CONSTITUTION
NOMENCLATURE
The club shall be called Aztecs Junior Football Club, which shall be affiliated to the Cambridgeshire Football Association. The club is empowered to affiliate to any leagues or institutions as considered appropriate by the Management Committee.
OBJECTIVE
The aim of the club is to encourage youth football.
OFFICERS
The officers of the club shall consist of:
The President, Chairman, Vice Chairman, General Secretary, Treasurer, Assistant Secretary, Fixtures Secretary, Assistant Fixtures Secretary, Registrations Secretary, Social and Fund-raising Chairman, up to six Social and Fund-raising Officers, Press & Publicity Officer, Child Protection Officer, and two appointed representatives from each team, (Manager, Coach, Assistant Manager as appropriate) as elected at the Annual General Meeting (AGM). At it’s discretion the Management Committee may co-opt one additional officer.
MANAGEMENT COMMITTEE
The club shall be governed by the Management Committee (M.C.) which shall consist of:
The President, Chairman, Vice Chairman, General Secretary, Treasurer, Assistant Secretary, Fixtures Secretary, Assistant Fixtures Secretary, Registrations Secretary, Social & Fund-raising Chairman (S. & F.C.), Press and Publicity Officer, Child Protection Officer, and two representatives from the Team Managers Committee (T.M.C.). Any co-opted officers are members of this committee and Life Vice-Presidents constitute permanent members.
The S. & F. C. is present as a link between the Social and Fund-raising Committee and the M.C. In his/her absence he/she may nominate a member of the S. & F. Committee to attend M.C. meetings.
The representatives from the T.M.C. will be elected at the first T.M.C. meeting each year and will represent the Mini-Soccer and Colts divisions. In their absence they may nominate other members of the T.M.C. to attend on behalf of their section.
The two other representatives are appointed to be available to take on other duties as and when required and assist the Committee generally.
Decisions shall be made by a simple majority vote taken from those present, subject to being able to form a quorum, minimum number being seven. In the event of a tie the Chairman for that meeting shall have a casting vote. Management Committee members who are absent from three consecutive meetings shall be deemed to have resigned unless a satisfactory explanation is received.
SOCIAL AND FUND-RAISING COMMITTEE
The purpose of this committee is to arrange all Social and Fund-raising events on behalf of the club, with the rest of the Officers and parents helping as required at the events.
This committee shall be comprised of the Social and Fund-raising Chairman (S. & F.C.), General Secretary, Treasurer and the Social and Fund-raising Officers as appointed at the AGM. Additional help for specific events may be co-opted on at the discretion of the Committee. Decisions are taken by a simple majority but the S. and F.C. is responsible for ensuring that all events are authorised by the Management Committee.
Members of the Management Committee are entitled to attend meetings and an individual should be appointed to take minutes, a copy of which should be available to all officers of the club, plus a copy placed in a minute book.
TEAM MANAGERS COMMITTEE
This committee shall be comprised of two representatives per team as elected at the AGM. Regular meetings will be held throughout the season to deal with the issues affecting the teams (e.g. coaching, training facilities, pitches, equipment, disciplinary, fees etc.) and putting forward requests/suggestions to the M.C. via the representatives appointed to that committee.
At the discretion of the T.M.C. the meetings can be split into two age ranges (e.g. Mini-Soccer and Colts) or held jointly. Whilst referred to as a committee it is intended that some ‘practical’ meetings will be held, e.g. coaching courses, Referees input etc.
Members of the M.C. are entitled to attend, either the Club Chairman or Vice Chairman should be present to chair the meetings and either the General Secretary or Assistant Secretary to take minutes. Copies should be available to all officers of the club and a copy placed in the club minute book.
ANNUAL GENERAL MEETING
The club will hold an AGM no later than 30th June each year. The Secretary shall give twenty-one days notice of the date and venue of the meeting. Any items for the agenda must be sent to the Secretary, in writing, 14 days prior to the date of the meeting.
The meeting will be open to all members of the club. A member is defined as any player or the parent or guardian of any player, plus all existing or aspiring officers of the club.
Only the Management Committee and those attending the AGM will be permitted to vote.
The General Secretary shall keep a Minute Book and copies of the Minutes of each meeting shall be circulated as necessary. Copies of the duly audited balance sheet will be presented at the AGM
EXTRAORDINARY GENERAL MEETING
The Management Committee may call an EGM if required. Only the Management Committee and those attending the EGM will be entitled to vote.
LIFE VICE-PRESIDENTS
The M.C. will make such nominations as appropriate and elected by the member representatives. A Life Vice-President should have served the club for a period of not less than 10 years, and will constitute a permanent member of the M.C. until death.
PLAYER REGISTRATION
Players will normally only be permitted to register for the youngest team that they are eligible to play for, any exceptions to be agreed by the M.C. Reference should be made to the registration rules of the league in question for more details if required.
A club registration fee will be agreed annually at the AGM for each age group. No player will be registered to join the club or eligible to play until the registration fee has been paid. Cases of extreme hardship should be referred to the Management Committee to adjudicate.
The fee will be 50% of the agreed sum for those joining after 1st January.
TRANSFERS
Players wishing to transfer to another club must advise the General Secretary in writing at the earliest opportunity. League rules must be followed at all times.
Internal transfers between teams will not normally be permitted once the season commences and then only with the agreement of the Management Committee.
FINANCES
The Treasurer will be responsible for all Club moneys and financial records. He/she will present as deemed necessary by the M.C. a bank statement and/or income and expenditure statement when requested to do so by the General Secretary seven days before the next meeting. The funds shall be kept in a bank/building society account, unless otherwise determined by the M.C. under the name of Aztecs Junior Football Club. The Treasurer, Chairman, Vice-Chairman and General Secretary shall be signatories to the account, two signatures required to give instructions.
13. FEES
In addition to the registration fee mentioned above, fees will be payable for matches at a rate agreed at the AGM each year. Where teams utilise training facilities that are booked at the club’s expense, a fee per player will be payable to recover the costs incurred. This fee will again be agreed at the AGM and it is the responsibility of team representatives to ensure that any cancellations of training facilities at their behest are notified to the Fixtures Secretary at least four days before the event. Failure to comply may result in the team having to pay the relevant fee regardless.
Any team arranging training directly rather than through the club will be responsible for paying any fees incurred. If this involves collecting fees at a higher rate this is to be agreed with the parents of the squad.
Fees may be payable in advance directly to the Treasurer or to the team representative responsible for fee collection. The team representatives and the Treasurer will keep records of match and training fees collected as these form part of the club audit and may be required for inspection. Any problems with fee collection should immediately be reported to the Management Committee for consideration.
Any moneys paid directly to the team representative should be handed over to the Treasurer at least every four weeks.
KIT
Players are required to wear shin-pads, which must be covered by socks for all matches and training. Players will be provided with kit at the start of the season which they may be required to sign for. It is the responsibility of players to ensure that this is only worn for club matches and returned at the end of the season, when the players leaves, transfers or when required by the team manager.
The club colours are predominantly Green and Black and any variations must be approved in advance by the Management Committee. Additional items worn must be the same colour as the kit issued (e.g. cycle shorts).
Two representatives will be appointed to each team at the AGM. One nominee will be the principle point of contact for the relevant league handbook.
The appointment of team representatives will be conditional upon them agreeing to complete a Police check form in view of the ‘substantial access to children’ involved. Representatives must be over 18 years of age and are responsible for the organisation of their team’s activities and are accountable to the M.C. for operating within the rules of the club. This includes abiding by the rules of the relevant league and in accordance with the Football Associations recommended Codes of Practice adopted by the club.
All newly appointed representatives are on probation for the first three months of their first season and the M.C. will let any individual know if there is a problem. The M.C. has the power to appoint replacements whenever necessary.
Team representatives will be accountable for club equipment in their care. Requests for equipment are to be submitted to the M.C. in writing.
It is the responsibility of parents to ensure that their children have adequate insurance cover and by signing club registration forms parents accept that there is no responsibility on the part of the club or its representatives in the event of an accident. The club will take out Public Liability Insurance each year and may, at its discretion, extend this to include some Personal Accident Insurance.
Parents are requested to assist team representatives by acting as Assistant Referees for the matches when asked and help in any other way that they can.
Parents or players with complaints should address them in writing to the General Secretary. The complainant may be invited to attend a meeting of the M.C. whose decision shall be final.
Club officials, players and parents represent the club both on and off the pitch and are expected to uphold the club’s reputation as a friendly, sporting and well-respected club dedicated to providing an enjoyable footballing experience to local youngsters. Any player overheard swearing or otherwise misbehaving will be responsible for paying any resultant fine, and may be requested to attend an M.C. meeting to explain their actions. A player failing to pay a fine will be suspended from playing until it is paid.
All players, parents, spectators and club officials are expected to act in accordance with the Football Associations recommended Codes of Practice adopted by the club.
CHANGES TO THE RULES
These rules may be changed by the Management Committee to comply with statutory obligations, and following an amendment carried at an AGM or EGM.