ERSC Constitution

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ERSC Constitution

Postby Cammo Gunner on Thu Mar 31, 2011 5:23 pm

Constitution Of The Official Edinburgh Rugby Supporters' Club


1. Name
The name of the Club shall be "The Official Edinburgh Rugby Supporters' Club" (hereinafter referred to as "the Club").

2. Objects
2.1. The objects of the Club shall be:
a) To promote, encourage and extend interest in Edinburgh Rugby and rugby in Edinburgh

b) To foster the interests of Edinburgh Rugby .

c) To conduct such affairs of Edinburgh Rugby as may be delegated or entrusted to it by the Board and Management Team of Edinburgh Rugby .

d) To represent the views of all supporters to the Board and Management Team of Edinburgh Rugby.

e) To effect its business with regard to the seven principles of conduct for those serving on the Committee (see Annexe 2).

f) To affect its activities in a way that gives equality of opportunity and acknowledges diversity.

2.2. The foregoing objects may be met by the Club acting through Edinburgh Rugby .

2.3. If the Club fails to act in the best interest of Edinburgh Rugby as determined by the Chief Executive of Edinburgh Rugby it may cease to be the "Official" Supporters' Club and Edinburgh Rugby may withdraw its support.

3. Membership
3.1. Membership of the Club shall be open to all Edinburgh Rugby supporters, upon payment of the appropriate subscription.
a) Edinburgh Rugby Season Ticket holders shall be eligible for complimentary (i.e. free) membership of the Club, as part of the package of benefits associated with a Season Ticket.

3.2. Special Membership Categories shall include, but not necessarily be limited to:a) Junior member - members under the age of 18 years.

b) Honorary Member - a founder member (as listed in Annexe 1) who has not taken out membership by another means, a person elected to Honorary membership by a two-thirds majority of those attending a general meeting, a member of the Edinburgh Rugby Hall of Fame and all employees of Edinburgh Rugby

3.3. These rules notwithstanding, the Strategy Group (as defined in article 4 below) shall be empowered to create such new additional classes of membership as is deems fit.

3.4. Honorary Members shall be entitled to serve on Operational Teams of the Club, but are not permitted to serve on the Strategy Group (unless occupying the place designated for Edinburgh Rugby Club). Honorary Members shall have no voting rights. Honorary Members may join the Club as full members in their own right.

3.5. The membership year shall coincide approximately with the playing season, with each membership year therefore running from 1st August until 31st July of the following year.

3.6. The annual subscription shall be fixed at the Annual General Meeting of the Club.

3.7. These rules notwithstanding, the Strategy Group shall be empowered to set subscription rates as it deems fit for any additional membership classes it shall create, as described in article 3.3 above.

4. Committee (Strategy Group)
4.1. The Committee of the Club ("Strategy Group") shall comprise:
a) A Chairman, Vice-Chairman, Secretary and Treasurer who shall all be elected by a show of hands at the Annual General Meeting of the Club.

b) A number of members (as shall be determined at a General Meeting of the Club) who shall be elected by a show of hands at the Annual General Meeting of the Club.

c) A member of the playing staff of Edinburgh Rugby . This will be a team place as opposed to a nominated individual.

d) A member of the staff or committee of Edinburgh Rugby . This will be a team place as opposed to a nominated individual.

e) All elected members of the Committee must be full members of the Club.

4.2. Strategy Group members will serve for a term of two years and may serve as many terms as elected; thus only half the Committee will stand for election each year.

4.3. In the event of any Strategy Group member resigning from office, the Chair is empowered to appoint a replacement from the membership. The replacement will serve until the next AGM when they must stand for election by the club membership.

4.4. In the event that the Chairman resigns, the Vice-Chairman shall automatically become Chairman. The new Chairman shall have the power to appoint a new Vice-Chairman from the membership and both shall serve until the next General Meeting of the Club.In the event that both the Chairman and Vice-Chairman resign, a Special General Meeting shall be called by the Secretary to elect a new Chairman and Vice-Chairman.
This meeting shall be conducted subject to the rules laid down in the constitution of the Club.

4.5. In the event that a member of the committee is absent from three consecutive committee meetings without good cause, the Committee may deem them to have resigned.

5. Powers Of The Strategy Group
5.1. The affairs and management of the Club shall be conducted by the Strategy Group who shall act at all times in accordance with the Constitution.

5.2. The Strategy Group is empowered to delegate any of its duties to one or more Operational teams who may comprise of members of the Strategy Group and any person or persons co-opted by the Operational team for such purpose. The quorum for any meeting of an Operational team shall be one third of those appointed to serve on it, or two, whichever is the greater.

5.3. The Strategy Group shall have the powers to open and close bank accounts in order to manage the money and assets of the Club.

5.4. The Strategy Group shall have no powers to borrow any monies.

5.5. The Strategy Group shall have the powers to cease the operation of the Club (see also article 11 below).

6. Meetings
6.1. Meetings of the Strategy Group shall be chaired by the Chairman or Vice-Chairman. In the absence of the Chairman and Vice-Chairman, the Strategy Group members present will elect a Chairman for the meeting.

6.2. Each Strategy Group member shall have one vote and in the event of equality the Chairman of the meeting shall have a second or casting vote.

6.3. No proxies shall be allowed at any Strategy Group meeting.

6.4. The Strategy Group may form a number of Operational Teams with specific remits and objectives to carry out the work of the Club (see also 5.2 above).

6.5. Members serving on the Operational Teams are entitled to attend Strategy Group meetings and participate in discussion; however only Strategy Group members have votes.

6.6. The quorum of all meetings of the Strategy Group shall be one-third (rounded up to the nearest whole number) of the membership of the Strategy Group.

6.7. A member of the Strategy Group may participate in a meeting of the Group by means of conference telephone or similar communications technology whereby all the members of the Committee participating in the meeting can communicate with each other, and the members of the Committee participating in a meeting in this manner shall be deemed to be present in person at said meeting.

6.8. The members of the Strategy Group elected in accordance with the Constitution of the Club shall be the only persons entitled to hold office of the Club and may only be removed from office as a Member of the Strategy Group by virtue of the provisions of this Constitution, except as may otherwise be required by law.

6.9. Minutes will be taken of all Strategy Group and Operational Teams of the Club and copied to each Strategy Group member and Edinburgh Rugby Executive within ten days. Once approved, all minutes will be posted on the Club website.

6.10. An Annual General Meeting of the Club shall normally be held in the month of May or June each year.

6.11. The Secretary shall give not less than 10 working days' notice of the Annual General Meeting and of any Special General Meeting or Ordinary Meeting. Such notice shall specify the business to be conducted at such meeting. This notice will be posted on the Club website and circulated by email or post to every member.

6.12. A Special General Meeting of the Club or of a particular category or categories of members may be called by the Strategy Group; and shall be called by the Secretary on a requisition to that effect from signatories on behalf of ten members of the Club, stating the object of the Meeting. The Secretary shall call the Special General Meeting for a date within six weeks.

6.13. All members, of whatever class of membership other than Honorary Members, in good standing on the date of publication of the notice of a General Meeting, shall be entitled to attend said General Meeting, and to cast one vote on each motion presented.

6.14. An Ordinary Meeting of the Club or of a particular category or categories of Member Clubs may be called by the Strategy Group.

7. Accounts
7.1. The Strategy Group shall ensure that proper accounting records are kept.

7.2. The accounts year shall be 1st May - 30th April to coincide with AGM

7.3. The Strategy Group shall ensure that appropriate Annual Accounts are prepared timeously in consultation with the Board and management Team of Edinburgh Rugby or his / her delegate.
7.4. Annual Accounts will be audited by the Auditors of Edinburgh Rugby (after first two years). Audited accounts will be posted on the Club website.

8. Alterations To Constitution
The votes of two-thirds of those present and entitled to vote at a General Meeting shall be required to pass any motion to alter the Constitution.

9. Legal Proceedings
Without prejudice to generality the Strategy Group shall have power to sue on behalf of the Club and its Members and to defend proceedings raised against the Club; and to do so in the names of the Chairman and Vice-Chairman and the Secretary for the time being.

10. Indemnity
The Committee shall be entitled to insure the Club and its Strategy Group Members and Members of said Operational Teams against the acts or omissions of Strategy Group Members and Members of said Operational Teams.

11. Provision for Winding-Up the Club
11.1. The Club may be wound-up under the following circumstances:
a) The Club shall be deemed to have been wound-up if at any time more than 24 months have passed since the last General Meeting of the Club

b) A motion of Winding-Up is carried by a vote of 80% or more of those attending a General Meeting and entitled to vote.

11.2. In the event that the Club is wound-up, any remaining funds shall be disbursed as follows:
a) The funds shall be transferred in their entirety to the Edinburgh Rugby Foundation or its successor body or bodies.

b) In the event that the Edinburgh Rugby Foundation has ceased to exist and there are no successor bodies, the funds shall be transferred in their entirety to the Wooden Spoon charity

c) In the event that the Wooden Spoon charity has ceased to exist the funds shall be divided equally amongst the members of the Club.

(See also article 5.5 above.)


Annexe 1: Official Edinburgh Rugby Supporters' Club Founder Members

Available on request




Annexe 2: The Seven Principles Of Serving On The Committee

1. Selflessness

Committee members should take decisions solely in terms of their supporters. They should not do so in order to gain financial or other material benefits for themselves, their family, or their friends.

2. Integrity

Committee members should not place themselves under any financial or other obligation to outside individuals or organisations that might influence them in the performance of their duties.

3. Objectivity

In carrying out committee work including making appointments, awarding contracts, or recommending individuals for rewards and benefits, holders of office should make choices on merit.

4. Accountability

Committee members should be as open as possible about all the decisions and actions that they take and remain mindful that they are accountable to Edinburgh Rugby Club, the Supporters' Club members and supporters for their actions.

5. Openness

Committee members should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider club interest clearly demands.

6. Honesty

Committee members have a duty to declare any private interests relating to their duties and to take steps to resolve any conflicts arising in a way that protects Supporters' Club member's interests.

7. Leadership

Committee members should promote and support these principles by leadership and example.
Cammo Gunner
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