Useful Information / Reminders for Everyone
The following notes are intended only as guidance and should be read in conjunction with the Competition Rules contained within the League Handbook. Should there be any difference between the details below and the League Handbook, The Official League will take precedence.
Joining the League
An Application to join the Competition should be with the League Secretary no later than 30th April although applications from new Clubs will be considered after this date. Clubs who participated in the previous season are required to complete a “Statement of Intent” to continue in the Competition by 31st March.
Pitch Hire
If you intend to hire a pitch from one of the local councils they normally require applications to be made soon after the end of the previous season and certainly no later than the end of May. Local councils normally notify pitch allocations at the end of June. If you are approaching a private hirer such as a school they may work to different time scales so the early approach is still the best.
Essex County Affiliations
The Competition is only permitted to admit Clubs who are affiliated to the Essex County Football Association. The deadline for affiliation is 1st July and evidence of affiliation must be sent to the Competition Secretary by no later than 8th July.
Late affiliation will result in an additional fee being charged by Essex County Football Association and your club being excluded from the County Cup and Trophy competitions.
Player Registrations
The Competition operates player registrations with photographs. Forms can be obtained from the Competition website (www.southendsunday.co.uk). Menu on left side of home page – League Forms.
Clubs registering players for the first time must submit two passport sized photos (front face, head and shoulders) which must be sent to the Registration Secretary no later than 1st September in order for players to be eligible to play in the first game of the season.
Player Registrations requested during the course of the season must be delivered to the Registration Secretary no later than the Wednesday prior to the Sunday that the player is required to be eligible to play.
The Competition is not permitted to register players under the age of 16 years or after the last day of February.
The Club must be in possession of the authorised Registration Counterfoils on a match day in order for the players to participate in a match. It is suggested that you make arrangements with the Registration Secretary to collect the Registration Counterfoils to avoid any postal delays.
Registration Counterfoils must be shown to the opposing team on match days to enable them to verify that you are only using registered players. (See later note on Match Results).
Player Registrations – Dispute Procedure
If it is determined that there is not a Registration Counterfoil for a player intending to participate in a match the player must not participate in the match. Any dispute over the validity of a player must be reported verbally to the opposing Club Secretary / Team Manager prior to the conclusion of the match AND in writing to the Registration Secretary and the Secretary of the opposing Club no later than 4 days after the match. Any protest received after this period will not be accepted by the Management Committee. The player who is disputed having participated in the match must, on the day of the match, provide his full name, address, date of birth and signature to the opposing Club who must include this information with their report to the Registration Secretary. At no time during the consideration of the validity of a player on a match day are the Clubs to seek an opinion from the Match Officials.
The Management Committee will consider representations from each Club and then announce their decision, which will be binding on both Clubs, subject otherwise to the Rules of the Competition.
Existing registered players may be transferred to another Club in the Competition during the course of the season. A new Registration Form must be completed and you must obtain the original Registration Counterfoil from the current club and the signature of the Club Secretary in the transfer section of the new Registration Form and both forms must be sent to the Registration Secretary as detailed above. The current club may withhold the Registration Counterfoil, thus preventing the transfer, until the player has paid any outstanding dues to his former Club. (See later note on Debtors Scheme).
Club Deposit, League and Cup Fees
The Competition Treasurer will issue a Pre-Season Account that will comprise:
New Club Deposit (if applicable), League & Cup Fees, Charity Cup Fees and Player Registrations – 15 for each team.
The Pres-Season Account must be paid by 1st September or by such date indicated on the account.
The Competition Treasurer will issue an End of Season Account during March that will include the charge for any players that have been registered during the course of the season in excess of the initial 15 that were charged for in the Pre-Season Account.
Fixtures and Pre-Match Procedures
The Fixtures Secretary will issue a Fixture List that will schedule matches on a Home and Away basis subject to the availability of your pitch. The Home Club must contact their opponents by the Monday prior to the fixture to confirm the fixture and the location of the pitch where the game is to be played. Potential clash of Club colours must be resolved by the Away Team changing colours were necessary. The Home Club must also confirm the fixture with the League Appointed Referee or agree with their opponents who will referee the game.
Match Results
Each Club is required to notify the result of every game played, including all County Cup and Trophy matches, to the Results Secretary on the day of the match between 2pm and 4pm.
In addition, each club must complete a Match Result Sheet (obtained for the League Website) for every game played, that must be received by the Registration Secretary no later than the Wednesday immediately following the day of the match. Each club must complete a Match Result Sheet for County Cup or Trophy games in addition to the result notification required by the Essex County FA.
The Match Result Sheet must be completed in fill showing the forenames and surname of each player who participated in the match and the name of the Referee (either the League appointed or the Volunteer who referred the game) with an allocation of marks as indicated on the form.
Every Club must countersign their opponents Match Result Sheet in the designated area to indicate that they have seen their opponents Registration Counterfoils (photos) and that they were satisfied that all players were eligible to play. Any disputes must follow the Match Day Procedures outlined in the Competition Rules.
Match Postponements
In the event that a scheduled Fixture is postponed due to adverse weather of some other cause, the Club responsible for the postponement must immediately inform the Fixtures Secretary, the Referees Appointments Secretary (whether or not a League Referee has been allocated), the Secretary of the opposing club and the Match Referee. The postponement of the fixture must also be advised to the Results Secretary on the Sunday that the game should have been played. Each club must still provide a Match Result Sheet for the fixture (without player or referee details) and using the “comments” section of the form to explain the reason for the postponement. The form must be sent to the Registration Secretary in the usual manner.
Inclement Weather
Each club must obtain details from their pitch provider as to whom they must contact in the event that a pitch may be withdrawn due to adverse weather. The Home Club must contact their provider within the agreed time frame and then if the pitch has been withdrawn, immediately contact their opponents and the other officials detailed under match postponements. In the event that the pitch provider has not withdrawn the pitch then both teams must attend the ground and the game should be played unless in the opinion of the Referee it would be unsafe to play, such as frozen rutted ground.
Any game postponed other than by the pitch provider or the match referee may be considered an unfulfilled fixture and dealt with by the Management Committee accordingly.
Breach of Rules
In the event of a Club being found in breach of the Rules and a fine is issued, the amount due must be paid to the Treasurer by no later than the date indicated on the Fine Invoice. If the Breach of Rules involves an unfulfilled fixture the Committee will decide whether the game can be replayed or make an award of points. In the event of an award of points the Club responsible for the unfulfilled fixture will, in addition, to a fine, have to make a contribution to their opponents expenses, the amount of which is detailed in the Competition Rules. Clubs who are awarded such expenses will receive a credit for the amount in their End of Season Account.
Club Directory
Please ensure that the information for your club shown in the Handbook is kept up to date. You must advise the Competition Secretary of any required changes so that the information may be circulated to the other clubs. If your Club changes secretary during the season you must also advise the Essex County FA and your pitch provider.
Trophies and Medals
Divisional and Cup Competition Trophies are presented at the end of each season. All Trophies must be returned to the Trophy Officer, Tony Offord, by no later than 31st March. The Trophy holder is responsible for any damage that occurs during the period that the Trophy is in their possession. All engraving will be arranged by the Trophy Officer. If you wish the Trophy to be engraved during the period that you hold the Trophy you must return it to the Trophy Officer by 30th June. You will be informed when it is ready for collection (approx. four weeks).
The Competition present fourteen (14) medals to winners and runners-up in the Divisional and Cup Competitions. Additional medals can be obtained by returning one of the medals to the Trophy Officer by 30th June indicating the number of additional medals required. The Trophy Officer will advise the cost involved which must be paid in cash when the medals are collected.
Correspondence
Please deal with any correspondence or communication from the Competition as soon as possible. Failure to respond to Fine Invoices or any request for a response from a Club to the Competition will result in action being taken by the Management Committee against the Club.
Please do not telephone any Officer of the Competition after 9.00pm during the week and not at all on Sundays unless it is essential and required by the Competition Rules.
If you are uncertain about any aspect of the Rules or the procedure relating to Match Days please do not hesitate to contact the Competition Secretary or the relevant League Officer for assistance.
MATCH OFFICALS
Match Report Sheets
Please send a fully completed Match Result Sheet to the Competition Registration Secretary within two days of the game. Please include details of any misconduct that have been reported to Essex County FA in order that the Management Committee may take the appropriate action.
Appointments
Please keep the Referees Appointments Secretary up to Date with your contact details and availability dates.
Club Assistant Referees
Each Club participating in the Competition must provide a competent Assistant Referee. The Match Result Sheet should contain the names of the assistants and an allocation of marks as indicated by the form.
If one Club is unable to provide an assistant, it is at the discretion of the referee if he wishes to use one or opts for no assistants.
PLAYERS
Matches
Please ensure that you arrive at the ground in good time for a kick off at 10.30am. If you are responsible for a late kick off your Club will be fined.
Be aware of the Laws of the Game. Good conduct on the pitch reflects well on your Club and contributes to everyone’s enjoyment of the game. Misconduct will be reported by the Referee to both Essex County FA and to the Management Committee who will take whatever action they deem appropriate. Serious misconduct could result in you and/or Club being suspended from participating in the Competition.
Money
Help your Club to manage their administration by keeping up to date with your subscriptions and match fees. If you leave a Club, make sure you get evidence from them that you do not owe them any money. Players with outstanding debts will not be allowed to transfer to another Club in the Competition or to any other Competitions who subscribes to the Debtors Scheme.
Changing Rooms
Make sure Changing Rooms are left in a responsible condition when you leave after the game. Pitch providers have and will withdraw facilities from Clubs who cause damage to the facilities. Remember, without a pitch, you can’t play.
Club Colours
Goalkeepers must wear colours, which distinguish them from other players and the Match Referee. No player, including the goalkeeper, shall be permitted to wear black or very dark blue shirts.
DEBTORS SCHEME
Participating Competitions
The Southend Sunday Football League, Sceptre Sunday League, Southend & District Football League, Southend Borough Combination, Southend Borough Combination Veterans League and the Basildon Sunday League.
The Scheme is administered by Peter Fairless of the Southend & District Football League.
Object of the Scheme.
To assist Clubs in recovering subscriptions, match fees and fines paid by Clubs on behalf of players, from players who owe money when they leave a Club.
To provide a means by which the participating Competitions may recover unpaid subscriptions and fines from Clubs who cease to exist. (Follows procedures contained in Essex County FA rules – Memorandum of Procedures Part 1 Section 14). The Officers and Registered Players of the Club are held liable for the debt and action for recovery is taken against them individually to recover the Club’s debts.
To provide a central list of players owing money that is used by the Registration Secretaries of the participating Competitions when considering requests for player registration from Clubs
Requirements for inclusion in Scheme
Each Club must provide a list of registered players owing them money to the Competition Secretary on the prescribed form by 7th July. Prior to this the Club must write to the player advising them of their debt by no later than 31st May allowing them until 26th June to clear the debt before including their name on the list.
Clearance for Registration
A Club seeking to register a player whose name appears on the list must obtain confirmation from the players previous Club and the Scheme Administrator that the debt has been paid and that the players name has been removed from the list. The player may be registered seven days after confirmation has been received from the Scheme Administrator that the debt has been cleared.