Staffordshire Football Therapy

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FOOTBALL THERAPY

POLICIES AND PROCEDURES

Equality, Diversity and Inclusion Policy

1. Purpose and Commitment

Staffordshire Football Therapy (SFT) is a men’s mental health football group
created to address the critical lack of dedicated support for adult males
experiencing mental health challenges.
SFT is committed to fostering an environment where all eligible individuals are
treated with dignity, respect, and fairness. This Equality, Diversity and Inclusion
Policy sets out SFT’s dedication to ensuring that every participant, volunteer, and
visitor is free from discrimination, harassment, and exclusion.
Our commitment is grounded in UK equality legislation and best practices
promoted by The FA, while recognizing our club’s unique role in supporting
men’s mental health.
 

2. Scope of the Policy

This policy applies to:
– All SFT members
– Trustees and Board Members (Chairman, Treasurer, Secretary)
– Session Leads, Volunteers, and Administration Group
– All SFT activities, sessions, events, communications (including WhatsApp
groups), and decision-making processes
 

3. Participation Eligibility and Inclusion Principles

SFT operates exclusively as a men’s mental health football organization. While
we uphold non-discriminatory values, participation is currently restricted to male
individuals aged 18 and over. This is to maintain the integrity of our mission to
provide a safe, focused space for men who are statistically underserved in
mental health provision.
 
– We do not discriminate on any other protected characteristic.
– Individuals who do not meet the male and over-18 requirement will be
respectfully signposted to alternative, inclusive football and mental health
organizations appropriate to their identity or age group.
 

4. Physical and Learning Disability Provision

SFT acknowledges that its current volunteer-led structure is not equipped to
support individuals with physical disabilities or severe learning difficulties during
active football sessions. However:
– Where possible, reasonable adaptations will be made to support individuals
with mild to moderate additional needs.
 
– If such adjustments are not feasible or safe, individuals will be signposted to
inclusive opportunities via The FA disability football directory, accessible at
https://www.thefa.com.
This ensures all individuals have pathways into football that suit their needs in a
supportive and safe environment.
 

5. Breaches of Policy

Non-compliance with this Equality, Diversity and Inclusion Policy, including but
not limited to:
– Discriminatory conduct
– Harassment or exclusion
– Inappropriate or unsafe behavior
…will be treated as a breach of the relevant SFT Code of Conduct (Players,
Trustees, or Board Members) and addressed through the existing 3-strike system
and/or internal review procedures.
All breaches will be investigated by the appropriate officers (Chairman,
Secretary, Treasurer) or trustees, ensuring a fair and confidential process.
 

6. Policy Responsibility and Review

– The SFT Board collectively oversees this policy’s implementation.
– This policy will be reviewed annually at the AGM, or earlier if circumstances
change.
– All new members and volunteers will be made aware of the policy at the point
of induction.

7. Statement of Inclusivity

SFT strives to ensure football is accessible, therapeutic, and inclusive within the
bounds of our mission. We remain committed to supporting men’s mental health
through structured physical activity while helping individuals who do not fall
under our criteria find suitable, inclusive alternatives.

Safeguarding Adults Policy

1. Policy Statement

Staffordshire Football Therapy (SFT) is committed to promoting the safety,
welfare, dignity, and mental well-being of all its members. As a men’s mental
health football group, we recognize that our participants may be vulnerable or at
risk due to mental health challenges. This policy outlines how we identify,
support, and safeguard adults at risk, including our responsibility to signpost to
professional mental health services and how we manage concerns.

2. Scope

This policy applies to all members, including players, session leads,
administration group members, trustees, and volunteers. It encompasses all
settings in which SFT operates, including training sessions, events, WhatsApp
communications, and community initiatives.

3. Key Definitions

Term:

Definition

Adult at Risk:

A person aged 18 or over who is in

need of care and support and may
be unable to protect themselves
from abuse or neglect due to those
needs.
Safeguarding:
Protecting an adult’s right to live in
safety, free from abuse and neglect.
Mental Health First Aid:
A structured, evidence-based
training approach that equips
individuals to provide initial help to
someone experiencing a mental
health crisis.

4. SFT’s Duty of Care

SFT has a legal and moral responsibility to:
– Recognize and respond to signs of harm, abuse, or neglect.
– Promote the welfare and dignity of all members.
– Signpost members to appropriate mental health services when further support
is needed beyond the scope of the club.
– Create an environment where safeguarding is embedded into everyday
practice.
 

5. Mental Health First Aid Training

– All session leads, secondary leads, and administration group members are
encouraged and supported to complete Mental Health First Aid training.
– A minimum of one Mental Health First Aider must be present at each session or
event.
– These trained individuals are not substitutes for professional therapists but act
as first responders and facilitators to connect individuals with proper support
services.

6. Identifying Vulnerable Adults

SFT acknowledges that any member may become vulnerable due to:
– Mental health crisis
– Substance misuse
– Housing instability
– Learning difficulties
– Situational distress (bereavement, unemployment, etc.)
Where a member is identified as a vulnerable adult:
– Session leads will confidentially inform the Club Secretary or a designated
safeguarding representative.
– Reasonable steps will be taken to ensure the individual’s participation is
appropriate and safe.
– SFT may, with consent, liaise with the individual’s carers or relevant authorities
for support.

7. Reporting a Safeguarding Concern

Any member who becomes aware of or suspects that a vulnerable adult is being
abused or is at risk must:
– Report the concern to the Club Secretary, who acts as the Designated
Safeguarding Lead (DSL).
– If the Secretary is unavailable or implicated, report directly to the Chairman or
Treasurer.
In emergency or serious cases:
– Call emergency services (999)
– Contact Staffordshire County Council Adult Safeguarding Team:
– Office Hours: 0345 604 2719
– Emergency Duty Service (Out of Hours): 0345 604 2886
Concerns should be documented factually and shared confidentially.
All members will be made aware of:
– The club’s safeguarding policy
– How to escalate concerns
– The support systems in place
 

8. Confidentiality and Consent

– Safeguarding concerns will be treated with the highest confidentiality.
– Information will only be shared with relevant authorities on a need-to-know
basis and in compliance with UK GDPR.
– Consent will be obtained wherever possible unless doing so increases the risk of
harm.

9. Partnerships and Signposting

Where SFT is not equipped to provide specialist care:
– Members will be signposted to relevant local NHS services, crisis teams,
charities (e.g., Mind, Samaritans), or other FA-affiliated mental health groups.
– A directory of support services will be maintained by the Club Secretary and
shared on request.

10. Monitoring and Review

– This policy will be reviewed annually or following a serious safeguarding
incident.
– Training needs will be reviewed regularly, and Mental Health First Aiders will be
encouraged to maintain certification.
– Trustees are responsible for overseeing adherence and implementation of
safeguarding policy and practice.

11. Policy Breach and Disciplinary Action

Failure to comply with this policy or obstructing safeguarding processes will be
treated as a serious breach of SFT’s Code of Conduct. Disciplinary action may
include:
– Strike warnings
– Suspension from sessions
– Permanent removal from the club, following a board and trustee review
 

Complaints and Whistleblowing Policy

Approved by the SFT Board and Trustees:

1. Purpose

SFT is committed to providing a safe, respectful, and inclusive environment in
line with our Codes of Conduct. This policy outlines the process for raising
concerns or complaints regarding conduct, safeguarding, or operational issues
within the club. It includes both informal and formal resolution stages and
integrates whistleblowing protections.

2. Scope

This procedure applies to all:
– Members and participants
– Session Leads and Secondary Leads
– Board Members (Chairman, Treasurer, Secretary)
– Trustees (including Heritage Trustees)
– Volunteers and visitors
Complaints may relate to:
– Behavioral misconduct (e.g. bullying, harassment, discrimination)
– Breaches of SFT Codes of Conduct or policy
– Safeguarding concerns
– Misuse of authority, club resources or influence
– Any concern requiring whistleblowing

3. Definitions

– DSO (Designated Safeguarding Officer): The Club Secretary, unless the
complaint involves them
– Whistleblowing: The reporting of serious misconduct, corruption, or risk to
members/safety in confidence
– Complainant: The person raising the complaint
– Subject of Complaint: The person the complaint is about
 

4. Procedure

Stage 1: Informal Resolution (Session Lead)
– Concerns should first be raised informally with the Session Lead, either in
person or by message.
– The Session Lead will:
– Listen and record the issue
– Attempt to resolve the matter fairly and informally
– Escalate to the Club Secretary if necessary.
 
Stage 2: Formal Complaint (Club Secretary / DSO)
– Submit a written complaint to the Club Secretary.
– The Secretary will:
– Acknowledge within 7 days
– Investigate and respond within 21 days
– If the complaint is about the Secretary, report to the Chairman.

5. Whistleblowing

For serious issues, members can:
– Report directly to the Club Secretary (DSO)
– If the DSO is implicated, report to the Club Chairman
– Whistleblowers are protected from retaliation and anonymity will be respected
– Reports may involve external authorities where required by law

6. Outcomes and Sanctions

Following any investigation, outcomes may include:
– Mediation or behavioral agreements
– Warnings or conduct reviews
– Temporary or permanent suspension
– Referral to relevant authorities
– Removal from role (subject to governance procedures)

7. Appeals

If a complainant disagrees with the outcome, they may appeal to the Board of
Trustees, who will conduct a secondary review. The Board’s decision is final.

8. Record Keeping

All complaints and investigations will be logged securely. Records will be held in
accordance with SFT’s privacy and data protection policies.

9. Policy Review

This policy will be reviewed annually by the Board and Trustees to ensure
effectiveness and compliance with updated Codes of Conduct and safeguarding
laws.
 

 

Abuse of Power, Bribery & Corruption Clause Policy

1. Purpose

This policy establishes a zero-tolerance approach to abuse of power, bribery, and
corruption within Staffordshire Football Therapy (SFT). It ensures all members,
volunteers, trustees, and board members act in the best interest of the club and
its community, adhering to SFT’s Codes of Conduct and the laws of England and
Wales.

2. Scope

This policy applies to all:
– Trustees (including Heritage Trustees)
– Board Members (Chairman, Treasurer, Secretary)
– Session Leads and Secondary Leads
– All general club members and volunteers
– Anyone representing SFT in an official capacity

3. Definitions

– Abuse of Power: The use of one’s position or influence within SFT to manipulate,
coerce, exploit, or benefit oneself or others unfairly or unethically.
– Bribery: Offering, giving, receiving, or soliciting something of value to influence
a decision or action in the interest of the giver.
– Corruption: Dishonest or fraudulent conduct by those in power, typically
involving bribery or misuse of entrusted authority.

4. Prohibited Conduct

SFT expressly prohibits:
– The use of club resources, positions, or information for personal gain.
– Accepting or offering bribes in exchange for favorable treatment or decision-
making.
– Collusion, manipulation, or nepotism in roles, contracts, procurement, or voting.
– Coercing members, volunteers, or trustees to act outside their remit for private
benefit.
– Withholding or falsifying information that affects club governance or finances.

5. Legal Framework

This policy complies with:
– Bribery Act 2010 (UK) – It is a criminal offence to offer, promise, give, request
or accept a bribe.
– Fraud Act 2006 (UK) – Any fraudulent activity including false representation,
abuse of position, or failure to disclose information may be considered a criminal
act.
Where a breach of this policy constitutes a violation of law, SFT will pursue
criminal charges in accordance with UK legislation and refer matters to the
relevant authorities, including but not limited to:
– Staffordshire Police
– HMRC (where financial irregularity is suspected)

6. Internal Disciplinary Measures

Where allegations arise:
– Immediate suspension from duties may be issued by the Board.
– An internal review will be conducted by non-involved board members and,
where necessary, independent advisors.
– Breaches will be reviewed under SFT’s Board Member Code of Conduct, Trustee
Code of Conduct, and Players Code of Conduct, including the use of the three-
strike system.
– Proven misconduct may result in permanent removal from position or
membership.

7. Reporting Concerns

All members are encouraged to report any suspicion of abuse of power, bribery
or corruption confidentially to the Secretary or any trustee.
Whistleblowers will be protected under SFT’s safeguarding and confidentiality
principles, and retaliation will not be tolerated.

8. Final Statement

SFT operates for the benefit of its members and the wider community. Any abuse
of trust damages the foundation and goals of the club. All individuals involved
with SFT must act transparently, ethically, and within the law. Breaches will be
dealt with rigorously and, where criminal behavior is evident, reported to the
relevant authorities for prosecution.

Conflict of Interest Policy

1. Purpose

Staffordshire Football Therapy (SFT) is a volunteer-led men’s mental health
football club that exists to support the wellbeing of its members. To maintain
transparency, integrity, and trust, this Conflict of Interest Policy outlines how SFT
will identify, record, and manage actual, potential, or perceived conflicts of
interest — with a particular focus on financial gain, misuse of power, or influence
within the club.

2. Definition of a Conflict of Interest

A conflict of interest occurs when an individual’s personal interests — financial,
professional, or otherwise — interfere with, or appear to interfere with, their
responsibilities to SFT. These may include:
– Financial benefit from club funds or sponsorships.
– Preferential treatment of friends, family, or affiliated businesses.
– Use of club position for personal or professional advancement.
– Actions or decisions that could harm the reputation or objectives of the club.

3. Who This Policy Applies To

This policy applies to:
– All members of the Board (Chairman, Secretary, Treasurer),
– All Trustees (including Heritage Trustees),
– All Session Leads and Secondary Leads,
– Any member acting in an official voluntary capacity for SFT.

4. Disclosure of Interests

All relevant individuals must declare any actual or potential conflicts of interest as soon as they arise.
.This includes but is not limited to:
– Ownership or involvement in companies or organizations that supply
goods/services to SFT.
– Receiving gifts, hospitality, or payments in connection with their SFT role.
– Relationships that could influence impartial decision-making.
Disclosures should be made in writing to the Secretary, who will record them in
the Register of Interests.

5. Managing Conflicts

Upon disclosure of a conflict:
– The individual must recuse themselves from any related discussions or votes.
– The remaining Board or Trustees will determine the appropriate course of
action.
– In cases where the conflict could cause serious reputational harm, temporary
suspension from duties may occur pending review.
If the conflict relates to financial matters or contractual decisions, the
Treasurer and Secretary must both sign off on any spending or action.

6. Examples of Unacceptable Conduct

To safeguard the club’s integrity, the following behaviors are strictly prohibited:
– Awarding contracts to businesses in which the member has a financial stake
without full board approval.
– Using the club’s name, events, or platforms for private financial gain.
– Accepting bribes, favors, or kickbacks.
– Manipulating club operations or votes to gain or maintain personal influence.

7. Consequences of Breach

Any breach of this policy will be treated seriously. Actions may include:
– A formal warning from the Board.
– Suspension from all duties pending investigation.
– Permanent removal from position following a majority vote by the Trustees.
– Referral to legal or regulatory authorities if the breach constitutes fraud or
misconduct under UK Law.

8. Safeguarding the Club’s Mental Health Mission

As a men’s mental health club, SFT recognizes that power abuse and financial
exploitation directly undermine our purpose. Members in positions of influence
must priorities the wellbeing of others above personal gain. This policy forms
part of a wider effort to promote a safe, supportive, and transparent environment
for all.

9. Review and Amendments

This policy will be reviewed annually at the AGM or earlier if circumstances
require. Amendments must be approved by a majority of Trustees and the Board.

Privacy and Confidentiality Policy

1. Purpose

This Privacy and Confidentiality Policy outlines how Staffordshire Football
Therapy (SFT) collects, stores, uses, and protects personal information of its
members, and how it manages consent for the use of images and personal data,
particularly in relation to publicity and safeguarding.

2. Photography and Publicity Consent

• All members of SFT are deemed to have given consent for photographs and
videos in which they appear to be used for promotional, publicity, and social
media purposes.
• Members who do not wish to have their image used in any form of media must
submit a written request to the Club Secretary, who will ensure such images are
not used or are removed where possible.
• SFT will always respect an individual’s or parent’s right to privacy and image
control.

3. Photographs Involving Children

• In compliance with UK GDPR, The Data Protection Act 2018, and NSPCC
guidelines, any photograph or video where a child (under 18) is the primary
subject will not be used publicly without written parental or guardian consent.
• Wherever reasonably possible, SFT will seek and record formal permission
before sharing identifiable images of children online or in publications.
• SFT reserves the right to use photographs where children may appear in the
background incidentally and are not the focus, provided no identifying
information is disclosed.
• If a parent or guardian requests that a photo or video containing their child be
removed from any platform or promotional material, SFT will comply promptly
and ensure it is taken down from all official channels.

4. Data Collection and Storage

SFT may collect and store the following personal data:
• Emergency Contact Details (ICE)
• Health and Medical Information
• Contact Information (e.g., name, email, phone number)
• Participation and Attendance Logs
This data will be:
• Stored securely in encrypted digital systems or locked physical files.
• Accessed only by authorized personnel, such as administration members,
session leads, or trustees where necessary.
• Used solely for SFT purposes, including session planning, emergency response,
and internal communications.
• Never sold or shared with third parties for commercial purposes.
 
Use of WhatsApp:
• SFT uses WhatsApp groups as a primary means of communication. By
participating, members understand that their mobile phone number will be
visible to other members within that group.
• SFT cannot control how individual members use their own phones, but it is the
personal responsibility of each member to block, mute, or ignore other members
where necessary.
• If any WhatsApp interaction constitutes a breach of club policies—including the
WhatsApp Policy, Players Code of Conduct, Equality, Diversity and Inclusion
Policy—or is subject to a legal order, it must be reported to the Club Secretary or
relevant authority immediately for review and action.

5. Confidentiality of Medical and Emergency

Information

• ICE and health questionnaires are confidential and will be shared only with the
relevant session lead for operational safety.
• In a medical or emergency scenario, such data may be shared with healthcare
professionals or emergency responders as necessary to support member
welfare.

6. Member Rights

All members have the right to:
• Access, correct, or request deletion of their personal data held by SFT.
• Withdraw photography/publicity consent at any time by contacting the Club
Secretary in writing.
• Request the removal of any content containing their image (or their child’s
image), which will be acted upon promptly.
• Raise concerns or complaints with the Club Secretary or through the trustees.

7. Oversight and Review

• The Club Secretary is responsible for ensuring the implementation and
compliance of this policy.
• This policy will be reviewed annually and updated in line with changes to
legislation, club practice, or safeguarding guidance.

WhatsApp Usage Policy

1. Purpose

This policy outlines the appropriate use of WhatsApp groups operated by
Staffordshire Football Therapy (SFT). It ensures that communication remains
safe, respectful, and purposeful for all members, trustees, board members, and
volunteers

2. WhatsApp Group Structure & Purpose

 
Group Name Purpose Participants
Administration Group
For operational communication, planning, and management of the club.
Board Members, session Leads, Key Volunteers.
Trustees Group
For discussion and decision-making by the trustee board
Trustees and Board Members
Main Group
General Cub-Wide chat for sharing news, check-ins, and friendly support.
All SFT Members
Weekly Poll Group
Used solely for Friday evening attendance polls to confirm player availability
All Playing Members
Events Group
Coordination and communication around club social, training, or special events
Members attending/expressing interest in events
Announcements Group
Broadcast-Only group used to share official club updates.
All Members (Read-Only)

3. Weekly Poll Expectations

– Weekly polls are posted every Friday evening to confirm attendance at the
following week’s session(s).
– Members should respond promptly and remove their name if they can no longer
attend.
– The club requests that members provide as much notice as possible when
withdrawing from the poll. Repeated last-minute withdrawals may affect
attendance opportunities.
 

4. Expected Behaviours

All members are expected to:
– Communicate respectfully and professionally.
– Avoid inappropriate language, offensive content, or negative comments.
– Use each group only for its stated intended purpose.
– Refrain from sending non-club related content in official SFT groups.
– Respect other members’ privacy – no screenshots, sharing personal messages
or details without consent.
– Avoid excessive messaging or misuse of group chats (spam, memes, irrelevant
media).

5. Breaches & Consequences – 3 Strike System

Strike:

Description

1st Strike
Verbal or written warning from a
board member or session lead.
 
2nd Strike
Formal written warning and possible
temporary removal from WhatsApp
groups.
 
3rd Strike
Review by Chairman, Secretary, and
Treasurer. May result in permanent
removal from WhatsApp groups
and/or SFT sessions.
 
*Minor infractions may be dealt with informally by Session Leads, but all major
behavioral concerns will be formally reviewed.*
 

6. Club Rights & Moderation

– SFT reserves the right to remove any member from a group temporarily or
permanently for serious breaches of conduct.
– Admins may delete inappropriate messages and address behavior privately or
through formal warnings.
– This policy aligns with the broader SFT Code of Conduct and the FA’s standards
on respectful communication.
 

Finance and Treasurer Policy

1. Purpose of this Policy

This Finance and Treasurer Policy is intended to ensure financial accountability,
sustainability, and ethical management of all funds connected to Staffordshire
Football Therapy (SFT). It supports the responsibilities and conduct expected of
the Treasurer, Board Members, and Trustees.

2. Authorised Day-to-Day Spending

The Treasurer may authorize and spend funds without consultation where

expenses are essential to the daily functioning of SFT.

This includes but is not limited to:
– Payment of session invoices (e.g., pitch hire)
– Purchase of equipment (e.g., footballs, bibs, cones)
– First-aid replenishments or session essentials.
These expenditures are considered operational and routine, and do not require
prior consultation with the Board or Trustees.

3. Sponsorship Spending

Funds obtained through sponsorships may only be spent following consultation
with the Board (Chairman, Treasurer, Secretary). Approval must be granted by
majority rule, with all Board Members casting one vote each.
All sponsorship spend must:
– Directly benefit the club and its members
– Align with the purpose and values of SFT
– Reflect the standards in the Board Code of Conduct

4. Lottery and Grant Funding

Applications for lottery or grant-based funding are the shared responsibility of
the Chairman and Treasurer.
– Any funding secured must be used strictly in accordance with the intended use
outlined in the application.
– Misuse or deviation from approved purpose is prohibited and may be treated as
misconduct.
– Where necessary, SFT will ensure compliance with external audit or verification
procedures related to grant funding.

5. Financial Reporting

The Treasurer is required to present a Quarterly Financial Report to:
– The Board (Chairman and Secretary)
– The Trustees
 
Reports must include a breakdown of income, expenditure, sponsorship
activity, grant spending, and projections. Failure to provide timely reports may
trigger a formal review or investigation.

6. Session Costs and Waivers

As of June 2025, the standard cost per football session is £5.
This applies to all participants except under the following circumstances:
– First-time attendance (taster session)
– Special circumstances (at the discretion of the Board)
– Free months, as dictated and agreed upon by the SFT Board
Session Leads and Administration Group Members are exempt from session fees
in recognition of their voluntary duties, subject to prior agreement with the
Board. This is considered reimbursement for time, not a wage.
Any proposed increase to session fees must:
– Be formally submitted to the Trustees with written rationale
– Allow time for Trustees to vote or raise opposition
– Only be implemented if no formal opposition is received by the deadline

7. Event Fundraising and Charity Donations

All money raised through SFT events must be given in full to the advertised
charity, which must be:
– A legally registered charitable organization
– Clearly named and promoted in all event materials
Exception: SFT may deduct any direct event costs it has incurred (e.g., venue
hire, permits, equipment) before transferring funds to the charity.

8. Financial Crisis and Bankruptcy Procedure

If SFT loses access to its funds or enters a state of bankruptcy or insolvency, the
following steps must be taken:
1. The Treasurer must immediately notify the Board and Trustees
2. All outgoing payments and commitments must be cancelled
3. All connected organizations, partners, and stakeholders must be informed
4. An emergency meeting of the Trustees must be called to:
– Decide whether SFT should fold
– Explore any financial recovery options
In this event:
– The Treasurer is immediately removed from position (if through miss
management)
– An interim Treasurer will be appointed by the remaining Board
– The Chairman and Secretary will be subject to a vote of no confidence (if
through miss management)
June 2025
 

Cost and Payments from Players

1. Purpose

This policy outlines the costs to players and the procedures for making payments
to Staffordshire Football Therapy (SFT), including session fees, event fees, and
merchandise payments. It ensures that payments are managed transparently
and in accordance with the values of the SFT project and the Finance & Treasurer
Policy.

2. Session Fee Structure

As of June 2025, the standard fee for attending a regular SFT session is £5 per
session.
Exemptions from this charge may include:
– A participant’s first-ever session
– Special circumstances agreed upon by the Board
– Free months or events as set by the SFT Board and Trustees
– Session Leads and Administration Group Members performing official duties (as
outlined in the Roles & Responsibilities Policy)

3. Accepted Payment Methods

Preferred Method: Bank transfer to the SFT club account (details shared with
members)
Alternative Method: Cash, accepted by the Session Lead

4. Handling and Recording of Payments

For cash payments:
– The Session Lead is responsible for:
– Recording the amount received and the participant’s name
– Safely storing the funds until handed to the Treasurer
– The Treasurer is responsible for:
– Promptly banking the funds
– Accurately recording all transactions
– Including session payments in the quarterly financial report, as per the
Finance & Treasurer Policy
 

5. Event and Merchandise Fees

The SFT Board will set prices for events and merchandise based on:
– The cost of delivery
– Any revenue required to support club sustainability
Advance payment is required for all events and merchandise.
Failure to pay in advance will result in:
– Loss of place at the event
– Non-processing of merchandise orders
Refunds will not be issued unless approved by the Board and only if costs have
not already been committed.

6. Fee Adjustments

Any proposed changes to the session fee:
– Must be presented with a rationale to the Trustees by the Board
– Require Trustee approval
– Must be communicated to members with adequate notice
This process is detailed in the Finance & Treasurer Policy

7. Oversight and Accountability

All financial matters are overseen by the Treasurer and the Board
Any discrepancies in payment handling must be reported
Concerns may trigger an investigation under the Abuse of Power, Bribery &
Corruption Policy
 
 

Roles and Responsibilities Document

This document outlines the key roles and responsibilities necessary for the
effective operation of Staffordshire Football Therapy (SFT), a men’s mental
health football group. Each position contributes to the club’s mission to provide
inclusive and supportive sessions promoting mental well-being through football.
Note: This is not an exhaustive list. The SFT Board and Trustees reserve the right
to add or amend roles through combined agreement where the appointment or
change demonstrably benefits the club. They may also combine roles to
streamline operations when necessary.
 

Club Chairman

  • – Lead representative of the club.
  • – Oversees governance, strategic direction, and board coordination.
  • – Chairs meetings and ensures compliance with all policies.
  • – Accountable to trustees and subject to a 2-year term with annual vote of
    confidence.
  • – Engages in sponsorship, funding applications, and external relations.
  • – Investigates misconduct alongside the secretary and treasurer.
  • – Voluntary role, appointed via formal contract.

Club Treasurer

  • – Manages all club finances, including session fees, sponsorships, and funding.
  • – Provides quarterly financial reports to the trustees.
  • – Responsible for seeking and managing lottery and external funding with the
    chairman.
  • – Ensures that spending aligns with the finance and treasurer policy.
  • – Oversees reimbursements and session cost exceptions.
  • – Voluntary role, appointed via formal contract.

Club Secretary

  • – Acts as chief administrative officer of the club.
  • – Maintains accurate and timely records including minutes, member votes,
    and decisions.
  • – Oversees club governance, including scheduling and convening meetings
    and the Annual General Meeting (AGM).
  • – Holds authority to call emergency board or trustee meetings if necessary.
  • – Ensures implementation and compliance with all SFT policies and
    procedures across all roles.
     
  • – Shares investigation findings with trustees within 7 days to trigger formal
    review processes.
  • – Has the right to audit any club process or financial transaction for
    governance purposes.
  • – Can temporarily assume operational responsibility from the chairman or
    treasurer during investigations or inactivity.
  • – Acts as communication coordinator between the board, trustees, and
    operational roles.
  • – Voluntary role, appointed via formal contract.

Trustees (including Heritage Trustees)

  • – Hold the Board (Chairman, Treasurer, Secretary) accountable.
     
  • – Participate in formal votes, including appointments, removals, and annual
    reviews.
  • – Must attend a minimum of one formal meeting per year and participate in
    club votes.
     
  • – Expected to attend at least 70% of club sessions across the year (unless
    exempt).
  • – Heritage Trustees (founding members) are exempt from session attendance
    minimums but can be challenged for removal by unanimous vote of the
    administration group if inactive or in breach of conduct.
  • – Trustees must not bring the club into disrepute and are subject to removal
    for serious misconduct.
  • – Trustees may nominate and second individuals for election at the AGM.
  • – The number of trustees shall not exceed 15 plus the Board.
  • – In the case of a tied vote on trustee appointments, the Board shall cast the
    deciding vote.

Session Leads

  •  
    – Responsible for running SFT football sessions in accordance with safety,
    inclusion, and conduct policies.
  • – Act as authority figures during sessions and may contribute to the 3-strike
    disciplinary process.
  • – Provide attendance data and feedback to the board.
  • – Entitled to fee waivers as reimbursement for duties performed.
  • – Expected to report concerns promptly to the administration.

Session Secondary Leads

  •  
    – Support Session Leads in delivering structured, safe, and inclusive sessions.
  • – Step in when Session Lead is unavailable or requires assistance.
  • – Help monitor participant conduct and ensure compliance with club
    expectations.
  • – May be involved in managing minor infractions during sessions.

IT and Communication Officer

  •  
    – Manages digital infrastructure including WhatsApp groups, data backups,
    and online forms.
  • – Ensures the safe and appropriate use of all club communication platforms.
  • – Assists with sending club-wide updates and maintaining digital privacy
    standards.
  • – Coordinates poll systems and communication software for session planning.

Public Relations / Social Media Officer

  •  
    – Oversees public-facing communication across all platforms (Facebook,
    Twitter/X, Instagram, etc.).
  • – Promotes club events, sessions, and successes to increase awareness and
    engagement.
  • – Ensures all content aligns with the club’s ethos and avoids reputational
    damage.
  • – Supports communication between SFT and external parties (press, potential
    members, collaborators).

Kit and Merchandise Manager

  •  
    – Manages procurement, distribution, and design of SFT kit and merchandise.
  • – Works with the board to ensure all orders are cost-effective and benefit
    members.
  • – Maintains inventory records and coordinates member kit needs.
  • – May coordinate merchandise campaigns or club fundraising through
    apparel.

Governance Clause

The SFT Board (composed of the Chairman, Treasurer, and Secretary) and the
Trustees maintain the authority to:
– Create new roles as the club evolves.
– Combine or divide existing roles to meet operational efficiency.
– Appoint individuals to these roles following a consensus that the appointment is
in the club’s best interest.
All roles are considered voluntary and must uphold SFT’s values of respect,
inclusion, and support. Role holders are expected to act within the guidelines of
the Codes of Conduct and all applicable policies.
 

Health and Safety Policy

1. Purpose and Scope

This Health and Safety Policy outlines the commitment of Staffordshire Football
Therapy (SFT) to ensure the wellbeing, safety, and protection of its members,
volunteers, and guests during all football sessions and associated events.

2. Venue Grounds and Liability

SFT operates at third-party venues, and the maintenance and safety of the
playing surfaces and facilities are the responsibility of the organizations from
which the grounds are hired.
If an injury occurs as a result of a fault or hazard in the ground or facility
infrastructure, SFT shall not be held liable.
SFT members are encouraged to report any visible hazards to a session lead
immediately, who will in turn notify the venue provider.

3. First Aid Provision

Every SFT session and organized event shall have a designated first aid bag on-
site.
Each first aid kit will be regularly checked and restocked and must contain at a
minimum:
– Sterile gloves
– Antiseptic wipes
– Plasters (assorted sizes)
– Sterile dressings
– Adhesive tape
– Scissors
– Ice packs
– Eye wash pods
– CPR face shield
– Emergency blanket
– Accident report form
– Emergency contact sheet

4. Injury and Incident Reporting

If a participant sustains an injury during a session or event:
– A SFT Accident Form must be completed by a session lead or witness and
submitted to the Club Secretary within 24 hours.
– A wellbeing check-in (written or via WhatsApp) should be made with the injured
member within 48 hours of the incident.

5. Trained Personnel Requirements

At least one first aid trained, and one mental health first aid trained volunteer
must be present at all SFT sessions and official events.
 
The responsibility for ensuring trained volunteers are scheduled lies with the
administration group.

6. Equipment Safety

All SFT-owned equipment (balls, cones, goals, bibs, etc.) shall be regularly
checked by session leads and administration group members to ensure it
remains safe and fit for purpose.
Any damaged or unsafe equipment should be removed from use immediately
and reported to the Club Secretary.

7. Defibrillator (AED) Access

As a safety measure, all regular SFT session venues are equipped with an
Automated External Defibrillator (AED) on-site.
However, some event locations may not have a defibrillator available, and
members are advised to take this into consideration when attending off-site
events.

8. Insurance and Legal Protection

The Chairman is responsible for ensuring that SFT holds adequate liability
insurance to cover members, volunteers, and club operations.
In the event that SFT’s insurance becomes inactive or lapses, the Chairman
must:
– Immediately notify all active members in writing (via WhatsApp and/or email).
– Clearly state that until cover is reinstated, all participation is at the individual’s
own risk.
– Confirm that during such a period, SFT will not accept liability for any injury,
loss, or damages incurred.

9. Policy Review and Updates

This policy will be reviewed annually by the Board and Trustees or sooner in
response to an incident or legal guidance. Any amendments will be circulated to
all members and volunteers.