1.1 The name of the organisation shall be Stornoway Rugby Football Club, hereafter referred to as the "Club".
2. AIMS AND OBJECTIVES
2.1 The aims and objectives of the Club shall be:
(a) To help boys, girls, men and women enjoy the benefits of playing and watching the game of rugby.
(b) To promote the participation of the game within the Hebrides and thereby help develop the mental, physical and social capacities of its members and those who show interest so that their lives are enriched and conditions in life improved.
(c) To obtain membership of appropriate leagues and cup competitions for the purpose of establishing regular competitive play for the Club's representative teams.
(d) To prepare, train and put on to the field of play a first XV team to compete in league and cup competitions of the highest playing level achievable within the constraints of travel and finance.
(e) To provide training and playing facilities for its members.
(f) To uphold the rules of the sport.
(g) To provide equal opportunities for successful participation by all sections of the community.
(h) To promote the sport of rugby football.
2.2 For this purpose the Club shall: -
(a) Bring together persons who are willing to further the aims of the Club and to assist in finding and co-ordinating suitable persons to help in this cause.
(b) Raise funds for the furtherance of the foregoing aim.
(c) Do all other lawful things as may be considered necessary towards the attainment of the aims of the Club.
3.1 The Club shall be affiliated to the Scottish Rugby Union.
4.1 All members are subject to the Constitution of the Club and the regulations of the Scottish Rugby Union.
4.2 Membership of the Club shall be open to all, both male and female and of any age, provided they comply with this Constitution.
4.3 No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability.
4.4 Members are required to pay a membership fee for the year. The membership year shall run from the 1st of May to the 30th of April each year.
4.5 The Club shall have at least 15 members.
4.6 All applications for membership shall be accompanied by the appropriate annual membership fee, which shall thereafter be payable on demand before the agreed payment date. A surcharge will be due for applications submitted after such date, the amount to be decided at the preceding AGM.
4.7 Each fully paid up member shall be entitled to attend and vote at General or Annual General Meetings.
4.8 Fully paid up members may be elected and serve on the Management Committee.
4.9 Honorary life membership in recognition of distinguished service to the Club maybe conferred at the AGM.
4.10 All members will receive a copy of the relevant Code of Conduct, a copy of the Club's Child Protection Policy and a copy of the Constitution.
4.11 Members shall be enrolled on one of the following categories:
i) Honorary - Bestowed by Committee
ii) Full 18 and over (& playing rugby)
iii) Student/Concession Over 18 in full time education, or not in gainful employment
iv) Junior Members under 18
v) Associate Member 18 and over (not playing rugby)
vi) Honorary Life Membership See Clause 4.9
5. SUSPENSION, REFUSAL OR TERMINATION OF MEMBERSHIP
5.1 The Management Committee shall be entitled to:
i) Refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the Club as set out in Clause 2 of this constitution.
ii) For good and sufficient reason to refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the full Management Committee before a final decision is made.
5.2 The member may apply for reinstatement at the next general meeting.
5.3 Any member who fails to pay their fees by the date required shall forfeit their right to representation on the Management Committee and at general meetings, and shall be suspended from taking part in any event under the control of the Club until such fees are paid.
5.4 Any member under suspension shall be barred from taking part in any match or event under the control of the Club.
5.5 The Management Committee shall inform the member in writing of any decision to terminate their membership.
5.6 Notification of the termination of a membership will be forwarded to the Scottish Rugby Union.
6. GENERAL MEETINGS
6.1 Annual General Meeting (AGM)
6.1.1 The AGM shall be held in April or May of each year at such time and place as determined by the Management Committee, at approximately twelve monthly intervals, but no more than fourteen months after the date of the previous AGM.
6.1.2 At the AGM the following business shall be conducted:
i) Receive and confirm the minutes of the previous AGM.
ii) Presentation of the Club's financial accounts for the year.
iii) Presentation of the Club's projected financial situation for the forthcoming year, and the setting of all fees.
iv) Presentation of the Chairperson's report.
v) The Club Constitution will be approved by all members.
vi) Election of officers to the Management Committee, in accordance with SRU guidelines.
vii) Anyone wishing to submit any matter for discussion at the Annual General Meeting shall be required to submit the said matter in writing to the Honorary Secretary not less than seven days before the AGM.
viii) Any other business deemed relevant by the Chairperson.
6.1.3 Notice for an AGM shall be a minimum of 21 days.
6.1.4 The quorum for an AGM shall be 8 members.
6.2 Extraordinary General Meeting (EGM)
6.2.1 An EGM may be called upon the written demand of:
i) 33% of the membership.
ii) The Chairperson.
iii) 2/3 majority of the Management Committee.
6.2.2 Notice for an EGM shall be a minimum of fourteen day's notice, and stating the business to be discussed.
7. RULES FOR GENERAL MEETINGS
7.1 A minimum of twenty one day's notice in writing shall be given to all members, except in the event of an EGM where the notice shall be a minimum of 14 days.
7.2 The Chairperson, or in his/her absence a member selected by the meeting, will take the Chair.
7.3 All members shall register with the Honorary Secretary prior to the start of the meeting.
7.4 Each member shall have one vote.
7.5 All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
7.6 The quorum shall be one quarter of those eligible to vote, or 4 such members, which ever is the smaller.
7.7 The Honorary Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.
8. ELECTION OF OFFICERS TO THE MANAGEMENT COMMITTEE
8.1 The members of the Management Committee shall be drawn from the membership, as defined in Clause 4 of this constitution.
8.2 Candidates shall be elected at the AGM, and shall be members of the Management Committee from the conclusion of that AGM until the conclusion of the following AGM.
8.3 All nominations of candidates for election shall:
- have the consent of the nominee
- be in writing
- be seconded
- be received by the Honorary Secretary not less than fourteen days before the AGM.
8.4 Uncontested posts may be filled by nomination(s) and election at the AGM.
8.5 The Honorary Secretary shall send all members a list of all nominations not less than seven days prior to the AGM.
8.6 The Management Committee members will not serve for longer than one year without re-election.
9. MEMBERSHIP OF THE MANAGEMENT COMMITTEE
9.1 The Management Committee shall consist of the following Officers:
Club Development Manager (CDM)
10. DUTIES OF MANAGEMENT COMMITTEE MEMBERS
10.1 The Club Chairperson shall:
(a) Be responsible for the constitutional running of the Club, Chair the AGM and any other relevant meetings.
(b) Be responsible for the administration and co-ordination of all the Club activities and to ensure that the Club meets all Scottish Rugby Union requirements.
(c) Attend all relevant meetings held locally and if unavailable to attend, may delegate this responsibility to another Management Committee member.
10.2 The Honorary Secretary shall:
(a) Keep a record or all meetings held, which shall be available to all members of the Club.
(b) Be responsible for ensuring regular monitoring of the Club mail and ensuring that the Club officers deal with all information correctly.
(c) Keep an up-to-date inventory of equipment owned by the Club.
(d) Keep a file of all correspondence for the current year and the previous two years.
10.3 The Honorary Treasurer shall:
(a) Keep a record of and oversee all financial transactions of the Club.
(b) Keep a full list of membership.
(c) Present a report on the Club finances to the AGM.
(d) Ensure that all fees payable to official (SRU) bodies be paid on time.
(d) Keep a file of all correspondence for the current year and the previous two years.
10.4 The Club Development Manager shall:
(a) Within 14 days of the AGM, appoint a Head Coach & Head Youth Coach, subject to ratification from the Management Committee.
(b) Be responsible for co-ordinating all aspects in relation to the coaching structure of the Club, encompassing the Senior & Junior teams, schools, and the development of club coaches.
(c) Be responsible for overseeing, implementing and meeting the targets of the development plan, in close co-operation with the SRU Regional Development Manager (RDM).
10.5 All other positions shall conduct themselves in a way so as to put the well being of the Club and its aims first, on and off the field of play.
10.6 Any member of the Management Committee absenting himself/herself from four successive Management Committee meetings without reasonable cause will be deemed to have resigned.
11. POWER OF CO-OPTION
11.1 The Management Committee shall have the power to co-opt additional members until the conclusion of the following AGM, such persons as in their opinion are able to render special service to the Club, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the Management Committee at that time.
11.2 The Management Committee shall have power to make, alter and rescind Rules for the internal management of the Club and may delegate any of their powers to Sub-Committees composed of such members of their body, as they think fit. Any Sub-Committee formed shall conform to any regulations imposed upon it by the Management Committee, and the proceedings of all such committees shall report to the Management Committee by a representative elected by that sub-committee.
12. RULES FOR THE MANAGEMENT COMMITTEE
12.1 The role of the Management Committee is to manage all aspects of the Club's administration on behalf of the Club's members. The Management Committee shall not work autonomously.
12.2 The Management Committee will hold regular meetings (held after training on the first Wednesday of every month, unless advised otherwise) to administer the Club's activities.
12.3 The Chairperson shall chair the meeting, or in his/her absence one of the President, Honorary Secretary or a nominee from the Management Committee in the event of all those mentioned being absent.
12.4 Fourteen day's notice of any meeting of the Management Committee shall be given by the Honorary Secretary, except when:
i) the date of the meeting had been agreed at the previous management meeting, in which case seven day's notice shall be given.
ii) in an emergency the Chairperson may call a meeting at four day's notice.
12.5 The quorum shall be four of those Officers entitled to vote, as listed in Clause 9.1
12.6 All members of the Management Committee as listed in Clause 9.1 shall be entitled to vote, except the Chair.
12.7 All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
12.8 Any member of the Club is entitled to view any Management Committee meeting.
13.1 The income and property of the Club, however derived, shall be applied solely towards the objectives of the Club as set out in Clause 2 of this Constitution.
13.2 The Club shall have the power to raise money by means of yearly membership/affiliation fees and match fees as determined by the Management Committee at the Annual General Meeting.
13.3 The Management Committee shall cause to be kept Books of account containing details of the income and expenses incurred and such books of account shall be audited annually by a suitable qualified person appointed by the Management Committee. The Club will complete an annual budget form detailing the year's income and expenditure, and predicted income and expenditure for the following year. The Club will keep a ledger of all match expenses including match-playing fees and will submit this with the annual budget and as required at the AGM.
13.4 A bank account shall be kept in the name of the Club in any of the local branches. All cheques, orders and withdrawals must be signed by the Honorary Treasurer and countersigned by the Chairperson, Head Coach, Honorary Secretary, or CDM. The organisation if required, may borrow up to and including the amount of ten thousand pounds sterling (£10,000) for services required to maintain and improve Stornoway Rugby Football Club.
13.5 The financial year of the Club shall run from to 01 May to 30 April.
14. AMENDMENTS TO THE CONSTITUTION
14.1 This Constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting.
15.1 The Club will follow all guidelines laid down by the Scottish Rugby Union regarding supervision of matches and safety whilst training.
16.1 Any resolution to dissolve the Club, on the grounds of finance or otherwise, may be passed at any General Meeting provided that:
i) the terms of the proposed resolution are received by the Honorary Secretary at least forty two days before the meeting at which the resolution is to be brought forward, and that
ii) at least twenty eight days of the proposed resolution shall be given in writing by the Honorary Secretary to all members, and that
iii) such a resolution shall receive the assent of two thirds of those present and entitled to vote.
16.2 Upon dissolution of the Club, all remaining financial and material assets of the Club after all Club liabilities have been cleared, shall be transferred in accordance with the wishes of the meeting and shall be used for the further development of rugby by any other body as seen fit at the meeting.
17.1 The Club Management Committee and all its members shall abide by the Club Constitution, and any rules laid down by the Scottish Rugby Union at all times.
17.2 It is hereby certified that this document represents a true and most up to date version of the Constitution of Stornoway Rugby Football Club.
Date: 18 May 2011
Date: 18 May 2011
Honorary Treasurer: (Signature)
WILLIAM A MACLEOD
Date: 18 May 2011
IAIN GG CAMPBELL
Date: 18 May 2011
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