TONBRIDGE JUNIOR FOOTBALL CLUB CLUB RULES AND OPERATING PROCEDURES. (Presented and approved at AGM 2/7/2015)

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1 TONBRIDGE JUNIOR FOOTBALL CLUB CLUB RULES AND OPERATING PROCEDURES (Presented and approved at AGM 2/7/2015) Proposed Deletions Proposed amendments The Constitution, which reflects the essential nature of the Club, shall not be contravened by the Rules and Operating Procedures ("Rules") Rule numbers in the range 1-7 provide supplementary information applied in the day to day running of the Club. Where nothing has been added, the Constitution shall apply. 1 TITLE AND AFFILIATIONS a) The Club shall register such other Club names as may be required to comply with registration requirements of the League, including that of Tonbridge Town Junior Football Club. Such other Club names shall be governed in all respects by the TJFC Constitution, Club Rules and Operating Procedures. 2. OBJECTIVES a-f) Please refer to Clause 2a 2f of the Constitution 3. MEMBERSHIP a) Please refer to Clause 3a of the Constitution b) Please refer to Clause 3b of the Constitution c) The Management Committee may refuse to confer membership upon any child who also plays for another Club, particularly where it believes that the FA recommendation regarding limiting playing time for young children would be breached by their involvement in another club. Any person refused membership may appeal to Kent County Football Association, under Rule 9 (Claims and Complaints) of their Rules of the Association. d) Life Membership may be awarded to any person who, in the opinion of the Committee, merits it. 4. MEMBERSHIP FEES a). Please refer to Clause 4a of the Constitution b). Please refer to Clause 4b of the Constitution c) Deleted d) The Club shall provide all essential equipment, venues and kit (excluding boots and shin pads) at no additional cost e) Membership Fees may be reduced or waived altogether in cases of Financial Hardship, subject to approval by the Club Welfare Officer. 5. MANAGEMENT COMMITTEE

2 a) The Management Committee (Committee) shall consist of the following Officers Chairman Vice-Chairman Club Secretary Treasurer Assistant Treasurer Club Administrator General Manager Club Welfare Officer Registrations Secretary(s) Referee s Secretary Referee s Co-ordinator Kit Co-ordinator Fiesta Coordinator Pitch Co-ordinator Pavilion Manager Training & Development Co-ordinator Tournament Secretary Website Co-ordinator A Social Secretary An Annual Accounts Examiner Plus All Team Leaders and Managers b-g) Please refer to Clauses 5b 5g of the Constitution h) The Committee shall be entitled to amend the existing Rules (but not Constitution, other than fees defined in 4b) during their term of office and shall be entitled, subject to a majority vote, to suspend or reprimand any committee member considered to be unsuitable in his/her appointed position, particularly if there is a risk of his/her actions bringing the Club's name into disrepute. Any person suspended or reprimanded may appeal to Kent County Football Association, under Rule 9 (Claims and Complaints) of their Rules of the Association. i) Each member of the Committee, and any other individual involved in the management, leadership or training of members, shall obtain FA-CRB approval within 60 days of their appointment. 6. A.G.M / S.G.M's a) The business of the AGM shall be:- 1. The Minutes of the previous AGM 2. Matters arising. 3. Presentation and adoption of the Annual Reports 4. Presentation and adoption of Annual Financial Accounts 5. Ratification of amendments to the Rules approved by the Management Committee since the last AGM and approval of amendments to Club rules and constitution for the forthcoming year. 6. Election of Officers. 7. Any other business (as notified to the Chairman, Vice-Chairman, or Club Secretary in writing within 7 days prior to the AGM) Awards to players will be made on a separate presentation evening each year. b-f) Please refer to Clause 6b 6f of the Constitution 7. GENERAL a-c) Please refer to Clause 7a 7c of the Constitution

3 d) For safety reasons, adults shall not be allowed to join in competitions with children under the age of 17, other than acting in goal in an exclusive goalkeeper zone in 5 or 6-a-side competitions. e) In the case of popular demand, the Committee may stage an annual Adults vs Children competition each summer but no children under 17 will be allowed to compete unless their parents sign a disclaimer stating that they accept full responsibility in the knowledge that it is potentially dangerous for children to play with adults. 8. OFFICER RESPONSIBILITIES a) The Chairman or Vice-Chairman in his absence shall chair and be responsible for the conduct of all meetings, for the certification of accuracy of all Minutes and for the review of all correspondence with third parties prior to issue. b) The Club Secretary shall be responsible for all external communications with League officials and County FA officials, including:- Kent County FA Club Affiliation (Form filling with team entry details) Disciplinary issues (Admin of Red/Yellow Cards) Entry to County Cup Competitions & dealing with fixture arrangements General communications with KCFA (will normally only deal with Secretary) Crowborough & District Junior Football League ( CDJFL ) Team Entries (Form filling with team and contact details) Full League Meetings attend on behalf of club (Sept/Feb/June AGM) CDJFL Presentations 3 number (Optional) CDJFL Knock Out Cup Finals (Optional) CDJFL Mini Soccer Meetings attend on behalf of club (Sept/Jan/????) CDJFL Girls League Meetings attend on behalf of club (Sept/Jan/????) Return of trophies to CDJFL by end Feb General communication with CDJFL (will normally only deal with Secretary) c) The Treasurer shall organise the collection of all fees etc., maintain accurate records of income and expenditure and present accounts to the AGM for review and approval. d) The Assistant Treasurer shall assist the Treasurer in the administration of Direct Debit mandates. e) The Club Administrator shall be responsible for all internal communications, including:- TJFC Committee Meetings (6 weekly interval) responsible for arranging venue, taking minutes and distribution plus report to the meeting on matters dealt with in previous period. Accurately recording Minutes of meetings, Agendas and safe keeping of records. AGM (Annual ) responsible for arranging venue, taking minutes and distribution plus report on the years events Presentation Day (Annual) Organisation of schedule and master of ceremonies Recruitment Open Day advertisement to Local Schools and administration of new player entries. f) The General Manager shall be responsible for:- Under 6 s (New Intake) Saturday morning coaching session ( ) October to May to include establishment of coaching team for the following season (U7 s) Recruitment / Appointment / Liaison / Assistance for all team managers Dealing with all managers and coaches of 11-a-side, 9-a-side and Mini soccer teams covering any matters of concern (disciplinary/parents/players) g) The Club Welfare Officer shall determine, action and monitor TJFC procedures in accordance with procedures recommended by KCFA, and CDJFL

4 monitor any concerns expressed by parents or players regarding Child Protection. liaise with the Training & Development Co-ordinator regarding Child Protection and First Aid Courses as required progress CRB certification for all volunteers actively involved with the children Review and confirm approval in determining Financial Hardship support h) The Training & Development Co-ordinator shall be responsible for:- arranging First Aid and Safeguarding Children courses in conjunction with KCFA and the Club Welfare Officer Advising those requiring FA Coaching qualifications how to apply via the KCFA Website Maintaining an up-to-date schedule of all member qualifications i) The Registrations Secretary(s) shall assist the Club Secretary in matters relating to the annual registration of members. j) The Referee s Secretary shall review and confirm all matters relating to the appointment of referees to officiate specific matches, and will liaise with the League Referee Secretary regarding other referee appointments. k) The Referee s Co-ordinator shall compile a weekly list of all home fixtures, and maintain a list of referee s availability. Following review, amendment (as deemed appropriate), and confirmation by the Referee s Secretary, the Referee s Co-ordinator shall then advise appropriate Managers / Referees of weekly appointments. l) The Tournament Secretary shall compile a list of all Summer tournaments, and provide details to Managers wishing to enter specific tournaments. m) The Kit Co-ordinator shall control all kit and equipment, and advise the Management Committee of any additions required to ensure the smooth running of the Club. n) The Web-site co-ordinator shall maintain the TJFC web-site, ensuring it is kept up to date, and assist Leaders / Managers in putting Team information onto the Web o) The Fiesta Coordinator shall be responsible for planning, fundraising, PR, preparing fixtures, and organising appropriate facilities to ensure the smooth running of the event. This includes scheduling Fiesta requirements and organising and managing parents/helpers for duties over Friday/Saturday/Sunday. p) The Pitch Co-ordinator shall advise all managers of pitch allocations to enable the best allocation of pitch availability. The Pitch Co-ordinator shall contact the Angel Centre every Saturday and Sunday morning during the season after 8.30am to check if pitches are ok to play on. If not all managers/pitch co-ordinator/referees Secretary to be informed immediately. q) Social Secretaries shall be responsible for developing social events throughout the year to enhance the overall "Club" commitment. r) The Pavilion Manager shall purchase and keep well stocked supplies to ensure TJFC can provide quality hospitality to both its members and its visitors. The Pavilion Manager shall also be responsible for general maintenance of the pavilion, including recommendations for works required by external contractors. s) Team Leaders and Managers shall be appointed by the Committee upon the recommendation of the General Manager, and shall be responsible for:- the proper conduct and control of their teams, both on and off the field of play, reporting of results to the League compliance of the rules and regulations of organisations to which the club is affiliated. all matters relating to his/her team, including the determination of time and venue for home games, selection of referees (unless appointed by the League or by the Referee s Secretary), selection and substitution of players within the rules of the League. The Leader / Manager shall be entitled to suspend players if, in his/her opinion, their behaviour is prejudicial to the Club. The suspended player shall have the right of appeal to the Committee.

5 9. FINANCE a) The Club shall have no paid officers. b) All fees and other income received by the Club shall be used for the benefit of the Club, it's members or such registered charities selected by the Committee. Where possible the Club will attempt to attract sponsorship so as to enable the benefits of Club membership to be extended to a greater number of children. c) Expenses incurred in the running of the Club shall be reimbursed at the discretion of the Committee. In cases of urgency this may be authorised by the Treasurer and one other Committee member, subject to a full report to the next available Committee meeting. d) Leaders and Managers are authorised to pay referees and other officials reasonable expenses and emergency costs associated with his/her squad of players. He/she will subsequently be reimbursed by the Committee. e) The Club Secretary shall be paid an allowance of Forty pounds per annum as reimbursement of travelling costs together with any out of pocket expenses such as postage which will be re-imbursed against receipts. f) The Club Administrator, Registrations Secretaries, Referee s Secretary, Referee s Co-ordinator and Training & Development Co-ordinator shall each be paid any out of pocket expenses such as postage which will be reimbursed against receipts. g) Each Leader / manager shall be reimbursed where appropriate, although it is anticipated that phone calls can be minimised by advising players of match timings at weekly training sessions, via our website, or via text / SOCIAL EVENTS The Committee shall aim to promote social activities to enhance participation by members. Social events, organised from time to time by the Committee / Social Secretary or nominated parents, shall be open to all members of the Club, upon payment of a set charge if any. 11. MISCONDUCT a) Any member or official recognised by the Club and proven guilty by a Disciplinary Committee of a League to which the Club belongs, or of any misconduct, or being abusive to the officials or opposing club supporters, or otherwise bringing or attempting to bring the Club into disrepute, or of inducing or attempting to induce a player from another club to join them, shall be liable to a fine or penalty imposed by the Disciplinary Committee of the league. Failure to accept the Disciplinary Committee's penalty/fine will result in expulsion from the Club of the person concerned and any player, at the discretion of the Committee, will be reported to both the League and the KCFA. Any person subject to a fine, penalty or expulsion may appeal to Kent County Football Association, under Rule 9 (Claims and Complaints) of their Rules of the Association. b) Any player suspended by his Leader or Manager has the right of appeal to the Committee. This appeal must be lodged with the Chairman, Vice-Chairman or Club Secretary in writing within 5 days. The Leader or Manager will inform the General Manager of disciplinary matters within 24 hours. The Committee will hear the appeal within 21 days of the appeal being lodged. The Leader or Manager concerned will not be entitled to a vote upon the outcome of the appeal. The player concerned may be represented by an adult of his choice and may bring forward relevant witnesses. Any person so suspended may appeal to Kent County Football Association, under Rule 9 (Claims and Complaints) of their Rules of the Association. c) Any player receiving 3 yellow cards during a season will automatically be suspended for the next fixture nominated by the League (either League, or Cup or Kent Cup). Should they receive 5 yellow cards during a playing season, they will automatically be suspended for the next 3 League fixtures. Any player receiving a red card will automatically be suspended for the next League fixture. d) Where any team receives an excessive number of red / yellow cards or disciplinary charges (in the opinion of the Management Committee) the Management Committee reserves the right to withdraw the team from the appropriate League to avoid bringing the Club into disrepute.

6 12. Team & Player Guidance Age Group Playing formats As teams move through the age groups, the table below provides a useful guide as to the changes involved in playing formats, playing times, squad sizes, etc. The difference in colour signifies Saturday football, which is for Primary school children and Sunday football which is for Secondary school children in the Crowborough League. Competitive football for 2015/16 season and thereafter will only exist on Sundays for U12s teams and up. Match team size Pitch size in yards Goal size in feet Recommended Maximum Squad Size Playing Time (Crowborough league for mini) U7 5 a side 40 x x x 10 min each way 3 U8 5 a side 40 x x x 10 min each way 3 U9 7 a side 60 x x x 15 min each way 3 U10 7 a side 60 x x x 15 min each way 4 U11 9 a side 80 x x min each way 4 U12 9 a side 80 x x min each way 4 U13 11 a side 90 x x min each way 4 U14 11 a side 90 x x min each way 4 U15 11 a side 100 x x min each way 5 U16 11 a side 100 x x min each way 5 U17 11 a side 110 x x min each way 5 U18 11 a side 110 x x min each way 5 Age group Communication It is essential for all those involved (managers, coaches, admin, etc) in running teams within their age group regularly meet, say three times season away from the usual Saturday or Sunday mornings to discuss how the teams and players in their age group are progressing. You should discuss up and coming challenges and then agree on a way forward. Ball size Challenges Player development getting players to play at the right level, whether in a development team, a stronger just in the middle. And for this to be reviewed. team or Playing time All U7s to U12s players should play at least 50% of a match, this is an FA requirement. Changing playing format how to plan for it Sunday football rugby vs. football, other commitments loss of a number of players Tandridge, District & County level football From U11s to U13s there is a big push for the best players to be playing in the best teams around, whether for the District School Squad, in a Tandridge League team or even in a Kent Youth League team. Our Club has had a number of teams through the years playing the higher standard of football in the Tandridge League and will continue to support the stronger teams wishing to do so in the future. Our teams could play in the Kent Youth League if strong enough via our connection with a Senior side Hildenborough Athletic FC. This connection also provides senior football at varying higher levels so players can stay local and see Hildenborough first team play Kent County Premier League at our ground on a Saturday afternoon. Club vs. Team mentality All players play for Tonbridge Junior first and foremost. In the mini soccer age groups, a player is not fixed in any team. It is only when they move to U11s and above that they are linked to a specific team. Playing at the right level We are a Community Club based on the ethos that football is for all. We currently run 34 teams and have around 400 kids playing football every weekend. We want our children to enjoy the game of football. Players will best thrive and develop if they are playing at a level, best suited to their playing ability. All players will develop at different rates, so you will need to review, change teams and squads around as you move through the playing formats and other challenges. This gives you the opportunity to move players to levels best, suited to their playing ability.

7 Open Days, New Players & Training Sessions Recommendation is to have just a single open day on the second Saturday in May. With all managers meeting regularly and keeping communications channels open all season, you should as an age group know by Easter, if your age group needs extra players. This will help to decide whether or not your age group attends the Open Day. With the Open Day, the whole open age should train together, for at least at the start and then split into smaller groups, rotating the new players between the groups, so that all managers have a chance to view the new players. Potential new players will approach, the club, the managers and other players wishing to join our club all year round. Those players are welcome to join a taster training session as and when convenient to a team manager. If you are full, please check with the other team managers to see if they are in need of any extra players. So again communication amongst the age groups is essential. Players can be signed up during the course of the season, but from U11s and up there is a transfer deadline date in February. Training sessions for mini soccer teams U7s to U10s should regularly rotate the pairings around, so that players and managers from the different teams are mixed up and don t just train in their own team silo. Given the various changes to playing formats and various challenges, it is ideal opportunity for all players and managers to get know the other teams. Structuring teams with changing formats or moves to Sunday Ideally your age group should take holistic approach to teams and look at the greater benefit to the players rather than an individual team. Say you for example you have 50 odd kids at Under 10s and you move to 9 a side football. You should set out to create four 9 a side teams with squad sizes of 12, 13 or 14. It could possibly work the basis of one team should be strongest A team, two middling teams and one development team. There are many different ways to sort out the strengths of the teams, such as two stronger teams, one middling and development team and many other combinations. Part of the challenge will be amongst coaches is to who coaches where. These discussions will need to be made by managers in March/April before the U10s season finished, so that everyone knows which new team they will play for when sorting out registration forms. This also helps to plan for the Open Day, as to which age groups and teams need to recruit for new players. Plus all the new league forms need to be submittrd in May. Leaving it to the close season is too late and does not work. So yet again early communication is essential. Should there be disagreement amongst managers over team structures and changes, the General Manager or the Club Secretary shall then be involved to help mediate. Further Advice Nick our General Manager or Aaron our Club Secretary are always available at any time to help out or assist you in running your team. If you have any queries just ask.