Hethersett Athletic Club BadgeHethersett Athletic Football Club  

Founded - 1991  

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A National FA Community Charter Club

CLUB CONSTITUTION

Hethersett Athletic Football Club has its own constitution which outlines the way in which the club is administered.

The constitution can only be changed by a vote of two-thirds of those present at either the annual general club meeting or at an extraordinary general meeting.

The club's constitution is printed below.

1.      Name.

The name of the Club shall be Hethersett Athletic Football Club

2.      Aims and Objects

The Club is established to pursue the following objectives:

1.      Promote participation in the sport of Association Football

2.      Organise, manage and develop football in the local community

3.      Gain and retain membership of appropriate leagues for the purpose of establishing regular competitive play for the club’s representative teams

4.      The provision of training and playing facilities for its members

5.      Promoting and maintaining the highest standards of technical competence and safety in the sport

6.      Providing equal opportunities for successful participation by all sections of the community

7.      Arranging social activity for the club's members and community participation in the same

8.      The Objects of the Club are to provide facilities for, and to promote community participation in, the amateur sport of Association Football in Hethersett and the surrounding districts.

 

3.      Status of Rules.

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

 

4.      Rules, Regulations, Discipline and Complaints.

1.      The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate, use their best endeavours to ensure 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 (“Norfolk FA”) and Competitions in which the Club participates, for the time being in force.

2.      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. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer or assistant welfare officer will be the lead contacts for all members in the event of any child protection concerns.

3.      Club members, officials and parents/supporters must conduct themselves at all times both on and off the field in a manner which does not bring the Club into disrepute. Anyone failing to do so may be subject to disciplinary action, including suspension or exclusion, by the Club Committee. This clause includes any written, verbal or electronic communication and also any form of Social Media. The club has adopted a separate Social Media policy issuing guidelines.

4.      All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.

5.      The Disciplinary Committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

6.      The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.

7.      There will be the right of appeal to the Club Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.

5.      Membership.

1.      All members are subject to the Constitution of the Club and the regulations of the Football Association.

2.      Classes of Membership are:

Playing/Competing Member (Adult/Junior)

Non Playing/Associate Member

Elected Officer

Appointed Team Management, Coach or Officials

Club Appointed Volunteers/Helpers

Life Member

Non playing / Associate member

1.      The members of the Club from time to time shall be those listed in the Register of Members (the “Membership Register”) which shall be maintained by the Club Secretary.

2.      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.

3.      In the event of a member's resignation or expulsion, his or her name shall be removed from the Membership Register.

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

5.      Club membership shall be open to all inhabitants within the village of Hethersett and the normal catchment area of the village schools and others wishing to join who approach the club and request membership, subject to maximum limits defined by Leagues.

6.      Club Officers or Team Officials shall not actively recruit outside that catchment area except where insufficient numbers can be attracted from within the catchment area to honour commitments.

7.      Requests for membership from outside the catchment area can be considered on their merits by Club Officers or Team Officials. Once granted membership such an applicant will be able to continue membership without further request except for disciplinary reasons.

8.      Membership of the Club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis. 

9.      The Club may have different classes of membership on a non-discriminatory and fair basis.

10.  The Club Committee may refuse membership only for good cause such as conduct or character likely to bring the sport or Club into disrepute. Appeal against refusal may be made to members. 

6.      Annual Membership Fee.

1.      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. 

2.      Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable.

3.      The Club Committee shall have authority to levy further subscriptions and fees from the members as are reasonably necessary to fulfil the aims of the club

7.      Resignation and expulsion.

1.      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 subscription fee or further subscription is more than two months in arrears shall be deemed to have resigned.

2.      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.

3.      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”)

8.      Club Committee.

1.      The Club Committee shall consist of the elected Officers plus the Team Manager (or appointed deputy) of each participating team.

2.      The club Executive Committee shall consist of the elected officers of the club. Recommendations from this committee will be placed before the Club Committee to be voted on. A quorum for club committee meetings shall be at least three executive committee members plus at least three other members, making a minimum of six. The Executive Committee shall also have delegated powers to deal with matters of discipline, reporting any decisions back to the main club committee.

3.      The following Officers shall be elected by majority vote at the Annual General Meeting:- Chairman, Vice Chairman, Secretary, Assistant Secretary, Treasurer, Fund-raising and Sponsorship Officer, Development Officer, Welfare Officer, Football Development Officer... (Duties of Club Officers are detailed in the Club’s Roles & Responsibilities documents).

4.      The posts may be combined as appropriate. It is recommended that one person should hold no more than two positions of Club Officer at any time

5.      Other posts may be created by a majority vote at an Annual General Meeting.

6.      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.

7.      Members may be co-opted on to the Club Committee by majority vote at a Club Committee meeting.

8.      Each Club Officer shall hold office from the date of appointment until the next AGM unless otherwise resolved at an Extraordinary General Meeting (“EGM”).

9.      Any one person can only have one vote, irrespective of the number of positions they hold.

10.  The Club and Executive Committees shall be responsible for the management of all the affairs of the Club. Decisions of the Club Committee shall be made by a simple majority providing there is a quorum of not less than three executive members and three other club members (minimum of six in total) At meetings of the Club Committee each elected Officer, co-opted member and Team delegate (one per team) is entitled to one vote with the Chairman having an additional casting vote in the event of a tie. In special circumstances agreed by the Club Committee, an electronic vote may be taken on a subject, provided full discussion has taken place beforehand"

11.  The quorum for the transaction of business of the Club Committee is a minimum of six members which should be made up of at least three executive members plus at least three club members.

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

13.  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 no less than four meetings a year.

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

15.  The position of a Club Officer shall be vacated if such a person is subject to a decision of the FA that such a person be suspended from holding office or from taking part in any football related activity relating to the administration or management of a football club.

  1. All teams should be represented at club meetings. Teams are encouraged to send representatives to ensure that all have their say at club meetings and that they are kept fully informed of club matters and development. If a team manager/coach is not available to attend a club meeting they may appoint a replacement who can be a player (in the case of adult teams), a parent/guardian (in the case of youth teams) or a supporter.

 

Annual and Extraordinary General Meetings

1.      The Club shall hold an Annual General Meeting between June and August each year to:

Receive a report of the activities of the Club over the previous year

Receive a report on the Club’s finances over the previous year

Elect the members of the Club Committee

Consider proposed changes to the Constitution

Consider any other business

2.      Nominations for election of members as Club Officers or as members of the Club Committee must be made by a proposer and seconder, both of whom must be existing members of the Club to the Club Secretary.

3.      Notice of any resolution to be proposed at the AGM shall be given in writing to the Club Secretary not less than 7 days before the meeting.

4.      All members shall receive notice of the Annual General Meeting. The Club Secretary will send written notice to Club Committee members and Team Managers of the date of a General Meeting (AGM or EGM) together with the resolutions before the meeting. It is the responsibility of Team Managers to inform playing members, or parents in the case of U18 playing members, of the date of the Annual General Meeting and the resolutions proposed. The date of the annual general meeting will also be advertised on the club's official website not less than 14 days before the meeting.

5.      Each member will be entitled to one vote at an Annual General Meeting of the Club. For members aged Under-18 their vote will be passed to a parent with similar voting rights. Resolutions will be passed by a simple majority. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote.

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

7.      Club members (or parents if members are Under-18) may call a General Meeting subject to a minimum of four such members notifying the Secretary and the General Meeting shall be called within 21 days of the receipt by the Club Secretary of a requisition in writing, signed by not less than four members stating the purposes for which the Meeting is required and the resolutions proposed. (Business at the EGM may be any business transacted at an AGM).

8.      The Club Secretary shall send written notice to Club Committee members and Team Managers of the date of a General Meeting together with the resolutions proposed at least 14 days before the meeting. It is the responsibility of Team Managers to inform playing members, or parents in the case of U18 playing members, of the date of the General Meeting and the resolutions proposed. This will be advertised on the club's official web site.

9.      Each member will be entitled to one vote at a General Meeting of the Club. For members aged Under-18 their vote will be passed to a parent with similar voting rights. Resolutions will be passed by a simple majority. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote.

10.  The Club Secretary, Assistant 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 the first meeting following each AGM the Club Committee shall confirm the appointment of a Club Member to be responsible for each of the Club’s football teams (“Team Manager”). The appointed Team Managers 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. Team Managers will be vetted and recommendations for their appointment put to the Club Committee annually by the Executive Committee. Before the start of each season coaches/managers will be expected to attend meetings with the club executive committee. At these meetings they will be expected to produce a workable budget to ensure they can meet their financial obligations throughout the season. They will  need to prove that running a team is a viable proposition both from a financial and playing point of view. They will need to convince the executive on these points and the executive will, on the evidence provided, make a decision as to whether a team will be allowed to continue/take part in the coming season.

 

At meetings of a Team Committee each elected member is entitled to one vote with the Team Manager having an additional casting vote in the event of a tie.

Team Managers (or other appointed officials) shall carry out the following responsibilities:-

Confirm and honour fixtures as required by competition organisers

Select players and inform them of arrangements

Collect fees as appropriate, maintain records and pass moneys to the Club Treasurer on a regular basis (see section 11 Club Finances)

Complete match cards and pass to Club Secretary in time for deadlines to be met

Apart from cases of bad weather or unplayable pitches, club matches should only be called off following consultation between the team manager/coach and a member of the executive committee. Club managers/coaches wishing to have a match postponed through illness or unavailability, should obtain the agreement of a member of the executive committee. National FA guidelines state that football matches can be played with as few as eight players in the case of 11-a-side and less for small sided games. Teams will be encouraged therefore not to call off games through player shortage if they have the necessary number of players to start the game.

 

11.  Club Finances.

1.      The financial year of the club will end on: 30th June.

2.      Club Property shall be applied only in furtherance of the aims of the Club. The distribution of profits or proceeds from the sale of Club Property is prohibited.

3.      All funds relating to the Club shall be maintained by the Club Treasurer and Bank accounts opened as appropriate. Designated account signatories shall be the Club Chairperson, the Club Secretary and the Treasurer and one other nominated officer. No sum shall be drawn from the Club Accounts except by cheque signed by two of the four signatories. Bank mandates shall be maintained to allow cheques and payments to be signed by the Treasurer and any one of the other Club Officers.

4.      All monies shall be received by the Treasurer and/or deposited in the Club Account. All monies collected by Club officials must be banked at least on a monthly basis. All monies collected by club or team officers must be banked at the end of each calendar month. Once the money has been banked a team paying in analysis slip must be completed and passed to the club treasurer by the 5th day of each month.

5.      Funds raised specifically by individual teams may be earmarked within the accounts to be at the disposal of those teams at a later date.

6.      A minimum of 10% of money raised by individual team fund-raising should go to the Club Development funds. This does not include money raised from subscriptions, match and training fees. The allocation of profits raised or losses incurred by Club organised fund raising events will be determined by the Club Committee before the event takes place.

7.      The Development Fund is to be used on behalf of the Club fund purchases and/or services which will help the Club achieve its aims.

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

9.      The Club and its teams 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.

10.  Spends by individual teams of over £50 must be referred to the Executive Committee and receive the approval of either the treasurer or assistant treasurer and two other members of the club executive.

11.  All equipment used and purchased by teams and the club remain part of the club. If a team finishes or coaches move to another club, all equipment must be returned to Hethersett Athletic. If equipment is not returned the team manager/coach may be liable to pay for or replace the missing equipment. This includes kit purchased by team sponsors.

12.  To aid the financial management of the club the Team Manager of each team, in consultation with the Treasurer, is required, prior to the start of a season, to prepare and maintain a budget for that season describing:

All expected expenditure (including share of Club Expenses)

How and when income will be generated to cover expected expenditure

11.  Each Team’s budget must be reviewed by the Club Committee, the Treasurer or a subcommittee delegated to advise the Treasurer by the Club Committee prior to the start of the season to which it relates so that the financial viability of the team can be confirmed and opportunities for making savings via bulk purchases of kit and equipment items or re-use of existing items can be identified.

12.  If a Team does not produce a budget prior to the start of a season the Treasurer will produce a budget for that team which sets out the minimum revenue that the Team will need to raise and the minimum costs allowed to be incurred by that Team to fulfil its playing commitments for the season.

13.  Any changes to a team’s budget after the start of a season must be agreed with the Treasurer and any subcommittee appointed by the Club Committee to advise the Treasurer.

14.  No team can purchase items that are not included in their budget or purchase items if they have insufficient funds in their individual team records, even if included in their budget, without the permission of the Club Committee. Further all proposed purchases for kit and equipment should be referred to the facilities officer at a monthly committee meeting to establish whether 1 the kit or equipment exists elsewhere within the club and/or 2 whether there is an approved supplier to go to.​

15.  Reimbursement for expenditure will only be accepted for members who have retained an original, itemised receipt and a description of the expense incurred.

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

Sell and supply food, drink and related sports clothing and equipment

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

Pay for reasonable hospitality for visiting teams and guests

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).

17.  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 assets and liabilities of the Club. The Club must retain its accounting records for six years.

18.  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 independently and shall be approved by members at a General Meeting. A copy of any Financial Statement shall, on demand, be forwarded to the FA

19.  The Club Property, other than the Club Account(s), 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 Minute Book shall be conclusive evidence of such a decision.

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

21.  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.

22.  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.

23.  The Club Property shall be applied only in furtherance of the objects of the Club. All surplus income or profits are to be reinvested in the Club. If the Club has any income , profits, gains or other funds which the Club committee considers not to be needed to meet the Club’s short term needs for providing facilities and participation then the Treasurer may deposit or invest those funds after taking appropriate professional advice. The Treasurer will report back to members at least annually on the performance of any such investments and review the Club’s investments in the light of its financial need s for providing facilities and participation.

12.  Dissolution

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.       Upon dissolution of the Club any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be given or transferred to another registered community amateur sports club, a registered charity or the FA for use by them in related community sports.

13.  Amendments to Constitution

1.      Any amendments to this Constitution shall require the consent of two-thirds of the members at a General Meeting.

 

The above constitution was adopted at the Annual General Meeting on 7th August, 1998.

Amended at the Extraordinary General Meeting on 11th November, 1999

Amended at the Annual General Meeting 17th August, 2000

Amended at the Annual General Meeting 19th July, 2001

Amended at the Extraordinary General Meeting 11th October, 2001

Amended at the Extraordinary General Meeting 7th February 2002

Amended at the Annual General Meeting 18th July 2002

Amended at the Annual General Meeting 17th July 2003

Amended at the Annual General Meeting 16th July 2007

Amended at the Annual General Meeting 14th July 2008

Amended at the Annual General Meeting 13th July 2009

Amended at the Annual General Meeting 19th July 2010

Amended at the Annual General Meeting  16th July 2012

Amended at the Annual General Meeting 17th July 2014