Northolt RFC - Club Rules (as revised May 2005)

Rule 1 - The Club

1.1 The club shall be known as Northolt Rugby Football Club, hereafter called "the Club"
1.2 The object of the Club shall be to promote the game of rugby union football and to provide both playing and social facilities for all members. The Club shall also promote the general ethos of sports participation through other sports and shall strive to include the local community in the use of its facilities.
1.3 The Club shall consist of not less than 25 members who are either current players for the Club or who are ex-playing members of the Club
1.4 The Club shall be responsible to an elected Executive Committee whose rules will be binding at all times. The Club shall also be bound by the rules of The Rugby Football Union

Rule 2 - Membership

2.1 There will be 7 classes of members:
· - Playing Members
· - Ex-playing Members
· - Non-playing Members - other than playing members who can satisfy the Executive Committee as to their suitability for membership
· - Honorary Members - persons voted into membership, determined by election at the Annual general Meeting; election decided by simple majority vote
· - Associate Members - other clubs (and their members) associated with the Club through pitch or ground rental or facility usage
· - Day members - nonvoting members ship is available on a day by day basis
· - Junior Members - who are under 18 years of age and whose membership must only be accepted on written agreement of a named parent and/or guardian
2.2 Playing, Ex-playing and Honorary Members shall be entitled to all the benefits and privileges of membership including being qualified to be officers or members of the Executive Committee, being able to vote as members
2.3 Associate and Junior Members shall be entitled to all the benefits and privileges of membership except that they shall not be qualified to be officers or members of the Executive Committee
2.4 Non-playing Members shall be entitled to all the benefits and privileges of membership including being qualified to be officers or members of the Executive committee, and being able to vote as members, as long as there exists a 2/3rds majority of Playing, Ex-playing and Honorary Members in any such group of officers, Executive Committee or vote
2.5 Day members shall be entitled to all the benefits and privileges of membership on the day of their membership, with the exception of any voting powers. They shall not be eligible to hold office within the club under this sort of membership, and may not take out day membership more than 12 times in any one calendar year without having to apply for any other form of more permanent membership as explained within these Rules.
2.6 All Members except Honorary Members and Associate Members will pay such fees as are determined at the Annual General Meeting of the Club
2.7 Honorary Members will not be liable to pay fees
2.8 Associate Members will pay such fees as are determined by agreement with the Executive Committee
2.9 All members shall be subject to these Club rules and to any future amendments to these rules made in accordance with them.
2.10 All groups of Members shall be subject to any additional membership regulations as set by the Executive Committee outside these club rules in accordance with these club rules, such as the ability to purchase international tickets through the Cub
2.11 Any person who wishes to become a member shall make an application in writing to the Club and may be asked to appear before the Executive Committee if this is deemed necessary before membership is ratified
2.12 The name and address of each applicant shall be prominently displayed in the Club premises for not less than 7 days prior to consideration by the Executive Committee
2.13 Each applicant shall, on payment of the appropriate subscriptions and acceptance as a member, be admitted to membership and shall be given proof of such membership
2.14 Any person wishing to resign his/her membership shall give notice in writing to the Secretary and shall thereupon cease to be a member but shall be liable for the return of any Club property and payment of any arrears of subscriptions or other amounts owing to the Club. No returns of subscriptions, or any part thereof, shall be refunded on resignation of membership
2.15 The Executive Committee may, in writing, invite a member to withdraw from the Club within a time specified in such letter. In default of such withdrawal the question of expulsion may be submitted to a special general meeting to be held within 6 weeks of the date of such letter. Not less than 4 weeks notice shall be given to members of such meeting. The Secretary shall inform the member of the nature of the complaint and the place and time of the special meeting. The member may offer an explanation of conduct either verbally or in writing, and if after 2/3rds of the membership present vote for expulsion then that person shall cease to be a member of the Club. It shall be in the power of the Executive Committee to exclude such member from the Club until such a special general meeting shall be held.
2.16 Any person shall on ceasing to be a member of the Club, forfeit all right and claim upon the Club and its property and its funds.
2.17 Details of all Members shall be kept in writing securely on the Club premises in accordance with any regulations such as licensing laws. In the case of Junior Members details of the relevant parents and/or guardians shall be kept in the same way, together with a copy of the written agreement obtained from them, for identification purposes only in accordance with any regulations such as licensing laws and in keeping with any requirements of Child Protection laws.
2.18 Retention of all such records shall meet relevant data protection requirements

Rule 3 - Management

3.1 The Club shall be under the management of a Committee termed "The Executive Committee" as provided in Rule 4
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3.2 The Executive Committee shall be responsible for the general administration of the Club, the protection of its interests, and the pursuit of the objectives defined by Rule 1. It will be responsible for arbitration of any issue not explicitly determined by the Rules
3.3 All acts and orders of the Executive Committee, under the power delegated to them, shall have the like force and effect as the acts and orders of the Club at any general meeting
3.4 A meeting of the Executive Committee shall be held monthly at the discretion of the Executive Committee. The Chairman will chair the meetings or the Secretary will chair the meetings in his absence. Each Committee Member shall have one vote, with the Chairman having a casting vote in the event of a tied vote. The Executive Committee shall examine the accounts and arrange the affairs of the Club. 6 members of the Executive Committee shall form a quorum. Minutes shall be taken of all the proceedings of the Executive Committee and shall be open to inspection of any member on application to the secretary.
3.5 A Special Meeting of the Executive Committee may be summoned for any purpose by the Chairman or by any 3 members of the Executive Committee. The intention to hold such a meeting will be notified to the Secretary with a written statement of the purpose of the meeting. This notification shall be passed on in writing to all members of the Executive Committee with minimum of 3 days notice. The Meeting shall have full power to transact the business specified in the notification.
3.6 The Treasurer shall hold and be responsible for money as may be paid to him/her on behalf of the Club. He/She shall invest and apply the money under the direction of the Executive Committee in such a manner that the Executive committee seems appropriate. He/She will keep the accounts of the Club and shall render a written account at the request of the Executive Committee.
3.7 The Secretary shall act under the instructions of the Executive Committee and will be responsible for the production and maintenance of the minutes of any meeting of the Club. Minutes of any such meetings shall be distributed, on request, to all members.

Rule 4 - Executive Committee

4.1 The Club shall be managed by an Executive Committee consisting of the following officers:-
1. Chairman
2. Secretary
3. Treasurer
4. Fixture Secretary
5. Club Captain
6. Team Captains
7. Social secretary
8. 3 playing members or ex-playing members
9. up to 2 non-playing members elected at the Annual General Meeting
4.2 All officers shall be elected at the Annual General Meeting, by a simple majority, and shall hold office until the next Annual General Meeting or until such times as their membership terminates, if that should happen is before the next Annual General Meeting
4.3 The Club shall also elect a President to hold office for one year, and any life Vice Presidents as the Annual General Meeting shall decide. If in the event of a past President not being reelected he/she will automatically be elected as a Life Vice President
4.4 The Annual General Meeting of the Club shall be held not later than the end of May each year. The Secretary shall convene the meeting by posting notice in the Club premises at least 21 days prior to the meeting
4.5 All nominations for officers, committee members and Honors Board must be received by the Secretary at least 14 days prior to the meeting
4.6 The Executive Committee shall have the power of co-option in the event of members resigning during the period of their office
4.7 The Executive Committee shall elect the Trustees of the Club and they shall hold office until death or resignation, unless removed from office by a resolution of the Executive Committee. There shall not be more than 4 Trustees of the Club. The 1st Trustee shall be appointed by the Executive Committee and the property of the Club (other than cash which shall be under the control of the Treasurer) shall be vested in them to be dealt with by them as the Executive Committee shall from time to time direct by resolution (of which an entry in the minute book shall be conclusive evidence).
4.8 The Trustees shall be indemnified against risk and expense out of the club property. Where by reason of any such death, resignation or removal it shall appear necessary to the Executive Committee that a new Trustee or Trustees shall be appointed or, if the Executive Committee shall deem it expedient to appoint and additional Trustee or additional Trustees, the Executive Committee by resolution nominate the person or persons to be appointed the new Trustee or Trustees. For the purpose of giving effect to such nomination the President is nominated as the person to appoint new Trustees of the Club within the meaning of the Trustees Act 1925 Section 36, and shall by deed appoint the person or persons so nominated by the Executive Committee as the new Trustee or Trustees of the Club and the provisions of the Trustee Act 1925 shall apply to any such appointment. Any statement of fact in any such deed of appointment shall, in favor of a person dealing bone fide and for value with the Club or the Executive Committee, be conclusive evidence of the fact so stated.
4.9 The Executive Committee may from time to time appoint subcommittees as it may seem expedient and may depute to them such of the power and duties of the Executive Committee as the Executive Committee may determine. All subcommittees shall periodically report their proceedings to the Executive Committee and shall conduct their business in accordance with the directions of the Executive Committee.
4.10 The Executive Committee may from time to time make, repeal and amend all such regulations (not inconsistent with these rules) as it shall think expedient for the management and well being of the Club and may impose reasonable fines not exceeding £20 for any breach of such regulations. Any member who has incurred a fine shall be notified by the Secretary and requested to pay the fine immediately, and in default of payment within 1 month shall cease to be a member. All regulations made by the Executive Committee under this rule shall be binding upon members until repealed by the Executive Committee or set aside by a resolution of a general meeting of the Club.
4.11 If at any time the Club in general meeting shall pass a resolution authorising the Executive Committee to borrow money, the Executive Committee shall be empowered to borrow for the purposes of the Club such amount of money either at one time or from time to time and at such a rate of interest and in such a form and manner and upon such security as shall be specified in such resolution, and the Trustees shall at the direction of the Executive Committee make all such dispositions of the Club property or any part of the Club property and enter into such agreements in relation to the Club property as the Executive Committee may deem proper for giving security for such loans and interest.
4.12 All members of the Club, whether voting on such a 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 resolution as if they had voted in favour of it.

Rule 5 - General Meeting

5.1 The annual General Meeting of the Club shall be held in the month of May in each year on a date and at a time that shall be fixed by the Executive Committee for the following purposes:-
5.2 In addition to electing officers the Club shall receive a financial report from the Treasurer, and a playing report from the Team Captains.
5.3 The Meeting shall determine annual subscriptions and match fees and conduct any other business.
5.4 Voting at any Annual General Meeting or Special Meeting shall be open to all playing, ex-playing and honorary members only.
5.5 The Annual General Meeting will elect members for inclusion on the Club Honours Board. Nominations, which must include at least 1 playing member, shall be by voting on ballot paper, each member present casting 2 votes. Nominees may not vote for themselves. Nominees receiving the vote of 50% or more of the members present may be included on the board.
5.6 Any member desirous of moving any resolution at the Annual General Meeting shall give notice in writing to the Secretary not later than 14 days prior to the meeting.

Rule 6 - Subscriptions

6.1 The Executive Committee may reduce the annual subscriptions payable for younger players, the unemployed or students, or for members joining part way through the year (at its discretion),
6.2 Any member failing to pay annual subscriptions within 1 calendar month of notification will have his/her membership revoked.

Rule 7 - Accounting

7.1 The Executive Committee shall have the power to open such banking accounts as may from time to time be considered necessary
7.2 Signatories will be selected from the Executive Committee and any cheques must be signed by a minimum of 2 designated signatories.
7.3 The Treasurer shall enter the accounts of the Club in an appropriate manner to books, and shall every year submit the accounts to 31st August of that year for audit.
7.4 The Treasurer shall present to the Annual General Meeting of the Club an Income and Expenditure Account and Balance Sheet.
7.5 The allocation of funds for the acquisition of equipment or any other expenditure on behalf of the Club shall be at the sole discretion of the Executive Committee.

Rule 8 - General

8.1 Whilst on the playing field all members will conduct themselves in accordance with the Laws of the Rugby Football Union
8.2 All members will conduct themselves in an appropriate manner off the field of play. The executive Committee shall have the power to impose any fines or punishments, as thought necessary, on members who fail to maintain suitable standards?of personal conduct.
8.3 Team selections will be made by the Captains and the Secretary shall arbitrate in the event of dispute or refer the matter to the Executive Committee at his/her discretion.
8.4 Any member who enters into correspondence or makes arrangements which might involve the Club in expense shall, unless such action has been agreed by the Executive Committee, be personally liable for any such expense incurred.
8.5 The Rules of the Club may not be amended either in whole or in part, except at a Special Meeting called for the purpose, or at an Annual General Meeting. Amendments to the Rules will be on a simple majority vote or the members present.
8.6 The Club shall be opened to members at such hours as the Executive Committee shall from time to time determine. The permitted hours for the supply of intoxicating liquor shall be determined by the general licensing hours for the licensing district in which the Club is situated as provided by the Licensing Act 1964 Section 60(5) and may be varied from time to time by the Executive Committee in accordance with the statutory provisions for the time being in force.
8.7 No person shall at any time be entitled to receive at the expense of the Club, or any member of the Club, any commission percentage or similar payment on or with reference to purchase of intoxicating liquor by the Club, nor shall any person directly or indirectly derive any pecuniary benefit from the supply of intoxicating liquor by or on behalf of the Club to members or guests or others so entitled, 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.
8.8 Every member shall be allowed to introduce visitors subject to such regulations as shall be made from time to time by the Executive Committee, and every visitor shall be considered the guest of and accompanied by the member introducing them provided that no person shall be introduced as a visitor into the Club who shall have been expelled from membership or whose conduct or presence on the Club premises shall be considered by the Committee objectionable or prejudicial to the interests of the Club.
8.9 Any visitors to the club shall be required to be signed into the Club premises by the member introducing them, via a visitors book provided by the Club for that purpose.
8.10 Membership may be open to all of the local community, subject to the conditions held within these Rules and any associated regulations, and use of the facilities may be made available to local community organisations on an ad-hoc basis. In such cases the organisations or individuals involved may be made day members or associate members to the Club. The Executive Committee has the power to establish special subscription rates for such instances.
8.11 The Club is non-profit making and requires any surplus income or gains to be reinvested in the club.8.12 In the event of it becoming necessary for the Members to discontinue the activities of the Club and to dissolve the Club under the provisions of the Act, its funds and property shall not be paid or distributed amongst the Members but shall be appropriated or distributed for the benefit of the governing body for the time being of the Game or for such Community Amateur Sports Club or charity as may be approved by the Members in general meeting.