PENDLE HILLFOOTBALLCLUB

BY-LAWS

PENDLE HILL FOOTBALLCLUBBY-LAWS

Table of Contents

1.REGISTRATION FEES

2.REGISTRATION OF PLAYERS

3.REGISTRATION DISCOUNT & REFUND PROCEDURES

4.JUNIOR TEAMS – GRADING POLICY

5.SENIORS

6.MINI ROOS – UNDER 6 and UNDER 7

7.TIGER CUBS

8.COACHES

9.MANAGERS

10.COACHES AND MANAGERS MEETINGS

11.USE, CONTROL & MAINTENANCE OF CLUB EQUIPMENT

12.CLUB STRIP

13.PERPETUAL TROPHIES

14.PRESENTATION DAY / NIGHT

15.WORKING WITH CHILDREN CHECK

16.MEMBER PROTECTION OFFICER

17.SPONSORSHIP

18.ALTERATION TO BY-LAWS

19.AMENDMENTS

1.REGISTRATION FEES

Registration fees shall be determined by the Committee

Fees will be determined each year by the Committee having taken into account known, or likely fees, to be charged by the Referees Association, Local Football Association, Football NSW and Football Federation Australia.

A Life Member who wishes to register as a player is only required to pay the Club Component

All Registration fees are to be paid prior to Round 1 and failure to do so may result in the player(s) not being able to play until his or hers fees have been paid.Such penalty will be at the discretion of the committee. Any player who has outstanding fees from a previous year shall not be able to register until the outstanding debt has been paid

2.REGISTRATION OF PLAYERS

Registration of players shall be predominantly online via in addition to a face to face registration day held on a date specified by the committee.

A player may not register in an age group more than two years above the age group for which he/she is eligible, up to and including under 16.

A player applying for registration after the closure of registrations, for any age group, shall have his/her name recorded by the Registrar as a late applicant and shall be advised as soon as possible whether his/her registration is accepted.

Following a review of junior players registered by the cutoff date, to be set by the Committee each year, the Head Coach shall advise the Registrar of the number of players required to complete each age group. These will be made up from the late applicants in the order in which they applied to the Registrar.

The Committee may accept registrations as it deems necessary to maintain strength up to a time the Association with which the club is affiliated will no longer register players.

It shall be the responsibility of players (or parent/guardian) to obtain clearances from previous clubs or Association if such are required.

A player shall be deemed “registered” by the Club when all fees payable have been received and all registration processes have been completed.

3.REGISTRATION DISCOUNT & REFUND PROCEDURES

Family Registration Discounts will apply upon registering the third and subsequent players within an immediate family. For the third and subsequent players, only 50% of the registration fee is required to be paid. Note – The full registration amount is required to be paid for the two highest registration fees

Requests for refunds must be in writing and sent to the Club Secretary, President or Registrar. Refunds will be paid after approvalof the Committee. The fees payable to the Club (in the case of a late registration) or due to be refunded to a registered player (in the case of a de-registration) are to be calculated as follows:

  • Discount for Late Registration – Commencing after round nine (9), late registrations will have the Club component discounted by 10% for every round missed ie registering for round 11 will attract a 20% discount upon the Club Component of the Registration Fee. Note in all registrations the full Association Component must be paid
  • Refund for De-Registration – If a player deregisters prior to round 3 and has not played a game for the club, they are entitled to a full refund.
  • If a player deregisters after round three (3), the refund will be less the Association Fee, Club Membership Fee and 10% of the club component for every round completed prior to receipt of the de-registration request

Requests for deregistration will not be accepted after Round 9.

Refund for Injury – Caused De-Registration – There will be no refund in this instance as the player is deemed a full financial member and entitled to claim on insurance.

Withdrawal of Teams- Where a team withdraws after team nominations have been presented to the Association and fines incurred due to that withdrawal, any refund the club may deem appropriate to the team will include the fines deducted.

4.JUNIOR TEAMS – GRADING POLICY

Pendle Hill FC recognises that junior footballers (under 6 to under 18) have a variety of motives to play football and possess a differing level of talent and skill dependent on experience and general playing ability. As such Pendle Hill FC aims to place players in a Division and at a level that is appropriate to their skill level so as to ensure they get maximum enjoyment and development as a player and as an individual.

The grading process is as follows:

  • Grading is to be conducted by the Head Coach, Team Coaches and/or Club Representatives at a time agreed upon and advertised in a manner decided by the Club and Head Coach
  • All players wishing to play for Pendle Hill FC must have registered prior to any grading days or playing in any trial games organised or conducted by the Club
  • Team selection in each age group shall be made on the basis of the player’s ability as displayed at grading sessions and as known from the previous season’s player assessment reports
  • Player Assessment reports are to be completed at the conclusion of each season by all coaches of Junior Teams:
  • Coaches assess the player’s performance within their team against a range of predefined criteria
  • Coaches are to advise whether the grade the player is currently in, is appropriate for his or her level of skill and ability, or if they would benefit from playing in a different grade
  • Coaches should also indicate if they are seeking a coaching position for the following season
  • All completed assessment reports are to be forwarded to the Head Coach for use in the grading process the following year. All information is to be held in the strictest confidence
  • Players who have played with Pendle Hill FC in the previous season will be given priority over new players to the Club in determining team numbers and place availability. Any returning players not registered before first grading day forfeit this priority
  • Players wanting to play together with siblings, friends, relatives etc may be graded in a lower division to cater for the partnerships. There can be no guarantee that these partnerships can be catered for although every reasonable measure will be taken to ensure this can take place
  • Players unable to be placed in a team will be notified as soon as possible and given options of other Clubs in the immediate local area with player vacancies
  • The Head Coach can determine that no mandatory grading process is required for a particular age group when there are only enough players to form one team
  • There will be no discussion or appeals entered into, in regard to the selection of players into graded teams.

5.SENIORS

Senior Teams are responsible for forming their own teams. New players to the club, who are not part of an existing team, will be assisted by the Registrar in determining if space is available in any of the existing senior teams. Where playing field, and/or training space allows, new senior teams will be admitted to the club as a whole or formed through new player registrations.

Please note that where a new senior team, joins the club, they will be required to pay a bond of $250 when they receive their jerseys. This will be refunded on return of the complete undamaged kit at the end of the season.Note that each damaged or missing jersey will incur a $40 fee which will be deducted from the bond.

The above paragraph does not apply where the club assists individuals in forming a team.

6.MINI ROOS – UNDER 6 and UNDER 7

Pendle Hill Football Club holds in-house mini roos games for under 6 and under 7’s. In-house games are played every Saturday morning during the regular season ie the last game corresponds with the last round of competition for the older age groups whom have semi-finals.

These teams are formed following an informal grading session. The purpose of this grading session is to ensure, as far as possible, an equitable distribution of the stronger players thereby leading to closer, more enjoyablecompetitive games.

7.TIGER CUBS

Pendle Hill Football Club also conducts a Tiger Cubs program for 3-5 year olds. This program, which usually starts in week 3 of the regular season, runs for 15 weeks and is provided free of charge. The program runs on a Saturday and entry is open to all 3-5 years following completion of an indemnity form by their parents/guardians. This is required as the absence of a registration fee dictates that the players are not covered by the Football NSW Insurance Scheme.

8.COACHES

Persons wishing to coach a junior, including mini roos, team shall apply by submitting an application form to the nominated member of the Committee. Such applications can be submitted at any point from the Annual General Meeting through to the start of the following season. Note – late applications will only be accepted where vacancies exist.

Decisions re junior coaching appointments will be made by the Head Coach, in consultation with the President, either prior to grading or as soon as practicable thereafter. Coaches under the age of 18 coaching a junior team must have in attendance at all times an Adult Assistant Coach and/or Adult Manager.

For senior teams the appointment of a coach is the direct responsibility of the team themselves.

All appointed coaches, both Junior and Senior, will be required to have applied for a NSW Working With Children Check and have received a Clearance Number which will be confirmed by Pendle Hill Football Club online.

Coaches shall abide by the club’s constitution, by-laws and the Associations ‘Code of Conduct for Coaches/Managers’ and shall carry out any directions or requests made by the Committee.

Coaches shall be required to attend all regular General Meetings and other meetings so called from time to time by the Committee.

All Junior Coaches shall submit a Player Assessment report on each player in their team at the end of the season. This is required to assist the following seasons grading process and will be kept in the strictest confidence.

9.MANAGERS

Persons wishing to manage a junior, including mini roos, team shall apply by submitting an application form to the nominated member of the Committee. Such applications can be submitted at any point from the Annual General Meeting through to the start of the following season. Note – late applications will only be accepted where vacancies exist.

Decisions re junior manager appointments will be made by the Head Coach, in consultation with the President, either prior to grading or as soon as practicable thereafter.

For senior teams the appointment of a manager is the direct responsibility of the team themselves.

All appointed managers, both Junior and Senior, will be required to have applied for a NSW Working With Children Check and have received a Clearance Number which will be confirmed by Pendle Hill Football Club online.

Managers shall abide by the club’s constitution, by-laws and the Associations ‘Code of Conduct for Coaches/Managers’ and shall carry out any directions or requests made by the Committee.

Managers shall be required to attend all regular General Meetings and other meetings so called from time to time by the Committee.

10.COACHES AND MANAGERS MEETINGS

There will be a coaches and managers meeting on the first Monday of each month during the regular football season.(subject to change by the President)Where this night is a public holiday the meeting shall be one week later. Additional meetings will be held in other months as determined by the committee. At least one (1) representative from each team must be in attendance.

11.USE, CONTROL & MAINTENANCE OF CLUB EQUIPMENT

An‘Equipment Register’ of all club equipment is to be established and maintained, recording:

  • type of equipment (description)
  • equipment details (model, etc.)
  • quantity
  • current condition

The Equipment Register shall be updated by an annual stock take to be completed after each season and prior to the Annual General Meeting. This will be compared with the previous stock take and all discrepancies will be reported at theAnnual General Meeting

All equipment shall be securely stored in the appropriate location (i.e., canteen, off site storage, change rooms, etc).

The Equipment Officer, Canteen Manager and Grounds Officer are responsible for completing the above tasks. The equipment to be recorded includes:

  • Soccer equipmentegsoccer shirts, bibs, balls, cones, equipment bags
  • Canteen equipment egall canteen equipment plus barbeque equipmentetc
  • Grounds equipment egnets, corner flags, benches, signs, ground marking equipment, goalsetc

12.CLUB STRIP

The Club strips remain the property of the Club at all times. Given the cost to replace, all Coaches and Managers are to be reminded of their responsibility to ensure appropriate care is taken.

Each kit is to be signed out by a coach or manager in good condition and must be returned to the club in comparable condition at seasons end. Shirts must only be worn during, immediately before and immediately after games.

13.PERPETUAL TROPHIES

Each year the club presents a number of trophies at the end of the year at the Junior or Senior Presentation Days (to whichever they apply). Nominations for these awards must be in writing and include the reason(s) for the nomination. Nominations can be for more than one award. These must be returned to the canteen, handed to a Committee Member by the date specified each year.

The Committee will select a sub-committee of 3-5 members (at least one of whom must be an executive committee member) to determine the award winners. In determining the award recipients, in addition to the written nomination/s the sub-committee can:

  • Interview the Nominator
  • Interview parents, players, coach, or manager as appropriate
  • Watch the player in game or training situations

The decisions of the Sub-Committee shall be deemed final.

If there are no nominations for an award that award will not be given. It is also at the Committee’s discretion if an award is to be presented – irrespective of nominations received.

All Perpetual Trophies are to be returned by Round 15 of the next year’s competition, or earlier if the recipient prefers.

Name / Assessment / Decision
Clubperson of the year / Anyone other than the Committee who have significantly contributed to the club / Perpetual Trophy Sub-Committee
Coach of the Year / Based on both results and player satisfaction/improvement / Perpetual Trophy Sub-Committee
Manager of the Year / Outstanding organisational and support skills / Perpetual Trophy Sub-Committee
Life Membership / Outstanding contribution to the club over many years / Annual General Meeting in accordance with Rule 5 of the Constitution
Note- maximum 2 per year and Committee may reject prior to vote by AGM
Junior Female Sportsperson / Based on both performance and contribution to their team and club / Perpetual Trophy Sub-Committee
Junior Male Sportsperson / Based on both performance and contribution to their team and club / Perpetual Trophy Sub-Committee
Junior Female
Goalkeeper / Best Junior Female Goalkeeper / Perpetual Trophy Sub-Committee
Junior Male
Goalkeeper / Best Junior Male Goalkeeper / Perpetual Trophy Sub-Committee
Senior Female Sportsperson / Based on both performance and contribution to their team and club / Perpetual Trophy Sub-Committee
Senior Male Sportsperson / Based on both performance and contribution to their team and club / Perpetual Trophy Sub-Committee
Senior Female
Goalkeeper / Best Senior FemaleGoalkeeper / Perpetual Trophy Sub-Committee
SeniorMale
Goalkeeper / Best Senior Male Goalkeeper / Perpetual Trophy Sub-Committee
President’s Encouragement Award / Awarded to the team who, in the opinion of the President, deserves encouragement for their commitment / PHFC President
Most Successful Junior Team / Awarded to the ‘competition’ Junior Team with the best result at the end of the season / Perpetual Trophy Sub-Committee
Most Successful Senior Team / Awarded to the Senior Team with the best result at the end of the season / Perpetual Trophy Sub-Committee

14.PRESENTATION DAY / NIGHT

Pendle Hill Football Club has two presentation events:

  • Juniors – Under 6 to Under 18’s
  • Seniors – over under 18’s

The Junior presentation is held at Binalong on a Sunday – usually in September. At this presentation players, coaches and managers will receive either a trophy or a medallion.

The senior presentation is held on a Friday or Saturday night – usually at the Toongabbie Sports and Bowling Club in September. At this presentation players, coaches and managers will receive either a trophy or a medallion.

Note – Where a team would prefer to use the cost of trophies towards a different memento this can be negotiated with the President with any additional costs to be met by the team concerned.

Awards to be presented are as follows:

  • Perpetual Awards
  • Individual Consecutive Service Awards
  • Team Awards

Perpetual Awards – Perpetual Awards will be presented at the appropriate presentation, potentially presented twice, in accordance with section 13 of the By-Laws

Individual Consecutive Service Awards- will be presented as follows:

  • 5 Years ServicePatch
  • 10 Years ServicePlaque
  • 15 Years ServiceJacket
  • 20 Years ServicePewter Mug or Glass Memento
  • 25 Years ServiceCrystal Decanter
  • 30 Years ServiceAs negotiated to value of $100
  • Additional 5 yearsAs negotiated to value of $100

Note – All Service was reconciled in recent years due to complex calculations and all service records as at end of 2016 are considered consecutive. From 2017 onwards any breaks in service reset an individual’s record to start from zero. Note – Breaks in service may be considered at the discretion of the Committee