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Club Constitution

  1. Name
    The club shall be called Pitstone and Ivinghoe Junior Football Club (the Club)

  2. Objects
    The main object of the club is to provide facilities for and promote participation of the whole community in the sport of football. With an ethos of providing the children of Pitstone, Ivinghoe and the surrounding villages with the opportunity to play football matches in a sporting manner, with the emphasis on fair play.

  3. Status of Rules
    These rules (the Club Rules) form a binding agreement between each member and the Club.

  4. Rules and Regulations

    1. The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate use their best endeavors to ensure that others conduct themselves so that the business and affairs of the Club are carried out in accordance with the Rules and Regulations 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.
    2. The Club will also abide by The Football Association’s Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and Anti-Discrimination Policy as shall be in place from time to time.
  5. Club Membership

    1. Membership of the club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; or of age, sex or disability except as a necessary consequence of the requirements of football as a particular sport.
    2. The Members of the Club from time to time shall be those persons listed in the register of members (the Membership Register) which shall be maintained by the Club Secretary and shall be divided into four categories: Honorary Members, Full Members, Playing Members and Associate Members.
    3. Playing Members will play in the following sections, whichever is most appropriate for the season:
      Aged 5 – 7 (under 6s - "All Stars")  
      Aged 6 – 7 (under 7s) Aged 10 – 12 (under 12s)
      Aged 6 – 8 (under 8s) Aged 11 – 13 (under 13s)
      Aged 7 – 9 (under 9s) Aged 12 – 14 (under 14s)
      Aged 8 – 10 (under 10s) Aged 13 – 15 (under 15s)
      Aged 9 – 11 (under 11s) Aged 14 – 16 (under 16s)
      Aged 15 – 17 (under 17s) Aged 16 – 18 (under 18s)
    4. To be eligible to play in a section a Playing Member must have reached the lower age limit of that section by 1st September, and must not have reached the upper age limit of that section on or before 31st August at the beginning of each season.
    5. Associate Members shall be the parent(s) or guardian(s) of Playing Members and will be entered into the Membership Register on payment of the annual playing subscription for their child or children. Members of the public may also be accepted as Associate Members of the club at the discretion of the Club Committee and on payment of an annual subscription.
    6. Only Honorary Members, Full Members and Associate Members shall have the right to vote at an Annual General Meeting ("AGM") or Extraordinary General Meeting ("EGM") of the Club.
    7. The Members shall abide by the rules of the club and the rules of the leagues to which they are affiliated.
    8. Any person who wishes to be a member must apply on the Membership Form and deliver it to the Club. Election to membership shall be at the sole discretion of the Club Committee. Subject to appeal in accordance with rule 7b. Membership shall become effective upon the applicant’s name being entered in the Membership Register.
    9. In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
    10. The Football Association and parent County Association shall be given access to the Membership Register on demand.
  6. Annual Subscription Fee

    1. An Annual Subscription Fee shall be determined for each member from time to time by the Club Committee and set at a level that will not pose a significant obstacle to community participation.
    2. Annual Subscription Fees will be due on a successful application for membership and payable either annually or bi-annually at the discretion of the Club Committee. Fees shall not be repayable.
    3. The Club Committee may agree to accept a reduced Annual Subscription Fee where a playing member is accepted for membership during the second half of the playing season. i.e. post 1st January.
    4. The Club Committee may agree to accept a reduced Annual Subscription Fee where Parent(s) or Guardian(s) have more than one than one playing member registered with the Club.
    5. The Club Committee shall have the authority to levy further subscriptions or ask for additional donations from the members, as are reasonably necessary to fulfill the objectives of the Club.
  7. Resignation and Expulsion

    1. 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 their resignation. A member whose annual membership fee or further subscription is more than 2 months in arrears shall be deemed to have resigned.
    2. The Club Committee may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the Club or sport into disrepute. An appeal against such a decision may be made to the Club’s members and decided by a majority vote.
    3. A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the income and assets of the Club (the "Club Property").
  8. Playing Sections

    1. Section Managers, Coaches and Club Helpers will be appointed by the Club Committee, in accordance with the Club’s Recruitment Policy, and will be required to adopt the Club’s Codes of Conduct in full. Once appointed Section Managers, Coaches and Volunteers will automatically be added to the Membership Register as Full Members of the Club.
    2. All Section Managers shall be responsible to the Secretary for providing registration forms for all players of their teams by the date stated by the leagues. The Secretary shall submit completed registration forms to the leagues as required.
    3. All registration forms must be accompanied by a passport-size photograph with the player’s name and date of birth, as required by the league.
    4. All players must be registered with the league prior to a game in which the player is to take part.
    5. A player may only be signed on for one Club team in the league.
    6. Once signed for the Club, no player will be allowed to sign for another club in the same league unless the player has been deregistered for a minimum of four weeks.
    7. The Section Managers shall be responsible to the Secretary for obtaining a signed Membership Form from the parent/guardian of each registered player in their section at the beginning of the season.
    8. The Club Committee shall be responsible for ensuring that all Section Managers, Coaches, Volunteers and players are insured for public liability.
    9. The Club Committee shall be responsible for approving all league competitions entered into by playing sections on a season by season basis.
  9. Club Committee

    1. The Officers of the Club shall consist of the following Club Officers: Chairperson, Vice Chairperson, Secretary, Treasurer, Child Welfare Officer and Development Officer.
    2. The Club shall be governed by a committee of the Officers, the Section Managers ex officio and a maximum of a further 6 elected members.
    3. Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next Annual General Meeting ("AGM") unless otherwise resolved at an Extraordinary General Meeting ("EGM"). One person may hold no more than two positions of Club Officer at any time. The Club Committee shall be responsible for the management of all the affairs of the Club. Following appointment, Club Committee Members will automatically become Full Members of the Club. Decisions of the Club Committee shall be made by a simple majority of those attending the Club Committee meeting. The Chairperson of the Club Committee meeting shall have a casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the Chairperson or in their absence by the Vice Chairperson. The quorum for the transaction of business of the Club Committee shall be five, including at least two Club Officers.
    4. Decisions of the Club Committee of meetings shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.
    5. Any member of the Club Committee may call a meeting of the Club Committee by giving 7 days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year.
    6. An outgoing member of the Club Committee may be re-elected. Any vacancy on the Club Committee which arises between Annual General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Club Committee members and approved by a simple majority of the remaining Club Committee members.
    7. Save as provided for in the Rules and Regulations of The Football Association and the County Association to which the Club is affiliated, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.
    8. The position of a Club Officer shall be vacated if such 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.
  10. Annual and Special General Meeting

    1. An Annual General Meeting (AGM) shall be held not later than 31st July in each year. At this meeting the following business shall be transacted:
      1. Confirmation of circulated minutes of the preceding AGM and to deal with any matters arising there from.
      2. Chairperson’s report for the year.
      3. Secretary’s report for the year.
      4. Treasurer’s report and adoption of the Club annual accounts.
      5. Child Welfare Officer’s report for the year.
      6. Development Officer’s report for the year.
      7. Election of officers and committee members.
      8. Proposed alteration to rules, if any (of which notice has been given).
      9. Confirmation of sections entered for the following season.
    2. 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.
    3. An Extraordinary General Meeting (EGM) may be called at any time by the 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 or proposed Business at an EGM may be any business that may be transacted at an AGM.
    4. The Secretary shall notify each Honorary Member, Full Member and Associate Member of the date of a General Meeting together with the resolutions to be proposed at least 14 days before the Meeting.
    5. The quorum for a General Meeting shall be eight including at least two Club Officers.
    6. The Chairperson, or in their absence a member selected by the Club Committee shall take the chair. Each Honorary Member, Full Member and Associate 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.
    7. The Club Secretary, or in their absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club.
  11. Club Finances

    1. A bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatories shall be nominated and elected by the Club Committee. No sum shall be drawn from the Club Account except by cheque signed by two designated signatories. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.
    2. The income and property of the Club shall be applied solely towards promoting the Club’s objects as set forth in these rules and no portion thereof shall be paid or transferred, directly or indirectly, to the members of the Club.
    3. The Club Committee shall have the power to authorize 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.
    4. 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.
    5. The Club may also in connection with the sports purposes of the Club:
      1. sell and supply food, drink and related sports clothing and equipment;
      2. 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;
      3. pay for reasonable hospitality for visiting teams and guests; and
      4. indemnify the Club Committee and members acting properly in the course of the running of the Club (but only to the extent of its assets).
    6. 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 years.
    7. The Club shall prepare an annual "Financial Statement" in such form 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.
    8. The Club Property, other than the Club Account, shall be vested in not less than two or no more than four 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 into the Minute Book shall be conclusive evidence of such a decision.
    9. 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.
    10. 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.
    11. 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.
  12. Dissolution

    1. A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.
    2. 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.
    3. Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be applied for approved sporting or charitable purposes. As defined in Schedule 18 Finance Act 2002.