Draft Version 01 - Prepared on 15 November 2003
Draft Version 02 - Updated to reflect feedback from Committee members
Draft Version 03 - Updated to reflect changes discussed at Management Committee on 5 January 2004
Draft Version 04 - Updated to reflect changes discussed at Management Committee on 5 April 2004
Adopted constitution version 05 - Adopted in May 2004
Amended version 06 - Adopted at EGM in July 2004
Amended version 07 - Adopted at AGM in May 2005
Amended version 08 - Adopted at EGM in August 2005
Amended version 09 - Adopted at AGM in May 2006
Amended version 10 - Adopted at AGM in June 2008
Amended version 11 - Adopted at AGM in June 2009
Amended version 12 - Adopted at AGM in June 2010
Amended version 13 - Adopted at AGM in June 2011
Amended version 14 - Adopted at AGM in June 2012
1.1: The name of the organisation shall be the Milton Keynes Dons Supporters Association, referred to in the remainder of this document as MKDSA.
2: Aims & objectives
2.1: The aims and objectives of the MKDSA or the Association are to:
2.1.1: Act as an independent voice for Milton Keynes Dons FC supporters, ensuring that notice is taken of the fans views by Milton Keynes Dons FC, Inter MK, Thames Valley Police etc.
2.1.2: Promote the MKDSA within the Milton Keynes community.
2.1.3: To expand the membership of MKDSA, from all sections of the community.
2.1.4: To establish and maintain high quality services, communications and benefits for MKDSA members.
2.1.5: To campaign on behalf of MKDSA members.
3.1: Membership of the MKDSA is open to all.
3.2: Members under 16 at the start of the current season shall pay a discounted membership fee.
3.3: The size of the membership fee shall be decided annually by the Management Committee and communicated by renewal notice and on the Supporters Association official website no less than 30 days prior to the renewal being due.
3.4: Members who joined during the first season (prior to 31st May of 2003/04 season) will be "Founder Members" and will remain so for as long as they remain members.
3.5: Any member may resign their membership at any time by writing to the Membership Secretary. No part of the membership fee shall be deemed refundable.
3.6: The MKDSA shall from time to time agree to grant honorary memberships to individuals and/or affiliate status to organizations. Such proposals shall be passed after nomination by any member and a majority vote by the Committee. The membership secretary of MKDSA shall keep an updated list. All honorary memberships awarded to individuals shall be free of charge and shall maintain all rights and benefits as ordinary members including voting rights.
3.7: The membership year, for the purpose of setting fees or revised fees, shall commence on 1st April each year.
3.8: Members over 60 at the start of the current season shall pay a discounted membership fee and be enrolled as Over 60 members.
4: Annual General Meeting (AGM)
4.1: There shall be an Annual General Meeting (AGM), held by 30th June each year.
4.2: Notice for the AGM shall be at least 1 (one) full month. Members shall be notified by letter/telephone/email or SMS or as the Management Committee shall reasonably deem appropriate.
4.3: The Quorum for the AGM shall be 15 (fifteen) full members.
4.4: All Full Members shall have the right to vote at EGM/AGM.
4.5: Non-members or guests at an AGM may have the right to speak, at the discretion of the Chairperson, but not to vote.
4.6: Voting shall be by show of hands and decided by a simple majority of those voting, except in the case of constitutional amendments where a two thirds majority is required. In the event of a tied vote the Chairperson of the meeting shall have an additional casting vote.
4.7: A postal vote in writing & signed by the member may be submitted to the Chairperson, to be received 7 (seven) days prior to the AGM.
4.8: Any Full Member may submit resolutions, with at least 1 (one) second. The Proposer may withdraw the motion at any time until the Chairperson has called for a vote, at which time the vote will proceed and the motion may not be withdrawn.
4.9: Resolutions shall be submitted to the Secretary no less than 14 (fourteen) days before the AGM. Where resolutions are received late no postal votes will be counted.
4.10: Resolutions submitted late shall be brought under Any Other Business at the AGM and may be discussed if there are no objections. If any objection is voiced, a show of hands will decide whether to proceed with discussion or delay the motion. If the motion is delayed, it shall be added as an agenda item for the next Management Committee meeting.
4.11: Any individual being nominated and elected as a member or officer of the MKDSA Committee must have been a member of the MKDSA at least 30 days before the AGM.
5: Extraordinary General Meeting (EGM)
5.1: Any Full Member may call an Extraordinary General Meeting (EGM), by the submission of a notice in writing to the Secretary or to the Chairperson. The signatures of at least 20 (twenty) Full Members, as well as the Proposer must support this notice. The Management Committee may call an EGM having first voted by two thirds majority to hold an EGM.
5.2: The quorum for an EGM shall be 21 (twenty-one) full members.
5.3: An EGM may only discuss the motion put by the Proposer of the EGM.
5.4: An EGM must be held within one calendar month of the receipt of a valid request. Notice must be posted within one full week of receipt of this request.
5.5: All full members shall have the right to vote at an EGM.
5.6: Non-members or guests at an EGM may have the right to speak, at the discretion of the Chairperson, but not to vote.
5.7: Voting shall be by show of hands and decided by a simple majority of those voting, except in the case of constitutional amendments where a two thirds majority is required. In the event of a tied vote the Chairperson of the meeting shall have an additional casting vote.
6: The Management Committee
6.1: There shall be an elected Management Committee of no more than 21 (twenty-one) members. All members of the Committee must be fully paid up members of the MKDSA at all times. No fewer than 5 (five) (see 6.9) and up to 9 (nine) will serve as officers, in the roles listed below:
The Chairperson shall chair meetings, act as the principal spokesperson for the MKDSA and principle interface with Milton Keynes Dons FC. Multilevel communications between officers and the club are encouraged but these officers must ensure that full minutes are kept and circulated to the FC and the Management Committee on a timely basis. The Chairperson will lead any formal discussions with the football club?s Chairman and/or senior members of club management ensuring that at least one other member of the Management Committee are present at the meeting and will ensure that the meeting is minuted. The Chairperson may nominate deputies from the Committee for any of these responsibilities. The Chairperson shall also act as returning officer during votes.
6.1.3: General Secretary
The General Secretary shall be responsible for the following:
- organizing meetings
- booking venues
- publishing agendas
- keeping and reporting minutes
- interpretation of the Constitution
- seeking advice on legal matters
For clarity this role is intended to be a Company Secretary for the MKDSA
Responsible for maintaining the MKDSA's financial records and reporting to each Management Committee Meeting and AGM on the MKDSA's finances, including all income and expenditure.
6.1.5: Communications Officer
Responsible for writing and issuing press releases and organizing other publicity events. He/she also has responsibility for liaison with the FC’s media and press department and publication of the newsletter
6.1.6: Social & Fundraising Officer
Responsible for organizing MKDSA social events and has primary responsibility for fund raising activities, supported by a sub group from the MKDSA Committee, and implementing additional membership benefits
6.1.7: Community Football Officer
Responsible for the liaison with MK Dons SET with regards to community football projects and to take the lead in organizing any MKDSA football teams.
6.1.8: Disabilities Officer
Responsible for the interface with our disabled members and representing their interests to the FC and other organizations.
6.1.9: Membership Officer
The Membership Officer is responsible for keeping accurate records of membership and issuing membership numbers and supporting documentation.
Responsible for construction, information updates, and maintenance, of the official MKDSA website.
6.2: The Management Committee shall carry out the policy of MKDSA, as decided by the membership.
6.3: The quorum for a Management Committee meeting shall be half of the serving members plus one at the date of each Committee meeting. Any resignations received will be deemed to be effective immediately for this purpose. Additionally 2 (two) of the following must be present: Chairperson, General Secretary, Treasurer.
6.4: The Management Committee shall meet a minimum of 10 (ten) times a year or more often if agreed by a majority of the Management Committee.
6.5: Notice for a Management Committee Meeting shall be at least one full week.
6.6: Other persons may be invited to Management Committee meetings with the prior agreement of the majority of Committee members. They shall have speaking rights at the discretion of the Chairperson or acting Chairperson, but shall not have voting rights and may be excluded from sensitive or confidential matters.
6.7: Voting within the Management Committee shall be by a show of hands and based on a simple majority. Where there is not a unanimous decision, all members will respect and uphold the decision taken and work in accord with that decision.
6.8: The Officers shall be elected at the AGM, by the showing of hands. Members wishing to stand for an office must be nominated by a full member and seconded by another full member. An officer will be considered elected if the majority votes for them.
6.9: No individual shall serve in more than two officer roles, at any one time. All members of the Committee must sign the Code of Conduct policy, child protection and basic principles of Committee membership documents. To avoid any conflicts of interest no Committee member can be in the paid employ of the FC or associated companies unless a decision is made via a vote of the Committee. The majority of those voting for or against the proposed membership shall set MKDSA policy in light of that individual, in those specific circumstances only. This is in recognition of the wide variety of roles employed by the FC and associated companies.
6.10: Once Officers have been elected, the remaining places on the Management Committee shall be elected annually, at the AGM, using the following procedure:
6.11: The members shall be elected individually, at the AGM, by the showing of hands. Members wishing to stand must be nominated by a full member and seconded by another full member. Each member will be restricted to being able to make a combination of 3 (three) nominations or seconds in total (this might be one person nominated for three positions or three people for separate positions etc). This is to encourage a healthy diversity within the Committee membership. Should an individual make more than 3 (three) nominations or seconds, all their nominations and seconds will be removed and the nominee(s) removed from candidature until a compliant nomination is received. If this is not received by the nomination closing date, the candidate will not be acceptable to stand for election at that particular election. All nominations for officer and Committee positions will close, and must be received by the General Secretary (who will confirm receipt) 2 (two) weeks before the AGM, and postal votes must be received by the general secretary (who will confirm receipt) 7 (seven) days before the AGM. All nominees for the Committee must submit up to 150 words on why they wish to be elected. All officer candidates should submit up to 300 words. Failure to submit these candidate statements by the nomination closing date will result in the candidate being removed from standing at that election. These statements will be made available to members 13 (thirteen) days before the AGM to allow people to make informed voting decisions. A member will be considered elected if the majority of those voting vote for them.
6.12: In the event of more than 12 (twelve) members standing for the Management Committee a closed ballot will be held with the winners being the ones polling the most votes. The Chair holds an additional casting vote in the event of a tie.
6.13: In the event of a change of Treasurer, the Chairperson shall hold the accounts until such time as the mandates are amended at the bank to reflect this change.
6.14: Management Committee members who are not Officers will assist the Officers in carrying out their roles.
6.15: Any officer post vacated shall be filled as soon as possible from the Management Committee at the next Management Committee meeting.
6.16: All minutes of Committee meetings will be available on the MKDSA website (www.mkdsa.co.uk) once they are approved. Hard copies of the minutes will be made available on request from the General Secretary.
6.17: In the event of an officer being unable to carry out their duties, the majority of the Committee attending the meeting where such a decision is to be made, may vote to fully or partly re-distribute responsibilities for as long as they see fit. This measure will cease at the next AGM.
6.18: Based on a majority of the Committee voting in favour, the Committee may co-opt individuals to join the Management Committee. Co-opted individuals shall seek election to the Management Committee from MKDSA membership in the normal way at the next AGM.
6.19: An elected officer missing two consecutive Management Meetings will automatically have their ability to carry out the duties of their position reviewed under 6.17 of the constitution. Any elected committee member will be removed from the Management Committee after not attending three consecutive Management Committee Meetings but will have the option of seeking co-option, if their circumstances have changed, under 6:18 of the constitution.
7.1: MKDSA shall be self-financing.
7.2: The Treasurer shall have responsibility for the finances of MKDSA.
7.3: MKDSA shall have a bank account in the name of the Association, and the treasurer shall hold the cheque book and account statements.
7.4: There will be up to 3 (three) additional bank account signatories, who must be Committee members and elected at a Committee meeting.
7.5: Petty cash up to £100 may be held by the Treasurer.
7.6: Income for MKDSA shall be from membership fees, personal donations, modest commercial activities such as raffle tickets, merchandise sales, advertising on the MKDSA website or publications and similar fund-raising methods.
7.7: Money raised by MKDSA may only be used to further the aims and objectives of MKDSA.
7.8: All income from membership fees, donations and any other sources shall be given to the Treasurer to be included in the accounts.
7.9: The Association will not borrow any money from banks or any other commercial lenders except for using an overdraft on its bank account of £100 (one hundred pounds). The officers of the Association may not incur any other debts, liabilities or expenditure on behalf of the Association that would cause it to exceed the overdraft limit.
7.10: Any expenditure must be agreed in advance by the Treasurer, by the means of a set budget for each Management Committee member, which will be reviewed on a regular basis.
7.11: The Management Committee may agree any expenditure unless such expenditure would breach the provisions set out in 7.9 of the Constitution. Any such expenditure, on any single item over £500 should be accounted for at the next scheduled General Meeting of members. Expenditure on any single item over £1,500 requires the agreement of the members via a General Meeting.
7.12: Members who incur legitimate expenses on behalf of MKDSA may claim them back in full from MKDSA funds, but only on production of an itemised receipt, bill or invoice.
7.13: Cheques drawn on the MKDSA's bank account must be signed by the Treasurer and one of the other additional bank account signatories.
7.14: In the absence of the Treasurer, and under exceptional circumstances, a cheque drawn on the Associations bank account in the amount of no more than £50 (fifty pounds) may be signed by two of the additional bank account signatories providing approval has been obtained verbally by the Chairperson (and minuted by the General Secretary) and later confirmed in writing by the Treasurer.
7.15: Two months prior to the AGM, the Associations accounts will be inspected by an auditor who must not be an officer or other Management Committee member. This audit will be to ensure that the rules under section 7 of this constitution have been complied with.
7.16: At each AGM, or at any time the Management Committee requests an examination, the auditors will report on the finances, and notify MKDSA if there have been any irregularities.
7.17: The MKDSA operates a rolling membership year policy i.e. membership lasts for one year from date of payment. The accounting year will run from 1st April to the 31st March.
8: Media announcements
8.1: Only the Chairperson, Communications Officer or nominated officers are authorised to give on-the-record comments expressing the opinion of MKDSA. Any Committee member in breach will be sanctioned as per the disciplinary section of this constitution.
8.2: If there is no MKDSA view or policy on a subject, MKDSA members should take care to ensure that any comments attributed to them are expressed in their personal capacity, not as MKDSA representatives. Committee members shall not make public comment purporting to be the view, opinion or policy of the MKDSA.
9.1: Any Member or legitimate authority may complain in writing to the Management Committee about the behaviour of any member who appears to be abusive, disruptive, violent, threatening, or which appears to bring the club into disrepute or which is in breach of the MKDSA constitution.
9.2: In the event of a complaint being made, it shall be heard within one month by the Management Committee, who shall accept a written statement or allow an oral hearing from both the complainant and the member who is the subject of the complaint. The Management Committee may then take the following actions after suitable inquiry and report from the member and any witnesses:
9.2.1: Reject the complaint.
9.2.2: Accept the complaint, but take no further action.
9.2.3: Accept the complaint, taking one or more of the following actions
- demanding and receiving a written apology
- receiving an assurance as to future conduct
- suspending the member for a period of time
- expelling the member from MKDSA
- notifying the Football Club/Police where required by law
9.3: If a complaint is made by, or against, a Management Committee member, they shall not take part in the hearing other than to state their case. They shall have no vote in the matter.
9.4: If a Committee member is found guilty of any offence under this section they shall be removed from the Committee immediately (elections to be held as per the Constitution) and barred from standing at any MKDSA election for a minimum period of one calendar year.
9.5: All disciplinary hearings are confidential. A note will be made in Management Meeting minutes to state that a disciplinary has been held without mention of the member's name. The General Secretary will keep minutes and copies of these, along with copies of other written evidence, which will be given to the defendant.
10.1: A proposal to dissolve MKDSA may be submitted to the Secretary, provided the motion is supported by the signatures of at least 20 (twenty) full members. An EGM will be called in line with Point 5.2 to 5.5 above.
10.2 To pass this motion at least two-thirds of those present and eligible to vote must vote in favour.
10.3 In the event of the Association being dissolved, and after all its debts and liabilities have been satisfied, any surplus assets or property shall be given or transferred to one of the following:
- Sporting trust or sporting charities operating in the Borough of Milton Keynes.
- One or more societies established for the benefit of the community operating in the Borough of Milton Keynes
- An organization established to benefit football supporters
10.4 In the event that membership of the MKDSA falls below 20 people the MKDSA shall automatically be dissolved.
11: Equal Opportunities
11.1: The MKDSA will not tolerate discrimination based on race, colour, gender, sexual orientation or identity, ethnic or national origin, disability, health status, age, political, religious or moral belief of any individual. Any member breaching this clause will be subject to disciplinary proceedings as outlined in this Constitution.
12: The Constitution
12.1: This Constitution is the document by which MKDSA operates, and membership of MKDSA signifies acceptance of the terms of the Constitution.
12.2: At the Management Committee meeting at least 2 (two) months before the AGM, a group shall be appointed to undertake a review of the Constitution.
12.3: Any proposals to change the Constitution must be submitted to the General Secretary at least one month before the AGM, and circulated to members at least two full weeks before the Meeting.
12.4: Any changes to the Constitution must be supported by at least two-thirds of those present and eligible to vote, by show of hands at a General Meeting. The amended Constitution shall become binding one full week after the Meeting.
12.5: If a proposal from the working group directly affects a role presently being undertaken by a Committee member, the Committee member affected has the right to discuss this with the working group members and the whole Committee prior to the submission to the AGM.
12.6: This constitution was adopted at the Annual General Meeting in 2012
12.7: This constitution supersedes all previous constitutions.