YSTALYFERA RUGBY FOOTBALL CLUB LIMITED CONSTITUTION
INDEX.
1 NAME.
2 AFFILIATION.
3 AIMS and OBJECTIVES
4 MEMBERSHIP
5 MEMBERSHIP FEES
6 OFFICER ROLES
7 EXECUTIVE COMMITTEE OPERATIONS
8 DIRECTOR OPERATIONS.
9 GENERAL DATA PROTECTION + REGULATION (GDPR).
10 FINANCE.
11 ANNUAL AND EXTRAORDINARYGENERAL MEETINGS.
12 REVIEW OF THIS CONSTITUTION.
13 PROPERTY AND STAFF
14 DISCIPLINE AND APPEALS
15 INTERNATIONAL TICKETS
16 DISSOLUTION OF THE CLUB.
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1. NAME.
1.1 The Club shall be called the Ystalyfera Rugby Football and Cricket Club Limited.
1.2 The Club is registered for incorporation under the companies act of 2006 England & Wales. - Company number: 10227612.
2. AFFILIATION.
2.1 The Club shall be affiliated to the ‘Welsh Rugby Union’, ‘West Wales Rugby Union’ and ‘English County Cricket Board’
2.2 The Club is also registered as a Community Amateur Sports Club since 1st June 2010.
3. AIMS and OBJECTIVES.
3.1 To provide for, promote and further the interests of amateur rugby football both in the village and local areas, by offering coaching and competitive opportunity for interested individuals
3.2 Affording a structure for the development of junior rugby (under 16 years old).
3.3 The aims and objectives of the club should be consistent with the furthering of equal opportunities for all groups in sport.
3.4 The club will be guided by the rules and regulations of the Welsh Rugby Union and the club will not directly, nor indirectly, pay any monies to players.
4 MEMBERSHIP.
4.1 Club membership shall consist of the Directors, General Committee, Members and Players.
4.2 Membership of the Club shall be open and not unreasonably restricted on the grounds of sex, disability, race, colour, creed or political, religious or other opinions, to any person who is prepared to accept and support the objectives and rules of the club (except as a necessary consequence of the requirements of Rugby and/or Cricket as a specific sport).
4.3 In accepting membership, a person thereby agrees to abide by this constitution and the ruling’s administered by the Club Executive Committee.
4.4 Individuals between the ages of 16 and 18 shall be considered as ‘youth members’ with no voting or constitutional rights, having representation on the Executive Committee.
4.5 All members are expected not to misapply any of the Club property, and avoid affecting any damage and/or defacement therein.
5. MEMBERSHIP FEES.
5.1 Membership fees shall be stipulated by the Club Executive Committee who may distinguish between those in full time employment, unemployed, full time education, senior citizen, Life members or junior members.
5.2 The Club Executive Committee will decide upon fee levels or subscriptions or membership schemes at its own discretion.
5.3 Annual Membership fees are due on the 1st of May or the start of a Rugby season, whichever is the later, and are payable to a nominated or nominated group of officials.
6. OFFICER ROLES.
6.1 The Executive Committee will consist of the Club Directors (4 members), the General Committee (12 members max.), Head Coach and/or Forwards/Backs Coach, and the acting Team Captains/ Vice-Captains for the season.
6.2 The Club Directors are;
Chairman – Vice-Chairman – Club Secretary – Treasurer or Financial Officer.
6.3 The General Committee will be 12 members maximum, incorporating the following roles as required;
Fixture Secretary – Social Secretary – Youth Secretary – Grants Manager – Bar Manager - – Data Protection/Compliance Manager – Financial Officer – Juniors (Under 16’s) Manager – Rugby Manager – Team Manager.
6.4 All the Executive Committee can be subject to an annual re-election, other than the four Club Directors who may remain in post for three years minimum.
6.5 Any Executive Committee officer can be removed by a two-thirds majority vote by his/her peers. A nomination of no-confidence must be made and seconded within the Executive.
6.6 Necessary Officer Replacement prior to the next annual election can be made by majority vote within the Executive Committee.
7. EXECUTIVE COMMITTEE OPERATIONS.
7.1 The management of the club shall be vested in the Executive Committee, acting for and representing the members.
7.2 Meetings of the Executive Committee shall be called for and convened by the Chairman, who will select a time most convenient.
7.3 The quorum necessary for the transaction of business shall be at least five Executive Committee members in total, at least two of whom must be Directors (‘Life’ Members, Trustees and invited persons may attend and participate but may not vote).
7.4 All club issues and questions will be debated within meetings, the majority of votes deciding any proposals made and seconded (other than votes of no confidence – see 6.5). Each eligible person will have one vote, the Chairman of the meeting holding a casting vote in the event of a draw.
7.5 Interpretation of this constitution will be authorised by the Executive Committee, any proposed changes being recorded for future review/consideration.
7.6 The Executive Committee shall be responsible for considering any application for Club membership, each application being considered individually.
7.7 The Executive Committee shall be responsible for considering any nominations for a vacant Club Official (prior to the election process). Acceptance will be in accordance with a non-discriminatory policy (see 4.2).
7.8 The Executive Committee may employ professional officers at its own discretion.
8. DIRECTOR OPERATIONS.
8.1 Four Club Directors are elected by the membership every three years, in the roles of;
8.2 Directors are expected to perform their appointed role to the best of their ability, accepting the responsibilities and expectations associated with their roles.
8.3 Acting in good faith to promote the success of the Club, Directors must consider;
8.3.1 The consequences of decisions made (short and long term).
8.3.2 Club and members interests.
8.3.3 Foster Club relations with outside business suppliers, customers and others.
8.3.4 Impact of companies operations on the community and environment.
8.3.5 Acting fairly between members if the Club becomes insolvent – duties would then apply to the creditors, no longer the Club.
8.4 Directors must divulge if they have a third party interest in a proposed transaction or agreement under consideration. In such circumstances the Club Executive can authorise and except such an interest where it is clear no malpractice exists.
8.5 Directors are expected to consider and avoid potential conflicts where loyalties can be divided, and decide to take no part in Club decisions where conflict is apparent.
8.6 Directors must ensure the Annual Club Accounts and Returns, are delivered (by law) to Companies House on time.
8.7 Directors must also advise any appointment or termination of a named Director.
8.8 Any change of address must also be notified to Companies House.
Companies House is an Executive Agency of the Department for Business, Innovation and Skills (BIS).
Companies House, Crown Way, CARDIFF CF14 3UZ.
www.gov.uk/companieshouse
E.Mail: enquiries@companieshouse.gov.uk
Twitter: @CompaniesHouse
9. GENERAL DATA PROTECTION + REGULATION (GDPR).
9.1 Data Protection Policy.
9.1.1 The Club Data Protection/Compliance Manager is responsible for the monitoring and implementation of this policy.
9.1.2 Annual Club membership names are retained within a Club Membership book.
9.1.3 All personal data retained by the Club relating to Directors, Committee-men and appointed officers are only held (and freely available for scrutiny), on the Club Website www.ystalyfera.rfc.wales.
9.1.4 Directors, Committee-men and appointed officers must check the accuracy of their personal data on the Club Website and at regular intervals afterwards. If personal details or circumstances change, The Club Data Protection/Compliance Manager must be advised so personal data can be updated as soon as possible.
9.1.5 Player’s personal details needed by the WRU for registration requirements are passed to them and not held by this Club.
9.2 Any individual has the right to have their personal information erased, if required.
10. FINANCE.
10.1 All monies raised by or on behalf of the club shall be used to further the needs of the club and for no other purpose.
10.2 The Club Treasurer and/or the Financial Officer are responsible for the finance of the club.
10.3 The financial year of the club ends on the 31st May, to comply with company house and customs and excise policy.
10.4 Annual accounts will be kept listing all sums of money received and paid out by the club.
10.5 Audited annual statements of Accounts will be presented at Annual General Meetings, copied to Companies House (see 8.6)..
10.6 Club funds will be lodged within a bank or building society in an account with the name of the club.
10.7 All cheques, drafts etc. can be signed by any two of the Club Directors, or any pre-agreed nominated executive member.
11. ANNUAL AND EXTRAORDINARY GENERAL MEETINGS.
11.1 The Annual General Meeting (AGM) shall be when possible held within a 12 Month period, preferably during December.
11.2 In the AGM a report on the previous period by the Executive Committee and an audited statement of accounts up to the end of the financial year will be presented to the members.
11.3 No less than 28 Days Notice of the AGM shall be given to all members by the Secretary.
11.4 Extraordinary General Meetings of members (EGM) can be called within the AGM 12 Month period with no less than 28 Days Notice.
11.5 An EGM can be called by the Executive Committee or by an application in writing to the Secretary signed by no less than 25 members.
11.6 The quorum for General Meetings must be at least 25 members or 25% of the voting membership.
12. REVIEW OF THIS CONSTITUTION.
12.1 The Club Constitution shall be reviewed at least annually in the AGM.
12.2 Additions to or amendments of the constitution must be submitted to the Secretary not less than 28 Days before the date of a General Meeting.
12.3 No resolution involving an amendment may be proposed from the floor of a meeting.
12.4 Submitted changes will be displayed by the Secretary to the membership in the form of a motion duly proposed and seconded 14 Days before the next General Meeting.
12.5 Motions to change the constitution presented at General Meetings must be carried by a two-thirds majority of voting members present.
12.6 All members attending General Meetings are entitled to one vote per motion with equal voting rights. The Chairman is allowed a casting vote in addition to a deliberative vote in the event of a draw.
12.7 Where any question or matter arising in a General Meeting is not provided for in the constitution, the issue must be dealt with as an action for the Executive Committee.
13. PROPERTY AND STAFF.
13.1 Responsibility for all property owned and/or leased by the Club, and for the employment of paid staff or volunteers rests with the Executive Committee.
14. DISCIPLINE AND APPEALS.
14.1 The Executive Committee will have the power to take appropriate disciplinary action against any member and have the authority to terminate the membership of any person guilty of conduct deemed to be detrimental to the Club (see 6.5).
14.2 There shall be the right of appeal to the Executive Committee or an Appeals Committee, set up to act on its behalf, against any decision made by an officer of the Club.
14.3 An appeal must be considered within 14 Days of being received by the Secretary.
15. INTERNATIONAL TICKETS.
15.1 Tickets must be applied for in writing to the Secretary by Club Members only.
16. DISSOLUTION OF THE CLUB.
16.1 In the event of the Club ceasing to continue trading and following the discharge of debts, any remaining assets will be controlled by the Club Trustees(not less than 6 in total), in conjunction with the Welsh Rugby Union to endeavour and sustain rugby football Union in Ystalyfera. No person shall obtain any asset from the Club. Remaining assets after the settling of debt and liabilities will be transferred to one or more of the following approved charitable bodies;
1 A registered charitable organisation.
2 Another Club which is a registered CASC.
3 The Sports National Governing Body for use by them in community sports.
16.2 The Club may be ‘wound up’ on a resolution of the members, passed by a two-thirds majority at an EGM for that purpose. An EGM can be called by the Executive Committee or by an application in writing to the Secretary signed by no less than 25 members, with no less than 28 Days Notice
Authorisation of This Constitution;
Club Chairman;
Date: Signature:
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