Constitution

Name

The Club shall be called West Exe Youth Football Club (hereinafter called the Club)

Objectives

To provide the opportunity for young people in the West Exe area of Exeter aged 6 to 18 to play football in a structured environment.

Affiliation

The Club shall be affiliated to the Devon County Football Association and will follow any rules or codes of practice, in accordance with such association.

Core Committee

The Club Committee and any parents joining the Annual General Meeting will elect the following officers to the Core Committee: Chairperson, Vice Chairperson, Secretary, Treasurer, Child Welfare Officer, and any other officers considered necessary for the smooth and efficient running of the club.

The Core Committee is responsible for the following:

  1. Oversight and maintenance of the highest levels of child welfare:
  • Ensure that all managers and coaches have the appropriate level of qualifications.
  • Ensure that all adults involved in the club have completed a CRB/DBS check.
  1. Ensuring consistently high levels of coaching and team management:
  • Provide guidance and support on coaching, training and managerial best practise.
  • Organise training courses via local and county FA.
  • Appoint and remove Team Managers and Coaches.
  1. Managing The Club finances:
  • Produce financial monthly updates to the Club Committee, and an annual statement of accounts.
  • Review bank statements with the Core Committee quarterly.
  • Provide clear and transparent financial governance, ensuring that the club is financially sound.
  1. Maintain appropriate controls and governance of The Club:
  • Define the strategic direction of the club and making recommendations to the Club Committee about changes to The Club constitution.
  • Represent the Club with external organisations including Leagues and the County FA.
  • Hear and resolve any disciplinary matters, including internal club disputes.
  • Engage with the local community, including schools, to encourage mutually beneficial relationships.
  • Define, embed and maintain moral standards of behaviour consistent with the FA Respect Campaign.
  • Refer decisions to the Club Committee where appropriate.

Decisions of the Core Committee will be made by a majority of the Core Committee; the Chairperson will have a casting vote in the event of a tie. The quorum for the transaction of business of the Core Committee will be three, including at least one of the Chairperson or Secretary. Where a decision has a financial impact the Treasurer must be present.

Club Committee

The Club Committee will consist of the Core Committee, Team Managers and Coaches, and any other officers considered necessary for the smooth and efficient running of the club. Club Committee members are responsible for the following:

  • Ensuring that all required qualifications are completed at the appropriate time.
  • Attending bi-monthly (every other month) Committee meetings, or sending a delegate.
  • Raising any concerns about their age group to the Core Committee.
  • Team Managers are responsible for ensuring that at least one Parent Representative is appointed for each team.
  • Collecting annual membership fees and registration forms promptly and passing to the Club Secretary.
  • Ensuring that all players attending training, or playing in their teams are registered with The Club.
  • Voting on any issues referred to them by the Core Committee.
  • Ensuring that all assistant coaches are ratified by the Core Committee.
  • Following the FA Respect Code, and representing The Club in line with the expected standards of behaviour and moral values.
  • Supporting The Club in fund raising activities throughout the year.

Decisions of the Club Committee will be made by a majority of those attending the Committee meeting; the Chairperson will have a casting vote in the event of a tie. The quorum for the transaction of business of the Club Committee will be three, including at least one of the Chairperson or Secretary.

Accounts

The treasurer shall administer the Clubs accounts. No sum shall be drawn from the Club account unless it has been approved by two nominated Core Committee Members. All monies payable to the Club shall be received by the treasurer and deposited in the Club account. The treasurer shall produce a report at the AGM of the Clubs finances up to the 30th June that year and also interim reports to each Committee meeting he/she attends.

AGM

The AGM shall be held in July each year. The agenda of the AGM shall consist of:

  • A report of the activities of the Club over the previous year.
  • A report of the Clubs finances up to the 30th June that year.
  • Election of new Committee and officers.
  • Playing and training subscriptions for the forthcoming season.
  • Club / Policy rule changes.
  • Agree the number of teams to be run the following season.
  • Any other business.

An extraordinary meeting may be called at any time where the Management Committee considers a need to address a Club policy matter or to elect/re-elect a vacant officer’s position in the Club

Committee Meetings

Committee meetings will be held on the second Sunday of each month, with the exception of September where it will be the first Sunday, to coincide with the start of the league season. All Committee members are invited to attend every Committee meeting. There will be bi-monthly meetings for club business purposes, where only the Core Committee are required to attend, and bi-monthly meetings for the Football Committee meetings, where all Committee members and Parent Representatives are required. Business Committee meetings will be held in February, April, June, August, October and December; Football Committee meetings will be held in January, March, May, September, November.

Membership

The Club shall promote itself through links with local schools, West Exe Soccer School and local papers. The Club will encourage membership of people within the West Exe area however it will accept applications from anywhere in the Exeter and surrounding area. Membership of all children under the age of 18 will be granted after completion of club registration and medical form and payment of the appropriate registration fee. Adult membership will be accepted after the applicant has submitted an application form and been vetted as per the FA recruitment & selection of volunteers guideline. In order to be eligible to play/train for the club each player must:

  • Have submitted a completed club registration/medical form signed by both player and parent/guardian.
  • Have submitted a completed League registration form.
  • Provided appropriate details for an FA ID badge to be applied for.
  • Paid the annual subscription fee prior to the start of the season.
  • Paid up to date match & training fees.
  • Paid for the FA ID card.
  • Have signed the FA Respect code of conduct.

The Club reserve the right to refuse a player participation in training sessions or a match if the above are not adhered too. The Club shall be responsible for providing the following:

  • Suitable training facilities.
  • Match day pitches.
  • Associated equipment such as goals, balls, bibs & cone discs.
  • Every effort will be made to provide match day kit, this is usually obtained through sponsorship but does not include training kit or tracksuits.

In addition to normal football activities the Club will endeavour to hold additional social/fund raising events & an end of season presentation that will be subject to additional charges.

Equality

The Club shall abide by the Football Association equal opportunities and anti discrimination policies ensuring not to discriminate in any way with regards to sex, sexual orientation, race, nationality, ethnic origin, colour, religion or disability.

Insurance

The Club treasurer will ensure that the Club has suitable public liability insurance.

Managers

There shall be a named manager for each team. Before a new manager can be appointed he/she must attend either a Committee meeting (if in mid season) or the AGM to meet the Committee and answer any questions. Each manager will be responsible for the day to day running of his/her team, ensure everyone connected to the team adhere to the FA Respect campaign and the collection of all match and training subscriptions. Each manager will be responsible for keeping accurate records of monies collected on the forms provided and paying in all monies collected to the treasurer by cheque at each Committee meeting.

Each manager and relevant adults who will be in close contact with the players must agree to a Criminal Records Bureau being carried out on them. It is an FA requirement that the Club keeps a record of all players. Each manager is responsible for providing the secretary with completed Club registration/medical forms for all of his/her players, as soon as possible after the start of the season. Any additions or amendments must also be advised as soon as possible. The manager must ensure all players are registered with the league, have an FA ID badge and are up to date with subscription and match/training fees before they are selected to play. Each manager will be expected to undertake coaching, first aid and child protection courses as necessary.

In the event of bad weather conditions prior to a game it is the managers responsibility to check with the club secretary that their pitch is playable. In the event that the match has to be cancelled it is the managers responsibility to inform the opposition manager, the referee, their own team and the league in accordance with league rules. These are the key areas of responsibility, however, a full description of all responsibilities will be provided to each manager on joining the club.

Child Protection

The Club shall follow the Football Association’s Child Protection Policy, Procedures and Practices. The Club shall appoint a named Child Protection Officer who must have attended the relevant FA courses. Each manager and relevant adults who will be in close contact with the players must agree to a Criminal Records Bureau check being carried out on them. All adult members must attend a child protection workshop (generally part of FA coaching course). The manager must report any child protection or behaviour issue to the club and parents immediately on the appropriate form. For all head injuries or any other injury sustained during matches or training deemed necessary to report – The manager must inform both parent/guardian and the club using the club accident report form.

Code of Conduct/Respect

The Club shall have codes of conduct for coaches/managers, players and parents. A copy of each shall be given to each player and their parents/guardians via the Club handbook. The Club shall require a mandatory signature to the code of conduct acceptance form to confirm agreement and that the person concerned fully accepts the content. Signing of the Club registration form shall constitute acceptance of the code of conduct for both player and parent/guardian. The codes of conduct shall be reviewed annually and updated as necessary. In addition as a Charter Standard club we will require all members to sign up to the FA Respect Code of Conduct.

Medical Forms

Each player must complete a Club registration/medical form and return it to the team manager. The team manager must have a copy of the form available at all training sessions and matches that the player is involved in.

Discipline

All matters, with the exception of serious disciplinary issues shall be handled by the team manager/coach. If there is a breach of discipline that the team manager is unable to deal with or a complaint is against the manager the chairman shall convene a disciplinary Committee consisting of him/herself and two other members of the Committee to make the final decision. The chairman will have the final say in any disciplinary matters (excepting when he/she is personally involved – in this case the Committee shall appoint the disciplinary Committee).

Any person/s connected to the Club deemed as bringing the Club into disrepute or damaging the good name and reputation of the Club will be suspended from their position pending a full investigation by a disciplinary Committee comprising the chairman and two other Committee members not connected with the suspended persons team. There will be no right of appeal to the outcome of the hearing. Suspension shall not constitute automatic guilt of the circumstances being investigated.

Constitution

All Committee members will be given a copy of the constitution and will be required to read and sign the master copy thus agreeing to abide by its contents. The master copy will remain with the Club secretary. Once in place the constitution can only be amended by a formal proposition at the AGM or an EGM of a minimum of ten members including at least two officers. Any proposed changes must be in writing, signed and dated, to the secretary fourteen days prior to such meetings.

Dissolution

The Club shall be dissolved at any time at a special meeting called for the purpose at which at least 21 days notice in writing is given to all players and officials. The resolution must be posted by a two thirds majority of those present. In the event of dissolution the Committee shall be the body for the orderly winding up of the Clubs affairs. After the satisfaction of all debts and liabilities the Committee shall transfer any remaining funds to a charity decided by the Committee. Any equipment may be given to other organisations having similar objects to that of the Club.