EKRR FC
Constitution and Rules
1. MISSION STATEMENT
EKRR Football Club (‘EKRR FC’, ‘the Club’) is a community football club based in the town of East Kilbride. Over the years its membership has spread to players, officials and supporters from areas beyond East Kilbride.
The Club exists to provide football for players of all ages and abilities, from young children taking their first steps in the game through to senior amateur and veterans’ level, in a positive, safe and inclusive environment.
The Club operates as an umbrella organisation under which three Sections are formed:
• EKRR AFC – the senior amateur section.
• EKRR Youth – the youth section, comprising individual Teams formed by calendar year of birth, together with a Mini-Kickers programme for younger children.
• EKRR Over 35 – the veterans’ section for players aged 35 and over.
Each Section, and every Team within it, will comply with this Constitution and Rules and have specific responsibilities to the Club. Sections or Teams that fail to comply with the Constitution and Rules will lose their affiliation with the Club and their right to use the name EKRR (or any recognisable derivative), including the Club logo appended to this Constitution.
2. NAME AND COLOURS
The Club is known as EKRR Football Club, abbreviated to EKRR FC.
The three Sections are known as EKRR AFC, EKRR Youth and EKRR Over 35. Individual youth Teams shall be named EKRR Youth XXXX, where XXXX is the calendar year of birth of the Team.
The Club colours shall be either all red or all blue, and all Sections and Teams are expected to play in the Club colours.
The Club Logo shall be displayed on all relevant kit.
3. AIMS AND OBJECTIVES
The main aims of the Club are:
• To encourage participation in and enjoyment of association football for players of all ages.
• To develop the skills of all participating players and officials across every Section.
• To promote the lifestyle, fitness and wellbeing of its members.
• To provide a positive, safe and competitive environment in which to play football.
• To support the progression of players, where appropriate, from the youth section through to senior amateur football within the Club.
• To compete with credit in the leagues and competitions its Sections and Teams enter.
Where required, and in conjunction with the relevant governing body and local leagues, the Club will provide or support educational courses covering player protection, football development, drugs awareness, dietary requirements, first aid and any other relevant education for participating players and officials.
The Club promotes sportsmanship and fair play among players, officials, parents and supporters irrespective of gender, race, religion, age or social status. Discrimination in any form will not be tolerated.
4. GOVERNANCE
4.1 Executive Committee
The Club is controlled and managed by an Executive Committee. The Chair Person is elected by the Executive Committee at the Annual General Meeting.
The Executive Committee shall consist of individuals holding at least the following roles:
• Chair Person
• Vice Chair Person
• Club Secretary
• Club Treasurer
• Club Child Wellbeing & Protection Officer
• Section Head – EKRR AFC
• Section Head – EKRR Youth
• Section Head – EKRR Over 35
Any Official may hold a maximum of two of these roles. The minimum number of Officials on the Executive Committee is six.
There may be more than one Child Wellbeing & Protection Officer; the Club supports each youth Team having one.
Although not required roles, the Club will also seek to appoint a Coach Co-ordinator, a Social Media & Communications Officer and a Kit Manager. These post-holders may be invited to attend Executive Committee meetings.
Role descriptions for each position are maintained by the Club Secretary.
As a minimum the Executive Committee will contain at least one individual with a Scottish Football Association coaching certificate of a relevant standard.
All members of the Executive Committee must be registered and approved by the relevant governing body where required, with names, addresses and dates of birth submitted by the Club when seeking annual membership.
Any change in the membership of the Executive Committee must be approved by the Executive Committee and minuted.
The quorum for Executive Committee meetings shall be a minimum of fifty per cent of the members.
4.2 Section Sub-Committees
Each Section shall operate a Section Sub-Committee, accountable to the Executive Committee, with delegated authority to manage the day-to-day affairs of that Section.
Each Section Sub-Committee shall, as a minimum, consist of:
• Section Head (who sits on the Executive Committee).
• Section Secretary.
• Section Treasurer.
• Section Child Wellbeing & Protection Officer (mandatory for the Youth Section; the Club also supports EKRR AFC and EKRR Over 35 appointing one where any Official’s role brings them into contact with under-18s or protected adults).
Section Sub-Committees shall meet as required and at least once per quarter. Each Section Sub-Committee shall report to the Executive Committee on activities, finances, discipline and safeguarding within its Section.
Within the Youth Section, each Team shall appoint a nominated Team Secretary and Team Treasurer in line with Section 6 below.
5. MEMBERSHIP OF THE CLUB
Membership of the Club is defined as any of the following:
• Club Official.
• Section or Team Official (including coaches and team managers).
• Player.
The Club provides football from age 3 (Mini-Kickers) through to senior amateur and veterans’ level. Specifically:
• EKRR Youth – Teams from age 4/5 up to age 18, plus a Mini-Kickers programme for children from age 3 onwards.
• EKRR AFC – senior amateur players.
• EKRR Over 35 – players aged 35 and over.
The Club, and every Section and Team within it, will be members of the relevant governing body and the relevant league(s), and will hold the insurance cover required by them.
All Club Officials, Section and Team Officials and Players must undertake to uphold this Constitution and Rules and the rules of the relevant governing body.
The Club will implement the Player Protection and safeguarding policies of the relevant governing body, scoped appropriately to each Section as set out in Section 12.
It is incumbent on any Official seeking membership of the Club to comply with the relevant governing body’s application checks before Club membership is granted, including, where applicable, completion of a Child Wellbeing course and PVG clearance.
6. MEMBERSHIP OF EACH SECTION AND TEAM
6.1 EKRR Youth Teams
Youth Team membership may be drawn from children born in the relevant calendar year. Rules of the relevant governing body may permit a small percentage of younger children to play in the Team the year above.
Each Youth Team must appoint a nominated Team Secretary to manage the Team’s affairs. The Team Secretary is accountable for compliance with this Constitution and Rules and the relevant league and governing body rules.
Either the Head Coach or Team Secretary should aim to attend all meetings of the Youth Section Sub-Committee.
Each Youth Team will appoint a Team Treasurer to maintain the Team bank account and manage the Team’s finances. The Team Treasurer will prepare a summary statement once per year for review by the Youth Section Treasurer (and the Club Treasurer where requested) and, working with them, will recommend the per-player costs for each year.
Each Youth Team is subject to annual approval by the relevant governing body and league, and must as a minimum have individuals with the following qualifications:
• A Scottish Football Association coaching certificate of relevant standard.
• A current First Aid or Sports Injuries certificate.
• All Officials to have PVG clearance.
These certificates should be obtained within six months from the Team’s initial acceptance into membership of the Club.
6.2 EKRR AFC
Membership of EKRR AFC is open to adult amateur players who meet the eligibility criteria of the relevant governing body and league for senior amateur football.
EKRR AFC shall, through its Section Sub-Committee, be responsible for player registration, fixtures, discipline and finances at Section level, and shall comply with the rules of the relevant governing body and league.
As a minimum EKRR AFC shall have access to an individual holding a current First Aid or Sports Injuries certificate for match-day cover.
Where any Official in EKRR AFC has a role that brings them into contact with under-18s or protected adults (for example where a younger eligible player is involved with the squad), PVG clearance is required for that Official.
6.3 EKRR Over 35
Membership of EKRR Over 35 is open to players aged 35 and over who meet the eligibility criteria of the relevant governing body and league for veterans’ football.
EKRR Over 35 shall, through its Section Sub-Committee, be responsible for player registration, fixtures, discipline and finances at Section level, and shall comply with the rules of the relevant governing body and league.
As a minimum EKRR Over 35 shall have access to an individual holding a current First Aid or Sports Injuries certificate for match-day cover.
Where any Official in EKRR Over 35 has a role that brings them into contact with under-18s or protected adults, PVG clearance is required for that Official.
6.4 Common Requirements
Every Section and Team will hold the insurance cover required by the relevant governing body.
All Section and Team Officials and Players must undertake to uphold the Constitution and Rules of the Club and of the relevant governing body.
Every Section and Team will fully implement the Player Protection policies of the relevant governing body, scoped as set out in Section 12.
It is incumbent on any Official seeking membership of a Section or Team to comply with the relevant governing body’s application checks before membership is granted.
7. MANAGEMENT
The management of the Club is vested in the Executive Committee. Each member of the Executive Committee shall have one vote at any Club meeting; the Chair Person shall have the casting vote.
The Executive Committee has power to deal with, as it sees fit, any matters arising from the activities of the Club, its Sections, all Officials and all Players.
Executive Committee meetings will be held as required and at least once per quarter. Section Sub-Committees will report into each Executive Committee meeting.
If a vacancy occurs amongst the Executive Committee during the season, the Executive Committee shall seek to appoint a new Office Bearer at the next Executive Committee meeting.
The agenda for Executive Committee meetings shall be as follows:
1. Chair Person’s opening remarks.
2. Apologies.
3. Minutes of the previous meeting.
4. Updates as necessary:
• Section Reports (AFC, Youth and Over 35).
• Treasurer’s Report.
• Child Wellbeing and Protection Officer Report.
• Secretary’s Report.
• Social Media & Communications Report.
• Kit Manager Report.
5. Business arising from the previous minutes.
6. Any Other Competent Business previously notified.
The Executive Committee meeting in Q2 each year shall act as an Annual General Meeting (AGM). The AGM will take place no later than 30th June.
This Constitution may be added to or altered by a Resolution passed at an AGM, or at a Special General Meeting duly convened for the purpose, where at least two-thirds of those present and entitled to vote have voted in favour.
The Executive Committee has power to propose additions or alterations to the Constitution for consideration at the AGM.
On a requisition agreed by one more than half of the Executive Committee, the Club Secretary shall convene a Special General Meeting (SGM). All Club Officials must be given at least seven (7) days’ notice of an SGM, and the agenda of any SGM shall be restricted to the business notified.
The agenda for the AGM is as per the Executive Committee meeting plus:
• Changes to the Constitution and Rules.
• Election / Re-election of Office Bearers, including the Chair Person.
A minimum of five Officials including the Chair Person (or, in their absence, the Vice Chair Person) must be in attendance for the AGM or SGM to be quorate.
8. FINANCE
Each Youth Team shall operate its own separate bank account, and each of EKRR AFC and EKRR Over 35 shall operate its own Section bank account. Each account shall have at least two signatories.
The Club shall operate a central bank account, the ‘Central Fund’. The Central Fund is used to manage Club-wide income and costs, including the Mini-Kickers programme, the annual football festival, and shared training and administration costs.
Each Youth Team shall pay £20 per annum into the Central Fund. EKRR AFC and EKRR Over 35 shall each pay an annual contribution into the Central Fund as agreed at the AGM. In return the Central Fund will contribute to the costs of training for Officials and reasonable set-up costs for new Teams or Sections. These contributions will be reviewed annually.
Any Section or Team may apply for exceptional funding. Such requests will be considered by the Club Treasurer and the Chair Person and recorded at the next Executive Committee meeting.
Player subscriptions for each Section / Team shall be set annually by the Executive Committee after taking advice from the Club Treasurer and the Section / Team Treasurers.
The Club Treasurer shall effect all transactions through the Central Fund and shall make a financial statement at each Executive Committee meeting in respect of the Central Fund.
The Club Treasurer shall make the Club accounts available for approval at the AGM each year and shall provide oversight of the operation of each Section and Team account.
Prior to any Club purchase, other than for incidentals, expenditure must be approved by the Executive Committee.
In the event of a new Club Treasurer being appointed before the AGM, the books must be reviewed by the Chair Person before the appointment takes effect.
The Club shall pay all League Fees and Affiliation Fees due in the Club’s name from the Central Fund. Section and Team-level fees shall be paid from the relevant Section or Team account.
All equipment and monies raised using the name of a Section or Team belong to that Section or Team. If a Section or Team ceases to exist at any time, all equipment and money held by it must be returned to the Club within seven days.
9. EQUALITY
Membership of the Club is open to all and no application for membership will be refused other than on reasonable grounds. There shall be no discrimination on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, political or other opinion.
10. DISSOLUTION
If, upon the winding up or dissolution of the Club there remains, after the satisfaction of all the Club’s debts and liabilities, any property whatsoever, the same shall be given or transferred to some other organisation or organisations having objects (that is, aims and activities) similar to those of the Club. Such organisation or organisations shall be determined by the Club Officials by Resolution passed at a General Meeting at or before the time of dissolution and, in so far as effect cannot be given to such provision, then to some charitable objects.
11. LIABILITY
No Executive Committee member shall be individually or collectively liable for a debt of the Club, unless that person was solely responsible for the debt being incurred.
No Executive Committee member, nor any Section or Team Official, shall be entitled to make any personal financial gain from the activities of the Club.
12. PLAYER PROTECTION AND SAFEGUARDING
12.1 Application Across Sections
Safeguarding requirements are applied on a risk-appropriate basis across the Sections:
• EKRR Youth: the full child protection regime of the relevant governing body applies. PVG clearance is mandatory for all Officials. The Club will appoint at least one Child Wellbeing & Protection Officer with Club-wide responsibility, and the Club supports each youth Team having a designated Officer.
• EKRR AFC and EKRR Over 35: adult safeguarding standards of the relevant governing body apply. PVG clearance is required for any Official whose role brings them into contact with under-18s or protected adults (for example, where younger eligible players may be involved in training or matches).
All Team members, players and (in the case of the Youth Section) players’ parents shall be advised of the contact details of the relevant Child Wellbeing & Protection Officer.
12.2 Common Requirements
The Club, its Sections and Teams, and their Officials agree and acknowledge that the Player Protection Policy of the relevant governing body, plus all associated policies and any amendments thereto, are binding.
ALL members of the Club, including players, Officials, spectators and parents, must abide by the Section / Team’s codes of conduct.
The Club, Sections and Teams must:
• Make sure all Officials are fully conversant with the Club’s safeguarding policies and the Player Protection Policy of the relevant governing body.
• Make sure all Officials are fully conversant with this Constitution and Rules and those of the relevant governing body.
• Protect all players and Officials from all forms of abuse.
• Accept that all Officials must report concerns in respect of any suspected abuse.
• Be committed to eradicating bad practice.
• Implement all proposals or amendments in respect of player protection policies.
In cases of reported abuse, the Club, Section or Team will maintain total confidentiality. Information must only be shared on a need-to-know basis – with people who need to know in order to ensure the welfare of those involved.
Note: All persons involved in grassroots football have responsibilities to report any suspected or alleged cases of abuse to the relevant Protection Officer. It is not the Official’s responsibility to decide whether or not a player has been abused.
13. PHOTOGRAPHY, VIDEO AND SOCIAL MEDIA
EKRR FC uses photography and video footage of its players, officials and activities to promote the Club, report on matches and engage supporters across its social media channels, website and other Club communications. The Club is committed to doing so responsibly and with the consent of those involved.
13.1 Consent
The Club operates an opt-in consent model. As part of the annual registration process, each Player (and any Official) will be asked to give written consent to the Club capturing and using their image, name and footage for Club purposes. Consent is sought separately for the following uses, and a member may agree to some and not others:
• Use in Club social media posts (for example, team news, match-day photos, results and highlights).
• Use on the Club website and in Club communications (newsletters, programmes, presentations).
• Use in local or other media coverage arranged or supported by the Club.
• Identification by name (for example, naming goalscorers, line-ups or player profiles).
In the Youth Section, consent shall be sought from the Player’s parent or guardian. In the case of Players aged 12 and over, the Player’s own view should also be sought and respected wherever reasonably practicable.
Where a Player, parent/guardian or Official does not provide consent, the Club will take reasonable steps not to use identifiable images, footage or names of that individual, and will avoid featuring them in posed or close-up content.
13.2 Withdrawing or Changing Consent
A Player, parent/guardian or Official may withdraw or change their consent at any time by notifying the Club Secretary or Social Media & Communications Officer in writing (text or email is acceptable). On receipt, the Club will, as soon as reasonably practicable:
• Cease using the individual’s image, footage or name in new content; and
• Remove or anonymise existing content controlled by the Club where it is reasonably practicable to do so.
The Club cannot guarantee removal of content that has already been shared, reposted or downloaded by third parties outside the Club’s control (for example, opponents, leagues, the media or supporters).
13.3 Standards for Club Content
All photography and video published by or on behalf of the Club shall:
• Portray players and officials in a positive and respectful manner.
• Be appropriate, with players suitably dressed (for example, in playing or training kit).
• Avoid publishing personal information (such as home address, contact details or detailed location of a private residence) alongside an image.
• Comply with the photography, filming and social media guidance of the relevant governing body.
Only accounts and channels officially authorised by the Executive Committee (or by a Section Sub-Committee for Section-specific channels) may post as EKRR FC or as one of its Sections. The Social Media & Communications Officer is responsible for the Club’s official channels and for maintaining a record of member consents and withdrawals.
13.4 Under-18s and Protected Adults
Given the presence of children and young people in the Youth Section, the Club will take particular care over the use of images and footage of under-18s. Identifiable images of an under-18 will only be published where consent from the parent or guardian is recorded in the consent register, and the Club will not publish personal details (school, home area, contact details) alongside such images.
Where any individual under the age of 18, or a protected adult, may appear in Club content in connection with EKRR AFC or EKRR Over 35 (for example, a younger eligible player or a family member at a Club event), the same consent requirements apply, in line with the safeguarding requirements of the relevant governing body.
13.5 Member Conduct Online
Members posting about the Club on their own social media accounts are expected to do so in a manner consistent with this Constitution, the Participation Agreement and the Club’s values. Content that is discriminatory, abusive, threatening, or that brings the Club into disrepute, may be treated as a disciplinary matter under Section 14. Media or press enquiries should be referred to the Executive Committee rather than answered personally.
13.6 Data Protection
Images and footage of identifiable individuals are personal data. The Club will hold consent records and member information securely, use them only for the purposes described, and handle them in accordance with applicable data protection law (UK GDPR and the Data Protection Act 2018).
14. DISCIPLINE
The Club, its Sections, Teams, Officials and Players shall accept the disciplinary procedures adopted by the relevant governing body and the relevant leagues or associations.
The Club, Section or Team shall accept responsibility for the conduct and behaviour of all its Officials, Players and other individuals associated with it.
Within the Youth Section, the Head Coach of each Team is responsible, working with the other coaches, for the discipline of players within the Team. Any proposed suspensions or expulsions are agreed with the Youth Section Sub-Committee and reported to the Executive Committee.
Within EKRR AFC and EKRR Over 35, each Section Sub-Committee is responsible for player discipline at Section level, and shall report any proposed suspensions or expulsions to the Executive Committee.
All Club, Section and Team decisions shall be subject to the right of appeal to the Appeals Committee of the relevant governing body.
15. APPEAL
A Section, Team, player or Club representative may appeal to the Appeals Committee of the relevant governing body against the decision of a league, association, the Club, the Executive Committee, a Section Sub-Committee or any general purposes or regional committee affecting them.
Such appeals shall be dispatched to the relevant Secretary in accordance with the procedures of the relevant governing body and within the timescales set by that body.
Any deposit, financial levy or other procedural requirement applicable to such an appeal shall be as set by the relevant governing body, and the appellant shall be responsible for complying with those requirements.
The grounds of appeal must be specifically stated. The decision against which any appeal is made will only be set aside in accordance with the procedures of the relevant governing body.
Appeals which relate to any matter affecting the result of a cup-tie, or which would interrupt the playing of a competition, shall not be entertained except in accordance with the Articles of Association of the Scottish Football Association and the rules of the relevant governing body.
16. STANDING ORDERS
All meetings shall be Chaired by the Chair Person or, in his or her absence, by the Vice Chair Person or the Club Secretary.
The agenda will be circulated prior to meetings by the Club Secretary (or relevant Section Secretary for Sub-Committee meetings). Only business identified to the Secretary in writing before the meeting shall be discussed; for the avoidance of doubt, text and email are acceptable forms of written communication.
Motions may be tabled under appropriate agenda items, with the Chair Person having the right to defer discussion of tabled motions.
Brief minutes of previous meetings capturing all decisions and action points will be prepared by the Secretary and circulated to members with the agenda for forthcoming meetings.
All matters not covered by this Constitution shall be covered by the constitution and rules of the relevant governing body.
17. ADOPTION
This Constitution was adopted at the AGM on ____________________ and supersedes all previous constitutions of the Club and its Sections.
Signed: ____________________________
Club Secretary, EKRR FC
Date: ____________________________