It provides clarity on decision-making, delegated authority, financial controls, accountability and the relationships between the various governance and operational bodies within the Club.

In the event of any conflict between this document and the Club Constitution, the Constitution shall take precedence.

2. GOVERNANCE PRINCIPLES

The Club will:

• Place the welfare of children and young people at the centre of decision making.
• Act in the best interests of the Club as a whole.
• Operate fairly, transparently and consistently.
• Promote respect, inclusion and positive behaviour.
• Manage finances responsibly and sustainably.
• Encourage volunteer involvement and succession planning.
• Comply with FA, League and legal requirements.

The Club recognises that participation is a choice and strives to be a well-run club with excellent facilities, supportive volunteers and coaches, respectful players, parents and spectators, and a welcoming community for everyone involved in grassroots football.

3. GOVERNANCE STRUCTURE

The governance structure of the Club comprises:

• Members
• Annual General Meeting (AGM)
• Executive Committee
• Management Committee
• Football Development Forum

4. EXECUTIVE COMMITTEE

Membership

• Chairperson
• Vice Chairperson
• Secretary
• Treasurer
• Welfare Officer
• Marketing, Communications & Digital Officer
• Football Development Officer
• Facilities Manager

Purpose

To provide strategic leadership, governance oversight and long-term direction for the Club.

Responsibilities

• Governance and compliance.
• Strategic planning.
• Risk management.
• Development Fund oversight.
• Policy approval.
• Major project oversight.
• Constitutional matters.
• Escalated safeguarding and conduct matters.

Meetings

The Executive Committee shall meet as required, but not less than quarterly.

A quorum shall be four members.

5. MANAGEMENT COMMITTEE

Membership

• Executive Committee Members
• Registration Co-ordinator
• Fundraising & Sponsorship Co-ordinator
• Kit Co-ordinator
• EBCSA Representative(s)
• Age Group Managers

Purpose

To manage the day-to-day operation of the Club and deliver the Club's strategic objectives.

Responsibilities

• Club operations.
• Football administration.
• Volunteer support.
• Registrations.
• Club events.
• Fundraising activities.
• Communications.
• Delivery of approved projects.

Meetings

The Management Committee shall normally meet monthly and not less than six times per year

A quorum shall be one-third of appointed members.

6. FOOTBALL DEVELOPMENT FORUM

Membership

• Football Development Officer (Chair)
• Age Group Managers
• Team Managers
• Coaches

Purpose

To drive football development, coaching standards and football operations across the Club.

Responsibilities

• Football development strategy and delivery.
• Coaching standards and development.
• Age group updates and coordination.
• Football administration and operations.
• Escalation of matters to the Management Committee.

Meetings

The Football Development Forum shall be convened by the Football Development Officer and shall meet not less than four times per year.

The Football Development Officer shall report outcomes of each Football Development Forum to the Management Committee.

7. DELEGATED AUTHORITY

Committee members and volunteers may only make decisions within the authority delegated to them by the Club.

No individual may commit the Club to any financial, contractual or legal obligation beyond their delegated authority.

8. FINANCIAL GOVERNANCE

Budgeted Expenditure

Expenditure forming part of an approved annual budget may be authorised by the Treasurer without further approval, provided it remains within the approved budget allocation.

Expenditure approvals detailed below shall apply to unbudgeted expenditure unless otherwise stated.

Unbudgeted Expenditure

Emergency Expenditure

Where urgent expenditure is required to protect the interests of the Club, the Chairperson and Treasurer may jointly authorise expenditure outside the above limits, provided the decision is reported to the next Executive Committee meeting.

Any emergency expenditure approved under this provision shall be recorded in the minutes of the next Executive Committee meeting.

Reporting

The Treasurer shall provide a financial update to each Management Committee meeting and a summary financial report to each Executive Committee meeting.

Annual Budget

The Treasurer shall prepare an annual budget for the forthcoming financial year in consultation with the Executive Committee.

The proposed budget shall normally be presented to the Executive Committee for approval prior to the commencement of each financial year.

Once approved, the budget shall provide the basis for the Club's financial planning, delegated expenditure and

monthly financial reporting.

Team Funds

All team funds shall be held within the Club's bank account(s) and remain the property of the Club.

The Treasurer shall maintain oversight of all team funds and provide financial reporting to the Management Committee as required.

Age Group Managers shall be responsible for the day-to-day management of funds allocated to their age group, ensuring expenditure is appropriate, properly authorised and in accordance with the Club's Financial Governance Policy.

9. DEVELOPMENT FUND

Purpose

The Development Fund exists to support the long-term development, sustainability and strategic objectives of the Club.

Appropriate Uses

Examples include:

• Capital expenditure.
• Facility development.
• Strategic investments.
• Significant infrastructure projects.
• Long-term improvement initiatives.

Inappropriate Uses

The Development Fund should not normally be used to support day-to-day operating expenditure or short-term cashflow requirements.

Oversight of the Development Fund shall rest with the Executive Committee.

10. CONFLICTS OF INTEREST

Committee members and volunteers must declare any actual, potential or perceived conflict of interest.

Where a conflict exists, the individual may be required to withdraw from discussions and shall not participate in any related vote.

The declaration and outcome shall be recorded in the meeting minutes.

11. EBCSA RELATIONSHIP

GCFC recognises the importance of East Bierley Community Sports Association (EBCSA) and the facilities it provides.

Club representatives appointed to EBCSA shall:

• Act in the best interests of GCFC.
• Support positive partnership working.
• Communicate relevant information back to the Club.
• Declare conflicts of interest where appropriate.

GCFC representatives appointed to EBCSA shall provide regular updates to the Management Committee on matters that may materially affect the Club.

Any decision involving a conflict between the interests of GCFC and EBCSA shall be declared and managed in accordance with the Club's Conflict of Interest provisions.

12. RESPECT & CONDUCT

The Club may establish a Respect & Conduct Panel to consider serious behavioural concerns, complaints, breaches of Club policies or matters referred by the Welfare Officer, Executive Committee or Management Committee.

Membership

Membership of the panel shall be determined by the

Executive Committee and shall normally include:

• Chairperson (or nominee)
• Secretary (or nominee)
• Welfare Officer
• Additional Club Official(s) where appropriate

Panel members must not participate where they have a conflict of interest or are directly involved in the matter being considered.

Authority

The Respect & Conduct Panel shall have delegated authority from the Management Committee to:

• Investigate complaints and concerns.
• Review alleged breaches of Club policies, Codes of Conduct and the FA Respect framework.
• Meet with individuals involved in a matter.
• Consider evidence provided by all parties.
• Issue proportionate sanctions where appropriate.

Available Sanctions

Sanctions may include:

• Verbal warning.
• Written warning.
• Requirement to undertake specific actions or training.
• Suspension from Club activities for a defined period.
• Removal from a Club role.
• Recommendation to terminate membership.

Any decision to terminate membership shall require ratification by the Executive Committee.

Appeals

Any individual subject to a sanction may appeal in writing within 14 days of notification.

Appeals shall be heard by an Appeals Panel appointed by the Executive Committee, whose decision shall be final.

Records

The outcome of all formal hearings and appeals shall be recorded and retained in accordance with the Club's Data Protection and Safeguarding policies.

13. GOVERNANCE DOCUMENT FRAMEWORK

This Governance Framework should be read alongside:

• Annual Business Plan
• Culture & Community Strategy
• Roles & Responsibilities
• Manager & Coach Handbook
• Safeguarding Handbook
• Equality, Diversity & Inclusion Handbook
• Digital Communication & Social Media Handbook
• Data Protection Handbook
• Volunteer Recruitment, Induction & Management Procedure
• Respect & Conduct Procedure
• Code of Conduct
• Privacy Notice

14. REVIEW

This Governance Framework shall be reviewed annually by the Executive Committee to ensure it remains relevant, effective and aligned with the Club Constitution, strategic objectives, policies and FA requirements.

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GCFC Governance Framework

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