a) The group shall be called Pafos United Walking Football Club, referred hereafter in this constitution as PUWFC
a) PUWFC is a nonproﬁt making community of walking footballers, all surpluses of which are used for the beneﬁt of the members but not for distribution to individual members either during the continuance of PUWFC or after its dissolution (except in refunding of expenses agreed by the Management Committee), nor to any organisation which is not itself either constituted as non-proﬁt making, or as a charity.
b) Words importing the masculine gender shall include the feminine genders, and words importing the singular number include plural and vice versa.
c) The objectives of the PUWFC are to promote our ethos of fun, friendship, fitness & football through the provision and access to facilities, to promote the game of Walking Football, arranging matches and social activities for its members and meeting the group’s Code of Conduct.
a) The affairs of PUWFC shall be run in accordance with the PUWFC constitution.
b) The affairs of PUWFC shall be managed by a Management Committee that shall meet on a monthly basis and retain full minutes and accounts as appropriate, and these minutes and accounts for full openness should be made available to all the members.
4. DATA PROTECTION
a) PUWFC shall be fully compliant with the Data Protection Act 2018.
5. STATUS OF RULES
a) The PUWFC Rules form a binding agreement between each member and PUWFC.
6. RULES AND REGULATIONS
a) PUWFC will abide by Equal Opportunities and Anti-Discrimination legislation.
b) All members of PUWFC shall so exercise their rights, powers and duties and shall, where appropriate, use their best endeavours to ensure that others conduct themselves, so that the business and affairs of PUWFC are carried out in accordance with the Rules and Regulations of PUWFC, and the Walking Football Competitions / Tournaments in which PUWFC participates.
c) PUWFC is affiliated to the 'Walking Football Association' (WFA) of the UK and shall conduct itself in all matters within the aegis of the WFA.
d) PUWFC is affiliated to the ‘Cyprus Walking Football Association. (CWFA) and shall conduct itself in all matters within the aegis of the CWFA
7. PUWFC MEMBERSHIP
a) All players of PUWFC must be registered members of the PUWFC.
b) Age: The minimum age of full members (Registered Players) shall be 35 years for ladies and 50 years for men. There is no upper limit; only players of the permitted age may represent the PUWFC in matches and tournaments.
c) A New Member under 35 years (ladies) and 50 years (men) may be permitted to Join PUWFC depending on circumstances. Election to membership shall be at the discretion of PUWFC Management Committee and granted in accordance with the anti-discrimination and equality legislation. An appeal against refusal may be made to the Management Committee. Membership shall become effective upon an applicant's name being entered in the Membership Register and then a registered squad number issued.
d) An annual Membership Fee and a session fee is set by the management committee.
e) The members of PUWFC are those persons listed in the register of members and all members are allocated a squad number. The register of members shall be maintained by the Club Secretary of the Management Committee.
f) A new member can apply to be a registered member by requesting and completing all the required paperwork; the Participants & Emergency Contact Information Form, submitted with the appropriate membership payment. Once the club secretary has received the required paperwork and membership payment, the applicant’s name will be entered in the Membership Register, they will then be issued a squad number. (See Appendix A New Member Procedure)
g) In the event of a member's resignation, his or her name shall be removed from the Membership Register.
h) A full register of members shall be held by PUWFC club secretary.
i) Members shall provide their name, address, contact number, email address (if available), date of birth and emergency contact information.
j) Non-members may not turn up and play without being registered, except new members on trial for the club or guest agreed by the members of the committee.
k) The Management Committee shall have the power to terminate or suspend the membership of any Member, or to exclude any Member whom it considers guilty of a breach of these Rules; including misconduct; offensive behaviour to any other Member; persistent questioning of Referees decisions, whether on the club's premises of play or elsewhere; including online and on social media.
l) Members must adhere to the PUWFC Code of Conduct at all times.
m) Members shall comply with the PUWFC Rules and Regulations for Sessions and Matches taking place at any PUWFC recognised venue.
n) Members representing PUWFC shall abide by the rules of the relevant competition.
8. MEMBERSHIP FEES
a) Memberships run from 5th of February of each year, members can pay online by requesting to the treasurer the bank details.
b) Membership Fees and Session Fee are set by the Management Committee. There is no limit, either maximum or minimum, to the number of sessions that constitute Membership. Membership is solely granted by the Management Committee and upon a completed and accepted Members Participation Form.
c) Membership Fees and Session Fees are not repayable unless there are exceptional circumstances considered and agreed by the Management Committee.
d) Membership Fees and Session Fees are to be reviewed from time to time by the Management Committee and at least annually at the Annual General Meeting (AGM) to ensure timely cost recovery.
e) The Committee reserves the right to increase or decrease Membership Fees and Session Fees as necessary, in order to fulﬁl the objectives of PUWFC, but will inform all members of any change in good time before the change is to take place.
f) Members wishing to terminate their Membership, and to be removed from the Membership Register, must write to the PUWFC Secretary requesting termination of membership. This termination of membership will result in releasing that member’s squad number to an incoming new member.
g) Membership enables member’s access to: playing in training sessions; participation in all PUWFC activities; representing PUWFC if selected in matches and tournaments provided that they are within the correct age category.
9. RESIGNATION AND EXPULSION
a) A member shall cease to be a member of PUWFC if, and from the date on which he/she gives notice in writing to the Management Secretary of his/her resignation.
b) The PUWFC Management Committee shall have the power to expel a member when, in its opinion, it would not be in the interests of the community for them to remain a member. An appeal against such a decision may be made to PUWFC Management Committee.
c) A member who resigns or is expelled shall not be entitled to claim any, or have any share of, any of the income and assets of PUWFC except any rightful claims to expenses that have been approved by the Management Committee and are due to that member.
10. MANAGEMENT COMMITTEE
PUWFC Management Committee shall consist as a minimum of the following Officers;
a) Chairperson, Treasurer, Club Secretary, Operations & Commercial Coordinator, Entertainment & Events Coordinator, Publicity & Website Coordinator, Lead Coach & Booking Coordinator and Referee Coordinator (see Appendix B Roles & Responsibilities). All Officers are elected at the Annual General Meeting (AGM). Other proposed posts may be included from time to time on either a full time or temporary basis as required.
b) Each Officer and Committee Member shall hold office from the date of appointment until the next AGM unless otherwise resolved at an Extraordinary General Meeting (EGM). One person may hold no more than two (2) positions of Officer at any one time. The Management Committee shall be responsible for the management of all affairs of PUWFC. Decisions of the Management Committee shall be made by a simple majority of those attending the Committee meeting, unless pre-agreed by the committee. The Chairperson of the Committee Meeting shall have a casting vote in the event of any tie. Meetings of the Management Committee shall be chaired by the agreed Committee member (Vice Chairperson) in the absence of the normal Chairperson; a quorum for the transaction of the business of the Management Committee shall be three (3) members of the full time Management Committee.
c) Decisions of the General Committee shall be entered into the Minute File of the meeting to be maintained by the Management Secretary. The minutes of all meetings of the Management Committee should be published as soon as practical to all members of PUWFC.
d) Any member of the Management Committee may call a meeting of the Committee by giving not less than seven day's notice to all members of the Management Committee. PUWFC shall hold Committee meetings every month where possible and not less than nine (9) meetings per year.
e) An outgoing member of the Management Committee may be re-elected. Any vacancy on the Management Committee which arises between AGMs shall be ﬁlled by a member proposed by one (1) and seconded by another one (1) of the remaining Management Committee members and approved by simple majority of the remaining Committee members.
f) The Management Committee shall have the powers to decide all questions and disputes arising in respect of any issue concerning the PUWFC Rules.
11. ANNUAL AND EXTRAORDINARY MEETINGS (AGM & EGM)
a) An AGM shall be held each year to:
• Receive a report of the activities of PUWFC over the previous year.
• Receive a report of PUWFC ﬁnances over the previous year.
• Elect members to the Management Committee.
• Consider any other business.
b) Nominations for election of members as Officers on the Management Committee shall be made in writing by the proposer and seconded, both of whom must be existing members, to the Management Secretary not less than 21 days before the AGM. Notice of any resolution to be proposed at the AGM shall be given in writing to the Management Secretary not less than 21 days before the AGM.
c) An EGM may be called at any time by the Management Committee and shall be called within 21 days of the receipt by the Management Secretary of a requisition in writing, signed by not less than ﬁve (5) 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.
d) The Management Secretary shall send to each member written notice of the date of the AGM or EGM together with the resolutions to be proposed at least 14 days before the meeting.
e) The quorum for an Annual General Meeting shall be twelve (12) members.
f) The Chairperson, or in their absence, a member selected by the Management Committee, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of a tie in voting, the Chairperson of the Meeting shall have a casting vote.
g) The Management Secretary, or in their absence a member of the Management Committee, shall record the Minutes of General Meetings and place them into the PUWFC Minute File.
a) The appointed members responsible for selection of representative teams shall be responsible for managing the conduct and affairs of the team on behalf of the Management Committee.
a) A bank account shall be opened and maintained on behalf of PUWFC. Designated account signatories shall be the Management Committee Chairperson, the Treasurer and one (1) other Committee member. No sum shall be drawn or paid from the account except by authorisation given by two of the three signatories. All monies payable to PUWFC bank account shall be received by the Treasurer and recorded and deposited into the bank account.
b) All PUWFC property shall be applied only in furtherance of the objectives of PUWFC. The distribution of proﬁts or proceedings arising from the sale of any property to members is prohibited.
c) The Management Committee shall have the power to authorise the payment of remuneration and expenses to any member (although no member may be remunerated for playing) and to any other person or persons for services rendered to PUWFC.
d) PUWFC may provide sporting and related social facilities, sporting equipment, coaching, and courses, to its members.
e) It is up to individuals to seek any personal insurance cover that they deem ﬁt as this is not provided by PUWFC, and that members are informed upon joining that they play at their own risk.
f) PUWFC may also in connection with the purposes of its objectives, sell and supply related sports clothing and equipment; employ members (although not for playing), and remunerate them, for providing goods and services, on fair terms set by the Management Committee without the person concerned being present; pay for reasonable hospitality for visiting teams and guests and indemnify the Management Committee and its members acting properly in the course of the running of PUWFC against any liabilities incurred in the proper running of PUWFC (but only to the extent of its assets).
g) The club shall keep proper accounting records, recording the fact and nature of all payments and receipts to disclose, with reasonable accuracy, at any time, the ﬁnancial position, including the assets and liabilities of PUWFC. Records should be maintained for a minimum of six (6) years.
h) An annual Financial Statement should be prepared for the AGM and is required to be approved by the Meeting. Preferably it should be veriﬁed by an independent, appropriately qualiﬁed person where possible.
14. GENERAL AFFAIRS
Members or Guests leaving unattended vehicles, clothing or other property at any PUWFC venue do so at their own risk. PUWFC shall not be liable for any loss, damage or injury.
a) A resolution to dissolve PUWFC shall only be proposed at a General Meeting and shall be carried by the majority of at least three-quarters of the members present.
b) The dissolution shall take effect from the date of the resolution being passed and the members of the Management Committee shall be responsible for the winding up of assets and liabilities.
c) Any surplus assets remaining after the discharge of the debts and liabilities shall be transferred to another walking football group, a Competition/Tournament, or an appropriate community-based organisation.
16. CODE OF CONDUCT
a) The objectives of PUWFC are to promote our ethos of Fun, Friendship, Fitness and Football through providing facilities, promoting the game of Walking Football and arranging matches and social activities for members meeting this CODE OF CONDUCT.
b) The Code of Conduct is adopted by PUWFC for both Practice Sessions and Competitions/Tournaments.
c) The Code of Conduct, which must be adhered to by all members, has therefore been separately produced and is made available to all members.
d) PUWFC and its members have a responsibility to promote high standards within the game and within all social activities run by PUWFC.
New Members Procedure
1. A new member can only attend on a Tuesday morning or Wednesday evening Training / Practice session.
Note: No new member can attend a Friday morning practice session, until they have completed a new members briefing session and attended a minimum of three training sessions on either the Tuesday morning or Wednesday evening training, and received their registered number and kit.
2. New members are to be briefed by a coach or referee on:
• Personal Protective Equipment PPE
• CWFA Laws of the Game (LOTG)
• PUWFC Code of Conduct
On completion of the brief and the appropriate paperwork (Participant & Emergency Contact Information Form), the new member can then go onto the pitch under the auspices of either a coach or referee to verify their understanding of the brief, as part of the respective training session.
Note: No new member/player can go onto the pitch to play without completing the Participant & Emergency Contact Information Form
3. A new member can apply to be a registered member by requesting and completing all the relevant paperwork (Participants & Emergency Contact Information Form) submitted with the appropriate membership payment of €30.
4. After the new member have completed 3 sessions, once the club secretary has received the required paperwork and membership payment, they will then issue the new member a registered squad number.
5. The new member at this stage, will be given details on the HEJA App, to enable them to book in via the schedule for future training/practice sessions.
6. If the new member is under the required age of 35 for Ladies and 50 for Men, it must then go to the management committee for their application to be considered and then a registered squad number will be issued if committee approve application.
7. Once the new member receive their registered number and loan kit. They can then request to be placed in the tournament pool, but only after the coaches have verified the skills and ability of the said player.