Name

The name of the Club shall be “The 1903 – Dundalk FC Supporters Club” (hereafter referred to as ‘The Club’ or ‘The 1903’).

Aims and Objectives

The ‘The 1903 – Dundalk FC Supporters Club’ (hereafter referred to as the “Supporters Club” or “The 1903”) is founded upon the democratically decided ‘Aims and Objectives’ (Appendix 1).

This Constitution sets out the methods by which these ‘Aims and Objectives’ shall be pursued and achieved and should always be read and considered in conjunction with the rules and objectives.

Governance

The governing body of the Club shall be the assembly of members at the Annual General Meeting (AGM) to be held in January each year.

The AGM shall be open to all members fully paid up to 31st January in the relevant calendar year. Each member will be invited by individual letter to the meeting giving no less than 2 weeks’ notice of the time and date of such meeting.

All members in attendance shall be allowed a single vote on all decisions. There shall be no provision for ‘proxy’ or absentee votes for those not in attendance.</h2

The business of the AGM shall be:

To consider the Secretary’s report of minutes, business and membership in the preceding year

To receive a Chairperson’s report

To receive the report of the Marketing and Media Officer

To consider the report of the Equality and Diversity Officer

To consider the clubs financial report of income and expenditure presented by the Treasurer(s)

For members to consider, question and approve all such reports as appropriate by simple majority vote

To elect a Committee in whom the AGM will devolve the business of running the Club for the coming year in accordance with this Constitution, its Aims and Objectives

The Committee shall be elected at the AGM by proposer, seconder, and by a majority vote if necessary. This shall be the final business of the AGM having considered all reports.

The Committee shall have a minimum of seven members at all times, and a quorum for all Committee meetings is 4 or 50% plus one should the Committee be of more than seven persons. The following positions must be filled:

Chairperson

Vice Chairperson

Secretary

Marketing and Media Officer

Equality and Diversity Officer

Treasurer

Assistant Treasurer

Registrar and Membership Officer

An AGM, or the Committee acting on the devolved authority of the AGM, may add to these positions in accordance with the decision-making process set out below. Only an AGM or Emergency General Meeting may reduce these positions.

The Committee shall meet monthly at a time and place decided by Committee members.

The Committee shall advise members when such meetings are taking place for their information only and provide a short report of major decisions taken at each meeting to members through the most appropriate means.

The Committee shall convene ordinary General Meetings as and when it sees fit. Such meetings can be called at short notice if required and all members attending shall have a single vote on all matters to be decided.

The Committee shall endeavour to reach all decisions by consensus. Where the Chairperson deems this is not possible, decisions shall be made by a vote of each Committee member with the Chairperson also having a casting vote if required.

Where a member(s) of the Committee stands down or is no longer available between AGMs, a casual vacancy will be filled for the position at a General Meeting called by the Committee for the purpose.

An Emergency General Meeting of the membership can be called by the Committee, or by a written request of 50% of the membership on any matter(s) the Committee or the membership in that number deem necessary.

Anyone wishing to put their name forward for a Committee role may also do so in writing or email no later than 5 days prior to the AGM. Such nominations must receive a proposer and seconder at the AGM concerned to be valid. New applicants will be invited to support their nomination outlining any specific experience or interest if they so wish.

Such nominations should be to the Supporters Club Secretary.

Only members of the Supporters Club with 2 months membership prior to the date of the AGM shall be eligible to be Committee Members.

Roles of Committee and Committee Members

Chairperson
The responsibilities of the Chairperson are to:

Chair meetings

Provide leadership, direction and support for other officers and initiatives

Ensure all business is conducted consistent with the clubs Aims and Objectives

Plan meetings and develop the agenda in conjunction with the Secretary

Ensure meetings and operations are conducted according to the Constitution and that matters are dealt with in an orderly, efficient manner

Ensure that decisions reached at meetings are properly made and implemented

Act as the senior spokesperson for the Supporters Club

Sign and certify the annual income and expenditure statement for the Supporters Club

Vice Chairperson
The main role of the Vice Chairperson is to support the Chairperson and preside over meetings when the Chairperson is absent.
The responsibilities of the Vice Chairperson are to:

Stand in for the Chairperson at meetings and in carrying out duties as necessary

Carry out any specific tasks requested by the Chairperson or agreed by the Committee

Secretary
The responsibilities of the Secretary are to:

Arrange for all meetings in accordance with these rules and liaise closely with the Chairperson and Committee

To keep a minute book of all minutes, to engage with the Committee and members in these regards and to furnish information and records as required

Be cognisant of personal data/GDPR requirements. The Club will arrange training in these regards if required

Deal with Committee correspondence to/from members and third parties by way of phone, email or postal communication

Receive all Club related mail at the agreed Secretary address including utility bills, invoices and any other mail except where otherwise agreed with Committee members

Copy all financial documents, invoices and bills received to the Treasurer 

Equality and Diversity Officer
This is an ‘outreach’ role ensuring that The 1903, and by extension Dundalk Football Club,  are as inclusive as possible.
The Officer will: 

Engage with young supporters and with supporters of all genders, ethnicities,  abilities, religions, sexualities and encourage inclusion and participation in Club activities and membership 

Ensure that the Committee and Club are cognisant of equality and diversity issues in  all decisions, statements and initiatives and seek maximum inclusion at all times

Develop initiatives and events to encourage maximum participation of all groups and  individuals within the Club 

Make representation to Dundalk Football Club regarding any of these matters and  keep records of such representations in conjunction with the Secretary/Committee

Network with other clubs and organisations at local and national level to advance the  equality and diversity agenda

Treasurer/Assistant Treasurer
The main role of the Treasurer(s) is to maintain an overview of the Supporters Club financials  and to ensure that proper financial records and procedures are maintained.
The responsibilities of the Treasurer(s) are to:

Oversee all income and expenditure 

Oversee, prepare, present and approve Income and Expenditure Statement(s) and  financial statement(s) 

Prepare and present financial reports to the Committee 

Ensure that the financial resources of the Club meet its needs 

Ensure that appropriate accounting procedures and controls are in place • Ensure that a clear cash handling procedure is in place for any monies collected on  the Club’s behalf by fellow Committee members 

Be the main signatory on the Supporters Club’s bank account 

Be the main signatory on any Supporters Club’s club cheques issued • Be responsible for bank reconciliations and all approved deposits and withdrawals • Ensure copies of all bank statements, invoices and bills are received from the  Secretary 

Liaise with relevant people about financial matters 

Advise on the financial implications of any new projects 

Prepare the annual accounts for the AGM 

Present the annual accounts at the AGM 

Marketing & Media Officer
The main role of the Marketing & Media Officer is to release any Club information, news or updates to the public domain via multiple channels and to maintain an overview of the Supporters Club’s public image via social media, public internet forums or in the radio and  print media. To develop relationship with local (and national where possible) media to advance the Club’s role and profile .
The responsibilities include: 

Publishing relevant Supporters Club information and news pertaining to membership, general meetings, events, fundraising, match reports and other news to Club  members and the general public via social media and the Club website 

Ensure relevant Supporters Club news, views or information released into the public  domain is vetted and approved before publication and to accept ultimate  responsibility for same 

Ensure social media sites such as Facebook and Twitter are updated regularly and  maintained with appropriate suitable content 

Manage any concerns or criticisms of the Club expressed by members or other  parties in the public domain 

Collate and edit all information and articles from various sources that make up the  Supporters Club notes 

Distribute relevant Supporters Club notes or press statements to the various radio  and print media outlets 

Registrar and Membership Officer
The responsibilities of the Registrar and Membership Officer are to:

Maintain a register of members

Deal with Committee correspondence to/from members by way of phone, email or postal communication, directly or as referred by Secretary

Issue membership cards and/or packs to members

Committee Member
The main role of the Committee Member is to assist the Committee on all matters where  required, to attend meetings and to help in the organisation of any events or fundraising that  the Club decides to undertake.
The responsibilities of the Committee Member are to: 

Attend meetings 

Represent supporters from all communities 

Help in all matters when required 

Assist in fundraising and events 

Offer assistance for DFC events and responsibilities on match nights – i.e., distributing membership forms etc. 

Offer new ideas and suggestions for the betterment of the Club 

Sub Committees

The Committee shall have the sole right to appoint Sub-Committees, as required.

The Committee shall define the duties of such Sub-Committees, and retain control in all matters and activities which it considers of importance to the general welfare of the Supporters Club, including the disposal of any funds in the hands of such Sub-Committees.

The Committee shall have power to nominate the Chairperson of such Sub Committees.

The Chairperson, Vice-Chairperson, (if deemed required by the Committee), shall be members of all Sub Committees.

The Committee shall also have the right to co-opt any person holding any specific expertise deemed required in the performance of its duties or projects subject to endorsement at the next general meeting, AGM or EGM.

Rule Changes

Amendments to the Constitution shall only be made at an Annual General Meeting or Extraordinary General Meeting

Confidentiality

It may, from time to time, be required for the Committee to discuss sensitive matters confidentially. All Committee members are bound to Committee confidentiality in these regards. No such aspect of any Supporters Club business or information is to be shared or repeated to any person outside of the Committee where the item has been noted as confidential at a meeting.

Membership

Membership of the Supporters Club will be open to all ages. Every candidate for membership will complete a membership form along with the relevant fee that will normally be accepted by the Committee, who also reserve the right to refuse the application.

Member fees will be set by the AGM following consideration of the Treasurer(s) report.

The membership period shall be annually, and membership fees are due to be paid by each individual member on the anniversary date of that membership.

‘Founder Member Certificates’ shall be issued to each member joining for the first time until 1903 have been issued, at which point the process will cease.

All paid members shall be issued with membership cards beginning 2022. Membership cards remain the property of The 1903.

Any sum received over and above the annual subscription shall, unless specified, be treated as a voluntary donation to The 1903 general funds.

Discipline

While the Club ethos is about positivity, unacceptable behaviour linked The Club or its activities should not occur. The Club will not countenance:

Personal/physical abuse or threats: Any actual, attempted or threatening physical abuse against any person, or group of persons will result in expulsion if reported to, and upheld by the Committee

Verbal Abuse: Any actual, attempted, or threatening verbal abuse against any person, or group of persons can be sanctioned and lead to dismissal

Bullying: Any actual, attempted, threatening or sarcastic bullying behaviour, be it physical or verbal, including any belittling or name calling against any person, or group of persons can be sanctioned and lead to dismissal

The Supporters Club Committee members and Supporters Club event organisers reserve the right at all times to eject any Supporters Club member from any Supporters Club-organised event or vehicle where their conduct is deemed to be grossly unacceptable behaviour as detailed above.

The Supporters Club reserves the right to suspend/revoke the membership of any member, or to expel any member, deemed to have behaved in a grossly unacceptable manner as detailed above.

Disciplinary Procedure – The following disciplinary procedure applies:

An investigation into the behaviour of a Supporters Club member may be undertaken by the Committee. This investigation will be triggered by a communication of complaint received in writing. A copy of any such complaint will be presented to the member complained of.

Should the matter concern a member of the Committee, that member shall absent themselves from all discussions of the issue, other than any investigation which may take place.

The matter will be considered by a three-person Sub-Committee of the Committee as they deem fit, showing fairness to all parties.

A written decision including any finding or sanction shall be issued to all concerned and implemented.

There shall be an appeal to the full Committee, such appeal to be furnished in writing within 10 days of the original finding.

The decision of any appeal by the Committee shall be furnished to all parties in writing and shall be final.

Club Name and Crest

The Club Crest and name shall NOT be used by any member, Committee member or any individual without prior consent of the Committee. The request must come in writing and must be signed by the Chairperson. The Club Crest shall NOT be used in any way that will financially benefit any individual, member, or Branch officer. The Club Crest & name shall NOT be used on any website, social media tool, or any form of advertising other than those owned by the Supporters Club.

Any breach of 10.1 shall be considered an infringement of The 1903 intellectual property rights and, additionally, a serious disciplinary matter.