Equinox Rugby Football Club CONSTITUTION AND BY-LAWS

PREAMBLE

The club is organized as The EQX Rugby, Inc and is operated exclusively to promote and foster the growth of Rugby Union Football and to educate the players and the public in the game of Rugby Union as played under the laws of USA RUGBY.

ARTICLE I (NAME)

The name of the club shall be the EQX Rugby, Inc., hereafter referred to as "The Club."

ARTICLE II (MEMBERS)

Section 2.01. Qualification of Members. The membership of the club shall be composed principally of people interested in participating in the activities of the club. Members will be designated as board members and playing members. Status as a playing member is achieved upon receipt by the club of the appropriate dues. The Club may designate lifetime Honorary membership to people who have given special services to the Club.

Section 2.02. Representation. Each playing and Honorary member shall be entitled to attend any meeting of the members. Board members (president, vice-president and secretary) are entitled to one vote each. Each playing member shall have one vote. Honorary members may attend meetings, but they are not entitled to vote.

ARTICLE III (MEETINGS OF MEMBERS)

Section 3.01. Regular Meetings. Meetings shall be held at the beginning and end of both the fall and spring seasons. The exact date of these meetings shall be set by the President, and called by the Secretary.

Section 3.02. Special Meetings. A special meeting of the members may be called at any time and for any purpose by the President or by the Executive Committee and shall be called by the Secretary upon the request of at least one-third of the members entitled to vote. Every such request shall state the purpose of such meeting.

Section 3.03. Place of meetings. All meetings of the members shall be held at such time and at such place as may be fixed by the membership entitled to vote.

Section 3.04. Notice of meetings. Notice of the place, date, hour and purposes of the meetings shall be given personally or by electronic mail to each member, not less than 7 days prior to the meeting.

Section 3.05. Quorum and Adjournment. At all meetings of members one-third of the members present in person or by proxy shall be requisite for and shall constitute a quorum for the transaction of the affairs of the Club.

Section 3.06. Vote of Members. Whenever any action is to be taken by vote of the members, it shall be authorized by a majority of the votes cast by the members entitled to vote and present in person or by proxy at a duly constituted meeting of the members.

ARTICLE IV (OFFICERS)

Section 4.01. Election of Officers. Officers shall be elected by majority vote of the members entitled to vote. Elections shall be by ballot (verbal or written), however, elections may be conducted in any manner approved by members.

Section 4.02. Number, Qualifications and Term of Office. The Officers are the President, Vice-President, Secretary, Treasurer, Social Chair, Fundraising Chair, U-19 Director, and Match Secretary. Officers must be members of the club in good standing, and shall be elected to hold office for a term of one year. Any Officer can serve for one or more terms. All Officers shall be at least 21 years old. Officers must have at least one season of membership in the club. Any officer may hold more than one office. The Executive Committee shall be comprised of the President, Vice-president, Secretary , and Treasurer.

Section 4.03. Annual Meeting of the Executive Committee. An annual meeting of the Executive Committee shall be held each year at the beginning of the Spring or Fall season. Notice of this meeting must be given not less than 7 days prior to the date of said meeting. Waiver of notice may be made if all members of the Board agree.

Section 4.04. Regular meetings of the Executive Committee. Regular meetings of the Executive Committee shall be held at the end the Fall and Spring seasons, and at such place as determined by the President. Any Field Officer may attend any of these meetings. They cannot vote, however, on matters under the authority of the Executive Committee.

Section 4.05. Special Meetings of the Executive Committee. Special meetings of the Executive Committee shall be held whenever called by the President, or by any two members of the Executive Committee. Notice of any special meeting, stating the purpose, place and date of the meeting, hall be given to each officer and Field Officer at least three days prior to the meeting, personally or in writing or by electronic-mail.

Section 4.06. Place of Meetings. Regular or Special Meetings of the Executive Committee shall be held at any place as may be determined by the Board of Officers. 

Section 4.07. Quorum and Manner of Acting. Two of the members of the Executive Committee must be present in person to constitute a quorum for the transaction of Club affairs. Each Officer shall be entitled to one vote. The vote of a majority of the Officers, if a quorum is present at such time, shall be the act of the Executive Committee. A simple majority of officers present, may adjourn any meeting to another time and place.

Section 4.08. Resignations. Any Officer may resign at any time by giving written notice to the Executive Committee, the President, or the Secretary of the Club. Such resignation shall take effect at the time specified therein. And the acceptance of such resignation shall not be necessary to make it effective.

Section 4.09. Vacancies. Any vacancy occurring in the Executive Committee by reason of death, resignation, retirement or disqualification shall be filled by vote of a majority of the remaining officers within 10 days of such vacancy. An officer is considered to have "resigned" by not communicating with or participating in club activities for a period of 60 days. An officer is "disqualified" if under suspension by the club,union or USA Rugby.

Section 4.10. Time of Elections. Officers of the Executive Committee shall be elected by the general membership at the beginning of the Spring season. Their terms shall be for one full year.

Section 4.11. Removal of Officers. Any Officer may be removed at any time with or without cause by a two-thirds vote of the members entitled to vote at any meeting.

Section 4.12. General Powers of the Executive Committee. The Executive Committee shall administer all affairs of the Club other than those concerning coaching. It may make or cause to be made for the Club, in its name, any description of contract with the Club may lawfully enter into, and it may generally exercise all such powers which the Club, by the Articles of Incorporation or otherwise, is authorized to exercise, except such powers as are reserved to the members.

No purchase of real property nor sale, mortgage, or lease of its real property shall be made by the Club unless authorized by a vote of at least two-thirds of the whole number of members voting in person or by written proxy at a duly constituted meeting

Any action of the Executive Committee may be over-ruled by a majority of the members, at any regular or special meeting.

ARTICLE V (POWERS AND DUTIES OF OFFICERS)

Section 5.01. Office of President (may hold more than one office). The President shall be active in all aspects of club activities, and should be highly visible to Club members. It will be the duty of the President to preside over meetings of the members and to act as Chairperson of the Executive Committee, to supervise Club officers and Committees in the performance of their duties, to act as liaison to the New England Rugby Union, and to supervise other Club functions and responsibilities which are carried out within the Club's jurisdiction. Specifically, the President should: 

Organize monthly meetings for Officers during the season.

Organize general membership meetings at the beginning of the Fall and Spring season.

Organize annual meetings for the Executive Committee and the general membership.

Section 5.02. Office of Vice-President (may hold more than one office).

The Vice-President will succeed the President in the event of his death, resignation or removal from office. The Vice-President will serve in that capacity until a new President is elected. The Vice-President will assist the President in the exercise of his duties and fulfillment of his responsibilities, and shall act in his place when the President cannot attend meetings. Specifically, the Vice-President should:

Arrange for transportation to Away Games, if deemed necessary

Maintain and inventory all field equipment.

Maintain and inventory all club uniforms.

Arrange for use and lining of pitches for games and practices. These duties may be delegated to respective committees as the Vice-President sees fit. The Vice-President will be responsible for evaluating effectiveness of said committees.

Section 5.03. Office of Secretary (may hold more than one office). Itwill be the duty of the Secretary to call all meetings of the members and the Executive Committee that have been arranged by the President.

The Secretary will also record and distribute minutes of the meetings to appropriate members. Specifically, the Secretary should

Write and edit a news section for the website during the playing months.

Collect information for a club roster, and distribute this data appropriately.

Section 5.04. Office of the Treasurer (may be held by another officer such as President or Vice-president). It will be the duty of the Treasurer to maintain and report all current financial conditions, to have overall responsibility for the legitimacy and accuracy of moneys paid and collected and disbursed by the Club. Specifically, the Treasurer should:

Publish a full financial report annually.

Collect all dues from members at the beginning of each season

Section 5.05. Office of the Social Chair. This office will have the responsibility of arranging post-match festivities for Home matches, and for overseeing general social aspects of the Club. The Social Chair will be directly supervised by the President.

Section 5.06 Office of the Fundraising Chair. This officer shall be in charge of generating funds for the club from the community. The Fundraising Chair will be directly supervised by the President.

Section 5.07 Office of the U19 Director. This office will have direct responsibility for creating and maintaining the U19 program. The U19 Director will be directly supervised by the President.

Section 5.08Office of the Match Secretary (may be help by another officer, such as Secretary). It will be the duty of the Match-Secretary to coordinate communication between opponents and referees to effectuate well-scheduled play. Specifically, the Match-Secretary should:

Communicate the playing schedule for the upcoming year to the membership.

Verify Referees for all Home matches.

Verify upcoming matches at least one week from scheduled date.

Report scores to the Secretary for posting on website.

ARTICLE VI (FIELD OFFICERS)

Section 6.01. Field Officers. The executive committee shall select a Head Coach. The coach must be ratified by a majority of the membership. The Head Coach shall select Assistant Coaches as he deems appropriate. The members shall elect a team captain. These positions –Head Coach, Assistant Coach, and Team Captain -constitute the Field Officers. Section 6.02. Terms of Office. Field Officers shall be elected at the end of the Fall Season (or beginning of the spring season), and shall hold office for one full year.

Section 6.03. Removal. Any Field officer or coach may be removed at any time with or without cause by a two-thirds vote of the members entitled to vote.

Section 6.04. Vacancies. If any vacancy shall occur in any position, the Executive Committee may appoint a successor as a Field officer to fill such vacancy.

ARTICLE VII (POWERS AND DUTIES OF FIELD OFFICERS)

Section 7.01. General Powers and Duties of Field Officers. The Field officers as a group shall determine the method and time of practice, method of play to be emphasized, and shall make selections to playing positions. All Field Officers should make every effort to attend all practices and games.

Section 7.02. Position of Head Coach. The individual duties and responsibilities of the Head Coach are as follows:

Final responsibility for methods of training and practicing.

Ultimate authority for method of decision-making on the field of play.

Select the starting XV and substitutes and provide fair play for members present at the game.

Section 7.03. Position of First Assistant Coach. The duties and responsibilities of the First Assistant Coach are as follows:

Assist the Coach in any way asked at practice or on game days.

Section 7.04. Position of Team Captain. The duties and responsibilities of the Team Captain are as follows:

First XV Captain, who is responsible for decisions on the field of play for the first XV.  Assist the Coach as asked.

ARTICLE VIII (COMMITTEES)

Section 8.01. Adoption of Committees. The Executive Committee shall have the power to appoint committees and committee chairpersons to assume responsibilities conferred to said committees.

Section 8.02. Field Committee. A Field Committee should be established, having three members, with one member being appointed as Committee Chairperson. This Committee will have the responsibility of maintaining the pitch and Club equipment. This Committee will work in conjunction, and be answerable to the Vice-President.

Section 8.03. Social Committee. A Social Committee should be established to aid the Social Chair.

ARTICLE IX (REMUNERATION OF OFFICERS AND FIELD OFFICERS)

Section 9.01. No Officer of the Club shall receive, directly or indirectly, any salary, compensation or emolument from the Club, either as such officer or in any other capacity.

ARTICLE X (FINANCES)

Section 10.01. Dues. Each member will pay a season dues as specified by the members entitled to vote. Dues are to be paid at the beginning of the Fall season or at any time a player joins the club. Dues are the same amount regardless of the time of year the player joins the club. All net proceeds from events sponsored and approved solely by the Club shall be retained by the Club. Dues will be applied towards club operations, including but not limited to: equipment, field useage, social activities, and club promotion.

Section 10.02. Players are responsible for purchase of game jerseys, mouthguards, boots, shorts, socks and other personal equipment. The club shall provide jersey numbers.

Section 10.03. Contracts and Checks. All deeds, documents, transfers, contracts, bonds, checks, and bills requiring execution by the Club shall be signed only under the appropriate authority given by the Executive Committee, which shall be evidenced by appropriate resolutions of the Members.

ARTICLE XI (FISCAL YEAR)

Section 11.01. The Fiscal year will begin on the first day of January and end on the last day of December of each year.

*ARTICLE XII (COLORS)*Section 12.01. The colors of the Club shall be Forest Green with White and Black as accent colors. The Executive Board shall choose colors for shorts and socks at the beginning of the season.

*ARTICLE XIII (REPEAL AND ADOPTION*)Section 13.01. The By-Laws may be amended, repealed, or adopted by vote of two-thirds of the Members present at a duly constituted meeting. A copy of any proposed amendments must be included in the notice of the meeting.