Remit & Mission of Executive

Constitution

Table of Contents
	Constitution Executive Committee Annual General Meetings Extra Ordinary General Meetings FInancial Control Team Control Team Organisation Schedule for Fees

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Constitution

1. The Club will be known as Badshot Lea Colts Football Club.
2. The club will be divided into yearly age groups from Under 7s through to U18s although there is no requirement for all age groups to be represented at any one time.
3. 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)
4. If any age is over subscribed it may, at the executives discretion, allow multiple teams in each age group. The stated aim is to run three teams in mini soccer and two teams at eleven a side in each age group.
5. 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.
6. 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.
7. 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.

Elected Officers at the AGM

Chairperson	Control the agenda, ensure matters are dealt with promptly & has casting vote.
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

Officers appointed for specific tasks by the full committee

Facilities Sec	Manages the facilities and scheduling of fixtures, for example:
Social Sec.	Co-ordinates all social and fund raising events.
Head Coach	Is responsible for ensuring that the coaching standards in the club are maintained.
PR Officer	Public Relations and Publicity Office
Development	The development Officer is concerned with the long term development issue for the club

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

Generally co-ordinate common activities and ensure club policy is understood and implemented Full Committee

The full committee will consist of the Executive Committee and representative members from each team or age group.

A quorum of the Full Committee shall consist of FOUR 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 the colts and youth must be present and which may also be members of the executive committee.

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Executive Commitee

An 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 set and manage the club policies in terms of coaching, facilities and social activities.

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.

The Executive Committee will consist of the following 8 officers:

• Chairperson
• General Secretary
• Treasurer
• Head Coach
• Social Officer
• PR/Liaison Officer
• Facilities Officer
• Development Officer

Four members of the above Executive Committee will represent a quorum, two of which must be either the Chairperson, General Secretary, Treasurer or Head Coach.

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

The club executive may appoint Special Committees and Sub Committees composed of members or approved persons as required

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Annual General Meeting

1. The Annual General Meeting (AGM) shall be held between the beginning of June and the end of July each year. All members will receive 14 days notice in writing of the date and venue.
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
3. A copy of the balance sheet, Statement of account and agenda shall be available at all the clubhouses and on request for 7 days prior to the AGM.
4. Only current member may attend and all attending members may vote at the AGM
5. 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.

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Extra-Ordinary General Meeting

1. The Extra-ordinary General Meeting (SGM) may be call at any time either by the executive committee, or by request from the members, this shall require the signatures of 25 different players parents/guardian or 10% different players parents/guardian which ever is lower.
2. At this meeting any business such as election of officers, removal of officers or change to the constitution may be conducted
3. 14 days notice must be given to members.

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

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Financial Control

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.

The accounts will be Professionally audited.

There will be only one club bank account.

All cheques must be signed by two authorised signatories, which may not be married or common law partners.

Major expenditure requiring a club cheque will need to be authorised

Authority values for teams, Treasurer and Executive Committee will be set

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

Any Properties purchased are the property of the football Club

Teams must return a financial return each month detailing receipts and expenses for the calendar month no later that 10th of the following month.

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Team Control

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

A register shall be kept of each team detailing what kit has been handed out to which players for the season. If a parent or team assistant is co-ordinating some or all of the playing kit then the register should state who is responsible.

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

In the under 10s and above first team in each age group the teams will normally be streamed. Any movement between team will require discussion with by 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.

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Team Organisation

The organisation of football teams is necessarily built around the coaching staff. Badshot Lea Colts 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 Badshot Lea Colts coaches are there for the support of all Badshot Lea Colts teams. For this reason, we use a club-wide coaching concept, applicable to all ages, that is described in our Badshot Lea Colts Coaches Manual. 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 Junior Team Manager 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 Rep 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.

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Schedule of Fees

• Registration Fee £30
• Subs £80 p.a.  and 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
• Team Treasurers / Managers must keep a record of attendees / players and fees payable
• The build up of a back log of several weeks unpaid fees will not be tolerated. NO PAY - NO PLAY

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