AFC Manifesto 2022

Ashbourne Football Club Limited Is a private company limited by guarantee without share capital Registered in England and Wales Company number 11378996 Not for Profit Ashbourne Football Club Limited is a company owned by its members and it has a separate legal identity. This means it is recognised in law as being separate and distinct from its members, so the company can enter into contracts and hold land and assets in its own name. The company has no shares and will not pay any dividends to its members. Its property is subject to an ‘asset lock’ which restricts how the remaining assets may be applied on the incorporated club winding up. The directors of the company are responsible for making the management decisions for the day-to-day operation of the company. The company’s members act as a control on the directors and are given certain rights and responsibilities at law. Page 2

ASHBOURNE FOOTBALL CLUB MANIFESTO 2022 Page 3

Table of Contents Chairman’s Welcome .............................................................................................................................. 5 AFC in the Community ............................................................................................................................ 6 Fan and Community Engagement........................................................................................................... 6 Our History.............................................................................................................................................. 7 Honours Board ........................................................................................................................................ 8 Ashbourne............................................................................................................................................... 9 Our Town ............................................................................................................................................ 9 Royal Shrovetide Football ................................................................................................................... 9 Who we are and what we stand for .....................................................................................................11 Club Rules..............................................................................................................................................12 Financial Regulations ............................................................................................................................16 Our vision ..............................................................................................................................................20 Our mission ...........................................................................................................................................20 Our strategic objectives ........................................................................................................................20 Our measures of success.......................................................................................................................20 Where we are now................................................................................................................................20 Corporate Governance..........................................................................................................................21 Control ..................................................................................................................................................21 Chairman Role Description ...................................................................................................................22 Vice-Chairman Role Description ...........................................................................................................22 Secretary Role Description....................................................................................................................22 Treasurer Role Description ...................................................................................................................23 Welfare Officer Role Description ..........................................................................................................23 Company Secretary Role Description ...................................................................................................24 Coach Role Description .........................................................................................................................24 Child Protection and Safeguarding Policy .............................................................................................25 Ashbourne Football Club Equal Opportunities Policy...........................................................................28 Respect Codes of Conduct ....................................................................................................................29 Ashbourne Football Club Health and Safety Policy ..............................................................................35 Privacy Notice .......................................................................................................................................36 Advisory Council Terms of Reference ...................................................................................................40 Ashbourne Football Club Volunteer Scheme........................................................................................42 Volunteer Registration Form ................................................................................................................43 Ashbourne Football Club Patrons .........................................................................................................44 Page 4

Welcome Chairman’s Welcome The last months of pandemic have had a unique impact on our game. Competitions have been curtailed or abandoned and there have been unprecedented changes to the way we play and mix with others. As with other football clubs, we have learnt new ways of doing things and we have taken strength from the resilience of everyone at the club. The absolute value to the country’s way of life contributed by workers in the NHS and key organisations is recognised with gratitude and I am proud that AFC erected on Waterside a large sign to acknowledge the fact. Despite the challenge, the club has continued to grow. For 2021/22 season we have a new development team playing in division two of Staffordshire County Senior League. The gap from junior to open age football is now bridged in Ashbourne and we all look forward to our new members developing into players who can contest places in the reserves and first team. Their journey into higher reaches of the game will always be supported by our coaches and mentors. I see this development as a massive step forward for our club to benefit the whole of the town. But there has been some disappointment, however. Acting on advice from consultants and the Environmental Agency, we have reluctantly Paul Riley abandoned plans to build a grade G football stadium at Waterside. We were not able to secure support for a planning application there. But then we have not abandoned the dream of returning first team matches to our town. We have a Plan B in which we are working to secure another suitable site. Our project team of talented people supported by local councillors, Ashbourne Town Team, Derbyshire Football Association and the Football Foundation, together with enthusiastic supporters and volunteers will, I am certain, make sure the dream is fulfilled. I am also confident that our fundraising plans will be embraced by everyone in and around Ashbourne. We are proud that Ashbourne FC is an FA Charter Standard Adult accredited club We have a sound and sustainable club, and we are entering new territory. We want to reach out to the people of Ashbourne and earn their support and involvement in our club as it matures. To this end, we have a Community Engagement statement incorporated in this manifesto. I invite you to join us on our adventure Best wishes Paul Riley Chairman Page 5

AFC in the Community Fan and Community Engagement Our vision: Improve the lives of all people in the community by increasing participation in football Ashbourne FC has historically had a significant connection with its local communities, and we want to build on this bond. Our fan and community engagement programme aims to attract more fans and families to get involved with the club and to watch football. This includes everyone - without any boundaries. We want to start a lifelong passion for supporting our local football club, putting it at the heart of the community. Our own passion demonstrated by building a successful and sustainable football club for the future. The Fan and Community Engagement programme offers a variety of opportunities to introduce more people to Ashbourne FC. We are speaking, listening and working with people to understand their wishes and taking their feedback to make a difference. We shall reach out to all, including: • Women and girls • Disabled people • Black, Asian and Minority Ethnic (BAME) communities November 2021 Page 6

History of Ashbourne Football Club Our History The history of football in Ashbourne goes back to times immemorial. The Shrovetide game has been played in the town since at least c1667 and its proud tradition is supported as strongly as ever. When the Derbyshire Football Association was formed in 1883 among the founding members was Ashbourne. In the draw for the first round of the first ever Derbyshire Challenge Cup in that same year, Ashbourne was drawn at home to Darley Abbey. Ashbourne Football Club was formed in May 2009 by merging Ashbourne United FC and Ashbourne Town FC. Those two clubs carried the football banner in the town for many years. In the intervening years AFC has competed in several local leagues and recorded a respectable number of successes. Currently the Club runs three teams: men’s first team, men’s reserves and development team. We have a membership of approximately 60 people. Page 7

Honours Honours Board ASHBOURNE FOOTBALL CLUB Honours Board 2015/16 Runners Up - Staffordshire County Senior League Division One Winners – Derbyshire Junior Cup (South) Winners – Manor Pharmacy Shield (Matlock & District League) 2016/17 League Champions – Matlock& District League Winners – Cavendish Cup (Matlock& District League) Winners – Invitation Shield (Matlock& District League) Runners Up – Manor Pharmacy Shield (Matlock& District League) 2017/18 Runners Up – Leek Cup (SCSL) Page 8

Ashbourne Ashbourne Our Town Ashbourne is a fine old market town, with excellent shopping, especially for antiques and makes an ideal base for visiting the Peak District or Alton Towers. Markets are held on Thursdays and Saturdays. Described as \"The Gateway to Dovedale\", Ashbourne became a busy and fashionable social centre for the wealthy during the Georgian period, with six coaching roads meeting at the town, including the route from London to Carlisle. A stroll down the main street today takes you past historic almshouses, the 16th century Old Grammar School, the Mansion where Dr Johnson visited his friend Dr Taylor and the lovely parish church of St Oswald, with its graceful 212ft spire and the oldest dedication plaque of its kind in Britain, dating back to 1241. Ashbourne's legacy of more than 200 listed buildings, fine coaching inns and mellow-bricked town houses combine to create the town's unique atmosphere. The annual festival in June and July aims to bring the best in performance art to Ashbourne and its surrounding area. Royal Shrovetide Football The Royal Shrovetide Football Match is a \"Medieval football\" game played annually on Shrove Tuesday and Ash Wednesday in the town. Shrovetide ball games have been played in England since at least the 12th century from the reign of Henry II (1154–89). The Ashbourne game also known as \"hugball\" has been played from at least c.1667 although the exact origins of the game are unknown. The two teams that play the game are known as the Up'Ards and the Down'Ards (local dialect for \"upwards and downwards\"). The Up'Ards are traditionally those town members born north of Henmore Brook, which runs through the town, and Down'Ards are those born south of the river. Page 9

To symbolize the town’s famous annual event is a sculpture by local artist Neil Hawksworth of a typical scrum or hug in the Ashbourne game. Known simply as The Hug, the sculpture now forms a gateway feature at Waterside Park and provides a welcoming embrace for visitors entering one of Derbyshire’s most attractive towns. Ashbourne Football Club’s nickname is “The Shrovetiders” in affectionate and respectful recognition of a glorious tradition. Page 10

Who we are and What we stand for Who we are and what we stand for Ashbourne FC is a football club founded in 2009. Our aim is to create a sustainable club for the long term which is accessible to all the communities of Ashbourne and one in which all can participate fully. We will follow the best traditions by developing policies which encourage participation in terms of both playing and supporting. In 2018 the club was incorporated to a not for profit company limited by guarantee. Ashbourne Football Club Limited assumes the assets and liabilities of Ashbourne FC. This significant development consolidates all activities of the club. The company will protect its members’ liabilities and will have capacity to enter into contracts in its own name. This is particularly important as we seek to build a new stadium in the town. The company constitution will give comfort to potential funders. We have ambitious and long-term plans. Above all we want to be seen as a good example of how a club can be run in the interests of its members and be of benefit to its local communities. However, we are a developing club and will require patience in order to reach our goals. With the help of all our members and supporters we are confident we can achieve them. Our core principles to lead how the club will operate are set out below and will be protected by the company and its directors and officers: The club will develop strong links with the local community and strive to be accessible to all, discriminating against none. The club will endeavour to make admission prices as affordable as possible, to as wide a constituency as possible. The club will encourage local participation - playing and supporting and volunteering - whenever possible. The Board will strive wherever possible to avoid outright commercialism. The club will remain a non-profit organisation. All surplus revenue will be invested in improvements to facilities. Page 11

Club Rules Club Rules 1. Introduction (a) Ashbourne Football Club Limited (“the Company”) was incorporated on 23 May 2018 under the Companies Act 2006. The Company has no share capital and is limited by guarantee. It is owned by its Members. The Company was formed to take over the assets and operation of the Ashbourne Football Club. (b) Every Voting Member of the Company undertakes to contribute such amount as may be required (not exceeding £1.00) to the company’s assets if it should be wound up while he is a Voting Member or within one year after he ceases to be a Voting Member, and of the costs, charges and expenses of winding up, and for the adjustment of the rights of the contributories among themselves (c) Article 17 of the Articles of Association of the Company (“The Articles”) gives the Board of Directors of the Company (“the Board”) the power to make, alter and repeal Rules as may be necessary or convenient for the proper management of the Company and its property. These Rules have been adopted by the Board pursuant to such Article 17. (d) The Articles and these Rules exist separately as documents governing the constitution of the Company. Should any conflict or discrepancy arise between the interpretation of any provision of the Articles and of these Rules, then the Articles shall prevail. (e) Words importing the singular number shall include the plural number and vice versa. Words importing the masculine gender only shall include the feminine gender. Words importing persons shall include corporations. 2. Status of Rules These Rules (the “Club Rules”) form a binding agreement between each Member of the Club, and the Company. 3. Objects (a) The Club shall provide facilities, promote the game of Association Football, arrange matches and social activities for its members and community participation in the same. (b) In order that this can be achieved to best effect the following minimum standards are set: i. All relevant officers and volunteers will be FA CRB checked. ii. Each team will aim to have managers and coaches who have achieved at least the FA Level 1 Coaching Course, or equivalent. iii. In-service training will be attended where relevant and practicable. iv. FA Codes of Conduct are accepted and promoted by the Club. v. The Club commits to providing football opportunities from Mini-Soccer for Under 10s through to veterans. vi. The club commits to promote schools liaison and equal opportunities for all. 4. Club Membership Page 12

(a) The Members of the Club from time to time shall be those persons listed in the register of members which shall be maintained by the Secretary. (b) No person shall become a Member of the Club unless: i. that person has completed an application for membership in a form approved by the Board; and ii. the Board has approved the application. (c) Membership shall be categorised as follows: i. Voting Members who are members of the Club being aged eighteen (18) years and over who, under the Articles are entitled to receive notice of, attend and vote at general meetings and who are members of the Club for the purposes of the Companies Acts, and ii. Non-Voting Members who are all members of the Club other than the Voting Members and who shall not be members for the purposes of the Companies Acts. (d) Membership is open to all without discrimination, and may be refused only where admission to membership would be contrary to the best interests of the sport or the good conduct and interests of the Club. No person shall be denied membership of the Club on the grounds of race, ethnic origin, creed, colour, age, disability, sex, occupation, sexual orientation, religious, political or other beliefs. A person may appeal against such decision by notifying the Board who shall put the matter to a general meeting for it to be decided by a majority vote of the members present and voting at such meeting. (e) For the purposes of registration, the number of Members is declared to be unlimited. (f) A person shall not be entitled to any privileges of the Club until two days have passed since his application for membership was submitted, whether or not he is admitted as a member before those two days have lapsed. (g) The Board may from time to time fix the levels of registration fees and monthly subscriptions to be paid by the different categories of Members provided that the Board shall use its best endeavours to ensure that the fees set by it do not preclude open membership of the Club. (a) The Football Association shall be given access to the register of Members on demand. 5. Annual Membership Fee (a) The Members shall pay any fees and subscriptions set by the Board under Article 30.8. Any Member whose payments are more than three months in arrears, without the express agreement of the Board or Committee, shall be deemed to have resigned his membership of the Club. (b) The Club Committee shall have the authority to levy further fees and subscriptions from the members as are reasonably necessary to fulfil the objects of the Club. 6. Club Committee (a) Overarching decisions on Club strategy, legalities and governance shall be made by the Board and guests/experts by invitation. Such decisions shall be in accordance with the Articles of Association of the Company. The management of the Club shall be vested in a Club Committee consisting of voting members. (b) The Club Committee shall consist of the following: the Directors, ex officio, and other Club Committee Members including at least the Chairpersons of Subcommittees. Each Club Committee Member shall hold office from the date of appointment until the next AGM unless otherwise resolved at an Extraordinary General Meeting (“EGM”) or in the event of their Page 13

resignation or expulsion from the Club or a Subcommittee An outgoing member of the Club Committee may be re-elected. Other members shall be co-opted to the Club Committee if needed to assist with the aims of the Club. (c) Decisions of the Club Committee shall be made by a simple majority of those attending the Club Committee meeting. The Chairperson of the Club Committee meeting shall have a casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the Chairman of the Board or in their absence another Director. The quorum for the transaction of business of the Club Committee shall be five, at least one of whom must be a Director. (d) Decisions of the Club Committee shall be entered into the Minute Book of the Club Committee to be maintained by the Club Secretary. (e) Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year. (f) Any vacancy on the Club Committee which arises between Annual General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Club Committee members and approved by a simple majority of the remaining Club Committee members. (g) Save as provided for in the Articles of Association, the Rules and Regulations of the FA, the Parent County Association and any applicable Competition, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules. (h) The position of a Club Committee member shall be vacated if such person is subject to a decision of The FA that such person be suspended from holding office or from taking part in any football activity relating to the administration or management of a football club. 7. Subcommittees (a) The Club Committee may at anytime create Subcommittees in support of Club activities. Unless structured otherwise at inception, one member of these Subcommittees will be nominated as Chairman and will represent the Subcommittee at Club Committee meetings. The Chairman of the Subcommittee shall present to the Club Committee at its last meeting prior to an AGM a written report of the activities of the Subcommittee. (b) The quorum for the transaction of business of the Subcommittees shall be three. 8. Annual and Extraordinary General meetings (a) An AGM of the Club Committee shall be held in each year to: (i) receive a report of the activities of the Club over the previous year; (ii) receive a report of the Club’s finances over the previous year; (iii) elect the members of the Club Committee; and (iv) consider any other business. (c) An EGM may be called at any time by the Club Committee and shall be called within 21 days of the receipt by the Club Secretary of a requisition in writing, signed by not less than five members stating the purposes for which the Meeting is required and the resolutions proposed. Business at an EGM may be any business that may be transacted at an AGM. Page 14

(d) The Secretary shall notify members of the date of a General Meeting (whether an AGM or an EGM) together with the resolutions to be proposed at least 14 days before the meeting. (e) The quorum for a General Meeting shall be five, and at least 3 Club Committee Officers must be present. (f) The Chairman of the Board, or in their absence another Director, shall take the chair. Each eligible member present shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote. (g) The Club Secretary, or in their absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club. 9. Club Finances (a) The financial affairs of the Club shall be arranged and managed in accordance with the Club’s Financial Regulations approved by the Board. (b) Anyone involved in financial decisions, the handling of monies, or procurement contracts/orders must conduct themselves and the business as set out in Financial Regulations. ~~ end~~ Page 15

Financial Regulations Financial Regulations 1. Introduction 1.1 Financial records will be kept so that Ashbourne Football Club Limited (“the Club”) can: a) Meet its legal and other obligations, e.g. Companies Act 2006, HMRC and common law. b) Enable the Board to be in proper financial control of the Club c) Enable the Club to meet the contractual obligations and requirements of funders. 1.2 The Club will keep proper books of accounts, which will include: a) A cashbook analysing all the transactions in the Club's bank account(s). b) A petty cash book if cash payments are being made. 1.3 The financial year will end on 30 June each year. 1.4 Accounts will be drawn up after each financial year within three months of the end of the year and presented to the next Annual General Meeting. 1.5 Prior to the start of each financial year, the Board will approve a budgeted income and expenditure account for the following year. 1.6 A report comparing actual income and expenditure with the budget will be presented to the Board every three months. 1.7 The AGM will appoint an appropriately qualified auditor/examiner to audit/examine the accounts for presentation to the next AGM. 2. Banking 2.1 The Club will bank with Lloyds Bank plc. Accounts will be held in the name of the Club. The following accounts will be maintained: Club Account No 1 (Treasurer’s Account) Club Development Account Other Accounts as required 2.2 The bank mandate (list of people who can sign cheques on the Club’s behalf) will always be approved and minuted by the Board as will all the changes to it. Page 16

2.3 The Club will require the bank to provide statements every month and these will be reconciled with the cash book at least every three months and the treasurer will spot check that this reconciliation has been done at least twice a year, signing the cash book accordingly. 2.4 The Club will not use any other bank or financial institution or use overdraft facilities or loan without of the agreement of the Board. 2.5 Internet banking and/or cashless transaction systems which demonstrate benefits to the Club, may be established after consideration and approval by the Board. 3. Receipts (income) 3.1 All monies received will be recorded promptly in the cash analysis book and banked without delay (note this includes sundry receipts such as payment of players’ subscriptions, gate receipts, fundraisers etc.). The Club will maintain files of documentation to back this up. 4. Payments (expenditure) 4.1 The aim is to ensure that all expenditure is on the Club’s business and is properly authorised and that this can be demonstrated. The latest approved budget provides the cheque signatories with authority to spend up to the budgeted expenditure, not beyond it. 4.2 The Treasurer will be responsible for holding the cheque book/s (unused and partly used cheque books) which should be kept under lock and key. 4.3 Blank cheques will NEVER be signed. 4.4 The relevant payee's name will always be inserted on the cheque before signature and the cheque stub will always be properly completed. 4.5 No cheques should be signed without original documentation (see below). 5. Payment documentation 5.1 Every payment out of the Club’s bank accounts will be evidenced by a valid original invoice (never against a supplier's statement or final demand) or approved voucher. That original invoice will be retained by the Club and filed. The cheque signatory should ensure that it is referenced with: Cheque number Date cheque drawn Amount of cheque Who signed the cheque. Page 17

5.2 When a valid original invoice is not provided a cheque requisition form will be used and a photocopy of the cheque kept. 5.4 Petty cash will always be maintained on the imprest system whereby a Club Member is entrusted with a float as agreed by the Board. When that is more or less expended, a cheque will be drawn for sufficient funds to bring up the float to the agreed sum, the cheque being supported by a complete set of expenditure vouchers, totalling the required amount, analysed as required. 5.5 Expenses / allowances. The Club will, if asked, reimburse expenditure on Club business paid for personally by Members, providing: Fares are evidenced by tickets. Other expenditure is evidenced by original receipts. Car mileage is based on local authority scales. No cheque signatory signs for the payment of expenses to themselves. 6. Cheque Signatures and cash cards 6.1 Each cheque will be signed by at least two people. 6.2 A cheque must not be signed by the person to whom it is payable. 6.3 Hole in the wall type cash cards will not be used and if issued by the bank they will be immediately destroyed. 7. Other undertakings 7.1 The Club does not accept liability for any financial commitment unless properly authorised. Any orders placed or undertakings given, the financial consequences of which are, prima facie, likely to exceed in total £100, must be authorised and minuted by the Board. In exceptional circumstances such undertakings can be made with the Chairman’s approval who will then provide full details to the next meeting of the Board. 7.2 All fundraising and grant applications undertaken on behalf of the Club will be done in the name of the Club with the prior approval of the Board or in urgent situations the approval of the Chairman who will provide full details to the next Board meeting. 8. Other rules 8.1 The Club will adhere to good practice in relation to its finances at all times, e.g. when relevant it will set up and maintain a fixed asset register stating the date of purchase, cost, serial numbers and normal location. Additionally, the Club will maintain a property record of items of significant value, with an appropriate record of their use. Page 18

9. These Regulations were approved by the Board. (Acknowledgements to www.cash-online.org.uk ) Page 19

Objectives & Strategies Our vision By 2025 Ashbourne Football Club will be recognised by its peers, partners and stakeholders for its strong ethos of inclusivity, friendliness and football success. Our mission “A football club looking to the future, where we embrace and develop our local and regional communities by creating opportunities to play and to be involved with football at the highest sustainable level.” Our strategic Our strategic objectives are: objectives • To develop our own purpose-built ground and facilities. • To help everyone enjoy the game and make the most of their abilities. • To climb the National League System pyramid. • To be the club of choice for local players. • To create a sustainable financial structure that allows us to invest in the future. Our measures Our key measures of success will be: of success • Increasing and diversifying our income. • Promotions of our teams to higher leagues. • Owning new facilities and playing surfaces. • A reputation for ambition and integrity. . Where we are Our foundations for progress: now • A project team of all talents working towards building a new grade G stadium in Ashbourne. • Support from major stakeholders. • Sound financial base. • Enthusiastic board of directors. • Qualified coaches. • 50+ signed-on players, all in competitive matches. • Leading one and only senior football club in the town. • Recent recognition by SCSL Fair Play Award Page 20

Statement of Corporate Governance and Control Corporate Governance Ashbourne Football Club endeavours to conduct its business in accordance with the seven principles identified by the Committee on Standards in Public Life. These are selflessness, integrity, objectivity, accountability, openness, honesty and leadership. The club board is required to develop the club strategy, the identification and planning of new developments and the shaping of the club ethos. The Directors and Officers all contribute in essential ways to these aspects of the work, but the ultimate responsibility for approval of the strategic direction and financial plans rests with the board. Control The Board has responsibility for maintaining and reviewing the effectiveness of a sound system of internal control which supports the achievement of corporate strategies, while safeguarding the public and other funds and assets for which they are responsible. Such a system of internal control is designed to manage, rather than eliminate, the risk of failure to achieve objectives, and can only provide reasonable and not absolute assurance against material misstatement or loss. Page 21

Responsibilities of the Club’s Directors and Officers Chairman Role Description The Chairman has a strategic role to play in representing the vision and purpose of the Club. The Chairman ensures that the board and committees function properly, that there is full participation at meetings, all relevant matters are discussed and that effective decisions are made and carried out. The Chairman will: • Ensure the Club is managed effectively. • Take the chair at board and committee meetings. • Advocate for and represent the Club at external meetings and events. • Be aware of current and future issues that might affect the Club. Vice-Chairman Role Description The Vice Chairman’s role is to Support the Chairman in the effective leadership of the Club. The Vice-Chairman will: • Act in the Chairman’s absence. • Act as deputy to the Chairman when the Chairman is unable to attend a meeting or function or to attend to a matter of business requiring their involvement. • In the Chairman’s absence to exercise any specific authority delegated to the Chairman by the Board and to ensure that such action is reported to the Board for information at its next meeting. • To provide deputy leadership for the Board and aid the Chairman in developing the Board as a team. Secretary Role Description The role of the secretary is to support the chairman in ensuring the smooth functioning of the Club. In organisations without paid staff, the secretary may take a greater role in the day-to-day administration of the organisation. The secretary is the first point of all correspondence with the Club: Page 22

The Secretary will: • Ensure responsible administration. • Maintain a list of members. • Lead on affiliations to the Football Association and relevant leagues and competitions together with player registrations and Club discipline. • Prepare agendas in consultation with the Chair. • Minute meetings and circulate the draft minutes to all committee members. Treasurer Role Description The overall role of the treasurer is to maintain an overview of the Club’s financial affairs, ensuring its viability and ensuring that proper financial records and procedures are maintained. The Treasurer will: Maintain a general financial oversight • Oversee and present budgets, accounts and financial statements. • Ensure that appropriate accounting procedures and controls are in place. • Ensure compliance with relevant legislation e.g. Companies and Charity legislation. • Ensure any recommendations of the auditors are implemented. • Ensure accounts meet the conditions of contractual agreements with external agencies such as funders and statutory bodies. Lead financial planning and reporting • Present financial reports to the board. • Make a presentation of the accounts at the annual general meeting (AGM). • Advise on the Club’s reserves policy and investment policy. • Advise on the financial implications of the Club’s strategic and operational plans. • Advise on the fundraising strategy of the Club. • Ensure that there is no conflict between any investment held and the aims and objects of the Club. Welfare Officer Role Description The Welfare Officer has two key responsibilities; these are: • To be clear about the Club’s responsibilities when running activities for children and young people. • To help Club personnel understand what their ‘duty of care’ towards children and young people actually means on a daily basis. The Welfare officer will: Page 23

• Comply with the FA Code of Conduct for Volunteer Welfare Officers. • Promote the FA respect programme. • Advise and deal with safeguarding matters on behalf of the Club. Company Secretary Role Description The company secretary is responsible for the administration of the company, particularly with regard to ensuring compliance with statutory and regulatory requirements and for ensuring that decisions of the board of directors are implemented. Coach Role Description The coach’s main responsibility is to guide and assist players to enjoy their participation in football. This will include: • The setting up, delivery, management and reviewing of football coaching for the benefit of players enrolled at the club through delivery of coaching sessions and supporting others to deliver coaching sessions all in accordance with the philosophy of the club. • Where applicable, preparing for matches and providing a coaching/management function during these matches. • Effectively develop, evaluate and provide feedback to players. • Comply with AFC risk-assessments for events and activity for under-18s and to ensure that appropriate safeguards are in place. • Support messaging so that under-18s in youth and open-age adult grassroots football know how to report concerns about their wellbeing. • Listen to and consult with under-18s on their experiences of grassroots football. • Contribute to ensuring that safeguarding and equality are embedded throughout the club and grassroots football. • To comply with FA rules, regulations, policies, procedures and guidance that are in place from time to time. Page 24

Ashbourne Football Club Policies and Codes of Conduct Child Protection and Safeguarding Policy 1. Ashbourne Football Club acknowledges its neglect or bullying. It is noted and accepted responsibility to safeguard the welfare of that The Football Association’s Child every child and young person who has been Protection Regulation (see The FA Handbook) entrusted to its care and is committed to applies to everyone in football whether in a working to provide a safe environment for all paid or voluntary capacity. This means members. A child or young person is anyone whether you are a volunteer, match official, under the age of 18 engaged in any Club helper on Club tours, football coach, Club football activity. We subscribe to The Football official or medical staff. Association’s Safeguarding Children - Policy and Procedures and endorse and adopt the 4. We endorse and adopt The FA’s Policy Statement contained in that document. Responsible Recruitment guidelines for recruiting volunteers and we will: 2. The key principles of The FA Safeguarding Children Policy are that: • Develop a role profile; • Request identification documents; • The child’s welfare is, and must • As a minimum meet and chat with the always be, the paramount consideration; applicant(s) and where possible conduct interviews before appointing; • All children and young people have a • Request and follow up with two right to be protected from abuse references before appointing; regardless of their age, gender, • Require an FA CRB Unit Enhanced disability, culture, language, racial Disclosure where appropriate in line origin, religious beliefs or sexual with FA guidelines. orientation; All our current Ashbourne Football Club • All suspicions and allegations of abuse members who are regularly caring for, will be taken seriously and responded supervising, training or being in sole charge of to swiftly and appropriately; children and young people will be required to complete a CRB Enhanced Disclosure via The • Working in partnership with other FA CRB Unit . If there are concerns regarding organisations, children and young the appropriateness of an individual who is people and their parents/carers is already involved or who has approached us to essential. become part of our Club, guidance will be sought from The Football Association. It is We acknowledge that every child or young noted and accepted that The FA will consider person who plays or participates in football the relevance and significance of the should be able to take part in an enjoyable information obtained via The FA CRB Unit.1 and safe environment and be protected from poor practice and abuse. Ashbourne Football If there are concerns regarding the Club recognises that this is the responsibility appropriateness of an individual who is of every adult involved in our Club. already involved or who has approached us to become part of Ashborne Football Club 3. Ashbourne Football Club has a role to play guidance will be sought from The Football in safeguarding the welfare of all children and Association. It is noted and accepted that The young people by protecting them from physical, sexual or emotional harm and from Page 25

FA will consider the relevance and significance the CWO or alternatively, in cases of serious of the information obtained via The FA CRB bullying, we may contact the CFA Welfare Unit Enhanced Disclosure and that all Officer. decisions will be made in the best interests of children and young people. 8. Respect codes of conduct for Players, Parents/Spectators, Officials and Coaches It is accepted that The FA aims to prevent have been implemented by our Club. In order people with a history of relevant and to validate these Respect codes of conduct significant offending from having contact with the Club has clear actions it will take regarding children or young people and the opportunity repeated or serious misconduct at Club level to influence policies or practice with children and acknowledges the possibility of potential or young people. This is to prevent direct sanctions which may be implemented by the sexual or physical harm to children and to CFA in more serious circumstances. All minimise the risk of ‘grooming’ within registering members will be required to adopt football. the Respect codes. 5. Ashbourne Football Club supports The FA’s 9. Reporting your concerns about the welfare Whistle blowing Policy. Any adult or young of a child or young person - Safeguarding is person with concerns about a colleague can everyone’s responsibility. If you are worried ‘whistle blow’ by contacting The FA about a child it is important that you report Safeguarding Team on 0844 980 8200 4787, your concerns - no action is not an option. by writing to The FA Case Manager at The Football Association, Wembley Stadium, PO I. If you are worried about a child then Box 1966, London SW10 9EQ or alternatively you need to report your concerns to by going direct to the Police, Children’s Social the CWO; Care or the NSPCC. Our Club encourages everyone to know about this information and II. If the issue is one of poor practice utilise it if necessary. they will either: 6. Ashbourne Football Club has appointed a • Deal with the matter themselves or Club Welfare Officer (CWO) in line with The • Seek advice from the CFA Welfare FA’s role profile and required completion of the Safeguarding Children and Welfare Officer; Officers Workshop. The post holder will be III. If the concern is more serious - involved with Welfare Officer training provided by The FA and/or CFA. The CWO is possible child abuse - they will, where the first point of contact for all Club possible, contact the CFA Welfare committee members regarding concerns Officer first, then immediately contact about the welfare of any child or young the Police or Children’s Services; person. The CWO will liaise directly with the IV. If the child needs immediate medical CFA Welfare Officer and will be familiar with treatment take them to a hospital or the procedures for referring any concerns. call an ambulance and tell them this is They will also play a proactive role in a child protection concern. Let your increasing awareness of Respect, poor CFA Welfare Officer know what action practice and abuse amongst their Club you have taken; members. V. If at any time you are not able to contact your Club Welfare Officer or 7. We acknowledge and endorse The FA’s the matter is clearly serious then you identification of bullying as a category of can either: abuse. Bullying of any kind is not acceptable in • contact your CFA Welfare Officer our Club. If bullying does occur, all players or directly, parents/carers should be able to tell and • contact the Police or Children’s Social know that incidents will be dealt with Care, promptly. Incidents need to be reported to • call the NSPCC 24 hour Helpline for advice on 0808 800 5000 or text 88858 or email [email protected] Page 26

Please note: The FA’s Safeguarding Children • <<Name >> Ashbourne FC Welfare Officer Policy and Procedures is available via T: x www.TheFA.com/Footballsafe. Click on the E: ‘downloads’ under Policy and Procedures. It outlines in detail what to do if you are •Cath Morton - County Welfare Officer- Derbyshire concerned about the welfare of a child and County Football Association includes flow diagrams to describe this T: 01332 361422 process. This is also covered within the E: [email protected] Safeguarding Children workshop, where participants are given the opportunity to • www.TheFA.com/Footballsafe discuss how this feels and how best they can • Emailing – [email protected] prepare themselves to deal with such a situation. For more information on this • The FA Safeguarding Children general workshop contact your enquiry line 0845 210 8080 County Welfare Officer 10. Further advice on Safeguarding Children matters can be obtained from: 1The policy on CRB Enhanced Disclosures will be subject to change, in light of the implementation of the Safeguarding Vulnerable Groups Act, 2006 due to come into effect in July 2010. Further information will be provided on this via TheFA.com and via the County FA Welfare Officers. Page 27

Ashbourne Football Club Equal Opportunities Policy The aim of this policy is to ensure that everyone is treated fairly and with respect and that Ashbourne Football Club is equally accessible to all. Football is for everyone; it belongs to, and should be enjoyed by, anyone who wants to participate in it. All participants should abide and adhere to this Policy and to the requirements of the Equality Act 2010. The FA’s commitment is to promote inclusion and to confront and eliminate discrimination whether by reason of age, gender, gender reassignment, sexual orientation, marital status or civil partnership, race, nationality, ethnic minority, religion or belief or disability, pregnancy and maternity and to encourage equal opportunities. This Policy is fully supported by the Board of Ashbourne Football Club and the Chairman, who are responsible for the implementation of this policy. Ashbourne Football Club will ensure that it treats people fairly and with respect and that it will provide access and opportunities for all members of the community to take part in, and enjoy, its activities. Ashbourne Football Club will not tolerate harassment, bullying, abuse or victimisation of a participant, which for the purposes of this Policy and the actions and sanction applicable is regarded as discrimination, whether physical or verbal. Ashbourne Football Club will work to ensure that such behaviour is met with appropriate action in whatever context it occurs. Ashbourne Football Club commits itself to the immediate investigation, when it is brought to its attention, of any allegation of discrimination and where such is found to be the case, Ashbourne Football Club will require that the practice stop and impose sanctions as appropriate. Ashbourne Football Club is committed to inclusion and anti-discrimination and raising awareness and educating, investigating concerns and applying relevant and proportionate sanctions, campaigning, achieving independently verified equality standards, widening diversity and representation and promoting diverse role models are all key. Page 28

Respect Codes of Conduct The FA Respect programme is a whole game initiative that is designed to improve behaviour on and off the field. Respect is the collective responsibility of everyone involved in football to create a fair, safe and enjoyable environment in which the game can take place. In 2008 The FA launched The FA Respect Programme following concerns about behaviour in the grassroots and professional game. A National survey outlined the key concerns within football were a lack of role models at the top of the game, 'pushy parents' at the side of the pitch and abuse towards referees at all levels of the game. Since 2008 participants of grassroots football have been invited to sign up to support the Respect Programme and implement it locally within their footballing community. To implement the Respect Programme, The FA and local County FAs provide tools to help ensure a safe and positive environment in which to play the game. It is essential that those involved in grassroots football do what they can to ensure that positive behaviour is consistently being conveyed to players, spectators and all club officials. Codes of Conduct Respect Codes of Conduct are one of the most powerful resources available as they outline behaviour that is not acceptable. The Codes of Conduct include a sanctioning process to ensure action is taken if a rule is broken. There are individual codes of conduct for all roles in grassroots football; they have been broken down into the following categories: Young Players Adult Players Spectators/Parents Club Officials, Coaches and Managers Match Officials The Codes of Conduct are reproduced in the following pages. Everyone involved with Ashbourne Football Club – in whatever capacity – is expected to understand and act in strict accordance with them. Page 29

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Health and Safety Policy Ashbourne Football Club Health and Safety Policy Ashbourne Football Club is committed to a safe environment for all members, players, volunteers (all levels) and coaches. It will promote standards of health, safety and welfare within football and will ensure compliance with all relevant statutory provisions. The Club will ensure that suitable and sufficient risk assessments are carried out, that procedures and safe systems are implemented in accordance with all current statutory provisions and that all reasonable and practical measures are taken to avoid risk. Safe practices will be adopted, and continuous improvement will be sought through regular audits and reviews. Appropriate instruction and training will be provided together with adequate resources to ensure that the successful management of health and safety is carried out within the Club and that this policy is collectively implemented. This policy together with arrangements and procedures will be reviewed regularly and revised and updated as necessary. Health & safety policy: To support our Health & Safety policy statement we are committed to the following duties: • Undertake regular, recorded risk assessment of the club premises and all activities undertaken by the club • Create a safe environment by putting health & safety measures in place as identified by the assessment • Ensure that all members are given the appropriate level of training and competition by regularly assessing individual ability dependent on age, maturity and development • Ensure that all members are aware of, understand and follow the club’s health & safety policy • Appoint a competent club member to assist with health and safety responsibilities • Ensure that normal operating procedures and emergency operating procedures are in place and known by all members • Provide access to adequate first aid facilities, telephone and qualified first aider at all times • Report any injuries or accidents sustained during any club activity or whilst on the club premises. • Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness. As a club member or volunteer you have a duty to: • Take reasonable care for your own health & safety and that of others who may be affected by what you do or not do • Co-operate with the club on health & safety issues • Correctly use all equipment provided by the club • Not interfere with or misuse anything provided for your health, safety or welfare • Report any breach of this policy CLUB HEALTH & SAFETY OFFICER: …………………………………………………………Date…………………………….. QUALIFIED FIRST AIDERS: 1. …………………………………………….. 2. ………………………………………….. Page 35

Privacy Notice Privacy Notice Ashbourne Football Club (Club) (“we”, “our”, “us”) take your privacy very seriously. This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it. What personal data we hold on you Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our participants and Club members. You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data, it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian. Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership. Why we need your personal data We will only use personal data for any purpose for which it has been specifically provided. The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Page 36

Purpose/ Processing Activity Lawful Basis for processing under Article 6 of the GDPR. Processing membership forms and Performance of a contract payments/subs Performance of a contract Organising matches Sending out match or Club information and Performance of a contract updates Sharing data with coaches, managers or Performance of a contract officials to run training sessions or enter events Performance of a contract Sharing data with leagues we are in membership of, county associations and other The Club has a legitimate interest to maintain competition providers for entry in events member and participant correspondence for Sharing data with committee members to club community purposes. provide information about club activities, membership renewals or invitation to social The Club has a legitimate interest to run the events organisation efficiently and as it sees fit. Provision of some third-party services is for Sharing data with third party service or facility the benefit of the Club, participants and its providers members. Sharing anonymised data with a funding The Club has a legitimate interest to run the partner as condition of grant funding e.g. Local organisation efficiently and as it sees fit. Authority Application for funding is a purpose that benefits the Club, participants and its Publishing match and league results members. Sending out marketing information such as Consent. We will only publish your personal newsletters and information about data in a public domain, including images and promotions and offers from sponsors names, if you have given your consent for us to do so. In the case of children under the age To ensure we understand possible health risks of 13 then only with written consent of parent/guardian Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent. Consent. We will only process details on your Page 37

medical history with your consent. Who we share your personal data with When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes. We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions. We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others. The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data. Protection of your personal data We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. How long we hold your personal data We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data eighteen months after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy (http://www.thefa.com/public/privacy) so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them (http://www.thefa.com/about-football-association/contact- us). Your rights regarding your personal data As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data. As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us, we may not be able to register or administer your membership. Page 38

We may update this Privacy Notice from time to time and will inform you to any changes in how we handle your personal data. If you have any questions about this Privacy Notice, then please contact the Club Chairman or Secretary. August 2018 Page 39

Advisory Council Advisory Council Terms of Reference 1. Purpose The Advisory Council will guide the strategic direction of Ashbourne Football Club and provide specialist advice and support. It will: • Guide strategic thinking and decision-making. • Support the Club’s priorities. • Act as a thoughtful sounding board, and • Encourage Ashbourne Football Club to stretch and maximise its potential. 2. Mission The Advisory Council will assist Ashbourne Football Club in achieving its mission. This assistance and its outcomes will be planned in conjunction with the Club board. 3. Scope The broad scope of the Advisory Council is to support Ashbourne Football Club to innovate and follow those opportunities that can help achieve its mission. The Advisory Council will narrow the focus on particular areas of strategic priority as it sees fit. 3.1. Role The Advisory Council will: • Advise on the strategic direction and expected outcomes. • Use specialist knowledge or relationships to help Ashbourne Football Club implement its strategy. • Suggest new opportunities or approaches for how Ashbourne Football Club can fulfil its mission. • Consider the broad needs of Ashbourne Football Club stakeholders, customers and partners not the sole interests of the Club, and • Help Ashbourne Football Club maintain alignment and links with other relevant organisations and foster new ones. 3.2 Exclusions The Advisory Council has neither legal responsibility nor decision making power for Ashbourne Football Club. Its members are volunteers. They may be reimbursed by the Club for reasonable expenses incurred under these terms of reference. 4. Composition and Form 4.1. Advisory Council Page 40

The council is made up of individual members on the basis of the expertise and relationships they can share with Ashbourne Football Club. Members are not selected as representatives of their organisations. The chair will be elected by the members. The Advisory Council will meet at least two times a year and will convene extra meetings as required. Deputies will be accepted at meetings. The Advisory Council will normally interact with the Club through the Club board; however, members may attend any Club meetings by invitation. 4.2 Members Individuals will be invited by Ashbourne Football Club to become members of the Advisory Council. Members of the Advisory Council are persons of renown, integrity and influence. They have widely recognised skills and expertise. Members will act as critical friends of Ashbourne Football Club. Members of the Advisory Council may become ambassadors of Ashbourne Football Club attending key events where possible and networking with strategic players/audiences on its behalf. 5. Review These terms of reference will be reviewed at least every 12 months. (These terms of reference were adopted by the Advisory Council at its first meeting on <<date>>) Page 41

Volunteer Scheme Ashbourne Football Club Volunteer Scheme Definitions You: A volunteer at Ashbourne Football Club; someone who has registered with our Club and gives their time freely We/Us/Our: Ashbourne Football Club Volunteers are an important part of Ashbourne Football Club. We hope that you enjoy volunteering with us and feel a valuable member of our team. This scheme tells you what you can expect from us, and what we hope you will give to Ashbourne Football Club. We aim to be flexible, so please let us know if you would like us to consider any changes or adjustments. PLEASE NOTE THIS SCHEME IS IN HONOUR ONLY AND IS NOT INTENDED TO BE A LEGALLY BINDING CONTRACT OF EMPLOYMENT. We will do our best to: • introduce you to how the organisation works and your role in it. • provide any training you need. • arrange meetings with your team leader so that you can tell us if you are happy with all aspects of your volunteering and get feedback from us. • respect your skills and individual wishes and to do our best to meet them. • pay your out-of-pocket expenses according to the Volunteer Expenses Policy • consult with you and keep you informed of possible changes. • insure you against injury you may suffer or cause due to negligence. • provide a safe workplace. • apply our Equal Opportunities Policy. • apply our Grievance Procedure if there is any problem. • give you current information regarding volunteering at AFC through regular meetings. Volunteers will not take the place of paid employees or professionals at Ashbourne Football Club. You will do your best to: • volunteer reliably to the best of their ability, and to give as much warning as possible whenever you cannot volunteer when expected or if unable to continue volunteering. • follow the policies and guidelines, including health and safety, equal opportunities and confidentiality. All policies are in the AFC Manifesto. • inform the relevant team leader, if you have any difficulty with your volunteering and/or if you feel that this policy is being breached. Page 42

Volunteer Registration Form Volunteer Registration Form Postcode: Mobile: About me Name (inc. Title): I have a full driving licence yes no Address: Tel: Email address: I am over 18 yes no My interests My main areas of interest are: I can offer the following skills, knowledge and expertise: I am interested in the following roles: My emergency contact Please provide details of someone we can contact in the unlikely event of an accident while volunteering with the Club Name: Relationship to you: Tel: Mobile: Access requirements / health conditions If you have any particular access requirements or health conditions (eg medication or allergies etc) that we should be aware of, please state: Signature: Date: Page 43

Our Patrons Ashbourne Football Club Patrons We are very grateful to the following who have made generous donations to the Club. Their support of our Development Fund is helping to provide the means to realise our dream of owning and operating our own ground. Page 44

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