Club rules

SECTION 1 - GENERAL

1.1 The Club shall be called “THE HAMMERSMITH & FULHAM RUGBY FOOTBALL CLUB”.

1.2 The Club shall be run under the auspices of a company limited by guarantee (Registered Company Number: 4772258) (“the Company”).

1.3 The object of the Club shall be to play and promote the game of Rugby Football.

1.4 The Club shall be amateur in that it shall not pay its members to play the game.

1.5 The Club shall be a member of the Rugby Football Union and the Middlesex County Rugby Football Union and shall abide by their rules and regulations.

1.6 Members of the Club (who shall include the Voting Members as specified in Rule 5.1 and Non-Voting Members being all other Members) shall be governed by the Memorandum and Articles of Association of the Company and these Club Rules. In the event of a conflict between the Memorandum and Articles of Association and the Club Rules, the provisions of the Memorandum and Articles shall prevail.

1.7 Proposed amendments and additions to the Club Rules must be submitted in writing by five Voting Members to the Secretary twenty eight days prior to the date of a Special General meeting or the Annual General Meeting. The Secretary must circulate details of the proposed amendment or addition to all members with the notice convening the Special General Meeting or the Annual General Meeting. If a proposed amendment or addition shall be approved by a majority in a Special General Meeting or the Annual General Meeting, it shall only be effective if subsequently ratified by resolution of the directors of the Company.

1.8 (i) Only Members of the Club may stand for election to the Committee of Management or as one of the Team Captains at an Annual General Meeting or a Special General Meeting.

(ii) Nominations for election to the Committee of Management or as one of the Team Captains may be made by the Committee of Management. Alternatively a Member, who consents to be nominated, may be proposed by one Member and seconded by another.

(iii) Nominations will not be accepted during an annual General Meeting or a Special General Meeting unless: (a) The Member being nominated is present at the meeting and the nomination is in accordance with 1.8 (ii); or (b) The Member has advised the Secretary in writing so that it is received by the Secretary no later than 72 hours before the scheduled start time of the meeting at which the nomination will be considered and the nomination is in accordance with 1.8 (ii).

1.9 (i) Voting Members shall be allowed to cast proxy votes at both Annual General Meetings and Special General Meetings.

(ii) Proxy votes must be submitted in writing to the Honorary Secretary so as to arrive at least seven days prior to the meeting and once submitted cannot be changed or cancelled.

(iii) Proxy votes for the election of members of the Management Committee or for Team Captains will only be accepted for candidates who have declared their intention to stand to the Secretary prior to the closing date for the submission of the proxy votes.

(iv) Discretionary proxy votes are not allowed.

SECTION 2 - MANAGEMENT

2.1 The Club shall be managed and run by the Committee of Management.

2.2 The Committee of Management and Team Captains shall be elected annually at the Annual General Meeting.

2.3 The Committee of Management shall consist of the Club Chairman, Vice-Chairman, Secretary, Treasurer, Club Captain, Fixture Secretary, Membership Secretary, Social & Events Co-ordinator, Commercial Officer, Webmaster & Social Media Coordinator, Press Officer, Director of Ladies Rugby and Director of Youth Rugby. Any director of the Company who is not a member of the Committee of Management by virtue of any other appointment or position held shall be a member of the Committee of Management.

2.4 All acts and proceedings of the Committee of Management must be reported to the directors of the Company. If any act or resolution of the Committee of Management would cause the directors of the Company to be in breach of their duties as directors or is otherwise in the opinion of the directors not in the best interest of the Company then such act or resolution shall not be binding upon the Company.

2.5 The Committee of Management shall be empowered to remove any member of the Committee of Management (other than a director of the Company) or any Team Captain whether appointed or elected who in their opinion is not performing the duties of the position that he was elected or appointed to. A vote in favour of removal by at least two thirds of the attending Committee of Management members is required to approve removal of a member from the Committee. Notice of a meeting at which such action is proposed must be posted to the member concerned at least fourteen days before the date of the meeting.

2.6 The Committee of Management shall be empowered to fill any vacancy in their body, or a Team Captain vacancy, and to delegate powers to Sub-Committees or individual members who shall be responsible to the Committee of Management.

2.7 The Committee of Management shall appoint a Patron, a President, Vice-Presidents and Honorary Members.

SECTION 3 - MEETINGS

3.1 The Committee of Management must meet at least three times each year.

3.2 The Committee of Management shall convene a Special General Meeting whenever it

considers it necessary or on receipt of a requisition signed by fifteen paid-up Voting Members stating the purpose of the meeting.

3.3 The Annual General Meeting of the Club shall be held in June of each year.

3.4 A minimum of seven days notice shall be given for Special General Meeting or Annual General Meeting.

SECTION 4 - COMPOSITION OF MEETINGS

4.1 Five elected members (including at least one director of the Company) shall form a quorum for meetings of the Committee of Management.

4.2 Fifteen Voting Members (including at least one director of the Company) shall form a quorum for Special General Meetings and Annual General Meetings.

SECTION 5 - VOTING RIGHTS

5.1 Only the President, Vice Presidents, Playing Members, Associate Members and Life Members (Voting Members) over the age of 18 shall hold voting rights during Special General Meetings and Annual General Meetings.

5.2 Business at Special General Meetings and Annual General Meetings shall be decided by a majority vote of the Voting Members in attendance and the proxy votes received.

5.3 Business at a Committee of Management Meeting shall be decided by a majority vote of elected members in attendance (subject to rule 2.4).

SECTION 6 - FINANCE

6.1 All financial dealings of the Club shall be the specific responsibility of the Treasurer who shall be accountable to the Committee of Management, which must authorise all expenditures, loans, and investments.

6.2 The accounts of the Club shall be submitted by the Treasurer to the Annual General Meeting.

6.3 Banking arrangements shall be the responsibility of the Treasurer, Secretary, Vice-Chairman and Chairman.

6.4 The financial year of the Club shall be from 1st May to 30th April.

SECTION 7 - MEMBERSHIP

7.1 The President, Vice-Presidents, Honorary Members, Playing Members, Associate Members, Life Members and Youth Section Members, who have fully paid their subscriptions, shall be considered members of the Club.

7.2 New members shall be elected by a majority vote of the Committee of Management.

7.3 Membership is open to all.

SECTION 8 - SUBSCRIPTION RATES

8.1 Playing Members Senior £ 100.00 Full Time Students £ 40.00 Referees £ 15.00

8.2 Associate Members £ 35.00

Associate membership entitles the member to play for the Vets XV and to participate in the Club’s touch rugby sessions.

8.3 Life Playing Members £ 450.00 Life Associate Members £ 250.00

8.4 Youth Section Members £ 100.00

8.5 Only Voting Members over the ago of 18 are eligible to apply for international tickets.

8.6 Annual subscriptions shall fall due on or before 1st July each year. Annual membership shall be valid from the period starting on 1st July and ending on 30th June.

8.7 The Committee of Management has power to waive payments of the whole or any part of the subscription rate in any case for which in their opinion such action would be proper.

8.8 The Committee of Management shall set the match fee to be levied. The match fee shall not be levied for Youth Section matches.

SECTION 9 - PLAYING

9.1 Teams shall be chosen by a Selection Sub-Committee consisting of the Club Captain (who shall Chair the meeting), Team Captains, the Club Coach and up to two members co-opted by this Sub-Committee.

9.2 The Club playing kit shall consist of red, white and navy-blue shirts, navy blue shorts, and red, white and navy-blue socks. The change kit shall be identical to the playing kit, but the shirt shall be predominantly sky blue.

9.3 The Disciplinary Sub-Committee shall consist of the Club Captain, who shall chair the Sub-Committee, Chairman, Secretary and any other members co-opted by this Sub- Committee and will have the power to consider the behaviour of any member on or off the field and to impose such disciplinary sanction as it thinks fit.

SECTION 10 – APPOINTMENTS TO THE COMPANY

10.1 The Committee of Management shall nominate such persons as it sees fit to be members of the Company.

10.2 Such members shall act in good faith so far as possible in accordance with the wishes of the Club in the exercise of their rights and powers as members of the Company, including but not limited to the appointment and removal of directors of the Company.

10.3 The Committee of Management shall be empowered to remove any member of the Company who in their opinion is not performing his duties in accordance with the Club Rules. A vote in favour of removal by at least two thirds of the attending Committee of Management members is required to approve removal of a member from the Company.

10.4 Should there at any time be no members or directors of the Company, the Committee of Management may appoint additional directors to the Company by written notice.