Kidlington Youth Constitution


1. Name
The Club shall be called Kidlington Youth Football Club, hereinafter referred to as the Club.The Club shall be called Kidlington Youth Football Club, hereinafter referred to as the Club.

2. Objectives
a)
To provide Association Football for boys and girls aged up to 18 years old.  
b) To provide Association Football for a senior Ladies team.
c)
To promote and maintain friendly and social activities for Club members and others connected with the Club.

3. Membership
a)
Membership is open to any player as per points 2a, 2b above upon payment of an annual subscription and includes their parents/guardians.
b) Associate membership is open to any person upon application to the Management Committee. Applications to be sponsored by a parent member. A subscription is payable.

4. Management
The Club shall be managed by an elected committee of club officers, which shall be called the Officers Committee, which shall comprise:
a) Chairman
b) Vice-Chairman
c) Secretary
d) Treasurer
e) Minutes Secretary
f) Fixtures Secretary (shared position)
g) Club Welfare Officer
h) Club Development Officer
i) Club Volunteer Co-ordinator
The Officers Committee shall be elected at the annual A.G.M.
Each Officer will serve in their position for two years.
Team managers and assistant mangers shall be elected annually as required.
The Management Committee, comprising of all Officers and Team Managers, will meet once per calendar month or as deemed necessary.

5. Annual General Meeting
The A.G.M. will take place within eight weeks of the close of the Football League season.
The Management Committee will set the date of the A.G.M.
A minimum of fourteen days notice of the date of the meeting will be given.
The Treasurer will present a full and audited statement of the Club finances.

6. Extraordinary General Meeting
If necessary, an E.G.M. will be called by the Secretary twenty-eight days after the receipt of a notice of request signed by either seven parent-members or by one third of the Management Committee.

7. President
The members will elect at the A.G.M. a President who will preside over Club affairs. The President shall serve for a two-year term.

8. Vice-Presidents
The members will elect any presidents at the A.G.M. from nominated persons who have given long and valuable service to the Club.
 
9. Alterations and Amendments
Alterations and amendments to the constitution or rules shall only be made at the A.G.M.
Notice of proposed alterations or amendments to be considered at the A.G.M. shall be submitted to the Secretary no later than thirty days prior to the date of the A.G.M. and such proposals will be published with notice of the A.G.M.

10. Disbandment of the Club
In the event of the Club being disbanded the Secretary will call a Special General Meeting in order to discuss the disbandment of Club funds and property. Fourteen days notice to be given of any such meeting. The Club funds and assets to be left in the care of the Kidlington Recreational Trust as Trustees. In the event of the Club wishing to restart, the Trustees shall only release the funds and assets after consultation with members and Officers of the previous Club’s Management Committee. 

11. Finance
No Officer or member of the Management Committee shall act as auditor.
Official receipts for all monies received shall be signed by the treasurer.
The Management Committee shall authorise cheques to be signed by at least two of its Officers, one of which must be the Treasurer.

12. Subscriptions
Club subscription fees will be payable annually and costs will be fixed/agreed at the A.G.M. All player subscriptions must be paid within one calendar month of player registration, any failure to adhere to this schedule may result in the individual being unavailable for selection for his/her team.
Low income families at the discretion of Chairman/Treasurer and Secretary may be offered a longer payment term if necessary.
Any individual team asking players for more than the basic club subscription fee need to secure written agreement from the committee before requesting monies.
Each team manager is responsible for supply of a yearly statement of accounts to the Club treasurer.

13. Rules and Regulations
The Club shall have the status of an Affiliated Member Club of the Football Association by virtue of its affiliation to/membership of the Football Association. The Rules and Regulations of the Football Association Limited and parent County Association 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 will also abide by the Football Association's Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and Anti-Discrimination Policy.
All teams members (inclusive of players, parents/guardians and management) must sign-up to relevant code of conduct/respect programme each season.


Club Rules
b Rules


1. Colours

The Club colours will be Green Shirts, Black Shorts and Black Socks. All teams should play in standard club kit. Teams purchasing kit individually (including away and training kits), should obtain permission from appointed Club Officer.

2. Teams

A named Manager and Assistant Manager will manage each team.
Teams that repeatedly receive fines from the league may be liable to cover these themselves, this decision will be at the discretion of the Officers Committee.

3. Managers
The Manager and Assistant Manager will be over eighteen years of age at the commencement of the relevant playing season.
At least one member of the management team of each team must be at least FA Level 1 qualified. New managers must undertake FA Level 1 course within 6 months of appointment. The cost of the course will be reimbursed by the Club upon qualification and production of a receipt.
Managers will be liable for repayment of costs of the coaching course should they not complete one whole year of coaching at the club once qualified. 
All team management staff must have a valid CRB certificate specifically relevant to their role at the Club, the appointed Club Welfare Officer should be contacted for details regarding this process. Any person who helps (or intends to help) with coaching minors must also hold a valid CRB certificate.
Managers must attend an absolute minimum of 6 number of Managers meetings per season or will face an internal disciplinary meeting with Club officers. If unable to attend a manager must send apologies to a committee member and attempt to arrange alternative representation (e.g. assistant/parent) for their team.
In the event of a manager resigning he or she shall be held responsible for handing of all property, assets and monies held in the name of the team to the Club Treasurer. These will be held until a new manager is appointed. If no manager is elected then all mentioned assets will become the property of the club.

4. Players
Each player will be a paid up member of the Club. In the event of misconduct of a player whilst representing the Club they shall be liable to such action as deemed necessary by their team manager and/or the Officers Committee or subject to any FA disciplinary action.

5. Match Officials
Where a match official has been appointed for a league fixture, League Cup or County (OFA) Cup fixture then the home team should arrange payment of the official in line with agreed rate. On production of a receipt, the team will then be reimbursed by the Club Treasurer. Any non-core fixtures such as friendly matches and supplementary cup fixtures are exempt from this ruling and should be financed by the competing team.
Managers will not ask parents for additional contributions for payment of match officials for any games.

6. Officers Committee/Management
The Property and assets of the Club shall be vested in the Committee.
Minutes shall be kept and approved by the Officers Committee.
A quorum for meetings shall be five members.
The Officers Committee shall have full authority for the enforcement of all Club rules and regulations.
The Officers Committee shall have the power to suspend or expel any member/manager deemed guilty of conduct prejudicial to the Club and its underlying philosophies related to inclusive and fair treatment of all members. This power also extends to any proven breaches of the code of conduct or FA safeguarding guidelines.
The Officers Committee shall have the power to appoint such sub-committees as may from time to time be deemed necessary and shall receive reports from such sub-committees for final sanction.
In the event of any Committee member resigning the Committee shall have the power to fill such vacancies as may arise in its constitution.
If a Committee member or Manager is unable to attend a meeting, due notice must be given to the Secretary.
 
Chairman
Shall chair the meetings of the Management Committee. He or she will be responsible for initiating or assisting as required in the furtherance of the Club. He or she shall have the casting vote when votes counted are evenly split.
 
Vice-Chairman
Will act as Chairman during the absence of the Chairman. 
Secretary
Will be responsible for the general administration of the Club and all internal communication. 
Treasurer
To be responsible for the accounts and finances of the Club and to keep such bank accounts as required by the Management Committee and to present the audited accounts, including the income and expenditure account and balance sheet at the AGM. To supply to any person having reasonable cause any statement of account as required by the rules of that person's organisation with which the Club is registered. To ensure that all the Club assets are covered by the necessary insurance and that the Club is insured for public liability. 
Minutes Secretary
To be responsible for taking of minutes of all Management Committee meetings and the keeping of minutes record. Distribute minutes to Committee members. 
Fixtures Secretary
To arrange and liaise with team managers regarding all fixtures to be played. To organise schedule of pitch marking duties for team managers. 
Club Welfare Officer
Co-ordinates all child protection and welfare policies within the club. Acts in a timely and appropriate manner in any welfare related investigations.

7. Resignations
Should at any time during their period of office an Officer of the Club resign, that position will be filled by that Officer’s deputy or any other Officer agreed by the Committee for the remainder of the resignee's term of office. A co-opted person agreed by the Committee will fill any vacancy remaining. This includes team managers and assistants.
 
8. Equipment
All Club equipment purchased, will be at the discretion of the Committee. In the case of negotiated sponsorship, the kit may be selected and purchased by the team manager with the prior agreement of both the sponsor and Committee. The sponsor paying such monies to the treasurer for settlement of account. The Secretary will keep a list of all centralised Club equipment.  

9. Finance
All accounts and invoices received on behalf of the Club will be passed to the Treasurer for payment. All monies received by the Treasurer will be paid into the appropriate account. Team managers must supply a balance sheet to the Treasurer for all sundry income and expenditure applicable to their team before the A.G.M.

10. Sponsorship
There shall be a sub-committee set up to deal and report on matters of any form of sponsorship and advertising. This committee shall consist of The Chairman, The Vice-Chairman, The Secretary, The Treasurer, and a team manager. If needed members may be co-opted by the committee.
The sub committee shall review the criteria for sponsorship on a requirement basis, which will be:
a) Team kit and players kit.
b) Requirements of Club pitch furniture, clubhouse and general finance
c) Requirements of age group not covered in (a)
All sponsorship received by the Club shall be within the rules of the Football Association. All ground advertising shall be with the permission of the Kidlington Recreational Trust. No person shall enter into any form of sponsorship deal without the permission and agreement of the Officers Committee.

11. Co-opted persons
The Officers Committee may co-opt such persons to the Committee to act as advisors on any matter as deemed necessary. The co-opted persons shall have no voting rights.

Last updated 31st May 2013.