About Our Club 2 of 4

2. Club Constitution

The Club shall be called Basingstoke Town Colts Youth Football Club and shall be affiliated to the Hampshire County Football Association.


  • To promote the amateur sport of football and community participation in the playing and development of the same within Basingstoke and the surrounding area.
  • To provide League and Cup football for all teams made up of properly registered players within such Leagues and Competitions as shall be decided by the Management Committee at the Commencement of the season.
  • The Club shall operate as a non-profit-making organisation and any surpluses generated through the course of its activities shall be re-invested in the Club. No surpluses or assets will be distributed to members or third parties. The only exception to this rule shall be in the event of the Club being dissolved, as set out in paragraph 19 below.
  • The Club will also abide by The FA’s Child Protection Policies and Procedures, Code of Conduct and the Equal Opportunities and Anti-Discrimination Policy as shall be in place from time to time.

Membership shall be open to anyone interested in the sport upon application. Regardless of age, gender, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitations on membership according to available facilities are allowable on a non-discriminatory basis. The Club may have different classes of membership and subscriptions on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating. The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeals against refusal or removal may be made to the members.

The Management of Basingstoke Town Colts Youth Football Club shall be vested in the Club Management Committee herein after called “the Committee”, who shall have power to co-opt members, form sub-committee’s, make rules subject to approval of members and whose authority shall be permanent.

The Offers of the Committee shall consist of the Chairperson, Hon. Secretary, Hon. Fixtures Secretary (responsible for registrations and fixtures) and Hon. Treasurer who shall hold office for one year and be eligible for re-election at the Annual General Meeting. These persons shall form the General Committee of the Club. All officers shall be volunteers, and the club shall make no payments of any kind for their services.

The Management Committee shall comprise the General Committee of the Club and the following members:-

Any co-opted member properly elected at the AGM or any co-opted member appointed by the Committee during the course of the season with the proviso that any co-opted member must serve only for a specific purpose e.g. fundraising or pitch maintenance.

Each team manager, with the proviso that such team manager shall have been appointed by the General Committee after having been proposed and seconded at the AGM. In the event that there is more than one proposed for the position of Team Manager at the AGM, the General Committee shall decide who will be appointed and serve on the Management Committee.

All members of the Committee shall have full voting rights, except in any case where a complaint against a Committee Member is being considered, when such member should absent him/herself from that part of the proceedings. A Committee member shall have the right to vote by proxy if he/she so wishes. The Club Committee shall have the power to expel a member, when, in its opinion, it would not be in the interests of the club for them to remain a member. An appeal against such a decision may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time.

The elected Chairperson shall preside at all meetings of the Committee, but in the Chairperson’s absence, a Chairperson shall be elected from among those present who, in the case of equal votes, shall have a casting vote.

The Secretary shall convene all meetings, shall keep regular Minutes, and communicate such matters as are relevant to other members of the Committee.

The Fixture Secretary shall take over the duties of the Secretary in the absence of the Secretary. The Fixture Secretary shall be specifically responsible for:-

  • Keeping a register of players and their registration numbers.
  • Keeping a record of all matches played by the Club, the players who have taken part, and all details of the results.
  • Receiving confirmation from and communicating confirmation to opposition clubs and referees in respect of fixtures, and communicating results to League Officials in such a manner as to comply with the League regulations for the time being in force.

The Treasurer shall keep a written record of all transactions made by the Club; produce an Income and Expenditure Account together with a Balance Sheet as on 31st May each year, which is to be presented in time for the AGM.

The Management Committee, or any duly appointed Sub-Committee shall conduct the business of the Club, shall have the power to deal with any offending member, and shall deal with any matters arising in connection with the Club. It shall have the power to hear complaints, or arbitrate in any dispute, receive and discuss suggestions from any member, and co-opt members for specific purposes at any time during its term in office, or fill any vacancy on the Committee itself caused by absence or resignation.

A Committee Meeting shall be convened within fourteen days by the Secretary at the request of the Chairperson, or by written notice from two or more members of the Committee or by written notice from eight Club members. In any event, the Committee is to meet at intervals not exceeding ten weeks. Four at Management Committee meetings and eight at Annual General Meetings shall constitute a quorum.

The AGM shall be held no later than 30th June each year, and it shall receive reports from the Chairperson and Hon. Secretary, together with the Financial Statement for the past season, consider the rules and regulations and transact any other business admissible. At the meeting the Officers, co-opted members and an auditor shall be proposed, seconded and elected and propositions for the appointment of Team Managers will be received. At least fourteen days notice of the meeting shall be given and all registered members shall be entitled to attend with full voting rights. The method of voting shall be by show of hands or by ballot as the Chairperson direct, each member present is entitled to one vote. An application in writing, signed by eight members, will be sufficient to cause the Secretary to convene a Special General Meeting.

Any proposed alterations to the Club Constitution may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a full member of the Club and seconded by another full member. Such alterations shall be passed if supported by no less than two-thirds of those members present at the meeting, assuming that a quorum has been achieved.

The Committee shall decide at their last meeting preceding the AGM what recommendations they shall put to members at the AGM in respect of membership fees, match subscriptions and any other fees for the future season. All members shall then be entitled to vote at the AGM on such proposals, or make other proposals as they see fit.

Club discipline is to be vested in Team Managers who have absolute discretion to take whatever course of action would seem fit to maintain the standard of conduct expected of Club members both on and off the field of play, provided that notice of discipline and the reason for it is given to such members. Notwithstanding the responsibility of the Team Manager, the Management Committee may at any time take disciplinary action against a member.

If any member has cause for complaint against any other member he/she may communicate such, preferably in writing to a member of the Management Committee for that complaint to be heard at the next General Meeting of the Committee. If it should involve a Committee Member, he/she should be absent whilst the matter is dealt with; providing that the Committee may require one or both parties to be present to give evidence at such a hearing. The findings of such a hearing are to be communicated in writing to both parties.

If at any General Meeting of the Club, a resolution is passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting to be held no less than one month thereafter to discuss and vote on the resolution. In the event of the dissolution of the Club, any assets remembered after the satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the club, but shall be given or transferred to one or more of the following approved sporting or charitable bodies:-

  • A registered charitable organisation(s).
  • Another Club which is a registered CASC.
  • A sport’s national governing body for use by term for related community sports.

Any question arising on the construction of this constitution or of any matter not herein provided for shall be referred to the Committee, whose decision shall be final. Link to Committee Members contact details, click here