Constitution
1. Name
The name of the club shall be Sutton Common Rovers Football Club herein after known as the Club.
2. The aim
The aim of the Club is to provide the best possible facilities and coaching for youth and adult football in the Surrey / Home Counties area.
The Club will strive to create an enjoyable atmosphere in which we will all participate.
The club will consistently strive to achieve the highest obtainable successes for all the teams, players, managers, officials and supporters within our membership.
3. Objectives
a) To provide equipment and facilities for youth and adult football
b) To promote fair play and a competitive but enjoyable level of football for all club members
c) To maintain the safest possible environment for all club members
d) To represent the Club in County, regional and national competitions
e) To maintain direction via the ‘Committee’ for the welfare and interests of all club members
4. Membership/Equity
We are an open policy club. Membership of the club will not be restricted on the grounds of sex; race or political, religious or other opinions, to any person who is prepared to accept and support the objectives of the Club.
There are two classes of membership:
a) Honorary Members:
The Club may appoint honorary members as required. Members may submit written proposals, supported by at least two other members, to the committee for its consideration, further action and reply.
b) Club members:
Fully paid up youths and adults playing for the Club
5. Management
a) The affairs of the Club are to be conducted by the Clubs Management Committee
b) The Management Committee is to consist of a minimum or seven (7) persons from the following officers:
•Chairperson
•Club Secretary
•Club Youth Secretary
•Club Fixture Secretary
•Club Treasurer
•Club Development Officer
•Club Press Officer
•Club Social Secretary
•Club Team Managers / Assistant Managers (Variable)
c) The General Club Committee is to consist of twelve (12) members these are: the above officers plus other members as necessary to make up the total.
d) The Committee may co-opt further members as required but must seek ratification of such appointments at the next Annual General Meeting.
e) At an authorised Committee meeting, five members shall constitute a quorum.
f) Minutes of Committee meetings are to be maintained formally and to be made available to the Club members on request.
g) The Chair at all Committee meetings shall be taken by the Chairperson. In his / hers absence the Committee are empowered to elect a temporary Chairperson.
The Committee makes decisions using a simple majority vote, each person having one vote; the Chairperson shall have a vote and, in the event of an equality of votes, an additional final casting vote.
h) If membership numbers fluctuate significantly the Committee are empowered to increase or decrease the number of Committee members subject to ratification at the next Annual General Meeting or at an Extraordinary Meeting.
i) The Chairperson and secretary are non-elective officers within the Club for a minimum period of 3 years. In the event of either position becoming vacant due to written request by those holding this post, the quorum will request in writing nominations from the Club members for a replacement at the next Annual General Meeting.
j) All other Committee positions are to be elected each year at the Annual General Meeting.
k) Committee meetings will be held quarterly and members having business to present before the Committee should inform the General Secretary before each meeting.
l) Only members over the age of eighteen can become Committee members.
6. Annual General Meeting
At least fourteen (14) days notice will be given in writing for the Annual General Meeting.
a) An Annual General Meeting should be held in June each year (from 2008). A statement of accounts for the year shall be laid before the meeting by the Treasurer.
b) Members desiring to place other routine business before the Annual General Meeting shall notify the secretary in writing seven days before so that an agenda can be formulated.
c) Nominations for Committee posts are also required in writing and shall be sent to the Secretary at least seven days before the Annual General Meeting. Should any nomination be received by post where the incumbent is willing to stand for a further term the voting shall take place at the Annual General Meeting.
d) Only members of the club who have fully paid their subscriptions may participate in voting at the Annual General Meeting.
e) All members, except honorary members, over the age of sixteen can vote at the Annual General Meeting.
7. Extraordinary General Meeting
a) The Committee may call an Extraordinary General Meeting when required or when a minimum of half of all members whose subscriptions are fully paid request one in writing.
b) The Secretary is to notify the members of the Club of the date of the Extraordinary General Meeting and of the specific object for which the meeting is to be called.
c) The meeting should be held within one month of a written request received by the Secretary.
8. Finance
a) The club funds are to be used for:
•Pitch fee, referees fees and training facility costs
•Affiliation to the relevant Football Association
•Team registration to the relevant leagues
•Player and public liability insurances
•Training equipment and kit
•Tournaments and / or tour costs
•Official Club social events
•Any other expenditure as sanctioned by the committee
b) Membership fees. All members are to pay subscriptions annually. The subscription year runs from 1st July to 31st August. The annual subscription fee is to be set at the Annual General Meeting.
Members must fully complete club registration form(s) to be submitted to the club secretary, prior to playing any match on behalf of the club.
c) Club funds are to be held in a bank account. Two Committee members; the Treasurer and one other from the Secretary and a boni fide committee member must sign the cheques.
d) The treasurer is responsible for the correct management of the Club account. Any non-routine expenditure is to be authorised by the Committee at the next quarterly meeting.
e) Each team’s finances will be shown separately within the clubs accounts and expenditure for each team will not exceed current funds, subject to other known committed expenditure.
9. Amendments
The constitution of the Club may be altered by a majority of not less than three quarters of all members within the Club who must be present at the Annual General Meeting or Extraordinary General Meeting convened for the purpose of referendum.
10. Dissolution
a) If at any General Meeting of the Club, a resolution is passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.
b) If at that Special General Meeting, the resolution is carried by at least three quarters of the members present at the meeting, the Committee thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
c) After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Members of the Club, but shall be given to the Football Association for distribution amongst future adult football.
11. Code of Conduct
All managers, spectators and players will adhere to the clubs code of conduct and if found in breach of these codes will be summoned by the committee to explain their actions and the committee will then decide by a majority vote, the course of action to be taken.
Members of the club which cause the club to be a fined or bring the name of the club into disrepute for misconduct will pay any fines incurred.
12. Disciplinary Procedures
Following the breach of club rules/code of conduct and depending on the degree of this breach, two verbal warnings will be issued before club membership is terminated. In the event of a serious breach the committee will at its discretion have the authority to terminate membership with immediate effect.
(The constitution in its original form was adopted at the inaugural meeting of the club on 24th June 2008)
Constitution adopted at the Clubs AGM on 31 May 2015.
Content of the club constitution witnessed by:
SignedPrintDate
Club ChairmanAlan Salmon24.06.10
Club SecretaryDarren Salmon24.06.10
Committee MemberSharon Streets (Treasurer)24.06.10