Policies, Procedures & Finance

As a community club, our policies and procedures will always sit at the heart of everything we do.

By having these in place we can help ensure our club is a safe and positive environment where all club members - be that players, parents or coaches - know what to do should issues occur.

The up-to-date documents can be found below:

• Social Media Policy
• Safeguarding Policy
• Anti-Bullying Policy
• Equal Opportunities Policy
• Club Code of Conduct

You can also view some of the FA's policies, which we set out to follow, below:

• Grassroots Football Safeguarding Policies & Procedures
• FA Safeguarding Adults Policy & Regulations
• FA Respect Code of Conduct

Our Finances – Frequently Asked Questions

We get lots of questions about how our club is run financially. Understandably, our parents and club members are keen to know where their ‘subs’ money goes.

Below is a full outline of how we operate when it comes to finances and structure. This outline has been separated into the wide range of frequently asked questions we get asked.

How is the club set up?

Hasland Community Football Club is officially run as a not-for-profit organisation by a committee of volunteers – all of whom follow and uphold the club’s constitution.

How does the committee work?

Our club committee is currently made up of 10 people. These individuals give up their time to run the club, but do not take any kind of wage or allowance for the work they do.

As per the club’s constitution, the committee is made up of a Chair, Vice Chair, Treasurer, Secretary, Child Welfare Officer and five other members who lead on various aspects of the committee’s work.

Decisions that need to be made by the committee, around how the club is run, will usually be put to a formal vote – with the Chair having the casting vote in the event of a tie.

Do committee members get any benefits?

As already outlined, committee members are not paid in any way for the work they do. They do not take a wage, allowance or any form of expenses.

As it stands, the only perk committee members do get is the ability to buy items from the club shop at ‘cost price’ and a 50 percent discount on food and drink at our clubhouse – The Eagles Nest.

How does the club handle banking?

The club holds a bank account with Yorkshire Bank, and has done for over a decade.

This is the only official bank account the club holds and all club funds, whether they ‘belong’ to an individual team or ‘central’ funds, sit in this single account.

The club also has a PayPal account. Signing on fees, web shop purchases and card payments at The Eagles Nest all go into this account. Money in the PayPal account is then regularly paid into the official club bank account mentioned above.

A digital paper trail exists for all of the money that goes in and out of the PayPal account. As it does for all the money that goes in and out of the official club bank account.

How does club accounting work?

Our accounts are handled by Scott Bradshaw, our club treasurer. Scott is a Chartered Accountant by trade and runs his own company.

As already outlined, the club has one bank account. Within this bank account, Scott uses accounting software to divide club funds between what we call ‘team funds’ and ‘central funds’ respectively.

To explain:

• Central funds is money that ‘belongs’ to the club as a whole – this is used for big investments that everyone benefits from. Examples include end-of-season trophies, new goalposts and even line marking paint.
• Team funds is money that ‘belongs’ to each individual team. So, each team essentially has their own pot of money. Most of this money each month will go towards paying for referee fees, pitch hire, etc. There is generally some left over which will build up over time – this is used for things like kit and equipment.

Where do our ‘subs’ go?

We charge a £30 signing on fee each season, and then £25 a month for the 9 months of the season. This adds up to £255 in total. This can be paid in one lump sum up front, or by a £20 monthly direct debit from September through to May. These are the only two payment methods we offer.

For U7, U8, U9 and U10 teams, signing on fees go into team funds. For ages U11 and above, signing on fees go into central funds. This is because the older teams, which have more players, will bring in more money over the course of a season than younger sides.

When it comes to ‘subs’, these all go straight into team funds. So, a team with 10 players registered to a direct debit will bring in £200 per month, whilst the season is running.

We then deduct a monthly ‘central funds contribution’ from each team account, whilst the season is running, to cover bills and expenditure.

What are central funds contributions?

All team bills, for things such as pitch hire and winter training, are paid out of the club’s ‘central funds’ account. This is like having a joint account that you use to pay your mortgage and other household bills from.

To cover the cost of these bills, a set fee is taken from each team fund every month. This fee is different depending on the format your team plays. This is like two people putting money from their own bank accounts, after they have been paid, into a joint account – before the bills come out.

The central funds contribution for teams playing 5v5 is £100 per month, for 7v7 it is £140 per month, for 9v9 it is £180 per month and for 11v11 it is £220 per month. This figure is calculated as £20 for each player that is on the pitch on a match day.

These fees have been set based on years of experience around how much a team can realistically afford, first and foremost, and then how much a team spends based on the number of players they have.

What are ‘subs’ spent on?

Subs are spent on a range of things, including:

• Winter training fees (astro and sports hall hire)
• Grass pitch hire fees (for U11 and above - games played at home)
• Mini Soccer fees (£25 per game for U7 to U10)
• Referee fees (for U11 and above - games played at home)
• Equipment (balls, bibs, cones, etc.)
• Insurance and league affiliation fees
• Player trophies for end-of-season presentations
• Coach training and DBS checks

Subs generally don't cover kit - the cost of which is funded by sponsorship as standard.

However, surplus subs that have been built up over a period of time, in team accounts, can be used to supplement sponsorship or purchase things like hats and gloves.