Club Bye Laws

BYE – LAWS The Bye-laws are subservient to the Articles of Association of the Company (Clwb Rygbi Caernarfon cyf; company number 8090530). 
It is intended that the the Bye-laws be an aid to the good running of the Company.  A common sense approach to any discrepancies should always be made.  If a matter can not thus be resolved the director(s) present will make a decision on the meaning.  This decision will be final and the section in contention will be rewritten to take account of the decision made. 
To allow for continuity parts of the “Articles of Association” are included. 
The Bye-Laws will do two things.  They will define in general terms how the Club will be run from Objectives, Membership, Composition of Committees, Officers, Opening Hours, General Meetings, Conduct, Visitors, etc.  Secondly the responsiblities and working of the Committees and officers will, within reason, be defined to ensure that the Club is not only run in an orderly, effective and efficient  maner but also meets its statutory obligations. 
 The Company shall be called, on a daily basis, CLWB RYGBI CAERNARFON.  The address of the Company is Y Morfa, Lôn Parc, CAERNARFON, Gwynedd.  LL55 2YF 
2. OBJECTIVES.  The main purposes of the Company are to provide facilities for and to promote participation in the amateur sport of rugby union in the Caernarfon Area.(Article 2) 
 And further amplified the objectives of the Company and Club shall be to :- 
a)  promote and encourage the amateur sport of rugby union.  This will be done in accordance with the Laws and Rules of the Welsh Rugby Union (WRU);  
b) provide Club House premises and changing rooms with the usual amenities and the rights, privileges and membership of a Rugby Union club to the highest possible standards; 
c) encourage residents in and near Caernarfon from children of primary school age to adults of all ages, even though they may not want to play competitive league rugby, to play and keep fit by participating in some variation or form of rugby union as presented by the WRU or otherwise; 
d) to promote social intercourse amongst persons of good character who are resident in, or near, or visitors to the district of Caernarfon; 
e) make available the facilities at the Club for the use by the community and to outside organisations (sporting or otherwise) if they are organising events which will be of benifit to the area or the comunity. 
a) The Club will not pay any person, directly or indirectly, to play for or represents the Club in a rugby match or tournament. 
b) The Club will not pay any person to train in order for them to play rugby. 
c) At the Clubs discretion the Club may pay out of pocket expensese to cover necessary costs incurred by a person in order for they may play or train for the Club. 
The Club shirts will have Maroon base or Maroon base with yellow flashes.  Sponsorship advertising will also be allowed on the playing kit. 
a) The Club shall have a Patron and a President.  They shall be elected at the Annual General Meeting (AGM). 
6. MEMBERSHIP :  categories, rights, privileges, responsibilities, etc. 
a) Membership of the company should be open to anyone interested in the sport of rugby union, on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of the sport of rugby union. (Article 3.3)      An application for membership must be made, after reading and accepting the byelaws, using the form available.  Such person must support the objectives of the Club and be over the age of 18. 
The Bye-laws shall be available in the Club House, by e-mail from the Club Committee Secretary and be posted on the Club website (if there is one).  It expected that all Members have read these and that prospective members read them befor appling for membership.  Paying the membership fee implies that they have been read and shall imply acquiescence in and submission to the Club Rules.  No member shall be absolved from their effect on the plea of not having received or read a copy. 
b) All members who use the facilities are expected to be of good conduct and show respect to their fellow members, the directors of the Company, the Club’s elected officers, the Club’s players, players and supporters of the opposing teams, the officers responsible for the control of the games and persons, paid or voluntary, engaged in duties on behalf of the Club. 
c) Life Members of the Company   If the Directors are of the opinion that a person deserves the honour of being a Life Member of the Company for their outstanding service or contribution to the Club they (the directors) must submit a proposal to the AGM recommending such.  The nominated person will be given the honour of being a Life Member of the Company on a two thirds (⅔) majority vote of the members voting. (Article 4.4) 
d) Subscriptions 

i) The membership period ends on the 30th of June no matter when the subscription was paid.  Subcriptions shall be due on the 1st of July and should be paid by the end of October. 

ii) Members (except Life Members) shall pay an yearly or five yearly subscription.  

iii) Life Members are excused from paying a subscription and shall be members of the Company for life. 

iv) If the subscription for the next Membership period is not paid within this “window for payment” the Member is deemed to have withdrawn from the Company. 

v) The amount payable as a subscriptions to be a Members of the Company or to be a Youth Players shall be determined at the AGM and be for the new season.  Any change must be proposed by two members or the Club Committee be written and given to the Secretary at least ten (10) days prior to the AGM.  Only the proposed subscriptions and the current subscriptions shall be discussed at the AGM and voted on.  The current subscriptions will remain in force if no change is proposed or the proposed change is rejected. 
e) Members have the right to :- 

i) play for the Club within the appropriate age group and sex; 

ii) the use of all the Club’s outdoor and indoor facilities; 

iii) be appointed a Director or serve on the Club Committee; 

iv) attend General Meetings; 

v) nominate or second a member of the Company as a Director or to serve on the Club Committee; 

vi) propose or second a proposal for a General Meeting; 

vii) vote in a General Meeting; 

viii) call for a General Meeting as prescribed in Paragraph 10 B a; 

ix) apply for and be included in the draw (if one is required) to buy international tickets, or any other ticket, from the Club’s allocation from the WRU; 
f) Senior Players :- 

i) A person who wishes to play for one of the Club’s senior teams must be registered as a senior player with the WRU and must also be/become a member of the Company. 

ii) They may choose to pay the registered player’s subscription. 

iii) A person who chooses to pay the registered player’s subscription will have the same rights as in “e” above except that they will not have the right to be included in the initial draw for international tickets.  They will have the right to purchase tickets that has not been allocated.     

g) Youth Players 

i) This category is for young people that play for the youth teams of the Club.  They must be over 16 for men /15 for women and under 19 for men / 18 for women on the first of September (the start of the playing season). 

ii) All such persons that are playing or wish to play for the Club must be registered as Youth Players with the WRU and must also pay a subscription to the Club. 

iii)  Youth Players, who pay the Youth subscription, are not members of the Company. 

iv) Youth Players on becoming 18 may become members of the Company on the payment of the difference in the subscription. 

v) Youth Players may purchase international tickets from the Club’s allocation if they have not been allocated. 
h) Temporary Members 

i) Players, officials and supporters of visiting clubs engaged in any sporting activity approved or arranged by the Club shall be regarded as “bona fíde” Members of the Company for a period of twenty four hours before and after the particular activity. They will have the right to use all the Club’s outdoor and indoor facilities and be recognised as members of the Company for this period. 

ii) Parents, guardians, etc. if not members of the Company, of children or young people under the age of 18, who are registered to play for the Youth, Girl or Junior sections shall be regarded as “bona fide” Members of the Company when accompanying or supporting their “children”. 

iii) Temporary Members do not have voting rights, may not stand for election and do not pay a subscription. 
i) Other 

i) Anyone who has had their application for membership refused may not use any of the Clubs facilities even as a guest or visitor. 

ii) The use of the Club Facilities can be refused to anyone who is not a member without any reason being given. This includes admission to the Club House. 

iii) The Committe shall have the power to suspend a member’s right to use the Club’s facilities for bad conduct or if they believe that their conduct will not be conducive to the good running, welfare or the good name of the Club.   The Secretary will inform the member in writing immediately. 

iv) The name, address, e-mail address and phone number of all members of the club shall be kept on a secure data-base specifically set up for that purpose.  It is expected that all members will supply an e-mail address where they may be contacted.  Correspondance will be by e-mail except in exceptional circumstances. 

a) As allowed by Paragraph 17.1 of the Articles of Association the Directors (Board) of the Company shall delegate the day to day running of the Rugby Club (Company) to the following Standing Committees.  All members of these committees must be a member of the Company. 

i) The “Club Committee” shall be responsible for the day to day administration of the Rugby Club as a whole, the Club House and bar, the changing rooms, the playing area, the playing of rugby as well as supervising the “Section Committees”.  The Club Committee shall also be responsible for proposing policies and development and ensuring that the company keeps its statuary duties.   and   

ii) A “Section Committee” for each rugby playing section but answerable to the Club Committee.  They will be responsible for the day to day running of the playing of rugby within their Section.  All decisions made must be confirmed by the “Club Committee”. (Article 17.1) 
b) The general responsibilities of these standing committees will be amplified extensively in the Bye-Laws in a list that will not necessarily be definitive and will take account of the requirements of the Welsh Rugby Union and any statutory obligations. (Article 17.2) 
 c) Club Committee responsibilities        The following is for guidance but is not a definitive list of responsibilities :- 
i) The official contact between the Company/Club and the Welsh Rugby Union (WRU). 

ii) Apling for and claiming grants from the WRU and elsewhere. 

iii) Registration of players with the WRU from the information submitted by the playing sections. 

iv) Completing WRU questionnaires and other relevant questionnaires. 

v) Manage all payments and receipts, be responsible for all the bank accounts and be responsible for keeping the Club’s financial records in total. 

vi) Arrange that the end of year reports, financial and other, will be prepared and submitted to the relevant institutions. 

vii) Be responsible for the Club's property (buildings, contents and outside) by keeping them clean, tidy and in good repair. 

viii) Be generally responsible for repair and maintenance. 

ix) Be responsible for the condition of the playing fields and marking them appropriately. 

x) Developing and improving the facilities available. 

xi) Coordinate use of the facilities in-house, by the community and by other organisations. 

xii) Collecting, in general, the members’ subscriptions to the Company and maintain a list of current and previous members in a safe way. 

xiii) Checking that a person is eligible to be a member. 

xiv) Appointing Senior Men’s Head Coach. 

xv) Appointing the Club's Coaching Coordinator. 

xvi) Appointing the Safeguarding Officer, Integrity Officer and any other statutory officer that is needed. 

xvii) Arranging that festivals, coaching sessions/days, “fun” rugby of all kinds, etc. are available outside the Rugby season in order to encourage all ages to enjoy rugby and keep fit. 

xviii) Encourage any activity that will be of benefit to the Club, its members and/or the local community. 

xix) Promote rugby union in general.   

xx) That health and safety guidelines are available for the Club in general and that the Section Committees understand and follow them   

d) Section Committee Responsibilities   Currently there are 4 Section Committees - namely (1) Senior Men, (2) Youth Rugby, (3) Women and Girls and (4) Junior and Mini Rugby – as defined by the WRU.   A Section Committee will be responsible (again not a definitive list), within their section, for  :-   

i) Scheduling and/or confirming games - where this is appropriate. .

ii) Organizing and/or confirming referees for games - where this is appropriate. 

iii) Arrange the coaching and training times in conjunction with the Club Committee. 

iv) Arrange transport to away games and refreshments for home games.         

v) Be responsible for naming the coaches, managers, etc. of the teams within their Sections. The Club Committee will have to approve all appointments 

vi) Co-operate within the Sections and with the other Sections. 

vii) Use the correct procedure to ensure that players are registered. 

viii) Collect Company and/or Club membership as required from the players and those on the section committee. 

ix) Organise any visits to the Club or away visits which are outside the normal order of the Rugby season.  Prior permission must be given by the Club Committee. 

x) Generally help with the good running of the teams. 

xi) General health and safety issues on the days that they are using the Club facilities. 

xii) May not have separate bank account(s).  All monies raised must be banked in one of the Company’s bank accounts   
8. CLUB COMMITTEE  -  membership, procedures, etc.   

a) The Club Committee will meet regularly at least 10 times (monthly) a year. 

b) Additional meetings, if necessary, may be called by the Chairman in conjunction with the Secretary or Treasurer or at the request of 8 members of the Committee. 

c) Only members of the Company shall have the right to be members of the Club Committee 

d) The Club Committee will comprise of :-   

i) Chairman, Vice-Chairman, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Membership Secretary, Fixture Coordinator, Communication Officer, and 8 ordinary member.  All these members shall be elected at the AGM 

 ii) A member/officer from each of the Section Committees. 

 iii) The Company's Directors will be members, by virtue of their office, if they have not been directly elected to the Club Committee at the AGM. (Article 17.5)   

iv) A Coaching Coordinator, a Risk Assessment Co-coordinator, the Safeguarding Officer, the Integrity Officer, the Data Protection Officer and any other statutory officer shall be appointed, without delay, and be full members of the Club Committee, in their own right, if they have not been elected directly at the AGM as members of the Club Committee. 

e) Co-opted members   

i) The Club Committee will have the right to co-opt up to 4 members to serve for a particular reason.   

f) Quorum:- 

i) The Quorum of the Club Committee will be 8 members. 

ii) At least 1 of the directors must be part of the quorum. 

g) A vacancy on the Committee 

i) The Club Committee must fill any vacancy which occurs during the year. 

ii) They must fill the vacancy without delay. 

h) Sub-committees (Article 17.3)   

i) The Club Committee will have the right to raise sub-committees for special reasons and delegate some responsibilities to these sub committees.   

ii) The Club Committee will appoint the Chairman and the Secretary. 

iii) Either the Chairman or the Secretary of a Sub-committee must be a member of the Club Committee. 

iv) The rest of the members of a Sub-committee need not be members of the Club Committee but must be members of the Company. 

i) Expertise   

i) The Club Committee may invite any person to a meeting of the Club Committee or a Sub-Committee meeting for specific reasons. 

ii) They need not be members of the Company.   

iii) A person so invited will not be entitled to vote.     


a) Those serving on a Section Committee must be members of the Company

b) Each Section must appoint a Chairman, Secretary, Game Coordinator and Finance Officer as the basis of the Section Committee.

c) The number of other members on the Section Committee will be dependent on the needs of the Section.

d) The Finance Officer will be accountable to the Club Treasurer. e Members may serve on the Club Committee and a Section Committee.

f) The Section Committees will be set up either at the end of the season or as the new season comes into force.   


a) The Chairman of the Club and Club Committe shall serve for a period of two years and shall then retíre but shall be eligible for re-election.  See paragraph “c”

b) The Vice-Chairman, Secretary, Treasurer, Assistant Secretary, Assistant Treasurer, Membership Secretary, Fixture Co-ordinator and Communication Officer shall serve for a period of one year and then retire but shall be eligible for re-election. 

c) The eight additional members of the Club Committee shall serve for a períod of two years; four of whom shall, in rotation, retire bi-annually but shall be eligible for reelection.  If a position becomes vacant during the two year period the member appointed to the vacant place will serve out the remainder of the two year period and then retire as if they had served two years.  This also applies in the case of the Chairman. 

d) The Patron of the Club shall serve for a period of one year and then retire but shall be eligible for re-election.

e) The President of the Club shall serve for a period of one year and then retire but shall be eligible for re-election.  The number of times a member may be elected to the post of President shall be limited to three.  This may be three times consecutively but not necessarily so. 

f) A co-opted person will stand down at the AGM following their co-option.  The Club Committee have the right to co-opt the same person, immediatel after the AGM, for a further period if this is deemed neccessary. 
11.   GENERAL MEETINGS and the election of Club Officers and the Club Committee 
The formal notice of all General Meetíngs, including the AGM, setting out the Agenda, shall be published on the Club Notice Board, on the Club’s website (if there is one) and sent out by e-mail to all members at least fourteen days before the date of that General Meeting.  
The notice for the AGM will also state that all proposals to change the Bye-laws and that all nominations for Club Officers and Committee must be written and be given to the Secretary at least ten (10) days before the AGM.    Two members of the Company or a decision made by the Club Committee are required for all proposals and nominations. 
All proposals and nominations will be made available 5 days before the meeting on the Club notice board and on the Club’s website (if there is one) and, where possible, e-mailed to all company members. 
The Club Secretary will be responsible for ensuring that this is done 
A resolution may not be ammended at a General Meeting.  The resolution must either be accepted or rejected as it has been proposed. 
A proposal to amend/correct the wording of a resolution will only be accepted if it does not, in the reasonable opinion of the Chairman of the meeting, materially alter the scope or purpose of the resolution.  This change in wording must also be accepted by a majority of the members present and voting. 
The Club's Chairman will chair general meetings.  The Vice-Chairman will do so if the Chairman is not available.  If the two are unavailable the Directors of the Company will appoint a Chairman for the meeting.  
5% of the members or ten (10) members (whichever is the least) entitled to vote upon the business to be transacted shall constitute a quorum. (Article 12.3) 
a) The Annual General Meeting of the Company and Club shall be held in May or June each year to :-

i) receive, on behalf of the Directors, the Club Chairman's Report, the Secretary's Report, the Treasurer's Report and balance sheet.  A report from each Section shall also be given;

ii) confirm, or reject, Life Membership if a person has been nominated by the Directors (Article 4.4);

iii) elect or confirm the election of the company Director(s), elect the Patron, President, Chairman (when applicable), Secretary, Treasurer, Vice-Chairman, Assistant Secretary, Assistant Treasurer, Membership Secretary, Fixture Co-ordinator, Communications Officer and the required number of Club Committee ordinary members and the Honorary Auditor;

iv) determine the level of subscriptions for the following year (Article 4.3 and Bye-law 5.d.v)

v) conduct any other eligible business that has been brought to the Secretary’s attention at least ten (10) days before the AGM.

vi) bring to attention any other relevant information.  This to be allowed at the Chairman’s discretion and shall not include anything of a contentious manner.  This will be for information only and may be discussed, again at the Chairman’s discretion.  A proposal may not be made and a decision cannot be taken.   

c) Only Members may be elected as Directors or to serve on the Club Committee.   

d) If a nomination for a particular post on the Club Committee has not been received, on time, a member may be proposed and seconded for that particular post in the AGM.  The member being nominated must be present in the AGM in order to to confirm that they are willing to accept the post if elected.  Otherwise the post shall be filled by the Club Committee withou delay

e) Each member present shall be entitled to a ballot vote if requested (Article 12.2);

f) Members elected shall begin their period of service immediately after the end of the AGM. 

The Honorary Secretary shall convene a General Meeting  a on the written request of 5% of the Membership or 10 members. which ever is the least. or b following a decision to do so in a meeting of the Club Committee 
The purpose of the meeting must be stated in writing and all discussion will be confined to this purpose alone.  If a resolution is to be moved the text of the resolution should be included.  An ammendment may not be proposed at the meeting.  The proposal must either then be accepted or rejected 
The Company/Club nor its servants (paid or voluntary) are not be responsible for the loss or damage to any article brought by a member or visitor into the Club, whether in the charge of a servant or not. 
 All complaints shall be made in writing to the Club Committee through the Secretary. No member shall reprimand any of the servants. 
The use of the Club House and the permitted hours when the bar will be open shall be determined by Club Committee within the provisions of the Licensing Acts.  These will vary according to demand and will be regulated by the Club Committee. 
The Club Committe will be responsible for ensuring that the neccessary Licence is in place to allow for a licensed bar, music playing, singing, dancing, theartre, use by comunity groups and all entertainment that would normally be found in a community centre   

 Members shall be permitted to introduce visitors to the Club, but it shall be the duty of the members to fírst ensure that the visitors names and addresses are entered in the register provided for the purpose. The introduction of visitors shall be subject to the following conditions:- 

a). Guests or visitors shall not pay for any intoxicating liquor in the Club. A breech of the rule or any attempt to break it may entail the suspension of the membership of the member introducing the offending guest or visitor. 

b). A member may personally introduce friends as his or her guests, but no member may introduce more than two persons at any one time. 

c). Members shall be responsible for good conduct of the visitors or guests they introduce to the Club. 

d). Those persons attending a charitable function or fund raising event for local good causes organised at the Club and which has been authourised by the Club Committee, provided that such functions are not to exceed twelve in number in any one year, and that at least forty eight hours notice has been given to the Police, may purchase and consume intoxicating liquor at the Club. 
The Club Committe Members and the Company’s servants shall have the power to refuse entry to, or expel from, the Club Premisis any member or non-member whose conduct they think is or will not be conducive to the good running, welfare and good name of the Company / Club.  Any such incident must be reported to the Secretary. 
17. AUDIT 
The Company’s accounts must be proffesionally prepared to meet the required standards and  audited and approved annually by the Auditor, who must be a qualifíed accountant.  
a). The Bye-Laws will be available in both Welsh and English. 

b). The Bye-Laws may be added to, repealed or amended by a resolution in the AGM, as provided in 11 above or by calling a General Meeting as provided in 11 B 

c). All changes to the Bye-Laws will take affect immediately after the resolution is passed or as soon afterwards as is practically possible. 

d). A change can not be retrospective.  e.g. if a resolution is passed to reduce the number of ordinary members on the Committee then this will come into effect the next time that an election is held. 
1 “written” either by hand or typed on paper or typed using a computer a kept electronically. 2 “given” can be either the information on a piece of paper or sent electronically by e-mail or otherwise. 
The following is Paragraph 3 of the Articles of Association with regards to “Membership”, “Surples Income” and “Winding up” and Paragraph 19. 
3.1 The liability of the members is limited.  
3.2 Every Member of the Company undertakes to contribute such amount as may be required (not exceeding £1) to the company’s assets if it should be wound up while he is a member or within one year after he ceases to be a member, for payment of the company’s debts and liabilities contracted before he ceases to be a member, and of the costs, charges and expenses of winding up, and for the adjustment of the rights of the contributories among themselves. 
3.3 Membership of the company should be open to anyone interested in the sport of rugby union on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of the sport of rugby union.  The Company may have different classes of membership and subscription on a non-discriminatory and fair basis.  The Company will keep subscriptions at levels that will not pose a significant obstacle to people participating.  The directors may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Company or sport into disrepute.  Appeal against refusal or removal may be made to the members. 
3.4.  All surplus income or profits of the Company are to be reinvested in the Company.  No surpluses or assets will be distributed to members or third parties. 
3.5 Upon winding-up or dissolution of the Company, any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport's governing body in Wales for use by them in related community sports. 

19.1 Directors are not entitled to any remuneration for their services to the company as directors

19.2 Directors may be gainfully employed by the Company, as with any other member of the Company, to carry out specific work (e.g. bar tender, general maintenance, etc.) or paid for acting for or advising the Company in a professional capacity (e.g. solicitor, accountant, etc.)

19.3 The Directors are responsible for any remuneration that shall be paid for work or services rendered.