Club Constitution  

1. Name 

The Club shall be known as East Kilbride Youth Club. 

2. Objective 

To promote and develop Amateur Association Football for children and young adults aged 4 to 19 years. 

3. Affiliations 

The Club’s teams may be affiliated to—though not limited to—the following associations. Affiliations will be determined by league registrations approved on a seasonal basis or as required by individual leagues. 

  • LANARKSHIRE FOOTBALL DEVELOPMENT ASSOCIATION  
  • GLASGOW AND DISTRICT YOUTH FOOTBALL LEAGUE 
  • EAST RENFREWSHIRE SOCCER DEVELOPMENT ASSOCIATION 
  • CENTRAL LANARKSHIRE YOUTH FOOTBALL ASSOCIATIONS 
  • PAISLEY & JOHNSTONE DISTRICT YOUTH FOOTBALL LEAGUE 
  • CENTRAL SCOTLAND YOUTH DEVELOPMENT LEAGUE 
  • SCOTTISH WOMEN’S FOOTBALL ASSOCATION (Club ID 40852) 
  • SCOTTISH YOUTH FOOTBALL ASSOCIATION (Club ID 7618) 

4. Office Bearers and Committee of Management 

4.1 Executive Committee 

The Executive Committee shall consist of: 

  • President 
  • Vice President 
  • Secretary 
  • Treasurer 

These positions are non‑PVG roles, unless an Executive Committee member is also a named official within the SYFA Club ID 7618 registration for a specific age group. 

4.2 Responsibilities 

The Executive Committee shall: 

  • Oversee the general organisation and funding of the Club 
  • Advise the full Committee on matters requiring policy decisions 
  • Ensure effective governance across all age groups 

4.3 Club Management 

Management of the Club shall be vested in: 

  • The Office Bearers 
  • Appropriate representation from each team 

4.4 Appointment and Tenure 

  • Executive Committee members shall be appointed annually at the AGM. 
  • Each shall serve a one‑year term and be eligible for re‑election. 
  • The Committee shall elect the Office Bearers annually. 

4.5 Meetings 

  • Committee meetings shall be held bi‑monthly, or more frequently if required. 
  • Any casual vacancy shall be filled by the Committee. 

5. Team Officials 

To ensure the highest standards of safety and development, all Team Officials with player contact must: 

  • Complete a PVG application 
  • Undertake all required training, including: 
  • Coaching qualifications 
  • Child Wellbeing & Protection training 
  • First Aid training 
  • Any additional training required for safe Club operation 

All Officials shall conduct themselves in a professional, respectful, and responsible manner at all times, in full accordance with the Club’s Code of Conduct and this Constitution 

6. Team Players 

All players shall conduct themselves in a proper, respectful, and sporting manner on and off the field, in full accordance with the Club’s Code of Conduct. Team Officials are responsible for promoting, modelling, and ensuring this standard of behaviour at all times. 

7. Meetings 

  • Meetings shall be held bi‑monthly or as required. 
  • Each age group must send a representative or nominate an appropriate substitute. 
  • Meeting venues shall be advised ad hoc. 

Chairing 

  • The President shall chair all meetings. 
  • In their absence, the Vice President or Secretary shall chair. 
  • If none are present, a nominated Committee Member shall chair. 

Quorum 

A quorum shall consist of six (6) members. 

8. Finance 

8.1 Treasurer 

The Treasurer shall: 

  • Manage all Club finances 
  • Present an Income & Expenditure Statement at each meeting 
  • Ensure all expenditure is approved by the Committee 
  • Ensure all cheques carry an authorised signature 

Authorised signatories: 

  • President 
  • Treasurer 

The Committee shall set monthly player fees. 

8.2 Team Contributions 

For all teams at the club parents shall pay monthly fees direct into the age group team account. 

  • For teams 2011 and older the team shall make an agreed monthly payment into the central club account. 
  • For teams 2012 and younger the full amount of parental monthly payments due is transferred to the club central account by the 5th day of each month. 

It is the responsibility of each age group team to pursue outstanding parental monthly payments. 

8.3 Team Bank Accounts 

Each age group shall maintain a Team bank account to manage: 

  • All incoming payments  
  • Outgoing expenses such as training lets 

Each account shall maintain a float sufficient for monthly expenditure. 

8.4 Monthly Reporting 

Teams must submit a monthly statement to the Treasurer showing: 

Reimbursement of Team expenditure will be made upon receipt of this statement. 

8.5 Expenditure Controls 

  • Expenditure over £100 requires prior Committee approval. 
  • Teams may retain additional income raised independently; these funds are ring‑fenced. 
  • Requests for one‑off large items may be submitted to the Committee. 

9. Constitutional Amendments 

  • Amendments may only be made at the AGM or a Special Meeting convened for that purpose. 
  • Proposed changes must be submitted to the Secretary 14 days in advance. 
  • Amendments require: 
  • Three‑quarters of those present and eligible to vote 
  • A two‑thirds majority of all members to carry the motion 

10. Team / Player Fees 

Existing Teams 

  • Monthly player fees are £30 per calendar month, reviewed annually. 
  • For all teams at the club parents shall pay monthly fees direct into the age group team account. 

New Teams 

  • All new teams shall pay fees directly into the Central Club Account until a team treasurer is appointed and a team bank account opened then normal rules apply. 

Accountability 

All Team accounts must maintain clear, accountable expenditure records. 

Sibling Discounts 

  • Second child: £20 per month 
  • Additional siblings: £20 per month 

11. Annual General Meeting (AGM) 

The AGM shall be held on or before the last Sunday in November. 

Order of Business 

  • Previous minutes 
  • Secretary’s Annual Report 
  • Treasurer’s Annual Report 
  • Constitutional Amendments 
  • Election of Honorary President 
  • Election of Office Bearers 
  • Election of Life Members 
  • Any other competent business 

12. Equipment 

  • All teams must maintain an equipment inventory for presentation at the AGM. 
  • Equipment shall be allocated to maximise benefit to the Club and its teams. 
  • All equipment—whether purchased through sponsorship or Club funds—remains property of East Kilbride Youth Club. 
  • Teams leaving the Club must return all equipment. 

13. Disciplinary 

  • All officials must comply with the Constitution. 
  • Failure to do so may result in appearance before the Executive Committee. 
  • The Executive Committee may impose disciplinary measures, including exclusion from the Club. 

14. General 

  • Any Team Secretary, Coach, or First Aider wishing to step down must first inform the Executive Committee and provide a full update on the team’s status. 
  • This ensures continuity for players, officials, and league commitments. 
  • All Club Officials must read the Constitution and acknowledge their understanding as part of their SYFA registration. 

This Policy is dated May 2026.  Next Review May 2027 

Signed:  

Dennis Byrne  John Costello Alex Lawernce Allan Coupar 
Club President  Club Vice President  Club Treasurer  Club Secretary