HYFC Club Rules & Constitution

	Club Rules / Constitution
1.	The name of the club shall be called the Hawkinge Youth Football Club.
2.	Objects The objects of the Club shall be to provide facilities, promote the game of Association football, to arrange matches and social activities for its members.
3.	Status of Rules These rules (the club rules) form a binding agreement between each member of the Club.
4.	Rules and Regulations a)The Football Club shall have the status of an affiliated member club of the Football Association by virtue of affiliation to membership of the Kent County Football Association. The Rules and Regulations of the Football Association Limited and the KCFA and any League or Competition to which the club is affiliated for the time being shall be deemed to be incorporated into the Club Rules. b) No alteration to the Club Rules shall be effective without prior written approval by the Parent County Association. c) The Club will also abide by the Football Association’s Child protection Policies and Procedures, Codes of Conduct and Equal Opportunities and Anti- Discrimination Policy as shall be in place from time to time.
5.	Club Membership a)The members of the Club from time to time shall be those persons listed in the register of members (the Membership Register) which shall be maintained by the Club Secretary. b) Any person who wishes to be a member must apply on the Membership Application Form. Election to membership shall be the sole discretion of the Club Committee. Membership shall become effective upon an applicant’s name being entered in the Membership Register. c) In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register. d) The Football Association and the Kent County Football Association Limited shall be given access to the membership Register on demand.
6.	Annual Membership Fee a)An annual fee by each member shall be determined from time to time by the club Committee. Any fee shall be payable in full on successful application for the membership annually by each member. The membership year shall be from July the 1st each year until June 30th of the following year. Successful applications for the membership after December 31st in any year will be eligible for a reduced membership fee, at a rate of 50% of the annual fee, allowing for membership until the end of June of that year. Fees shall not be repayable. b) 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.	Resignations and Expulsions a)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 their resignation. A member whose annual membership fee or subscription is more than 2 months is arrears shall be deemed to have resigned. Membership fees are non returnable in the event of the resignation or expulsion. b) The Club Committee shall have the power to terminate membership having followed the Club's disciplinary procedure. c) A member who resigns or has their membership revoked shall not be entitled to claim any, or share any, of the Club Property or assets. All assets, property and documents must be returned within 14 days of termination of membership to a Club Official.
8.	Club Committee a)The Club committee shall consist of the following Club Officers: Chairperson, Vice Chairpersons, Treasurer, Secretary, plus up to 8 other members elected at an Annual General meeting. b) Each Club Officer and Club Committee member shall hold office from the date of appointment until the next Annual General meeting unless otherwise resolved at a Special General meeting. One person may hold no more than two positions on the Committee at any time. The Club Committee shall be responsible for the management of all affairs of the Club. Decisions of the Club Committee shall be made by a simple majority of those attending the Club Committee meeting. The Chairperson of the Club Committee meeting shall have casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the Chairperson or in the absence the Secretary. The quorum for the transactions of business of the Club Committee shall be four. c) Decisions of the Club committee of meetings shall be entered into the Minute book of the Club to be maintained by the Club Secretary. d) Any members of the Club Committee may call a meeting of the Club Committee by giving not less than 7 days notice to all members of the Club Committee. The Club Committee shall hold not less than 4 meetings a year. e) An outgoing member of the Club committee may be re-elected. Any vacancy on the Club Committee which arises between Annual general Meetings shall be filled by a member proposed by one and seconded by another of the remaining Club Committee members and approved by a simple majority of the remaining Club Committee members. f) Save as provided for in the Rules and Regulations of the Football Association and the Kent County Football Association Ltd to which the Club is affiliated, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club rules.
9	Annual and Special General Meetings a) An Annual general Meeting (AGM) shall be held in each year to: - i) Receive a report on Club activities over previous year. ii) Receive a report of the Club’s finances over the previous year. iii) Elect the members of the Club Committee. iv) Consider any other business b) Nominations for election of the members as Club Officers or as members of the Club Committee shall be made in writing by the proposer and seconder, both of whom must be existing members of the Club, to the Club Secretary not less than 21 days before the AGM. Notice of any resolutions to be proposed at the AGM shall be given in writing to the Club Secretary not less than 21 days before the meeting. c) A Special General Meeting (SGM) may be called at any time by the Committee and shall be called within 21 days of the receipt by the Club Secretary of a requisition in writing signed by not less than 5 members stating the purposes for which the Meeting is required and the resolutions proposed. Business at the SGM may be any business that may be transacted at the AGM. d) The Secretary shall send to each member at their last known address written notice of the date of a General Meeting together with the resolutions to be proposed at least 14 days before the Meeting. e) The quorum for a general Meeting shall be a minimum of 5 members. f) The Chairperson, or in there absence the Secretary, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. On the event of an equality of votes the Chairperson of the meeting shall have a casting vote. g) the Club Secretary, or in their absence a member of the Club Committee, shall enter the Minutes of the general Meetings into the Minute Book of the Club.
10	Club Teams At its first meeting following each AGM, the Club Committee shall appoint a Club member to be responsible for each of the Club’s football teams. The appointed members shall be responsible for managing the affairs of the team. The appointed members shall present to the Club Committee at its last meeting prior to an AGM a written report on the activities of the team.
11	Club Finances a)A bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatures shall be the Club chairperson, the Club Secretary and the Treasurer. No sum shall be drawn from the Club Account except by cheque signed by two of the three designated signatures. All monies Payable to the Club shall be received by the Treasurer and deposited in the Club Account. b) The income and assets of the Club (the Club Property) shall be applied only in furtherance of the objects of the Club. c) The Club Committee shall prepare an Annual Financial Statement in such form as shall be published by the Football Association from time to time. e) The Club Property, other tan the Club Accounts, shall be vested in not less than two and no more than four custodians, one of whom shall be Treasurer (the Custodians), who shall deal with the Club Property as directed by decisions of the Club Committee and an entry in the Minute Book shall be conclusive evidence of such a decision. f) The Custodians shall be appointed by the Club at a General Meeting and shall Hold office until death or resignation unless removed by a resolution passed at a General Meeting. g) On their removal or resignation a Custodian shall execute a Conveyance in such a form as is published by the Football Association from time to time to a newly elected Custodian or the existing Custodians as directed by the Club Committee. On the death of a Custodian, any Club property vested in them shall vest automatically in the surviving Custodian. If there is only one serving Custodian, a Special meeting shall be convened as soon as possible to appoint another Custodian. h) The Custodian shall be entitled to an indemnity out of the Club Property for all expenses and other liabilities reasonably incurred by them in carrying out their duties.
12	Dissolution • a)A resolution to dissolve the Club shall only 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 effect from the date of the resolution and members of the Club Committee shall be responsible for the 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 transferred to the Kent County Football Association Limited who will determine how the assets shall be utilised for the benefit of the game. Alternatively, such assets may be disposed of in such other manner as the members of the Club with the consent of the Kent County Football Association Limited shall determine.