PLAYER-CLUB CONTRACT & CONSTITUTION
Player-Club ContracT
We aim to provide a regenerative health and well-being oriented football environment, as well as facilitating the best quality Vets football for all (over35!) in the UK. We raise funds: the money we make largely goes to Lewes FC to support the club in its efforts to become a beacon for Equality in football, but we are also developing our own Lewes Community Football Fund to improve support for Lewes FC Community clubs and facilities at the 3G. We also raise money for charities. When I play at the club, I sign up to be broadly supportive of this approach to community football.
The Club has 3 Core Values
Compassion
Fairness
Inclusivity
When I play at the club, I sign up to these values, and consent to be called on my behaviour by any member of the club. I understand that this club does not tolerate violence of any kind, whether it’s gender-based assault, sexual harassment, prostitution, human trafficking, or violence motivated by prejudice of any kind. We understand that football is a contact sport: however, we do not tolerate assault or abuse of any kind, either on the pitch or at any club activity. I will notify the club if it is alleged that I may have breached these values.
I understand that I am a player at Lewes FC, and I also sign up to all the policies and procedures of the main club Lewes FC and Sussex FA, including the Safeguarding Policy and the Code of Conduct.
Sessions are currently Tuesdays and Fridays, matches are on Sundays. Please note this contract includes all those who are not in the club but who sign up to play in Old Quality League matches but only where applicable.
As a player at this club, I will…
1) Look after myself and my risks
I understand that I need to warm myself up before I arrive at sessions and matches
I understand that when I get injured or hurt I make decisions to look after my body in the long term, and don’t expose myself to unnecessary risks on the pitch
I understand that I will continue to ask for what I need to play sustainable football from my fellow players and my club
I understand that football has physical health risks, and that my club are in no way liable for any physical harm that I suffer when I am playing football at sessions and matches
I understand that being able to develop a capacity for being compassionate to others also involves being kind to myself
2) Look after my fellow players
I understand that I am careful in the tackle and that I stay on my feet, avoiding needless fouls when playing in sessions that require this (Tuesdays/Fridays/Old Quality League]
I understand that when I feel that I have been treated unjustly or been hurt or fouled by a fellow player, I will communicate those concerns with respect, and will not abuse my fellow player
I will look to repair ruptures with my fellow player by talking things through, with a hug or a shake of the hand, or messaging after any session or match
I understand there is a difference between bullying and banter, and that I will contribute towards the culture of kind speech and mutual support at the club
I will let my own critical voice go
I will consent to follow the disciplinary policy at Lewes FC Vets
I agree to respect and facilitate diversity at all times when participating in the life of the club, regardless of gender, sex, race, disability and other differences
I will help a fellow player when I am able
3) Look after my club
I agree to sign up to Go Cardless so that members of the Boot Room can set up payments for my monthly Direct Debit and any other payments due
I agree to sign up to the club team application (currently Teamsnap) and use it responsibly
I will show up on time, I understand that my being late effects everybody else’s enjoyment of the football and I will communicate with the facilitator of the session when I am late
When I sign up on the club’s app, I will show up for that session, and I will communicate with the facilitator of the session when I cannot attend
I will go and get balls when I kick them over the 3G cage, where possible
I will bring yellow and black tops for Tuesdays and Fridays and play only in those colours.
I will look after all the kit I am lent and will return it in good condition: I will also return kit immediately after matches to the kit bag
I agree to let the Boot Room know if I will be injured for longer than two months so that my Direct Debit can be stopped, otherwise I will continue to pay my membership fee through injuries
I understand that I will make myself available for club matches whenever I am able and fit to play, including Mid-Sussex League, Old Quality League and friendly/in-house matches
I understand that different people need to read the poem as a way of restating the club’s ethos every time we come together for a session
I will volunteer to help out the club when I am able
I understand that failure to adhere to this Club-Player Contract may result in disciplinary measures, including being banned from all football at Lewes 3G.
Constitution
1: Name
The club shall be called Lewes FC Vets and will be a team within and affiliated to Lewes FC
2: Affiliation
The club shall be affiliated to the Sussex FA through Lewes FC
3: Aims and Objectives
The club shall aim to positively promote the game of association football to its members and offer coaching and competitive opportunities to all those members who wish to play, as well as cultural tours, community-building activities and activities focussed more generally around health and wellbeing. To this end it shall operate a ‘turn up and play’ policy for non-registered members, to ensure those who wish to play have the opportunity to do so. It will seek to involve all members in the undertaking of its activities to ensure there is sustainable and quality provision for all.
The club is explicitly not-for profit and will donate 15% of the annual cash reserve to charity, in a process determined by the Treasurer
Only players over 35 may play at Lewes FC Vets events.
4: Equality Statement
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 employee, participant or volunteer as grounds for disciplinary action under the relevant club rules.
The club recognises the issues around age and discrimination as stated in its Aims and Objectives, but also seeks to provide a safe space for older (and hence less able) footballers. The legal status of the division between Vets and younger footballers is unclear.
5: Welfare Statement
The club recognises its responsibility to safeguard the welfare of all children, young people and vulnerable adults who are involved in the club. The club will aim to provide good quality football in a safe environment by adopting the procedures and working practices of the Sussex Football Association Welfare Policy.
6: Membership
6.1 The club shall consist of the Officers and the registered players.
6.2 In becoming a registered player, a person agrees to abide by the Constitution of the Club, the Player-Club contract and the decisions of the Boot Room.
6.3 All officers and registered players are also required to abide by the appropriate Sussex FA Football Code of conduct.
6.4 The Boot Room shall be responsible for considering whether applications for membership should be accepted. This decision shall be made in accordance with the Equality statement in paragraph 4.
6.5 FA Registered players may not be under the age of 35. This is a Vets Team.
7: Fees
7.1 Fees shall be set at the Annual General Meeting where possible. The level of fees shall distinguish between those registered players who do or who do not need a bursary. This will be negotiated individually around individual need.
7.2 Fees shall be collected in every month of each year and are payable to the club Treasurer. No registered player will be eligible to represent the Club if he/she has not paid the agreed fee at the time the playing opportunity presents itself.
8: Boot Room
8.1 The Boot Room will act for the members of the club and shall be comprised of the following nominated Officers: 2 Directors of Football, Secretary, Treasurer, Membership, 2 Recruitment and Retention Leads, 2 Social Media Overlords, 2 Social Activity Vets, a Procurement and Equipment Chief. It also includes members of the Boot Room Whatsapp group.
8.2 These Officers shall be appointed at the Annual General Meeting and hold their posts for a calendar year, but may seek re-election at the following year’s AGM.
8.3 Any liabilities incurred shall fall upon the membership of the club providing the Management Committee acts in accordance with the Constitution, in honesty and good faith.
8.4 The Boot Room shall meet bi-monthly (or when determined by the Directors of Football) and the Secretary will convene all meetings.
8.5 The quorum necessary for Boot Room meetings shall be 3.
8.6 The Boot Room shall be responsible for interpreting the Club Constitution in relation to the operation of the club’s affairs. Proposed amendments to the Constitution can only be agreed at the AGM.
8.7 Responsibility for all property owned or leased by the club rests with the Boot Room.
8.8 The Boot Room is responsible for the recruitment and management of all professional staff employed by the Club.
9: Finance
9.1 All monies raised by, or on behalf of the club shall be applied to further the aims and objectives of the club and for no other purpose.
9.2 The club Treasurer is responsible for collecting fees and maintaining the financial accounts of the club detailing all income received and expenditure made.
9.3 The financial year of the club starts on April 1st and ends March 31st
9.4 The funds of the club shall be lodged at a bank or building society in an account in the name of the club. The Treasurer is the sole custodian of the bank account and directs all payments, but other officers may oversee that work and be a signatory on the bank account.
10: Annual General Meeting and other meetings
10.1 The Annual General Meeting (AGM) of the club shall be held in July of each year or within three months of the end of the club’s financial year. At this meeting the annual report of the Boot Room and the audited statement of accounts up to the end of the financial year shall be presented.
10.2 The Secretary shall give no less than 21 days notice of the date of the AGM to all members.
10.3 All elections of Officers shall be confirmed at the AGM. The Secretary should receive all nominations for Officer’s posts not less than fourteen days prior to the AGM. Nominations shall require two supporting signatures from members of the club eligible to vote. No nominations can be accepted from the floor of the meeting.
10.4 The dates of the AGM and the Boot Room meetings shall be determined at the previous meeting. In addition, members of the Boot Room may call a meeting when he or she considers it necessary or desirable, or upon the written request of at least three members of the Boot Room.
10.5 The quorum for general meetings shall be 5 members present who are eligible to vote.
10.6 An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary signed by not less than 5 members. The Boot Room shall have the discretion to call an EGM by decision of a simple majority of its members.
11: Voting Procedures for all meetings
11.1 All members entitled to vote at meetings shall have equal voting rights.
11.2 A motion shall be carried by a simple majority of those present and voting, except when the motion is a Constitutional amendment, which shall require a two-thirds majority.
11.3 In the event of equal votes being cast, the Chair shall have a casting vote in addition to a deliberate vote.
12: Discipline and Appeals
12.1 The Boot Room shall have the authority to take appropriate disciplinary action against any drop-in player, Old Quality League player, member or employee of the club and the discretion to terminate playing, membership or employment if any person is found guilty of conduct deemed detrimental to the club. In the event of an allegation of a breach of the club's disciplinary rules and values, representations will made, both by the player involved and a representative of the club, to a specially convenened panel from the Boot Room (typically three players inc Chair). The representations will typically be made via a specially created WhatsApp group.
The Boot Room will be the ultimate decision maker in determining whether the club's rules and values have been breached and the appropriate sanction.
12.2 Should a disciplinary issue involve the Welfare of a child or vulnerable adult then the Area Association Welfare officer will be informed.
12.3 All individuals have the right of Appeal to any disciplinary decision made by the Boot Room.
12.4 Any request made for an Appeal Hearing should be made to either the Secretary or other member of the Boot Room within 14 days of the Disciplinary decision.
12.5 An Appeal Hearing should be convened within 14 days of the request for an Appeal being submitted.
12.6 An Appeal Hearing should be convened by a member of the Boot Room and no more than four additional Club members who are independent of the original Disciplinary Hearing and subsequent decision.
13: Dissolution procedures
13.1 In the event of the club ceasing to exist and following the discharge of all debts and liabilities, any assets at the time of dissolution shall be used to establish a new football club or will be donated to charity. No member shall obtain any asset from the club.
13.2 The club may be wound up upon a motion proposed and seconded by club members and passed by a two-thirds majority at a special meeting convened for that purpose following a written request signed by 10 members of the club.
14: Review of the Constitution
14.1 This Constitution should be reviewed a minimum of once every two years.
14.2 Any amendments to the Constitution can only be agreed at the Club’s AGM.
14.3 Proposed additions to, or alterations of the Constitution shall be submitted in writing to the Secretary not less than 21 days before the date of the AGM. All suggested amendments should be signed and seconded. No motion involving an amendment to the Constitution may be proposed from the floor of a meeting.
14.4 In the event of a proposal for amending the Constitution being submitted, the Secretary shall inform the membership of the proposed motion not less than 14 days prior to the AGM.
14.5 Any amendments to the proposed motion duly proposed and seconded shall be submitted not later than seven days before the meeting.
14.6 Any alteration to the Constitution shall require a two-thirds majority of members voting and present.
14.7 All matters arising that are not provided for by the Constitution will be dealt with by the Management Committee, whose decision shall be final.
15: Values
The following are the values of the club:
Valuing Compassion and Fairness
Valuing an Open, Inclusive Community