Constitution
THE ROUNDHEGIANS RUGBY FOOTBALL CLUB
CONSTITUTION AND RULES
1 TITLE AND DEFINITIONS
1.1 The Association shall be called the Roundhegians Rugby Football Club, and shall comprise two constituent groups: Roundhegians Senior Rugby and Roundhegians Youth Rugby. The Roundhegians Rugby Football Club is affiliated to the Yorkshire Rugby Football Union Ltd and The England Rugby Football Union. The Roundhegians Rugby Football Club is the lead-club of The Roundhegians Sports Association.
1.2 Where used in this document, the term “Association” refers to The Roundhegians Rugby Football Club as a single entity. Where the phrase “constituent group” is used it refers either to Senior Rugby or Youth Rugby, the sense to be determined by context. Where it is necessary to refer to structural linkages with The Roundhegians Sports Association the name of that umbrella organisation is used in full.
2 ORIGIN AND STATUS
2.1 The Roundhegians Rugby Football Club, established in 1928 as The Old Roundhegians Rugby Club, has a higher purpose that dates from the foundation of The Memorial Ground in 1953. The Memorial Ground at Chelwood Drive exists “to commemorate the sacrifice of 88 former students of Roundhay School who gave their lives in the service of their country during the Second World War.” The grounds were bought and developed by rugby-playing colleagues to honour their memory by perpetuating the traditions and values of Rugby Union Football.
2.2 The grounds and buildings were originally vested in the four Trustees of The Old Roundhegians Association, which had the responsibility of maintaining the facilities for the beneficial use of its members. In 1969 The Old Roundhegians Association and the Old Roundhegians Rugby Club adopted an open membership policy. During the following years the re-styled Roundhegians Association introduced the sport of Badminton and later accommodated Association Football. Consequently the organisation came to be titled The Roundhegians Club, which then comprised three sporting sections.
2.3 In 2005, in order to benefit from the provisions of The Finance Act 2002, the decision was taken to register as a Community Amateur Sports Club. This prompted a further name change to that of The Roundhegians Sports Association (registration number 3078). All member-clubs of The Roundhegians Sports Association are bound by its Constitution. The Roundhegians Rugby Football Club is also registered in its own right as a Community Amateur Sports Club (registration number 3192).
Interpretation of all the rules prescribed in this Constitution must therefore be consistent with the statutory requirements for Community Amateur Sports Clubs as first provided for by the Finance Act 2002. Where there is any conflict between any of the Rules and any of the “Key Rules” (which are those identified by bold print at 2.3, 3.1, 3.2, 3.3, 4.1, 6.1, 6.3, 6.4, 14, 15.1, 15.2 and 15.3) the “Key Rules” will take priority.
3 PROPERTY AND FUNDS
3.1 The Roundhegians Rugby Football Club is a not-for-profit organisation. Its property and funds cannot be used for the direct or indirect private benefit of its members other than as reasonably allowed by this Rule.
3.2 Under the auspices of The Roundhegians Sports Association, the Rugby Football Club may provide sporting and related social facilities, related sporting equipment, coaching, courses, insurance cover, medical treatment, reasonable away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs.
3.3 Also under the auspices of The Roundhegians Sports Association, The Rugby Football Club may in connection with its sports purposes:
sell and supply food, drink and related sports clothing and equipment
employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by The Joint Committee without the person concerned being present
pay for reasonable hospitality for visiting teams and guests
indemnify its several committees and members acting properly in the course of the running of The Rugby Football Club against any liability incurred in the proper running of The Rugby Football Club (but only to the extent of its assets)
4 PURPOSES
4.1 The Association has the following primary purposes:
To provide playing facilities for and encourage amateur participation in the sport of Rugby Union Football and to promote and develop the Game as a form of healthy recreation and community participation in the Roundhay-Moortown catchment area and in the neighbouring districts of North Leeds.
4.2 To achieve these purposes, the Aims of the Association shall be:
4.2.1 to provide regular opportunities for members to play serious competitive Rugby within such national, county or local competitions, tournaments and festivals as may be available and appropriate to age and ability
4.2.2 to provide regular opportunities for members to play Rugby in more relaxed competition and to enjoy leisure-orientated forms of the game.
4.2.3 to provide regular and purposeful training sessions led by qualified coaches, to safeguard correct coaching and traditions and to support the development of an appropriate internal coaching infrastructure
4.2.4 to foster and control the Game so as to support the mental and physical development of boys and girls
4.2.5 to provide opportunities for members, guests and visitors to enjoy the social side of the game both through informal events and formal functions
4.2.6 to publicise the activities of the Association and the achievements of individuals and teams, and to develop such other marketing approaches as may sustain and increase the numbers of players, volunteers and spectators
5 COMMITTEE STRUCTURE AND OFFICERS
5.1 The affairs of the Association shall be governed by a Joint Committee made up by its Officers. The Officers of the Association shall be the President (whose role shall be non-executive in nature), the Chairpersons, Secretaries and Treasurers of the respective constituent groups, the Club Captain of Senior Rugby and the Development Officer of Youth Rugby.
5.2 The Principal Officers shall be the President, the Chairperson, the Treasurer and the Secretary of Senior Rugby, who shall be ultimately accountable to the Yorkshire Rugby Football Union Ltd and to the England Rugby Football Union for matters of governance and to other external stakeholders for compliance with statutory and other requirements.
5.3 The role of The President shall include representing the Association or either of its constituent groups to external bodies, and acting internally to ensure effective co-ordination between the two constituent groups, if necessary intervening as neutral arbiter.
5.4 The Joint Committee shall meet formally as required. Between meetings, Officers are expected to maintain regular informal contact with their counterparts and to encourage other mutually supportive working relationships among colleagues.
5.5 The role of the Joint Committee shall be to provide strategic direction and to determine matters of policy for the Association as a whole, to monitor and evaluate its performance and development at all levels and to ensure continuity and consistency in management practices and administrative procedures. Detailed terms of reference are given at 7.1
5.6 Each constituent group shall manage routine operations and administration by separate committee (including subcommittees where necessary)
5.7 Sub-committees shall report to the relevant Committee via a chairperson appointed by that Committee. A Committee may delegate any of its functions to sub-committees but must specify the scope of the activity and powers, the extent to which funds may be committed and the duty to report back. A Committee may wind up any sub-committee at any time or change its mandate and operating terms.
6 MEMBERSHIP
6.1 Membership of the Association shall be open on application to all over the age of 18, regardless of sex, ability, gender, ethnicity, nationality, religious belief, sexuality or social/economic status. Such limitations of membership as may be necessary according to available facilities shall be made on a non-discriminatory basis.
6.2 Junior membership shall be open on application to all young people interested in the Game who are attending schools or other education establishments in the Roundhay-Moortown catchment area and the neighbouring districts of North Leeds, or who reside locally, subject only to the limitations of available facilities. Membership is also open to all parents and/or carers of Juniors.
6.3 The Joint Committee shall organise membership into different classes and decide subscriptions and charges on a non-discriminatory and fair basis. Subscriptions and charges will be set at levels that will not pose a significant obstacle to people participating.
6.4 The Joint Committee may refuse membership, or suspend or terminate it, but only for good cause such as conduct or character likely to bring the Association or the Game into disrepute. Appeal against refusal, suspension or removal from membership may be made to the members, following a procedure that shall be fairly decided by the Joint Committee.
6.5 Applications for Senior Rugby membership, duly proposed and seconded by existing full paid-up Senior Rugby members, shall be made in writing to the Secretary and approved by the Joint Committee before being recommended for acceptance by the Management Committee of The Roundhegians Sports Association.
6.5.1 Membership of Senior Rugby shall be confirmed on payment of an annual subscription, that fee to be agreed by the Joint Committee of the Rugby Club in consultation with the Management Committee of The Roundhegians Sports Association and approved at the Full AGM. The annual subscription is due on 1 August each year and shall include the subscription to The Roundhegians Sports Association.
6.5.2 Fees charged to students and unwaged members shall be at concessionary rates recommended, approved and confirmed through the process described at 6.5.1
6.5.3 New players shall be liable to pay the full subscription on completion of five appearances for any team.
6.5.4 The subscription fee shall be paid to The Senior Rugby Treasurer in the first instance and then remitted to the Membership Secretary of The Roundhegians Sports Association no later than 31 October for the relevant year.
6.5.5 Anyone who has not paid the subscription fee by 31 October for the relevant year shall not be considered for selection for any team until the subscription fee has been paid. Anyone who has not paid the subscription fee for the previous year’s membership shall pay that outstanding fee together with the fee due for the current year in order to be accepted again as a member of the Rugby Club.
6.5.6 A register of members shall be kept. Only full paid-up members shall be entitled to vote at the Annual General Meeting or at any Special General Meeting.
6.6 Enrolment into Youth Rugby membership shall be confirmed on payment of an annual subscription, which shall include provision for parent(s) or carer(s), the amount to be decided by the Joint Committee of the Rugby Club in consultation with the Management Committee of The Roundhegians Sports Association. The annual subscription is due on 30 September each year.
6.6.1 The subscription fee shall be paid via Year Group representatives to the Secretary of Youth Rugby and then remitted to The Membership Secretary of The Roundhegians Sports Association.
6.6.2 A register of junior players and adult members shall be kept by each Year Group representative. A collective register shall be maintained by the Youth Rugby Secretary. Copies shall be made available to the Secretary of Senior Rugby and to the Membership Secretary of The Roundhegians Sports Association. Only full paid up members shall be entitled to vote at Annual General Meetings or at any Special General Meetings.
6.7 All members of any visiting Club, their officials and supporters shall be temporary members of The Roundhegians Rugby Football Club and of The Roundhegians Sports Association.
6.8 The Joint Committee may elect (subject to confirmation at the next following Annual General Meeting of the Association) as an Honorary Member of the Club any member who has given exceptional service to the Association for a period of more than ten years in a general committee and/or some other voluntary capacity. Honorary membership may also be accorded to any person, whether an existing member or not, whose membership for services to the Association, to the Game or for any other reason the Joint Committee considers to be especially desirable in the interests of the Association. An Honorary Member shall be a member with all the rights, duties and privileges of membership of the Association but without any obligation to pay any entrance fee or subscription. The Joint Committee shall have the power to terminate honorary membership of any person at any time if it considers such action to be in the interests of the Association.
6.9 The Joint Committee may each year nominate for election at the Annual General Meeting as Vice Presidents of the Association such member or members as they consider should receive special recognition for serving the Association with distinction in one or more of the Officer positions for a period (which need not be continuous) of more than five years. Any member so elected shall remain a Vice-President until ceasing to be a member. Vice-Presidents shall not be Officers or general committee members unless separately elected as such. However, Vice-Presidents of the Association shall be available individually or collectively as a source of counsel to existing Committee members or to any of the Club’s individual members.
6.10 The Joint Committee shall recognise each year as Patrons of the Club such of its Members as choose to donate a significant sum (in addition to the ordinary annual subscription) to support the Club’s development and/or charitable activities.
7 MANAGEMENT AND ADMINISTRATION
7.1 The Officers of the Association as defined at 5.1 but with the exception of The President whose role is non-executive shall act as The Joint Committee and shall exercise a general management role (5.5). The terms of reference for The Joint Committee shall be:
7.1.1 to collect and interpret information relevant to strategic decision-making, drawing on internal and external sources
7.1.1 to determine, in consultation with the Committees of the constituent groups, the strategies policies and procedures to be implemented by the Association and to communicate these effectively to all members
7.1.2 to define the values of the Association and to foster a culture consistent with those values and the commemorative purpose of the Roundhegians Sports Association
7.1.3 to initiate and maintain effective working relationships with all relevant external organisations and ensure compliance with all relevant statutory obligations
7.1.4 to monitor all internal practices and ensure compliance with the regulations and requirements of the RFU, the YRFU, the YSRFU and the Referees’ Society
7.1.5 to formulate business, organisation development and operational plans and to determine priorities for resource allocation
7.1.6 to pursue opportunities to secure funding from external sources, to monitor and control expenditure under agreed schemes and to initiate and control internal fundraising activities
7.1.7 to ensure that committee members and others engaged in support activities are clear about their roles objectives and standards of performance and to encourage them to undertake any relevant training and development
7.1.8 to deal fairly with instances of non-playing misconduct on the part of members and to make final decisions on recommendations of suspension or termination of members
7.2 The Senior Rugby Committee shall comprise:
(a) The President
(b) The Chairperson
(c) The Treasurer
(d) The Secretary
(e) The Club Captain
(f) Seven other elected representatives
7.3 The Youth Rugby Committee shall comprise:
(a) The Chairperson
(b) The Treasurer
(c) The Secretary
(d) The Development Officer
(e) One representative from each Year Group
7.3.1 Year Group representatives shall be proposed and seconded by members of the respective year group. While Officers may also serve as year-group representatives, it is preferable for these positions to be separate.
7.4 The President may attend the meetings of either or both constituent groups or may nominate an alternate from Senior Rugby to attend meetings of the Youth Rugby Committee. The President or alternate shall be entitled to a vote, but not to a second (casting) vote at such meetings.
7.5 Each newly-formed Committee, with guidance from the Chairperson and exercising where necessary the powers given by 8.1.1, shall agree among themselves how best to allocate roles and responsibilities. The Chairperson shall ensure that consideration is given to individual strengths, preferences and circumstances and to overall team needs.
7.6 The duties to be undertaken by Committee members will normally include: arranging fixtures, collecting subscriptions and match fees, ensuring the welfare of members, arranging fund-raising activities, organising social events, arranging tours, arranging tournaments, managing the supply of kit and merchandise, managing internal communications and publicity, together with such roles and duties as the Committee shall deem necessary and appropriate for the sound management of the constituent groups
7.7 The Committee of each constituent group shall meet as required to conduct its respective business, usually monthly.
7.8 The quorum for Committee meetings of each constituent group shall be six committee members.
7.9 The Secretary of the respective constituent group shall keep minutes of meetings together with copies of all correspondence as a full record of business transacted by the Committee. A copy of the minutes of meetings shall be circulated to all Committee members within seven days of each meeting, and a copy of the minutes shall also be made readily available for other members. Any paid-up member shall be entitled to see the full records of committee business on giving a reasonable period of notice.
8 COMMITTEE POWERS
8.1 The Committee of each constituent group shall be empowered:
8.1.1 to invite individuals who are not elected Committee members to attend any of its meetings or the meetings of any subcommittees and to speak but not vote thereat; also to co-opt additional serving members to undertake specialist tasks where no elected member has the required expertise, or to enable the Committee to draw on particular knowledge. Co-opted members are not entitled to vote at Committee meetings.
8.1.2 to nominate annually one of its members to seek representation on one of the committees of the Yorkshire Rugby Football Union
8.1.3 to co-operate with any bodies regulating or organising the Game and any club or body involved with it, also with government and related agencies
8.1.4 to consider all applicants for membership and approve or otherwise
8.1.5 to recommend the relevant annual subscription and any other charges to be paid to The Roundhegians Sports Association
8.1.6 to exercise control of the particular funds and property for which they are responsible
8.1.7 to raise funds by appeals, subscriptions and other charges including match fees
and also by sponsorship and grants from external bodies but subject to the provisions of 9.6 and 9.9
8.1.8 to set aside or apply funds for special purposes or as reserves
8.1.9 to deal with instances of playing misconduct
8.1.10 to recommend the suspension or termination of membership or to impose other appropriate punishment on any member of the relevant constituent group for infringement of these rules, the Laws of the Game, or for any conduct which in the opinion of the committee is prejudicial to the interests of the Association or of the Game
8.1.11 to decide such further procedures and rules as it considers necessary from time to time for the better management of affairs particular to the constituent group. Such decisions may be implemented during the term of office of the deciding Committee and shall be binding on all members of the constituent group pending their proposal as resolutions for ratification at the next AGM.
8.1.12 to deal with any matters not otherwise provided for in and to decide the interpretation of these Rules in relation to the particular constituent group.
9 FINANCE
9.1 The financial year shall be from 1st May to 30th April.
9.2 Operations shall be financed by suitable means within the limits of the powers allowed to the respective Committees.
9.3 The Officers of the Association shall hold such current and deposit accounts as they deem necessary for the convenient handling of its finances, subject to the final agreement of the Senior Treasurer.
9.4 All grant and sponsorship monies shall be held in restricted funds which shall be managed by the Senior Treasurer, the Senior Chairperson and the Youth Rugby Development Officer if applicable.
9.5 All arrangements for Tours shall be made under the ultimate control of the Treasurer of the relevant constituent group. All tour monies and transactions shall be managed through an appropriate account held by the Association
9.6 All monies received from any source shall be paid into the appropriate bank account within five banking days
9.7 No member of the Association is permitted to initiate or enter into any agreement with a potential sponsor without prior discussion with and consent from either the Senior Treasurer or the Senior Chairperson.
9.8 The signatures of two Officers shall be required on cheques drawn on behalf of either constituent group of the Association. The principal signatory shall be the relevant Treasurer. Counter-signatories shall usually be either the relevant Chairperson or the Club Captain (Senior Rugby) or Development Officer (Youth Rugby).
9.9 Accurate financial accounts shall be kept by the Treasurers of each constituent group and shall be made available for all reasonable inspection. These accounts shall be made available at the Annual General Meeting of the Full Association and subsequently submitted to the Treasurer of The Roundhegians Sports Association for inclusion in the audited accounts.
9.10 All contractual undertakings and items of expenditure shall be previously agreed by the relevant Committee. Full and transparent records of all agreements and transactions shall be submitted to the relevant Treasurer for accounting purposes.
9.11 A minimum of two competitive quotations for the supply of goods and services shall be obtained for all major items of expenditure, and for smaller items at the discretion of the relevant Committee. Choice between quotations shall be made on consideration of price, quality and level of service i.e. best value for money. All agreements with suppliers shall be reviewed annually.
9.12 Committee members shall disclose any close personal relationship(s) with prospective suppliers of goods and services.
9.13 Where a committee member offers to provide goods or services to the Association, such offers shall be made without knowledge of any comparative quotation.
9.14 A Committee member with a financial interest in a particular decision shall ordinarily withdraw from the meeting while the rest of the Committee reach agreement over how the matter should properly be managed.
9.15 Committee members shall be entitled to reimbursement of agreed out-of-pocket expenses, but otherwise shall not benefit financially or in kind from work undertaken on behalf of the Association.
9.16 The use of any logo or emblem and the sale of merchandise or publications which carry such logos or emblems is controlled by the Joint Committee of The Roundhegians Rugby Football Club and also by the Management Committee of The Roundhegians Sports Association. Permission for any intended use of official logos or emblems must be obtained before any orders are placed or taken. No unofficial versions of the logos or emblems of The Roundhegians Rugby Football Club or The Roundhegians Sports Association are permitted.
10 ANNUAL GENERAL MEETING
10.1 The Annual General Meeting of the Full Association shall be held not later than the end of May each year. This meeting shall be preceded by an Annual General Meeting of the Youth Rugby constituent group. The elections and any proposed resolutions emanating from that meeting shall be ratified at the Annual General Meeting of the full Association.
10.2 Full members of the Youth Rugby constituent group may attend the Annual General Meeting of the Full Association, but are not entitled to vote on matters pertaining only to Senior Rugby.
10.3 Notice convening the Annual General Meetings shall be sent to the members of one or both constituent groups as applicable. The notice shall include a copy of the agenda and provide for the nomination of Officers and other Committee members. The notice shall be sent at least fourteen days before the date of the relevant meeting.
10.4 Nominations for Officers shall be made in writing and shall be lodged with the Secretary of Senior or Youth Rugby as appropriate at least seven days before the relevant Annual General Meeting. Nominations of other representatives for Committee membership may be made at the relevant Annual General Meeting. Nominees need to be proposed and seconded by full members of the relevant constituent group.
10.5 The President shall be elected at the Annual General Meeting of the full Association. Nominations for the position of President may be made from and by the membership of either constituent group. Nominees must be full paid-up members of the Association and nominations may only be made by full paid-up members.
10.6 All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year. It is considered desirable for Officers to serve for several years so as to provide stability. However, the expected maximum period of service as one of the Officers shall ordinarily be three consecutive years. Similarly, no other committee representative shall ordinarily be expected to carry out the same duties for a period of longer than three consecutive years.
10.7 The Senior Rugby Secretary shall inform the Youth Rugby Secretary of the date of the Full AGM, and give notice of any nomination for the position of President, in time for that information to be included in the notice of the preceding Youth Rugby AGM. Details of any proposed resolutions affecting the whole of the Rugby Club and therefore to be determined at the Annual General Meeting of the Full Association shall similarly be notified.
10.8 The business of the Full Annual General Meeting of the Association shall include: reports on the preceding year’s activities of each constituent group together with a collective financial statement; the ratification or otherwise of resolutions whether pertinent to one constituent group or to the full Association; the election of President; the election of Senior Rugby Officers and general committee members for the ensuing year; the election of captains for Senior teams.
10.9 The President or nominated alternate shall chair both the Annual General Meeting of Youth Rugby and the Annual General Meeting of the full Association, but shall not have a casting vote at either.
11 SPECIAL GENERAL MEETING
11.1 A SGM of the Association may be called as the Joint Committee may determine or by written request for such a meeting by one third of full paid-up Rugby members, submitted to the Senior Secretary.
11.2 On receiving a request for a SGM the Senior Secretary should make arrangements for the meeting to go ahead within 28 days and give full members at least 7 days notice of the meeting and the business to be discussed.
11.3 Only the item(s) of business that the meeting is called for can be discussed at the SGM
12 PROCEDURES
12.1 Voting at all meetings shall be by simple majority of those full paid up members present at the meeting or by ballot if requested by a minimum of five members present. The Chairperson shall not have a casting vote.
12.2 Motions to any General meeting must be received by the Secretary at least one day prior to the business of the meeting being posted (i.e. fifteen days before the AGM, 28 days prior to a SGM).
12.3 All motions must be proposed and seconded by full paid up members of the Association.
13 GRIEVANCE AND RIGHT OF APPEAL
13.1 Any member with a grievance arising from the action of a Committee member or decision made by a Committee has the right to present a case for adjudication, to the relevant Committee in the first instance and thereafter if not satisfied to The Joint Committee.
13.2 Any member to be punished under the Powers of the Committee, clause 8.1.7, has the right of appeal to The Joint Committee before such punishment is implemented.
14 AMENDMENTS
14.1 No alteration shall be made in these rules except at an AGM or SGM of the Full Rugby Club.
14.2 These Rules may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the status of The Roundhegians Sports Association as a Community Amateur Sports Club as first provided for by The Finance Act 2002 and not in any event to alter its statement of purpose at 4.1 or the winding-up provision at 15.
15 WINDING UP
15.1 The members may vote to wind up The Rugby Club if not less than three-quarters of those present and voting support that proposal at a properly convened Special General Meeting.
15.2 The Principal Officers shall then be responsible for winding up the affairs of the Rugby Club.
15.3 After settling all liabilities of the Association, the Principal Officers shall dispose of the net assets remaining, to one or more of the following:
15.3.1 another Club or Association with similar sports purposes which is a charity and/or
15.3.2 a registered Community Amateur Sports Club, which currently includes The Roundhegians Sports Association, and/or
15.3.3 The Rugby Football Union or The Rugby Football Foundation to help fund Community Rugby facilities or initiatives
15.4.1 In the event the Officers of the Joint Committee deem it necessary to wind-up Youth Rugby operations, such decision shall only be made at a Special General Meeting of the Full Association and by a majority vote from three-quarters of those present and entitled to vote. The Principal Officers shall then be responsible for winding up Youth Rugby affairs. On dissolution, after all Youth Rugby liabilities have been settled, the net assets remaining shall be returned to Senior Rugby.
This revised edition of the Constitution of The Roundhegians Rugby Football Club was approved by the membership at the Full Annual General Meeting of the Roundhegians Rugby Football Club held on 10 May 2007.
Witness 1 Chairman Stafford Smart
Witness 2 President Jim Holland
Witness 3 Secretary Richard Tripp