Eastlands JFC Rules

Administration
1. The club will be administered by an Executive Committee whose officers shall be: Chairperson, Vice Chairperson, Club Secretary, Treasurer and Child Protection Officer.
2. The positions of Chairperson, Vice Chairperson, Club Secretary and Treasurer will be held for a maximum of two years. The positions of Chairperson and Treasurer will be elected in alternate years to the Vice Chairperson and Club Secretary.
3. The General Committee will consist of the above positions plus a Head Coach, two members for each team (from the football sub-committee), and up to a maximum of five independents.
4. Correspondence with official bodies, i.e. leagues, from an individual team must be passed through the Club Secretary. A copy of all correspondence circulated on EFC headed paper not raised by club officers will be passed to the relevant secretary within 7 days of origination for verification.
5. Team managers will be approved by the football sub committee and will be answerable to the Head Coach and then ultimately to the main committee. Each team will have its own manager and coach. It is expected that they will attain their FA coaching qualifications without delay He/She shall be responsible for the function and discipline of his/her team or section of the club. All must work towards the ultimate promotion of the club, plus the presentation to the public.
6. Committee meetings shall be held at least every four weeks and a financial report shall be submitted at every meeting. The football sub-committee will meet at the Head Coach’s discretion but will report to the main committee at least quarterly. No sub-committee however formed shall take a major decision without reference to the main committee for ratification.
7. No decision will be finalised without a quorum of seven elected or co-opted members or officers being present at the committee meeting.
8. Any business that requires a vote may be deferred to the next meeting at the discretion of the Chairperson. Any item of business that has gone to a vote should not be raised again for discussion during the term of that committee. Such business should be left until a new committee has been elected before it can be reconsidered, unless it has been re-introduced at the direction of the Chairperson.
9. Each committee member is permitted one vote. The Chairperson has the casting vote in the event of a tie.
10. Cheque signatories will be any two from four between the Club Secretary, Treasurer, Chairperson and Vice Chairperson.
11. All items of expenditure exceeding £30.00 must be authorised by the Committee before any transactions are made.
12. The financial year-end will be 31st May each year and the accounts, books, receipts and balance sheets will be audited prior to the Annual General Meeting, to be held no later than 30th June, by auditors elected at the previous Annual General Meeting.
13. All monies raised by fund-raising events to be collected and paid to the Treasurer at the first meeting following each event.
14. Each age group or section will provide supporting documents to explain the monies handed over to the treasurers each month. It will show what and from whom it is for and include a list of players who have and have not paid. This must be handed in monthly with monies.
15. The Annual General Meeting must be conveyed in writing to all members at least twenty one days prior to the meeting being held.
a. An Extraordinary General Meeting must be conveyed in writing to all members at least fourteen days prior to the meeting being held.
b. At least two thirds of the total elected committee members and officers eligible to vote must be in favour before an Extraordinary General meeting may be called.
c. Items for inclusion on the agenda for the Annual General Meeting or an Extraordinary General Meeting must be submitted to the Club Secretary in writing at least fourteen days prior to that meeting.
Football
16. In the event of a player being cautioned (booked) or sent off, the player shall be liable to pay the current administration fee charged by the County Football Association, and must pay such fees to their manager or a club official at the latest five days prior to the expiry date set by the County FA. A player failing to pay such fees will not be allowed to play for the club. In the event of a manager, trainer or supporter being cautioned (booked) or sent off, then that person shall pay any fine or administration fee that is imposed for the offence. A player must inform his/her team manager if he/she has a current suspension and/or owes money to the County FA.
17. The General Committee reserve the right to call any member to appear before a tribunal following a written complaint concerning club business being made against that member.
18. The tribunal will normally be made up of three Executive Committee members, i.e. Chairperson, Vice Chairperson and Secretary.
a. If a member decides to appeal against the decision of the tribunal then that appeal shall be lodged in writing within ten days with the Chairperson.
b. An appeal will be heard before a tribunal chaired by the Secretary of the Club and two other members, not being part of the original tribunal. The decision of this appeal tribunal will be final.
c. When rules 19 and 19b are applied, minutes of these meetings will be taken by a person who will take no part of the hearings. Copies of these minutes will be made available to all parties concerned. The club member called to appear before a tribunal may be accompanied by a friend of their choice.
19. Team managers are solely responsible for selecting their team.
20. Team managers shall be responsible for the safekeeping, damage repairs and the return on time of any trophies that their team may have won.
21. No player will be allowed to sign on for the club if all monies have not been paid for previous season/seasons.
22. No manager will be allowed to play a suspended or none registered player in any team. If a manager does he/she will be brought before the committee and will also be responsible for any fines incurred by the player whilst playing illegally.
23. No player is to play for the club until the secretary has received payment or has been advised by the manager that he/she has monies in his/her possession for the signing on fee.
24. Any fines accrued by team managers shall be paid by the team manager involved as result of their actions or none action, i.e.
a. Fielding an ineligible player, including a suspended player;
b. Registration form submitted late;
c. Incomplete or late match report sheet;
d. Falsifying match report sheet;
e. Cancellation of fixtures;
f. Contravening Leagues rules.
25. Any new team to the club will arrange a meeting for their players and parents to meet the officers of the club. This meeting should be used to sign-on players and also allow the club’s officers to introduce club policies, and answer any questions that may be asked.
26. All kit provided for players, by the club, is to be used only for club matches. The colours of the club will be claret and blue, the design may vary but the design of any kit must be agreed by the Committee before being purchased. Any suitable colours can form an alternative strip. Team managers have overall responsibility for the kit supplied by the club for their squad, and will ensure that all kit is returned to the kit manager by the date set by the Committee.
27. Club subscriptions, and signing-on fee, will be agreed each year by the Executive Committee, before the AGM. If a player joins the club after 31st December the signing on fee will be halved.
28. Each team in the junior section will take the fee for match officials and a sum of £2.00 for refreshments from the subscriptions collected from the players. The remaining monies to be paid to the Treasurer.
29. Teams wishing to take part in bona fide football tournaments will be supported by the club to the extent of providing pennants or trophies, if required. The club also provide administration support.
30. The membership for the club is to have two levels:
a. All players at Under 16 level become playing members once their signing on fee is paid.
b. Everyone else (including parents) can join as full members. The annual membership of the club is to be £5 per person per year.
31. Any matters arising, not dealt with in these rules shall be decided by the committee, whose decision shall be final.