UPDATED – 2024/25 SEASON

Managers Meeting Policy

Purpose
To ensure the smooth and efficient running of the club through effective communication and collaboration among management committee members, team managers, coaches, and other necessary officers.

Attendance

• The management committee, team managers, coaches, and any other officers deemed necessary will attend the managers’ meetings.
• Each team must be represented unless prior apologies have been submitted to the club secretary.

Responsibilities of Teams (Each team is expected to):

1. Support Club Activities: Actively participate in club events throughout the year.
2. Qualifications: Ensure that all necessary qualifications are completed on time.
3. Raise Concerns: Bring any age group-related concerns to the attention of the management committee.
4. Player Registration: Confirm that all players training or playing for their teams are registered with the club.
5. Voting: Participate in votes on issues referred by the management committee.
6. Ratification of Coaches: Ensure that all adults involved in coaching players under 18 are ratified by the management committee.
7. Code of Conduct: Adhere to the FA Respect Code and represent the club in accordance with expected standards of behavior and moral values.

Decision-Making

• Decisions will be made by a majority vote among those present at the meeting.
• In the event of a tie, the chair will have a casting vote.

Quorum

• A quorum for conducting business will consist of ten members, including at least one of the chairman or club secretary.

Team Administration Policy

1. Team Manager Appointment

• Each team shall have a named manager.
• Before a new manager can be appointed, they must meet with a committee member(s).

2. Manager Responsibilities

• Managers are responsible for the day-to-day operations of their teams.
• They must ensure that everyone associated with the team adheres to the FA Accreditation Programme.

3. Financial Responsibilities

• Managers must keep track of the subscription and match/training fees of their players before selecting them to play.

4. DBS Requirements

• All managers and relevant adults in close contact with players under 18 must agree to undergo an enhanced DBS check.

5. Player Registration

• Managers must ensure that all club registration and medical forms for their players are completed before the start of the league season.
• The club is required to maintain a record of all players.
• Any additions or amendments must be communicated as soon as possible.
• Managers are prohibited from playing any unregistered players in league matches. However, unregistered players (who have completed the club player registration form) may participate in friendlies and/or tournaments if they meet the appropriate age requirements.

6. Training and Reimbursement

• Managers are expected to complete coaching, first aid, and safeguarding courses as necessary.
• The club will cover the cost of the safeguarding course for all managers/coaches and the cost of the first aid course for two managers/coaches.
• Managers/coaches who complete these courses agree to reimburse the club for the full amount if they leave within two years of obtaining the qualifications.

7. Weather Conditions and Match Cancellations

• In the event of adverse weather conditions prior to a game, it is the manager’s responsibility to consult with the designated management committee member to determine if the pitch is playable.
• If instructed by the management committee, managers must check the pitch’s suitability for use.
• Should a match need to be cancelled, managers are responsible for notifying the opposition representative, the referee, their own team, and the league (if applicable), in accordance with league rules.

Team Finance Policy

1. Appointment of Treasurer

• Each team will appoint a treasurer, separate from the team manager (where possible), to oversee the financial aspects of running the team.

2. Bank Account Setup

• A bank account will be established with Lloyds Bank. Teams must contact the club treasurer to obtain the name for the account.
• The club treasurer will provide each team with a reference for any payments made to club accounts.
• All team and club accounts must be separate from personal accounts.

3. Signatories

• The account will have three signatories: the team manager, the appointed team treasurer, and the main club treasurer (or a nominated management committee member).
• Payments will require authorisation from any two signatories: the team manager and the team treasurer.

4. Withdrawal of Funds

• No funds shall be withdrawn from the account without authorisation from both the team manager and team treasurer.
• All payments made via BACS must be accompanied by a receipt/invoice from a legitimate company, which must be kept with monthly accounts.

5. Internet Banking

• Internet banking may be set up for the account, facilitating payments to the main club account or other organisations.
• Both the team manager and team treasurer will have access to online banking, but no single individual will have sole access.
• Receipts for transactions made online must be retained with monthly accounts.

6. Financial Record Keeping

• The main club will request each month a photo of the team account statement and/or the current balance in the team account. This ensures transparency and accountability in financial management.
• The team treasurer will document all incoming and outgoing expenses using a spreadsheet, which can be updated electronically or manually.
• The accounting sheet must be completed every month, and receipts/invoices for all expenditures must be retained.

7. Bank Statements

• Any bank statements received by post must be organised and made readily available for review by the main club treasurer upon request.

8. Quarterly Statements

• All documents should be organised chronologically and include all relevant documentation.

9. Year-End Accounts Submission

• Prior to the club AGM, the club treasurer (or a nominated member) will provide at least 14 days’ notice for managers to submit their full-year accounts for inclusion in the club’s annual finance report.

10. Account Balance Access

• The main club treasurer (or a nominated management committee member) has the right to view bank account balances of all team accounts at a Lloyds Bank branch when desired, excluding transaction details in compliance with the Data Protection Act.

11. Ownership of Funds

• All funds in team accounts are the property of Ashton FC. Team accounts will be closed at the end of the final season or when a team folds, whichever occurs first.
• Remaining funds will be transferred to the main club account within 28 days of notifying the club management committee about a team folding or finishing its last season. The account will be closed in person by the team manager and/or team treasurer at a Lloyds Bank branch, and an account closure statement must be submitted to the main club treasurer within 7 days.
• No team account shall hold more than £1,000 at the end of each season. Any funds exceeding this amount must be transferred back to the main club account.

12. Right to Audit

• Ashton FC reserves the right to review team accounts at any time. Team managers and treasurers must cooperate and provide any information requested by the club treasurer (or a nominated member).

13. Fraudulent Activity

• Any fraudulent actions taken by individuals with access to team accounts will be addressed by the club disciplinary committee. The committee will investigate such actions on an individual basis and may involve criminal proceedings if warranted.

14. Responsibilities Overview

• The above points outline key areas of responsibility. A comprehensive description of all responsibilities will be provided to each manager upon joining the club.

Safeguarding Policy

• The club will adhere to the Football Association’s Safeguarding Policy, Procedures, and Practices.
• A named safeguarding officer(s) will be appointed, and they must have completed the relevant FA courses.
• All team managers and relevant adults who will be in close contact with players must consent to an enhanced DBS check.
• All adult members are required to attend a safeguarding workshop, typically included as part of the FA coaching course.
• Managers must report any safeguarding concerns regarding players under 18 to the safeguarding officer(s) and the chair at the earliest opportunity after the concern is raised.
• For all head injuries or any other injuries sustained during matches or training that require reporting, the manager must inform both the parent/guardian and the club using the club accident report form.
• Each player, through their parent or guardian, if necessary, must inform their team manager of any medical conditions.
• Players must also disclose this information to the club via the registration form at the start of the season.
• Any players who cannot have their photos taken due to data protection concerns must inform the club Safeguarding Officer and their team manager.

Code of Conduct Policy

• The club will establish codes of conduct for coaches/managers, players, and parents/guardians.
• A copy of each code of conduct will be provided to every player and their parents/guardians via the club registration form.
• The club will require an electronic signature on the code of conduct acceptance form to confirm agreement, ensuring that the individual fully understands and accepts its content.
• The signing of the club registration form will constitute acceptance of the code of conduct for both the player and their parent/guardian.
• As needed, the club may send copies of the code of conduct to an individual for signing, which will require a wet signature.
• The codes of conduct will be reviewed annually and updated as necessary.

Discipline Policy

• All disciplinary matters, except for serious issues, shall be handled by the team manager or coach.
• If a breach of discipline arises that the team manager cannot address, or if a complaint is made against the manager, the chair shall convene a disciplinary committee. This committee may consist of the chair and at least two other members of the management committee to make a final decision.
• The chair may have the final say in any disciplinary matters, except when personally involved. In such cases, the club secretary will appoint the chair and disciplinary committee.
• Any individual connected to the club who is deemed to bring the club into disrepute or damage its reputation may be suspended from their position pending a full investigation by a disciplinary committee, which may include the chair and two other committee members not connected with the suspended person’s team. Suspension does not imply automatic guilt regarding the circumstances under investigation.
• Appeals against the decisions made by the disciplinary committee can only be made to the Somerset FA.
• For any serious breaches of discipline involving anyone connected to the club, advice may be sought from the Somerset FA if necessary.