Preamble
The club is organized under the authority of Capital Rugby Union and is operated exclusively to promote and foster the growth of Rugby Union Football and to educate the players and the public in the game of Rugby Union as played under the laws of the International Rugby Board.
Article I: Name
The name of the club shall be the Western Suburbs Rugby Football Club, herein referred to as "The Club."
Article II: Members
Section 2.01. Qualification of Members.The membership of the club shall be composed principally of people interested in participating in the activities of the club. Members will be designated as associate members, playing members, and social members. The Club may designate lifetime Honorary membership to people who have given special services to the Club.
Section 2.02. Representation.Each playing, associate, and Honorary member shall be entitled to attend any meeting of the members and shall have one vote. Social members may attend meetings, but they are not entitled to vote.
Article III: Meetings of Members
Section 3.01. Regular Meetings.A Regular Meeting shall be held at the beginning and/or end of the fall and spring seasons. The exact date of these meetings shall be set by the President, and called by the Secretary.
Section 3.02. Special Meetings.A Special Meeting of the members may be called at any time and for any purpose by the President or by the Executive Committee (as defined in section 4.02) and shall be called by the Secretary upon the request of at least one-third of the members entitled to vote. Every such request shall state the purpose of such meeting.
Section 3.03. Place of meetings.All regular meetings of the members shall be held at such time and at such place as may be fixed by the membership entitled to vote.
Section 3.04. Notice of meetings.Notice of the place, date, hour and purposes of the regular and special meetings shall be given personally, posted to the Club's website (www.rugbyfootball.com, by mail or e-mail to each member, not less than 7 days prior to the meeting.
Section 3.05. Quorum and Adjournment.At all meetings of members, one-third of the members present in person or by proxy shall be requisite for and shall constitute a quorum for the transaction of the affairs of the Club.
Section 3.06. Vote of Members.Whenever any action is to be taken by vote of the members, it shall be authorized by a majority of the votes cast by the members entitled to vote and present in person or by proxy at a duly constituted meeting of the members.
Article IV: Officers
Section 4.01. Election of Officers.Officers shall be elected by majority vote of the members entitled to vote. Elections shall be by ballot however, elections may be conducted in any manner approved by members which can include voting by counting a show of hands present at a Regular Meeting as defined in Section 3.01.
Section 4.02. Number, Qualifications and Term of Office.The Officers are the President, Vice-President, Secretary, Treasurer, Match Secretary, and Director of Youth Rugby. The Officers as a group shall be referred to as the Executive Committee. Officers must be members of the club in good standing, and shall be elected to hold office for a term of one year. Any Officer can serve for one or more terms. All Officers shall be at least 18 years old.
Section 4.03. Annual Meeting of the Executive Committee.An annual meeting of the Executive Committee shall be held each year prior to the beginning of the Spring season. Notice of this meeting must be given not less than 7 days prior to the date of said meeting in accordance with Section 3.04. Waiver of notice may be made if all members of the Board agree. Any Field Officer may attend any meeting of the Executive Committee. A Field Officer cannot vote, however, on matters under the authority of the Executive Committee.
Section 4.04. Special Meetings of the Executive Committee.Special Meetings of the Executive Committee shall be held whenever called by the President, or by any two officers. Notice of any Special Meeting, stating the purpose, place and date of the meeting, shall be given to each officer and Field Officer at least three days prior to the meeting, personally, in writing, by mail, or by e-mail.
Section 4.05. Place of Meetings, Regular or Special Meetings of the Executive Committee shall be held at any place as may be determined by the Board of Officers.
Section 4.06. Quorum and Manner of Acting.Three of the members of the Executive Committee must be present in person to constitute a quorum for the transaction of Club affairs. Each Officer shall be entitled to one vote. The vote of a majority of the Officers shall be the act of the Executive Committee. However, if only three officers are present to constitute the quorum, a unanimous vote of all three members shall be the act of the Executive Committee. A simple majority of officers present, may adjourn any meeting to another time and place.
Section 4.07. Resignations.Any Officer may resign at any time by given written notice to the Executive Committee, the President, or the Secretary of the Club. Such resignation shall take effect at the time specified therein. And the acceptance of such resignation shall not be necessary to make it effective.
Section 4.08. Vacancies.Any vacancy occurring in the Executive Committee by reason of death, resignation, retirement or disqualification shall be filled by vote of a majority of the remaining Officers within 2 weeks of such vacancy. Any Officer filling a vacancy will serve only the remaining term of the departed Officer.
Section 4.09. Time of Elections.Officers of the Executive Committee shall be elected by the general membership after the conclusion of the Fall season at a Regular Meeting. Their terms shall be for one full year.
Section 4.10. Removal of Officers.Any Officer may be removed at any time with or without cause by a two-thirds vote of the members entitled to vote at any meeting.
Section 4.11. General Powers of the Executive Committee.The Executive Committee shall administer all the affairs of the Club, define its strategy and direction, and set annual goals for its competitive teams. It may make or cause to be made for the Club, in its name, any description of contract that the Club may lawfully enter into, and it may generally exercise all such powers which the Club, by the Articles of Incorporation or otherwise, is authorized to exercise, except such powers as are reserved to the members
No purchase of real property nor sale, mortgage, or lease of its real property shall be made by the Club unless authorized by a vote of at least two-thirds of the whole number of members voting in person or by written proxy at a duly constituted meeting.
Any action of the Executive Committee at an Annual or Special Meeting (as defined in sections 4.04 and 4.05) may be over-ruled by a majority of the members. The option of overruling by majority vote of the members shall be declared as proper notice by an Officer at the meeting.
Any decision made at an Annual or Special Meeting (as defined in sections 4.04 and 4.05) shall be conveyed personally, by mail, by e-mail or posted to the Club's website (www.rugbyfootball.com) to members of the Club as proper notice of said decision. If at least one-third of members object to a decision at said Special Meeting, a Regular Meeting (as defined in section 3.01) shall then be held wherein a majority vote will overturn or approve said decision.
Article V: Powers and Duties of Officers
Section 5.01. Office of President.The President shall be active in all aspects of club activities, and should be highly visible to Club members. It will be the duty of the President to preside over meetings of the members and to act as Chairperson of the Executive Committee, to supervise Club officers and Committees in the performance of their duties, to act as liaison to the Capital Rugby Union, and to supervise other Club functions and responsibilities which are carried out within the Club's jurisdiction. Specifically, the President should:
Section 5.03. Office of Secretary.It will be the duty of the Secretary to call all meetings of the members and the Executive Committee that have been arranged by the President. The Secretary will also record and distribute minutes of the meetings to appropriate members. Specifically, the Secretary should:
Article VI: Field OfficersSection 6.01. Field Officers. For each divisional team entered into union competition, there will be up to five Field Officers - a Coach, optionally an Assistant Coach Selector, a Team Captain, a Team Vice Captain and a Team Selector. The Executive Committee shall select the Coach, who will be accountable for the team’s annual goals. With the Executive Committee’s approval, the Coach may invest an assistant coach with selection privileges, naming them Assistant Coach Selector. The club members shall elect the Team Captain, Team Vice Captain, and Team Selector. The Field Officers for each team constitute that team’s Selection Committee and in that role are known as selectors.
Section 6.02. Terms of Office. Field Officers shall be selected or elected at the beginning of the Fall Season, and shall hold office for one full year.
Section 6.03. Removal.Any Field officer may be removed at any time with or without cause by a two-thirds vote of the members entitled to vote.
Section 6.04. Vacancies.If any vacancy shall occur in any position, the Executive Committee may temporarily appoint a successor as a Field officer to fill such vacancy, or a special election shall be held to fill the vacancy. Special election of Field Officers require only a quorum, and may be held at any regular gathering of the members (e.g., any regularly scheduled practice or match).
Article VII: Powers and Duties of Field OfficersSection 7.01. General Powers and Duties of Field Officers. The Field officers as a group shall determine the method and time of practice, method of play to be emphasized, and shall make selections to their playing sides. If necessary, selections shall be determined by a majority vote of the Selection Committee. In the case of a tie, the Coach will make the selection. All Field Officers should make every effort to attend all practices and games.
Section 7.02. Position of Coach.The individual duties and responsibilities of the Coach are as follows:
Section 7.06. Position of Team Vice Captain. The duties and responsibilities of the Team Co-Captain are as follows:
Section 8.01. Adoption of Committees.The Executive Committee shall have the power to appoint committees and committee chairpersons to assume responsibilities conferred to said committees.
Section 8.02. Field Committee.A Field Committee should be established, having three members, with one member being appointed as Committee Chairperson. This Committee will have the responsibility of maintaining the pitch, including the painting and marking of pitch boundaries prior to each home game. This Committee will work in conjunction, and be answerable to the Vice-President.
Section 8.03. Social Committee.A Social Committee should be established, having three members, with one member being appointed as Committee Chairperson. This Committee will have the responsibility of booking parties for Home matches, setting up the End-of-the-Year Party/Banquet, and for overseeing general social aspects of the Club. This Committee will be directly supervised by the President.
Article IX: Renumeration of Officers
Section 9.01. No elected officer of the Club shall receive, directly or indirectly, any salary, compensation or emolument from the Club, either as such officer or in any other capacity, except by a majority vote of the Executive Committee.
Article X: Finances
Section 10.01. Dues.Each member will pay a season dues as specified by the Treasurer. All net proceeds from events sponsored and approved solely by the Club shall be retained by the Club. Dues for associate and playing members shall be identical. Dues for social members shall be one-half the regular dues.
Section 10.02. Contracts and Checks.All deeds, documents, transfers, contracts, bonds, checks, and bills requiring execution by the Club shall be signed only under the appropriate authority given by the Executive Committee, which shall be evidenced by appropriate resolutions of the Members.
Article XI: Fiscal Year
Section 11.01. The Fiscal year will end on the last day the calendar year.
Article XII: Colors
Section 12.01.The colors of the Club shall be Black and White.
Article XIII: Repeal and Adoption
Section 13.01.The By-Laws may be amended, repealed, or adopted by vote of two-thirds of the Members present at a duly constituted meeting. A copy of any proposed amendments must be included in the notice of the meeting and be available to members at a duly constituted meeting. A copy of the adopted by-laws shall be available on the club web site at all times.
Article XIV: Selection
Section 14.01. The club will publish a selection policy on our website. The selection policy and its amendments will be approved by a majority vote of the Executive Officers and Field Officers at any Executive Meeting.
The club is organized under the authority of Capital Rugby Union and is operated exclusively to promote and foster the growth of Rugby Union Football and to educate the players and the public in the game of Rugby Union as played under the laws of the International Rugby Board.
Article I: Name
The name of the club shall be the Western Suburbs Rugby Football Club, herein referred to as "The Club."
Article II: Members
Section 2.01. Qualification of Members.The membership of the club shall be composed principally of people interested in participating in the activities of the club. Members will be designated as associate members, playing members, and social members. The Club may designate lifetime Honorary membership to people who have given special services to the Club.
Section 2.02. Representation.Each playing, associate, and Honorary member shall be entitled to attend any meeting of the members and shall have one vote. Social members may attend meetings, but they are not entitled to vote.
Article III: Meetings of Members
Section 3.01. Regular Meetings.A Regular Meeting shall be held at the beginning and/or end of the fall and spring seasons. The exact date of these meetings shall be set by the President, and called by the Secretary.
Section 3.02. Special Meetings.A Special Meeting of the members may be called at any time and for any purpose by the President or by the Executive Committee (as defined in section 4.02) and shall be called by the Secretary upon the request of at least one-third of the members entitled to vote. Every such request shall state the purpose of such meeting.
Section 3.03. Place of meetings.All regular meetings of the members shall be held at such time and at such place as may be fixed by the membership entitled to vote.
Section 3.04. Notice of meetings.Notice of the place, date, hour and purposes of the regular and special meetings shall be given personally, posted to the Club's website (www.rugbyfootball.com, by mail or e-mail to each member, not less than 7 days prior to the meeting.
Section 3.05. Quorum and Adjournment.At all meetings of members, one-third of the members present in person or by proxy shall be requisite for and shall constitute a quorum for the transaction of the affairs of the Club.
Section 3.06. Vote of Members.Whenever any action is to be taken by vote of the members, it shall be authorized by a majority of the votes cast by the members entitled to vote and present in person or by proxy at a duly constituted meeting of the members.
Article IV: Officers
Section 4.01. Election of Officers.Officers shall be elected by majority vote of the members entitled to vote. Elections shall be by ballot however, elections may be conducted in any manner approved by members which can include voting by counting a show of hands present at a Regular Meeting as defined in Section 3.01.
Section 4.02. Number, Qualifications and Term of Office.The Officers are the President, Vice-President, Secretary, Treasurer, Match Secretary, and Director of Youth Rugby. The Officers as a group shall be referred to as the Executive Committee. Officers must be members of the club in good standing, and shall be elected to hold office for a term of one year. Any Officer can serve for one or more terms. All Officers shall be at least 18 years old.
Section 4.03. Annual Meeting of the Executive Committee.An annual meeting of the Executive Committee shall be held each year prior to the beginning of the Spring season. Notice of this meeting must be given not less than 7 days prior to the date of said meeting in accordance with Section 3.04. Waiver of notice may be made if all members of the Board agree. Any Field Officer may attend any meeting of the Executive Committee. A Field Officer cannot vote, however, on matters under the authority of the Executive Committee.
Section 4.04. Special Meetings of the Executive Committee.Special Meetings of the Executive Committee shall be held whenever called by the President, or by any two officers. Notice of any Special Meeting, stating the purpose, place and date of the meeting, shall be given to each officer and Field Officer at least three days prior to the meeting, personally, in writing, by mail, or by e-mail.
Section 4.05. Place of Meetings, Regular or Special Meetings of the Executive Committee shall be held at any place as may be determined by the Board of Officers.
Section 4.06. Quorum and Manner of Acting.Three of the members of the Executive Committee must be present in person to constitute a quorum for the transaction of Club affairs. Each Officer shall be entitled to one vote. The vote of a majority of the Officers shall be the act of the Executive Committee. However, if only three officers are present to constitute the quorum, a unanimous vote of all three members shall be the act of the Executive Committee. A simple majority of officers present, may adjourn any meeting to another time and place.
Section 4.07. Resignations.Any Officer may resign at any time by given written notice to the Executive Committee, the President, or the Secretary of the Club. Such resignation shall take effect at the time specified therein. And the acceptance of such resignation shall not be necessary to make it effective.
Section 4.08. Vacancies.Any vacancy occurring in the Executive Committee by reason of death, resignation, retirement or disqualification shall be filled by vote of a majority of the remaining Officers within 2 weeks of such vacancy. Any Officer filling a vacancy will serve only the remaining term of the departed Officer.
Section 4.09. Time of Elections.Officers of the Executive Committee shall be elected by the general membership after the conclusion of the Fall season at a Regular Meeting. Their terms shall be for one full year.
Section 4.10. Removal of Officers.Any Officer may be removed at any time with or without cause by a two-thirds vote of the members entitled to vote at any meeting.
Section 4.11. General Powers of the Executive Committee.The Executive Committee shall administer all the affairs of the Club, define its strategy and direction, and set annual goals for its competitive teams. It may make or cause to be made for the Club, in its name, any description of contract that the Club may lawfully enter into, and it may generally exercise all such powers which the Club, by the Articles of Incorporation or otherwise, is authorized to exercise, except such powers as are reserved to the members
No purchase of real property nor sale, mortgage, or lease of its real property shall be made by the Club unless authorized by a vote of at least two-thirds of the whole number of members voting in person or by written proxy at a duly constituted meeting.
Any action of the Executive Committee at an Annual or Special Meeting (as defined in sections 4.04 and 4.05) may be over-ruled by a majority of the members. The option of overruling by majority vote of the members shall be declared as proper notice by an Officer at the meeting.
Any decision made at an Annual or Special Meeting (as defined in sections 4.04 and 4.05) shall be conveyed personally, by mail, by e-mail or posted to the Club's website (www.rugbyfootball.com) to members of the Club as proper notice of said decision. If at least one-third of members object to a decision at said Special Meeting, a Regular Meeting (as defined in section 3.01) shall then be held wherein a majority vote will overturn or approve said decision.
Article V: Powers and Duties of Officers
Section 5.01. Office of President.The President shall be active in all aspects of club activities, and should be highly visible to Club members. It will be the duty of the President to preside over meetings of the members and to act as Chairperson of the Executive Committee, to supervise Club officers and Committees in the performance of their duties, to act as liaison to the Capital Rugby Union, and to supervise other Club functions and responsibilities which are carried out within the Club's jurisdiction. Specifically, the President should:
- Organize monthly meetings for Officers during the season as needed.
- Organize general membership meetings at the beginning of the Fall and Spring season.
- Appoint a Governor to the Capital Rugby Union, with the consent of the Executive Committee.
- Organize annual meetings for the Executive Committee and the general membership.
- Arrange for transportation to Away Games, if deemed necessary.
- Maintain and inventory all field equipment.
- Maintain and inventory all club uniforms.
- Arrange for use and lining of pitches for games and practices.
Section 5.03. Office of Secretary.It will be the duty of the Secretary to call all meetings of the members and the Executive Committee that have been arranged by the President. The Secretary will also record and distribute minutes of the meetings to appropriate members. Specifically, the Secretary should:
- Collect information for a club roster, and distribute this data appropriately.
- Assist in the maintenance of the Club website, including preparing club news for the What's New web page, and distribute club-sensitive communications via email distributions as necessary.
- Publish a full financial report Semi-annually, wherein at least one report is available to members attending a Regular Meeting.
- Collect all dues from members at the beginning of each season, and prepare reports for Field Officers.
- Monitor the USA Rugby CIPP registration as part of the dues collection process.
- Set the playing schedule for the upcoming year.
- Verify Referees for all Home matches.
- Verify upcoming matches at least one week from the scheduled date.
- Provide directions to opposition sides and referees for the fields of play.
- Report scores to the Capital Rugby Union.
Article VI: Field OfficersSection 6.01. Field Officers. For each divisional team entered into union competition, there will be up to five Field Officers - a Coach, optionally an Assistant Coach Selector, a Team Captain, a Team Vice Captain and a Team Selector. The Executive Committee shall select the Coach, who will be accountable for the team’s annual goals. With the Executive Committee’s approval, the Coach may invest an assistant coach with selection privileges, naming them Assistant Coach Selector. The club members shall elect the Team Captain, Team Vice Captain, and Team Selector. The Field Officers for each team constitute that team’s Selection Committee and in that role are known as selectors.
Section 6.02. Terms of Office. Field Officers shall be selected or elected at the beginning of the Fall Season, and shall hold office for one full year.
Section 6.03. Removal.Any Field officer may be removed at any time with or without cause by a two-thirds vote of the members entitled to vote.
Section 6.04. Vacancies.If any vacancy shall occur in any position, the Executive Committee may temporarily appoint a successor as a Field officer to fill such vacancy, or a special election shall be held to fill the vacancy. Special election of Field Officers require only a quorum, and may be held at any regular gathering of the members (e.g., any regularly scheduled practice or match).
Article VII: Powers and Duties of Field OfficersSection 7.01. General Powers and Duties of Field Officers. The Field officers as a group shall determine the method and time of practice, method of play to be emphasized, and shall make selections to their playing sides. If necessary, selections shall be determined by a majority vote of the Selection Committee. In the case of a tie, the Coach will make the selection. All Field Officers should make every effort to attend all practices and games.
Section 7.02. Position of Coach.The individual duties and responsibilities of the Coach are as follows:
- Accountable for team annual goals.
- Final responsibility for methods of training and practicing.
- Ultimate authority for method of decision-making on the field of play.
- Selector.
- With the coach, accountable for team annual goals.
- Assists the coach with developing the methods of training and practicing.
- Reinforces the method of decision-making on the field of play.
- Selector.
- Assist the Coach and staff in the achievement of annual goals.
- Selector.
- Assist the Coach and staff in the achievement of annual goals.
- Represent the team and make decisions on the field of play.
- Selector.
Section 7.06. Position of Team Vice Captain. The duties and responsibilities of the Team Co-Captain are as follows:
- Assist the Coach and staff in the achievement of annual goals.
- If the captain is unavailable, represent the team and make decisions on the field of play.
- Selector.
Section 8.01. Adoption of Committees.The Executive Committee shall have the power to appoint committees and committee chairpersons to assume responsibilities conferred to said committees.
Section 8.02. Field Committee.A Field Committee should be established, having three members, with one member being appointed as Committee Chairperson. This Committee will have the responsibility of maintaining the pitch, including the painting and marking of pitch boundaries prior to each home game. This Committee will work in conjunction, and be answerable to the Vice-President.
Section 8.03. Social Committee.A Social Committee should be established, having three members, with one member being appointed as Committee Chairperson. This Committee will have the responsibility of booking parties for Home matches, setting up the End-of-the-Year Party/Banquet, and for overseeing general social aspects of the Club. This Committee will be directly supervised by the President.
Article IX: Renumeration of Officers
Section 9.01. No elected officer of the Club shall receive, directly or indirectly, any salary, compensation or emolument from the Club, either as such officer or in any other capacity, except by a majority vote of the Executive Committee.
Article X: Finances
Section 10.01. Dues.Each member will pay a season dues as specified by the Treasurer. All net proceeds from events sponsored and approved solely by the Club shall be retained by the Club. Dues for associate and playing members shall be identical. Dues for social members shall be one-half the regular dues.
Section 10.02. Contracts and Checks.All deeds, documents, transfers, contracts, bonds, checks, and bills requiring execution by the Club shall be signed only under the appropriate authority given by the Executive Committee, which shall be evidenced by appropriate resolutions of the Members.
Article XI: Fiscal Year
Section 11.01. The Fiscal year will end on the last day the calendar year.
Article XII: Colors
Section 12.01.The colors of the Club shall be Black and White.
Article XIII: Repeal and Adoption
Section 13.01.The By-Laws may be amended, repealed, or adopted by vote of two-thirds of the Members present at a duly constituted meeting. A copy of any proposed amendments must be included in the notice of the meeting and be available to members at a duly constituted meeting. A copy of the adopted by-laws shall be available on the club web site at all times.
Article XIV: Selection
Section 14.01. The club will publish a selection policy on our website. The selection policy and its amendments will be approved by a majority vote of the Executive Officers and Field Officers at any Executive Meeting.