policies are in place.

2.3 It will supply training equipment and football strips as required.

2.4 To provide facilities for the purpose of training and football matches for female players from an age determined season by season by The Club through to open age.

2.5 To ensure the Game of football is played in accordance within the laws of the game and is administered in accordance with the regulations of the FA.

2.6 To ensure The Club supports the principle of Fair Play and adheres to the FA Respect campaign

3. Club Rules

3.1 To this document and its rules (“The Club rules”) are a binding agreement for all concerned with The Club, from players, parents/carers, Managers, Coaches, Committee Members and staff connected with The Club.

4. Rules and Regulations

4.1 The club by its affiliation to Yaxley Football Club and the FA will adopt the FA rules, thereby incorporating the County rules and any league or competition it partakes in as agreed and considers to be bound by these rules as part of The Club rules.

4.2 Changes to the rules shall only by made at the clubs Annual General Meeting (AGM), or a Extra-Ordinary Meeting (EOM) by committee members as it may from time to time.

5. Committee Set-up and responsibilities

5.1 Positions of the Committee shall be elected at the AGM, which is to be held no later than the last Sunday in June.

5.2 Meetings shall be held monthly throughout the year, and shall have a quorum of five (5) in order to proceed with its business.

5.3 Agenda shall be sent out by the secretary before the meeting, with added agenda items requested via the secretary.

5.4 Positions on the committee shall be as follows; Positions can be “doubled-up”, other than Chair and Vice, Treasurer and Secretary or combination of:

A. Chairman
B. Vice-Chairman
C. Secretary
D. Treasurer
E. Players Communications Officer
F. Team Manager per age group

5.5 Positions A-F shall be via election process as per 5.9

5.6 Positions of managers to be reviewed yearly at the clubs AGM or at any EOM called by at least three (3) committee members

5.7 Additional Committee positions can be considered by the committee as it see fits, via election process as per 5.9

5.8 All committee members are elected to their positions on the understanding that they will not have any connection with clubs outside of Yaxley Phoenix Ladies FC unless they seek permission from the committee itself and this permission is granted. For the purpose of clarity this shall extend to include all managers, assistant managers and coaches.

5.9 Each committee member will be entitled to one (1) vote for the matter in hand. (The Chairman may consider that a member should not have a vote due to conflicting reasons).

5.10 A committee member shall cease to be a member if he/she gives notice to the club chairman or committee of their resignation, or the committee uses its power to suspend and/or expel of member on the grounds of conflicts of interest (as described in 5.8) or it is deemed it is not in the best interests of the club for that person(s) to remain at the club. Under 5.8 and 5.10 all voting privileges shall be withdrawn immediately

5.11 Each season the committee will set payments to be made by players (or parents) to cover such items as, club registration fees or signing on fees. At their discretion the committee may alter any of these payments at an EOM throughout the season. All payments should be made via the clubs website on the pitcher platform.

5.12 In exceptional circumstances Team managers may make special payment arrangements for players if there are circumstances that do not allow regular payments to be made by the required date. The details of any special arrangement will be submitted by the Team manager to the committee to be approved. The secretary shall then hold any decision on file.

5.13 If payment of club fees or special arrangement of club fees is not paid on time, The Club may implement a “no pay no play policy.”

5.14 The Committee shall arrange an end of season presentation evening to celebrate the season for all age-group teams and senior section. It shall intend to provide trophies to each player who has represented The Club through that season.

6. Club Finances

6.1 The club finances will be managed by the Treasurer and will audited once per year using the audit process as adopted by Yaxley F.C and its board.

6.2 The Treasurer shall report to the committee members at each monthly meeting with updates and status reports and will make all documents available to view when requested to do so.

6.3 Any request for use of funds for club purposes must be submitted to the Treasurer, who in turn put the motion to the committee to be approved.

7. Managers and Coaches

7.1 All managers and coaches will achieve a minimum level one (1) coaching certificate within one (1) year of joining in that position and each managerial set-up will also ensure one person who is training or at match-days will be up to date in emergency aid and have been CRC checked.

7.2 The club shall reimburse the FA coaching courses in full by the end of that season. The Club reserves the right to withhold payments or request return of any payment of funds made if that person(s) leaves the club during that season or 5.10 is implemented.

7.3 Each Age group (included senior section team(s) shall have one manager as a minimum. Each age group may appoint an assistant manager and coach(es). For each additional position appointed, checks per 7.1 must be carried out, and approval provided by the committee for such request before the appointment is made.

8. Code of Conduct

8.1 All players, parents/carers, committee members and The Club staff shall be also bound by the code of conduct issued (see separate document) upon signing-on or starting in the position held.

9. Complaints / Disciplinary

9.1 An addition to 8.1, In the event of any disciplinary action the following procedure will be implemented:

9.2 Disciplinary can be in the following format, but not limited too:

a) Verbal or written warning from either Chairman or Vice chair.
b) Suspension, pending investigation
c) Suspension, following investigation – up to twelve (12) weeks
d) Gross misconduct, removed from all positions, pending investigation
e) Gross misconduct, removed with immediate effect

9.3 Any player under the age of eighteen years of age may have an adult in attendance at a disciplinary meeting.

9.4 The secretary in line with the chairman will share details of the disciplinary meeting to the player/parent/committee member at least one (1) week (7 days) in advance.

9.5 The full details of any charges made against a player/parent or committee member will be sent to the person(s) concerned and that person(s) will have seven (7) days from the date of the letter to respond to the charges made.

9.6 At the meeting any charges against players/parents or committee member will be read out to the committee and the person(s) attending the meeting. Each person “charged” will have the opportunity to respond to the charges. Upon receiving and hearing the required details the committee will hold a meeting on the day of the hearing or at another date to be arranged where it will determine any action to be taken against the offending party(s).

9.7 Any persons wishing to make a complaint about The Club or any person involved within The Club shall, place their complaint in writing and sent to the club secretary. The Club will not entertain any complaint if this procedure is not followed. Upon receipt of any written complaint, the secretary will confirm to the person concerned that they have received the documentation and will either, telephone the relevant manager of an age group to which the complaint has been made or, if the complaint is seen as a serious matter or breach of club rules will arrange for an EOM to be held as soon as possible.

9.8 At any disciplinary hearing there will be a minimum of five (5) committee members present but any committee member having any charges made against them will not be allowed to attend and any subsequent meeting held after the original hearing until such matters have been concluded.

10. Review of Constitution

10.1 This document shall be reviewed on a yearly basis, with any alteration beforehand to the above shall be requested at an arranged EOM.