CLUB PURPOSE

Wingrave Junior Football Club (“the Club”) exists to promote and facilitate the game of football for children aged U6-U18 on behalf of the village of Wingrave

CLUB ACTIVITIES

To provide the necessary infrastructure to support football and to arrange matches and social activities for its members, and community participation in the same.

CLUB RULES

The Club rules exist to provide a framework within which to manage the Club in a way that:
1) ensures compliance with the various regulatory bodies that govern Football and activities involving young children.
2) ensures compliance with Wingrave with Rowsham Sports and Leisure (WWRSAL) requirements for the use of Wingrave sports and leisure infrastructure facilities.
3) meets the needs and expectations of players, parents, Club officials, supporters and Wingrave residents to a level that encourages their continued support to sustain the Club.

APPLICATION OF RULES AND REGULATIONS

(a) These Rules (the “Club Rules”) form a binding agreement between each member of the Club.

(b) 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 Regulation 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.

(c) The Club will also abide by The FA’s:
Safeguarding Children Policies and Procedures
Codes of Conduct
Equal Opportunities and Anti-Discrimination Policy

(d) The Club shall also abide by the DATA PROTECTION ACTS 1988 AND 2003

CLUB COMMITTEE

(a) A Club Committee shall be responsible for the management of all the affairs of the Club
(b) The Club Committee that shall consist of the following Club Officers: Chairperson, Treasurer, Secretary, Child Welfare Officer and up to six (6) other members, all elected at an Annual General Meeting (“AGM”).
(c) Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next AGM unless otherwise resolved at an Extraordinary General Meeting (“EGM”).
(d) One person may hold no more than two (2) positions of Club Officer at any time. .
(e) Decisions of the Club Committee shall be made by a simple majority of those attending the Club Committee meeting.
(f) The Chairperson of the Club Committee meeting shall have a casting vote in the event of a tie.
(g) Meetings of the Club Committee shall be chaired by the Chairman or in their absence the quorum for the transaction of the business of the Club Committee shall be three (3).
(h) Decisions of the Club Committee shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.
(i) Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven days’ notice to all members of the Club Committee. The Club Committee shall hold not less than three (3) meetings per year.
(j) An outgoing member of the Club Committee may be re-elected. Any vacancy on the Club Committee which arises between AGMs shall be filled by a member proposed by one (1) of the remaining Club Committee members and approved by simple majority of the remaining other Club Committee members.
(k) Save as provided for in the Rules and Regulations of The FA, the Parent County Association and any applicable Competition, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.
(l) The position of a Club Officer shall be vacated if such a 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.

ANNUAL AND EXTRAORDINARY GENERAL MEETINGS

(a) An Annual General Meeting (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 members of the Club Committee; and
(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 Extraordinary General Meeting (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 send to each member at their registered email address 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 any three(3) members of the Club Committee.

(f) The Chairperson, or in their absence a member selected by the Club 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.

(g) The Club Secretary, or in their absence a member of the Club Committee, shall enter the Minutes of General Meetings into the Minute Book of the Club.

CLUB WEBSITE

PURPOSE
(a) The Club will operate a website that will exclusively support the administration and promotion of Club activities in a way that is consistent with the ‘Club Purpose’

ADMINISTRATION
(a) The Club will have a nominated ‘primary administrator’ who will oversee the management and general usage of the site.

USAGE GUIDELINES
(a) The Club will publish a set of website usage guidelines that will be considered to be part of the Club Rules.

DATA PROTECTION

The Club shall manage any personal data in a way that is compliant with the Eight Rules of Data Protection which govern the processing of personal data:-

1. Obtain and process the information fairly;
2. Keep it only for one or more specified and lawful purposes;
3. Process it only in ways compatible with the purposes for which it was given to you initially;
4. Keep it safe and secure;
5. Keep it accurate and up-to-date;
6. Ensure that it is adequate, relevant and not excessive;
7. Retain it no longer than is necessary for the specified purpose or purposes;
8. Give a copy of his/her personal data to any individual, on request.

INSURANCE

The Club shall ensure that it has appropriate insurance to cover any liabilities associated with the operation of the Club.

CLUB MEMBERSHIP:

MEMBERSHIP REGISTER

(a) The members of the Club shall be those persons listed in the register of members (the “Membership Register”) which shall be maintained on the Club website by the Club Secretary or other nominated party.

(b) Any person who wishes to be a member must follow the on-line application process for Membership Application. Election to membership shall be at the discretion of at least one member of the Club Committee and granted in accordance with the anti-discrimination and equality policies which are in place from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register.

(c) In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.

(d) The FA and Parent County Association shall be given access to the Membership Register on demand.

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 fulfil the ‘Club Purpose’.

MEMBERSHIP REFUSAL

(a) A Club Committee member shall have the power to refuse a membership request when, in their opinion, it would not be in the interests of the Club for the requestor to become a member. The basis for refusal will include, but is not limited to:
- Any previous infringements of the FA respect regulations
- Any previous issues with payment of monies due to Clubs
- Any previous issues with non-return of property of Clubs

(b)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.

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.

(b) A member shall cease to be a member of the Club if any annual membership fee or further subscription due from that member is more than one (1) month in arrears. The member shall be deemed to have resigned and the member shall be removed from the membership list.

(c) 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.

(d) A member who resigns or is expelled shall not be entitled to claim any (or any share) of the income and assets of the Club (the “Club Property”).

CLUB TEAMS:

TEAM MANAGER APPOINTMENT

(a) At its first meeting following each AGM, the Club Committee shall appoint a Club member to be responsible for each of the Club’s football teams “The Team Manager”. The appointed members shall be responsible for managing the affairs of the team. The appointed members shall present to the Club Committee at its last meeting prior to an AGM a verbal report of the activities of the team.

MANAGEMENT OF CLUB FINANCES:

BANK ACCOUNTS

(a) A bank account shall be opened and maintained in the name of the Club (the “Club Account”).
(b) Designated account signatories shall be the Club Chairperson, the Club Secretary and the Club Treasurer. No sum shall be drawn from the Club Account except by:
o Cheque signed by two of the three designated signatories
o Use of a club Debit Card by a designated club member.
(c) The club shall ensure that appropriate financial control and independent oversight is maintained with respect to the operation of the Club Account.
(d) The Club shall not make use of a Credit Card or any other credit facility to conduct its business.
(e) All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.

WHO CAN AUTHORISE PAYMENTS

(a) The Club 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.

WHAT CAN THE CLUB SPEND MONEY ON

(a) 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.

(b) 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 in accordance with any limitations defined within any agreement with ‘Wingrave With Rowsham Sports and Leisure’ (WWRSAL);
(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; and
(iv) indemnify the Club 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).

FINANCIAL RECORD KEEPING AND REPORTING

(a) The Club shall reconcile its end of year accounts between 01/04 of the previous year and 31/03 of the current year.

(b) 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 (6) years.

(c) 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 a General Meeting. A copy of any Financial Statement shall, on demand, be forwarded to The FA.

MANAGEMENT OF CLUB PROPERTY

(a) The Club Property shall be applied only in furtherance of the Club Purpose. The distribution of profits or proceedings arising from the sale of Club Property to members is prohibited.
(b) The Club Property, other than the Club Account, shall be vested in not less than two (2) and not more than four (4) custodians, one of whom shall be the Treasurer (the “Custodians”), who shall deal with the Club Property as directed by decisions of the Club Committee, and entry in the Minute Book shall be conclusive evidence of such a decision.
(c) The Custodians 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.
(d) On their removal or resignation, a Custodian shall execute a Conveyance in such form as is published by The FA from time to time to a newly elected Custodian or the existing Custodians as directed by the Club Committee. The Club shall, on request, make a copy of any Conveyance available to The FA. On the death of a Custodian, any Club Property vested in them shall vest automatically in the surviving Custodians. If there is only one surviving Custodian, an EGM shall be convened as soon as possible to appoint another Custodian.
(e) The Custodians 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.

DISSOLUTION OF THE CLUB

(a) A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by the 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 Club 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 related to community sports.

Wingrave Junior Football Club

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