Seymour Villa FC Vets (SVFC) – the Club
The objective of the Club is to foster and provide facilities for its members to play organised football matches at recognised venues throughout the playing season.
These rules (the Club Rules) form a binding agreement between each member and the Club.
The Club shall have the status of an Affiliated Member Club of The F.A. by virtue of its affiliation to/membership of The Kent F.A. and an FA Accreditation.
The Club will also abide by The F.A.’s Codes of Conduct and their Equal Opportunities and Anti-Discrimination Policies.
Home games are played at Harris Girls Academy Bromley, Upper Field, Lennard Road, BR3 1QS.
Club Membership
The members shall be those persons listed in the register of members.
In our club, we take pride in fostering a dynamic and inclusive environment, embracing the richness of talent among our players. As part of this philosophy, we maintain two competitive teams. It's important to note that players are not assigned to a specific team for the season. Instead, team allocations are made on match days, decided by the club team manager. This approach ensures that every player has the opportunity to showcase their skills across different levels of competition, promotes versatility, and reinforces our ethos of teamwork and adaptability.
Any person who wishes to remain or become a member, needs to sign the Handbook and pay the annual fee. Election to membership shall be at the sole discretion of the Club Management Committee.
In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
Annual Membership Fee
The Clubs Management Committee sets the annual membership fee. Any fee shall be payable on a successful application for membership and thereafter renewed annually by each member. Fees shall not be repayable unless agreed by the committee. Members joining post January 1st will pay a reduced membership fee.
The club always endeavours to keep the annual fee at a minimum and will not increase the fee unless there is a valid reason to keep the club running efficiently.
The Club Management Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objectives of the Club.
1. The SVFC Membership is valid 1 Sept 2024 to 31 Aug 2025
2. Membership fees are due annually; you will be informed when fees are due to be renewed. It is requested that any fees due are paid promptly. Failure to do so may result in not being eligible to participate in Club or league fixtures.
3. Membership fees are non-refundable.
4. The membership fees cover the following:
Players
• All league and cup games - expected to be 18 to 22 games (subject to number of teams in division)
• All friendly games - expected to be minimum of 8 games
• All tournaments (nationally)
• All in season training, which is expected to be held weekly
Club
• Referee and pitch fees
• Equipment (match balls, bibs, Pitch marking paint, petrol etc.)
• FA registration
• Insurances
• Club Events (subsidies)
5. Only full members will have access to the comprehensive benefits of VEO camera analysis and automatically tracked statistics. PAYG members, unfortunately, will not be able to access their data.
6. Full membership status does not automatically guarantee playtime in individual matches, as the manager holds the discretion to select players and determine their playtime on the day.
7. All players are required to pay the fines imposed by the league or the Football Association (FA), such as those for receiving a yellow card (£12.50) or a red card (up to £30).
Please note that full-paying members will always be given priority in team selection on match day, at the managers discretion, if the maximum number of players is reached.
Only full members will have access to the comprehensive benefits of
1. VEO camera analysis. PAYG members, unfortunately, will not be able to access their data.
2. free training
3. drinks subsidies at Christmas and End of year party

Switching to Full Membership
All PAYGO Members who have already paid a registration fee in the past and want to register as Full Members for the new season, will only pay the £250 Membership Fee.

Refunds
For any full member who suffers an injury or illness during the season and cannot play for a sustained period as a consequence, they will be refunded on a pro-rata basis (up to maximum 50%) of their subscription based on the number of league games they miss due to injury or illness. Note, there are no refunds for deciding not to be able to play for other reasons, such as family birthdays or other commitments. (Discretion of the Club Committee)
Resignations and Expulsion
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 Management Committee of their resignation. A member whose annual membership fee or further subscription is more than 2 months in arrears shall be deemed to have resigned.
The Club Management Committee shall have the power to expel a member or non-member when, following disciplinary procedures, or in their opinion, it would not be in the interests of the Club for them to remain a member or non-member.
A member who resigns or a non-member or member is expelled shall not be entitled to claim any, or a share of any, of the Club Property.
Club Committee
There is a Club Management Committee. Meetings are held 4 times per year and consists of Club officials and representatives of Managers.
The Club Management Committee is responsible for the management of all the affairs of the Club, team, their kit, equipment, and pitch usage within the club, administration of all the social affairs of the Club and its fund-raising activities

Annual General Meetings and General Meetings
An Annual General Meeting (AGM) is held in each year to:
▪ receive a report of the activities of the Club over the previous year
▪ receive a report of the Club’s finances over the previous year
▪ elect the members of the Club Management Committee
▪ consider any other business.
The Committee may call a Special General Meeting (SGM) at any time if the nature and urgency of the agenda deems it necessary to do so. Business at an SGM may be any business that may be transacted at an AGM.
The officers of the club will be:
▪ Chairman: Thomas Proxa
▪ Vice Chairman: Nino Starace
▪ Club Secretary: Thomas Proxa
▪ Vice Chairman & Club Teams Manager: David Mutter
▪ Treasurer: Duane Tate
▪ Communications Secretary: Shane Freeman-Roach
▪ Captains: Marc Robinson / tbc
▪ Vice-Captains: tbc
Club Finances
A bank account has been opened and maintained in the name of the Club (the Club Account). Designated account signatories are the Club Secretary and the Club Treasurer.
No sum shall be drawn from the Club Account except by two of the two designated signatories agreeing on the amount. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.
The Club Management Committee has 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.
The Club prepares an annual Financial Statement. A third party as determined by the Clubs Management Committee audits the accounts and the Clubs finances are reviewed monthly at the appropriate meetings.
The Club has responsibility for paying the following:
▪ Referees’ fees and any other expenses imposed by the league.
▪ Fines for administrative errors but stresses every effort is taken to keep these to an absolute minimum. (The Club reserves the right to request the manager to pay for repeated fines caused by constant administrative negligence).
▪ The Club will not reimburse fines for ungentlemanly conduct or for foul and abusive language and in any such cases the club’s disciplinary procedures will be invoked.
▪ The provision of Club trophies for end of season presentations.
▪ The provision of training facilities, equipment, grounds, football kit, medical kit, footballs, insurance etc.
▪ Suitable Management training, coaching courses, professional coaching fees
This does not infer that the Club shall pay for all teams to have all equipment and will attend all courses they may wish at their disposal all of the time. It does infer that as a club we purchase equipment and courses that can be used in an equitable and efficient manner for the benefit of all members.
All managers are encouraged to seek sponsorship at all times or until such time as the Club has acquired a Club sponsor for all teams.
All football strips and equipment supplied by the Club or acquired by the team (through fund raising or sponsorship) is deemed the property of the club and is insured against loss or accidental damage.
The Club does not discourage individual teams from raising money for specific items of equipment to benefit their own team where sponsorship is not available.
In the event of a team discontinuing, all strips, equipment and funds held by that team shall revert to the Club. Failure to return said items may result in the Club taking appropriate action to recover them.

Compliance to League Rules
Managers and Players must avail themselves of the rules of the FA, Southern Vets Football League (SVFL) and Kent FA and act in accordance with them at all times.
Players must be registered players to the SVFL. Non-registered players cannot play in league matches but may participate in friendly matches. Player’s registration cards (WholeGameSystem Players Print out) must be exchanged with the opposition manager prior to a game commencing.
Any players leaving the Club to join another club or simply wishing to no longer play for the Club must be deregistered to the SVFL before they can be registered to any new club.
All correspondence between Club and FA or SVFL must be counter signed by the Club Secretary; there can be no direct correspondence form Club managers, coaches or players direct to the Leagues.
Appropriate forms can be obtained via the team Manager or the Club Secretary
Codes of Conduct
Code of Conduct for SVFC
SVFC is part of the national game. This code applies to all those involved in football under the auspices of The Football Association. Community – SVFC at all levels is a vital part of a community. SVFC will take into account community feelings when making decisions.
▪ Equality – SVFC is opposed to discrimination of any form and will promote measures to prevent it, in whatever form, from being expressed.
▪ Participants – SVFC recognises the sense of ownership felt by those who participate at all levels of the game. This includes those who play, those who coach or help in any way, and those who officiate, as well as administrators and supporters. SVFC Football is committed to appropriate consultation.
▪ Young People – SVFC acknowledges the extent of its influence over young people and pledges to set a positive example.
▪ Propriety – SVFC acknowledges that public confidence demands the highest standards of financial and administrative behaviour within the game and will not tolerate corruption or improper practices.
▪ Trust and Respect – SVFC will uphold a relationship of trust and respect between all involved in the game, whether they are individuals, clubs or other organisations.
▪ Violence – SVFC rejects the use of violence of any nature by anyone involved in the game.
▪ Fairness – SVFC committed to fairness in its dealings with all involved in the game.
▪ Integrity and Fair Play – SVFC is committed to the principle of playing to win consistent with Fair Play.
Code of Conduct for SVFC Coaches
Coaches are key to the establishment of ethics in SVFC. Their concept of ethics and their attitude directly affects the behaviour of players under their supervision. Coaches are, therefore, expected to pay particular care to the moral aspect of their conduct.
Coaches have to be aware that almost all of their everyday decisions and choices of actions, as well as strategic targets, have ethical implications.
It is natural that winning constitutes a basic concern for Coaches. This code is not intended to conflict with that. However, the code calls for Coaches to disassociate themselves from a “win-at-all-costs” attitude.
Set out below is The F.A. Coaches Association Code of Conduct (which reflects the standards expressed by the National Coaching Foundation and the National Association of Sports Coaches) that forms the benchmark for all involved in coaching and by which we at SVFC support and endorse:
▪ Coaches must respect the rights, dignity and worth of each and every person and treat each equally within the context of the sport.
▪ Coaches must place the well-being and safety of each player above all other considerations, including the development of performance.
▪ Coaches must adhere to all guidelines laid down by governing bodies.
▪ Coaches must develop an appropriate working relationship with each player based on mutual trust and respect.
▪ Coaches must not exert undue influence to obtain personal benefit or reward.
▪ Coaches must encourage and guide players to accept responsibility for their own behaviour and performance.
▪ Coaches must ensure that the activities they direct or advocate are appropriate for the age, maturity, experience and ability of players.
▪ Coaches should, at the outset, clarify with the players (and, where appropriate, parent) exactly what is expected of them and also what they are entitled to expect from their coach.
▪ Coaches must cooperate fully with other specialists (e.g. other Coaches, officials, sports scientists, doctors, physiotherapists) in the best interests of the player.
▪ Coaches must always promote the positive aspects of the sport (e.g. fair play) and never condone violations of the Laws of the Game, behaviour contrary to the spirit of the Laws of the Game or relevant rules and regulations or the use of prohibited substances or techniques.
▪ Coaches must consistently display high standards of behaviour and appearance.
▪ Coaches must not use or tolerate inappropriate language.
Code of Conduct for SVFC Players
Players are the most important people in the sport. Playing for the team, and for the team to win, is the most fundamental part of the game. But not winning at any cost – Fair Play and respect for all others in the game is fundamentally important.
This Code focuses on players involved in top-class football. Nevertheless, the key concepts in the Code are valid for players at all levels within SVFC.
Obligations towards the game, a player should:
▪ Make every effort to develop their own sporting abilities, in terms of skill, technique, tactics and stamina.
▪ Give maximum effort and strive for the best possible performance during a game, even if his team is in a position where the desired result has already been achieved.
▪ Set a positive example for others to other players and supporters.
▪ Avoid all forms of gamesmanship and time wasting.
▪ Always have regard for the best interests of the game, including publicly expressing an opinion on the game and any particular aspect of it, including others involved in the game.
▪ Not use inappropriate language.
▪ Pay all membership fees in time. The manager reserved the right to exclude any players from any games, if fees are not paid in time.
Obligations towards one’s own team, a player should:
▪ Make every effort consistent with Fair Play and the Laws of the Game to help his own team win.
▪ Resist any influence that might, or might be seen to, bring into question his commitment to the team winning.
▪ Respect for the Laws of the Game and competition rules, a player should:
▪ Know and abide by the Laws, rules and spirit of the game, and the competition rules.
▪ Accept success and failure, victory and defeat, equally.
▪ Resist any temptation to take banned substances or use banned techniques.
Respect towards Opponents, a player should:
▪ Treat opponents with due respect at all times, irrespective of the result of the game.
▪ Safeguard the physical fitness of opponents, avoid violence and rough play, and help injured opponents.
Respect towards the Match Officials, a player should:
▪ Accept the decision of the Match Official without protest.
▪ Avoid words or actions that may mislead a Match Official.
▪ Show due respect towards Match Officials.
▪ Respect towards Team Officials, a player should
▪ Abide by the instructions of their Coach and Team Officials, provided they do not contradict the spirit of this Code.
▪ Show due respect towards the Team Officials of the opposition.
Obligations towards the Supporters, a player should:
▪ Show due respect to the interests of supporters.
▪ Code of Conduct for SVFC Team Officials
▪ This Code applies to all SVFC team / club officials (although some items may not apply to all officials).
Obligations towards the Game, the team official should:
▪ Set a positive example for others, players and supporters.
▪ Promote and develop his own team having regard to the interest of the Players, Supporters and reputation of the national game.
▪ Share knowledge and experience when invited to do so, taking into account the interest of the body that has requested this rather than personal interests.
▪ Avoid all forms of gamesmanship.
▪ Show due respect to Match Officials and others involved in the game.
▪ Always have regard for the best interests of the game, including where publicly expressing an opinion of the game and any particular aspect of it, including others involved in the game.
▪ Not use or tolerate inappropriate language.
Obligations towards the Team, the team official should:
▪ Make every effort to develop the sporting, technical and tactical levels of the club/team, and to obtain the best results for the team, using all permitted means.
▪ Give priority to the interests of the team over individual interests.
▪ Resist all illegal or unsporting influences, including banned substances and techniques.
▪ Promote ethical principles.
▪ Show due respect for the interests of the players, coaches and officials, their own club/team and others.
Obligations towards the Supporters, the team official should:
▪ Show due respect for the interests of supporters.
▪ Respect towards the Match Officials, a team official should
▪ Accept the decisions of the Match Official without protest.
▪ Avoid words or actions that may mislead a Match Official.
▪ Show due respect towards Match Officials.
SVFC Anti-Discrimination and Equal Opportunities Policies
SVFC Anti-Discrimination Policy
SVFC is responsible for setting standards and values to apply throughout the club at every level. Football belongs to and should be enjoyed by everyone, equally.
Equality of opportunity at SVFC means that in all our activities we will not discriminate or in any way treat anyone less favourably, on grounds of sex, sexual orientation, race, nationality, ethnic origin, colour, religion or disability.
SVFC will not tolerate sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal, and will work to ensure that such behaviour is met with appropriate action in whatever context it occurs.
SVFC Equal Opportunities Policy
SVFC is committed to a policy of equal treatment of all members and requires all members of whatever level or authority, to abide and adhere to this general principle and the requirements of the Codes of Practice
issued by the Equal Opportunities Commission and Commission for Racial Equality.
Any member found guilty of discrimination will be instructed to desist forthwith. Since discrimination in its many forms is against the Football Club’s policy, any members offending will be dealt with under the disciplinary procedures.
The Football Club commits itself to the disabled person whenever possible and will treat such members, in aspects of their recruitment and membership, in exactly the same manner as other members. The difficulties of their disablement permitting assistance will be given,
wherever possible to ensure that disabled members are helped in gaining access. Appropriate training will be made to such members who request it.
Complaints & Disciplinary Action
The principal reasons for this procedure are not only to ensure that the standards established by The Clubs rules and Codes of Conduct are adhered to, but also to provide fair methods of dealing with alleged failure to observe such rules.
All cases of complaints and disciplinary action, in accordance with this procedure will be recorded and placed in The Clubs records.
The disciplinary procedure is concerned with the following: –
▪ Misdemeanour
▪ Misconduct
▪ Gross Misconduct
▪ Incompetence
▪ Unsuitability
In normal circumstances the procedure will be followed in full however The Club reserves the right to omit any stages dependent upon the seriousness of the alleged offence(s).
The club has five levels at which a disciplinary action may be invoked, they are: –
▪ Verbal Warning (for minor offences).
▪ First Written Warning (repeated minor offences)
▪ Final Written Warning (should the verbal and/or the first written warnings have no effect)
▪ Membership removal (the Club Member or Official will be informed and will receive a written notice of this decision, together with the reason for removal)
If the removal of membership involves either a Club Official or Player the Club will inform the SVFC Registration Secretary and League Secretary in order to deregister the person and to comply with MCYFL requirements.
Fines
There will be occasions in accordance with FA and SVFC disciplinary procedures where the Club will have fines imposed upon it for inappropriate actions of its members, Officials, Parents, or Spectators.
The Club retains the right to pass on such fines to the offending person(s) where it deems necessary in accordance with the Clubs constitution and codes of conduct. Notice in writing will be given to the offending person(s) of the fine imposed.
Complaints
In the event that any member feels that he or she has suffered discrimination in any way, or that the Club Policies, Rules or Code of Conduct have been broken. They should report the matter to the Club Secretary or another member of the Committee. An Incident Report form (IR1) is available from the Clubs Secretary, Team Manager, or any Committee Member.
Your report should include:
▪ Details of what, when, and where the occurrence took place.
▪ Any witness statement and names.
▪ Names of any others who have been treated in a similar way.
▪ Details of any former complaints made about the incident, date, when and to whom made.
▪ A preference for a solution to the incident.
The Club’s Management Committee will sit for any hearings that are requested. Where necessary they may seek advice and guidance from the Kent FA or SVFL.
Appeals
There is no appeal procedure and the Club Management Committee decision will be final.
Suspension
At any stage the Club may, by written notice, suspend a Member or Club Official for a specific period during which time any investigation may be undertaken.
Where a Club member or Official is suspended, they will not be entitled to access either The Clubs premises or that of its clients, use any Club equipment or property, participate in matches or training without prior consent of The Club.
Guidelines
Managers – General
1. All managers shall be appointed at the discretion of the Club Management Committee and be bound by the club’s constitution.
2. Managers should conduct themselves at all times in a responsible manner that reflects highly of the Club image.
3. In line with requirements of the FA, managers and coaches must undertake at least a Junior Team Managers Course (incorporating an emergency First Aid Course) within their first twelve months with the Club.
4. Any Issue of requests made at the committee meetings should be brought to the attention of the Club Committee via the managers’ representatives on that committee.
5. Managers should avail themselves of the rules of the F.A. and the SVFL and act in accordance with them at all times.
6. All football strips supplied by the Club or acquired by a team (through fund raising or sponsorship) shall be deemed the property of the club and be insured against loss or accidental damage.
7. All equipment acquired by the club for use by its members should be stored in and returned after use to the Club House.
8. Managers should appoint where practicable an assistant and should have available at all times a qualified first aider in line with league requirements.
9. All fixtures should be confirmed together with ground allocations and referees through the fixture’s secretary. This is to avoid confusion especially in the event of rearranged games and cup-ties.
10. Managers should be responsible for playing their part in the general running of the Club. They should support the Clubs fund raising activities and ensure that communications from the Club are distributed to members in an orderly and timely fashion.
11. Managers should only play club members in any competitive game and club membership will only be granted after the club membership and any other league fees have been paid.
12. Managers are requested to ensure that their respective web site data is maintained and up to date, with match reports being submitted in a timely manner.
13. If an incident takes place at a game, training session or during any Club activity an Incident Report must be completed and submitted to the Club Secretary.
Managers – Financial
1. Managers shall have the authority to spend up to a total of £25 of clubs’ funds during the season (on incidentals) without prior authority from the Club Management Committee. Valid expenditure backed-up by appropriate receipts will be refunded by the Club. Expenditure in excess of this figure must be approved prior to any expense being incurred.
2. The Club shall be responsible for the payment of Referees fees and any other expenses imposed by the league.
3. The Club shall pay club fines for administrative errors but stress that these should be kept to an absolute minimum. The Club reserves the right to request the manager to pay for repeated fines caused by constant administrative negligence.
4. The Manager shall be responsible for deciding whether fines imposed on players are to be reimbursed by the Club. It is unlikely that the Club will reimburse fines for ungentlemanly conduct or for foul and abusive language.
5. Managers are responsible for maintaining a player attendance list for training purposes; this should include non-member attendances, in particular, when new players are being considered for new season selection prior to becoming full members.
6. Managers are responsible for completion of match report forms, paying referees fees, and informing the SVFL of results within agreed timescales set by the SVFL.
7. The Club shall provide trophies for end of season presentations. Teams may buy further trophies if desired, but consideration should be given to other teams with whom joint presentations are being held.
8. As a general rule the Club shall be responsible for providing all facilities required in order for the members to enjoy their football. This shall include the provision of training facilities, equipment, grounds, football kit, medical kit, footballs, insurance etc. This does not infer that the Club shall pay for the team to have all equipment they may wish at their disposal all of the time. It does infer that as a club we purchase equipment that can be used in an equitable and efficient manner for the benefit of all members. Much of the equipment and kits in the past have been sponsored and this option should always be sought first in preference to using the club's funds to purchase new equipment. All managers are encouraged to seek sponsorship at all times or until such time as the Club has acquired a Club sponsor for all teams.
9. Training fees are not a club requirement; however, Managers may use this option to raise funds for the team. Managers must inform the Committee of the purpose of such fund raising as stated in item 7 above.
10. In the event of a team discontinuing, all strips, equipment and funds held by that team shall revert to the Club. Funds shall be shared equally by all club members.
Players
1. Players should conduct themselves on and off the pitch at all times in a responsible manner that reflects highly of the Club image, and Player’s code of conduct.
2. Players should abide by the rules of Club and the SVFL and act in accordance with them at all times.
3. All football strips supplied by the Club or acquired by a team (through fund raising or sponsorship) shall be deemed the property of the club. Training Tops, socks and any additional kit paid for separately, remains the property of the player.
4. If for any reason a player leaves the club, all kit (except see point 4) and club property must be returned to the Club Secretary directly or to the team manager.
5. Players must make every effort to attend training sessions during the week and to arrive at matches in a timely manner as instructed by their Managers.
6. Players may not participate in League matches unless they have been registered to the SVFC and have paid their fees. Exceptions apply for non-members, but same rules apply with regards to registration.
7. Players must ensure their footwear and shin-pads are suitable for the matches being played, loose, ill-fitting or inappropriate footwear and/or shin-pads may result in the player being substituted for the game or until such time as appropriate replacements are provided. The Club does not provide funding for footwear or shin-pads.
8. The Club will try to facilitate annual award presentations for the teams but is subject to funding and timing. Your team manager will announce arrangements nearer to the presentation date.
9. The club encourages tours and tournament participation, especially during the close season. Your team managers will advise you of dates and details.
Friends/Family
1. Relatives and friends when attending matches are requested to conduct themselves in a responsible manner that reflects highly of the Club image, rules and codes of conduct.
2. If the Club is fined due to inappropriate behaviour the Club will expect such fines to be paid by the relative or friend. Continual or severe offences may result in membership being withdrawn for players.
3. Please ensure you wear footwear and shin-pads suitable for the matches being played.
4. It is Club policy that all our managers and coaches are trained to a Junior league management skills level in accordance with the Football Association and that each team has a trained emergency first-aider.
5. If you wish to assist the Club in any capacity, please approach the team Manager who will be pleased to assist with your enquiry.
The Club does have an active website https://www.pitchero.com/clubs/seymourvillafcvets for detailed information for the season.
Where possible the Club will give you sufficient notice of any of the following:
▪ Membership fees or additional funding requirements
▪ Annual general meeting
▪ Fixtures, dates and locations (including maps)
▪ Tours and tournaments
You may at any time raise any informal concerns or issues about the Club via the team manager. If you wish to raise a formal concern or issue about the Club, please do so in writing to the Club Secretary.
If you have any comments on the contents of this handbook or on the Club procedures, please pass them to the Club Secretary or to any member of the Management Committee.

Seymour Villa FC Vets

SVFC AGM Meeting Minutes 4.9.25