Please note that there will be an EGM on Saturday 18th November at 12.30pm to ratify chamges to the Club Constitution. These chamges are required to bring the constitution in line with the requirements of the SRU when they recently awarded us funding towards the floodlights/drainage on Pitch 3. Tracked Copies of proposed constitution can be obtained from the Secretary – firstname.lastname@example.org A copy will be posted on the Club Notice Board.
Section I. The Club
The relationship between Whitecraigs Rugby Club and Whitecraigs Rugby Club Limited is clarified.
Section VI Membership
Anti-discrimination clause added to satisfy SRU requirements.
Section IX Cessation of Membership
Disciplinary Panel replaces the Executive Committee to handle disciplinary matters, while the whole disciplinary process is clarified.
Section X Office Bearers
The post of Immediate Past President has not been a member of the Executive Committee for a number of years and has now been deleted.
Section XXIV Property & Effects
The process for winding up or dissolution of the Club is clarified.
The new constitution is set out below:
WHITECRAIGS RUGBY CLUB
CONSTITUTION AND RULES
NAME OF CLUB
The Club shall be called the WHITECRAIGS RUGBY CLUB (hereinafter referred to as “the Club”). The playing fields and Clubhouse shall be situated at West Lodge, 199-201 Aurs Road, Newton Mearns, Glasgow G77 6PX. The Club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve the Club’s facilities. No profit or surpluses will be distributed other than to members on winding up or dissolution of the Club.
The Club are tenants of Whitecraigs Rugby Club Limited for the use of the Clubhouse and outdoor facilities. The Club pays a licence fee for such use and the amount is determined between the Executive Committee of the Club and the Directors of Whitecraigs Rugby Club Limited on a regular basis.
The objects of the Club shall be:
a) To promote and encourage the playing of rugby football according to the laws of the Scottish Rugby Union.
b) To promote any form of sporting activity, fete, display, or other entertainment which will assist in fostering and maintaining the social side of the Club and contribute to object (c) thereof.
c) To raise funds for the purposes of maintaining and developing the playing fields and clubhouse and generally of expanding the facilities of the available to the members.
Membership of the Club shall consist of the following classifications:
a) Sports membership – applies to members over 18 years of age at the due subscription date and bestows full voting rights to the member. A sports member shall have full access to all sporting facilities in the Club.
b) Family Sports membership – applies to 2 parents and unlimited children under 18 years of age. Voting rights as per sports membership.
c) Unwaged Sports membership – applies to members who are in full time further education or are in receipt of benefit.
d) Ordinary membership – applies to members over 18 years of age and bestows full voting rights to the member. This category has no access to any of the Club’s sporting facilities.
e) Family Non-Sports membership – applies to 2 parents and unlimited children and facilities restricted to Ordinary membership.
f) Junior member – applies to any member who has not reached their eighteenth birthday by the beginning of the subscription year (1st October)
g) Country member – applies to any member who resides outwith a thirty-mile radius of the Club for not less than eleven months of the year.
h) Senior Citizen member – applies to any member who has attained the age of 65 by the beginning of the subscription year.
i) Honorary Life member – applies to any member who has been offered and accepted life membership at the discretion of the committee in recognition of their contribution to the Club.
All members of the Club shall be elected by the Executive Committee who may refuse to admit as a member any person whose admission they consider would be prejudicial to the interests of the Club.
The classification of membership shall be at the sole discretion of the Executive Committee.
Any person who desires to become a member of the Club must lodge with the Hon Secretary a signed application form and payment for category of membership.
Membership is detailed in the membership policy document held by the Honorary Secretary. The Club shall endeavour to ensure that no person receives less favourable treatment on the basis of, nor suffer disadvantage by reason of:
• class or socio-economic status
• ethnic origin, nationality (or statelessness) or race
• gender (including gender re-assignment)
• sexual orientation
• marital or civil partnership status
• pregnancy or maternity status
• disability (including mental or physical disability)
• political belief or other opinion
• religious belief (including the absence of belief)
However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
Subscriptions shall become due and payable in advance to the Honorary Treasurer on the first day of October each year being the mid-point in the financial year (which shall run from 1st April in one year to 31st March in the following year).
The Executive Committee shall fix the rate of subscription and all other charges and levies payable by members and their guests from time to time.
The Executive Committee may require new members to pay a Joining Fee.
Any member admitted during the subscription year shall be charged such a proportion of the subscription as the Executive Committee may decide. No person shall be allowed to become an Honorary or Temporary member of the Club or be relieved of the payment of the regular joining fee or subscription other than the five Honorary presidents provided for in Paragraph XII.
The Executive Committee shall have the power to make such charges as it shall deem appropriate for the late payment of subscriptions and to cause to be posted in the Club premises, at any time after 31st October, a list of members whose subscriptions are still unpaid and such members shall thereupon be debarred from all privileges of the Club until their subscriptions have been paid. Any member whose subscription remains unpaid as at 30th November shall, while remaining liable for the arrears, cease to be a member and shall be debarred for a period of up to six months.
CESSATION OF MEMBERSHIP AND DISCIPLINARY PANEL
The Disciplinary Panel shall comprise of one Vice President, one member of the Executive Committee and one other senior member of good standing of the Club. The Disciplinary Panel Executive Committee shall have the power, by a majority of two thirds of its members present, to suspend or expel any member whose conduct they consider derogatory to the good name of the Club, or any member, they consider in any way unfit to be a member of the Club. Said member however shall first of all be offered an opportunity of hearing the charges against him/her and answering them.
The decision of the Disciplinary Panel shall be notified in writing by the Honorary Secretary to the member Executive Committee shall be final.
Any member who is suspended or expelled from the Club may appeal in writing to the Honorary Secretary within one week of the notification of suspension or expulsion. An appeal shall be considered by the Club President and his/her decision, which shall be fair and final, shall be notified in writing by the Honorary Secretary to the member within twenty-eight (28) days from the date of receipt of the letter of appeal.
Any member who is suspended or expelled from the Club shall forfeit the Subscription paid for the period of his/her suspension or expulsion.
OFFICE BEARERS, COMMITTEE AND MANAGEMENT
The business and affairs of the Club shall be under the management of the Executive Committee comprising of the President, Vice-President Business, Vice-President Sport, Honorary Secretary and Honorary Treasurer and Immediate Past President.
The Business Committee will comprise of the Vice President Business, Honorary Secretary, Honorary Treasurer and persons tasked with Sponsorship, Events, Subscriptions, Fundraising and Special Projects.
The Sports Committee will comprise of the Vice President Sport, Club Coach, Club Captain, Youth Convenor, Mini Convenor, Squash Representative and others invited by the Vice-President Sports.
The Executive Committee shall conduct the whole general business of the Club and shall exercise full powers in regard to the management of the Club, including the appointment of all Sub-Committees.
The Executive Committee shall be ex-officio members of all Sub-Committees.
The Executive Committee shall have the power to make, alter or repeal all such Bye-laws as they deem necessary to be expedient or convenient for the proper conduct and management of the Club.
Any Deed, Instrument or other Document other than one dealing with Heritable Property, to which the Club is a party, shall be sufficiently executed on behalf of the Club if it is signed by any two of the Executive Committee.
The Hon Secretary and Hon Treasurer shall be and hereby empowered to sue for, recover and discharge all debts due to the Club. No member shall be at liberty to make any disbursements or incur any debt whatever in the name of or on behalf of the Club without the authority of the Executive Committee.
The Executive Committee shall be elected at the Annual General Meeting.
The members may also at an Annual General Meeting of the Club elect on such terms and conditions as they may think fit, up to five persons to be Honorary Presidents of the Club in recognition of outstanding services rendered by them to the community, rugby football or the Club. Any person elected to this Office shall not, by virtue of his Office, have any concern with the management of the affairs of the Club. All appointees shall be eligible for re-election.
The Executive Committee shall have the power to fill any vacancy occurring during the year.
All nominations for election to the Executive Committee must be in the hands of the Honorary Secretary not later than seven days before the date of the Annual General Meeting of the Club and when received shall be posted on the Notice Board in the Clubhouse. At one month’s previous notice shall be given on the Notice Board in the Clubhouse of the last day for receiving nominations.
In the event of the number of nominations of members for election to the General Committee intimated in terms of the immediately preceding paragraph not being sufficient to fill the vacancies then occurring on the Executive Committee, it shall be competent at the Annual General Meeting to nominate additional members of the Club to fill such vacancies.
The Annual General Meeting of the Club shall be held during the month of May or as soon as possible thereafter at the discretion of the General Committee and not less than fourteen days’ notice of such meeting shall be given to each member of the Club.
An Extraordinary General Meeting of the members may be called at any time as deemed necessary by the Executive Committee and shall on written requisition of ten members be convened by the Honorary Secretary. Seven days’ notice must be given of said meeting and the business of the meeting must be specified in the notice calling the Meeting and that business alone can be transacted at the Meeting.
Any member changing his/her address shall intimate the change in writing to the Hon Secretary and failing such intimation, all notices sent to the old address shall be held as duly delivered.
At any meeting of the Club only those members qualified may vote on any question which may arise and no member shall be entitled to vote at any meeting unless all monies presently due by him/her to the Club have been paid. The voting shall be conducted in such a manner as the Chairman of the Meeting may consider most convenient.
Votes may be given personally or by proxy whether on a show of hands or by ballot. The instrument appointing a Proxy (who shall be a member of the Club duly qualified to vote) shall be in writing under the hand of the Appointer and shall be given to the Hon Secretary not less than twenty-four hours before the meeting.
The Chairman of the meeting shall be the President, failing whom one of the Vice Presidents, failing whom any member appointed by the Meeting. The Chairman, in event of an equality of votes, shall have a casting vote as well as a deliberative vote. Ten members shall form a quorum and, unless otherwise herein provided, a simple majority shall prevail.
The Executive Committee may meet together for the despatch of business, adjourn and otherwise regulate their meetings as they think fit. At no time shall there be an interval exceeding 6 weeks between any two weeks of the Executive Committee except that no meetings need to be held in the months of June and July provided that the resultant interval between meetings does not exceed three months. Four members of the Executive Committee shall form a quorum.
Members whose subscriptions are in arrears shall not be entitled to vote at any Club or Executive Meeting.
The Hon Secretary, or nominated deputy, shall keep Minutes of all meetings and shall conduct the general correspondence of the Club.
The Honorary Treasurer shall keep regular and distinct books recording receipts and payments of all monies belonging to the Club. At the close of each financial year shall prepare a Statement of Accounts showing the income and expenditure of the Club for that year and the assets and liabilities of the Club at year end.
The Honorary Treasurer shall have his Statement of Accounts duly audited and shall submit the audited Statement of Accounts together with his report thereon at each Annual General Meeting.
An Auditor shall be appointed at the Annual General Meeting each year.
PROPERTY AND EFFECTS
In the event that the Club becomes the owner of heritable subjects, the Executive Committee for the time being shall be entitled to exercise all rights, powers and privileges competent to ownership. It shall have no power to sell or otherwise dispose of any part of the property of the Club unless such sale or disposal is authorised at a duly convened meeting of the Club by a majority of the three quarters of those voting.
The property, effects and monies of the Club shall belong to the members equally among them during membership but the right and interest of every member shall be personal and limited to himself/herself and shall expire with his/her membership and shall not be assignable or arrestable or pass to his/her heir or executors.
The Club may:
a) acquire Lands or Buildings by purchase or lease
b) sell, feu or lease any part of such lands or buildings and borrow for the purpose of the Club on the Security of its Heritable or other property by Standard Security, Bond and Assignation in Security, Bill, Floating Charge, Debenture or otherwise as necessary and the Executive Committee shall take steps to have the various authorised transactions carried through.
The Heritable Property of the Club shall be vested in the Executive Committee for the time being as Trustees for and behalf of the Club. Any deeds or writings dealing with the Heritable property on behalf of the Club shall be sufficiently executed if signed by the Trustees or by any two of them.
Members shall be held personally liable for any loss of or damage to the Property and Effects of the Club occasioned the negligence on their part.
If, upon the winding up or dissolution of the Club there remains after the satisfaction of all the Club’s debts and liabilities any property whatsoever, the same shall be given or transferred to some other organisation or organisations having objects (i.e. aims and activities) similar to the objects of the Club, such organisation or organisations to be determined by the members of the Club by Resolution passed at a General meeting at or before the time of dissolution, and in so far as effect cannot be given to such provision then to some charitable objects.
LIABILITY OF MEMBERS
The majority of the Members present at any meeting of the Club and entitled to vote shall have power to assess the whole of the Members of the Club for payment of such sum equally as may be considered necessary for liquidating the obligations of the Club. Any such member failing to make payment of his/her share of the said assessment within one month of the date of the notice demanding payment of same shall cease to be a member of the Club. His/her name shall be struck off the roll of members, but he/she shall remain liable for his/her share of the said assessment.
CONSTITUTION AND RULES
The Constitution and Rules of the Club shall not be altered except at an Annual General Meeting or an Extraordinary General meeting called for that purpose and then only by a majority of those voting. One month’s notice of any proposed amendment or alteration of the Constitution and Rules shall be given in writing to the Hon Secretary who shall specify such proposed amendment or alteration in the circular calling the meeting.