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Club Constitution
Metropolitan Police (Hayes) Rugby Football Club
CONSTITUTION / CLUB RULES
Established at an Extraordinary General Meeting
1. NAME & COLOURS
a) The name of the Rugby Football Club shall be "The Metropolitan Police (Hayes) Rugby Football Club", hereinafter referred to as "the Club".
b) The Club colours will be black shirts, black shorts and blue/black socks.
2. ADDRESS
a) The Address of the club will be that of the
Metropolitan Police (Hayes) Sports Club, Croydon Road, Hayes, Kent
3. AIMS
a) The main aim of the Club is for participants to learn the skills of rugby football in a fun, enjoyable and safe environment and develop and understand the values of team spirit, correct attitude and good sportsmanship above the need to win.
b) This will be done by offering qualified training and the opportunity to play competitive rugby football at the appropriate level, together with the right of individuals to take responsibility for and become involved in the running of the Club and all its associated activities.
c) The Club will be run in an open, honest and transparent manner.
d) The Club will offer opportunities for all persons regardless of gender, nationality, ethnic origin, colour, religion, disability or means.
e) The Club will be free from any form of harassment, intimidation, bullying, victimisation or discrimination.
f) The Club will treat all with dignity and respect.
4. STATUS OF RULES
a) These rules (the Club Rules) form a binding agreement between each member of the Club.
5. RULES AND REGULATIONS
a) The Club shall have the status of an Affiliated Member Club of the Rugby Football Union by virtue of its affiliation to/membership of The Rugby Footballl Union. The Rules and Regulations of The Rugby Football Union and parent County Union and any League or Competition to which the Club is affiliated for the time being shall be deemed to be incorporated into the Club Rules.
b) No alteration to the club Rules shall be effective without prior written approval by the parent Association.
c) The Club will also abide by The Rugby Football Union Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and anti-Discrimination Policy.
6. POWERS
For the furtherance of the aim of the Club, the Club may
a) Provide training facilities and equipment.
b) Raise money to pay for the Club's activities.
c) Make such payments as may be necessary.
d) Fix and collect the fees payable in respect of persons attending the Club.
e) Control the admission of persons to the Club and, if appropriate (i.e. do not adhere to the Club Code of Conduct), require persons to withdraw.
f) Take any actions that may benefit the Club.
g) Establish and maintain a Code of Conduct and require compliance from all members.
7. CLUB MEMBERSHIP
a) Playing Members: Any Serving Police Officer having made the appropriate registration fees.
b) Honorary Members: Any retired officer, who is a member of the Metropolitan Police (Hayes) Sports Club
c) Associate Members: Any person who has been proposed and seconded by two Full Members or Honorary Members and has been interviewed by the Committee and found to be suitable to become a member of the Club, The Proposer and Seconder should be present at the interview. Any member wishing to comment about any applicant should do so in writing, to the Honorary Secretary.
d) The members of the Club from time to time shall be those persons listed in the register of members (the Membership Register) which will be maintained by the Club Secretary.
e) There will be more than (to be determined) Associate Members of The Club
f) An Associate Member of the Club will only have use of the Clubhouse as a guest of a Full Member or Honorary Member
8. ANNUAL MEMBERSHIP FEE
a) An annual fee payable by each member shall be determined at the Annual General Meeting. Any fee shall be payable on a successful application for membership and annually by each member. Fees shall not be repayable.
b) The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the aims of the Club.
9. RESIGNATION AND EXPULSION
a) A member shall cease to be a member of the Club if, and from the date on which, he/she gives notice to the Club Committee of their resignation. A member whose annual membership fee or further subscription is more than 2 months in arrears shall be deemed to have resigned.
b) The Club Committee shall have the power to expel a member when, in their opinion, it would not be in the interests of the Club for them to remain a member. There shall be no appeal procedures.
10. CLUB COMMITTEE
a) The Club Committee shall be responsible for ensuring that the Club complies with its aims and is properly managed.
b) The Club Committee shall consist of the following Club Officers:
O " Chairman
O " Treasurer
O " Honorary Secretary
O " Fixtures Secretary
O " Social Secretary
O Team Captains
O Vice Captains
c) Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next Annual General Meeting unless otherwise resolved at a Special General Meeting. One person may hold no more than three positions of Club Officer at any time. Decisions of the Club Committee shall be made by a simple majority of those attending the Club committee meeting. The chairperson of the Club Committee meeting shall have a casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the Chairperson or in their absence the Vice-Chairperson. The quorum for the transaction of business of the Club Committee shall be three.
e) Decisions of the Club Committee of meetings shall be entered into the Minute Book of the Club to be maintained by the Club Secretary.
f) Club members shall be given access to the Minute Book of the Club on written request to the Club Secretary.
g) Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven (7) days' notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year. The Club Secretary will arrange a suitable venue for the meetings.
h) An outgoing member of the Club Committee may be re-elected. Any vacancy on the Club Committee, which arises between Annual General Meetings, shall be filled by a member proposed by one and seconded by another of the remaining Club Committee members.
i) Save as provided for in the Rules and Regulations of the The Football Association and the County Association to which the Club is affiliated, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.
11. ANNUAL AND SPECIAL GENERAL MEETING
a) An Annual General Meeting (AGM), at a suitable venue arranged by the Club Secretary, shall be held on the second Friday in June to:
1. Receive a report of the activities of the Club over the previous year
2. Receive a report of the Club's finances over the previous year
3. Elect the members of the Club Committee, including Team Captains
4. Consider any other business
b) Nominations for election of members as Club Officers or as members of the Club Committee shall be made in writing by the proposer and seconder, both of whom must be existing members of the Club, to the Club Secretary not less than 21 days before the AGM. Notice of any resolution to be proposed at the AGM shall be given in writing to the Club Secretary not less than 21 days before the Meeting.
c) A Special General Meeting (SGM) may be called at any time by the Committee and shall be called within 21 days of the receipt by the Club Secretary of a requisition in writing signed by not less than five members stating the purpose for which the Meeting is required and the resolutions proposed. Business at an SGM may be any business that may be transacted at an AGM.
d) The Secretary shall send to each member written notice of the date of a General Meeting together with the resolutions to be proposed at least 14 days before the Meeting.
e) The quorum for a Special General Meeting shall be 20% of the Club Membership If fewer attend, a new meeting must be called.
f) The Chairperson, or in their absence a member selected by the Club Committee, shall take the Chair. Each person at the General Meeting to count as one member and to have one vote. A simple majority shall pass resolutions. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote.
g) The Club Secretary, or in their absence a member of the Club Committee, shall enter Minutes of General Meetings into the Minute Book of the Club.
12. CLUB FINANCES
a) A bank account shall be opened and maintained in the name of the Club (the Club Account). Designated account signatories shall be the Treasurer, the Chair, the Social Secretary and the Honorary Secretary.
b) The Treasurer, Deputy Treasurer and the Secretary must be different Members of the Club. No sum shall be drawn from the Club Account except by cheque signed by two of the three designated signatories. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.
c) The income and assets of the Club (the Club Property) shall be applied only in furtherance of the aims of the club.
d) The Club Committee shall have power to authorise the payment of remuneration and expenses to any member of the Club and to any other person or persons for services rendered to the Club.
d) The Treasurer shall keep proper accounts of the finances of the Club. At each Meeting the Treasurers and/or Deputy Treasurer shall present a statement of the accounts to the Committee. Acceptance of these accounts by the Committee shall be recorded in the minutes and entered in the Minute Book of the Club.
e) The Treasurer shall present an annual Financial Statement at the AGM.
f) All assets shall be the property of the Club. Assets will be used by Members to the furtherance of the aim of the Club but shall at all times remain the property of the Club.
14. DISSOLUTION
a) A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.
b) The dissolution shall take effect from the date of the resolution and the members of the Club Committee shall be responsible for the winding up of the assets and liabilities of the Club.
c) Any surplus assets remaining after discharge of debts and liabilities of the Club shall be distributed to a charity, designated by the majority vote of the Club Committee.
15. CHANGE OF CONSTITUTION
a) The Constitution may be altered if the majority of Members present at a General Meeting vote in favour of changing it.
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