DAFEN WELFARE ASSOCIATION FOOTBALL CLUB.

Constitution and rules adopted at the Extraordinary General Meeting held on March 7th 2004.

Updated at AGM of 27.06.09

1. NAME.

The name of the Club shall be ' Dafen Welfare Association Football Club'.

2. HEADQUARTERS.

The headquarters of the Club, and the place at which notices shall be served, shall be determined by the Committee from time to time.

Present Headquarters : Dafen Cricket Club, Maescanner Road, Dafen, Llanelli

Ground : Dafen Welfare Park, Dafen.

3. OBJECTS.

The objects of the Club shall be to foster association football at all age levels irrespective of sex or disability where practical, within the Carmarthenshire League rules, the Premier side to take precedence in all matters relating to Club activities. The intention is to foster all age groups to progress to first team selection and that a pattern of playing policy be developed between team managers to enable a good continuity of playing strength.

The Club is fully committed to the principles of the equality of opportunity. No participant, volunteer, job applicant or employee of the Club will receive less favourable treatment on the grounds of gender, age, colour, disability, ethnic origin, parental or marital status, religious belief, social class or sexual preference than any other.

The Club will ensure that there is open access for all those who wish to participate in the activities of the Club, in whatever capacity and that they are treated fairly.

The Club recognises its legal obligations not to discriminate and will regard discrimination by any member, participant or volunteer as grounds for disciplinary action under the relevant Club rules.

The Club recognises its responsibility to safeguard the welfare of all children, young people and vulnerable adults who are in membership of the Club. The Club will aim to provide good quality football in a safe environment by adopting the procedures and working practices of the Football of Wales' Welfare Policy.

4. MEMBERSHIP.

The Club consists of Patron, President, Vice-Presidents, Playing Members, Non-Playing Members and Life Members.

N.B. Life Members : A membership bestowed on any member in recognition of service to football or as decided by the Committee of Management.

Definition of Non-Playing Member : All Committee Members including Team Managers.

Definition of Playing Member : Any player who has participated in at least 25% of matches during the playing season that has just been completed prior to the AGM.

Definition of Voting Rights : All persons who have paid tote for the duration of the recently completed season or part thereof if they have joined the Club on a transfer or have been newly registered. Any person in arreas on their tote will not be able to vote at the AGM.

ANY PAYMENT MADE ON THE DAY OF THE AGM WOULD NOT QUALIFY THEM FOR VOTING RIGHTS.

5. COMMITTEE.

The Club shall be governed by the Committee of Management to consist of the following :

• Chairman
• Vice-Chairman
• General Secretary
• Fixture Secretary
• Treasurer
• Assistant Treasurer
• Senior Team Managers
• At least 2 representitives from the Junior Committee
• And a minimum of 6 non-playing members
• And a maximum of 3 playing members

Together with such members as the Committee of Management may in their discretion, unanimously decide to co-opt from time to time.

The Committee of Management to meet at least monthly, and minutes to be kept of all meetings. A Quorum to consist of 50% of the Committee of Management.

N.B. A Playing Member will not be barred from holding Office.

Junior Committee will comprise the following officials:

• Chairman
• Vice-Chairman
• General Secretary
• Fixture Secretary
• Treasurer
• Welfare Officer
• School Liason Officer
• Team Managers
• 6 non official members

The committee will report to the Senior Committee and every meeting through 2 nominated representitives from the Chairman, Treasurer and Secretary.

It will represent all teams from and including Under 16's downwards.

6. COMMITTEE DUTIES.

A) General

• A Committee Member absent for three consecutive meetings without sufficient reason shall be considered to have resigned.
• A Committee Member must attend at least 75% of all meetings held during the year, excluding Team Managers where attendance is optional, but to attend when requested by the Committee of Management. Any apology for absence from a meeting must be made verbally, via telephone or by letter to the General Secretary or Chairman.
• A Committee Member who also serves on any other sporting sections of the Welfare MAY be asked to leave the meeting when discussions take place concerning the other section.
• The Committee shall appoint any Sub-Committee as may be desired to secure efficient handling of Club affairs.
• The six Officers to have power to deal with any matter without reference to the Committee.

B) The Chairman shall have a casting vote in addition to his ordinary vote.

C) A Committee Member is to participate on a regular basis in the running of all aspects of the Club.

7. ANNUAL GENERAL MEETING.

The AGM shall be held within six weeks of the end of the playing season, notice of this meeting to be published. Business of the meeting to include:

a) Presentation and statement of accounts for the previous season.

b) Secretary's Report.

c) Any suggested amendments or additions to Club Rules (any notice of motion altering the Club Constitution to be sent to the General Secretary fourteen days prior to the Annual General Meeting).

d) Election of Officers :

Patron, President, Chairman, Vice Chairman, General Secretary, Fixture Secretary, Treasurer, Assistant Treasurer, Auditors and Members of the Management Committee and Junior Committee.

N.B. Past season members only to be allowed to vote. Voting to be by ballot. (For definition of Members see point 4).

All Members who hold a position of Officer are not required to re-apply each season, but will be nominated automatically unless their resignation has been tendered fourteen days prior to the AGM.

e) Qualification of Officers :

Any person desirous of holding Office within the Club, must have the following qualification:

• Chairman and Vice-Chairman : 5 years as a Member of the Club.
• General Secretary, Club Treasurer, Fixture Secretary and Assistant Treasurer : 2 years as a Member of the Club.
• Other Officers : No minimum requirement.

This also applies to the Junior Committee.

8. CLUB FUNDS AND FINANCES.

The monies and funds of the Club shall be dealt with by, and through an account with HSBC., Carmarthen, in the names of the Chairman, General Secretary and Treasurer for the time being, and all cheques shall be signed by the Treasurer and any one of the other Officers in whose name the account is in.

The Junior account will be through HSBC with the names of the Chairman, 1 Team Manager and Treasurer for the time being, and all cheques shall be signed by the Treasurer and any one of the other Officers in whose name the account is in.

The financial year shall end on 31st May each year, with all financial transactions to be dealt with by the Management Committee and at the Annual General Meeting.

9. FUND RAISING SCHEMES.

It will be compulsory for all Members to participate and support all fund raising schemes run by the Club throughout the year. The minimum sale of weekly Tote or other fund raising sceme to be decided upon by the Management Committee, and payable for 40 weeks of the year. Any player found to be in arreas in excess of two weeks Tote or other fund raising scheme will not be considered for selection, unless an arrangement has been made with the Club Treasurer.

All Members are able to participate in an incentive scheme for paying Tote or other fund raising scheme based on the following:

• 20% reduction if 40 weeks Tote paid in advance by August 31st.
• 10% reduction if 20 weeks Tote paid in advance by August 31st, the remainder to be paid by December 31st.

10. TEAM MANAGERS.

Selection of Senior Team Managers to be decided by the General Committee, selection of the Junior Team Managers to be decided by the Junior Committee. The performance and management of Managers to be under constant review and action taken as of when necessary to terminate the position of any Manager.

All Managers to be interviewed by the appropriate Sub-Committee as outlined in point 11 below, and all managers to qualify as Team Leaders and First Aiders as a minimum requirement within 6 months of joining the Club.

Team Managers will have no affiliation to any other club and will be responsible for:

a) Choosing their respective Captains.

b) Selecting the teams and ensuring the team selected will be displayed on the notice board. Players not available or, unable to play after being selected should notify the Team Manager or the Fixture Secretary.

c) Organising training nights. Players failing to attend these nights will not be considered for selection unless a valid reason is produced. Players should inform the Team Manager before hand when they are not available for training nights.

d) Operating a rota system amongst the players to ensure that the ground etc will be ready on match days, and also that all equipment is removed and stored after the game is completed.

e) Selecting the recipients of the relevant trophies to be awarded at the Annual Dinner and to present a speech at the said Dinner on a rotation basis.

11. TRANSFERS.

Anyone desirous of joining or leaving the Club may do so upon applying to the Team Managers or Officials, subject to the consent of the Management Committee, or a Sub-Committee consisting of at least 2 of the following officials:

• Chairman
• General Secretary
• Club Treasurer
• Appropriate Team Manager/s.

In the event of a transfer, the request will be granted providing the player has no financial obligation to the Club.

12. TOURS.

When a Tour is contemplated, full details must be submitted by the organisers to the Management Committee, this is to consist of the cost, date, venue, opponents and number travelling. No Tour will be considered unless adequate playing members are involved.

13. DISCIPLINE.

Any Member bringing the name of the Club into disrepute will be liable to disciplinary action by the Management Committee.

14. FINES.

All fines for cautions and sendings off will be payable by the individual concerned to the Club Treasurer.

15. CONSTRUCTION OF CLUB RULES.

The Management Committee is to strictly adhere to the rules. Rules are to be reviewed by the Management Committee annually, and any amendments to be passed at the AGM. All new rules will not be effective until that AGM has terminated.

If any rule has to be amended due to external changes then an Extraordinary General Meeting will be conducted giving all Members 14 days notice of the amendments, and the meeting to be held at least a further 14 days after the notice period.

16. OUTSTANDING DEBTS.

Any Member/Player will not be paid winnings of any event/scheme etc if they have any debts with the Club. These debts will have to be paid before the person is able to receive any monies due to them.

17. CLUB DINNER INVITATIONS.

Such invitations will include the following :

Life Members, Patron, President, Welfare, Cricket Club, Rural Council, Ladies Section, Bowls Club, Referees Society, CAFL and major sponsors.

18. ANNUAL AWARDS.

All the following presentations will be made at the Annual Dinner and the criteria involved in the selection will be as follows:

• Huw Owen Trophy to be decided by the previous two winners and the Chairman and to be awarded to a person who has shown considerable dedication to the Club.
• Clubman of the Year to be decided by the Committee Members.
• Sportsman of the Year to be decided by the Senior Managers and awarded for services given to the Club on and off the field of play.
• Junior Clubman of the Year to be decided by David Tovey as sponsor and the Senior Managers and any relevant Youth or Under 16's Managers.
• First Team, Second Team and Young Players of the Year to be decided by Senior Managers and any relevant Youth or Under 16's Managers.

19. FIRST AID.

Financial assistance will be given by the Club to players who need to receive treatment due to injuries received whilst training or playing with the Club or associated involvement.

The Club will cover 50% of the cost of any treatment provided that the following criteria has been followed:

• Player has sought permission from relevant Team Manager who must then inform the Treasurer within 7 days.
• Player must attend appointed Club Physio.
• Any further referral to be agreed by the Management Committee or the appointed Sub-Committee as in point 11.

20. EQUIPMENT.

The Club will provide financial assistance with goalkeeping gloves.

The Club will cover up to a maximum of £15 of the cost of any gloves purchased providing that the following criteria has been followed:

• Player has sought the permission of the relevant Team Manager who must then inform the Treasurer within 7 days.

21. INSURANCE.

The Club will ensure that it takes out appropriate insurance cover in respect to all matters in the running of the Club.