Club Rules
       Revised 17th June 2024s

These rules relate to our youth teams for boys and girls as well as the seniors team

General Rules

1. The club shall be known as Thundersley Rovers Sports Club and shall be affiliated to the Essex County Football Association.
    
2. Its objectives shall be to provide association football for its members and such social and recreational pursuits as may be deemed desirable by the General Committee.
    
3. The Officers of the Club shall consist of Chairperson, Vice Chairperson, Secretary, Treasurer and Club Welfare Officer (CWO) - all of whom shall be elected at the Annual General Meeting. These members will be known as the General Committee.
   
   The General Committee shall have the power to fill such vacancies as may arise in its constitution between Annual General Meetings.
    
4. The General Committee may also appoint additional members to deal with specific projects such as fundraising or community projects but these members will have no voting rights in committee matters. 
    
5. The Club shall be controlled by a General Committee of the officers named above. The Committee shall attempt to meet a minimum of once every two months and the proceedings at such meetings shall be recorded in the Minutes Book. At meetings of the General Committee, three members shall form a quorum.
    
6. The property/assets of the Club shall be vested in the General Committee. No Sub Committees are permitted for any purpose. 
    
7. Any donation or purchase of over £2,000 requires the approval of at least two thirds of the General Committee and is to be disclosed to all members before it is paid.
    
8. No individual who has been declared bankrupt may be appointed as a member of the General Committee where an interest in or disposal of Club funds are concerned.
    
9. The General Committee shall have the power to suspend or expel any member deemed guilty of conduct prejudicial to the good name of the Club.
    
10. The General Committee shall have the power to declare a seat vacant should a member absent him or herself from four consecutive meetings without any explanation deemed to be satisfactory.
     
11. No Committee member shall receive any remuneration for their work. Any expenses relating to their work for the club can be recovered upon presentation of a valid receipt to the Treasurer. Any expense over £100 is to be pre-approved by the Committee before it is paid.
     
12. Club Membership shall consist of all registered players, managers and officers and the following members are entitled to full voting rights subject to the special conditions relating to voting as detailed below:
    
    
    1. Team Managers (one vote per team)
    2. Committee Members and Honorary Club Members
        
13. General Committee members will receive a complimentary membership fee as thanks for the work undertaken in their role. 
    
    Special Conditions Relating to Voting
    
    An Extraordinary General Meeting may be called by a minimum of 51 percent of voting members. The reasons for calling such a meeting must be given in writing to the Secretary or in his/her absence, another committee member at least 14 days before the meeting takes place.
     
14. Membership fees and subscriptions shall be set annually by the General Committee as the Club’s financial position demands. The level of fees is to be sufficient to cover all costs incurred in running the club, including but not limited to  pitch and rental fees, league registrations, equipment, referees and all other expenses. Membership fees can be paid in the following ways. 
    
    
    1. In full - Due by 30th September
    2. In two tranches - 1st due by 30th September and 2nd due by 31st January
    3. Monthly - members would need to discuss with the treasurer and set up a standing order for payment. 
    4. If these conditions are not met, or if there are any outstanding fees from the previous season, players will be barred from playing matches until the balance is cleared. If a member is struggling to pay, they should reach out to a committee member who will be able to assist them.
    5. Sibling fee reductions are available, please discuss with the treasurer. 
        
15. The General Committee shall have jurisdiction over the affairs of each individual team in the interest of the Club as a whole.
     
16. The Club’s financial year shall be from 1st June to 31st May annually and full accounts shall be presented at the Annual General Meeting and thereafter made available to all members.
     
17. Any Member wishing to make suggestions or complaints shall do so through a Committee Member or Club Welfare Officer, for when the complaint is related to a welfare issue.
     
18. Notice of the following items shall be sent to the Secretary no later than four weeks prior to the Annual General Meeting:
    
    1. Nominations for the election of officers
    2. Additions or amendments to the Club Rules.
       
       Any rules to be added to the Club Rules after this date may only be added or amended at a special meeting called for that purpose. At all times no such additions or amendments may be made unless supported by at least two thirds of those present and voting at the meeting.
       
       In the event of the Secretary receiving no written nominations for the election of Officers prior to the Annual General Meeting the General Committee may, at their discretion, accept nominations from the floor at the AGM.
        
19. Any person authorised by the Club to organise a fundraising event must present a financial statement together with funds raised to the General Committee meeting which must be no more than two weeks after the said event.
     
20. Any team found by the Club to be playing unregistered or illegal players will be reported to their respective leagues and the County FA for disciplinary action. The General Committee reserves the right to review and adjudicate upon each incident.
     
21. Any member of the Club officiating a match involving Thundersley Rovers Sports Club to which they or an immediate family member are affiliated shall be remunerated with the equivalent match subscription fee for their services.
     
22. Membership of the Club shall be open to anyone interested in sport regardless of age, sex, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

Rules Governing Team Managers

1. Team managers shall be responsible to the Club for all kit plus any other equipment supplied by the Club to their particular team. 
    
2. Any fundraising activity on behalf of individual teams must first be discussed and authorised by the General Committee.
    
3. Any use of Club real estate, facilities, other property or equipment for non Club-related purposes must first be discussed and authorised by the General Committee.
    
4. A team manager shall be entitled to one free annual player’s subscription fee for either themselves or a member of their immediate family per season. This rule applies to a maximum of one individual per team and to a maximum of one family member.
    
5. In the event that a team may operate under a management team as opposed to an individual, it is the responsibility of the individuals concerned to determine how the free membership should be applied.
    
6. Should a manager/coach leave Thundersley Rovers Sports Club within two years of taking a course or training programme which has been financed by the Club, he or she shall be liable for all costs relating to the course in question. 
    
7. All distributed kit and associated clothing – whether purchased by the Club or via a team sponsor - must be returned to the Club by the team manager at the end of each season for inspection. Any lost or missing items will be charged to the parent/guardian or individual to whom they were issued.
    
8. The organisation and costs for any training at a non Club site are the responsibility of the managers/coaches making the booking. The club will not be responsible for any costs or the resolution of any problems arising from said training.
    
9. If a player leaves a team during the season, they must ensure all relevant fees are paid and all kit is returned before they will be released to play for another club. If they have paid their full fee, a refund may be available. This will depend on a number of factors and will be decided by the General Committee. 
    
10. Any coach or manager who collects money from parents or other members for any activity (e.g. training / tournament) or equipment should do so being aware that they are responsible for ensuring that the money collected is used for its intended purpose. They may be asked to present accounts showing the money collected/spent and should be prepared to provide these along with proof of purchase for the intended activity/items. 

Dissolution Policy

In the event of the Club ceasing to continue operations, all remaining funds and property belonging to the Club will be distributed to local charities, the constitution of which will be determined by the General Committee.

Other Business

Any matters not governed by the foregoing rules shall be dealt with by the General Committee, the decision of which body shall be final and binding.

Note: It may be found necessary to amend or add to these Rules to meet specific local circumstances.

Signatories:           

JAMES GATES (CHAIRPERSON)                         COLIN SMITH (SECRETARY)