Club and FA Policies 1 of 2

1. Club Constitution

AFC Kirk Hallam Football Club
Club Constitution

The club shall be called AFC Kirk Hallam Football Club.

Status of the rules
These rules (the “Club Rules”) form a binding agreement between each member of the Club.


The club shall be affiliated to the Derbyshire County Football Association and the Long Eaton Sunday League and any other leagues as decided by the Club Committee. It shall be bound by the rules of such organizations.

Rules and Regulations
The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate, use their best endeavours to ensure that others conduct themselves so that the business and affairs of the Club are carried out in accordance with the Rules and Regulations of The Football Association Limited (“The FA”), County Football Association to which the Club is affiliated (“Derbyshire County Association”) and Competitions in which the Club participates, for the time being in force.

No alteration to the Club Rules shall be effective without prior written approval by the Parent County Association. The FA and the Parent County Association reserve the right to approve any proposed changes to the Club Rules.

The Club will also abide by The FA’s Child Protection Policies and Procedures, Codes of Conduct and the Equality Policy as shall be in place from time to time.

Its object shall be to provide association football for its members and such social and recreational pursuits as may be deemed desirable by the Committee.

All members shall be bound by the constitution of AFC Kirk Hallam F.C. Playing membership shall be open to all ages and sexes. Membership is to the club only and does not include League Registration or the guaranteed right to play matches. Teams may be known as AFC Kirk Hallam and shall be completely self-financing (Sponsorship for kit is gratefully encouraged).

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.

Any person who wishes to be a member must apply on the Membership Application Form and deliver it to the Club. Election to membership shall be at the discretion of the Club Committee and granted in accordance with the anti-discrimination and equality policies which are in place from time to time. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register. The FA Charter Standard Club Programme Constitution and Club Rules
In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.

The FA and Parent County Association shall be given access to the Membership Register on demand.

Annual Membership Fee
An annual fee payable by each member shall be determined from time to time by the Club Committee and set at a level that will not pose a significant obstacle to community participation. Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable.

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.

Resignation and Expulsion
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 his/her resignation. A member whose annual membership fee or further subscription is more than two (2) months in arrears shall be deemed to have resigned.

The Club Committee shall have the power to expel a member when, in its opinion, it would not be in the interests of the Club for them to remain a member. An appeal against such a decision may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time.

A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the income and assets of the Club (the “Club Property).

Officers and Club Committee
The Club Committee shall consist of the following Club Officers: Chairperson, Vice Chairperson, Treasurer, Secretary and Minutes Secretary and up to five other members, elected at an Annual General Meeting.

Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next Annual General Meeting (“AGM”) unless otherwise resolved at an Extraordinary General Meeting (“EGM”). One person may hold no more than two positions of Club Officer at any time. The Club Committee shall be responsible for the management of all the affairs of the Club.

Decisions of the Club The FA Charter Standard Club Programme Constitution and Club Rules Committee shall be made by a simple majority of those attending the Club Committee meeting. The Chairperson of the Club Committee meeting shall have a casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the or in their absence the . The quorum for the transaction of business of the Club Committee shall be three.

Decisions of the Club Committee of meetings shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.

Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year.

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.

Save as provided for in the Rules and Regulations of The FA, the Parent County Association and any applicable Competition, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.

The position of a Club Officer shall be vacated if such person is subject to a decision of The FA that such person be suspended from holding office or from taking part in any football activity relating to the administration or management of a football club.
Annual General Meeting and Extraordinary General Meetings
The annual General Meeting shall be held no later than 30th June each year. At least seven days notice will be given to all player members and /or in local publications and/or in such other manner as the committee shall decide suitable. All members shall be allowed to attend and all adult members during the year under review shall be entitled to vote. Votes may only be cast by those present. The business of the A.G.M. shall be:-

  1. To receive the annual report from the outgoing Chairman and/or Secretary.
  2. Receive the Treasurer's Statement of Accounts.
  3. Elect the Club Officials and Committee - Nominations for committee members should be notified to the Secretary no less than 21 days in advance of the meeting.
  4. Fix membership subscriptions.
  5. Receive, discuss and adopt, if vote so decides, amendments to the Club Rules and Constitution.
  6. Alterations to the Constitution require 2/3rd majority vote
  7. Discuss any other business

An EGM may be called at any time by the Club 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 five members stating the purposes for which the Meeting is required and the resolutions proposed. Business at an EGM may be any business that may be transacted at an AGM.

The Secretary shall send to each member at their last known address written notice of the date of a General Meeting (whether an AGM or an EGM) together with the resolutions to be proposed at least 14 days before the meeting.

The quorum for a General Meeting shall be:

The Chairperson, or in their absence a member selected by the Club Committee, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote.

The Club Secretary, or in their absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club.

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 of the activities of the team.

Club Finances

A bank account shall be opened and maintained in the name of the Club (the “Club Account”). Designated account signatories 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 signatories. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.

The Club Property shall be applied only in furtherance of the objects of the Club. The distribution of profits or proceeds arising from the sale of The FA Charter Standard Club Programme Constitution and Club Rules Club Property to members is prohibited.

The Club Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club (although a Club shall not remunerate a member for playing) and to any other person or persons for services rendered to the Club.

The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away match expenses, post match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

The Club may also in connection with the sports purposes of the Club:

  1. sell and supply food, drink and related sports clothing and equipment
  2. employ members (although not for playing) and remunerate them for providing goods and services, on fair terms set by the Club Committee without the person concerned being present
  3. pay for reasonable hospitality for visiting teams and guests
  4. indemnify the Club Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
  5. The Club shall keep accounting records for recording the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, at any time, the financial position, including the assets and liabilities of the Club. The Club must retain its accounting records for a minimum of six years.
  6. The Club shall prepare an annual “Financial Statement”, in such format as shall be available from The FA from time to time. The Financial Statement shall be verified by an independent, appropriately qualified accountant and shall be approved by members at General Meeting. A copy of any Financial Statement shall, on demand, be forwarded to The FA.
  7. The Club Property, other than the Club Account, shall be vested in not less than two and no more than four custodians, one of whom shall be the Treasurer (“the Custodians”), who shall deal with the Club Property as directed by decisions of the Club Committee and entry in the The FA Charter Standard Club Programme Constitution and Club Rules Minute Book shall be conclusive evidence of such a decision.
  8. The Custodians shall be appointed by the Club in a General Meeting and shall hold office until death or resignation unless removed by a resolution passed at a General Meeting.
  9. On their removal or resignation a Custodian shall execute a Conveyance in such form as is published by The FA from time to time to a newly elected Custodian or the existing Custodians as directed by the Club Committee. The Club shall, on request, make a copy of any Conveyance available to The FA. On the death of a Custodian, any Club Property vested in them shall vest automatically in the surviving Custodians. If there is only one surviving Custodian, an EGM shall be convened as soon as possible to appoint another Custodian.
  10. The Custodians 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.

Child Protection Policy
The Club adopt the policy and procedures as set out in the FA Child Protection Procedures and Practices Handbook. This includes the appointment of a Child Protection Officer who is available to offer advice, guidance and action where required, completion of Personal Disclosure Forms by all personnel involved, and for Child Protection to remain an agenda item each meeting to allow for discussion, advice and learning opportunities. The club will also abide by the FA's Child Protection Policies and Procedures, Codes of Conduct and the Equality Policy as shall be in place from time to time.

Code of Good Practice
As set out by the FA in their Development programme, the Club adopt the Code of Conduct for Coaches, Players, Team Officials, Parents/ Spectators together with a Complaints Procedure. These are to be issued with all applications to join the Club to ensure these are followed by all parties.

Fines / cautions
AFC Kirk Hallam football Club abides by the rules and practices stated in the FA regulations. It is the policy of the Club to abide by the referee decisions in assigning cautions. The Club will not dispute these decisions, nor is the Club responsible for the payment of fines. The responsibility for the payment of those fines rests solely with the offending player. Any fines not paid within 14 days of the offence, will result in the player being suspended from playing matches until the fine is paid.

Annual Subscriptions (Sign-on fees) to the Club shall be decided at the A.G.M. and become due by 1st September each year.

Club Colours/Club Grounds
Playing colours and home playing grounds shall be decided by the Committee.

Transfer of members to or from other clubs must be undertaken in accordance with the appropriate League rules.

The Club must hold a public liability insurance.


  1. 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.
  2. The dissolution shall take effect from the date of the resolution and the members of the Club Committee shall be responsible for the winding up of the assets and liabilities of the Club.
  3. Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be transferred to another Club, a Competition, the Parent County Association or The FA for use by them for related community sports.

Injury Risks: Important.

Players are advised that members play entirely at their own risk. Players should therefore take steps to insure against injury, both while playing and while travelling to and from matches.

Match Fees
Members selected to play in matches will be charged a small fee of £6. Match day subscriptions will be collected before or after each match. Any player falling two matches behind will not be available for selection until all monies owed are paid back to the club.

Members selected to represent the Club in a 5-a-side league must adhere to the rules and pay the appropriate fees of that league.

Inclement Weather
In the case of inclement weather, members selected for matches must telephone their respective team manager 3 hours before kick-off on the day of the match to check that the match is still being played. Members also must check that training sessions are taking place and notify the team manager if they are not attending.

Transport to and from Matches and Training Sessions
It is entirely the responsibility of members to ensure that they are provided with transport both to and from matches and training sessions.
The Club can take no responsibility for accidents which may take place whilst members are travelling in other players or Committee members cars or other vehicles.

Responsible behaviour is expected from all players and spectators, both on and off the playing field and on the touchline whilst playing, travelling to and from games and during training sessions. Foul and abusive language will not be tolerated at any time. Please refer to Code of Good Practice.

Shin Pads / Studs
All players must wear shin pads at all times whilst playing or training. They must only wear boots with studs within the legal requirements. It is a personal responsibility to see that these rules are observed.

Unaffiliated / Non Sanctioned Football
We would remind players and management of the following Derbyshire County Football Association Rule:
Any player who is found to be playing for or against unaffiliated teams may be charged with Bringing the Game into Disrepute and then face a suspension from all football activities.