1 - Name The Club will be called CAMBOURNE EXILES and will be affiliated to Eastern Counties Rugby Union and The Rugby Football Union.
2 - Aims and Objectives The aims and objectives of the Club will be
To offer coaching and competitive opportunities in RUGBY
To promote the Club with in the local community
To ensure a duty of care to all members of the Club
To provide all its services in a way that is fair to everyone
To ensure that all present and future members receive fair and equal treatment
3 - Membership Membership should consist of officers and members of the Club. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted.
Members will be enrolled in one of the following categories:
Senior Member
Junior Member
Associate Member
Family Member
4 - Membership Fees Membership fees will be set annually and agreed by the Executive Committee or determined at the Annual General Meeting. Fees will be paid bi-annually or annually by subscription depending on the class of membership.
5 - Officers of the Club
Chair
Honorary Secretary
Treasurer
Fixtures Secretary
Officers will be elected annually at the Annual General Meeting. All Officers will retire each year but will be eligible for re-appointment. Officers wishing to resign from their position, will do so in writing, seek a replacement and will remain in post until a replacement is voted in at an Annual General Meeting or Extraordinary General Meeting.
6 - Committee The Club will be managed through the Executive Committee consisting of Chair, Honorary Secretary, Treasurer and Fixtures Secretary. Only these posts will have the right to vote at meetings of the Executive Committee.
The Executive Committee will be convened by the Secretary of the Club and hold no less than six meetings per year.
The quorum required for business to be agreed at Executive Committee meetings will be three.
The Executive Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Club.
The Executive Committee will have powers to appoint sub-committees as necessary and appoint advisors to the Executive Committee as necessary to fulfil its business.
The Executive Committee will be responsible for disciplinary hearings of members who infringe the Club rules / regulations / constitution. The Executive Committee will be responsible for taking any action of suspension or discipline following such hearings.
7 - Finance All Club monies will be banked in an account held in the name of the Club. The Club Treasurer will be responsible for the finances of the Club. The financial year of the Club will end on 30th June.
A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any cheques drawn against Club funds should hold the signatures of the Treasurer and one other officer.
8 - Annual General Meetings Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 days clear notice will be given to all members.
The AGM will receive a report from officers of the Executive Committee and a statement of the audited accounts.
Nominations for officers of the Executive Committee will be sent to the secretary prior to the AGM.
Election of officers is to take place at the AGM.
All members have a right to vote at the AGM.
The quorum for AGMs will be 5 members.
The Executive Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.
9 - Discipline and Appeals All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
The Executive Committee will meet to hear complaints within 30 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of the disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 30 days of the hearing.
There will be the right of appeal to the Executive Committee following the disciplinary action being announced. The committee should consider the appeal with 30 days of the secretary receiving the appeal.
10 - Dissolution. A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.
In the event of dissolution, any assets of the club that remain will become the property of Cambridgeshire RFU and Eastern Counties Rugby Union, in equal share.
11 - Amendments to the Constitution The constitution can only be changed through agreement by majority vote at an AGM or EGM.