2. Club Rules
1. Title
The name of the Club is 'Hertford Rugby Football Club', hereinafter referred to as the 'Club'. The Club was previously known as 'Old Hertfordians Rugby Football Club'.
2. Object
The object of the Club is to promote and encourage the playing of Rugby Union Football, and to provide such facilities as are necessary for the aforementioned object. The Club is to be run on a financially sound basis. The Club is open to all individuals.
3. Affiliation
The Club shall be affiliated to, and play under the rules of, the Rugby Football Union (RFU).
The Club is an autonomous, independent, self-governing affiliated Club of the Hale Club, approved to use the sporting and social facilities of the Hale Club, in accordance with the rules of the Hale Club..
4. Colours
The Club colours will incorporate black, royal blue and gold, used variously on shirts, stockings and shorts for all sections of the club. Touring shirts may vary on colour and design but have to be approved by the Executive Board.
5. Structure
The Club shall consist of three sections, Senior, Youth and Mini. These Rules apply to all Sections of the Club. The Youth and Mini Sections are empowered to establish their own Rules in order to facilitate the management of their Sections. Such own Rules must be in the spirit of these Rules, and any Rules specific to the Youth and/or Mini Sections require ratification by the Annual General Meeting of the Club before their own Rules come into force within the specific section..
6. Membership
The membership categories of the Club shall be:
a. President Emeritus
b. Honorary Life Vice-Presidents
c. Honorary Members
d. Vice-Presidents
e. Non playing/Family Members
f. Playing Member (Senior)
g. Playing Member (Youth, U13 to U18 inclusive)
h. Playing Member (Mini, up to and including U12)
g. includes Academy, (to U18), playing members.
For a person to be a member of category g. or h., there must be an associated member of category b. or f. i.e. a parent, or other associated adult. The number of children associated with a particular member of category b. or f. is not limited.
Unless specifically mentioned otherwise the term 'Membership' in the remainder of these rules refers to categories a. to f. inclusive. The Membership have full voting rights at any General Meeting, including the Annual General Meeting of the Club and the Annual Meetings of the Youth and Mini Sections.
7. Management
The Club is managed by a Board of Management, the 'Executive Board', whose membership shall consist of: Chairman, Treasurer, Youth Chairman, Minis Chairman, Chairman of the Playing Committee, Club Secretary, Membership Secretary and Marketing/Commercial Director.
The Board of Management is elected annually at the Annual General Meeting of the Club, (Annual Meetings of the Youth and Mini Sections respectively for the positions of Youth Section Chairman and Mini Section Chairman).
The Youth and Minis AGMs must take place before the Club AGM. The appointment of the Youth and Mini Chairmen are to be ratified by the Club AGM.
The Board will serve from one Annual General Meeting to the next, respectively from one Annual Meeting to the next, for the Youth Section and Mini Section Representatives. If for any reason a member(s) of the Board ceases to serve, the remaining members of the Board may co-opt a replacement to serve in their stead until the next Annual General Meeting.
Any meeting of the Board requires a quorum of six members in order that it may transact its affairs. All voting shall be on a simple majority basis.
At the Club AGM in June 2006 a rule change was passed which changes the role of President with effect from the Club AGM in 2007. From that date the role of President will be an honorary and non-executive position. The President may attend Executive Board meetings but has no vote. The Board will nominate, to the AGM, a candidate for President. The tenure will for a maximum of two terms each of two years. This tenure can be extended on an annual basis at the discretion of the Executive Board and ratified at the AGM. Past presidents are legible for re-appointment as President.
The Director of Rugby and Club Safeguarding Officer can also be invited to Executive Board meetings as required.
8. Committees
The Board has the right to appoint any Committees and/or Sub-Committees whose function will be to assist in the running of the Club, as mandated by the Board. The method of operation and the structure of all such committees/Sub-Committees are at the discretion of the Board. The President and the Chairman are ex-offico members of all such Committees/Sub-Committees. The decisions of all such Committees/Sub-Committees require ratification by the Board.
Generally, the Board will establish four Committees, the Youth Committee, the Mini Committee, the Playing Committee and the Finance Committee to run the day to day affairs. The membership of these Committees will be elected at the relevant Annual Meetings, see rule 15.
9. Subscriptions
The Annual Subscriptions are fixed at the Annual General Meeting.
10. Termination of Membership
A Member may resign his/her membership at any time by giving notice to the Secretary.
A category g. or h. member may resign his/her membership at any time giving notice to the Secretary of the Youth or Mini Sections respectively.
Any Member (all categories) whose subscription is unpaid at 31st March each year will be deemed to have resigned from the Club and from Membership of the Hale Club.
Any Member who resigns after 1st November each year shall be liable to the appropriate Annual Subscription.
11. Expulsion and suspension
The Board shall have the power to suspend or expel any Member (all categories) of the Club who fails to comply with the Rules of the Club, or who behaves in a manner contrary to the Object of the Club, or behaves in a manner which is generally deemed to be unacceptable public behaviour.
The Board must consider the dictates of natural justice in making any such suspension or expulsion decision. Any suspension or expulsion requires a two-thirds majority of the Board to be in favour of the action. Any member who is liable to be suspended or expelled shall be given at least one week's notice of the meeting at which their suspension/expulsion is to be discussed. Any such Member has the right to submit oral or written evidence to the Board for its consideration at the relevant meeting. No suspended or expelled member shall be permitted to take part in any of the Club's activities.
The Board may recommend to the Board of Directors of the Hale Club Limited that a Member suspended/expelled from the Club should also be suspended/expelled from the Hale Club.
12. Admission
With the agreement of the Hale Club, the Board has the right to levy a charge, in addition to any Annual Subscription, to Members (all categories) and all others in respect of entrance to Club functions. Any such charges must be deemed by the Board to be in the best interests of the Club.
13. Guests
Members may bring guests into the Clubhouse, subject to any conditions set by the Board and by the Hale Club, which are prevailing at the relevant date. Any member bringing guests into the Clubhouse remains responsible for the guests' behaviour.
14. Annual General Meeting
The Annual General Meeting of the Club shall be held as soon as is practicable after the close of the season and of the financial year. Not more than fifteen months is permitted between successive Annual General Meetings. Notice of the meeting, including the detailed agenda items is to be circulated to all members of the Club at least fourteen days before the Meeting. The following items constitute the business of the Annual General Meeting.
a. To receive the Annual Report of the Board of the Club
b. To receive and approve the draft accounts of the Club for the recently ended financial year, and to receive and approve the financial reports of the Players Sections.
c. To elect the Board for the coming year
d. To elect Honorary Members, Honorary Life Vice-Presidents and Vice-Presidents of the Club.
e. To appoint an Auditor for the coming financial year.
f. To set the Annual Subscriptions
g. To approve any Rule changes
h. Business other than the above, provided that such requests have been received by the Secretary on or before 1st April (immediately prior to the Meeting).
Nominations in respect of items c. and d. are to be received by the Secretary, wherever possible, before the Meeting. Nominations will be accepted at the Meeting provided the written consent of the nominee has been obtained by the proposer, before the nominee's name is proposed at the Meeting..
15. Annual Meeting (Mini and Youth Sections)
The Youth and Mini Sections will each hold an Annual Meeting, prior to the Annual General Meeting of the Club. The following items constitute the business of these Annual Meetings.
a. To receive the Annual Report of the Committee (Youth or Mini as relevant)
b. To receive and approve the Financial Report of the Section, and to approve submission of such report to the Annual General Meeting
c. To elect the Section Committee for the coming year
d. To discuss and approve changes to any Rules specific to the Section, and to approve the submission of such Rule changes to the Annual General Meeting of the Club.
e. Business other than the above, provided that such requests have been received by the Section Committee on or before 1st April (immediately prior to the Meeting).
Nominations in respect of item c. are to be received by the Section Committee, wherever possible, before the Annual Meeting. Nominations will be accepted at the Annual Meeting provided with written consent of the nominee has been obtained by the proposer, before the nominee's name is proposed at the Annual Meeting.
16. Extraordinary General Meetings
Extraordinary General Meetings can be called by the Board, or by virtue of a written request being made to the Secretary by the lesser of five members of the Club or onesixth of the Membership of the Club.
Within fourteen days of either of the above events, the Secretary will convene an Extraordinary General Meeting, with at least fourteen days between the date of the meeting notice and the meeting itself. The notice of the meeting must state the business of the meeting, and is to be circulated to all Members of the Club. Only the stated business may be transacted at the Extraordinary General Meeting..
17. Quorum
A quorum of twenty, or 20% of the Membership, whichever is the smaller, is necessary to pass any resolution at the Annual General Meeting, at the Annual Meetings of the Youth and Mini Sections, and at any Extraordinary General Meetings. All voting is on simple majority basis.
18. Voting
All voting at the Annual General meeting, the Annual Meetings of the Youth and Mini Sections, at any Extraordinary General Meeting, and at Board meetings shall be by a show of hands, or by a ballot. The Chairman shall have a casting vote in the event of a tied vote. All voting is on a simple majority basis.
19. Amendment of Rules
These Rules may be amended by the Annual General Meeting or by an Extraordinary General Meeting. A majority of two-thirds of those present is required for any proposed rule change to be approved. Proposals for Rule changes must be submitted in writing to the Secretary at least 14 days prior to the relevant Meeting date.
20. Becoming a Member
Each applicant for Membership (all categories) shall complete an Application form. All members of the Club are bound to comply with the Rules of the Club.
21. Servants
The Club may from time to time make payments to individuals, Club Members or others, who render a particular service to the Club. All such payments are at the discretion of the Board.
22. Auditors
An Auditor is appointed at the Annual General Meeting for a term of one year. In the event of the Auditor being unable to perform the required duties for the full year, the Board shall appoint an Auditor to serve until the next Annual General Meeting.
23. Finance
All moneys received by any member of the Club, for the Club, shall be entrusted to the Treasurer. No Club member shall act in any financial matter, in any capacity for the Club, except as specified in these Rules or as specified in writing by the Board.
The Financial year of the Club shall be 1st May to 30th April of the following year. The accounts of the Club shall be audited annually by the Auditor, and the draft accounts and balance sheet will be available at the Annual General Meeting.
The Board will not cause the Club’s borrowings, either unsecured or secured against Club assets, at any time to be excess of GBP 150,000.
24. Winding up
The Club may be wound up by an Extraordinary General Meeting which will need a 75% vote in favour of the motion to windup the Club. No other business may be transacted at an Extraordinary General Meeting called to wind up the Club. A quorum of four members is therefore necessary in these circumstances. Upon the winding up of the Club all funds and assets of the Club shall be vested in the Richard Hale Association, for the purposes of community sport.
Initially approved in June 1998, incorporating amendments up to and including the 2015 AGM held in July 2015.