Season General Committee Version

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1 Leybourne Youth Football Club Club Handbook for Members Season General Committee Version

2 Leybourne Youth Football Club, Established

3 An introduction from the Club Chairman Dear all, Leybourne Football Club recently celebrated 25 years of providing the local community with a place for their children to play football within a safe, friendly and fun environment. As the Chairman I hope to maintain this commitment and build upon the hard work of current and past club volunteers for the benefit of future generations. The club has gone through a number of recent changes but continues to go from strength to strength by competing in the local leagues at many different levels. Several teams won trophies last season and I hope this can be repeated this season and beyond. This is a proud achievement considering Leybourne Football Club is run entirely on a voluntary basis by local people giving their free time. I want to see the club become even more involved with the community and will endeavour to forge ever stronger links with other community groups in Leybourne. I would like to thank local businesses whose sponsorship allows the club to supply each league team with a football kit, and also thank the parents who help to make the club a success. This is the third season the Handbook has been compiled in order to help new Volunteers gain a better understanding of how the Club operates and what is required to ensure we comply with FA and League regulations. Each year the Club are expected to demonstrate its commitment to developing youth football, and this means we have to constantly adapt to new ways of doing things. For the more experienced Managers the Handbook can be seen as a refresher on what the club expects of them, and what the club will do to support them. Whilst the Club Constitution and Club policies must be adhered to the other sections provide a general guide to help steer you in the right direction. Most of all, the Handbook should make your jobs easier. I would like to welcome you all to the Club and to a successful year. Regards Neil Harrison Chairman 3

4 Contents 1. The Club Structure Club Roles Diary, Managers Meetings & Subscription Timelines Junior Teams Senior Teams Constitution and Club Policy Constitution Parents Agreement Child Welfare Policy Club Website Protocol Club Procedures Registering players Club Subscriptions and Other Fees Expenses and Finances Induction Training and Mandatory Courses Appendices 43 Appendix A: Frequently Asked Questions Appendix B: Manager and Assistant Manager Roles Appendix C: Volunteer Agreement Template Appendix D: Useful Links

5 1. The Club Structure Club consists of a General Committee are comprised two distinct parts: The Core Committee (Officers) Chairman Treasurer Secretary & FA Charter Status Co-ordinator Child Welfare Officer & FA Charter Status The Committee (Managers and their Assistant Manager) Pre-league (Primary school age Reception and Year 1) Under 5 s Manager Under 6 s Manager Junior: Maidstone Invicta Primary League (Primary school age, Years 2-6) Under 7 s Manager Under 8 s Manager Under 9 s Manager Under 10 s Manager Under 11 s Manager Senior: Express Cabs League (U12 s to U15 s) & Maidstone Minors League (U16+) (Secondary school age upwards Years 7 to 13) Under 12 s Manager Under 13 s Manager Under 14 s Manager Under 15 s Manager Under 16 s Manager Under s Manager 5

6 2. Club Roles The Core Committee (Officers) The Chairman: Neil Harrison The Chairman s role is to oversee the work carried out by the General Committee, which is comprised of the Core Committee and Committee members. The Chairman also presides and chairs the monthly meetings, AGM and other meetings called throughout the year. In addition, the Chairman will liaise with external organisations to facilitate the running of the club. The Chairman is the face of the club. Keeps and holds the record of minutes. The Secretary & FA Charter Status Co-ordinator: Dawn Rowe From the various leagues perspectives the Secretary has a critical role in the Club. The Secretary is the official contact between the Club and any competition. The Kent Football Association (KFA) will correspond with the Secretary rather than Managers. The Secretary s duties includes: annually registering all teams in the Invicta Primary League, Express Cabs and Maidstone Minor Leagues; disseminating FA and the leagues correspondence; maintaining Club records (Player registers, Transfers etc.); paying and chasing of Club fines; and, notification of any changes to the Club that require leagues and KFA acknowledgement. The Secretary has a purely administrative support relationship with Managers (see Constitution 7.1.c). The Secretary will take the minutes of meetings or if they are absent delegate to another member of the Core Committee. The Treasurer: Sue McCarthy The Treasurer has a key role in supporting the Chairman, as well as the general financial administration of the club. The duties shall adhere to Section 14 of the Constitution and include: accurate and timely accounts of income and expenditure; record keeping (e.g. receipts, invoices, expenses); payment and signatory of cheques; monthly report at the Managers meeting; annual financial report; and, assisting with any audits. Provide a forecast of expenditure to inform the May subscription meeting (Constitution 14.5). The Child Welfare Officer: Andrew Wilkin Since the Change for Children (2004) and Working Together to Safeguard Children (2006), the FA is required to follow guidance laid out in government policies. In practice this means each club appointing a Child Welfare Officer (CWO) to oversee child protection and safeguarding issues, and that they are communicated to the Club. The CWO will also deal with Criminal Record Bureau (CRB) applications and forward on any KFA CWO correspondence. Under FA Charter Status the CWO will monitor all Club member s CRB and other certifications required for the Annual Health Check, and in keeping with the Club Child Welfare Policy (Section 6.3 and 6.4 of the Handbook). The CWO is responsible for maintaining the annual update of the Handbook. 6

7 The Committee (Team Manager and their Assistant Manager) The roles below can vary in each team, but as a basic requirement each age team must have a Manager and an Assistant Manager who have both signed a Volunteers agreement (See Appendix C). Depending on the set-up, one person in each team or both can be the coach. In addition, a maximum of two additional volunteer helpers can be used, although only the Manager and Assistant Manager will receive funding for personal kit, coaching badges and other courses. All volunteer helpers must have a CRB and attend safeguarding workshops. The exceptions are occasional parent linesmen who only require a CRB. Under no circumstances can any parent assist with training or run the line without a CRB and other appropriate certification as advised by the CWO. The leagues carry out spot checks and fine clubs failing to meet league or FA Charter Status guidelines. The Team Manager The Team Manager is solely in charge of his/her team and responsible for the running and administration of the team in accordance with the Constitution. The Manager can delegate administrative tasks to the Assistant Manager and some limited tasks to any additional helpers, but is ultimately responsible for ensuring their team meet the standards and requirements of the Club and leagues. Team Managers must have a CRB, Safeguarding Children Certificate and either themselves or their assistant a Level 1 or higher coaching qualification. The CRB and Safeguarding Children certificate must be completed on joining the Club, while the Level 1 should be attended within the first year of joining. One member of the team must have a FA Emergency First Aid Certificate. Other first aid certificates e.g. St John s Ambulance or HSE recognised work based certificate are no longer accepted by the FA. Appendix B provides a role template, while Appendix C outlines the agreement volunteers must sign to become members of the club. The primary duties include: Overall management of the team and delegation of activities Ensure a safe and secure environment Register players with the Club and with the league (as appropriate) Collect annual subscriptions and Parent Charters within designated Club timeframe Run age appropriate training sessions Manage league fixtures as specified in the leagues handbooks Attend monthly Manager meeting and other meetings as required Attend the occasional leagues open meetings as requested by the club Secretary Ensure your pitch is kept to the required standards and liaising with the Core Committee if there are any issues Adhere to the club and KFA Respect guidelines Report any issues to the Core Committee The Assistant Manager/Coach The Assistant Manager s role will be determined by the Manager, but they will most likely support or take the lead in some of the bullet points above under Team Manager. In addition, the Assistant should only attend the monthly Managers meeting as and when the Manager is unable to do so. Appendix B provides a role template, while Appendix C outlines the agreement volunteers must sign to become members of the club. 7

8 Non-Committee Members: Additional Volunteer Helpers (optional) These volunteers are not members of the General Committee and have none of the Powers vested in the General Committee. They must not exceed two additional volunteers so that no team has more than four adults involved with the team (excludes occasional linesmen). They must have a CRB and a Safeguarding Children Certificate. Helpers should only have basic supporting roles as directed by the Manager and Assistant Manager i.e. they should not devise and run training sessions, nor be involved in the team selection or running of the team. Helpers will not receive funding for any Leybourne badged kit. This ensures only the Manager and his Assistant are recognisable as Club officials. Linesmen Leagues now require linesmen to have a CRB. Therefore where possible each team should seek to utilise the additional volunteers before taking on more parents. However, there will be a limit of two additional linesmen to the helpers above. In other words no team should have more than six persons registered (Manager x 1, Assistant Manager x 1, Volunteer x 2 and Linesmen x 2) 8

9 3. Diary, Manager Meetings and Subscription Timelines Month Pre-league (U5-s- U6 s) Invicta League (U7 s- U11 s Express Cabs U12 s- U18s The Club May 1. No access to school, training is at The Grange (subject to older team schedules) or other venue. 2. Managers and assistants declare intent to stand for next season at May meeting. 3. U6 s should have a sponsor in place and start process of registering as U7 s for next season. 1. Start of preseason, players automatically deregistered from the leagues. 2. Start advertising for new players if not done so earlier. Managers to send SAE to League registration secretaries to return Birth Certificates (as appropriate). 3. Managers and assistants declare intent to stand for next season at May meeting 1. Start ofpreseason, players automatically deregistered from the leagues. 2. Start advertising for new players if needed Managers to send SAE to League registration secretaries to return Birth Certificates. 1. Meeting to set next season s subscriptions. Treasurer Forecast. Close accounts for AGM. Members declare intent to stand. 2. Registration forms & Parent Charter issued. Presentation Day final plans. 3. Secretary begins process of registering teams with the leagues and arranging venues. June 1. Training as arranged by Managers. The current U5 s Manager starts the process of advertising for the next U5 Manager and Players 2. Managers begin registering players, collecting subs and Parent Charters 1. Training as arranged by Managers. 2. Managers begin registering players, collecting subs and Parent charters. 3. Managers playing at Cobdown will need to begin liaising with Cobdown Admin. 1. Training as arranged by the Managers. 2. Managers begin registering players, collecting subs and Parent charters. 3. Managers playing at Cobdown will need to begin liaising with Cobdown Admin. 1. Club Presentation Day. 2. Collection of any subs and registrations. July 1. Training as arranged by Managers 1. Training as arranged by Managers. 2. Managers have registered players with the leagues i.e. counterfoils. 3. Managers start collecting Cobdown fees. 1. Training as arranged by Managers. 2. Managers have registered players with the leagues i.e. counterfoils. 3. Teams at The Grange ensure goals are taken down prior to school summer holidays. 1. Annual AGM. Members elected. Treasurer Report and Audit of Accounts. Manager s hand all subscriptions See Constitution 9.1.a 2. Managers provide Assets, Player Contacts to Secretary. 9

10 Month Pre-league (U5-s- U6 s) Invicta League (U7 s- U11 s Express Cabs U12 s- U18s The Club August 1. Training as arranged by Managers. 1. Training as arranged by the Managers. All 2. Cobdown Fees paid and players registered by Mid- August. 1. Training as arranged by Managers. 1. No meeting, unless one is required. September 1. New U5 s team set-up, identify a Manager and Assistant Manager 1. Those at Leybourne or other schools to check their pitches are ready. New season begins. 1. Managers to check their pitches are ready and meet League rules. New season begins. 1. First meeting of new season. October 1. New U5 Manager and Assistant in place. U5 subscriptions submitted. 1. Final payment of any sub classed under Exceptional Circumstances. 1. Final payment of any sub classed under Exceptional Circumstances. 1. Meeting. Collection of U5 subscriptions. November 1. Any U5 subscriptions submitted. 1.Meeting December 1. Any U5 subscriptions submitted 1.Meeting January 1. Consider whether you need new players. Managers and Assistant indicate if staying on for the next season. 1. Consider whether you need new players. Managers and Assistant indicate if staying on for the next season. 1. Consider whether you need new players. Managers and Assistant indicate if staying on for the next season. 1. Annual Health Check. Discuss Presentation Day February 1. Start to enter summer tournaments. 1. Start to enter summer tournaments. 1. Meeting Annual Health Check update. 2. Book Presentation Day. March 1. Start to enter summer tournaments. 1. Start to enter summer tournaments. 1. Meeting. 2. Presentation Day update. April 1. Last month at School before handed over to the Cricket Club 1. End of season. Start planning. 1. End of season. Start planning. 1. Meeting. Report back on Health Check. 2. Presentation Day planning update. 10

11 Managers Meetings Timeline May June Treasurer's Forecast of Expenditure and Income to set subscriptions and registration forms sent out. Members to give Notice of Intent to stand for next season. New accounting period begins. Payment of subscriptions reminder about 1st July deadline. Any Player registrations for leagues signed off by Secretary. July AGM - Members voted in. All Volunteer forms for next season handed out. All subs paid in for U6s-U18s. Any exceptions agreed. August No formal meeting unless requested. All Players should have been registered with Leagues and Cobdown where appropriate. September First meeting of football season. October Under 5 Manager and Assistant should be in place. November All U6-U18 exceptions paid at meeting. Annual Health Check Audit begins December No formal meeting. January First meeting of New Year. Health Check submitted. Discuss Presentation Day February Sponsorshipfor Kits raised. Number of Presentation Day Trophies March Begin to finalise Presentation Day. April End of season (bar re-scheduled matches/cup matches). Ensure expenses submitted. Treasurer prepare Forecast of Expenditure and Income in readiness for May meeting Critical meeting - All Managers and Core Committee must attend Important meeting - Managers or Assistants and Core Committee to attend Standard meeting - Managers or Assistant and Core Committee should 11

12 Managers Meetings and Subscriptions Timeline May Subscriptions amounts agreed. Secretary to update U6-U18 Registration Forms and give to Managers within 5 days of the meeting to o disseminate to parents. June Submission of U6-U18 subscriptions to Treasurer. Reminder about July 1st deadline. July Submission of all U6-U18 subscriptions. Any exceptions discussed and course of action agreed. August Collection and submission of sub from NEW players signed post July 1st. Payment made before officially play for the club September U6 or U5 (if in place) begin collecting subs. U5s have four weeks to pay subs from joining the club. October The deadline for any exceptions agreed with club is 31st October. November All U6-U18 exceptions to sub paid i..e no outstanding U6-U18 subs Critical meetings for subs 12

13 4. The Junior Teams (Pre-league and Maidstone Invicta Primary League) Under 5s U5 Manager: TBC U5 Assistant Manager: TBC Under 6s U6 Manager: Paul Lilley U6 Assistant Manager: Paul Sharp Under 7s U7 Manager: No team at present U7 Assistant Manager: No team at present Under 8s U8 Manager: Richard Hamer U8 Assistant Manager: TBC Under 9s U9 Manager: Simon Gibbons U9 Assistant Manager: Joe Ralph Under 10s U10 Manager: Andrew Wilkin U10 Assistant Manager: Keith McCarthy Under 11s U11 Manager: Neol Brennan U11 Assistant Manager: TBC 13

14 5. The Senior Teams (Express Cabs and Maidstone Minor Leagues) Under 12s U12 Manager: Paul Sharp U12 Assistant Manager: Mark Toms Under 13s U13 Manager: Gareth Henry U13 Assistant Manager: Richard Hamer Under 14s U14 Manager: Perry Madden U14 Assistant Manager: Andy Tappin Under 15s U15 Manager: No team at present U15 Assistant Manager: No team at present Under 16s U16 Manager: Stella Upson U16 Assistant Manager: TBC Under 18s U18 Manager: No team at present U18 Assistant Manager: No team at present Leybourne United U18 Manager: Mat Jones U18 Assistant Manager: Carl Hall 14

15 6. Constitution and Club Policy 6.1 Constitution 1. Title The Club shall be called Leybourne Football Club, hereinafter referred to as The Club. 2. Objects of the club 2.1 The Club shall be affiliated to the Kent County Football Association. 2.2 To promote Junior and Youth Football in Leybourne and the surrounding areas, and encourage good sportsmanship and football skills. 3. Mission Statement 3.1 Football is for fun, Football is for everyone irrespective of ability, race, colour and creed. Are Mission statement is: Serving the community for the good and benefit of everyone 4. Officers of the Club The Officers of The Club (Core Committee) shall be: - Chairman Secretary Treasurer Club Welfare Officer 5. General Committee 5.1 The Club shall be controlled by a General Committee consisting of: a) The Officers of The Club (Core Committee) and; b) All Team Managers and Assistants (including non-league Teams) known as the Committee. 5.2 All members of the General Committee shall notify the Club of their Intent to Stand at the May meeting. The members shall be formally elected annually at the Annual General Meeting. The Secretary shall accept other nominations at least one month prior to the AGM, but not thereafter. 5.3 The General Committee shall endeavour to meet once every month, with August being the only exception. The proceedings of such meetings shall be duly recorded 15

16 as minutes of the meeting by the Secretary (or other designated person), a copy of which shall be distributed to all General Committee members prior to the next scheduled meeting. 5.4 At all meetings of the General Committee one half of its members shall form a Quorum, one of which must be an Officer of the Club. No business may be conducted unless a Quorum is present. To clarify a meeting as a minimum must have at least one member of the Core Committee present and at least half of the Managers or their Assistants present. 6. Disciplinary Committee. 6.1 In accordance with the FA Charter Standard and respect Campaign the Club shall appoint a Disciplinary Committee to deal with all disciplinary issues associated with the Club. 6.2 The Disciplinary Committee shall comprise of the following members of the General Committee: Chairman, Club Welfare Officer, and one other Team Manager. 6.3 Any meeting of the Disciplinary Committee must comprise of the above named roles with either the Chairman retaining the casting vote. The meeting shall be deemed void if this is not met. 6.4 Although there shall be no designated or scheduled meetings of the Disciplinary Committee. The Disciplinary Committee shall meet at least once a year to review all Club documents to ensure that they incorporate and reflect all current directives and appropriate legislation. All other meetings of the Disciplinary Committee shall be as and when there is a requirement to do so. 6.5 The decision of the Disciplinary Committee shall be final. There shall be no leave for appeal. 7. Duties and powers of the General Committee 7.1 Duties a) Core Committee members and Manager from each age team, or in their absence their Assistant Manager shall attend all Monthly meetings, Extra-ordinary meetings called and as required for Disciplinary meetings. b) Ensure the smooth management of The Club. c) The Chairman shall arrange the date, the venue and be the chair of each meeting, ensure that an agenda is published for such meetings. In their absence the Secretary will fulfil this role. d) The Secretary shall attend to all Club correspondence relevant to their respective Leagues and the FA. The Secretary shall take or delegate the minutes of each Monthly meeting, Extra-ordinary meetings called and as required for Disciplinary 16

17 meetings and distribute them as required. If they are absent they will delegate this role to another member of the Core Committee to fulfil the duty. e) The Treasurer shall be responsible for the financial administration of The Club and shall keep income and expense accounts. A brief report shall be made at each General Committee meeting of the Club s current financial status. The Treasurer shall also produce a forecast of Expenditure and Income to inform Annual subscriptions at the May meeting. The Accounts shall be closed at the May meeting to allow at least a six week period to audit the books. A new accounting period will start from the May meeting. Provide a fully detailed income and expense account balance sheet for the Annual General Meeting. The Club s financial year shall run from the May meeting to May meeting with an end of season and current balance reported at the AGM in July (this is different to the forecast of Expenditure and Income presented at the May Meeting). f) The Club s monies shall be retained in a current bank account. The signatures of two of the Officers of The Club will be required for withdrawals. g.) The Child Welfare Officer/FA Charter Status Co-ordinator shall update and produce the Club Handbook on an annual basis in time for the new season. 7.2 Powers a) The property and assets of The Club shall be vested in the General Committee. b) The General Committee shall have the power to appoint Sub-Committee s that from time to time shall be deemed necessary, and receive reports of its findings and meetings. c) The General Committee shall not have the power to influence any matters in respect of team selection. This power being vested in Team Managers and Assistant s only. The matter of Team selection shall be the responsibility of Team Manager and their Assistant. d) In the event of a member leaving the General Committee, the General Committee may co-opt another eligible person until the next AGM. e) The General Committee shall be fully empowered to deal with all matters connected with The Club and not provided for in this Constitution. f) All members of the Core Committee have the power to vote in all meetings as do each registered Team in the Committee. Each Core Committee member has one vote, irrespective of how many roles they hold e.g. a Manager who holds a second position shall have one vote only and forfeit the other. The only exception is where that person as a Core Committee member has been nominated to have the deciding vote in the event of a tied outcome. It must be noted under which role the person voted. As there is only one vote per team the Manager and Assistant cannot both vote. The Manager has seniority and the vote, although if they are not attending a meeting they must inform the Secretary and Chairman beforehand to inform them whether a deputy will be attending and voting (as required). Unless specified 17

18 beforehand, all voting shall be a count of hands at the meeting. In the event of a tied vote the Chairman, or in their absence one designated member of the Core Committees has the deciding vote, even if that individual holds multiple roles. g) The General Committee shall have the power to vote off any committee member at anytime if it is felt to be in the best interests of The Club. 8. Membership 8.1 Club Membership shall consist of all playing members (players), non paying members (parents), the Officers of The Club and the General Committee, although only the General Committee hold voting rights and powers. The respective Team Manager shall keep a register of members, and pass a copy to the Treasurer and the Secretary. 8.2 Team Managers shall be responsible for complying with the rules regarding age limits for the respective Leagues when registering players. 8.3 Club members will be expected to behave in a creditable manner at all times whilst attending Club functions and representing The Club. Bad behaviour will not be tolerated and may result in disciplinary action being taken. 8.4 Life-members can be proposed by any officers of the Club or General committee members, no fees are payable by life members or their immediate family excluding playing members. 8.5 Members will notify the Club at the May meeting of their Intent to stand for reelection at the AGM in July. Any Member not standing shall make this clear at the May meeting or earlier. 9. Annual subscriptions 9.1 The annual subscriptions for the following season will be set and agreed at the May Meeting. The Treasurer shall provide a forecast of Expenditure and Income as outlined in 7.1e of the Constitution to inform the process. These shall be payable by all playing members under the following: a) Subscriptions will only be raised if the forecast of Expenditure is expected to exceed the forecast of Income i.e. if net income is negative, or there is good cause to raise fees e.g. if a team is likely to fold and income reduced. Subscriptions shall be set and agreed in May at the Managers Meeting (9.1). The Treasurer will provide a report on the forecast and advise the General Committee on the level of subscriptions necessary for each age group. Once agreed the Secretaries will provide Managers with new Registration Forms and a Parent Charter within five days of the May meeting. The onus is then on Managers to disseminate those forms to Parents, and to collect and submit these at the June and/or July meetings. All subs for U6s to U18s must be paid in full by July 1st, and submitted by Managers no later than the July AGM. Only under exceptional circumstances will the club defer payments after July 1st. Each case will be treated on its own merit by the General Committee. However, the Club reserves the right to insist on full payment by the due date. Any instalments 18

19 or deferred payments agreed by the Club shall be paid in full by October 31st. Non payment after this date will result in that player being suspended until full payment is made and possibly de-registration from the Club and League. Exceptional circumstances do not include leaving to join another club or deciding not to play. Exceptional circumstances will only cover those with proven financial hardship. b.) c.) The club will refund a maximum of 20 between until July 1 st for U6-U18 teams. After July 1st no refunds will be given unless that player has moved outside of Kent and is no longer able to play for the club, or where severe injury prevents that player participating for at least six months. Evidence will be required. No refunds will be issued under any circumstances after October 31st. The outgoing Under 5 Manager shall make a list of players, and from September either they or the new U5 Manager shall collect subscriptions. The deadline for U5s subscriptions shall be within four weeks of the player joining the club. All subscriptions must be paid to the Treasurer. Refunds shall be made at the discretion of the General Committee, and the General Committee will assess each case on its merit. The Club reserves the right to refuse a refund. d) Failure to comply with the payment terms specified by the club shall be considered a breach of the constitution and shall therefore be referred to the Disciplinary Committee. e) Non-payment of subscriptions shall be included on the Agenda for every General Committee meeting. 10. Annual General Meeting a) An Annual General Meeting shall be held each year after the end of the regular football season and no later than 31st July unless for exception circumstances. At the AGM all teams (U6 to U18) shall have submitted subs for all players registered with club AND the leagues (see 9.1.a) b) The Secretary shall give 28 clear day s notice of such meetings to all members. c) Motions for consideration at such meetings must be notified in writing to the Secretary at least 10 days before the AGM in order that may be included in the Agenda. d) The election of Team Managers and Assistant are subject to and ratified only upon the successful completion of a CRB check of the said named individual. e) At each AGM meeting the following shall be included in the Agenda: - Reports shall be received from the Chairman, Secretary, Treasurer and Child Welfare Officer. The Election of Officers of The Club, The Election of Team Managers and other members of the General Committee; Constitutional matters; Any other business 19

20 11. Extraordinary General Meeting 11.1 These may be convened by the General Committee, usually by the Chairman, when deemed desirable or by the written request of at least 10 members of The Club. In the case of playing members, this shall mean their parents/guardians One half of the General Committee shall form a Quorum for such meetings. An Officer to The Club must be present Any such meeting shall be held within 28 days of the receipt of the request for the meeting No other business shall be discussed at such meetings. 12. Amendments to the Constitution 12.1 Amendments to the Constitution shall only be made at the Annual General Meeting or Extraordinary General Meetings. 13. Finance 13.1 The General Committee shall be responsible for ensuring that The Club maintains and keeps proper books of accounts Team Managers shall be authorised to expend a maximum of (Thirty pounds), for Bona Fide team running costs. All purchases in excess of pounds must be authorised by the General Committee. All amounts below can be settled after authorisation by an Officer of The Club The name and branch of the Bank in which The Club s account is held is to be stated in this Constitution: - NatWest Larkfield Branch 13.4 The General Committee shall arrange for an Audit of The Club s accounts to be carried out between May and the July AGM The Treasurer shall provide a forecast of Expenditure at the May meeting to inform the Annual Subscriptions. The accounts for that season shall be closed and the books balanced for the July AGM. The Treasurer will start a new accounting year for subsequent transactions 14. Insurance 14.1 The General Committee shall arrange the appropriate insurance cover to protect the interests of The Club and its members, and ensure that all premiums are paid Individuals may take out personal cover if they so wish Club Members shall make a copy of the Club s Insurance available for inspection. 20

21 14.4 Where it is not possible to obtain insurance cover for any team for whatever reason i.e. age. Parents shall be required to sign a disclaimer negating the club from any liability for personal injury prior to the commencement of any training programme. 15. Kit and Equipment 15.1 After playing members have been properly registered for The Club and with their Team s respective League, a Club Strip as deemed necessary and available should be provided. The Strip shall remain the property of the The Club. Under no circumstances shall any part of the Strip be worn or used for other than when representing The Club All other kit and equipment purchased by The Club shall also remain the property of the The Club, and its maintenance, upkeep and general well being shall be the responsibility of the General Committee. A list of Assets must be submitted by each Team Manager prior to the start of the season to the Chairman and Secretary The Club shall only fund Leybourne badged kit for the Manager and the Assistant Manager. Likewise, sponsored Leybourne Badged kit shall only be for the Manager and Assistant Manager. If a team wishes to fund kit for additional helpers this must be through sponsored money but must not be Leybourne badged. This is to avoid confusion between Club Committee members and general helpers. 16. Sponsorship (or other funded) 16.1 Team Managers and other members of the General Committee may obtain/arrange for Sponsorship on behalf of The Club or individual teams within The Club, with the proviso that the Title of any such kit and equipment purchased or provided by Sponsors, immediately transfers as an asset to The Club. This applies to all equipment and kit used for the express purposes of running the team. 17. Misconduct fines 17.1 The club will pay player fines within the time limit that the league has stated but this is a good will gesture, purely to stop the fine increasing. The fine must then be handed to the parent of that player and reimbursed the club within 14 days. If the payment is not made then the player won t be eligible to play. 18. Team Selection 18.1 All matters regarding team selection shall be the sole responsibility and discretion of the Team Manager. This includes who they sign for their team, the team selection on match days and if they decide to sign or de-register a player during the season. In accordance with the FA s Respect campaign, the emphasis of any game played by our younger teams (up to and including U11 s (Year 6), should be about participation and not results. It is the manager s responsibility to ensure that all players receive playing time during a game but the duration of that time will depend largely on the player s behaviour, ability, performance, attitude, concentration & alertness as well as attendance at training. 21

22 19. Playing Up 19.1 In accordance to the recent change to FA Rule C4(A). A child who has not attained the age of six shall not play, and shall not be permitted or encouraged to play, in a match of any kind. The relevant age for each player is determined by his or her age as at midnight on 31 August of the relevant playing season i.e. Children who are aged 6 as at midnight on 31 August in a playing season together with those who attain the age of 6 during the playing season will be classed as Under 7 players for that playing season. Children who are aged 7 as at midnight on 31 August in a playing season will be classed as Under 8 players for that playing season, and so on. Notwithstanding the above, a child is permitted to play up in the age group above his or her chronological age group, irrespective of any changes of format or competition structure, save that a child who attains the age of 6 after 31 August is permitted to play only in the Under 7 age group, and may not play in the Under 8 age group, for that playing season. The age groups that children are eligible to play in are set out in the table below, along with the permitted football formats for each of those age groups. Children shall not play, and shall not be permitted or encouraged to play, in a match between sides of more than the stated number of players, according to their age group: 22

23 Age on 31 August of the relevant playing season Eligible Age Groups Under 7 Under 8 Under 8 Under 9 Under 9 Under 10 Under 10 Under 11 Under 11 Under 12 Under 12 Under 13 Under 13 Under 14 Under 14 Under 15 Under 15 Under 16 Under 16 Under 17 Under 18 Under 17 Under 18 Open Age Maximum Permitted Format 5v5 5v5 7v7 7v7 7v7 9v9 9v9 9v9 11v11 11v11 11v11 11v11 11v11 11v11 23

24 20. Constitution 20.1 A copy of this Constitution shall be given in an electronic copy of the Handbook to each Team Manager and General Committee member, whose responsibility it will be to advise members (and their parents/guardians where applicable) Any dispute, which requires the interpretation of this Constitution, shall be referred to the General Committee and their decision will be final and binding The General Committee shall deal with any matters not governed by the foregoing Constitution and their decisions will be binding. Neil Harrison (Chairman) Dawn Rowe (Secretary) Sue McCarthy (Treasurer) Andrew Wilkin (Child Welfare Officer) 24

25 6.2 Parent Charter 25

26 6.3 Child Welfare Policy Child Protection Policy 1. Leybourne Football Club acknowledges its responsibility to safeguard the welfare of every child and young person who has been entrusted to its care and is committed to working to provide a safe environment for all members. A child or young person is anyone under the age of 18 engaged in any club football activity. We subscribe to The Football Association s child protection and best practice policy and procedures and endorse and adopt the policy statement contained in that document. 2. The key principles of The FA child protection policy are that: The child s welfare is, and must always be, the paramount consideration. All children and young people have a right to be protected from abuse regardless of their age, gender, disability, culture, language, racial origin, religious beliefs or sexual orientation. All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately. Working in partnership with other organisations, children and young people and their parents or carers is essential. 3. We acknowledge that every child or young person who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from poor practice and abuse. Leybourne Football Club recognises that this is the responsibility of every adult involved in our club. 4. Leybourne Football Club has a role to play in safeguarding the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. It is noted and accepted that The Football Association s child protection regulation (see the FA Handbook) applies to everyone in football, whether in a paid or voluntary capacity. This includes those who are a volunteer, match official, helper on club tours, football coach, club official or medical staff. 5. We endorse and adopt The FA s child protection and best practice guidelines for recruiting volunteers and will: Develop a role profile (see Handbook roles) Request identification documents. As a minimum meet and chat with the applicant(s) and where possible conduct interviews before appointing Request and follow up with two references before appointing where necessary 26

27 Require an FA CRB Unit Enhanced Disclosure where appropriate in line with FA guidelines All current Leybourne Football Club members with direct access to children and young people shall be required to complete a CRB Enhanced Disclosure via The FA CRB Unit. If there are concerns regarding the appropriateness of an individual who is already involved or who has approached us to become part of Leybourne Football Club guidance will be sought from The Football Association. It is noted and accepted that The FA will consider the relevance and significance of the information obtained via The FA CRB Unit Enhanced CRB Disclosure and that all decisions will be made in the best interests of children and young people. It is accepted that The FA aims to prevent people with a history of relevant and significant offending from having contact with children or young people and the opportunity to influence policies or practice with children or young people. This is to prevent direct sexual or physical harm to children and to minimise the risk of grooming within football. 6. Leybourne Football Club supports The FA s whistle blowing policy. Any adult or young person with concerns about a colleague can whistle blow by contacting: The FA/NSPCC 24 hour Helpline for advice on FA child protection manager on , or by going direct to; The Police, social services. 7. Leybourne Football Club encourages everyone to know about it and utilise it if necessary. 8. Leybourne Football Club has appointed a Club Welfare Officer (CWO) in line with the FA s role profile and required completion of the child protection and best practice workshop. 8.1 The post holder will be involved with designated persons training provided by The FA. The CWO is the first point of contact for all club members and parents or guardians regarding concerns for the welfare of any child or young person. They will liaise directly with the KFA CWO and will be familiar with the procedures for referring any concerns. They will also play a proactive role in increasing an awareness of poor practice and abuse amongst club members. 8.2 All managers and assistant managers will be expected to attend the KFA Safeguarding Children Workshop within six months of joining Leybourne Football Club. 9. We acknowledge and endorse The FA s identification of bullying as a category of abuse. Bullying of any kind is not acceptable at our club. If bullying does occur, all players, parents or guardians should be able to tell and know that incidents will be dealt with promptly Incidents need to be reported to the CWO, a member of the committee or, in cases of serious bullying contact the KFA CWO. 27

28 10. Codes of conduct for players, parents or spectators, officials and coaches have been implemented by Leybourne Football Club. In order to validate these codes of conduct the club has clear sanctions to deal with any misconduct at club level and acknowledges the possibility of potential sanctions which may be implemented by leagues or the KFA in more serious circumstances. All prospective members will be informed of these codes. 11. Further advice on child protection matters can be obtained from: The Kent (County)Football Association s Child Welfare Officer, whose details can be found in the County Handbook The Football Association/NSPCC Child Protection 24 Hour Helpline Contacting the FA Case Management Team on Ex Online at The FA child protection team The Leybourne Football Club Child Welfare Officer is Andy Wilkin, who can be contacted on The FA Guidance Flow Chart for Dealing with Child Welfare Issues. You become aware of a poor practice and/or possible abuse situation. 1. Stay calm If child or young person is present reassure him or her they are not to blame Don t make promises of confidentiality or outcome Keep questions to a minimum 2. Is the concern poor practice or child abuse? For clarification concerning poor practice concerns see page 22 of Safeguarding Children Policy and Procedures (CWO will have given you a copy see flow diagrams below). If the concern is child abuse follow flow diagram 2 on page 25, if the concern is poor practice: 3. Contact the CWO who will either: Follow club procedures for a first report of poor practice, complete and submit The FA Information and Referral Form to the Kent County FA WO for information only. Seek advice from the Kent County FA WO 28

29 4. Where appropriate the Kent County FA WO will either: Give advice for the Club CWO to action Monitor the behaviour of individual or club as required Gather additional evidence Refer concerns to The FA Case Manager for advice 5. Where it is deemed appropriate contact will be made with and action taken by: Kent County FA Disciplinary Committee Kent County FA FDO or CDM YLWO 6. Possible outcomes: Further information requested Advice/warning as to future conduct/sanctions Further training/support needed No case to answer Referral to FA Case Management Team for action All appeals regarding County FA decisions will be dealt with via CFA complaints procedures* (*refer to the current FA Handbook) The Football Association 29

30 The Football Association 30

31 The Football Association 31

32 6.4 Leybourne Football Club Website Protocol Introduction Overview The following Leybourne FC Club guidance (henceforth LFC) is in line with FA guidance on maintaining a club website. The LFC guidance and protocols are not designed as an obstacle, but to manage safeguarding responsibilities and to protect LFC. If run properly it will ensure children, young people, coaches, referees and adults in a position of trust are not subjected to improper online behaviour or improper allegations. 1. LFC shall have an appointed Webmaster (Andy Wilkin) as the overall site overseer and alongside him/her the CWO to help monitor the site. It is advised that the Webmaster, CWO and all LFC Team Managers monitor the site on a weekly basis. 2. Each Team Manager will be responsible for the content on their page(s), for maintaining their page(s) and ensuring LFC, league and FA rules are adhered to at all times. By accepting the website access password the Manager is agreeing to the rules and regulations laid down by LFC. Any webpage that is deemed to contravene LFC regulations may have their access restricted or blocked by the Webmaster. The Webmaster, CWO, Chairman and Secretary shall have the final say on whether a page is considered unacceptable. 3. Overall, it is against current FA rules to post comments that are or maybe conceived as; Offensive Insulting Abusive Threatening Racist Discriminatory Any other reference that may cause offensive or harm to others 4. Any such comment made on the LFC website may result in external disciplinary action being taken by the FA or leagues in line with The FA s Disciplinary policies and procedures. 5. Please note that comments made on websites that are threatening abusive or racist could lead to legal action being taken against those responsible for posting or hosting them. Comments made may attract libel claims and legal action through the civil courts if they are untrue or defamatory. 6. Children and young people should be advised by their coaches, parents/ carers and CWO to always tell an adult they trust, about communications that make them feel uncomfortable or where they ve been asked not to tell their parent/carer about the communication. 32

33 LFC Protocol The club shall ensure the following are in place: 7. The club shall appoint an appropriate adult(s) to monitor the content of the web site. This shall be the Webmaster with support from the CWO. In addition, all Managers shall monitor the site on a regular basis and report any infringements to the Webmaster and CWO. 8. Ensure everyone within LFC (members and parents) knows who is responsible for monitoring the content of the club website and how to contact them. 9. Only the Chairman, Secretary, CWO and LFC Team Managers shall have access to the LFC web. Managers must not disclose the LFC site password. Assistants or others associated with LFC shall not enter the site to edit web content. 10. All photos must apply with the principles given within The FA s photography guidelines; Celebrating Football Thorough Photographs and Video and not contravene any of the LFC, league or FA rules. 11. The CEOP, Report Abuse app shall be placed prominently on the LFC website along with the link to the internet safety site provided by CEOP, which gives highly effective and age appropriate advice to children, young people, parents and carers. 12. A link to Staying Safe Online pages should also be shown on the LFC website. 13. LFC is ultimately responsible for all content contained within websites maintained by LFC. LFC and individual Managers must not allow the following on the LFC web: 14. Host children s or young people s details where they can be seen or used by others to contact them. 15. Place pictures of individuals on the Web, only group photos. 16. Place photos from matches or events unless it complies fully with the FA s photography guidelines; Celebrating Football Thorough Photographs and Video. 17. Shall not place videos on the LFC website 18. Post irrelevant detail of individuals which may lead them to be identified e.g. school class/year, player profiles detailing personal information e.g. favourite foods, movies, teams etc. 19. There should be no information published that reveal the result to the reader with regard to ALL matches. 33

34 20. Post or host items which may be considered to be hurtful, insulting, offensive, abusive, threatening, racist or discriminatory or otherwise may cause offence or harm to another or might incite such behaviour in others. FA s photography guidelines; Celebrating Football Thorough Photographs The following was taken from the FA guide; Potential risks The FA has developed this guidance to help avoid the following: 21. The inappropriate use, adaptation or copying of images for use on child abuse websites on the internet (often incorrectly referred to as pornography sites) 22. The identification of children when a photograph is accompanied by significant personal information that will assist a third party in identifying the child. This can lead, and has led, to children being groomed. 23. The identification and locating of children in inappropriate circumstances which include: (i) where a child has been removed from his/her family for their own safety; (ii) where restrictions on contact with one parent following a parental separation exist e.g. in domestic violence cases; (iii) in situations where a child may be a witness in criminal proceedings; or (iv) other safeguarding children concerns. It s important to remember the majority of images taken are appropriate and taken in good faith. If we take the following simple measures we can help to ensure the safety of children in football. Common sense considerations to ensure everyone s safety Do: 24. Share the FA s guidance on taking images with all parents, carers and members when they join the club. 25. Ensure the club has parental consent to use a player s image if it is to be used in the public domain e.g. club website or newspaper article. This is essential in relation to point 3 below. This is part of the LFC registration so make it clear to parents. 26. Ensure that any child in your club, who is under care proceedings, is protected by ensuring that their image is not placed in the public domain. This can be done by using a Consent Form, so that parents/carers can identify whether this applies to children in their care. 27. Focus on the activity rather than the individual. 28. Ensure all those featured are appropriately dressed (a minimum of vest or shirt and shorts) 34

35 Don t: 29. Publish photographs with the full name(s) of the individual(s) featured unless you have written consent to do so and you have informed the parents as to how the image will be used. 30. Use player profiles with pictures and detailed personal information on websites. 31. Use an image for something other than that which it was initially agreed, e.g. published in local press when initially produced for a clubhouse commemorative picture. 32. Allow images to be recorded in changing rooms, showers or toilets this includes the use of mobile phones that record images. Commissioning professional photographers and the local media 33. If you are commissioning professional photographers or inviting the press to cover a football activity, ensure you and they are clear about each other s expectations. The key is to plan ahead and communicate early on. 34. Provide a clear brief about what is considered appropriate in terms of content and behaviour 35. Inform them of your club s commitment to safeguarding children and young people. Establish who will hold the recorded images and what they intend to do with them, e.g. place on a website for sale, distribute thumb nails to the club to co-ordinate sales 36. Issue the professional photographer with identification, which must be worn at all times 37. Inform participants and parents or carers prior to the event that a professional photographer will be in attendance and ensure you have established that no under 18s will be compromised due to safeguarding children concerns if their image is taken remember this can be done by using a Consent Form at the start of the season. 35

36 7. Club Procedures 7.1 Registering a player with the club and leagues Registering with the Club 1. Registering a player must adhere to the Membership rules outlined in Section 8 of the Club Constitution. 2. Players registering with a team must meet the league age criteria. All players must submit a completed and signed Club Registration Form together with a signed Parent Charter. This must be submitted in accordance with the subscriptions time table outlined in Section 7.2 of the Handbook and Section 9 of the Club Constitution. Also see Frequently Asked Questions on Registering a Player 3. Players are generally registered with the club during pre-season, but can be registered at any time during the year. 4. Players will not become members until annual subscriptions have been received. Players not meeting the registering criteria will not be eligible to play for the club and may be asked to leave. 5. Managers do not have to re-sign players for the next season if they choose not to, nor obliged to give any explanation, although common courtesy should be used and Managers have a genuine reason for not re-signing a child. Registering with the Leagues 1. Please refer to the respective league websites and handbook on the correct procedure as this may change from season to season. 2. Managers are responsible for organising and ensuring players are registered with the league registration secretaries or liaising with the Club Secretary as agreed. This will require downloading the registration forms and providing these to the players. The normal requirement is for two passport photos and a copy of the birth certificate, although for younger and newer teams this may not be necessary because of the Unique Identification Numbers. The forms will need checking and signing off by the Secretary for the Invicta League and the Express Cabs and Maidstone Minors Leagues. 3. Managers will need to send with a SAE the forms and birth certificate copies (unless otherwise instructed by the Leagues) to the Leagues registration Secretaries. 4. Failure to follow the Leagues instructions will almost certainly result in the Club being fined. 36

37 7.2 Club Subscriptions and Other Fees 1. Club subscriptions and other fees must adhere to the Annual Subscription rules outlined in Section 9 of the Club Constitution. 2. Annual subscriptions will be determined at the May Managers Meeting. This is to allow the collection and administration to be completed during the pre-season period. 3. The collection of subscriptions is the responsibility of each Manager. Late submissions could result in players not being able to play until the subscriptions are received. 4. In accordance with the Constitution (9.1.a) all subscriptions will be paid by July 1 st, unless there are exceptional circumstances (see Section 9). All Managers must report at the June or AGM meeting any payments that will not meet the deadline. The Committee will discuss any necessary actions needed to resolve the matter. 5. Other fees might include the Cobdown Membership which is a prerequisite to playing at Cobdown s ground. Player fees for 2013/14 are per annum, whilst the Manager and Assistant Manager costs are per annum. The club will fund the Manager and Assistant Manager s fees, but parents have to fund their child s membership. 6. For club refunds see Section 9.1.b of the Constitution, but in essence a maximum of 20 will be paid up to July 1 st. No refunds will be given after July 1 st except for exceptional circumstances. Separate guideline sin the Constitution applies to the U5s. 7.3 Expenses and Finances 1. Financial matters must adhere to the Finance rules outlined in Sections 7, 9 and 13 of the Club Constitution. The Treasurer must abide by the Constitution in carrying out their duties. The Treasurer shall make club policies regarding payment clear to all members. 2. Managers must fill in an expenses sheet correctly before any payment can be made by the Treasurer. 3. All Managers will be issued with a Receipt book. This book must be filled in correctly and presented at the next Managers Meeting with a correctly filled out Expense Form. Managers should give receipts to parents for the payment of subs and other fees where the manager received money from the parent(s)/carer/guardian. 4. The Club reserves the right not to pay expenses without the required paperwork. 37

38 7.4 Induction Introduction 1. Leybourne Football Club (LFC) considers the induction of new members to be an important part of embedding Managers and Coaches effectively into our club. The benefits of an induction are as follows: Ensures the Manager and Coach are introduced to the club and to key personnel so that they can quickly become part of LFC. Ensure the Manager and Coach is clear on their roles and responsibilities for their team, and how LFC operates (our aims and values) Ensure that the Manager and Coach are aware of the relevant club procedures relating to: Codes of conduct e.g. FA Respect, LFC Parent Agreement Health and Safety Requirements e.g. Emergency First Aid Child Welfare Workshop, CRB, FA coaching qualifications Provide an opportunity for the Manager and Coach to become familiar with their respective roles: Clarifying the Manager and Coaching roles and the programme they will be delivering on at LFC the Manager may also lead on coaching Being aware of deployment and operating procedures Provides an opportunity to start the development process for the Manager and Coach focusing initially on what they need for the immediate role Minimum standards of deployment i.e. CRB Mandatory training i.e. Level 1 Coaching Badge, Emergency First Aid, Child Welfare Workshop Development opportunities e.g. Level 2 Coaching Badge and/or Age Appropriate training 38

39 Induction Process Framework The induction process below is primarily geared to the recruitment and retention of U5 Managers and Coaches, but could be applied as appropriate to any new members. It is not prescriptive and simply provides a template for existing and new Managers. The following is for guidance only and act as a prompt for new managers to ensure they get a good induction. When: Anytime, but from May onwards to ensure sufficient time to recruit. Who: The current U5 Manager, with support from the club How: The most likely candidates will be parents, so the obvious places are local pre-schools and schools. Also consider existing parents or coaches. There is also the LFC website and FA website if necessary. The flyer should clearly state both the benefits and commitments of managing and coaching a team. Planning & Recruitment When: August/September Who: The new U6 Manager, Child Welfare Officer (Volunteer Coordinator) and Club How: U6 Manager to inform Club Committee of new recruit(s), and also to inform the Child Welfare Officer (Volunteer Coordinator) who will issue an Induction Pack and start CRB process. The U6 Manager and Child Welfare Officer (Volunteer Coordinator) are to go through the Induction checklist. New team introduced at Manager Meeting Induction When: September to end of first season Who: The new U6 Manager, Child Welfare Officer (Volunteer Coordinator) and Club How: New U5 Manager and Coaches to shadow U6 and U7 coaches for at least two sessions before starting their own team. After two sessions U5 Manager and Coach to run sessions with assistance/shadow of U6 or other coaches for at least two sessions. Within first year attend Level 1 Coaching, Child Welfare Workshop and identify other training as needed. Deployment & Development 39

40 Induction Checklist Guide Name: Role: Date started Area to be covered Led by (person) Date Completed Introduction to the Club Issue induction pack U6 Manager (or the outgoing manager if an older team) History of the Club, Chairman/ CWO Club Philosophy Induction pack and in person Introduction to Child Welfare Officer/Voluntary Coordinator Awareness/signing up to general policies CRB disclosure get started Safeguarding policies Codes of conduct U6 Manager (or the outgoing manager if an older team) Child Welfare Officer/Volunteer Coordinator Comments/Development Actions Identified Introduction to Committee and Club Managers at first convenient Manager s meeting Sign and send off CRBs Chairman Child Welfare Officer/Volunteer Coordinator Area to be covered Led by (person) Date Completed Role Clarification Introduction to Manager/Coach role Aims and objectives Delivery environment Equipment Planning Delivering U6 Manager and other coaches. Induction pack list of sites Comments/Development Actions Identified

41 Area to be covered Led by (person) Date Completed Deployment Session planning U6 Manager and consisting of other coaches. shadowing existing Induction pack list coaches and being of sites assisted in early sessions Age appropriate training Codes of conduct (parent agreement, behaviour) Assessing risk (where appropriate) First aid procedures Comments/Development Actions Identified Safeguarding procedures Child Welfare Officer/Volunteer Coordinator Area to be covered Led by (person) Date Completed Development Training needs Child Welfare undertaken initially Officer/Volunteer against immediate Coordinator deployment i.e. Level 1, Child Welfare etc. Personal development Child Welfare Officer/Volunteer Coordinator Comments/Development Actions Identified 41

42 7.5 Training and Mandatory Courses 1. Basic requirement of Charter FA Status is for each team to have at least one person with a Level 1 (or higher) Coaching qualification. The Club will fund both the Manager and Assistant Manager, but not additional helpers. 2. Individuals with some prior experience or greater confidence can take the Level 2 Coaching qualification without first attending a Level The FA recently brought in a parallel learning route based on Age Appropriate Courses. There is one day introductory course that requires no previous coaching qualifications. Passing the Introductory course opens up the possibility of completing three Age Appropriate courses of varying duration and cost. However, to enrol on Module 1 does require at least a Level 1 Coaching and Introductory Age Appropriate qualifications. The Age Appropriate route is geared to coaches who don t intent to move into Senior Football coaching, which does require a Level Club funding for Levels 3 and 4 are beyond the remit of the Club and are designed for those going into semi or professional coaching. 5. See Appendix D (Useful) links to the FA websites and Kent FA events. 42

43 Appendices 43

44 Appendix A Frequently Asked Questions This is a collection of some of the most commonly asked questions and is there primarily for newer Managers to help them gain a better understanding of the many facets involved with running a team. It is also a useful reminder for existing Managers. The questions are grouped under broad themes, but if you can t find what you re looking for then the Core Committee and the more experienced Managers are always on hand to answer any questions. Themes About Leybourne FC Security Checks and Other Certification Personal Training and Development Club Registration and Subscriptions League Registration Training and Matches Facility Maintenance Kit and Equipment Managing the Team Dealing with Children and Parents: managing expectations and communication Social Media About Leybourne FC Who will tell me more about Leybourne FC and the various teams? You will receive an introduction to the club from the Chairman when you first join. You will also receive the Handbook outlining the roles of the Manager and the Assistant Manager, as well as other information to help you set-up your team. It is also common practice to be mentored by the Manager of the next-age group up for a short time. This will most likely be the person who recruited you in the first place. Lastly, the club has a website that outlines its policies and ethos. There is also a page showing a photo of each age group. So, one of the first things you ll do as a Manager is provide your team photo for the site. Who are the Leybourne FC Core Committee members? The General Committee is split for administrative purposes into a Core Committee and Committee. The Core Committee are the Chairman, the Secretary, the Treasurer and the Child Welfare Officer see Core Committee Roles in this Handbook. For the Club to function in the leagues it must have these roles filled and functioning properly. You need to know who the Core Committee people are from the beginning, but that should be covered in your induction. Finally, the team Managers and Assistant Manager collectively make up the broader Committee to vote on club 44

45 issues e.g. club policy. Each team has one vote, with seniority sitting with the Manager. How often do Managers meet, and do I have to attend? The club hold monthly Manager s meetings, usually on the first or second Tuesday of the month. Technically, it should only be the Manager of each team that attends the meetings to keep the numbers sensible. In reality this isn t always possible and on those occasions it should the Assistant Manager who attends. If you cannot attend a meeting you must inform the Chairman or appropriate Secretary in good time so your Apologies can be recorded within the meeting minutes and any voting issues addressed. Meetings are mostly convened at 8.30pm and last for about one-two hours, but this does depend on the Agenda. You will be informed of the venue via an or text from the Chairman or the Secretary. At the May Meeting the annual subscriptions for the following season are agreed. This used to occur at the AGM, but to make the collection easier for Managers it was brought forward. At the end of each season the club holds its Annual General Meeting (AGM). This usually occurs around July time. It is at the AGM that the current Committee step down en masse and are then re-elected, and any new members elected. Accounts are signed off and any proposed changes to the club put forward. There isn t an August meeting, unless one has been specifically requested. What is the FA Charter Standard? By signing up to the FA s Charter Standard, Leybourne FC is committing to improving the standard of coaching and overall running of the club. Part of the deal is the undertaking and passing of an Annual Health Check. The club Charter Standard officer, commonly the Child Welfare Officer (CWO), ensures that members have the necessary security certificates and first aid, as well as monitoring training. The deadline for the Health Check is the end of March in each season. Failure to submit or pass the Health Check would mean Leybourne losing its FA Charter Standard status. The CWO has a database to track the status of each member. What is the FA Respect Campaign? This is a FA initiative to remove abusive and aggressive behaviour from the game. The aims of the Respect campaign can be found on the Kent FA and FA websites. R = Respect: the need to show respect and acknowledge the rights of others players, coaches, referees, officials and teams E = Equality: the need to provide opportunities for everyone to take part S = Sporting and fair play: the need to keep to the rules and spirit of the game, to reject bullying, harassment, abuse and violence and promote honesty on and off the field 45

46 P = People s welfare: the need to place the needs and interests of people above everything else, including the outcome of the match E = Example: the need to acknowledge the influence of football over young people and set a positive example at all times C = Community: the need to recognise the feelings of the football and wider community in consulting and making decisions T = Trust: the need to promote honesty and openness in all relationships Practical applications during the game would include shaking hands with the opposition prior to and after each game, not shouting comments at the referee, not swearing in front of young players etc. Also, it is mandatory to erect a Respect Barrier between players and spectators. This can be a marked line, or a line marked out with cones that are around one metre from the side line on at least one side of the pitch. Ideally it will be a physical barrier to prevent encroachment onto the pitch. All parents and spectators must stand behind the line or barrier. It is up to the Manager to ensure parents and opposition parents are aware of the barrier. Managers and Assistants stand on the opposite side. No one should be behind the goals. What is Presentation Day all about? Presentation Day is held at the end of season, usually in May or June (subject to availability). It is when the Club award trophies to players and run a fun day to celebrate the season, and to raise funds for the club. Each Manager is asked to host or run a stall to raise money. Security Checks and Other Certification What sort of security checks do I need? A Criminal Record Bureau (CRB) check: all Managers and their assistants, including parents who help out on a regular basis must have a CRB. However, each team should only consist of a Manager and his Assistant, and then at most two additional volunteers. In most cases the club Child Welfare Officer (CWO) will contact you when you first join the club, or when you are required to renew your CRB. The CRB process is done online, with the CWO managing the process. As from 1 August 2013 all CRB s require two references. Safeguarding Children Workshop and Online Re-certification: it is also mandatory to attend the Safeguarding Children (SC) course for those who also needed a CRB. The courses are run by Kent FA and consist of a single 3 hour course mostly held on a weekday evening. The course is more about protecting you as a coach as about the child. If you are doing a Level 1 or 2 Coaching badge this will course be covered as 46

47 part of the coaching content, although if you complete the SC course before obtaining a coaching qualification you will be exempt so long as you provide the certificate as evidence. The certificate lasts for 3 years, after which you will need to renew it. Re-certification is now done online via interactive modules. In most cases the club CWO will contact you when you first join the club, or when you are required to renew your certificate. First Aid: lastly, each team must have a minimum of one qualified emergency first aider/first aider present at training/matches. In the past if you had a HSE certified First Aid certificate from your place of work then this could be used. This is no longer the case and each team must have the FA Emergency First Ad. Kent FA runs an evening course throughout the year. If you are doing a Level 1 or 2 Coaching badge this will be covered as part of the coaching content, and likewise the same exemption applies if you already have a FA Emergency first aid certificate. The FA certificate lasts for 3 years, after which you must attend a refresher course. HSE courses gained through work tend to be annual. Personal Training and Development I don t have any coaching experience? It is unlikely that many new Managers and Assistants have coaching experience, and as part of our commitment to the FA Charter Standard the club will fund training. For newer Managers and their Assistant there is the Age Appropriate Introductory Module, which is ideal for beginners. It is held over single day by Kent FA throughout the year. There is a small cost (circa 15) that the club will refund you. The course is a mix of theory and practical sessions and is very helpful. Beyond that, the Manager and/or Assistant (maximum of two) must complete either a Level 1 Coaching badge, or if you are more confident you can go straight to a Level 2 Coaching badge. Ideally you would complete one of these in the first year of managing the team. The duration of the Level 1 generally covers four single days over four consecutive weekends, whilst the Level 2 is much more time intensive. There are various other routes for personal development, and the best action is to logon on the Kent FA site and see what courses are available. What else is available? Kent FA runs numerous development courses, some of which are free. You can also become a licensed FA coach once you ve completed a Level 1 coaching badge and for an annual fee this gives you access to interactive training guides. Or, simply trawl the internet for free and subscription based training tools see Useful Links. What is a FAN? This is the FA Number allocated to you when you first register for a course or have a CRB. You must use the same FAN as this number is used by the FA to monitor your 47

48 development. Also, if you have any queries with the FA they will generally ask you for your FAN. Keep a copy of your FAN and password to hand. You should also provide the FAN, but not your password, to the Child Welfare Officer. This is placed on the Health Check database to monitor our FA Charter Standard Club Registration and Subscriptions How do I register players and what is the annual subscription? To become a member of the club all players must complete a Leybourne FC registration form. This must be signed by the parent and the appropriate annual subscription paid see Subscription and Registering Players in the Handbook. In addition to the club registration form, each Manager must now complete the team registration spreadsheet, detailing contact and subscription details. This is passed to the club Secretary. This allows the Secretary to contact parents should something unforeseen happen to the Manager or Assistant. How can I recruit players if I need more? For the younger clubs there is usually no shortage of youngster wanting play and you will get a natural churn in players. It is possible you will have a waiting list. The U5 s are often recruited through word of mouth, older siblings or via local pre-schools. However, changes to age structures mean there is often a minimum and maximum number permissible see your league handbooks. The outgoing U5 s Manager initiates the process. For older teams it is vital that you have sufficient numbers for your squad as the leagues have a minimum threshold refer to your League Handbooks. At the end of each season all players are automatically deregistered, so the best policy is to get players signed up as soon as possible you will need to do this by July 1 st. If you are short of players inform the Core Committee so they are aware of your circumstances and they can offer advice. There are numerous ways to advertise, but most of the leagues let you advertise free for players on their website. In addition, the Kent Messenger and many of the free papers have Players wanted sections. Please note that it is the Manager s responsibility to ensure they have players. However, the club is there to help you. What is the Parent Charter? Unfortunately there will always be some people that don t behave in an appropriate manner. To protect the club and players Leybourne FC introduced a Parent Charter that clearly outlines what constitutes acceptable behaviour expected of parents, players and managers. All parents need to sign this form before they can be registered as a club player. These have to signed and accounted for at the September meeting at the start of each season. 48

49 League Registration How do I register for a league? The Secretary will register the various teams in the appropriate league, usually in the spring around May time. Please ensure you provide any requested information promptly. What else do I need to do? As a minimum the Manager will need to download and provide each player with a league registration form. These are found on the leagues websites, generally after the respective leagues AGMs have been held, so from June onwards. The Manager will advise the players what is needed, or if the Manager has any questions they should ask the Secretary for guidance. They will either answer your query or find out on your behalf. Do I need to do anything for Cobdown Sports and Social Club (CSSC)? The club Secretary will already have informed CSSC that a new team will be using the facilities, as they will for current teams. You should be sent CSSC membership forms together with the rules and regulations. These need to be completed along with two passport photos and the fees by the set date, usually mid-august. The player s fees are paid for by parents and as at they were 13. The Manager and Assistant also need to be members, although the club will pay their fees. Teams renewing membership only need return the forms, payment and the membership cards (photos re-used). As it stands, the 5 v 5, 7 v 7 and 9 v 9 provide their own goals, whereas 11 v 11 use CSSC goals but this can change so check (don t assume). You also have to provide details of your league and cup fixtures to CSSC in advance so that they can book the pitches for you. Do I communicate directly with the league officials? Generally the Club Secretary will communicate with the leagues on your behalf, and in some cases the leagues prohibit Managers liaising directly with league officials. The one exception is the league Fixture secretaries, although this would only be for notifying the league to postpone/cancel a match. If in doubt read the handbook and check with your club Secretary. The Club Secretary will forward on the appropriate league s. Training and Matches Where do the teams play their league matches? The venue for each team is agreed upon prior to the start of the season, usually at the May meeting when the Secretary registers each team with a league. Therefore 49

50 teams playing in leagues are registered at a specific venue by the Club Secretary. There are three primary sites currently used by the club: Leybourne Primary School Cobdown Sports and Social Club Leybourne Grange. In addition to these venues, some teams have made alternative arrangements, such as at More Park School (West Malling) and West Malling Recreation Ground. Where do I train and how often? All aspects of training are down to each Manager to organise e.g. when they start, how long each session is for etc. However, at the General Committee will if necessary allocate times at the Grange. The standard set-up is: U5 s and U6 s tend to train at Leybourne School on a Saturday morning. The U5 s generally train in the grassy area next to the ICT suite and in between the two pitches. It is a small area, but adequate for this age group. The U6 s/u7s train in the grassy area on the far side between the cricket square and the houses, and in between the two pitches. Changes to league formats e.g. 5 v 5, 7 v 7, 9 v 9 etc may lead to alterations. U8 s (and if appropriate U7 s) and U9 s will generally play and train at Leybourne School on one of the two allocated pitches. Allocation of the pitches at the school is agreed at the beginning of the season. More Park may be a future venue. Teams playing at Cobdown are allocated the pitches by Cobdown Sports and Social Club (CSSC). These Clubs don t train at Cobdown but find alternative venues. Several teams use the indoor facilities at Holmesdale Technology College in Snodland, especially from October through to March. During the summer, Leybourne Grange is generally available subject to pitch conditions and with prior agreement from the older teams. The times and days are down to the Manager to organise. Any training costs are past onto Parents. The older teams are allocated pitches at Leybourne Grange on a pitch share basis. They also have priority over any training at Leybourne Grange. The times and day are down to the Manager to organise. Any training costs are past onto Parents. Who organises our fixtures? As it stands the U5 and U6 s are not permitted to play friendlies with opposing teams for insurance purposes, but Manager s need to make sure they have parents sign the Insurance form. 50

51 At U7 s the team can choose to either enter a league if one exists, or organise their friendlies. There is usually a Saturday league available. U8 s (and U7 s as appropriate) through to U11 s are registered with the Invicta Primary League. All fixtures are organised by the league. U12 s to U15 s are in Express Cab League and U16 s to U18 in Maidstone Minor League. All teams registered with a league will receive a handbook and other documentation. You must familiarise yourself with the rules and regulations as failure to do so could incur a fine and a cost to the club. How do I report match results? Instructions on how to report league and cup results are provided in the various league handbooks. It is important you fully understand how to do this correctly, as the club will be fined for late or incorrect reporting of fixtures. If in doubt contact the club Secretary. How do I cancel or postpone a league match? Refer to your league handbook. Do I need a registered referees and linesmen? The various leagues recommend you use a registered referee for league and cup matches; otherwise a parent is commonly used for younger teams (should have a CRB). If you do use a parent it is best to choose just one and get them a CRB and attend the Safeguarding Children workshop. If in a league please follow the league rules as they might insist on a registered referee. The rules and regulations for registered referees will be in the handbooks. The club have a number of referees that they tend to use. The club Secretary or any of the longer serving Managers should be able to help. There is a cost involved, which the Manager initially pays and claims back using the Receipt Book and Expenses Form. Linesmen are generally selected from willing (or not so willing) parents, usually one from each team and must now have a CRB as well. Facility Maintenance Who maintains the pitches? The following applies to each core site: Leybourne Primary School The maintenance of the pitch i.e. grass cutting and marking out of the pitch is undertaken by contractors employed by the school. This is done at set times, 51

52 but you can request maintenance via the school. The club pay for this service as part of the hire costs from September to April. Each manager will have two keys giving them access to the main school site via the double iron gates on Oxley Shaw and through the internal iron gate to the field. The school must be locked up by the last team using the school. The manager must be familiar with the conditions of hire, notably no smoking is allowed on site or dogs on the premises. This must be conveyed to all opposition teams in advance of games. Failure to comply could cause the termination of our contract. Each manager is responsible for the sweeping up of mud and other detritus after each training session or match. Managers will therefore need to bring down a suitable brush. The last team present is responsible for making sure the site is left clean and tidy. Failure to comply could cause the termination of our contract. The school is available on Saturday mornings from September through to the end of April. The site cannot be used after these dates without permission from the Chairman and the school as May to August is outside of our hire agreement. The oldest team at the school is deemed the senior team and has overall responsibility for ensuring younger teams are aware of and adhere to the above conditions. Cobdown Sports and Social Club As laid down in the CSSC terms and conditions. CSSC will advise you on whether you bring along your own goals, whilst the older teams playing 11 v 11 use CSCS equipment in accordance with the CSSC terms and conditions. Leybourne Grange The maintenance of the pitch i.e. grass cutting and marking out of the pitch are undertaken by contractors employed by Leybourne Parish Council- for which the club pay annual maintenance costs. General upkeep and the good condition of the pitches are down to the common sense of each Manager. At the end of the season the goal posts should be taken down by the Managers to dissuade unauthorised use over the summer and to allow the goal mouth to recover. 52

53 Ensure that the storage container is locked when leaving the site. Ensure that the barrier on the entry track is down and locked when leaving the site. Football Kits and Equipment When do I need to buy Leybourne football kits? The U5 s and U6 s do not really need Leybourne kits as under our insurance and FA policy they are not permitted to play in friendlies. All home kits must conform to the club colours, although the style can vary. Each Manager is asked to find a sponsor to fund their team kit(s). Younger teams should also enquire about the availability of spare or near new kits from older teams. What equipment do I need, and how do I get it? In most cases the younger teams, especially the U5 s and U6 s, get most of their initial equipment from the older teams. The U5 s and U6 s require little equipment beyond the basics e.g. footballs, bibs, cones and poles. Goals are generally handed down as a team reaches U11 s and no longer requires them. Each team is to provide the appropriate Secretary with an audit of equipment at the start of each season. The Manager and/or Assistant are responsible for storing equipment at their place of residence. Limited space is available at Leybourne Grange in the storage container, although there have been instances of theft. There is no dedicated storage at Leybourne School or Cobdown, although the school might be able and might oblige if asked. Each manager is responsible for checking. All requests for new equipment are to be made to the Treasurer and Chairman prior to ordering. In most cases the Manager both purchases the equipment and then claims the money back from the club using the Expenses form, or if the facility exists, the club could be invoiced. What equipment is required for league games? Once you have entered a league you must adhere to the requirements laid out in the leagues handbooks. That will generally mean using the correct ball sizes, correct goal sizes, registered club kit, corner flags and flags for linesmen. Managing the team Who decides who can join the team and how the team is subsequently run? Ultimately, the Manager has total control over who they register to play for the team. Likewise, how the team is then run is entirely down to the Manager. However, 53

54 to avoid any misunderstandings it is advisable that the Manager informs parents on how the team will be run prior to them registering their child at the start of the season. Those that strongly disagree can then choose to register elsewhere. Communicating with your parents and players is crucial to running a contented team. This should be done before the season commences. The Core Committee and other Managers can offer advice and guidance. The Child Welfare Officer is also on hand to provide advice around general welfare issues or concerns. I want to play a stronger and/or weaker team, rather than one based on equal ability, is there a right way? There is no right or wrong way; however, there are preferred ways of running a team as advocated by the FA under the Respect campaign. As a rule of thumb younger teams should be about participation, which generally means playing an equal ability team with equal playing times. As teams get older and move into 7, 9 and 11-a-side matches they can become more selective. However, the Manager has the final choice. Whichever approach you decide is right, it is advisable that you are very open and honest with players and parents at the start of the season (see RESPECT). How you then manage this aspect of the team and convey that message to parents will often dictate your relationship with them for the season. It also tends to nip many parent grievances in the bud. Dealing with Children and Parents: managing expectations and communication I have a child who is constantly misbehaving, can I exclude them? This is a rare occurrence and will often resolve itself with some confident, consistent and common sense leadership from the Manager and Assistants. At the start of the season you must be very clear what is unacceptable behaviour and how you will deal with discipline. Setting boundaries, especially for the younger players is very important. The Age Appropriate Introductory Module on coaching is a good starting place. For younger children a cooling off zone usually works. The Safeguarding Children workshop will also give you pointers, and also the underlying reasons for some of the misbehaviour. Children are also covered by the Parents Charter and can be excluded from the club if their behaviour is persistently detrimental to the team. The club also has a zero tolerance policy on bullying. If you intend to exclude a child you must inform the Core Committee and the Child Welfare Officer before doing so. If you have any concerns about Child Welfare issues you can speak with the club Child Welfare Officer (CWO), who can then advise you on how to best proceed. If the matter is serious enough the club CWO will inform the Kent FA Child Welfare Officer and the matter will be handed over to them. If you cannot contact the club CWO you 54

55 can contact the Kent FA CWO directly, but if you do so, you must also inform the club CWO and Chairman at the earliest opportunity. I have parents who are being obstructive and abusive, what should I do? When a player registers with Leybourne FC the application form also includes a Parents Charter that must be signed see Parent Charter. This clearly outlines the behaviour expected of parents and covers all family members and friends when attending a training session or match. It is a signed agreement between the Club and Parent, and one that parents must adhere to. You might need to remind parents of this agreement on occasion, and usually a quiet word is enough. However, when a disagreement with a parent cannot be resolved you must seek assistance. In the first place inform the Core Committee through the Chairman. Leybourne FC does not tolerate poor behaviour by parents or any attempts at undermining the Managers. As such, the club will collectively support the Manager and, if need be, the parent(s) and player(s) will be asked to leave the club. You will almost certainly experience some form of disagreement with parents, and most Managers do so at some point, but the club is there to support you. Opposition Parent/Players are abusive Unfortunately there will be occasions when opposition teams fail to live up to the Respect code of conduct. If the incident is related to a matter on the pitch you must bring it to the attention of the referee at the end of the game. If you are not satisfied with the referee s response you can raise the issue by marking down the referee on the result card. If you do so you must follow the guidelines laid out in each of the leagues handbooks. You must also notify the Core Committee via the Chairman. If the incident is off the pitch the situation should be dealt with by the Managers of each team. If that does not resolve the issue the matter should be brought to the Chairman, and if necessary the appropriate Secretary and Child Welfare Officer as soon as possible. The club can then explore the incident and if necessary go through the Leagues and FA. Social Media Does the club have a Facebook or other social network? The club doesn t currently have Facebook or any other social networking sites. As it stands, a Manager is not allowed to run private team pages, but the new club website may allow some communication. This should also be conveyed to parents and players. Anything put on social networks must be personal and outside of the club. Any cyber bullying should be reported to the CWO. 55

56 How can I find out more about Social Media usage? The FA has produced some useful guides on social media and how to use, and not use the various mediums to communicate. This is generally useful for any online activity. You will receive these as part of your induction, or you can request copies from the club Child Welfare Officer. Can I contact players directly, for example to arrange training? As a general rule of thumb the answer is no. Managers should not contact any player under the age of 18 directly. All communication must be done through the parent(s) and preferably as a group message. All communications should be football related. Only with the written authorisation of the parent can a Manager or Assistant directly communicate with a player via text or , but not through a phone call unless for emergency purposes. A copy of that agreement must be sent to the Child Welfare Officer. In addition, any messages must be copied to the Assistant so there is another adult in the loop. This should only affect boys in the age groups, as U5 s-15 s should always only be via the parent. What if a player contacts me via , text or phone? This is unlikely if you make it clear to parents and players how you will contact them. Explain why personal contact with players is not appropriate. However, make it clear that if they have a child welfare issue they can only speak to you in person with another adult present e.g. your Assistant or the CWO. If you are contacted for any other reason you should inform the club Child Welfare Officer (CWO). If you are called by one of your players you should explain that this isn t appropriate and end the call immediately. It is advisable to send out a group to all parents reminding them that players shouldn t contact you directly, copying in the CWO. The only exceptions are listed in the FAQ Can I contact players directly, for example to arrange training? If you are sent an or text it is advisable to send out a group to all parents reminding them that players shouldn t contact you directly, copying in the CWO. The only exceptions are listed in the FAQ Can I contact players directly, for example to arrange training? For any messages of a personal or inappropriate nature you should inform the CWO. Under no circumstances should you respond to the message. This is to protect you. 56

57 Appendix B. Manager and Assistant Manager Role Leybourne Football Club Manager The Manager may take on the role of coach themselves and recruit an assistant coach, or leave coaching to a dedicated coach. Leybourne Football Club was founded in 1987 and has since gained FA Charter Club Status committing the club to promoting a high standard of youth football. The club is signed up to the FA Respect campaign to remove offensive behaviour from the game. The club plays at Leybourne School, Cobdown Sports and Social Club and at The Grange. The Club runs teams from Under Fives up to Under 18 s. Who will I work with? Club members What will I do? Take responsibility for the team within the club Make team selection in coordination with assistants Implement age appropriate coaching Encourage and support the development of assistant coaches How much time will I need to give? What do I need to do this role? What are the benefits and how will you support me? Approximately 3 hours per week and attendance at Club Committee meetings Knowledge and understanding of the club constitutions, policies and procedures CRB checked, Child Welfare Workshop Appropriate Coaching Qualification if coaching in addition to managing see coach description Commitment to on-going self-development Satisfaction of making a vital difference in your club Satisfaction of playing an active role in the development of your player s skills Developing your manager/coaching skills The club will reimburse any agreed expenses that you incur as a result of your volunteer role Platform for future volunteering/employment opportunities The enjoyment of meeting new people as part of a team Training opportunities through external courses 57

58 Leybourne Football Club Assistant Manager The Assistant Manager may take on the role of coach themselves as agreed with the Manager, but the main function is to support the Manager. Leybourne Football Club was founded in 1987 and has since gained FA Charter Club Status committing the club to promoting a high standard of youth football. The club is signed up to the FA Respect campaign to remove offensive behaviour from the game. The club plays at Leybourne School, Cobdown Sports and Social Club and at The Grange. The Club runs teams from Under Fives up to Under 18 s. Who will I work with? Club members What will I do? Take responsibility for the team in the absence of the manager Help to make team selections in coordination with the Manager Implement age appropriate coaching How much time will I need to give? What do I need to do this role? What are the benefits and how will you support me? Approximately 3 hours per week and occasional attendance at Club Committee meetings Knowledge and understanding of the club constitutions, policies and procedures CRB checked, Child Welfare Workshop Appropriate Coaching Qualification (optional) Commitment to on-going self-development Satisfaction of making a vital difference in your club Satisfaction of playing an active role in the development of your player s skills Developing your coaching skills The club will reimburse any agreed expenses that you incur as a result of your volunteer role Platform for future volunteering/employment opportunities The enjoyment of meeting new people as part of a team Training opportunities through external courses 58

59 Appendix C. Volunteer Agreement Templates 59

60 60

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