Epping Football Netball Club

Constitution & Policies

Constitution of The Epping Football Club
Code of Conduct
Working With Children Check Policy
Junior Player Development Policy
Alcohol Policy
Smoke Free Policy
Racial & Religious Policy
Risk Management Policy
Gender Policy
Disability Action Plan

Constitution of The Epping Football Club

The following rules and regulations for the Constitution of the Epping Football Club as adopted at a Special General Meeting on 10th April 1968, and amended at the Annual General Meeting on 27th November 1968 and since amended at the Annual General Meeting on 19th November 1981. 

This Constitution has been redrafted for amendment and acceptance at the Annual General Meeting on 12/09/2007

  1. NAME

The name of the Club is Epping Football Club Inc. (hereinafter referred to as the Club) and shall be affiliated with the Northern Football League (formerly Diamond Valley Football League).  The club shall not be dissolved, nor shall its name be changed without the agreement of seventy five percent (75%) of the financial members who are present at a Special General Meeting called for such purpose.

  1. UNIFORM

The uniform of the Club shall be a navy blue jersey with a white “EFC” monogram, navy blue socks and navy blue or white shorts as ordered by the Northern Football League.

  1. OBJECTS

The objects of the Club are:

3.1 To provide an enjoyable, social environment for all players to participate in.

3.2 To provide all players with access to up-to-date coaching and training methods to ensure every player is given the opportunity to improve and develop their skills.

  1. ATTAINING OBJECTS

The Club is empowered to do all things necessary which are incidental to and necessary for the attainment of the objects of the Club.

  1. PROPERTY OF THE CLUB

The Club must apply all property and income of the Club towards the promotion of the objects or purposes of the Club. No part of that property or income to be paid or otherwise distributed, directly or indirectly, to members of the Club, except in good faith, in the promotion of those objects or purposes.

  1. POWERS OF THE CLUB (as conferred by Section 13 of the Act).

6.1 To acquire, hold, deal with, and dispose of any real or personal property;

6.2 To open and operate bank accounts;

6.3 To invest its money –

(i) In any security in which trust moneys may be invested; or

(ii) In any other manner authorised by the rules of the Club;

6.4 To borrow money upon such terms and conditions as the Club thinks fit;

6.5 To give such security for the discharge of liabilities incurred by the Club as the Club thinks fit;

6.6 To appoint agents and employees to transact any business of the Club on its behalf for reward or otherwise;

6.7 To build, construct, erect, maintain, alter and repair any premises building or other structure of any kind and to furnish equip and improve the same for use by the Club;

6.8 Accept donations and gifts in accordance with the objects of the Club;

6.9 Print and publish any information by any media including newsletters, newspapers, articles or leaflets for promotion of the Club;

6.10 Provide gifts and prizes in accordance with the objects of the Club;

6.11 Organise social events for Members and the promotion of the Club; and

6.12 To enter into any other contract the Club considers necessary or desirable.

  1. MEMBERSHIP

7.1 Membership shall be open to any person who wishes to further the interests of the Club.

7.2 Any person seeking membership shall make application to the Management Committee, and the Management Committee shall determine whether the application is successful or not.

7.3 Each person admitted to membership shall be;

7.3.1 Bound by the Constitution and By-laws of the Club.

7.3.2 Come liable for such fees and subscriptions as may be fixed by the Club.

7.3.3 Entitled to all advantages and privileges of membership.

7.4 Membership Categories:

7.4.1 ADULT ORDINARY MEMBER

Any person who is a financial member of the Club is entitled to hold any office and enjoy the privileges of the Club.

7.4.2 SOCIAL MEMBER

Persons other than ordinary members who are interested in promoting the Club, but who do not wish to participate in the playing activities of the Club, may become a Social Member.

7.4.3 JUNIOR MEMBER

Any person under the age of 18 years may become a Junior Member.  Junior Members shall have no voting rights nor be entitled to hold any office.

7.4.4 LIFE MEMBERSHIP

The Management Committee as a Life Member may elect any member who has given outstanding service to the Club. Any member may nominate a person to the Management Committee for consideration for Life Membership.  Any player who represents the club in 200 games, excluding games in the under-age teams, shall be appointed a Life Member.

7.4.5 PATRON

The Club may, at its discretion, elect a patron/s or vice patron/s of the Club for such period as may be deemed necessary. Such patron/s or vice patron/s shall not be eligible to vote unless they are current members of the Club under another category of membership.

7.4.6 AFFILIATED CLUBS OR TEAMS

A club or team desirous of becoming an affiliated club or team must make application in accordance with the by-laws of the Club.  Such application must be lodged with the Club Secretary on or before a date as determined by the Management Committee of the Club. Each affiliated club or team shall appoint or elect a delegate as his or her representative to meetings of the Management Committee.

7.5 HONORARY MEMBERS

All members of all football clubs affiliated with AFL Victoria will be granted honorary membership for the day when visiting the Epping Football Club.  There will be no need for the aforesaid visitors to sign into the Epping Football Club visitor’s book.

7.6 The Management Committee shall appoint a member of the Management Committee to maintain an up to date register of members of the Club.

7.7 A member may at any reasonable time inspect the records and documents of the Club.

  1. SUBSCRIPTIONS

8.1 To be paid by different membership classes as and when they are nominated as due.

  1. TERMINATION OF MEMBERSHIP

9.1 Any person’s membership may be terminated by the following events:

9.1.1 Resignation

9.1.2 Expulsion

9.1.3 A member’s annual membership fee remains unpaid after falling due;

9.2 The Management Committee shall have the power to suspend or expel any member of the Club for:

9.2.1 Any of the events in Item 9.1

9.2.2 False or inaccurate statements made in the member’s application for membership of the Club,

9.2.3 Breach of any rule, regulation or by-law of the Club and

9.2.4 By any act detrimental to the Club after having undertaken due inquiry.

9.3 Any member who is expelled, suspended or has their membership terminated, shall have the right to appeal against their suspension or expulsion by presenting their case to a General Meeting called for such purpose, and the decision of the General  Meeting shall be final.

  1. EXECUTIVE COMMITTEE

10.1 Management of the Club shall be vested in the Management Committee elected by the members at the Annual General Meeting and consisting of:

10.1.1 President

10.1.2 Vice President

10.1.3 Secretary

10.1.4 Treasurer

10.1.5 A number of General Committee Members will be assigned positions of standing at the first meeting of the new committee.

10.1.6 Club or Team delegates

10.2 No person shall hold more than one position on the Management Committee at any one time. A person shall cease to be a member of the Management Committee at the conclusion of the Annual General Meeting which follows his/her election and he will be eligible for re-election.

10.3 A quorum of the Management Committee shall be half of its members plus one.

10.4 If the President or Vice President is unable to attend, then a chairperson nominated by the meeting shall chair that meeting.

10.5 A member of the management committee may lose his or her seat on the committee for either of the following;

  • Absence from three or more meetings without leave of absence.
  • Found not to be a financial member.
  1. POWERS OF THE MANAGEMENT COMMITTEE

11.1 The Management Committee shall carry out the day-to-day running of the

Club and shall have the power to:

11.1.1 Administer the finances, appoint bankers, and direct the opening of banking accounts for specific purposes and to transfer funds from one account to another, and to close any such account;

11.1.2 Fix the manner in which such banking accounts shall be operated upon, providing the Management Committee passes all payments;

11.1.3 Fix fees and subscriptions payable by members and decide such levies, fines and charges as is deemed necessary and advisable, and to enforce payment thereof;

11.1.4 Adjudicate on all matters brought before it which in any way affect the Club.

11.1.5 Cause minutes to be made of all proceedings at meetings of the Committee and General Meetings of members;

11.1.6 Make, amend and rescind rulings and By-laws;

11.1.7 Have the power to form and appoint any sub committee/s as required for specific purposes;

11.1.8 May at their discretion employ a person or persons to carry out certain duties required by the Club, for salaries or remunerations for such period of time, as may be deemed necessary.

11.1.9 Should a vacancy occur on the Management Committee during the season, the Management Committee shall appoint a successor until the next Annual General Meeting.

11.1.10 Appoint an officer/s or agent of the Management Committee to have custody of the Club’s records, documents and securities.

  1. AUDITOR

12.1 The Annual General Meeting shall elect or appoint an Auditor or Auditors.

12.2 The Auditor/s shall examine and audit all the books and accounts of the

Club annually, and have the power to call for all books, papers, accounts, receipts etc., of the Club and report thereon to the Annual General Meeting.

  1. GENERAL MEETINGS:

13.1 Annual General Meeting

13.1.1 The Annual General Meeting of the Club must be between the 1st September and 1st November following the end of the season on a date and at a place as determined by the Executive Committee.  This date shall be advertised in the local press as near as practicable to twenty-one (21) days before it is held.

13.1.2 The Secretary shall give at least fourteen (14) days notice of the date of the Annual General Meeting, to members.

13.1.3 All financial members may attend the Annual General Meeting.

13.1.4 The quorum at the Annual General Meeting shall be a minimum of 40 members. If, at the end of 30 minutes after the time appointed in the notice for the opening of the Meeting, there be no quorum the meeting shall stand and adjourn for one week. If at such meeting there is no quorum those members present shall be competent to discharge the business of the meeting.

13.1.5 The agenda for an Annual General Meeting shall be:

  • Opening of Meeting
  • Apologies
  • Confirmation of Minutes of previous Annual General Meeting
  • Presentation of Annual Report
  • Adoption of Annual Report
  • Presentation of Treasurer’s statement
  • Election of New Executive and appointment of Auditor
  • Vote of thanks to outgoing Executive
  • Determination of Annual Membership Fee
  • Notice/s of Motion
  • Urgent general business
  • Closure

13.2 General Meetings

13.2.1 General Meetings may be called by the Management Committee or at the request of the President and Secretary or on the written request of forty (40) members of the Club.

13.2.2 The Secretary shall give at least seven (7) days notice, in writing, of the date of the General Meeting to the members. Notice of General Meetings shall set out clearly the business for which the meeting has been called. No other business shall be dealt with at that General Meeting.

13.2.3 The quorum at the General Meeting shall be a minimum of forty (40) members.

  1. VOTING

14.1 Voting powers at the Annual General Meeting and General Meetings:

14.1.1 The President shall be entitled to a deliberate vote and, in the event of a tied vote; the President shall exercise a casting vote.

14.1.2 Each individual financial member present shall have one (1) vote.

14.1.3 The nomination for election to the Executive Committee of any person who is not present at the Annual General Meeting shall not be accepted unless written acceptance of nomination is tendered to the meeting and signed by the nominee.

14.1.4 If the number of nomination exceeds the number of vacancies, a secret ballot of the members present, shall be held.

14.2 Voting powers at Management Committee Meetings;

14.2.1 The President shall be entitled to a deliberate vote, and, in the event of a tied vote, the President shall exercise a casting vote.

14.2.2 Each individual committee member present shall have one (1) vote.

  1. FINANCE

15.1 All funds of the Club shall be deposited into the Club’s accounts at such bank or recognised financial institution as the Management Committee may determine.

15.2 All accounts due by the Club shall be paid by cheque after having being passed for payment at the Management Committee Meeting and when immediate payment is necessary, account/s shall be paid and the action endorsed at the next Management Committee Meeting.

15.3 The Secretary shall not spend more than a set amount Petty Cash without the consent of the Management Committee, and shall keep a record of such expenditure in a Petty Cash Book.

15.4 A statement showing the financial position of the Club shall be tabled at each Management Committee Meeting by the Treasurer.

15.5 A statement of Income and Expenditure, Assets and Liabilities shall be submitted to the Annual General Meeting. The auditor’s report shall be attached to such financial report.

15.6 The financial year of the Club shall commence on 1st October each year. The accounts, books and all financial records of the Club shall be audited each year.

15.7 The signatories to the Club’s account/s will be the Treasurer and any one

(1) From the following;

 

  • President
  • Vice President
  • Secretary

15.8 All property and income of the Club will apply solely to the promotion of the objects of the Club and no part of that property or income shall be paid or otherwise distributed, directly, or indirectly, to members, except in good faith in the promotion of these objects.

  1. COMMON SEAL

(A rubber stamp on which is engraved the Club’s name)

The common seal of the Club shall be kept in the care of the Secretary.

The seal shall not be used or affixed to any deed or document except pursuant to a resolution of the Management Committee and in the presence of at least the President and two members of the Committee, both of whom shall subscribe their names as witnesses.

  1. ALTERNATIONS TO THE CONSTITUTION AND BY-LAWS:

17.1 No alteration, repeal or addition shall be made to the Constitution except at the

Annual General Meeting, or General Meeting, called for that purpose and notice of all motions to alter, repeal or add to the Constitution shall be given to members fourteen (14) days prior to the Annual General Meeting, or seven (7) days prior to a General Meeting called for such purpose.

17.2 The Secretary shall forward such notices of motion to each Management Committee member at least fourteen (14) days prior to the Annual General Meeting or seven (7) days prior to a General Meeting.

17.3 Alterations to the By-laws can be made only at Management Committee Meetings provided notice of the proposed alteration/s has been duly notified to Committee Members.

17.4 Such motions, or any part thereof, shall be of no effect unless passed by a seventy five percent (75%) majority (Special Resolution) of those present and entitled to a vote at the Annual General Meeting, General Meeting or Management Committee Meeting, as the case may be.

17.5 Within one month of the passing of a Special Resolution, the Secretary shall notify the Department of Consumer and Employment Protection of the amendment.

(In the case of a licensed club, the Director of Liquor Licensing must also be notified.)

  1. DISSOLUTION

If, on the winding up of the Club, any property of the Club remains after satisfaction of the debts and liabilities of the Club and the costs, charges and expenses of that winding up, that property shall be distributed:

(a) To another incorporated Club having objects similar to those of the Club; or

(b) For charitable purposes, which incorporated Club or purposes, as the case requires, shall be determined by resolution of the members.

 

Code of Conduct Policy

 The Epping Football Netball Club does not condone

  • Underage consumption of alcohol or smoking
  • The taking of non-prescription drugs or illegal substances
  • Verbal or physical abuse
  • Graffiti
  • Racial or religious vilification

All players, coaches, parents, officials and members are required to sign off to acknowledge their support of our Code of Conduct.

Coaches

  • Understand and abide by the laws of the game, League and Club rules.
  • Teach the rules of the game are mutual agreements which nobody should break.
  • Develop respect for others and club equipment.
  • Ensure players enjoy their football.
  • Are required to attain coaching accreditation.
  • Avoid derogatory language based on gender or race.

Players

  • Play by the rules set down by your coach, club and league.
  • Don’t argue
  • Control your temper.
  • Be a team member.
  • Be a good sport.
  • Treat all players fairly.
  • Cooperate with your coach and team mates and respect your opponent
  • Enjoy your involvement.
  • Aim to improve.
  • Avoid ugly remarks about race and gender, religion (This is unlawful conduct).

Parents, Officials and Members

  • Encourage participation but do not force it.
  • Teach honest effort is the victory.
  • Encourage playing by the rules
  • Never ridicule mistakes.
  • Remember involvement is for the players, not the parents.
  • Remember players learn best by example.
  • Recognise positively the contribution of voluntary officials.
  • Never publicly disagree with officials, raise issues privately.
  • Support the efforts to foster high standards of behaviour for our club and the League.
  • Support efforts to remove verbal, racial and physical abuse.

General

  • The Epping Football Netball Club committee will not tolerate undesirable behaviour.
  • Players, Coaches, Parents or Officials who do not follow the Code of Conduct may face disciplinary action.

 

Working with Children Check Policy

Rationale

The Epping Football Netball Club (the club) has implemented this policy to maintain the safety and high standard of care and responsibility to all members of the club and to ensure that all volunteers and members adhere to legislation as set by the Victorian Government.

All members of the Epping Football Netball Club are required to comply with this policy and it should be read in conjunction with other statements and policies made by the club and amended from time to time as required.

Who is affected by the Policy

This policy applies to all members, administrators, officials, coaches, players and visitors of the Epping Football Netball Club

Timing

This policy is effective from 1 November 2008

Policy

The Working With Children (WWC) check is an assessment of a person’s criminal history that focuses upon offences that present a risk to the safety of children. A WWC check will be compulsory for every Epping Football Netball Club member who:

  • Participates in ‘child-related work’ as defined as: paid or unpaid, if the work is in relation to one of the 20 occupation fields listed by Government, if the work involves or is likely to involve regular and direct contact with children where the contact is not directly supervised by another person;
  • Is required under legislation but is not limited to committee members, coaches and their assistants, team managers, runners, trainers and any others as a deemed required at the discretion of the executive committee.

WWC checks expire after five (5) years, or earlier if the Department deems individuals to be unsatisfactory for a WWC check. The cost of the check for paid or unpaid workers is set be the government and the cost for unpaid volunteers is nil and subject to change.

In the circumstance that the club requires a person to commence employment (paid or unpaid) and/or other club related duties prior to the successful WWC check card being issued to the employee by the Department, the individual is required to provide to the Executive Committee of the club, evidence that a WWC check has been applied for prior to commencing their duties.

Once a successful WWC check card has been supplied, employees are required to supply the club with a copy of the card to remain in the club records. Should employees be given an interim negative notice, or a negative notice of a WWC check, the onus is on the employee, based on legal obligation under The Act, to inform the Executive Committee as soon as notified.

It is a legal offence to be employed or employ someone who has a negative notice. Employees who have or who receive a negative notice will be summarily by dismissed. Employees who are issued with an interim negative notice will be dealt with at the discretion of the Executive Committee. Options include requesting that the employee refrain from duties until a final card has been issued or taking up another position which does not involve contact with children.

The validity of all employees’ checks will be confirmed prior to the commenced of the new season. It is the responsibility of all employees to update their WWC check every five (5) years.

 

Junior Player Development Policy

The Epping Football Netball Club values the participation and development of junior players. We believe all players should be given equal opportunity to explore and develop their football careers in a safe and friendly environment. The Coaching and Administration staff of the Epping Football Netball Club adhere to the Club Policies and NFNL Rules. Coaches at Epping Football Netball Club are all AFL Level 1 Accredited and adhere to the Coaches Code of Conduct.

Key Expectations and Differences by Age

Under 9

  • Enjoyment and fun
  • Teamwork and friendship
  • Skills and behaviours
  • Variety – maximum participation
  • Listening to instructions
  • Learning about the game

 Under 10 – 12

  • Enjoyment and fun
  • Skills development
  • Behaviours
  • Variety – playing different roles and taking risks
  • Development above Winning

 Under 13 – 14

  • Enjoyment and fun
  • Skills
  • Strategic team play
  • Introduction to more competitive playing
  • Introduction to specific roles

 Under 15

  • Enjoyment and Fun
  • Beginning of transition to senior football
  • Increased expectation of personal responsibility
  • Focus on skills and fitness
  • Introduction to match based rotations

 Under 17

  • Enjoyment and fun
  • Introduction of senior football approach and style
  • Increased senior involvement in development
  • Acceptance of Team-based decisions
  • High expectation of personal responsibility/leadership
  • High expectation of commitment to skills and fitness

Alcohol Policy

Rationale

The Epping Football Netball Club recognises that alcohol consumption can be hazardous to health if moderation is exceeded and that minors should be protected from the effects.  Excessive alcohol consumption can lead to other serious illnesses such as liver disease, cancer, cardiovascular disease. Alcohol can also affect a person’s judgement and perception in particular when in driving a motor vehicle. Accordingly the following policy has been developed by Epping Football Netball Club to help protect people’s health. 

The move to monitor alcohol consumption also complements the Epping Football Netball Club’s desire to create a healthy family friendly environment.  The Epping Football Netball Club believes that such an environment and image will be advantageous in attracting new members and positively promoting the club in the community.   

Legislation and the legal duty of care also provide reasons to have responsible serving of alcohol culture within the club.  Under common law the Epping Football Netball Club has a legal duty of care to ensure that employees, volunteers, players and officials are not exposed to potentially harmful situations.  The Occupational Health and Safety Act also stipulates that employees and working volunteers must have a safe environment to work in. 

Who is affected by the Policy

This policy applies to all members, administrators, officials, coaches, players and visitors of the Epping Football Netball Club   .

Timing

This policy is effective from 1st November 2008

Designated Alcohol free times are as follows.

The Epping Football Netball Club requires the following times to be Alcohol free both within the club and its surrounds:

  • Junior training
  • Junior match days
  • Junior functions

The exceptions to the above are as follows:

Junior Training, Match Days and Functions

  • If a meal is served (by prior arrangement) 
  • Only with proper supervision of the alcohol served by committee or approved delegate
  • Only consumed within the area where the meal is served
  • Half an hour after the final siren of the last junior game played (after 12pm)
  • Friday evening between 6.30pm and 8.30pm

Senior Training, Match Days and Functions

  • Training nights between 6pm and 10pm
  • Match days between 12pm and 12am (according to liquor licence)
  • Functions between 12pm and 12am (according to liquor licence)

Behavioural Expectations

The Epping Football Netball Club recognises that role modelling can have a significant impact upon the junior members of the club.  Hence, the following individuals and groups will refrain from consuming alcohol while they are acting in an official capacity for the club or while in club uniform:

  • Coaches (when coaching or representing the club)
  • Trainers (when training players)
  • Officials (when officiating for the club)
  • Volunteers (when working for the club)

Coaches and trainers will also speak to players about the effects of alcohol on performance.

Promotion of the Policy

The following mediums will remind patrons about the Epping Football Netball Club’s Alcohol:

  • Club handbook (available online)
  • Advertising and promotional resources (e.g. brochures, newspaper ads etc.)
  • Club correspondence (letters, faxes, e-mails etc.)
  • Announcements
  • Function speeches
  • Signage

Non-Compliance Strategy

The following five step non-compliance strategy will be followed if anyone breaches the Epping Football Netball Club’s Alcohol policy. 

  1. Assume that the person is unaware of the Alcohol policy.
  2. A staff member or club representative will approach the person breaching the policy and politely ask them to refrain from consuming alcohol and remind them about the alcohol policy. 
  3. If the offence continues, then the most senior staff member or most senior club representative will verbally warn them again and hand over a formally written letter that outlines the club’s policy on alcohol. 
  4. The offending patron must also be made aware that if they don’t comply with the policy then they will be required to leave the club’s facility.  The club’s management committee will sign off on the letter.  This letter will be pre-written and kept both behind the bar and at the ground so that copies are readily available.    
  5. If the offence does continue then the patron will be escorted out of the facility by staff and/or a senior club representative.     

Under no circumstances should the Epping Football Netball Club’s Alcohol policy be breached: No matter whom the offender is.

Policy Review

The policy will be reviewed three months after its introduction and then on an annual basis thereafter.  This will ensure that the policy remains current and practical. 

 

Smoke Free Policy

Rationale

The Epping Football Netball Club recognises that passive smoking (inhaling second-hand smoke) is hazardous to health and that non-smokers should be protected from tobacco smoke.  Passive smoking can lead to other serious illnesses such as bronchitis, lung cancer, cardiovascular disease, and chest illnesses in children.  Accordingly the following policy has been developed by Epping Football Netball Club to help protect people’s health.

The move to go Smoke Free also complements the Epping Football Netball Club’s desire to create a healthy family friendly environment.  The Epping Football Netball Club believes that such an environment and image will be advantageous in attracting new members and positively promoting the club in the community.

Legislation and the legal duty of care also provide reasons to have a Smoke Free club.  Under common law the Epping Football Netball Club has a legal duty of care to ensure that employees, volunteers, players and officials are not exposed to potentially harmful situations.  The Occupational Health and Safety Act also stipulates that employees and working volunteers must have a safe environment to work in. Victorian Smoke Free dining legislation also states that enclosed dining areas must be Smoke Free.

Who is affected by the Policy

This policy applies to all members, administrators, officials, coaches, players and visitors of the Epping Football Netball Club.

Timing

This policy is effective from 1st November 2008

Designated Smoke Free Areas

The Epping Football Netball Club requires the following areas to be Smoke Free:

  • Club and social rooms
  • Administration and office areas
  • Changing rooms
  • Toilet blocks
  • Indoor spectator viewing areas
  • Playing areas
  • Eating areas
  • Grandstands and spectator viewing areas
  • Near entries and exits of buildings, facilities, and the ground

Sale of Tobacco Products

The Epping Football Netball Club will refrain from selling tobacco products.

Behavioural Expectations

The Epping Football Netball Club recognises that role modelling can have a significant impact upon the junior members of the club.  Hence, the following individuals and groups will refrain from smoking while they are acting in an official capacity for the club or while in club uniform:

  • Coaches (when coaching or representing the club)
  • Trainers (when training players)
  • Officials (when officiating for the club)
  • Volunteers (when working for the club)
  • Players (when in uniform and representing the club)

Coaches and trainers will also speak to junior players about the effects of smoking on performance.

Promotion of the Policy

The following mediums will remind patrons about the Epping F.C Smoke Free policy:

  • Non-smoking sign
  • Club handbook
  • Advertising and promotional resources (e.g. brochures, newspaper ads etc.)
  • Club correspondence (letters, faxes, e-mails etc.)
  • Announcements
  • Function speeches
  • Signage

Ashtrays will be removed from the clubrooms to discourage smoking. Cigarette butt bins will be provided outside to encourage smokers to smoke outside.

Non-Compliance Strategy

The following five step non-compliance strategy will be followed if anyone breaches the Epping Football Netball Club’s Smoke Free policy.

  1. Assume that the person is unaware of the Smoke Free policy.
  2. A staff member or club representative will approach the person breaching the policy and politely ask them to refrain from smoking and remind them about the Smoke Free policy.
  3. If the offence continues, then the most senior staff member or most senior club representative will verbally warn them again and hand over a formally written letter that outlines the club’s policy on smoking.
  4. The offending patron must also be made aware that if they don’t stop smoking then they will be required to leave the club’s facility.  The club’s management committee will sign off on the letter. This letter will be pre-written and kept both behind the bar and at the ground so that copies are readily available.
  5. If the offence does continue then the patron will be escorted out of the facility by staff and/or a senior club representative.

Under no circumstances should the Epping Football Netball Club’s Smoke Free policy be breached: No matter whom the offender is.

Policy Review

The policy will be reviewed three months after its introduction and then on an annual basis thereafter.  This will ensure that the policy remains current and practical.

Racial and Religious Policy

Section 1 Commitment

1.1.      The Epping Football Netball Club is committed to an environment which promotes racial and religious tolerance by prohibiting certain conduct and providing a means of redress for victims of racial and religious vilification and/or racial discrimination.

1.2.      The Epping Football Netball Club is bound by the Racial and Religious Tolerance Act 2001 (Vic), the Racial Discrimination Act 1975 (Cth), and the Equal Opportunity Act 1995 (Vic) (the legislation). This Policy is consistent with the legislation and the Australian Football League’s Rule 30 and the Victorian Football League’s Rule 7.3.  This Policy is not in substitution of the legislation.

1.3.      The Epping Football Netball Club will ensure that this Policy is communicated to spectators and participants of the Club.  It will also ensure that participants of the Club receive anti-racial and religious vilification and racial discrimination training on an annual basis.

1.4.      Nothing in this Policy prevents a person lodging a complaint in relation to racial and religious vilification and/or racial discrimination under the legislation. In the event a complaint is made under this policy the Club shall ensure that the parties are informed of their rights.

Section 2 Definitions

In this Policy-

complaints process” means the procedure outlined in sections 6, 7 and 8 of this Policy.

“Club” means the Epping Football Netball Club.

“engage in conduct” includes use of the internet or email to publish or transmit statements or other material.

“League” means the Northern Football Netball League.

detriment” includes humiliation and denigration.

“discrimination” means for the purpose of this Policy, conduct based on a person’s race, religion, colour, descent or national or ethnic origin. Discrimination may be direct or indirect.  Direct discrimination means treating or proposing to treat another person less favourably on the basis of a person’s race, religion, colour, descent or national or ethnic origin.  Indirect discrimination means imposing or intending to impose a requirement that a person of a particular race, religion, colour, descent or national or ethnic origin cannot comply with, but which a higher proportion of people without that attribute (or with a different attribute) can, when it is not reasonable in the circumstances to do so.

“participant” includes a player, director, officer, employee, volunteer to and agent of a Football Club that participates in the League.

“spectator” is a person that attends a football game or event conducted by a Club or the League.

 Section 3 Prohibited Conduct

3.1 Racial and Religious Vilification

No person in his/her capacity as a spectator or participant in the League in the course of carrying out his/her duties or functions as or incidental to being a participant in the League shall engage in conduct that offends, humiliates, intimidates, contempt’s, ridicules, incites, threatens, disparages, vilifies or insults another person on the basis of that person’s race, religion, colour, descent or national or ethnic origin.

3.2 Serious Racial and Religious Vilification

No person in his/her capacity as a spectator or participant in the Club in the course of carrying out his/her duties of functions as or incidental to being a participant in the Club shall intentionally engage in conduct that he/she knows Is likely to incite hatred against another person, or threaten physical harm or incite hatred in others to cause physical harm to a person or to a person’s property because of that person’s race, religion, colour, descent or national or ethnic origin.

3.3 Racial and Religious discrimination

No person in his/her capacity as a spectator or participant in the Club in the course of carrying out his/her duties or functions as or incidental to being a participant in the Club shall engage in conduct that discriminates, directly or indirectly against another person on the basis of that person’s race, religion, colour, descent or national or ethnic origin.

3.4       Victimisation

3.4.1     No person in his/her capacity as a spectator or participant in the Club in the course of carrying out his/her duties or functions as or incidental to being a participant in the Club shall victimise another person.

3.4.2     A person will victimise another person (the victim) if:

(a)        The person subjects or threatens to subject the victim to any detriment because the victim (or a person associated with the victim) intends to or has lodged a complaint in contravention of this Policy; or

(b)        The person assists, requests, induces, encourages or authorises another person to subject the victim to any detriment because the victim (or a person associated with the victim) intends to or has lodged a complaint in contravention of this Policy.

Section 4 Authorised Persons

4.1       The Club will appoint a Complaints Officer (the Club’s Complaints Officer) to ensure that any breach of this Policy is responded to in an equitable and prompt manner.

4.2 The President of the Club (the President) is the senior decision-maker in the Club’s Complaints Process.  Therefore, should the President be absent for a significant period, he/she must nominate a person to act on his/her behalf should the process need to be enacted.        

Section 5 Confidentiality and Records

5.1 Confidentiality must be maintained throughout the complaints process. All parties to a complaint, the President (or Delegate), the Club’s Complaints Officer, any witnesses and the Conciliator must all agree, in writing, to the maintenance of confidentiality.  No person involved in the complaints process shall publicly comment on any aspect of the complaints process without the prior written agreement of all parties.

5.2 The Club shall ensure that any documents relating to a complaint shall remain confidential and be retained for 7 years from the date that the complaint is made.

Section 6 Inter club Breach of the Policy

In the event that it is alleged that a spectator or participant from another Club has contravened this Policy:

6.1 An Umpire, spectator or participant of the Club may by 5.00pm on the first working day following the day on which the contravention is alleged to have occurred, lodge a complaint in writing with Complaint’s Officer of the Club;

6.2 The Complaint’s Officer of the Club where the complaint was made shall, by 5.00pm on the next working day following the day that the complaint was lodged with the Club, lodge the complaint with the League’s Complaints Officer;

6.3       The Club’s Complaints Officer will take no further action once the complaint has been lodged with the League unless otherwise instructed by the League’s Complaints Officer.

Section 7 Intra Club Breach of the Policy

In the event that it is alleged that a participant of the Club has contravened this Policy an umpire, spectator or participant may by 5.00pm on the first working day following the day on which the contravention is alleged to have occurred, lodge a complaint in writing with the Club’s Complaints Officer.

Section 8 Management of Intra Club Complaints

The Club’s Complaints Officer shall:

8.1       Make every effort to ensure that:

8.1.1     Confidentiality is maintained at all times during the complaints process and that the outcome of the complaints process remains confidential;

8.1.2     Any breach of confidentiality is referred to the Northern Football League’s Tribunal no later than 5pm on the next working day following the day that the breach was discovered;

8.2       Inform the person alleged to have contravened the Policy (the respondent) of the complaint and provide the respondent with an opportunity to respond to it;

8.3       Inform only the President of the Club or Nominee, that a Complaint has been received by the Complaints Officer;

8.4       Obtain written statements from any witnesses identified by both parties to the complaint;

8.5       Where available, obtain any other evidence;

8.6       Arrange for the complaint to be conciliated, by an independent conciliator agreed upon by both parties;

8.7       Take all steps necessary for the complaint to be conciliated within 5 working days from the day on which the incident is alleged to have occurred;

8.8       Refer the complaint to the League’s Tribunal:

8.8.1     When the complainant informs the Complaints Officer that the matter has not been resolved through conciliation. The Complaints Officer will if requested by the complainant, take all steps necessary for the complaint to be referred to League’s Tribunal within 5 working days from when the conciliation failed;

8.8.2     Directly when a respondent has previously taken part in conciliation as a respondent of a complaint;

8.8.3     When both the Club’s Complaints Officer and President have determined that the complaint was lacking in substance and was made vexatiously;

8.8.4     When both the Club’s Complaints Officer and President determine that under sections 24 or 25 of the Racial and Religious Tolerance Act 2001 (Vic) the complaint could be considered as “serious”, he/she will take all steps necessary for the complaint to be referred to the League’s Tribunal within 5 working days from the day on which the incident is alleged to have occurred;

8.9       Ensure that any time limit referred to in this Policy may be extended by the Club if in the opinion of the President of the Club it is just and equitable to do so;

8.10     Ensure that where a matter is resolved by conciliation the only public statement that shall be made shall be agreed to by both parties to the complaint and the Club’s President and that the terms of any settlement are finalised to the satisfaction of the complainant and respondent and signed by the parties and the conciliator.

Section 9 Club’s Liability

The Club may be vicariously liable for conduct engaged in by a participant which if found to have contravened this Policy, if the Club is unable to establish that it took reasonable precautions to prevent the participant from engaging in that conduct.

Section 10 Monitoring and Review of the Policy

The Policy will be monitored on an ongoing basis by the Epping Football Netball Club.

Section 11 Policy Commencement

This Policy was passed by the Epping Football Netball Club’s Committee and will take effect from 1st November 2008

Risk Management Policy

Context Statement

Risks are inherent in all aspects of Australian Rules football and the Epping Football Netball Club acknowledges the role of risk management as critical to the safe and controlled provision of the sport to players, officials and spectators.

The Epping Football Netball Club is committed to managing risk in accordance with the process described in Australian/New Zealand Standard 4360:1999 Risk Management.

This Standard requires the Epping Football Netball Club’s risk management strategy is a systematic hierarchical driven process to identify, analyze, assess, communicate and treat risks that can adversely impact on the performance and standing of the organization.

The range of risks that the Epping Football Netball Club needs to be prepared to deal with will include:

  • Public & Professional Liability responsibilities
  • Occupational Health & Safety responsibilities
  • Financial Management
  • Organizational Management and Operational practices

Purpose:

The purpose of this policy is to provide a framework for the elimination or control of all risks associated with the Epping Football Netball Club’s activities.

Scope:

The successful implementation of the Risk management Policy requires a consistent and systematic approach to risk management at all levels of the Epping Football Netball Club’s operation.

In order to manage risk in accordance with best practice, the Epping Football Netball Club will comply with the requirements of A/NZ Standard 4360:1999 risk Management as well as the Club’s established ethical standards and values.

Objectives:

The objectives of the policy are:

  • Identify, report and analyse the Club’s liability associated with its range of risks
  • Encourage the ongoing identification and reporting of potential risks
  • Determine the magnitude of risks
  • Develop a risk register
  • Develop, prioritise and implement ongoing plans and strategies to address risks
  • Promote and support risk management practices throughout the Club
  • Gain organisational support for risk management undertakings
  • Educate members on good risk management practices
  • Minimise the cost of insurance claims and premiums
  • Protect the Club’s corporate image as a professional, responsible and ethical organisation

The risk management system will be reviewed annually at the Annual General Meeting of the Epping Football Netball Club to ensure the actions remain appropriate and effective.

Risk Management Methodology

Establish a Risk Management Committee

A Club Risk management Committee comprising the Club’s Risk Management Officer, two Committee Members and two player representatives, with a developed understanding of a Epping Football Netball Club’s risk issues to be formed to instigate a comprehensive risk management review of all of the Club’s activities.

Risk Identification

The risk management committee shall be responsible for the establishment of a Risk Register and the setting of plans and strategic timeframes for treatment of risk.

Risk Assessments

The risk assessment analyses the exposures identified, quantifies the likelihood of certain events occurring and determines the consequences, both financial and operational.

The following are provided as a guide:

Player Safety

  • The playing surface, fences and goal/behind posts
  • Sufficient qualified trainers & coaches
  • Medical checks on players
  • Team hygiene practices
  • Player change-room facilities
  • Emergency medical equipment
  • Availability / accessibility to emergency services

Official Safety

  • Secure umpire rooms
  • Competent umpire escorts

Recreation Reserve – Operational

  • Public viewing areas
  • Scoreboard / timekeeper facilities
  • Vehicular movement and parking areas
  • Public conveniences
  • Crowd control
  • Food/beverage handling and selling areas

General

  • Money handling
  • Player / Official valuables security
  • Building security

Safe Operating Procedures

The Risk Management Committee will prepare safe operating procedures for all areas identified as presenting any risk to the organization; other aspects that may be included are: Emergency planning; Contractor management and Visiting Club management.

Monitoring & Review

It is incumbent on the Epping Football Netball Club’s Risk Management Committee to review the performance of the risk management systems and changes which might affect it on an annual basis.

Records are to be maintained for the following:

  • Hazard identification
  • Risk assessments
  • Accident / incidents
  • Player health monitoring

 

Gender Policy

In accordance with the Equal Opportunity Act 1995 (Vic.) (“the Act”), people aged under 12 years of age cannot be excluded on the basis of sex or gender identity from participating in a competitive sporting activity.

Pursuant to section 66 (1) of the Act, people of one sex or gender aged 12 and over can be excluded from participating in competitive sporting activities in which the strength, stamina and physique of competitors is relevant.

Northern Football Netball League will exclude females who reach 14 years of age as at 1st January in the year of play from playing in any competition that is not a ‘female competition’.

Definition: Female competition                  

A female competition is a competition in which the majority of the players are female.

Disability Action Plan

The Epping Football Netball Club recognizes that it is unlawful to treat a person with a disability less favourably than a person who does not have a disability, in the same or similar circumstances. Such discrimination is covered by the Commonwealth Disability Discrimination Act 1992 and the Equal Opportunity Act 1995.

Disability covers:

  • Physical
  • Intellectual
  • Psychiatric
  • Sensory
  • Neurological or learning difficulties
  • Presence in the body of organisms causing diseases
  • Beneficiaries of workers compensation
The Epping Football Netball Club embraces the Disability Discrimination Act 1992 premise that:
  • People with disabilities are part of our diverse communities
  • People with disabilities, their families and carers have a right to participate as fully as possible in the life of our communities
  • People with disabilities are the primary source of information regarding the physical, social and cultural barriers to their participation in their local community.
The Epping Football Netball Club will develop and implement a Disability Action Plan which will focus on those physical, social & cultural barriers which create a handicap for people with disabilities to be able to enjoy football at our Club.

Basic elements of the plan will include:

  • Education of Club members
  • Education of visitors to the Club
  • Identifying specific issues at our Club that can make life unnecessarily difficult or complicated for people with disabilities
  • Develop strategies to deal with these issues

Specific elements of the plan will include:

  • Clearly defined disabled car parking areas at the football ground
  • Disabled toilet facilities
  • Access to canteen facilities
  • Access to clubrooms
  • Access to the football oval
  • Exclusive accessible viewing areas
This action plan will be reviewed annually at the Annual General Meeting of the Epping Football Netball Club to ensure the actions remain appropriate and effective.  
Epping Football Club is an Australian rules football club located in the suburb of Epping in the outer northern suburbs of Melbourne. It plays in the Northern Football League (formerly the Diamond Valley Football League).
Epping Football Netball Club • PO BOX 19, Epping VIC 3076
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