Note:
The Club Constition is currently being rewritten to reflect the club's growth and to allow for all the queries we have received. The new version will aim to improve the overall situation and provide clarity, where that is necessary.
Hillyfielders Football Club and Constitution
Hillyfielders Football Club Executive Committee 2009/10
Hillyfielders Football Club Rules.
GENERAL INFORMATION AND RULES
FOR PLAYERS, PARENTS/GUARDIANS AND OFFICIALS
Index of contents -
1.00 GENERAL INFORMATION
2.00 THE CONSTITUTION
3.00 ANNUAL GENERAL MEETING
4.00 ANNUAL AUDIT
5.00 TREASURER'S REPORTS / STATEMENTS
6.00 REGISTRATION AND CLUB SUBSCRIPTIONS
7.00 SPONSORSHIP
8.00 DISCIPLINE
9.00 APPEALS AGAINST DISCIPLINARY DECISIONS
10.00 COMPLAINTS
11.00 CODE OF CONDUCT - FOR PARENTS AND KIDS.
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1.00 GENERAL INFORMATION
1.01 TERMS OF MEMBERSHIP OF HILLYFIELDERS FOOTBALL CLUB
Acceptance for membership of Hillyfielders Football club is conditional upon parents and guardians agreeing to the Rules of the Club and the Clubs Code of Conduct (Included within this document) and ensuring that their child complies with them.
1.02 MATCH AND TRAINING FEES
A match fee (currently £3.00) will be paid by each player (including substitutes) at each fixture.
This fee will be collected by the Team Managers. It is the responsibility of parents and Guardians to ensure that match fees are available for collection on the day of the match.
Training is available on Saturday mornings between 10.00am - 12.00pm. Training is carried out on a ‘turn up and play’ basis - available to members and non members alike. For this reason fees for training are handled entirely separately from Hillyfielders Football Club.
1.03 MATCH ARRANGEMENTS
The Team Managers are responsible for arranging the meeting place for games. This will be confirmed after the Saturday training session prior to the game, it is important therefore that every player should attend all training sessions. If unable to attend a session the player should contact the Team Manager to confirm selection and obtain the necessary details.
1.04 AVAILABILITY
Each player must inform the Team Manager of their availability to play by Thursday evening (9.00pm) at the latest. It is not fair on the Managers or the Team to announce non-availability at Saturday training.
1.05 PLAYING KIT
Club Kit consists of shirt, shorts and socks. The Club will provide shirts and shorts for each game. Club socks should be purchased by each player. Players must also supply their own shinpads and boots.
Each player will be responsible for the laundering of his/her kit.
SHINPADS
Shinpads must be worn for the full duration of all games and training sessions.
STUDS
It is the responsibility of each player to ensure that his studs are in order. If aluminium studs are used they must be a minimum of 12mm in diameter. Rugby studs are not allowed. Any player found with studs outside these specifications will be excluded from the game.
PERSONAL SAFETY
All jewellery, including earrings, must be removed before entering the playing area.
WATERBOTTLES
Each player should bring his or her own waterbottle - filled with water , not juice, to each match and training session.
1.06 FIRST AID
The team managers will maintain a First Aid kit which will be available at the pitch side.
1.07 TRAVEL
Parents and Guardians are responsible for making all arrangements for getting the children in their care to and from all matches and training sessions. Children should be collected promptly at the end of each session.
Team Managers take great care over the well being of the children on matchdays however parents and carers should remember that that the responsibility for the behavior and safety of each child ultimately lies with them.
1.08 GROUND RULES
All players should make themselves available to Team Managers before and after each match and training session to help with the bringing out and collecting up of equipment.
All litter should be picked up and either taken home placed in the appropriate bin.
Note:
Please note that Hillyfielders football Club cannot be held responsible for any loss, theft or damage to personal belongings of members.
2.0 THE CONSTITUTION
2.01 NAME
The Club will be known as Hillyfielders Junior Football Club.
2.02 PURPOSE
The Club will provide football teams for children from Under 7 through to Under 15.
2.03 MANAGEMENT
Responsibility for the management of the Club will rest with an Executive committee.
This committee will, where necessary, set up and determine the terms of reference of Sub Committees and or Panels to undertake specific roles e.g. fund raising, discipline, appeals ground maintenance etc. The executive committee will keep Team Managers informed about Club issues at a monthly Managers Meeting - a discussion and information sharing forum on football matters.
2.04 CLUB OFFICIALS
The Chairman will be elected at the Annual General Meeting (AGM). The Executive Committee will make appointment to all other positions.
2.05 THE EXECUTIVE COMMITTEE
The membership of the Executive committee will be:
The Chair (who has the casting vote)
The Treasurer (non voting)
The Secretary
Fixtures Secretary
Child Protection Officer
Coach Representative
Club Officials (as appointed by the executive committee)
The executive committee will meet at least once within every two calendar months throughout the year. The quorum will consist of three voting members (not including the chair).
2.06 MANAGERS
Managers are responsible for the selection of their squad of players, the collection of match fees, team discipline and team selection.
Managers are required to ensure that the Club rules are complied with, to keep their squad (and parents or carers) informed of any Club or League decisions that will affect them and to promote and participate in any fund raising events arranged by the Club.
The executive committee will appoint all new managers, any prospective Managers will not take any responsibility for a side until the Executive Committee has interviewed and appointed him or her.
All Managers are expected to attend the monthly managers meeting.
MANAGERS RESPONSIBILITIES
A. HOME GAMES
Fixture Secretaries must confirm every fixture with each Away Team by sending an email with a map attached. This must be sent by Tuesday for a match on the following Sunday.
The Fixtures secretary will confirm the kick off time of Home matches. MANAGERS MUST NOT CHOOSE A KICK OFF TIME THEMSELVES.
B. AWAY GAMES
Details of Away matches will be confirmed by the Fixtures Secretary on Wednesday for matches on the Sunday.
C. CONFIRMING PLAYERS AVAILABILITY
Mangers should get players to telephone them on Thursdays to confirm availability for matches.
D. MATCH CARDS
Managers must:
Fill in both sides of the Match Card.
Ensure the Card has a reg. No. and that they are in numerical order.
For U9’s and above ensure that Match Cards are signed in front of the Opposing team. This is optional for U7’s and U8’s.
For U9’s and above ensure that the Match Cards are exchanged with the Away team Manager. You must then post the Away Teams match card on the day of the match to reach the League by the Tuesday. For U7’s and U8’s send in your own card (It is not necessary to fill in the scores as all your matches are friendlies).
Don’t forget to post all cards to the correct D>R>O for your age group. (you will find the address in the hand book).
E. RESULTS
All Managers must ring your results through to the Fixtures Secretary after the match. Home games must be texted in before 2.00pm.
F. CANCELLED FIXTURE
If you have to cancel a fixture you must fill in form FS-2. You need to let the league know 34 days in advance. Generally the only acceptable reasons for cancellation will be a School trip or Football Tournament.
H. ABANDONED FIXTURE
If a fixture does not take place (because of water logged pitch etc.) you need to fill in form FS-1. This should be then sent to the league on a Sunday. You should also advise the Fixtures Secretary of the situation.
MANAGERS MUST NOTE THAT THE CLUB WILL BE FINED BY THE LEAGUE FOR THE FOLLOWING:
MATCH CARDS SENT IN LATE £ 5.00p
RESULTS NOT PHONED IN ON TIME £25.00p
AWAY TEAMS NOT CONTACTED IN WRITING BY TUESDAY £5.00p
OF THE WEEK OF THE MATCH
NON VALID CANCELLATION OF MATCH £25.00p
FORM FS 1 NOT FILLED IN £25.00p
FORM FS 2 NOT FILLED IN £25.00p
If the Club is fined the Executive Committee may ask Managers to pay some or all of the fines themselves
2.07 EQUAL OPPORTUNITIES
Hillyfielders Football club will not prevent any person from becoming a member of the Club or Executive Committee because of their race, religion, colour, disability or sex.
The application of this rule will depend upon any qualifications laid down by the league(s) to which Hillyfielders football Club applies to participate in.
3.00 ANNUAL GENERAL MEETING
All Parents and Guardians will be informed of the date of the Annual General Meeting at least one calendar month in advance of the meeting.
This meeting will be held on the third Thursday in October each year unless notification to the contrary is given in writing.
An Extraordinary General Meeting can be called at any time through the chairman by giving at least fourteen days notice in writing.
4.00 ANNUAL AUDIT
A person who will be appointed by the Executive |Committee will undertake an annual audit of the Club Accounts. The person appointed must not be connected with the financial running of the Club.
5.00 TREASURER'S REPORTS AND STATEMENTS
The Club Treasurer will provide income / expenditure statements to the Hillyfielders Football Club Executive Committee at their bi monthly meetings.
6.00 REGISTRATION AND CLUB SUBSCRIPTIONS
The parents or guardians of every player currently registered with Hillyfielders Football club will receive a copy of the current Club Rules, constitution, code of conduct and general information with the membership card valid for the 2009-2010 season. All future members will receive this information prior to making an application to join.
Subscriptions will be reviewed one month prior to the end of each season.
In the case of severe hardship, any suspension of subscription will be at the Executive Committee’s discretion, any suspension of match fees will be at the Team Managers discretion.
7.00 SPONSORSHIP
All sponsorship either of cash or kit/equipment is provided on the basis that it is sponsorship of Hillyfielders Football Club. In the case of kit/equipment it shall not be disposed of without the prior agreement of the executive committee.
8.00 DISCIPLINE
All players, parents, guardians, supporters and Club officials are required to comply with the Club Rules and code of Conduct.
Any member of the Executive committee can expel any parent / guardian or supporter of the Club, who is considered in breach of the Club rules on discipline, from the Club ground.
The Executive Committee can, if necessary, ban any person(s) that are found to be guilty of any form of misconduct from the Club ground for a given period.
8.01 MANAGERS AND TRAINERS
Managers and trainers of Hillyfielders Football Club must adhere to all of the rules of the Club, if found in breech of the rules he or she will be brought before the Executive Committee where his or her punishment will be decided.
8.2 PLAYERS
Once a player is registered and has paid his or her annual fee he or she can only be expelled from the Club by the appointed Executive Committee.
Managers are responsible for the maintenance of discipline within their squads. In the case of a serious breech of discipline by a player, the manager must report the matter to the Executive committee as soon as possible. The player will then be brought before the Executive committee where any punishment will be decided.
8.03 FINES
It is not the policy of Hillyfielders Football Club to levy any fines direct under any circumstances.
If however any player, parent/guardian or club official should incur a fine from any outside source directly related to the Club (eg: The F.A. or The Bexley League) then they will be personally responsible for payment of that fine.
The fine must be paid within seven days of the date of the notice.
Should a player or Club official not pay a fine within the seven day period then the Hillyfielders Executive Committee will suspend that player or official until the fine has been paid. Prolonged non-payment will result in expulsion of the Club.
Should a parent / guardian or supporter not pay a fine within the seven day period then he or she will be banned from all games until the fine has been paid.
9.0 APPEALS AGAINST DISCIPLINARY DECISIONS
An appeal against any disciplinary action taken by Hillyfielders football club should be made in writing to the Chairman or the Club Secretary so that it may be put before the Executive Committee who will investigate the complaint.
10.0 COMPLAINTS
Any complaint should initially be raised with the Manager or other Club Official as appropriate. If the matter remains unresolved a letter of complaint should be sent to the Chairman or club secretary who will ensure that it is put before the Hillyfielders executive Committee at it’s next meeting. The decision of the Executive committee will be final.
Any complaint by a playing member of the club may be made at any Executive Committee meeting, either in person or through his or her Manager or Club official.
At least seven days notice is required for any complaint to be heard at any Executive committee meeting.
All matters not specifically covered by the Hillyfielders Football Club Rules will be decided by The Executive Committee.
signed...
Hillyfielders Football Club Executive Committee 2009
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Our Parent league is the SOUTH EAST LONDON & KENT YOUTH FOOTBALL LEAGUE (SELKENT).
 click on the image for the SELKENT website
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