YORK RAILWAY INSTITUTE RUGBY UNION FOOTBALLL CLUB

CONSTITUTION OF: YORK RAILWAY INSTITUTE RUGBY UNION FOOTBALL CLUB

NEW LANE, ACOMB, YORK YO42 4NT

1. NAME OF THE CLUB

1.1 The name of the club shall be York Railway Institute Rugby Union Football Club, herein called York RI or the Club. York RI RUFC is a constituent part of York RI CIO and operates in line with its charitable purposes and policies.

2. AIMS OF THE CLUB

2.1 The aims of the Club are:

a.  To facilitate the playing & practice of Rugby Union in all its forms

b.  To 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.

c.  To foster the development of members as players, coaches, referees and individuals

d.  To provide a forum to for members to interact and socialise through playing and non-playing activities

e.  To assist Club members to represent the Club at a higher level

3. MEMBERSHIP OF THE CLUB

3.1 Membership of the Club shall be open to all.

3.2 There are three categories of membership of the Club:

a.  Playing Member

b.  Social Member

c.  Life Member

3.3 All members are bound by this constitution

3.4 Playing and Social membership shall be obtained by paying the appropriate fee each year, which is set by the Club Committee.

3.5 Life membership is bestowed on recipients for life. A motion to confer Life membership on any person must be proposed at a General Meeting and carried by a two-thirds majority.

4. THE COMMITTEE

4.1 The Club shall have a governing Committee; all individuals serving on the Committee must be full members of York RI.

4.3 Committee decisions shall be decided by majority voting. The vote shall be preceded by debate on the topic. A quorum shall be 50% plus one of the elected officers which currently stands at 11 officers

4.4 The Committee shall endeavour to meet on a Monthly basis where practical during the season. Minutes shall be produced and circulated to all Committee members plus the New Lane site Committee.

4.5 The Chairman shall cast the deciding vote in the event of hung decision.

4.6 The Committee shall consist of at least the:

Chairman

Vice Chairman

Hon Secretary

Hon Treasurer

Social Secretary

Fixture Secretary

Head Coach

Captain

Ladies Manager

Youth Chairman

Youth Manager

4.7 The Committee shall be elected democratically at the Annual General Meeting (AGM) or Extraordinary General Meeting (EGM) of the Club.

4.8 The term of office of these elected officers shall be one year

5. ELECTION OF THE COMMITTEE

5.1 The Committee members shall be democratically elected at an Annual General Meeting (AGM) of the Club

5.2 To seek election to the Committee each candidate must have 2 nominations by current members of the club.

6. DUTIES OF THE COMMITTEE

6.1 The Chairman shall be the chief officer of the Club and shall chair all meetings of the Club and its Committee. The Chairman shall protect the aims of the Club and guide its progression. They should maintain order and preserve decorum and construe to enforce the constitution. The Chairman possesses the casting vote except in matters pertaining to him/her, or in matters where it can be shown that the Chairman has a vested interest to the extent that he/she cannot represent objectively the best interests of the Club.

6.2 The Treasurer shall be responsible for all financial matters pertaining to the activities of the Club. The Treasurer shall keep an accurate record of the income and expenditure of the Club and shall make reports on a regular basis to the Committee and all other relevant bodies. The Treasurer must prepare accounts and budgets for the Club.

6.3 The Secretary shall be responsible for all correspondence pertaining to Club activities. The Secretary shall be acting chairperson in the absence of the Chairperson. The Secretary is responsible for all non-financial records of the Club. The Secretary where possible shall represent the Club when dealing with bodies external to the Club and is responsible for the organisation of the club, its fixtures and logistics which pertain to the Club and its activities.

6.4 The Captain is responsible for the captaincy of the club’s teams; if he is unable to play he must appoint an agreed player to act in his place. He is responsible for the team on the pitch with regards to discipline, moral, liaising with officials and strategy as well as the normal duties of a captain of a Rugby Union team. The Captain is responsible for organising a team to play matches. If the captain is not available to play the vice captain will undertake these duties.

6.5 The Head Coach shall be responsible for the way in which the teams are to play; ensuring that players that take the field are capable of doing so.

6.6 The Social Secretary is responsible for organising all social events for the Club membership including tours.

6.7 The Fixture Secretary shall be responsible for the arranging of fixtures for all teams. Also be responsible for organising referee appointments for all home fixtures.

6.8 Other members of the Committee shall have their duties agreed upon by the Committee and assigned to them on their election to whatever post they have been nominated for.

7. DISMISSAL & RESIGNATION OF COMMITTEE MEMBERS

7.1 No member of the Committee shall be dismissed from the office unless written notice of a resolution to seek such dismissal, signed by at least 10% of the members of the Club, is received four working days prior to a meeting at which such resolution shall be debated.

7.2 The resolution is passed by at least a two thirds voting majority at the meeting.

7.3 A Committee member wishing to resign must submit a letter in writing declaring that intention to the secretary, who will immediately inform the Committee as a whole. The Committee has two choices

1) The responsibilities of the vacant position shall be delegated to other Committee member/members until such an election can take place.

2) The Committee can co-opt an ordinary member to temporarily execute the vacant position until a permanent replacement can be voted in at the next AGM.

8. MEETINGS

8.1 There shall be an Annual General Meeting (AGM) held each year.

8.2 The quorum for a general meeting shall be a majority of the Committee members and 12.5% of the ordinary membership.

8.3 The business of the AGM shall also include an annual report given by the outgoing Committee members.

8.4 A Extraordinary and Annual General Meeting is the only body which can

1) Amend this constitution

2) Elect Committee Members

8.5 An Extraordinary General Meeting (EGM) shall be convened if either

1) 12.5% of the ordinary membership of the Club request one.

2) A majority of the Committee deems it appropriate.

3) A vacancy on the current Committee occurs and a replacement needs to be elected

8.6 Elections for the offices of the Committee shall take place at the Annual General Meeting.

8.7 Notice of all General Meetings shall be given to the membership (posted on the Internet) at least fourteen days in advance

8.8 At a meeting any member may propose a resolution relating to the business of the Club. The resolution shall be voted on by a show of hands and a declaration of the chairperson that the resolution is carried.

8.9 An Annual General Meeting is the highest decision making body of the Club. Each member has one vote for motions & elections, which are generally by show of hands.

9. FINANCE

9.1 The treasurer is the Club’s chief financial officer and his responsibilities are defined in article 6.2

9.2 The Club shall finance itself in the following ways

1) Subscription of members

2) Fundraising/ Sponsorship / Donations

3) Social Activities

10. GENERAL

10.1 The club shall affiliate to any body, which is deemed appropriate and is beneficial towards the Club and its members.

10.2 The Club is bound by the rules and regulations of the bodies to which it is affiliated

1) Rugby Football Union (RFU)

2) Yorkshire County Rugby Football Union

3) York RI CIO

10.3 The decision to disaffiliate from either the RFU or the Yorkshire County Rugby Football Union is a decision for an Annual General meeting of the club.

10.4 The Membership fee shall be in compliance with the conditions set by the Club Committee.

10.5 Every member is entitled to a copy of this constitution, on demand and free of charge.

10.6 In joining the Club, members agree to be bound by the rules and regulations of the Club and any bodies to which the Club is answerable.

10.7 In the event that York RI RUFC ceases to operate all asset held by the Club at the date of dissolution remain the property of York RI CIO and will be used for charitable purposes.

Hon Chairman: Brian Hutchinson Hon Secretary: Sean Heslop Hon Treasurer: Nigel Everard