Club Constitution

Burgess Hill Phoenix WFC Rules and Constitution

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​1. NAME
The club shall be called Burgess Hill Phoenix WFC

2. OBJECTIVES
The objectives of Burgess Hill Phoenix WFC shall be to arrange recreational football matches and social activities for its members.

3. STATUS OF RULES
These rules (the Club Rules) form a binding agreement between each member of Burgess Hill Phoenix WFC and the club.

4. RULES & REGULATIONS
a) Burgess Hill Phoenix WFC shall have the status of an affiliated member club of The Football Association by virtue of its affiliation to Sussex County FA. The Rules and Regulations of The Football Association and Sussex County FA shall be deemed to be incorporated into the rules.

b) Burgess Hill Phoenix WFC will also abide by The FA’s Safeguarding Children Policies and Procedures, the Club’s Codes of Conduct, Respect Codes of Conduct, Equal Opportunities and Anti-Discrimination Policy.

5. CLUB MEMBERSHIP
a) The members of the club shall be those persons listed in the register of members; this shall be maintained by the club secretary.

b) Any person who wishes to be a member must apply on a membership application form and submit it to the club secretary. Election to membership shall be at the sole discretion of the Club Committee. Membership shall be effective upon an applicant’s name being entered in the membership register.

c) In the event of a member’s resignation or expulsion their name shall be removed from the membership register.

d) The FA and Sussex County FA shall be given access to the membership register on request.

6. ANNUAL MEMBERSHIP FEE
a)  An annual fee payable by each member shall be determined from time to time by the Club Committee. Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable.

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b)  The Club Committee has the authority to levy further subscriptions from the members as are reasonably 
necessary to fulfil the objects of the club – fees for tournaments, festivals and matches are charged on an ad hoc basis to cover the cost of pitch hire, referees and tournament entry.

 7. RESIGNATION AND EXPULSION
a) A member shall cease to be a member of Burgess Hill Phoenix WFC if, and on the date of which, they give notice to the Club Committee of their resignation.

b) The Club Committee shall have the power to expel a member when, in their opinion, it would not be in the interests of the club for them to remain a member. 

c) A member who resigns or is expelled shall not be entitled to claim any of the club’s property.

 8. CLUB COMMITTEE
a) The Club Committee shall consist of the following club officers: Chairperson, Treasurer, Secretary, Assistant Secretary & Minutes Secretary and Club Welfare Officer.

b) Each Club Officer and Committee Member shall hold office from the date of appointment until the next Annual 
General Meeting unless otherwise resolved at a Extraordinary General Meeting. One person may not hold any more than two positions of Club officer at any one time. The Club Committee shall be responsible for the management of all the Club affairs. 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 the casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the Chairperson or in their absence the Treasurer. The quorum for the transaction of business of the Club Committee shall be three.

c) Decisions of the Club Committee at meetings shall be entered into the Club’s minute book, which will be 
maintained by the Club Secretary.

d) Any Member of the Club Committee may call a meeting of the Club Committee by giving no less than seven days 
notice to all members of the Club Committee. The Club Committee shall hold no less than four meetings per year.

e) An outgoing member of the Club Committee may be re-elected. A member proposed by one and seconded by another of the remaining Club Committee members and approved by a simple majority of the remaining Committee members shall fill any vacancy on the Club Committee which arises between Annual General Meetings.

f) As provided for in the Rules & Regulations of The Football Association and the Sussex County FA to which Burgess Hill Phoenix WFC is affiliated; the Club Committee shall have the power to decide all questions and disputes arising in respect of any issues concerning the Club rules.

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g) 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.

h) The Club Welfare Officer will sit upon the committee as a standing member.

9. ANNUAL AND EXTRAORDINARY GENERAL MEETING

a) An Annual General Meeting (AGM) shall be held in each year to:
1. Receive a report of the activities of the club over the previous year
2. Receive a report of the club’s finances over the previous year
3. Elect the members of the Club Committee
4. Consider any other business

b) Nominations for elections of members as Club Officers or as members of the Club Committee shall be made in writing by the proposer and seconder, both whom must be existing members of the Club, to the Club Secretary no less than 21 days before the AGM. Notice of any resolution to be proposed at the AGM shall be given in writing to the Club Secretary no less than 21 days before the meeting.

c) An Extraordinary General Meeting (EGM) may be called upon if at least a third of the club’s members wishes to amend a club rule, amend the constitution or discuss any other important, urgent matters which cannot wait until the AGM. Requests for an EGM must be made to the Club Secretary in writing or via email giving the reason for the request. Other members must also express their support for the EGM to the Club Secretary via email within 10 working days of the initial request or until the required number is reached. If the criteria are not met, an EGM may not be held.

d) The Secretary shall send to each member written notice of the date of a General Meeting together with resolutions to be proposed at least 14 days before the meeting.

e) The quorum for a General Meeting shall be five.

f) 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 a simple majority shall pass resolutions. In the event of an equality of votes the Chairperson of the meeting shall have the casting vote.

g) The Club Secretary, or in their absence a member of the Committee, shall enter minutes of General Meetings into the minute book of the Club

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10. AT THE INCEPTION OF THE CLUB
At its first meeting 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 and shall present a report of the activities of the team at club meetings. 

11. CLUB FINANCES
a) A bank account shall be opened and maintained in the name of Burgess Hill Phoenix WFC. Designated account signatories shall be the Chairperson, the Club Secretary and the Club Treasurer. No sum shall be drawn from the Club account except by cheque signed by two of the signatories. All monies payable to Burgess Hill Phoenix WFC shall be received by the Treasurer and deposited into the Club account.

b) The income and assets of the Club shall be applied only in furtherance of the objects of the Club.

c) The Club Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club and to any other person or persons for services rendered to the Club.

d) The Club shall prepare an annual Financial Statement in such form as shall be published by the FA from time to time.

 

e) The Custodians shall be appointed by the club in a General Meeting and shall hold office until death or resignation unless removed by resolution passed at a General Meeting.

f) On their removal or resignation a custodian shall execute a conveyance in such form as published by the FA 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 custodians. If there is only  one surviving custodian, an Extraordinary General Meeting shall be convened as soon as possible to appoint another custodian.

g) The custodians shall be entitled to an indemnity out of the Club property for all expenses and other liabilities reasonably incurred by them carrying out their duties.

12. COMPLAINTS PROCEDURE
In the event that any member feels that they have suffered discrimination in any way or that the Club Policies, Rules or Code of Conduct have been broken, they should follow the procedures below: 

a) They should report the matter to the Club Secretary or another member of the General Committee. 
 

The report should include: 

1. Details of what, when, and where the occurrence took place 
2. Any witness statement and names 
3. Names of any others who have been treated in a similar way 
4. Details of any former complaints made about the incident, date, when and to whom made 
5. A preference for a solution to the incident 

b) The Club’s General Committee will sit for any hearings that are requested. The disciplinary panel comprising of three committee members:
1. Will gather evidence
2. Look at the evidence 
3. Give the person complained about the chance to put their side 
4. Arrange to have a hearing unless the person accepts the charge 
5. Have disciplinary 
6. Disciplinary panel meet to discuss appropriate action to be taken 
7. All parties informed 

c) For any person found to have broken the Club’s Constitution, Policies or Codes of Conduct, the Club’s General Committee will have the power to: 
1. Warn as to future conduct 
2. Suspend from membership 

13. 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 the 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 parent Association who shall 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 parent Association shall determine.