Constitution of Troon Thistle Youths’ Football Club
The name of the association is Troon Thistle Youths’ Football Club
The club's objects are:
• The aim of the club shall be to promote the enjoyment of football irrespective of gender, age, politics, disability, race, colour, creed or religion, and to strive to produce an environment that fosters safe fair play and encourage co-operation and respect for others
• The provision of recreational facilities with the object of improving the conditions of life for the persons for whom the facilities are primarily intended.
In furtherance of its objects, the club shall have the following powers:
(a) To purchase, take on lease, hire, or otherwise acquire, any property or rights which are suitable for the club's activities.
(b) To improve, manage, develop, or otherwise deal with, all or any part of the property and rights of the club.
(c) To sell, let, hire out, license, or otherwise dispose of, all or any part of the property and rights of the club.
(d) To borrow money, and to give security in support of any such borrowings by the club.
(e) To engage such consultants and advisers as are considered appropriate from time to time.
(f) To effect insurance of all kinds (which may include officers' liability insurance).
(g) To invest any funds which are not immediately required for the club's activities in such investments as may be considered appropriate (and to dispose of, and vary, such investments).
(h) To liase with other voluntary sector bodies, local authorities, UK or Scottish government departments and agencies, and other bodies, all with a view to furthering the club's objects.
(i) To establish and/or support any other charitable body, and to make donations for any charitable purpose falling within the club's objects.
(j) To form any charitable company with similar objects to those of the club, and, if considered appropriate, to transfer to any such company (without any payment being required from the company) the whole or any part of the club's assets and undertaking.
(k) To take such steps as may be deemed appropriate for the purpose of raising funds for the club's activities.
(l) To accept grants, donations and legacies of all kinds (and to accept any reasonable conditions attaching to them).
(m) To carry on any other lawful activities which further any of the afore-mentioned objects.
The structure of the club is based on a model with each age group having autonomy for its own operational affairs and a management committee, consisting of representatives of each age group plus others, which will administer affairs affecting the whole club.
Membership of the club shall be open to:
a) Player Members -registered players of 18 years and over – subject to completion of the appropriate form. These members have the right to choose Age Group Representatives who will represent their interests on the management committee. They do not have the right to vote at general meetings.
b) Parent Members - registered parent/guardians – subject to completion of the appropriate form. These members have the right to choose Age Group Representatives who will represent their interests on the management committee. They do not have the right to vote at general meetings.
c) Volunteer Members - registered others who have expressed an interest in volunteering with/for the club – subject to completion of the appropriate form. They have the right to choose Club Volunteer Representatives if unaffiliated to any age group (or Age Group Representatives if affiliated to an age group) to represent their interests on the management committee. They do not have the right to vote at general meetings.
d) Associate members: this category is open to any group not working in the stated area which has an interest in the work of the club, including statutory authorities, public agencies and private businesses – subject to receipt of the appropriate request in writing or written acceptance; these members shall not be entitled to vote at general meetings.
e) Junior members: registered players under the age of 18 – subject to the completion of the appropriate form; these members shall not be entitled to vote at general meetings.
f) Honorary members who may be appointed by the management committee at its discretion – subject to the receipt of the appropriate written acceptance; these members shall not be entitled to vote at general meetings.
g) Membership as described at (a) to (f) above, which terminates each year on 30 June or the date of the AGM [whichever is later] shall be by approval of the management committee on the submission of a appropriate request in writing, or by submission of an appropriate application form signed by the applicant, or by written invitation of the management committee and appropriate written acceptance.
h) The management committee shall consider each application for membership at the first committee meeting which is held after its receipt; the committee shall, within a reasonable time after the meeting, notify the applicant of its decision.
i) The management committee may, at its discretion, refuse to admit any individual to membership.
j) The management committee shall have the right, for good and sufficient reason, to terminate the membership of any individual or organisation by written notice, providing the member, or the representative of the organisation concerned, shall have the right to be heard by the committee before a final decision is made.
k) The management committee shall maintain a register of members, setting out their full name and address, the date on which they were admitted to membership, and the date on which any individual ceased to be a member.
l) Any individual who wishes to withdraw from membership shall send a signed notice to that effect to the club; the individual shall cease to be a member on receipt of the notice.
m) Membership under all categories shall be paid by subscription at a value determined annually by the management committee at the first meeting following the AGM.
n) The Appendix to the Constitution shall lay down full procedures on membership.
5. Management Committee
a) The maximum number of members of the management committee shall be fifteen.
b) The Management Committee will consist of (a) Age Group Representatives - one representative nominated from each age group and (b) Club Volunteer Representatives – nominated from the Club Volunteer Members [restricted to a maximum of three to ensure maximum numbers as per (a) above is not exceeded]. Each member has voting rights.
c) Office Bearers: The Age Group and Club Volunteer Representatives on the management committee members shall elect from among their number a President, a Treasurer and a Secretary, and such other office bearers as they consider appropriate. If there is more than one nomination for these posts, a vote of those present will decide the post-holder.
d) The President shall act as Chairperson at all meetings.
e) A member of the management committee must declare a personal interest in any transaction or other arrangement which the club is proposing to enter into; he or she will be debarred from voting on the matter in question.
f) No member of the management committee may be given any remuneration by the club for carrying out his or her duties as a committee member.
g) Members of the management committee may be paid all travelling and other expenses reasonably incurred by them in connection with their attendance at meetings, or in connection with the carrying-out of their duties.
h) Any member of the management committee may request the Secretary to call a committee meeting, subject to Section 6 below.
i) The management committee may, at its discretion, allow any person who they reasonably consider appropriate, to attend and speak at any committee meeting; any such person shall not be entitled to vote.
j) The management committee may delegate any of their powers to any sub-committee consisting of one or more committee members and other persons as it may determine; they may also delegate to the Chairperson of the club (or the holder of any other post) such of their powers as they may consider appropriate.
k) The rules of procedure for any sub-committee shall be as prescribed by the management committee.
l) The Appendix to the Constitution shall lay down full procedures on the management committee.
a) The management committee shall convene an Annual General Meeting (or AGM) in each year, which must occur between 1 June and 31 July, with 14 days’ notice.
b) The business of each AGM shall include: a report by the President on the activities of the club; consideration of the annual accounts; the election/re-election of members of the management committee and any other business as seen fit.
c) The management committee may convene an Extra-ordinary General Meeting (EGM) at any time, if called for by the Secretary or President, or if at least 3 members submit a request in writing. The Secretary shall arrange the meeting within 14 days and shall give 7 days notice (in writing/e-mail) to all members.
d) At least 7 clear days' notice must be given of any general meeting in writing (including e-mail) by the Secretary to each committee member.
e) No business shall be dealt with at any meeting unless a quorum is present.
f) If a quorum is not present within a specified time after the meeting start time, or if, during a meeting, a quorum ceases to be present, the meeting shall be adjourned to a time and place as may be fixed by the Chairperson.
g) If the Chairperson is not present within a specified time after the meeting start time, the members of the management committee shall elect someone from among themselves to act as Chairperson of that meeting.
h) All questions arising at any meeting shall be decided by a simple majority of the votes cast. Every member shall have one vote, which (whether on a show of hands or on a secret ballot) must be given personally. Those allowed to vote depends on criteria of membership (Section 4 above) and Management Committee (Section 5 above).
i) If there are an equal number of votes for, and against, any resolution, the Chairperson shall be entitled to a casting vote.
j) If a secret ballot is demanded, it shall be taken at the meeting and shall be conducted in such a manner as the Chairperson may direct; the result of the ballot shall be declared at the same meeting.
k) The management committee shall ensure that minutes are made of all proceedings at all meetings; a minute shall include the names of those present, and (if possible) shall be signed by the Chairperson of the meeting.
l) The Appendix to the Constitution shall lay down full procedures on meetings.
a) A bank account shall be opened in the name of the club. The management committee shall authorise in writing at least two of their committee members, one of whom shall be the Treasurer, to sign cheques on behalf of the club. All cheques over an agreed limit must be signed by not less than two of the authorised signatories.
b) The management committee shall ensure that proper accounting records are kept and maintained in accordance with all applicable statutory requirements.
c) The management committee shall ensure the preparation of annual accounts, complying with all relevant statutory requirements. Where external scrutiny is required under any statutory provisions (or if they otherwise think fit), they shall ensure that externally scrutiny of such accounts is carried out by a suitably qualified person.
d) A statement of the suitably prepared (and, where applicable, externally scrutinised) accounts for the last financial year will be submitted by the management committee to the club’s AGM.
e) The management committee has the right to allow additional bank accounts to be opened, all under the same rules as apply above.
The title to all property which may be acquired by or on behalf of the club shall be held either in the names of the President, Treasurer and Secretary or in the names of Trustees of a Trust, or in name of a nominee company, established for that purpose. Any person or body in whose name the club's property is held shall act in accordance with the directions issued from time to time by the management committee.
a) If the management committee determines that it is necessary or appropriate that the club be dissolved, it shall convene a meeting of the members; not less than 21 days' notice (in writing or e-mail) of the meeting (stating the terms of the proposed resolution) shall be given.
b) If a proposal by the management committee to dissolve the club is confirmed by a two-thirds majority of those present and voting, the committee shall have power to dispose of any assets held by or on behalf of the club. Any assets remaining after satisfaction of the debts and liabilities of the club shall be transferred to some other charitable body or bodies having objects similar to those of the club, to be decided by the members of the club at, or prior to, the time of dissolution.
None of the club’s assets may be distributed or otherwise applied (on being wound up or at any other time) except to further its charitable purposes.
The expression ‘charitable purpose’ shall mean a charitable purpose under section 7 of the Charities and Trustee Investment (Scotland) Act 2005 which is also regarded as a charitable purpose in relation to the application of the Taxes Acts.
c) No part of the income or property of the club shall (otherwise than in pursuance of the club's charitable objects) be paid or transferred (directly or indirectly) to the members on dissolution.
10. Alterations to the Constitution
a) The constitution may be altered by a resolution passed by those present and voting at an Annual or Extraordinary General Meeting, providing due notice of the meeting, and of the resolution, is given.
b) No amendment to any clauses of the constitution may be made if the effect would be that the CLUB would cease to be recognised by the Office of the Scottish Charities Regulator as a charity.
11. Age Group Procedures
a) Each Age Group must record details of all members as per the rules as set out in Section 4 above. Regular meetings must occur and autonomous Age Group Committees will manage the group’s affairs. Members will nominate a representative to the club’s Management Committee and they shall have voting rights. A deputy may be selected to represent the group at meetings and have the right of a vote at that meeting.
b) Each Age Group shall have responsibility for setting up autonomous bank accounts for the use of their Age Group.
c) The Appendix to the Constitution shall lay down full procedures on Age Group Procedures.
12. Protection Policy
It is incumbent on the Management Committee to ensure that the club has a Protection Policy and that this is monitored to reflect all legal requirements.
13. Appendix to the Constitution
The Appendix to the Constitution allows the club to set out detailed requirements in addition to the provisions contained in the Constitution above. Amendments to these require the same procedures as per Section 10. As the Appendix is an extension of procedures only, no amendments can be made which will conflict with provisions of the Constitution above.
This constitution was approved and adopted by Troon Thistle Youths Football Club at a general meeting held on 18 June 2012 and ratified at the AGM held on 12th June 2017.