NORCROSS & WARBRECK FOOTBALL CLUB
REVISED CONSTITUTION 2009
1 Title
The name of the Club shall be “HASSRA Fylde NORCROSS & WARBRECK FOOTBALL CLUB” (known as Norcross & Warbreck F.C.)
2 Objective
The objectives of the Club shall be to promote and encourage football for its members.
3 Affiliation
The NORCROSS & WARBRECK FOOTBALL CLUB shall be affiliated to HASSRA Fylde and shall comply with the requirements of HASSRA Fylde in operational, organisational and financial matters as described in the Constitution of HASSRA Fylde and the Guide to Staff Clubs Part 2 (the Green Book).
4 Club Membership
4.1 The members of the Club shall be those persons listed in the register of members (the “Membership Register”) which shall be maintained by the Club Secretary.
4.2 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 discretion of the Club Committee and granted in accordance with the anti-discrimination and equality policies which are in place from time to time. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register.
4.3 In the event of a member’s resignation or expulsion, his or her name shall be removed
from the Membership Register.
4.4 The FA and Parent County Association shall be given access to the Membership Register
on demand.
4.5 Membership shall be open to subscribing serving, retired, life and associate members of HASSRA Fylde
4.6 The Club Committee appointed under paragraph 9 of this Constitution may admit associate members of HASSRA Fylde subject to such terms and conditions HASSRA Fylde may decide. Such members shall not be able to:
4.6.1 take a role in the HASSRA Fylde Management Committee or its sub committees,
4.6.2 be an officer of the Club (unless approval is given by HASSRA Fylde and the Club’s Sponsor Manager),
4.6.3 participate in National HASSRA Championships or Special events,
4.6.4 represent HASSRA as part of a national HASSRA team,
4.6.5 participate in the HASSRA National Lottery,
4.6.6 participate in recognised Inter Association events,
4.6.7 the ratio of HASSRA associate members to full members must not be more than the rate agreed with HASSRA Management Committee,
4.6.8 Football Club members must be either full members or associate members of HASSRA,
4.6.9 A list of all members and their status will be provided to HASSRA Fylde annually.
4.7 The club committee may admit subscribing Honorary Members to the membership on such conditions and with such privileges as it may from time to time determine.
5. Fee’s/Subscritions
5.1 An annual Membership fee will be payable by each signed on non-HASSRA member of the playing staff and shall be determined by the Club Committee and set at a level that will not pose a significant obstacle to community participation. Any fee shall be payable on a successful application for membership and annually by each member of playing staff. Fees shall not be repayable.
5.2 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.
7 Annual & Extraordinary General Meeting
7.1 The Annual General Meeting of the Club shall be held each year within two months of the end of the Club’s financial year. Motions for consideration and nominations for election at the Annual General Meeting must be with the Club Secretary at least 7 days before the date of the Annual General Meeting. The Agenda, together with copies of the audited financial statements for the preceding financial year, shall be circulated to members prior to the meeting.
7.2 Copies of the Agenda shall also be forwarded to the Secretary of HASSRA Fylde not later than 14 days before the Annual General Meeting.
7.3 The signed, audited and Annual General Meeting approved financial statement shall be sent to HASSRA Fylde no later than six weeks after the Annual General Meeting.
7.4 At the Annual General Meeting there shall be elected from the eligible membership of the Club a Committee of Management, which shall consist of:
7.4.1 the Officers of the Club Committee, including a Chairperson, a Secretary, a Treasurer and deputy Treasurer, (the Chair being approved by the Club’s Sponsor Manager) and
7.4.2 an auditor for the ensuing year (the “Club” auditor). Another auditor (the “Official “ auditor) shall be nominated or approved by the HASSRA Fylde Management Committee.
7.4.3 a President if the Club so wishes.
7.4.4 a panel of signatories for authorisation of cheques
7.5 An Extraordinary General Meeting shall be held whenever not less than 15 members or 20% of the membership, whichever is the greater, by individual demand delivered in writing to the Secretary, make such a request or if the Chair of the Club and his/her Officers decide on the need for such a meeting. Not less than 7 days notice of any Special General Meeting shall be given.
7.6 The Club Secretary, or in their absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club.
7.7 All Club members are entitled to vote at any Annual or Special General Meeting and shall have one vote. In the event of an equality of votes, the presiding officer shall have an additional or casting vote.
7.8 Every member of the Club Committee or sub committee shall have one vote. In the event of an equality of votes, the presiding officer shall have an additional or casting vote.
7.9 Any resolution passed, under the provisions of this constitution, by a majority of the members present and voting at any Annual or Special General Meeting of the Club or any meeting of the Club Committee or sub committee shall be deemed to be a decision of the Club, or of the Club Committee or of the sub committee.
9 Committee of Management
9.1 The business of the Club shall be managed by the Club Committee of Management (see 7.4.1) subject to any directions which may have been determined by resolution at any Special or Annual General Meeting.
9.2 Members of the Club Committee shall hold office from the date of appointment until the next Annual General Meeting.
9.3 If a vacancy occurs the Club Committee may, at any time, and within the rules, appoint an eligible person from the membership of the Club to fill the vacancy until the next Annual General Meeting.
9.4 The Club Committee may co-opt members of the Club as desired by the Club Committee for such period as they shall determine provided that:
9.4.1 such co-opted members cease to serve at the time of the next Annual General Meeting and
9.4.2 do not have a vote on the Club Committee.
9.5 The Club Committee shall determine the dates of its meetings, which should normally be at least every 2 months and make regulations regarding the transaction of business at such meetings.
9.6 The Club Committee shall have the power to form a sub-committee to discharge special functions or tasks delegated to it.
9.7 The Club Committee or sub committee may co-opt members of the Club to any sub-committee provided that the number of co-opted members of any sub-committee shall not exceed one third of that sub-committee.
10 Quorums
The quorum of the Club Committee or Sub Committee shall be two officers and four members.
The quorum for a General Meeting shall be 4 officers and 8 members. The Chairperson, or in their absence a member selected by the Club 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.
12 Secretary
The Secretary shall keep adequate records of all proceedings at general meetings of the Club and all proceedings of the Committee. The Secretary shall act on all occasions in the execution of his/her office, under the direction of the Committee. In between meetings of the Committee s/he shall be responsible for the conduct of business of the Club in consultation with the Chairperson.
13 Finance
13.1 The financial year of the Club shall end on 31st May.
13.2 All monies received for the Club shall be paid promptly to the credit of the Club’s bank account. A bank statement shall be provided periodically to the Club Chair by the Bank. Cash on hand should be kept to a minimum in accordance with business and security needs.
13.3 Cheques drawn on the Club’s banking account will be signed by two people from the Panel of Approved Signatories. The names of the panel of signatories must be furnished to the bank.
13.4 The Treasurer shall maintain accounts of all sums received and expended in a form approved by the HASSRA Fylde Management Committee.
13.5 The accounts of the Club shall be audited by two auditors appointed under rule 7.4.2. In addition the Club auditor should audit accounts and procedures from time to time during the accounting year, reporting findings to the Club Chair who must report any concerns to the Secretary of HASSRA Fylde.
13.6 Annually the Chairperson of the Club shall make a declaration to HASSRA Fylde regarding the proper management of the Club and the operation of its financial controls (this is known as the ‘Chairperson’s Declaration’).
13.7 The Club shall maintain an inventory of all equipment, kit and trophies for presentation at the AGM each year.
- The distribution of profits or proceeds arising from the sale of Club Property to members is
prohibited.
- The Club Committee shall have the power to authorise the payment of remuneration and expenses
to any member of the Club (although a Club shall not remunerate a member for playing) and to any other person or persons for services rendered to the Club.
13.10 The Club may also in connection with the sports purposes of the Club:
(a) sell and supply food and drink
(b) The Club shall keep accounting records for recording the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, at any time, the financial position, including the assets and liabilities of the Club. The Club must retain its accounting records for a minimum of six years.
14 Amendment of this Constitution
No change shall be made, amended or rescinded unless:
14.1 Notice of the proposed change shall have been given on the Agenda paper of an Annual or Special
General Meeting.
14.2 The proposal shall have received the assent of at least two thirds of the members present and voting
thereon.
14.3 The proposed change has been approved by the Management Committee of HASSRA Fylde.
15 Bye- Laws
The Club Committee shall have power to make such bye-laws as are not inconsistent with these
rules to cover any matter arising in the management of the Club.
16 Surrender of Books
All officers of the Club, who, under these rules, or in pursuance of these rules, have the custody of any books, documents, records, properties or monies belonging to the Club, shall, on request, surrender them immediately to the Club Committee. They shall also at any time furnish them immediately for inspection by the Secretary or the Treasurer of the Club or the Chairperson of HASSRA Fylde.
17 Dissolution of the Club
The Club may be dissolved by a resolution passed at any Annual or Special General Meeting of the Club provided that:
17.1 notice of such proposed resolution has been given in writing to all members of the Club and to HASSRA Fylde not less than 14 days before the date of the meeting, and that
17.2 such resolution shall not be deemed to be passed unless it has received the assent of at least two-thirds of the members of the Club present at the meeting and voting thereon.
17.3 the Permanent Secretary of the parent Department or a representatives shall have the power to instruct the Club to dissolve should at any time s/he deem the continuation of the Club unnecessary or undesirable, and the Committee shall comply with such instructions within such period as the said Department, or his/her representative may appoint.
17.4 if, after payment of all debts, any funds or property remain, such funds or property shall be transferred to HASSRA Fylde within such period as HASSRA Fylde shall appoint.
18 Resignation/Expulsion
18.1 A member shall cease to be a member of the club if, and from the date on which, he/she gives notice to the Club Committee of his/her resignation.
18.2 If at any time the Club Management Committee are of the opinion that it would be in the interests of the Club that a member should be asked to resign his Club membership, a written notice to this effect shall be sent to the member. A period of two weeks will be allowed for an explanation to be furnished and the member will be given an opportunity to appear before the Club Management Committee. Following consideration of the case the Club Management Committee shall notify the member in writing of their decision and membership will cease for such time as the Club Management Committee shall decide.
18.3 The Club Disciplinary Committee shall consist of the following Club Officers namely the Chairperson (or his nominated representative), Vice Chairperson, 2 Team Managers (or their assistants) and up to five other members, elected at an Annual General Meeting.
18.4 In the event of disciplinary measures being taken against an individual who is a member of the Club Disciplinary Committee, that individual is not allowed to sit on the Committee for that hearing and is only allowed to attend the proceedings if called by the Chairperson.
19 Election of First Officers and Committee of Management
Notwithstanding anything contained in this Constitution, first officers of the Club and members of the first Club Management Committee shall be elected at a General Meeting of staff of the Departments included within the boundary of HASSRA Fylde.
20 Interpretation
20.1 Nothing in this Constitution shall be interpreted as conflicting with the rules and Constitution of HASSRA Fylde.
20.2 In any case of doubt as to the meaning of any rules or its applicability the decision of the Chairperson of the Club after consultation with officers of the Management Committee of the Club shall be final.
21 Trophies
All trophies appertaining to Club competitions shall be the property of the club in perpetuity. Each trophy shall be held by the winner, or shared equally by the winners for a period of 11 months after which time they should be returned to the Secretary. A list of trophies and their value should be supplied annually to HASSRA Fylde for insurance purposes.
22 Team managers
- Team managers and their assistants will be appointed by the Committee of Management.
- Team managers and their assistants will be invited to attend Management Committee meetings at the discretion of the Committee.
23 Child Protection, Anti-discrimination and Equal Opportunities
Norcross and Warbreck Football Club endorse and support the Football Associations procedures on Child Protection, Anti-discrimination and Equal Opportunities as contained in the FA Handbook.
Sept, 2009
