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Club Handbook

DJFC Club Handbook

It is essential for the interests of the Club, the well being and development of the Club Members and its Players that the procedures are adhered to all times.

Club Rules / Constitution

The club shall be called DAVENHAM JUNIOR FOOTBALL CLUB (DJFC - the Club). Mixed teams will be called DYNAMOS for all age groups, where there are additional players in an age group a second team will be created and called RANGERS, and third team called JUNIORS. Girls Teams will be called either LIGHTNING or THUNDER, with the team making the decision. If any team in an age group folds, remaining teams in that age group can rename to use other options as given above.

The objective of the Club is to foster and provide facilities for its junior members to play organised football matches at recognised venues throughout the playing season.

These rules (the Club Rules) form a binding agreement between each member and the Club.

The Club shall maintain the status of an Affiliated Member Club of The F.A. by virtue of its affiliation to/membership of The Cheshire F.A. The club shall maintain a minimum of a 2-star Accredited status with the F.A.

The Club will also abide by The F.A.’s Child Protection Policies and Procedures, Codes of Conduct and their Equal Opportunities and Anti-Discrimination Policies, and will endeavour to keep all members up-to-date with any changes at any time to the above policies.

Club Membership

The members shall be those persons listed on the clubs pages in the F.A. Club Portal.

Any person who wishes to be a member must apply on via the relevant digital form at the time of joining as directed by the Club Committee. Election to membership shall be at the sole discretion of the Club Committee.

In the event of a member’s transfer, resignation or expulsion, his or her name shall be removed from the F.A Club Portal either by transfer to another club or removal, as required.

Annual Membership Fee

The Clubs Committee sets the annual membership fee. Any fee shall be payable either in full or on a payment plan on a successful application for membership and thereafter renewed annually by each member. In the event of a team collapsing, the Club Committee will determine if members will receive refunds based on team expenditure to date. Members joining after 1st October of each season will be due a pro-ratad fee decided by the Club Treasurer at the time of joining.

The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objectives of the Club.

Resignations and Expulsion

A member shall cease to be a member of the Club if, and from the date on which, he/she gives notice to the Club Committee of their resignation. A member whose annual membership fee or further subscription is more than 2 months in arrears shall be deemed to have resigned.

The Club Committee shall have the power to expel a member when, following disciplinary procedures, or in their opinion, it would not be in the interests of the Club for them to remain a member.

A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the Club Property.

Club Committees

There is a Club Committee, a Team Managers Group and a Social Group. The Club Committee will meet on average monthly, but constant communication will be the norm using digital means.

The Club Committee is responsible for the management of all the affairs of the Club.

The Team Managers Group will communicate regularly to discuss the organisation of the club and seek continuous improvement. The main discussion points of the group will be team management, their kit, equipment, and pitch usage within the club. The sharing of facilities, equipment and kit is expected. Meetings will be either in person or digitally and occur as an when required.

The Club Social Group shall be responsible for the administration of all the social affairs of the Club and its fund raising activities.

Annual General Meetings and General Meetings

An Annual General Meeting (AGM) is held in each year to:

  • receive a report of the activities of the Club over the previous year
  • receive a report of the Club’s finances over the previous year
  • elect the members of the Club Committee
  • consider any other business.

The Committee may call a Special General Meeting (SGM) at any time if the nature and urgency of the agenda deems it necessary to do so. Business at an SGM may be any business that may be transacted at an AGM.

Club Finances

A bank account is maintained in the name of the Club (the Club Account). Designated account signatories are the Club Secretary and the Club Treasurer.

All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.

The Club Committee has the power to authorise the payment of remuneration and expenses to any member of the Club and to any other person or persons for services rendered to the Club.

The Club prepares an annual Financial Statement. A third party as required and determined by the Club’s Committee audits the accounts and the Club’s finances are reviewed monthly at the appropriate meetings.

The Club has responsibility for paying the following:

  • Referees fees and any other expenses imposed by the league.
  • Fines for administrative errors but stresses every effort is taken to keep these to an absolute minimum. (The Club reserves the right to request the manager to pay for repeated fines caused by constant administrative negligence).
  • The Club will not reimburse fines for unsporting behaviour or for foul and abusive language and in any such cases the clubs disciplinary procedures will be invoked.
  • The provision of Club trophies for end of season presentations.
  • The provision of training facilities, basic training equipment, grounds, football kit, medical kit, footballs, insurance etc.
  • Suitable Management training, coaching courses, professional coaching fees and player development courses.

This does not infer that the Club shall pay for all teams to have all equipment and will attend all courses they may wish at their disposal all of the time. It does infer that as a club we purchase equipment and courses that can be used in an equitable and efficient manner for the benefit of all members.

All managers are encouraged to seek sponsorship at all times or until such time as the Club has acquired a Club sponsor for all teams.

All football strips and equipment supplied by the Club or acquired by a team (through fund raising or sponsorship) is deemed the property of the Club and is insured against loss or accidental damage.

The Club does not discourage individual teams from raising money for specific items of equipment to benefit their own team where sponsorship is not available.

In the event of a team discontinuing, all strips, equipment and funds held by that team shall revert to the Club. Failure to return said items may result in the Club taking appropriate action to recover them.

Skills Development and Training

In line with the Clubs 2-Star Accredited Status at least one adult coaching the team shall hold Safeguarding Children, Introduction to First Aid in Football, and the Introduction to Coaching Football courses. These shall be achieved as soon as possible once a team is formed.

The Club arranges for additional training courses where it deems necessary for the development of Club officials, managers, coaches or players. In the main the costs for this will be born out of Club funds, however, the Club has the right to request funding from managers, players and members where the overall costs may deem this necessary to do so.

The Club does offer training facilities to other clubs, schools and third parties if it is in the Clubs interests to minimise costs, or achieve the required numbers to justify the arrangements being made.

The Club will participate in skills development schemes, if and when the needs arise, to further develop the players’ abilities.

Compliance to League Rules

Managers and Players must avail themselves of the rules of the FA, Cheshire FA and the relevant playing league and act in accordance with them at all times. The Club Secretary will issue the SCORY and League Management Rules every year to the Team Managers.

Managers and Coaches must be registered with the relevant league and must wear their registration cards and armbands at all their team matches.

Players must be registered players to the Relevant League. Non-registered players cannot play in league matches but may participate in friendly matches. Player’s registration details must be offered to the opposition manager prior to a game commencing in accordance with the League’s Rules.

Any players leaving the Club to join another club or simply wishing to no longer play for the Club must be transferred or deregistered to the relevant League before they can be registered to any new club.

All correspondence between Club and FA or relevant League must be via the Club Secretary or in case of the Girls Leagues, the appointed Girls Teams Lead; there can be no direct correspondence from Club managers, coaches or players direct to the Leagues.

The Grassroot Code and other Policies

Code of Conduct for DJFC

DJFC goes back to back with all of the England Football Association policies and campaigns regarding the code of conduct of its members, coaches and spectators under the umbrella term of The Grassroots Code. Any persons involved with the club shall adhere to the FA Respect agenda and all other like minded FA agendas as and when released by the FA. As of Feb 2025, these can be found on the FA website at https://www.englandfootball.com/participate/behaviour/The-Grassroots-Code

DJFC Anti-Discrimination Policy

DJFC is responsible for setting standards and values to apply throughout the club at every level. Football belongs to and should be enjoyed by everyone, equally.

Equality of opportunity at DJFC means that in all our activities we will not discriminate or in any way treat anyone less favourably, on grounds of sex, sexual orientation, race, nationality, ethnic origin, colour, religion or disability.

DJFC will not tolerate sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal, and will work to ensure that such behaviour is met with appropriate action in whatever context it occurs. 

https://www.englandfootball.com/participate/behaviour/Reporting-Discrimination 

DJFC Equal Opportunities Policy

DJFC is committed to a policy of equal treatment of all members and requires all members of whatever level or authority, to abide and adhere to this general principle and the requirements of the Codes of Practice issued by the Equal Opportunities Commission and Commission for Racial Equality.

Any member found guilty of discrimination will be instructed to desist forthwith. Since discrimination in its many forms is against the Football Club’s policy, any members offending will be dealt with under the disciplinary procedures.

The Football Club commits itself to the disabled person whenever possible and will treat such members, in aspects of their recruitment and membership, in exactly the same manner as other members. The difficulties of their disablement permitting assistance will be given, wherever possible to ensure that disabled members are helped in gaining access. Appropriate training will be made to such members who request it.

https://www.thefa.com/inclusion-and-anti-discrimination

DJFC Complaints & Disciplinary action

The principal reasons for this procedure are not only to ensure that the standards established by The Clubs rules and Codes of Conduct are adhered to, but also to provide fair methods of dealing with alleged failure to observe such rules.

All cases of complaints and disciplinary action, in accordance with this procedure will be recorded and placed in The Clubs records.

The disciplinary procedure is concerned with the following: -

  • Misdemeanour
  • Misconduct
  • Gross Misconduct
  • Incompetence
  • Unsuitability

In normal circumstances the procedure will be followed in full however The Club reserves the right to omit any stages dependant upon the seriousness of the alleged offence(s).

The club has five levels at which a disciplinary action may be invoked, they are: -

  • Verbal Warning (for minor offences).
  • First Written Warning (repeated minor offences)
  • Final Written Warning (should the verbal and/or the first written warnings have no effect)
  • Membership removal (the Club Member or Official will be informed and will receive a written notice of this decision, together with the reason for removal)

If the removal of membership involves a either a Club Official or Player the Club will inform the MCYFL Registration Secretary and League Secretary in order to deregister the person and to comply with MCYFL requirements.

Fines

There will be occasions in accordance with FA and League disciplinary procedures where the Club will have fines imposed upon it for inappropriate actions of its members, Officials, Parents, Guardians or Spectators.

The Club retains the right to pass on such fines to the offending person(s) where it deems necessary in accordance with the Club’s constitution and Codes of Conduct. Notice in writing will be given to the offending person(s) of the fine imposed. Unless there are specific reasons, decided by the Committee on a case by case basis, all fines and charges from the FA and League shall be passed on to the Member who committed the offense. The club will, in most cases, not appeal decisions for fines and charges unless it is seen as being important in the interests of the game, or the Club. All members signing for the club will be made aware of this when completing registration forms.

Complaints

In the event that any member feels that he or she has suffered discrimination in any way, or that the Club Policies, Rules or Code of Conduct have been broken, they should report the matter to the Club Secretary or another member of the Committee. An Incident Report form is available on the club website. The information on the Forms will be recorded in a GDPR compliant document management system for use only by the Committee for the purpose it was intended.

Your report will include:

  • Details of what, when, and where the occurrence took place.
  • Any witness statement and names.
  • Names of any others who have been treated in a similar way.
  • Details of any former complaints made about the incident, date, when and to whom made.
  • A preference for a solution to the incident.

The Club’s Committee will sit for any hearings that are requested. Where necessary they may seek advice and guidance from the F.A, Cheshire FA or the appropriate League

Appeals

There are no appeal procedures, the Club Committee decision will be final.

Suspension

At any stage the Club may, by written notice, suspend a Member or Club Official for a specific period during which time any investigation may be undertaken.

Where a Club member or Official is suspended they will not be entitled to access either The Clubs premises or that of its clients, use any Club equipment or property, participate in matches or training without prior consent of The Club.

Guidelines

Managers - General

1.    All managers shall be appointed at the discretion of the Club Committee and be bound by the club’s constitution. All coaches will be asked to sign up to the FA Respect agenda and the club will keep a record of this.

2.    Managers should conduct themselves at all times in a responsible manner that reflects highly of the Club image.

3.    In line with requirements of the League, managers and coaches must undertake at least the Safeguarding Children and Introduction to First Aid in Football courses and pass DBS checks.

4.    Managers should avail themselves of the rules of the F.A. and their team’s League and act in accordance with them at all times.

5.    All football strips supplied by the Club or acquired by a team (through fund raising or sponsorship) shall be deemed the property of the club and be insured against loss or accidental damage.

6.    All equipment acquired by the club for use by its members should be stored in and returned after use to the Club garage at the rear of Davenham Cricket Club, or other local pitch storage facility.

7.    Managers should have typically 3 adults in the coaching setup inclusive of themselves. Training and matches shall not be undertaken where only one coach is available. If this is preventing a lot of children from playing football, the coach may ask a parent to remain at the training session and actively observe the session.

8.    Training dates and times should be organised through the training/pitch coordinator who will endeavour to meet the aspirations of all members and to best utilise the Clubs equipment for the benefit of its members.

9.    Should competitive games be required to be played in the evenings (usually at the end of season) these should be arranged through the the age group rep for the respective league, and will take preference over training. As a matter of courtesy the manager responsible for the fixture should notify the respective teams whose training will be affected.

10. Managers should be responsible for playing their part in the general running of the Club. They should support the Clubs fundraising activities and ensure that communications from the Club are distributed to members in an orderly and timely fashion.

11. Managers should keep a check on players attendance at training and for games and be responsible for ensuring all members in their teams have paid subs. The manager may of course appoint a responsible person to perform this task in order to spread the duties.

12. Managers should only play club members in any competitive game and club membership will only be granted after the club membership and any other league fees have been paid.

13. Managers must ensure they have a record of the parental consent for each player in-situ at each game or training session. This will be requested through the registration process each year, and passed to the Manager by the Club Registrations Secretary.

14. If an incident takes place at a game, training session or during any Club activity an Incident Report must be completed online and submitted to the Club Secretary. The report form can be found in the Manager’s Section of the website.

Managers - Financial

1.    Managers shall have the authority to spend up to a total of £50 of clubs funds during the season (on incidentals) without prior authority from the Club Committee. Valid expenditure backed-up by appropriate receipts will be refunded by the Club. Expenditure in excess of this figure must be approved prior to any expense being incurred.

2.    The Club shall be responsible for the payment of Referees fees and any other expenses imposed by the league. These shall initially be paid by the Manager and then claimed back from the club via the Manager’s Expenses Form.

3.    The Club shall pay club fines for administrative errors/late reporting but stress that these should be kept to an absolute minimum. The Club reserve the right to request the manager to pay for repeated fines caused by constant administrative negligence.

4.    The Committee shall be responsible for deciding whether fines imposed on players are to be reimbursed by the Club. It is unlikely that the Club will reimburse fines for cards or misconduct. This is made clear to the Members when completing the registration forms each season.

5.    Managers are responsible for maintaining a player attendance list for training purposes; this should include non-member attendances, in particular, when new players are being considered for new season selection prior to becoming full members.

6.    Managers are responsible for completion of match report forms, paying referees fees, and informing the League of results within agreed timescales set by the League.

7.    The Club shall provide trophies for end of season presentations. Teams may buy further trophies if desired but consideration should be given to other teams with whom joint presentations are being held.

8.    As a general rule the Club shall be responsible for providing all facilities required in order for the members to enjoy their football development within the Club. This shall include the provision of training facilities, equipment, grounds, football kit, medical kit, footballs, insurance etc. This does not infer that the Club shall pay for all teams to have all equipment they may wish at their disposal all of the time. It does infer that as a club we purchase equipment that can be used in an equitable and efficient manner for the benefit of all members. Much of the equipment and kits in the past have been sponsored and this option should always be sought first in preference to using clubs funds to purchase new equipment. All managers are encouraged to seek sponsorship at all times or until such time as the Club has acquired a Club sponsor for all teams.

9.    The Club does not discourage individual teams from raising money for specific items of equipment to benefit their own team where sponsorship is not available. However, the Club Committee should be aware of the method of fund raising prior to it taking place and the purpose of the monies being raised. All income so raised should be lodged with the Club Treasurer who will identify the funds as being held in support of a particular team or teams. Subsequent expenditure should be authorised by the Club Committee.

10. In the event of a team discontinuing, all strips, equipment and funds held by that team shall revert to the Club.

11. Equipment, particularly footballs, shall be looked after by the coaching group of each team. A supply of balls shall be given to the coaching groups which is expected to last. Teams which are careless with the footballs and either lose or damage them frequently will be refused replacements. The Equipment Manager will keep a record of the number of balls each team has and a record of all requests for replacements.

Coaches

1.    Coaches must conduct themselves on and off the pitch at all times in a responsible manner that reflects highly of the Club image, and in accordance with the FA Grassroots Code.

2.    Coaches should abide by the rules of Club, the League in which their teams play and the Football Association, and act in accordance with them at all times.

3.    The Club will provide Coaches with the necessary skills, training and development. Coaches will be required to complete online and in-person courses. If these courses are not free, coaches shall pay for them and claim their costs back from the Club via the Expenses Form.

4.    The team manager may seek to employ a professional coach to assist in specific adhoc skills development for his team. Such action must have prior approval of the Committee.

5.    Coaches will work closely with and support the team Manager at all times. Managers are responsible for keeping Coaches up to date and informed of team arrangements, match fixtures, locations team players etc.

6.    Coaches are reminded that DJFC teams play and train to win on a competitive basis; coaches must refrain from adopting a ‘win at all costs’ attitude.

7.    The health and welfare of the players is a first priority. Coaches are responsible for ensuring players, particularly the younger children, are not subject to rigorous or over-strenuous training regimes as such an approach contravenes FA guidelines and is potentially detrimental to younger children’s physical development.

8.    Coaches must be registered to the League and must wear official badges at matches.

9.    Coaches must refrain from encroaching onto the pitch at matches and from openly challenging referees decisions.

10. Coaches may deputise on behalf of a team Managers at matches and may represent the team Manager at Club meetings.

Players

1.    Players should conduct themselves on and off the pitch at all times in a responsible manner that reflects highly of the Club image, and in accordance with the FA Grassroots Code.

2.    Players should abide by the rules of Club and the League and act in accordance with them at all times.

3.    All football strips supplied by the Club or acquired by a team (through fund raising or sponsorship) shall be deemed the property of the club.

4.    If for any reason a player leaves the club, all kit and club property must be returned to the Club Secretary directly or to the team manager.

5.    Players must make every effort to attend training sessions during the week and to arrive at matches in a timely manner as instructed by their Managers.

6.    Players may not participate in League matches unless they have been registered to the League and have paid their fees.

7.    Players must ensure their footwear and shin-pads are suitable for the matches being played, loose, ill fitting or inappropriate footwear and/or shin-pads may result in the player being substituted for the game or until such time as appropriate replacements are provided. The Club does not provide funding for footwear or shin-pads. Micro shin-pads, in accordance with FA guidance, are not allowed to be used when playing for DJFC.

8.    The club will provide you with regular skills training and development. Where necessary external coaching skills may be used to assist in your development.

9.    The Club will facilitate annual award presentations for all teams. Your team manager will announce arrangements nearer to the presentation date.

10. The club encourages tours and tournament participation, especially during the close season, but these are to be paid for by members/parents. Your team managers will advise you of dates and details and you can decide to participate .

Parents / Guardians

1.    Parents, guardians, relatives and friends when attending matches are requested to conduct themselves in a responsible manner that reflects highly of the Club image, and in accordance with the FA Grassroots Code.

2.    If the Club is fined due to inappropriate parent or guardian behaviour the Club will expect such fines to be paid by the parent or guardian. Continual or severe offences may result in membership being withdrawn for player, parents and/or guardians.

3.    All football strips supplied by the Club or acquired by a team (through fund raising or sponsorship) shall be deemed the property of the club. If for any reason a player leaves the club, all kit and club property must be returned to the Club Secretary directly or to the team manager.

4.    Please ensure your child attends training sessions during the week and arrives at matches in a timely manner as instructed by the Manager.

5.    Please ensure your Child’s footwear and shin-pads are suitable for the matches being played. Loose, ill fitting or inappropriate footwear and/or shin-pads may result in you child being substituted for the game or until such time as appropriate replacements are provided. The Club does not provide funding for footwear or shin-pads. Micro Shin-pads are not allowed, in line with FA guidance for youth football.

6.    The Club will provide you child with regular skills training and development. Where necessary external coaching skills may be used to assist in your child’s development.

7.    All coaches must have DBS checks completed, and have an in date Safeguarding Children and Introduction to First Aid in Football competency, as a minimum. At least one coach for each team shall also have the Introduction to Coaching Football competency.

8.    Please ensure the team Manager has your contact details, via your team’s management app (such as Spond).

9.    Please ensure your child has any medication required brought with them to any training or match activities

10. Membership fees are due annually or can be paid in 6 instalments; you will be informed when fees are due to be renewed, via the Spond App. It is requested that any fees due are paid promptly. Failure to do so may result in your child not being eligible to participate in Club or league fixtures. Membership fees are reduced on a pro-ratad basis as determined by the Club Treasurer.

11. Managers may at their discretion, wish to raise team funds by charging a training fee. When doing so they are advised to inform parents and the Club Committee of the purpose of such fund raising.

12. If you wish to assist the Club in any capacity, please approach your child’s team Manager who will be pleased to assist with your enquiry.

13. If you are unhappy with your child’s development, or involvement within the team, do not hesitate to raise your concerns with the team Manager; or if you would prefer, you may raise the matter with one of the Clubs Committee members.

The Club does have an active website www.djfc.co.uk where you can keep up-to-date with various activities relating to the club.

Where possible the Club will give you sufficient notice of any of the following:

  • Changes to your child’s involvement within the club.
  • Membership fees or additional funding requirements
  • Annual general meeting

Additionally, your child’s team’s management will give you sufficient notice of:

  • Fixture dates and times, and maps (or links to online maps) to venues
  • Tours and tournaments

You may at any time raise any informal concerns or issues about the Club via the team manager or directly to the Committee. If you wish to raise a formal concern or issue about the Club, please do so in writing to the Club’s Secretary.

If you have any comments on the contents of this handbook on the Club procedures, or would like to suggest some improvements please pass them to the Club Secretary or to any member of the Club Committee.

If you wish to become an active volunteer in running or supporting the Club then please contact one of the committee members or talk to your child’s team manager.

Photograph Consent

When completing the registration form for the club, you will be asked a series of questions regarding the use of their image being used for:

1) social media use specifically for and restricted to use by the team in which they play

2) social media use by the club for celebrating successes and sharing team news

Please choose one or both these options depending on how comfortable you feel with your players image being used. If, at any time, during a season you would like to change your answer to one or both of these questions, please email [email protected] with the player name and team in which they play, and this information will be sent to the coach. Please note this is a separate use to the head and shoulders passport style photo you MUST provide as part of the registration process. Without a photo for the FA and league registration, your player will not be allowed to play in any games for the club. This photo is used to confirm the identify of your child before games and at some tournaments.