Constitution (Revised 2018)
1. Name of Club
The name of the Club shall be “NORTHAMPTON CASUALS RUGBY FOOTBALL & SOCIAL CLUB” (hereinafter referred to as the Club). The Club will be affiliated to the Rugby Football Union, the East Midlands Rugby Football Union and the Northamptonshire and District Rugby Alliance, and will adhere to the rules and regulations of the RFU.
2. Aims and Objectives
The aims and objectives of the Club will be:
• To afford the membership facilities to meet for the advancement of the Rugby Football code.
• To provide recreational facilities and other advantages of a Social Club.
• To offer competitive opportunities and coaching in the name of Rugby Football.
• To promote the Club within the local community and the sport of Rugby Football.
• To manage the Club facilities and grounds.
• To ensure a duty of care to all members of the Club.
• To provide all of its services in a way that is fair to everyone.
(a) The affairs of the Club shall be conducted by a Management Committee which shall consist of the Chairperson, Hon Treasurer, Hon Secretary, House Manager, Grounds Manager, Sponsorship Manager, Volunteer Co-ordinator, Mini & Junior Chairperson, Public Relations Officer, Social Secretary, Fund raising officer and Director of Rugby.
The Mini and Junior Chairperson will be appointed as directed by the Mini and Junior section at their own AGM. The Director of Rugby will be appointed by the Club Playing Committee. All other positions shall be elected at the Annual General Meeting.
(b) There shall be a sub-committee known as THE GENERAL COMMITTEE, consisting of three members of the Management Committee, to be appointed by the Management Committee, and three members of the Trustees, to be appointed by the Trustees. The PRESIDENT shall chair General Committee meetings.
(c) The quorum for Management meetings, Trustee meetings, Annual General meetings and Extraordinary General meetings shall be 4 plus the Chair.
Disciplinary meetings will be conducted in accordance with RFU regulation 19 and will comprise a Chairperson, two Panel members and an impartial Panel Disciplinary Secretary.
(d) All Committee members must be full voting members of the Club.
(e) The term of office shall be for one year and members shall be eligible for re-election.
(f) If the post of any Officer or ordinary committee member should fall vacant after such an election, the Management Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
(g) The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
(h) The Management Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
(i) The Management Committee will be responsible for disciplinary hearings of members who infringe the Club’s rules, regulations, byelaws or constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.
(a) There shall be no more than seven or less than four Trustees of the Club, who shall be ex-officio members of all Committees of the Club. There are at the present time (27/02/2018), seven duly appointed Trustees, Mark Ian Allwork, Clive Douglas Abraham, Robert Charles Barfield, Andrew Marcus Dimmock, Peter James Franklin, Nicholas David Smith and Neil Stuart Westland. The property of the Club shall be vested in them to be dealt with as the General Committee shall from time to time direct by resolution (of which an entry in the Minute Book shall be conclusive evidence). The Trustees shall hold office until death or resignation or until removal from office by a resolution of the General Committee, who may for any reason which may seem sufficient to all members of the General Committee, remove any Trustee.
(b) The President of the Club is hereby nominated as the person to appoint new Trustees of the Club and the provisions of the Trustees Act 1925 shall apply to any such appointment. Any statement of fact in any such Deed of Appointment shall, in favour of a person dealing with the Club or the General Committee be conclusive evidence of the facts so stated.
(c) The selection of candidates to appointment as a new Trustee is not limited to the membership, but on appointment, any new Trustee must become a Club member.
(d) The funds and properties of the Club and the income thereof shall be held, applied and dealt with by the Trustees or their survivors as directed by the General Committee, provided that the General Committee shall not direct the application of the said funds and properties or the income thereof, for or towards, any purpose inconsistent with the objectives of the Club or of Rugby Union Football.
(e) A certificate signed by the Chair of such a meeting, at which any resolution referred to in this Rule has been passed shall be conclusive evidence of the due passing of such a resolution and the terms thereof.
(f) The General Committee shall by solution duly passed by those present and voting at any meeting duly convened, have power to nominate the Hon Treasurer control of the uninvested cash of the Club.
(g) No part of this Rule shall be altered in any way without the consent of at least 95 per centum of the members of the Club at the time of alteration. Any such changes can only be implemented at a General Committee Meeting.
5. President and President-elect
(a) The President shall have the right to re-selection at the AGM following each year in office, up to a maximum five-year term, and subject to the approval of the General Committee.
(b) The President-Elect shall be selected from the Vice-President’s membership and shall be subject to the same conditions in terms of reselection.
(c) A past President may be re-selected as President-elect.
(a) Membership of the Club is open to anyone interested in promoting, coaching, volunteering or participating in Rugby Football, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
(b) The membership shall consist of the following categories:
Voting Members Non-voting Members
Full Playing Members Associate Members
Full Members Mini and Junior Members
Honorary Life Members Colts Members
Honorary Vice Presidents Family Membership (1 x Adult Associate + Children)
(c) All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept these regulations and codes of practice that the Club has adopted.
(d) Members in each category will pay membership fees, as determined at the Annual General Meeting.
(e) Individuals shall not be eligible to take part in the business of the Club, vote at General Meetings or be eligible for selection for any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Management Committee.
(f) Any member failing to pay their subscriptions within 30 days of the due date shall cease to be a member.
7. Annual General Meeting (AGM) and Extraordinary General Meeting (EGM).
(a) General meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.
(b) A General Meeting of the Club shall be held at least once a year and in any case within fifteen months of the previous Meeting.
(c) The purpose of the AGM will be:
• To approve the minutes of the previous year’s AGM.
• To receive and approve an annual report from the Club Chairman.
• To receive and approve an annual financial report from the Club Treasurer.
• To confirm the President, President-elect and the Club Captain
• To elect Honorary Life Members, Honorary Vice-Presidents and Vice-Presidents.
• To elect the Officers onto the Management Committee
• To agree the membership fees and playing subscriptions for the following year
• To consider any proposed changes to the Constitution
• To deal with any other relevant business
(d) The General Committee is entitled to call a General Meeting at any time at reasonable notice.
(e) Any member entitled to attend and vote at a General Meeting shall be entitled to require a General Meeting to be called if at least 30 members or one fifth of the total membership, whichever is the lesser number so entitled to attend and vote at a General meeting, join in such a request.
(f) At a General meeting voting will be confined to the following categories of membership:
Full members, Honorary Life Members, Honorary Vice-Presidents, Vice-Presidents.
8. Mini and Junior section
(a) The Mini and Junior section of the Club will be the responsibility of the Mini and Junior Committee and is subject to its own separate constitution.
(b) The Mini and Junior constitution must be compatible with that of the Club constitution.
(c) The Officers of the Mini and Junior section will be elected in accordance with their own constitution.
(d) The Mini and Junior section is empowered to set its own subscriptions independently of the main body of the Club.
(e) The Chair of the Mini and Junior section will be a member of the Club Management Committee.
9. Sports Equity
(a) The Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the definitions of sports equity, including fairness in sport, equality of access, recognising inequalities and taking steps to address them. It includes changing the culture and structure of sport to ensure that it becomes accessible to everyone in society.
(b) The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of Rugby Football, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality and social/economic status.
(c) The Club is committed to everyone having the right to enjoy Rugby Football in an environment free from threat of intimidation, harassment or abuse.
(d) All Club members have a responsibility to oppose discriminatory behaviour and to promote equality of opportunity.
(e) The Club will deal with any incidence of discriminatory behaviour seriously, according to Club disciplinary procedures.
10. Discipline and Appeals
(a) The Club disciplinary procedure will be managed within the framework of RFU Regulation 19.
19.1.5. states the following:
“The overriding objective of RFU Regulation 19 is to maintain and promote fair play, protect the health and welfare of Players (and others involved in the Game), ensure that acts of Foul Play and Misconduct (on and off the field of play) are dealt with expeditiously and fairly by independent means within the Game and that the image and reputation of the Game is not adversely affected.”
(b) All disciplinary panels will consist of a Chairperson, a Panel Disciplinary Secretary and two Panel members, and shall be selected from the nominated internal disciplinary group as directed by the Management Committee.
(c) All concerns, allegations or reports of poor practice or abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the Club’s child protection policy and procedures. The Club Safeguarding Officer is the lead contact for all members in the event of any child protection concerns.
(d) All complaints regarding the behaviour of members should be presented and submitted in writing to the Honorary Secretary.
(e) The Management Committee will meet to hear complaints within 14 days of a
complaint being lodged. The Committee has the power to take appropriate disciplinary action, including the termination of membership.
(f) The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made, within 7 days of the hearing.
(g) There will be the right of appeal to the Management Committee following disciplinary action being announced. The Committee should consider the appeal within 7 days of the Honorary Secretary receiving the appeal.
(h) Any person causing damage to Club property shall make good or replace it to the satisfaction of the Management Committee.
(i) The Management Committee may make Byelaws consistent with these Rules which will be complied with by all members. These will be as deemed necessary for the efficient management of the Club.
(a) The Club Treasurer will be responsible for the finances of the Club.
(b) The financial year of the Club will run from 1st March and end on 28th (29th) February.
(c) All Club monies will be banked in an account held in the name of the Club.
(d) A Financial Report will be presented by the Treasurer at the Annual General Meeting.
(e) Subject to the provisions of sub-section (c) of Rule 4, if at any time the Club in General Meeting shall pass a resolution authorising the General Committee to borrow money, the General Committee shall thereupon be empowered to borrow for the purpose of the Club, such amount of money either at one time or from time to time and at such rate of interest and in such form and manner and upon such security as shall be agreed by the General Committee, and thereupon the Trustees shall, at the direction of the General Committee make all such dispositions of the Club property or any part thereof and enter into such agreements in relation thereto as the General Committee may deem proper for giving security of such loans and interest. All members of the Club, whether voting on such resolution or not, and all persons becoming members of the Club after the passing of such resolution, shall be deemed to have assented to the same as if they had voted in favour of such resolution.
(f) Only the Management Committee shall have the power to give out orders to traders and others for goods necessary to carry out the purposes of the Club. The Management Committee may appoint such servants as may be necessary.
(g) Any profits that result from the Club’s operations are not distributed to individual members, but are used for the benefit of the Club as a whole.
12. Opening Hours
(a) The Club shall be opened as directed by the Management Committee.
(b) The hours for the permitted service of excisable goods shall be in accordance with Local Licencing Regulations.
13. Amendments to the constitution
(a) The constitution will only be changed through agreement by a majority vote at an AGM or EGM.
(a) A resolution to dissolve the Club can only be passed at an AGM or EGM and requires the consent of at least 95% of the membership.
(b) In the event of dissolution, all debts should be cleared with Club funds. Any assets
remaining following this will become the property of The Rugby Football Union.
NORTHAMPTON CASUALS RUGBY FOOTBALL CLUB hereby adopts and accepts this constitution as a current operating guide regulating the actions of its members.
Name Andrew Dimmock Position PRESIDENT
Name David Horner Position CHAIR
NORTHAMPTON CASUALS RUGBY FOOTBALL & SOCIAL CLUB
Policy Document for association with Constitution (Revised 2018)
Reference Constitution Section 3 sub-section (a)
The Management Committee may create new positions on the Committee as required in order to maintain the efficient management of the Club.
Reference Constitution Section 3 sub-section (b)
In the event that the PRESIDENT is unable to chair General Committee Meetings, the PRESIDENT-ELECT should take the chair.
Reference Constitution Section 6 sub-section (a)
Every candidate for membership, (excepting Mini and Junior members), shall be proposed and seconded only by Full Members, Hon Life Members, Hon Vice-Presidents or Vice-Presidents.
Mini and Junior membership will be carried out as directed by the Mini and Junior Management Committee.
All members of the Club shall be elected either by the Club in a General Committee Meeting or by the Management Committee, with or without any members added for that purpose.
Reference Constitution Section 6 sub-section (b)
Juniors, Colts and Associate Members shall be entitled to all the benefits of membership except that they shall not be qualified to be Officers of the Club, to be members of any committee or to vote.
Hon Life Members and Hon Vice Presidents shall be persons of distinction to be appointed by General Committee.
Reference Constitution Section 6 sub-section (f)
Vice-Presidents’ subscriptions are payable at any time between the Annual General Meeting and the 31st December following that meeting. Should Vice-Presidents fail to pay their subscription by the due date then they will cease to be a Vice-President.
Annual General Meetings and Extraordinary General Meetings
Reference Constitution Section 7 sub-section (b)
Notice of the Annual General Meeting will be given by the Hon Secretary to all members at least 28 days prior to the meeting.
Reference Constitution Section 7 sub-section (c)
(i) The President of the Club shall hold a deliberative as well as a casting vote at General meetings
(ii) Approval of the minutes requires a proposer, seconder, votes in favour and votes against. A majority is required in order to secure approval.
(iii) Approval of the Chair’s Management report requires a proposer, seconder, votes in favour and votes against. A majority is required in order to secure approval.
(iv) Approval of the Treasurer’s Finance report requires a proposer, seconder, votes in favour and votes against. A majority is required to secure approval.
(v) Confirmation of President and President-elect, (on recommendation from the General Committee), require a proposer, seconder, votes in favour and votes against. A majority is required to secure approval.
(vi) Confirmation of Club Captain does not require any voting. (The Club Captain is voted in at the Players meeting).
(vii) Election of Honorary Life members, Honorary Vice-presidents and Vice-Presidents do not require any voting. (Appointments are determined by General Committee).
(viii) Election of Management Committee positions require proposer, seconder, votes in favour and votes against. A Majority is required to confirm appointment.
(ix) Approval of Annual Subscriptions, (as recommended by the General Committee), require a proposer, seconder, votes in favour and votes against. A majority is required to confirm approval.
(x) Approval of Match subscriptions, (as recommended by the General Committee), require a proposer, seconder, votes in favour and votes against. A majority is required to confirm approval.
Proposed changes to the constitution can only be debated and voted upon if submitted to the Hon Secretary in writing at least 14 days prior to the meeting. Approval of any such changes require a proposer, seconder, votes for and votes against. A majority is required to confirm approval.
Any Other Business can only be discussed if submitted to the Hon Secretary in writing at least 14 days prior to the meeting. The approval of any proposals submitted require a proposer, seconder, votes for and votes against. A majority is required to confirm approval.
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