1. NAME... 3 2. AIMS... 3 3. COLOURS... 4 4. MEMBERSHIP... 4 Honourary life members... 4 Patron... 4 Description of Members... 4 PRESIDENT & Vice President... 5 MEMBERS Termination of CLUB Membership... 5 5. SUBSCRIPTIONS... 5 6. ADMINISTRATION OF THE CLUB... 7 Disciplinary Committee... 8 Period of Office AND ELECTION OF OFFICERS... 8 Committee Vacancies... 8 Meetings... 9 Committee Quorums... 9 Chairing Meetings... 9 Powers... 10 7. MEETINGS OF THE CLUB... 11 Annual General Meeting... 11 Election... 11 Extraordinary General Meetings... 11 General Meeting Quorums... 11 8. FINANCIAL MATTERS... 12 Commission... 12 Application of Profit... 12 Control of Club Funds... 12 Shoreham Rugby Football Club Ltd, a company registered in England and Wales. Registered Office: 9 Brierley Gardens, Lancing, West Sussex BN15 9EF Registered Number: 9269690. Page 1 of 15
Borrowing Powers... 12 Accounts... 12 12. CODE OF CONDUCT... 13 13. BYELAWS... 14 14. NOTIFICATION AND MODIFICATION OF THE CONSTITUTION... 14 15. DISSOLUTION... 14 16. CHILD WELFARE... 14 17. INTERNATIONAL TICKET AND GENERAL TICKET ALLOCATION... 14 18. DATA PROTECTION... 15 19. YOUTH COACHING... 15 21. YOUTH FIRST AID... 15 The governing documents for Shoreham Rugby Football Club Limited under Company Law are the Memorandum of Association and the Articles of Association as filed at Companies House. In addition to the Memorandum of Association and the Articles of Association the following rules apply. Page 2 of 15
CLUB CONSTITUTION 1. NAME The name of the Club shall be SHOREHAM RUGBY FOOTBALL CLUB LIMITED (hereinafter referred to as the Club ) 2. AIMS The aims of the Club shall be to promote the game of Rugby Football Union and to: Promote the teaching and playing of the game of Rugby Union football in accordance with the rules of the RFU Continuum (Under 6 through Under 12 age groups), the RFU Youth Structured Season and IRB Laws of the Game (all age groups) Provide all the Club s facilities to all regardless of ethnic, creed, gender, social background or ability. Develop teams at adult, junior and mini levels Provide a Club ground situated at Buckingham Park Provide facilities for and to promote the playing of the game of Rugby Union Football within the local community for adult men and women, and children Provide sufficient rugby pitches and training areas maintained to a good standard at all times Provide a clubhouse premises to include clubroom, bar, toilet facilities, players and referees changing accommodation with shower/washroom facilities, physio/welfare room and storage for club equipment and stock Play at the highest possible level whilst maintaining the integrity of the Club Give every player the best coaching available and to encourage all players to reach their full potential Provide children with a safe and caring environment in which to learn the game Provide an enjoyable, safe, suitably resourced, welcoming environment for all children wishing to learn and play the game of Rugby Union football Promote the 'spirit of rugby' which recognizes and rewards effort as much as achievement and encourages enjoyment, teamwork and respecting the efforts of others Organise recreational and social events for the benefit of its members Ensure the execution of a duty of care to all members of the Club Foster the best possible relations, at all times, with other clubs, all members of the general public and any other interested parties Ensure that affiliation is maintained to appropriate bodies in pursuance of the Club s aims, including to the: - Rugby Football Union (RFU) & Sussex Rugby Football Union (Sussex RFU) Sussex Society of Rugby Union Referees Adhere to all policies and procedures that are mandated or recommended by the RFU, Sussex RFU or other appropriate governing bodies Adopt the RFU Equal Opportunity/Sports Equity Policy Provide any other necessities for the efficient running of the Club. Page 3 of 15
3. COLOURS The colours of the Club will be: any combination of Bottle Green, Gold and Black jersey with the Shoreham R.F.C. logo in one of the colours. The design and combination of colours in the jersey are to be decided and agreed by the Club General Committee. Black shorts and Bottle Green and Gold hooped socks. 4. MEMBERSHIP Each applicant for club membership shall complete in full the club application form. The Club Registrations Secretary shall then consider each application, and approval shall be at their sole discretion. The Club shall have different classes of membership and subscription on a non-discriminatory and fair basis. The Club shall aim to keep subscriptions at levels that will not pose a significant obstacle to people participating. HONOURARY LIFE MEMBERS In recognition of the historical exceptional commitment to the club, the following are classed as sole Honorary Life Members. This position is for life, and the title dedicated to these listed members only. Sandy Beale John Chapman Simon Edgar Kevin Hodges Gary Howarth Ian Trevis PATRON Club General Committee members at the Annual General Meeting may nominate one of their number who has given long outstanding and distinguished service to the Club, as Patron, the position to be for life. Andy Bell (2015) David Kelsey (2015) Nigel Wilks (2016) Nick Hook (2016) DESCRIPTION OF MEMBE RS Membership of the Club shall be for a period of one year renewable annually (except in the case of Patron Members) on the first day of September. Membership categories shall be as follows: - Patron Honorary Life Members Full Playing Members Student Playing Members Unemployed Playing Members Page 4 of 15
Mini, Midi, Youth and Colt Members All fully paid members and Honorary Life Members and Patrons shall have the privilege of casting one vote each at all General Meetings. For Youth section members, their parent/guardian will have the privilege of casting one vote per family regardless of number of children registered. A single person may cast no more than one vote. Youth section members shall be under eighteen years of age on the first day of September in any year. Student Members shall be required to furnish proof of their current full time education. Unemployed Playing members shall be required to furnish proof of their unemployment status. Membership of the Youth Section is open to all children between the ages of 5 and 18 as at the first day of September in any year. It is the intention of the Club to run squads in each of the following age groups: - Minis: Under 6, Under 7 and Under 8 Midis: Under 9, Under 10, Under 11 and Under 12 Youth: Under 13, Under 14, Under 15, Under 16 Colts: Under 17 & Under 18 PRESIDENT & VICE PRESIDENT The executive committee will nominate two club members of good standing as Club President and Vice President. The Club President and Vice Presidents office is for 2 years, after this period both will be required to stand down or be re-elected by a majority vote of the Executive Committee. There will be no membership fees required for those in these roles. MEMBERS TERMINATION OF CLUB MEMBERSHIP Members can terminate their membership by writing to the Registrations Secretary giving notice of their termination from the club, or not renewing their annual subscription. Any money owed to the club should be paid in full before termination is accepted. The Executive Committee has the right to waive any debts remaining following the termination of a member. 5. SUBSCRIPTIONS On commencement of membership, and then annually at the start of each season, every member shall pay to the Treasurer the appropriate annual subscription as follows: (a) Subscription rates The following shall pay subscriptions at the rate prescribed by the previous Annual General Meeting (AGM) (or a Financial General Meeting (FGM) held shortly after the previous AGM): 1. Full Playing Members (including occasional/veteran players) Page 5 of 15
2. Student Playing Members 3. Unemployed Playing Members 4. Mini, Midi, Youth and Colt Playing Members After 1st January of a given season a reduced rate is available to new members The rates of annual subscription for Mini and Junior Playing Members will be proposed to the Club Executive Committee by the Youth s Section Committee prior to each club AGM (or if relevant FGM). There will be three rates of Youth Section subscription, with a reduced rate for siblings of an existing current member. The Club AGM will then agree these rates. (b) When due All annual subscriptions shall become due upon reregistration for existing members, and after a three week trial period for new members registering with the club for the first time. All members will be offered the opportunity to spread the cost over several months (12 for Seniors and 9 for Youth), In the event of a missed instalment the full membership cost will become immediately payable. In the case of financial hardship each case can be reviewed on an individual basis with the Treasurer, if the member feels they are not being treated fairly they have the right to appeal. (c) Arrears Any full payment for members outstanding 4 weeks after registration will be deemed to be arrears, unless an exact payment outside this period has been agreed with the treasurer. For members taking the opportunity to pay monthly the initial payment must be made in the calendar month of registration and any member who defaults on scheduled payments, without prior consultation with the Treasurer, will be deemed to be in arrears. The Treasurer shall contact the member (or parent/carer in the case of a junior member) by the most suitable means (Email, text or FB message) requesting contact to make an arrangement. Failure to return contact or maintain an agreed arrangement will lead to the member being suspended from training or playing with the club. The club will always be willing to take into account personal circumstances and each case will be treated individually. At the discretion of the Treasurer, If a member is suspended the privilege to pay by monthly standing order may be revoked and the full seasons payment may become payable before the suspension will be lifted. The Directors reserve the right to publish a list of all suspended players (in any format) during the season, and on all occasions a list of debtors will be minuted at the AGM. Any member listed as a debtor at the AGM will not be permitted to reapply for membership the following season until all outstanding debts plus the following seasons fees are paid in full. Any members being in arrears with their fees for more than one season shall cease to be a member of the Club and reported to the relevant RFU authorities. The club will also recover any outstanding debts through the appropriate means. Page 6 of 15
6. ADMINISTRATION OF THE CLUB The Administration of the Club and its affairs shall be entrusted to the Club Board of Directors (the Executive Committee), supported by a number of subsidiary committees (see below). The Club Executive Committee shall consist of the following elected members, 4 to form a quorum: Chairman Vice Chairman Secretary Treasurer Director of Rugby Club Safeguarding Officer Club Captain Youth Section Chairman (Other club officials may be co-opted depending on the business to be discussed by the Club Executive Committee (business that will include major matters brought to the attention of the Club Executive Committee by the Club General Committee)). The Club General Committee, reporting directly to the Club Executive Committee, shall consist of the members of the Club Executive Committee, plus the following elected club officials, 5 to form a quorum: Club President Social, Fund Raising Officer Registrations Secretary Team Managers Other officials of the Club who may be co-opted depending on the business to be discussed by the Club The Youth Section Sub Committee, reporting directly to the Club Executive Committee, shall consist of the following members. 6 to form a quorum: - Youth Section Chairman Treasurer Secretary Club Safeguarding Officer Registration Secretary Youth Fixture Secretary Youth Team Managers The Youth Section Committee is responsible for the administration and management of the Youth Section. Page 7 of 15
Each Youth age group shall be encouraged to have one representative from their age group at meetings of the Youth Section Committee to assist in the running of the Youth Section and communication of the decisions taken to their age groups. DISCIPLINARY COMMITTEE The Club Executive Committee under advice from the Disciplinary Committee shall be empowered to expel, suspend for a specified period, or refuse the annual renewal of membership of any club member who offends against the Memorandum of Association and the Articles of Association, or the Constitution, of the Club or whose conduct (in the opinion of the Executive, Committee) shall render him/her unfit to continue in membership of the Club. Any member shall cease to be a member of the Club whenever a majority of the Executive Committee members attending the meeting shall so decide. The Disciplinary Committee will consist of a total of 3 members from the Executive and Club General Committees. The following actions shall take place before such termination of membership is effective. The Secretary shall give the member seven days written notice informing them of the complaint made against him/her and to attend a meeting of the Disciplinary committee. No termination of membership shall be valid without the member s opportunity to appear before the Disciplinary committee. The accused member has the right to call club members to provide evidence or witness statement in their defence. There will be a right of appeal following any disciplinary action only if new evidence is to be presented. The appeal must be made within 7 days of any judgment being passed. The appeal should be made to the disciplinary appeal panel. The appeal panel should consider any appeal within 14 days of it being lodged. The decision of the appeal panel has the judicial right to overturn or uphold the original decision and may alter the sentencing; its decision is final and binding. No member of the Executive and General Committees will be involved in any more than one part of the disciplinary process. PERIOD OF OFFICE AND ELECTION OF OFFICERS Members seeking election to the Club Committee posts shall ensure that the Secretary shall have received their nomination, duly proposed and seconded, at least fourteen days prior to the AGM. A request for nominations shall be posted on the Club website at least one month prior to the AGM. Elected Club Executive Committee members shall be proposed and seconded at every AGM, and their period of office shall be for one year until the following AGM. Appointment of other club committee members and officers shall be by majority vote of the newly elected Executive committee. COMMITTEE VACANCIES Page 8 of 15
Should any of the Club Executive Committee and General Committee membership posts become vacant at any time, the Club Executive Committee shall be empowered to fill that vacancy and the newly appointed Committee member shall continue in office until the following AGM, and then be eligible for re-election. In the event of 3 elected Executive committee members resigning within a 1-month period, an EGM should be called and election carried out as per the election of officers above. MEETINGS Meetings for the relevant committees is as follows: The Club Executive Committee, Club General and Youth Committee shall meet at least quarterly on a date arranged to suit attendance levels. At these meetings each Committee member shall have one vote to cast in the event of the votes for and against being equal, the member acting as Chairman of the meeting shall have one extra vote to resolve the tie. All Club General meetings shall be open to attendance by any member of the Club who wishes to attend and observe (with no voting rights). The committees may invite a Guest(s) to a specific meeting who has information or advice to offer the committee pertaining to an action (with no voting rights). The Disciplinary Committee shall be convened at the request of the Secretary. Agenda of all meeting should be distributed to the relevant committee members, and posted on the Club website (http://www.shorehamrugby.co.uk). Minutes of all meetings will be taken and subsequently distributed to the relevant committee members, and posted on the website (http://www.shorehamrugby.co.uk) and available to committee members only. COMMITTEE QUORUMS For the Club Executive Committee the presence of four Committee Members at a meeting shall constitute a quorum. For the Club General Committee the presence of five Committee Members at a meeting shall constitute a quorum. For the Youth Section Committee the presence of six Committee Members at a meeting shall constitute a quorum (at least one of the Chairman, Vice Chairman, Treasurer or Secretary must be present). CHAIRING MEETINGS The Chairman of the Club shall preside over all meetings of the Club Executive Committee and the Club General Committee. In his absence the Vice-chairman shall preside. In his absence then a member will be chosen by those present to act as chairman of the meeting, and the rule in the event of any votes for and against being equal, as described in Committee Quorums above, shall apply. For the AGM, the President will chair the initial meeting up until the Chairman is voted in. Page 9 of 15
POWERS The Club Executive Committee shall exercise the widest powers to control the efficient running of the Club s affairs. These powers shall include: - The authority to co-opt members to club Executive Committee and club General Committee duties with agreement of the majority of the existing relative committee members. Expulsion or suspension of members as per the Disciplinary Committee. Convene General Meetings at any time in accordance with the appropriate notice period. Create other subsidiary committees to undertake special tasks Determine the hours during which the Club premises shall be open Responsibilities over the Clubs finances and the power to borrow a maximum of 25,000 per instance at its discretion. Borrowing above this limit requires approval at a General Meeting. Page 10 of 15
7. MEETINGS OF THE CLUB ANNUAL GENERAL MEETING The Annual General Meeting (AGM) of the Club shall be held during the month of June every year and at that meeting the following business shall be transacted: - Approval of the minutes of the previous AGM Appointment of President, Vice Presidents and Patrons Election of Chairman and Vice Chairman Election of other members of the Club Executive Committee Election (or, as relevant, appointment 5 ) of other members of the Club General Committee, and other officials of the Club Appointment of Auditors Financial Report Annual Subscriptions Consideration of any other business, the content of which shall have been forwarded in writing to the Secretary at least fourteen days prior to the meeting. ELECTION Members seeking election to the Club Committee posts shall ensure that their nomination, duly proposed and seconded in writing, shall have been received by the Secretary at least fourteen days prior to the AGM. A request for nominations shall be posted on the Club website at least one month prior to the AGM. EXTRAORDINARY GENERAL MEETINGS Extraordinary General Meetings (EGMs) may be held at any time as requested by the Chairman of the Club, or written notice from 15 of the total club voting membership requiring such a meeting in both cases the meeting shall be convened by the Secretary within twenty one days of such request or notice. The purpose of the meeting and its agenda shall be stated in order the all club members can be advised in writing seven days before such a meeting specifying the venue, time and business to be transacted. GENERAL MEETING QUORUMS At all General meetings of the Club, a quorum shall be formed by the presence of 15 of the total club voting membership. Motions raised and voted on will be based on those present and proxy votes received by the Club Secretary prior to the meeting. Page 11 of 15
8. FINANCIAL MATTERS COMMISSION No person shall at any time be entitled to receive at the expense of the Club or any club member, any commission, percentage or similar proceeds from the purchase of intoxicating liquor by the Club. Nor shall any person derive any pecuniary benefit from the supply of intoxicating liquor by, or on behalf of, the Club to members of guests apart from any benefit accruing to the Club as a whole and apart also from any benefit which a person derives indirectly by reason of the supply giving rise to, or contributing to a general gain from the carrying on of the Club. APPLICATION OF PROFIT No money or property of the Club or any gain arising from the carrying on of the Club shall be applied otherwise than for the benefit of the Club as a whole or for some charitable or benevolent purpose or purposes decided by resolution of a General Meeting of the Club. CONTROL OF CLUB FUNDS The Club Executive Committee shall exercise control over the Club funds. These responsibilities shall include the oversight of administration of the Club s banking accounts. In this context, the Treasurer shall present monthly statements of activities and quarterly and annual statements of accounts to the Secretary, for review at the appropriate club Executive Committee meetings along with all other aspects of accounts and progress against budgets. A list will be produced showing members who are in debt. BORROWING POWERS The Club Executive Committee shall have power to borrow up to and including 25, 000 for the purposes of the Club, upon such terms as it shall think fit, and may appoint any of its members to give such security as shall be specified in the resolution and to enter into such agreements as shall be necessary in relation thereto. ACCOUNTS Full accounts of the financial affairs of the Club, duly audited by the auditors, and the budget for the following year, shall if at all possible be made available to every club member prior to the convening of, and at, the AGM of the Club. If the audited accounts, and/or the budget for the following year, are not available at the AGM then they are to be made available to every club member prior to or at a Financial General Meeting to be held by the beginning of September (following the AGM). Accounts (and budgets) shall be presented in the format and under the headings devised by the Treasurer. Under the financial management system in place for the Treasurer shall be responsible for each of the main accounting headings for the initial monitoring of progress of accounts against agreed budgets and reporting on progress to the Executive Committee. All accounts will be filed with the correct body in the correct time scale, to conform to the requirements of company house or any other financial institutions. Page 12 of 15
12. CODE OF CONDUCT All members of the Club are expected to play, or support the playing of, the game of rugby football in accordance with the spirit of good sportsmanship and fair play. In particular, members should ensure that in their playing of the game, and also in their general behaviour, they at no time indulge in actions which could blemish the good name of the Club or bring the reputation of the game into disrepute, including but limited to: insulting opponents; making offensive remarks or gestures to the referee/touch judges or opposition supporters; deliberately feigning injury; taking property belonging to opponents or their club; publicly criticizing the referee; playing under the influence of excessive alcohol or the influence of drugs; making racist or sexist remarks; or behaving in any way likely to cause offence. The Club shall publish on the club website Codes of Conduct for all coaches, officials and volunteers working with young people, players and spectators. Any breach of the respective Codes of Conduct shall result in appropriate disciplinary action being taken by the Club disciplinary sub-committee. Members should understand that the Club could be held responsible/answerable to the RFU and/or the Sussex RFU for the actions of its members in respect of any misconduct. The Club will discourage from selection any player who repeatedly infringes this code, and in respect of any such player or member may hold an inquiry into alleged breach and suspend or expel from membership any serious offender. Any action taken by the Club in respect of the above shall be without prejudice to any sanctions imposed on the Club or any of its members by the disciplinary sub-committee of the RFU and/or the Sussex RFU. Page 13 of 15
13. BYELAWS The Club Executive Committee shall have power to make byelaws for regulating the conduct and affairs of the Club provided the same are not inconsistent with the rules set out in this club Constitution. Such byelaws shall be posted in some conspicuous part of the Club premises and shall be binding on all members. 14. NOTIFICATION AND MODIFICATION OF THE CONSTITUTION This Constitution shall be available on the Club website, and individual members may receive their own copy if requested. No alteration, additions to or deletions from this Constitution shall be made except by a resolution carried by a majority of the members present at a club General meeting. Members of the Club with voting rights can propose changes to this Constitution; proposed changes shall be submitted in writing to the Secretary. 15. DISSOLUTION If upon the winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall be paid to or distributed to another registered community amateur sports club for rugby union, to the RFU for use in community related rugby union initiatives, or to a charitable organisation. 16. CHILD WELFARE The Club will adhere to any Child Safeguarding guidelines prescribed by the RFU, or other appropriate Child Welfare guidelines. The Club shall have a volunteer Club Safeguarding Officer (CSO) where volunteers are available the Club shall also have a deputy CSO. The Club shall have a Safeguarding Policy document which is available on the Club website (http://www.shorehamrugby.co.uk), and is freely available to all parents and children. Copies of the document shall be distributed to Youth Section members at registration. All relevant coaches, helpers and club officials that have contact with children, as part of club activities shall be Disclosure and Barring Service (DBS) checked (previously CRB (Criminal Records Bureau) in accordance with RFU guidelines. Disclosure forms shall be submitted through the RFU. 17. INTERNATIONAL TICKET AND GENERAL TICKET ALLOCATION From time to time the R.F.U. invites Clubs, Schools, and Constituent bodies to apply for tickets for Twickenham and other grounds for varying events. The final allocation to Clubs is often below demand and although the Club is keen to ensure all members are given the opportunity to receive the allocation of their choice, this is not always possible. The Officers of the Club will decide upon allocation of the tickets, to ensure transparency of this decision the minutes of the meeting will be available for all members to read. Unwanted tickets must not be sold to non-club members but must be returned to the Committee or distributed to another member with the knowledge of the Committee. All tickets purchased by members will be in accordance with the club Ticket Allocation Policy. Page 14 of 15
18. DATA PROTECTION The Club is committed to the principles and practices of data protection as laid out in the Data Protection Act 1998, subordinate and related legislation and codes of practice and other official guidance. This will be achieved through appropriate management, and the strict application of criteria and controls. All persons having access to any personal material will follow good data protection practice and must handle personal data responsibly. 19. YOUTH COACHING One or more RFU Qualified coaches shall run each Youth Section age group. Qualification shall be by attendance at an approved, and appropriate to the age group, RFU Coaching course. The Club shall fund the training courses for volunteers. 21. YOUTH FIRST AID The Youth Section shall for each age group have a minimum of one person (coach, manager or DBS checked volunteer) holding a current relevant first aid qualification in attendance at all training sessions and matches. The Club shall fund the training courses for volunteer first aiders. This document was last updated Wednesday, 1 st July 2016 (v1.12) and the content approved at the General Meeting held on 30 th June 2016. Mark Norris Chairman Shoreham Rugby Football Club Limited Page 15 of 15