Club Constitution

1. Name Of Club
The Club shall be called West Mon (PILCS) Rugby Football Club

2. Objects of the Club
The objects of the Club shall be :-
a) To organise one or more teams of Rugby Football Players to represent the Club in matches played in accordance with the rules of the game of Rugby Union specified and amended from time to time by the Welsh Rugby Union Ltd.
b) To provide facilities for the achievement of the objectives specified in 2a above.
c) To raise funds to achieve the objectives specified in 2a and 2b above.
d) To organise such activities and do such things that are proper and legal to promote the best interests of the Club.
e) to promote community participation in Amateur Rugby Union as laid down and governed by the rules and regulations of the Welsh Rugby Union Ltd. The Club will not directly or indirectly pay players

3. Membership of the Club
Membership of the club shall be open to any person who seeks membership and agrees to abide by the rules of the club and to actively promote the objects of the Club.

4. Management of the Club
The Club shall be managed by a Management Committee of four persons who are members of the Club, together with Officers and the appointed Club Coach (if any) as follows:-

Club President
Club Chairman
Vice Chairman
Honorary Secretary
Assistant Secretary
Honorary Treasurer
Fixture Secretary

Team Manager
Match Secretary
Commercial Secretary
Club First XV Captain
Club Coach

Ladies Coach

Club Coach
The Management Committee, if it feels fit, shall appoint Coaches to help in training and coaching Club teams. The senior of these will be the Club Coach who shall act on the Management Committee

Club Captain

The captain shall be appointed on an annual basis by a selection panel comprising a maximun of 5 club members to include the club coaches and club chairman, and others appointed as necessary by the club committee.  This appointment shall be made prior to or as close as possible to the start of the rugby playing season.  The appointment shall be ratified by the full committee at the earliest opportunity following the selection.The committee shall be empowered to appoint additional members to the selection panel as deemed necessary.The club secretary shall minute the captain selection meeting.

5. Election of the Committee and Officers
The Committee and Officers of the Club shall be elected at the Annual General Meeting
and shall, subject to any resignations or terminations, remain in office until their
successors are elected at the Annual General Meeting next following their election.

6. Casual Vacancies of the Committee

The Committee shall have the power to fill any vacancy which may occur and retiring members of the Committee shall be eligible for re-election.

Selection Committee
The selection of the 1st XV shall be vested, subject to the authority of the Management Committee, in no more than five selectors who will include the elected Club Captain and any appointed Team Manager and Coaches.

7. Fees
The annual subscription and match fees for members shall be that determined by the members at the Annual General Meeting subject to the following :-

a) No discussion or decision regarding subscriptions and match fees may take place until the Treasurer’s Report and the Financial Statement has been accepted by those present.

b) It shall be the duty of the Club Committee to recommend a sum for the annual
subscription and match fees, and if it is deemed appropriate the Committee may recommend different levels of subscription for different classesof member.

c) The Committee may elect to waive the annual subscription in whole or in part in respect of any member or group of members whom the Committee deem it prudent so to do on grounds that the payment of the whole subscription may cause financial
hardship.

8. Honorary Life Members
The Committee shall have the power to elect as honorary life members, without payment of any further subscription, any member of not less than three years standing, who shall in the opinion of the Committee, have rendered services to the Club but such an election shall not take effect unless and until confirmed at the Annual general Meeting next ensuing the date of such election.

9. Expulsion of Members
The Committee shall have the power to expel any member who shall offend against the rules of the Club or whose conduct shall, in the opinion of the Committee, render him unfit for membership of the Club. Before any such member is expelled the Secretary shall give him seven days written notice to attend a meeting before the Committee and shall inform him of the nature of the complaints made against him.
No member shall be expelled without first having the opportunity of appearing before the Committee and answering complaints against him not unless at least two thirds of the Committee then present vote in favour of his expulsion.
No member whose membership has been terminated under this rule or who owes the Club money shall be introduced by any other member as a visitor to any part of the Club premises nor shall any such person be permitted to take part in any aspect of the Club’s activities.

10. Alteration of Rules
The Committee shall have the power to alter rules but no such alteration shall take effect until the same has been confirmed at the Annual General Meeting or a Special General meeting convened for the purpose.

11. Bylaws
The Committee shall have the power to make bylaws for regulating the conduct and affairs of the Club provided the same are not inconsistent with these rules. Such bylaws shall be posted in some conspicuous part of the Club and shall be binding on all members.

12. Annual General Meeting
A general meeting of the Club shall be held in every year not later than 31st May to transact the following business :-
A) To receive and, if approved, to adopt a statement of the Club’s accounts to the end of the preceding playing year.
B) To consider, and if approved, sanction any duly made alteration of the rules.
C) To appoint Officers and other Members of the Committee.
D) To appoint an Auditor or Auditors.
E) To deal with any special matter which the Committee desires to bring before the members and to receive suggestions from the members for consideration by the Committee.

Notice convening the General Meeting shall be sent by the Honorary Secretary to the members not less than ten days before the meeting and shall specify the matters to be dealt with.

13. Special General Meeting

A Special General meeting may be convened at any time by the Committee and shall be convened within twenty one days from the receipt of a requisition in writing signed by not less than fifteen members specifying the object of the meeting for any of the following purposes :-

a) To consider and, if approved, sanction any duly made alteration of the rules
b) To deal with any special matter which the Committee may desire to place before the members, including the expulsion of a member
c) To receive the resignation of the Committee or to remove any member or members thereof from office from office and to fill any vacancies caused thereby
d) To deal with any special matter which the members requiring the meeting wish to place before the Committee.

Notice convening the General Meeting shall be sent to the members not less than ten days before the meeting and shall specify the matters to be dealt with.

14. Chairing of Meetings
The Chairman of the club shall chair all meetings of the Committee and meeting of members of the Club. In the absence of the Chairman this role will be filled by the Vice Chairman, or, in the absence of both Chairman and Vice Chairman, the members or Committee members present shall elect a Chairman to chair that meeting. Any person chairing a meeting shall exercise a casting vote if necessary.

15. Quorum
At a Committee meeting five members shall form a Quorum and at general meetings the Quorum shall be ten members.

16. Trustees
a) Trustees, who shall be three in number, shall be appointed from time to time as necessary by the members of the Club in general meeting.
b) A Trustee shall hold office during his life, or until his resignation in writing to the secretary, or until a resolution removing him from office shall have been passed by a two-thirds majority of those present at a general meeting.
c) All the property of the Club of whatsoever nature shall be vested in the trustees for the time being to be held in trust in their names for the use and benefit of the Club as a
wh ole. On the death, resignation or removal from office of a trustee, the committee shall take steps to secure the appointment by the Club of a new trustee in his place, and shall as soon as possible thereafter take all lawful and practicable steps to procure the vesting of all Club property into the name of the trustees as constituted after the said appointment.
d) The trustees shall at all times, and in all respects, act in regard to the property of the Club held by them in accordance with the directions of the committee; and shall have power to sell, pledge, lease, mortgage or otherwise alienate any Club property in compliance with the directions of the committee. But no purchaser lessee, mortgagee, or other successor in title, shall be concerned to enquire whether any such direction has been given.
e) The trustees shall, on the direction of the committee, represent the Club in any litigation.
f) The trustees shall have a right of indemnity from the Club Committee and reimbursement out of all assets of the Club in respect of:
i any action taken by them; and/or
ii any claim brought against them with regard to acts done or omitted to be done by them in their representative capacity provided that such acts have been done at the request of and with the full authority of the Club committee or the Annual or Special General Meeting of the Club


BYLAWS OF WEST MON (PILCS) RFC


1. General Meeting
The Annual General Meeting of the Club shall be held in every year at a venue and on a day in the month of May appointed by the Committee. Ten days notice of Annual General Meetings shall be given to every registered member of the Club specifying the business to be transacted.

1.1 Members May Call A Meeting
If the Committee does not call an Annual General Meeting in May of any year any ten members may call the meeting for any day thereafter by notice signed by them. This notice must be posted on the Club Notice board not less than fourteen days before the date appointed by them.

1.2 Special General Meeting
Special General Meetings may be called at any time by the Committee giving ten days notice to each registered member. No business other than that specified in the notice shall be transacted at a Special General Meeting. Club members may only call Special General Meetings in accordance with the General Rules of the Club.

1.3 Notices of Motion
Notices of Motion for the Annual General Meeting must be received by the Honorary Secretary before the 15th day of April. Any Notices of Motion must be communicated to the members along with the notice convening the meeting. Any amendment to such Notice of Motion must be in the hands of the Honorary Secretary not less than fourteen days before the date fixed for the meeting.

1.4 Quorum
No business other than the election of Officers and members to serve on the Committee and the passing of accounts shall be transacted at any General Meeting unless at least ten members are present.

1.5 Voting
Voting at General Meetings shall (except at contested elections of Officers and Committee members) be by show of hands or otherwise as the Chairman may direct.

1.6 Chairman
The Chairman of the club shall chair all meetings of the Committee and meeting of members
of the Club. If the Chairman is not present within five minutes after the time appointed for
holding the meeting then the Vice Chairman shall chair the meeting. In the absence of both
Chairman and Vice Chairman, the members or Committee members present shall elect a
Chairman to chair that meeting.

1.7 Minutes
The Honorary Secretary shall record the proceedings of General Meetings and these shall be kept in a the General Meetings file.

1.8 Chairman’s Decision is Final
The Chairman’s decision as to the result of voting on any question shall be final.
Minutes of the Annual General Meeting and any Special General Meeting shall be produced by the Honorary Secretary within 14 days of the holding of the meeting and approved by the Chairman and Vice Chairman.

2. Election of Officers and Committee

2.1 Annual Election
Election of Officer and Committee must be carried out in accordance with the general
rules of the Club

2.2 Casual Vacancies
Casual Vacancies must be filled in accordance with the general rules of the Club

2.3 Proposal of Candidates
Candidates for election to the Committee must be proposed and seconded by members of
the Club. The name of every candidate and their proposer and seconder must be sent to
the Honorary Secretary in writing before the 15th day of April and shall be printed in
the notice convening the meeting. It shall not be necessary for the proposer and seconder
to be present at the meeting.

2.4 Proposals in Default of Notice
If no names or an insufficient number of names of candidates eligible for election be
received by the Honorary Secretary by the 15th day of April then candidates may be
proposed at the meeting without notice.

2.5 Election by Ballot
If the number of candidates duly proposed and seconded exceeds the number to be
elected voting shall be by secret ballot or voting papers.

3. Proceedings of Committee

3.1 Proceedings of General Committee
The Committee shall be chaired in accordance with the general rules of the Club.

3.2 Meetings of the Committee
Meetings of the Committee shall be called by the Honorary Secretary on a montly basis. Additional meetings may be called by the Honorary Secretary and shall be called if requested by the Chairman or any two members of the Committee.

3.3 Summonses
All members of the Committee shall be summoned to meetings by four days notice
either verbally or in writing.

3.4 Quorum
Five members shall form a quorum at normal Committee meetings.

3.5 Voting
Every member of the Committee shall have one vote on every question and, in cases of
equality of voting the Chairman or other person presiding shall have a casting vote.

3.6 Minutes
The Honorary Secretary shall keep minutes of the proceedings of each meeting which
shall be confirmed for accuracy at the next meeting.

3.7 Sub Committees
The Committee may appoint Sub Committees and depute to them any of its powers
except those relating to the election and expulsion of members. Membership of any such
Sub Committee shall consist as to one half of its number of elected members of the
Committee.

3.8 Finance
No individual expenditure in excess of £100 can be made from club funds unless :
a) The expenditure has previously been approved and minuted at a formal Committee Meeting
or
b) In circumstances where the expenditure is needed before a Committee Meeting can be arranged such expenditure is approved by the Chairman, Treasurer and Secretary or his assistant by a majority decision.
Such expenditure should then be minuted at the next committee meeting