Newport News Rugby Football Club Constitution

Article I: Name
The Name of the organization shall be the Newport News Rugby Football Club (hereafter referred to as “NNRFC” or “the Club”).

Article II: Statement of Purpose
The purpose of this organization shall be: to teach and improve rugby skills in the Hampton Roads area; to promote team spirit through competitive games with other men’s rugby clubs; to provide athletic conditioning as well as the conditioning of the players' aggression in a sportsman-like manner on and off the field; to recognize and promote the local and national growth and interest of rugby; and to provide a family atmosphere outside of the home.

Article III: Membership

1. Membership in the NNRFC shall be open to anyone regardless of age, race, creed, religion, color, sex, national origin, ancestry, or political affiliation.
2. Members shall pay seasonal dues.
3. Active playing members shall attend practices regularly.
4. Members are expected to attend all scheduled outings.
5. Members shall uphold all NNRFC laws and rules of conduct.
6. Contingent upon fulfilling the aforementioned guidelines, members are eligible to all rights and honors pertaining to that position, including, but not limited to: participation in matches, tournaments, scheduled outings, and social activities.
7. Types of Membership:
1. Life-Time Member: Full privileges with waived dues. Awarded periodically at the discretion of the Executive Board for outstanding service to the Club.
2. Active Members: Dues fully paid, voting privileges awarded after one full season played.
3. Alumni: Full voting privileges with reduced dues.  Must have played for the Club for at least one season and be in good standing with the Club.
4. Social Members: Reduced dues, non-voting members of the Club.
5. Youth Members (under 18): Reduced dues, non-voting members of the Club.

Article IV: Meetings

1. Seasons (two per year)
1. The fall season begins in August and ends in November.
2. The spring season begins in February and ends in June.
2. Practices occur Tuesday and Thursday from 7:00 p.m. to 9:00 p.m. while in or out of season, unless otherwise specified.
3. There are regularly scheduled Saturday matches throughout both seasons.
4. Attendance at practices is required of all active playing Club members, with extenuating circumstances considered by the Executive Board.
5. All business that must be taken up with the Club as a whole, will be discussed following practice, and is considered mandatory for all members.
6. An Annual General Meeting (AGM) which is open to all members will be convened once per year to report the general status of the Club: financial, membership, and playing activities. The AGM will take place at the end of the Spring Season, and will occur before the end of June.  At least two weeks notice will be given to the Club before an Annual General Meeting (AGM) or an Extraordinary General Meeting (EGM).  An EGM may be called by the Executive Board in order to take care of urgent Club business at any time during the year.  Reports will be submitted by the President, the Club Captain, and the Treasurer. The minimum number of members considered to constitute a “Quorum” is 1/3 of the “Full” members of the club. Any amendments to the Constitution will be recommended to the Club at the AGM meeting, and will require a majority approval from the quorum. Elections for Club officers and other elected officials will occur at the AGM.

Article V: Executive Board
The purpose of the Executive Board is to oversee all facets of Club activities. They are to do this according to their specific positions held, and are to act as a representative body of the Club members. All policies must be approved by a majority vote (3 of the 5 voting members of the Executive Board).  These officials are nominated and elected by the Club at the AGM.

The Executive Board shall meet semi-monthly to discuss administrative concerns and details. The members of the Executive Board will record for future holders of their offices the details of their responsibilities and actions over their terms of office, to be compiled and passed down to each new board member. Club officers shall serve a term of one year to last from AGM to AGM. There is no limit to consecutive terms an officer may serve.  However, the President, Vice-President, Treasurer, and Club Captain may not hold any other Executive Board position simultaneously.  If a member of the Executive Board does not fulfill his responsibilities to the satisfaction of the majority of the Executive Board, or does not meet the obligations of active team members described in Article III: Membership, he may be voted out of office by that majority (3 of remaining 4).  The vacated position would then become open to re-election by the voting members of the Club at the earliest opportunity.  The voting members of the Executive Board consist of the President, the Vice-President, the Treasurer, the Secretary, and the Club Captain.  The members of the Executive Board and their duties are as follows:

1. The President
1. Shall act as head of the Club.
2. Shall moderate Executive Board and Club meetings. 
3. Shall appoint committees and committee chairs when necessary. With the approval of the Executive Board.
4. Shall run Club elections at the Annual General Meeting.
5. Shall chair the Coach Selection committee (see Article VI-B).
2. The Vice-President
1. Shall serve to assist the President in the administration of the Club.
2. Shall sit as a member of the coach selection committee (see Article VI-B).
3. Shall manage and supervise all committees and reports directly to the President.
4. Shall fill the role of President in the President’s absence.
3. The Treasurer
1. Shall establish a seasonal budget that must be agreed upon by the Executive Board before the first match of the season.
2. Shall be responsible for keeping Club finances in a responsible and organized manner.
3. Shall be responsible for seeing that Club funds are distributed only in accordance with policies set forth by the Executive Board.
4. Shall be responsible for the collection of Club dues. And shall record this information on the active Club roster to be distributed three times per season.
5. Shall keep the Executive Board updated on all financial matters of importance and will get written (e-mail is acceptable) approval from the President and Vice-President (the Treasurer himself must also agree) before allotting funds over $25 for any activity.  In the absence of one of these officers, the Secretary must approve.  Three of these four officers must approve before Club funds may be allotted.
4. The Secretary 
1. Shall be responsible for keeping minutes of all meetings involving the Club.
2. Shall distribute minutes to the Executive Board and the team from Executive Board meetings.
3. Shall be responsible for taking and keeping records of members' attendance at the Annual General Meeting (AGM) and Executive Board meetings.
4. Shall be responsible for ensuring that CIPP forms are collected and sent in, for all active members. He shall work in conjunction with the Treasurer for payment.
5. Shall be responsible for updating the Club’s Constitution following the AGM.
6. Shall distribute copies of the constitution to the Executive Board members at the beginning of each season (hard copy).  It will also be made available to the rest of the Club through the team website (www.newportnewsrugby.com).
5. Club Captain.
1. Not necessarily a playing member.
2. The Club Captain shall sit as a member of the Coach selection committee (see Article VI-B).
3. Shall be responsible for establishing a professional working relationship with the Coach(es).
4. Shall sit as a member of the Selection Committee (see Article VI-A).
5. Shall be responsible for maintaining the player morale.
6. Shall be the primary spokesperson for the players outside of the Club, and will be responsible for airing their concerns to the Executive Board.
7. The Club Captain shall be nominated by the President and Vice-President and voted on by the Club as a whole.

The aforementioned members of the Executive Board (positions A through E) shall be full voting members of the Executive Board.  Other ancillary officers (listed as F through N) may be appointed to assist in the running of the Club, but will not have full voting Executive Board privileges.

1. The Match Secretary
1. Shall be responsible for scheduling the number of matches specified in the Club's budget with area rugby clubs under the guidance of the Coach and the President. 
2. Shall secure the schedule for the season as early as possible.
3. Shall coordinate the game schedule with the VRU (Virginia Rugby Union) in the fall.
4. Shall be responsible for submitting a copy of the schedule to all team members.
5. Shall be responsible for distributing directions to the Club for all away games/tournaments; and for providing home pitch directions for all opposing teams.
6. Shall be responsible for hiring Referees for all home games.
2. The Player’s Liaison

1. Shall be responsible for informing the Club of any changes made by the Executive Board that may affect them. 
2. Shall be responsible for initial contact of all recruits, and will have a welcoming package ready for each, including: welcome letter, schedule, CIPP form, and Club roster.
3. Shall be responsible for the upkeep of the Club roster. Works with the Treasurer to keep financial and CIPP information updated. Active Club roster is to be distributed to the Club three times per season (per e-mail or hard copy if requested).

 

1. The Public Affairs Officer
1. Shall be responsible for maintenance and appearance of the Club website.
2. Shall be in charge of recruitment for both seasons or appoint someone to head this effort.
3. Shall be responsible for the image of the Club to the general public.
4. Shall be responsible for all advertising, flyers, and publicity of the Club subject to the approval of the Executive Board.
2. Fundraiser Officer
1. Shall be in charge of fundraising and works in close coordination with the Treasurer.
2. Shall submit monthly updates on fundraising/advertising projects to the Executive Board.
3. Shall have all fundraising activities approved by the Executive Board.
3. The Social Chair
1. Shall be responsible for the organization of all Socials. Socials include both after-match parties, as-well-as all NNRFC social events.
2. Shall organize the end-of-season party. This is a mandatory bi-annual social event.
3. May solicit committee members and committee chairs to aid in planning of social events with the approval of the Executive Board.
4. Shall work in close conjunction with the Treasurer to ensure funds are available for all social events.
4. The Old-Boys Liaison
1. Shall be responsible for establishing and maintaining a NNRFC alumni network.
2. Shall produce and update an active old-boys roster, which shall be presented to the Executive Board once per season.   
3. Shall produce an NNRFC Old-Boys newsletter, used to inform the old-boys of the current status and achievements of the Club.
5. The Equipment Manager
1. Shall be responsible for ensuring that all training equipment is present at all training sessions.
2. Shall be responsible for the upkeep and repair of team uniforms.
3. Shall be responsible for the replacement/repair of any faulty equipment.
4. Shall work in conjunction with the Treasurer for payment of equipment.
5. Shall keep inventory of all equipment.
6. The Field Marshal
1. Shall be responsible for ensuring the reservation of a game pitch for every home game, before the start of the season.
2. Shall be responsible for ensuring the game pitch is prepared, as per regulation, on game day, two hours prior to game time. This includes, but is not limited to: pitch lined, goal posts erected, pitch boundary established, match ball present (with a reserve), and water available.
3. Shall reserve practice pitch with proper city permits.
7. The Field Captains
1. There shall be one Field Captain: either captain of the scrum or captain of the backs.
2. There shall be one Vice-Captain: The opposing unit to Article V-N.1
3. Shall be responsible for leading the team on the field.
4. The Team Captain and Vice-Captain shall be nominated by the Coach of the respective team on a match by match basis.

Any of the positions F through N can be removed by a majority vote of the Executive Board.

Article VI: Committees and Officers not on the Executive Board
The President and the Executive Board will appoint any additional committees and committee chairs required for special circumstances and/or events.

1. The Selection Committee
1. To consist of at least 4 members to include: Head Coach, Assistant Coach, Club Captain, and Field Captain. 
2. In the event of multiple teams, i.e. a second or third XV, the selection committee will be expanded to include the Field Captain(s) of said teams, and any assigned Coaches to the said teams.
3. In the event of a split decision the Head Coach has the deciding vote.
4. Shall be responsible for making team selections by the Thursday practice prior to each game.

5.      Shall take into account when making the line-ups such factors as players' attendance, participation, skill, talent, fitness, and contribution to the team.

1. Selections can only be made from those deemed eligible to play. Eligibility is based on the following criteria:
1. Dues must be paid as per Article VIII-A.1.
2. Must have attended both training sessions the week prior to the match or have an excuse that is approved by the Executive Board.
3. No player may take the field with the First XV without having fulfilled these two tasks.
4. Players who have completed one of these tasks are eligible for play on the Second XV.
5. Any player who has completed one of these tasks must be played before a player who has not completed any of these tasks.
1. Coach Selection Committee
1. The Coach Selection Committee is responsible for selection of a suitable Coach, as per Article X: Coach (es).  
2. The Coach Selection Committee is to consist of the five members of the Executive board: President, Vice President, Secretary, Treasurer, and Club Captain.
3. The Club President will chair the Coach Selection Committee.
4. The Coach Selection Committee will meet once per year, following the spring season, to discuss the current coaching situation immediately after the AGM.
5. The Coach Selection Committee will work in conjunction with the Treasurer in deciding financial or other compensation.
6. The Coach Selection Committee is responsible for drawing up a Coaching Contract to specify: description of duties, expectation of coaching times, financial or other reimbursements, coaching assessments made and frequency, and any other issues relevant to the Club. 
2. Junior Team Captains
1. In the event of multiple teams, i.e. second or third XV, each team will be appointed a Field Captain by the Coach of said team.
2. Multiple Field Captains will sit on the selection committee of their respective teams.

Article VII: Elections

1. Elections for the upcoming year will be held at the AGM.
2. A majority vote of a quorum is necessary to elect all offices.
3. If a majority is not won by a single candidate, a runoff shall be held between the two top candidates.
4. Nominations shall be vocally announced and followed by the acceptance of the nominated.
5. Voting shall be done by a show of hands.
6. There is no limit to the number of consecutive terms a member may serve. 
7. Any vacancies during the year shall be filled by an eligible Club member selected by the Executive Board (with the general consensus of the Club) if an election is not practical.
8. If a runoff is necessary there will be another Club vote.
9. The minimum number of players regarded to constitute a “Quorum” for elections to take place is 1/3 of the eligible voting members of the Club.

 

Article VIII: Funds

The Club will offset its expenditures in two ways: Dues and Sponsorships

A.    Income

1.      Dues

a.       All members of the Club are required to pay dues.

b.      Dues will be paid by the first match. Extenuating circumstances will be taken into account by the Treasurer and Executive Board. In an extenuating circumstance, a down payment must be paid, with an arrangement made with the Treasurer for the rest to be paid when available.

c.       Dues are established by the Executive Board as necessary to supplement the financial obligations of the Club.

d.      Dues may be changed at the beginning of any season, but may not be changed throughout the duration of that season.

2.      Sponsorships

a.       Sponsorships are considered to be the main financial support of the Club.

b.      Financial, as-well-as, merchandise sponsorships are available.

c.       Sponsorships are reviewed on a case-by-case basis by the Executive Board.

d.      Sponsorships are accepted only with the approval of the Executive Board.

B.     Expenditure of Funds

1.      For the Treasurer to release funds over $25, written approval from three of four of the following must be received: President, Vice President, Treasurer and Secretary.  This approval can be hand written or e-mail.

2.      Funds should only be released for those applications deemed beneficial to the Club, by the Executive Board.

Article IX: Affiliations

1. The Club will participate in the VRU (Virginia Rugby Union) and the MARFU (Mid-Atlantic Rugby Football Union) with the approval of the Executive Board.

Article X: Coach(es)

The purpose of the Coaches shall be: to teach and improve rugby skills in the NNRFC; to promote Club spirit; to provide a system of athletic conditioning; to provide tactical instruction; and to contribute to the overall betterment of the Club. He shall do this in a professional manner, and with the well-being of the Club always in mind.

A.    Head Coach

1.      The Head Coach will be nominated and elected by the Coach Selection Committee. (See Article VI-B)

2.      The Head Coach must meet all VRU and MARFU coaching guidelines.

3.      The Head Coach shall be a qualified Level I Coach or higher (or as mandated by VRU or MARFU), having played rugby extensively and having adequate coaching skills.

4.      The Head Coach must establish a professional working relationship with the team through the Club Captain.

5.      The Head Coach will not be a member of the Executive Board, however upon invitation he may attend Executive Board meetings.

6.      The Head Coach will be hired for a one-year term, to begin and end July 1. 

7.      Specific duties, responsibilities, and payments will be as per coaching contract.

1. Assistant Coaches

1.      Assistant Coaches will be appointed by the Head Coach, with the approval of the coach selection committee.

2.      The Assistant Coaches must establish professional working relationships with the team through their respective Field Captain.

3.      The Assistant Coaches may also serve as members of the Executive Board.

1. Junior Team Coaches

1.      Junior Team Coaches will be appointed by the Head Coach, with the approval of the coach selection committee. 

2.      The Junior Team Coaches must establish professional working relationships with the team through their respective Field Captains.

3.      The Junior Team Coaches may also serve as members of the Executive Board.

Article XI: Ratification / Amendments

1. The constitution will be presented for ratification by the Executive Board to the Club and must be approved by a majority of the voting members of the Club (contingent that a quorum* is present).

* A quorum will be one third of the eligible voting members of the Club.  A majority vote of the quorum is needed for ratification.

1. Amendments may be submitted to any elected Club official to be discussed and voted upon at the next Annual General Meeting, and must be accepted with a majority vote.
2. Voting

1.      Voting can be done in person.

2.      If a person is unavailable, that person’s vote can be submitted (in writing) to the Secretary either as a defined vote or a proxy vote.

 

 

Original Draft – 5/28/03

Revision 1 ratified – 6/7/03