Club Rules

General:
1. The club shall be called ' The HASTINGS & BEXHILL RUGBY FOOTBALL CLUB ' and provides facilities for and promotes and encourages participation in the sport of Rugby Union Football. The playing sections of the club shall be the Senior section and the Youth section (Colts Juniors and Minis) and unless otherwise provided all the following rules shall apply to all sections.
 
2. That all football played by the Club be in accordance with the Rules of the Rugby Football Union.
 
3. The Club shall be affiliated to the Rugby Football Union, the Sussex Rugby Football Union and the Sussex Society of Rugby Football Union Referees.
 
4.  4.1 The Club shall consist of :

• Full members (over the age of 17 both playing and non playing)
• Family (family membership includes up to 2 adults (with voting rights) and any children under the age of 17)
• Only full members have voting rights within the club rules
• Junior members aged under 17
• Casual playing members paying a fee per game played, as determined by the committee, which includes a contribution to club membership. On a casual member wishing to join as a full playing member such contributions will be allowed for in their new monthly subscription
• There shall also be classes of associate member and temporary member who shall have no voting rights in the running and organisation of the club and under RFU rules will not be eligible to apply for International tickets.
• Membership of the club is open to anyone interested in the sport regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

    4.2 Temporary Members.  A guest invited to a specific function shall become a Temporary Member of the club for the duration of that function only; no fee will be levied for this membership.
 
    4.3 There may also be elected by General Meeting Honorary Vice Presidents and Life Members for outstanding service to the club.
 
5. The management of the Club affairs including the election of members (except Honorary Life Members as in rule 4) shall be invested in a Committee of the Club constituted as hereinafter provided. The Committee shall make all such regulations as may be necessary for the general management of the Club property and affairs of the Club. The Committee shall meet not less than four times a year (quarterly).  A minimum of seven members shall form a quorum at such meetings.
 
    5.1 Three Trustees shall be appointed at the first general meeting.  These trustees will act on behalf of the club on legal matters, loans, grants and club property, and shall execute such documents on behalf of the club.
 
6. The Committee shall consist of the officers of the Club as hereinafter defined and not more than seven other members of the club. The officers and committee shall be elected at a General meeting of the Club.  At the first meeting of the incoming committee the committee shall elect from the members of the committee a vice chairman to serve until the next committee elections take place.
 
7. The committee shall consist of the Officers of the club and 7 committee members.
 
    7.1. The officers of the Club shall consist of a President, a Chair, Vice Chair, Hon Secretary, Hon Treasurer, Hon Membership Secretary, Hon Social Secretary, Hon Fixtures Secretary, Hon Team Secretary and the Chairman of the Junior Section, Captains of all adult teams, a representative of the Colts team and the Club Coach.
 
8. Any casual vacancy occurring amongst the officers shall be dealt with by the secondment of a committee member to the vacant post. Vacancies amongst committee members should be advertised, seeking nominations to the said post.  If more applicants than vacancies occur then a vote will be taken and recorded and the successful applicant informed.
 
9. The funds of the club shall be under the control and responsibility of the Hon Treasurer who shall operate such bank, building society or other investment accounts in the name of the club as the committee shall direct. All withdrawals from such accounts will require the signatures of two members of, and appointed by, the Committee.  The Hon Treasurer shall provide a statement of the clubs financial position for each committee meeting and also an income and expenditure account and a balance sheet for each financial year of the club, commencing on the 1st April in each year, and such balance sheets and accounts shall be prepared by an independent accountant and presented for approval by the Club at the Annual General meeting. All surplus income or profits are re-invested in the club. No surpluses or assets will be distributed to members or third parties.
 
10. There shall be an Annual General Meeting of the Club in each calendar year upon such date and time and place as the Committee shall direct and shall in any event be held within the period of fifteen months from the previous Annual General Meeting. Not less than twenty one clear days notice shall be given stating the date, time and place of such an Annual General Meeting, together with an agenda.
 
11. The business to be transacted at the Annual general Meeting shall consist of the following:
 
    11.1 To receive the Chairman's report
    11.2 The presentation and adoption of the statement of accounts for the preceding year
    11.3 The election of the officers and other members of the Committee, unless previously appointed at an earlier General Meeting convened under Rule 12
    11.4 The appointment of an independent accountant
    11.5 Any other ordinary business, notice of which should be given to the Hon Secretary not less than seven days before the date of the meeting
 
12. The Committee at any time on its own authority, or on the receipt of a request signed by not less that ten full members, may call a Special General Meeting for which not less than 14 days notice stating the date, time, place and agenda of such a meeting will be given. Any such requisition aforesaid must specify the reason for which the meeting is required and the resolutions to be proposed thereat.
 
13. The Committee shall nominate members for election to the offices defined in Rules 6 and 7 and the names of such nominations shall be with the notice convening the meeting. Any other nominations for election under Rules 6 and 7 must be proposed and seconded by not less than two full members and forwarded in writing to the Hon Secretary not less than seven days before the meeting.
 
14. Every Full Club member present at an Annual or Special General Meeting shall be entitled to vote. There shall be no addition, revision or changes to these rules unless the proposed addition, revision or change has been put on the Agenda of the meeting and passed by not less than two thirds of those full members present at the meeting.  All other matters shall be decided by a majority of those full members present and voting. A copy of the Rules of the Club shall be displayed on the club notice board.
 
15. The name and address of any person proposed for election to any class of membership of the club must, for not less than two days before the election, be prominently displayed on the general notice board in the clubhouse. All applicants for membership are elected by a simple majority vote of the committee.  On election every new member shall forthwith pay to the Hon Membership secretary the subscription applicable to the category of membership. The Hon Membership Secretary shall send to each new member notification of their election and a current fixture card.  Only bona fide members shall be entitled to attend Annual or Special General Meetings.
 
16. Annual subscriptions shall be fixed for all members by the Committee and notification given before the commencement of each season. New members elected during the season shall start paying monthly. Members elected 1st January shall start paying monthly or pay one half the full subscriptions for that season.
 
17. All subscriptions must be paid either by banker's standing order monthly on the 1st day of the month or in full by the 30th September. Any person not paying monthly or in full shall cease to be a member and in the case of a player will not be able to play for the club until their membership is paid either in full or by monthly standing order.
 
18. The Committee may discipline, suspend or expel any member from the Club for misconduct which may take the form of, violent behaviour, drunkenness, verbal and physical abuse, acting outside the club rules bringing the club into disrepute, and misappropriation of club funds.
 
    No committee member shall represent their personal views to the media as being those of the committee or soliciting gratuities.
 
    Any member shall have the right of appeal to the committee before any decision is ratified.
 
19. Any person ceasing to be a member of the club shall forfeit all rights of membership and all claims upon the Club, its property and funds.
 
Club Colours
 
20. The colours of the Club shall be royal blue and white hooped jerseys with white collars, stockings of similar colour and design and navy blue shorts.
 
21. The Club tie shall be dark blue with the silver motif of the Cinque Ports Lion. The Club badge shall be the same motif.
 
22. Honours awards may be awarded annually at the discretion of the Committee.
 
Match Fees
 
23. Match fees are included as part of the annual subscription
 
Selection Committee
 
24. The Selection Committee shall consist of the Team Captains of all the fifteens, the Vice-Captain of the first fifteen and the Club Coach. This Committee shall have the power to appoint other members and team selection in accordance with Rule 17.
 
Intoxicating Liquor
 
25. The supply of intoxicating liquor in the Club premises will be permitted during the hours posted from time to time on the Club notice board. No intoxicating liquor shall be supplied to members or to any other persons on the Club premises otherwise than by or on behalf of the Club. No intoxicating liquor shall be supplied for payment to any person on the Club premises other than to a member.
 
26. (a). The Committee shall arrange the supply of intoxicating liquor by the Club to members and to other persons on the Club premises and secure the due performance and observance of the Licensing Act 2003  and all Acts relating thereto, and of any conditions attached to any registration certificate granted in respect of the Club premises.
     (b).  The Committee at its first meeting following each Annual General Meeting shall appoint from amongst the members of the Committee three members to act as a sub-committee to be known as the Wine Committee.
    (c). The Wine Committee so appointed shall manage for the Club the purchase by the Club and the supply by the Club of intoxicating liquor.
    (d).  A member of the Wine Committee who ceases to be a member of the Club or of the Committee shall at the same time cease to be a member of the Wine Committee.
 
27. No person shall gain any pecuniary benefit arising from the purchase or supply of intoxicating liquor on behalf of the Club other than a steward or stewards employed expressly for this purpose.
 
Visitors
 
28. (i).  Members of the Club may introduce their private guests bona fide entertained by them at their own expense and intoxicating liquor may be supplied to private guests so entertained by members on the Club premises. No intoxicating liquor may be sold to guests. (This condition not to apply to introduction by a member of their partner). This requirement will not prohibit the sale to bona fide members of visiting teams and their guests taking part in the inter-club activities on the Club premises.  A maximum of 3 guests shall be permitted for each member of the Club on any one occasion. Temporary members are not allowed to introduce guests.
     (ii).  The names and addresses of all members of the Club, the proceedings of the club in general meetings, the proceedings of any committee or sub-committee and the names and addresses of any guests bona fide entertained by any member at their own expense in the Club together with the name of the member introducing shall be properly recorded in books of record kept for the purpose and all such records shall be available at any time for inspection by any police officer acting in the execution of his duty or any person duly authorised by the justices.
 
Exclusion of Liability
 
29. Neither the Club nor any officer thereof shall be liable to any member or guest of a member for any loss or damage to any property occurring from whatever cause in or about the Club premises; nor for any injury sustained by any member or guest whilst on or entering or leaving the Club premises; and a notice to this effect shall at all times be displayed in a prominent position on the Club premises.
 
Use of clubhouse for non club functions
 
30. (i). Subject to the authority being granted by the club committee the clubhouse may be used for a limited number (12) of functions or such other number as may be permitted by the Club Premises Licence in a 12 month period held by bona fide clubs, professional organisations and businesses. On these occasions the guests invited to the function will be accorded the status of Temporary Members.
      (ii). Subject to the authority being granted by the club committee the clubhouse may be used by a member of the club to celebrate a personal occasion. No more than 12 such occasions will take place in any 12 month period. On these occasions the guests invited to the function will be accorded the status of Temporary Members.
 
Application of assets on dissolution
 
31. Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the RFU governing body.
 
Ratified at the AGM 28th September 2006
Amendments to rules 4, 16, 17, and 23 agreed at the Special General Meeting held on 15th May 2008