OLD LEAMINGTONIANS RUGBY FOOTBALL CLUB CONSTITUTION AND RULES
(As agreed following a review at the AGM on June 2021)
1. Name
The Club shall be called Old Leamingtonians Rugby Football Club and is a Private Members Club
2. Colours
The colours of the club shall be Royal Blue and Gold
3. Aims of the Club
The aims of the club shall be:
a. To play, develop, and encourage Rugby Union Football in accordance with Club operational policies and procedures as indicated in rule 20
b. To facilitate other associated sporting activities.
c. To provide social and recreational facilities for its members and the wider community.
d. To operate non-discriminatory and equality policies throughout the Club
e. To promote the “Spirit of Rugby” through Teamwork, Respect, Enjoyment, Discipline and Sportsmanship
4. Constitution
The club shall consist of:
a. Honorary Life Members
b. Patrons
c. Life Members
d. Playing Members
e. Social Members
f. Under 18 Playing Members
g. Family Members Voting and Non-Voting (for Rights see Rule 11d)
Voting Members – a to e
Non-Voting Members - f
f and g – a person who is admitted to membership and whose rights as a member are restricted as determined by the Management Committee.
5. Membership (Rule 4a – 4e)
a. The President of the club shall be an Honorary Life Member and elected annually at the Annual General Meeting (AGM).
b. The granting of Honorary Life Membership to any individual shall be proposed at the Annual General Meeting but only following a meeting of current Honorary Life Members at which any such nominations will be discussed. The discussion will be based on a thorough scrutiny of the nominee’s qualifications and previous involvement in the affairs of the Club.
The names of any potential nominees will then be submitted to the Management Committee in writing not less than 14 days preceding the Annual General Meeting for inclusion in the Annual General Meeting Notice.
No individual not so scrutinised and proposed by the Honorary Life Members may be elected as an Honorary Life Member.
The total number of Honorary Life Members shall not exceed 10% of the number of voting members at the date of the Annual General Meeting.
c. Patrons Qualifications. Any member shall become a Patron of the Club on payment to the Honorary Treasurer of the annual subscription specified under Rule 8.
d. Membership Eligibility is non-discriminatory for any reason other than conduct and the leaders of each section of the club are authorised to admit new members
e. Any person admitted to membership may at any time have his/her membership reviewed by the Management Committee having authority to discontinue it (see 9.b) No person shall be admitted to individual membership without the approval of the Management Committee. Membership confirmed on payment of annual subscription.
f. Subject to the foregoing provisions, persons who have attained the age of 65 years shall be entitled to continuous membership on payment of a single subscription specified under Rule 8 and will be known as Life Members.
6. Officers and Management
The officers of the club shall be as follows:
a. Chair
b. Vice Chair
c. Honorary Secretary
d. Honorary Treasurer
e. Honorary Bar Chair
f. Honorary Chair of Rugby
g. Honorary Life Member (elected by Honorary Life Members)
The day to day management shall be managed by the Management Committee which shall consist of the following. Other members may be co-opted by the Management Committee.
1. The Officers of the Club
2. Grounds Manager
3. Press & Publicity and Social Media Manager
4. Clubhouse Manager
5. Membership Secretary
6. Lettings Secretary
7. Safeguarding Officer
8. Ladies Chair
9. Mini & Junior Chair
No member may carry out more than one of the above roles concurrently without the approval of the Management Committee
The Management Committee shall meet monthly. The Chair of the Club shall normally take the Chair at all Management Committee meetings. In their absence the Vice Chair shall take the Chair. If neither is available those present are empowered to elect an acting Vice Chair. The Chair of the meeting does not have a vote. In the event of a tie in voting the person in the Chair has a casting vote.
a. Six members of the Management Committee, including two Officers of the Club shall form a quorum at any meeting of the Management Committee.
b. The President shall be invited as an observer to attend Management Committee meetings on a quarterly basis
c. Any member may attend any Management Committee Meeting as an observer provided 72 hours’ notice is given to the Honorary Secretary.
d. The Management Committee shall discuss matters relevant to the running of the Club. Minutes shall be taken and their approval must be proposed, seconded and voted on. When approved the minutes shall be signed and placed in the minute book which is available to all members.
e. The Management Committee shall have the power to sell, lease, mortgage or pledge any Club property provided that such direction has been approved by a resolution passed by not less than 75% of the voting members attending and voting at a General Meeting or an Extraordinary General Meeting convened for that purpose.
f. The Management Committee shall have the power to co-opt additional members for a specific issue and for a specific period of time
g. The Chair and Vice Chair shall be empowered to appoint a sub-committee (not necessarily Committee members) to carry out specific tasks and to report progress to the Management Committee
7. Election to Elected Positions
The post of President of the Club and the posts all Members of the Management Committee shall be subject to election at the Annual General Meeting.
Any nomination for the post of Chair or Vice Chair shall not be valid unless the nomination (and seconding) of that member be lodged with the Honorary Secretary not less than 14 days prior to the relevant AGM. Should there have been no nominations under this clause nominations may be made at the AGM.
8. Subscriptions
The subscription year shall be 1st September to 31st August, or as determined by the Management Committee.
The subscription shall be determined annually by the Management Committee and notice of such subscriptions shall be posted on the Club notice board in July of each year.
9. Cessation of Membership
Membership shall cease:
a. By non-payment of subscription under Rule 8. Any member whose membership has ceased from this cause shall not be nominated for renewed membership until they pay all arrears from the time their membership lapsed. This clause does not apply to former members who have not regularly used the club facilities during their period of non-membership.
b. By expulsion. The Management Committee shall have power at any of its meetings to reprimand, suspend or expel any member whose conduct in their opinion is detrimental to the interests of the Club, but no member shall be suspended or expelled without first being summoned before the Management Committee to explain their conduct and opportunity given to advance a defence.
c. A member who has been reprimanded, suspended or expelled shall have the right to appeal the decision to the President of the Club. The President shall form and chair an appeal committee of three (including the President) selected from the Honorary Life Members. The appeal committee shall have the power to accept or vary the decision of the Management Committee and their decision will be binding on all parties.
10. Accounts & Balance Sheet
a. The Honorary Treasurer shall keep such proper books of accounts that will enable the presentation at every AGM, or any other time if required (on reasonable notice) by the Management Committee, an accurate report of the finances of the club.
b. The Financial Year of the Club shall end on 31st March annually unless otherwise agreed at an AGM and a Balance Sheet shall be prepared for presentation at the AGM. The accounts shall be prepared professionally by a Chartered Accountant.
11. Annual General Meeting (AGM)
a. An AGM of the Club shall be held every year and there shall not be more than 15 months between one AGM and the next. Notice of the day and time of the AGM shall be posted in the Club in the manner prescribed in Rule 18 for a period of at least 14 days before such day.
b. An Extraordinary General Meeting (EGM) of the Club may be summoned at any time by the Management Committee. In addition an EGM shall be summoned immediately upon a written request to the Management Committee by at least 10% of the fully paid up and eligible to vote membership on the date that any specific item(s) for an EGM is (are) raised. An EGM shall be summoned by the posting of a notice in the manner prescribed in Rule 18 for a period of least 14 days immediately before the day appointed for the meeting. This period may be abridged by the Management Committee if the urgency of the business in their opinion so requires.
c. At any General Meeting of the Club every member shall be entitled to be present. Members defined in Rule 4 a – e shall be entitled to one vote on every question raised. In the event of equality of voting the Chair of the meeting (who shall be the Chair of the Club or a member elected for the occasion before any business is opened) shall have a second or casting vote.
d. Family members may purchase Social membership at a discounted rate agreed by the Management Committee. In such cases voting rights will be afforded to one adult (over 18 years of age) per family membership.
e. The Honorary Secretary shall take minutes of the proceedings at all Annual General Meetings of the Club.
12. Guest Players
Guest Players shall be allowed to play provided they are introduced as visitors to the Club and they do not play to the exclusion of paid up members or in contravention of the rules of any union or association to which the Club belongs.
13. Opening of the Club Premises and Bar
The club shall be opened and closed at such times and such hours as determined by the Management Committee in accordance with the Premises Licence.
The supply of alcohol under the premises license must be authorised by the Designated Premises Supervisor (DPS). The Management Committee shall ensure the observance of the provisions of the premises Licence.
14. Visitors
Visitors will be admitted at the discretion of the Management Committee and be allowed to enjoy the privileges of the Club.
The following shall not be admitted as visitors:
1. Former members who have ceased to be members under Rule 9b.
2. Person who, having been nominated, have been refused membership.
The Management Committee at its discretion shall be empowered to hire out the facilities of the Club to non-members for the financial benefit of the Club.
15. Alterations to Rules
No alterations shall be made to the Club Constitution and Rules except by way of a resolution passed by not less than 75% of the voting members at an AGM or at an Extraordinary General Meeting convened for that purpose. Notice of any proposed alteration must be given in writing to the Honorary Secretary not less than 14 days prior to the meeting.
16. Affiliation
The Club shall be affiliated to the Rugby Football Union and the Warwickshire Rugby
Football Union and South Warwickshire Rugby Football Union and shall be bound by their rules.
17. Constitution and Rules
A copy of the Constitution and Rules shall be exhibited on the Club premises and supplied to any member upon request to the Honorary Secretary.
18. Notices
Each member shall keep the Membership Secretary informed of their email address, telephone number and private address. Except in the case of proposed Dissolution of the Club under Rule 19, it shall not be necessary send any notice intended for members to any member by post or otherwise. All notices shall be posted by being affixed in a prominent position on the Club premises in a part of the Club that is frequented by members. It shall be the duty of the Honorary Secretary to ensure that any such notice remains so exhibited throughout any period required.
19. Trustees
a There shall be a minimum of three trustees of the Club who shall be appointed from time to time by the Management Committee. A Trustee shall hold office during their life, or until they shall resign by notice in writing given to the Management Committee, or until a resolution removing them from office shall be passed at a meeting of the Management Committee.
b All property of the Club, including landed investments, shall be held by the Trustees for the time being, in their own name so far as necessary and practicable, for the use and benefit of the Club. On death or resignation or removal from office of a Trustee the Management Committee shall appoint a new Trustee in their place; and shall as soon as possible after take all lawful and practical steps to procure the vesting of all Club property into the names of the Trustees as constituted after the said appointment.
c The Trustees shall in all respects act in regard to any property of the club held by them, in accordance with the directions of the Management Committee; and shall have the power to sell, lease, mortgage or pledge any Club property for the purpose of raising or borrowing money for the benefit of the Club in compliance with the Management Committee directions. But no purchasers, lessee or mortgagee shall be concerned to enquire whether any such direction has been given.
20. Operational Procedures
Operational Policies and Procedures are contained in separate documents which will be changed as required to meet operational needs of the running of the Club. These Procedures are available to the membership on club’s official website and shall include the following:
1. Honorary Life Members qualification
2. Payment of subscriptions
3. Cessation of membership
4. Data Protection
5. Disciplinary Procedure
6. Social Media policy
7. Photographic & Video Image Policy
8. Codes of Conduct - Children and Young Persons
a. Match Officials
b. Parents
c. Spectators
d. Coaches
9. Welfare and Safeguarding Policy
10. Equality Policy
11. Privacy Policy
12. Health, Safety and Risk policy
13. Role Profiles of Committee Positions
21. Dissolution
If the number of members shall at any time fall below 10 or if at any time the Club shall pass in General Meeting by a majority of two thirds of the members present and entitled to vote a resolution (in this Rule called” the first resolution”) of its intention to dissolve, the Management Committee shall take immediate steps to convert into money all property of the Club but with power to postpone or delay the conversion of any particular property if the Club in General Meeting shall so authorise.
Out of the proceeds of such conversion the Management Committee shall discharge all debts and liabilities of the Club, including the expenses of such conversion, and any balance remaining in their hands shall be disposed by them as the Club in General Meeting shall resolve, and thereupon the Club shall for all purposes be dissolved. Provided the Club shall not within six months of after the date of the first resolution resolve upon the disposition of any balance, the same shall be donated to Rugby charities for the furtherance of the game.
A copy of the notice convening a General Meeting to consider dissolution shall be sent by the Honorary Secretary to every member by post at the address last notified to the Honorary Secretary under Rule 18 not less than 14 days before the date appointed for the meeting, but any accidental omission to send such copies or the non-receipt of the same shall not invalidate any proceedings or resolutions.
22. Indemnity
The Officers, Members of the Management Committee, Members of any Sub Committees of the Club and Members generally shall be entitled to be indemnified out of any or all assets and funds available to the Club which may lawfully be so applied against all costs, liens, charges, expenses and liabilities whatsoever, incurred by such a person in the execution and discharge of duties undertaken on behalf of the Club or in relation thereto or incurred in good faith in the purported discharge of such duties.