Article I
Name
The name of this organization shall be “St. Edward’s University Rugby Football Club (SEURFC)”
Article II
Purpose
The purpose of the organization is:
To participate in the Texas Rugby Union Collegiate Division II and to compete for both the state and national championship.
To compete in Union sponsored cup matches, as well as friendly matches and tournaments.
To encourage players to develop their rugby skills to their full potential. This includes encouraging them to participate in representative sides such as the Texas Rugby Union Select Side.
To instill pride in the members in the history and traditions of the organization and the sport of rugby.
To promote the game of rugby and the traditions of the club to non-members within and outside of the St Edward’s University community.
Article III
Membership
General membership rules:
Membership in the organization shall be divided into player members and associate members.
Only player members are eligible to become officers of the organization.
The membership needs to be renewed every long semester that includes spring and fall semesters.
The organization does not discriminate against race, color, creed, nationality, religion, sexual, or political orientation.
Player member:
Must be a full time student at St Edward’s University.
Must pay their dues in full by the due date of the semester, as defined by the treasurer.
Must provide the club with a copy of their health insurance and their student id.
Must be an eligible collegiate player as defined by the USA Rugby Union and the Texas Rugby Union. Eligibility requirements can be found at the following sites: –
http://www.usarugby.org/media/EDocs/Collegiate_Player_Eligibility_FormBLANK.pdf
http://66.33.76.253/template.php?sid=1&sub=18
Must fill out the CIPP form and any other forms by the university and by the rugby unions that the club is required to provide to the university and to the rugby unions.
Must attend the required amount of practices, as defined by the coach and approved by the officers.
Must attend all matches and tournaments that the club is participating in, and that the member has received sufficient notice of.
Exceptions to any of these rules may be made on an individual basis and decided upon by the officers, the captain, or a coach.
Associate member:
Is any interested person, be it student, faculty, administration, alumnus or fan within or outside of University.
Is expected to attend all matches, tournaments and events that the club is participating in and that the member is able to attend.
Must pay their dues in full by the due date of the semester, as defined by the treasurer.
Article IV
Dues
The dues for a player member per long semester are: $ __250______
The dues for an associate member per long semester are: $__50_____
The dues can be voted on at the first regular meeting of the organization each semester, or at any special meetings the president of the organization calls. The changes need to be presented to the members and after debating the merits of the proposal, the members present will vote on the changes. It requires a two thirds (2/3) majority by the eligible members present, to ratify the changes. Both player and associate members are eligible to vote.
Article V
Officers
Election of officers
Will occur at the end of each spring semester.
Quorum requirements will be met if 51% of the members are present.
Any player member in good standing is eligible to be elected.
The officers shall be nominated in the following order: president, treasurer, vice president, match secretary, co-public relations chair, co-public relations chair, merchandising chair, team manager.
Any member present may make nominations. Each candidate must be nominated and seconded. A member may nominate himself but may not second himself. After the floor is closed to nomination a vote will occur by secret ballot. The candidate with the majority of votes shall be the winner. After conclusion of the vote the result shall be presented to the candidates. After that office has been voted on, the next office in line will be elected.
President
Shall preside over all meetings of the club and the executive committee. He is also an ex-officio member of all other committees of the organization.
Shall have the power to create special committees and appoint their members and chairperson.
Shall have the power to call special meetings of the organization.
Shall have the ultimate responsibility of the organization and represent it responsively to the Rugby Union, university, members, alumni, sponsors and the general public.
Shall take over any responsibilities of the other officers in their absence.
Shall be first and foremost concerned about the greater good of the organization above all other interests.
Shall be in regular contact with the other officers, captains, coaches and university representatives.
Shall attend all meetings that the university requires, such as the monthly president’s meetings sponsored by Student Life.
Vice President
Shall assist the president in whatever form the president requires. This includes but is not limited to paperwork, scheduling, and being present at meetings
Shall take over the duties of the president in the absence of the president.
Shall become the active president for the remainder of the semester if the president leaves the office or is removed of the office by the members.
Shall be responsible for gaining and retaining sponsorships.
Shall, in the absence of the president, attend all meetings the school requires.
Treasurer
Shall be responsible for all fiscal matters related to the organization.
Shall collect the dues by all members and deposit these in the account.
Shall be responsible for paying all outstanding invoices through the university’s payment request process.
Shall present to the university representatives the budget and request the appropriate financing.
Shall assist the Vice President in gaining and retaining sponsorships.
Match Secretary
Shall be responsible in scheduling all matches and tournaments with the other teams and tournament directors.
Shall be responsible for reserving the facilities with the university for home games and ensure that they are properly prepared and match ready.
Shall, if necessary in association with the president or vice president, organize an appropriate practice facility and ensure that the required practice equipment will be accessible and available at that facility.
Provide the officers, members, and coaches with an updated and accurate schedule and notify everyone promptly of any changes.
Shall organize directions, transportation, and lodging for away games.
Co-Public Relations Chairman
Shall setup and conduct all public outreach situations including but not limited to fundraising, social events, advertising, publicity and club reputation.
Shall have the main goal of furthering the club’s standing in the St. Edward’s and Rugby community.
Shall organize all public and private club events and handle their promotions.
Merchandising Chair
Shall pursue all outlets of team merchandise and sales.
Shall conduct all business and licensing of all team merchandise.
Shall be in charge of overseeing the sale and donation of products.
Team Manager
Shall be in charge of all team equipment and their maintenance.
Shall have the right to form committee’s in order to maintain said equipment.
Shall make all necessary arrangements for practice and game day preparations, including but not limited to: tackling pads, rucking shields, water bottles, balls, cones, and match and pitch equipment.
Impeachment of Officers
Any officer that is neglectful or abusive of his duties and responsibilities can be impeached by the organization membership.
It requires a minimum of five (5) eligible members that are in agreement and want to initiate a special meeting by the organization to impeach the officer in question. These members need to call for the special meeting and contact all members, including the officer in question and provide a date at least one (1) week after.
At this meeting quorum requirements will be met if 51% of the members are present.
At this meeting the initiating members will state the reasons for the request, after which the officer in question will be able to respond to the allegations. After that all members present will be allowed to debate the merits of the impeachment request.
It requires a two-thirds (2/3) vote of the eligible members present to impeach an officer and to remove him from office.
After the removal of the officer a new vote will be initiated and a replacement officer, who will fulfill the officers’ duties for the remainder of the semester, will be elected based on the general election rules stated in this constitution.
Resignation of Officers
Officers can resign at any time and for any reason.
Officers need to resign in writing to the next highest officer remaining. The ranking of officers is based on the election order.
In the case of the resignation of an officer the highest-ranking remaining officer will call a special meeting of the membership of the organization.
At this meeting the officer who called the meeting will state to the members the name of the officer who resigned and if possible explain the reasons for the resignation.
The members present will then elect a replacement for the remainder of the term according to the election procedures outlined in this constitution.
Article VI
Captain
The captain will be the player in charge during a match on the field and represent the team to the referee.
The coach and officers, prior to the season, will appoint the captain.
Article VII
Coach
Shall have all certifications that are required by USARFU, the Texas Rugby Union or the University.
Shall be responsible for leading and organizing all practices.
Shall be responsible for selecting players for all matches.
Shall be confirmed by the executive committee prior to the beginning of the Fall Semester.
Shall be approved through the university’s process for community advisors/coaches.
Shall be able to invite assistant coaches to help him in conducting his duties.
Shall be exempt of all dues requirements that normal member have to comply with.
Article VIII
Faculty/Staff Advisor
Shall be a full time employee of the university.
Shall sign all necessary paperwork that is required by the university.
Shall be a mediator between the club and the university whenever this becomes necessary.
Shall be appointed at the beginning of each fall semester.
Shall be an honorary member of the club.
Shall have a standing invitation to all official club meetings, matches and functions.
Shall be exempt of all dues requirements that normal member have to comply with.
Article IX
Committees
Executive Committee
Shall consist of all officers outlined in the Constitution.
Shall meet at the discretion of the president.
Shall be responsible for all club business and further the interaction between the officers.
Special Committees
Shall be appointed by the president.
Shall be created for specific purposes and once that purpose has been accomplished they will disband.
Shall consist of any member in good standing that the president wants to appoint.
Article X
Rules of Order
Unless otherwise specified in this constitution or in the amendments, “Robert’s Rules of Order, revised” are to be followed in all meetings.
B. All officer meetings shall be conducted on campus and shall be held weekly unless otherwise decided by a unanimous vote of the Officers or President.
C. Minutes shall be recorded at all meetings of the team and of the officers.
Article XI
Ratification
This constitution shall be ratified by a majority of eligible members present at the first meeting of the organization.
Article XII
Amendments
This constitution can be amended by a two-thirds (2/3) vote of eligible members, either electronically or in person.
All proposed amendments must be presented to the organization members in writing.