Club Constitution

        PENTYRCH RUGBY FOOTBALL CLUB LTD

    CLWB RYGBI PENTYRCH CYF

Parc y Dwrlyn, Penuel Road, Pentyrch, Cardiff CF15 9QJ

Telephone 029 20890483

FOUNDED 1883

CLUB RULES

Annual General Meeting 7th August 2014

RULES

Name

The name of the club shall be Pentyrch Rugby Football Club. From 1 May 2013 the club was formed into a Limited Company (Limited by Guarantee). The club is registered as Pentyrch RFC Ltd (Company Registration Number 8026193) but will trade as Pentyrch Rugby Football Club Ltd.

The Objects  of the Club

To play, promote and encourage the game of Rugby Football according to the rules, regulations, and laws as laid down and governed by the Welsh Rugby Union.

To provide social and recreational facilities for its members.

Unless the club, at some future stage, is represented in the WRU Premiership League, the club will enforce a policy of the non-payment of player’s, either directly or indirectly.

Membership

The Club shall consist of:-

Ordinary Members

Social Members (including OAPs aged 65 and over)

Life Members

Ordinary and Life Members shall be entitled to participate in the sporting and social activities of the Club, be entitled to vote on issues at the Annual and Special General Meetings and apply for international tickets.

Social Members shall be entitled to participate in the social activities of the club only.

Life Members

The Club may, in an Annual General Meeting, elect as Life Members any person who shall have been a member of the Club for not less than ten years and who shall be nominated for the life membership by the General Committee as a person who, in the opinion of the General Committee, has rendered outstanding service to the Club. Life members shall be entitled to participate in all the Club’s activities and shall not be required to pay any subscriptions.

Proposal of Candidates

Every candidate for admission as an Ordinary or Social Member shall be proposed by one member and seconded by another using the Membership Application form. The General Committee shall in their discretion elect the candidate to Membership or reject him/her. The candidate will be notified in writing of this decision. The first subscription of a Member shall be due and payable not later than fourteen days after the date of him/her being notified by the Honorary Secretary of his/her election. If the subscription is not paid the General Committee may declare the election void.

Subscriptions

8.1    The annual subscription shall be categorised as follows

    Ordinary members

    Social members

    OAPs

    Youth (Under 18 players)

There shall be a distinct difference between the membership subscriptions to     reflect     the above categories. The level of subscription will be decided upon by the General Committee at a General Meeting of the Club at least 1 month before annual subscriptions become due and will be notified to members by posting on the Club Notice Board.

8.2    Each member’s subscription shall be due and payable by the first of September each year and shall be deemed a debt due to the Honorary Treasurer of the Club for the time being. Members must endeavour to pay subscriptions at the earliest opportunity. In the event of any member not having paid such subscription by the first day of October of the current year, that person shall cease to be a member of the Club and shall be required to make fresh application for membership under the provision of Clause 7 of these rules.

General Committee

The Management of the Club shall be entrusted to a General Committee.

    9.1.    The General Committee shall consist of a President, Chairperson, Vice Chairperson, Honorary Treasurer, Honorary Secretary, Membership Secretary, Fixture Secretary and a Representative from any Sub Committees set up by the General Committee. The General Committee shall promote and operate a bilingual policy as far as possible.

    9.2    The General Committee shall set up Sub-Committees to oversee areas of the Club’s activities as may be required from time to time. The Sub-Committees will be     responsible to the General Committee and operate under the brief given to them by the General Committee.

        The Sub-Committees shall consist of a Chairperson/Secretary who will co-opt  additional members who shall be approved by the General Committee. The proceedings of each Sub-Committee shall be recorded and a copy shall be made available to the General Committee.

    9.3    The officers of the Club listed in section 9.1 shall be elected at an Annual General Meeting of the Club. They shall hold office from their election until  the next Annual General Meeting (unless removed from office in the meantime by a resolution of a Special General Meeting of the Club) but may at any time retire by giving the Honorary Secretary notice in writing of their  intention to do so.

9.4    The General Committee may, by resolution, remove from office any member of the Committee or Sub-Committees who absents him/herself from three consecutive Meetings unless the General Committee considers the Member has good cause for such absences. 

The General Committee shall be empowered to elect any Member of the Club to fill any casual vacancy occurring by death, resignation or removal from office from the General Committee. Any person so appointed shall retire at the next Annual General Meeting and may seek re-election.

Every candidate for election to the General Committee (other than a retiring member who offers him/herself for re-election) shall be proposed and seconded by two Members of the Club. Such proposals shall be sent to the Honorary Secretary in writing not less than fourteen days before the Annual General Meeting and the name of every such candidate, with the names of the Proposer and Seconder, shall be posted in the Club not less than ten days before the Annual General Meeting.

9.5    There shall be elected by Annual General Meeting Members of the club to be  Vice Presidents of the Club (not exceeding twelve in numbers). Vice Presidents shall serve on the Vice Presidents Sub Committee for three years. For the purpose of continuity, elections will be staged.

For the purpose of continuity, and in agreement with the Vice Presidents, the General Committee may defer or bring forward the election of some Vice Presidents by one year to confirm to the above requirement.

The Vice Presidents shall be empowered to elect any Member of the Club to fill any casual vacancy occurring by death, resignation or removal from office from the Vice Presidents Sub Committee. Any person so appointed shall retire at the next Annual General Meeting and may seek re-election.

Every candidate for election to the Vice Presidents Sub Committee (other than a retiring member who offers him/herself for re-election) shall be proposed and seconded by two Members of the Club. Such proposals shall be sent to the Honorary Secretary in writing not less than fourteen days before the Annual General Meeting. The name of every such candidate, with the names of the Proposer and Seconder, shall be posted in the Club not less than ten days before the Annual General Meeting.

9.6    The General Committee shall elect Members of the Club to become Patrons of  the Club and such Office of Patron and Vice President shall be Honorary in nature. Nothing in this rule shall prevent any Patron or Vice President from standing for election to the General Committee or Sub Committees at an Annual General Meeting. All Members holding office as Vice Presidents shall     be eligible for re-election at the end of their term of Office.

9.7    The Chairperson of the Mini and Junior Section Sub Committee will represent that Sub Committee on the General Committee and be elected by the members of that Sub Committee.

 

10. Powers and Duties of the General and Sub Committees

The General Committee shall:

10.1    Generally manage the affairs of the club in accordance with the rules and  by-laws.

From time to time make, alter and revoke by-laws for the internal management of the Club (not being inconsistent with these Rules) and all by- laws, till revoked, shall be binding on all members of the Club as if they were contained in the rules.

Appoint and dismiss such servants, as they deem necessary.

Appoint Members to serve on Sub Committees as laid down in Rule 9.

 

10.2     The Sub Committees shall:

Be responsible to the General Committee for organising and running their delegated activity in accordance with the brief given to them by the General Committee.

They shall meet at regular intervals as deemed necessary by the Sub Committee Chairperson/Secretary, and provide representatives to serve on the General Committee.

Any Officer of the Club will be entitled, on request, to attend any meeting of the Sub Committees.

 

Borrowing Powers

If at any time the Club, in Annual or Special General Meeting, shall pass a resolution authorising the General Committee to borrow money, the General Committee shall, thereupon, be empowered to borrow, for the purposes of the Club, such amounts of money as shall be specified in such resolution, either at one time or from time to time and at such rate of interest and in such form and manner and upon such security at the discretion of the General Committee. The General Committee shall make all such dispositions of the Club property or any part thereof and enter into such agreements in relation thereto as the General Committee may seem proper for giving security for such loans and interest. All Members of the Club, whether voting on such resolutions or not, and all persons becoming Members of the Club after the passing of such resolutions shall be deemed to have assented to the same as if they had voted in favour of each resolution.

Indemnity

Every Member of the General Committee and every other person who undertakes obligations, whether by way of guarantee or otherwise, on behalf and at the request of the Club or General Committee, shall be indemnified out of the assets of the Club against all costs, charges, losses and liabilities which may be sustained or incurred in or about the execution of his/her Office or discharge of his/her obligations or otherwise in relation thereto.

Resignation of Members

A Member may at any time resign from the Club by giving to the General Secretary     notice in writing of his/her intention to do so.

Expulsion of Members

The General Committee may expel or suspend from membership any Member who wilfully disobeys any of these rules or is guilty of any misconduct rendering him unfit, in their opinion, to be a Member of the Club provided that before expelling or suspending him/her the General Committee shall call upon him/her for an explanation of his/her conduct and shall hear what he/she may wish to urge in his/her defence. A Member expelled in accordance with this Sub Rule shall have no claim upon the property of the Club and shall not be eligible for re-election as a Member and shall not be introduced as a guest to the Club’s premises for such period as the General Committee may deem fit.

Annual General Meeting

The Annual General Meeting of the Club shall be held no later than the thirty first (31st) day of July each year, for the following purposes:

To receive a Report and Statements of Accounts for the preceding year.

To elect the General Committee members as detailed on Section 9.1 for the ensuing year.

To appoint an Accountant or Accountants in accordance with the requirements of Section 22.

To decide upon any proposal or matter and transact any other business which shall be duly submitted to the Meeting.

Notice of Meetings

Notice of all General Meetings and the business to be transacted thereat shall be posted on the Notice Board of the Club. In the case of the Annual General Meeting not less than ten  and in the case of any other General Meeting not less than seven days before the date for holding the same.

Special General Meetings

The General Committee may, at any time, for any special purpose, call a Special General meeting and shall do so forthwith on the requisition in writing of any thirty Members or one fifth of the total number of Members, whichever be the less, stating the purposes for which the Meeting is required. Notice of a Special General Meeting, and the business to be transacted thereat, will be posted not less than fourteen days prior to the meeting.

 

Proceedings at Meetings

At every General Meeting the Chairperson shall preside or in his/her absence, the Vice Chairperson, or in his/her absence another Member of the General Committee appointed by the General Committee. The Chairperson shall ascertain the decision of the Meeting in such a manner, as he/she shall deem most convenient.

At an Annual and Special General Meeting the decision on matters shall be by ballot. All Ordinary and Life Members shall have one vote provided that they have paid their current subscription to the Club. In the event of equality of votes the Chairperson shall have a second or casting vote.

At all the above meetings, the Honorary Secretary will record Minutes of the business discussed. In his/her absence another Member of the General Committee, nominated by the General Committee, will carry out this duty.

Quorum

At General Committee Meetings four Committee persons shall form a quorum. At Sub Committee Meetings three Committee persons shall form a quorum. At Annual and Special General Meetings fifteen members or one fifth of the total number of Members, whichever be the less, shall form a quorum.

Directors

Previously there were six trustees of the club elected by the General Committee. The need for trusteeship became unnecessary on Incorporation. Upon Incorporation the property of the club (other than cash, which shall be under control of the Treasurer) shall be vested in the Directors. They shall deal with the property of the Club as directed by a resolution of the General Committee (of which an entry in the Minute Book shall be conclusive evidence) and they shall be indemnified against risk and expense out of the club property. If by reason of death, resignation or removal it shall appear necessary to the General Committee that a new Director or Directors shall be appointed, or if the General Committee shall deem it expedient to appoint an additional Director or Directors, the General Committee should, by resolution, nominate the person or persons to be appointed as Director(s).

Financial Year

The Financial year of the Club shall end on the 30th April in each year, and to which the Accounts of the Club shall be balanced.

Accounts

The accounts shall, as soon as practicable at the end of the financial year, be prepared by a Professional Accountant who shall be appointed at each Annual General Meeting and who shall not be a member of the Club. The General Committee shall fill any vacancy occurring in the office of Accountant during the year.

Guests

Subject to such conditions as the General Committee shall determine from time to time, Members shall be entitled to introduce guests to the Club provided that no person whose application for Membership has been declined, or who has been expelled from the Club in accordance with Rule 14, shall be introduced as a visitor.

The General Committee shall have the right to withdraw this general privilege or refuse admission to any particular visitor without giving reason for its action.

Members introducing a visitor shall be responsible for entering his/her name in the Visitor’s book and will be responsible for the conduct of such visitors whilst on the Club’s premises.

No Visitor shall be supplied with intoxicating liquor except on the invitation of and in the company of a Member and whose name has been entered in the Visitors book. Such Visitors may be permitted to order and pay for intoxication liquor for consumption on the Club premises on this occasion.

Members, Supporters and Officials of Visiting Teams will not be required to have their names entered in the Visitor’s Book and may be permitted to order and pay for intoxicating liquor for consumption on the Club premises on the occasion of a match.

Further, and without prejudice to the provision of these rules, the General Committee shall be empowered to permit individual members of the Club to hold Private Parties at the Club without the necessity of their Guests names being entered into the Visitor’s Book, and to permit persons attending these functions to order and pay for intoxicating liquor, on the date of the function for consumption on the premises, providing this has been agreed prior to the function taking place.

Further, and without prejudice to the provision of these rules, the General Committee shall be empowered to permit Members of recognised organisation within the Parish of Pentyrch to organise functions in the Club, without the necessity for their names being entered into the Visitor’s Book, and to permit persons attending these functions to order and pay for intoxicating liquor on the date of the function for consumption on the premises, providing this has been agreed prior to the function taking place.

The General Committee may in its discretion admit to the premises of the Club persons who are members of another club, registered in respect of premises in the locality, which is temporarily closed. The sale to such persons of intoxication liquor, by or on behalf of the Club, shall be permissible.

24 Gambling

No gambling shall be allowed on the Club premises except that allowed under the Betting and Gambling Act 1960 or the Small Lotteries and Gaming Act 1956 or any other statute that may be in force from time to time and applicable to the Club and authorised by the General Committee.

Opening of Club Premises

The Club premises shall be open for such hours between 11am and 11.30pm on each day as the General Committee shall, from time to time, determine provided that the General Committee shall have the power by resolution to extend these hours on any specified occasion.

Permitted Hours

The permitted hours for the supply of intoxicating liquor shall be such as shall, from time to time, be determined by the General Committee and notified to them by the appropriate Authorities, provided that any extension of permitted hours beyond those named may be permitted when sanctioned by the Licensing Justices on special occasions.

Members Under Eighteen

No Members under the age of eighteen years shall consume intoxicating liquor on the Club premises and no member shall supply or aid or procure the supply of intoxicating liquor to any Member under the age of eighteen years or to the guest of any Member under that age. No Member under the age of eighteen years shall have voting powers at a General Meeting.

Interpretation of Rules

The General Committee shall be the sole authority for the interpretation of these Rules and of the bye-laws made thereunder. The decision of the General Committee upon any questions of interpretation, or upon any matter affecting the Club and not provided for by these Rules or the bye-laws made thereunder, shall be final and binding upon the Members.

Amendment of Rules

These rules may be added to, repealed or amended by resolution at any Annual or Special General Meeting provided that no such resolution shall be deemed to have been passed, unless it is carried by a majority of at least two thirds of the Members voting.

Dissolution of Club

If at any General Meeting a resolution for dissolution of the Club shall be passed by a majority of the Members present and such resolution shall, at a Special General Meeting held not less than one month thereafter, be confirmed by a resolution passed by a majority of two thirds of the Members voting thereon, the General Committee shall thereupon, or at such future date as shall be specified in such resolution, proceed to finalise the property of the Club and after the discharge of all liabilities shall divide the same equally among the Members. Upon completion of the division the Club shall be dissolved.

Definitions

General Meeting:-

A meeting of the General Committee to discuss the everyday running of the Club and normally held at least monthly and in accordance with the criteria detailed in Sections 16, 18 and 19.

Annual General Meeting:

A meeting held annually to provide information to members of the Club on the past years performance and in line with the criteria detailed in Sections 15, 16, 18 and 19.

Special General Meeting:

A meeting of Club Members held to discuss a particular matter that cannot wait until an Annual General Meeting of the Club and fulfilling the criteria detailed in Sections 16, 17, 18 and 19.

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