1.  NAME
The name of the organization shall be St. Marys Greensborough Junior Football Club Incorporated, hereafter called the Club.

2.  CLUB COLOURS
The colours of the Club shall be Black, Teal and White.

3.  OBJECTS
The Objects of the Club shall be:

(a) To organize and administer the Football Service within the Greensborough and surrounding areas.
(b) To promote, advance, cultivate and foster the Australian game of Football.
(c) To help the boys/girls develop character.
(d) To create and develop sporting interest in the area.
(e) To abide by the rules and constitution of any affiliated body this Club shall join.

4.  MEMBERSHIP
Membership shall be open to all persons willing to abide by Clause (3) of the Constitution of the Club, on the basis that they are financial. The date of membership can be changed as required to comply with the Rules and Constitution of the affiliated body this Club shall join.

 

5. REGISTER OF MEMBERS

The Secretary must keep and maintain a register of members containing –
a. The name and address of each member; and
b. The date on which each members’ name was entered into the register
c. The register is available for inspection free of charge by any member upon request.
A member may make a copy of the entries in the register

 

 ANNUAL GENERAL MEETING

The Annual General Meeting shall be held not later than the last day in October each year for the purpose of election of Office Bearers and Club Officials.

Notice of the Annual General Meeting shall be given in writing to all members by the Secretary, not less than (2) two weeks before the date of the meeting.

Only financial members, including Life Members, shall be entitled to vote at an Annual General Meeting.

The quorum for an Annual General Meeting shall be (22) twenty-two members.

6.  NOTICE OF GENERAL MEETINGS

  1. The Secretary of The Club, at least 14 days, or if a special resolution has been proposed at least 21 days, before the date fixed for holding a general meeting of The Club, must cause to be sent to each member of The Club, a notice stating the place, date and time of the meeting and the nature of the business to be conducted at the meeting
  2.  Notice may be sent –
    a.  By prepaid post to the address on the register of the members; or
    b.   If the members requests, by facsimile transmission or by electronic transmission.
  3. No business other than that set out in the notice convening the meeting may be conducted at the meeting
  4. A member intending to bring any business before a meeting may notify in writing, or by electronic transmission, the Secretary of that business, who must include that business in the notice calling the next general meeting.
  5.  The quorum for a general meeting is (7) members

7.  EXTRAORDINARY GENERAL MEETING
An Extraordinary General Meeting of the Club may be convened by the Committee at any time.

8.  SPECIAL GENERAL FOOTBALL MEETINGS
The Executive Committee shall have the power to call Special General Football Meetings whenever they have any matter under consideration upon which it may be deemed necessary or desirable to obtain the opinion of the general body of members.

a.  Agenda of Meetings
b.  Apologies
c.  Minutes of Previous Meeting
d.  Correspondence
e.  Reports
f.   General Business
g.  Closing of Meeting

10.  COMMITTEE MEETINGS

The Committee shall meet monthly, commencing from the date of the Annual Meeting, to the completion of the football season and then as required until the following Annual General Meeting.

Proxy
1.  Each member is entitled to appoint another member as a proxy by notice given to the Secretary no later 24 hours before the time of the meeting in respect of which the proxy is appointed.
2.  The notice appointing the proxy must be –
a.  In the form set out in Appendix 1; or
b.  In any other case, in the form set out in Appendix 2.

 

11.  REGISTRATION
All players in each team shall be registered in accordance with the requirements of the affiliated controlling bodies.

FUNDS

The funds of The Club shall be derived from entrance fees, annual subscriptions, donations and such other sources as the committee determines.
Custody and inspection of books and records except as otherwise provided in these rules, the Secretary must keep in his or her custody or under his or her control all books, documents and securities of The Club.
All accounts, books, securities and any other relevant documents of The Club must be available for inspection free of charge by any member upon request.

OFFICE BEARERS
The Office Bearers of the Club elected at the Annual General Meeting shall be:

President,
Past President,
Vice Presidents (3), Property, Sponsorship Social,
Secretary,
Treasurer,
Registration and Records Officer,
League Delegate,
Football Manager,
Publications Officer
One ordinary member

Nomination for Office Bearers – To be effected at the Annual General Meeting, provided the Nominee is in attendance, or has indicated in writing his willingness to accept the position.

Where there is only one valid nomination for any post of office bearer, the member so nominated shall, at the Annual General Meeting, be declared elected to that post.

Where there is more than one valid nomination for any post of office bearer, the member who at the election at the Annual General Meeting, receives the greatest number of votes, shall be declared elected to that post.

Provided that where the greatest number of votes is shared by two or more members, the election shall decided by casting of lost in a manner determined by the President. Voting shall be by ballot.

14. PRESIDENT
The President of the Club shall preside at all meetings of the Club, and shall be an ex-officio member and Chairman of all committees appointed by the Club. The president, if present, shall take the chair. In the absence of the President, one of the Vice-Presidents shall be nominated to take the chair, and if neither the President nor any Vic-Presidents be present or unwilling to act, the meeting shall elect its own Chairman. In any case, the Chairman shall have a deliberative and casting vote.

15.SECRETARY
The Secretary shall carry out all the directions given him at the meetings of this Club and keep all necessary Minutes and Records. He shall be ex-officio member of all Committees and shall report their proceedings to the next meeting of the Club. He shall attend to all correspondence and file same and present to the Annual Meeting, a written report of the activities of the Club in the preceding year.

16. TREASURER
The duties of the Treasurer shall be to keep all proper books of account, shall receive all monies and bank same at an early date in a cheque account on a bank names by this Club. Submit to Executive Meetings, a statement of finance and pay accounts as directed by Executive Committee. He shall prepare and cause to be audited, and Annual Financial Statement, setting out receipts and expenditure in reasonable detail, together with an Assets and Liabilities statement of the Club. Prepared on an accrual basis.

Books shall be made available for auditing to an external auditor prior to the Club’s Annual General Meeting.

Cheques drawn on the account of the Club shall be signed by two of the following:
President, Treasurer or Secretary. Two signatures are required.

17. REGISTRATION AND RECORDS OFFICER
She/he shall be responsible for the enrolling of new players and the handling of all permits and clearances, and shall be responsible for the lodging of such registrations, permits and clearances wit the affiliated controlling bodies.

18. LEAGUE DELEGATE

The Delegate shall represent the Club at all meetings of the Leagues and submit reports to the Committees.

19. CATEGORIES OF MEMBERSHIP

Ordinary Members – all persons above the age of 18 and who do not qualify as playing members, and are financial, in that they have paid a fee set by the committee.

Playing Members – persons who are eligible to participate in football matches organised by the league with which the Club is affiliated, and are registered as players only. A Playing Member shall not be entitled to vote at a meeting or to hold office.

Honorary members – distinguished citizens on whom the General Committee confers honorary membership and such honorary membership shall be for such a period of time as the Committee in its discretion determined. An Honorary Member shall not be entitled to vote at a meeting or to hold office.

Life Member
(1) Any member of the Club who renders a minimum of (5) five years service, shall be eligible for nomination as a Life Member.

(2) Nominations of Life Member to be passed by a three-fourths of Committee present when the nomination is being considered.

20. GENERAL COMMITTEE

The General Committee shall consist of all the Office Bearers of the Club.

The General Committee Meeting of the Club shall be held on the last Tuesday of each month, or such other nights or night as arranged, and commence at an arranged time (8.00pm).

Members of Committee are required to attend meetings regularly.

In the case of an equal decision, the Chairman shall have the casting vote.

The quorum for a General Committee Meeting shall be (7) seven.

Voting shall be by the show of hands, unless two members demand a ballot.

The Secretary shall keep a true and correct minutes of all meetings of the Club.

21. SUB-COMMITTEES

Each Sub-Committee shall consist of :-
(i) A Chairman, who shall be appointed by the General Committee from members of the Committee, and

(ii) At least (2) two other members nominated by the Chairman and approved by the General Committee.

A Sub-Committee shall meet whenever the Chairman deems such meeting necessary.

A written record of all business carried out at such meetings shall be maintained and a written report submitted at the next General Committee Meeting.

The quorum for a Sub-Committee Meeting shall be (2) two.

The General Committee shall have the power to approve or veto any proposal of a Sub-Committee and to lay down policy for or direct such Sub-Committee.

22. EXECUTIVE COMMITTEE

The Executive Committee shall consist of the President, Secretary, Treasurer, Registration and Records Secretary and League Delegate. At all Executive Committee Meetings, (4) four members of the Executive shall form a quorum.
(AGM 2004 added 1. Football Mgr 2. Past President 3. Sponsorship).

The duties of the Executive Committee shall be:
(1) To carry on any business of the Club which may require attention between meetings.
(2) To prepare and present to the Annual Meeting, the Annual Report for the previous season.

 

23. MATTERS GENERALLY AFFECTING OFFICE-BEARERS AND COMMITTEES
Where any casual vacancy occurs through the death, resignation, removal or suspension of an Office Bearer, or a member of the Committee, or Sub-Committee, the President, with the approval of the General Committee, may appoint a member to fill such a vacancy for such period as he deems necessary, not being a period extending later than the date of the next Annual General Meeting.

The General Committee and every Sub-Committee shall have the power to co-opt any person to give advice or assistance on any matter.

Subject to this Constitution, the General Committee and every Sub-Committee shall have the power to regulate its own business.

No new business shall be introduced (2) two hours after the commencement of any meeting.

24. SUBSCRIPTIONS
The Annual Membership Subscription shall be determined by the committee.
Ordinary Member – as per (1) above.
Playing Member – as per (1) above.
Life Member – Nil.

25. PAYMENT OF SUBSCRIPTIONS
Subscriptions shall be payable by the 31st July each year. The Treasurer shall issue a receipt or membership ticket as evident of membership.  After the season commences, subscriptions may be refunded up to 50% at the discretion of the Executive Committee up until Round 3.  No subscriptions will be refunded after the completion of Round 4.

26. INSURANCE
The Club will not accept responsibility for ant accident or injuries received by any person whilst engaged in activities with this Club.

The Club will arrange all other Insurances as deemed necessary by the Committee to cover contingencies and liabilities as deemed consistent with carious functions.

27. REPRESENTATIVE TEAMS
The General Committee may enter teams in Competitive sport constituting playing members of the Club.

28. SELECTION COMMITTEES
Selection Committees shall consist of Coaches, Assistance Coaches, Team Manager and other members appointed by the Committee and as deemed necessary by such Committee.

29. AMENDMENTS
No clause in this Constitution or the accompanying By-Laws shall be amended unless:

Notice has been given not less than (21) twenty-one day before the Annual General Meeting of the proposed Amendment; and

The amendment is carried at the Annual General Meeting by a majority of not less than three-fourths of the members present and voting at that meeting.

Publication of the proposed amendment in ant bulletin or magazine normally distributed to members shall, for the purposes of this clause, be deemed to be sufficient notice given to all members.

Notice of intention to move an amendment at an Annual General Meeting shall be in the hands of the Secretary in writing (4) weeks before such Annual General Meeting.

30. TROPHIES
The Club Trophies for each team shall be as follows:

Best and Fairest
2nd Best and Fairest
3rd Best and Fairest
Coaches Award (Coaches Choice)

Gerry O’Harra / Bernie Girolami Medal

The Gerry O’Harra and Bernie Girolami medals are the highest honours bestowed on top age players at St Marys GJFC. The winners of the medals will be determined by the Age Group Manager(s) and Coache(s) of Colts and Youth Girls in consultation with the Head of Football for a player that best represents the virtues of the club.

31. CONDUCT ON THE FIELD
Any player or players disobeying the orders of the Umpire or Coach while on the field, or using abusive or bad language, shall be dealt with as the Committee may determine. This includes all coaches and members of St. Mary’s Greensborough Junior Football Club.

32. DISCIPLINE, SUSPENSION AND EXPULSION OF MEMBERS
Discipline, suspension and expulsion of members
Subject to these rules, if the committee is of the opinion that a member has refused or neglected to comply with these rules, or has been guilty of conduct unbecoming a member or prejudicial to the interests of The Club, the committee may seek resolution by –
Suspend that member from membership of The Club for a specified period; or
Expel the member from The Club
A resolution of the committee under subrule (1) does not take effect unless –
At a meeting held in accordance with subrule (3), the committee confirms the resolution; and
If the member exercises a right of appeal to The Club under this rule, The Club confirms the resolution in accordance with this rule.
A meeting of the committee to confirm or revoke a resolution passed under subrule (1) must not be held earlier than 14 days, and not later than 28 days, after notice has been given to the member in accordance with subrule (4)
For the purposes of giving notice in accordance with subrule (3), the Secretary must, as soon as practicable, cause to be given to the member a written notice –
Setting out the resolution of the committee and the grounds on which t is based; and
Stating that the member, or his or her representative, may address the committee at a meeting to be held not earlier than 14 days and not later than 28 after the notice has been given to that member; and
Stating the date, place and time of that meeting; and
Informing the member that he or she may do one or both of the following –
Attend the meeting;
Give to the committee before the date of that meeting a written statement seeking the revocation of the resolution; and informing the member that, if at that meeting, the committee confirms the resolution, he or she may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to The Club in general meeting against the resolution.
At a meeting of the committee to confirm or revoke a resolution passed under subrule (1), the committee must –
Give the member, or his or her representative, an opportunity to be heard; and
Give due consideration to any written statement submitted by the member; and
Determine by resolution whether to confirm or to revoke the resolution.
If at the meeting of the committee, the committee confirms the resolution, the member may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to The Club in general meeting against the resolution
If the Secretary receives a notice under subrule (6), he or she must notify the committee and the committee must convene a general meeting of The Club to be held within 21 days after the date on which the secretary received the notice.
At a general meeting of The Club convened under subrule(7) –
No business other than the question of the appeal may be conducted; and
The committee may place before the meeting details of the grounds for the resolution and the reasons for the passing of the resolution; and
The member, or his or her representative, must be given an opportunity to be heard; and
The members present must vote by secret ballot on the question whether the resolution should be confirmed or revoked.
A resolution is confirmed if, at the general meeting, not less than two- thirds of the members vote in person, or by proxy, in favour of the resolution. In any other case, the resolution is revoked.

33. Disputed and mediation
The grievance procedure set out in this rules applies to disputes under these rules between –
A member and another member; or
A member and The Club
The parties to the dispute must meet and discuss the matter in dispute, and if possible resolve the dispute within 14 days after the dispute comes to the attention of all the parties.
If the parties are unable to resolve the dispute at the meeting, or if a party fails to attend that meeting, then the parties must, within 10 days, hold a meeting in the presence of a mediator.
The mediator must be –
A person chosen by agreement between the parties; or
In the absence of an agreement –
In the case of a dispute between a member and another member, a person appointed by the committee of The Club; or
In the case of a dispute between a member and The Club, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice)
A member of The Club can be a mediator
The mediator cannot be a member who is a party to the dispute
The parties to the dispute must, in good faith, attempt to settle the dispute by mediation
The mediator, in conducting the mediation, must –
Give the parties to the mediation process every opportunity to be heard; and
Allow due consideration by all parties of any written statement submitted by any party; and
Ensure that natural justice is accorded to the parties to the dispute throughout the mediation process
The mediator must not determine the dispute
If the mediation process does not result in the dispute being resolved, the parties may seek to resolve the dispute in accordance with the Act of otherwise at law.

34. BY-LAWS
The General Committee may make such By-Laws as it considers necessary or expedient to enable the carrying out of the objects and aims of the Club.

35. INTERPRETATION OF CLAUSES –

The Committee shall have the power to interpret any rule or rules and to determine any matter on which the rules are silent, and any such interpretation or determination shall be final and binding on the members.

36. DISSOLUTION –

The Club shall not be dissolved or its name changed without the consent of ¾ majority of all financial members.

In the event of this happening, it net assets will not be distributed to members but will be distributed to
A fund with objectives similar to those of the club or association; or
A fund which has a philanthropic or benevolent purpose, includingthe promotion of art, culture, science, religion, education or charity, and including the benefiting of a fund certified to be a patriotic fund under section 24 of the Patriotic Funds Act 1958 or the fund or part of the fund of the Australian Red Cross Society; or
A community or charitable organisation
(changed at Special General Meeting – Tuesday 14 June 2011)

BY-LAWS

The players must be Financial Members and registered with St. Mary’s Greensborough Junior Football Club.

St. Mary’s Greensborough Junior Football Club Executive Committee has the right to enforce penalties on any official player or member of the Club for misbehaviour on or off the playing area.

The coach of each team will be responsible for the appointments of officials to his or her team, and will be responsible for the conduct and appearance of his/her team.

Each team shall have:
1 TEAM MANAGER
1 BOUNDARY UMPIRE WITH WHITE TOP
1 TRAINER
1 GOAL UMPIRE
1 INTERCHANGE STEWARD (AT HOME GAMES)
1 TIME KEEPER
1 RUNNER

Team officials will ensure that all footballs and associated equipment is returned and locked away safely after training and that clubrooms are left tide.

All jumpers (unless purchased privately), are the property of the Club and will be returned after each match, or by arrangement with the Team Manager.

All keys to the clubrooms will be returned to the Secretary after the final matches.

MATCH FOOTBALLS will be locked away in the canteen after the opposition has selected the ball for the game, the other ball will be returned to the canteen.

Any damage to the interior of the clubrooms (due to foolish behaviour), will be repaired or paid for by the offenders.

Officials of each team will receive a list of fins imposed by the D.D.J.F.L. Officials are to ensure that they are familiar with the list to avoid the Club being fines.

Coaches and Team Managers will inform parents of players that the Club is not responsible for any medical account and that they should be covered by a medical benefit.

Boys shall not play out of their age group unless parental permission is obtained.

No alcohol will be consumed until all games have been played, any player or official seen consuming any alcoholic beverage during matches will be dealt with by the Executive Committee.

Votes of each teams’ fairest and best will be pout into an envelope and sealed after each game and handed to the Football Manager at the completion of each round of home and away games.

We progressively extend our even team policy so that by 1995 it will apply in each age group from Under 10 to 15 inclusive. Teams are to be reviewed and re-selected each year to ensure there is an appropriate balance.

The first side, in age groups, will not have interchange players, during the home and away season, until the second side has its complement of 18 players.

In age groups with even teams, players may be rotated or transferred between teams by agreement between respective coaches if they believe it appropriate or to ensure teams are competitive.

From Under 14 upwards, we retain the traditional firsts and seconds team structure for age groups with two teams. The Club’s Rotation Policy and Guidelines are to operate where there are two teams.

All players selected in a team are to spend at least half of the game in the playing eighteen during the season. Where possible, all players receive a fair portion of playing time in both halves. In teams where we have more than the required number of players, Coaches will set up a roster system to ensure all players are proved with the same opportunity to represent the Club.

All coaching positions will be decided, where possible, before the AGM of that year.

 

APPENDIX 1
FORM OF APPOINTMENT OF PROXY FOR MEETING OF ASSOCIATION CONVENED

 

I, ………………………………………………………………………………………………………
(NAME)

Of……………………………………………………………………………………………………..
(ADDRESS)

Being a member of………………………………………………………………………………….
(NAME OF INCORPORATED ASSOCIATION)

Appoint………………………………………………………………………………………………..
(NAME OF PROXY HOLDER)

Of……………………………………………………………………………………………………….(ADDRESS OF PROXY HOLDER)

Being a member of that Incorporated Association, as my proxy to vote on my behalf at the appeal to the general meeting of the Association convened to be held on –

 

………………………………………………………………………………………………………..
(DATE OF MEETING)

And at any adjournment of that meeting.

I authorize my proxy to vote on my behalf at their discretion in respect of the following resolution

………………………………………………………………………………………………………..
(INSERT DETAILS OF RESOLUTION PASSED)

Signed…………………………………………………………

Dated…………………………………………………………..

 

 

 

APPENDIX 2
FORM OF APPOINTMENT OF PROXY

 

I, ………………………………………………………………………………………………………
(NAME)

Of……………………………………………………………………………………………………..
(ADDRESS)

Being a member of………………………………………………………………………………….
(NAME OF INCORPORATED ASSOCIATION)

Appoint………………………………………………………………………………………………..
(NAME OF PROXY HOLDER)

Of……………………………………………………………………………………………………….(ADDRESS OF PROXY HOLDER)

Being a member of that Incorporated Association, as my proxy to vote on my behalf at the annual/special general meeting of the Association to be held on –

 

 

………………………………………………………………………………………………………..
(DATE OF MEETING)

And at any adjournment of that meeting.

My proxy is authorised to vote in favour of/against the following resolution

………………………………………………………………………………………………………..
(INSERT DETAILS OF RESOLUTION PASSED)

Signed…………………………………………………………

Dated…………………………………………………………..