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Constitution and Rules - July 2007

1 The Club

Buxton Junior Football Club, which is referred to as the CLUB, is a non-profit making organisation with the purpose of providing (either directly or in partnership), male and females (junior and senior) with the facility to play association football on a competitive and non-competitive basis as permitted by the Football Association.

In the event of the Club ceasing to exist, all its assets will be distributed to other junior clubs and or local children's charities as determined by the management committee.

2 Membership

There are 5 classes of member:

• Honorary Life Members (non voting)
• A person who is a member of the Management Committee, Team Officials and Post holders. Such persons have full voting rights.
• Playing member (non voting member)
• Parent/guardian of any playing member under the age of 18 (non voting member)
• A person who is considered to be an asset to the Club and is elected as an associate member (non voting member)

This document (the Club rules) forms a binding agreement between each member of the Club.

All members shall:

• Conduct themselves in a manner that will not bring discredit to the Club
• Comply with the rules of the league to which the Club is affiliated

3 Affiliation

The Club shall have the status of an affiliated member Club of the Football Association by virtue of its affiliation/membership of the Football Association. The rules and regulations of the Football Association Limited and the parent County and any league or competition to which the Club is affiliated for the time being shall be deemed to be incorporated into the Club rules.

The Club shall maintain the status of a FA Charter Standard Club, at a level appropriate to its needs and resources.

4 Club Management

The Club shall have a Management Committee which comprises:

• Chairman (see Annex 1)
• Club Secretary (See Annex 2)
• Club Treasurer (See Annex 3)
• Director of Football (See Annex 4)
• Events Director (See Annex 5)
• Fundraising Director (See Annex 6)
• Communications Director (See Annex 7)
• Facilities Director (See Annex 8)

The Management Committee is responsible for:

• The policies and management of the Club. As such the management committee has the power to amend the club Constitution and Rules.
• Annual appointment of Team officials

The Management Committee is supported by appointed persons (See Appendix 1)

• Website manager (see annex 10)
• Publicity Officer (see annex 11)
• Coaching Coordinator (see annex 12)
• Recruitment Manager (see annex 13)
• Administration Secretary (see annex 14)
• Kit Manager (see annex 16)

The decision of the management committee in respect of the Clubs operation is final.

The management committee may, in the event of not being able to fill the above posts, recruit a suitable person(s) from outside of the club and or additionally appoint an Operations Manager (See Annex 9). Other persons may be co-opted as is deemed necessary.

Where appropriate, an honorarium and or expenses may be offered to management committee members

Any club member may attend any management committee meeting in the capacity of an observer.

The management committee shall be subject to annual election.

A person (except the club Treasurer, who shall remain independent) may hold more than one post, provided there is no conflict of interest,

The management committee shall meet at least once a month and minutes of the meeting shall be recorded. Minutes shall be available to all voting members.

5 Annual General Meeting

An Annual General meeting shall be held (normally in July) for:

• Election of management committee members
• Presentation of the Club accounts
• The Chairman's report
• Voting on propositions (which must be submitted, in writing, to the Club secretary, at least 14 days prior to the meeting)

All members may attend the Annual General Meeting, with only voting members entitled to take part in the election of officials and acceptance of accounts.

Any person, not already in the elected position but wishing to stand for one of the elected positions, shall only be allowed to do so, if a written nomination is received by the club secretary at least 14 days prior to the annual general meeting. Persons already in an elected position and wishing to continue, do not have to submit a nomination

6 Policies & Procedures

The Club shall carry insurance as advised by the Clubs solicitors and or the Football Association.

The Club shall have:

• A Child Welfare policy (see annex 15)
• A Health and Safety policy (see annex 17)
• Anti-Discrimination policy (see annex 18)
• Equal Opportunities policy (see annex 19)
• A Complaints procedure (see annex 20)
• Codes of Practice for:
• Team Officials (see annex 21)
• Parents and Spectators (see annex 22)
• Players (see annex 23)

7 Players

Players shall:

• Pay subscriptions and fees as authorised by the Club
• Pay any fines imposed by the league along with any associated expenses incurred by the Club
• Not be considered for selection if they are in breach of Club rules or the Players Code of Conduct
• Upon leaving the Club, provided they are not in breach of Club rules, be presented with a suitably engraved memento (e.g. a tankard) if they have a total of not less than 5 years service. No player shall receive more than one memento.

Where a player requests to play for another team within the Club, then if both the respective team officials agree, then the transfer can proceed. Should the team officials fail to agree, then the matter shall be decided by the management committee.

Any person who is below 16 years of age on the 31 August, in the year at the start of the current football season, will not be registered to play for any of the Club's junior teams, if they also intend to play open age or senior football for another club.

The club provides open age football for those players over the age of 16 years on the 31 August, in the year at the start of the current football season. When signing players for this age group, preference shall be given to existing or previous players of the club.

Any player, below 16 years of age on the 31 August, in the year at the start of the current football season, who is registered to play for the Club and decides to also play football for an open age or senior team, will have their Club registration withdrawn immediately and will be no longer eligible to represent the Club.

No player shall be registered to play for more than one team within the club at the same point in time.

Any member(s) of the Club, who considers a player to be unworthy of representing the Club, shall bring this to the attention of the management committee, in writing. The management committee will decide upon the appropriate course of action after due consideration with all parties. Any player dismissed as a Club member shall only be reinstated with the approval of the management committee.

Poaching of players within the Club is not permitted

8 Team Officials

Team officials shall:

• Be appointed by the management committee only after interview and appropriate checks have been conducted.
• Upon appointment be responsible to the Football Director
• Attend a new managers course, within 12 months of appointment
• Hold or obtain the minimum qualifications as required by the requirements of the FA Charter scheme, within 12 months of their appointment and attend refresher training, as required.
• Attend meetings and events, where reasonably practical
• Be solely responsible for team selection
• Make the players welfare their priority
• Ensure all fixtures/training sessions are supervised by them or a suitably qualified Club official.
• Be responsible for kit and equipment provided by the Club (See Annex 24)
• Make requests for kit and or equipment via the Kit Manager
• Make requests for other costs via the management committee
• In an emergency, spend up to £25 per season without approval
• Inform, in writing, the Club secretary of any player leaving or wishing to join the Club
• In the event of any person sustaining an injury requiring outside medical treatment, while under the jurisdiction of the Club, then the team officials shall inform the Club secretary, in writing, giving details of the injury, to who and under what circumstances along with any other relevant information.
• Shall have available, players medical records, at all training sessions and matches
• Ensure that all monies due along with a completed club cash return are deposited with the club treasurer on a monthly basis.

All teams shall have, as a minimum, two appointed officials.

In the event that a manager considers that a playershould no longer remain a member of their squador where a manager does not wish to re-sign an existing player, then the manager shall firstbring the matter to the club management committee. The club management committee will consider the issue and make the final decision. Managers are not authorised to dismiss any player at any time without the authority of the management committee.

Team managers shall not send any correspondence to any party without the approval of the management committee where the content may bring the club into disrepute.

9 Events and Tournaments

The club policy is to encourage teams to participate in football related events and tournaments but in a managed way, so reducing risks to the club, club members and members of the public. (See annex 25)

10 Sponsorship

Where an individual or an organisation wishes to make any form of sponsorship to the club, then the person(s) who on behalf of the club makes any sponsorship arrangements, shall inform the sponsor that any item sponsored, automatically becomes the property of the club (not a team) and the club shall decide upon its use. Where a sponsor wishes to include conditions to their sponsorship, these shall be agreed by the management committee before any sponsorship or conditions are accepted

11 General Meetings

General Meetings shall be held monthly (normally the first Thursday of the month), for which minutes shall be produced. All members may attend with the main objective being as a means of communication between the club and its teams and visa versa.

12 Miscellaneous Expenditure

Any management committee member, team official or appointed person may spend, in an emergency, up to £25 per season, without prior approval. All other expenditure shall be authorised by the management committee

13 Attendance at General Meetings and the Annual General Meeting

To aid good communication, each team must be represented, ideally by at least one team manager, or by another person (e.g. a parent) who is able to communicate any team issues to the club and any club issues to the team, at each General and Annual General Meetings.

No person may represent a team other than the one they are directly associated with.

The club minute secretary shall record team attendance at meetings, each season, starting in August, and these shall be recorded in the minutes.

The attendance by a representative of each team at the Annual General Meeting is mandatory
The attendance by a representative of each team at a minimum of seven General meetings per annum, is mandatory

Should any team fail to achieve the required attendance requirement, then:

• The team managers will not be re-appointed for the following season
• The team will be disbanded at the end of the current season and will not represent the club in the forthcoming season unless suitable new managers are recruited

14 Sterndale Facility

In order to comply with the conditions of our lease the following are applicable:

• Parking or causing an obstruction at any time is not permitted on the access road adjacent to the football pitches
• The facility is to be used only for football
• The grass to be mown as required
• Maintain the pitches and car parks to a reasonable standard
• The facility to be free of rubbish waste or refuse
• The changing room is to be kept clean and in good repair, including the redecorating of the internal and external surfaces
• No changes to the changing room without the Landlords permission
• No tree, bushes or hedges are to be injured or cut down
• No soil to be removed from the facility
• The club shall not assign or sublet or part with possession of the whole or any part of the facility
• The club shall hold public liability insurance
• All persons using the facility shall do so in a reasonable way, so not to cause any legal breach, breach the rules of the club and to observe the clubs codes of conduct

• To chair all meetings
• Responsible for the ongoing viability of the club
• Facilitator, ensure objectives are set and completed

• Responsible for:
• Administration
• Club records and data bases
• Representing the club at league meetings
• Club and Player Insurance

• Advising as to fees and other expenditure
• The depositing of all club funds in accounts, which are held in the name of the club
• All accounts will require two signatures (The Treasurer and Club Secretary)
• Providing a monthly statement of the clubs assets and debts to the management committee
• Providing original account statements for scrutiny by the Management Committee at periods not exceeding 3 months
• Preparation and presenting of the clubs accounts at the Annual General Meeting
• Exercising due diligence to protect the club assets and complying with relevant financial legislation

• Responsible for
• all teams and the Development Academy
• Representing team views on the new management board
• Improving coaching and training methods
• Charter Standard
• Training courses
• Recruitment

• Responsible for and the management of all aspects of club events, e.g.
• Overseas "twinning" tours
• Interclub
• Otters Cup
• Presentation Event

• Responsible for the raising of funds to meet the agreed club commitments in the short, medium and long term

• Responsible for:
• Internal communications
• Newsletter
• Website
• Publicity
• Minute secretariat

• Responsible for:
• Pitches and changing facilities
• Availability of current and future facility requirements
• Allocation of pitches and training venues to teams
• Liaison with facility providers and contract/lease arrangements

Preamble: The club if it is to maintain its viability has to ensure its obligations are completed effectively. Due to the club being a voluntary organisation it is not always possible to fill these posts and ensure that tasks are completed effectively but the needs do not go away. Hence in the event that posts or tasks cannot be filled and completed effectively, then the Management Committee may appoint an Operations Manager.

1. The Operations Manager(OM) is appointed by and is responsible to the Management Committee
2. The OM shall receive fees and expenses as agreed with the Management Committee
3. The OM shall conduct any activity, for which they are competent, as directed by the Management Committee
4. The OM does not have the responsibility or authority for policy and or committing the club to any liability without approval of the Management Committee
5. The OM shall not have a responsibility for or have authority with respect to the clubs financial assets
6. The OM shall provide a monthly documented report of activities completed and outstanding to the club Chairman

1. Responsible to the Communications Director for:
• Design, development and management of the web-site
• Ensuring no material, which may bring the Club into disrepute or be of an illegal nature shall be associated with the web site.
• Ensuring no confidential information is made available upon the Club web-site
• Using the web-site to promote the Club
2. The web master shall provide the club treasurer with a minimum of a quarterly statement along with all moneys accrued.
3. The web site is the property of the Club and in the event of a dispute; the decision of the management committee is final.

Responsible to the Communications Director for:

• Promoting the Club within the community
• Advertising club events, where appropriate
• Gaining press coverage for club events
• Assisting and encouraging team managers to produce match reports for the local press
• Monitoring the media coverage by other local sports organisations
• Assisting the webmaster to maximise publicity for the Club via the website
• Promoting the Club via other media e.g. radio and football websites
• Publication of a Club Newsletter

Responsible to the Football Director for providing:

• A facilitating role to raise coaching standards
• Team officials with assistance, either on an individual or group basis
• Evaluating external coaching courses
• Recommending actions required to raise coaching standards
• Liasing with the FA with respect to FA courses
• Ensuring all managers attain the Level1 qualification, within 12 months of appointment
• Ensuring all managers complete refresher training (first aid & Child Protection) at periods not exceeding 3 years
• Ensuring that records of manager qualification are maintained
• Ensuring the club retains its status as a Charter club, which includes completing the renewal process at 3 yearly intervals

NOTE: It is not intended that the coordinator shall undertake the actual training session, as this is the role of team officials; the coordinator is available to assist officials to improve their coaching skills.

Responsible to the Football Director for:

• Recruiting new members to the Club
• Recruiting players and forming a squad, to enable the Club to enter teams into league football, at the youngest age level, thus maintaining the Club's continuity.
• Recruiting suitable managers and coaches
• Mentoring new managers and coaches

Responsible to the club secretary for:

• Maintaining and developing the club database
• Maintaining records e.g. manager qualifications
• Liaison with club personal to ensure records are accurate and current
• Advising the management committee and club personal of renewal dates

Note: The person appointed must have access to a computer, with internet/e-mail facilities. They must be capable of developing the database and taking account of technological progress, along with complying with the Data Protection Act.

The Club shall:

• Appoint a Child Welfare Officer, responsible to the Club Chairman
• Adopt and practice procedures as recommended by the Football Association or Club solicitor
• Take all reasonable measures to prevent child abuse
• Provide training to Club officials
• Provide guidance, upon request
• Not tolerate any form of child abuse and shall take appropriate action in the event of any observed or reported abuse.

The Child Welfare Officer is the focal point for such issues and responsible for advising the management committee.

Responsible to the Football Director for:

• Maintaining an inventory of kit
• Maintaining a record of kit allocation
• Acting as a focal point for all issues regarding kit
• To advise the management committee of new kit required and the estimated cost
• Purchase of kit, within the budget allocated by the management committee

1. The Health and Safety of all persons associated with any Club activity is the prime consideration.
2. The Club shall observe guidance as provided by the Football Association or other specialists e.g. doctors
3. All teams shall be provided with a first-aid kit
4. All events, matches and training sessions shall have both a qualified first aider and first-aid kit available.
5. The Club shall bear the cost of suitable first-aid courses for nominated candidates
6. All members of the Club have a responsibility for their own and others safety, and as such should act in a reasonable and responsible way.
7. Players shall:
• Wear shin pads for all training sessions and matches
• Not wear jewellery during training sessions or matches unless it is adequately protected to prevent injury to the wearer or other parties.
8. Team officials shall take appropriate measures to protect the Heath and Safety of their Players. Any issues that cannot be dealt with immediately shall be reported to the Club Secretary without delay.
9. Players/Parents shall report any perceived Health and Safety issues to their team officials
10. All events organised by the Club, other than training sessions and matches, shall include a health and safety assessment to be carried out as far as is reasonably practical.
11. The management committee shall review its Health and Safety policy annually.

1. The Club is responsible for:
• Setting standards and values
• Its commitment to confront and eliminate discrimination (e.g. sex, sexual orientation, race, nationality, ethnic origin, colour, religion or disability
• Providing equality of opportunity for all its activities (e.g. advertisements, selection of candidates, courses, awards, team selection, appointments and development activities)
2. The Club 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.
3. The Club is committed to ongoing training and awareness, in order to promote the eradication of discrimination within its own organisation and within football as a whole.

1. The Club is committed to:
• A policy of equal treatment of all members with respect to issues including, gender, colour, martial status, race, nationality, ethnic origin, religion, sexual orientation and disability.
2. The Club shall:
• Not treat any individual less favourably than another
• Not impose any of the above issues, as restrictions upon membership or posts within the Club
• Not tolerate victimisation or harassment of an individual
• Require all members to abide and adhere to the principles and requirements of the Codes of Practice issued by the Equal Opportunities Commission and Commission for equal Opportunity.
• Commit itself to immediate investigation of any claims of discrimination, which will include requiring any practice not in accordance with the Club's policy to cease forthwith.
• Take disciplinary action against any member not abiding by this policy
3. The Club commits itself to the disabled person whenever possible. It shall treat such members in all respects as any other member. The difficulties of their disablement permitting, assistance will be given, whenever possible, to assist the disabled to gain access. Appropriate training will be made to such members who request it.
4. All members are expected to abide by legal requirements e.g. Race Relations Act 1976, Sex Discrimination Act 1986 and the disability Discrimination Act 1995.

In the event that any member feels that he or she has suffered discrimination in any way, or that the Club polices, rules or codes of conduct have been broken, should follow the procedure below:

1. They should report the matter to the Club Secretary or to a member of the management committee
2. The report should include:
• Details of what, when and where the occurrence took place
• Any witness statement and names
• Names of 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
3. The management committee will sit for any hearings that are requested
4. The management committee has the power to warn, suspend or remove a member, as appropriate, having been found to have broken the Club rules, polices or Codes of Practice.

Team Officials (Managers and Coaches)

The health and safety, welfare and moral education of the players is the first priority and takes precedent over all other issues.

Team Officials should:

• Disassociate themselves from a "win-at-all-costs" attitude
• Respect the rights, dignity and worth of each player
• Treat all players equally
• Adhere to Club and FA rules and guidance
• Develop an appropriate working relationship based upon mutual trust and respect
• Not exert undue influence to obtain personal benefit or reward
• Encourage players to accept responsibility for their own behaviour and performance
• Ensure that the activities they direct or advocate are appropriate for the age, maturity, experience, and ability of each player
• From the outset, ensure that players and parents are aware of what is expected of them and what they are entitled to expect from the Club
• Cooperate with other specialists (e.g. coaching coordinator or doctors) in the best interests of the players
• Promote the positives of the game e.g. fair play
• Promote the law and "spirit" of the game
• Ensure prohibited substances or techniques are not used
• Display high standards of behaviour and appearance
• Not use or tolerate inappropriate language
• Show due respect for match officials

In support of this policy the Club requires Team Officials to:

• Ensure the environment in which training is conducted is safe and fit for purpose
• Ensure training is appropriate and enhances players skills
• Not train or play players if their medical condition gives reason for concern
• Maintain team discipline at all Club training, matches and events

Parents and Supporters

Football should be FUN

Parents and Supporters should:

• Be positive and encourage all players, officials, managers and other spectators
• Applaud the opposition as well as their own team
• Avoid coaching
• Not shout and scream
• Respect the referee and their decisions
• Encourage all, not just their own child, or most talented
• Abide by Club and FA rules
• Do nothing which would bring discredit to the team, Club or game

NOTE The Club cannot operate without the support of parents. It is your children that the Club provides the opportunity to play football. Players need parent support and therefore parents are encouraged to take an active part in Club activities.

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.

1. Have obligations to 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 their team is in a position where the desired result has already been achieved
• Set a positive example for others, particularly young players and supporters
• Avoid all forms of gamesmanship and time-wasting
• Always have regard for the best interests of the game, including where publicly expressing an opinion on the game and any particular aspect of it, including others involved in the game
• Not use inappropriate language
2. Have obligations towards one's own team, a player should:
• Make every effort consistent with fair play and the laws of the game to help their own team win
• Resist any influence which might, or might be seen to bring into question their commitment to the team winning
3. 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 competition rules
• Accept success and failure, victory and defeat, equally
• Resist any temptation to take banned substances or use banned techniques
4. 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
5. Respect towards match officials, a player should:
• Accept the decision of the match officials without protest
• Avoid words or actions which may mislead a match official
• Show due respect towards match officials
6. Respect towards team officials, a player should:
• Abide by their instructions, provided they do not contradict the spirit of this code
• Show due respect to your own and opposition team officials
7. Obligations towards supporters, a player should:
• Show due respect to the interests of supporters

1. All team managers will be requested, at the start of each season, to declare if they are to allow players to take kit home or if they are to operate a team kit wash system.
2. Teams that declare they are to operate a team kit wash system, will NOT be asked to pay a bond and the club will stand the cost of any reasonable losses

Note: A team kit wash system is:

• A rota, where parents takes the whole kit for wash
• Where a parent, as a contribution to the club, takes the whole kit for wash on a weekly basis.
• Where the whole kit is taken to the laundry and the cost is levied to parents
3. Teams who do not operate a kit wash system will pay a bond of £300 to the club treasurer before the start of the season. The bond is refundable only in the case of a complete kit being returned in a reasonable condition at the end of the season. The only exception being the loss of the "odd" pair of socks or shorts.
4. If a team declares it is operating a team kit wash system when in fact it is not, then disciplinary action shall be taken against the team managers and unless a satisfactory explanation is provided, managers will be relieved of their duties.
5. Where there are special cases for not operating a team kit wash system, e.g. no changing facility at the ground for girls. In such cases the team managers shall make such circumstances known to the management committee and agreed arrangements shall be put in place. Where a special case is agreed, the team does not have to pay a bond.

This annex does not include within its scope matches played as organised by the league(s) to which the club is affiliated, friendly matches or completions within a 50 mile radius of Buxton or normal training sessions.

Funding:

The club may assist with funding, where the whole team, the team officials and any supporters/helpers have at least 2 nights in accommodation.

A team may not apply for more than one funding donation per season

Any donation will not exceed 25% of the estimated cost of the tour

The Club Treasurer shall advise the Management Committee of the amount the Club can set aside annually to fund such tours.

Where more than one team applies for a donation, then the amount allocated per team, shall be decided by the Management Committee.

Only teams representing the club and with registered players of the club will be considered for a donation.

Health & Safety:

For all tours and events (which includes fund raising activities e.g. sponsored walks) the management committee shall be provided with the following information, in writing:

• Venue
• Tournament organiser
• No of players
• No team officials
• No of helpers
• No of parents/supporters
• Mode of transport
• Itinerary
• Documented Health & Safety risk assessment
• Proof of adequate insurance (Club insurance could be used if appropriate)
• An itemised estimate of costs.

The Club Management Committee reserves the right to veto any proposed tour or event by any of the Clubs teams if it is considered not in the best interests of the Club, its members or the public. Where an event or tour takes place without the authority of the management committee, then the club takes no responsibility and the event or tour shall not proceed under the name of the club

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