SUTTON HEATH FOOTBALL CLUB
FOUNDED 1988
CLUB CONSTITUTION1. CLUB NAME
The club shall be known as SUTTON HEATH FOOTBALL CLUB. The club shall be run on a voluntary basis and will play football in the South Suffolk Youth League. The club will be affiliated to SUFFOLK FOOTBALL ASSOCIATION
2. AIMS OF THE CLUB
The aims of the club are as follows:
a. To provide children between the ages of 5 and 16 with a regular weekly football training programme, coaching by FA qualified coaches, to improve football skills in the approved FA structure, in a safe and fun environment.
b. To provide local over 16 year olds to play football in a structured environment and to encourage a community spirit.
c. To provide the opportunity to play league football on a weekly basis, thus providing competitive sport throughout the district, whilst fostering community relations
3. MEMBERSHIP
Eligibility Any boy between the ages of 5 and 16 and any girl between the ages of 5 and 11 to play for the youth teams. Any male adult over the age of 16 can play in the adult team providing they meet the following criteria.
a. They want to play, and will abide by the player’s code of conduct detailed in section 14.
b. Payment of an annual registration fee and monthly subs as set by the committee.
Membership
Parents/carers of youth players and the adult players automatically become members when the player’s registration fee is paid. They remain members for that season, as long as they are prepared to meet the criteria set out in the clubs application to assist in youth activities as adopted from the FA child protection handbook.
a) The members of the club shall be those persons listed on a register (the membership register) which will be maintained by the secretary.
b) Anybody who does not play or have a child playing may apply for membership. Election to membership shall be at the sole discretion of the club committee. Membership will be effective upon an applicant’s name being entered into the membership register.
c) In the event of a member's resignation or expulsion, his or her name shall be removed from the register.
d) The football association and parent county association shall be given access to Membership register on demand.
e) Each member shall be expected to contribute to the club by assisting raising funds as and when required.
4. COMMITTEE
A committee shall be elected annually at an AGM. The committee will be made up of the following appointments:
a. Chairman
b. Secretary
c. Treasurer
d. Child Welfare Officer
e. All team managers
f. All assistant managers
g. Equipment manager
h. Fund raising officer
i. Parent Representatives
j. Website co-ordinator
1) The committee shall meet quarterly or as required.
2) Each committee member shall hold office from the date of the appointment until the next annual general meeting unless otherwise resolved at a Special General Meeting. One person can hold no more than two positions on the committee at any time .The club committee shall be responsible for the management of all the affairs of the Club. Decisions of the Club Committee shall be made by a simple majority of those attending committee meetings. The Chairperson shall have the deciding vote in the event of a tie. Meetings Of the club Committee shall be chaired by the chairperson or in their absence a committee member designated by the chairman.
3) All meetings are to be recorded and a copy of the minutes sent to all committee members.
4) Any vacancy on the Club Committee, which arises between the Annual General Meetings, shall be filled by a member proposed by one and seconded by another of the remaining committee members and approved by a simple majority.
5) The committee is elected to ensure the club is run to achieve the aims of the club. It must fall within the Rules and Regulations of the Football Association and the County Association to which the club is affiliated. The committee shall have the power to decide all questions and disputes arising in respect of any issues concerning the club.
6) Committee member must attend two committee meetings per season. Failure to do so may result in replacement by another member.
7) The chairman can convene special meetings as required to discuss specific topics.
5. REGISTRATION, SUBSCRIPTION & TRAINING FEES
1. All players are to pay a registration fee at the beginning of the season, the annual rate to be set by the club committee.
2. In addition a charge will be made on a monthly basis known as match and training subscriptions. This rate will be set annually or in exceptional circumstances through the year by the committee.
3. No player will be eligible to play for or train with the club unless the annual registration fee for the player is recorded as received by the treasurer.
4. Players registered after February 1st of that playing year would pay half registration fee.
5. If subs fall in arrears of more than two months then the player will be suspended from play unless otherwise agreed by the committee at their discretion.
6. ANNUAL AND SPECIAL GENERAL MEETINGS
a) An Annual General Meeting (AGM) shall be held no later than the end of June in each Year to:-
(i) Receive a report of the activities of the club over the previous season.
(ii) Receive a report of the Club's finances over the previous season
(iii) Elect members of the Club Committee
(IV) Consider motions of which due notice has been given
b) Nominations of elections of new club Committee members must be made in writing to the club secretary not less than 21 days before the AGM. Any resolutions need to be put in writing to the club secretary no less than 21 days before the AGM.
c) A Special General meeting can be called at any time by no less than 6 committee members. Business at an SGM can be transacted at the AGM.
d) The Secretary shall send to the last known address of each committee member the resolutions to be proposed no less than 7 days before the AGM.
e) A quorum for a General Meeting shall be 8
7. FINANCES
The maintenance of financial records detailing the clubs income and expenditure is the responsibility of the club treasurer. The following guidelines apply to every member of the club:-
a) A bank account shall be opened and maintained in the name of Sutton Heath Football Club (the club account). Designated account signatories shall be the club treasurer and the chairman or another committee member as agreed by the committee. No sum shall be drawn from the Club Account except by cheque signed by one of the two designated signatories. All money payable to the club shall be received by the treasurer and deposited into the Club Account.
b) All registration fees and sub money must be logged immediately and passed on to the treasurer within one week.
c) All individual teams’ income should be documented monthly with a detailed breakdown.
d) Any money raised /given/donated to SHFC should be given to the treasurer within one month. This will include tuck money raised by teams,
e) Any offer of a donation, be it financial or in goods, given to any member of SHFC should be forwarded to the committee for approval first.
f) No money is to be used for payment of any kind without prior consent from the club chairman or treasurer.
g) The treasurer will prepare an annual financial statement at the end of each football season. This is 31st May of each year. All club money should be paid into the treasurer no later than this date to enable accurate end of season accounts to be compiled.
h) A bank account shall be opened and maintained in the name of Sutton Heath Football Club (the club account). Designated account signatories shall be the club treasurer and the Secretary or another committee member as agreed by the committee. No sum shall be drawn from the Club Account except by cheque signed by both of the two designated signatories. All money payable to the club shall be received by the treasurer and deposited into the Club Account.
i) Managers must fill in and sign payment cards before accepting money.
j) All club financial records shall be kept for 3 years, except when audited within this period, and then they can be appropriately disposed of.
All club funds are to be used in the best interests of the club and players. Anyone, who is in breach of these guidelines, will be referred to the committee who will follow the disciplinary procedures.
The club will take the matter of misuse of funds extremely seriously.
8. DISSOLUTION
a) A resolution to dissolve the club shall be proposed at a General Meeting and shall be carried by a majority of at least three quarters of the members present.
b) The dissolution shall take place from the date of the resolution and the members of the Club Committee shall be responsible for winding up of the assets and liabilities of the Club.
c) Any surplus assets remaining after the discharge of the debts and liabilities of the club shall be utilised for the benefit of others.
9. INSURANCE
The club is to hold public liability cover for its activities. This is currently provided by SuffolkFA. In addition player will be given details of how to take out personal injury cover. The club is also to ensure cover for equipment is provided annually.
10. EQUIPMENT
a) Each coach will sign for the team’s equipment from the equipment manager.
b) It is the coach’s responsibility to ensure its safety and accountability.
c) New equipment will be purchased when necessary. This can only be purchased through the equipment manager.
d) Once a year after the season has finished and before the AGM then a stock take will be done to all equipment in every team and reported back to equipment manager.
e) To replace equipment old equipment has to given in before new will be issued.
11. TRAINING & MATCH ACTIVITIES
a) Each coach is responsible for his own training session and activities.
b) Numbers attending training must be manageable and no training session should exceed a ratio of 10 players to one coach.
c) Teams will be limited to 20 players for the small sided teams with 10 players in the A team and 10 players in the B team. No player can play in both teams unless there is a severe shortage of players and a team cannot be fielded without doing this. Both teams are to have an even number of players and no biased should be given to one team.
d) The 11 a side teams will not have a squad more than 16 players, this will allow more playing time for players to develop.
e) No new player can be bought into the squad until a current player has left. A waiting list will be in force and players will be bought into the squad in the order they appear on the list, no player will be fast tracked into a team.
f) All coaches are to carry out their own Health and Safety risk assessment prior to any training sessions.
g) Players are to ensure adequate clothing and shin pads are worn for all training and matches.
12. FIRST AID
1) Each coach is to be provided with a first aid kit. He is to make it readily available and to ensure everyone taking part in training or match activities is aware of its location. It is the coaches’ responsibility to ensure the kit is maintained and has adequate contents to deal with injuries associated with sport.
2) Each team must have a competent first aider present at any team activity, who has undergone an approved training course. He is to ensure that everyone involved in the team is aware of his status. All first aid qualifications are to be updated bi-annually and dates logged with the club secretary. If additional training is required this is to be provided by the club at club cost.
13. GENERAL
The club shall not be responsible for any injury incurred by a player whilst playing, training or travelling with Sutton Heath FC. The club will not be held responsible for any loss of property or damage during the period from the arrival at and the departure of a venue that training or a game is being held.
14. CHILD PROTECTION POLICY
The club is fully committed to providing a safe environment in which children can develop their sporting skills. Therefore it will adopt and fully comply with all the recommendations outlined in the Football Association’s Child Protection Procedures and Practice Handbook. In line with this the club will not discriminate against anyone's gender, sexual orientation, race, nationality, ethnic origin, colour, religion or ability and to encourage equal opportunities. The club operates an open policy and the Handbook is available for any committee member, coach player or parent/guardian to read. The club will nominate a Child Welfare Officer and he/she will be made known to all involved in the club. Contact details are made available via club player registration documentation. No member of the coaching staff shall be appointed as the clubs Child Welfare Officer.
15. RACISM
The club will not stand for any form of racist behaviour and is totally committed to ensuring no prejudices of any kind are allowed to spoil the sporting manner of the game. Any club member unable to comply with this policy will be asked to leave immediately, having no further association with the club.
16. CODES OF CONDUCT
The club will operate three codes of conduct. These codes of conduct will cover Coaches, players and Parents/guardians and are outlined as follows:
a. Managers and Team Officials code of conduct
Manager and Team Officials must respect the rights, dignity and worth of every player and treat each equally within the context of the sport.
Managers and Team Officials must place the well being and safety of each player above all considerations, including the development of performance.
Managers and Team Officials must adhere to all guidelines laid down by the FA Coaches Association and the rules of the Football Association.
Managers and Team Officials must develop an appropriate working relationship with each player based on mutual trust and respect.
Managers and Team Official must not exert undue influence to obtain personal benefit or reward.
Managers and Team Officials must encourage and guide players to accept responsibility for their own behaviour and performance.
Managers and Team Officials must ensure that the activities they direct or advocate are appropriate for the age, maturity, experience and within the capabilities of the players.
Managers and Team Officials should, at the outset, clarify with the player (and where appropriate, their parent/guardian) exactly what is expected of them and also what they are entitled to expect from the coach.
Managers and Team Officials must co-operate fully with other specialist (e.g. other coaches, doctors, and officials) in the best interests of the player.
Managers and Team Officials must always promote the positive aspects of sport and never condone violations of the laws of the game, behaviour contrary to the spirit of the laws of the game or relevant rules and regulations or use of prohibited substances or techniques.
Managers and Team Officials must not have a “win-at-all-costs” attitude. The player’s enjoyment is far more important.
Managers and Team Officials must consistently display high standards of behaviour and appearance.
Managers and Team Officials are to familiarize and uphold all the rules of the league that their team is playing in.
Managers and Team Officials are to ensure all adults associated with your team are aware of rules and encourage them to uphold them. Any breach of codes of conduct must be reported back to chairman.
Managers and Team Officials must pass on registration forms to secretary on the day that they get them.
Managers and Team Officials must not play any unregistered players until they have the league number from the secretary.
Managers and Team Officials must not hold any sub money. It must be passed onto treasurer within one month.
Managers and Team Officials must not accept any money without signing the payment card.
Managers and Team Officials must hold a level 1 coaching course and a CRB check.
b. Players code of conduct
➢ Each player will be given a set of these rules and will sign on their registration form to acknowledge reading them
➢ Play for fun or it’s not worth playing
➢ Control your temper…losing it will affect your performance
➢ Don’t keep appealing…learn the laws of the game and stick to them
➢ Don’t over react when injured
➢ Never argue with the referee…accept the decision and keep your thoughts to yourself
➢ Be sporting…if you accidentally hurt someone apologise and help them
➢ Don’t over react when your team scores…no silly displays are needed
➢ Don’t criticise team mates…an encouraging word is more helpful
➢ Don’t swear…bad language has no place in sport
➢ After the game thank the officials and the opposition…without them you don’t have a game!
➢ Remember you are a team and no one player is more important…everyone has a role
➢ When the match is finished leave all disputes and bad feelings on the pitch
c. Parent /guardian/spectator code of conduct
Each parent is given a list of rules with the registration forms and sign to agree to follow them
Learn the rules of the game –as an informed spectator you will understand better what you are watching and appreciate the difficulties of interpretation for a referee. Always encourage your children to play by the laws of the game.
Respect your opponents and officials-without either of them there would be no game. Refrain from from abusing the officials, such behaviour on our part sets a poor example of sportsmanship and this reflects on our team and players. Most youth football officials have limited experience and formal training and do the job best they can and the poor calls usually balance out for both teams.
Never direct abuse, always direct good humour and courtesy. Do not use profane language and never taunt or direct dissent towards club officials, match officials or players. Show respect at all times.
Never ridicule a child for making mistakes during a game. They are young people not professional players and will make mistakes. Always use encouragement.
Appreciate good football. Applaud all good play by both sides and the children should be applauded for good behaviour, particularly in the face of adversity.
Never take the law into our own hands let match officials and club officials sort out any problems that may arise. Condemn violence at all times.
Never be drawn into disputes; do not get into arguments with players, officials or other spectators.
Set a good example- your conduct and attitude will be copied by young players. In football as in other aspects of life it is not always possible to win and we must be gracious about losing. How you deal with this effects how your child deals with it. There is always something to learn from a loss and then look forward to the challenge of the next game.
d. Code of Conduct for Club Officials and Committee Members
Set a positive example for Players and supporters.
Always have the best interests of the club in all decisions.
Always use clubs funds fairly between all teams
Not to be influenced by one or two players or parents when making decision. Always do what is best for the majority.
Give priority to the interests of the team over individual interests.
To have a CRB check done by the club to be held by the club Secretary.
Show due respect to match officials and others involved in the game.
Always have regard to the best interests of the game, including where publicly expressing an opinion of the game and any particular aspect of it, including others involved with the game. Not to use or tolerate inappropriate language.
Resist all illegal unsporting influences, including banned substances and techniques.
Make every effort to develop the sporting, technical and tactical levels of the club/team. And to obtain the best results by the team, using all permitted means.
Promote ethical principles
Show due respect to the interests of players, coaches and other officials, at their own club/team and others.
Show due respect to interests of supporters
accept the decisions of match officials without protest
avoid words or actions which may mislead a match official
show due respect towards match officials
Every member of SHFC is valued and respected and given every opportunity to develop their sporting abilities in football. Winning isn’t everything in this club, a friendly and caring environment towards players and their families is far more important.
The real purpose of football competition is to have fun, to be able to participate, to improve skills, to learn sportsmanship, to develop a sense of responsibility and self discipline, to develop a group loyalty and comradeship, to learn to compete within established rules, to accept decisions of authorised officials and develop sound minds and bodies.
17. CLUB DISCIPLINE
In the event that any member feels that he or she has suffered discrimination in any way or that the code of conducts has been broken, the following procedures apply.
1) They should report the matter to the Club Secretary or another member of the Committee. The report should include:-
1.a) Details of what, when and where the occurrence took place.
1.b) Any witness statement and names.
1.c) Names of any others who have been treated in a similar way.
1.d) Details of any former complaints made about the incident, date, when, and to whom made.
1.e) A preference for a solution to the incident.
2) The clubs Management Committee will sit for any hearings that are requested.
3) The Clubs Management Committee will have power to:-
i. Warn as to future conduct
ii. Suspend from membership
iii. Remove from membership.
Any person found to have broken club policies or codes of conduct will be dealt with by the above procedure.
18.PREMISES
Sutton Heath FC plays and trains at Hollesley Recreation Ground. It is registered with Suffolk FA at:
2 Potkins Lane
Orford
Woodbridge
IP12 2SS