Name of Organisationxml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />
1.01 The name of the organisation shall be – SEDGEFIELD MAGS
Aims of the Organisation
2.01 To provide a forum for like minded supporters of Newcastle United Football Club to meet on a regular basis in a social setting.
2.02 Provide transport where possible and where required to all Newcastle United Football Club’s home LEAGUE games
2.03 Be a non-profit making organisation
2.04 Be non-discriminatory on the basis of race, sex, disability, sexuality or age.
2.05 Offer members the opportunities to join any fund raising objects set by the organisation.
Membership
Eligibility of Membership
3.01 Sedgefield Mags shall not decline the membership of any person as set out in point 2.04
3.02 Membership shall be open to all who support the aim of the organisation.
3.03 Membership shall be defined in 3 categories
3.04 An adult Member shall be aged between 16 years on the opening home game of the season and their 60th Birthday.
3.05 A Junior Member shall be aged under 16 years old on the opening home game of the season. Should their 16th birthday fall in during the season they will remain a Junior Member until the commencement of the season after.
3.06 A Senior Citizen shall be classed as anybody reaching their 60th birthday regardless of the stage in the season.
Who is a Member?
3.07 Membership shall commence when a valid application form and payment are accepted by the membership secretary or nominated person in his absence.
3.08 Should Sedgefield Mags appoint a person as an Associate member, this member will not have to make a subscription to the organisation and they will not be eligible to cast a vote when the need arises.
3.09 All memberships will be deemed as lapsed 1 minute after the closure of that seasons Annual General meeting.
3.10 The membership secretary may without reason decline an application until the next monthly meeting where the application will be brought before sitting committee members and discussed. Any refused applicant will be notified of the reasons behind their refusal in writing. The applicant may make one verbal appeal to the management committee, should the decision be upheld the applicant will not be allowed to make another application during the current subscription term.
Membership Fee
3.11 An agreed membership fee will be required from all persons requesting to become a member of Sedgefield Mags.
3.12 The Membership fee will be agreed and set at the Annual General Meeting that precedes the season the fee is due.
3.13 The membership fee is non-negotiable and is required in full.
3.14 The membership secretary will close membership on 31st December of each season
3.14 No memberships will be taken out after December 31st.
Ceasing to be a Member
3.15 Any member can at any point resign their membership without prior notice to the committee.
3.16 The management committee may terminate the membership of any individual. Should the individual wish to appeal the decision, the individual concerned shall be given written notification of a disciplinary meeting. There will be no less than 14 days between the posting of the letter and the hearing date. Failure of the individual to attend the disciplinary hearing will result in automatic termination of their membership.
3.17 Any person wishing to cease as a member will not be eligible for a refund of their membership fee.
3.18 In the event of a member dying during the season the organisation shall seek the family’s wishes as to the sending of flowers or a charitable donation in lieu of flowers.
Representation of the organisation
3.19 Sometimes the organisation will require members to attend official engagements on their behalf. Where the organisation requires members an appeal shall be made at the monthly meeting. Should there be insufficient members present who are willing or able to provide this service then the organisation shall draw names and ask those members drawn if they would wish to attend. This process will continue until the required amount of members needed have agreed. In the case of junior members, they will be drawn from a list compiled of junior members only.
All members are expected to behave in a professional and respectful manner at all times. Failure to do so could result in disciplinary action been taken by the management committee.
Officers and Committee
4.01 The organisation shall be run by officers voted for at the Annual General Meeting of the season prior. Any member may put themselves forward to be an officer and must be in attendance at the Annual General Meeting. The organisation will only accept written submission of interest from existing officers who are unable to attend the Annual General Meeting; these submissions must be with the secretary 5 working days prior to the Annual General Meeting. Failure to do so will mean that the organisation assumes that said member wishes not to be eligible for office for the forthcoming season. However exceptional circumstances will be taken into consideration. Officers shall take up their posts at the end of the Annual General Meeting.
4.02 Each officer shall be allowed to hold the post for 1 year only, with the exception of the chairman who will hold his post for 2 years.
4.03 All officers will be relieved of their duties, at the end of the Annual General Meeting, in which they were committee members.
4.04 All officers will automatically form the management committee.
4.05 In the event of an officer standing down during the season, it will be the duty of the management committee to elect a replacement until the Annual General Meeting. Any officer wishing to resign may do so verbally and their resignation shall be taken with immediate effect.
4.06 Should the organisation wish to appoint an Honorary Officer, this will be done at an ordinary meeting and then ratified at the next Annual General meeting. An Honorary Officer must firstly be a current member.
4.07 All officers shall be entitled to any re-imbursement from the organisation of expenses incurred while carrying out their duties. Officers shall also be entitled to receive an honoraria payment from the club in recognition to the work they carry out. This payment shall be set at the Annual General Meeting and all receiving officers shall receive payment from the treasurer at the next Annual General Meeting, subject to available funds being in the account. Should the funds be unavailable due to increased outgoings, the treasurer will have final and sole say on the payment date for honoraria. Honoraria payments are paid for the season gone and not in advance, commencing season 2008/2009.
4.08 Any officer has the power to call a management only committee meeting, where they will have the power to change any set payments, prices or act within the best interests of the club without the formalities of a normal meeting. Any action carried out in a management committee meeting must be relayed back to the next general meeting in both written and verbal form with explanations as to why a meeting was called and what actions were taken. A management committee meeting can take place with no less than three management committee members present, one of whom must either be the Chairman or the Secretary of the organisation.
4.09 The organisation shall provide the following officers. Any ordinary member is entitled to hold more than one position within the structure, but will be limited to one vote per member not one vote per office held.
4.10 Chairman – It will be the chairman’s responsibility to open and chair the ordinary meetings, Annual General Meetings and any Management Committee Meetings. The chairman shall act as the figure head of the organisation. The Chairman shall act as a signatory on the organisations bank account.
4.11 Treasurer – The treasurer will produce on a monthly basis a set of financial results for the organisation. He will be responsible for the payment of any bills the club incur and he is to ensure that all reimbursements and honoraria are paid to those eligible. The treasurer has the right to withhold payment as set out in point 4.07. The treasurer will produce an annual statement of accounts at the Annual General Meeting. Any member has the right to request an up to date statement from the treasurer, however he must be given 14 days written notification by the member. Should he be unable to produce a statement he must inform the management committee of his reasons before the 14 days.
4.12 Secretary – The secretary will be responsible for the taking of minutes at any meeting and be responsible for their distribution prior to the next meeting. The secretary will be responsible for any correspondence produced or received on behalf of the organisation. The secretary must maintain any records for up to 5 years after the date of any meeting.
4.13 Membership Secretary – It is the responsibility of the membership secretary to collect all subscriptions from members and to produce and update all records on members. The membership secretary will also produce a members list for those officers travelling on the bus, to ascertain who is and who is not a member.
4.14 Travel Organiser(s) – It is the responsibility of the travel organiser(s) to ensure that the travel provider has the correct up to date information surrounding the fixtures of Newcastle United and to ensure that should there be any changes to the fixture such as change of date or kick off time that they inform the travel provider as soon as possible. It is also the responsibility of the organiser(s) to ensure prompt payment for the bus hire to the provider. It shall be the organiser’s responsibility to enquire about the cost of coach hire at the end of each season for the following season. The organiser(s) will have the power to independently negotiate with travel providers to find the best deal for the organisation, without committing the organisation. The final decision on travel provider will be made at the Annual General Meeting or by the Management Committee should negotiations be on going at the time of the Annual General meeting.
4.15 Newsletter – It is the responsibility of the Newsletter officer to produce a monthly newsletter informing the members of any events or important information from within the organisation.
4.16 Floating – The floating officer is expected to provide support and cover to all other committee members without having a pre-determined role.
4.17 Website – The organisation has the use of a free website and it is up to the website officer to ensure that this is maintained to a high standard and is updated on a regular basis.
4.18 Fantasy League – The fantasy league officer shall on the instruction of the committee, promote the running of a fantasy league within the organisation. They will be expected to produce a price list and entry forms for any entrants and they will also generate monthly reports to be produced at the ordinary meeting.
4.19 Mystic Mag - The Mystic Mag officer shall on the instruction of the committee, promote the running of a prediction competition within the organisation. The officer will be expected to devise a format for the running of the competition and to mark all forms at the appropriate stage of the season. It will be the officer’s responsibility to collect all subscriptions. The Mystic Mag officer’s decision shall be final during the marking process.
4.20 Premier Sweep - The Premier Sweep officer shall on the instruction of the committee promote the running of a sweep within the organisation. The officer shall bring a list of all entrants to the November meeting where a decision will be made on the format of which leagues the sweep shall be based upon. It will be the officer’s responsibility to collect all subscriptions for the sweep. The officer shall inform the ordinary meeting at any point that they are having difficulties in collecting any monies and appropriate action shall be taken.
MEETINGS
Ordinary Meeting
5.01 The organisation shall hold meetings on a monthly basis between the months of September and April inclusively. These meetings shall be held on the 1st Monday of each month at 8pm. Exceptions to this rule will apply when the 1st Monday of the month is a bank holiday and in the event of a Newcastle United home game. On these occasions the meeting will be held over until the 2nd Monday of the month.
5.02 The April meeting shall decide the date for the Annual General Meeting. At this point the meeting will discuss if there is a need to hold a separate meeting in May or to jointly hold the May monthly meeting alongside the Annual General Meeting.
5.03 An agenda for each meeting shall be drawn up by the secretary and made available to all members at the meeting prior to commencement of the meeting. Any member has the right to add a point of order to the agenda. to do so they must inform the secretary in writing no less then 2 working days prior to the meeting of their agenda point and any relevant information surrounding the point of order. The member then does not have to be present at the meeting. Failure to carry out this procedure will result in the member being asked to be present at the meeting so that they can raise their point in any other business at the end of the meeting.
5.04 The venue for all meetings shall be The Nags Head public house located in Sedgefield. Each member has the option to request a change of venue but must follow directions issued point 5.03.
5.05 The secretary shall be responsible for the taking of and maintaining minutes as set out in point 4.12
5.06 All members and officials including the chairman shall be entitled to one vote when present at meetings. In the event of a tied vote count, the chairman’s vote shall be the casting vote.
5.07 The monthly meeting will set the prize funds for each of the clubs competitions that it runs, after a review of participants for each competition.
Annual General Meeting
5.08 The organisation shall hold an Annual General Meeting at the end of each season in either the month of May or June.
5.09 The date for the Annual General Meeting shall be set at the April monthly meeting.
5.10 The Annual General Meeting shall only take place if 7% or more of the membership are present.
5.11 Officers shall be appointed at the Annual General Meeting as set out in point 4.1. A member who requests an office must be supported in their request. Shall there be no other member requesting the same office then that member shall be returned unopposed. Where there are 2 or more members up for election into 1 post, then voting shall be used to determine the officer. The voting procedure is set out in point 5.16.
5.12 Honoraria payments for committee members shall be set at the Annual General Meeting. No individual committee member will be allowed to ask for a rise in their payment. All proposals for payment rises must be seconded.
5.13 The organisation shall decide at the Annual General Meeting the competitions it intends to run next season and if any requests are to be made for presentations.
5.14 The organisation shall set the price of the bus fare for the following season at the Annual General Meeting, unless the committee are not in receipt of any forecasted costs from the travel company. In this case the management committee shall meet to address this matter when the appropriate paperwork has been received.
5.15 Any changes to the committee structure will be addressed at the Annual General Meeting.
Management Committee Meetings.
5.16 The management committee shall meet under guidance set out in point 4.08.
5.17 The management committee shall have the power to set up and hold a disciplinary hearing if the need arises using guidance set out in point 3.16.
5.18 Should there be an Honorary Officer present at a Management Committee meeting, they will not be entitled to a vote should the need arise.
TRAVEL
6.01 The organisation shall provide travel to all Newcastle United home league fixtures, departing Sedgefield and picking up at Fishburn, Trimdon Village, Coxhoe and Bowburn.
6.02 There is a strict no alcohol rule in the bus. Anybody found breaking this rule could be asked to leave the bus at any point on the journey.
6.03 Everybody who uses the bus will be required to pay the appropriate bus fare, the only exceptions to this will be any committee member working on the bus.
6.04 Anybody caught claiming the wrong bus fare will be asked to pay the correct fare. Anybody claiming to be a member when they are not will be asked to pay the membership fee also. Should anybody claim the wrong bus fare repeatedly, then the organisation could enforce procedures to match the person’s status with the organisation. Members of the organisation could be subject to disciplinary action being taken against them, and non-members could be subject to a ban from the bus for the remainder of the present season.
6.05 A committee member will collect all bus fares on the way to Newcastle. Anybody only travelling 1 way shall be charged half of the appropriate fare. Anybody only returning will be required to make payment before the bus leaves Newcastle.
6.06 The bus shall start to leave Newcastle 20 minutes after the final whistle has been sounded.
6.07 In the event of a game been called off once the bus has departed Sedgefield then the following shall be enforced -
Should for any reason a Newcastle game be called off after the bus has left Sedgefield, a part payment will be taken from all people travelling on the bus (with the exception of those working on the bus). The bus will be turned around at the earliest opportunity, and it will be at this point that the payment scale comes into force (not at the point in which we heard that the game was called off). The bus will not stop on en route to the match awaiting any inspection decisions.
The following scale will apply:
| Point at which bus is turned around | Amount to be paid to the club |
| Prior to joining motorway at Bowburn | £1 |
| Between junctions 61 and 63 A1(m) | £2 |
| Washington turn off or after | Full fare |
6.08 The organisation can not be held responsible for the condition of the bus that is sent by the travel provider.
6.09 The organisation shall not be held responsible for any items left on the bus. Should any possessions be handed into the organisation which have been left on the bus, the organisation will try it’s best to contact the person whose property we believe has been handed in. However the organisation shall take no responsibility to arrange for the property to be handed back. That shall be the sole responsibility of the person concerned.
6.10 Should a problem occur on the bus that is not covered by any points within the constitution then the members of the management committee will have the power to discuss and decide what action if any is needed. The decision of the management committee shall be final, and the problem shall be discussed in full at the next monthly meeting of the organisation.
FINANCES
7.01 The treasurer shall be responsible for all financial matters as set out in point 4.11.
7.02 An account shall be maintained on behalf of the organisation at a bank agreed by the committee (currently Barclays)
7.03 The organisation shall nominate 3 signatories for the account and any cheques that are issued on behalf of the organisation shall require 2 signatures from any 3 of the signatories.
7.04 The signatories of the account will be made up of the treasurer, the chairman and another member of the organisation. The 3rd member does not have to be a management committee member.
7.05 All financial records will be kept with the treasurer and all financial reports will be kept for 5 years.
7.06 The organisation shall hold fund raising events throughout the season, in the form of competitions. All funds made from these events will be distributed through the club accounts.
7.07 The organisation shall only spend money on objects to help in the running of the organisation.
7.08 The treasurer may make payments to 3rd parties of up to £200. Payments of over £200 will require the treasurer to inform the management committee prior to the transaction being carried out.
AMENDMENTS TO THE CONSTITUTION
8.01 Any member may make a proposal to make an amendment to the constitution. The proposal must be made in writing to the secretary using the appropriate amendment form.
8.02 All requests must be with the secretary no less then 5 working days prior to the next monthly meeting.
8.03 Should the secretary not be in receipt of the appropriate paper work then the proposal shall be held back until the following monthly meeting.
8.04 Should the member who makes the proposal not be in attendance at the meeting, their proposal shall be discussed in their absence.
8.05 For any changes in the constitution to be passed it will require 75% or more of the vote at the meeting in which it is discussed.
8.06 Any changes in the constitution shall be temporary and will require ratification at the following Annual General Meeting.
8.07 Each clause within the constitution may be proposed for change only once in the season.
DISSOLUTION OF THE ORGANISATION
9.01 Should the need arise for discussion on dissolving the organisation then the Secretary shall attempt to write to all members informing them that an Extraordinary General Meeting has been called.
9.02 The calling of an Extraordinary General Meeting can only be done so with the agreement of 51% or more of the management committee.
9.03 An Extraordinary General meeting shall take place within one calendar month of the agreement to hold an Extraordinary General Meeting.
9.04 The sole business for this meeting will be the discussion on how and when to dissolve the organisation using the pre determined agenda.
9.05 If it is agreed to dissolve the organisation all remaining money, once outstanding debts have been paid, shall be left within the organisations bank account for 3 calendar months.
9.06 The organisation shall name the current signatories of the account as trustees of this money, should they choose not to accept this role the meeting shall vote on their replacement.
9.07 The money shall remain with in the account for the sole purpose of helping set up a new organisation with the same aims as the current organisation.
9.08 Should a group wish to apply for this money then their group should consist of no less then 15 people.
9.09 They must apply to the trustees of the account for the funds.
9.10 The trustees must all be in full agreement that the money will be used honourably.
9.11 All transactions must be completed within the three-month time scale.
9.12 Should the money remain in the account three months after the Extraordinary General Meeting then funds will automatically be donated to the charity chosen at the Extraordinary General Meeting.
9.13 The name of Sedgefield Mags may not be re-used after dissolution.
