Palmerston North Marist High School Old Boys Rugby Club
 
“The Set of Rules.”
 
Preamble:
 
1. What is “The Set of Rules?”
 
“The Set of Rules” is a document establishing the Club and setting out the purposes for which it has come together and all of the rules under which it proposes to operate. Its aim is to reflect the way in which the Club will work.
 
2. What comprises “The Set of Rules?”
 
“The Set of Rules” defines the rights of individual members and those of the members of the Board of Directors, who are elected to run the Club on a day-to-day basis. As a result, it specifies the following:
 
§      Name of Club
§      Membership of the Club
§      Objectives of the Club
§      Meetings of the Club
§      Board of Directors
§      Administrative Provisions for the Club
§      Affiliation for the Club
§      Procedure for amending “The Set of Rules” for the Club
§      The manner of winding-up the Club and the distribution of assets
 
3. Why does the Club need “The Set of Rules?”
 
The benefits of “The Set of Rules” are that it:
 
§      Explains to members and non-members what the Club is about
§      Provides clear guidelines for all members as to the management of the Club
§      Provides a mechanism for debating and resolving internal issues within the Club
§      Can help in seeking resources from sponsors and other funding agencies (i.e. grants)
§      Provides a document that can be readily changed when applying for incorporation (i.e. a constitution complying with the Incorporated Society Act)
 
 
28 November 2008
 
 
 
 
 
PALMERSTON NORTH MARIST HIGH SCHOOL OLD BOYS RUGBY CLUB
 
“THE SET OF RULES.”
 
1. CLUB NAME
 
This club shall be known as the Palmerston North Marist High School Old Boys Rugby Club, herein referred to as “the club.” The on-field playing name for the club will be Old Boys Marist.
 
2. CLUB MEMBERSHIP
 
In order to qualify for membership, a member shall fulfill the criteria outlined below.
 
§      A member with the club is one that has paid membership dues for the current season, and, as necessary for player eligibility, has a valid registration with the Manawatu Rugby Football Union (MRFU). 
§      Parents, guardians, spouses, partners, retired players, or any person interested in becoming a member may choose to join club membership. In doing so, they shall pay membership dues at the designated level to become a member.
§      Membership shall be conferred automatically on Life Members of Marist Rugby Football Club Palmerston North and Palmerston North High School Old Boys Rugby Football Club and on persons who currently serve the club in the role of Patron, Chaplain, President, Vice President, Director, Chairperson, Secretary, Treasurer, Club Captain, Club Rugby Council Representative, Life Member and others as directed by the Board of Directors.
§      Life Membership may be conferred on a member of the club in accordance to the club’s requirements. (Refer Life Membership Criteria)
 
3. CLUB OBJECTIVES
 
The objectives that the club strives to meet, but are not limited to, are as follows:
 
§      To establish the club as one of the major forces within the Manawatu rugby competition.
§      To develop good relations among other Manawatu rugby clubs based on respect for the principles of the game and to be a model rugby program that other club’s desire to emulate.
§      To promote an amateur game of rugby for the recreation and enjoyment of players and provide opportunities for them to reach their potential.
§      To provide the best available coaching to all players in order to foster all players learning and understanding of all rules of the game and safety.
§      To encourage and promote sportsmanship, teamwork and friendships.
§      To provide all players and their families with a friendly and social environment.
§      To promote and encourage a multicultural environment.
§      To promote an appropriate code of conduct for players, coaches and managers, parents and spectators alike.
§      To make participation affordable by maintaining registration fees as low as possible and providing assistance to financially stretched individuals.
§      To preserve the history of the Marist Rugby Football Club Palmerston North and Palmerston North High School Old Boys Rugby Football Club.
 
4. MEETINGS
 
(a) Annual General Meeting
There will be an Annual General Meeting of the club that will be held no later than the 20th day of November each year for the purpose of electing the Board of Directors and transacting such other business as may properly come before the meeting. The Secretary shall advertise the meeting, and agenda for the meeting, at least seven (7) days prior to the meeting date.
 
(b) Special Meetings
The President, or Chairperson, of the Board of Directors, or at least twenty (20) club members entitled to vote at such meeting, may call special meetings of the members for any purpose.
 
(c) Place of Meetings
All meetings of members shall be held at the Marist Sports Club’s premises situated at 17a Pascal Street, Palmerston North.
 
(d) Notice of Meetings
The Secretary of the Board of Directors shall inform each member entitled to vote at the meeting, either personally or by mail, stating the place, date and time of the meeting and, in the case of a special meeting, the purpose or purposes for which the meeting is called.
 
At any time, upon the written request of at least twenty (20) club members entitled to vote at the meeting, it shall be the duty of the Secretary of the Board of Directors to give notice of a special meeting of members to be held at such date, time and place as the Secretary may decide, not less than ten days after receipt of such written request.
 
(e) Quorum
At least fifteen (15) members of the club entitled to vote, represented in person, shall constitute a quorum at a meeting of the members.
 
(f) Voting
§      Only current financial members of the club are entitled to a vote on any subject matter.
§      Each financial member entitled to vote with respect to the subject matter of an issue submitted to the members shall be entitled to one vote upon each such issue.
§      Each financial member entitled to vote at an election of the Board of Directors may cast one vote for as many persons as there are Directors to be elected and for whose election such member has a right to vote.
5. BOARD OF DIRECTORS
 
The affairs of the club shall be managed by a Board of Directors. The management of all of the assets of the club shall be vested in the Board of Directors.
 
(a) General Powers
§      The initial Board of Directors elected shall serve until the second Annual General Meeting of members. Thereafter, the Board of Directors shall be elected annually by the club membership or appointed by the President(s) when vacancies exist and shall consist of the following positions at a minimum; Patron, President, Vice President, Chairperson, Secretary, Treasurer, three additional Directors, Club Captain and Club Rugby Council Representative.
§      The Chairperson shall be elected by the Board of Directors.
§      The Board of Directors shall have the power and right to appoint such standing committees, as it shall determine necessary and to delegate such powers to them, as the Board shall deem advisable.
§      The Board of Directors may decide to elect an executive committee to form, handle, or develop the day-to-day operations of the club and to make recommendations to the said board on major issues.
§      The Board shall have the power by majority vote of those present at any regular meeting to discipline, suspend, or remove any Director, coach, or player for unethical or inappropriate behavior or actions unbecoming to or damaging to the club. Any member whose resignation is requested, or whose membership is to be terminated, shall be entitled to appear personally with a support person before the Board of Directors to offer a verbal or written explanation. At least fourteen (14) days’ written notice of the meeting shall be given to the member concerned.
§      An elected Director may be dismissed for failure to meet the requirements of his/her responsibilities by a majority vote of the Board of Directors.
§      Other elected or appointed positions can and will be identified as needed or recommended by a majority of the club membership followed by a simple majority vote of approval by the current elected Board of Directors.
§      The Board of Directors shall determine the membership subscription annually and shall have the power to vary or suspend subscriptions in special circumstances and to grant refunds.
§      The Board of Directors shall have authority to open and operate any bank account or accounts. Any such accounts may be operated upon and cheques and withdrawals signed by a minimum of two (2) Directors.  
 
(b) Board and Meetings
§      A total of six (6) Directors shall constitute a quorum for the transaction of business at any Board meeting.
§      Any Director may resign at any time by giving a written notice to the Chairperson or to the Secretary of the club, or by giving oral or written notice at any meeting of the Board of Directors. Any such resignation shall take effect at the time specified therein.
§      If any vacancy should occur on the Board of Directors by death, resignation or other reason, the vacated position can and will be filled by a vote of the remaining Directors. A Director who fills a vacancy shall serve for the unexpired term of his/her predecessor in office.
§      Unless a Director dies, resigns or is removed, he/she shall hold office until the next Annual General Meeting of members.
§      The club shall place no restrictions on the eligibility of any active and financial member to participate in any capacity in the administrative and functional duties of the club. (Refer to Job Descriptions for requirements and duties of these officers)
§      The Directors shall receive no compensation for their service as Directors but may, with prior approval from the Board of Directors, receive reimbursement for expenditures incurred on behalf of the club.
§      Regular meetings of the Board of Directors shall commence immediately following the Annual General Meeting and on such days thereafter as shall be accepted and determined by the Board members. The Chairperson may at any time request or call for a special meeting session whenever they deem necessary.
§      The Chairperson of the Board of Directors will have a casting or additional vote in the event of an equality of votes.
 
6. AMINISTRATIVE PROVISIONS
 
(a) Books and Records
The club shall keep copies of its current “Set of Rules”; correct and adequate records of accounts and finances; minutes of the proceedings of its members and Board of Directors, and any minutes which may be maintained by committees of the Board of Directors; and such other records as may be necessary or advisable.
 
(b) Accounting Year
The financial year of the club shall end on 30th September in each year.
 
(c) Payment to Members
No member of the club, or any person associated with a member, shall participate in or materially influence any decision made by the club in respect of the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever.
Any such income paid shall be reasonable and relative to that which would be paid in an arm’s length transaction (being the open market value).
 
(d) Auditor
An auditor, who shall be a member of the New Zealand Society of Accountants, shall be appointed at each Annual General Meeting but the Board of Directors may fill any vacancy occurring in the office of auditor.
 
7. AFFILIATION
 
The club shall subscribe to, and be affiliated with, the Marist Sports Club (PN) Inc.
 
 
8. AMMENDMENTS
 
These “Set of Rules” may be amended, repealed, or altered in its entirety or in part by a majority vote of the Board of Directors at or during any duly organized meeting provided notice of such proposed change is included in the notice of the said meeting. All Board Directors shall be notified with at least two weeks notice of any such meeting.
 
9. WINDING-UP
 
If upon winding-up or dissolution of the club, any funds remaining after the satisfaction of all its debt and liabilities the same shall not be paid to, or distributed among the members of the club, but shall be given or transferred to the Marist Sports Club (PN) Inc., or transferred to such other organization as the members may decide at a Special Meeting.
 
The foregoing “Set of Rules” were adopted by the Board of Directors on 1 December 2008.
 
Dated this ________________day of_______________________, 2008.
 
President(s)
 
Vice President(s)
 
Chairperson
 
Treasurer
 
 
 
 
 
 
 
 
 
 
 
 
 
As attached