AYLESFORD BULLS CONSTITUTION
1. Name
The name of the Club shall be Aylesford Bulls Rugby Football Club.
2. Object
The object of the Club is to provide members with the facilities and equipment to play rugby football union in a sociable environment and to promote wider community participation, involvement and support for the sport of rugby union football and other eligible sports (as approved by the Board) where the Board considers this to best further the interests of the Club in the United Kingdom and abroad.
3. Management
3.1 The Club is a members’ club whose address is The Club House, The Jack Williams Ground, Hall Road, Aylesford, Kent ME20 7DS.
3.2 The officers of the Club are the Club Managing Director, Chairperson, Director of Finance, Director of Discipline, Club Safeguarding Officer, Company Secretary, Club Secretary, General Manager, Director of Rugby and Director of Business and between them they shall form the Management Board. The Management Board shall meet at intervals no greater than eight (8) weeks apart. A quorum shall be five (5) members of the Management Board, three (3) of which must be from the Board of Directors, including one of either the Club Managing Director or Chairperson. If one individual holds more than two (2) roles on the Management Board, that person will only be entitled to maximum of two (2) votes. The casting vote on any decisions or motions shall be with the Club Managing Director or Chairperson, in the event of any tied vote
3.3 There shall be two Sub-Committees of the Management Board that shall have the freedom to act in determining Club policy in the areas of Rugby and Business, however all decisions are to be co-ordinated, in the best interest of the Club and in line with directions agreed by the Management Board.
3.4 The Rugby Committee shall be chaired by the club chairperson and shall comprise of the Director of Rugby, Director of Discipline and representatives from the Men’s, Ladies, Academy, Youth and Mini sections of the Club, as appointed by the Chairperson. This Committee shall meet not less than four (4) times a season and two (2) times in the closed season and is responsible for the delivery of all rugby matters in line with the parameters set by the Management Board, including the appointment of the Club Captain. The casting vote on any decisions or motions shall be with the Chairperson, in the event of any tied vote.
3.5 The Business Committee shall be chaired by the Club Managing Director, or in their absence the Director of Business and shall comprise individuals invited to support the Director of Business across his scope of responsibility. All Business Committee members shall be Club officials when fulfilling their roles. This Committee shall meet not less than 4 times a year. The casting vote on any decisions or motions shall be with the Managing Director, in the event of any tied vote.
3.6 Job descriptions for all roles shall be prepared and kept up-to-date for Board positions and shall be available for inspection on the Club’s website or in paper form by request to the Club Secretary.
3.7 The Club shall be affiliated to the Rugby Football Union, the Rugby Football Union for Women and the Kent Rugby Football Union.
3.8 The general management of the affairs of the Club in all matters shall be under the entire control of the Management Board.
3.9 In the event that a Management Board cannot be formed, the Club Managing Director shall take responsibility for temporarily managing the Club’s essential business with a view to either resolving the situation by way of a Special General Meeting.
4. The Board of Directors
4.1 The following roles form the Board of Directors; Chairperson, Club Managing Director, Director of Finance, Club Secretary and Company Secretary.
4.2 The following roles shall be elected for a period of one year by the members of the Club at the Annual General Meeting; Chairperson, Club Managing Director, Director of Finance and Club Secretary.
4.3 All other roles are appointed by the Board of Directors or in the case of Sub-Committee members, a designate of the Management Boards appointment.
4.3 The Club President shall be appointed by the Board of Directors and shall serve in that capacity for no more than three (3) consecutive years.
4.4 The Club President is an honorary position with no executive powers, the role being to act as an ambassador for the Club around the County and to be a unifier and a diplomat for and within the Club. Nominations for the position as Club President shall be made, in writing and delivered by hand, post or by email to the Club Secretary not less than twenty-one (21) calendar days prior to the date the next Annual General Meeting. Those eligible for nomination being persons who have given long and consistent service or support to the Club. The Management Board shall consider all nominations received and shall make a decision about the appointment of Club President communicating this to members at the Annual General Meeting. Whilst it is intended that no one person shall serve for more than three (3) consecutive years, the Management Board reserves the right to extend this period in the absence of any other credible nomination.
4.4 All Board Directors, Management Board members, Rugby or Business Committee members must be fully paid up Club members and shall have full voting rights.
4.5 The Board of Directors shall meet not less than four (4) times a year, and the Board may invite to at least two (2) of those meetings two (2) Management Board members to attend. A quorum shall be three (3) members of the Board of Directors. The casting vote on any decisions or motions shall be with the Club Managing Director, in the event of any tied vote.
4.6 The Management Board shall have:
a. responsibility for the control of Club funds;
b. the sole power to incur liabilities, enter into Contracts and borrow money on behalf of the Club;
c. the responsibility for arranging matches for the Club;
d. the power to form the Rugby and Business Committees as required;
e. the power to fill ad hoc vacancies on the Rugby and Business Committees and to co-opt ordinary Club members onto these Committees where considered to benefit the Club.
f. The power to instruct the Chairs of the Rugby and Business Committees to establish, as necessary, Sub-committees, and other special project committees;
f. the power to make, revoke and vary the Club Constitution, Rules and Regulations provided these are consistent with the Club object;
g. the power to discipline Club members;
h. the power to appoint signatories for banking and other official documents.
i. the right to invite non-members to the Club;
j. the right to set the level of annual subscriptions;
k. the right to set and charge ground entrance fees for matches; and
l. the right to set and charge car parking fees.
4.7 The Management Board, excluding the Club Managing Director and Chairperson, shall have the right to resign by notifying the Manging Director and/or Chairperson not less than two (2) months in advance of the next Annual General Meeting.
4.8 The Club Managing Director and/or Chairperson shall have the right to resign by notifying the Company Secretary and/or Club Secretary not less than two (2) months in advance of the next Annual General Meeting.
5. Membership
5.1 Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs: or of age, sex or disability except as a necessary consequence of the requirements of rugby union as a particular sport.
5.2 The Management Board may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the club or sport into disrepute. Include any suspected or proven involvement in abuse of any nature. The club has a zero-tolerance policy on any physical, mental abuse and the misuse of drugs including alcohol. Any member believed to have taken, resold or given any illegal substances will be removed from the club with immediate effect.
5.3 Appeal against such a decision may be made to a separate Appeals Panel, no member of which will have been involved in making the initial decision and decided by a majority vote (see clause 6.5)
5.4 Every candidate for senior membership must be at least eighteen (18) years of age and shall be made by means of an application form and payment of subscription.
5.5 The Management Board reserves the right to accept or reject applications.
5.6 There shall be four categories of membership:-
a. ‘Full members’, who shall pay subscription at the full rate (including here those Members who have paid a recognised concessionary rate that has been agreed by the Board of Directors) and make themselves available to play, and will have full voting rights;
b. ‘Social members’, who shall not have voting rights, other than those social members who are appointed officials under the terms of 5.7 below;
c. ‘Vice Presidents’ Any member who has served as a member of the Board of Directors and/or Management Board, for two (2) years or more, shall on their retirement or removal by the members, become an Vice President member, who shall have fully voting rights.
d. ‘Honorary Vice Presidents’. Entry to this level of membership is restricted to those who have played senior rugby for either Linton RFC, Aylesford RFC; or Aylesford Bulls RFC for a period greater than fifteen (15) years or under the terms of 8.3 below.
e. ‘Ade Grade members’:
i. Age Grade membership shall be available to persons under the age of 18 provided they are supported in their application by a parent or guardian who shall be responsible for the conduct of the Age Grade member whether or not the Age Grade member is accompanied by the parent or guardian when on the Club premises.
ii. Proposals for membership must be on the forms provided for that purpose and must be signed by the candidate for membership and in the case of Age Grade membership, by the parent or guardian supporting the application under paragraph 5.6 (d)(i).
iii. Age Grade members do have the right to vote, on a pro-rata per capita basis as set out in clause 13 below.
5.7 Every Age Grade age group (from pre-U6 to U18), shall have a Lead Coach and a Team Manager who will be appointed on an annual basis by the Director of Rugby or a Section Director of Rugby appointed by them, following the Annual General Meeting but prior to the start of the following season. The Club’s Safeguarding Officer will be similarly appointed on an annual basis, by the Management Board. All such appointees must hold membership of the Club as described in 5.6, above.
Such individuals shall be considered as appointed officials of the Club and shall be entitled to the same voting rights as Vice Presidents, as well as providing Proxy votes for the members of their age group, as set out below in clause 13.
5.8 A list of names and addresses of all members of the Club shall be kept on the Club premises and produced on demand for inspection by a Police Officer.
5.9 When an accepted candidate has paid his/her first annual subscription (or instalment if agreed with the Club Secretary), he/she shall be a member of the Club and entitled to all privileges of his/her membership type and shall be deemed to have agreed to be bound by the Rules and Regulations of the Club, which shall be displayed on the Club’s website and available in paper form on request to the Club Secretary. If instalments are not paid by the prescribed date, his/her membership may be suspended or terminated at the discretion of the Management Board.
5.10 The Management Board reserve the right to refuse entry to the clubhouse and grounds to any prior Club Member who has not paid their annual subscription for the relevant year by 30th September (or agreed payment date) in any year.
5.11 Members must carry their cards when visiting the Club and show them upon request.
6. Rights and Liabilities of Members
6.1 Every member of the Club shall (subject to the Rules and Regulations for the time being in force) be entitled to use and enjoy (in common with other members of the Club) the Club premises and things provided by the Management Board for the use of the Club and on such terms and conditions as to payment as the Management Board may from time to time stipulate.
6.2 A member is entitled to use the facilities of the Club, providing always that the Club may at any time temporarily withdraw all or any part of such facilities for any period or periods where the same are required for use in connection with any repair, alteration or maintenance work to the facilities of the Aylesford Bulls Rugby Football Club. In addition, the Club may at any time withdraw all or any part of such facilities for any period or periods where the same are required for use in connection with a letting to a third party. Club members shall be given advance notice, on the Club website of periods when Club facilities shall be temporarily unavailable to Club members.
6.3 Where an individual member considers there has been a breach of the club’s Rules and Regulations, he/she shall put his/her complaint in writing and submit it to the Company Secretary within 14 days of the alleged breach taking place in order that the matter may be investigated and appropriate action taken.
6.4 The Management Board shall have the power to expel any member who shall offend against the Rules and Regulations of the Club or whose conduct shall, in the opinion of the Management Board, render him/her unfit for membership of the Club.
6.5 Before any such member is expelled, the Company Secretary shall give him/her seven (7) days’ notice to attend a meeting of a Panel of three Club officials, drawn from the Board of Directors, Management Board, Rugby and Business Committees and including at least one of the Chairperson or the Director of Discipline, and shall inform him/her of the complaints made against him/her.
6.6 No member shall be expelled without:-
a. first having an opportunity of appearing before the Panel and answering the complaints made against him/her; and
b. at least two-thirds of the Panel present and voting, voting in favour of his/her expulsion.
6.7 Any appeal against such a decision shall be made in writing to the Chairperson and/or Managing Director within seven (7_ days of the Panel’s decision, setting out the grounds of such appeal. Either the Chairperson or Club Managing Director shall consider if such grounds warrant the matter being re-visited having regard to clause 5.1.
6.8 There shall also exist a Disciplinary Sub-committee to hear any matter relating to breaches of the RFU Laws and Regulations, either on or off the field of play. The Disciplinary Sub-committee shall be constituted from members of the Management Board and Rugby Committee, dependent upon the nature of the hearing, but will always have either of the Club Chairperson, Club Managing Director or Director of Discipline as Chair. In addition, in relation to playing matters, the Director of Rugby shall be included. A copy of all records of Disciplinary Sub-committee disciplinary meetings shall be forwarded to the Company Secretary within seven (7) calendar days of a Disciplinary Sub-committee decision.
6.9 In regard to the Age Grade sections of the Club (Mini’s, Youth, Academy), RFU rules deem there must be a disciplinary framework which accords with the requirements of the RFU Handbook. Responsibility for this is delegated to the Safeguarding Officer and Director of Rugby who will appoint a Age Grade Club official to manage this process. As necessary, a Age Grade Disciplinary Sub-committee will be formed and shall include the Club Safeguarding Officer, the Director of Discipline, the Age Grade Club official managing the process and one of the Club Chairperson or Director of Rugby. Consideration will be given at the time to inviting the Club Chairperson or the Managing Director to be involved where a case is deemed serious enough as to so require or where the offence has broader implications for the Club in general. The Director of Discipline or of delegated, the Club Safeguarding Officer shall be responsible for liaison with the Kent RFU Youth and Schools Discipline Secretary and shall maintain records of all Age Grade disciplinary issues. A copy of all records of Age Grade disciplinary meetings shall be forwarded to the Club Secretary within seven (7) calendar days of a Age Grade Disciplinary Sub-committee decision.
6.10 For the avoidance of any doubt, disciplinary proceedings involving members of the adult Women’s’ section and the Age Grade Girls sections shall be dealt with by the Disciplinary Sub-committee and the Age Grade Disciplinary Sub-committee respectively.
6.11 Any person called before the Disciplinary Sub-committee or the Age Grade Disciplinary Sub-committee shall be given seven (7) days’ notice of hearing and allowed to be accompanied by another Club member to assist in their defence.
6.12 In the event that the Disciplinary Sub-committee or the Age Grade Disciplinary Sub-committee considers the offence to be serious enough to warrant consideration of expulsion, the matter shall be referred to the Management Board within five (5) calendar days for consideration in accordance with 6.4 and 6.5 above.
6.13 All decisions emanating from the hearing shall be further communicated in writing within five (5) calendar days following the conclusion of the hearing, and the Management Board shall review all Disciplinary Sub-committee or Age Grade Disciplinary Sub-committee findings and formally record their acceptance or otherwise in order to ensure proper governance. This formal decision shall be recorded in writing and forwarded to the Company Secretary within seven (7) calendar days of the decision.
6.14 In the event of any member being aggrieved by the decision of the Disciplinary Sub-committee or the Age Grade Disciplinary Sub-committee, or feels he/she has been unfairly treated, he/she may appeal to the Management Board for the matter to be resolved, with the findings of the Management Board being binding on all parties.
6.15 If, in the view of the Management Board, a member of the Club has been guilty of gross misconduct, his/her membership of the Club shall be suspended forthwith although he/she may not be expelled until the procedure set out above has been followed. The initial notice of expulsion will be oral and will be confirmed in writing by the Club Secretary (or Chairperson) within seven (7) calendar days of the date of the initial expulsion.
6.16 Players found guilty of misconduct (including foul play) or any contravention of the Club’s Rules and Regulations must pay the full cost of administration of the hearing. In the event that a player is called to a Kent Rugby Football Union Disciplinary hearing, or a Rugby Football Union Disciplinary hearing, they shall be responsible for all related administration costs, unless responsibility for such costs is formally waived by the Management Board.
6.17 Age Grade members are not permitted:
a. to purchase or consume alcohol on the Club premises, outside of current government guidance (www.gov.uk/alcohol-young-people-law) which can be applied at the discretion of the General Manager or Clubhouse Steward.
b. any person infringing clause 6.17(a) shall be asked to leave the Club premises immediately and his/her membership may be terminated, by the Management Board. If it is proved that such infringement took place with the consent and knowledge of the Senior member who introduced that Age Grade member, then that person also shall be immediately expelled from the Club and his/her membership may be terminated by the Management Board.
7. Constitution, Rules and Regulations:
7.1 The Board of Directors may from time to time vary the Constitution in order for it to maintain the delivery of the Object and it the best interest of the Club. The Management Board may vary and/or revoke Rules and Regulation, for the regulation of internal affairs within the Club and the conduct of members. Until revoked, all Rules and Regulations shall be binding on the members.
8. Honorary Vice Presidents
8.1 The Management Board shall have the power to elect honorary Vice Presidents, without payment of any further subscription, where a member of the Club has, in the opinion of the Board, rendered outstanding services or support to the Club.
8.2 Any member who has served as a member of the Board of Directors and/or Management Board, for 2 years or more, shall on their retirement or removal by the members, become an Honorary Vice President.
8.2 On acceptance, each honorary Vice President shall be presented with a Club tie.
8.3 Honorary Vice Presidents shall not be eligible voting members of the Club.
9. The Annual General Meeting
9.1 The Annual General Meeting of the Club shall be held at the end of the playing season and no later than 31st May in each year, at a date and time to be fixed by the Management Board, for the following purposes:-
a. to receive, from the Director of Finance, an annual report, profit and loss account and balance sheet of the Club accounts;
b. to elect the Board of Directors for the forthcoming season;
c. to decide any resolution which may be duly submitted to the meeting, as provided below;
d. to discuss any other business of the Club; and
e. to hear the reports of the Management Board, and others, for the previous season.
9.2 The Club Secretary shall, at least twenty-eight (28) calendar days before a Annual General Meeting give notice via the Club’s website, club noticeboard and an email to members of the date of the Annual General Meeting.
9.3 Any members desirous of standing for a Board of Directors role or moving any resolution at the Annual General Meeting shall give written notice of the resolution to the Company Secretary at least twenty-one (21) calendar days in advance of the meeting. In the case of standing for a Board of Director role, the members notice must be accompanied by at least two nominations by eligible members and a Personal Statement, containing a statement of intent, skills and experience to fulfil the role, not exceeding one thousand (1000) words, which will be issued to the membership for consideration in advance of voting at the Annual General Meeting.
9.4 The Club Secretary shall, at least fourteen (14) calendar days before an Annual General Meeting, post a notice of the meeting on the Club’s website, the club notice board and write via email or letter, to all Club members, setting out the agenda of the meeting, nominations for Board of Director roles, including Personal Statements, and any specific proposals to be considered at the meeting.
9.5 The Club Secretary shall, at least fourteen (14) calendar days before an Annual General Meeting write, by email, to all Age Grade Head Coaches to advise them of the number of votes their Age Group will be entitled to cast at the Annual General Meeting, as calculated under Clause 13.3a below. Head Coaches should canvas their Age Group members. Age Group members will cast their votes via Proxy Voting form, which will accompany the notice under Clause 9.4. Proxy Voting forms will be submitted electronically to the Club Secretary for collating and communicating at the Annual General Meeting.
9.6 The order of proceedings at any Annual General Meeting or Special General Meeting (see below) shall be determined by the Managing Director or his/her nominated representative drawn from the Management Board present. This person shall be permitted to set his/her own procedures for managing the these meetings.
9.7 Voting on issues, motions or resolutions will normally be by an open show of hands from the eligible members present at the meeting, for or against the proposition, with the majority holding sway. The Managing Director or his/her nominated Board Director present shall have a casting vote wherever there is no majority view. In casting this vote the Managing Director or his/her nominated Board Director shall not vote in favour of any proposal to change an existing position. In the event that the a new Club Secretary is voted in during the Annual General Meeting, the existing Club Secretary shall remain in position until the Annual General Meeting is formally closed by the Club Managing Director or his/her nominated representative.
9.8 Voting for elected officials will normally be by an open show of hands from the eligible members present at the meeting and the proxy votes received by the Club Secretary under Clause 14.1 below.
a. In cases where there are two (2) or more nominations for a single role, the votes will be cast in favour of one candidate or another; and
b. In cases where there is a single nomination, the vote will be for or against the election of that person.
10. Special General Meetings
10.1 The Management Board may, at any time, call a Special General Meeting.
10.2 A Special General Meeting must be held following receipt, by the Club Secretary, of a written request for a Special General Meeting signed by at least ten (10) percent of the Club members holding voting rights for the time being.
10.3 The Club Secretary shall, at least fourteen days before a Special General Meeting, post a notice of the meeting on the Club’s website and notice board, setting out the agenda of the meeting and any specific proposals to be considered at the meeting.
10.4 The Club Secretary shall, at least fourteen (14) calendar days before a Special General Meeting write, by email or letter, to all voting Club members providing them notice of the meeting and advising where they can locate details of the agenda and any specific proposals to be considered at the meeting.
10.5 In the event that the Club Managing Director is temporarily managing the Club’s affairs in accordance with the terms of clause 3.9 of the Constitution, he/she may, at any time, call a Special General Meeting. He/she shall, at least fourteen days before a Special General Meeting, post a notice of the meeting on the Club’s website and notice board, setting out the agenda of the meeting and any specific proposals to be considered at the meeting.
10.6 The Club Managing Director shall, at least fourteen (14) calendar days before a Special General Meeting write, by email or letter, to all voting Club members providing them notice of the meeting and advising where they can locate details of the agenda and any specific proposals to be considered at the meeting.
11. The Quorum
11.1 The quorum for all General Meetings shall be a minimum of the (10) percent of eligible voting members of the Club at the time, including those represented by a pro-rata Proxy Voting as set out in clause 13.3 and 14.1 below.
12. Eligible Voting Member
12.1 An eligible voting member is a member is:
a. a member of the Board of Directors,
b. a member of the Management Board,
c. a member who has fully paid all membership fees and is a affiliated player, coach or other official. Where the player is an Age Grade Player under eighteen (18) years of age, their vote can be made by their nominated (as per the RFU GMS system) parent or guardian.
d. a member who has not been banned under the Club Disciplinary procedure.
13. Pro-rata Voting Rights
13.1 All Eligible Voting members are entitled to vote at a AGM and/or SGM.
13.2 Eligible members associated with Age Grade rugby, will be entitle to cast their vote by proxy via their age grade head coach, who will be invited to attend any AGM and/or SGM.
13.3 In the interest of the club and its members, voting rights will be on a pro-rata per capita basis, as set out below:
a. Age Grade rugby (U6’s to U18’s), each Age Grade group will be entitled to a pre-calculate number of votes, which be advised by the Club Secretary, within the notice under Clause 9.5. The vote entitlement will be calculated by dividing the total number of Senior eligible (taken from the RFU GMS system) by twelve (12) (the number of Age Grade groups) rounded up to the nearest whole number, i.e. 120 senior eligible members divided by 12, would entitle each Age Grade group to 12 votes.
b. All Senior eligible members have one vote each.
14. Proxy Voting
14.1 Proxy votes will be made via a electronic Proxy Voting form, issued to the Club Secretary. Proxy Voting form must be submitted, at least seven (7) calendar days prior to the date of the Annual General Meeting. Proxy Voting forms submitted after this date will not be considered at the Annual General Meeting.
15. Dissolution and disbursement of profits and assets
15.1 The income and property of the Club shall be applied solely towards promoting the Club’s object as set forth in this constitution and no portion thereof shall be paid or transferred, directly or indirectly, to the members of the Club.
15.2 If upon the winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall be paid to or distributed to another registered community amateur sports club for rugby union, the RFU for use in community related rugby union initiatives, or to a charitable organisation.
The name of the Club shall be Aylesford Bulls Rugby Football Club.
2. Object
The object of the Club is to provide members with the facilities and equipment to play rugby football union in a sociable environment and to promote wider community participation, involvement and support for the sport of rugby union football and other eligible sports (as approved by the Board) where the Board considers this to best further the interests of the Club in the United Kingdom and abroad.
3. Management
3.1 The Club is a members’ club whose address is The Club House, The Jack Williams Ground, Hall Road, Aylesford, Kent ME20 7DS.
3.2 The officers of the Club are the Club Managing Director, Chairperson, Director of Finance, Director of Discipline, Club Safeguarding Officer, Company Secretary, Club Secretary, General Manager, Director of Rugby and Director of Business and between them they shall form the Management Board. The Management Board shall meet at intervals no greater than eight (8) weeks apart. A quorum shall be five (5) members of the Management Board, three (3) of which must be from the Board of Directors, including one of either the Club Managing Director or Chairperson. If one individual holds more than two (2) roles on the Management Board, that person will only be entitled to maximum of two (2) votes. The casting vote on any decisions or motions shall be with the Club Managing Director or Chairperson, in the event of any tied vote
3.3 There shall be two Sub-Committees of the Management Board that shall have the freedom to act in determining Club policy in the areas of Rugby and Business, however all decisions are to be co-ordinated, in the best interest of the Club and in line with directions agreed by the Management Board.
3.4 The Rugby Committee shall be chaired by the club chairperson and shall comprise of the Director of Rugby, Director of Discipline and representatives from the Men’s, Ladies, Academy, Youth and Mini sections of the Club, as appointed by the Chairperson. This Committee shall meet not less than four (4) times a season and two (2) times in the closed season and is responsible for the delivery of all rugby matters in line with the parameters set by the Management Board, including the appointment of the Club Captain. The casting vote on any decisions or motions shall be with the Chairperson, in the event of any tied vote.
3.5 The Business Committee shall be chaired by the Club Managing Director, or in their absence the Director of Business and shall comprise individuals invited to support the Director of Business across his scope of responsibility. All Business Committee members shall be Club officials when fulfilling their roles. This Committee shall meet not less than 4 times a year. The casting vote on any decisions or motions shall be with the Managing Director, in the event of any tied vote.
3.6 Job descriptions for all roles shall be prepared and kept up-to-date for Board positions and shall be available for inspection on the Club’s website or in paper form by request to the Club Secretary.
3.7 The Club shall be affiliated to the Rugby Football Union, the Rugby Football Union for Women and the Kent Rugby Football Union.
3.8 The general management of the affairs of the Club in all matters shall be under the entire control of the Management Board.
3.9 In the event that a Management Board cannot be formed, the Club Managing Director shall take responsibility for temporarily managing the Club’s essential business with a view to either resolving the situation by way of a Special General Meeting.
4. The Board of Directors
4.1 The following roles form the Board of Directors; Chairperson, Club Managing Director, Director of Finance, Club Secretary and Company Secretary.
4.2 The following roles shall be elected for a period of one year by the members of the Club at the Annual General Meeting; Chairperson, Club Managing Director, Director of Finance and Club Secretary.
4.3 All other roles are appointed by the Board of Directors or in the case of Sub-Committee members, a designate of the Management Boards appointment.
4.3 The Club President shall be appointed by the Board of Directors and shall serve in that capacity for no more than three (3) consecutive years.
4.4 The Club President is an honorary position with no executive powers, the role being to act as an ambassador for the Club around the County and to be a unifier and a diplomat for and within the Club. Nominations for the position as Club President shall be made, in writing and delivered by hand, post or by email to the Club Secretary not less than twenty-one (21) calendar days prior to the date the next Annual General Meeting. Those eligible for nomination being persons who have given long and consistent service or support to the Club. The Management Board shall consider all nominations received and shall make a decision about the appointment of Club President communicating this to members at the Annual General Meeting. Whilst it is intended that no one person shall serve for more than three (3) consecutive years, the Management Board reserves the right to extend this period in the absence of any other credible nomination.
4.4 All Board Directors, Management Board members, Rugby or Business Committee members must be fully paid up Club members and shall have full voting rights.
4.5 The Board of Directors shall meet not less than four (4) times a year, and the Board may invite to at least two (2) of those meetings two (2) Management Board members to attend. A quorum shall be three (3) members of the Board of Directors. The casting vote on any decisions or motions shall be with the Club Managing Director, in the event of any tied vote.
4.6 The Management Board shall have:
a. responsibility for the control of Club funds;
b. the sole power to incur liabilities, enter into Contracts and borrow money on behalf of the Club;
c. the responsibility for arranging matches for the Club;
d. the power to form the Rugby and Business Committees as required;
e. the power to fill ad hoc vacancies on the Rugby and Business Committees and to co-opt ordinary Club members onto these Committees where considered to benefit the Club.
f. The power to instruct the Chairs of the Rugby and Business Committees to establish, as necessary, Sub-committees, and other special project committees;
f. the power to make, revoke and vary the Club Constitution, Rules and Regulations provided these are consistent with the Club object;
g. the power to discipline Club members;
h. the power to appoint signatories for banking and other official documents.
i. the right to invite non-members to the Club;
j. the right to set the level of annual subscriptions;
k. the right to set and charge ground entrance fees for matches; and
l. the right to set and charge car parking fees.
4.7 The Management Board, excluding the Club Managing Director and Chairperson, shall have the right to resign by notifying the Manging Director and/or Chairperson not less than two (2) months in advance of the next Annual General Meeting.
4.8 The Club Managing Director and/or Chairperson shall have the right to resign by notifying the Company Secretary and/or Club Secretary not less than two (2) months in advance of the next Annual General Meeting.
5. Membership
5.1 Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs: or of age, sex or disability except as a necessary consequence of the requirements of rugby union as a particular sport.
5.2 The Management Board may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the club or sport into disrepute. Include any suspected or proven involvement in abuse of any nature. The club has a zero-tolerance policy on any physical, mental abuse and the misuse of drugs including alcohol. Any member believed to have taken, resold or given any illegal substances will be removed from the club with immediate effect.
5.3 Appeal against such a decision may be made to a separate Appeals Panel, no member of which will have been involved in making the initial decision and decided by a majority vote (see clause 6.5)
5.4 Every candidate for senior membership must be at least eighteen (18) years of age and shall be made by means of an application form and payment of subscription.
5.5 The Management Board reserves the right to accept or reject applications.
5.6 There shall be four categories of membership:-
a. ‘Full members’, who shall pay subscription at the full rate (including here those Members who have paid a recognised concessionary rate that has been agreed by the Board of Directors) and make themselves available to play, and will have full voting rights;
b. ‘Social members’, who shall not have voting rights, other than those social members who are appointed officials under the terms of 5.7 below;
c. ‘Vice Presidents’ Any member who has served as a member of the Board of Directors and/or Management Board, for two (2) years or more, shall on their retirement or removal by the members, become an Vice President member, who shall have fully voting rights.
d. ‘Honorary Vice Presidents’. Entry to this level of membership is restricted to those who have played senior rugby for either Linton RFC, Aylesford RFC; or Aylesford Bulls RFC for a period greater than fifteen (15) years or under the terms of 8.3 below.
e. ‘Ade Grade members’:
i. Age Grade membership shall be available to persons under the age of 18 provided they are supported in their application by a parent or guardian who shall be responsible for the conduct of the Age Grade member whether or not the Age Grade member is accompanied by the parent or guardian when on the Club premises.
ii. Proposals for membership must be on the forms provided for that purpose and must be signed by the candidate for membership and in the case of Age Grade membership, by the parent or guardian supporting the application under paragraph 5.6 (d)(i).
iii. Age Grade members do have the right to vote, on a pro-rata per capita basis as set out in clause 13 below.
5.7 Every Age Grade age group (from pre-U6 to U18), shall have a Lead Coach and a Team Manager who will be appointed on an annual basis by the Director of Rugby or a Section Director of Rugby appointed by them, following the Annual General Meeting but prior to the start of the following season. The Club’s Safeguarding Officer will be similarly appointed on an annual basis, by the Management Board. All such appointees must hold membership of the Club as described in 5.6, above.
Such individuals shall be considered as appointed officials of the Club and shall be entitled to the same voting rights as Vice Presidents, as well as providing Proxy votes for the members of their age group, as set out below in clause 13.
5.8 A list of names and addresses of all members of the Club shall be kept on the Club premises and produced on demand for inspection by a Police Officer.
5.9 When an accepted candidate has paid his/her first annual subscription (or instalment if agreed with the Club Secretary), he/she shall be a member of the Club and entitled to all privileges of his/her membership type and shall be deemed to have agreed to be bound by the Rules and Regulations of the Club, which shall be displayed on the Club’s website and available in paper form on request to the Club Secretary. If instalments are not paid by the prescribed date, his/her membership may be suspended or terminated at the discretion of the Management Board.
5.10 The Management Board reserve the right to refuse entry to the clubhouse and grounds to any prior Club Member who has not paid their annual subscription for the relevant year by 30th September (or agreed payment date) in any year.
5.11 Members must carry their cards when visiting the Club and show them upon request.
6. Rights and Liabilities of Members
6.1 Every member of the Club shall (subject to the Rules and Regulations for the time being in force) be entitled to use and enjoy (in common with other members of the Club) the Club premises and things provided by the Management Board for the use of the Club and on such terms and conditions as to payment as the Management Board may from time to time stipulate.
6.2 A member is entitled to use the facilities of the Club, providing always that the Club may at any time temporarily withdraw all or any part of such facilities for any period or periods where the same are required for use in connection with any repair, alteration or maintenance work to the facilities of the Aylesford Bulls Rugby Football Club. In addition, the Club may at any time withdraw all or any part of such facilities for any period or periods where the same are required for use in connection with a letting to a third party. Club members shall be given advance notice, on the Club website of periods when Club facilities shall be temporarily unavailable to Club members.
6.3 Where an individual member considers there has been a breach of the club’s Rules and Regulations, he/she shall put his/her complaint in writing and submit it to the Company Secretary within 14 days of the alleged breach taking place in order that the matter may be investigated and appropriate action taken.
6.4 The Management Board shall have the power to expel any member who shall offend against the Rules and Regulations of the Club or whose conduct shall, in the opinion of the Management Board, render him/her unfit for membership of the Club.
6.5 Before any such member is expelled, the Company Secretary shall give him/her seven (7) days’ notice to attend a meeting of a Panel of three Club officials, drawn from the Board of Directors, Management Board, Rugby and Business Committees and including at least one of the Chairperson or the Director of Discipline, and shall inform him/her of the complaints made against him/her.
6.6 No member shall be expelled without:-
a. first having an opportunity of appearing before the Panel and answering the complaints made against him/her; and
b. at least two-thirds of the Panel present and voting, voting in favour of his/her expulsion.
6.7 Any appeal against such a decision shall be made in writing to the Chairperson and/or Managing Director within seven (7_ days of the Panel’s decision, setting out the grounds of such appeal. Either the Chairperson or Club Managing Director shall consider if such grounds warrant the matter being re-visited having regard to clause 5.1.
6.8 There shall also exist a Disciplinary Sub-committee to hear any matter relating to breaches of the RFU Laws and Regulations, either on or off the field of play. The Disciplinary Sub-committee shall be constituted from members of the Management Board and Rugby Committee, dependent upon the nature of the hearing, but will always have either of the Club Chairperson, Club Managing Director or Director of Discipline as Chair. In addition, in relation to playing matters, the Director of Rugby shall be included. A copy of all records of Disciplinary Sub-committee disciplinary meetings shall be forwarded to the Company Secretary within seven (7) calendar days of a Disciplinary Sub-committee decision.
6.9 In regard to the Age Grade sections of the Club (Mini’s, Youth, Academy), RFU rules deem there must be a disciplinary framework which accords with the requirements of the RFU Handbook. Responsibility for this is delegated to the Safeguarding Officer and Director of Rugby who will appoint a Age Grade Club official to manage this process. As necessary, a Age Grade Disciplinary Sub-committee will be formed and shall include the Club Safeguarding Officer, the Director of Discipline, the Age Grade Club official managing the process and one of the Club Chairperson or Director of Rugby. Consideration will be given at the time to inviting the Club Chairperson or the Managing Director to be involved where a case is deemed serious enough as to so require or where the offence has broader implications for the Club in general. The Director of Discipline or of delegated, the Club Safeguarding Officer shall be responsible for liaison with the Kent RFU Youth and Schools Discipline Secretary and shall maintain records of all Age Grade disciplinary issues. A copy of all records of Age Grade disciplinary meetings shall be forwarded to the Club Secretary within seven (7) calendar days of a Age Grade Disciplinary Sub-committee decision.
6.10 For the avoidance of any doubt, disciplinary proceedings involving members of the adult Women’s’ section and the Age Grade Girls sections shall be dealt with by the Disciplinary Sub-committee and the Age Grade Disciplinary Sub-committee respectively.
6.11 Any person called before the Disciplinary Sub-committee or the Age Grade Disciplinary Sub-committee shall be given seven (7) days’ notice of hearing and allowed to be accompanied by another Club member to assist in their defence.
6.12 In the event that the Disciplinary Sub-committee or the Age Grade Disciplinary Sub-committee considers the offence to be serious enough to warrant consideration of expulsion, the matter shall be referred to the Management Board within five (5) calendar days for consideration in accordance with 6.4 and 6.5 above.
6.13 All decisions emanating from the hearing shall be further communicated in writing within five (5) calendar days following the conclusion of the hearing, and the Management Board shall review all Disciplinary Sub-committee or Age Grade Disciplinary Sub-committee findings and formally record their acceptance or otherwise in order to ensure proper governance. This formal decision shall be recorded in writing and forwarded to the Company Secretary within seven (7) calendar days of the decision.
6.14 In the event of any member being aggrieved by the decision of the Disciplinary Sub-committee or the Age Grade Disciplinary Sub-committee, or feels he/she has been unfairly treated, he/she may appeal to the Management Board for the matter to be resolved, with the findings of the Management Board being binding on all parties.
6.15 If, in the view of the Management Board, a member of the Club has been guilty of gross misconduct, his/her membership of the Club shall be suspended forthwith although he/she may not be expelled until the procedure set out above has been followed. The initial notice of expulsion will be oral and will be confirmed in writing by the Club Secretary (or Chairperson) within seven (7) calendar days of the date of the initial expulsion.
6.16 Players found guilty of misconduct (including foul play) or any contravention of the Club’s Rules and Regulations must pay the full cost of administration of the hearing. In the event that a player is called to a Kent Rugby Football Union Disciplinary hearing, or a Rugby Football Union Disciplinary hearing, they shall be responsible for all related administration costs, unless responsibility for such costs is formally waived by the Management Board.
6.17 Age Grade members are not permitted:
a. to purchase or consume alcohol on the Club premises, outside of current government guidance (www.gov.uk/alcohol-young-people-law) which can be applied at the discretion of the General Manager or Clubhouse Steward.
b. any person infringing clause 6.17(a) shall be asked to leave the Club premises immediately and his/her membership may be terminated, by the Management Board. If it is proved that such infringement took place with the consent and knowledge of the Senior member who introduced that Age Grade member, then that person also shall be immediately expelled from the Club and his/her membership may be terminated by the Management Board.
7. Constitution, Rules and Regulations:
7.1 The Board of Directors may from time to time vary the Constitution in order for it to maintain the delivery of the Object and it the best interest of the Club. The Management Board may vary and/or revoke Rules and Regulation, for the regulation of internal affairs within the Club and the conduct of members. Until revoked, all Rules and Regulations shall be binding on the members.
8. Honorary Vice Presidents
8.1 The Management Board shall have the power to elect honorary Vice Presidents, without payment of any further subscription, where a member of the Club has, in the opinion of the Board, rendered outstanding services or support to the Club.
8.2 Any member who has served as a member of the Board of Directors and/or Management Board, for 2 years or more, shall on their retirement or removal by the members, become an Honorary Vice President.
8.2 On acceptance, each honorary Vice President shall be presented with a Club tie.
8.3 Honorary Vice Presidents shall not be eligible voting members of the Club.
9. The Annual General Meeting
9.1 The Annual General Meeting of the Club shall be held at the end of the playing season and no later than 31st May in each year, at a date and time to be fixed by the Management Board, for the following purposes:-
a. to receive, from the Director of Finance, an annual report, profit and loss account and balance sheet of the Club accounts;
b. to elect the Board of Directors for the forthcoming season;
c. to decide any resolution which may be duly submitted to the meeting, as provided below;
d. to discuss any other business of the Club; and
e. to hear the reports of the Management Board, and others, for the previous season.
9.2 The Club Secretary shall, at least twenty-eight (28) calendar days before a Annual General Meeting give notice via the Club’s website, club noticeboard and an email to members of the date of the Annual General Meeting.
9.3 Any members desirous of standing for a Board of Directors role or moving any resolution at the Annual General Meeting shall give written notice of the resolution to the Company Secretary at least twenty-one (21) calendar days in advance of the meeting. In the case of standing for a Board of Director role, the members notice must be accompanied by at least two nominations by eligible members and a Personal Statement, containing a statement of intent, skills and experience to fulfil the role, not exceeding one thousand (1000) words, which will be issued to the membership for consideration in advance of voting at the Annual General Meeting.
9.4 The Club Secretary shall, at least fourteen (14) calendar days before an Annual General Meeting, post a notice of the meeting on the Club’s website, the club notice board and write via email or letter, to all Club members, setting out the agenda of the meeting, nominations for Board of Director roles, including Personal Statements, and any specific proposals to be considered at the meeting.
9.5 The Club Secretary shall, at least fourteen (14) calendar days before an Annual General Meeting write, by email, to all Age Grade Head Coaches to advise them of the number of votes their Age Group will be entitled to cast at the Annual General Meeting, as calculated under Clause 13.3a below. Head Coaches should canvas their Age Group members. Age Group members will cast their votes via Proxy Voting form, which will accompany the notice under Clause 9.4. Proxy Voting forms will be submitted electronically to the Club Secretary for collating and communicating at the Annual General Meeting.
9.6 The order of proceedings at any Annual General Meeting or Special General Meeting (see below) shall be determined by the Managing Director or his/her nominated representative drawn from the Management Board present. This person shall be permitted to set his/her own procedures for managing the these meetings.
9.7 Voting on issues, motions or resolutions will normally be by an open show of hands from the eligible members present at the meeting, for or against the proposition, with the majority holding sway. The Managing Director or his/her nominated Board Director present shall have a casting vote wherever there is no majority view. In casting this vote the Managing Director or his/her nominated Board Director shall not vote in favour of any proposal to change an existing position. In the event that the a new Club Secretary is voted in during the Annual General Meeting, the existing Club Secretary shall remain in position until the Annual General Meeting is formally closed by the Club Managing Director or his/her nominated representative.
9.8 Voting for elected officials will normally be by an open show of hands from the eligible members present at the meeting and the proxy votes received by the Club Secretary under Clause 14.1 below.
a. In cases where there are two (2) or more nominations for a single role, the votes will be cast in favour of one candidate or another; and
b. In cases where there is a single nomination, the vote will be for or against the election of that person.
10. Special General Meetings
10.1 The Management Board may, at any time, call a Special General Meeting.
10.2 A Special General Meeting must be held following receipt, by the Club Secretary, of a written request for a Special General Meeting signed by at least ten (10) percent of the Club members holding voting rights for the time being.
10.3 The Club Secretary shall, at least fourteen days before a Special General Meeting, post a notice of the meeting on the Club’s website and notice board, setting out the agenda of the meeting and any specific proposals to be considered at the meeting.
10.4 The Club Secretary shall, at least fourteen (14) calendar days before a Special General Meeting write, by email or letter, to all voting Club members providing them notice of the meeting and advising where they can locate details of the agenda and any specific proposals to be considered at the meeting.
10.5 In the event that the Club Managing Director is temporarily managing the Club’s affairs in accordance with the terms of clause 3.9 of the Constitution, he/she may, at any time, call a Special General Meeting. He/she shall, at least fourteen days before a Special General Meeting, post a notice of the meeting on the Club’s website and notice board, setting out the agenda of the meeting and any specific proposals to be considered at the meeting.
10.6 The Club Managing Director shall, at least fourteen (14) calendar days before a Special General Meeting write, by email or letter, to all voting Club members providing them notice of the meeting and advising where they can locate details of the agenda and any specific proposals to be considered at the meeting.
11. The Quorum
11.1 The quorum for all General Meetings shall be a minimum of the (10) percent of eligible voting members of the Club at the time, including those represented by a pro-rata Proxy Voting as set out in clause 13.3 and 14.1 below.
12. Eligible Voting Member
12.1 An eligible voting member is a member is:
a. a member of the Board of Directors,
b. a member of the Management Board,
c. a member who has fully paid all membership fees and is a affiliated player, coach or other official. Where the player is an Age Grade Player under eighteen (18) years of age, their vote can be made by their nominated (as per the RFU GMS system) parent or guardian.
d. a member who has not been banned under the Club Disciplinary procedure.
13. Pro-rata Voting Rights
13.1 All Eligible Voting members are entitled to vote at a AGM and/or SGM.
13.2 Eligible members associated with Age Grade rugby, will be entitle to cast their vote by proxy via their age grade head coach, who will be invited to attend any AGM and/or SGM.
13.3 In the interest of the club and its members, voting rights will be on a pro-rata per capita basis, as set out below:
a. Age Grade rugby (U6’s to U18’s), each Age Grade group will be entitled to a pre-calculate number of votes, which be advised by the Club Secretary, within the notice under Clause 9.5. The vote entitlement will be calculated by dividing the total number of Senior eligible (taken from the RFU GMS system) by twelve (12) (the number of Age Grade groups) rounded up to the nearest whole number, i.e. 120 senior eligible members divided by 12, would entitle each Age Grade group to 12 votes.
b. All Senior eligible members have one vote each.
14. Proxy Voting
14.1 Proxy votes will be made via a electronic Proxy Voting form, issued to the Club Secretary. Proxy Voting form must be submitted, at least seven (7) calendar days prior to the date of the Annual General Meeting. Proxy Voting forms submitted after this date will not be considered at the Annual General Meeting.
15. Dissolution and disbursement of profits and assets
15.1 The income and property of the Club shall be applied solely towards promoting the Club’s object as set forth in this constitution and no portion thereof shall be paid or transferred, directly or indirectly, to the members of the Club.
15.2 If upon the winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall be paid to or distributed to another registered community amateur sports club for rugby union, the RFU for use in community related rugby union initiatives, or to a charitable organisation.
