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Club By-Laws
PREAMBLE
The club is organized under the authority of Virginia 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 Loudoun Rugby Football
Club,Inc., hereafter 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 board members,
playing members and associate members. Status as a playing member is
achieved upon receipt by the club of the appropriate dues. Status as a
U-19 player is that the player be under the age of 19, has paid the
appropriate dues and certification of enrollment in an academic
institution. Status as an associate member is achieved by recognition of
the members of the club. 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. Board
members (president, vice-president and secretary) are entitled to one
vote each. Each playing member shall have one vote. Associate members
may attend meetings, but they are not entitled to vote.
ARTICLE III (MEETINGS OF MEMBERS)
Section 3.01. Regular Meetings. Meetings shall be held at the beginning
and end of both 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 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 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 meetings shall be given personally or by electronic 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 (verbal or written), however, elections may be conducted in any
manner approved by members.
Section 4.02. Number, Qualifications and Term of Office. The Officers
are the President, Vice-President, Secretary, Treasurer and Match
Secretary. 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 16 years
old. Officers under the age of 18 must have at least one season of
membership in the club. The men’s and women’s player representative must
be under 19 years old and a student in good standing in high school. Any
officer may hold more than one office. The Executive Committee shall be
comprised of the President, Vice-president, Secretary, men’s player
representative and the women’s player representative.
Section 4.03. Annual Meeting of the Executive Committee. An annual
meeting of the Executive Committee shall be held each year at the
beginning of the Spring or Fall season. Notice of this meeting must be
given not less than 7 days prior to the date of said meeting. Waiver of
notice may be made if all members of the Board agree.
Section 4.04. Regular meetings of the Executive Committee. Regular
meetings of the Executive Committee shall be held at the end the Fall
and Spring seasons, and at such place as determined by the President.
Any Field Officer may attend any of these meetings. They cannot vote,
however, on matters under the authority of the Executive Committee.
Section 4.05. Special Meetings of the Executive Committee. Special
meetings of the Executive Committee shall be held whenever called by the
President, or by any two members of the Executive Committee. Notice of
any special meeting, stating the purpose, place and date of the meeting,
hall be given to each officer and Field Officer at least three days
prior to the meeting, personally or in writing or by electronic-mail.
Section 4.06. 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 4.07. 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, if a quorum is present at
such time, shall be the act of the Executive Committee. A simple
majority of officers present, may adjourn any meeting to another time
and place.
Section 4.08. Resignations. Any Officer may resign at any time by giving
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 4.09. 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 10 days of such vacancy. If the vacancy is that of a
player representative, the player members shall elect a new officer to
fill the vacancy. An officer is considered to have "resigned" by not
communicating with or participating in club activities for a period of
60 days. An officer is "disqualified" if under suspension by the club,
union or USA Rugby.
Section 4.10. Time of Elections. Officers of the Executive Committee
shall be elected by the general membership at the beginning of the
Spring season. Their terms shall be for one full year.
Section 4.11. 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 4.12. General Powers of the Executive Committee. The Executive
Committee shall administer all affairs of the Club other than those
concerning coaching. It may make or cause to be made for the Club, in
its name, any description of contract with 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 may be over-ruled by a majority of
the members, at any regular or special meeting.
ARTICLE V (POWERS AND DUTIES OF OFFICERS)
Section 5.01. Office of President (may hold more than one office). 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 Potomac 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.
Organize general membership meetings at the beginning of the Fall and
Spring season.
Organize annual meetings for the Executive Committee and the general
membership.
Section 5.02. Office of Vice-President (may hold more than one office).
The Vice-President will succeed the President in the event of his death,
resignation or removal from office. The Vice-President will serve in
that capacity until a new President is elected. The Vice-President will
assist the President in the exercise of his duties and fulfillment of
his responsibilities, and shall act in his place when the President
cannot attend meetings. Specifically, the Vice-President should:
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. These
duties may be delegated to respective committees as the Vice-President
sees fit. The Vice-President will be responsible for evaluating
effectiveness of said committees.
Section 5.03. Office of Secretary (may hold more than one office). 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
Write and edit a news section for the website during the playing months.
Collect information for a club roster, and distribute this data
appropriately.
Section 5.04. Office of the Treasurer (may be held by another officer
such as President or Vice-president). It will be the duty of the
Treasurer to maintain and report all current financial conditions, to
have overall responsibility for the legitimacy and accuracy of moneys
paid and collected and disbursed by the Club. Specifically, the
Treasurer should:
Publish a full financial report annually.
Collect all dues from members at the beginning of each season
Section 5.05. Office of the Match Secretary (may be help by another
officer, such as Secretary). It will be the duty of the Match-Secretary
to coordinate communication between opponents and referees to effectuate
well-scheduled play. Specifically, the Match-Secretary should:
Communicate the playing schedule for the upcoming year to the
membership.
Verify Referees for all Home matches.
Verify upcoming matches at least one week from scheduled date.
Report scores to the Virginia Rugby Union.
ARTICLE VI (FIELD OFFICERS)
Section 6.01. Field Officers. The members shall elect a head-coach,
women’s team captain, men’s team captain, first assistant coach, and
team selector. These positions constitute the Field Officers. The head
coach, women’s team captain, and men’s team captain constitute the
Selection Committee. An alternate can be designated by the head coach in
place of the head coach.
Section 6.02. Terms of Office. Field Officers shall be elected at the
end of the Fall Season (or beginning of the spring season), and shall
hold office for one full year.
Section 6.03. Removal. Any Field officer or coach may be removed at any
time with or without cause by a 2/3 vote of the members entitled to
vote. The U-19 players (men's or women's) can remove their respective
coach by a simple majority vote of the players
Section 6.03.1 Background: any coach or club officer that is in contact
with underage players agrees to sign all required forms regarding
background and also agrees to a background check.
All coaches for players under 18 years of age shall have a background
check.
Section 6.04. Vacancies. If any vacancy shall occur in any position, the
Executive Committee may appoint a successor
as a Field officer to fill such vacancy.
ARTICLE VII (POWERS AND DUTIES OF FIELD OFFICERS)
Section 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 all selections to all
sides. If necessary, selections shall be determined by a majority vote
of the selections 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 Head Coach. The individual duties and
responsibilities of the Head Coach are as follows:
Final responsibility for methods of training and practicing. Ultimate
authority for method of decision-making on the field of play.
The Head Coach also serves as one of three selectors. This decision
making process is based upon consultation with the men’s representative
and women’s representative.
Section 7.03. Position of First Assistant Coach. The duties and
responsibilities of the First Assistant Coach are as follows:
Assist the Coach in any way asked at practice or on game days. Serves as
alternate-Selector.
Section 7.04. Position of Team Selector. The duties and responsibilities
of the Team Selector are to select the starting XV and substitutes and
provide fair play for members present at the game. At no time shall
non-player selectors outnumber player selectors. Duties as follows:
Assist the Coach in any way asked, at practice or on game days. Serve as
Selector.
Section 7.05. Position of Team Captain. The duties and responsibilities
of the Team Captain are as follows:
First XV Captain, who is responsible for decisions on the field of play
for the first XV. Assist the Coach as asked.
Selector.
ARTICLE VIII (COMMITTEES)
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 and Club equipment. 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 (REMUNERATION OF OFFICERS AND FIELD OFFICERS)
Section 9.01. No 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.
ARTICLE X (FINANCES)
Section 10.01. Dues. Each member will pay a season dues as specified by
the members entitled to vote. Dues are to be paid at the beginning of
the Fall season or at any time a player joins the club. Dues are the
same amount regardless of the time of year the player joins the club.
All net proceeds from events sponsored and approved solely by the Club
shall be retained by the Club.
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 begin on the first day of January
and end on the last day of December of each year.
*ARTICLE XII (COLORS)*Section 12.01. The colors of the Club shall be
Kelly green with gold trim. Suitable temporary substitutes may be agreed
upon by the majority of members present.
*ARTICLE XIII (REPEAL AND ADOPTION*)Section 13.01. The By-Laws may be
amended, repealed, or adopted by vote of 2/3 of the Members present at a
duly constituted meeting.
A copy of any proposed amendments
must be included in the notice of the meeting.
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