Writtle Wanderers RUFC
(Founded 2002)

1.

Name and Address of the Club
 

The Club shall be called "The Writtle Wanderers Rugby Union Football Club" (hereafter The Writtle Wanderers or “the Club”). The Playing address shall be Writtle College Sports Field, Lordship Lane, Writtle, Essex. The Contact address shall be that of the Honorary Secretary to be notified to all Club Members and all affiliated bodies set out at Para. 2.2 below.
 

2.

Associations
 

2.1

The Club will use such premises as from time to time agreed by the Committee to play home games and to entertain opposing teams and referees and other guests after games. The Club agrees to be bound by any such rules as are in force from time to time in such venues as are used for the above purposes.
 

2.2

The Club will affiliate to the Rugby Football Union, the Eastern Counties Rugby Football Union and the Essex Rugby Football Union and be bound by the rules and requirements of these Unions. The Club will also associate itself with the Essex Referee’s Society for the purposes of ensuring availability of referees for all games
 

3.

Aims and Objectives
 

3.1

To enable, in so far as is possible from time to time, all members to engage in the sport of Rugby. To encourage, promote and develop playing of Rugby and the game of Rugby generally and associated activities such as Refereeing, coaching and club administration. To work with and within the recognised administrative and organisational associations including the associations listed in Para. 2.2. To ensure that 'Sports Equity' (i.e. fairness) is practised. This includes ensuring that opportunities are provided for young people, ethnic minority groups and people with disabilities at a level appropriate to their needs and aspirations.
 

3.2

To uphold the principles of Amateurism in so far as no playing member of the club shall be remunerated for their participation in playing activities.  Any amendment to this principle requires ratification by a properly convened Annual General Meeting or Extraordinary General Meeting in accordance with Clause 13 to the Constitution.
 

4.

Club Colours
 

The Club colours shall be Orange and Black.
 

5.

Rugby Activities
 

The Club shall participate in Men’s Leagues, Merit Tables and national and regional Cup Competitions such as are from time to time appropriate to the level of playing membership at the Club. The Club will also engage in friendly matches as decided by the Committee or other members nominated by the Committee. Such participation shall be at the best possible level and with sufficient numbers of matches to give all playing members adequate and regular playing opportunities.
 

6.

Communications Standards
 

6.1

Members and prospective members shall provide the Membership Secretary and/or Honorary Secretary with their name, address, mobile and home telephone numbers and e-mail addresses if appropriate.
 

6.2

In all cases, it is the duty of the member to inform the Membership Secretary and/or Honorary Secretary immediately of any changes to such information.
 

6.3

The Club shall use its best endeavours to publish and maintain a world wide web site, to include information such as Club Rules, contact details and membership information.
 

6.4

Members shall not be entitled to expect information to be provided other than as posted on the Club web site or as made generally available by Committee members or those from time to time nominated by the Committee, where appropriate. (This rule is intended to make clear that the onus is on the Member to obtain the information sought rather than on the volunteer Committee Member to provide it).
 

6.5

The Club shall prepare a fixtures booklet, for the beginning of each season, listing full details of the league, cup and friendly match programme together with essential organisational details.
 

7.

Personal Risk, Conduct and Discipline

Members of all ages shall accept that they participate in all Club activities entirely at their own risk.
 

7.1 

The Committee will ensure that all Sports insurance policy requirements such as are from time to time required by any of the constituent bodies at Para.2.2 above are met during the playing season. Members shall be responsible for any further personal insurance, and to ensure that they are fit and able to participate in Club activities, whether playing or non-playing.
 

7.2

Members will also be responsible for ensuring that they conduct themselves on the field of play in accordance with such rules and requirements as are at the relevant time in force. Members shall also abide by the disciplinary and conduct requirements of the Leagues, Competitions and Associations responsible for the organisation of the various Rugby competitions in which they participate.
 

7.3

The Club Committee shall be responsible for responding to disciplinary matters, both on and off the field, in accordance with the above requirements. For example, any Player who has been cautioned by a Referee with a yellow or red card may appear before the Club Committee and may be suspended from club activities for a period deemed appropriate. This does not exclude the member from any further penalty imposed by the constituent bodies set out at Para.2.2 above.
 

8.

Membership of Writtle Wanderers RUFC
 

8.1

Membership is open to both men and women and shall consist of:

(a) President
(b) Chairman
(c) Committee Members
(d) Rugby Playing Members
(e) Honorary Life Members
(f) Social Members
 

8.2

Nominations for membership of The Club
 

8.2.1

A person may become a Member of the Club either by making an application or by nomination by a fully paid-up member of the Club. All applications or nominations shall be considered by the Committee who shall have the power to accept or reject the same without assigning a reason. A person shall not be admitted to membership or be admitted as a candidate for membership without an interval of at least two days between their nomination or application for membership and their admission.
 

8.2.2

All Members shall be made aware of the Club Constitution (Rules) on joining the Club. Such members shall be provided with a copy or directed to a web site location. The Honorary Secretary shall be responsible for ensuring that a copy of the Club Constitution is available for inspection upon request.
 

8.2.3

Honorary Life Members shall be elected at the AGM on the recommendation of the Committee. Only Members who have given long meritorious service to the Club and who are no longer active playing Members shall be considered.
 

8.3

Withdrawal of membership of The Club

In the event that the Committee has any reason to consider withdrawing membership from a Member, the Honorary Secretary shall give that Member a minimum of two weeks notice in writing inviting that person to a Committee Meeting specially convened to discuss the matter. The Committee may suspend membership until this special meeting. The Committee decision shall be final.
 

9.

Subscriptions
 

9.1

The subscriptions for all Club membership groups shall be reviewed annually by the Committee and shall be due and payable by Members on 1st September each year. Any playing Member whose subscription is not paid within 21 days of the due date shall cease to be a playing Member and therefore not considered for team selection ahead of paid-up members, until such time as the subscription is paid.
 

9.2

A full record of all subscriptions, donations and loans shall be maintained by the Treasurer.
 

9.3

In addition to a subscription, each playing Member shall pay appropriate match fees of an amount to be reviewed annually by the Committee and endorsed at the AGM.
 

9.4

The level of all subscriptions and match fees shall be recommended by the Committee and endorsed by the AGM.
 

9.5

Honorary Life Members shall not be required to pay a subscription to the Club.
 

9.6

In the event that any player's normal place of residence is in excess of 20 miles from the Clubhouse or the normal home playing venue, such as it is from time to time, then that player will be excused from paying playing fees for such time as their normal place of residence remains in excess of 20 miles from the Clubhouse or normal home playing venue.  Such player will not be excused paying the annual membership fee.
 

10.

Club Management
 

10.1

The management of the Club shall be conducted by a Committee consisting of the following:

(i) President;
(ii) Chairman;
(iii) Honorary Secretary;
(iv) Fixtures Secretary;
(v) Membership Secretary;
(vi) Treasurer;
(vii) Club Captain;
(viii) Team Captain(s);
(ix) Social and Fund-raising secretary;
(x) Such other as from time to time endorsed at an A.G.M.

The minimum number to form a quorum at a Committee Meeting shall be 4 (four) plus the Chairman.
 

10.2          

Nominations for the Committee shall be invited annually from members. Each nomination must be properly proposed and seconded and must be completed no later than two days before the AGM and advised to the Honorary Secretary in writing (or e-mail). A Proposer must obtain the consent of the nominee to stand for any office. Nominations for any office shall only be accepted at the AGM if no written nominations have been received by the due date.
 

10.3

All Committee members may seek re-election annually at the AGM.
 

10.4

The Committee shall have the right to remove from office any Club official whose actions, in the opinion of a simple majority of the Committee, are prejudicial to the best interests of the Club or by whose actions fails to carry out his/her duties to a satisfactory standard or in a timely manner. In the event of such a removal, the Committee shall have the power to nominate a person to carry out those duties until the next AGM.
 

10.5

In the event of a resignation from the Committee during the year, the Committee shall have the power to co-opt a member to fulfil the vacated duties. An Extraordinary General Meeting (EGM) shall be called to fill a vacancy only if the Committee takes the view that serious organisational or financial problems need to be urgently and formally resolved.
 

10.6

The Committee shall have the power to co-opt a Member to undertake duties not specifically defined by those listed in Para 10.1 above, on a temporary basis.
 

10.7

Voting within the Committee on all Club matters shall be resolved by a simple majority.
 

10.8

The Committee shall meet normally once a month plus any other times as considered necessary. A copy of the minutes of Committee Meetings will be made available upon request. The Honorary Secretary shall retain committee minutes for a period of 3 (three) years (possibly by electronic means), when the necessity for further retention shall be reviewed.
 

11.

Financial Management
 

11.1

The Treasurer shall maintain a bank account, or accounts in the name of the Club and is empowered to make payments against his/her signature for Rugby and related expenses up to £250 for a single transaction. For transactions above £250, the signatures of the Treasurer and a second signatory to the account shall be required. There shall be 4 (four) signatories to the Club account, such signatories to be drawn from the Committee and decided upon from time to time.
 

11.2  

At each Committee Meeting the Treasurer shall present a statement of the Club finances.
 

11.3

An annual statement of accounts shall be presented for approval to the AGM.
 

11.4

The Treasurer shall be responsible for proposing the financial structure (i.e., subscriptions, match fees etc) to the AGM for consideration and endorsement.
 

11.5  

The Treasurer shall ensure that the bank account(s) remains in credit. In the event of needing to borrow money or raise money for major projects, the Committee must endorse the requirements and arrange any necessary guarantees before any further action is taken.
 

12.

The Annual General Meeting (AGM)
 

12.1

The AGM shall normally be held during the month of June at a place to be notified to the Membership, when the Committee shall submit reports.
 

12.2

Club Members shall be given at least two weeks notice of the date of the AGM by means of written notice at addresses supplied to the Club as set out at Para. 6.1 above. The Honorary Secretary shall also use his/her best endeavours to inform members of the date of the AGM by means which may include written or e-mail notices.
 

12.3

Any member wishing any matter to be considered by the Committee for inclusion on the Agenda at the AGM must advise the Club Secretary in writing before 1st May. Any issues raised after that date shall be heard only at the discretion of the Committee.
 

12.4

The Chairman of the Club shall preside at the AGM or any other General Meeting. In the absence of the Chairman, the chair shall be taken by the President.
 

12.5

At the AGM, 15 full playing or non-playing members shall constitute a quorum.
 

12.6

Voting on all Club matters shall be resolved by a simple majority. The Member Presiding (see Para. 12.4 above) shall have a casting vote in the event of equality of votes. Otherwise the Member Presiding will not be entitled to vote at the AGM.
 

12.7

In the event of a contested election, the candidates shall withdraw from the room. Proposers may then speak for up to two minutes on behalf of a Candidate and voting shall then take place immediately.
 

12.8

Only members as defined under Rule 8.1 (a to e) shall be entitled to vote at the AGM (or any other general meeting).
 

12.9

The Honorary Secretary or Retiring Honorary Secretary, if that position is to be filled by another following the AGM, shall be responsible for recording the Minutes of the AGM.
 

13.

Amendments to Rules
 

The rules of the Club shall only be altered by the AGM or by a Extraordinary General Meeting convened for that purpose. The notice of intention to propose any changes to the Rules shall be given to the Honorary Secretary in writing prior to 1st May. Any proposal for an alteration to the Rules shall brought to the attention of all Members at least two weeks notice before the AGM or Special Meeting is convened. A simple majority is required to amend a Rule.
 

14.

Selection of Teams and associated members obligations
 

14.1   

Selection Committees shall consist of all Team Captains, the Membership Secretary, the Honorary Secretary, the Chairman and President. A minimum of 2 (two) from those will be required to form a Selection Committee.
 

14.2  

A new playing member may not be selected to play until his/her application for membership has been accepted by the Club committee, the RFU registration forms have been completed and returned and their subscription is fully paid, unless it is considered in the Club's interest so to do.
 

 14.3

Selection of a member to any XV shall be at the sole discretion of the Selection Committees. In general, the relevant captain shall have the final decision on team make-up from available members, unless an objection is raised on the basis on non-payment of subscription (or other monies owed to the Club) or an unresolved disciplinary issue.
 

14.4 

Whilst every effort shall be made to offer all fully paid up members a Saturday game, this cannot be guaranteed due to the obvious requirements of pitch and fixture availability and the fact that Rugby teams should comprise 15 (fifteen) Players. Selection shall be generally on merit with some rotation of Players for the lowest team if applicable. Any paid up Member who feels that he is not being offered sufficient Rugby may appeal to the Club committee. In such circumstances, the Club committee may consider a partial refund of subscription or other action as may be felt necessary.
 

14.5

Club members must ensure that they have the correct playing kit before making themselves available for selection. The provision of Shirts, First Aid Kits and match balls is the responsibility of the Committee. The Committee accepts no responsibility for the provision of any other aspect of a Player’s kit.
 

14.6

Club members selected for matches shall ensure that they attend specified meet times and venues. There will be fines of for lateness of £5.00 and players who are late more than 2 (two) times out of 3 (three) will be brought to the attention of the Selection Committee and such steps taken as that Committee sees fit.
 

14.7 

Club members, other than non-driving members, shall be expected to offer a fair share of transport provision during the season. Any private transport provided by Players other than solely for themselves (i.e. they should take one or more other players) will be reimbursed from Match fees at a rate of 15p per mile. Payment will be made by the Team Captain on the match day upon request. Any mileage not claimed on the match day will revert to club funds.
 

15.

Damage and Losses
 

If a Club member wilfully or by neglect damages or loses any of the Club's property or loses Club money, the committee may decide that he/she shall make good the same without delay.
 

16.

Extraordinary General Meeting (EGM)
 

Any member is entitled to ask that an EGM be called should he/she feel that this would serve the Club's best interests. However, before doing so, the member shall obtain the written support or signatures from at least ten fully paid up members and allow for a period of at least two weeks to organise the EGM and circulate the objectives and agenda.
 

17.

Insurance
 

17.1

As at Para. 7.1 above the Committee will ensure that insurance is provided for playing activities in line with recommendations implemented from time to time by any of the constituent bodies set out at Para. 2.2 above.
 

17.2

Club members shall be aware that they are not insured for any personal incidents either on or off the field of play.
 

18.

Procedures on Winding-up
 

In the event of the Club being dissolved, all such properties of the Club, after payment of outstanding obligations (if any), shall be distributed in such a manner as a ‘final EGM or AGM’ in its absolute discretion shall determine.
 

END