IWRFC Constitution

Rules of the Isle of Wight Rugby Limited

 

Constitution (2017).

 

  1. Isle of Wight Rugby Ltd is a company limited by guarantee. The company will be the trading affairs of a rugby club.  The name of the club shall be the ‘Isle of Wight Rugby Football Club’.
  2. The object of the Club shall be the playing and the promotion of amateur rugby football and the Club shall conform to the rules of the Rugby Football Union and shall be in membership with the Union and the Hampshire Rugby Football Union.

The club will

  • provide sporting facilities
  • have reasonable provision and maintenance of club-owned sports equipment
  • provide suitably qualified coaches
  • provision or reimbursement of the costs of coaching courses
  • provide insurance cover
  • provide medical treatment when required
  • give reimbursement of reasonable travel expenses incurred by players and officials travelling to away matches
  • give reasonable provision of post match refreshments for players and match officials
  • sell or supply food or drink as a social benefit which arises incidentally from the sporting purposes of the club
  1. The Club colours shall be predominantly navy blue and gold jerseys, navy blue shorts and socks of navy blue & gold. Alternative jerseys of predominantly red may be worn.
  2. The Limited company is made up of directors who will appoint a committee to the board. This committee will determine the membership structure of the club.  “Grandfather rights” shall be assumed by Honorary Life Members whose status will remain.  All other membership such as Vice-Presidents, Playing members, Non-Playing Members, Affiliate Members and Transient Members will be structured by the committee.

 

Code of Conduct

  1. The Club supports the playing of the game of rugby football in accordance with the spirit of good sportsmanship and fair play.
  2. In particular, the Club shall ensure that its members, in their playing of the game or in their general conduct, will at no time indulge in any unsporting behaviour or activities which could blemish the good name of the Club, the Rugby Football Union or the Hampshire Rugby Football Union or bring the reputation of the game into disrepute, namely: insulting opponents; making offensive remarks to the referee/touch judges or opposition supporters; deliberately feigning injury; taking property belonging to opponents or their club; publicly criticising the referee via the media; playing under the influence of excessive alcohol or drugs; making racial or racist remarks; or behaving in any way likely to cause offence (including to members of the public whilst travelling to, or from, a fixture).
  3. The club is an equal opportunities club and will not discriminate in any way due to race, religion, sexual orientation, gender, ethnicity or disability.

The club will

  • Eliminate unlawful discrimination, harassment and victimisation and other conduct prohibited by the Equality Act 2010.
  • Advance equality of opportunity between people who share a protected characteristic and those who do not.
  • Foster good relations between people who share a protected characteristic and those who do not.
  • Removing or minimising disadvantages suffered by people due to their protected characteristics.
  • Taking steps to meet the needs of people from protected groups where these are different from the needs of other people.
  • Encouraging people from protected groups to participate in rugby or in other rugby related activities where their participation is disproportionately low.
  1. Members shall be made aware that the Club could be held responsible/answerable to the Rugby Football Union or the Hampshire Rugby Football Union for the action of its members in respect of any misconduct such as outlined in rule 6 and 7 above.
  2. The Club shall discourage from selection any player who repeatedly infringes this code and in respect of any such player or member may hold an enquiry into any alleged breach and suspend or expel from membership any serious offender in accordance with Rule 34.

Officers and committees

  1. The directors of the Isle of Wight Rugby Ltd will structure the committee which will be made up of Officers of the club. This structure may be changed at the discretion of the majority of directors.
  2. The Permanent Officer positions of the club shall consist of President, Chairman, Honorary Secretary, Honorary Treasurer.
  3. The Committee are able to co-opt other members to ensure the business continuity of the club and / or Limited Company.
  4. The affairs of the Club shall be managed by Committee. A minimum of 5 will at a committee meeting are required for it to be quorate. The other members may be taken from the Honorary Membership Secretary, the Honorary Fixtures Secretary, the Honorary Team Secretary, the Club Coach, the Colts Manager, the Captains of the respective senior teams, and the Club Captain who may also be the Captain of the First Team. The General Committee shall have the power to create sub-committees, each of which shall consist of a Chairman who shall be a member of the General Committee and at least 2 other members who need not be members of the General Committee.
  5. The Committee shall be responsible for all arrangements in connection with the purchase and sale of excisable goods by the Club. Proper books of account augmented with all receipts for purchase, sale and stock count are to be maintained which shall be made available for inspection by the General Committee

 

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Appointment of Officers and Committee

  1. The Officers of the Club shall be elected by ballot at each Annual General Meeting (subject to the provisions of rule 16) and shall hold office until the next succeeding Annual General Meeting when they shall retire, but shall be eligible for re-election.
  2. Nominations for the position of an Officer or member of the General Committee must be received by the Honorary Secretary at least 14 days prior to the date of the Annual General Meeting. Each nomination must be made it writing and must contain the names of the proposer and seconder and the assent of the nominee. If there are insufficient valid nominations to fill all the required positions or if vacancies occur during the year, the Committee shall subsequently have power to fill any vacancy by co-option.

Committee Meetings

  1. The General Committee shall meet on the first Thursday in each month or at such other times as it may decide. Sub-committees shall meet as and when required.
  2. The quorum necessary for the transaction of business by the Committee shall be 5 of its members.

Directors

  1. The property of the Limited Company shall be vested in 3 Directors none of whom shall at the same time be the Honorary Secretary or the Honorary Treasurer of the Club.
  2. The Directors shall be members of the Club and shall remain in office until they shall cease to be members of the Club, retire from directorship, or until a majority of the Committee nominate a new Director in their place.
  3. The Directors shall deal with the property of the Club as instructed by resolution of the Committee. No profits are to be dispersed amongst the membership. Any operating profit is to be reinvested into the club by way of maintenance, promotion of the sport, development of the house and grounds, development of the membership or playing base, facilities used for the sport.  Alternatively the funds may be held in reserve until such time as a resolution is agreed upon by the Committee.
  4. On dissolution of the club. Should this event occur, any net assets of the club will be dispersed as decided upon by the Committee.  There are three options available to the Committee
  • the purposes of the sport’s governing body for use in the related community sport, for which the club existed
  • the purposes of another CASC
  • the purposes of a charity

Any unspent grant monies that may be applicable at the time will be returned to the grant making body prior to the committee’s verdict on how to disperse net assets.

Election of Members.

  1. Candidates for membership may be self nominated and shall be elected by a simple majority of the Committee. The choice of which membership status the member will be jointly made by the Committee and the individual applying for membership.  (see rule 4) The club will not discriminate against anyone wishing to join. (see rule 7) and is open to the whole community.
  2. Applications for membership must be made on the special application form provided, and obtainable from the Honorary Membership Secretary. Assistance in the completion of this form may be requested if the candidate, for whatever reason, is unable to do so by themselves. The candidates name and address together with the names of references from existing club members shall be made available to the Committee. No candidate shall be admitted to any of the privileges of membership until elected as a member.
  3. A copy of these rules shall be made available to new members / members and are displayed within the Club House, on the Club’s Website and by application to the Committee. New members will be directed to these rules on their inception.
  4. Honorary Life Members may only be elected upon the nomination of the Committee.
  5. Every member, other than Transient Members shall have the same rights including the ability to vote and stand for election as an officer or member of the General Committee. Transient Members are to be given the choice of becoming full members at every opportunity.  Once they are full members they will be eligible to the same rights as other members.

Subscriptions and match fees

  1. Annual subscriptions and playing members match fees shall be of such amount as shall be decided by the members at the Annual General Meeting and shall apply for the ensuing year. These fees will be levied at such a rate or time scale so that no individual is excluded from being able to become a member.
  2. All members other than Honorary Life Members, shall pay an annual subscription. The first such subscription shall be payable on election and thereafter without demand on the 1st September every year. Although the subscriptions become due on the 1st September, playing members have 2 choices of methods of payment. They may pay the full amount due in full before 31st October, or they may pay 12 equal instalments via standing order starting on 1st September. A decision on which method has been chosen by the player must be notified to the Honorary Membership Secretary prior to the 1st September.
  3. A playing member who fails to pay his subscription by the due date prescribed above shall thereafter cease to be eligible for selection and shall be notified to this effect.
  4. A Vice-President or Non-Playing member who fails to pay his or her subscription by 30th November shall be reminded that his or her subscription is overdue.
  5. Any member who has not paid his or her subscription by 31st December shall at the discretion of the General Committee have his or her name posted on the club notice board.
  6. The General Committee shall have power to terminate the membership of any member who has not paid his or her subscription by 31st January.
  7. No member whose subscription is in arrears shall have the use of the club premises or have a vote at any meeting of the club.
  8. Membership fees and methods of collection for Transient Members for the ensuing year will agreed at the Annual General Meeting. Transient members are to be given the choice to become full members, as such they will become eligible to the rights to vote.

 

 

Resignation and Expulsion

  1. Any member intending to resign from the Club shall notify his or her intention in writing to the Honorary Membership Secretary on or before 31st October. Failure to so notify may render the member liable for the annual subscription for the ensuing year.
  2. If any member shall wilfully infringe the Club rules or bye-laws, or in the opinion of the Committee shall be guilty of misconduct injurous to the character and interests of the club, the Committee shall through the Honorary Secretary call upon such member to furnish it with an explanation within a reasonable  stated time. If no explanation is forthcoming within the stated time, or if after due consideration the Committee are of the opinion that any explanation offered is insufficient or unsatisfactory it shall have power to suspend and or expel the member from the club. The decision to suspend or expel a member shall be agreed to in a secret ballot by at least two thirds of the members of the Committee present at the meeting.

Meetings of Members

  1. The Annual General Meeting for the transaction of the club’s ordinary annual business shall be held at the discretion of the committee; this will be no later than June 15th. The date appointed for this meeting shall be posted on the club notice board and advertised on the Club’s website and other social media 21 days prior to the meeting. The agenda and a basic statement of the club’s income and expenditure shall be made available to all members attending the meeting and on request, will be made available to members on request 7 days prior to the date of the meeting.
  2. Any resolution for consideration by the Annual General Meeting not relating the ordinary annual business of the meeting shall be submitted in writing with the name of the proposer and seconder to reach the Honorary Secretary within the preceeding 7 days of the agreed date the meeting. The Honorary Secretary shall forthwith post a copy of all such resolutions within the published minutes of the Annual General Meeting.
  3. At the discretion of the Chairman other resolutions may be tabled at the Annual General Meeting. Due to the immediacy of the proposal the Chairman is able to defer the vote either to a later time or for the Committee to preside over.
  4. An Extraordinary General Meeting may be called by the Committee or on the written request of not less than fifteen members, none of whom shall be members of the Committee or one fifth of the total number of club members if this is less. Not less than twenty one days notice shall be given to all members prior to the appointed date of the meeting, such notice specifying in the form of a resolution or resolutions the subject or subjects to be discussed. No other business other than the specified subject or subjects to be discussed shall be transacted at an Extraordinary General Meeting.
  5. The date, time and place of all General Meetings shall be appointed by the General Committee.
  6. The quorum necessary for the transaction of business at a General Meeting shall be 20 members. If a quorum is not present the meeting shall stand adjourned for 7 days, when the quorum shall again be twenty members.
  7. At a General Meeting, the President of the Club shall be the Chairman of the meeting. If the President is not in attendance, the most Senior Officer of the Club shall be appointed Chairman of the meeting. Once the election of the Chairman has taken place the Chairman will continue with the chairing of the meeting. Minutes of the General Meetings will be taken and published.

Accounts and Audit.

  1. The Honorary Treasurer shall at all times cause proper books of account to be maintained. At the AGM, the Honorary Treasurer shall inform the members of the date the full accounts will be ready and available to be requested by members.
  2. The club’s books and accounts shall be audited as per the recommendations pertaining to established accounting standards by an auditor who shall be appointed at the discretion of the Committee.
  3. The honorary Treasurer will be invested the powers on behalf of the Committee and Directors of the Limited Company to submit the accounts, as required, to any third party for the continuation of Club business.

Sale of Excisable Goods to Members

  1. The sale of intoxicating liquors will be in accordance with the licensing of the premises by the local authority.
  2. The Club Bar shall be managed by the Bar Manager, appointed by the Committee, who shall on the authority of the Committee, determine from time to time the prices at which intoxicating liquors shall be sold to members. The bar opening hours for the supply and sale of intoxicating liquor on weekdays other than Christmas Day and Good Friday shall be between 10.30am and 11.40pm. The hours for Sundays, Christmas Day and Good Friday shall be between 11.00am and 3.00pm and between 7.00pm and 10.30pm. Drinking-up time is the period of 20 minutes after the normal closing time, during which period a member or his or her guest may consume the drink supplied during the permitted hours, but may not purchase or be supplied with any more alcohol.
  3. No person under the age of 18 years shall be supplied with or consume intoxicating liquor on the club premises.

Bye-laws

  1. The general committee shall have powers to make, rescind and alter from time to time as they see fit bye-laws for the regulation of the club. A copy of any such bye-laws for the time being in force shall at all times be posted on the club notice board.

Visitors

  1. Any visitor to the Club will be entitled to avail themselves of the facilities of the club and intoxicating liquor may be sold to or for consumption on the club premises to such persons, providing they are over eighteen years of age.
  2. Alcohol not purchased or provided by the Club will be allowed to be consumed on the ground or in the premises.
  3. The behaviour and conduct of the visitors will be commensurate with that expected of Club Members. The Club reserves the right to refuse an individual the sale of alcohol and / or restrict the use of club facilities at the discretion of the bar manager, bar staff, or committee member.

 

Exclusion of Liability

  1. Neither the club nor any officer or member of the Committee shall be liable to any member, guest or visitor for any loss or damage to any property occurring from whatever cause in or about the club premises, nor any injury sustained by any member, guest or visitor whilst on or entering or leaving the club premises.

Alteration of Rules

  1. The rules of the club may only be changed at an Annual General Meeting or an Extraordinary Meeting of members. Any resolution for the addition, alteration or deletion of any rule shall be submitted and dealt with in accordance with rules 39 & 40 and shall require a majority in its favour of not less than two thirds of the votes cast.