SEVERN RIVER RUGBY FOOTBALL CLUB

Transcription

1 SEVERN RIVER RUGBY FOOTBALL CLUB CONSTITUTION I. Title This organization shall be known as the Severn River Rugby Football Club (hereafter referred to as THE CLUB ). II. Club Objectives The objectives of THE CLUB are the development and growth of the amateur sport of Rugby Football. THE CLUB and member of THE CLUB will work to foster the development of THE CLUB and the growth of Rugby Football on a local, national, and international level. III. Non-Profit Status and Dissolution THE CLUB is a non-profit organization organized as set forth in this constitution. If THE CLUB elects to incorporate, on the affirmative vote of a majority (no quorum needed) of the membership present at a properly convened meeting, it shall be incorporated under the Laws of the State of Maryland as a non-profit corporation. No part of any assets of THE CLUB shall in any way insure to benefit of any member or individual. If there comes to be dissolution of THE CLUB, all assets of THE CLUB shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. Should THE CLUB be incorporated, dissolution distribution of assets shall be in accordance with the Laws of the State of Maryland. IV. Membership A. Membership in THE CLUB shall be open to any person upon payment of the appropriate dues. B. Membership shall not be denied, nor its privileges abridged by reason of race, religion, national origin or sex. C. Any member may be expelled by recommendation of the Executive Committee, supported by a simple majority vote of the membership present at a properly convened meeting, for repeated foul or dangerous play, whether in matches, scrimmages or practices, or for off-field conduct or activities detrimental to the best interests of THE CLUB. V. Membership Classification The classes and privileges of membership in THE CLUB shall be defined as follows: A. Full Member: entitled to represent THE CLUB in matches, attend and vote in Club meetings, hold Club office and participate in all Club functions. B. Delinquent Member: any member who is more than two weeks late in meeting the due date for dues and assessments may participate in practice sessions, continue to serve in an elected term, serve on appointed committees, and attend Club social functions only upon payment of a social fee. Such delinquent member may not vote at meetings, be elected to office, or represent THE CLUB in matches. The determination

2 of delinquent member status, and any exceptions to the above rule for good cause, shall be in the discretion of the Treasurer. Any delinquency shall be removed immediately upon satisfaction of the delinquency involved. Any non-delinquent member shall be considered a member in good standing. C. Junior Member: entitled to represent THE CLUB in age appropriate matches (Under 11 / Under 15 / Under 19); may attend but not vote in Club meetings. VI. Executive Committee The following elected officers of THE CLUB shall comprise the Executive Committee, and shall have the ultimate responsibility for the conduct of the regular business and administration affairs of THE CLUB : President/Executive, Vice President, Treasurer, Team President(s). The following officers shall also be elected officers of THE CLUB : Captain, Team Treasurer, Match Secretary, Social Chairman, Fields and Equipment Chairman, Communications Chairman, and Governor. The duties of elected officers of THE CLUB shall be as follows: A. The PRESIDENT/EXECUTIVE of THE CLUB shall be the official spokesperson for THE CLUB, except where such responsibility is delegated to another person in accordance with the provisions of this constitution. He/She shall call and preside over all meetings of THE CLUB or the Executive Committee and shall decide all questions of parliamentary procedure raised during such meetings. He/She shall be responsible for all performance by each elected officer Presidential appointee of the duties entailed by election or appointment. He/She shall receive proposed amendments to this Constitution and shall guarantee prompt consideration by the Executive Committee of such amendments. He/She shall have the power, in the event of resignation or other vacancy of office, to appoint any member in good standing to fill such office for the duration of the un-expired term. Such appointed officer shall have the full authority and responsibility of that office. The President shall have the power to sign checks drawn on THE CLUB s bank accounts. He/She shall have the power to appoint members to serve on permanent or ad-hoc committees. He/She shall be an ex-officio member of all committees. His presence shall be counted in the determination of the existence of a quorum at any meeting. He/She shall vote only to break ties, except in votes involving elections or amendments to this Constitution. B. The VICE PRESIDENT of THE CLUB will compile and maintain a current list of names and addresses of all members in good standing of THE CLUB which shall serve as the official roster. He/She shall publish the official roster to each member of THE CLUB and revise the roster from time to time as necessary. He/She shall call the role from such roster at all meetings and shall determine and announce to the President whether a quorum is present. He/She shall record and preserve a record of all meetings of THE CLUB and of all meetings of the Executive Committee. He/She shall act as teller for all votes taken in any meeting. He/She shall maintain a file for all correspondence involving THE CLUB. The Vice-President shall serve as President pro tem in the absence of the President. C. The TREASURER of THE CLUB shall collect all dues and assessments according to the terms of this Constitution. He/She shall keep checking and savings accounts in appropriate financial institutions, with the approval of the Executive Committee. He/She shall have power to sign checks drawn on THE CLUB s bank account. He/She shall

3 maintain a complete and current record of all credits and debits to THE CLUB s accounts. He/She shall report on the above at each meeting of THE CLUB and shall deliver a general financial statement at each meeting of the Executive Committee. He/She will establish budget reports with the support of all officers. He/She shall furnish the Secretary and the Captain with a list of all members of THE CLUB who are currently paid up as to dues and not in arrears as to any special assessment, as defined in the resolution of assessment. He/She shall receive all income of THE CLUB and be responsible to account for the same. The Treasurer shall serve as President pro tem in the absence of both the President and the Vice-President. D. The TEAM PRESIDENT(s) shall be the representative(s) of the club division(s). The Team President will be responsible for maintaining the operation of the individual Teams. The Team President shall act as a liaison between the Team he/she represents and the Executive Committee. Each Team President shall voice the concerns of the different teams associated with the Club. The Team President shall communicate any of the needs of the team to Executive Committee. He/She shall also communicate any necessary direction from the Executive Committee to the Team he/she represents. E. The CAPTAIN shall be the sole and absolute voice of each team on the playing field and practice field. He/she shall schedule practice sessions and scrimmages whenever He/She deems such to be necessary and shall instruct members in Rugby methods and tactics at such sessions. He/She shall insure that all possible members are timely informed of times, locations, and details of all practices, matches, and social events. He/She shall be responsible for the timely notification of club members as to the status of practice during periods of inclement weather or other uncontrollable circumstances, utilizing whatever message service is available at that time. Such decisions as to the status of practice shall be made in occurrence with the coach(es) if any exist at that time. He/She shall prepare and present a match plan before each match. He/She shall prepare a summary of the Laws of Rugby and shall distribute same to each member in good standing of THE CLUB. He/She shall appoint and acting Captain whenever necessary to direct practice sessions or to serve as field captain in any match in which the Club Captain cannot or shall not play, but any such appointment shall not extend beyond that particular session for which the appointment is made. If THE CLUB has a Coach as recognized under this Constitution, the Club Captain shall confer and coordinate the execution of the above responsibilities with the coach. F. The Team Treasurer of THE CLUB shall maintain the financial status of the team he/she represents. The Team Treasurer will be responsible for maintaining THE CLUB s Collegiate and Individual Player Participation (CIPP) eligibility in accordance with USA Rugby. He/She shall be responsible for collecting dues. He/She shall be responsible for determining a budget at the beginning of each season and communicating this budget through the Team President to the Executive Committee for any required funds additional to those collected by dues. The Team Treasurer is responsible for tracking who has paid dues. He/She shall maintain a list of who has paid dues and present it to the Executive Board Vice President for the determination of membership in a timely fashion. G. The Match Secretary of THE CLUB shall schedule fixtures of THE CLUB and shall obtain referees for all fixtures. He/She shall publish semi-annual fixtures schedules to all members and to the President of the Potomac Rugby Union (PRU). He/She shall obtain and report to the Executive Committee details of tournaments of potential interest to THE CLUB, and shall arrange club participation in tournament play as directed by the Executive Committee.

4 H. The Social Chairman of THE CLUB shall arrange and direct all social functions of THE CLUB. He/She shall compile and maintain a list of local establishments suitable for THE CLUB s social activities. He/She shall similarly compile and maintain a list of hotels, which will offer a reduced rate for visiting clubs and shall make reservations as requested by other clubs. In arranging any such reservations, He/She shall not have the authority or the power to commit THE CLUB s funds or to otherwise obligate THE CLUB. I. The Fields and Equipment Chairman of THE CLUB shall be responsible for procuring and maintaining all Rugby equipment of THE CLUB, including flags, posts, balls, uniforms, etc. He/She shall attempt to arrange reduced prices on individual gear at local sporting goods dealers. He/She shall make all necessary arrangements for reserving and preparing a regulation pitch (whenever possible) for all regularly scheduled home matches and practice sessions, organizing member assistance as necessary. He/She shall insure that the grounds are left in good order after each match or practice session. J. The Communications Chairman of THE CLUB shall be responsible for the compilation and distribution of THE CLUB s official newsletter. The number of issues of THE CLUB s newsletter for publication shall be set by the Executive Committee. He/She shall be responsible for the distribution of any additional mailings of information as deemed by the Executive Committee. In addition, the Communications Chairman shall be responsible, or be empowered to delegate responsibility, for the upkeep of THE CLUB s Web page. K. The Governor of the THE CLUB shall be its delegate to the Board of Governors of the PRU. He/She shall attend meetings and functions as scheduled by the PRU and serve as a conduit for information and ideas between THE CLUB and the PRU. He/She shall report at each general meeting of THE CLUB on PRU activities occurring or planned since the last general meeting. When necessary to address a pressing matter He/She may request the President to call a special meeting for this purpose. VII. Selection Committee Selections shall be left up to the discretion of each team on the club. VIII. Coach In view of the potential offered for improved club play, THE CLUB may elect to appoint a coach for each team. Any member in good standing may nominate, to the Executive Committee, any individual desirous of acting as coach of THE CLUB. The Executive Committee shall discuss the qualification of the nominee and present same to THE CLUB at the next regular, or special, general meeting. On the affirmative vote of a simple majority of the members present at a properly convened meeting of THE CLUB, the nominee shall be appointed coach. Such appointment shall remain in effect until the next annual election meeting. Such appointment may be reaffirmed at the meeting, and at subsequent annual meetings by an affirmative vote of a simple majority described above. The coach shall assist the captain with duties relative to Rugby laws, fundamental, and tactics. All assistant coaches must also be approved by the Executive Committee. IX. Term of Office The term of any elective office of THE CLUB shall be one year or until the office is filled by an election under the provisions of this Constitution. The term of any appointive office shall co-terminate with the current term of the appointing officer.

5 X. Election Procedures The elected officers of THE CLUB shall be selected on or before May 31 of each year, in accordance with the procedures described herein, and shall take office upon election: A. No member shall be nominated for office in THE CLUB who has not been a member in good standing during the semi-annual playing season immediately preceding the election. B. With the exception of selectors; all elected officers of THE CLUB shall be elected by a vote of simple majority of the members present at a properly convened election meeting. In the event of a tie when voting for any one elected office, a runoff shall be held with the candidate who obtains a simple majority being named victor. C. THE CLUB selectors shall be elected by cumulative voting, with each voter having 1 vote, to be cast for the selector to be elected. The candidate receiving the most votes on the first ballot shall become the primary selector. The 2 remaining candidates receiving the most votes shall become the alternate selectors. D. The name of any candidate for office in THE CLUB shall be placed in nomination by any of the following methods: 1. By a signed statement of willingness to serve in a particular office, delivered to a member of the Executive Committee prior to the time of the election to fill that office. 2. By an oral statement of willingness to serve in a particular office, personally delivered when solicited by the President at the election meeting. 3. By oral nomination, accompanied by second, delivered by another member in good standing, when solicited by the President at the election meeting. E. Any member entitled to vote may authorize another member entitled to vote to cast a proxy vote on his behalf in any election. Any such authorization shall be in writing signed and given to the President prior to the election process. Any such proxy shall be voided by the presence at the election of the singer of the proxy. F. No member shall concurrently hold more than one office with THE CLUB. XI. General Meetings THE CLUB shall hold at least two general meetings each year, as called by the President/Executive. At the second meeting, on or before May 31 st, elections shall be held. The first general meeting shall be held as appropriate. The President/Executive shall have the power to call special meetings, whenever He/She deems such necessary. XII. Executive Committee Meeting The Executive Committee shall meet at least monthly, as convened by the President, to manage and discuss the business of THE CLUB. Any Executive Meeting shall include a report by each officer and committee chairman on his activities since the previous meeting. Meetings shall be conducted according to the rules of standard parliamentary procedures and, as such, shall follow the following general format and order of business: A. Roll call B. Reading of minutes of previous Executive Committee meetings C. Reports of officers D. Reports of committees E. Unfinished/Old business F. New business G. Nominations/Elections (if any) H. Adjournment

6 XIII. Dues and Assessment The dues of THE CLUB shall be as determined by the Executive Committee and approved by a simple majority vote of the members present at a properly convened meeting of THE CLUB. The Executive Committee shall have the power to impose uniform additional assessments under such terms and conditions as the Executive Committee shall deem appropriate. Any such additional assessment shall include the date by which payment shall be due, which date shall be deemed reasonable and appropriate. XIV. Expenditures The Executive Committee shall determine and may appoint which officers and members may be given purchasing power on behalf of THE CLUB. Any payment made from THE CLUB funds shall be approved by the Executive Committee. In each case, approval shall precede expenditures. XV. Local Area Union The officers of THE CLUB shall make every effort to ensure that THE CLUB maintain membership in the National governing rugby association (at this point known as USA Rugby but subject to change) and its appropriate constituent bodies. Any change in affiliation or in condition of participation therein shall be subject to the approval of the Executive Committee and approved by a simple majority vote of the members present at a properly convened meeting of THE CLUB. XVI. Impeachment of Officers Any elected or appointed officer may be impeached for failure to perform his duties properly or for willful violation of the terms of this constitution, by a resolution presented by any member in good standing. The Executive Committee shall provide each member in good standing with written notice of the resolution at least one week prior to the next properly convened meeting. Upon a vote of a simple majority of the members present at that meeting, the officer impeached shall be removed from office. All officers who, within the judgment of the President/Executive, misses two (2) consecutive Executive Committee meetings without a valid excuse shall stand impeached and shall be automatically removed from office. XVI. Impeachment of Officers Any elected or appointed officer may be impeached for failure to perform his duties properly or for willful violation of the terms of this constitution, by a resolution presented by any member in good standing. The Executive Committee shall provide each member in good standing with written notice of the resolution at least one week prior to the next properly convened meeting. Upon a vote of a simple majority of the members present at that meeting, the officer impeached shall be removed from office. All officers who, within the judgment of the Executive Committee, miss two (2) consecutive Executive Committee meetings without a valid excuse shall stand impeached and shall be automatically removed from office. XVII. Unspecified Powers All powers not specifically delegated herein, unless necessary and proper for some official function designed herein, shall be vested in the President, to be exercised or delegated as the President shall deem best. XVIII. Amendment Procedure

7 This constitution, or any article or section contained herein shall be amended only upon an affirmative simple majority vote of the members present at a properly convened meeting of THE CLUB. Proposed amendments shall be submitted in writing to the President. The Executive Committee shall consider the proposed amendments at its next meeting, shall pass on merits of the proposal, and shall remit to each member in good standing a copy of the proposed amendment, together with a statement of the sense of the Executive Committee as to the merit of the proposal. Such copy and statement shall be remitted to each member in good standing at least one week prior to the next properly convened meeting, at which time the members shall vote finally on the proposal. Adopted February 1, 1983 by unanimous vote of the Constitutional quorum of members present. Updated and revised December 3, 1996 by unanimous vote of the Constitutional quorum of members present. Updated and revised May 3, 2012 by unanimous vote of the Constitutional quorum of members present. Updated and revised August 2, 2012 by unanimous vote of the Constitutional quorum of members present. Definition of Terms Quorum is defined as the minimal number of officers and members of a committee or organization, usually a majority, who must be present for valid transaction of business. Proxy voting and delegated voting are procedures for the delegation to another member of a voting body of that member's power to vote in his absence. Proxy appointments can be used to form a voting bloc that can exercise greater influence in deliberations or negotiations. A person so designated is called a "proxy" and the person designating him is called a "principal." Riddick's Rules notes that under proxy voting, voting for officers should be done by ballot, citing the difficulties involved in authentication if a member simply calls out, "I cast seventeen votes for Mr. X." [1]