CONSTITUTION OF BLACK SHEEP RUGBY FOOTBALL CLUB

CONSTITUTION OF BLACK SHEEP RUGBY FOOTBALL CLUB

Prepared September 21, 2005 ARTICLE I NAME Section 1 The Club is and shall be called the Black Sheep Rugby Football Club. ARTICLE II PURPOSE Section 1 The introduction, teaching, promotion, encouragement, understanding, and extension of the game of Rugby Union Football in all its aspects, within the University, within the community. Section 2 To insure that the playing of the game of Rugby Union Football within the said area is carried out observing fair play according to the Laws of the Game and a sporting spirit. ARTICLE III MEMBERSHIP The Black Sheep Rugby Football Club membership shall be open to any willing and able person that wishes to contribute in the objects and purpose of the Club. The membership shall consist of two forms: A PLAYING MEMBER: Has paid his/her dues to the Club in the amount specified and at the deadline specified by the Club President; Takes responsibility and follows them, as set forth by this Constitution, the Requirements for Selection, the By Laws, the Fitness Requirements, and the Code of Conduct that may be instituted by the Club, according to this Constitution, for the Club s benefit and objectives; Has fulfilled all the University requirements for insurance. A NON PLAYING MEMBER Has paid his/her dues to the Club in the amount specified and at the deadline specified by the Club President; Takes responsibility and follows them, as set forth by this Constitution, the By Laws, and the Code of Conduct that may be instituted by the Club, according to this Constitution, for the Club s benefit and objectives; Has fulfilled all the University requirements for insurance if he/she wishes to participate in practices; A Club member will cease to be a member if at the Judgment of the Executive Committee the said members have failed to meet the criteria set forth by the Club. ARTICLE IV ORGANIZATION MEETINGS Section 1 Announcement of Meetings a. Will be made through phone call or e mail to members in appropriate time prior to the meetings taking place. Section 2 Frequency a. Meetings will be held at least once per month or more often, as deemed

appropriate by the existing officers. ARTICLE V OFFICERS Section 1 Executive Officers/Board a. Shall consist of the following officers: President Vice President Spokesperson Treasurer Sergeant at Arms Match Secretary ARTICLE VI DUTIES OF THE OFFICERS Section 1 President The President of the club shall be the Chief Officer of the club and shall have general and active supervision over the business of the club and oversee its several other officers, subject however to the control of the voting members of the club. The President of the club shall also be the chief representative of the club in all outside meetings, activities, and functions. Section 2 Vice President The Vice President of the club will have such responsibilities and duties as may be assigned to her/him by the President, members, Executive Committee, and/or the By Laws of the club. Section 3 Spokesperson The Spokesperson shall be a representative of the club, oversee matters concerning sponsors, and administration. The Spokesperson shall also be a voice for the team, speaking at meetings together with the President and Vice President. Section 4 Treasurer The Treasurer of the club shall have charge of and custody of and be responsible for all funds of the club. The collection of dues, deposit and disbursement of funds, and exhibition and auditing of accounts shall be directed by the members of the club. Other duties may be assigned to him/her by the President, members of the Executive Committee, and/or the By Laws of the club. Section 5 Sergeant at Arms The Sergeant at Arms Secretary of the club shall keep the minutes of the annual, general, and special meetings of the club; see that all notices are duly given; be custodian of applicable club records; conduct and have charge of all relevant club correspondence; and in general; perform all duties incidental to the office of Secretary. This is on the provision, however, that he/she shall be authorized to delegate such of these duties as he/she shall, with the approval of the President, deem proper. Other duties may be assigned to this position by the President, members of Executive Committee, and/or the By Laws of the club, to include the scheduling of matches. Section 6 Match Secretary The Match Secretary shall be responsible for the scheduling of all games throughout

the year and distributing this schedule to all members of the Club. The Match Secretary shall also arrange for proper hosting for the visiting team and make arrangements for the game itself. Other duties may be assigned to him/her by the President, members of the Executive Committee, and/or the By Laws of the Club. ARTICLE VII QUORUM, NOMINATIONS, ELECTIONS, TERMS OF OFFICE, OFFICER VACANCIES, DUES Section 1 Quorum a. A quorum shall consist of 2/3 of the active membership and must be present at the election meeting. b. Absentee ballots will be accepted prior to the start of the election meeting and will count toward the election. Section 2 Nominations At the general meeting, open nominations shall be held by active members. Candidates will be required to meet the following criteria: a. Candidates shall have been an active member of the organization for a minimum of one semester. b. Candidates shall give a presentation to the voting body prior to the elections. Section 3 Terms of Office a. All officers elected by the club shall take office after the election and shall hold the office for a period of one year. b. All Executive Officers/Board members have the option to run for office again. c. Other positions of responsibility shall be assigned by the Executive Committee and subject to the provisions set forth in the By Laws. Section 4 Officer Vacancies a. In the event of an office becoming vacant between meetings of the club, then the President may appoint an individual to fill the office, with the approval of the Executive Committee, until the next club meeting, at which time the club will elect an individual to fill the remaining part of the one year term for the position. Section 5 Dues a. Dues shall be determined and collected by the Executive Officers/Board. ARTICLE VIII IMPEACHMENT Section 1 Procedure a. If an officer fails to fulfill his/her duties, he/she shall be impeached. b. Members of the Executive Officers/Board may be impeached by 2/3 of the voting membership. ARTICLE IX AMENDMENTS Section 1 Recommendations a. Recommendations must be submitted in written format at the beginning of any meeting. b. Any proposed amendments must be submitted in writing to the President and Secretary of the club at least twenty one days prior to the meeting at which it is proposed to consider it. Section 2 Procedure a. Recommendations will be read to the members of the club organization after the Executive

Officers/Board completes its review. Section 3 Voting and Acceptance a. Upon approval of the Executive Officer/Board, an amendment must be ratified by 2/3 of the voting membership. ARTICLE X BY LAWS BY LAWS OF BLACK SHEEP RFC These By Laws are set forth in fulfillment of Article X of Embry Riddle Aeronautical University s Constitution. SECTION I Membership to the Club The membership shall be open to any willing and able person that wishes to contribute in the objects and purpose, goals, and ideals of the club (Article III, Constitution of the club). The applicant shall be given details of the current operations of the club, of the games played recently, and those scheduled for the future. The applicant shall be welcomed to the practices of the club, but will not become a playing member or a non playing member of the club until all the membership requirements are met as set forth in the Constitution and the By Laws of the club. The membership requirements shall consist of two forms: *A playing member is a person who: has paid dues to the club in the amount specified and at the deadline specified but the club President, takes responsibility and follows them, as set forth but the Constitution, the Requirements for Selection, the By Laws, the Fitness Requirements, and the Code of Conduct that may be instituted but the club, according to this Constitution, for the club s benefit and objectives, has fulfilled ad the University requirement for insurance, is a student, staff, or faculty of *[insert school name here]. *A non playing member is a person who: has paid his dues to the club in the amount specified and at the deadline specified but the club President. takes responsibility and follows them, as set forth but the Constitution, the Requirements for Selection, the By Laws, the Fitness Requirements, and the Code of Conduct that may be instituted but the club, according to this Constitution, for the club s benefit and objectives, has fulfilled all the University requirements for insurance if he wishes to participate in practiced, is a member of the University community, staff, or graduate school, or alumni. Members of the club will be separated into playing and non playing members.

*Playing members can: participate in the practices and matches of the club, will pay the required dues as set forth but the Executive Committee and approved by the club, fulfill any position in the Club Officers, and Committees, except President and Treasurer (restricted to full time undergraduate members), participate in all other club functions. *Non playing members can: participate in the practices but not play in matches of the club, will pay the required dues as set forth but the Executive Committee and approved but the club, fulfill any position in the club committees, participate in all other club functions. A club member will cease to be a member if at the judgment of the Executive Committee the said member has failed to meet the criteria set forth but the club. SECTION II Committees of the Club: Executive Committee The Executive Committee shall consist of all the elected officers of the club and ex officio the Faculty Advisor. The Executive Committee of the club will be chaired but the President of the club. The committee shall have the responsibilities of working with the President in overseeing the day to day operation of the club in the times between the general meetings of the club. The committee shall meet at least six times a year, two of these meetings being held in conjunction with the general meetings of the club. The President of the club shall have the responsibility for calling the committee meetings. He/she shall call such meetings at his option or upon written request of the Executive Committee. He shall invite the faculty advisor and coach. He/she may also request other additional persons to attend if their presence will assist in achieving the aims of the meeting. The minutes of the meeting shall be recorded and kept by the Secretary of the club. Individual office requirements shall be specified in the Constitution of the club, the By Laws of the club or the requirements of the club officers. Social Committee The Social Committee will be chaired but the Social Chairman and responsible for all social functions and various match preparations of the club. The Social Committee shall consist of two club members and one person from each side fielded and one non playing member. The representatives shall be selected from the club membership at the Fall General Meeting. The Social Committee shall be responsible for providing water for the matches for both the visitors and the home team. The Social Committee shall also be responsible for accommodations for the visiting team, food, and refreshments (non alcoholic) for the club s social gatherings after home matches.

The Social Committee of the club shall be responsible for securing transportation for players for away matches, for all clean up operations after club functions, for securing accommodations and required materials for any club function. The Social Committee shall keep a Social Committee Book. This book shall be a log of social function, social committee members, budgets, and expenditures. The book shall be given to the Secretary of the club at the end of the season for documentation and filing. Special Events Committee The Special Events Committee of the club shall be responsible and have the custody for all tours, tournaments, and other events in which the club may be involved. The Vice President of the club, three club members and two non playing members shall chair the Special Events Committee of the club. The seasonal representatives shall be selected from the club membership at the Fall General Meeting. The requirements for variable members of the Special Events Committee are to assist in the projects as needed. The Special Events Committee shall follow the local union requirements for tours and tournaments. These requirements shall be reviewed with the Executive Committee prior to any formal communication with the local union. The Special Events Committee shall be in charge of and have the responsibility for all correspondence and accommodation requirements for hosting or attending tournaments, or tours. The Special Events Committee shall be responsible for submitting a budget for materials needed to perform their functions throughout the year. This budget shall be submitted to the Executive Committee for approval and the disbursement of funds. Preceding the even the Social Events Committee shall present an expense account of the funds used and the justification for such usage to the Executive Committee and the Treasurer. The Special Events Committee shall keep a Special Events Committee Book. This book shall be a log of Special Events functions, Special Events committee members, budgets, and expenditures. The book shall be given to the Secretary of the club at the end of the season for documentation and filing. Field and Equipment Committee The Field and Equipment Committee of the club shall be charged with the custody and responsibility for all club equipment, field preparation, field clean up, field reservation, and uniforms. The Field and Equipment Committee of the club shall be chaired but the Vice Captain. The Field and Equipment Committee shall consist of three club members and two non playing members. The seasonal representatives shall be selected from the club membership at the Fall General Meeting. The Field and Equipment Committee shall be responsible for the field prior to match play and practices, for reserving the field prior to the start of the season, for any possible schedule conflicts during the season, for the scoreboard, match and practice balls, touch flags, roping off the field of play for each match and practice. The Field and Equipment Committee shall be responsible for policing the fields after the matches and practices to clean any litter.

The Field and Equipment Committee shall be responsible for the upkeep of team jerseys and club balls. The Field and Equipment Committee shall be responsible for submitting a budget for materials needed to perform their functions throughout the year. This budget shall be submitted to the Executive Committee for approval and the disbursement of funds. Preceding the event, the Field and Equipment Committee shall present an expense account of the funds used and the justification for such usage to the Executive Committee and the Treasurer. Fund Raising Committee The purpose of the Fund Raising Committee of the club is to provide a means to increase the amount of monies in the Club Treasury. The Treasurer of the club shall chair the Fund Raising Committee. The Fund Raising Committee shall consist of three playing members and two non playing members. These representatives shall be selected from the club membership at the Spring General Meeting. The Fund Raising Committee of the club shall submit a business plan for the development of funds to the Executive Committee by September 1 of the new season. This plan shall be discussed and accepted for implementation. At season s end, April May, the Fund Raising Committee shall submit a report to the Executive Committee summarizing their efforts, successes, and failures. This report shall include but not be limited to projects, contacts, funds generated and spent, and recommendations for the future. Disciplinary Committee The purpose of the Disciplinary Committee of the club is to record and review all cases of misconduct involving individuals, players, and members of the club. The Disciplinary Committee shall be chaired but the President of the club. The committee shall also contain the Captains of the club, the Faculty Advisor of the club, the Coach of the club, and the Secretary of the club. The Disciplinary Committee shall review any case for a player ordered off from a match per Law 26. They will decide on the course of action within three days of the offense. This will presented to the Executive Committee for review and approval. The Disciplinary Committee shall prepare the Code of Conduct requirement for the club. These requirements shall be reviews but the Executive Committee prior to institution. The Disciplinary Committee shall review any case for a member of the club violating the Code of Conduct of the club. This will be presented to the Executive Committee for review and approval. Publicity Committee The purpose of the Publicity Committee of the club is to provide news releases for match scored, match articles, club programs, and any other publicity or public relations function for the club. The Publicity Committee shall be chaired but a player appointed but the President and two players chosen by the Publicity chairman. The Publicity Committee of the club shall submit a business plan for publicity and public relations matters to the Executive Committee by September 1 of the new season. This plan shall be discussed and accepted for implementation. At season s end, April May, the Publicity

Committee shall submit a report to the Executive Committee summarizing their efforts, successes and failures. The Publicity Committee shall submit to the University newspaper and the community newspaper a schedule at the beginning of the season, and update after every match, and a report of scores to the designated sub union official at the end of the match. Alumni Committee The purpose of the Alumni Committee of the club is to actively inform and communicate with past members of the club and to coordinate any annual fundraisers or events. The Alumni Committee of the club shall be chaired by the Vice President of the club and two players appointed by the Chair. The Alumni Committee of the club shall submit a business plan for publicity and public relation matters to the Executive Committee by September 1 of the new season. This plan shall be discussed and accepted for implementation. At season s end, April May, the Publicity Committee shall submit a report to the Executive Committee summarizing their efforts, successes and failures. SECTION III Other Positions of Responsibility of the club Coach: This position provides the primary guidance role of your technical development of your program. The coach must have a firm grasp of the basics and acquainted with the rudiments of teaching. It is a sound gesture to have funds available so the coach can attend the local union, territorial, and/or USA Rugby Coach and Referee Clinics. It is also suggested that your coach be able to purchase literature that will assist him to plan the practice session. The coach should provide a good role model for your players to follow. The coach must work closely with the captain/vice captain. This working relationship is imperative to the club. The coach must follow all of the university s policies and guidelines and strongly suggests the club members also enforce them. The coach must follow all of USA Rugby s policies and guidelines. The coach should be involved in the match scheduling and attend matches and practices. *The faculty advisor should be experienced in rugby matters or be willing to learn about the sport of Rugby football. SECTION IV Minimum Duties of the Officers of the Club President: Call all meetings for the Executive Committee and General Meetings for the club Chairs The Executive Committee meetings

Chairs the Disciplinary Committee meetings Chairs the Selection Committee Represents the club at all outside activities, functions, and meetings Communicates with the local sub union Communicates on a routine basis with the Faculty Advisor and the Director of Clubs Vice President: Take the place of President when needed Chair of the Alumni Club Committee Chairs the Special Events Committee Secretary: Club record person Assists the President at sub union meetings Takes minutes at all club meetings Schedules forthcoming matches Treasurer: Chairs the Fund Raising Committee Maintains the funds for the club Develops, presents, and maintains the club yearly budget Match Secretary: Chairs the Social Committee Sets up the schedule for the year SECTION V Subscriptions (Dues) of the Club The subscriptions of the club shall be a fixed sum determined by the Executive Committee and accepted by the club by a 2/3 majority vote of the play members of the club. SECTION VI General Meetings of the Club The general meetings of the club shall be held at least twice a year, once in the fall and once in the spring. The spring general meeting shall be held to elect the elected positions for the following year besides for other business. The President of the club shall call the general meetings no later than ten days prior to the meeting date. The accommodations for the meetings shall be the responsibility of the Social Committee.

A quorum of 1/3 of all of the playing members must be made before general business can be started. The President of the club shall chair the meetings. In his absence the Vice President shall have the responsibility. The club shall consist of one unified body consisting of all playing and non playing members. All club members should be present at all general meetings. It is at the first half of the meeting with a quorum membership of playing members, that all general business be conducted. Only after all general business is discussed can elections be made. SECTION VII Amendments This constitution may be amended by 2/3 of the playing members of the club that are present at that club meeting. The details of any proposed amendment shall be circulated to all playing members with the call of the meeting at which the vote is taken. Such details shall be sent out no less than ten and no more than twenty days prior to the club meeting. Any proposed amendments must be submitted in writing to the President and Secretary of the club at least twenty one days prior to the meeting at which it is proposed to consider it. SECTION VIII Amendments to the By Laws of the Club The procedure for Amendments to the By Laws will follow the same procedures set up in Article VII of the Constitution of the club. SECTION IX Finances The income from the club shall come from: The subscriptions (dues) of the playing and non playing members, Any net profit (after payment of all proper and relevant outgoings and expenses) that is derived from any special event (tournament, dance, etc.), match, or other function organized by the club; That part of any net profit (after payment of all proper and relevant outgoings and expenses) that is due to the club by prior agreement and is derived from any special event (tournament, dance, etc.), match, or other function organized by the club in cooperation with any other group, and grants, subscriptions, or donations, and funds provided by the University to the support of the club in its needs and functions. In any event that it becomes necessary and/or desirable to discontinue the activities of the club as it is presently constituted, this can be done by two thirds majority vote of the playing members.

Under such circumstances, the net assets of the club shall be given to the University to support other clubs and/or student activities. Affiliation The Club and its members will observe and be immediately governed through its affiliation with Pacific Coast Rugby and the Arizona Rugby Union which directly interpolates the Laws of the Game as written by the International Rugby Board. The Club shall remain governed by the Arizona Rugby Union as long as that body remains affiliated to, and in good standing with, the Pacific Coast Rugby, and the United States of America Football Union and the International Rugby Board. 12