Club Constitution & Rules

CLUB Constitution & rules

2023/24 SEASON

PROPITATE CRESCAMUS
Let us achieve excellence with integrity

The Club badge utilises the shield of St Mary’s Plympton, the shield of protection. The ramparts symbolise Plympton St Maurice Castle, and represents strength and courage. The oak leaf and acorn represent youth, and projects the Clubs determination to sustain growth and succeed.

Title
1. The Clubs shall be called AFC Plympton and Plympton Girls.
  1. An affiliation number will be received each season from DCFA upon registration.
Colours
1. Club colours shall be a combination of yellow and royal blue – any new kit purchased must be the kit used by the Club at that time.
  1. Away colours shall be any combination considered appropriate and where strip is available.
2. It is the responsibility of the team manager to check handbook for clashes of colours prior to the fixture and where necessary arrange the use of an away strip with the kit holder.
3. Away strips must be collected and returned to the kit holder immediately on completion of match, unless previously agreed otherwise.
  1. Away strip is to be returned by team manager or appointed person and not to be taken away by individual players unless your team has its own away kit
Objectives
1. The Clubs objectives shall be to provide Association Football for its players and such social and recreational pursuits as may be deemed desirable and necessary by the Secretary and the Committee for its members.
2. The Club is primarily for children living in the Plympton area, but each individual case will be assessed on its merits, and without prejudice, for children from other areas. It is our challenge to increase the skills of every player who joins this Club and to provided a safe and friendly atmosphere within all teams/groups.
3. The Clubs aims are:
  1. To progress and expand whilst promoting a good reputation for all involved.
  2. To help to raise its profile in the local community.
4. Strong discipline is a belief of AFC Plympton, whilst players should be actively encouraged to have fun.
Management / Meetings
1. The Club is administered by an elected Committee, who are answerable to The FA, DCFA, and DJML. All correspondence and Club business should be addressed to the General Secretary.
  1. The General Secretary shall conduct all Club business and keep records of its proceedings.
2. The Club Committee shall consist of the following Club Officers: Chairperson, Vice Chairperson, Secretary, Treasurer, Club Welfare Officer, and other Members: Team Managers, all of whom shall be elected at the Annual General Meeting each year. One person may hold no more than two positions of Club Officer at any time, and if a person holds more than one position, they shall only be entitled to one vote.
  1. The Club shall be controlled by the General Secretary and advised by the Club Officers and the Managers on the Committee.
  2. Any communication from teams to the Committee must be conducted via their team manager.
3. No persons shall receive any payment whether monetary or of any kind, other than expenses incurred in relation to duties performed within the club.
4. Any member of the Committee who contravenes the Constitution and Rules of the Club may be disciplined, and/or dismissed from the Club, at the Chairman’s discretion after an investigation and hearing of the Club Officers.
5. The Committee shall meet on a Monday or Tuesday every 6 to 8 weeks and all the business shall be recorded and emailed to each member and retained by the General Secretary and duly signed by the Chairperson. Minutes from the previous meeting should be circulated to all Committee members more than seven days prior to each meeting.
  1. In the absence of the Chairperson of the Club, the meeting will be chaired by the Vice-Chairperson or General Secretary. The Club Committee shall hold no less than four meetings a year.
6. Any member of the Committee may call a meeting of the Committee by giving not less than seven days notice to all members of the Committee (in writing).
  1. At meetings of the Committee five shall form a quorum including one from the Secretary, Chairperson, Vice Chairperson, or Treasurer.
  2. Each Committee member, including a representative from a team acting in the absence of the manager, shall be entitled to one vote and the Chairperson shall have the casting vote.
  3. Only one vote per team manager shall be allowed.
  4. Votes may be made by proxy subject to authorisation in writing prior to the vote being taken.
  5. Save as provided for in the Rules and Regulations of the FA 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.
7. Apart from in exceptional circumstances, no member may leave a meeting prior to the declaring of the meeting closed, without first having obtained the Chairperson’s permission prior to the commencement of the meeting.
8. The Secretary and Committee shall have the power to:-
  - Appoint such Sub Committees as may from time to time be deemed
    necessary and shall receive reports, and minutes of such sub committees at its meetings.
  - Suspend or expel any member or player deemed guilty of conduct
    prejudicial to the good name, and reputation of the Club.
  - Fill such vacancies as may arise in its constitution between Annual General Meetings and Co opt as necessary.
  - Declare a seat vacant should a member absent themselves from two consecutive meetings without an explanation deemed to be satisfactory by the Committee.
9. The AGM shall be held no later than 31 st July in each year to:-
  - Receive a report of the activities of the Club over the previous year.
  - Receive a report of the Club’s finances over the previous year.
  - Elect the members of the Club Committee where positions are vacant.
  - Consider any other business.
  - Any proposed rule changes must be received by the secretary in writing at least 14 days prior to the AGM The Secretary shall give 14 days clear notice of such meetings to all members.
10. The financial statement and the Secretary’s report shall be received by the meeting which will also elect the Officers and Committee by ballot, appoint auditors, and transact any other business.
11. No alteration to this Constitution and Rules shall be made except at the AGM or, exceptionally, at a Special General Meeting. The Secretary or the Committee shall deal with any matters not governed by these rules, the decision of which body shall be final and binding.
Status of Rules
1. These rules (the Club’s Constitution and Rules) form a binding agreement between each member of the Club.
Complaints Procedure
1. In the event that any member feels that they have suffered discrimination in any way or that the Club policies, Constitution and Rules or Code of Conduct have been broken they should:
  - Report the mater to the Club Chairman or another member of the
    Committee.
  - Give details of the nature of the incident and where and when the
    occurrence took place.
  - Include any witness statements and names, along with details of any others who may have been treated in a similar way.
  - Add details of any former complaints about the incident, date when and to whom made.
  - Indicate their preference for a solution to the incident.
2. The Club’s Committee will sit for any hearings that are requested.
  1. The Club’s Committee will have the power to warn as to future conduct, suspend or remove from membership, any person, including players and parents, found to have broken the Club’s policies, Constitution and Rules or Codes of Conduct.
Rules and Regulations
1. 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 Football 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.
  1. The Club will also abide by The Football Association’s Respect – Code of Conduct (see appendix A), Safeguarding Children Policy (see appendix B), and the Equality Policy (see appendix C).
  2. REMEMBER: FA Rule 25 makes every Club responsible for the conduct of its players, officials, spectators, and followers before, during and after each game. Failure to do so will result in the Club being charged by the County FA with misconduct. Punishment includes fines and suspensions.
Club Membership
1. The Members of the Club shall be those listed in the register of members, which shall be maintained by the Club Secretary.
  1. All players must have a Devon County FA player ID – which will need to be paid and applied for by the player.
2. Any person who wishes to be a member must apply on the Club Membership Document and deliver it to the Club Secretary. Election to membership shall be at the sole discretion of
  the Club Secretary and the Committee. Membership shall become effective upon an applicant’s name being entered in the Membership Register.
  1. All players and parents/guardians must sign a Club membership document, photo permission form and an FA respect form on behalf of their child/ren before the commencement of each season or when required.
3. In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
Resignations and Expulsion
1. A member shall cease to be a member of the Club from the date on which he/she gives notice to the Club Secretary and/or Committee of their resignation.
2. The Club Secretary and Committee shall have the power to expel a member or parent when, in their opinion, it would not be in the interest of the Club for them to remain involved with the Club. There shall be no appeal procedure.
3. A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the Club Property, or funds.
  1. Refunds will not be given to any person/s choosing freely to leave, or transfer from the Club, or person/s being dismissed/expelled from the Club through unacceptable behaviour.
4. No player will be permitted to join, be transferred to, or to sign for, a new Club unless that player has promptly returned all items pertaining to the Club, as per Rule 10.2 and discharged all financial liabilities, including outstanding subscriptions/fees to the Club.
5. The Club reserves the right to charge a fee/s for any item/s returned in an unacceptable condition, or any items missing, at full cost of replacing the items.
Assets and Property
1. Responsibility for the property and assets of the Club shall be vested in the Secretary and the Committee.
2. All kit, including match shirts, shorts and socks, training kit, hoodies, jackets, coats, shower proofs and equipment (i.e. water bottles/captains armband) remain the property of the Club, and must be duly returned within seven days of a player, or Club official leaving the Club, or in the event of the withdrawal or collapse of a team.
3. Non-compliance will result in a letter of intent. The Club shall take any action needed to ensure this gain, with the possibility of legal proceedings.
4. Managers are required to produce a detailed inventory of all items held prior to the start of the season. This is to be forwarded to the Club Secretary at the start of each season.
5. Items of kit or equipment in need of replenishment or replacement must be requested through the Club Secretary.
  1. The Club reserves the right to charge a fee for items damaged, lost or stolen due to neglect.
Annual Membership Fee
1. The Annual Subscription and method of payment to the Club shall be determined prior to the AGM by the Committee.
2. Lump sum dues decided upon shall be paid in full upon signing but not later than the Saturday prior to the start of the season, unless by prior arrangement with the Club Secretary and Treasurer. If you have not paid in full you will not be allowed to play. NO PAY, NO PLAY.
  1. The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objects of the Club and to ensure its financial viability.
  2. Team Managers shall be responsible for their respective team members complying with Rules 11.2 and 11.3.
3. Players registration/subscription fees paid on members’ behalf to DCFA, DJML, and any insurance must be paid in full within seven days of signing on. Registration fees paid on members’ behalf to DCFA, DJML, and any insurance agent shall be deemed non-refundable.
4. Refunds may be given in exceptional circumstances (see Rule 9.3a) based on the Club Officer’s discretion. Any decision shall be deemed as final. Refunds will only be issued in the form of the Club cheque.
5. Players not registered, but joining in Club training session/s, are required to pay a nominal fee as agreed towards Club funds and complete (in full) a Club membership document, photo permission form and a FA Respect form.
6. Players not completing an official DJML Registration Document, Club membership document, photo permission form and FA respect form will not be allowed to partake in league fixtures.
7. All cautions and fines, red or yellow cards and subsequent payments to Devon County FA and DJML in respect of said fines shall be paid by the Club as per FA regulations. The payment of the fine will come from the offending players team funds and his/hers parents will be expected to make a payment to cover the fine. The Club reserves the right to exclude the offender should matters become a regular occurrence.
Presentation / Awards.
1. Players will be rewarded with an Individual Trophy at the Annual Presentation Ceremony by way of thanks for their commitment and dedication to the Club.
2. Managers shall nominate five awards – two must be for Managers Player and Players Player, and then three from the following, Most Improved, Man of the Match/Girl of the Game, Coaches player, Clubman/Most Sporting, Parents Player in each team.
  1. Only one nomination shall be allowed per category except if there is a tie for Man of the match/Girl of the game and this will be at the teams cost.
  2. Managers must forward names of players nominated for special awards (in writing) to Club Secretary within seven days of last league or cup fixture.
3. All teams, and their officials should be in attendance, and, unite as one within the Club ethos. Parents shall be encouraged to attend in support of their children, the team and the Club.
  1. Any player not attending without prior notification shall relinquish all rights to any award/s.
4. DJML Presentations are held in June, for League Winners/Runners up, Cup Winners/Runners up and Sporting awards. All teams/members involved are asked to attend in recognition of achievements and to support the Club and League. Club ties will be provided for the
  evening.
Finance
1. The Secretary and Committee shall determine with which bank or other financial institution the Club funds will be held.
2. A bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatories shall be the Club Secretary ,Treasurer, Chairman and Vice Chairman. No sum shall be drawn from the Club Account except by cheque signed by two designated signatories or by online bank transfer. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.
  1. The income and assets of the Club (the Club Property) shall be applied only furtherance of the objects of the Club.
  2. The Club Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club and to any other person/s for services rendered to the Club.
3. Teams are actively encouraged to raise funds that will be of benefit to their team as a whole and the Clubs standing. Raffles at home matches, bag packing, or sponsored events raise funds as well as team building, being fun and raising community awareness of the Club. All events should be submitted to and cleared with the Club Secretary or the Committee prior to commencement.
  1. To produce an auditable trail all funds raised along with a description of events and any receipts must be forwarded to the Club Treasurer as per Rule 13.7 Funds will be deposited within Clubs account but logged in the Treasurers book under that teams heading (e.g. U14) and is for their use.
  2. The usage of team funds for purchasing items such as jackets or equipment must be agreed with that team and the Treasurer as with all alternative suggestions (i.e. tours, bowling, cinema etc…) to ensure enough funds are in place.
4. The Club shall prepare an Annual Financial Statement in such form as shall be published by the FA from time to time.
5. The Treasurer shall keep proper books of account, which shall be verified yearly. The Treasurer or Secretary shall sign official receipts for signing on fees and in case where receipt is requested.
6. Expenditure in excess of £250 (two hundred and fifty pounds) shall be approved by the Secretary and the Treasurer or the Committee.
7. Team Managers shall be responsible for maintaining a record of income and expenditure (with receipts where appropriate) for their respective teams. All monies received by Managers from members must be paid to the Club Treasurer within two weeks.
8. Managers will be issued with funds (by Club cheque) to cover referees fees where applicable at the start of and the middle of each season.
  1. Managers must provide the Treasurer, within seven days of completion of fixtures, with a detailed expenditure sheet and any balance remaining is to be returned to the Club funds. Any amounts owed to a Manager will be repaid within seven days in the form of cash or a Club cheque.
Insurance
1. Public Liability Insurance is arranged via DCFA and is renewed annually.
  1. The limit of indemnity is £10,000,000 (Ten million pounds)
2. Personal Accident Insurance for players, registered members, managers, and coaches is covered by the policy arranged by the club, and renewed annually.
3. The Clubs Insurance Policies can be viewed on request via the Club Secretary.
4. The Secretary must be informed immediately of any change of training venue/days/times and all arrangements for friendly matches, or insurance may be invalidated.
5. The Secretary must be informed immediately of all details in event of a claim.
  1. A Club Incident/Report Form must be completed correctly and forwarded to the Club Secretary within 48 hours.
  2. The Club reserves the right to reclaim any costs incurred to the Club from the claimant arising in any claim/s.
  3. The Club will not be held liable for any excess on any policy.
Child Protection
1. The Club has adopted the FA Safeguarding Children Policy which can be found in appendix A
  1. Each player has access to the designated Child Welfare Officer within the Club
  2. The appointed Welfare Officer must attend the Child Protection and Best Practices Workshop and complete relevant checks prior to accepting and filling the position. The Club will cover the cost of said course.
2. All Club Officers are encouraged to attend Child Protection and Best Practices workshops.
3. All Managers, Coaches and Club Officials shall agree to complete the required checks with the Criminal Records Bureau. The Club will cover the cost of said checks.
4. All Managers and Coaches directly involved with the running and training of the team/s shall be encouraged to complete the Level One Certificate in Coaching Football
5. Personnel attending any of the aforementioned courses at the Club’s expense are required to offer a minimum of twelve months return of service. Anyone leaving the Club prior to the twelve months being completed shall be required to reimburse to the Club, in full the cost of courses attended or checks that have been made.
6. For the use of Photographs and Recorded Images, A Parent/Carer and young person permission form is to be completed by all participants and held by the Club Secretary.
  1. Only group/team photographs shall be taken and then only if all persons involved have completed the relevant form.
  2. Permission is needed by anyone taking photographs or recording images at an event. An Event Registration Form (held by club secretary) must be completed before the event and deposited with the event organiser and/or the Club Secretary.
7. Photographers provided by the Evening Herald or Sunday Independent will always have identification. Do not be afraid to ask to view it.
  1. All correspondence for the press must go via the club press officer or secretary and when sending photographs to the newspaper, we will NEVER name the young people in the photographs.
8. If you are suspicious of any person unknown to you, or your teams’ members, who is giving cause for concern, make a list of points causing concern and contact the Club Welfare Officer and General Secretary, or Club Officer immediately, or in event of emergency contact the police.
Club Equality Policy
1. The Club has adopted the FA Equality Policy which can be found in appendix B
Health and Safety
1. All players are to wear shin pads while participating in matches, any player not wearing shin pads to training sessions do so at own risk and may be asked to sit out.
2. In the event of a blood injury, the affected area must be cleaned, and any articles of clothing must be changed, or thoroughly cleaned wearing the gloves provided in all first aid kits. Managers are advised to carry a spare set of kit where available.
3. No jewellery of any kind shall be permitted, and must be removed before entering the field of play, or training area.
  1. Items worn in the hair must be removed if they constitute a danger to the wearer or other players. This includes metal/toothed hair bands/clips.
4. Chewing gum is prohibited during a match or training session.
5. Footwear (Studs and Blades) must be checked prior to play for sharp edges, and missing parts, and corrected where necessary. Referees will check these and if deemed a danger will not allow the player to participate in the game until corrected. Full metal studs are not allowed.
6. All players who wear glasses in matches must wear safety glasses, and the glasses must have a strap to secure them around the head.
Goalpost Safety
1. Before use, Referee, Manager, Coach or an adult should:
  - Ensure each goal is anchored securely in its place or firm in its socket.
  - Has not been damaged or loosened in any way and is deemed fit for play.
2. Under no circumstances should anyone be allowed to climb, swing on or play with the structures of the goalposts. Report any damage to Club Secretary immediately.
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.