Original Document Ratified at the AGM dated June 23rd 2025

Nomenclature & Constitution

1.     Name

1.a.   The organisation shall be known as the Notts County Football Club Disabled Supporters Association (Hereinafter called   the NCFCDSA).

1.b.   The Headquarters of the NCFCDSA shall be ℅ Notts County Football Club, Meadow Lane, Nottingham. NG2 3HJ

2.    Objectives & Purposes of the NCFCDSA

2.a.   To Improve the experience of the disabled supporters of Notts County Football Club (hereinafter called “The Football Club”) and their carers.

2.b    To act as the principal point of contact for all disabled supporters with an interest in The Football Club and represent these to the officials of The Football Club. 

2.c    To establish and maintain channels of communication with The Football Club and or their representatives.

2.d.   To work in conjunction with other supporters associations of The Football Club where it does not compromise the NCFCDSA nor The Football Club.

2.e.   To work in conjunction with outside bodies and organisations that positively promote and benefit the NCFCDSA.

2.f     To promote, maintain and value the history of The Football Club.

2.g.   To work constructively with The Football Club to establish positive outcomes for both the disabled supporters of The Football Club and The Football Club itself.

3.    Membership

3.a    Any supporter of The Football Club with a disability, their carer or general supporter who wishes to actively promote the NCFCDSA.

3.b    Membership subscriptions, if any as decided by the Committee approved at the AGM, will be applicable to all members of the NCFCDSA on an annual basis.

3.c.    Membership shall be renewable on the 1st July each year and run until the 30th June the following year.

3.d    The Committee of the NCFCDSA reserves the right to deny membership. All rejections will be notified in writing and include the right of appeal which will be put before the Committee. 

3.e   All bona fide members over the age of 16 of the NCFCDSA are entitled to attend and vote at the AGM & EGM meetings or Postal Ballots.

3.f     Membership applications shall be on a designated form which will include a statement agreeing to accept and abide by the NCFCDSA constitution in its entirety.

3.g.    Any Member's behaviour that brings the NCFCDSA or The Football Club into disrepute shall be called before the Committee to put their case forward..

• The Member if so desired may be accompanied by a family member/carer to help put their case forward should their needs require.

• The Committee will put their findings in writing to the Member.

• Should the Member disagree with the Committees findings they will have the right of appeal and must do so in writing to the Association Secretary within 21 days as stated on the notification letter.

• Should the Members appeal be unsuccessful their membership may be revoked sine die.

• Future applications by an expelled Member of the NCFCDSA found in breach of rule (3.g) will be reviewed on a case by case basis with the Committees decision being final.

• The Committee reserves the right to suspend any Officer or co-opted Member accused of being in breach of rule (3.g) whilst being investigated.

• Officers are not permitted to stand for election nor be able to sit on the Committee if found to have brought the NCFCDSA or The Football Club into disrepute.

• Officers whose membership is sine die are not eligible to apply for membership of the NCFCDSA in any capacity.

4.    Honorary Members

4.a.    Honorary Members may be nominated to be appointed by a Committee Member in writing directly to the Secretary of     the NCFCDSA along with any supporting evidence.

4.b.    Any such Member appointed will be subject to the rules of the NCFCDSA in their entirety.

5.    Officers & Committee Members

5.a   All Officers shall be full bona fide Members of the NCFCDSA.

5.b    The Officers of the NCFCDSA shall comprise the positions of.

• Chair

• Vice-Chair

• Secretary

• Treasurer

• Membership Secretary

• Minutes Secretary

• Social Media Secretary

• Fundraising Secretary

5.c    In addition to any Officers there shall be no more than 4 full Members elected to the Committee with full voting rights.

5.d    Elected Officers and other Committee Members shall occupy their seat from the conclusion of the AGM at which the Committee is declared elected until the conclusion of the AGM on a biennial basis as of AGM 2026.

5.e.   The Committee reserves the right to co-opt a person(s) onto the Committee who has the skill and knowledge to further the NCFCDSA with full voting powers.

5.f.   Should a seat become available mid term the Committee may co-opt a person to fill the position or hold an EGM.

5.g.   Co-opted persons will hold their position until the next AGM.

5.h.   Should any Officer no longer hold a seat on the Committee then that Officer shall hand over all documentation back to the NCFCDSA in a timely and organised fashion so as to not compromise the Association.

6.     Officer Roles

6.1.   Chair

6.1a   The Chair shall open and close all NCFCDSA meetings at which they attend, whilst ensuring they are conducted in an  orderly fashion.

6.1b.  The Chair will ensure all views are heard by those present at the meeting.

6.1c   The Chair shall have the casting vote in all meetings should the vote result in a tie. With the only exception being when  rule (8.d   or  9.d) applies. Or secret ballots where the impartiality has gone. 

6.1d   If The Chair is unable to attend any Committee, AGM or EGM Meetings they must fully verse the Vice-Chair to enable the Vice-Chair to chair the meeting in their absence.

6.2.   Vice-Chair

6.2a.   The Vice-Chair will act as Chair with full powers at all Committee, AGM and EGM Meetings of the NCFCDSA should The Chair be absent.

6.2b.   In the Event of The Chair being absent from any meetings the Vice-Chair must to their best intentions ensure they are fully versed via The Chair to ensure continuity of all NCFCDSA Meetings.

6.3.   Secretary

6.3a.  The Secretary shall ensure that a suitable venue is available for all NCFCDSA Committee, AGM or EGM Meetings and  inform all those permitted to attend in writing. To include time and date of the relevant meeting. 

6.3b.  The Secretary shall be the primary contact between the NCFCDSA and The Football Club. All contact shall be referred  to the Committee.

6.3c   It will be the responsibility of The Secretary to liaise with any external body dedicated to improving the experience of the NCFCDSA and that of The Football Clubs Supporters it represents and report back to the Committee.

6.3d   The Secretary, if required may pass the responsibility of rule (6.3c) to another Committee Member for the benefit of the NCFCDSA.

6.3e   The Secretary shall be responsible for the distribution of all content relevant to any meetings set out in rule (6.3a).

6.3f    The Secretary shall be responsible for the distribution and collection of NCFCDSA ballot papers. 

6.3g   The Secretary along with another Committee Member designated at the time of counting shall be responsible for the counting of the ballot papers.

6.3h.  The Secretary shall hand the results of any ballots to The Chair to be announced at the appropriate meeting.

6.4 Treasurer

6.4a.  The Treasurer shall be responsible for the maintenance and upkeep of accurate records of the finances of the NCFCDSA.

6.4b.  The Treasurer shall ensure all funds of The NCFCDSA are maintained in a bank account dedicated solely to the NCFCDSA.

6.4c.  There shall be 3 signatures on the account. One of which shall be the Treasurer.

6.4d.  Withdrawals from the account set out in rule (6.4b) shall be authorised by signatures of two Offices or designated Committee  Members.

6.4e   The Accounts will run from June 1st and conclude on May 31st the following year to enable The Treasurer to finalise their report for the upcoming AGM.

6.4f.  The Treasurer shall submit a statement of balances in their entirety to the AGM of the NCFCDSA in the year following that to which they relate.

6.4g.  The Treasurer will announce at the AGM the appropriate level of subscription for membership for the following year.

6.4h.  The Treasurer shall have the responsibility for the preparation of all applications for external funding and for on-going liaison between the NCFCDSA and any external funding body and relay this to the Committee.

6.4i.  Once and if external funds are received the Treasurer shall inform the Committee at the next Committee Meeting of the NCFCDSA of said funds and deposit them into the account set out in rule (6.4b).

6.4j.  The Treasurer shall circulate expenditure forms amongst the Committee to submit expenses incurred when providing services to the NCFCDSA or The Football Club.

6.4k.  Any expenditure must be approved by the Committee and handed to the Treasurer on the appropriate forms with confirmation receipts.

6.4l.  It is the sole responsibility of the Treasurer to hand all documents including the safe transfer of all banking details and funds over to the Committee should they no longer hold a position of Office of the NCFCDSA. 

6.5   Membership Secretary

6.5a.  The Membership Secretary shall be responsible for providing and the circulation of membership application forms to supporters of The Football Club.

6.5b.  The Membership Secretary shall maintain a membership database along with membership records.

6.5c.  All membership records are the sole property of the NCFCDSA and shall be kept secure by the Membership Secretary. 

6.5d.  The Membership Secretary shall promote and advertise the NCFCDSA to healthily increase the membership of the Association and inform supporters of The Football Club how they can become members of the NCFCDSA.

6.5e.  The Membership Secretary shall liaise with the Treasurer regarding membership fees & subscriptions.

6.5f.  The Membership Secretary shall return all membership records back to the NCFCDSA should they no longer occupy an Officers seat.

6.6   Social Media Secretary

6.6a.  The Social Media Secretary shall keep the NCFCDSA website and Facebook pages fully updated.

6.6b.  All Website, Facebook and or other social media outlet domain names, titles and passwords are the sole property of the NCFCDSA.

6.6c.  The Social Media Secretary shall take all precautions keeping passwords secure at all times.

6.6d.  Upon leaving their seat of Office the Social Media Secretary shall hand all noted in rule (6.6b) back to the NCFCDSA in their entirety.

6.7.   Minutes Secretary

6.7a.  The Minutes Secretary shall be responsible for taking all minutes at all Committee, AGM & EGM Meetings. Write them  up in an official format in a designated minutes book that is the sole property of the NCFCDSA. 

6.7b.  The Minutes Secretary shall read out the relevant Minutes at the Chairs request at the NCFCDSA meeting to which they are related to. ie, Committee, AGM or EGM Meetings.

6.7c.  All Minutes from all NCFCDSA Committee, AGM & EGM Meetings shall have a proposer and seconder in order for them to be formally assigned as a true record. 

6.7d.  The Chair shall ask the Committee at a Committee Meeting or Members at an AGM or EGM for a Proposer and Seconder.

6.7e.  Both the Proposer and Seconder along with the Minutes Secretary shall sign the relevant Minutes to conclude them.

6.7f.  The Minutes Secretary shall circulate the previous meetings Minutes no later than three (3) days before the next upcoming Meeting in their entirety to all officers and Committee Members.

6.7g.  The Minutes Secretary upon leaving their post of the NCFCDSA Committee shall hand all Minutes back to the Committee.

6.8 Fundraising Secretary

6.8a.  The Fundraising Secretary shall, after consultation with the Committee be responsible for the production of all advertising literature for all events. 

6.8b.  All funds, if any, raised by the Fundraising Secretary shall be reported to the Treasurer and be accompanied by the appropriate paperwork.

6.8c.  The Fundraising Secretary shall be responsible for the reporting of and give full disclosure of any donations or funds in their entirety to the committee at their earliest convenience. 

6.8d.  Upon leaving their seat. The Fundraising Secretary shall hand all donations of any kind that were donated to the  NCFCDSA in their entirety back to the NCFCDSA.

7.    Committee, AGM & EGM Meetings

7.a.   The Committee shall meet once per month with additional meetings held as  the Committee desires. Dates for the meetings will be agreed upon, at the conclusion of each Committee Meeting.

7.b.    Officers and Committee Members should be in attendance at all meetings with no more than 3 unaccepted  absences in a sitting year which commences in line with rule (5.d). 

7.c.    Apologies for rule (7.b) should be sent to the Secretary at the earliest time possible.

7.d.    Absentees will not be eligible to vote.

7.e.    In the event of absentees a quorum shall be considered formed if no less than 4 Officers/Committee members are in attendance.

7.f.    All Meetings shall be minuted and assigned as a true record at subsequent meetings via The Chair, proposed and seconded to which they are relevant.

7.g.   All decisions taken at meetings will be by a simple majority vote. In the event of a tie the Chair will have the casting vote in line with rule (6.1c).

7.h.    The Football Club shall designate one member of its staff to be eligible to attend the NCFCDSA Committee Meetings. However, they shall have no voting rights and shall attend solely to represent The Football Club.

7.i.    The Football Club or other invited guests attending the Committee Meeting may at the Chairs request address the meeting. Once their business is concluded they may be invited to vacate the meeting by The Chair. Any decisions on The Football Club's input will be discussed and voted on by the Committee. The NCFCDSA Secretary will then convey the outcome in writing to The Football Club.

7.j.    An Annual General meeting (AGM) shall be held once per calendar year at the end of the regular football season but no later than 30th June.

7.k.    An Emergency General Meeting (EGM) can be called by the Committee or any of its members by informing the NCFCDSA Secretary in writing.

7.l.     The Football Club shall not be eligible to attend AGM or EGM meetings unless advance notice is given to the NCFCDSA Secretary and is agreed upon by the Committee.

7.m.   The Committee reserves the right to ask The Football Club to attend any AGM or EGM Meetings should it deem it necessary for the good of the NCFCDSA and or The Football Club.

7.n.    Should an EGM be called the NCFCDSA Secretary shall convene the meeting no later than 6 weeks from such request.

8. Amendments to this Constitution

8.a.   Amendments to the Constitution may be proposed by the Committee or any Member of the NCFCDSA.

8.b.   Proposals for amendments to this Constitution shall be made to the Secretary in writing. Once received, the Secretary shall make all members aware of such proposals and convene an EGM should it be deemed waiting until the AGM would not be beneficial to the Association.

8.c.   Any amendment proposed will be considered passed with a vote consisting of a two thirds majority.

8.d.   Contrary to rule (6.1c) The Chair will not have the casting vote in constitutional amendments. Should the votes cast not reach a two thirds majority then the amendment fails.

9. Dissolution

9.a.   A Dissolution can only be considered at an AGM or EGM.

9.b.   Any proposed dissolution of the NCFCDSA shall be made in writing to the Secretary who shall convene an EGM should an AGM not be beneficial to the Association and inform all members in line with rules (6.3a & 6.3e).

9.c.   A vote to dissolve the NCFCDSA shall require a ¾ majority.

9.d.   Contrary to rule (6.1c) the Chair will not have a casting vote in a dissolution Ballot. In the event that a majority is not reached then the dissolution bill fails.

Constitution Amended

Rule 5d amended at AGM dated July 2026.