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Index:

• Hatch Warren AFC Rules
• Hatch Warren Child Protection Policy

Details below are documents relating to Hatch Warren AFC. If you would like to download these you may do so by clicking on the relevant link. Please note the documents are in PDF format you you will need a suitable reader to view them. This can be downloaded by clicking the 'Get ADOBE Reader' link below.

PDF Version

1. The club shall be called Hatch Warren Association Football Club (HWAFC) and shall be affiliated to the Hampshire County Football Association. The club will run a number of sides; these sides will enter the Peter Houseman Youth Football League and the Testway Youth Football League.
2. HWAFC’s objective is to provide Association Football for it’s members and such social and recreative pursuits as may be deemed desirable by the committee.
3. The officers shall consist of the Club Chairman, Club Secretary, Club Treasurer and the Vice Chairman.  Elections will take place every second year, commencing 2007 unless a post becomes vacant.
4. The club shall be controlled by the General Committee, comprising the Officers, a Managers Representative from each team, and a Parental Representative from each team, who shall be elected or re-elected at the Annual General Meeting. Elections will take place every second year, commencing 2007 unless a post was not filled or becomes vacant. The General Committee shall meet every other month, commencing August of each year. The proceedings at these meetings shall be duly recorded in a minute book. At the meetings of the General Committee, seven shall form a quorum. In the months that the General Committee do not meet, an Executive Committee comprising the Officers will meet to receive a financial update, assess expenditure requests, review the general running of the Club, propose training courses and discuss issues that will need to be presented to the General Committee.  The Executive Committee shall have the authority to sanction expenditure totaling a maximum £500 at each Executive Committee meeting and deal with day-to-day issues.  The proceedings at these meetings shall be duly recorded in a minute book. At the meetings of the Executive Committee, three shall form a quorum.
5. The property and/or assets of the Club shall be invested in the General Committee.  The General Committee shall have the power to appoint such sub-committees as may from time to time be deemed necessary and shall receive reports of such sub-committees at it’s meetings. The General Committee shall have the power to suspend or expel any member deemed guilty of conduct prejudicial to the good name of the Club. The General Committee shall have the power to declare a seat vacant should a member absent themselves from THREE consecutive meetings without an explanation deemed satisfactory.
6. Candidates for election shall be proposed and seconded by Club members. The Secretary shall keep a register of members of the Club. In the event of non-payment of weekly subscriptions, membership shall have been deemed to be terminated.  A member wishing to resign shall give notice, in writing, to the Secretary; such notice to be accompanied by payment of all Club dues to that date.
7. The Club fees are detailed below:

Membership Fee:

• £20.00 per member, per season between 1st May and January 31st, and
• £15.00 per member, per season between 1st February and 30th April.

Match Fees:

• Small sided:                £1.00 per match per member,
• Eleven-a-side:             £2.00 per match for members starting a match (£1.00 for those coming on as a substitute).

Tournament Fees:
These will differ depending upon the cost & numbers of players involved, therefore they will be advised separately.

Training Fees:
All members will pay a minimum of £1.00 per session.  The General Committee reserve the right to amend this figure to ensure that any facility charge incurred by a particular age group is covered to a minimum of 80% on a regular basis by that age group’s training fees.

All members shall receive a copy of the Club rules on joining.

8. The Annual General Meeting (AGM) shall be held not later than the 31st July in each year.  The secretary shall give TWENTY ONE clear days notice of such meetings to current members at the time of the letter being distributed.  The Financial Statements and Secretary’s report shall be received at the meeting, which will elect any vacant positions and in every second year commencing 2007, the Officers and General Committee by ballot and transact other business.
9. An Extraordinary General Meeting (EGM) may be convened by the General Committee when deemed desirable and also upon request of 51% of it’s members / members parents.  The secretary shall give SEVEN clear days notice to all members of such a meeting, at which 33% attendance shall form a quorum.
10. The General Committee shall cause proper books of accounts to be kept, which shall be audited yearly.  The Treasurer shall sign official receipts for all monies received.  The General Committee shall authorise cheques to be signed by at least two of it’s members. The club will be run on a non-profit making basis and in the event of cessation of the Club, all monies held shall be donated equally to the National Society for the Prevention of Cruelty to Children (NSPCC) and the Association of Spina-Bifida and Hydrocephalus (ASBAH).
11. At the beginning of each session, Team Managers will sign for and undertake to look after the Club equipment and advise the Club Secretary of any losses or damages to equipment. Should a Manager leave the Club, then the equipment shall be returned to the Secretary within seven days of their resignation.
12. If a member leaves prior to the Club’s Annual Player’s presentation, it is at the discretion of the General Committee as to whether they receive any awards.
13. No alteration to these Rules shall be made except at the Annual General Meeting or at an Extraordinary General Meeting convened for the purpose and only if supported by the majority of those present and voting at the meeting.
14. Notice of proposed alterations to these rules must be given in writing to the Secretary by 31st March in each year and notified to members on notice of meeting.
15. The General Committee, the decision of which shall be final and binding, shall deal with any matters not governed by the foregoing rules.

PDF Version

1. Hatch Warren Association 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.
   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.  Hatch Warren Association Football Club recognises that this is the responsibility of every adult involved in our club.
3. Hatch Warren Association 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.
4. We endorse and adopt The FA’s child protection and best practice guidelines for recruiting volunteers and will:
   • Develop a role profile
   • 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
   • Require an FA CRB Unit Enhanced Disclosure where appropriate in line with FA guidelines.
   All current Hatch Warren Association Football Club members with direct access to children and young people will 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 Hatch Warren Association 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 minimize the risk of ‘grooming’ within football.
5. Hatch Warren Association 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 Child Protection Manager on 0207 745 4771, by writing to The FA Case Manager at The Football Association, 25 Soho Square, London W1D 4FA or by going direct to the police, social services or the NSPCC.  Hatch Warren Association Football Club encourages everyone to know about it and utilise it if necessary.
6. Hatch Warren Association 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. The post holder will be involved with designated person’s 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 CFA CPO 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.
7. 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 CFA CPO.
8. Codes of conduct for players, parents or spectators, officials and coaches have been implemented by Hatch Warren Association 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 CFA in more serious circumstances. All prospective members will be informed of these codes.
9. Further advice on child protection matters can be obtained from:
   • The County Football Association’s Child Protection Officer, whose details can be found in the County Handbook
   • The Football Association/NSPCC Child Protection
   • 24-Hour Helpline 0808 800 5000
   • www.TheFA.com/Goal
   • The FA child protection team 0207 745 4649.