Constitution
NAME
1. The name of the club shall be The Royal Corps of Signals Rugby Football Club (hereinafter referred to as the “club”). The abbreviated version shall be ‘RSRFC’.
COLOURS
2. The club colours shall be green, navy blue and sky blue stripes (2” Sky Blue over ½” Navy Blue over 2” Green)
AIM
3. The Aim of the club is to promote, encourage and develop both Rugby Union and Rugby League throughout the Corps. This will be done in accordance with the Laws of the Game promulgated by the International Rugby Board (IRB) and rules, regulations and bye-laws issued by the Rugby Football Union (RFU) as well as the laws promulgated by the Rugby League International Federation (RLIF), the Rugby Football League (RFL) and the Army Rugby League (ARL).
OBJECTIVES
4. To meet the Aim the club will pursue the following objectives:
a. General. Provide an infrastructure for Corps Rugby such that no potential participant is denied the opportunity to play.
b. Representative Rugby. Select and maintain at Senior, Women’s and Veterans level Fifteens, Thirteens, Tens, Sevens and Nines teams, as appropriate and agreed, to represent the club. To provide a standard of rugby that will develop and promote those with talent for higher honours. In addition the club shall seek to support the work of the Army Rugby Union and Army Rugby League Management Committees.
c. Coaching. Maintain a formal coaching structure to improve and thereafter sustain the standards throughout the Corps and to provide a structure for the advancement of coaches for both codes.
d. Referees. Maintain a formal referee structure to improve and sustain the standards of refereeing in the Corps. To facilitate the training, development and advancement of referees and to maintain the appropriate links to Army Rugby Referees and other referees societies.
e. Competitions and Development. The club will organise and run annually, for units based in the UK and BA(G), the Collins Cup and the Corps 7s Competition for Union and an inter unit rugby league (title and trophy tbc) and the 9s Competition for League. The club will also compete in all appropriate Army competitions in order to provide a competitive element at all member clubs and units throughout the season irrespective of the ability of the participants. The club will provide assistance and advice to all Corps units and players, primarily through an appointed Development Officer, in order to enhance unit and individual participation and success.
f. Structured Season. The club will organise a structured season for both codes that de-conflicts the interests of all interested parties, i.e. Units, Corps and representative teams
g. Finance. Maintain a sound financial base, thereby providing the best service to rugby in the Corps, within budget and in accordance with the priorities agreed by the Management Board.
h. Publicity. Explore all avenues to promote the Corps rugby (and thereby the Corps and wider Army) both within and outside of the Services.
i. Relations with the ARU and ARL. Maintain a close and binding relationship with the ARU and ARL, taking all appropriate measures to support and promote Army Rugby. The club must also seek to maintain an active part in the organisation and administration of the ARU and ARL through the nomination of appropriate volunteers.
j. Health and Safety. Promote standards of play and discipline such that all players and officials are placed at the least possible risk. This includes the monitoring of all players to ensure that they do not exceed a safe maximum number of games per season.
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k. Insurance. Ensure that all participating teams are fully insured via affiliation to the ARU or ARL.
5. The Objectives of the club are to be reviewed by the Executive Committee, as required, and by the club annually. If agreed, any recommended changes are to be announced at the Annual General Meeting.
MEMBERSHIP
6. Membership Categories. Membership of the club will be open to anyone, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, rank, trade, religion or other beliefs. However, limitation of membership according to available facilities may occur on a non-discriminatory basis. The club shall have different classes of membership on a non-discriminatory and fair basis. The club will not ask for subscriptions in order to negate obstacles to participation. Membership of the club shall be for the duration of a season except in the case of Honorary Members. Membership categories shall be as follows:
a. President. The President is ex officio a Vice Patron of the club. After consultation with the Chairman, the outgoing President shall invite an agreed successor to become President of the club.
b. Vice Presidents. Vice Presidents, who shall be serving officers, shall be appointed by the President both as a singular honour and, from time to time, to undertake duties on behalf of the club. Normally a maximum of four such deputies shall be appointed each for a period of three years. They may be re-elected at a General Meeting to fill a vacancy if it is considered to be in the interests of the club. Vice Presidents shall be invited to attend Corps Competitions, Army and Inter-Services matches and other functions as decided by the Executive Committee.
c. Honorary Life Vice Presidents. All past Presidents and Chairmen will automatically qualify as Honorary Life Vice Presidents at the end of their tenure. From time to time the club may wish to honour an individual whose services to the club have been deemed by the Committee to warrant special recognition. The club may do so by inviting and thereafter appointing such an individual to be an Honorary Life Vice President. All such appointments shall be announced at the Annual General Meeting. Honorary Life Vice Presidents shall be invited to attend Corps Competitions and other functions as decided by the Executive Committee and will be given preference when ordering a limited number of tickets for the Army v Navy Fixture. Honorary Life Vice Presidents would expect to be called upon to assist the club in appropriate circumstances.
d. Honorary Life Members. The club may also wish to honour an individual whose services to the club and rugby throughout the Corps have been deemed by the Executive Committee to warrant recognition. The club may do so by inviting and thereafter appointing such an individual to be an Honorary Life Member. Normally the appointment shall be announced at the Annual General Meeting. Honorary Life Members shall be invited to attend Corps Competitions and other functions as decided by the Executive Committee and will be given preference when ordering a limited allocation of tickets for the Army v Navy Fixture. Honorary Life Members may also be called upon to assist the club in appropriate circumstances.
e. Committee Members. Personnel who hold a position within the club committee will become committee members for the duration of their appointment. This will give them preference when ordering a limited allocation of tickets for the Army v Navy Fixtures. Committee Members will be expected to attend and support club and Corps competitions wherever possible and will also be invited to attend a selection of Army and Inter-Services events as deemed appropriate in order to host club guests. Appointments will be announced at the Annual General Meeting.
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f. Corporate Members. Periodically, the club may wish to recognise and thereby honour individuals from businesses who have supported the club or rugby across the Corps. Such Members shall be invited by the President on the advice of the Executive Committee and will be invited to Corps competitions and a selection of Army or Inter-Services events as deemed appropriate by the Executive Committee. Corporate members will also be given preference when ordering a limited number of tickets for the Army v Navy Fixture.
g. Playing Members. All playing members of the various Corps representative sides will automatically become playing members. This membership will last for the duration of that season only and will entitle these members to be given preference when ordering a limited allocation of tickets to the Army v Navy Fixture.
e. Members. All retired players from across both codes of rugby that express a continuing interest in the club will become members of the club. Members will be invited to all club and Corps competitions and events, however, their membership will not entitle them to automatic preference when ordering tickets for the Army v Navy Fixture.
7. Termination of Membership. The Executive Committee shall be empowered to expel, suspend for a specified period, or refuse the annual renewal of membership of any club member who offends against the Constitution of the club or whose conduct (in the opinion of the Executive Committee) shall render him/her unfit to continue in membership of the club. The following actions shall take place before such termination of membership is effective. The Honorary Secretary shall give the member seven days written notice to attend a meeting of the Executive Committee, at the same time informing the member of the complaint made against him/her. No termination of membership shall be valid without the member’s opportunity to appear before the Executive Committee. Any member shall cease to be a member of the club whenever a minimum of two-thirds of the Executive Committee members attending that hearing shall so decide. There will be a right of appeal following any disciplinary action. The appeal must be made within 7 days of any disciplinary judgment and the Executive Committee should consider any appeal within 14 days of it being lodged.
ADMINISTRATION OF THE CLUB
8. Executive Committee. The Administration of the club and its affairs shall be entrusted to the Executive Committee, supported by a number of subsidiary committees. The Executive Committee shall meet at least quarterly and should aim to coincide these meetings with representative fixtures and competitions in order to maximise attendance and support. The Executive Committee shall consist of the members listed below; other club officials may be co-opted depending on the business to be discussed by the Executive Committee.
a. Chairman
b. Director
c. Honorary Secretary
d. Honorary Treasurer
e. Head Coach
f. Development Officer
9. General and Subsidiary Committees. The General Committee shall meet as and when required and should also aim to hold meetings on selected representative match days or competitions. Other subsidiary committees, reporting directly to the club Executive Committee, shall convene as required. These committees will be called together to organise key events such as the Army v Navy fixture, Corps 7s and any tours. These subsidiary committees shall meet at the frequency each decides. Each of these committees shall prior to the completion of the overall club budget for a coming financial year submit their budget proposals for approval by the club Executive Committee. Each of these committees shall also provide the club Executive Committee with monthly reports of activities, and quarterly and annual reports on financial performance against approved budget (the format to be determined by the Treasurer)
The General Committee, reporting directly to the Executive Committee, shall consist of the members of the Executive Committee, plus the following club officials:
a. Team Captains
b. Team Coaches
c. Fixtures Secretary
d. Press Officer
e. Sponsorship Officer
f. Website Manager
g. Army v Navy Coordinator
h. Tour Manager
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10. Period of Office.Members of the Executive Committee and the General Committee shall be elected or appointed at every AGM, and their period of office shall be for one year until the following AGM. Members of subsidiary committees shall be elected at an appropriate time for the given task and their period of office shall be for one year until the following AGM.
11. Committee Vacancies.Should any of the Executive Committee and General Committee membership posts become vacant at any time, the Executive Committee shall be empowered to fill that vacancy and the newly appointed Committee member shall continue in office until the following AGM, and then be eligible for re-election. A similar process shall be followed for subsidiary committees.
12. Meetings. The Executive and General Committees shall meet at a time and location decided upon by the Chairman. At these meetings each Committee member shall have one vote to cast – in the event of the votes “for” and “against” being equal, the member acting as Chairman of the meeting shall have one extra vote to resolve the tie. Subsidiary committees shall meet at a frequency each committee decides. At AGMs all members have the right to cast one vote.
13. Committee Quorums. For the Executive Committee the presence of three Committee Members at a meeting shall constitute a “quorum”. For the General Committee the presence of six Committee Members at a meeting shall constitute a “quorum”. The “quorums” for the meetings of subsidiary committees shall be 40% of the number of committee members.
14. Chairing Meetings. The Chairman will preside over all meetings of the Executive Committee and the General Committee. In his absence the Director shall preside. In his absence then a member will be chosen by those present to act as chairman of the meeting, and the rule in the event of any votes “for” and “against” being equal, as described in ‘Committee Quorums’ above, shall apply.
15. Powers. The Executive Committee shall exercise the widest powers to control the efficient running of the club’s affairs. These powers shall include:
a. The authority to co-opt members to Executive Committee and General Committee duties.
b. Expulsion or suspension of members.
c. Convene General and Special Meetings at any time.
d. Create other subsidiary committees to undertake special tasks.
e. Responsibilities over the Clubs finances.
MEETINGS OF THE CLUB
16. Annual General Meeting. The Annual General Meeting (AGM) shall be held during the month of July every year and, if this is not achievable, will take place not more than 15 months apart. The AGM will be arranged and convened by the Executive Committee and notice of the date and place of the meeting with particulars of the business to be discussed shall be displayed on the club website 14 days before the meeting. Any amendments to a resolution must be in writing and in the hands of the Honorary Secretary 7 days before the AGM. The following business shall be discussed at the AGM other matters should be submitted unless 14 days notice has been given to the Honorary Secretary. All other proposals shall be by way of recommendations to the Executive Committee.
a. Approval of the minutes of the previous AGM.
b. Election of members of the Executive Committee.
c. Election of other members of the General Committee.
d. Presentation of statement of the club’s accounts for the current financial year up to 30th June shall be submitted to the AGM. This statement must be properly signed and audited for approval. Accounts and budgets must be presented in the formats and under the headings and sub-headings as agreed by the Executive Committee. If audited and signed accounts and/or the budget for the upcoming year are not ready at the commencement of AGM then a further meeting shall be arranged for members to attend and this is to be no later than the beginning of September (following the AGM).
e. Consideration of any other business, the content of which shall have been forwarded in writing to the Honorary Secretary at least fourteen days prior to the meeting.
17. Election. Members seeking election to committee posts shall ensure that their nomination, duly proposed and seconded in writing, shall have been received by the Honorary Secretary at least fourteen days prior to the AGM. A request for nominations shall be posted on the club notice board at least one month prior to the AGM.
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18. Extraordinary and Special General Meetings. Extraordinary and Special General Meetings (EGMs and SGMs) may be held at any time as requested by the Chairman, or written notice from one fifth of the total club voting membership requiring such a meeting. In both cases the meeting shall be convened by the Honorary Secretary within twenty one days of such request or notice. The purpose of the meeting and its agenda shall be stated in order that all club members can be advised in writing seven days before such a meeting specifying the venue, time and business to be transacted.
CODE OF CONDUCT
19. All members of the club are expected to play, or support the playing of, the both codes of rugby football in accordance with the spirit of good sportsmanship and fair play. In particular, members should ensure that in their playing of the game, and also in their general behaviour, they at no time indulge in actions which could blemish the good name of the club or bring the reputation of the game into disrepute, including: insulting opponents; making offensive remarks or gestures to the referee/touch judges or opposition supporters; deliberately feigning injury; taking property belonging to opponents or their club; publicly criticizing the referee; playing under the influence of excessive alcohol or the influence of drugs; making racist or sexist remarks; or behaving in any way likely to cause offence.
20. Members should understand that the club could be held responsible/answerable to the ARU and/or the RFU for the actions of its members in respect of any misconduct. The club will discourage from selection any player who repeatedly infringes this code, and in respect of any such player or member may hold an inquiry into alleged breach and suspend or expel from membership any serious offender as well as taking disciplinary action through the chain of command. Any action taken by the club in respect of the above shall be without prejudice to any sanctions imposed on the club or any of its members by the disciplinary sub-committee of the ARU and/or the RFU.
DISCIPLINE
21. The club is empowered by the ARU and ARL to investigate and suspend any club or any member of their body for misconduct of any kind. Members have the right of appeal to the club or to the ARU and ARL. Disciplinary procedures pertaining to players and others sent from the field of play will be followed by the club and may also be subject to further hearings by the ARU and ARL. In cases of misconduct, the players should attend a disciplinary hearing held by the Disciplinary Committee and in each case the Commanding Officer of the Unit is to be informed prior to the Disciplinary Hearing. Information such as the findings of Disciplinary Committees and comment from Unit Commanding Officer’s will form part of the Hearing which should, under normal circumstances, be held within 14 days of the offence being committed.
INSURANCE
22. All Clubs affiliated to the ARU automatically join the Mandatory Rugby Injury Insurance Scheme in accordance with the Bye-Laws of the RFU, and in accordance with the specific instructions issued from time to time by the ARU. Clubs that fail to affiliate cannot undertake rugby training nor can they organize, play matches or use Army Sports facilities.
TEAM SELECTION.
23. Team selection must be conducted in a transparent and fair manner. Players are to be told the logic behind the decisions of the various Selection Committees and have the right to address any issues through the Chairman of that committee or the Director.
a. Selection of Players. A Selection Committee shall be formed, under the Head Coach, to select each side. The committee will consist of the Team Coach, Team Captain, Vice Captain and Team Manager who shall act as the secretary for each selection committee. The Selection Committee shall have power to elect its own chairman and to co-opt further non-voting members at its discretion. The selection process must be fair and unbiased and is to reflect ability and commitment to the club. In case of dispute or conflict the issue is to be raised with the Director for resolution.
b. Playing Priorities. Playing priorities are clearly stated in Paragraph 6 of the ‘Combined Services Sport Board Regulations’ and in ‘Games and Sports in the Army’. In particular, no member of any Army Unit club who has been selected to play with any Army Rugby Union representative squad will be permitted to play for his Unit club or any other team when fixtures clash, or where lack of recovery time is likely to adversely affect performance on the field of play or increase the likelihood of serious injury. This rule holds fast unless the Director of Army Senior Rugby and, where relevant, his committee, give prior permission to a player and his Corps or Unit club. Normally, such consent cannot be withheld where a Unit Club requires a player for an Army Cup tie (not Shield). Due consideration will be given to other national competitions except where the player is chosen to play in an Inter-Service match. The wishes of the player are also to be taken into consideration.
AWARDS.
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24. Colours are awarded for players and members who have shown a high level of performance and commitment over a number of seasons. There are no set criteria for the award of colours and each case will be considered according to an individual’s circumstances.
a. Corps Colours. Corps colours are awarded in recognition of continued and dedicated support and service to the club and to rugby across the Corps. The nomination process is to take place in accordance with the guidelines laid down by the Corps Sports Committee. Corps colours will not be awarded for a set number of games but will instead be awarded when a player who has shown persistent dedication to either code throughout their playing career is due to retire or resign from service or when they have returned as a committee member following their retirement from playing. The award of colours is to be agreed by the Executive Committee. The Corps will issue a Certificate and a Corps Colours Tie through the chain of command. Players and Committee Members will not normally receive Corps Colours if they have not already earned Club Colours. This will ensure that there is an additional reward for continued support and service to the club and rugby throughout the Corps.
b. Club Colours. It is proposed to award club colours in recognition of players and committee members who have shown continued support to the club. Club colours will not be awarded for a set number of games but will be awarded to players or committee members who have shown commitment to the club for at least three seasons. The award of club colours is to be agreed by the Executive Committee. The club will issue a Certificate and a Club Colours Tie through the chain of command. Funding and the design of the Club Tie have yet to be agreed.
CLOTHING AND ACCOUTREMENTS
25. The aim is to use one company for all clothing across the Club. All Corps teams will also be encouraged to utilise this company in order to maximise the quality of service and support and to ensure that the club can coral the best possible discounts through bulk purchases.
a. Playing Clothing. The club shall play in strip shirts in Corps colours (2” Sky over ½” Navy over 2” Green), green shorts, and stripe socks in Corps colours (2” Sky over ½” Navy over 2” Green). The emblem of the club shall be the Corps cap badge surrounded by a blue band with the club name in gold writing. Other representative teams, may with the endorsement of the Executive Committee, wear similar clothing with the club emblem appropriately annotated. The emblem may also be worn on other clothing appropriate to the particular representative squad e.g.: tracksuits, blazers, smart-casual shirts. Teams are to ensure that the playing clothing worn by squads reflect their current sponsor – client relationship (i.e. clothing provided by previous sponsors should not be worn publicly by members of representative squads.
b. Other Clothing. The use of the club emblem is a privilege which must not be abused. Use of the emblem for other items of clothing non specific to representative squads must have the prior approval of the Executive Committee.
FINANCIAL MATTERS
26. Application of Profit. No money or property of the club, or any gain arising from the carrying on of the club, shall be applied other than for the benefit of the club as a whole or for some charitable or benevolent purpose or purposes decided by resolution of a General Meeting of the club.
27. Control of Club Funds. Control over the Club funds shall be exercised by the club Executive Committee. Responsibilities shall include the oversight of administration of the Club’s banking accounts. The Honorary Treasurer shall present quarterly and annual statements of accounts to the Executive Committee meetings along with all other aspects of accounts and progress against budgets.
28. Powers of Borrowing. The Executive Committee does not have the power to borrow money for the purposes of the club.
29. Auditing. An appropriate military accountant shall be appointed at the Annual General Meeting to examine the accounts for the ensuing year and to certify the Honorary Treasurer’s Financial Statement.
30. Presentation of Finances. Full accounts of the financial affairs of the club, duly audited by the auditors, and the budget for the following year, shall if at all possible be made available to every club member prior to the convening of, and at, the club AGM. If the audited accounts, and/or the budget for the following year, are not available at the AGM then they are to be made available to every club member prior to or at a Special General Meeting to be held by the beginning of September (following the AGM). Accounts (and budgets) shall be presented in the format and under the headings promulgated by the Honorary Treasurer. Under the financial management system in place for the club there shall be nominated persons responsible for each of the main accounting headings for the initial monitoring of progress of accounts against agreed budgets and reporting on progress to the Honorary Treasurer.
31. Bar. The club will utilize the bar facilities at the hosting unit for each match or competition. The purchase and supply of liquor will therefore be vested in the hosting unit. There may be admitted to these registered premises persons other than club members or their guests who are members and guests of visiting sports teams, visiting Referees, or organisations that with the agreement of the club have organised corporate events at the unit’s premises. No intoxicating liquor may be sold to persons under the age of eighteen years and no persons under that age may consume intoxicating liquor on the premises.
32. Sponsorship. The club receives the majority of funding through Army and Corps grants. The Army v Navy Fixtures also generates a significant amount of annual revenue. In addition to this the club should also seek to exploit further funding opportunities for key events such as competitions and tours. Sponsorship agreements must be approved by the Executive Committee and the spending of funds are to be monitored by the Honorary Treasurer.
PROPERTY AND FUNDS
32. The property and funds of the club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the rules and all surplus income or profits are reinvested in the club. The club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away match expenses, post match refreshments and other ordinary benefits of Amateur Sports Clubs as provided for in the Finance Act 2002 and under the guidance provided by the ARU and ARL. The club may also, in connection with the sport of rugby union and rugby league;
a. Sell and supply sports clothing and equipment.
b. Employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the committee without the person being present.
c. Pay for reasonable hospitality for visiting teams and guests.
d. Indemnify the committee and members acting properly in the course of the running of club against any liability incurred (but only to the extent of its assets).
BYELAWS
33. The Executive Committee shall have power to make byelaws for regulating the conduct and affairs of the club provided the same are not inconsistent with the rules set out in this club Constitution. Such byelaws shall be posted the club website and shall be binding on all members.
NOTIFICATION AND MODIFICATION OF THE CONSTITUTION
34. This Constitution shall be prominently displayed on the Corps Web Site, and individual members may receive their own copy if requested. No alteration, additions to or deletions from this Constitution shall be made except by a resolution carried by a majority of the members present at an Executive Committee meeting. Members of the club with voting rights can propose changes to this Constitution; proposed changes shall be submitted in writing to the Honorary Secretary.
DISSOLUTION
35. Upon dissolution of the club any remaining assets shall be given or transferred as decided by the Executive Committee. This may, at the Executive Committee’s discretion, be to the Corps, a registered charity or the ARU and ARL.
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Lt Col T Hall
Chairman
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Major J Gunning
Director of Rugby
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Draft Copy – Yet to be approved by the Executive Committee
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