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ARTICLE ONE: NAME The club shall be known as the Rochester Women's Rugby Football Club; its nickname shall be the "Rochester Renegades." ARTICLE TWO: OFFICES The office of the club shall be located in the City of Rochester, County of Monroe, State of New York. ARTICLE THREE: MEMBERSHIP Section 3A: Classes of Membership There shall be two classes of members:
Active Members:
Social Members:
A player shall be considered active or social based upon her status of paying dues or at the discretion of the officers if needed. If a player has not paid any type of dues in two seasons, she shall automatically be considered an affiliate as described below. Section 3B: Affiliates Affiliates of the Rochester Renegades are entitled "Friends of the Renegades." A Friend of the Renegades is a person who supports the club, including "Old Girls," or a person or business that has made a financial contribution to the club. Friends of the Renegades:
Section 3C: Member Conduct Sportsmanship: It is expected that all players and members of the Rochester Women's Rugby Football Club will conduct themselves in the most sportsmanlike conduct at practice and during the game, both on and off the pitch. Each player is responsible for adhering to the Renegades Code of Conduct, which establishes the basic contract of behavior for participants in the programs of the Rochester Renegades Women's Rugby Team, including that of players, captains, officers, coaches, and social members. Discipline: If at any time a member is exhibiting poor sportsmanlike conduct towards other teams, members, or referees, it will be evaluated on a situational basis by the officers as to what corrective action will be taken. Drinking Policy: It is the policy of the Rochester Women's Rugby Football Club that underage drinking, as well as encouraging excessive drinking, is not supported. At any Renegades-sponsored social function, underage members and designated drivers will have nonalcoholic beverages provided to them for free. Underage Players: Players under the age of 18 must have a signed liability waiver by their parent or legal guardian to play with the Rochester Women's Rugby Football Club. A player contract must also be signed which is a contract between the player and the team stating that said player has agreed to the terms and conditions set forth in the bylaws and current selection policy. If at any time this contract is broken by the player, she shall be immediately removed from the club for the remainder of the season. Trans Athletes:
USA Rugby follows the Olympic Games rule, which states: Section 3D: Member Duties Fundraising: It is the responsibility of all members of the team to assist in fundraising each season. Fundraising events help the club pay for seasonal tournaments, equipment, and other budgetary items. A fundraising expectation will be set prior to the start of each fundraiser. Recruiting: Any members that know of people who are interested in learning more about the sport or the club are welcome to invite visitors with the intention of sharing knowledge and potentially recruiting interest in the club. All members should be proactive and encourage those who are interested in learning more about the sport or the club by inviting visitors, friends, and family and soliciting area high school and/or college players also with the intention of sharing knowledge and potentially recruiting interest in the club. Press Engagements: It shall be the responsibility of all members to represent the club positively both on and off the field of play to members of the press. Responsibilities of Noncommittee or Nonexecutive Members: It shall be the responsibility of these members to assist in all club-sponsored events or find a task for which they can be of value to the team off the field (such as gathering equipment, assisting with water, selling t-shirts at tournaments, hanging signs for events, etc...). Section 3E: Meetings Subsection 3E1: Meeting Types Annual Meeting: A meeting of all active and social members of the club shall be held annually for the election of positions within a month after the fall season is decidedly completed. Elections are held for officers for the following year. Special Meetings: The President may call special meetings of the members. Notice of such special meeting and the purpose thereof shall be given in the most reasonable manner designed to notify the members of the club. Officer Meetings: Officers will meet once a month to discuss any outstanding or upcoming rugby-related issues. These meetings are to be scheduled by the Administrative Coordinator. All meetings are open to paying club members unless otherwise stated. Meetings deemed private will have an option at the end for members to attend. Adjourned Meetings: Members present may adjourn a meeting despite the absence of a quorum. If the meeting is adjourned and rescheduled to another time or place, it shall not be necessary to give any notice of the cancelled meeting if the time and place to which the meeting is rescheduled is announced to the general membership. If the meeting is rescheduled, any business may be transacted that was previously on the agenda to have been transacted on the original date of the meeting. Subcommittee Meetings: In the event that a subcommittee is formed for a specific purpose/event, it is necessary for the subcommittee to communicate with the officers at regular intervals, report to the President and/or the officer affiliated with the subcommittee at her request, and attend officers' meetings as needed. Subsection 3E2: Meeting Logistics Record of Members: A record of members entitled to vote at any meeting shall be kept by the Administrative Coordinator and certified by the Treasurer. A member who is entitled to vote is one who is current in her financial obligations to the club for the season that the vote is being held. Documentation of the financial statement may be provided upon request to members that validates the eligibility of those allowed to vote and to run for office. Quorum: A majority of paying members shall constitute a quorum for the transaction of any business of the members. When a quorum is present to organize the meeting, it is not broken by the subsequent withdrawal of any member. ARTICLE FOUR: ELECTED POSITIONS Section 4A: Officers The officers of the club shall be:
No person may hold more than one office at the same time. Both active and social members, current in their financial obligations with the club, shall be eligible for election to these offices. Once elected, each officer must pay at least social dues each season of her term. Section 4B: Election Protocol Subsection 4B1: Generally At the annual meeting of the club (Subsection 3E1), elections shall be held for the following positions:
Each elected officer shall be responsible for her duties until the next annual meeting and will fully carry out any responsibilities that were assigned to her prior to the annual meeting. People anticipating active/social membership for the upcoming season who are current in their financial obligation to the team shall be eligible to vote for the positions. All candidates shall be nominated, seconded, and voted on by members in attendance by private ballot. All proxy votes of who the absent member has designated to vote for her in her place shall be received at least 24 hours in advance by the Administrative Coordinator, except in extenuating circumstances, to be included on the agenda. Each member attending the annual meeting may only have a maximum of three votes to submit. If a member is a candidate for the position to be voted on, she may not be a proxy for that vote. Subsection 4B2: Tied Candidates In voting for two or more positions, if there is one clear winner for one position, and there are two people tied for another position, the eligible voters and proxies at the meeting revote for the position with only the tied nominated candidates for the given position. If there is a tie in voting for one position or if the above situation still results in a tie, that topic shall be put on hold for that meeting, and all eligible voters not at the meeting shall be contacted after the meeting has been adjourned to tally their votes. The results will be announced only after all eligible voters have been contacted. Subsection 4B3: Description of Elected Offices President: She shall preside at all meetings of the members of the club, meetings of the officers, and any meeting of any class of members except where otherwise delegated. She shall be the chief executive officer of the club, shall generally supervise and manage all business and affairs of the club, and shall supervise and assist the other officers in the performance of their duties. She shall be responsible for team adherence to the bylaws as they are set out for the year in which she presides as President. On the website, she shall have the authority to Upload New Photos, Update Games, and view Team Practice Info. Vice President for Playing/Match Coordinator: She shall be responsible for:
On the website, she shall have the authority to Upload New Photos, Update Games, and view Team Practice Info. Vice President for Management: She shall be responsible for:
On the website, she shall have the authority to Edit Sponsors, Upload New Photos, and view Team Practice Info. Recruitment Coordinator: She shall be responsible for:
On the website, she shall have the authority to Upload New Photos and view Team Practice Info. Social Coordinator: She shall be responsible for:
On the website, she shall have the authority to Upload New Photos and view Team Practice Info. Administrative Coordinator: She shall be responsible for:
On the website, she shall have the authority to Edit Sponsors, Add Members, Remove Members, Upload New Photos, Update Games, view Team Practice Info, and Update Roster Info. Treasurer: She shall have custody of all funds of the club, and, when necessary or proper, she shall endorse on behalf of the club all checks and shall deposit them to the credit of the club in such bank as has been decided upon by the officers. She shall be responsible for:
On the website, she shall have the authority to Upload New Photos, view Team Practice Info, and Update Roster Info. for the specific purpose of updating players' dues statuses. Webmaster: She shall be responsible for:
She is not required to attend the monthly officer meetings but may choose to as the situation requires it with advance notice to the Administrative Coordinator. The webmaster shall not be required to pay dues. Subsection 4B3(i): Finance Specifics Purchase Vouchers: With the use of a purchase voucher, a club member may request monies for disbursement. The member shall give receipts for the disbursement after purchase regardless of cost.
Budgetary Statement: The Treasurer shall be responsible for creating a budgetary-needs statement with the help of the officers in order to develop fundraising and address monetary issues at the beginning of each season. The budgetary information shall be communicated to the members of the club in a public format. Financial Statement: The Treasurer shall be responsible for keeping full and accurate accounts of all monies received by members and paid out on account of the operation of the club. Whenever required by the President or officers collectively, she shall render a statement of accounts. She shall be responsible for the preparation of an annual financial statement to be presented at the annual meeting of the club. The fiscal year shall end at the annual meeting. Monetary Accountability: Whenever incoming money is anticipated to reach over $100 for an event, two officers need to be present while the counting of the money takes place to ensure accuracy. Reimbursements: Reimbursements are up to the discretion of the officers for a given event and are based on both need and money available. If it is announced by the officers, and only the officers, that there will be mileage reimbursement for cars driving to an away game or tournament, each car will only be reimbursed if there are at least two players driving in the car in both directions. Subsection 4B4: Position Changes Removal of Elected Officers: Any or all of the members holding office may be removed with or without cause by a vote of members by a majority of those present at a meeting called for the specific purpose of removal of such officer(s) by paying members. Resignation of Elected Officers: Any officer may resign at any time. Such resignation shall be made in writing and shall take effect on the time specified therein and shall be given to the President of the club. Vacant Offices: In the event of a vacant office, the position shall be filled by a special election or by appointment by the officers, if the annual elections are less than six months away. ARTICLE FIVE: TEAM ORGANIZATION Section 5A: Team Objective The primary objective of the Rochester Women's Rugby Football Club is to promote the desire and ability of its members to participate in the game of rugby football, teach and encourage the new members of the club, and follow the purposes set out by the Rugby Football Union when so affiliated. Section 5B: Official Uniform The official uniform of the club shall consist of:
Jerseys that are team owned are to be returned immediately at the end of the game to be counted and checked in by the member in charge of the uniforms. If a member does not check in her jersey properly at the end of a match or she intentionally damages a team-owned jersey, she will be billed for its replacement. All jerseys are to be washed prior to each match. When the Renegades are the home team, the custom short-sleeved white and purple rugby jerseys need to be brought to the game every time by the member in charge of the uniforms to ensure a back-up jersey set is available in the event that the two teams need to have more distinguishing jersey colors. When the Renegades travel, it is the discretion of the captains which jersey set to bring. Section 5C: Seasons There shall be two seasons each year:
Section 5D: Captains Election of Captains: Captains shall be elected in biannual elections. Two captains shall be elected per season, provided the team has a coach for that season. In the absence of a coach, a field captain and two cocaptains shall be elected. The captains elected shall hold the position for the season. There shall be no limitation on the election or reelection of captains except that any eligible members must be current in their financial obligations and anticipate being active for the upcoming season. Captains may also hold executive office at any level. In the case of a captain who resigns, a new election will be held within two weeks of the resignation. Runners up from the original election may be renominated as well as new candidates being nominated. Responsibilities of Captains: Subsection 5D1: Generally The team captains shall be responsible for the overall training of the active and social members of the club and shall be responsible for the overall conduct of the members on the field of play. They, in conjunction with the coach, shall assist in training needs and scheduling and give notice thereof to members of the club. Subsection 5D2: Specifically The team captains shall be responsible for the equipment for the season that they are elected and shall designate who is responsible for what duties in relation to the equipment for each game in a manner that they see fit. Equipment includes:
For each game, they shall also be responsible for:
Section 5E: Coach The coach shall be appointed by the officers with input from the members and shall be responsible for the education of the players in the technique of the Rugby Union Football. She/He shall evaluate the overall play of the team as a whole and the individual play of the members. She/He may seek such assistance in the performance of these functions, as she/he deems necessary. She/He shall, in conjunction with the team captains, arrange a training schedule designed to improve the playing skills and conditioning of the members of the club. In the event that there is more than one coach for a season, the officers with input from the members will decide who will be the head coach (even if the coaches are further split into backs and forwards coaches). Supporting coaching staff will be appointed in the same manner as the head coach. Section 5F: Selections If the team has a coach for a given season, selections shall be made with input from the two cocaptains and the coaches, with the final decision being made by the head coach. If the team does not have a coach for a given season, selections shall be made by the field captain and both cocaptains. The people involved in selections will hereby be referred to as "selectors." If a captain can not be present, an active player in attendance is to be appointed by the selectors to serve in her place and shall be announced to the team by email and discussion list upon appointment. Announcement of selections shall happen anytime from the Thursday evening to Friday evening prior to the game provided there are at least 15 people from which to select at that time. The selectors shall be responsible for a consistent selection policy for each season along with the style and mode of play. The selection policy must be created, presented, and approved two weeks prior to the first practice of the upcoming season and must be approved by a two-thirds majority vote from the season's voting members with a minimum of five days for review. Section 5G: Dues The Treasurer shall keep full and accurate accounts of all monies received by members and shall report that information in a public format.
Payments shall be made:
Payments may be made to the Treasurer in person or via mail, and the Treasurer's address is located on the Renegades' website. APPENDIX These bylaws shall be ratified by a majority vote of the entire membership of the club. Any amendment to these bylaws must be made in writing to the general membership and shall only become effective if approved by a majority vote of the members of the club. Bylaw changes and amendments voted on at the annual meeting take effect immediately, and the yearly information needs to be updated in the bylaws by December 31 of the year that the annual meeting took place. Appendix 1: Financial Obligations Section 1A: Dues At each annual meeting, the members of the club will vote on the dues for the season. At the 2010 annual meeting, the changes in effect for 2011, agreed on by the voting membership of the season, were decided as follows: 2011 dues, per season:
The Treasurer for 2011 is Kelly Vetter. Section 1B: CIPP CIPP is mandatory for both the club and its members in order to be eligible for play. Player CIPP is $45 and shall be handled by each player individually. It can be paid online at: www.usarugby.org. Posted 12/25/2001 revised 12/6/2004, 2/8/2005, 11/14/2005, 11/20/2006, 12/20/2007, 11/14/2008, 11/13/2009, 11/9/10 |
