The Club
Aims & Activities
Constitution
Code Of Conduct
Committee
Affiliations and Memberships
Club Rules and Operating Procedures
TONBRIDGE JUNIOR FOOTBALL CLUB
CLUB RULES AND OPERATING PROCEDURES
(Approved at AGM 22/6/2006)
1 CONSTITUTION
The Constitution, which reflects the essential nature of the Club, shall not be contravened by the Rules and Operating Procedures ("Rules")
Rule numbers in the range 1 - 7 conform with those of the Constitution and, in many cases, provide supplementary information applied in the day to day running of the Club.
a) The Club shall register such other Club names as may be required to comply with registration requirements of the League, including that of Tonbridge Town Junior Football Club. Such other Club names shall be governed in all respects by the TJFC Constitution, Club Rules and Operating Procedures.
2. OBJECTIVES
3. MEMBERSHIP
a) Life Membership may be awarded to any person who, in the opinion of the Committee, merits it.
c) Membership shall be conditional upon compliance with League and Club rules, and payment of relevant fees as laid down by the Management Committee.
d) The Management Committee may refuse to confer membership upon any child who also plays for another Club.
4. SUBSCRIPTIONS
b) An annual subscription of one pound shall be payable by supporters, subject to admittance as members by the Management Committee. No subscriptions shall be payable by Life Members, or by the children of parents who have signed a Gift Aid Declaration and donated monies to the Club in the past 12 months.
c) Upon selection for a squad an annual registration fee is payable. This fee shall be determined by the Management Committee upon an annual basis, but shall be one pound for those children who’s parents have signed a Gift Aid Declaration and donated monies to the Club in the past 12 months. The registration for second and subsequent children from one family shall be reduced by Five pounds. The registration fee payable for each child will also be increased by £5.00 if paid after 30 September each year, as prompt payment helps the Club meet the front end cost of league registration, and hiring pitches and training halls.
e) A fee per session is payable on the day for all those children who attend indoor training.
f) The Club shall provide all essential equipment, venues and kit (excluding boots and shin pads) at no cost to selected players other than defined subscriptions.
5. MANAGEMENT COMMITTEE
a) The Management Committee (Committee) shall consist of the following Officers
Chairman Treasurer The “Update” Editor
Vice-Chairman A Fund Raiser / PR A Social Secretary
Club Secretary A Parent Representative A Child Protection Officer
Quartermaster Website Co-ordinator Pavilion Supplies
Registrations Secretary Referee’s Secretary Kit Co-ordinator
Plus All Team Leaders and Managers
h) The committee shall be entitled to amend the existing Rules (but not Constitution) during their term of office and shall be entitled to suspend or reprimand any committee member considered to be unsuitable in his/her appointed position, particularly if there is a risk of his/her actions bringing the Club's name into disrepute.
i) Each member of the Committee, and any other individual involved in the management, leadership or training of members, shall complete and sign an authority form to enable the Committee, at its sole discretion, to apply for information held on Police computers (including, where applicable, information held by Social Services) about that individual which might affect their eligibility to be placed in charge of members.
6. A.G.M / S.G.M's
a) The business of the AGM shall be:-
1. The Minutes of the previous AGM
2. Matters arising.
3. Presentation and adoption of the Annual Reports
4. Presentation and adoption of Annual Financial Accounts
5. Ratification of amendments to the Rules approved by the Management Committee since the last AGM and approval of amendments to Club rules and constitution for the forthcoming year. Any changes in Constitution require approval of the Tonbridge Sports Association prior to adoption.
6. Election of Officers.
7. Any other business (as notified to the Chairman, Vice-Chairman, or Club Secretary in writing within 7 days prior to the AGM)
Awards to players will be made on a separate evening each year following the AGM.
7. GENERAL
d) For safety reasons, adults shall not be allowed to join in competitions with children under the age of 17, other than acting in goal in an exclusive goalkeeper zone in 5 or 6-a-side competitions.
e) In the case of popular demand, the Committee may stage an annual "Dads vs Lads" competition each summer but no children under 17 will be allowed to compete unless their parents sign a disclaimer stating that they accept full responsibility in the knowledge that it is potentially dangerous for children to play with adults.
8. OFFICER RESPONSIBILITIES
a) The Chairman or Vice-Chairman in his absence shall chair and be responsible for the conduct of all meetings, for the certification of accuracy of all Minutes and for the review of all correspondence with third parties prior to issue.
b) The Treasurer shall organise the collection of all fees etc., maintain accurate records of income and expenditure and present independently audited accounts to the AGM.
c) The Registrations Secretary shall assist the Club Secretary in matters relating to the annual registration of members.
d) The Club Secretary shall be responsible for accurately recording Minutes of meetings, Agendas and safe keeping of records. all matters in connection with the League(s) and Cup Program, liaison with Team Managers and Leaders, and regular liaison with the Groundsman.
e) Team Leaders and Managers shall be responsible for the proper conduct and control of their teams, both on and off the field of play, collection of all training and match fees, reporting of results to the League and for compliance of the rules and regulations of organisations to which the club is affiliated. Team Leaders and Managers shall be appointed by the Committee upon the recommendation of the Club Secretary. Upon appointment, he/she will be responsible for all matters relating to his/her team, including the determination of time and venue for home games, selection of referees, selection and substitution of players within the rules of the League. The Leader / Manager shall be entitled to suspend players if, in his/her opinion, their behaviour is prejudicial to the Club. The suspended player shall have the right of appeal to the Committee.
f) The Team Leaders and Managers playing at home each week will be expected to liaise with each other to determine the time and venue for each game and will be expected to spread their use of available pitches equitably to ensure minimum overall wear to the pitches through the season. The Team Leader / Manager playing the first game each week at Five Oak Green shall be responsible for marking out his/her pitch and meeting the Groundsman on the morning of the match if requested to do so by the Club Secretary.
g) The Parent Representative shall canvas the views and interests of parents whose children are members of the Club.
h) The Fund Raiser shall be responsible for co-ordinating sponsorship and other income generating activities for the Club.
i) Social Secretaries shall be responsible for developing social events throughout the year to enhance the overall "Club" commitment.
j) The Child Protection Officer shall determine, action and monitor TJFC procedures in accordance with procedures recommended by KCFA, and CDJFL.
k) The Kit Co-ordinator Quartermaster shall control all kit and equipment, and advise the Management Committee of any additions required to ensure the smooth running of the Club.
l) The Web-site co-ordinator shall maintain the TJFC web-site, ensuring it is kept up to date, and assist Leaders / Managers in putting Team information onto the Web.
m) The Pavilion Supplies Officer shall purchase and keep well stocked supplies to ensure TJFC can provide quality hospitality to both its members and its visitors.
n) The Referee’s Secretary shall assist the Club Secretary in all matters relating to the appointment of referees to officiate specific matches.
9. FINANCE
a) The Club shall have no paid officers.
b) All fees and other income received by the Club shall be used for the benefit of the Club, it's members or such registered charities selected by the Committee. Where possible the Club will attempt to attract sponsorship so as to enable the benefits of Club membership to be extended to a greater number of children.
c) Expenses incurred in the running of the Club shall be reimbursed at the discretion of the Committee. In cases of urgency this may be authorised by the Treasurer and one other Committee member, subject to a full report to the next available Committee meeting.
d) Leaders and Managers are authorised to pay referees and other officials reasonable expenses and emergency costs associated with his/her squad of players. He/she will subsequently be reimbursed by the Committee.
e) The Club Secretary shall be paid an allowance of thirty pounds per annum as reimbursement of telephone calls (12 calls @ 5p for 50 weeks) and each Leader / manager shall be reimbursed twenty pounds per annum, this lower figure reflecting that calls can be minimised by advising players of match timings at weekly training sessions.
10. SOCIAL EVENTS
The Committee shall aim to promote social activities to enhance participation by parents, children, young members and approved supporters.
Social events, organised from time to time by the Committee / Social Secretary or nominated parents, shall be open to all members of the Club, parents and family, upon payment of a set charge if any.
11. MISCONDUCT
a) A Code of Conduct will be issued to all players, supporters Leaders and Managers from time to time. Failure to abide by these guidelines or to uphold the good name of the Club in the opinion of the Committee, or the Leader or Manager at fixtures shall be subject to disciplinary measures as decided by the Committee, Leader or Manager, as appropriate, relevant to the particular offence and punished as appropriate. Should the KCFA levy fines upon the Club for bad behaviour caused by players, supporters or officials, the Committee shall be entitled to seek recovery from the individual concerned.
b) Any player, official, or supporter recognised by the Club and proven guilty by a Disciplinary Committee of a League to which the Club belongs, or of any misconduct, or being abusive to the officials or opposing club supporters, or otherwise bringing or attempting to bring the Club into disrepute, or of inducing or attempting to induce a player from another club to join them, shall be liable to a fine or penalty imposed by the Disciplinary Committee of the league. Failure to accept the Disciplinary Committee's penalty/fine will result in expulsion from the Club of the person concerned and any player, at the discretion of the Committee, will be reported to both the League and the KCFA.
c) Any player suspended by his Leader or Manager has the right of appeal to the Committee. This appeal must be lodged with the Chairman, Vice-Chairman or Club Secretary in writing within 5 days. The Leader or Manager will inform the Club Secretary of disciplinary matters within 24 hours. The Committee will hear the appeal within 21 days of the appeal being lodged. The Leader or Manager concerned will not be entitled to a vote upon the outcome of the appeal. The player concerned may be represented by an adult of his choice and may bring forward relevant witnesses.