Version 04 - September 2010
Section 1 - THE CLUB
- The name of the CLUB shall be FIREFIGHTERS JUNIOR FOOTBALL CLUB, hereinafter referred to as "THE CLUB" or "CLUB".
- THE CLUB is established under the laws of the Football Association, to encourage and promote the playing of soccer at Minor League level until such time as a change in CLUB POLICY dictates.
- THE CLUB shall be bound by the rules of:
- The Birmingham County F.A. to whom it will be affiliated.
- The Minor League in which it is registered to compete competitively.
- And follow the codes of conduct as laid out in the Club Constitution and associated documents. The Club Constitution is a 'living document' and can be updated at any GENERAL COMMITTEE MEETING with approval from the GENERAL COMMITTEE taking into consideration the best interest of THE CLUB.
- THE CLUB shall provide Insurance cover for:
- All PLAYERS against Personal Accident whilst representing THE CLUB
- Itself, against Third Party Risks.
- THE CLUB cannot be held responsible for the loss of any items of clothing or valuables which disappear at football matches, training sessions or CLUB functions.
- THE CLUB will charge Signing-on Fees, Match Fees and Training Fees, which may be reviewed, set or amended at a GENERAL COMMITTEE MEETING.
- THE CLUB's intention is to have a happy, contented MEMBERSHIP. Every effort will be made to ensure that it is run as openly as practical Any MEMBER unhappy with an aspect concerning them, should firstly express his/her feelings to the TEAM MANAGER and/or the ASSISTANT TEAM MANAGER who will listen and then try to resolve the problem quickly and to everyone's satisfaction.
If a resolution cannot be reached, the MEMBERS will be informed by the TEAM MANAGER and/or the ASSISTANT TEAM MANAGER that:
- They will bring matter to the attention of the SECRETARY who will arrange for it to be discussed by the GENERAL COMMITTEE.
- The MEMBERS should write to the SECRETARY detailing the grievances so it can be brought before the GENERAL COMMITTEE for discussion.
Section 2: MANAGEMENT OF THE CLUB
At the GENERAL COMMITTEE MEETINGS, the elected OFFICERS OF THE CLUB shall meet, select and invite an agreed number of CLUB MEMBERS to work with them until the next ANNUAL GENERAL MEETING. Together, they will MANAGE THE CLUB and hereafter referred to as the general committee.
Section 3: MEMBERSHIP OF THE CLUB
From the date that a PLAYER is registered to play for THE CLUB, THEY, their PARENTS or GUARDIANS will be enrolled as: MEMBERS, JUNIOR MEMBERS or HONORARY MEMBERS, whichever is applicable, until such time as the PLAYER ceases to play for THE CLUB.
Herein are definitions of types of MEMBERSHIP OF THE CLUB, meetings they are permitted to attend and their voting rights.
GENERAL COMMITTEE MEMBERS
- Shall be as defined under the Sections: MANAGEMENT OF THE CLUB and OFFICERS OF THE CLUB.
- With the exception of the CHAIRPERSON who shall ONLY be allowed a casting vote should the need arise, other GENERAL COMMITTEE MEMBERS shall be entitled to vote at any type of CLUB MEETING.
- Shall be PLAYERS who have reached the age of 18.
- They shall be entitled to attend any GENERAL COMMITTEE MEETING, The ANNUAL GENERAL MEETING or an EXTRA-ORDINARY GENERAL MEETING and will be permitted to express their opinions.
- Shall be the PARENTS or GUARDIANS of any PLAYER under the age of 18.
- They shall be entitled to attend any GENERAL COMMITTEE MEETING, ANNUAL GENERAL MEETING or any EXTRA-ORDINARY GENERAL MEETING and be permitted to express opinions on behalf of their child/children.
- Only ONE of the PLAYERS PARENTS or GUARDIANS will be entitled to vote, should the need arise (as defined in Rule 6, below).
- MEMBERS Shall ONLY be entitled to vote at The ANNUAL GENERAL MEETING or at an EXTRA-ORDINARY GENERAL MEETING.
- Shall be Players who are under the age of 18.
- They shall be entitled to attend any GENERAL COMMITTEE MEETING. The ANNUAL GENERAL MEETING or any EXTRA-ORDINARY GENERAL MEETING and will be permitted to express their opinions.
- They SHALL NOT be allowed to vote on any issue.
- JUNIOR MEMBERS Voting Rights are held by their PARENTS or GUARDIANS who are permitted to represent them, as defined in MEMBERS - Rules 3, 4, 5 and 6.
- Shall be the PARENTS or GUARDIANS of any PLAYER who has reached the age of 18.
- Shall be a person who has expressed a wish to be associated with THE CLUB and subsequently been accepted by the GENERAL COMMITTEE.
- Shall be a person who has been nominated for Membership by another CLUB MEMBER and subsequently been accepted by the GENERAL COMMITTEE.
- They shall be entitled to attend any GENERAL COMMITTEE MEETING, ANNUAL GENERAL MEETING or any EXTRA-ORDINARY GENERAL MEETING and will be permitted to express their opinions.
- They SHALL NOT be entitled to vote at any of the Meetings.
Section 4: VOTING PROCEDURE
A Register of MEMBERS will be kept by the SECRETARY.
Those attending CLUB MEETINGS will be registered as present by the MINUTES SECRETARY and where applicable, MEMBERS will be issued with a card which they will be asked to display when voting is necessary.
OFFICERS OF THE CLUB will be entitled to vote in accordance with each position they hold and will also be entitled to a vote, if applicable, as the PARENT of a JUNIOR MEMBER of THE CLUB, subject to the conditions stated in MEMBERS, Rule 5.
Should there be no overall majority decision when votes have been cast; the CHAIRPERSON will be called upon to a deciding vote.
MEMBERS WILL BE ALLOWED TO VOTE BY PROXY. However, the SECRETARY must receive the MEMBERS written and signed intentions At Least Two Days prior to the meeting.
Section 5: OFFICERS OF THE CLUB
The OFFICERS OF THE CLUB shall be GENERAL COMMITTEE MEMBERS and they will perform the following functions:
- THE PRESIDENT will be voted on by the full general committee.
- He or she will be entitled to attend any CLUB MEETING.
- THE CHAIRPERSON will normally be the spokesperson for agreed CLUB policy.
- Will open, preside over and close all GENERAL COMMITTEE MEETINGS, ANNUAL GENERAL MEETINGS and EXTRA-ORDINARY GENERAL MEETINGS.
- Use discretion to keep an orderly meeting and have the right to eject from the meeting, any member considered guilty of continual disruptive behavior.
- Operate as closely as practicable to the Agenda.
- Will only have the right to cast a vote in the event of an overall majority decision not being obtained by the rest of the MEMBERS at a meeting.
- Owner of the Club Constitution (Living Document).
THE VICE CHAIRPERSON
Will deputise for the chairperson as required. Will support the chairperson in the progression of the club to the next stages of Charter status.
FIRE SERVICES LIASON OFFICER
- Will be a serving member of the WEST MIDLANDS FIRE SERVICE.
- He or she will liaise between the WEST MIDLANDS FIRE SERVICE and THE CLUB on matters of mutual concern.
- He or she, will be entitled to attend any CLUB MEETING.
He or she, will be a member of the APPEALS SUB-COMMITTEE.
- Keep a minuted record of all CLUB MEETINGS as prepared by the MINUTES SECRETARY.
- Distribute to all OFFICERS OF THE CLUB, a copy of the Minutes of the preceding GENERAL COMMITTEE MEETING within 5 days after the meeting.
- Prepare and distribute an Agenda for CLUB MEETINGS.
- Keep a record of all correspondence.
- Attend to all correspondence, at own discretion, and then at the following meeting, inform the GENERAL COMMITTEE of the course of action taken.
- Attend to any contentious correspondence as directed by the GENERAL COMMITTEE
- Attend Birmingham County football Association and Minor League Meetings as and when required. To represent THE CLUB and collect any documentation, relevant to THE CLUB.
A MEMBER nominated by the GENERAL COMMITTEE will attend in the absence of the SECRETARY.
THE MINUTES SECRETARY
- Take Minutes CLUB MEETINGS and prepare them for distribution by the SECRETARY within 5 days.
- Take a Register of MEMBERS in attendance at CLUB MEETINGS and where applicable, issue cards for the purpose of voting.
- Keep financial records of THE CLUB'S transactions and present a report at every GENERAL COMMITTEE and ANNUAL GENERAL MEETING.
- Settle all subscriptions, fees, invoices and expenses as incurred by THE CLUB.
- Collect MEMBERS subscriptions from TEAM MANAGERS and/or the ASSISTANT TEAM MANAGERS.
- Set up accounts and invest THE CLUB'S funds as approved by the GENERAL COMMITTEE.
- Arrange for an audit of THE CLUB'S financial books, by persons other than the TREASURER, CHAIRPERSON or SECRETARY, as agreed by the GENERAL COMMITTEE, prior to The ANNUAL GENERAL MEETING.
- Ensure all Managers, coaches and Subs Co-ordinators have the appropriate CRB checks and volunteer forms completed and in date
- Keep a record of all players, members and volunteers of the club
- Ensure all records are maintained in paper form and hard copy
- Provide all Managers a list of player's details (DOB, tel numbers, address, parent's details & medical information) to keep in kit bag.
- Liaise with the league registrations Secretary to ensure all players are registered in good time
- Issue all players and Managers cards to each Team Manager
- Handle any player transfers during the season
KIT PROCUREMENT OFFICER
- Responsible for procurement of match kit, training kit and all equipment required & disposal of 'old kit' as appropriate
- Co-coordinator for all discussions regarding sponsorship
- Keep an Inventory of all club assets.
- Allocates pitches and agree times for all games and age groups within the club
- Liaises with Woodlands on a monthly basis, via excel spreadsheet and e-mail, to ensure all home pitch venues are hired correctly and confirms monthly invoice from Woodlands to the treasurer
- Is the single point of contact with Woodlands and all Managers for the clarification of unfit pitches
- Organises the winter training schedule for all age groups within the club
- Responsible for facilitating all fund raising events
- Organising the end of year presentation evenings for all age groups
- Responsible for setting up the Events Sub Committee to organise the Annual Camping weekend
- Ensuring any club event is run smoothly
CLUB DEVELOPMENT OFFICER
- To ensure the club progress from Charter Standard to Charter Community Standard
TROPHY PROCUREMENT CO-ORDINATOR
- Responsible for providing the committee examples of trophies / brochures for end of season awards
- Ensure all teams provide correct names of all players for each award
- Purchase all trophies (with help of club Treasurer) for end of season award ceremonies
- Provide all 7 aside teams Man Of the Match medals for each game
- Be responsible for ensuring the return of any Annual Trophy and that they are engraved for forthcoming Presentation Events
THE TEAM MANAGERS
- Select PLAYERS they wish to represent THE CLUB in the age group they have been appointed to manage.
- Appoint at own discretion, an ASSISTANT TEAM MANAGER to assist in duties, as desired.
- Arrange training sessions for the PLAYERS.
- Arrange 'friendly fixtures' at own discretion.
- Confirm home fixtures with appointed Referee and Opponents no later than four days prior to the match.
- Ensure team members are correctly attired for matches or functions.
- Keep a record of kit items issued to PLAYERS.
- Inform the SECRETARY of kit requirements or replacements needed.
- In accordance with Minor League Rules - TEAM MANAGERS must keep a record of the games in which each PLAYER has played.
- Collect Signing-on Fees, Match Fees and Sponsored Event Monies from the PLAYERS and give the money to the TREASURER, for deposit into CLUB Funds.
- Present a team report at GENERAL COMMITTEE MEETINGS and a final end of season team report at the ANNUAL GENERAL MEETING.
- Report to the SECRETARY any incident that may bring THE CLUB into disrepute.
THE ASSISTANT TEAM MANAGERS
- Assist the TEAM MANAGER as directed and deputies when necessary in his or her duties.
Section 6: MEETINGS
THE ANNUAL GENERAL MEETING
- Will normally be convened within the 5 weeks following THE CLUB'S Annual Presentation Evening.
- An Agenda will be circulated to all members at least 28 days prior to the meeting.
- The Minutes of the previous year's ANNUAL GENERAL MEETING will be distributed at the meeting, read, then confirmed. Any business arising there from shall be dealt with.
- The retiring CLUB TREASURER will present THE CLUB'S balance sheet for adoption and report on THE CLUB'S Financial Outlook.
- The following retiring OFFICERS OF THE CLUB, will give a report on events of the year ending: CHAIRPERSON, SECRETARY and TEAM MANAGERS.
- Retiring OFFICERS OF THE CLUB shall be eligible for re-election without nomination.
- All other candidates for election as OFFICERS OF THE CLUB shall be nominated in writing by TWO MEMBERS to the SECRETARY, no later than 14 days prior to the ANNUAL GENERAL MEETING.
- Names of those nominated shall be circulated with the Agenda for the meeting.
- Nominees do not have to be MEMBERS OF THE CLUB. lf elected they will automatically qualify as GENERAL COMMITTEE MEMBERS.
- OFFICERS OF THE CLUB must be elected annually.
- Rules can only be amended, added or deleted at The ANNUAL GENERAL MEETING or an EXTRA-ORDINARY GENERAL MEETING.
- Any alterations to the Rules, to be proposed at the ANNUAL GENERAL MEETING, should be forwarded to the SECRETARY at least 21 days before the meeting and will be included in the Agenda.
- Voting will be by show of cards issued at the start of the meeting.
- MEMBERS WILL BE ALLOWED TO VOTE BY PROXY. However, the SECRETARY must receive the MEMBERS written and signed intentions at least two days prior to the meeting.
EXTRA-ORDINARY GENERAL MEETINGS
- May be called for by the GENERAL COMMITTEE.
- May be called for by any MEMBER who has the support of at least 30% of the Membership of THE CLUB and be in writing to the SECRETARY.
- lf a request for an EXTRA-ORDINARY GENERAL MEETING, is made by anyone other than the GENERAL COMMITTEE, the details of the business to be dealt with must be submitted in writing to the SECRETARY, together with the signatures of the supporting MEMBERS.
- 7 days notice of an EXTRA-ORDINARY GENERAL MEETING must be given by the SECRETARY to all MEMBERS.
- Only business laid out in this notice will be dealt with at such meetings.
- Rules may be amended, added or deleted at an EXTRA-ORDINARY GENERAL MEETING.
- Voting will be by show of cards issued at the start of the meeting.
- MEMBERS WILL BE ALLOWED TO VOTE BY PROXY however, the SECRETARY must receive the MEMBERS written and signed intentions at least two days prior to the meeting.
GENERAL COMMITTEE MEETINGS
- Will normally be held on a monthly basis on the Tuesday evening, following the Minor League General Meeting.
- Will be held with a quorum of 50% + 1 of COMMITTEE MEMBERS.
- Decisions taken at GENERAL COMMITTEE MEETINGS must be confirmed by at least half of those voting, the CHAIRPERSON using his or her casting vote in the event of no majority decision being obtained.
- Urgent business may be dealt with by the same quorum at any time and any business dealt with at such a meeting must be recorded at the following GENERAL COMMITTEE MEETING.
- Any MEMBER may attend a GENERAL COMMITTEE MEETING and have the right to express his or her opinions.
- ONLY GENERAL COMMITTEE MEMBERS will be entitled to vote.
- All MEMBERS must abide by the ruling of the GENERAL COMMITTEE, although they will have the right to appeal against a ruling, as stated in the Section: APPEALS AGAINST RULINGS.
Section 7: SUB-COMMITTEES
- SUB-COMMITTEES may be formed at any time by the GENERAL COMMITTEE.
- The composition of any such SUB-COMMITTEE and terms of reference shall be at the discretion of the GENERAL COMMITTEE.
- The SUB-COMMITTEE will carry out designated business and report all findings to the SECRETARY and GENERAL COMMITTEE in due course.
Section 8: APPEALS SUB-COMMITTEES
- An APPEALS SUB-COMMITTEE may be formed by the GENERAL COMMITTEE if a Notice of Appeal against any GENERAL COMMITTEE or SUB-COMMITTEE decision has been made in writing to the SECRETARY before the 8th day following the original decision.
- The composition of any APPEALS SUB-COMMITTEE shall be at the discretion of the GENERAL COMMITTEE but will include the FIRE SERVICE LIAISON OFFICER.
* For details of the manner in which the APPEALS SUB-COMMITTEE will conduct its business, refer to Section 11: APPEALS AGAINST RULINGS.
Section 9: EXPENDITURE
Monies to be drawn from any CLUB bank or investment account shall require any two signatures from the CHAIRPERSON, TREASURER or SECRETARY.
Section 10: DISCIPLINE
CONDUCT OF MEMBERS
- On Match Days, Training Days or at CLUB Functions, any MEMBER showing dissent against any refereeing or management decision, whether by words or actions, may be reported to the GENERAL COMMITTEE and subsequently be invited to appear before a specially convened SUB-COMMITTEE to give reasons for his or her actions.
- Any MEMBER allegedly bringing THE CLUB into Disrepute, whether by words or actions, may be reported to the GENERAL COMMITTEE and subsequently be invited to appear before a specially convened SUB-COMMITTEE to give reasons for his or her actions.
- in both cases, the SUB-COMMITTEE will convey recommendations to the GENERAL COMMITTEE, who will instruct the SECRETARY to inform the MEMBERIS) in writing of their findings and advise that one or more of the following courses of action will be taken.
- Declare the MEMBER(s) innocent.
- Declare the charge against the MEMBER(s) unproven.
- Issue a warning as to the MEMBER(s) future conduct.
- Suspend the MEMBER(s) from THE CLUB
- Expel the MEMBER(s) from THE CLUB
PLAYERS INCURRING FINES FOR CAUTIONS OR SENDING-OFF OFFENCES
- In accordance with B.C.F.A. Rules, a PLAYER over the school leaving age of 16, shall pay any Fines issued against them for Cautions or Sending-off Offences. (Subject to Rule 2 not being invoked).
- A TEAM MANAGER considering a Caution or Sending-off Offence was harshly administered will be entitled to report the matter to the GENERAL COMMITTEE who if agreeable, may sanction THE CLUB to pay all or part of the fine, on behalf of the PLAYER concerned.
- In accordance with B.C.F.A. Rules, THE CLUB shall pay any Fines Issued against PLAYERS under the school leaving age of 16, for Cautions or Sending-off Offences.
- It shall be CLUB POLICY that a PLAYER(s) infringing the rules of the Football Association, thereby being Cautioned or Sent Off, more than once in a season, shall be invited to appear before a specially convened SUB-COMMITTEE to give reasons for his or her misconduct.
- The SUB-COMMITTEE will convey recommendations to the GENERAL COMMITTEE, who will instruct the SECRETARY to inform the PLAYER(s) in writing that one of the following courses of action will be taken:
- Issue a warning as to the PLAYER(s) future conduct.
- Suspend the PLAYERIS from THE CLUB for a length of time considered suitable by the COMMITTEE and issue a warning as the PLAYER(s) future conduct.
- Expel the PLAYER(s) from THE CLUB.
Section 11: APPEALS AGAINST RULINGS
- MEMBERS have the right to Appeal against any GENERAL COMMITTEE or SUB- COMMITTEE decision.
- Notice of Appeal must be made in writing to the SECRETARY before the 8th day following the original decision.
- The SECRETARY shall arrange the convening of an APPEALS SUB-COMMITTEE
- They will hear the appeal and convey their recommendations to the SECRETARY, who will then inform the MEMBER(s) of the decision, which will be final and absolute.
- The SECRETARY will inform the GENERAL COMMITTEE of the outcome of the Appeal at the next GENERAL COMMITTEE MEETING.
- ln the event of the Appealing MEMBER(s) failing to appear before the APPEALS SUB- COMMITTEE, the original decision, will stand.
Section 12: THE CLUB'S FOOTBALL KIT
- The CLUB will provide shirts, shorts, socks and goalkeeper kit for the use of PLAYERS at all representative matches.
- Kit will remain as the property of THE CLUB and should be handed back to the TEAM MANAGER when it is requested that it be returned.
- Any Football Kit issued to PLAYERS to take home, should be looked after and cleaned ready for use at the next match.
- Kit must only be worn: when representing THE CLUB at matches and must not be used at other times, unless as directed by the TEAM MANAGER.
- PLAYERS will be have to pay for the full cost of the replacement of any of THE CLUB Football Kit lost whilst in their possession.
- PLAYERS are expected to provide shin pads and the appropriate footwear for training and matches.
Section 13: DISSOLUTION OF THE CLUB
ln the event of the dissolution of THE CLUB, all assets shall go to the Minor League which the teams of THE CLUB last represented.
Section 14: GENERAL
- The GENERAL COMMITTEE shall have the power to fill any vacancies that may occur or create new official positions as it may deem necessary.
- The GENERAL COMMITTEE shall have the power to deal with any matter, not provided for, in the foregoing rules.
Section 15: APPENDICES
Appendices to the Club Constitution may be used to:
- State Club Policies, Aims and Objectives.
- Facilitate additional requirements placed on the Club by changing legislation.
- Facilitate additional requirements and/or recommendations of the County Football Association to which the Club is affiliated.
- Provide additional services to Club Members and the Community as approved by the Club Committee.
- Provide Codes of Conduct that shall apply to: Officers of the Club, Club Committee, Club Members, Team Officials, Team Supporters, Team Players and their Parent(s) or Guardians.
Appendix 2: Child Protection Policy.
Appendix 3: Procedure for Recruiting & Screening of Volunteers.