Henllys Rangers AFC - Constiution

1.Name
The Club shall be known as Henllys Rangers Association Football Club.

2.Objective
The objective of the Club is to run football teams in a formalised league (where possible) and to generally encourage the interest of junior and youth players in the game of football.

3.Affiliation and Competition
The Club shall be affiliated to the Gwent County Football Association and/or other bodies as designated by the Football Association of Wales Limited.

4.Membership
There are three classes of membership: Full membership – election to full membership shall be my way of a simple majority vote of the Committee whose decision shall be final. Full members shall be entitled to attend all Committee meetings, Annual and Special General Meetings and vote on any issue before the meeting. Full members must be over the age of 18. Playing Membership – Playing members shall be registered with the appropriate league in accordance with the rules laid down by the appropriate governing bodies. Playing members shall not have voting rights at any meeting. Playing membership fees will be determined at the AGM. All members joining the Club shall be deemed to accept the terms of this constitution and any by-laws published from time to time by the Club. Life Membership - Any full member having served for 6 years on the Committee (not necessarily continuously), and having served as a club officer or team manager for at least two of those years, shall become eligible for Life Membership. Life members shall be appointed by the Committee from those eligible, as it sees fit. Life members may still hold positions on the Committee. Life members shall have full voting rights at all meetings. Unless otherwise stated in the rules all references to Full Members shall also apply to Life Members.

5.Management
The affairs of the club shall be conducted by a Committee consisting of a Chairman, Vice-Chairman, Secretary, Treasurer, Team Managers/Leaders (when appointed) Life Members and other members as appointed. The Chairman, Vice Chairman, Secretary, and Treasurer shall be the officers of the club who shall be responsible for ensuring that all decisions of the committee are carried out and that the affairs of the club are conducted in accordance with these rules and the rules of the governing bodies. All officers and committee members will be appointed for a period of twelve months and will remain in office until the end of the AGM at which they will be reappointed or their successors are appointed. All decisions will be made by the Committee, subject to these rules, at the normal Committee meetings. Between meetings the Chairman/Vice Chair (advised by the secretary and, if club finances are involved the Treasurer) will rule on all matters and disputes arising out of the rules and/or Committee decisions. Such rulings will be reported to the next meeting of the Committee. If a decision is required for which there is no provision in these rules and no prior Committee decision then the Chairman shall have the power to call an emergency meeting of the Committee. No ruling on such matters will be made without the approval of the Committee. Committee meetings shall take place on a regular basis as decided by the committee. There shall be a minimum of four meetings per year. Special meetings of the committee may be called if: The Chairman and either the Secretary or Treasurer decide that there is an urgent need for one. Special meetings of the Committee will be arranged by the Secretary, (if two or members request this) who will arrange this within 14 days and give a minimum of 48 hours notice to each member of the Committee. In the event that such notice cannot be given to at least two thirds of the members of the committee then such a meeting will not be held. Five members of the committee (this five to include at least two of the club officers) must be present before any business can be conducted. Any member of the committee who absents himself from 3 or more consecutive meetings and who does not, in the opinion of the committee, give sufficient reason shall be considered to have resigned. The committee shall have the power to appoint a replacement for any club officer who has resigned or has been dismissed. Such appointment should be made from existing members of the committee but, if this is not possible then the committee have the power to appoint any person deemed appropriate. The committee shall have the power to co-opt additional members for specific purposes.

6.Finances
The finances of the club shall be controlled by Committee, through the Treasurer who will present an up to date statement of account at each committee meeting. The club’s financial year will end on 19th June each year and a statement of accounts, will be presented by the Treasurer at the AGM. This statement of account will be approved by the meeting and shall form part of the minutes of the meeting. No club funds will be held in any bank account other than those opened in the name of the Club. Withdrawal of monies from, or the issuing of cheques against, any account held by the club will require the signature of the Treasurer and Secretary. The Secretary will have the authority to allot Club funds for the purpose of League and competition fees, training costs, purchase of kit and other day to day activities, full information of such transactions will be given to the treasurer. No monies will be collected from any player for any reason unless approved by the committee. All fund raising activities will be approved by the committee in advance who will determine how and when these monies will be spent. All full members of the club shall be considered to be jointly and severally liable for the financial liabilities of the club.

7.Nominations
Any person/member may, on giving consent, be nominated for election to the Committee and/of the position of club officer providing that the member concerned has been a committee member for at least six months prior to the date at which their nomination is to be considered. Nominations must be made to the Secretary at least 7 days prior to the AGM at which the nomination is to be considered. Such nominations must have a proposer and a seconder who must both have been full members for at least six months prior to the closing date for nominations. Nominees who are absent from the AGM will be considered to have withdrawn their nomination unless they have confirmed to the Secretary their willingness to stand and their reason for absence. If the reason for absence is not considered sufficient by a simple majority of the members present then the nomination shall be withdrawn.

8.Powers of Speech and Voting
Those entitled to speak and vote at AGM and SGM will be those full members/officers, who have been accepted as full members at least six weeks prior to the date of the AGM or SGM, and Life Members. Those entitled to speak and vote at Committee meetings will be club officers and all other Committee members including co-opted members and Life Members. At all meetings members who are entitled to vote will not be required to do so. Members who abstain from voting on a particular proposal will be counted and their total number registered in the minutes as abstentions. At all meetings if any vote on any proposal is a tied vote when the Chairman shall have a casting vote, which must be used. All proposals, motions etc to voted on at all Committee meetings, AGMs and SGMs will require a simple majority of members present if they are to be deemed carried.

9.Annual and Special General Meetings (AGM & SGM)
Notification of the AGM and any SGM shall be communicated by a parents letter of posted on a notice board at the usual place of meeting at least 14 days prior to the date of the meeting in question. All nominations and items for inclusion on the agenda of the AGM must be given in writing to the Secretary at least 7 days prior to meeting. No nominations or proposals will be accepted from the floor of any meeting without the consent of at least two thirds of the members present.

10.Team Managers
Team Managers will be appointed by, and be solely responsible to, the Committee.

11.Selection
Team Selection will be the responsibility of the Team Manager (whilst acting within the rules/laws of the game). The Committee, if it sees fit, may ask a Team Manager to explain his selection policies. Team Managers may select their teams only from players properly eligible according to the club and the rules of the various governing bodies. The Secretary shall be the sole arbiter of the eligibility of players. Where the club runs two teams in one league age group the squads shall be grouped, where practicable, within twelve month age bands. Age bands to commence on 1 September each year.

12.Conduct
Club members shall do everything within their power to ensure the behaviour of all spectators and officials at matches does not bring discredit to the club. All breaches of discipline by players, spectator or team officials shall be reported to the Committee via the secretary.

13.Misconduct
Any misconduct by a club member, on or off the field, will be dealt with by the Committee – if deemed necessary disciplinary committee will be formed. Cases of misconduct will be heard at the next monthly meeting of the Committee or Sub Committee subject to 7 days notice being given to the person accused of misconduct . Witnesses may be called if required. Once all presentations have been made and all the evidence heard, the member before the meeting shall withdraw and the Committee will come to a decision. The Committee will first decide if the charge of misconduct has been proven. This must have the assent of at least two thirds of the members present otherwise the charge will be deemed not proven and no further action will be taken. In the event of the charge being proved the Committee will then decide the penalty to be imposed. This decision will then be communicated to the member concerned in writing by the Secretary within 14 days of the date of the hearing. Any member found guilty of misconduct may appeal to the committee providing such appeal is made in writing to the Secretary within seven days of the date of receipt of the committee findings. The decision of such appeal will be final. In the event of a member not appearing to answer a charge of misconduct then the case will be heard in their absence and the member will notified of the decision of the Committee in writing by the Secretary by first class post within seven days of the date of the Committee meeting at which the case was heard.

14.Awards/Trophies/Medals ETC
The Club will endeavour to hold a presentation evening at the end of each season, the date will be determined by the Committee. Playing members attending the evening will be presented with a trophy/medal for being a regular player within the club, in addition each team will have three special awards, these are: Managers Player - chosen by the management of that team Players Player – Chosen by a majority vote from each regular playing member of that team Clubman – chosen by the management of that team No medals, trophies, mementoes or awards of any kind shall be given or presented to any club player or players by any club officer, official, team manager or any other person without the express permission of the Committee All medals, trophies, mementoes or awards of any kind shall be approved by the Committee in advance.

15.Purchase of Equipment
All equipment purchased by, or donated to, the club will become the property of the Club and will not be disposed of, lent, hired or sold etc except as decided by the Committee. The purchase of any equipment must be agreed in advance by the secretary who will recommend what type of equipment to purchase.

16.Expenses and Sundry Purchase
The club will not normally reimburse its officers for expenses incurred in performing their duties with the exception of postage/stationery/telephone usage by the Secretary. Before incurring any expense the approval of the Committee should be obtained if reimbursement is required. If this is not possible then permission should be sought from the Secretary/Treasurer. Receipts must be presented before reimbursement can be made. The Committee’s decision on the reimbursement of expenses and cost of purchases will be, subject to these rules, final.

17.Club Colours
The Club Colours will be: Mini Football - Orange / Black Competitive Football - Orange / Black

18.Club Tours and Trips
No tour or trip will be arranged without the prior consent of the Committee. No playing tour or trip (other than for sanctioned league and cup matches) will be undertaken without the permission of the relevant governing body.

19.Dissolvement of Club
The Club may be dissolved by a resolution presented at a Special General Meeting called for the purpose. The resolution must have the assent of at least two thirds of those present who are eligible to vote. Such a resolution may give instructions for the disposal of any assets remaining after satisfying outstanding debts and liabilities. These assets shall not be distributed among the members of the Club but shall be given to another elected similar organisation for the benefit of children within other local football clubs. If effect cannot be given to this provision then assets can be given to some other charitable purpose within the locality of Cwmbran

20.Matters Not Provided For
Matters not provided for in these rules will be dealt with by the Committee

21.Alterations to the Rules
No amendment or addition to, or deletion from, these rules will be made except at a Committee Meeting or Special General Meeting convened for that purpose. Any proposal for amendment or addition to, or deletion from, these rules will require the assent of at least two thirds of the members present before they will be deemed carried.

Amended Jun 04
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