Constitution (2006)

1. CONSTITUTION AND RULES

1.  The Club will be known as Doverhouse Lions Football Club.

2. OBJECTS: The objects of the Club shall be to arrange association football matches and social activities for its members.

3. STATUS OF RULES: These rules (the Club Rules) form a binding agreement between each member of the Club.

4. RULES AND REGULATIONS

(a)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.

(b)No alteration to the Club Rules shall be effective without prior written approval by the parent Association.

(c)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.

5��������  ��  The Club will be divided into yearly age groups from Under 7s through to U18s  and Seniors although there is no requirement for all age groups to be represented at any one time.

6    �������� The age group each player is eligible to play in will be governed by the age on August 31st. (This may be modified by the individual rules of the league he team plays in)

7 ��    If any age is over subscribed it may, at the executives discretion, allow multiple teams in each age group. The stated aim as a minimum is to run three teams in mini soccer and two teams at eleven a side in each age group.

8  �������� Each and every team within the club shall be affiliated to the appropriate County Football Association and registered with an appropriate league. The choice of league shall be at the recommendation of the team managers and with the approval of the executive committee.

9      The Club shall abide by the rules, regulations and practices of the Football Association and each team to the governing rules of the league they are registered in.

10   The club shall comprise of Officers and Members. Members shall include players, parents and guardians detailed on the players club registration form. Only those members over 18 shall be permitted to vote.

2. CLUB OFFICERS ELECTED AT THE AGM

At the annual general meeting of the club, the members shall elect from amongst themselves a Chairman, Secretary, Treasurer who shall hold office from the conclusion of that meeting.

Chairperson Control the agenda, determine club strategy, ensure implementation of such strategy, ensure all other matters are dealt with promptly & also has casting vote at meetings.
Secretary Deals with correspondence, admin, represents club at meetings, minutes, liase/co-ordinate Leagues & Teams
Treasurer ensure common accounting practices, audits/monitors team accounts, banking and control of club accounts 

3. HONORARY NON-EXECUTIVE OFFICERS ELECTED AT THE AGM

Vice Chairperson Honorary role. May be asked by Executive Committee to act as substitute for chairperson in times of enforced long term absence.
Club President Honorary role. Appointment to reflect service to the club. May be asked by the Executive Committee to represent the club at official events.
Club Vice President Honorary role. Appointment to reflect service to the club. May be asked by the Executive Committee to represent the club at official events 

4. OFFICERS ELECTED FOR SPECIFIC TASKS BY THE EXECUTIVE COMMITTEE

Long TermDevelopment Officer Responsible for working with the Chairman to devise and plan the execution of the club’s long-term development programme.
Head Coach Responsible for ensuring that the coaching standards in the club are maintained and agreed policies pursued.
Head Scout 

 

Social Secretary.

 

 

Media and PR Officer

Responsible for ensuring that the club policy to recruit high quality players and teams (both boys and girls) is followed in conjunction with Head Coach.Co-ordinates all social and fund raising events. Responsible for the planning and execution of all fund raising activities

 

Media, Public Relations and Website Officer

Fixtures Secretary Co-ordinates fixtures across all teams for the club.
Subscription & Membership Officer Responsible for the maintenance of all membership and subscription records
Kit Registrar Responsible for the recording of all kit orders and the maintenance of the club’s kit register, the control of movement of kit throughout the club and the club�����s relationships with suppliers
Tournaments Officer Responsible for the organising of club tournaments and coordinating attendance of club teams at away events. Also Liaison with Social & Catering Officer and Local Council regarding arrangements.
Club Doctor/ Medical & Welfare Officer 

Club Physio

 

 

Liaison Officer

– Schools

Responsible for devising and implementing policies for the health and welfare of members and also to work with Head Coach to devise Fitness and Nutrition Programme and additional training schedulesResponsible for the running of a clinic to benefit members in the treatment of injuries 

Responsible for liaison with all local schools and for the devising of appropriate training programmes to secure good relations and a steady flow of new members

 

Liaison Officer- Leagues Responsible for liaison with all relevant leagues and the transmission of league policy down to the relevant managers together with the actioning thereof.
Liaison Officer – Local Council Responsible for liaison with Wandsworth and all relevant other Councils regarding facilities and the involvement of the club in Council initiatives.
Liaison Officer – Pro Clubs Responsible for liaison with all relevant Professional clubs and to devise and operate a suitable two way policy regarding players and facilities between DL and those clubs.
Child Protection Officer/Conduct and Ethics Officer. 

Player & Parents Liaison Officer

.

Devise Child Protection policy and create manual to demonstrate actions to be taken. Devise Conduct and Ethics strategy in conjunction with Chairman and create manual for this and arrange regular meetings with parents/ players to explain approach and what is expectedAct as funnel for dissemination of club policy using E-mail, circulars, club magazine, meetings etc. to pass word on Child Protection, Ethics, conduct and vision for the future of the club

Details of each job description may vary as required, and are available from the club Secretary.

5. EXECUTIVE COMMITTEE

1. The Executive Committee will manage the organisation and shall meet on a monthly basis or as and when required. The Purpose of the Executive Committee is to be responsible for the management of all the affairs of the Club and in particular to set and manage club policies in terms of coaching, facilities and social activities.

2. The Executive Committee will be able to form balanced and representative sub-committees, from nominated people, for specific purposes such as club social or fundraising events.

3. The Executive Committee will consist of the following 8 officers (where appointed):

  • Chairperson
  • Secretary
  • Treasurer
  • Club Mentor
  • Social Officer
  • Media, PR & Website Officer
  • Child Protection Officer
  • Long Term Development Officer

4. Two members of the above Executive Committee will represent a quorum for meetings. This quorum must include two from either the Chairperson, Secretary, Treasurer or Head Coach.

5. The forum for electing the Executive Committee will be an AGM of all club members.

6. The Executive Committee shall:

  • Be made up of a fair and reasonable cross section of the club to ensure no vested or conflicting interest.
  • Be made up of people who have drive and ambition for the club as a whole
  • The executive committee shall have the power to fill any vacancies pending approval of the full committee
  • Each member of the committee shall be entitled to attend and vote at meetings of the full management committee
  • Non committee members may be invited to meeting, but unless specifically agreed will not be entitled to vote
  • Decide on matters concerning all aspects of the football club’s affairs and is authorised to deal with contingencies not specifically referred to in the constitution or policy handbook in a manner consistent with the policy set out in the handbook.
  • The chairman shall in the event of a tied vote have a second casting vote
  • Not be a forum for confrontational disputes but a team resolving issues in a positive and prudent manner.
  • Have members, where possible, with experience in the aspects of their function and who are willing to devote time to attend meetings and to carry out agreed actions and tasks.
  • Have members who listen to members without prejudice and communicate back for positive resolution.
  • Have members who represent the club in the best manner and not bring the club into disrepute.
  • Have members who are prepared to deputise for other colleagues where required by the Chairperson.
  • Have members who will not seek personal or financial gain from his or her position.

7. Each Executive Committee Member shall hold office from the date of appointment until the next Annual General Meeting unless otherwise resolved at an Extraordinary General Meeting. One person may hold no more than three positions of Club Officer at any time. Decisions of the Executive Committee shall be made by a simple majority of those attending the Executive Committee meeting. The Chairperson of the Executive Committee meeting shall have a casting vote in the event of a tie. Meetings of the Executive Committee shall be chaired by the club�����s Chairperson or in their absence the Secretary.

8. Decisions of the Executive Committee of meetings shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.

9. Any member of the Executive Committee may call a meeting of the Executive Committee by giving not less than 7 days’ notice to all members of the Executive Committee.

10. The Club Secretary, or in their absence a member selected by the Executive Committee, shall enter Minutes of Executive Committee Meetings into the Minute Book of the Club.

11. An outgoing member of the Executive Committee may be re-elected. Any vacancy on the Executive Committee which arises between Annual General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Executive Committee members and approved by a simple majority of the remaining Executive Committee members.

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

13. The Executive Committee may appoint Special Committees and Sub Committees composed of members or approved persons as required

6. FULL COMMITTEE

  1. The full committee will consist of the Executive Committee and representative members from each team or age group. The Full Committee will generally co-ordinate common activities and ensure club policy is understood and implemented.
  2. A quorum of the Full Committee shall consist of THREE members of the Executive Committee, TWO of which must be either the Chairperson, Secretary, Treasurer or Head Coach AND five team representatives, of which both representatives of the Boys teams and the Girls teams must be present and which may also be members of the executive committee.
  1. The Full Committee shall hold not less than three meetings a year. The Club Secretary, or in their absence a member selected by the Executive Committee, shall enter Minutes of Full Committee Meetings into the Minute Book of the Club

 

7. CLUB MEMBERSHIP

  1. 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.
  1. Any person who wishes to be a member must apply on the Membership Application Form and deliver it to the Club. Election to membership shall be at the sole discretion of the Executive Committee. Membership shall become effective upon an applicant’s name being entered in the Membership Register.
  1. In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
  1. The Football Association and parent County Association shall be given access to the Membership Register on demand.

 

8. 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 Executive 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 Executive Committee shall have the power to expel a member when, in their opinion, it would not be in the interests of the Club for them to remain a member. 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.

9. ANNUAL GENERAL MEETING

  1. The Annual General Meeting (AGM) shall be held between the beginning of June and the end of July each year to coincide with the end of the traditional football season. All members will receive 14 days notice in writing (at their last known address) of the date and venue together with the resolutions to be proposed.
  2. At this meeting the following business (as a minimum) will be conducted
    1. The minutes of the previous AGM read and confirmed
    2. Presentation and adoption of the annual report, balance sheet and accounts
    3. Amendments to the constitution or rules for following season
    4. Election of Officers
    5. Other business of which due notice has been received
  1. A copy of the balance sheet, Statement of account and agenda shall be available at all facilities and on request for 7 days prior to the AGM.
  2. Nominations for election of members as Club Officers, Honorary Non-Executive Officers or Custodians 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 14 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 14 days before the Meeting.
  3. Only current members may attend and all attending members may vote at the AGM
  4. All voting shall be conducted by a show of hands, unless a ballot is demanded by at least 1/3 of the members present. A ballot shall be conducted by means of voting slips being issued to all members.
  5. A quorum of the AGM shall consist of THREE members of the Executive Committee, TWO of which must be either the Chairperson, Secretary, Treasurer or Head Coach AND five other members.
  6. The Chairman, or in their absence a member selected by the Executive Committee, shall take the chair. Each 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.

 

10. EXTRA-ORDINARY GENERAL MEETING

  1. An Extra-ordinary General Meeting (EGM) may be called at any time either by the executive committee or by request from the members (following a requisition in writing signed by not less than twenty five members stating the purposes for which the Meeting is required and the resolutions proposed).
  2. At this meeting any business that may be transacted at an AGM can be transacted (such as election of officers, removal of officers or change to the constitution etc.).
  3. The Secretary shall send to each member at their last known address written notice of the date of a General Meeting together with the resolutions to be proposed at least 14 days before the Meeting.
  4. The quorum of the EGM shall consist of THREE members of the Executive Committee, TWO of which must be either the Chairperson, Secretary, Treasurer or Head Coach AND five other members.
  5. Any proposed removal of officers or proposed constitutional change must be advised with the notice of the meeting. Other business may be accepted on to the agenda by the meeting.
  6. The Chairman or in their absence a member selected by the Executive Committee, shall take the chair. Each 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 selected by the Executive Committee, shall enter Minutes of General Meetings into the Minute Book of the Club

 

 ��������   11. FINANCIAL CONTROL

1. The Executive Officers, and in particular the Treasurer is responsible for the finances of the club and answerable to the FA, Leagues and club members for the integrity of the accounts.

2. A Main bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatories shall be the Club Chairperson, the Club Secretary and the Treasurer. If two of these three officers are married to each other or are common law partners, then the Executive Committee shall appoint additional cheque signatories to ensure that no cheques are signed and authorised only by these two officers.

3.  No sum shall be drawn from the Club Account except by cheque signed by two of the three (or more) designated signatories.

4. All monies payable centrally to the Club shall be received by the Treasurer and deposited in the Club Account.

5. There will be only one Main club bank account. Subsidiary accounts will be opened at the Treasurer’s discretion. All cheque signing and transaction restrictions will apply to all accounts

6. Major expenditure requiring a club cheque (>£2000) requires authorisation from the Executive Committee and recording in the Executive Committee’s minutes..

7. The income and assets of the Club (the Club Property) shall be applied only in furtherance of the objects of the Club. Any Properties purchased are the property of the football Club

8. The Executive Committee shall have power to authorise the payment of remuneration and expenses to any member of the Club and to any other person or persons for services rendered to the Club.

9. Authority values for teams, Treasurer and Executive Committee will be set by the Executive Committee and recorded in the minutes

10. Teams will be encouraged to find their own team sponsors for accessories etc…

11. Teams must maintain adequate records to record sums received and paid at a team level.

12. The Club shall prepare an annual Financial Statement in such form as shall be published by The Football Association from time to time.

 

12. CUSTODIANSHIP OF CLUB ASSETS

1. The Club Property, other than the Club Account, shall be vested in not less than two and 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 Executive Committee and entry in the Minute Book shall be conclusive evidence of such a decision.

2. The Custodians shall be appointed by the Club in a General Meeting (AGM or EGM) and shall hold office until death or resignation unless removed by a resolution passed at a General Meeting.

3. On their removal or resignation, a Custodian shall execute a Conveyance in such form as is published by The Football Association from time to time to a newly-elected Custodian or the existing Custodians as directed by the Club Committee. 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 Extraordinary General Meeting shall be convened as soon as possible to appoint another Custodian.

4. 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

 

      13. TEAM CONTROL

1. A Team Register shall be kept of all officers, teams, managers, team assistants and their personal details and relevant qualifications.

2. A Kit Register shall be kept for each team detailing what kit has been handed out to which players for the season. This register should be reconciled with the central register maintained with the Club’s Kit Registrar. If a parent or team assistant is co-ordinating some or all of the playing kit for a team, then the register should state who is responsible.

3. A register will be maintained of all players in the club together with personal details.

4. In most age groups the teams will normally be streamed. All teams will share training facilities at all times. Any movement between team will require discussion with both managers, the player and the parents. Where there is conflict of views the head coach shall be consulted. The lower team in any age group shall endeavour to provide football to a wider ability range.

      14. TEAM ORGANISATION

1. At its first meeting following each AGM, the Executive Committee shall appoint a Club member to be responsible for each of the Club’s football teams. The appointed members shall be responsible for managing the affairs of the team. The appointed members shall present to the Executive Committee at its last meeting prior to an AGM a written (preferably) and/or verbal report on the activities and achievements of the team for the season just ended.

2. The organisation of football teams is necessarily built around the coaching staff. Doverhouse Lions coaches, unlike coaches in some clubs, are considered part of the Club support structure, and they may change teams from time to time to meet the overall Club needs. This “team of Coaches” approach to football is a major asset of the Club. All Doverhouse Lions coaches are there for the support of all Doverhouse Lions teams. For this reason, we use a club-wide coaching concept, applicable to all ages. Team play is a major objective, and individual players are trained within the team framework. Each team is organised as follows:

Team Manager Mandatory. The manager will have overall responsibility for the team, and he or she should be your first contact to discuss any issues. Should be qualified to a minimum of Junior Team Manager/L1 standard.
Assistant Coach Optional. Assists the manager in the coaching.
Team Secretary Optional. Assists the manager with administration.
Team Treasurer Optional. Assist the club treasurer in collecting cash from the members.
Social Rep Optional. The social representative will organise the social aspects of the team
Parents Representative Mandatory Deals with matters of team welfare and player/parent concerns. Alternative contact to manager for discussing issues.
First Aid Mandatory Each team should have at least two designated ‘first aid assistants’ one of which may be the team manager.

 

15. ANNUAL MEMBERSHIP FEE

1. Any Registration Fees and all Annual Fees payable by each member shall be determined from time to time by the Executive Committee. Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable unless in exceptional circumstances as determined by the Executive Committee.

2. The Executive Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objects of the Club.

3. Registration Fees – (current fee provided on application) are payable immediately upon acceptance of the person as a member into the club.

4. Annual Fees are payable in one of the following ways:

– in advance on 1st September

– monthly on 1st of each month September through to April

– in two payments on 1st September and 1st January

5. The Subscriptions and Membership Officer will keep records of all subscriptions paid and link these to club and league registrations.

6. Team Treasurers/Managers must keep a record of attendees/players and fees payable and may make extra team charges to pay for extra team facilities such as floodlight training and match referees.

7. The build up of a back log of several weeks’ unpaid fees will not be tolerated. NO PAY – NO PLAY

  1. In the case of a member’s (or potential new member’s) financial hardship, Team Managers can apply, in writing, to the Executive Committee for dispensation for that member (or potential new member) for a particular year. The Executive Committee will consider the specific case, and may reduce or waive a particular member’s (or potential new member’s) fee for that year at its sole discretion. Each specific case will be reviewed annually. The Executive Committee�����������������������������s decision will be final.

 

16. DISSOLUTION

1. A resolution to dissolve the Club shall only be proposed at an Extra-ordinary 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 Executive 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 transferred to the parent Association who shall determine how the assets shall be utilised for the benefit of the game. Alternatively, such assets may be disposed of in such other manner as the members of the Club with the consent of the parent Association shall determine.