Coventry United Ladies Football Club Constitution & Rules

The main purpose of the club is to provide facilities for and to promote participation in the amateur sport of Girls and Ladies Football in Coventry.

1. Name

1.1. The name of the Club will be Coventry United Ladies Football Club, hereafter referred to as the Club.

1.2. The address of the Club will be that of the current elected Secretary in post at the time.

1.3. The Club will be affiliated to the Football Association, County Association and any Leagues in which the Club's teams play.

2. Aims and Objectives

The aims and objectives of the Club are:

2.1. To provide a safe environment to enable players to train for and play association football.

2.2. To identify individual's requirements, develop their skills and techniques, thereby improving the standard of football played by all players.

2.3. To promote junior and senior football at all levels and competencies.

2.4. Affiliate with the Football Association, the Birmingham County Football Association and any other organisation as may be determined from time to time by the Management Committee.

2.5. To raise monies by subscriptions, match & training fees, donations, sponsorship or other methods deemed appropriate and ethical by the Executive or Management Committee for the benefit of the Club.

2.6. To provide social activities for club members.

2.7. The Club is none profit making.

2.7.1. All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.

3. Statement of Intent

The Club will:

3.1. Abide by the Football Association's Child Protection Policies & Procedures.

3.2. Abide by the Football Association's Codes of Conduct.

3.3. Abide by the Principles of the Data Protection Act.

3.4. Abide by the Football Association's Anti-Discrimination Policy.

Additionally, the Club values the diverse backgrounds of its players and officials and our commitment is to:

• Create an open atmosphere of trust, honesty and respect.

• Eliminate any harassment or discrimination of any kind including that involving race, colour, sexual orientation or disability.

4. Status of Rules

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

5. Membership

5.1. Membership of the club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

5.1.1. Membership of the Club is open to players aged six and upwards in accordance with both the Club's rules and Football Association rules.

5.1.2. The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

5.1.3. Paid membership of the Club is a requirement for all volunteers associated with coaching and administration at the Club.

5.1.4. Parents or Legal Guardians of players who are currently within the Junior Section of the Club will be considered members and will be bound by Club Rules & Codes of Conduct. However, Parents or Legal Guardians of players within the Junior Section of the Club will not be expected to pay a subscription to the Club. Exceptions will be Parents or Legal Guardians who hold Committee, Coaching or other positions within the Club.

5.2. For membership purposes, the Club year will run from 1st September to 31st August.

5.3. The Management Committee may waive the subscription fee if it is decided, that an application was made so close to the end of the Membership Year (during the close season), it would be unfair to levy the full amount. Under such circumstances the person concerned would not become a full member of the Club until the full subscription is paid for the following year.

5.4. The Club Committee may refuse membership or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.

5.4.1. Any Member has a right of appeal if received by the Vice Chairperson in writing within fourteen days of the date of the written withdrawal of membership or refusal. If no such notification is received within that period, the right of appeal is withdrawn.

5.4.2. Any Member who leaves the Club owing subscriptions or other fees or has not returned Club property will be reported to the League and a Player's registration will not be released until all outstanding matters have been resolved to the satisfaction of the Disciplinary Committee.

5.5. The Secretary and the Centre of Excellence Director will maintain a Register of Club Membership (Membership Register).

5.5.1. In the event of a Member's resignation or expulsion, their name shall be removed from the Membership Register.

5.5.2. The Football Association and parent County Association will be given access to the Membership Register on demand via the appropriate channels.

5.6. All Members will comply with the provisions of the Club Rules, Football Association Rules, any relevant League Rules and local rules regulating behavior at match or training venues.

5.7. The club can enter into agreements with members for the supply to the club of goods or services, or employ and pay remuneration to staff who are also members of the club provided the terms are approved by the governing body of the club (without the member concerned being present) and are on an arm's length basis.

6. Committees & Complaints Procedure

6.1. Executive Committee

6.1.1. The Club will have an Executive Committee consisting of the following:

6.1.1.1. Chairperson

6.1.1.2. Vice Chairperson

6.1.1.3. Secretary

6.1.1.4. Treasurer

6.1.1.5. Marketing Manager

6.1.1.6. Principal Coach

6.1.1.7. Child Protection Officer

6.1.1.8. Junior Section Representative

6.1.1.9. Senior Section Representative

6.1.2. No person may hold more than one position on the Executive Committee.

6.1.3. The Executive Committee will be responsible for all major decision-making regarding Club matters and providing a steer on issues referred to it by the Management Committee. Additionally, the Executive Committee may refer matters to the Management Committee for their views.

6.1.3.1. Save as provided for in the Rules and Regulations of the Football Association and County Associations to which the Club is affiliated, the Executive Committee will have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.

6.1.4. The Executive Committee will meet at least once during each calendar month and at any other times deemed necessary.

6.1.5. Members of the Executive Committee will be elected at the Club's Annual General Meeting held in June and will serve no more than one year without re-election.

6.1.6. Only members of the Executive Committee will be able to vote on issues discussed at its meetings.

6.1.7. The Executive Committee will appoint all officials of the Club not elected at the AGM (Assistant Managers or Coaches etc).

6.1.8. If more than one of the Executive Committee is absent then the meeting will be adjourned to a time when all Members of that Committee are available.

6.1.9. The Chairperson of the Executive Committee will have a casting vote in addition to a deliberative vote.

6.1.10. All other members of the Executive Committee will have one vote each.

6.1.11. Decisions of the Executive Committee will be entered into the Club Minutes Book to be maintained by the Club Secretary.

6.2. Management Committee

6.2.1. The Club will also have a Management Committee. It will include members of the Executive Committee. The following positions will be available within the Management Committee:

6.2.1.1. Web Site Editor

6.2.1.2. U10s Parent Representative

6.2.1.3. U12s Parent Representative

6.2.1.4. U14s Parent Representative

6.2.1.5. U16s Parent Representative

6.2.2. The same person may hold more than one position within the Management Committee.

6.2.3. The role of the Management Committee is to manage all aspects of the Club's administration not dealt with by the Executive Committee or referred to it by the Executive Committee.

6.2.4. Members of the Management Committee will be elected at the Club's Annual General Meeting held in June and will serve no more than one year without re-election.

6.2.5. The Management Committee may co-opt Members for a specific task or to be part of a sub-committee formed to carry out or plan a specific task.

6.2.5.1. Members co-opted on to the Management Committee or a sub-committee will have no right to vote at Management Committee meetings.

6.2.6. The Management Committee will meet at least once every eight weeks or at any other time considered necessary.

6.3. Disciplinary Committee

6.3.1. The Club will have a Disciplinary Committee that shall consist of:

6.3.1.1. The Vice Chairperson

6.3.1.2. The Secretary

6.3.1.3. The Child Protection Representative

6.3.1.4. The appropriate Players' Representative

6.3.1.5. The Principal Coach

6.3.2. The Disciplinary Committee will adjudicate on any contraventions of Club Rules or breaches of any of the Codes of Conduct invoked by the Club. Any such indiscretions may have been brought to the attention of the Club via the Complaints Procedure.

6.3.3. If necessary the Disciplinary Committee may instigate a personal appeal hearing.

6.3.4. The Club's Disciplinary Committee will have the power to:

• Warn Members (either verbally or in writing) as to future conduct.

• Suspend Members from membership, if considered appropriate.

• Remove Members from membership, if considered in the best interests of the Club.

6.4. Coaching Committee

6.4.1. The Club will have a Coaching Committee that shall consist of a representative from each team.

6.4.2. The Principal Coach, who also sits on the Executive Committee, will chair the Coaching Committee.

6.4.3. The Coaching Committee will meet at least every two months

6.5. Duties of Executive Committee Members

The Chairperson will:

6.5.1. Be responsible for the constitutional running of the Club.

6.5.2. Chair the AGM (once elected) and any other relevant meetings.

6.5.3. Report on the State of the Club at the AGM.

6.5.4. Be responsible for the administration and co-ordination of all the Club activities and ensure that the club meets Football Association requirements.

6.5.5. Ensure that the Club does not contravene its policies, regulations or constitution.

The Vice-Chair will:

6.5.6. Deputise for the Chairperson if he/she is unavailable.

6.5.7. Assist any member of the Executive or Management Committee with their duties, when required.

6.5.8. Ensure the Club remains conversant with and complies with current Football Association Guidelines and Good Practice.

The Secretary will:

6.5.9. Keep a full list of Membership.

6.5.10. Keep a record of all meetings held, that will be available to all Members of the Club.

6.5.11. Be responsible for ensuring regular monitoring of the Club's activities and ensure that the Club's officers deal with all information correctly.

6.5.12. Be responsible for the registration of teams and players in line with relevant League rules.

6.5.13. Keep an up-to-date inventory of equipment owned by the Club.

6.5.14. Keep a file of all correspondence for the current year and the previous two years.

6.5.15. Ensure that the minutes of all Executive & Management Committee meetings are recorded and include attendance.

6.5.16. Make available all Club records and accounts to any member at a period of reasonable notice, if requested in writing.

6.5.17. Attend relevant League and Football Association meetings as required by the rules of the League or Football Association.

6.5.17.1. The Secretary may nominate any other member of the Executive or Management Committee to attend in his/her place.

The Treasurer will:

6.5.18. Keep a record of, and oversee, all financial transactions of the Club.

6.5.19. Submit a financial report to the Executive Committee and Management Committee at each meeting.

6.5.20. Present a report on the Club finances to the AGM.

6.5.21. Ensure that no Club member receives any financial reward from the Club with the exception of the repayment of reasonable expenses agreed by the Executive Committee.

The Principal Coach/Centre of Excellence Director will:

6.5.22. Prepare an Annual Coaching Strategy for the Club and consult with other Coaches & Team Managers to ensure the Club's coaching objectives are achieved.

6.5.23. Ensure that the Club complies with all Football Association Guidelines regarding the coaching of football.

6.5.24. Assess all prospective Club Coaches for suitability for a role within the Club.

6.5.25. Chair the Club's Coaching Committee.

The Child Protection Officer will:

6.5.26. Ensure that the Club adopts a culture in which its junior members can have fun and take part safely in both its football and social activities.

6.6. Committee Members' Attendance at Committee Meetings

6.6.1. Members of the Management Committee who miss three consecutive meetings will be asked to explain their absence in writing and may be removed from the Committee by a 2/3-majority vote.

6.7 Complaints Procedure

In the event that any member feels that he or she has suffered discrimination in any way, or that the Club Policies, Rules or Code of Conduct has been broken, he or she should follow the procedures below.

6.7.1. He/she should report the matter to the Vice-Chairperson in writing within 14 days of the event. The report should include:

• Details of what, when, and where the occurrence took place.

• Any witness statement and names.

• Names of any others who have been treated in a similar way.

• Details of any former complaints made about the incident, date, when and to who made.

• A preference for a solution to the incident.

6.7.2. The Club's Disciplinary Committee will sit for any hearings that are deemed necessary as a direct result of a complaint.

7. Annual General Meeting

7.1. The AGM will be held annually in June. Current Members will:

7.1.1. Receive a report of the activities of the Club during the previous year.

7.1.2. Receive a report of the Club finances during the previous year.

7.1.3. Elect the members of the Executive Committee and Management Committee.

7.1.4. Consider any other business.

7.2. All Members present must approve the Club Constitution.

7.3. All Members must be given at least four weeks notice of the AGM in writing by the Secretary.

7.4. Nominations for positions on the Executive Committee must be received by the Secretary in writing at least fourteen days prior to the AGM. They must be proposed and seconded by current Club Members. People who are applying for re-election onto the Executive Committee do not need to be nominated in writing as long as they have indicated their intentions to the Secretary prior to the AGM.

7.5. Nominations for positions on the Management Committee do not require notice in writing and may be made verbally at the AGM.

7.6. Elections for Members of the Executive & Management Committees will be on a simple nomination and majority basis.

7.7. A Special General Meeting (SGM) will only be held if requested by at least 10% of the Membership in writing to the Club Secretary.

7.8. A Quorum at a General (Annual or Special) Meeting will be 25% of the Membership or 10 Members whichever is the smaller.

7.9. Each current fully paid up Member present at the AGM or SGM will have one vote on any issue. The Chairperson has both a deliberative vote and casting vote if required.

7.9.1. Parents or Legal Guardians of current, fully paid up, Junior Section Members will be allowed one vote each on any matter.

7.10. Amendments to the Club's Constitution may be made at the AGM or at a special meeting arranged for the purpose. Any amendments must be carried with at least a majority vote.

8. Club Finances

8.1. A bank account will be maintained in the name of the Club (the Club Account). Designated account signatories will be the Chairperson, the Club Secretary and the Treasurer. No sum will be drawn from the Club Account except by cheque signed by two of the three designated signatories. All monies payable to the Club will be received by the Treasurer and deposited in the Club Account.

8.2. The income and assets of the Club will be applied only in furtherance of the Aims & Objectives of the Club.

8.3. The Club will prepare an audited Annual Financial Statement in such form as will be published by the Football Association from time to time.

9. Safety

9.1. The Club will follow all guidelines laid down by the Football Association, the Club's Health & Safety Officer and any local regulations in force at locations and buildings used for games, training or Club meetings.

9.2. The Club will complete risk assessments, and consider the risks for all activities as laid down by Football Association Guidelines.

9.3. The Club will maintain a register of all accidents and "near misses" that occur during matches, training or at any other time that Members are under the Club's control.

10. Ownership of the Club

10.1. The Club is owned by the Membership, although no Member will ever financially benefit from their shared ownership of the Club.

10.1.1. If a person ceases to be a member of the Club their share will be automatically forfeited.

11. Dissolution of the Club

11.1. A resolution to dissolve the Club will only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.

11.2. The dissolution shall take effect from the date of the resolution and the members of the Executive Committee will be responsible for the winding up of the assets and liabilities of the Club.

11.3. 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 for use by them in related community sports.

©2016 Coventry United Ladies Football Club