1. Title
The name of the club shall be “Exmouth Rugby Football Club”.
 
2. Objectives
The objectives of the club shall be to encourage and foster rugby football in the Exmouth area, in accordance with the rules of the Rugby Football Union (RFU) and provide a clubhouse for the social need of its members, guests, opponents and the local community.
 
3. Dress
The club colours shall be heliotrope, white and black shirts, black shorts and black socks.
 
4. Affiliation
The club shall be affiliated to the Rugby Football Union (RFU) and Devon Rugby Football Union (DRFU).
 
5. Officers
The officers of the Club shall consist of the Chairman, General Secretary, Treasurer, Administrative Secretary, Rugby Administrator, Fixture Secretary, Club Captain, Match Secretary, Bar Treasurer, Membership Secretary, Social Secretary, and Junior Chairman.
 
6. Management
The Club shall be managed by an Executive Committee, together with two Standing Committees responsible for Rugby and Juniors, as follows:-
 
(a) Executive Committee
The responsibility of the Executive Committee is to formulate and develop general club policy with specific responsibility for:-
1. Development, marketing, general management and maintenance of the facilities.
2. Major sponsorship and advertising.
3. The management and administration of the bar.
4. The management and administration of the membership.
5. The promotion of social functions and fund raising.
 
The Executive Committee shall consist of:-
1. President
2. Chairman
3. General Secretary
4. Treasurer
5. Administrative Secretary
6. Rugby Administrator
7. Membership Secretary
8. Social Secretary
9. Junior Chairman
10. Trustees’ representative
11. Two player representatives
12. Vice-Presidents’ representative
 
(b) Rugby Standing Committee
The Rugby Standing Committee shall be responsible for the overall administration of rugby football. It shall consist of the following
1. Rugby Administrator
2. Match Secretary
3. Fixture Secretary
4. Head Coach
5. Coaches
6. 1st XV, 2nd XV, 3rd XV and Colts Managers
7. 1st XV, 2nd XV and 3rd XV captains
8. Junior Chairman
 
Appointments to the Rugby Standing Committee shall be approved by the Executive Committee.
 
(c) Junior Committee
The Junior Committee shall be responsible for all aspects of junior rugby.
The committee shall consist of the following:-
1. Junior Chairman
2. Junior Secretary
3. Junior Fixture Secretary
4. Schools Liaison Officer
5. Child Protection Officer
6. One representative from each age group
 
The Junior Officers – Chairman, Secretary, Fixture Secretary and members of the Junior Committee shall be appointed and elected by the committee members of that section in accordance with these rules. Such appointments are to be approved by the Executive Committee.
 
(d) Additional Committees
To assist the Executive Committee in the management of the bar, membership and social functions, the Bar Treasurer, Membership Secretary and Social Secretary are to foster and develop participation from the membership to form such committees as may be necessary from time to time.
 
(e) Miscellaneous
1. The President and Chairman shall be ex-officio members of the Standing Committees.
2. The Standing Committees will have devolved powers from the Executive Committee to carry out their functions, but will be responsible to the Executive Committee for their actions.
3. The Executive Committee will be responsible to the membership for their actions and shall give account of such actions annually at the Annual General Meeting.
 
7. Annual General Meetings
The Annual General Meeting of the members shall normally be held in the month of June, and by no later than the last day of July in each year. The Administration Secretary shall advertise in the local press the date of the annual general meeting at least fourteen days before such meetings take place.
 
At general meetings, twenty shall constitute a quorum; only full members may vote at general meetings.
 
8. Special General Meetings
A special general meeting may be convened:-
(1) At any time by the Executive Committee. Seven days notice of such a meeting shall be advertised in the local press, which will contain particulars of the purpose of the meeting.
(2) Within twenty-one days from the receipt by the General Secretary of a request in writing, by not less than twenty members so entitled, specifying the objectives of the meeting.
 
9. Election of Officers and Executive Committee
(a) Officer and members of the Executive Committee shall be elected in the traditional manner of a show of hands at the Annual General Meeting for a period of one year with the option to give notice annually prior to the Annual General Meeting. At the end of that period they shall be eligible for re-election and reconfirmation of appointment at the Annual General Meeting.
(b) The Executive Committee shall recommend for continuation of service or election at the Annual General Meeting a list of:-
President
Chairman
General Secretary
Treasurer
Administrative Secretary
Membership Secretary
Social Secretary
Rugby Administrator
Fixture Secretary
Match Secretary
Club Captain
Bar Treasurer
Junior Chairman
 
The representatives of the Trustees, Players, and Vice-Presidents shall, prior to each one year period, be nominated and subject to election at the Annual General Meeting. Other nominations for Officers and the Executive Committee must be sent to the General Secretary in writing, with the names of proposer and seconder, at least seven days before the Annual General Meeting takes place. Only full members are eligible for election to any of the Offices or Executive Committee.
 
10. Attendance at Meetings
The Executive and Standing Committees shall meet at least once a month during the season. In the event of any member of the said committee absenting themselves from three consecutive meetings of the committee of which they are a member, they shall cease to be a member of that committee. At Executive Committee meetings, six shall constitute a quorum; two of who must be officers. The Chairman in all cases of equal division shall have a casting vote in addition to an ordinary vote.
There shall be a meeting of the club’s full administration at least four times a year to consider reports from the Executive Committee, Rugby Committee, Juniors, Bar Treasurer, Membership Secretary and Social Secretary.
 
11. Full Membership
For the purposes of being able to vote, a full member shall include:-
(1) Honorary Life Members
(2) Playing Members
(3) Vice-Presidents
(4) Honorary Vice-Presidents
(5) Full Members
 
12. A Full Member shall:-
(a) Have their names and addresses prominently displayed for not less than two days before they are elected as a member.
(b) Be proposed and seconded by any two current members and elected by the Executive Committee who shall have the power to veto any application for membership.
(c) Be issued with a card of membership signed by the Membership Secretary.
(d) Shall undertake to comply with these rules and any refusal, or neglect to do so, or any conduct which mat, in the opinion of the Executive and /or Standing Committees be prejudicial to the club, shall render such member liable to suspension or expulsion.
(e) Shall be entitled to social membership for their spouse/partner and any children under 16, who will have no voting rights.
(f) Shall be entitled to inspect the official books of the club upon giving in writing fourteen days notice to the General or Administrative Secretary.
(g) Be entitled top propose amendments to the club’s rules which must be sent to the General or Administrative Secretary in writing at least fourteen days before the Annual General Meeting, and should be seconded by another full member.
 
13. Family and Social Membership
Members admitted to family membership, which shall include all children up to the age of 16 years, and social members shall be entitled to the benefits of full membership, but will have no voting rights. Social members will be restricted to 15% of the full membership.
 
14. Affiliate Members
(a) Affiliate members shall be clubs or organisations constituted by rules of charter.
(b) Affiliate membership rights will be determined by separate agreement proposed by the Executive Committee and approved by the members.
(c) The granting of affiliate membership will require confirmation of bona fide individual membership numbers.
(d) Affiliate membership neither complies nor confers voting rights in respect of Exmouth RFC. However the affiliate member shall be entitled to one full member as expressed by the Chairman of the affiliate member.
(e) Affiliate membership may be terminated by Exmouth RFC, giving three months notice.
(f) Affiliate members are to conform with Exmouth RFC’s rules in all matters relating to facilities, membership, and premises.
 
15. Subscriptions
(a) The annual subscription shall be due and payable on 1st September of each season and shall be defined by the Executive Committee at the time.
(b) A member shall automatically cease to be a member if their annual subscription shall be unpaid in full on the 1st November unless any such delay is agreed by the Executive Committee.
 
16. President
The club shall elect a president for a minimum period of three years at the Annual General Meeting on such conditions as shall be sought fit. At the end of that period the president shall be eligible for re-election. The president shall take the chair at Annual and Special General Meetings.
 
17. Vice-Presidents
The Executive Committee shall have the power to elect vice-presidents who shall be treated as full members, either playing or non-playing, provided the candidate is recommended for such vice-presidency by two full members and is elected by a majority of those present at an Executive Committee meeting. They will be entitled to social membership for their spouse/partner and any children under 16, who will have no voting rights.
 
18. Life Members
The Executive Committee can elect Life Members on such conditions as they shall think fit.
 
19. Admission
The following persons may be admitted to the club’s premises at such time and on such conditions as the Executive Committee thinks fit:-
(a) All full members (as listed under rule 11), family members, Social members and bona fide affiliate member (as listed under rule 14).
(b) Guests of a member providing that the name and address of each member and the introducing member is recorded in the book provided and held on the premises for that purpose. No person whose application for membership has previously been declined or who has been expelled from such membership shall be admitted. No member shall introduce more than four guests at any one time and guests shall be restricted to three visits per year.
(c) Members of visiting clubs, their bona fide supporters, and officials plus match officials shall be admitted to the club’s premises on the day on which arrangements have been made for such clubs to play at the Imperial Recreation Ground.
(d) Persons visiting the club under the terms of a hire agreement; approved by the Executive Committee. Such hiring and social events together, where non-members are admitted, shall not exceed twelve per annum. The police will be notified at least 48 hours prior to the event.
(e) The club, or any person on its behalf, may supply intoxicating liquor to admissible persons over the age of 18 years, for the consumption on the premises, subject to the right of the Executive Committee, or any person in de facto control of the bar at any time, to refuse admission of the said sale.
 
20. Licensed Drinking Hours
The permitted hours for the supply of intoxicating liquor shall be as determined by the Executive Committee and shall at all times subject to the Licensing Acts. No extension to the permitted hours shall take place without prior consent of the Licensing Justices.
 
21. Alteration to the Rules
The rules of the club may, from time to time, be revoked, altered, or added to by the Executive Committee. Any such change shall be prominently displayed on the club’s premises for 28 days and be subject to the approval of the membership at a Special General Meeting. The Secretary shall within 28 days of making such alteration or additions to these rules give written notice to:-
1. Chief Officer of the Police for the area
2. Clerk to the Justices
3. Chief Executive to the Local Authority
 
22. The Executive and Standing Committee
The Executive and Standing Committee shall have the power to deal with any case, which is not provided for within the fore going rules.
 
23. Trustees
The Executive Committee shall appoint Trustees to hold upon revocable trust certain club property and title as they do from time to time agree. Trustees must be at least 3 in number and all of which must be full members. Such trustees will not be held personably liable. Any liability is restricted to the assets of the club.
 
24. Financial Status
The club is a non-profit making organisation. Any profit or surplus will be used to maintain or improve the club’s facilities. No profit or surplus will be distributed other than to another non profit making body or to members on the winding up or dissolution of the club.
 
30th April 2007