Club Constitution

1. FLEETDOWN UNITED FOOTBALL CLUB

1.1. NAME
The name of the Club shall be: – FLEETDOWN UNITED FOOTBALL CLUB, (hereinafter named the Club). The home address and ground of the Club will be Fleetdown United FC, Heath Lane (Lower), Dartford Kent DA1 2QH.

1.2. CLUB PHILOSOPHY
The philosophy of the Club is to provide a safe environment for our members, all ages, genders, and abilities, to enjoy playing football. For our managers to coach their teams to develop new skills and to help them reach the highest level possible. To provide facilities for members, parents, and supporters to create a community around football.
To expand our support into the local community and provide sporting opportunities and a hub for groups and schools to use.
See the Club’s latest vision & mission statements for our current aims & objectives.

1.3. CLUB COLOURS
The colours of the Club shall be: – Tangerine shirts, black shorts with tangerine or black socks with alternative trim for football related activities. Away colours are to be blue and white in all age groups.

1.4. CLUB MOTIF
The Club will have an official badge which incorporates a football and anchor.

2. CLUB MEMBERSHIP

The members of the Club shall be those persons listed in the register of members, which shall be maintained by the Club General Secretary.
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.
The Club may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the Club into disrepute. The process for such a decision can be found in Clubs’ Complaints & Disciplinary Procedure document.
Membership of the Club shall only be confirmed on the completion of a Membership application form and the payment of the current membership fees and is subject to the discretion of the Executive Committee. Membership will be for a period of 12 months and will need to be renewed each year, except for lifetime members (see 2.5).

2.1. ACCEPTANCE OF THE RULE

By act of membership of the Club, a member agrees to abide by these rules along with all the relevant Club codes of conduct. (See the website for full list of the codes of conduct)

2.1.1. CODES OF CONDUCT
As a member of the Club, you will abide by The FA’s Safeguarding Children Policies and Procedures, all Club Codes of Conduct, Equal Opportunities and Anti-Discrimination Policy. Upon online registration you will be asked to agree to each of these documents to form a binding contract and any breach of these rules can lead to the member being asked to leave the Club and/or the parent or carer and child.

2.1.1.1. Adult player code of conduct
2.1.1.2. Junior player code of conduct
2.1.1.3. Coaches, Team Managers & Club Officials code of conduct
2.1.1.4. Parents/Spectator code of conduct

2.2. FULL MEMBERSHIP DEFINITION
Full membership shall be extended to all members of the Club who have reached the age of 18 years and the Executive Committee who will have a management role in defining how the Club is run and all future polices. A parent/guardian of Junior members will become a member of the Club and shall be entitled to one vote per family at AGM/SGM’s. All managers and coaching staff will also be classed as full members and have all the rights mentioned above.

2.3. ASSOCIATE/JUNIOR MEMBERSHIP DEFINITION
Shall be open to the Club’s players who have not reached the age of 18 years and any former members who have been granted associate membership due to long standing service to the Club. This membership will be non-voting at any AGM/SGM.

2.4. SOCIAL MEMBERSHIP DEFINITION
Shall be open to the members of teams that are non-football related. All applicants shall complete a membership form acceptance of which will be at the discretion of the Executive Committee. This membership will be non-voting at any AGM/SGM.

2.5. LIFE MEMBERSHIP DEFINITION
Life Membership is the highest award available to recognise the exceptional contribution of individuals to the Football Club. It is therefore only to be awarded in exceptional circumstances. There shall be no time constraints on awarding the life membership but the contribution to the Club must go above and beyond. Nominations for life membership must be submitted at least 14 days before the AGM and demonstrate how the nominee has given significant contribution to the Club. They will then be voted on at the AGM to ratify the nomination. There will be no renewal each year for lifetime members. This membership will be non-voting at any AGM/SGM.

2.6. REMOVAL OF MEMBERSHIP
In the event of a member’s resignation or expulsion his or her name shall be removed from the membership register

3. CLUB MEMBERSHIP & SUBSCRIPTION FEES

3.1. CLUB MEMBERSHIP FEES
The amount payable in membership fees shall be determined at the A.G.M. Until the membership application and fees have been received and accepted players will not be permitted to represent the Club in any matches or other activities. For football related activities where two or more players apply for membership from the same family, 50% of the membership fee will be due for the youngest player(s). For members who apply to join the Club after the 1st January, the amount payable will be reduced to 50% of the membership fee for each new member. (see the Club Finance, Fees & Fines Guidance
document for more details).

3.2. SUBSCRIPTION FEES
Subscription fee amounts shall be agreed at the AGM and will be collected by the Club using an online payment platform. Payments will be for the agreed amount and collected over nine months from September to May and paid into the General Account. (see the Club Finance, Fees & Fines Guidance document for more details).

3.3. TEAM/PLAYER FINES
Any fines received by the Club are payable by the team/player concerned. The Club shall inform the team/player and issue a request for payment. See the Clubs’ fines process for detail of how the fine(s) are shared and paid in either the Club Finance, Fees & Fines Guidance document or the Football Guidance, Rules, and Processes document.

3.4. PRE-COMPETITIVE & WILDCATS SESSIONS
This shall be payable on attendance and shall be the amount decided by the AGM. The first session is free.

3.5. NON-PAYMENT OF MEMBERSHIP FEES/SUBSCRIPTIONS FEES/FINES
Any member, who fails to pay will be contacted by the Treasurer in the first month. Should the non-payment of any monies owed continue for a further month the Executive Committee shall be informed and the member will be suspended from all football and non-football activities.
Should a member have any difficulties with payments they should discuss with the Treasurer and agree a payment structure. The Treasurer will notify the Executive Committee of any such agreements and get ratification for decisions.

3.5.1. INJURED PLAYERS
If a player has been injured during a match representing the Club or outside of the Club, they can contact the Treasurer to discuss payment of fees for the period they will be out injured. The Treasurer will notify the Executive Committee of any such agreements and get ratification for decisions. This only applies to long term injuries and the Executive Committee decision will be final.

4. CLUB STRUCTURE

The Club structure shall be made up of: – The President and Honorary Vice President(s) and the following: Executive Committee, General Committee, Football Committee and Managers Committee members.

4.1. THE PRESIDENT & HONORARY VICE PRESIDENT ROLES

4.1.1. THE PRESIDENT ROLE
The President role is a post recognising the huge amount of commitment to the Club from an individual. The role sits on the Executive Committee, can vote in decisions by that Committee and is in post for as long as they wish to serve. The role is expected to provide guidance, use their experience at the Club and assist the Executive Committee in guiding the Club to meet the vision and mission of the current Chairperson, whilst maintaining the values of the Club.

4.1.2. THE HONORARY VICE PRESIDENT ROLE
The Honorary Vice President role shall be a post recognising ex-offcio members and their contribution to the Club over a long period of time. The post should act as stewards of the Club, assisting committees, or officers with their experience where necessary or requested. They are encouraged to comment or raise concerns when they see them and will have a vote on all matters to do with the Club.

4.1.3. NOMINATION & ELECTION OF THE PRESIDENT AND HONORARY VICE PRESIDENTS
To become the President or Honorary Vice President, a nomination will be made by the Executive Committee, which will be shared with members 14 days prior to the AGM/SGM (if required). The position will then be voted on at the AGM or SGM and will be appointed with a majority vote.

4.2. EXECUTIVE COMMITTEE – (TRUSTEES)
The Executive Committee shall consist of the following representatives and become the Trustees of the Club whilst in office: – President, Chairperson, Vice Chairperson, General Secretary, Treasurer, Junior Football Secretary, Club Welfare Officers (senior & junior).
The Chair will only cast a vote as a tie breaker in any decisions to be made by the Executive Committee.
A trustee shall be defined as an elected Club officer, as listed above, who takes responsibility for managing money or assets that have been set aside for the benefit of the Clubs’ members. As a trustee, the officers must use the money or assets in the trust only for the beneficiary’s benefit.
Anyone wishing to stand for an Executive Committee position, must make it known to the General Secretary in writing (by email) a minimum of 14 days prior to an Annual General Meeting (AGM). They will be put forward with any incumbent wishing to also stand again to be voted for at an AGM by the Clubs’ members with a majority vote, except the Welfare Officer (see 4.2.4). All Executive Committee Members need to have a DBS to sit on the Committee.

4.2.1. EXECUTIVE COMMITTEE POWERS

The Executive Committee has the power to amend/update the Clubs policies and procedures at any time to promote and to protect the interests of its members. Any changes will be voted on by the Executive Committee and will be passed with a majority vote.

4.2.2. CHAIRPERSONS TERM
When a majority vote is returned, the term for the Chairperson’s role shall be three years. If a majority vote is not returned on a new Chairperson for three years, a second vote will be requested for the term of one year to allow the Chairperson to get used to the role and for the members to build trust in that individual.

4.2.2.1. NUMBER OF TERMS
Any Chairperson can sit no more than three terms of three years unless special dispensation is agreed by the incumbent Executive Committee.

4.2.2.2. ENDING THE CHAIRPERSONS TERM EARLY
Should more than 50% of the Clubs’ members feel the term should be ended early, they should contact the Club President and request an SGM to ask for a vote of no confidence in the current Chairperson. At the SGM, the Executive Committee will ask the members for a vote of no confidence, which should be a majority vote of all members. In the event the vote is passed, a second SGM will then be called to find a replacement and ensure a smooth transition. This shall be presided over by either the Vice Chairperson, Club President, or the General Secretary in the absence of the Chairperson who would have stepped down.

4.2.3. VICE CHAIRPERSONS’ APPOINTMENT
The Chairperson reserves the right to nominate their own Vice Chairperson to ensure a smooth and effective working relationship. This nomination will need approval by the elected Executive Committee, then be voted on by the members of the Club with a majority vote. Should this not occur, the Chairperson can nominate an alternative Vice Chairperson and follow the same process. An SGM may need to be called to elect the Vice Chairperson in this situation.

4.2.4. WELFARE OFFICER
The Welfare Officer position shall be filled by a member nominating themselves and the Executive Committee interviewing and appointing the role. The acceptance of the role will only be approved once all the necessary checks have been completed and the candidate has passed in accordance with FA guidelines.

4.3. GENERAL COMMITTEE
The General Committee shall consist of the Chairperson (or a representative from the Executive Committee) and the following: – Football Development Officer, Facilities & Ground Maintenance Officer, Corporate Grants & Sponsorship Officer, Marketing Officer, Projects Officer. All these roles, not already sitting in the Executive Committee, will be appointed by the Executive Committee, they will not be voted on by members.

4.4. FOOTBALL COMMITTEE

The Football Committee shall consist of the Chairperson, Football Development Officer (Senior Section), the Football Development Officer (Junior section), General Secretary and Junior Football Secretary. All these roles, not already sitting in the Executive Committee, will be appointed by the Executive Committee, they will not be voted on by members.

4.5. MANAGERS COMMITTEE
The Managers Committee shall consist of the above committees and the following: – all team managers/coaches or nominated representative, preferably a coach or a parent. All manager and coaching roles will be appointed by the Football Committee. They will not be voted in by any Committee at the Club.

5. COMMITTEE MEETINGS
Meetings shall be run to an agreed agenda and any items for “AOB” shall be notified to the chair before the meeting. The chair shall have the discretion to accept or refuse discussion on additional material not advised in advance.

5.1. ATTENDANCE AT MEETINGS
It is the duty of all elected or appointed persons to attend Club meetings. The attendance shall be recorded in the minutes. Members, who miss two consecutive meetings without valid reasons, will be required to inform the Executive Committee of their future intentions.

5.2. VOTING AT MEETINGS
Voting will be by a show of hands, except at an AGM, where an anonymous paper vote may operate (in exceptional circumstances such as a pandemic an electronic vote may be used. The Executive Committee will confirm relevant process to be used). Voting shall be restricted to full members, and/or any other eligible persons. A majority vote shall carry the issue. The Chairperson shall have a casting vote.
Voting at meetings will be limited to one vote per member (per team at Managers Committee meetings and if a manager represents two teams only one vote will be accepted.

5.3. RECORD OF MEETINGS
A record shall be taken of each Club committee meeting, a copy of which shall be distributed to all committee members and presented at the next relevant meeting for approval. Once approved, a copy is signed by the Chairperson and retained as a record of the Club’s business in the Club office and on the cloud storage facility.

5.4. EXECUTIVE COMMITTEE MEETINGS
The Executive Committee must, as a minimum, meet once every three months and whenever necessary. Meetings are to take place on a day and date suitable to the majority of members. A Quorum for an Executive Committee meeting will be FOUR and must include the Chairperson or Vice Chairperson.

5.5. GENERAL COMMITTEE MEETINGS

It is not necessary for the General Committee to meet on a regular basis, but officers may be invited to join an Executive Committee meeting should the need arise. All Club officers will have the power to form sub committees as and when necessary. All proposals for sub committees or any plans for future activity are to be submitted to the Executive Committee not less than 14 days prior to the next meeting.

5.6. FOOTBALL COMMITTEE MEETINGS
These meetings will take place as and when required to discuss football matters but should occur no less than one every two months.

5.7. MANAGERS COMMITTEE MEETINGS
The Managers Committee must as a minimum meet once every three months. A meeting can be called by the Executive Committee outside of the minimum requirement should the need arise. The meeting will consist of reports from the Executive and General Committee officers and give all relevant information to the Managers Committee and allow any questions to be asked. The Managers Committee will meet on a regular basis for coach the coaches’ sessions led by the Football Development Officers.

5.8. ANNUAL GENERAL MEETING & SPECIAL GENERAL MEETING
The annual general meeting shall be held on the third Thursday in May every calendar year. A minimum of 28 days’ notice is to be given to members. The meeting is to conduct the following business.
a) To receive the Executive Officers reports.
b) To receive the statement of the audited accounts from the Treasurer.
c) For the election of Executive Committee members.
d) To consider alternative amendments to the Club Rules/Constitution.
e) To determine the Club membership and subscription fees.
f) To receive and approve budget for the following year.
g) Any other business concerning the functioning of the Club.
All members with voting rights will have one vote.
The Executive Committee has the power to call a Special General Meeting outside of an AGM as and when required. The procedures for SGM’s will be as AGM’s.

6. CLUB FINANCES
The Club has been structured as non-profit making and as such all surplus income are re-invested in the Club. No surplus or assets will be distributed to members or third parties. The financial year shall end on 31st March annually. A balance sheet of the Club finances shall be presented to the AGM for approval in May. (see the Club Finance, Fees & Fines Guidance document for more details)

6.1. GENERAL ACCOUNT
All monies due to the Club for any purpose shall be paid into the General Account via the Clubs’ chosen online payment platform.

6.2. AUDITORS

An auditor(s) shall be appointed to audit the Clubs accounts when required and deemed necessary to align with guidance, Chairperson and Treasurer to have joint responsibility. Audited accounts to be presented at the AGM.

7. THE FOOTBALL SIDE

7.1. NUMBER OF TEAMS
In relation to football, the Club shall run as many teams as possible in the respective age groups that can be controlled, financed and accommodated.

7.2. STRUCTURE
Two playing sections shall be provided in both male and female football: Senior and Junior football. New team managers/coaches and existing team managers/coaches will be appointed via the Football Development Officers. See the Clubs’ Football Guidance, Rules and Processes document for more information.

7.3. INSURANCE
It is the duty of the Executive Committee to ensure that the Club has all relevant insurance policies in place to protect the Club and its members. These are to include an indemnity to the trustees of the Club against personal liability.

7.4. SPONSORSHIP
All teams are permitted to seek sponsorship as best they can; this may take the form of shirt advertising, or match balls. In all cases, the management committee must approve the sponsorship. Where such sponsorship requires the approval of the Football Association, the competition secretary involved shall make the necessary application. Where a sponsor does not specify a particular recipient, the Executive Committee may use the donation as it sees fit.

8. COMPLAINTS & DISCIPLINARY PROCEDURE
If any member, or non-member wishing to join but has been refused membership, feels that he or she suffered discrimination in any way, or that the Club rules, policies and/or codes of conduct have been broken, the member should follow the Club’s Complaints & Disciplinary procedure.
If any parent or carer has the need to make a formal complaint about a manager, coach, or player in any team, if they feel they have broken the Clubs’ codes of conduct, they should follow the Clubs’ Complaints & Disciplinary procedure. See the Clubs’ Football Guidance, Rules, and Processes document for more information.

9. DISSOLUTION
Upon dissolution of the Club, any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body

10. DECLARATION
Fleetdown United Football Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members